Online Backflow Testing Management Solution

The Vendor is required to provide comprehensive hosted online backflow testing management solution, implementation services, ongoing operational support, and compliance tracking.
- The ideal solution will allow certified testers to securely submit test reports online, automate customer notifications and compliance workflows, validate tester qualifications and calibration records, provide near-real-time reporting and analytics, integrate with existing city systems, support future expansion, and establish a sustainable framework for ongoing program administration.
- Development and system configuration
• Database development: vendor shall develop and maintain a complete electronic database of all known backflow prevention assemblies within the city.
• Maintain complete assembly histories, inspection records, customer associations, tester records, and compliance histories.
• The system shall support ongoing updates for newly identified assemblies, facilities, and customers.
• City will provide existing historical records for migration.
• System integration: the proposed solution shall support secure, bi-directional integration with existing city systems, including utility billing systems, work order management systems, GIS systems, customer communication systems, and the myh2o water management platform or any successor systems.
• Program documents: provide sample program documents including annual notifications, overdue notices, utility failure notices, compliance reminders, tester notifications, and customer correspondence templates.
- Implementation and operational requirements
• Annual notification management: notify water customers possessing backflow assemblies of annual testing requirements.
• Notifications shall include customer information, assembly information, and testing due dates.
• If a customer fails to comply with annual testing requirements, the vendor shall issue a notification to the city through a non-compliance tool.
• Retain responsibility for enforcement actions beyond the initial overdue notification unless otherwise negotiated
• Implementation support: the vendor shall provide weekly status reports during implementation.
• Reports may be provided through email, virtual meetings, conference calls, or in-person meetings as requested by the city.
• The vendor shall provide a detailed implementation schedule describing:
• Data migration procedures
• Testing and validation procedures
• Timeline milestones
• Risk management strategies
• Customer communication transition plans
• Validation of test results: the vendor shall validate all submitted backflow test reports and ensure compliance with current quality rules and regulations.
• Identify failed assemblies, invalid submissions, incomplete reports, or questionable test results and notify the city accordingly.
• Validation of tester credentials: the vendor shall maintain tester qualification records and restrict submissions from unqualified or expired testers.
• Customer service inspection management: interested in a customer service inspection (CSI) management module capable of tracking inspections associated with new construction, plumbing modifications, or potential contamination hazards.
• The proposed CSI management module should:
• Maintain searchable inspection histories
• Link cross-connections to associated backflow assemblies
• Support document scanning and retention
• Maintain records for a minimum of ten years or current quality requirements
• Provide reporting and compliance tracking tools.