The Vendor is required to provide comprehensive utility data tracking, costing, billing, payables, and energy management system.
- A solution that has comparable functionality to the current system but will be hosted by the awardee
- A software system capable of handling our complex utility billing environment and that provides intuitive and accessible experience for our accounting and utility staff and our varied campus community users.
- The system includes energy management features to aid in benchmarking facility performance and tracking savings from energy initiatives.
- The system must be hosted in the “cloud” at a commercial data center and utilize a Software-as-a-Service (SaaS) deployment model. The software must use a web-based model accessible via current major web browsers such as Firefox, Edge, Chrome, and Safari. Software access and data transfer must be encrypted using the HTTPS protocol.
- The software shall be maintained and updated regularly by the vendor without intervention by or disruption by the client.
- The data center must be certified to industry standards, such as SOC2, and have geographical redundancy built in to ensure that system availability is maximized even in the event of a disaster at the vendor’s primary hosting location. The vendor shall describe the methods used for data security and redundancy.
- The software must support at least 20 concurrent users and preferably have an option for an unlimited number of users. Users shall have individual logins and passwords.
- The software must be designed for utility bill management for large, complex enterprises consisting of many hundreds of facilities across multiple locations.
- The software must support on-campus generation and district energy systems.
- There must be flexibility to configure the software to reflect the enterprise’s complex utility and accounting structures without limitation on the number of facilities, meters, divisions, departments, accounts, bills, vendors, or commodities.
- Bills should be associated independently with a physical location and with an accounting designation.
- The software must have customizable or user-defined fields to track important data both on the facility and the accounting sides.
- The software must be able to generate bills using custom calculations such as summarizing multiple other bills or calculating remainders.
- Custom cost calculations must be configured independent of usage using custom rates or by combining costs from other bills.
- Custom rates must have at least one fixed amount, such as a meter fee, in addition to a per-unit rate. Internal and external bills must be able to be split either by facility area or by arbitrary percentages without double counting or missing costs.
- Calculations and split configurations must be saved so the resulting bills can be regenerated easily monthly.
- Contract Period/Term: 4 years
- Pre-Submission Conference Date: February 12, 2026
- Questions/Inquires Deadline: February 19, 2026
