Vendor Presentation Power Point 091621~1.pptx

Backflow Database Replacement September 16, 2021

Eugene Water & Electric Board

Introductions

Presentation of background and objectives of backflow replacement

Pre-Proposal Purchasing Reminders

Questions Agenda

Current Backflow Database is 20+ years old Developed in house to support management and maintenance of backflow assemblies Functionality is aged - Information Services is no longer able to support the program

Background

Objective

Identify, select, and implement a comprehensive Backflow Database solution EWEB is looking for a vendor that can provide the following services:

Data transfer of existing database to new database In compliance with Oregon Administrative Rules, management of all backflow assembly inventory records and related activities Automation of activities related to testing, inspection, and customer correspondence

Backflow Program Roles

EWEB Admin Role:

Manage backflow database and testing programs Customer correspondence and testing notification

Inspector Role:

Determine backflow protection needs Manage compliance of hazard protection and assembly installation

Tester/Contractor Role: (group admin) Assign outstanding tests View all tests assigned Upload test results Ability to have a group admin that enters all tests for company

Backflow Testing at EWEB

EWEB does not complete backflow testing for utility customers. Testing is conducted by private testers selected by customer.

EWEB expects testers to:

Upload test results directly to online portal To upload and maintain insurance, accreditation and gauge calibration records via the online portal Tester can upload test results for pre-assigned work or test results when contacted directly by a customer.

Backflow Testing at EWEB

There are several ways that EWEB accepts tests from customers.

And there are multiple options for customers.

This is the 4 typical work flows for testing.

Backflow Testing

EWEB Good as Gold (GAG)

EWEB Agree-ment to Agree (ATA)

Private Test

EWEB Enforce-ment

EWEB’s Automated Testing Programs

GAG (Good as Gold) Program (Commercial & Residential):

Customers can enroll in the GAG program to avoid receiving EWEB annual testing reminders Customer contacts tester and confirms availability to complete recurring annual testing The customer’s tester will be noted on their account by Backflow Coordinator Customer can change their GAG tester at any point The backflow assembly test will be automatically placed in the tester’s work queue each year Customer pays testing fee directly to tester and tester submits tests to EWEB.

The only time the customer receives correspondence from EWEB is if we don’t receive test results in a timely manner

ATA (Agreement to Agree) Program (Commercial Only):

Customers can enroll in the ATA program to have their testing facilitated by EWEB EWEB’s contracted tester completes the test After test completion, EWEB bills testing fee on customer’s EWEB account and then pays contract tester

Backflow Billing

Billing summary reports can be run by completed test, date range and tester.

Ability to be exported to Excel.

Can be sorted by tester, type of test, date tested, etc.

Add-on costs are associated with confined space, enforcement fees, etc. Could be a checkbox for fee type with actual associated fee in a different column.

Total costs would be totaled to show what to pay contract tester.

System Key Workflows & Features

Automatically create new annual test and assignments Automatically validate test results Failing test results – If a test fails, it automatically generates second test activity for retest after repairs are completed. System provides option for tester to assign retest activity.

Create configurable and customizable reports with ability to show overdue tests, billing, ATA/GAG, upcoming tests, tester activity, ownership variances, etc.

Online portal test entry has automated pass/fail test results based on USC Testing Standard for each type of assembly.

Testable assemblies shall be approved by the USC Approved Backflow Assembly List.

System supports tracking AVB (Atmospheric Vacuum Breaker) and Air Gap.

Automated workflow for site inspections with customized and configurable inspection forms.

Next slide is Tracy with purchasing reminders

Pre-Proposal Purchasing Reminders

RFP 21-148-PSC

Backflow Database Replacement Project

Contact Information

RFP Information RFP documents may be downloaded from the State of Oregon's bid site ("Oregon Buys”): https://oregonbuys.gov/bso/ Please register your company for this RFP. Those who register will automatically be added to the planholders list and will receive RFP updates through Oregon Buys.

Tracy

Key Dates

Submission of Questions or Substitution Requests All technical questions must be submitted in writing (email) to the Purchasing Analyst noted above.

All questions must be submitted in writing (email) no later than 5:00 PM on October 1, 2021, to the Purchasing Analyst noted above.

Statements made by EWEB staff at this pre-proposal meeting do not change the RFP document unless EWEB confirms such statements with a written addendum to the RFP.

RFP Submission Proposals must be submitted by 2:00 PM on October 8, 2021. Proposal submissions shall include:

Response To All Minimum Qualifications (SECTION 4) Response to All Evaluation Criteria (SECTION 5) SECTION 7 - Proposal Form ATTACHMENT B – Bidder Residency Information BACKFLOW REQUIREMENTS Worksheets DETAILED PRICE Worksheet HARD COPIES AND DIGITAL COPIES of all proposal documents as detailed in Section 1.8.

RFP Results RFP results (issuance of Intent to Award) may be downloaded after proposal evaluation completion from State of Oregon's bid site ("Oregon Buys"): https://oregonbuys.gov/bso/

Any Questions?

RFP closes Oct. 8, 2021 at 2:00pm PST.

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