RFP EFAA 27-67 Building Performance Colorado Administration.docx

RFP EFAA 2027000067

Building Performance Colorado Database Management Administration

RFP EFAA 2027000067

October 14, 2026 V 081222

Offeror Response Signature Page

RFP EFAA 20270000067

Building Performance Colorado Database Management Administration

OFFERORS: See the solicitation document below for the response deadline and other response submission information and requirements.

Offerors responding to this solicitation must fill out this page in its entirety, and sign and return it with Offeror’s response. This page must bear a physical or electronic signature, as electronic signature is defined in the "Uniform Electronic Transactions Act", section 24-71.3-102 (8), evincing an intent by the Offeror to be bound by its response. Failure to do so may disqualify the Offeror response.

The undersigned understands and agrees that misrepresentation made in this response and/or subsequent discussions or information presented to the State may be deemed sufficient cause for the refusal by the State to execute a Contract as a result, and that later discovery of any omission or misrepresentation made in the solicitation response and/or subsequent discussions or information presented to the State may be grounds for the cancellation of an existing contract.

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CONTENTS

APPENDICES

APPENDIX A - ADMINISTRATIVE INFORMATION

APPENDIX B – INFORMATION TECHNOLOGY MODEL CONTRACT

APPENDIX C - VENDOR ACCESSIBILITY CHECKLIST

APPENDIX D - VENDOR DISCLOSURE STATEMENT

APPENDIX E - ARTIFICIAL INTELLIGENCE (AI) DISCLOSURE AND USE REQUIREMENTS)

APPENDIX F - CONTRACT FEDERAL PROVISIONS EXHIBIT

SECTION 1.0 INTRODUCTION

1.1. GENERAL INFORMATION

On behalf of the State of Colorado, the Colorado Energy Office (CEO) is issuing this Request for Proposals (RFP) for the Building Performance Colorado (BPC) Database Management Administration to find a qualified Offeror to implement, administer, and optimize data management infrastructure and support services. The selected Offeror will be responsible for integration of existing data and processes from the State’s current BPC database.

Offerors may submit proposals as a single vendor or through a prime/subcontractor arrangement. However, the State will award only one contract for tasks specified herein, and the designated prime contractor must serve as the single responsible party and primary point of contact.

This solicitation is being published so that qualified Offerors may submit a proposal in accordance with the terms of this solicitation. Please review all materials, including appendices, before responding.

1.2. BACKGROUND

The “Energy Performance for Buildings” Statute (hereby referred to as HB 21-1286) passed the Colorado General Assembly on June 8, 2021 and directed the Colorado Energy Office (CEO) to create a statewide benchmarking program. In 2022 the CEO developed and began implementing its statewide benchmarking program, now known as Building Performance Colorado (BPC), which requires commercial, multifamily, and public buildings 50,000 square feet and larger to submit their whole-building energy use data annually on June 1st. This program covers an estimated 10,500 buildings and is anticipated to grow 1% each year. HB 21-1286 also created sector-wide greenhouse gas (GHG) reduction targets of 20% by 2030, which are to be met through building performance standards (BPS).

1.3. GOALS

1.3.1. Goals

1.3.1.1. The goals of this project will consist of three primary functions:

A. Software and Database Solutions:

Design, development, implementation, and hosting of a secure, scalable database solution capable of receiving, consolidating, and processing energy benchmarking and compliance data submitted by building owners B. Help Center Administration:

Operational oversight and technical/administrative support for program participants. Through the program to date, the help center has responded to, on average, 10,000 tickets per year from program participants C. Programmatic Improvements:

Strategic optimization of current BPC workflows, data validation processes, and system performance with a focus on continuous improvement measures based on user feedback data.

1.3.1.2. The selected Offeror shall establish, manage, and administer a comprehensive Help Center to support the data management and operational success of the BPC program. The Help Center must provide robust technical and administrative assistance to program stakeholders. At a minimum, the Offeror’s Help Center services shall include:

A. Technical Assistance: Troubleshooting data submission errors, benchmarking software integration, and data validation issues B. Administrative Support: Guiding building owners through reporting requirements, compliance deadlines, and exemption processes C. Multi-Channel Access: Providing support via phone, email, and/or a digital ticketing system with a defined level of service for response times

1.4. SOLE POINT OF CONTACT

1.4.1. The State’s sole point of contact for this solicitation is Tara Larwick, Procurement Specialist who may be reached via email at tara.larwick@state.co.us.

1.4.2. Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Offeror disqualification.

1.5. SCHEDULE OF ACTIVITIES

This Schedule of Activities is for information and planning purposes only. Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are considered in Mountain Time (MT), as adjusted for daylight savings.

The date of publication for this solicitation on Colorado VSS is October 14, 2026.

1.5.1. Written inquiries must be submitted to tara.larwick@state.co.us no later than 5:00 PM October 23, 2026.

1.5.2. The estimated date for the State’s responses to Offerors’ written inquiries to be published on Colorado VSS/Rocky Mountain BidNet is October 30, 2026.

1.5.3. All proposals must be submitted in the method described below no later than 5:00 PM November 13, 2026.

1.5.4. A public opening of the proposals will be held via virtual meeting on November 16, 2026, at 9:00 AM. Offerors wishing to participate should notify the Sole Point of Contact listed above for meeting information.

1.5.5. The estimated date for the publication of an Intent to Award on Colorado VSS is November 30, 2026.

1.6. START DATE

The desired Contract start date is January 1, 2027, or as soon as a State issued contract has been fully executed.

1.7. ANTICIPATED CONTRACT TERM

1.7.1. The initial term of the awarded Contract is anticipated to begin upon the execution of a State issued contract with an estimated start date of December 31, 2026, and end on December 31, 2027, with options to renew annually for an additional 4 years, at the sole discretion of the State, contingent upon funds being appropriated, budgeted, otherwise made available, and other contractual requirements, if applicable, being satisfied. The total duration of the Contract cannot exceed five (5) years.

1.7.2. The State may extend the Contract beyond the anticipated term in accordance with the Colorado Procurement Code, and in the event that the State determines an extension is necessary.

1.7.3. Any Contract executed as a result of this award may be amended to include additional work that naturally follows the work detailed in this solicitation. Prior to adding any such work, the State will ensure that the work should not otherwise be competitively solicited and that the cost of the work is fair and reasonable.

1.7.4. The State may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the State chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

SECTION 2.0 MINIMUM / HIGHLY DESIRED EXPERIENCE AND QUALIFICATIONS

The below indicate the minimum and highly desired experiences and qualifications of an Offeror to lead this work. Other qualifications that an Offeror can offer for this project should be detailed in the proposal.

2.1. MINIMUM EXPERIENCE AND QUALIFICATIONS

2.1.1. Demonstrated minimum three (3) years of deploying building performance/utility programs & technical assistance.

2.1.2. Demonstrated minimum three (3) years of customer service to at least 3,000 discrete entities, and minimum three years of operating a multi-channel help center (phone, email, digital ticketing).

2.1.3. Demonstrated experience with ENERGY STAR® Portfolio Manager® (ESPM) and API integration.

2.1.4. Demonstrated direct experience working with municipal or county tax assessor datasets, deduplicating complex multi-building/campus property records, and establishing state-specific unique Building IDs.

2.1.5. Demonstrated proven experience integrating third-party APIs (e.g., payment gateways like AccessGov, utility automated data uploads, ESPM).

2.2. HIGHLY DESIRED EXPERIENCE AND QUALIFICATIONS

2.2.1. Demonstrated experience with commercial building energy efficiency and emissions reduction measures.

2.2.2. Demonstrated experience with and knowledge of Greenhouse Gas emissions.

2.2.3. Demonstrated understanding of Colorado jurisdictions’ BPS programs.

2.2.4. Demonstrated direct experience implementing or managing data systems for active BPS programs at the city or state level.

2.2.5. Key personnel demonstrated relevant professional certifications, such as Certified Energy Manager (CEM), Professional Engineer (PE), or ASHRAE High-Performance Building Design Professional (HBDP), to assist building owners with complex exemption requests, alternative compliance pathways, and engineering reports.

2.2.6. Demonstrated experience with human centered design, conducting user acceptance testing and usability testing

SECTION 3.0 REQUIREMENTS AND SCOPE OF WORK

The tasks in Section 3 are the specific activities designed to achieve the goals outlined in Section 1.3.

3.1. ACCESSIBILITY REQUIREMENTS

3.1.1. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards. Appendix B, Information Technology Model Contract, Section 18.U. contains further information on indemnification and compliance determination. The State may require Contractor’s compliance to be determined by a third-party vendor acceptable to the State that shall attest that the Contractor’s Work Product and software is in compliance with §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability as established by the Office of Information Technology pursuant to Section §24-85-103 (2.5).

3.1.2. What is required to be accessible? Applications, websites, kiosks and digital documents are required to meet the applicable provisions of §24-85-101, C.R.S. This means that digital content like PDF documents and webpages are accessible to assistive technologies like screen readers and magnification programs, and websites and applications are robust and do not prevent users of a variety of devices, browsers, and operating systems from accessing all functionality intended for use by the public or a State of Colorado employee. For more information, review OIT's accessibility resources and OIT's dedicated Accessible PDF and Documents page.

3.1.3. The final deliverables must follow Accessibility guidelines in line with HB21-1110. In order for State Agencies and local government entities to comply with HB21-1110 by July 1, 2024, State of Colorado vendors and bidders are required to demonstrate that information technology provided to the State of Colorado conforms to or addresses the most current version of the World Wide Web Consortium's Web Content Accessibility Guidelines (WCAG), level AA success criteria. awarded Offerors may do so by providing either of the following:

3.1.3.1. An independent, third-party evaluation from an accessibility consultancy

3.1.3.2. A Voluntary Product Accessibility Template (VPAT). If a VPAT is used, it must use the VPAT 2.4 template, which is based on WCAG 2.1 level A/AA. The Information Technology Industry Council offers a VPAT 2.4 WCAG template (download).

3.1.4. Additional resources include:

3.1.4.1. Accessible Website Content: How To

3.1.4.2. Accessible Online Content QA Checklist

3.1.4.3. Additional How-to guides

3.2. INSURANCE REQUIREMENTS

The awarded Offeror will be required to submit a certificate(s) of insurance (COI) evidencing insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Information Technology Model Contract terms and conditions, included in this solicitation as Appendix B, prior to execution of the Contract.

3.3. AI GOVERNANCE AND COMPLIANCE

Any use of Artificial Intelligence in the fulfillment of the resulting Contract is governed by the Colorado Energy Office’s policies (for further guidance see Appendix E: Artificial Intelligence (AI) Disclosure and Use Requirements). Awarded Offeror(s) will be expected to maintain rigorous alignment with these standards to ensure the security, ethical use, and integrity of all State work products.

3.4. ACCEPTANCE CRITERIA

The awarded Offeror shall submit all final deliverables to the CEO by the dates established in this Scope of Work. The CEO’s Program Manager or their designee shall determine whether deliverables meet the Task requirements and approve them. The CEO will notify the awarded Offeror and request corrections, modifications, or replacements as needed. Unless otherwise noted, the awarded Offeror will be required to submit all deliverables to the CEO Program Manager or their designee before final approval. If needed, deliverables will be returned to the awarded Offeror for modification before they are considered complete and reimbursement is made. The CEO expects that prior to submission, all deliverables shall go through an internal quality assurance process and as such shall reflect the requirements of the final Statement of Work.

3.5. USER RESEARCH REQUIREMENTS

The awarded Offeror shall provide at least one active and one passive way of collecting user feedback on a regular basis. The awarded Offeror shall review and respond to collected user feedback and any user research provided by CEO with a working plan to address findings. The awarded Offeror shall conduct user acceptance testing and usability testing upon initial configuration of the system and upon significant changes to the system that may impact user experience. 5-7 usability tests per user group (building owners and internal BPC staff) should be conducted.

3.6. SCOPE OF WORK

This Scope of Work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to deliver through the Contract resulting from this RFP. The Scope of Work is intended to provide interested Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposal’s content or exclude any relevant or essential data.

Whether called out in specific tasks or not, the Offeror should allow into their process at least one week for the CEO review and one week for the Offeror to accept edits. Building in at least two additional weeks (or more) for this full review process will help ensure deadlines are met with an appropriate buffer to ensure the end product meets all standards for quality, accessibility, and design.

3.6.1. Task 1 – Project Communication, Reports, and Administration

3.6.1.1. Task 1 Description/Subtasks

Task 1 seeks to establish effective project startup, coordination, decision tracking, and internal quality assurance. The awarded Offeror, with input from the CEO, will provide project administration, management, and communication throughout the contract period.

A. The awarded Offeror shall assign a dedicated project lead who will serve as the primary point of contact and manage tasks, deliverables, escalations, and reporting across both database management and help center support operations. The awarded Offeror will meet with the CEO as needed to support the use of their database and software. The awarded Offeror shall set up regular check-in meetings with the CEO Program Manager to ensure the database and software are supporting the State’s programmatic goals.

B. Subtask 1.1. Kickoff Meeting The awarded Offeror shall organize a 60 to 90-minute (virtual or in-person) kick-off meeting. The meeting agenda shall be co-created with and approved by the CEO in advance of the meeting.

C. Subtask 1.2 Bi-Weekly Meetings The awarded Offeror shall hold weekly meetings or coordination calls with the CEO to be scheduled by the awarded Offeror upon starting. If the CEO determines that meetings should be held more or less frequently, the CEO will communicate this with the awarded Offeror in writing.

D. Subtask 1.3 Monthly Report

a. The awarded Offeror shall summarize work for the previous month, including but not limited to project status, description of the deliverables and tasks completed during the reporting period, budget spent and remaining by task, project findings including findings from user feedback, user acceptance testing and usability testing, unanticipated outcomes or roadblocks, and next steps in the project. If work is behind schedule, a summary of reasons for the delay and a plan of action to bring back on schedule is required.

b. Invoices shall be submitted each month with the monthly progress report. In the case there is no invoice for a given month, which must be approved by the CEO in advance since the CEO expects the awarded Offeror to invoice on a monthly basis, the awarded Offeror is still responsible for submitting a monthly report indicating no work was done.

c. Note that a monthly progress report is required regardless of whether an invoice is submitted. Additional reporting requirements may be noted in other tasks and/or are captured in the Reporting section of this SOW.

3.6.1.2. Task 1 Deliverables

A. Subtask 1.1 Kickoff Meeting -. Within two (2) weeks of execution of the Contract. The awarded Offeror shall provide an agenda and meeting minutes for the kickoff meeting. Within 10 days of the kickoff meeting, the awarded vendor shall provide an overview of planned improvements based on recent user feedback. Detail how your solution overcomes key technical and workflow challenges listed below:

a. External users report difficulty navigating the system

b. Pertinent building, energy usage, and compliance information not displayed in an easily accessible format

c. Editing building data and contact information is overly complex B. Subtask 1.2 Bi-Weekly Meetings - Bi-weekly meetings will be held beginning one week after the kickoff meeting, and held every two weeks thereafter throughout the Contract. An agenda for each meeting shall be provided at least 3 business days prior to the meeting.

C. Subtask 1.3 Monthly Reports – Monthly reports as described in Subtask 1.3 shall be due to the CEO no later than the 10th day of each month.

3.6.2. Task 2: Database Management System

3.6.2.1. Task 2 Description/Subtasks

The awarded Offeror shall provide and host a secure, scalable database solution capable of receiving, consolidating, and processing benchmarking and BPS data from building owners through ENERGY STAR® Portfolio Manager® (hereby referred to as Portfolio Manager), Environmental Protection Agency’s (EPA) Greenhouse Gas Equivalencies Calculator, as well as any additional documentation or data submitted by building owners, including but not limited to renewable energy credit (REC) documentation.

The awarded Offeror shall provide a comprehensive database management system that fulfills the technical and operational specifications outlined in A through E below. The awarded Offeror may be required to submit an AI Utilization Plan if it is determined there is a need to add AI functionality or modify existing functionality. This Plan would be required to include a structured, process-oriented framework for identifying, evaluating, testing, and deploying Artificial Intelligence (AI) and Machine Learning (ML) capabilities across the platform, portal, GIS service, and help center. The Plan would include vetting and scoping protocols to evaluate emerging AI functionalities, rigorous testing and quality assurance methods, and data privacy and security guardrails. The awarded Offeror shall update and resubmit this Plan annually to adapt to technological advancements and evolving program requirements.

The system's capabilities shall include, but are not limited to, the following requirements:

A. Benchmarking and Performance Monitoring Platform

a. User Access and Security Role-Based Access Control: The system must support the creation and management of unique user logins and credentials for State personnel, with customizable permission levels as designated by the CEO.

b. Data Security and Protection: The awarded Offeror shall secure, maintain, and protect all information, proprietary records, contact information, and data submitted by reporting entities for the entire lifecycle of the database.

c. Data Integration: The system must utilize ENERGY STAR® Portfolio Manager® web services data exchange to perform automated, nightly data imports of all available reporting metrics and submissions.

d. API Extensibility: The platform must support multiple Application Programming Interface (API) connections, including direct integration with the CEO’s fee payment portal, AccessGov.

e. Multi-Source Data Consolidation: The system must integrate diverse, external data streams (including county tax assessor records, building specifications, owner contact information, energy metrics, and historical communications) into a unified database view.

f. Cross-Jurisdictional Data Matching: The system must support the matching and ingestion of building IDs from localized building performance programs within Colorado, while maintaining the capability to generate unique State-level program IDs.

g. Database Capacity, Administration, and Maintenance Scalability: The database must organize and maintain compliance submissions for approximately 10,500 buildings, with the architecture to support a minimum compound growth rate of 1% annually.

h. Contact Management: The system must comprehensively organize, index, and maintain up-to-date building owner contact details, mailing addresses, and facility profiles.

B. Data Quality Assurance and Compliance Tracking

a. Automated Quality Scanning: The platform must automatically scan all imported submissions against data quality rules, replicating Portfolio Manager data flags while simultaneously applying custom validation rules defined by the CEO (e.g., benchmarking accuracy, labels, performance metrics, and fee tracking).

b. Automated Flagging and Alerts: The system must automatically flag data anomalies, quality failures, or non-compliance indicators and surface them to the CEO administrators.

c. Compliance Pathway Management: The system must assign individual facilities to distinct, CEO-defined compliance pathways, track real-time progress toward BPS targets, and monitor customized metrics specific to each building's compliance pathway.

d. Complex Application Workflows: The system must integrate, organize, and track complex administrative applications, including waivers, non-covered building requests, and compliance target or timeline adjustments.

C. Communications and Workflow Automation

a. Communication Logging: The system must log and track all email and telephonic communications tied to specific building contacts.

b. Granular Activity Labeling: The platform must feature granular labeling and metadata categorization to clearly differentiate between various communication types, form submissions, and reporting entities.

c. Automated Messaging: The system must host, generate, and dispatch customized compliance reports and targeted email notifications using templates managed by the CEO.

D. Reporting, Analytics, and Dashboards

a. Administrative Dashboard: The awarded Offeror shall host an online monitoring dashboard accessible by the CEO and the Building Performance Help Center to track real-time reporting compliance rates and communication logs.

b. Advanced Analytics and Filtering: The software must provide robust native analytics and high-level reporting capabilities, including the ability to filter and aggregate data sets by specific criteria (e.g., isolating and viewing buildings registered as a multi-building campus).

c. Data Export Capabilities: The system must facilitate the seamless export of all filtered or complete datasets into standard, easily accessible formats, including Microsoft Excel (.xlsx) and Comma-Separated Values (.csv).

d. Emissions Calculation: The system must be able to calculate market-based building emissions or to check the accuracy of market-based building emissions calculations pulled in from ENERGY STAR® Portfolio Manager® (ESPM).

E. Backup, Retention, and Data Recovery

a. Long-Term Storage and Retention: The awarded Offeror shall provide during the performance period long-term backup and archival storage of the State’s complete database, retaining all data, received documentation, and historical records from calendar year 2019 and all future years. All data, received documentation, and historical records, remains the property of the State. The awarded Offeror will be expected to comply with all contractual obligations regarding data, documents, and historical records.

b. Backup Portability: All system backups must be easily exportable, secure, and fully viewable/accessible by the CEO upon request.

F. NOTE: AI & Automation Utilization Strategy and Implementation Plan The awarded Offeror may be asked by the CEO, under the guidance of the Governor’s Office of Information Technology, to develop an AI & Automation Utilization Strategy and Implementation Plan that will govern integration of any machine learning (ML), natural language processing (NLP), and predictive analytics into the BPS Database Platform. This plan would require the awarded Offeror to identify how AI and related software will automate administrative burdens, accelerate data verification, enhance building owner support, and provide actionable analytics for compliance enforcement and target tracking. The plan would be expected to explicitly detail how AI technologies will be applied across the following functional areas:

a. Data Quality Control & Anomaly Detection

b. Building Matching & Cross-Jurisdictional De-duplication

c. Intelligent Technical Assistance & Help Center Automation

d. Predictive Analytics & Compliance Risk Modeling

e. Governance, Ethics, & Data Security

3.6.2.2. Task 2 Deliverables

A. Task 2 Deliverable:

a. Benchmarking and Performance Monitoring Platform: Secure database solution and hosting platform that has been reviewed and approved by the CEO. Due: January 30, 2027.

b. Data Quality Assurance and Compliance Tracking: Automated Data Quality, Validation, and Tracking Module that has been reviewed and approved by the CEO. Due: January 30, 2027.

c. Communications and Workflow Automation: Centralized Communication Logging and Notification System that has been reviewed and approved by the CEO. Due: January 30, 2027.

d. Reporting, Analytics, and Dashboards: Administrative dashboard; data export module; emissions calculator tool that has been reviewed and approved by the CEO. Due: March 1, 2027

e. Storage Solution: Archival storage solution with exportable backups that have been reviewed and approved by the CEO. Due: March 1, 2027 B. AI & Automation strategy and integration plan. If requested by the CEO, a fully devised strategy and integration plan shall be submitted for review and approval by the CEO no later than two weeks prior to the final due date. If required, the final strategy and integration plan will be due: March 1, 2027

3.6.3. Task 3: Public Disclosure of Building Performance Data

3.6.3.1. Task 3 Description and Subtasks

The awarded Offeror shall provide a secure, scalable Database Management System (DBMS) integrated with an interactive, public-facing online GIS mapping service. The solution must support automated data validation, daily map updates, public and stakeholder data exports, and dynamic data filtering, while strictly maintaining the confidentiality of Personally Identifiable Information (PII) and statutory privacy requirements.

A. Subtask 3.1 GIS Mapping & Public Disclosure System: The awarded Offeror shall design, develop, and maintain an online, interactive map service connected directly to the central database to publicly display building performance data.

a. GIS Map Mockup: Develop a mockup for the GIS map design and interfaces for approval by the CEO prior to launching a public-facing map.

b. Visibility: The map must display all covered buildings within the State and automatically updates information based on updated data provided by building owners.

c. Advanced Filtering: The map interface must include multiple user-defined filter options to parse data dynamically.

d. Customization & Layering: The system must allow the program staff to customize the map layout and seamlessly incorporate multiple external GIS layers.

e. Building Scorecards: The system must link submitted performance reports to individual, consumer-facing building scorecards.

B. Subtask 3.2 Data Automation & Quality Assurance The awarded Offeror shall implement automated protocols to ensure data accuracy, timeliness, and system integrity.

a. Daily Synchronization The system must automatically update the public map daily to reflect new or amended performance reports received from building owners.

b. Automated Data Quality Checks The system must automatically run data quality and validation checks on the map data and update the display accordingly to prevent formatting errors or anomalies.

C. Subtask 3.3 Data Export, Privacy and Security The awarded Offeror must ensure all data exchanges comply with statutory privacy standards and comply with the Colorado Information Security Policies (CISPs).

a. Secure Data Export: The system must provide functionality for the public and reporting organizations to export data sets.

b. PII and Privacy Protection: All public data displays and data exports must mask or exclude Personally Identifiable Information (PII) including but not limited to email addresses, phone numbers, and other contact information. The publicly available data must strictly omit any building contact information not otherwise deemed public record, abiding by all statutory privacy requirements.

c. Public Data Correction Portal: The awarded Offeror shall provide a mechanism to maintain data accuracy through user feedback.

i. Dispute & Correction Interface: The system must include a secure workflow allowing verified building owners to report data inaccuracies regarding their properties.

ii. Remediation: The system must facilitate the review and timely update of corrected information within the database and public map interface.

3.6.3.2. Task 3 Deliverables and Timelines

A. Subtask 3.1.a. GIS Map Architecture Design: Visual mockups and front-end interface designs of the public-facing interactive map and building scorecard layout shall be provided to the CEO for approval no later than February 28, 2027.

B. Subtasks 3.1.b-d. Interactive Public GIS Mapping Application: The fully deployed, web-hosted interactive map containing geolocation data for 100% of the State's covered buildings shall be provided to the CEO for review and approval no later than March 31, 2027.

C. Subtasks 3.1.e. Dynamic Building Scorecard: A system module that automatically generates clean, consumer-facing digital performance scorecards linked directly to each building's underlying database record shall be functional by March 31, 2027.

D. Subtask 3.2-3.3. Automated Data Quality Control & Validation Engine: Delivery of secure, user-friendly data export functional modules for both general public users and reporting organizations by March 31, 2027.

E. Subtask 3.4 Public Data Correction Portal: Secure platform for reporting organizations to update and/or correct information completed by March 31, 2027.

3.6.4. Task 4: Building Owner Portal

3.6.4.1. Task 4 Description

The awarded Offeror shall develop, host, deploy, and manage a secure, cloud-hosted Building Owner Portal. The portal will serve as the primary interface for building owners to manage, track, and verify compliance with Building Performance Standards (BPS) and benchmarking regulations. The solution must provide building owners with comprehensive visibility into historical submissions, facilitate secure data and document uploads, and deliver interactive target-tracking tools to measure compliance progress.

A. Subtask 4.1 Portal Hosting, Security, and User Management The awarded Offeror shall provide and manage a secure, web-hosted environment for the Building Owner Portal.

a. Secure Authentication: Implement an Identify and Access Management (IAM) system allowing building owners to securely register, and manage data.

b. Role-based Access: Ensure building owners can only view and modify data associated with their authorized properties.

c. System Availability: Provide hosting, routine system maintenance, and data backups to ensure continuous access for users.

B. Subtask 4.2 Account Dashboard The awarded Offeror shall design a user-friendly dashboard that enhances transparency regarding submitted benchmarking data.

a. Historical Reporting & Review: Enable users to review all past performance reports, data submissions, and compliance documentation previously submitted from calendar year 2019 and future program years.

b. Submission Status Tracking: Provide real-time status indicators for current-year reports (e.g., In Compliance, Needs Revisions)) as well as labels indicating specific building details (e.g. Public Building, No Natural Gas Usage, etc.).

C. Subtask 4.3 Data Modification and Intake The awarded Offeror shall implement secure workflows for data collection, updates, and document management.

a. Profile and Data Updates: Allow building owners to update facility, contact, and operational information

b. Document Management System: Provide a secure file-upload solution, enabling users to submit additional compliance forms, engineering reports, exemption requests, and supporting documentation.

D. Subtask 4.4 Target Tracking The awarded Offeror should incorporate dynamic compliance tracking tools to assist building owners in meeting long-term performance goals.

a. Target Visualization: Seamlessly display building-specific BPS targets directly within the building owner's dashboard.

b. Compliance Progress Tracking: Provide interactive visual indicators (e.g., progress bars, trend lines) tracking the building's current trajectory toward its compliance targets.

E. Subtask 4.5 User Feedback and Quality Assurance Provide a way for users to submit feedback on their experience with the portal. This may include through a survey, Help Center tickets, usability testing or other proposed methods by the awarded Offeror.

3.6.4.2. Task 4 Deliverables and Timelines

A. Subtask 4.1 Cloud Hosting Infrastructure & Deployment Documentation Documentation specifying the cloud hosting environment, server architecture, Service Level Agreements (SLAs) for uptime, and the deployment schedule shall be submitted to the CEO for review and approval by March 31, 2027.

B. Subtasks 4.1.a. Identity and Access Management (IAM) Architecture Design Technical design documents detailing the secure registration, password management, multi-factor authentication (if applicable), and login workflows for building owners shall be submitted to the CEO for review and approval by March 31, 2027.

C. Subtask 4.1.b. Role-Based Access Control (RBAC) Matrix A formal mapping documentation proving that data validation rules restrict building owners from viewing or modifying properties outside of their authorized jurisdiction shall be submitted to the CEO for review and approval by March 31, 2027.

D. Subtask 4.1.c System Maintenance and Disaster Recovery (DR) Plan A comprehensive plan detailing the schedule for routine system maintenance, data backup frequencies, and data restoration protocols shall be submitted to the CEO for review and approval by March 31, 2027.

E. Subtask 4.2-4.4 Building Owner Dashboard & Intake Management The final CEO approved design, development, and deployment of an integrated, secure, web-based portal that serves as a single point of access for building owners shall be ready by March 31, 2027.

3.6.5. Task 5: Help Center

3.6.5.1. Task 5 Description

The awarded Offeror shall provide comprehensive program administration, data system management, data cleaning, and technical Help Center operations. The awarded Offeror shall provide administrative support, strategic guidance, and compliance tracking to assist the CEO Program Manager in executing the statewide program.

A. Subtask 5.1 Data Management The awarded Offeror shall utilize the State’s DBMS to manage and maintain programmatic data. The awarded Offeror shall train Help Center staff in DBMS functionality in order to provide direct support to building owners and CEO program staff:

a. Data Cataloging: Track owner communications, update facility records, verify compliance reports, and assist owners with compliance pathway selection.

b. Knowledgebase Hosting and Maintenance: Host, as part of the DBMS, public-facing Knowledgebase for building owners and other stakeholders to easily find information about the program. Collaborate with the CEO to author and update articles within the online Knowledgebase.

c. Technical Training Support: Support the CEO program team with drafting technical resource documents and guidelines. As requested, assist the CEO in hosting webinars and intensive training sessions for contractors and building owners.

B. Subtask 5.2 Building Owner Information Management The awarded Offeror shall manage and clean the State’s covered buildings list, which tracks data utilizing County Tax Assessor records.

a. Annual List Compilation: Collaborate with the CEO program team to contact County Assessors to retrieve, aggregate, clean, and update the covered buildings list with newly constructed or previously omitted properties.

b. Building ID Management: Issue, update, and reconcile unique Building IDs within the database. Align Building IDs with local jurisdictional programs where applicable.

c. Statutory Categorization: Identify and accurately flag public buildings within the database pursuant to HB21-1286 definitions.

d. Communications Support: Assemble up-to-date physical mailing lists for official building owner notifications.

C. Subtask 5.3 Help Center Administration The awarded Offeror shall provide a comprehensive Help Center to resolve technical and administrative challenges for approximately 10,000 building owners annually. Issues and variances shall be tracked and reported to the CEO program staff during project check-ins and detailed in monthly reports.

a. Staffing Support: Awarded Offeror shall staff and maintain a team of trained energy/sustainability consultants operating from 9:00 AM to 5:00 PM Mountain Time, Monday through Friday (excluding holidays). Staffing levels shall be sufficient to respond to all inquiries within a 48-hour period.

i. Peak Scaling: Additional trained staff may be required during reporting periods and during instances of high-volume contact.

b. Level of Service: Manage a phone number, voicemail system, and master email inbox. Respond to all inquiries within 48 business hours (same-day resolution preferred). Escalate unresolved complex inquiries to the CEO Program Manager.

c. General Customer Service: Assist owners with Building ID lookups, utility data collection, waiver/exemption applications, and ENERGY STAR® Portfolio Manager® navigation. Guide owners through BPS compliance pathway selection, property type validations, and target corrections. Provide technical support for greenhouse gas emissions tracking via ENERGY STAR Portfolio Manager and ensure all correct formal BPS compliance documentation is secured

d. Direct Customer Service: As requested, provide real-time screen-sharing and scheduled calls to diagnose submission errors. Assist stakeholders with complex campus/portfolio configurations and log all submitted documentation.

e. Utility Coordination: Coordinate with local utilities to establish and maintain automated utility data upload streams.

3.6.5.2. Task 5 Deliverables and Timelines

A. Subtask 5.1 Help Center: Fully trained Help Center staff verified in DBMS management must be ready and in place by April 30, 2027.

B. Subtask 5.1.b Knowledgebase and Website: Updates to the program website and online Knowledgebase and documenting updates made in the monthly report C. Subtask 5.1.c Technical Support: Technical guidance documents, training materials, and webinar support logs developed shall be submitted to the CEO by the 10th day of each month following the month in which they occur.

D. Subtask 5.2.a Annual Covered Buildings List: The annual covered lots list, detailing all new additions, reconciled Building IDs, and data sources, shall be submitted by December 31st of each year the Contract is active.

E. Subtask 5.3.a-e Monthly Help Center Performance Metrics: Report on call volumes, email resolution times, and error rates shall be submitted to the CEO with monthly reporting described in Task 1.

F. Subtask 5.3 Help Center Resources: Documented internal Help Center manual, call scripts, and template library shall be submitted to the CEO for review and approval by March 31, 2027.

G. Subtask 5.3 Post-Reporting Period Report: A report at the conclusion of each reporting period shall be submitted to the CEO by November 30th of each year the Contract is active. This report shall include:

a. Number of tickets received (monthly and total)

b. Category of tickets received

c. Ticket response times

d. Number of phone calls received (monthly and total)

e. Season reflections and feedback to improve program moving forward

f. Other metrics and information as deemed necessary

3.6.6. Reporting

In addition to reporting requirements identified in the Scope of Work, the awarded Offeror may be required, if applicable, to adhere to all federal reporting under the federal State Energy Program (SEP) and adhere to all Federal Terms and Conditions referenced in the RFP (Appendix F: Contract Federal Provisions Exhibit).

3.6.7. Budget

The maximum budget is $750,000 as determined by the State from available funds. The project budget will be a combination of time/materials-based reimbursement aligned with tasks and deliverables, and milestone-based where the awarded Offeror will receive additional payments if they achieve sufficient levels of benchmarking compliance in the program. The available budget shall be split in the following manner.

A. Up to $600,000 for completion of tasks and deliverables associated with Tasks 1-5 of this SOW on a time and materials basis B. Up to $150,000 for achievement of benchmarking compliance milestones as follows:

a. $75,000 upon successful achievement of 60% compliance with benchmarking for covered buildings

b. An additional $75,000 upon successful achievement of 80% compliance with benchmarking for covered buildings.

C. The maximum budget available for potential one-year extensions of a Contract resulting from this solicitation will be $750,000 per one-year period, split in the same manner as identified above.

3.6.8. Payment and Invoicing

Payments shall be made in accordance with the provisions set forth in the Contract. The State shall pay the awarded Offeror the reasonable, allocable, and allowable costs for work performed based on satisfactory progress of the work as laid out and defined in the final contract.

SECTION 4.0 REQUESTED PROPOSAL FORMAT

Appendix A contains Administrative Information including how and where to submit proposals and how to submit requests of confidential information. Offerors should read all materials and make themselves familiar with all requirements prior to submitting their proposal.

Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria listed in Section 5 below. The page limit for proposals should not exceed 20 pages, excluding the Cover Sheet & Signature page, company profile, resumes, cost sheet, examples for demonstration purposes, and any attachments. The Offerors will be required to provide the following information in the order and format provided below.

4.1. EXECUTIVE SUMMARY

Offeror’s Response- Provide a summary of your company history. The Offeror shall introduce the Offeror’s firm or organization and its qualifications. Include company address (local, if applicable), contact information, including email, and description of services, tools and local partnerships as applicable. The Executive Summary should include the following:

4.1.1. A general overview of the Offeror’s response. Include the same if using subcontractors or partners.

4.1.2. A statement confirming that the Offeror’s firm or organization has no real or potential conflict of interest that would prevent your firm or organization from acting in the best interest of the CEO.

4.1.3. Include any exceptions to the draft model personal services contract which has been included as an attachment to this RFP.

4.1.4. Any exceptions, additions, or modifications to the Scope of Work must be detailed in the Executive Summary. If the Offeror intends to provide additions or modifications to the Scope of Work as described above, it should be outlined here and further detailed under the Technical/Business Proposal section below.

4.1.5. A statement indicating their acceptance or rejection of the accessibility requirements detailed in Section 3.1 of this solicitation. Further requirements follow in Section 4.3.

4.1.6. The Executive Summary should include a statement confirming Offeror has read Appendix E: AI Disclosure and Use Requirements and that the Offer confirms acceptance and the ability to comply with the AI Governance and Compliance requirements of Section 3.3.

A. If the Offeror does not use AI in any capacity, they should state that here.

B. If AI is used in any capacity, Offerors should include that information in their response to Section 4.4.

4.1.7. Complete and include Appendix C - Accessibility Vendor Checklist.

4.1.8. Complete and include Appendix D - Vendor Disclosure.

4.2. DEMONSTRATED EXPERIENCE AND CAPABILITIES

4.2.1. Minimum Experience and Qualifications

4.2.1.1. Organizational -

Offeror’s Response- Offerors should reference Section 2.1 of this solicitation regarding the minimum experience and qualifications. In describing experience, the proposal should provide a detailed explanation of how each team member or the team as a whole meets the minimum qualifications. Offerors should address each of the following, using specific examples from prior engagements to clearly demonstrate the following requirements:

A. Provide information that clearly demonstrates a minimum of three (3) years deploying building performance/utility programs & technical assistance.

B. Provide information that clearly demonstrates a minimum of three (3) years of customer service to at least 3,000 discrete entities, and a minimum of three (3) years operating a multi-channel help center (phone, email, digital ticketing).

C. Provide information that clearly demonstrates experience with ENERGY STAR® Portfolio Manager® (ESPM) and API integration.

D. Provide information that clearly demonstrates direct experience working with municipal or county tax assessor datasets, deduplicating complex multi-building/campus property records, and establishing state-specific unique Building IDs.

E. Provide information that clearly demonstrates proven experience integrating third-party APIs (e.g., payment gateways like AccessGov, utility automated data uploads, ESPM).

4.2.1.2. Highly Desired Experience and Qualifications

Offeror Response - Offerors should reference Section 2.2 of this solicitation regarding the highly desired experience and qualifications.

A. Provide information that clearly demonstrates experience with commercial building energy efficiency and emissions…