The vendor is required to provide software that can facilitate the collection of public and private building energy data into a single platform, track progress toward goals, and provide portfolio-wide reporting.
- The city is seeking enhanced help desk services to provide direct support to the owners of covered properties.
- Software
• Automate the transfer of data from energy star portfolio manager to the energy reporting software platform;
• Be capable of organizing data by reporting year, running data quality tests, and tracking program compliance;
• Include a reporting platform to enable the city to analyze data at the building level, the aggregated citywide level, and also on subsets of buildings based on staff-defined tags;
• Include a client management system that tracks and manages building owner inquiries and city and vendor responses;
• Include a public knowledgebase that provides resources to help building owners understand the program and how to comply.
• Keep all data shared on the software platform confidential and not share data with third parties;
• Provide city staff with account access to the platform so they may view the data and run reports;
• Provide city staff training on the software platform and keep staff updated on new features and how to use them;
• Work with the city to populate the data necessary to take advantage of department GIS mapping services associated with the software platform;
• Be available to support city staff with platform-related questions and issues on an everyday basis (e.g. by email and phone), and meet formally on a recurring basis;
• Be a collaborative partner, ensuring the city is maximizing the benefit of the software platform and recommending best-practice strategies based on experience with other customers.
• Provide access to the city of providence, energy star portfolio manager instance;
• Provide an export of the covered property list, reporting data, and knowledgebase entries from the beam platform to facilitate onboarding;
• Provide input on the data quality tests to run portfolio manager data through upon import into the software platform;
• Provide input on the structure and content of the knowledgebase;
• Provide input on the structure and content of inquiry forms and other communications with building owners;
• Provide input on desired reporting metrics;
- Enhanced helpdesk services
- The software shall include a built-in client management system and knowledgebase as described above, the city is seeking enhanced help desk services, whereby the vendor shall take an active role in assisting private building owners with setting up reporting accounts and with reporting, among other responsibilities include:
• In coordination with the city, communicate program requirements with building owners to support the city’s agency communications strategy.
• Respond to building owner email inquiries within two business days.
• With the city, establish a process for review of exemption requests; update the building list for exemptions that meet the criteria.
• Update property records as necessary (contact information, square footage, etc.)
• Process requests to add or remove buildings to the covered properties list
• Do bulk data clean-up of bad email addresses and report back to city staff about where contact information is missing.
• Meet bi-weekly with the city to provide status updates, including reporting on the types and frequency of property owner inquiries.
- Contract Period/Term: 3 years
- Non-Mandatory Virtual Pre-Bid Conference Date: March 19, 2025
- Questions/Inquires Deadline: March 21, 2025