City of Nashua Purchasing Department

Administrative Services Division 229 Main Street - Nashua, NH 03060

229 Main Street • Nashua, New Hampshire 03061 • Phone (603) 589-3330

(603) 589-3330 Fax (603) 594-3233

April 23, 2026

REQUEST FOR PROPOSALS

RFP0266-051426

Energy Solicitation – Energy Tracking Software

The City of Nashua seeks to engage the services of a qualified Software Firm to provide an energy tracking and management platform for the electric accounts identified herein (see Attachment A).

The selected firm must be experienced in delivering energy data management solutions for municipal or similarly complex portfolios and capable of securely integrating and managing utility data in accordance with industry best practices.

The City is now accepting submittals electronically via Bonfire. Please review the electronic documents linked here, Bonfire Vendor Registration and Bonfire Vendor Submission for more information. We strongly recommend that you give yourself sufficient time and at least one (1) business day before due date to begin the uploading process and finalize your submission. Copies are also available on the City’s website in the Purchasing section within the Bids section. If a

Vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:

Paper: Submission one (1) copy and one digital copy on a USB drive in a sealed envelope or package clearly marked “RFP0266-051426 Energy Solicitation- Energy Tracking Software” proposals must be submitted in the format provided and address the item(s) specified in the RFP package.

Regardless of the method of submission, proposals must be received by the Purchasing Department no later than 3:00 pm on Thursday, May 14, 2026, at City Hall, Purchasing Department, Room

11, 229 Main Street, Nashua, NH 03061. Late submissions will not be accepted. Postmarks, shipping timestamps, or other proof of mailing will not be accepted in lieu of actual receipt.

Vendors are responsible for ensuring that their proposal is delivered prior to the deadline, regardless of the delivery method used.

The time of receipt shall be considered when a proposal has been officially documented by the

Purchasing Department, in accordance with its established policies, as having been received at the location designated above. The City accepts no responsibility for mislabeled mail. Any and all damage that may occur due to shipping shall be the vendor’s responsibility.

The City assumes no liability for the payment of costs and expenses incurred by any party in responding to this request for proposals. All proposals become the sole property of the City of

Nashua. This request for proposals is not a contract and alone shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

https://nashuanh.bonfirehub.com/portal/?tab=openOpportunities https://www.nashuanh.gov/DocumentCenter/View/28837/Bonfire-Process-Overview---Vendor-Registration https://www.nashuanh.gov/DocumentCenter/View/28838/Bonfire-Process-Overview---Vendor-Submission

RFP0266-051426 Energy Solicitation – Energy Tracking Software

229 Main Street, Nashua, New Hampshire 03061 – Phone (603) 589-3330 – Fax (603) 589-3233

The City of Nashua reserves the right to accept or reject any or all proposals or any part thereof, to waive any formality in the process and to accept the proposal considered to be in the best interest of the City. The City also retains the right to purchase on the open market if it is considered in the best interest of the City to do so. The City reserves the right to cancel this request at any time for any reason.

I. INTRODUCTION

The City of Nashua is seeking proposals from qualified Software Firms to provide energy tracking and management software services capable of monitoring and reporting electricity cost and consumption across the City’s portfolio of facilities.

• Attachment A consists of the City of Nashua’s electric accounts, including both individually billed meters and meters grouped under summary billing structures. These accounts represent a diverse portfolio of municipal facilities for which the City seeks comprehensive tracking and analytics capabilities.

• Submissions should address the full scope of services requested, including software implementation, data integration, ongoing support, and reporting functionality. The City is requesting firm, fixed pricing for initial setup and annual subscription costs. The City intends to select a single Software Provider to deliver services across the entire portfolio covered in this solicitation.

• Proposers must submit a copy of their standard service agreement and any applicable terms and conditions Pricing structures, data access provisions, and any third-party integrations should be clearly outlined in the submission.

II. CLIENT INFORMATION

Name: City of Nashua

Address: 229 Main Street, Nashua NH 03061

Number of meters: 326 Meters

Tax exempt: Yes

III. PROPOSAL REQUIREMENTS

Character of Service

• The City requires a comprehensive, cloud-based energy tracking and management software platform capable of tracking electricity consumption and cost across all accounts listed in Attachment A.

• The selected Software Provider will be responsible for data integration, ongoing data management, system maintenance, and user support.

• The City requests a single contract covering all accounts included in this solicitation.

Term/Start Date

• Proposals should include a detailed implementation timeline, including data onboarding, system configuration, and user training.

• The City requests pricing for the following contract terms:

o Annual Renewal

Pricing

• Fixed Pricing: Provide firm, fixed pricing for all components of the service, including:

Initial setup and implementation costs o Annual or subscription fees o Any ongoing support or maintenance costs o Pricing should be presented as an “all-in” cost structure, clearly identifying any optional or additional services.

• The City prefers transparent pricing with no hidden or pass-through costs.

Software Capabilities & Services

• Proposal responses should clearly describe the following:

o Data Integration – ability to import utility data (electricity) including automated utility bill uploads or API integrations o Account Management – ability to manage both individually billed and summary billed accounts o Reporting & Analytics – standard and customizable reports on energy usage, cost trends, and performance metrics o Data Accuracy & Validation – processes for ensuring data quality and identifying anomalies o User Access – number of users supported, permission levels, and ease of use o Benchmarking – ability to compare performance across facilities and over time o Export Capabilities – ability to export data for use in external reporting, budgeting, and analysis o Integration – compatibility with other tools or platforms (if applicable) o Customer Support – availability of technical support, training, and onboarding services

Other

• Proposal responses should clearly state the following:

o Service Level Commitments – including system uptime, response times for support requests, and issue resolution timelines o Data Ownership & Access – confirmation that the City retains ownership of all data and has full access throughout and after the contract term o Security – description of data security practices and protections o Contract Terms – include a copy of the standard service agreement, including any limitations, termination clauses, or conditions

• The City may request additional information or clarification from respondents during the evaluation process.

• The City reserves the right to request best and final offers, including revised pricing, at any time during the selection process.

Usage

• Any utility data, account information, or supporting materials provided by the City for the purposes of this RFP are to be used solely for proposal development, system demonstration, and pricing.

• Respondents shall not use, share, sell, or distribute City data to any third party for any purpose outside of this solicitation without prior written consent from the City.

• City data may only be used in demonstrations or sample outputs directly related to this

RFP and must not be used in marketing materials, case studies, or external presentations.

• All data provided must be treated as confidential and handled in accordance with industry best practices for data security and privacy.

• Upon completion of the RFP process, respondents shall, upon request, return or securely destroy all City-provided data.

• The City retains full ownership of all data provided and any data generated through the use of the software platform.

IV. PROPOSAL INSTRUCTIONS, EVALUATION CRITERIA, SCHEDULE

• Respondents qualifications and capabilities will be a factor in the selection process.

• Respondents may submit any supporting information that will be beneficial in evaluation of supplier and supplier proposals.

• Evaluation will take into consideration responsiveness, price structure, experience, and market presence.

• The Parties reserve the right to reject all proposals and to terminate this solicitation.

• This solicitation does not obligate the City to negotiate a contract with any respondent.

Inquiries: All inquiries regarding this solicitation must be directed by e-mail to:

Amy Girard

Purchasing Manager purchasing@nashuanh.gov

Schedule: The timeline for this project is as follows:

Projected Timeline Date

Deadline for Vendor Questions Monday, May 04, 2026, 10:00am

Vendor Question Answers Posted Thursday, May 07, 2026, 3:00pm

Proposals Due Thursday, May 14, 2026, 3:00pm

Vendor Interviews tbd mailto:purchasing@nashuanh.gov

Preparation of proposals: Proposals shall be signed by the proposer’s authorized representative. Proposers are requested to submit pricing for requested services, however, alternative proposals will be considered but only if the alternate is described completely, including, but not limited to, specifications sufficient so that a comparison to the request can be made.

The proposal should include the following:

1. A detailed description of the firm and its related experience in providing similar services. Include names and telephone numbers of references that may be contacted. Proposals should include a minimum of three (3) references from customers who have contracted similar services.

2. Any information (above) requested in this proposal request.

3. Cost proposal(s).

4. Proposal Affidavit

Selection and Evaluation Criteria: After receipt of proposals, the City will evaluate the proposals and will use the following criteria in its evaluation:

1. Cost Proposal

2. Software Functionality & Capabilities

3. Data Integration & Management

4. Implementation & Support

5. Experience & Qualifications

6. Data Security & Ownership

7. Contract Terms

GENERAL REQUIREMENTS

A. To be eligible for an award, a vendor must be deemed "responsible". A responsible vendor:

• has the ability, capacity and skill to provide the goods or services required

• can provide the goods or services within the time frame specified

• has a satisfactory record of integrity, reputation, judgment and experience

• has sufficient financial resources to provide the goods or services

• has an ability to provide future maintenance and support as required

• providing the vendor has provided goods or services to the City, has developed a positive track record with the City

B. The successful vendor will be required to provide the City with certificates of insurance for coverage as listed below and endorsements affecting coverage required by the contract within ten (10) calendar days after the City issues the notice of award. The City requires thirty (30) calendar days written notice of cancellation or material change in coverage. The certificate and endorsements for each insurance policy must be signed by a person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability, Employer’s Liability and Auto Liability policies must name the City of Nashua as an additional insured and reflect on the certificate of insurance:

• General Liability insurance in the amount of $1,000,000 per occurrence and $2,000,000 aggregate

• $1,000,000 Combined Single Limit Automobile Liability (coverage must include all owned, non-owned and hired vehicles)

• Workers' Compensation Coverage in compliance with the State of New Hampshire statutes, $100,000/$500,000/$100,000

• Professional Liability: $1,000,000

C. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further proposals if the action is necessary for the best interest of the City.

D. The City may conduct discussions with responsible vendors prior to selection. Successful vendors shall begin performance upon receipt of an executed contract and a valid purchase order issued from the City.

E. The City may reject any and all responses on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim, or cause of action by any unsuccessful vendor against the City.

F. After the initial designation of a vendor, City Staff will work with the selected vendor to negotiate final terms and conditions between the City and the successful vendors prior to the Contract Award.

G. The vendor shall meet all requirements of the Americans with Disabilities Act.

H. The City encourages disadvantaged business enterprise (DBE) participation from contractors and/or subcontractors.

I. The vendor should understand that under the New Hampshire Right-to-Know Law, all documents submitted in response to this request, including financial information, are considered public information and will be made available to the public upon request, unless specifically exempted under the law.

J. Any vendor submitting a proposal may appeal a pending award prior to award by the City. The appellant must:

a. Submit a written protest to the City’s Purchasing Manager within five (5) business days after the proposal opening.

b. Describe, in the written protest, the issues to be addressed on appeal

c. Post, with the written protest, a bond with a surety meeting the requirements of General

Condition 5.02 authorized to do business in this state or submit other security in a form approved by the City who will hold the bond or security until a determination is made on the appeal.

d. Post the bond or other security in the amount of 25% of the total dollar value of the appellant’s bid, up to a maximum bond or other security amount of $250,000.00.

e. Not seek any type of judicial intervention until the City has rendered its final decision on the protest.

The City will stop award actions until after the City’s Purchasing Manager has responded in writing to the protest. If the appellant is not satisfied with the response, the appellant may then protest to the Board of Aldermen, who will render a final decision for the City. No award protests will be heard by the Board of Aldermen unless vendor has followed the appeal process.

If an appeal is granted, the full amount of the posted bond or security will be returned to the appellant.

If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by the City because of the unsuccessful appeal.

The City is not liable for any costs, expenses, attorney’s fees, loss of income, or other damages sustained by the appellant in a proposal appeal process.

K. The City assumes no liability for the payment of costs and expenses incurred by any vendor in responding to this request. All proposals become sole property of The City. This is not a contract and shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

City of Nashua Community Development Division

City Hall, 229 Main Street, PO Box 2019 Nashua, New Hampshire 03061-2019 www.nashuanh.gov

Community Development 589-3095 Planning and Zoning 589-3090 Building Safety 589-3080 Code Enforcement 589-3100 Urban Programs 589-3085 Conservation Commission 589-3105 Transportation 880-0100 Sustainability 589-3265

Exhibit A – Meter Inventory and Billing Structure

The City of Nashua maintains a portfolio of approximately 326 electric meters across municipal facilities and operations. For purposes of this Request for Proposals (RFP), vendors should understand that the City’s electric accounts are structured using a combination of individually billed meters and grouped summary billing accounts.

Meter Breakdown

• Meters Billed Separately: 107 meters

• Meters Billed Through Summary Accounts: 219 meters

Summary Account Structure

Certain electric meters are consolidated under utility-issued summary bills, where multiple service locations or subaccounts are grouped into a single billing account. Vendors should account for this billing structure when preparing pricing proposals, onboarding assumptions, data integration methods, and ongoing account management services.

The City’s current summary account structure is as follows:

• Summary Account 1: 24 meters

• Summary Account 2: 17 meters

• Summary Account 3: 15 meters

• Summary Account 4: 21 meters

• Summary Account 5: 24 meters

• Summary Account 6: 11 meters

• Summary Account 7: 24 meters

• Summary Account 8: 22 meters

• Summary Account 9: 8 meters

• Summary Account 10: 25 meters

• Summary Account 11: 28 meters

Vendors should clearly describe how their platform handles both individually billed meters and meters grouped under summary accounts, including data aggregation, utility bill imports, meter-level tracking, benchmarking, and reporting capabilities.

Exhibit B- Proposal Affidavit

RFP # RFP 0266-051426

Description: Energy Solicitation- Energy Tracking Software

This Proposal is submitted to: City of Nashua

Purchasing Department

229 Main Street, City Hall

Nashua, NH 03061

1. The undersigned vendor proposes and agrees, if this proposal is accepted, to enter into an agreement with the City in the form included in the Proposal Documents to perform all work as specified or indicated in the Proposal Documents for the prices and within the times indicated in this Proposal and in accordance with the other terms and conditions of the Proposal Documents.

2. Vendor accepts all of the terms and conditions of the advertisement or Request for

Proposals and Instructions to vendors. The Proposal will remain subject to acceptance for

90 days after the day of proposal opening, or for such longer period of time that vendor may agree to in writing upon request of OWNER.

3. In submitting this Proposal, vendor represents, as set forth in the Agreement that:

A. Vendor has examined and carefully studied the Proposal Documents and the following Addenda, receipt of all which is herby acknowledged.

Addendum No. Addendum Date

4. Vendor is familiar with and is satisfied as to all federal, state and local Laws and Regulations that may affect cost, progress and performance of the proposal.

5. The Proposal Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance of the work for which this proposal is submitted.

6. Vendor has correlated the information known to Vendor, information and observations obtained from the RFP in the Proposal Documents, and all additional examinations, investigations, explorations, tests, studies, and data with the Proposal Documents.

7. Vendor has given written notice of all conflicts, errors, ambiguities, or discrepancies that

Vendor has discovered in the Proposal Documents, and the written resolution thereof by the City is acceptable to Vendor.

8. The Proposal Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance of the work for which the proposal submitted.

9. Vendor further represents that this proposal is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Vendor has not directly or indirectly induced or solicited any other Vendor to submit a false or sham

Proposal: Vendor has not solicited or induced any individual or entity to refrain from

Proposing; and vendor has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City.

Submitted by:

Company Name:

Name of Individual:

Title:

Address:

Phone:

Email:

Authorized Signature: Date:

Printed Name & Title: