Addendum 1.pdf

Financial Services Office of Procurement Services

8115 Gatehouse Road, Suite 4400 Falls Church, VA 22042

February 7, 2024

ADDENDUM NO. 1

TO: ALL PROSPECTIVE OFFERORS

REFERENCE: RFP#2000003911

FOR: Utility Bill Processing Services

CLOSING DATE/TIME: February 12, 2024 at 5 p.m. EST

RFP CLARIFICATIONS:

The following are responses to questions received via e-mail and in Bonfire.

Q.1. What does "track" mean? Is it enough to have the ability to export utility bills from FCPS energy provider and import them into the billing system?

A.1. TRACK is the word that summarizes the technical requirements. The utility bill must be compared to the weather, compared to a baseline, and able to be entered into the ENERGY STAR program as well as other many other characteristics that are defined in the terms of the technical requirements. Refer to Appendix F.

Q.2. Is post process accounting capability expected or is this confined to billing and accounts payable only?

A.2. Post accounting capability is not expected. The purpose of this RFP is for the provision of energy management software to manage and pay FCPS’ utility bills.

Q.3. Has the school system used Energycap at any time in a pilot or are they currently using Energycap for the purposes mentioned in this RFP? Specify time period of piloting or use.

A.3. FCPS has been using EnergyCap for Utility Bill Processing Services for 9.5 years and the current contract expires June 30, 2024.

Q.4. Will FCPS desire a bill processing outsourced function (as per 9-Appendix F Section 7.24) to acquire and process bill data or will they be doing it themselves?

A.4. FCPS does not desire a bill processing outsourced function to acquire and process bill data. FCPS handles and scans the data to electronic format and then the vendor must convert the scans through OCR into the energy database.

Q.5. Please provide a count of and examples of where FCPS is sub-metering spaces and allocating those spaces out to third parties or within departments.

A.5. This is a future anticipated requirement. FCPS is not currently sub-metering spaces.

FD

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Addendum No. 1

RFP#2000003911

Q.6. Can you provide a sample bill copy (meter point billing) of each of the 11 or 12 vendor bill types mentioned (feel free to black out or hide sensitive info).

A.6. Sample Bills are listed in Exhibit A.

Q.7. Of the 11 or 12 vendors billing FCPS, how many currently provide or who can provide monthly billing in EDI or some type of electronic format such as flat file (csv). Please specify the vendors with those electronic capabilities.

A.7. Currently all of the vendors are submitting bills in a paper format via US Mail which is the preferred FCPS method. Examples of the bills and vendors are provided in Exhibit A.

Q.8. Does the County currently utilize or need Accrual functions for month and year-end accounting? Are you currently doing this manually within your current processes?

A.8. FCPS does use accrual accounting. FCPS handles this within FPCS’ own processes which can sometimes be manually depending on the circumstances.

Q.9. 9-Appendix F Section 7.5.6 specifies using Excel Power Pivot as the Report Designer tool. Many software solutions have their own proprietary report writers that are considerably more powerful and easy to use that the one mentioned.

A.9. Excel Power Pivot is the Report Designer tool that FCPS is requiring per the RFP.

Q.10. Which parties in the committee making the decision have had a recent experience (in the last 2 years) using the Energycap product and how many total people will be in the committee making this decision?

A.10. The Selection Advisory Committee (SAC) members have had recent experience using EnergyCAP as it is the incumbent vendor. FCPS cannot provide details about the composition of the SAC.

All other terms and conditions remain unchanged.

Delphine Lambert Contracts Manager

THIS ADDENDUM IS ACKNOWLEDGED AND IS CONSIDERED A PART OF THE SUBJECT REQUEST

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