Sol_140L0626Q0003.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

CODE 16. ADMINISTERED BYCODE

X

X

541690

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED ORLNB

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

12/24/2025 1700 ES

11/25/2025

4065949282Shane Mundt (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

140L0626Q0003

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 45 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Denver CO 80225-0047

POB 25047

BLDG. 85

DENVER FEDERAL CENTER

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$19

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

BLM DBS SUPPLIES AND SERVICES - NOC

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This is a sources sought, request for information only.

This is not a request for quote.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED . YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

45 2 of

SOURCES SOUGHT NOTICE: Energy Management Information System (EMIS) for the Department of the Interior (DOI), Bureau of Land Management (BLM)

This is not an invitation for bids, request for quotations, or request for proposals. This sources sought notice, request for information, is issued solely for information and planning purposes.

Unsolicited proposals will not be accepted. Funding is not currently available. The BLM has made no commitment to procure any of the services discussed, and release of this sources sought notice should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be sought. The Government will not reimburse respondents to this notice for any costs incurred in responding, or any subsequent exchange of information.

Not responding to this sources sought notice does not preclude participation in any future solicitation, if any is issued. System for Award Management (SAM) registration is not required to respond to this request.

NAICS Description: Environmental Consulting Services NAICS Code: 541620

PSC: R410

PSC Description: Support, Professional; Program Evaluation, Review and Development

The market research being conducted seeks to address the following questions:

1. Based on the draft Statement of Work is your firm capable of performing the requirements in the draft SOW. If not, what can it do?

2. Will your firm subcontract to perform services?

3. Are there any barriers to performing this work that DOI should be aware of?

4. What questions or suggestions do you have for the DOI?

If interested in participating, please submit the following information in addition to responses to the questions above:

• Company name and address, including POC information.

• Business size and socioeconomic status (i.e. Small/Large business, Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Woman-Owned Small Business (WOSB), Native American Indian Owned Small Business, etc…)

• DUNS Number or the System for Award Management (SAM) special identifier number

THIS IS NOT A REQUST FOR QUOTATION, INVITATION FOR BIDS, REQUEST

FOR PROPOSAL, OR SOLICITATION OF ANY KIND. THE GOVERNMENT DOES

NOT GUARANTEE ANY FUTURE REQUEST FOR QUOTE FROM THIS SOURCES

SOUGHT/REQUEST FOR INFORMATION. THIS IS STRICTLY FOR MARKET

RESEARCH AND INFORMATION GATHERING PURPOSES ONLY.

Please read the below draft SOW.

STATEMENT OF WORK (Draft Only)

1.0 OBJECTIVES/BACKGROUND

The DOI/BLM operates and occupies a diverse number of facilities throughout the United States. These facilities include, but are not limited to, office buildings, fish hatcheries, laboratories, schools, recreation sites, visitor centers, historic buildings, maintenance facilities, fire stations, warehouse facilities, wild horse and burro facilities, seed orchards, and other energy-consuming properties.

BLM spends approximately $9.4 million annually on utilities and BLM has 175 Covered Facilities. Covered Facilities are defined as those facilities, assets, and sites which constitute at least 75% of the BLM’s energy use.

The BLM has approximately 2,200 energy accounts that are paid each month and makes approximately 20,000 utility invoice payments annually for energy (multiple energy accounts may be included in a single utility supplier invoice). A portion of these payments are for invoices of multiple energy types (such as electricity and natural gas) or for multiple meters included on the same Invoice. There are also situations where multiple buildings may be connected to a single meter.

The BLM is implementing Advance Time of Use Metering Systems or Smart Meters that store energy data and allow for two-way communication. The terms Advanced Meters and Smart Meters will be used interchangeably throughout this contract. In general, Smart Meters are installed or will be installed at BLM Covered Facilities to capture interval data on utility consumption. They will also be used to track renewable energy produced at BLM facilities, assets, and sites.

In general, there are 20 or more fields on each utility invoice (e.g., cost, meter reading dates, account number, consumption, demand charge, sales tax, etc.) that the contractor must process and enter into its comprehensive database. Per Section 6.2 of this contract, the contractor must make the information in each field accessible by BLM personnel within three to seven business days of receipt of the information depending on the format in which the information is received.

The requirement in the Energy Act of 2020 to track energy consumption at Covered Facilities on an hourly interval basis beginning in fiscal year 2023 exponentially increases the number of data points the contractor must be capable of managing daily. Per Section 6.2 of this contract, the contractor must make interval data available for access by BLM personnel within one business day. As of June 2023, BLM has 141 facilities in Energy Star Portfolio Manager, many of which will have at least one smart meter.

Implementation of an online Energy Management Information System (EMIS) will assist the BLM in tracking energy usage and cost at the individual building or facility level, produce meaningful reports with weather normalized data (using geographically relevant degree-day data), determine official Energy Star scores for covered facilities, and identify opportunities for reducing energy consumption, increasing energy efficiency, reducing energy costs, and reducing greenhouse gas emissions. This is not for the design and development of a standalone information technology application, nor for the procurement of standalone software licenses.

The primary objectives of establishing an EMIS are to:

• Provide centralized energy auditing and energy data gathering services with comprehensive and accurate data input.

• Facilitate transfer of utility cost and consumption data into the DOI’s FBMS.

• Provide for centralized energy management oversight including oversight of electrical generation at Renewable Energy Systems.

• Provide a mechanism for all BLM offices to access useful energy usage and cost information online so that they can better manage their operations and maintain their facilities.

• Promote energy conservation by providing a mechanism to transmit energy consumption and cost data and renewable energy generation data to all BLM offices monthly, and by comparing consumption year-to-year and office-to-office using a variety of correlations and visual graphical tools.

• Drive energy efficiency, energy conservation, cost reduction and environmental benefits as required by the mandates.

• Allow for ready access to key energy information.

• Increase energy performance visibility across the BLM through the issuance of reports and graphics.

• Improve the efficiency and reliability of HVAC and Renewable Energy Systems.

• Track cost reductions and environmental benefits (e.g., tons of Greenhouse Gas generation avoided, energy savings equivalent to how many homes or automobiles, etc.).

• Accurately track Greenhouse Gas emissions related to energy consumption by the

BLM.

• Measure and verify energy savings resulting from BLM’s investments in Energy Saving Performance Contracts (ESPCs) and compare those savings to the guaranteed ESPC savings on a building, Site, BLM Office, State, or Bureau-wide level.

• Automate preparation of energy management reports required by the mandates and the DOI.

• Enable automated energy performance automated benchmarking for covered facilities with the Energy Star Portfolio Manager as mandated in Section 432 of EISA 2007.

• Track and troubleshoot renewable energy generated by BLM offices.

Secondary objectives are:

• Input of historical utility data to establish baselines for energy and water consumption and greenhouse gas production for comparison to current consumption to demonstrate compliance with the mandates.

• Track water use by BLM offices including non-metered locations where the government provides domestic water.

• Track energy and water use to individual facilities where metering currently provides use for multiple facilities.

• Track energy use in leased facilities where BLM offices are not directly billed for energy (i.e., obtaining energy billing information from building owners where the energy cost is included in the per square foot lease rate).

2.0 TASKS

• Develop and manage a comprehensive energy relational database and online reporting system, which will serve as the Internet-based Energy Management Information System (EMIS) for the Bureau of Land Management (BLM). The utilities invoices entered into the EMIS include electricity, heating oil, natural gas, propane, recycling, sewer, waste management, and water. All data collected by the contractor shall be available to the BLM Offices through an online real-time Internet portal. All BLM energy invoice data remains the property of the BLM regardless of form or location.

• Process utility invoices and smart meter interval data received electronically directly from Utility Suppliers, from a third-party utility invoice aggregator, and from the BLM into the EMIS. The contractor shall obtain the electronic invoices and smart meter interval data. This will be accomplished by the BLM providing a delegation letter allowing the contractor to interact with the utility providers directly. Processing includes running the invoices through the contractor’s optical scanning, automated data capture and verification, automated audit and analysis processes, and exemption resolution processes. The contractor shall enter all utility invoices (e.g., electricity, heating oil, natural gas, propane, water, sewer, solid water, recycling) into the relational database of its EMIS.

• Contractor shall work directly with all providers of utility account invoices for electricity, heating oil, natural gas, propane, water, sewer, solid waste, and recycling to have them add any additional information the contractor needs to facilitate entry of invoice data into the EMIS. BLM may provide a letter of authorization to providers, make telephone calls to providers, and offer support in the event utility providers require direct contact as necessary, but is not responsible for providing any additional assistance in this effort.

• The BLM has an average of 2,200 utility Invoices that the contractor shall process each month and enter their comprehensive database of its EMIS. To the maximum extent possible, the contractor shall receive bills electronically directly from utility providers.

• Extract bill cost and consumption data from utility bills and create financial and consumption spreadsheets for use by the BLM to upload into its Financial and Business Management System. Maintain financial, consumption, and other reports with graphical output generated from the energy relational database inputting data provided by the BLM (e.g., general ledger coding, facility ownership or type, etc.).

• Maintain and revise the financial and consumption spreadsheets, and other reports generated from the energy relational database inputting changes into fields and data provided by the BLM (e.g., general ledger coding, facility ownership or type, etc.).

Maintenance includes updating the general ledger coding and properly identifying the name and location information for previously unknown utility accounts.

• Develop and issue reports with graphical output from the EMIS Relational Database that alert the BLM to potential cost saving issues such as sales tax payments, unknown and inactive utility accounts, zero consumption accounts, underperforming Renewable Energy Systems, etc.

• Gather, store, and transfer electrical generation and operational functionality data on a real time basis from Renewable Energy Systems into the relational database. The contractor shall maintain the connectivity to the EMIS Relational Database.

• Gather, store, and transfer monthly water and/or propane use data from individual government owned facilities into the Relational Database. Contractor shall maintain the connectivity to the EMIS Relational Database.

• Gather, store, and transfer monthly utility use data from submetering of individual facilities, where energy or water use of multiple facilities are combined under one meter, into the relational database. Contractor shall maintain the connectivity to the EMIS Relational Database (Example; Multiple facilities connected to either electrical meter, natural gas meter, water meter, or propane tank making it impossible to allocate the utility use to each facility).

• Obtain and input interval data from smart meters installed on facilities, assets, sites, and renewable energy systems.

• Electronic report/form development, database management, and web-based document management improvement efforts related to improving the usefulness of EMIS’s Comprehensive Database and its ability to facilitate conservation of energy and water and efficient entry of utility consumption and cost data from the relational database into the Department’s Financial and Business Management System (FBMS). Note:

this does not include the querying and reporting capabilities described in the statement of work. Those querying and reporting capabilities are not optional and must be provided by the contractor.

• Develop manuals, and other documents or training associated with or related to preparation of mechanical and electrical system maintenance checklists and maintenance service contracts requirements, development of operation and maintenance manuals, and training. Process and pay utility invoices.

• Enable automated energy performance automated benchmarking for covered facilities with the Energy Star Portfolio Manager as mandated in Section 432 of EISA 2007.

• Track renewable energy generated by BLM Offices.

• Track water use by BLM offices including non-metered locations where the government provides domestic water.

• Track energy and water use to individual facilities where metering currently provides use for multiple facilities.

• Track energy and water use in leased facilities where the BLM is not directly billed for energy and water (i.e., obtaining energy billing information from building owners where the energy cost is included in the per square foot lease rate).

• All energy and water accounts shall be identified in the mobilization phase of the contract. The contractor shall input utility account data in a form that is always referenced to the BLM’s general ledger system (i.e., FBMS), FAMS, or leasing naming methodology. It is the responsibility of the BLM to provide a general ledger account number for each energy and water account, and FAMS or leasing naming, or other identifying characteristics to the contractor.

• Troubleshooting photovoltaic, wind, and other renewable energy systems and documenting the necessary improvements to optimize their ability to efficiently generate electricity.

• Technical support associated with implementation of corrective actions recommended in condition assessments of HVAC and Renewable Energy Systems, conservation audits, and/or troubleshooting/commissioning of those systems. For example, replacement of inverters on photovoltaic arrays.

3.0 DATABASE REQUIREMENTS

Invoice data to be entered into the comprehensive database by the contractor is listed below. The total number of monthly data points the contractor’s comprehensive database must be capable of processing exceeds one million. If a data field listed below includes the phrase “field must be searchable”, the contractor’s comprehensive database must provide the ability for each BLM Office to search on that data field. The ability to report on each data field is required. For example, the contractor’s comprehensive database must be able to create a report on sales taxes paid at each organizational level specified in this statement of work for a wide range of calendar and fiscal years. Requests made by the BLM to modify data in the fields below must be made within two business days (e.g., changing the Location Name). The complete database shall be backed up on a nightly basis with copies stored both locally and off-site in secure locations. The database and all access must be viruses and malware (malicious software) free. There shall be no pop-up ads on the Internet site used by the BLM.

1. Utility Supplier name (field must be searchable)

2. Location Name receiving the utility (including BLM Office, Region, State, District, Field)

3. Energy and Water Account level, with associated General Ledger (FBMS) account number, FAMS number, or Leasing number

4. Utility Supplier customer account name and number

5. Billing period

6. Energy Source

7. Service type (for example firm or interruptible for natural gas)

8. Invoice number (if applicable)

9. Facility Location or service address (facility name and address, including ZIP Code)

10. Billing address

11. Volume of energy consumed during the billing period in therms, kWhs, gallons, MMBTU, or other measure supplied or distributed, along with billed breakdowns and factors for each

12. Volume of energy generated on-site (renewable energy only), with differentiation between photovoltaic and wind energy sources

13. Meter read dates

14. Meter number (field must be searchable)

15. Rate of service class (e.g., Tariff class)

16. All costs

17. Sales tax

18. Demand Charges (and all factors, e.g., On-Peak, Off-Peak, etc.)

19. Building type (e.g., administration, field/district office, fire recreation, radio, visitor center, wild horse & burro)

20. Building square footage

The contractor’s database shall support and maintain the data in the comprehensive database to allow querying and reporting at eight organizational/hierarchical levels. Not all levels may exist everywhere and the information for a specific level may fulfill multiple organizational/hierarchical levels. The titles shown below are for illustrative purposes only. The BLM will provide specific titles for each of the seven levels of their organizational/hierarchical structure. A query on an organizational/hierarchical level is to include that level and all levels below it. The order of the organizational/hierarchical levels shown below is from lowest to highest.

1. Building/Structure/Equipment receiving the utility (e.g., Visitor Center/Kiosk/Well)

2. Area within an Administrative Location (e.g., Central Field Station is a site area within the Eastern Interior Field Office)

3. Administrative Location at which the Facility/Asset/Site receiving the utility is located (e.g., Chicken Field Station)

4. Field Office to which the location reports (e.g., Tillamook Field Office)

5. District or Regional Office to which the Field Office reports (e.g., Salem

District/Pacific Northwest Region)

6. State or Regional Office to which the District Office reports (e.g., Oregon)

7. BLM (Bureau wide roll up)

This level hierarchy shall be maintained and available for all reporting purposes. All reporting and data capture shall be by federal fiscal year (making provision for meter read dates around the beginning and end of the fiscal year). The Federal Government fiscal year is October 1 through September 30. For example, October 1, 2023, through September 30, 2024, is Fiscal Year 2024.

For each hierarchical level a dashboard summary of the energy, water, and solid waste consumption is to be provided. The dashboard will also display the hierarchy that a user/view may select to change the dashboard view. Speed of upload (wait time) shall be minimized by limiting the number of calculations performed to the hierarchical area being accessed or being viewed. The dashboard will have the following information displayed:

• Energy Use Intensity

• Energy Cost

• Water Use Intensity

• Water Cost

• Chart showing a breakout of energy, water, sewer, and solid waste costs. The energy costs shall be broken out to show each of the following individually in the chart:

electricity, demand charge, natural gas, propane, fuels, water, sewer, trash, and recycling.

• Chart to show the cost associated with each breakout and its percentage relative to the total cost.

• Chart showing BTU per gross square foot from all energy sources consumed for the past 15 years.

• Chart showing a comparison of current year BTU per gross square foot per month to previous year’s BTU per gross square foot per month (default to be current year vs.

previous year, but user to be able to define the years).

• Chart showing gallons per gross square foot for the past 15 years.

• Chart showing a comparison of current year gallons per gross square foot per month to previous year’s gallon per gross square foot per month (default to be current year

vs. previous year, but user to be able to define the years).

• Table showing monthly consumption with appropriate unit of measure and cost in dollars for January through December for each of the following: electricity, demand charge, natural gas, propane, other fuels, water, sewer, trash, recycling, and late charge. A user/viewer of this table shall of the capability of selecting the calendar year displayed.

4.0 DATA REQUIREMENTS

The contractor shall extract all line-item details (all fields, all data) from each electronic and paper invoice and enter this data into the comprehensive database for viewing and reporting online. This data extraction shall occur when the contractor receives the invoice. Currently, approximately 44% of BLM’s monthly average of 2,200 invoices are available in electronic format. Electronic invoices shall be received directly by the contractor and entered its comprehensive database. The contractor shall continually research and explore avenues to maximize their receipt of electronic invoices directly from utility suppliers.

Paper invoices are received by the BLM’s NOC where they are scanned and paid for by NOC Accounts Payable personnel. The scanned images shall be uploaded by NOC personnel onto a contractor provided and maintained web site for entry into their comprehensive database.

Invoice data on electronic utility bills received directly by the contractor and invoice data on scanned utility bills downloaded by the contractor from its site shall be verified for accuracy prior to entry into its comprehensive database. The contractor shall develop, maintain, and use methods that provide rapid and accurate extraction of data from invoices. In addition, the contractor shall have methods for confirming and verifying the accuracy of invoice data including but not limited to the development and maintenance of appropriate data entry templates for each energy and water account invoice.

Electronic and paper bills shall be run through a “bill audit resolution” process. Data entry templates shall facilitate complete data capture and validation of invoice data as it is entered into the comprehensive database. It is anticipated that data entry templates will vary depending on the utility supplier’s invoice and information contained in the invoice.

The contractor shall design data entry templates such that they will be flexible enough to allow for changes in invoice format and billing information as they occur. The cost for making those changes and revisions shall be incorporated into the cost for entry of invoices into the contractor’s comprehensive database.

The utility supplier account number and/or customer number must be referenced and tracked on each energy and water account for recording and reporting purposes. Each utility supplier normally supplies its own account number and/or customer number on the invoice, which is consistent from month to month. Reference to the utility supplier account number and/or customer number shall be maintained as a critical component of the comprehensive database and the data reporting and tracking structure.

The contractor shall record and report energy and water consumption using units of measure that can be converted to universal energy metrics (kWh) and universal environmental metrics (metric tons of carbon dioxide). The contractor and the COR shall agree on the conversion factors. Conversion factors may be changed through agreement between the contractor and COR. The contractor shall propose the conversion factors to the COR within two weeks of award of the contract.

5.0 AUDITS AND QUALITY STANDARDS

At a minimum, the contractor shall review each invoice to:

• Verify the tariff rate against prior bill rates (the contractor shall perform a comprehensive review of an invoice for proper tariff utilization or classification when requested by the COR. The contractor shall review the energy accounts to verify the best tariff rate for the account. The contractor shall recommend switching tariff rates to the COR and the affected bureau when it determines that a more favorable tariff rate is available to the bureau and shall contact the utility supplier to change the tariff rate to the more favorable rate).

• Check for Invoice calculation errors

• Determine if the Invoice is valid

• Check for previous balance charges

• Check for duplicate or conflicting or overlapping service dates

• Check for cost/consumption variances

• Verify late fees

• Verify credits

• Verify account number change

• Check for overlaps or gaps in Invoices

• Check for zero consumption and zero cost Invoices

• Verify any miscellaneous fees or new charges

• Check for blanks, missing numbers, or zeros where there is normally a figure

• Verify line-item charges sum correctly

• Check for duplicate billing

• Check for Invoices from meters that do not exist

• Check for charges that are not permitted by contract or tariff

• Check for duplicate payments

• Check for malfunctioning meters

• Check for meter reads that are the same as the previous month

• Check for missing Invoice notification to the Utility Supplier

• Check for high-low validation threshold variances

• Determine if Load Factor and Demand levels are abnormally low or high.

The contractor shall review all invoices for errors and omissions regardless of how they are received or in what format (e.g., electronic or scanned paper image). The contractor shall review each invoice to validate usage, cost, and accuracy. The invoices should be audited in a duly diligent fashion that provides reasonable assurance that the invoice is accurate. The review shall check tariff rates in a month-to-month comparison, unit prices, contract rates, meter reads, utility consumption, and the various factors on the invoice relating to each, at a minimum. The contractor shall compare invoices against prior month’s invoices and against invoices from the same month in the prior year to check for any large variances or anomalies. Comparisons shall be weather normalized.

The contractor to manually review each error and warning that is created by its auditing process and decide to resolve as is, without the need for further research with the utility provider/vendor, or to send that error along with a copy of the bill in question to NOC for further investigation by the NOC. The contractor to track the following and report it back to the NOC monthly:

• Number of bill audit resolutions it handles.

• Number of hours spent to resolve those errors and warnings.

• Number of errors and warnings researched by the contractor but not resolved and forwarded to the NOC to address.

The contractor shall correct any errors identified in the entry of utility invoices into its EMIS identified through its review or by the BLM at no cost to the government within two business days.

The contractor shall alert and provide documentation to the COR and the designed Accounts Payable staff when the contractor’s account analysis determines an invoice fails the validation threshold limits. The alert shall be provided in the form of an e-mail (return receipt requested) with the invoice in question attached. The proposed format for this alert shall be prepared by the contractor for review and acceptance by the COR.

The validation threshold limits shall be approximately plus-or-minus ten percent for weather-normalized consumption and plus-or-minus 15 percent for cost variances. The bureau and the COR shall investigate any variation that is brought to their attention. The COR shall be notified immediately when any new utility supplier charge appears on an invoice. The COR may direct the contractor to contact the utility supplier and request information or meter re-reading as necessary to resolve variations.

The contractor shall contact the utility supplier regarding invoice billing errors and request a replacement or adjusted invoice. If the contractor finds billing errors, the contractor shall document the billing errors (going back a maximum of two years if necessary) and notify the COR so that adjustments can be made with the utility supplier.

When billing errors are found, the contractor shall establish procedures to prevent similar errors from occurring in the future.

Utility supplier notices and correspondence received by the contractor including late payment notices, rate schedule notices, meter reading notices, etc. shall be forwarded to the affected bureau and the COR within two business days of receipt with a recommendation for action.

6.0 DATA ACCESS

6.1 DATA COMMUNICATION

The contractor shall develop and manage communication tools and systems necessary to format, record, report, upload, and download data that are compatible with the DOI’s General Ledger System (FBMS), FAMS, and leasing system. All uploads or file transfers shall be virus and malware (malicious software) free.

The types of software currently being used for each of the DOI systems are as follows:

• FBMS – SAP R/3

• FAMS – IBM Maximo

• Leasing – Microsoft Excel

6.2 ONLINE DATA ACCESS

The contractor shall create and maintain an online internet (TCP/IP) based data access system that includes all invoice data and reports. Reports shall include data from all invoices. The online data access system shall provide unlimited access to invoice data and standard reports. The online data access system shall be an encrypted secure (https) website and shall allow BLM personnel to view, manage, and analyze energy data using any commonly used web browser. The contractor shall design the online data layout, dynamic screens, charts, and reports with input from the COR. A listing of standard reports/queries that have already been created by the previous contractor and approved by the COR will be featured on a single web page. Final approval of data layout, dynamic screens, charts, and reports will be by the COR.

The contractor shall allow limited access to the online system by authorized government personnel identified by the contract. The system proposed may be of the contractor’s choice if it meets the needs of this section. Administrative access to data on the website shall be limited (through security levels or other means) by Site, Field Office, District Office, State, National Center, and entire Bureau, with persons that have higher levels of administrative access having access to lower levels of information, but not vice versa. The COR and other individuals identified by the COR shall have access to all data. The contractor’s online data access system shall include:

1. A website server and all services for website development, operations, maintenance, and backups.

2. Secure user access rights (login and password) at the site, Field Office, District Office, State, National Center, and Bureau-wide levels.

3. A server that can handle at least 100 concurrent users, with a maximum of 500 users.

4. Web site up time of at least 95% from 8:00 AM EST/EDT to 7:00 PM

PST/PDT, except Federal Holidays.

5. All software licenses (as necessary).

6. All data stored in an ODBC compliant relational database format utilizing

SQL for access.

7. Help desk support with e-mail address and telephone number, with a maximum response time of one week from the day of the request. A log shall be maintained of all help desk queries.

8. Standard TCP/IP rules on a secure website.

9. Access to utility invoice data received directly by the contractor in an electronic format from a utility provider or aggregator shall be available for viewing by BLM personnel within three business days of its receipt.

Contractor is required to obtain electronic utility invoice data daily Monday through Friday.

10. Access to utility invoice data received directly by the contractor in an electronic format (e.g., PDF) from a BLM office shall be available for viewing by BLM personnel within three business days of its receipt.

Contractor will be sent scanned PDF images of utility invoices daily from the

NOC.

11. Access to utility invoice data received in paper format from utility providers or BLM offices shall be available for viewing by BLM personnel within seven days of its receipt.

12. Access to interval data received from Advance Meters or downloaded from utility providers who make interval data available for downloading shall be available for viewing by BLM personnel within one business day. The BLM will define whether the interval data uploaded by the contractor into its Comprehensive Database shall be 15-minute or one-hour intervals.

User login shall require a username and password – a single username and password shall be assigned for the entire bureau. Bureau personnel entering the web site with this username and password shall be restricted to viewing the online data and generating reports (read-only data access). A separate username and password shall be assigned to the COR and any other personnel that the contract designates. In addition to being able to view online data and generate reports, the COR and their designees shall have website edit capability.

The contractor’s website home page shall have the following up-to-date information displayed on it (or readily accessible links to the information) for all users:

• Top 20 and bottom 20 EUI ratings, BLM-wide

• Average EUI for the entire BLM

• Top 20 and bottom 20 Energy Star scores for Covered facilities (if the optional Energy Star management work element is awarded)

The contractor shall propose a format for the website home page for review and acceptance by the COR.

The contractor shall notify the COR when internet access to the database will be unavailable during working hours and when the system is expected to become available again. The contractor must record and report all outages to the COR.

The contractor shall have a system to recover from system failures. Hosting the system either by the contractor or a subcontractor is at the contractor’s discretion, but in either event, all government data must be secure.

6.3 ACTUAL AND NORMALIZED FORMATS

The contractor shall prepare and present all data in actual form as invoiced, as well as in a normalized form by calendar month, calendar year, and fiscal year.

Consumption data must also be displayable as normalized for weather by degree-day. Normalization shall apply to baseline year energy data as well as energy data for the current fiscal year.

6.4 ENERGY STAR PORTFOLIO MANAGEMENT

The contractor shall provide an automated interface with the Energy Star Portfolio Manager (ESPM). This interface from the contractor’s comprehensive database to ESPM must include energy and water consumption data assuming both are available for an identified building. campus (e.g., multiple buildings receiving energy or water under a single meter) or facility. BLM employees will be given access to the online Energy Star Portfolio Manager profiles for its facilities, assets, and sites.

Energy Star Automatic Benchmarking related services shall include setup, data preparation, mapping, automatic transfer of data to Energy Star, site modification, monthly updates, and reporting. The contractor shall automatically enter data into Energy Star Portfolio Manager at least monthly unless required more frequently to successfully complete the Annual Energy Report and maintain a benchmark rating for each covered facility identified by the BLM.

The BLM has identified 200 buildings, campuses, facilities, assets, and sites that the contractor will set up and interface with in ESPM.

6.5 RENEWABLE ENERGY SYSTEM PRODUCTION MONITORING AND

SMART METER CONNECTION

The contractor shall incorporate energy production and operational functionality (e.g., inverter operation) for BLM renewable energy systems into the comprehensive database. As part of the incorporation, the contractor shall be responsible for gathering, storing, and transferring of renewable energy systems’ electrical generation and operational functionality, and advanced meter data on a real time basis into the comprehensive database. The contractor is also responsible for maintaining the connectivity of each renewable energy system and advancing meter to its comprehensive database.

The BLM has identified 40 Renewable Energy Systems to be connected by the contractor to its comprehensive database.

Renewable Energy Systems in the BLM are generally set up as net metering.

Although the savings from renewable energy should show up as reduced costs from utility supplier billing, savings realized by BLM-generated electricity shall be calculated by the contractor using the utility supplier rates at each site.

6.6 WATER AND/OR PROPANE TRACKING OF UN-METERED WATER USE

The contractor shall incorporate water use for BLM-owned domestic water systems which do not have a utility meter into the comprehensive database. As part of the incorporation, the contractor will be responsible for gathering, storing, and transferring water consumption on a real time basis into the comprehensive database. The contractor is also responsible for maintaining the connectivity of each water system to its comprehensive database. The BLM has identified 20 facilities with un-metered water use to be connected by the contractor to its comprehensive database.

6.7 FACILITY/ASSET/SITE ENERGY TRACKING WHERE THE BLM IS NOT

DIRECTLY BILLED FOR ENERGY

Energy data where the BLM is not directly billed comes from two sources: 1) sub-meters installed by the BLM, and 2) leased facilities. The contractor shall obtain utility consumption data from the bureaus if it is obtained by submeters. The contractor shall obtain invoice information directly from the utility suppliers or the BLM for leased facilities where the BLM is not directly billed for energy.

The BLM will make initial arrangements with the lessors and their utility suppliers to allow the contractor to receive copies of the leased facility energy invoices. All energy invoice data (including cost) from either source shall be entered by the contractor into the comprehensive database like electronic and paper invoice data for BLM-owned facilities. The contractor shall use SAS 70 auditing standards. At a minimum, the most recent Type II audit report or summary shall be made available to the BLM upon request.

7.0 TRAINING REQUIREMENTS

The contractor shall provide up to three training sessions by webcast each year that shall include question and answer periods on use of the comprehensive database and online data system. Training shall also be provided through an online tutorial that demonstrates sample key fields, canned reports, ad hoc reporting, and other reporting capabilities. On-line web-based training shall typically last no longer than a half day. The proposed online web-based training schedule shall be reviewed and accepted by the COR prior to the start of training. There shall be weekly hosted web-based online training (e.g., Microsoft Teams) made available by the contractor during the implementation phase or immediately thereafter. These sessions shall be a maximum of two hours long and provide an opportunity for BLM Offices to get their questions answered. Two weeks’ advanced notice to be provided to allow the contractor to schedule the hosted on-line training sessions.

8.0 RECORDS RETENTION

The contractor shall provide secure storage and management of bureau records, invoices, correspondence, and other data received during contract execution. Original invoices and correspondence shall be retained for the term of the contract as confidential files.

Records that are older than three years and one month can be returned to the COR on a rolling quarterly basis (packed according to instructions by the COR), in the same condition as received by the contractor. Original records must be presented to the COR at the COR’s request within one week of the request. All documents shall be filed or boxed and kept in order by building name and BLM Office at a minimum. Within three months of the end of the contract all records (Invoices, correspondence, etc.), including Invoice image files, shall have been returned to the COR. Invoice image files shall be retained on DVD-R discs. All documents, reports, and records shall be made available via log-in access for a 90-day period and data shall be electronically stored for a period of two years from the final payment of the contract.

9.0 END OF CONTRACT TRANSITION

If a replacement contract is awarded to a different contractor, the contractor shall cooperate with the Contracting Officer and the replacement contractor in the hand-off of duties, responsibilities, files, and data to the replacement contractor. It is anticipated that there will be an overlap period during transition where this contract and the replacement contract are both in effect. During transition, the contractor shall be paid for invoices that it processes. The contractor shall meet with the CO, the COR, and the replacement contractor to work out details of the transition as necessary. This includes determining the date when the replacement contractor shall assume processing of invoices. During the contract transition, the contractor shall transfer electronic files, paper files, documents, and anything else created during the term of the contract that is property of the government to the replacement contractor in an organized and orderly manner, at no additional cost to the government.

All BLM Offices data in the contractor’s comprehensive database shall be provided to the replacement contractor in a format that allows it to be easily transferred into the replacement contractor’s EMIS comprehensive database. At a minimum the BLM’s data shall be provided in formats specified by the BLM unless a different means of data transfer is mutually agreed upon by the contractor and BLM.

10.0 REPORTS AND FILE REQUIREMENTS

10.1 Internet Reports and Screens

The following cost, consumption, and energy efficiency metrics are required for every energy account for each facility/asset/site:

1. Total consumption amount (kWh, therms, gallons, etc.).

2. Peak electricity demand (kW) and load factor (%).

3. Total cost by energy type (electricity, natural gas, propane, heating oil, water, etc.).

4. Unit cost ($/kWh, $/therm, $/gal., etc.).

5. Occupancy cost ($/square feet by invoice).

6. Total cost.

7. Greenhouse gas emissions in tons of CO2 and tons of N2O.

8. Energy use intensity (kBTU per square foot per year or kWh per square foot per year).

9. Water use intensity (kgallons per square foot per year).

Data shall be weather normalized monthly using degree-day data derived from an authoritative source such as the National Weather Service or the Energy Information Administration. The online comprehensive database system shall be capable of reporting all data continuously by month or fiscal year. Up to three years of data shall be reported (if available at that time) for comparison purposes.

10.2 General Reports

At a minimum, the contractor’s online data system shall provide the following general reports:

1. Monthly energy account invoice data report including all usage and calculated data, total usage, cost factors, and total cost, including the ability to see all months by fiscal year in the same report as an optional screen.

2. Yearly energy account invoice data report by building by month and fiscal year.

3. Yearly energy account invoice data report by facility/asset/site by month and fiscal year.

4. Yearly energy account invoice data report by field area by month and fiscal year.

5. Yearly energy account invoice data report by district by month and fiscal year.

6. Yearly energy account invoice data report by state by month and fiscal year.

7. Yearly energy account invoice data report by national center by month and fiscal year.

8. Yearly Energy Account Invoice data report bureau-wide by month and fiscal year.

9. Current energy account report including state, site, building or facility names and addresses, square footage, and service type. The report shall also include the FBMS account code, FAMS number, or leasing number, as applicable.

10. Utility supplier report including supplier name, meter numbers, tariff codes, and utility supplier contact names, addresses, and telephone numbers. The report shall also include the utility supplier account number and the FBMS account code, FAMS number, or leasing number, as applicable.

11. BLM report including office name, building or facility names, state, district, and contact name, phone number, and e-mail address.

12. EUI ranking of BLM facilities. The capability for this ranking will be done for the following hierarchies:

• BLM bureau wide for each individual facility/location within all the BLM.

• State for each individual facility/location within that State.

• District/Field Office for each facility/location with that District/Field

Office.

• The EUI report shall be easily selected off the DOI home page on the

EMIS web site by selecting a button appropriately labeled or by some other means acceptable to the BLM. These reports shall be capable of being exported to Microsoft Excel. The reports shall show the highest EUI to the lowest EUI. Each report will have the following information:

• Facility/Location Name.

• EUI.

• Square Footage of Facility/Location on which the EUI calculation is based.

• Facility Type (e.g., fire station, tanker base, recreation, admin, warehouse, visitor center, wild horse and burro facility, road maintenance shop, radio site).

• Facility/Location Address.

• State to which the Facility/Location reports to hierarchically.

• District to which the Facility/Location reports to hierarchically.

• Field Office to which the Facility/Location reports to hierarchically.

10.3 Ad Hoc Reporting

The contractor’s online report generation system shall allow each user to select a variety of report options, including date ranges and types of…