The vendor is required to provide for a comprehensive compliance tracking software (CTS) solution for multiple regulatory programs including industrial pretreatment, commercial pretreatment (fats, oils, grease, and grit), and cross connection control and backflow prevention.
• Centralized compliance tracking: facilitate tracking of various facilities and their compliance status with local, state, and federal codes
• Compliance and reporting: ensure compliance with federal, state, and local reporting requirements. allow for electronic reporting for various programs and assist with meeting regulatory standards.
• Accessibility: provide a user-friendly interface for city staff, external agencies, and other external stakeholders.
• Efficiency: ensure workflows related to compliance tracking are streamlined to alleviate the administrative burden on staff associated with enforcement and other compliance tracking activities.
1. General system support:
• Mobility: utilize the software with mobile devices, such as tablets, cellular devices, etc.
• User and programmatic levels and assignments: ability to assign individual user accounts different roles and program access. (i.e., fog inspector does not need industrial pretreatment access, etc.)
• Accessibility: software is easy to learn and to navigate.
• Dashboards are customizable for individual users based on compliance needs.
• Training: developer offers training support, classes, and self-paced videos to help end users learn software functionality.
• Technical support: maintenance and updates for the software are performed by the software developer to ensure limited periods of downtime.
• Compliance & regulatory support: changes in regulatory requirements periodically necessitate software changes to ensure city compliance.
• Auditing: ability to track changes made by individual users to specific events/facility fields.
• offline capabilities: software functionality without internet access with ability to “pull” data entered once connected to internet.
• User licensing: software should be able to support multiple user levels and roles. software should be able to support concurrent users.
2. Industrial pretreatment:
• Inspections: generate an inspection report from a customizable template and track inspection events for various users within the wastewater collection area.
• Sampling: store results from sampling and analysis of contaminants and flows received from various users in the wastewater collection area.
• Asset management: track and manage pretreatment assets, such as auto sampler maintenance.
• Enforcement: generate notices and other controlled documents utilizing approved templates.
• Track enforcement from start (first noted), to control authority response (enforcement), to final compliance (compliant resample, completed milestones, etc.).
o Significant noncompliance (SNC) calculation: ability to calculate significant noncompliance utilizing data from industrial user.
• Permitting: create permits utilizing appropriate approved templates and data from permit applications for various users within the wastewater collection area.
• Scheduling: create workflows to be assigned to individual users to ensure critical tasks are accomplished. track and view when assignments are completed.
• Survey: create facility information and contact sheets.
• Provide real-time reporting for determining when surveys require update.
o Dental office one time compliance reports (OTCR): track compliance with the epa dental rule by being able to store dental OTCRs utilizing the CTS.
• ESRI ArcGIS: provide geospatial data utilizing survey and permitting information and compliance status.
• Must be able to be integrated with the city’s currently existing GIS software environment.
• Reporting: create and generate reports and dashboards to visualize data to optimize efficiency and drive decision-making.
o Cross-media electronic reporting rule (CROMERR): ability to submit an annual pretreatment report utilizing CROMMER compliant reporting standards.
o Maximum allowable headworks loading (MAHL): ability to visualize pollutant loadings of pollutants of concern.
o Maximum allowable industrial loading (mail): ability to visualize significant industrial user (SIU) loadings of the publicly owned treatment works (POTW); visualize percentage of MAHL that the mail
encumbers.
o Key performance indicators (KPIS): track key performance indicators to ensure program is functioning efficiently, ability to integrate with city’s enterprise management system.
o Periodic compliance reports (PCRS): receive reports from industrial users utilizing CROMERR compliant software.
• Billing: seamlessly create and generate bills based on current utility rates and activities recorded in the CTS.
o Ability of system to create surcharges based on pollutant loads and flow data pulled from city’s billing software.
o Ability of system to create sampling and analysis charges based on inputs from staff.
3. Commercial pretreatment:
• Inspections: generate an inspection report from an approved template and track inspection events for various users within the wastewater collection area.
• Sampling: store results from sampling and analysis of contaminants and flows received from various users in the wastewater collection area.
• Enforcement: generate notices and other documents utilizing templates.
• Track compliance with any generated notices.
• Permitting: create permits utilizing templates and data from permit applications for various users within the wastewater collection area.
• Scheduling: create workflows to be assigned to individual users to ensure critical tasks are accomplished.
• Track and view when assignments are completed.
• ESRI ArcGIS: provide geospatial data utilizing survey and permitting information and compliance status.
• Must be able to be integrated with the city’s currently existing GIS software.
• Reporting: create and generate reports and dashboards to visualize data to optimize efficiency and drive decision-making.
• Manifests: track compliance for fog pretreatment devices.
• Track and notify users when pretreatment devices are due for service and allow for receiving of manifests electronically from waste haulers.
4. Backflow/cross-connection prevention:
• Tester account creation: allow assembly testers to create accounts to submit results of backflow tests and certificates.
• Backflow assembly and CSI database management: allow advanced and customizable data tracking of backflow assembly, customer service inspection reports, and customer information.
• Backflow test submission: allow backflow testers to submit results from backflow assembly tests.
• Reporting: create and generate customizable reports and dashboards to visualize data to optimize efficiency and drive decision-making.
• Enforcement: create notices, letters, and other documents utilizing templates.
• Automate letter mailing.
• Track responses with any generated notices.
• ESRI ArcGIS: provide geospatial data utilizing data within the CTS to visualize data.
• Must be able to be integrated with the city’s currently existing GIS software and GIS environment.
• Billing: seamlessly create and issue bills/fees based on current utility rates and activities recorded in the CTS.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 11, 2025