RFP 21-148-PSC - Backflow Database Replacement Project

The Eugene Water & Electric Board (EWEB) issued Request for Proposals (RFP) 21-148-PSC for a Backflow Database Replacement Project, seeking qualified software and service firms to identify, select, and implement a comprehensive database solution for managing backflow prevention records. The project targets a comprehensive system that can handle approximately 64,000 water service connections, including 8,000 non-residential connections, and track around 18,100 backflow preventers with annual inspection capabilities. Key deliverables include a software solution that integrates with existing EWEB systems such as Customer Information System (CIS), Geographic Information System (GIS), and billing platforms, with robust functional requirements around data management, testing workflows, customer correspondence, and reporting. Evaluation criteria will focus on company background, implementation approach, functional capability, technical integration capacity, and pricing. The original RFP was posted on September 9, 2021, with a voluntary pre-proposal conference held on September 16, 2021, and proposals due by October 8, 2021, at 2:00 PM PT. The anticipated project schedule includes an assessment planning phase from December 2021 to January 2022, onsite assessment from January to February 2022, and implementation from February to March 2022.

No specific set-aside designations or restrictions on respondent types were explicitly mentioned in the procurement documents. The incumbent vendor was identified as VEPO CrossConnex from Elmsford, New York, which was ultimately awarded the contract following proposal evaluation. The existing infrastructure requires integration with EWEB's current systems, including legacy backflow databases and multiple operational platforms. The contract is anticipated to be approximately 6 months in duration, with a maximum not-to-exceed compensation amount and a 30% retention for services. While precise budget details were not comprehensively disclosed, the Detailed Price Worksheet indicates line items for one-time license fees, annual support fees, hosting fees, and professional services, suggesting a multi-component pricing structure. The project covers jurisdictions in Lane County and the City of Eugene, Oregon, with EWEB reserving the right to terminate the contract if future appropriations are not approved by their Board of Commissioners.