Utility Data Management System

The Vendor is required to provide utility data management solution (UDMS) to enhance energy management practices, improve cost transparency, and ensure the integrity and accuracy of utility billing data.
- System features and requirements
• User access (300+ users)
• Support a minimum of 300 simultaneous users with customizable, role based access rights, including:
o Read-only access
o Facility data
o Both facility and energy data
o Full administrative access
• Ensure user permissions are clearly defined, role-based, and configurable.
- Data storage and retention:
• Store all utility bills and related data from the commencement of service through to contract termination.
• Archive all utility bills and associated data upon contract completion and transfer the complete dataset to the city.
• Retain all historical data from 2010 onward for the duration of the contract.
• Maintain a comprehensive audit trail of all data imports, edits, deletions, and approvals, including timestamp and user id.
• Support multiple utility rate structures and account for seasonal variations and anomalies.
• Provide advanced analytics capabilities, including cost forecasting, consumption trend analysis, and identification of energy efficiency opportunities.
- Dashboard and reporting:
• Provide customizable dashboards with built-in cress trending, and performance monitoring across all facilities and accounts.
• Enable export of raw (line-item) data and system-generated reports to Microsoft excel and power bi for further analysis.
• Support real-time dashboard updates, geolocation mapping, and energy star benchmarking data integration.
- Filtering capabilities:
• Facility classification and sub-classification
• Managing department
• Asset type (e.g., building, non-building, streetlight, etc.) location
• Asset family
• Broader public sector (bps) classification
• Site and meter status (active/inactive)
• Consumption metric
- New account setup and ongoing data loading
• Collaborate with the city to configure and establish all utility accounts within the system.
• This includes loading historical utility data from January 2010 to the present and processing all future utility bills throughout the contract term.
• Responsible for full system implementation and commissioning, including but not limited to:
o Software and hardware setup
o Establishment of secure data transmission pathways, endpoint protection, virus protection, and role-based access controls
• Provision of all required licensing, technical support, and system maintenance
o Clear documentation of processes for system updates, patching, and eventual retirement of system components
• New utility bills shall be processed by extracting detailed line-item information from each bill and entering it into the database.