RFP- Utility Management Software Solution

Jordan School District in Utah has issued a Request for Proposals seeking a qualified vendor to provide a comprehensive Utility Management Software Solution to manage energy costs and usage across five utility categories—Natural Gas, Electricity, Water, Wastewater, and Refuse—for the fourth largest school district in Utah serving 68 schools and over 57,400 students. The solution must track and manage 616 existing utility accounts and meters across multiple providers with the capability to add additional accounts during the contract period, accommodate legacy data from Brightly Energy software covering 2008 through mid-2026, and support multiple utility types per facility with both manual and automated data entry capabilities. Key requirements include mandatory minimum standards such as five years of experience with school districts, three references, iBoss content filtering compatibility, FERPA compliance, role-based access controls, 99.5% system availability, comprehensive reporting capabilities, and ENERGY STAR Portfolio Manager integration with IPMVP-compliant avoided cost functionality. The evaluation process consists of four stages: Stage 1 assesses responsiveness based on mandatory minimum requirements, Stage 2 scores technical proposals up to 800 points, Stage 3 conducts virtual interviews and presentations valued at 200 points (scheduled for the week of March 16-20, 2026), and Stage 4 evaluates cost proposals valued at 500 points, with a minimum technical threshold of 600 points required for advancement. Proposals must not exceed 80 pages and be submitted electronically through the U3P Bonfire portal with the cost proposal submitted separately from the technical proposal. The deadline for submitting questions is March 4, 2026, at 2:00 p.m. MST, and proposals are due March 11, 2026, at 2:00 p.m. MDT, with Board of Education approval expected March 24 or April 28, 2026.

The contract shall be awarded for an initial one-year term with options to renew for up to four additional one-year periods, for a maximum of five contract years total, with all pricing guaranteed for the first contract year and submitted on the required Cost Proposal Form without modification or formatting changes. The RFP does not identify set-aside designations or specific restrictions limiting responses to disadvantaged enterprises, though vendors must comply with Jordan School District's standard terms and conditions, including compliance with Federal and State laws, background check requirements for personnel with student contact, and certification that they are not engaged in economic boycotts as defined by Utah Code 63G-27. No incumbent vendors or current contractors are identified in the solicitation documents; however, the selected vendor must successfully migrate legacy utility management data from the existing Brightly Energy software system covering approximately 18 years of historical data and integrate with ENERGY STAR Portfolio Manager and other existing district systems. The RFP documents do not specify a contract value or budget range, requiring vendors to submit cost proposals for comparison on a relative pricing basis using a formula approach. Vendors must also comply with additional requirements including submission of a Vendor Information Sheet, execution of a Claim of Business Confidentiality Form (with the restriction that pricing cannot be claimed as confidential), and completion of a URS Post-Retired Verification Form and Boycott Statement certification.