CONTRACT 6444 Professional Services Agreement CLOSEDAgreement No. 6444
Agreement No. (City Clerk assigns]_
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
SWIFTCOMPLY US OPCO, INC.
This AGREEMENT is made and entered into this 17th day of June, 2022, by and
between the CITY OF EL SEGUNDO, a municipal corporation and general law city
("CITY") and SWIFTCOMPLY, US OPCO, INC., a corporation ("CONSULTANT"). The
parties agree as follows:
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed
in the SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed Thirty -Seven Thousand, Eight Hundred Fifty Dollars ($37,850),
which includes a Year One Only fee of $4,850 and an annual fee of
$16,500 for CONSULTANT's services each year for two years. CITY may
modify this amount as set forth below. Unless otherwise specified by
written amendment to this Agreement, CITY will pay this sum as specified
in the attached Exhibit 'A" which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A,"
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, printing, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at
the time of performance utilized by persons engaged in providing similar services. CITY
will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of
any deficiencies and CONSULTANT will have fifteen (15) days after such notification to
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Agreement No. 6444
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cure any shortcomings to CITY's satisfaction. Costs associated with curing the
deficiencies will be borne by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT
for current services are within the current budget and within an available, unexhausted
and unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the current
fiscal year, this Agreement will cover only those costs incurred up to the conclusion of
the current fiscal year.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
ii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or
unknown conditions that may materially affect the performance of the
services, CONSULTANT will immediately inform CITY of such fact and will
not proceed except at CONSULTANT's own risk until written instructions
are received from CITY.
7. TERM. The term of this Agreement will be from July 1, 2022, to June 30, 2024.
Unless otherwise determined by written amendment between the parties, this
Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
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Agreement No. 6444
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B. Termination as stated in Section 15.
8. TIME FOR PERFORMANCE,
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under
Section 22 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANT's own risk.
9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the
contracted services. If delay occurs, CONSULTANT must notify the Manager within
forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such
delay interferes with the Agreement's schedule. The Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
10.CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the
main body of this Agreement takes precedence over the attached Exhibits; this
Agreement supersedes any conflicting provisions. Any inconsistency between the
Exhibits will be resolved in the order in which the Exhibits appear below:
A. Exhibit: A: Scope of Work, Budget, Proposal for Services
11. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the contract
sum and the contract time will be adjusted accordingly. All such changes must be
authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written
agreement between the parties.
12.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services under
this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared
by CONSULTANT under this Agreement will not be construed to operate as a waiver of
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any rights CITY may have under this Agreement or of any cause of action arising from
CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant,
or condition contained in this Agreement will not be deemed to be a waiver of any
subsequent breach of the same or any other term, covenant, or condition contained in
this Agreement, whether of the same or different character.
15.TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately
cease performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANT's own cost; CITY
will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination,
not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this Agreement are
CITY's property. CONSULTANT may retain copies of said documents and materials as
desired but will deliver all original materials to CITY upon CITY's written notice. CITY
agrees that use of CONSULTANT's completed work product, for purposes other than
identified in this Agreement, or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art
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work, prepared pursuant to this Agreement, will be released by CONSULTANT to any
other person or public CITY without CITY's prior written approval. All press releases,
including graphic display information to be published in newspapers or magazines, will
be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
18.INDEMNIFICATION.
A. CONSULTANT agrees to the following:
Indemnification for Professional Services. CONSULTANT will
save harmless and indemnify and at CITY's request reimburse
defense costs for CITY and all its officers, volunteers,
employees and representatives from and against any and all
suits, actions, or claims, of any character whatever, brought
for, or on account of, any injuries or damages sustained by
any person or property resulting or arising from any negligent
or wrongful act, error or omission by CONSULTANT or any of
CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement, except
for such loss or damage arising from CITY's sole negligence
or willful misconduct.
H. Indemnification for other Damages. CONSULTANT indemnifies
and holds CITY harmless from and against any claim, action,
damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of this Agreement, or its
performance, except for such loss or damage arising from
CITY's sole negligence or willful misconduct. Should CITY be
named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not,
arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in
settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any
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approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONSULTANT pursuant to this Agreement, including, without limitation, to
the provisions concerning indemnification.
19.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without
CITY's written approval are prohibited and will be null and void.
20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which it is performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free
access at all reasonable times to such records, and the right to examine and audit the
same and to make transcript therefrom, and to inspect all program data, documents,
proceedings and activities. CONSULTANT will retain such financial and program
service records for at least three (3) years after termination or final payment under this
Agreement.
22.INSURANCE.
A. Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONSULTANT will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below:
Commercial general liability
Professional Liability
Business automobile liability
Workers compensation
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Limits
$2,000,000
$1,000,000
$1,000,000
Statutory requirement
Agreement No. 6444
Agreement No. [City Clerk assigns]_
B. Commercial general liability insurance will meet or exceed the
requirements of the most recent ISO-CGL Form. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials,
and employees as "additional insureds" under said insurance coverage
and to state that such insurance will be deemed "primary" such that any
other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such
coverage is available, or on a "claims made" basis if not available. When
coverage is provided on a "claims made basis," CONSULTANT will
continue to renew the insurance for a period of three (3) years after this
Agreement expires or is terminated. Such insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement and will cover CONSULTANT for all claims made by CITY
arising out of any errors or omissions of CONSULTANT, or its officers,
employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement and such other evidence of insurance or copies of policies as
may be reasonably required by CITY from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the
insurance required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from
payments due to CONSULTANT under this Agreement or terminate
pursuant to Section 15.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such
approval must approve of the proposed consultant and the terms of compensation.
24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative
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description of progress during the past month for each major task, a description of the
work remaining and a description of the work to be done before the next schedule
update.
25. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT:
SwiftComply, US OpCo, Inc.
Koll Center Parkway Suite, 250
Pleasanton, CA 94566
Attention: Olivier Terrien
Phone: 619-304-6022
Email: Olivier.terrien@swiftcomply.com
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Anthony Esparza
Phone: 310-524-2746
Email: aesparza@elsegundo.org
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
26.CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
27.SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT's bona fide employee,
to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not
paid nor has it agreed to pay any company or person, other than CONSULTANT's bona
fide employee, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement.
Should CONSULTANT breach or violate this warranty, CITY may rescind this
Agreement without liability.
28.THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of
any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT's or CITY's obligations under this Agreement.
29.INTERPRETATION. This Agreement was drafted in and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
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Agreement No. 6444
Agreement No. [City Clerk assigns]_
30.COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. This Agreement will bind and inure to
the benefit of the parties to this Agreement and any subsequent successors and
assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently
review this Agreement with legal counsel. Accordingly, this Agreement will be
construed simply, as a whole, and in accordance with its fair meaning; it will not be
interpreted strictly for or against either Party.
33.SEVERABILITY. If any portion of this Agreement is declared by a court of
competent jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement will
continue in full force and effect.
34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment.
35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be
entered into in connection with this Agreement will be considered signed when the
signature of a party is delivered by electronic (pdf) or facsimile transmission. Such
electronic or facsimile signature will be treated in all respects as having the same effect
as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
37.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, acts of terrorism, war, embargo, government action, civil or military
authority, the natural elements, or other similar causes beyond the Parties' reasonable
control, then the Agreement will immediately terminate without obligation of either party
to the other.
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Agreement No. 6444
Agreement No. [City Clerk assigns]_
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness
and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience,
service experience, completion ability, personnel, current workload, experience in
dealing with private consultants, and experience in dealing with public agencies all
suggest that CONSULTANT is capable of performing the proposed contract and has a
demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
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Agreement No. 6444
Agreement No. [City Clerk assigns]_
IN WITNESS WHEREOF the parties hereto have executed this Agreement the
day and year first hereinabove written.
CITY OF EL SEGUNDO SWIFTCOMPLY, US OPCO, INC.
Darrell George, Olivier Terrien,
4Qta4Fm-City Manager Vice President Business Development
ATTES
Tracy Weaver,
City Clerk
APPROVED AS TO FORM:
Joaq n Vazquez,
Dep t City Attorney
I h5VVV N V (o AAJ '
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JUI11111131 1 ly
Agreement No. 6444
Request for Proposal MP 21-16 CROSS -CONNECTION
61 a" • 1. 1 6 0 1, E
1 l F.11 , FACII 4 IVA 14 0L ki
Submitted: 06/08/2022
Response by:
Agreement No. 6444
RFP No. MP 21-16 Backflow Prevention Program Management page 2
SWIFT
Pleasanton, CA - January 8th, 2022
Floriza Rivera I Principal Engineer
City of El Segundo Public Works Department
350 Main Street El Segundo, CA 90245
RFP No. MP 21-16 Backflow Prevention Program Management - Pricing Confirmation
Dear Ms. Rivera,
SwiftComply is pleased to confirm that:
1- The RFP No. MP 21-16's response submitted by SwiftComply on January 22nd, 2022 is valid until
J u ly 21 st, 2022.
2- The costs provided on item 5 - Price Schedule, page 30 remain the same.
If you have any questions, or require further information, please do not hesitate to contact me on
415-450-8979 or by email at olivier.terrien@swiftcomply.com.
Sincerely,
Olivier Terrien
Vice President Business Development
SwiftComply
Agreement No. 6444
Response to RFP No. MP 21-16 page 1
Request Proposal "" • CROSS -CONNECTION
PREVENTION
PROGRAM
Submitted: 1/12/2022
Response by.
Response to RFP No. MP 21-16
Agreement No. 6444
page 2
Title Page
1 - Understanding and Project Approach
Project Understanding
Solution Approach
Unique Benefits of SwiftComply
Project Schedule and Milestones
2 - Qualifications and Experience
Corporate Overview
Similar Projects
3 - Project Team
Project Team
Organizational Chart
Key Staff
4 - Scope of Services.
Overview
Development Phase
Implementation Phase
5 - Estimated Fee for Services
6 - Statement Agreement to Execute
Conclusion
Total Page Count: 34 Pages
Cove r/TOC/D ivid ers: 8 Pages
Proposal Content: 26 Pages
1
3
4
5
9
10
12
13
14
16
17
18
19
21
22
22
24
29
31
34
Response to RFP No. MP 21-16
Agreement No. 6444
page 3
o%�
C/OMPLY
"I 'iderstandi�Mg atid Rroject AppIroacki
Response to RFP No. MP 21-16
Agreement No. 6444
page 4
III') r o jj e't UII' i �„ 1�� e III ,s t alia Ili d III IIn g
SWIFT
"M P
The City of El Segundo has expressed a need for a solution to improve and manage all
aspects of the City's existing Cross -Connection Control/Backflow Prevention program. The
City desires to automate the tracking/management portion of the program and feature a
component which would allow for backflow test results to be submitted online.
In order to streamline process efficiency, reduce operational overhead, and better protect
human health and the environment, the City requires a solution which is inclusive of:
1. Backflow Prevention Software that tracks the City's customers and backflow
assemblies
2. Maintaining the proper County and State -required certifications
3. Inspecting and/or re -inspecting existing and newly installed backflow devices.
4. Generating monthly letters and reports for customers on the 1 st of each month
5. Distributing the monthly test letters and reports to the customers
6. Receiving the monthly test reports that are due 45 days from the date the letters
were sent (the 15th of the following month)
7. Completing data entry by entering the test results of all received reports
8. Tracking responses and following up with customers via Second Notices, Final
Notices, Emails or Phone calls to ensure that test reports are received
9. Managing and updating customers and assemblies when appropriate
10. Training City staff in the use of any new software and program procedures
11. Providing monthly updates on backflow prevention assemblies that are not in
compliance
12. Providing quarterly updates on the developments of the Backflow Prevention
Software and assemblies
Response to RFP No. MP 21-16
Agreement No. 6444
page 5
SciIItA,t10A irmo a cii,.i�
Our approach is to enable collaborative relationships with the city staff, water customers,
and testers through our state-of-the-art
management platform and dedicated
services team. We support the
respective stakeholders, manse the
p g n u.
processes and support the technology.
In this section we will highlight and
showcase some elements of our
solution, through screenshots and
accompanying descriptions."
City users have access to all data at any time from
anywhere on any internet connected device. With a
custom, real-time dashboard I can easily monitor the
program's execution and performance.
The dashboard (right) can be configured based on
user preferences, allowing different city users to focus
on different areas and priorities.
'rrJJyN�C11 "'1;;;°fr"1;' SwiftComply is unique in the flexibility provided to city
users, specifically in relation to the data fields, forms
and workflows within the application.
One such example of this (left) illustrates an approval process for backflow test reports.
With this review process, city users have the ability to accept, reject or send back a
submitted backflow test report.
As part of this process, the system automatically verifies the data and highlights any
compliance issues within the test report, as illustrated below.
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Response to RFP No. MP 21-16
Agreement No. 6444
page 6
City users have the same access to
information as the SwiftComply team,
providing full transparency and accountability
for the service.
SwiftComply is a system -of -record for the
backflow program and a full log of all activities
is recorded and available for review at any
time. For example (right) is a list of
communications logs listing all notices sent
from the application.
survey �nfonndlbil
e m�....SwiftComply allows city users to perform field
inspections and/or surveys with all the data available
in real-time on mobile or tablet devices.
Data can be exported to other city systems such
as GIS or asset management.
SwiftComply is set up to ensure that your
reporting obligations are met seamlessly. An
example extract from a report is included (right).
During implementation our team will define all
reporting requirements before configuring the
system. Thus ensuring the overall success of the
project.
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16
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o
Response to RFP No. MP 21-16
City users have the ability to define how
communications are sent by email, letter, postcard
or a combination of those to one or more contacts.
Those communications can be sent based on a
predefined rule (e.g. 60 days before a test is due), or
one-off for instance for enforcement. All
communications sent are logged within the
database and associated with the contact, backflow
assembly and location. .
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u u�,rw W+wmaluo� a �.m�i m,.u,am�. u.. ma nr mm�m tau. lama llmmu,a���w �uimma�,v, m41 >'r�m �mv i.
The SwiftComply Customer Success
team will email and/or mail the
Certification Update Notifications and
Overdue Notifications by first SwiftComply
provides full audit capability to track letters
mailed ensuring trust in the program
execution.
M
The number of communication templates is
unlimited. Communications can be configured
Response to RFP No. MP 21-16
Agreement No. 6444
page 8
SwiftComply maintains a custom, city -branded
registration page for new backflow testers to
register with the city.
Existing certified testers will receive an
invitation to log to the backflow tester web
portal.
registered with.
SwiftComply for backflow testers is accessible from any
internet-connected device. We provide a simple and
modern user interface to submit backflow test reports
directly to the city's online database (or for approval as
required by the city -defined process).
Testers can also update their credentials and test kit
calibrations through the online portal. Once the city
reviews and accepts, tests can be submitted. One
unique aspect of SwiftComply, is that once updated,
these credentials are shared regionally with all water
purveyors, who use Swiftcomply, that the tester is
SwiftComply provides full visibility for all
backflow test reports submitted with
real-time status updates (as shown on the
right).
City users can accept, reject or send back
backflow test reports. This reduces
confusion and manual back -and -forth
between the city and testers.
a 1','`fr",1,11
Agreement No. 6444
Response to RFP No. IMP 21-16 page 9
Urtiquie Bertelits of SwIII tCoinrip�y
'
SwiftComply Advanta'ge
Stakeholders Benefits
------------
Other Solutions
Complete Data Access,
Full control and access to data in real-time
Limited access and
Ownership & Management
yield higher productivity.
manual change
for city staff.
Approval authority over all data entered
requests.
into the application.
. ..........
. . ..... .. . .
..............
Customizable and flexible
Self -serve capability allows City admin
Changes need to be
solution.
users to add, edit or remove custom fields
submitted to the
and properties.
vendor.
Survey and inspection
Ability for city staff to create mobile
Not available.
capabilities.
friendly templates and perform field
surveys/inspections.
Automated updates and new
City staff benefits of new capabilities and
Limited new software
features to support over 400
ongoing improvements leveraging best
capabilities.
customers' evolving needs.
practices from a large pool of peer users.
Integration with GIS,
Better city staff collaboration. More done
Siloed solution.
Workforce Management and
with less time.
Billing systems.
Payments transparency and
We provide the city users access to our
Limited visibility and
audit.
payments system, providing full
reports.
transparency over the payment process.
Online Directory and
- - __-- . ... ... ....... . . ---
Connect with customers, benefit from
Alphabetical list with
Marketplace for zesu:irs,
improved exposure and customer
limited content.
satisfaction reviews.
.
... ..........
Agreement No. 6444
page 10
IlP r e ct S 1i, tit e filUj ti f� f, °° a in d 110, i I e s t o Ili 1Yi e;s
SwiftComply has developed a robust project implementation plan that ensures timely
project delivery and includes training, comprehensive integration, and user acceptance test
plan, business process reengineering tasks, major implementation milestones and project
governance strategy. This project schedule has been developed and iterated upon based
on our experience of 50+ implementations completed over the past 2 years.
Ex�pected of
U)IIIsase/Task
Task.
Owner
Days
Cointo lct
i„gy
Finalize agreement and legal approval
City
Complete welcome survey
City
1
"gy
Attend kick-off meeting
SwiftComply/City
1
Complete backflow data worksheet
City
5
Review data and identify migration fields
SwiftComply/City
5
Complete data updates in current system as
needed
City
10
Provide dataset to SwiftComply
City
1
Review data and complete data migration
report
SwiftComply
10
r ra,Ih�? c t uori,
Complete additional data cleanup (if
arid R.eviie'O(
applicable)
City
10
Provide revised dataset to SwiftComply (if
applicable)
City
1
Share billing sync csv template
Swiftcomply
1
IT team to review billing sync csv template
City
10
Discuss billing sync set up and confirm system
requirements
Swiftcomply/City
5
Provide sample billing sync file
City
1
Meet with SwiftComply tester outreach team
SwiftComply/City
1
Create tester enrollment form
SwiftComply
1
^@aminor° g.
Review and approve tester communication
plan
City
5
Receive ongoing tester registrations
Swiftcomply
1
Compete test form survey
City
1
estl iiuuall ",urv° '"y'
:O
Review test form and survey form set up
SwiftComply/City
1
r uwn
Configure test form compliance settings
SwiftComply
5
Response to RFP No. MP 21-16
Agreement Npage 11o. 6444
Create digital test and survey forms
Swiftcomply
5
Create test form PDF and survey form PDF
Swiftcomply
5
Prepare migration scripts
Swiftcomply
5
Data
Import initial data
Swiftcomply
1
Data validation and review
Swiftcomply
5
Complete internal testing of test environment
SwiftComply
2
Provide user accounts to customer
Swiftcomply
1
Schedule and provide UAT training
Swiftcomply
1
Complete data migration testing spreadsheet
City
5
User Accqpl�ar,�.ce
es t i ing (U /vi")
Review feedback and update test environment
(ongoing until finalized)
Swiftcomply/City
15
Test billing sync functionality
Swiftcomply/City
5
Adjust billing sync csv file (as needed)
city
5
Provide approval for move to production
city
1
Provide final clataset
city
1
Production site setup
Swiftcomply
5
Complete hanclover to Customer Success
"0
Manager
Swiftcomply
1
l, 1V 1, r'Ii �71 EH11 t
Notify testers of live site and new workflows
Swiftcomply
1
Schedule bi-weekly check in calls
Swiftcomply
1
Schedule 90 day check in
Swiftcomply
1
Develop user training plan and schedule
training(s)
Swiftcomply/City
5
Host user training and provide training
U,[aei, 1'ra "di ilg
resources
Swiftcomply
1
Set up notices and test letter generation
Swiftcomply/City
5
Schedule and host tester training session (as
needed)
Swiftcomply
I
Transition to Managed Services
Swiftcomply/City
5
30 day check in & review
Swiftcomply/City
1
Response to RFP No. MP 21-16
Agreement No. 6444
page 12
21-16 Cross,-Connecflon Control,,,,' and
�B a c o w Prevenfloir, Program MaInagel.',,,,,,,,ent
olO
lk,,,,XDIMPLY
2 Qualifications and Expe��lllllllienc:lle
Response to RFP No. MP 21-16
Agreement No. 6144
page 3
Co Ivm;:,w ii" a te o v elia vi e v t
Name
SwiftComply US Opco, Inc
Primary Business Address
6701 Koll Center Parkway Suite 250,
Pleasanton, CA 94566
Phone
1-480-490-5259
Email
hello@swiftcomply.com
Website
httos://www.swiftcom.ply.coy-n/
Form of business
C-Corporation
State of Incorporation
Delaware
Date of Incorporation
May 2017
Commitment to conservation
SwiftComply Environmental Policy Statement -Section VII
Minority/Women (M/WBE)
SwiftComply Compliant Memorandum - Section VII
Number of Customers
412
Employees
30 FTE
Contact Person
Olivier Terrien - Oliver@swiftcomply.com
Software solution
Software as a Service, cloud based, accessible 24/7 via web
browser, unlimited users, automatic updates & upgrades.
SwiftComply's team leverages 30 years of experience in cross connection survey,
inspections, and backflow prevention management. We currently serve over 400
customers, including over 20 municipalities in California. Cumulatively, our customers track
over 1.5 million backflow assemblies with SwiftComply.
One of our core competencies is the delivery of a managed online backflow management
program identical to the scope defined in your RFP. Our team currently supports over 2,000
certified testers who submit tens of thousands of backflow test reports through our online
portal every month. Our team also mails thousands of test notices on behalf of our
customers for 1 st and 2nd notifications.
Response to RFP No. MP 21-16
Agreement Np .96444
14
S ii r, 1ffl a r i,')I' Ili'""1,;ij e 1u t s
IR (),J E S1,JNiiNAAIII°Y
Customer
City of Fountain Valley, CA
# of Backflows
1800
Customer Since
1999 [Online test entry since July 2019]
Project Scope
The scope for this project is identical to El Segundo's requirements as
outlined in the RFP. Some of the main similarities include:
• Provision of a database of facilities, backflow assemblies, surveys
and test reports.
Preparation and mailing of up to 2 test -due notifications with the
City's logo, to water customers informing them of their backflow
testing requirements.
a Maintain a record of all notifications sent in the backflow
database.
a Management and hosting of an online website for backflow test
entry by the certified backflow tester, with automatic verification
of passing/failing tests.
0 Provision of an online application for backflow testers to manage
and update test kit calibrations, tester certifications and view a
history of tests entered.
a Provision of real-time updates to records, including submitted
backflow tests, in the City database.
r Provision of an online directory with all current active, certified
testers.
Provision of customer support helpline (phone and online) for
water customers and backflow testers. Maintain an online FAQ for
customers.
o Provide customized and real-time reporting and status updates for
program compliance and
The additional 5 references shared in the list below are similar in nature to the Fountain
Valley project defined above.
Each project involves the provision of an online test entry service that enables service
providers to enter test reports online directly into a City -owned database, the automation
of outgoing notices, and proactive management of tester certifications and kit calibrations.
Several municipalities in California trust SwiftComply software and services.
Response to RFP No. MP 21-16
Agreement No. 6144
page 5
city I Size (Assets) I Since � Phone 1I Contacts u
Victorville, CA
3000
07/2016
7602455551
Darren Hill
dlhill@victorvilleca.gov
Jurupa
2000
06/1998
9516857434
Ian Timmons
Community
itimmons@jcsd.us
Services District,
CA
Anaheim, CA
10,000
01/2003
7147654591
Stewart Noble
SNoble@anaheim.net
Escondido, CA
5300
11/2004
7608394806
Chris Muller
cmuller@escondido.org
Laguna Beach
1000
11/2016
9494643117
Van Xayarath
County Water, CA
vxayarath@lbcwd.org
Response to RFP No. MP 21-16
Agreement No. 6444
page 16
I�k III IP I `, 16 C r', o s s CoIII "'�fi,11niectijbn Colr IV t ir, o � a In d
�B a c I o e e ��� �[� �'t � o ��� II Rr"opr",am �,\A a age eint
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Response to RFP No. MP 21-16
Agreement No. 6444
page 17
IIIII IIIIr O f I rn
j'
SwiftComply boasts an experienced and highly qualified project team to deliver this project
through implementation and execution. Our customer success team is led by Lauren Huey,
VP of Customer Success, who has personally managed 50+ similar projects over the past 2
years. Lauren will oversee project implementation and collaboration with the City of El
Segundo team. Her duties include developing a project plan, system configuration, data
migration and training. Supporting Lauren through the implementation will be Mariel
Nunley, who specializes in customer migrations & data conversion, and Eric Snell, who
leads our professional services team. Eric has two decades of experience in system
integrations for utilities and compliance databases. He will work closely with the City
project team to document changes to managed services based on existing business
processes. Post -implementation, Sophie Schmidt and her Customer Success team will be
responsible for ongoing management of notices and tester/customer support.
One of the benefits of selecting SwiftComply is that we work in partnership with our clients
to establish open, collaborative client relationships with continuous feedback and
improvement, which lasts long after deployment. We continuously strive to innovate and
improve our solution. Our customer success team will be available to help optimize your
program, refresh training and share best practice on a regular basis under a defined
Service Level Agreement and at no extra cost to the City.
In this proposal we will demonstrate that we have necessary qualifications, skills and
experience to exceed the City of El Segundo's requirements, and a commercial proposition
that exceeds expectations. By choosing SwiftComply, the City of El Segundo will engage a
low -risk, high -impact solution that will ensure a successful backflow program for many
years to come. Thank you for taking your time in considering the proposal that we have put
forth. We're excited by the opportunity to keep working with the City of El Segundo and
look forward to hearing from you.
Response to RFP No. MP 21-16
Agreement Np g6444
Org ftc Illy o i z a t i mIri da° Ili C l 1ii1 wrt
Brian C1appre
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Gary Run
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Alan RII
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Mergan Cruwell
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Betty Hanson
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All members of the project team hold a Bachelor's degree in a related field. Additionally,
our project team has collaborated together on more than 50 similar projects in the last 2
years, and 20+ in the last 6 months.
Response to RFP No. MP 21-16
Agreement No. 6444
page 19
Name, Title
Lauren Huey, VP of Customer Success
Participation in
Lauren will oversee project implementation and collaboration with the City.
this project
Her duties include developing a project plan, system configuration, data
migration and training.
Experience,
Personally managed 50+ similar projects over the past 2 years.
Skills &
Knowledge
Leads team of account managers, implementation managers, water
customer/tester support and technical support.
Previously in operation management roles in the hospitality business
(UberEats, Kimpton Hotel Group, Marriott)
Virginia Polytechnic Institute, Bachelor of Science.
MEMIU��;,,
Mariel Nunley, Implementation/Migration Manager
Name, Title
Participation in
Implementation Manager in charge of all the system set-up & data integration.
this project
She will be the primary interface between the City's project team and
SwiftComply engineering team.
Experience,
Customer success and operation manager in cloud based software.
Skills &
Specializes in project management since 2013.
Knowledge
Pitzer College, Bachelor's Degree
Eric Snell, Head of Professional Services & Consulting
Name, Title
Participation in
Eric will oversee the data integration with GIS. He will support the customer
this project
success team in data migration, rollout and final configuration to match the
City's business processes.
Experience,
Over 21 years of Backflow, Pretreatment, and FOG solutions experience.
Skills &
Has led over 200 implementations with data migration and system
Knowledge
integration.
Kansas State University, Bachelor of Science, journalism, Computer Science.
Name, Title
Brian Clapper, VP of Engineering
Participation in
Brian will support the API integration with Raleigh's GIS database; and his
this project
team will support the data conversion and technical configuration.
Response to RFP No. MP 21-16
Agreement No. 6444
page 20
Experience,
Lead the development team of SwiftComply's software solutions.
Skills &
Knowledge
in web applications,
Over 15 years of software engineering and operations, pp ,
security and monitoring of IoT and IT infrastructure, analytics platform.
Penn State, Bachelor of Science, Computer Science.
N,,.E , I %. ME
Bobbi Winterowd, Head of Product
Name, Title
Participation in
Product management - ensuring SwiftComply satisfies the City of El Segundo's
this project
current and future expectations
Experience,
Technical Program/Project Manager with a proven track record of leading
Skills &
projects to a successful completion.
Knowledge
SwiftComply (current)
Comcast (Program Manager) - 5 years
Lockheed Martin (Project Engineer) - 10 years
University of Colorado - Bachelor's in Business Administration
Regis University - Masters in Information Systems
ME= E 1 Milli
Name, Title
Mick O'Dwyer, CEO
Participation in
Executive Oversight & Project Governance
this project
Experience,
Founder and CEO of SwiftComply
Skills &
Knowledge
Led acquisition of XC2 Software Inc in 2019
Managing Director of Evolution Environmental Services, Ireland (4 years)
Wastewater Engineer for the City of Dublin, Ireland (8 years)
Post -graduate Diploma (level 9) qualifications in Project Management ('07),
Environmental Engineering ('08) and Health & Safety ("0)
University College Dublin - Bachelor of Engineering ('04), Executive MBA ("5)
Response to RFP No. MP 21-16
Agreement No. 6144
page 1
r
W�!�� 21-16 0�,""OSS-LOIInldI, ecflaII,�,,��ti Canflr"&i &i,""td
Bade..,fill,"ow eve nti, o �j, a g e wt e ��� ft
4 Scope
Response to RFP No. MP 21-16
Agreement No. 6 44
page 12
Overview
SwiftComply will manage the project with El Segundo in two primary phases, a
Development Phase and an Implementation Phase. The Development Phase will be
implemented like a standard software only project implementation including data
migration, templated and business process review. The Implementation Phase will begin
immediately following the Development Phase. Conconcurrent approach was'allowed' for
in the RFP, however, without training, agreement on template configuration and business
processes established for managed services, the Implementation Phase cannot begin.
1,,'P h a s e
A. Familiarization Activities
SwiftComply will issue a welcome survey to the City's project team to initiate the project
and confirm that expectations of the City and SwiftComply align.
A kickoff meeting for all stakeholders will be held where roles, responsibilities and the
project schedule will be reviewed.
B. Software Provision
SwiftComply will provide their off -the -shelf cross -connection solution as outlined in section
1 "Understanding and Project Approach under the "Solution Approach". There is no local
installation of software required, all data migration and access to the software will be from
the cloud.
The City will have access to reports, schedules, communications and be able to interact to
provide any testing and survey/inspections that still may need to be completed by the City.
All notices managed by SwiftComply will be submitted from and tracked from within the
SwiftComply backflow solution. Both testable device assemblies and non -testable devices
(like air gap) can be managed within the software.
In addition to full data and reporting access, City users can set notifications to receive
status updates to their mailbox based on status changes in the data and also login to take
advantage of the overall compliance status Dashboard to see the Monthly or Annual status
of compliance of the overall program.
Response to RFP No. MP 21-16
Agreement No. 6144
C. Database
SwiftComply will provide the city a backflow data worksheet to summarize the legacy
system and data and then collect and review the data and identify fields required for
migration. The City will review the data, make recommended changes to the migration and
then accept the migration as completed. Missing or manually entered data can be
provided in stand alone worksheets to be included in the electronic data migration or the
City can directly access the system and manually enter the missing/manual data. A final
data migration report and final system migration will be provided immediately before the
Implementation Phase.
D. Security & Confidentiality
SwiftComply's backflow solution is SOC2 Type II certified, is independently tested monthly
and audited annually to ensure ongoing secure access. All employees of SwiftComply are
subjected to background checks, not just those providing data services. SwiftComply is
open to 3rd part audit or happy to provide the independent audit information to the City
for their review.
E. Program Documents
Key program documents are the physical test form, electronic test form and notices
templates. SwiftComply will request the City complete a test form survey and will create
new templates for review and acceptance based on the information desired to move
forward. Set up notices and test letters for email and physical generation shall be based on
templates provided by the City. The City will review and approve all test forms, notices and
letters.
F. Certification Due Dates
The City shall meet with the SwiftComply project manager to confirm the duee dates and
frequencies of ail devices. Those migrated from the legacy database, those scheduled for
businesses, for the City staff and for private consumers (Sprinklers). Part of sign -off from
data migration, templates will be review and acceptance of frequency configuration and
automation that will drive the system.
Response to RFP No. MP 21-16
Agreement No. 6444
page 24
d1 nn IIIpI e nip°n e iin t at: i s e
A. Ongoing Services
SwiftComply will ask the city to meet with our outreach team to initiate our services.
SwiftComply will work with City IT to ensure that customers, test companies and testers all
have access to information and training through information and links found on the City's
website.
Based on the RFP addendum provided and clarifications provided by the City, SwiftComply
is not proposing any inspections or physical survey to initiate the project. This can be
discussed at time of contract and can be provided as an optional service if desired.
Tester enrollment and offering for training shall begin the implementation phase. The
City will remain engaged to review and approve the tester communication plan and in
receipt of ongoing tester and test company registrations.
Part of the development phase will include outlining and agreeing on the business process
flows to be administered under implementation. This does include options for notices to
City Staff, Device Owners, Testers and Test Companies. It also allows for City testing of City
devices as well as inspections by City or by contracted agencies.
Full-time phone support, knowledge base and ongoing training shall be provided for to all
users of the SwiftComply solution, including testers and test companies.
Real-time reports can be configured by City Staff to be received on a scheduled basis (e.g.
Weekly, Monthly or login for on -demand).
Notices requiring City involvement or legal activity from the City shall be included in
automated reports to the specified City staff.
Tester certification and testkit calibration are both required for any submission of a test
report. The system will include notices for testers and test companies when calibration or
recertification is required.
B. TRANSITION PLANS
SwiftComply provides a seamless transition plan that includes a dedicated project team to
ensure quality control and project success. Our project governance approach is centered
around communication, transparency and risk management, and includes the following
key elements:
Response to RFP No. MP 21-16
Agreement No. 6ff4
page
Communications
SwiftComply will produce weekly status reports that list the following items:
1. Accomplishments for the week
2. Work to be accomplished for the following week
3. Issues that might require management attention
4. Risks to the project's success.
SwiftComply and the City will schedule regular status meetings to ensure proper
communication.
Once SwiftComply has completed each Milestone, SwiftComply will submit a summary
report to the City within 7 days. This will be reviewed within 3 - 5 business days by the City
to ensure compliance with the requirements.
Each milestone is subject to the Cityapproval. Any changes to the project scope, cost or
schedule must follow the City's change request process.
Once all milestones have been completed, SwiftComply will submit a final report to the
City.
Issue Management
Issues requiring the City's attention will be documented in the bi-weekly status report. the
Citywill attempt to resolve the issue within the timeframe described. If the issue cannot be
resolved, then it will be escalated further and addressed by the City and SwiftComply
management.
Change Control Management
Any changes to the project scope (additions and/or deletions), project timeline (due to
unforeseen design, infrastructure, or other issues), modifications to SwiftComply or
Customer responsibilities and other actions, will be handled according to the Change
Control process. This process is meant to ensure that changes to the defined project scope
are agreed upon and managed so that the integrity of the solution is maintained and that
changes are reflected in the project scope. Changes may impact the project schedule and
cost and these impacts will be clearly identified and resolved by mutual agreement.
the City will drive the process for all Change Requests:
Response to RFP No. MP 21-16
Agreement No. 6144
page 6
If SwiftComply identifies a change, it must be clearly documented in the bi-weekly
status report.
the City will complete a Change Request identifying the change required.
* SwiftComply will then provide estimates for the change (if applicable)
The City will then review the estimates and provide approval.
If required, a change to the purchase order will be completed and sent to
SwiftComply.
Scheduling of SwiftComply resources will be mutually agreed upon as part of the
change request.
• After the change has been performed, The City will review the work and sign -off on
the acceptance.
Risk Management
it. eintmif9iied IRisk
11tioriity
iitgtuto Arfitr
Ptsoinsi biil6t.
Security clearance issues
High
SwiftComply to provide all necessary
SwiftComply
documentation in a timely manner
Weather related delays
Low
None of the project work is weather
Both SwiftComply & City
dependent. In the case where weather
impacts travel, SwiftComply will
schedule alternative dates
Public health risks arising
Low
Swiftcomply will monitor local health
SwiftComply
from Coronavirus
department guidance on travel
restrictions. Majority of the project
work is completed offsite
Project overrun
Medium
Project governance strategy and
SwiftComply
management approach mitigates this
risk
Availability of the City IT
Low
In the absence of City IT personnel,
Both SwiftComply & City
team
SwiftComply will continue to work with
their knowledge and expertise. We will
require some high-level interaction,
however, SwiftComply trained
consultants are qualified to execute
without the City's IT assistance. The
project managers will ensure that all
parties know the impact to the
schedule due to resource vacations.
SwiftComply software
Low
If the tools and Software used by
SwiftComply
malfunction
SwiftComply provide inaccurate
information, SwiftComply will fix the
software and redo the activities at no
Response to RFP No. MP 21-16
Agreement Npog624�44
additional cost to the City
SwiftComply failure to
High
the City will review the performance of
Swiftcomply
meet the City
SwiftComply throughout the project
requirements
and determine what mitigation
strategies would be put into effect.
City Responsibilities
City of li,;11 SegUnldo lies ll""oinsi Wit it lliity
Pote Vnil,mM,f IIrri II"la t to prW„Mb(!!ct
City will designate a sole point of contact whose role it is to
Impact to schedule, scope and budget
grant all approvals, provide information and otherwise be
available to assist SwiftComply in the delivery of the service.
City will provide access to the appropriate personnel
Impact to schedule
(management, technical, subject matter expertise, etc.)
necessary to fulfill the contract requirements as needed.
City will provide appropriate procedures, guidelines,
Impact to schedule
standards, reference materials, and system/application
documentation as needed.
C. Operations and Maintenance
Customer Service for the City is available from 7am - 7pm EST and detailed in the SLA.
When you sign up to work with SwiftComply, we will assign you a dedicated customer
success manager (CSM). Your success manager works as an extension of your team,
analyzing your underlying data to provide tailored advice and help you optimize and
innovate. Your CSM will be on hand to help you work through the program lifecycle. They
will also empower you to track and measure your progress against your program
objectives. CSM documents your successes and shares your feedback with our product
development team. Your success manager will be in touch to review your performance and
system usage periodically, with at least a quarterly business review. During those reviews,
we look at past performance and KPIs attainment, adjust KPIs to meet the City's
operational and business goals; as well as share the updated 3-6-12 months roadmap. We
expect to have at least a City representative from operations, IT and contract.
For our Software Development and Maintenance, Modified Agile would be the best
description, with continuous delivery. Applications are scanned regularly with OWASP's ZAP
to detect potential weaknesses. These are recorded and investigated to verify if we are in
fact susceptible or if it is a false positive. We review new software updates and system
Response to RFP No. MP 21-16 Agreement Np ge 4
libraries once a month to determine what is needed to be updated and when. We prefer to
err on the side of caution with most patches, where unless they fix an exploitable
vulnerability, we give the patch time to be applied by others to assess its potential issues.
At least monthly or ad hoc when new severe vulnerabilities are discovered.
D. Exit Strategy
When the City of El Segundo decides to terminate the agreement with SwiftComply, we will
assign a migration manager to develop and agree a transition plan. We recommend having
one single point of contact on the City side who will interface and coordinate tasks with the
other City staff (operations, IT, legal, others) and the new solution provider.
During the transition, we will make sure-
1 - The City has access to and can retrieve all of its data stored in the database.
2- The City retrieves all the templates defined for the different forms.
3- We agree on a timeline to keep all the data and configuration during the transition to a
maximum of 90 days after the contract expiration.
4- We proceed to the decommissioning of the City instance which includes the deletion of
all data in our database, decommissioning of the API with the City's third party software
systems, all users access codes (city staff, BPATs, Inspectors, Water customers), removal of
testers registration page (after a redirect if required).
5- We confirm in writing that SwiftComply does not possess any electronic data owned by
the City of El Segundo.
6- We send the log of all written communications (emails, documents) and respective
content to the City of El Segundo at the end of the migration process.
We expect the City of El Segundo to inform its staff users, service providers and water
customers about the change and direction to access the new the City's backflow
management services.
Response to RFP No. MP 21-16
Agreement No. 6444
page 29
R �F M ��P 2 11 16 C r,' o s s - C o e c� o C � t III o 1 a
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5 EstIIImated Fefi'� Servites
Response to RFP No. MP 21-16
Agreement No. 6144
page 0
,It
RFP: Cross -Connection Control/BackFlow Prevention
PRICE SCHEDULE
#
Item
Estimat
Unit
Unit
Total
ed
Price
($)
Quantit
($)
y
1
Annual Certification
1,100
Per Device
$15
$16,500
Submittal Costs (Cost
per backflow device to
be paid by the City)
2
If Applicable:
1,100
Per Notification
Included
NA
1st Notification
3
If Applicable:
550
Per Notification
Included
NA
2nd Notification
4
If Applicable:
100
Per Notification
Included
NA
Final Notification
5
If Applicable:
50
Per Notification
Included
NA
Miscellaneous
Additional Notification
6
Annual Program Fee
1
Annual Lump Sum
Included
NA
SUBTOTAL ITEMS 1 THROUGH 6: _ $
7 If Applicable: 1 Lump Sum $4850 $4850
Misc. Development/
Implementation
Expenses (Year 1 only)
TOTAL ITEMS 1 THROUGH 7: _ $21,350
Agreement No. 6444
Response to RFP No. MP 21-16
page 31
�R �F P M �P 21
16
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Response to RFP No. MP 21-16
Agreement Npo. 6424
Agr..e e r'i i en l,,,. to Execute
SwiftCopmly is agreeable to execute the City -Consultant agreement as presented by the City of
El Segundo. SwiftComply will provide proof of insurance as noted in the agreement and agrees
to obtain and maintain a City Business License for the duration of the services contract.
Agreement No. 6444
Response to RFP No. MP 21-16 page 33
C o III e t e d A d d e ri 41 t ,i iii r sir P a g e
January 5- 21C.2'_
ADDEN-DL-'ji NO. 1
to
THE CONTRACT DOCUTAMENTS. SPECTICATIONS AND PLANS
far
CROSS-CO'NCNECTION COYMOL,B ACL-'LOB- PREIT'I'TIO'ti
PROGR.A-14LA- AGE-NMENT
REQLTST.fOR PROPOSAIL NIPW 21-16
ATTEN-TION BIDDERS:
The follosvin= additions. moMications. uuJ clarifications to the spccifications uhall bz
mctuded in, and become a part of any contract whicfi may be ixccutcd for the abo% c
proamCt ir1 like Cinv of El Sepmh:
1 The proposal due date and time rem2irts Wednesday- 7anuery 12, 20-22 at 21-0Li
P01
?, Please email proposals to "It tat ,(aLtlea � �tl� � �� and cc
zs NITholle Whife «ill not be *v nilable thst day.
Please place the following in your email Subjert line:
-PRO_P05�VI. FOR REP MP 71-16: CRO58-C'0Y'NE ric)N CONTROL
BAC1,TLL0'VV PREA LNTTO FRti R '►7: I4hT. G 11£'+e�
Anthony Esparza, the'Vatcr Di'_'sion Super, isor, can be rcachcd at��-
y746. Floriza Rivera cau 6c r.-sclted at J 10-5.4-2361.
3 PleaKz see titre gttacW Supplevnent to ,Addend= 1 for proposal -related quenivris
and the responses to theta- as well as additional project clasiticatio -
A. in-idcn- = that the BIDDER has read this Addrnd.um. the BIDDER mint acknoxvlcdEc
saint in the vace prti,'adul bclLllv and suhmft IMS completed Addendum page with the
Bid Proposal. Failure to ptavide such acl.-nowledmient shall re-Wer the bid as non-
respomh-c and iubjcct t3 rcjcrdifla,
Datc- 0 1 t 11 .022 t"
Print ComtlpanyName: S�"iftCGMPIY US CAP Inr-
page 1 Of 1
M" Main :Sin*[, L.l undo CA 90245-3895 (MO) _ 4-2.10) Fa71 (31 V) 64fl-0489
Agreement No. 6444
Response to RFP No. MP 21-16 page 34
Conclusion
We hope we met and exceeded your expectations for this RFP:
o A professional service organization that can manage effectively customer
notifications and backflow testing processes done by certified testers.
• A modern and intuitive web based user interface; both mobile and desktop friendly.
Best Management Practice of user and asset data, including dashboard, regulatory
and operational reports;
• A responsive and knowledgeable customer success oriented organization to
implement and support effectively the City CCC team.
We have responded to 100% of your requirement list as compliant.
Our team has a proven track record with hundreds of data migration processes from third
party legacy systems and will take a collaborative approach to implement your project. Our
experience working with the City CCC team for several years will increase the chance of a
fast and successful program launch.
We thank you for taking the time in considering this proposal. We're excited by
the opportunity to support the City of Ell Segundo's objective of managing a
reliablle and business friendly backflow prevention program. We look forward to
earning your trust.
Agreement No. 6444
Demonstration Screenshots & Interview Questions
Request for Proposal MP 21-16 CROSS -CONNECTION CONTROL /
BACKFLOW PREVENTION PROGRAM MANAGEMENT
Submitted: 1 /31 /2022
Response by.
V, rMPLY
I%
offi)
RFP No. MP 21-16 Q&A Response
Agreement No. pag444
Table of Contents
Overview
N
Demonstration Topics 3
Initial and subsequent data entry processes 3
How notifications are sent and how the program is set to automate the notifications 4
What the manual processes are, if applicable, that Swift Comply takes on 5
What municipal customers' capability(ies) is(are) provided when they log into the system,
etc. 7
What steps would occur when the tester's report shows a device failing or needing repair 10
Clarification Questions: 12
Overview
The City of El Segundo has requested a brief demonstration of Swift Comply's software/program
capabilities and asked a few clarification questions. This document is meant to proceed and
accompany the demonstration and interview.
The 7 items requested for demonstration include a short summary to describe affiliated screen
shots taken from the application. Following that are answers to the 10 questions provided for
discussion.
The SwiftComply team will be happy to demonstrate the features during our interview meeting
and go into greater detail for these or other questions. Thank you for your consideration.
Agreement No. 6444
RFP No. MP 21-16 Q&A Response page
Initial and subsequent data entry processes
Data Migration, optional billing -API, Test Form entry - Tester, Test Form Entry -
SwiftComply, Test Form Entry - El Segundo, billing file import. Testers manage their own
certifications and logon credentials.
Test data entry validates assemblies, testers, certifications, test kits, PSID pressure
ranges, required fields, allows for photos to be attached and allows for repair/replace
data for assemblies.
RFP No. MP 21-16 Q&A Response
Agreement No. 6444
page 4
How notifications are sent and how the program is set to automate the notifications
Notices are automated based on configuration of each notice type, if to be sent via
email, then they are sent to email address, if to be printed/mailed, then auto -generated
in batch for manual processing. These are considered communications in SwiftComply's
solution. Communications (notices) screen example is provided on page 11.
Notifications are available for reports on a scheduled basis or can be viewed when a
user logs into the system. This screen outlines common types of notifications.
RFP No. MP 21-16 Q&A Response
Agreement No. 6444
page 5
What the manual processes are, if applicable, that Swift Comply takes on
Issuing letters/notices, tester/utility user support and training, inspection/surveys as
necessary.
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The above is an example of batch mailing log/review. Shown on the right is a pdf of the actual
file sent to each customer through USPS.
RFP No. MP 21-16 Q&A Response Agreement N Page 6 4
How the software tracks and invoices testers if applicable
If fees for testers, test report submission is enabled, testers must pay in advance
through account or credit card prior to being able to submit a test report.
/ SwiftComply US OPCO. Inc. ii1"P"
Pay SwiftComply US OPCO, Inc.
$1.50
Backflow Test Report S0.50
Backflow Test Report S0.50
1 4'_l ly _ir bwcllcr.3 �'_7h __=JS_�71
Backflow Test Report S0.50
Pay with card
snail thomacbenediCCasin^riftcomply con,
Card information
4242 4242 4242 4242 VISA
11121 123
Name on card
Wink 6inkerson
Billing address
United States
15204 27th AVE SW
-_r_r -
Burien 98166
Washington
��,.. Pay S1.50 e
The screen represents an example of test submission with payment using credit card. In
this example, the per report fee is $.50, the tester is submitting 3 test reports.
RFP No. MP 21-16 Q&A Response
Agreement No. 6444
page 7
What municipal customers' capability(ies) is(are) provided when they log into the system,
etc.
The City will have full access to the solution, building owners do not have direct login access.
SwiftComply has produced and delivered a portal for building owner access to review test
records and find test companies, however, this model has not seen strong use so it is not
proposed. This is available to the City at an additional cost.
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The City users will have access to customizable dashboards to ensure situational awareness of
key program metrics. Multiple dashboards can be created based on role, allowing each team
member to strategically tackle their workloads and prioritize mission critical tasks.
RFPNo. KnP21'16 Q&AReoponoe
Agreement No. 6444
page 8
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Intuitive, configurable design allows the software to adhere to your existing workflow.
Program -specific location and assembly properties can be customized to ensure records are
complete and data is actionable.
Purpose-built survey and inspection templates
can beused tocomplete inspections and
collect data while inthe field. Capture photos.
attach supporting documents, and instantly
Agreement No. 6444
RFP No. MP 21-16 Q&A Response page 9
Powerful reporting tools allow program managers to create daily, weekly, quarterly, and annual
reports with a single click. This screen image is an example of a California Annual Report.
RFP No. MP 21-16 Q&A Response
Agreement Npo.964044
What steps would occur when the tester's report shows a device failing or needing repair
Ideally, the tester repairs and replaces the device and this is included in the test report with
serial number, image and PSID data. There can also be an inspection scheduled if this is
required by the City. If a tester sends a failed report with no passed report following or no
repair/replacement information on the initial report, then there will be a notification for City to
review and an automated notice (communication created) and emailed or mailed to the owner
and tester.
Typically, if a test report is submitted as failed, immediate electronic communication to the tester
can be made by identifying the required work flow process to accept/notify, reject or send back
report.
RFP No. MP 21-16 Q&A Response
Agreement No. 6444
page I 1
What steps would occur when a customer does not respond to any notifications or says
no to having their device tested?
The City's procedure for responding to this situation will be followed. We are unsure
how data or information about a tester saying "no" would be received. Presumably by a
letter to the City or a phone call. If a customer doesn't respond and automated 2nd, 3rd
notices are generated based on dates configured by the City. A 4th or shut-off notice
can be configured. An automated notification would be provided to the city as the status
progresses through each notice phase. Optionally there can be an enforcement action
(notice) configured to meet the City's requirements.
The screen shown are
notice configuration
where unlimited types of
notices and business
rules for delivery and
record automation are
defined.
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ter:
RFP No. MP 21-16 Q&A Response
Agreement N .g64244
pa
If awarded a contract, would Swift Comply Customer Service be able to respond
immediately to municipal as well as general public customer questions that are
called/emailed in during California time between 7:00 am to 5:00 pm? The
company's address is Pleasanton, CA, but the proposal states 7am — 7pm (EST)
as the time period for customer support.
Customer Success and Technical Support are available from 7AM - 7PM local time
(PST). As a distributed team, we have the distinct benefit of having Customer Success
Managers on both coasts; though the largest concentration does happen to be in the
Pacific time zone as mentioned (we have a physical office location in Petaluma, and
another team in Oregon).
These resources are available to both city users as well as testers to answer technical or
process related questions on an unlimited basis. Most municipalities prefer ordinance or
backflow compliance specific questions to be forwarded to city staff.
2. Will the customer support telephone number be a local El Segundo number or a
long-distance number based elsewhere?
The support number provided is static and designed to then distribute calls to an
available staff member through a call -forwarding system. While it would not be an El
Segundo number, it is a 619 area code (San Diego). We have found having a distinct
number that does not resemble a city line reduces the likelihood of testers accidentally
calling the city for support, which is ultimately what we strive to avoid. Ensuring that
testers are familiar with SwiftComply and the role we play in the backflow prevention
program creates a healthy line of delineation, and our team is dedicated to continuous
outreach and training to avoid confusion.
3. How often do Swift Comply's municipal and agency customers log in to the
cloud -based software?
Agency login frequency depends on the type of implementation. When SwiftComply
provides the majority of services (notifications, test entry, etc.), the frequency of login is
less than when the Agency is the primary user. Weekly logins are projected, however,
users may login as often as desired.
After initial configuration and training, it is expected the login frequency of the Agency
will coincide with the automated (reports) notifications they receive regarding delinquent
RFP No. MP 21-16 Q&A Response
Agreement Np 96444
tests, repairs and replacements. When the utility users receive a notification, they can
click a link, login in and review the data.
4. What are other municipal and agency customers' primary purpose in logging in to
the software?
This also varies, usually depending on their weekly/monthly status report needs and
whether they engage in any inspections/survey or testing of their firelines and may wish
to directly enter test data. These are items, users would login to complete entry.
Users may wish to login to review the notices that have been issued or to review the
dashboard and see the progress of tests for each month.
Most logins will be in response to notifications they have received from the
configurations they have set up.
Finally, monthly and annual reports.
5. Because the City will have already sent the first and second notifications for this
year's program, if a contract is approved, what would Swift Comply's revised
lowered first year cost be to reflect the work that can be deleted from the first -year
scope?
SwiftComply has designed our platform to be extraordinarily user friendly and also highly
customizable. Because of this, the origination date of the actual service (eg: "go -live
date") is aligned with the date that the system has been fully configured to your
specifications, testers are appropriately onboarded and trained, and the portal is ready to
accept online tests. This ensures that the time spent during the implementation process
does not factor into the subscription costs for the platform and you will be afforded a full
calendar year of services starting from the time of "greenlight". Notices that have already
been sent to date will be resent in accordance with your existing annual processes the
following year; the costs of which are already included in the subscription amounts
defined. Our business models are always future -facing to ensure that there are no
charges for services that are not utilized.
RFP No. MP 21-16 Q&A Response
Agreement Np .g64g44
6. Will Swift Comply's program mailing lead time take into account the U.S. Postal
system delivery times from the company base to El Segundo addresses?
Yes. The mailings typically accommodate a 3 day period for processing, but we have
found they do not take that much additional time. If it is determined that processing and
mail delivery takes longer, the processing dates can begin 1-2 days earlier.
Our mailing services are also physically sent from distributed locations throughout the
U.S. So El Segundo mailins will be issued from the Southern California regional area.
7. Will the transition period actually be 154 working days as shown on proposal
pages 10 and 11?
No. The schedule provided was a typical, full backflow implementation for on -premise
data management including custom data migration and system integrations. So several
additional items were listed that are not applicable for this services based project. The
transition period is expected to be 8-10 weeks or about 60 days from project start date.
8. Will El Segundo's first and second notifications having been sent out already
adversely affect the transition period? How and to what degree?
Certainly, this will have to be taken into account, ultimately when we cut over and take
control of notices, the key values to address this will be notice configuration dates, test
due date and test received date. We can discuss a general notice/outreach to be sent to
announce a transition period. The degree should be minimal, the critical information is
test due/received dates, so none will be missed but some may get an extra notice.
9. Does Swift Comply have a team member who is familiar with or has AWWA
California -Nevada certifications and who is familiar with State of California
requirements for water providers?
Yes. SwiftComply supports over 75 customers in this region (California/Nevada) and is
active in the local AWWA conferences. Bill Lease, our backflow lead for customer
success team is familiar and experienced in AWWA California -Nevada rules and
certification process.
SwiftComply supports all certification agencies, even when only required to a localized
entity. The SwiftComply tester certifications and service provider configurations are fully
configurable. Frequently, more than one certification is required for testers and the
RFP No. MP 21-16 Q&A Response
Agreement No. 6444
page 15
system automatically can'send reminders prior to expiration date to a tester for one or
more certifications.
10. Please expand on the Item 1 cost per backflow device to be paid by the City of
$15. What sub -items are covered by this cost?
The Cross Connection Control Managed Services cost of $15 per assembly covers the
following:
• Customization, configuration, and continued support of the Test Submission
Portal
• Physical printing and mailing of first and second test due notices, designed to
duplicate the existing notices currently being sent by El Segundo
• A dedicated Customer Success team specifically for backflow testers to receive
real time assistance on certification and test kit calibration documentation upload
and maintenance, submission of tests through the portal, fee payment inquiries
and processing,
• The option for continued outreach and education to drive further adoption of the
platform
• Dedicated resources to notify city administrative users of backflow assemblies
that have received first and second notices, but not yet submitted testing results
• Unlimited test submissions through the online portal
• Optional virtual training for backflow testers in a virtual classroom environment
• Administrative overview of tester access to the platform in the event of a lapsed
or expired certification
cQ�gregg��pppj N$ 6444
RFP: Cross -Connection o trol/Bac ow reventzon
CITY OF
ELSEGUNDO
CITY OF EL SEGUNDO
REQUEST FOR PROPOSAL
RFP NO. MP 21-16
FOR
CROSS -CONNECTION CONTROL/BACKFLOW PREVENTION
PROGRAM MANAGEMENT
Parties interested in receiving a copy of the RFP
should contact Ni'Chelle White at p%A, i��ite ���els�&!'� o!j�o�g and (310) 524-2742 or
fill out a request form on the City's website at
https: //www.elsegundo.org/government/departments/city-clerkibid-rfp
PROPOSALS DUE JANUARY 12, 2022 AT 2:00 PM
Ni' Chelle White
City of El Segundo Water Division
400 Lomita Street
El Segundo, CA 90245
(310) 524-2742
Agreement No. 6444
RFP: Cross -Connection Control/BackFlow Prevention
cuvoi
ELSEGUNDO
12/06/2021
NOTICE OF REQUEST FOR PROPOSALS (RFP)
CITY OF EL SEGUNDO
CROSS -CONNECTION CONTROL/BACKFLOW PREVENTION
PROGRAM MANAGEMENT
RFP NO. MP 21-16
Dear Sir/Madam,
The City of El Segundo (City) seeks to enter into a professional service agreement with a qualified and
experienced company that can improve and manage the City's existing Cross -Connection
Control/Backflow Prevention Program.
The goal is to outsource program management of the City's Cross -Connection Control/Backflow
Prevention Program. Interested companies should have the ability to maintain a database of the City's
backflow customers; survey, inspect, and re -inspect devices; send and receive monthly backflow reports;
log the completed reports into a backflow testing software; and follow up, in person if necessary, with
customers regarding their non -compliant or unresolved backflow reports.
Proposals shall be submitted by companies that use a Cross -Connection Control/Backflow management
software in other municipalities. Examples of past and current long-term management projects for other
cities should be provided. See Section 4 for the proposal requirements.
Parties interested in receiving a the RFP should contact Ni'Chelle White at nwliite(ii,aelseLLlndo.or'g or
submit a request at Iiitt s: www,else urudo.om- overoii cent de artmesits cwt -clerk did-m•l :)
A mandatory Zoom question/answer meeting will be held DECEMBER 16, 2021 at 10 am to answer
any questions. To register for the meeting and receive access instructions, please contact Ni'Chelle White
at 11 1i itte iilelse tuido>.ow„or 310-524-2742. To be considered, proposals should be submitted by 2:00
pm on JANUARY 12, 2022 by emailing them to n wliite(i)e1s (,tii,ido or . Please place the following in
your email Subject line:
"RFP MP 21-16: CROSS -CONNECTION CONTROL
BACKFLOW PREVENTION PROGRAM MANAGEMENT"
Thank you for your interest in this project,
Ni'Chelle White
City of El Segundo Water Division
400 Lomita Street, El Segundo, CA 90245
�wltr�r°?,.le:r�w�.or 1 310-524-2742
Agregmepn� NQ. 6444
RFP: Cross -Connection Control/Bac ow Prevention
TABLE OF CONTENTS
Section 1 Background Information and Project Description
Section 2 General Conditions and Requirements
Section 3 Objectives and Scope of Services
Section 4 Proposal Requirements
Section 5 Selection Process
Appendices
A. Professional Service Agreement Contract Template
B. Template of Cross-Connection/Backflow Program Test Letter
C. Template of Cross-Connection/Backflow Program Test Report
Agreement No. 6444
RFP: Cross -Connection Control/BackFlow Prevention
SECTION 1: BACKGROUND INFORMATION AND PROJECT DESCRIPTION
1.1 BACKGROUND INFORMATION AND PROJECT DESCRIPTION
Cross -connection refers to a structural arrangement between the City and consumers' potable
water systems in which any used water, gas, or industrial fluids could infiltrate and compromise
the potable water supply through bypass arrangements, removable sections or jumper
connections. Cross -Connection Control is a program that was implemented to manage the
various backflow prevention devices that exist.
Backflow Prevention Assemblies are used to block potentially contaminating backflow from
entering the City's water system to ensure that no hazardous liquids are mixed with the potable
drinking water.
The California Public Health Department mandates that each backflow prevention device is
tested at least once annually to confirm its compliance to safeguard the City's drinking water
against any harmful contaminates that could possibly pollute the water.
To comply with the mandate, the City currently uses the SEMS Technology Software created by
Cartegraph LLC to manage approximately 1,100 backflow prevention assemblies connected to
the water supply. Using this system, the City generates a Backflow Test Letter (see Appendix B)
and Form (see Appendix C) on the first of each month to notify customers that their annual
backflow prevention test will be due within 45 days, or the 15th of the following month. The
program requires the customer to contact their own backflow testing company to arrange an
annual inspection of their assembly and to send the completed form to the City via mail or email.
The City must receive a passing test report for the customer to maintain compliance with the
Public Health Department, to avoid the customer's system from contributing to backflow
occurring and infecting the City's entire water system. Once a passing report is received, City
staff then enters the report into the SEMS Software and confirms the customer is compliant until
the following year.
If the City does not receive a passing test report, a Second Notice is then sent to the customer
noting the urgency of their compliance and informing them they risk an interruption in their
water services if the passing report is not received. If there is still no response from the customer,
a Final Notice is then sent out followed by disconnection of their water services until a passing
report has been received.
The purpose of this RFP is to identify a company that can develop and transition the existing
City Cross -Connection Control/Backflow Prevention Program to an improved program with new
integrative software and take on the full long-term responsibilities of managing the program
while coordinating with City staff as needed..
Agreement No. 6444
RFP: Cross -Connection Control/BackF ow Prevention
SECTION 2: GENERAL INFORMATION AND REQUIREMENTS
2.1 GENERAL INFORMATION
2.1-1 The City of El Segundo (City) provides water service to property owners and, on behalf
of the county and state must:
• Send testing and certification reminders to all water users who own or have a backflow
device on their property/business
• Ensure that each applicable user show that each device has been tested and certified on a
yearly basis
The City seeks to enter into a professional service agreement with a qualified and experienced
company (the CONSULTANT) that can improve and manage all aspects the City's existing
Cross -Connection ControlBackflow Prevention program. The City desires to automate the
tracking/management portion of the program and feature a component which would allow for
backflow test results to be submitted online.
The City has approximately 5,000 service connections of which approximately 1,100 have
backflow devices. Most of these backflow devices are associated with industrial or commercial
accounts, and the number of devices in use varies from year to year and sometimes month to
month as tenants come and go.
The City is interested in entering into an initial two-year term agreement with the successful
company with three (3) optional one-year renewals at the City's discretion.
Inspections may not be scheduled before all proper permits and insurances have been obtained and
submitted to the City.
2.2 REQUIREMENTS
2.2-1 The Cross -Connection Control/Backflow Prevention Program shall adhere to all
requirements of the most recent edition of the State Water Resources Control Boards' Cross -
Connection Control Policy Handbook.
2.2-2 The CONSULTANT's personnel performing backflow prevention assembly tests and
certifications are required to have Backflow Prevention Assembly Tester Certification from the
California - Nevada Section of the American Water Works Association as well as any applicable
Los Angeles County certifications.
2.2-3 CONSULTANT shall be responsible for the accuracy and completeness of the
notifications, reports, estimates, and related material prepared for the project. The minimum
criteria for acceptance shall be a product of neat appearance that is well organized, technically,
and grammatically correct, and thoroughly checked. Notifications and reports shall be submitted
in draft, and the opportunity provided for the City to direct revisions, prior to final submission.
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RFP: Cross -Connection Control/BackF ow Prevention
The page identifying preparers of the notification or report shall bear the title and signature of the
professional(s) responsible for their preparation.
2.1-4 A Water Division Project Manager will administer the CONSULTANT contract and
provide general direction to CONSULTANT.
SECTION 3: OBJECTIVES AND SCOPE OF SERVICES
3.1 OBJECTIVES
Upon acceptance of the successful response to this RFP, the selected company will utilize this
RFP as part of the contract entered with the City. The CONSULTANT will be expected to
perform all analyses necessary to complete the scope of work, including but not limited to:
1. Using a Backflow Prevention Software that tracks the City's customers and
backflow assemblies
2. Maintaining the proper County and State -required certifications
3. Inspecting and/or re -inspecting existing and newly installed backflow devices.
4. Generating monthly letters and reports for customers on the 1 st of each month
5. Distributing the monthly test letters and reports to the customers
6. Receiving the monthly test reports that are due 45 days from the date the letters
were sent (the 15th of the following month)
7. Completing data entry by entering the test results of all received reports
8. Tracking responses and following up with customers via Second Notices, Final
Notices, Emails or Phone calls to ensure that test reports are received
9. Managing and updating customers and assemblies when appropriate
10. Training City staff in the use of any new software and program procedures
11. Providing monthly updates on backflow prevention assemblies that are not in
compliance
12. Providing quarterly updates on the developments of the Backflow Prevention
Software and assemblies
3.1-1 SCHEDULE
Within one (1) week after the City's Notice to Proceed, the CONSULTANT shall meet
with City staff to initiate the Project and conduct the Project Kick -Off Meeting with key
CONSULTANT personnel. The purpose of this meeting will be to establish clear lines of
communication, and to review and revise, if needed, the proposed project schedules and
scopes, establish general guidelines, discuss project parameters and constraints, and obtain
background data.
It is very important that the CONSULTANT strictly adheres to the schedule for this
project and ensures a timely completion. The work shall commence on date specified in
the Notice to Proceed to be issued to said CONSULTANT by City. The database transfer
and the Cross Connection/Backflow Prevention Program development and in place shall
be complete within 30 working days after the Notice to Proceed is issued.
Agrepymen No. 6444
RFP: Cross -Connection Contro'%J ackF ow Prevention
3.2 SCOPE OF SERVICES
3.2-1 OVERVIEW
The development phase of the management system will consist of the transfer of the
current working database of all known City of El Segundo residential & commercial
backflow assemblies (approximately 1,100) to any new database that will be used for new
software. New procedures, policies, and notification templates to improve the existing
program shall be created with review and approval by the Water Division Project Manager.
The estimated timeline for completion of the development phase is 30 working days from
the date of the Notice to Proceed being issued.
The implementation phase can take place concurrently with the development phase once
the first notification template has been approved and CONSULTANT employees are
available to survey the existing devices. The City intends for the implementation phase to
be an ongoing process and consist of annual backflow assembly tracking and management.
3.2-2 SCOPE OF WORK
1. Development
a. Familiarization with Current City Procedures
Coordinate with City staff to learn their current cross -connection control;
website updating; and payment intake procedures.
b. Provide Software
The CONSULTANT must use a cross -connection control software package that
has been used in other cities for program management. The software package
must be approved by the City and be able at minimum to:
i. Coordinate with City Information Technology Department staff for
software installations, user registrations, future software updates, etc.
ii. Produce standard notices and reports for inspection, re -inspection,
testing, non-compliance, and compliance.
ill. Produce management reports for notices, inventory of devices, device
tests, inspection schedules, device test schedules, overdue inspections,
and device test forms.
iv. Schedule inspections and device testing notices from internal records,
standard procedures, and timing as required by the approved City of El
Segundo Cross Connection Control Plan
v. Track testable and non -testable devices and compliance requirements.
vi. Automatically access all data relevant to a specific facility or time
7
Aaaregg nntt NQ 6444
RFP: Cross -Connection Cor7trol/ackFlow Prevention
period.
vii. Generate an Annual Water Supply Cross Connection Control Report
and supporting documents.
viii. Provide online access for City staff to monitor and download reports
and individual facility information.
c. Database
The CONSULTANT shall construct a working database of all known backflow
assemblies within the City of El Segundo. Data will be initially collected from
the City's current electronic records. The CONSULTANT will also extract
backflow assembly data from any hard copies of backflow assembly test records
within the City's possession.
d. Security and Confidential Information
In addition to other System Security requirements that are more specifically
stated in this Scope of Services, CONSULTANT agrees that all of its system
security requirements, policies, procedures, personnel, products, and services
used to design, build, code, configure, deliver, manage data, integrate, test, and
deploy, shall comply with currently released and applicable security standards.
The System Security components will include, not by way of limitation, media
protection, access control, and personnel security. By way of illustration, the
personnel security component will require background checks, access
agreements, restricted access to the System, and identification procedures.
The City will have the right to audit compliance with the System Security
requirements during normal business hours (8 a.m. to 5 p.m. Monday -
Thursday, 8 a.m. to 4 p.m. Fridays, and excluding holidays) upon reasonable
written notice to CONSULTANT and to require remedial action which may
include removal of CONSULTANT or Subconsultant employees from the
Proj ect.
e. Program Documents
CONSULTANT shall submit samples of all program documents for City
review and approval before use. Although the City expects the awarded
CONSULTANT to continue to use the notification letter and report currently
being used by the City (see Appendices), the CONSULTANT shall submit
examples of any improved versions of program documents and annual
notification letters (I st notice, 2nd notice, etc.) for City review and approval
f. Certification Due Dates
Certification submission due dates are 45 days from notification being issued,
including those for lawn irrigation devices.
2. Implementation
a. The CONSULTANT shall provide the following services:
M
AgreggmeO No- 6444
RFP: Cross -Connection Control/BackF ow Prevention
i. Conduct initial surveys/re-inspections for compliance. Inspect,
inventory, and document all testable & non -testable backflow
prevention devices. Document program requirements and relevant code
violations during an on -site inspection;
ii. Create notices for surveys, non-compliance or testing of backflow
prevention assemblies on City of El Segundo letterhead. File copies or
descriptions of all correspondence, written or by telephone, using a
system approved by City staff,
iii. Conduct periodic re -inspections for the elimination of direct or indirect
cross connections and the inventory of testable backflow preventer(s);
This includes all mailing survey notifications and non-compliance
notices. Produce and issue of annual test due notifications;
iv. Coordinate and notify customers of inspections and/or re -inspections in
writing. Where notices are returned as undeliverable, or as new
customers are discovered by the field inspectors, work with City staff
on updating the database of customers and customer contact
information;
v. Generate all program notifications for users failing initial inspections
and/or re -inspections, informing them of installation requirements
and/or testing requirements;
vi, Provide full-time phone support for customer questions by a trained
individual. Phone will be staffed during normal business hours Monday
through Friday. An automatic message service will be provided for
after -hour calls;
vii. Provide real-time and periodic status reports to the City;
viii. Provide validation of backflow assembly test results;
ix. Implement online test result submittal;
x. Coordinate with City staff and inform customers in advance for turning
off water service to owners who have been unable to provide compliant
test results after a previously stated period of time.
xi. Provide customer service for web -based submission of test reports;
xii. Provide for the maintenance of all testing results for 7 years; Provide for
the compilation of test results more than 7 years old for records
destruction;
xiii. Provide a comprehensive, bound annual document that includes a
program summary, copy of the annual report, a detailed listing of all
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Agreement No. 6444
RFP: Cross -Connection Control/BackFlow Prevention
inspection locations, and individual listing of those facilities in, or not
in, compliance, inspections completed, sites never inspected, and
notifications sent;
xv. Coordinate with City Information Technology Department staff for
software maintenance and updates, etc.
xv. Create and submit detailed itemized monthly invoices that will be sent
to the City for services rendered.
3. Safety
The CONSULTANT shall comply with all federal, state and local laws and
regulations governing the furnishing and use of all safeguards, safety devices, and
protective equipment, and take any other needed actions on their own responsibility
as necessary to protect the life and health of their employees on the job and the
safety of the public and to protect property during the performance of the
agreement.
4. Workmanship
Only personnel trained, certified if necessary, and experienced in the various
aspects of the applicable operation as required herein shall perform all contractual
services.
5. Creation and issuance of annual test due notifications
a. CONSULTANT shall notify water customers possessing backflow assemblies
of their annual backflow test requirements, and must issue them to the City
customers via U.S. Mail. Electronic notifications (email, etc.) can be used in
conjunction with physical notifications sent via regular U.S. Mail, but not as a
substitute. This notification guideline will exist until such time the City, at its
sole discretion, is comfortable that electronic notifications alone are as effective
as physical notifications.
b. Notifications shall include both customer and backflow assembly information,
including when the backflow assembly is due for annual certification. If a
customer does not comply, additional notifications including City approved
deadlines for customer response shall be sent. CONSULTANT is to provide the
City with their policy, sample letters or suggestions for these notifications with
the understanding that the City will review them and may prefer to maintain its
current notification styles and methods. The City Water Division Project
Manager is open to discussing changes to its current production and issuance of
annual test due notifications.
c. The CONSULTANT will also be responsible for notifying the City
immediately when a water customer becomes non -compliant for annual testing
or as a result of backflow assembly failure. The City Staff and/or Departments
to be notified will be finalized during the Development Phase.
d. Please see samples of current notices in the appendices
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Agreement No. 6444
RFP: Cross -Connection Control/BackF7ow Prevention
6. Status reports to the City
City personnel shall be provided access to view and/or print periodic reports
detailing all relevant information and data including non -compliant customers, i.e.
those City water customers delinquent with annual backflow assembly testing
results or who have experienced backflow assembly failure.
7. Validation of backflow assembly test results
CONSULTANT shall analyze and validate the backflow test results submitted by
the certified backflow tester as either a passing or failing test. Determination as to
whether a backflow assembly passed or failed annual certification should be based
on current State of California approved organizations' respective testing
procedures/standards and compliance with the City of El Segundo's Municipal
Code of Ordinances and Resolutions, as applicable.
The CONSULTANT must also notify the designated City representative
immediately upon receipt of a failing test.
8. Validation of backflow assembly tester credentials
CONSULTANT shall ensure the contractors' testing personnel are properly
licensed and certified. Submittal of valid license and certification shall be required
with submittal of online test results.
9. Online test result submittal
El Segundo is actively working to adopt programs and practices that are
environmentally sustainable. Part of this process is to develop and implement
programs that significantly reduce unwarranted paper excess. To this end the
CONSULTANT shall provide a method for annual backflow assembly test results
to be submitted online by licensed contractors.
By adopting an online component, the City will be able to reduce paper waste, while
garnering the added benefit of receiving data in real time. A monthly report
documenting the number of tests completed during the previous month and the
results of those tests shall be made available to the City.
Included in the CONSULTANT's response to this RFP shall be samples of the
reporting required by the City and any other standard reporting available from the
CONSULTANT.
To reiterate, data pertaining to annual backflow assembly test results shall be
submitted online by licensed contractors. CONSULTANT shall develop program
requirements to ensure that online submittals are done so by state licensed
contractors with a valid City business license and, if necessary, a City
Encroachment Permit for any activities on public property.
Security measures must be instituted which will restrict unlimited access to the
City's backflow assembly database. Specifically, measures must be present to allow
a City licensed CONSULTANT to only access individual customer records for
11
Agreeme% No6444
RFP: Cross -Connection Control/BackF ow Prevention
whom they have been authorized to perform a current backflow assembly test and
not allow them the opportunity to simply "surf' all the City's water customer
backflow assembly records, protecting both proprietary information and overall
water supply safety.
Electronic backflow test records and results will be retained by the awarded
CONSULTANT for a minimum of two years and City personnel will have access
at any time to view and / or print these records. Upon termination of contract, all
test records will be electronically transferred to the City in an accessible format
including Comma Separated Value (CSV) or Microsoft Excel formats.
10. Customer Service
The CONSULTANT must be able to competently answer technical questions from
certified backflow testers and/or their staff pertaining to the processes of entering
backflow test reports via their web site. This will include answering phone calls
from the public and backflow testers, and training City staff as necessary to be able
to answer questions as well.
3.2-3 Qualifications and Experience
Municipal backflow/cross-connection control programs deal specifically with issues
concerning the public health and water safety of all municipal water customers. As such,
the managing and administering of any portion of a municipal backflow/cross-connection
control system requires technical knowledge specific to the backflow / cross -connection
control industry.
CONSULTANTs must provide a narrative describing the role of each key individual in
their firm's organization that will be actively involved in the performance of the services
requested herein.
The CONSULTANT shall perform, as its firm's primary service, the function of municipal
backflow program management and administration, with a minimum of five (5) years
overall firm experience in backflow management and administration and have
administered backflow/cross-connection control programs for a minimum of five (5)
municipal entities.
Staff employed by the CONSULTANT's firm must include individuals possessing the
following credentials:
• The CONSULTANT'S proposed project manager shall have a minimum of
seven (7) years' experience managing cross connection control programs of
other municipalities;
• The CONSULTANT'S Information Technology (I.T.) staff shall have a
minimum five (5) years' experience managing cross connection control
programs of other municipalities.
• The CONSULTANT'S testing and inspection staff shall have valid
certifications for all aspects of their duties.
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Agreement No. 6444
RFP: Cross -Connection Control/BackFlow Prevention
Proposals failing to meet any of the above qualifications may be deemed as non -responsive.
3.2-4 Insurance
CONSULTANT'S insurance, carried and maintained at its own cost, shall adhere to the
requirements set forth in the contract. See Appendix A. Section 22, page 6 of the sample
Professional Services Agreement states the insurance requirements.
Please note the Waiver of Subrogation for the Worker's Compensation as a statute
insurance requirement.
SECTION 4: PROPOSAL REQUIREMENTS
The proposal shall be prepared in no smaller than 11-point font and not exceed 30 pages (15
double -sided) in length. Covers, dividers, table of contents, cover letter, resumes (no more than
three pages for each team member) are not included in the page count. The following shall be
included in the proposal:
CONSULTANT'S understanding of the scope of work and a description of its project
approach with specific milestones and deliverables as outlined in this RFP.
2. CONSULTANT'S qualifications and experience within the last five (5) years as the prime
CONSULTANT of record completing a minimum of five (5) successfully realized
tasks/services of a similar nature and scope with names and current telephone numbers of
MUNICIPAL references that can be contacted.
3. CONSULTANT'S project team, including names of project manager and key staff members,
organizational chart, and Sub -consultants (if any) to be retained by the CONSULTANT.
4. Scope of services to be provided with a breakdown of different tasks. The scope of work and
statement of work defined in this RFP, including any sub -consultant work, shall at minimum
be referenced as included in the scope of services.
5. CONSULTANT'S estimated fee for services to be provided as described in the scope of
work and statement of work. CONSULTANT fee will not be used as the sole basis for the
selection; however, it will be a factor for consideration.
6. A statement that CONSULTANT is agreeable to execute the enclosed City -Consultant
agreement, to provide proof of insurance as noted in the agreement and to obtain and
maintain a City Business License for the duration of the CONSULTANT'S services.
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Agreement No. 6444
RFP: Cross -Connection Control/BackFlow Prevention
SECTION 5: SELECTION PROCESS
City staff will conduct the qualifications -based review of all received proposals, and then factor in
the fee to produce a ranking list. Proposals will be evaluated based on the following criteria:
• Responsiveness and completeness of the proposal.
• Understanding and Approach.
• CONSULTANT team qualifications and overall experience.
Cost Proposal and Price Schedule (see page 15)
Willingness to execute the City's professional service agreement, provide the required
insurance and provide the required business license.
Firms will be ranked based upon qualifications and receive a score out of the 100 available points.
The City reserves the right to negotiate with the CONSULTANT if the City feels the rates are
above market price or the proposal contains unreasonably high cost items.
RESERVATION OF RIGHTS
This Request for Proposals is a solicitation and not an offer to contract. The City reserves the right
to reject any or all proposals. The City further reserves the right to issue clarifications and other
directives concerning this RFP, to require clarification or further information with respect to any
proposal received, and to determine the final terms of any contract. Interviews may be required by
the City with selected consultants to clarify consultant proposals and to allow for contract
negotiations. Acceptance of any proposal will be based upon factors including, but not limited to:
approach and understanding; proposed work program; cost for services; completeness of proposal;
thoroughness of information provided; and team qualifications.
The top -rated consultants may be requested to interview with several members of City staff, who
will make the final selection. Oral interviews, if held, will be scheduled in January, 2022.
ANTICIPATED SCHEDULE
Solicitation issued
Mandatory Zoom Q/A Meeting, 10:00 am
Call 310-524-2742 for access instructions.
Deadline to receive written questions, 2:00 PM
City response to questions
Proposal due date, 2:00 PM
Anticipated award date
Program management transition begins
Program management transition is complete
December 6, 2021
December 16
December 16
December 20
January 12, 2022
February 1
March 1
March 31
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Agreement No. 6444
RFP: Cross -Connection Control/BackFlow Prevention
PRICE SCHEDULE
#
Item
Estimated
Unit
Unit Price
Total
Quantity
($)
($)
Annual Certification
1
Submittal Costs (Cost per
1,100
Per Device
backflow device to be paid
by the City)
................
2
f-.
If Applicable:
1,100
Per Notification
1st Notification
3
If Applicable:
550
Per Notification
........
2nd Notification
4
If Applicable:
100
Per Notification
Final Notification
If Applicable:
5
Miscellaneous Additional
50
Per Notification
Notification
6
Annual Program Fee
1
Annual Lump Sum
SUBTOTAL ITEMS 1 THROUGH 6: = $
If Applicable:
7
Misc. Development/
1
LumpSum
Implementation Expenses
(Year 1 only)
TOTAL ITEMS 1 THROUGH 7: = $
The City of El Segundo reserves the right to reject any or all Proposals, to waive any irregularity,
and to take all proposals under advisement for a period of ninety (90) calendar days.
CONSULTANTS are free to submit their own respective detailed and complete "price schedule"
based upon the estimates provided. Please note that the CONSULTANTS must contact the City
in writing with any pricing or expense -related questions by 2:00 pm on December 16, 2021.
Please note 1,100 devices is an average amount. The total number of devices may vary each
year. On all items for which CONSULTANT Proposals are to be received on a unit price basis,
the approximate quantities stated in this Schedule of Prices are City's estimates only for City's
convenience in comparing Proposals and shall not be relied upon by prospective
CONSULTANTS. The City reserves the right to increase or decrease such quantities, and Bidder
understands and agrees that payment for each Unit Price Item shall be made only on the actual
number of acceptable units of Unit Price Item in compliance with the final Agreement. The
CONSULTANT hereby waives and releases all claims or rights to dispute or complain of any
such estimated quantity, or to assert that there was any misunderstanding in regard to the nature
or amount of any Unit Price Item to be provided or performed.
15
Agreement No. 6444
APPENDIXA
PROFESSIONAL SERVICES AGREEMENT
SAMPLE CONTRACT TEMPLATE
Agreement No. 6444
Agreement No. [City Clerk assigns]_
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
This AGREEMENT is made and entered into this day of ,
201_, by and between the CITY OF EL SEGUNDO, a municipal corporation and
general law city ("CITY") and P,2S [name] , [type of
organization] ("CONSULTANT"). The parties agree as follows:
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed
in the SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed dollars ( ) for CONSULTANT's
services. CITY may modify this amount as set forth below. Unless
otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "A," which is incorporated
by reference.
2. SCOPE OF SERVICES,
A. CONSULTANT will perform services listed in the attached Exhibit
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, printing, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at
the time of performance utilized by persons engaged in providing similar services. CITY
will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of
any deficiencies and CONSULTANT will have fifteen (15) days after such notification to
City of El Segundo Professional Services (REV 2018.05)
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A reement No., 6444
Agreement No. [City Clerk assigns]_
cure any shortcomings to CITY's satisfaction. Costs associated with curing the
deficiencies will be borne by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "_") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT
for current services are within the current budget and within an available, unexhausted
and unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the current
fiscal year, this Agreement will cover only those costs incurred up to the conclusion of
the current fiscal year.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or
unknown conditions that may materially affect the performance of the
services, CONSULTANT will immediately inform CITY of such fact and will
not proceed except at CONSULTANT's own risk until written instructions
are received from CITY.
7. TERM. The term of this Agreement will be from
parties,
to
Unless otherwise determined by written amendment between the
this Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
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Agreement No. 6444
Agreement No. [City Clerk assigns]_
B. Termination as stated in Section 15.
8. TIME FOR PERFORMANCE,.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under
Section 22 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANT's own risk.
9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the
contracted services. If delay occurs, CONSULTANT must notify the Manager within
forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such
delay interferes with the Agreement's schedule. The Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the
main body of this Agreement takes precedence over the attached Exhibits; this
Agreement supersedes any conflicting provisions. Any inconsistency between the
Exhibits will be resolved in the order in which the Exhibits appear below:
A. Exhibit: _: Scope of Work.
B. Exhibit: _: Budget
C. Exhibit: _ Proposal for Services
11. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the contract
sum and the contract time will be adjusted accordingly. All such changes must be
authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written
agreement between the parties.
12.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services under
this Agreement.
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14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared
by CONSULTANT under this Agreement will not be construed to operate as a waiver of
any rights CITY may have under this Agreement or of any cause of action arising from
CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant,
or condition contained in this Agreement will not be deemed to be a waiver of any
subsequent breach of the same or any other term, covenant, or condition contained in
this Agreement, whether of the same or different character.
15. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately
cease performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANT's own cost; CITY
will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination,
not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this Agreement are
CITY's property. CONSULTANT may retain copies of said documents and materials as
desired but will deliver all original materials to CITY upon CITY's written notice. CITY
agrees that use of CONSULTANT's completed work product, for purposes other than
identified in this Agreement, or use of incomplete work product, is at CITY's own risk.
City of El Segundo Professional Services (REV 2018.05)
Page 4 of 11
Agreement No. 6444
Agreement No. [City Clerk assigns]_
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art
work, prepared pursuant to this Agreement, will be released by CONSULTANT to any
other person or public CITY without CITY's prior written approval. All press releases,
including graphic display information to be published in newspapers or magazines, will
be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
18.INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will
save harmless and indemnify and at CITY's request reimburse
defense costs for CITY and all its officers, volunteers,
employees and representatives from and against any and all
suits, actions, or claims, of any character whatever, brought
for, or on account of, any injuries or damages sustained by
any person or property resulting or arising from any negligent
or wrongful act, error or omission by CONSULTANT or any of
CONSULTANT's officers, agents, employees, or
representatives, in the performance of this Agreement, except
for such loss or damage arising from CITY's sole negligence
or willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies
and holds CITY harmless from and against any claim, action,
damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of this Agreement, or its
performance, except for such loss or damage arising from
CITY's sole negligence or willful misconduct. Should CITY be
named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not,
arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in
settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
City of El Segundo Professional Services (REV 2018.05)
Page 5 of 11
Agreement No. 6444
Agreement No. [City Clerk assigns]_
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any
approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONSULTANT pursuant to this Agreement, including, without limitation, to
the provisions concerning indemnification.
MASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without
CITY's written approval are prohibited and will be null and void.
20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which it is performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free
access at all reasonable times to such records, and the right to examine and audit the
same and to make transcript therefrom, and to inspect all program data, documents,
proceedings and activities. CONSULTANT will retain such financial and program
service records for at least three (3) years after termination or final payment under this
Agreement.
22.INSURANCE.
A. Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONSULTANT will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $2,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
City of El Segundo Professional Services (REV 2018.05)
Page 6 of 11
Agreement No. 6444
Agreement No. [City Clerk assigns]_
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the
requirements of the most recent ISO-CGL Form. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials,
and employees as "additional insureds" under said insurance coverage
and to state that such insurance will be deemed "primary" such that any
other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C, Professional liability coverage will be on an "occurrence basis" if such
coverage is available, or on a "claims made" basis if not available. When
coverage is provided on a "claims made basis," CONSULTANT will
continue to renew the insurance for a period of three (3) years after this
Agreement expires or is terminated. Such insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement and will cover CONSULTANT for all claims made by CITY
arising out of any errors or omissions of CONSULTANT, or its officers,
employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement and such other evidence of insurance or copies of policies as
may be reasonably required by CITY from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the
insurance required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from
payments due to CONSULTANT under this Agreement or terminate
pursuant to Section 155.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such
approval must approve of the proposed consultant and the terms of compensation.
City of El Segundo Professional Services (REV 2018.05)
Page 7 of 11
Agreement No. 6444
Agreement No. [City Clerk assigns]_
24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative
description of progress during the past month for each major task, a description of the
work remaining and a description of the work to be done before the next schedule
update.
25. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT:
[Name] SwiftcomPly
[address] 6701 Koll Center Pkwy Suite 250,
Pleasanton, CA 94566
Attention: Eric Snell
Phone: 415-943-8131
Email: eric.sndlPs'� i tccrnply.corn
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention:
Phone:
Email:
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT's bona fide employee,
to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not
paid nor has it agreed to pay any company or person, other than CONSULTANT's bona
fide employee, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement.
Should CONSULTANT breach or violate this warranty, CITY may rescind this
Agreement without liability.
28.THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of
any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT's or CITY's obligations under this Agreement.
City of El Segundo Professional Services (REV 2018.05)
Page 8 of 11
Agreement No. 6444
Agreement No. [City Clerk assigns]_
29.INTERPRETATION. This Agreement was drafted in and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. This Agreement will bind and inure to
the benefit of the parties to this Agreement and any subsequent successors and
assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently
review this Agreement with legal counsel. Accordingly, this Agreement will be
construed simply, as a whole, and in accordance with its fair meaning; it will not be
interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of
competent jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement will
continue in full force and effect.
34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment.
35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be
entered into in connection with this Agreement will be considered signed when the
signature of a party is delivered by electronic (.pdf) or facsimile transmission. Such
electronic or facsimile signature will be treated in all respects as having the same effect
as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
37.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, acts of terrorism, war, embargo, government action, civil or military
authority, the natural elements, or other similar causes beyond the Parties' reasonable
City of El Segundo Professional Services (REV 2018.05)
Page 9 of 11
Agreement No, 6444
Agreement No. [C►ty Clerk ass►gns _
control, then the Agreement will immediately terminate without obligation of either party
to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness
and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience,
service experience, completion ability, personnel, current workload, experience in
dealing with private consultants, and experience in dealing with public agencies all
suggest that CONSULTANT is capable of performing the proposed contract and has a
demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
City of El Segundo Professional Services (REV 2018.05)
Page 10 of 11
Agreement No. 6444
Agreement No. [City Clerk assigns]_
IN WITNESS WHEREOF the parties hereto have executed this Agreement the
day and year first hereinabove written.
CITY OF EL SEGUNDO
Greg Carpenter,
City Manager
ATTEST:
Tracy Weaver,
City Clerk,
APPROVED AS TO FORM:
Mark D. Hensley,
City Attorney
SwiftConiply US OpCo,
company
�►,;,',,���-�natureL_
OlivierTerrien
_[typei name],
Business Development [type
City of El Segundo Professional Services (REV 2018.05)
Page 11 of 11
Agreement No. 6444
APPENDIX B
CITY OF EL SEGUNDO
TEST NOTIFICATION
Agreement No. 6444
<<SystemName>>
<<SystemStreetl>> <<SystemStreet2>>
<<SystemCity>>, <<SystemState>> <<SystemZipCode>>
<<CurrentDate>>
Location:
«CustomerName»
<<MailingStreetl>> <<SvcAddrStreetl>>
<<MailingStreet2>> <<SvcAddrCity>>, «SvcAddrState»
<<MailingCity>>, <<MailingState>> <<MailingZip>>
Dear «CustomerName>>:
According to our records, it is time for the annual test of the backflow prevention device(s) installed at
your water service connection(s). Pursuant to City of El Segundo Municipal Code Title 11-2, this test is
required by the City of El Segundo Water Division Cross Connection Control Program, which carries the
approval of the Department of Health Services.
A backflow prevention device protects the City's water supply by preventing any possible cross
contamination of potable water and wastewater in the case of a backflow incident. The Manual of
Cross -Connection Control by the University of Southern California defines a backflow incident
as "the undesirable reversal of flow of water or mixtures of water —into the distribution pipes of
the potable water supply from any source or sources" (4).
Testing of the device(s) must be completed by a Certified Backflow Prevention Device Tester possessing
a valid Los Angeles County Department of Health Certification.
Your backflow device(s) must pass testing and the completed test form(s) must be returned to this office
no later than 45 days from the date of this letter. If you need a list of testers you can go to the LA County
Department of Public Health website at:
att//wuchealth.lacoocerti i�d 3T�t i_.T
The attac;lied report(s) show the Assemblies due to be tested by «'"estScljeduledDate>> for your
facility.
Completed test forms can be emailed directly to:�tl:w��r+lse��:alwat.
If you have any questions please call (310) 524-2742 and leave a detailed message.
Sincerely,
City of El Segundo
Cross Connection Team
Agreement No. 6444
APPENDIX C
BACKFLOW PREVENTION DEVICE
FIELD TESTING AND MAINTENANCE REPORT
Agreement No. 6444
BACKFLOW PREVENTION DEVICE FIELD TESTING AND MAINTENANCE REPORT
RETURN NO LATER THAN:
....................... ........................
MANUFACTURER: TYPE: MODEL: SIZE: SERIAL NUMBER:
LOCATION: CUSTOMER NAME:
SEMS Device #:
CHECK VALVE
CHECK VALVE
DIFFERENTIAL
AIR INLET
COMMENTS:
#1
#2
PRESSURE RELIEF
VALVE
VALVE
I
CLOSE ATEAKED
SI❑D
......
CLOSE ATLEAKED
PSID
❑OPEN
OPEN AT__- PSID
T AL
❑
R #2
OPEN UNDER
UNDER #1
❑
TEST
CLOSED TIGHT ❑
OR DID NOT OPEN
I OR DID NOT OPEN
. ................
CLEANED
.......
❑
......
CLEANED
❑
............ ..... _.
CLEANED ❑
CLEANED
❑
REPLACED:
REPLACED:
REPLACED:
REPLACED:
DISC
❑
DISC
❑
DISC(S) ❑
DISC
❑
R
DISC HOLDER
❑
DISC HOLDER
❑
DISC HOLDER ❑
DISC HOLDER
❑
E
SPRING
❑
SPRING
❑
SPRING ❑
SPRING
❑
IF DEVICE REPLACED, WHY?
P
GUIDE
❑
GUIDE
❑
DIAPHRAGM(S) ❑
CANOPY
❑
R
HINGE PIN
❑
HINGE PIN
❑
SEAT ElDIAPHRAGM
El
S
SEAT
❑
SEAT
❑
O-RINGS ❑
O-RINGS
❑
O-RINGS
❑
O-RINGS
❑
MODULE ❑
OTHER
❑
MODULE
❑
MODULE
❑
OTHER ❑
DESCRIBE:
OTHER
❑
OTHER
❑
DESCRIBE:
DESCRIBE:
DESCRIBE:
MAP:
_
OTHER
TESTCOCK #1
❑
TESTCOCK #3 ❑
SHUTOFF#1
13
,
REPLACEMENTS:
TESTCOCK #2
❑
TESTCOCK #4 ❑
SHUTOFF#2
1.1
FINAL
TEST
-------------
CLOSE AT
PSID
CLOSE AT
PSID
OPEN AT PSID
OPEN AT „ PSID
TESTING COMPANY
TESTING COMPANY PHONE NUMBER
THE ABOVE REPORT IS CERTIFIED TO BE TRUE:
to: b ckflow else undo M
INITIAL TEST BY (SIGNATURE)
REPAIRED BY (SIGNATURE)
FINAL TEST BY (SIGNATURE)
MAIL TO: CITY OF EL SEGUNDO
WATER DIVISION
400 LOMITA ST
EL SEGUNDO, CA 90245
FROM:.
(PRINT NAME)
(PRINT NAME)
(PRINT NAME)
Test Notices can be emailed directly
DATE WORK
PERFORMED
TESTER#
DATE WORK
PERFORMED
WORK
�����
�........_
PDATE
ERFORMED
TESTER#
SITE CONTACT
SITE CONTACT PHONE NUMBER
Agreement No. 6444
CITY or
ELSEGUNDO
January 5, 2022
ADDENDUM NO. 1
to
THE CONTRACT DOCUMENTS, SPECIFICATIONS AND PLANS
for
CROSS -CONNECTION CONTROL/BACKFLOW PREVENTION
PROGRAM MANAGEMENT
REQUEST FOR PROPOSAL MPW 21-16
ATTENTION BIDDERS:
The following additions, modifications, and clarifications to the specifications shall be
included in, and become a part of, any contract which may be executed for the above
project in the City of El Segundo:
1. The proposal due date and time remains Wednesday, January 12, 2022 at 2:00
pm.
2. Please email proposals to :yes ar a i"�Mse ggndo.or and cc
friver a(i else yndo.org as Ni'Chelle White will not be available that day.
Please place the following in your email Subject line:
"PROPOSAL FOR RFP MP 21-16: CROSS -CONNECTION CONTROL
BACKFLOW PREVENTION PROGRAM MANAGEMENT"
Anthony Esparza, the Water Division Supervisor, can be reached at 310-524-
2746. Floriza Rivera can be reached at 310-524-2361.
3. Please see the attached Supplement to Addendum 1 for proposal -related questions
and the responses to them, as well as additional project clarification.
As evidence that the BIDDER has read this Addendum, the BIDDER must acknowledge
same in the space provided below and submit this completed Addendum page with the
Bid Proposal. Failure to provide such acknowledgement shall render the bid as non-
responsive and subject to rejection.
Signature:
Print Company Name:
Page 1 of 1
Date:
350 Main Street, El Segundo, CA 90245-3895 (310) 524-2300 Fax (310) 640-0489
Agreement No. 6444
CITY OF EL SEGUNDO
CROSS -CONNECTION CONTROL/BACKFLOW PREVENTION
PROGRAM MANAGEMENT
REQUEST FOR PROPOSAL MPW 21-16
ADDENDUM NO. 1 SUPPLEMENT
DATE: January 5, 2022
TO: All Prospective Consultants
The following clarifying information and answers to questions have been provided below. The
information provided in this Addendum has been made available to all prospective consultants and shall
be considered as incorporated into the Request for Proposal and scope for the above -referenced project.
All other portions of Contract Documents and previous Addenda not specifically mentioned in this
Addendum remain in force.
Question 1: What are the project software and hardware requirements?
Answer: The proposed software and hardware must be compatible with:
1. VMware VDI Desktops
2. Citrix App Layering
3. Zero Clients and
4. SAML / Azure AD for SSO
Please include in the proposal a statement that lists the name of the software and
hardware that will be used and that they are compatible with the four
requirements listed above, and that the successful Consultant will coordinate all
software/hardware issues with City IT staff.
Question 2: Will the successful Consultant be testing any backflow devices?
Answer: No. City customers shall use their own tester for their devices, as will Water
Division for the City's backflow devices.
The City will provide the successful Consultant with the test data for its
approximately 68 backflow devices. A 2015-2016 list of 61 locations has been
provided with this Addendum. The proposal cost shall include all Consultant data
entry and report costs for the City devices.
Question 3: Is it acceptable for the Consultant to have an online portal to which testers will
submit test results?
Answer: Yes. However, any upload costs and other documentation required upon submittal
to the online portals shall be made known to owners and testers in the notifications
prior to the work being done, so that testers can provide complete cost estimates
that include those costs to their prospective clients. Please list portal costs in the
proposal, if applicable.
Agreement No. 6444
Question 4: Does the City have any staff that the Consultant would be working with that would
be doing site inspections or confirmation, or are you looking for us to be doing site
inspections at your customers' properties?
Answer: The City will assist in site inspections and confirmations. The successful
Consultant shall coordinate inspections and confirmations with the City Project
Manager. Please log all City assistance required for the project and include the
results in the quarterly and annual reports so that staff time can be estimated for
future years.
Question 5: Regarding a new building, new business, new installation, or new water
connection, is there City data that would inform the Consultant of such changes?
Answer: The City will inform the Consultant if we find out, during Building Safety
plancheck or from a backflow tester who has been called due to assembly failure,
of any planned or new installations. If a new tenant/customer informs us they will
be taking over the maintenance of an existing assembly we will also inform the
Consultant. The Consultant shall inform the backflow tester and tenants/customers
to include the Consultant in all future similar notifications.
Should new installations or transferred responsibilities be made known only to the
Consultant, the Consultant shall update the City through the weekly, quarterly and
annual reports that they provide City staff.
Question 6: The ideal scenario for finding out about new ownership is a data integration from
the billing system. [Will that be available?]
Answer: There are no future plans to pursue such an integration.
Question 7: Is the testing of fire lines for the City included in the project and who is responsible
for that if it is?
Answer: The City will be responsible for the testing of its fire lines. The successful
Consultant will be responsible for the data entry and reporting of the test results
provided to it by City staff.
Question 8: Would the Consultant be allowed to perform any sort of testing for the plumbing
work while involved with this contract?
Answer: To avoid any perceived conflict of interest, all testing, whether of private or City -
owned devices, shall be done by a third -party vendor.
Question 9: To what degree will the Consultant be handling questions from the public?
Answer: The Consultant shall handle all questions from the public including questions from
owners, testers and other government agencies. If necessary, Water Division staff
can assist regarding questions on City devices or policy. The Consultant shall log
all the questions received and the Consultant's responses to them. The log and
responses shall be incorporated into the written quarterly program updates.
EXHIBIT A„ Agreement No. 6444
2015-2016 List of City -Owned
Backflow evices
City of El Segundo Backflow Testing and Possible Repair
Scope of Work for Annual Testing and Maintenance of All Ci Backflow Devices
— Fiscal Year 215-2016
Location: The City of El Segundo's Backflow Devices are located
throughout the City. See the attached list for each location
and device detail.
Purpose: Backflow devices must be tested annually to protect the
City's water supply and the Public from possible cross
connection hazards. This test carries the approval of LA
County Department of Health Services.
Scope of Work: Test each backflow device that the city owns on an annual
basis. The testing method for each backflow device will
depend on the type of protection the device is providing at
each location. Each backflow device must pass the test. If a
backflow device fails, a separate quote for cost of repair or
replacement will be submitted for review. From this quote,
staff will determine if the repair work or replacement will be
done by this contractor or by City Staff. This contract is not
to exceed $9000.00. The City has 61 devices that need
testing annually.
All backflow passing test reports must be on file with the City
of El Segundo's Water Purveyor and submitted to the Los
Angeles County Department of Health Services.
Agreement No. 6444
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