Office of Sustainability - Utility Management Software

The Colorado Department of Personnel & Administration, Office of Sustainability is requesting proposals for a Software-as-a-Service utility management platform to serve fourteen Executive Branch agencies with approximately 10,100 meters and 3,000 active accounts, with proposals due November 3, 2026 at 3:00 p.m. Mountain Time under RFP AAAA 2027-0062. Service-Disabled Veteran Owned Small Businesses are encouraged to submit proposals and must provide verification of certification through the U.S. Department of Veterans Affairs.

The solution must be fully hosted SaaS architecture supporting multiple data-entry methods including automated API integration with Xcel Energy and Black Hills Energy, PDF bill uploads, manual entry, and bulk CSV imports. Required capabilities include weather normalization analysis, ENERGY STAR Portfolio Manager interoperability, comprehensive greenhouse gas emissions and commodity reporting, budget tracking, facility-level goal setting, and project impact monitoring. The contractor must migrate historical utility data from July 2015 forward by July 1, 2027, maintain 99 percent average uptime, achieve at least 90 percent accuracy in AI/OCR data processing or direct utility connections, and provide customer support Monday through Friday, 8:00 a.m. to 6:00 p.m. Mountain Time. Offerors must demonstrate experience providing similar-scale utility management services within the past two years and designate a Project Lead as Key Personnel serving as primary point of contact and managing adoption across agencies.

The initial contract term runs April 1, 2027 through June 30, 2028, with a total potential duration not to exceed ten years and three months including optional extensions at the State's discretion. Pricing must remain firm during the initial term and be submitted on Exhibit D using a standardized pricing sheet covering implementation, data migration, system integrations, software licenses, maintenance, support, training, and administrative services across all ten contract years. The contractor must register to do business in Colorado within ten business days of receiving intent to award. Vendor inquiries are due October 9, 2026 at 12:00 p.m., and intent-to-bid notifications are due October 19, 2026 at 12:00 p.m. Oral presentations are estimated for December 2026, with notice of intent to award expected by end of December 2026. Evaluation criteria include organizational experience, personnel qualifications, specifications compliance, implementation methodology, accessibility, and cost. The State reserves the right to award to multiple offerors, cancel if only one proposal is received, or cancel individual phases. Proposals must remain firm offers for 180 days. Contact: Jessica Carmer (jessica.carmer@state.co.us).