Backflow Test Management Software

The City of Santa Monica is seeking a cloud-based backflow testing management software solution through a competitive Request for Proposals (RFP) process. The procurement is targeting a comprehensive software platform that will enable the city to input, validate, track, and manage water backflow testing and customer notifications. Key software requirements include customer account management, customizable notification capabilities, multiple user access levels, system integration with existing asset management software, robust reporting functionality, and technical support. The RFP was released on February 1, 2021, with a deadline for questions on February 15, 2021, and proposal submissions due on March 8, 2021 at 3:00 pm. Proposals will be evaluated using a points-based system across seven weighted criteria: Ability to Meet Scope/Timelines (25 points), Experience/Technical Competence (20 points), Cost of Services (20 points), Quality Control (15 points), Stability/References (10 points), Value Add/Breadth of Service (10 points), and Presentation/Demonstration (5 points). The initial contract term is three years, with five potential one-year renewal options to be exercised at the city's discretion.

While no specific set-aside designations were explicitly mentioned, the RFP includes requirements for compliance with the city's Living Wage Ordinance and various legal and ethical standards. Proposers must provide comprehensive documentation, including a letter of transmittal, qualifications, key personnel information, references, project work plan, and a cost proposal. The city has established strict information security requirements, mandating vendors comply with industry standards like PCI-DSS, HIPAA, and CJIS, and provide detailed security documentation including annual independent assessments like SAS SOC Type 2 reports. Vendors must maintain specific insurance coverage, including Commercial General Liability, Workers' Compensation, and Technology Professional Errors and Omissions/Cyber Liability insurance. While specific budget ranges were not disclosed, the contract will include a not-to-exceed total amount to be specified in the Fee, Budget, and Compensation Schedule. The procurement is open to technology vendors capable of delivering a cloud-based software solution that meets the city's comprehensive technical, operational, and security requirements.