The vendor required to provide implementation strategy design, develop, implement, and provide ongoing support of a comprehensive customer relationship management (CRM) system and online portal.
- Completion and refinement of program blueprint materials
1. Office may have partially or fully drafted certain blueprint components prior to contract award.
• Review all blueprint documents prepared by office.
• Identify gaps, inconsistencies, or compliance issues.
• Update, revise, or finalize any sections requiring modification prior to program launch.
2. Blueprint components include, but are not limited to:
• Community benefits plan
• Consumer bill of rights
• Education and outreach strategy
• Consumer protection plan
• Utility data access plan
• Privacy and security risk assessment
• Program operations plan
• Implementation schedule and staffing plan
3. Market transformation plan
• Develop a market transformation plan within 12 months of submission of the original blueprint documents.
• Include strategies for contractor workforce expansion, market readiness, training needs, local business participation, and long-term adoption of high-efficiency technologies in the territory.
- CRM system design and development
• Design and build a scalable CRM platform that supports multiple energy efficiency programs.
• Include modular workflows allowing separate program rules while maintaining shared data infrastructure.
• Provide secure public and administrative portals for each user type.
• Ensure system compatibility with doe API, reporting formats, and workflow requirements.
• Integrate mobile functionality for contractors, assessors, and inspectors to capture field data, photos, and signatures.
1. Eligibility verification
• Verify household income eligibility using area median income (AMI) levels based on zip code or geolocation.
• Cross-reference previous rebate or WAP applications to prevent duplication or double-dipping.
• Reference a behind-the-scenes AMI lookup table that:
o Is based on the agency 10-year census data.
o Must be reviewed and manually adjusted annually to reflect updated or interpolated Ami levels until new census data are available.
• Support real-time eligibility verification through automated lookups and administrator overrides for edge cases.
2. Proposed improvement eligibility
• Enable contractors or energy professionals to specify existing systems to be replaced and proposed new improvements.
• Verify proposed measures against program-specific rules, technical standards, and doe-approved product lists.
• Include logic to distinguish between rebate-eligible upgrades and WAP-eligible measures.
3. Modeled energy savings
• Require bpi-2400 compliant doe-approved modeling software for projects following the modeled savings path.
• Store all energy assessment data and results, limited to completed and installed measures.
• Include version control for modeling results, enabling doe audit verification.
4. Signature collection
• Provide digital signature capture tools for consumers, contractors, assessors, and inspectors.
• Store signed consent and verification forms in compliance with Esign act and doe documentation standards.
5. Geo-located photographs
• Require geo-tagged and timestamped photographs for each installed measure.
• Link photos directly to corresponding project and measure records.
• Provide mobile photo upload capabilities with offline caching for low-connectivity areas.
6. Qc inspection records
• Record results from quality control inspections, including:
o Combustion safety and air leakage testing.
o HVAC commissioning and system performance tests.
o Corrective actions and re-inspection documentation.
• Track weatherization assistance program (WAP)-specific audit and inspection data for compliance.
7. Contractor certifications
• Maintain a registry of certified contractors, installers, assessors, and inspectors.
• Track training credentials, licenses, insurance, and expiration dates.
• Notify contractors and program managers of upcoming credential expirations.
8. Fund braiding compliance
• Support fund braiding management for projects involving multiple federal grants.
• Generate and store detailed invoices showing:
o individual upgrades.
o associated funding sources
o verification that upgrades are distinct and separable.
• Ensure compliance with doe and OMB guidance on fund segregation and financial accountability.
9. Data security and compliance
• Implement risk-based security controls in alignment with NIST SP 800-53 and doe cybersecurity guidelines.
• Conduct and document:
o System risk assessments.
o Privacy and security impact analyses.
o Data-sharing risk evaluations and mitigations.
• Ensure encryption of data at rest and in transit.
• Provide role-based access control, detailed audit logs, and multi-factor authentication.
• Comply with all agency privacy and data protection regulations.
10. API integration
• Integrate fully with API to submit all required project, eligibility, and rebate data.
• Follow all doe-provided workflows for rebate processing, approvals, and data synchronization.
• Log and archive all API transactions for audit traceability.
11. Reporting and audit tools
• Provide doe- and office-compliant reporting tools to support:
o Program performance metrics.
o Energy savings and cost-effectiveness tracking.
o Contractor participation summaries.
• Include a final audit reporting module to verify project completion, upload inspection photos, and confirm compliance.
• This could be a separate dashboard and report macro that an export file is uploaded to from the CRM.
12. Support and maintenance
• Offer technical support, updates, and system maintenance for at least three years post-launch.
• Provide staff training, user manuals, and documentation.
• Support ongoing annual AMI table updates and API version upgrades.
• Allow future expansion to additional programs or funding mechanisms.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 2, 2026
