Scope of Work - 8850 Compliance Tracking SoftwareScope of Work for Compliance Tracking Software for the City of Denton
Purpose:
The City of Denton is seeking proposals for a comprehensive compliance tracking software (CTS) solution
for multiple regulatory programs including Industrial Pretreatment, Commercial Pretreatment (fats, oils,
grease, and grit), and Cross Connection Control/Backflow Prevention. The City currently regulates 688
commercial facilities, surveys 1626 facilities, and permits 16 significant industrial users. The software
should streamline operations and ensure compliance with regulatory standards. Responses should
include, but are not limited to, information on a respondent’s ability to provide the following
compliance tracking software system components and functionality requirements:
I. Objectives
a. Centralized Compliance Tracking: Facilitate tracking of various facilities and their
compliance status with local, state, and federal codes.
b. Compliance and Reporting: Ensure compliance with federal, state, and local reporting
requirements. Allow for electronic reporting for various programs and assist with
meeting regulatory standards.
c. Accessibility: Provide a user-friendly interface for City staff, external agencies, and other
external stakeholders.
d. Efficiency: Ensure workflows related to compliance tracking are streamlined to alleviate
the administrative burden on staff associated with enforcement and other compliance
tracking activities.
II. Scope of Work
a. General System Support:
i. Mobility: Utilize the software with mobile devices, such as tablets, cellular
devices, etc.
ii. User and Programmatic Levels and Assignments: Ability to assign individual
user accounts different roles and program access. (i.e., FOG Inspector does not
need Industrial Pretreatment access, etc.)
iii. Accessibility: Software is easy to learn and to navigate. Dashboards are
customizable for individual users based on compliance needs.
iv. Training: Developer offers training support, classes, and self-paced videos to
help end users learn software functionality.
v. Technical Support: Maintenance and updates for the software are performed
by the software developer to ensure limited periods of downtime.
vi. Compliance & Regulatory Support: Changes in regulatory requirements
periodically necessitate software changes to ensure City compliance.
vii. Auditing: Ability to track changes made by individual users to specific
events/facility fields.
viii. Offline Capabilities: Software functionality without internet access with ability
to “pull” data entered once connected to internet.
ix. User Licensing: Software should be able to support multiple user levels and
roles. Software should be able to support concurrent users.
b. Industrial Pretreatment:
i. Inspections: Generate an inspection report from a customizable template and
track inspection events for various users within the wastewater collection area.
ii. Sampling: Store results from sampling and analysis of contaminants and flows
received from various users in the wastewater collection area.
iii. Asset Management: Track and manage pretreatment assets, such as auto
sampler maintenance.
iv. Enforcement: Generate notices and other controlled documents utilizing
approved templates. Track enforcement from start (first noted), to control
authority response (enforcement), to final compliance (compliant resample,
completed milestones, etc.).
1. Significant Noncompliance (SNC) Calculation: Ability to calculate
Significant Noncompliance utilizing data from industrial user.
v. Permitting: Create permits utilizing appropriate approved templates and data
from permit applications for various users within the wastewater collection
area.
vi. Scheduling: Create workflows to be assigned to individual users to ensure
critical tasks are accomplished. Track and view when assignments are
completed.
vii. Survey: Create facility information and contact sheets. Provide real-time
reporting for determining when surveys require update.
1. Dental Office One Time Compliance Reports (OTCR): Track compliance
with the EPA Dental Rule by being able to store Dental OTCRs utilizing
the CTS.
viii. ESRI ArcGIS: Provide Geospatial data utilizing survey and permitting information
and compliance status. Must be able to be integrated with the City’s currently
existing GIS software environment.
ix. Reporting: Create and generate reports and dashboards to visualize data to
optimize efficiency and drive decision-making.
1. Cross-Media Electronic Reporting Rule (CROMERR): Ability to submit an
annual pretreatment report utilizing CROMMER compliant reporting
standards.
2. Maximum Allowable Headworks Loading (MAHL): Ability to visualize
pollutant loadings of Pollutants of Concern.
3. Maximum Allowable Industrial Loading (MAIL): Ability to visualize
Significant Industrial User (SIU) loadings of the Publicly Owned
Treatment Works (POTW); Visualize percentage of MAHL that the MAIL
encumbers.
4. Key Performance Indicators (KPIs): Track key performance indicators to
ensure program is functioning efficiently, ability to integrate with City’s
Enterprise Management System.
5. Periodic Compliance Reports (PCRs): Receive reports from industrial
users utilizing CROMERR compliant software.
x. Billing: Seamlessly create and generate bills based on current utility rates and
activities recorded in the CTS.
1. Ability of system to create surcharges based on pollutant loads and flow
data pulled from City’s billing software.
2. Ability of system to create sampling and analysis charges based on
inputs from staff.
c. Commercial Pretreatment:
i. Inspections: Generate an inspection report from an approved template and
track inspection events for various users within the wastewater collection area.
ii. Sampling: Store results from sampling and analysis of contaminants and flows
received from various users in the wastewater collection area.
iii. Enforcement: Generate notices and other documents utilizing templates. Track
compliance with any generated notices.
iv. Permitting: Create permits utilizing templates and data from permit
applications for various users within the wastewater collection area.
v. Scheduling: Create workflows to be assigned to individual users to ensure
critical tasks are accomplished. Track and view when assignments are
completed.
vi. ESRI ArcGIS: Provide Geospatial data utilizing survey and permitting information
and compliance status. Must be able to be integrated with the City’s currently
existing GIS software.
vii. Reporting: Create and generate reports and dashboards to visualize data to
optimize efficiency and drive decision-making.
viii. Manifests: Track compliance for FOG pretreatment devices. Track and notify
users when pretreatment devices are due for service and allow for receiving of
manifests electronically from waste haulers.
d. Backflow/Cross-connection Prevention:
i. Tester Account Creation: Allow assembly testers to create accounts to submit
results of backflow tests and certificates.
ii. Backflow Assembly and CSI Database Management: Allow advanced and
customizable data tracking of backflow assembly, customer service inspection
reports, and customer information.
iii. Backflow Test Submission: Allow backflow testers to submit results from
backflow assembly tests.
iv. Reporting: Create and generate customizable reports and dashboards to
visualize data to optimize efficiency and drive decision-making.
v. Enforcement: Create notices, letters, and other documents utilizing templates.
Automate letter mailing. Track responses with any generated notices.
vi. ESRI ArcGIS: Provide Geospatial data utilizing data within the CTS to visualize
data. Must be able to be integrated with the City’s currently existing GIS
software and GIS environment.
vii. Billing: Seamlessly create and issue bills/fees based on current utility rates and
activities recorded in the CTS.
III. Deliverables
a. Fully functional Compliance Tracking Software tailored to the City’s needs.
b. Customized workflows and templates for specific tasks.
c. Plan and pricing for onboarding data from current compliance tracking software and
other legacy sources to new software environment.
d. Training material for staff, with support from the development team.
e. Ongoing maintenance, including updates and security enhancements.
f. Plan for offboarding all data, which remains the property of the City of Denton, in the
event service is not renewed.
IV. Timeline
The software implementation should follow the approximate timeline below:
a. Project Kickoff and requirements gathering: 1-2 weeks
b. Configuration and customization: 1-4 weeks
c. Pilot testing and feedback: 1-2 weeks
d. Training and Go-Live: 1-2 Weeks
e. Post implementation support: Ongoing
V. Evaluation and Selection Criteria
The software provider will be evaluated based on:
a. Experience with Municipal Government Compliance Tracking Software – 20%: Previous
experience working with local governments and similar entities.
b. Functional Capabilities - 40%: Alignment with the requirements specified in the Scope
of Work.
c. Cost and Licensing- 20%: The price of items, to include total cost of ownership, such as
installation costs, life cycle costs, and warranty provisions.
d. Technical Support and Training – 20%: Availability and quality of support services.
Criteria Percentage
Experience with Municipal Government Compliance Tracking Software 20%
Functional Capabilities 40%
Cost and Licensing 20%
Technical Support and Training 20%
VI. Proposal Requirements
a. Company Background: Provide an overview of the company, experience with municipal
compliance tracking software, and client references.
b. Technical Specifications: Detail the technical requirements and infrastructure needed to
support the software, and how the proposed software meets the needs of the City
outlined within the Scope of Work section.
c. Implementation Plan: Outline the implementation process, including prospective
timelines, milestones, and training programs.
d. Training, Support, and Maintenance: Describe the training resources, software support
and maintenance services offered, including the response times and service capabilities
(i.e. help desk support, etc.) of the developer.
e. Cost Proposal: Provide a detailed cost breakdown for the software, implementation,
data migration from currently utilized compliance tracking software, staff training, and
ongoing support.
f. Data Security and Privacy: Detail the measures in place to ensure data security and
compliance with relevant privacy regulations.
g. Disaster Recovery: Describe the disaster recovery and business continuity plans.
h. Integration Capabilities: Outline the software’s ability to integrate with existing systems
and third-party applications. (Including, but not limited to: LIMS, Northstar, ERSI ArcGIS,
EPA’s CDX, etc.)
i. References: References from similar projects and/or case studies demonstrating the
vendor’s capabilities. Include a list of current municipal customers.
j. Appendices: Additional documents or information supporting the proposal