Backflow Program Management Software Solution

The vendor required to provide backflow program management software solution capabilities to support the administration, monitoring, and enforcement of the city’s backflow prevention and cross connection control program.
- The software should include the following features:
•    Ability to manage QPs registry, including tracking of certification status, recertification dates, proof of insurance and verification of test kit calibration records. 
•    The system should provide automated reminders for upcoming expirations to ensure ongoing compliance. 
•    The ability to track and oversee all properties subject to the by-law, including records of each location’s backflow devices, compliance status, outstanding requirements and historical activity. 
•    Comprehensive way to manage property information, including contact details for owners, managers and authorized agents, as well as any relevant notes for program staff. 
•    Full lifecycle management of backflow prevention devices, including installation dates, serial numbers, device types, and test due dates. 
•    The system should permit automated scheduling and notification of upcoming or overdue tests. E) secure storage and management of test reports, surveys, and supporting documentation, with the ability to upload, review, validate, and archive records efficiently. 
•    Support for integrated online forms, enabling contractors, QPs, and property owners to submit documents electronically through structured forms that feed directly into the system. 
•    Capability to integrate with the city’s existing sap billing platform, enabling invoicing, reconciliation of payments, and the ability to issue and track charges related to compliance activities, registrations, and administrative fees. 
•    An internal dashboard that provides program staff with quick access to operational information, including automated generation and distribution of notifications, compliance reminders, test requests, and other program correspondence. 
•    The system should also support workflow automation to reduce manual processing and enhance operational efficiency.
- Customer service features
•    An external contractor portal that allows QP’s to submit test reports, surveys, calibration certificates, insurance documentation, and payment for QP certification or renewal. 
•    The portal should provide status updates, submission history, and automated confirmation of received documents. 
•    A dedicated property manager portal that enables owners, operators, and authorized representatives to view device status, upcoming test requirements, outstanding deficiencies, compliance notices, and documentation associated with each property under their responsibility.
- Data management reporting
•    An internal dashboard providing real-time operational and compliance insights, including submission volume, program trends, and performance metrics. 
•    Provide details regarding ongoing technical support, including service levels, issue resolution processes, and available training resources. 
•    The vendor shall clearly identify where data is stored (e.g., on premises, country cloud, external data center), including compliance with applicable data governance and privacy legislation. 
•    The vendor shall clearly define data ownership, confirming that all data collected, generated, or maintained through the platform remains the property of the city.

- Questions/Inquires Deadline: February 24, 2026