Office of Sustainability - Utility Management Software

The Colorado Office of Sustainability is requesting proposals for utility management software under RFP AAAA 2027-0062, with proposals due November 3, 2026. The solicitation seeks a Software-as-a-Service solution to track, report, and analyze utility costs and usage across fourteen Executive Branch agencies and approximately 10,100 meters statewide.

Offerors must demonstrate substantial experience providing similar utility management services to large entities for more than two years, with proven capability in database management, data presentation, reporting, and direct utility bill integration via API or alternative methods. The contractor must establish a dedicated Project Lead as key personnel responsible for primary State contact and agency adoption management.

The system must be fully automated to the extent feasible, with intuitive online access, visual data representations, drill-down reporting from statewide to facility-level detail, seamless data import, and automated validation of utility data. Required capabilities include tracking multiple utility commodities (electricity, natural gas, water, sewer, stormwater, steam, refuse), asset management information integration, electric vehicle charger usage tracking, multi-user web access with varying authorization levels, weather-normalization analysis, ENERGY STAR Portfolio Manager interoperability, greenhouse gas emissions and cost-avoidance analysis, interval data tracking, and database backup at least every 24 hours. The contractor must migrate historical billing data from July 2015 forward for approximately 3,000 accounts, with migration completion required by July 1, 2027. Pricing must remain firm during the initial contract term and include all delivery and installation fees per Exhibit D.

The initial contract term runs April 1, 2027 through June 30, 2028, with a total anticipated duration not exceeding ten years and three months at the State's discretion. The contractor must maintain 99% average uptime, achieve 90% accuracy in automated data processing, provide customer support Monday–Friday 8:00 a.m. to 6:00 p.m. Mountain Time, and deliver three initial in-person training sessions plus ongoing annual and quarterly training. The State of Colorado retains ownership of all work product and intellectual property. Insurance requirements include general liability ($1 million minimum) and cyber/network security and privacy liability ($5 million to $10 million depending on records volume). The State pays undisputed invoices within 45 days of receipt.