Comprehensive Utility Records Management Services

Background
The State of Maryland, through the Department of General Services, Office of Energy and Sustainability (DGS-OES), is issuing a Request for Proposals (RFP) for Comprehensive Utility Records Management Services. This initiative aims to secure an online energy and utility database to replace the existing system, which has been in use since 2008. The goal is to enhance the management of utility bills and energy tracking across all State operations, ensuring accurate reporting, auditing, and compliance with various regulatory requirements.

Work Details
The contractor will be responsible for hosting and maintaining a comprehensive utility bill and energy tracking database. Key services include:
1. Quality assurance and bill auditing services.
2. Review of regulated utility tariffs and rate structures on an as-needed basis.
3. User technical support and training for State personnel.
4. Transitioning existing data from the current contractor within four months of contract commencement, ensuring full operational capability by the Go Live Date.
5. Continuous updating of the database with utility bill data and coordination with State agencies and utility vendors.
6. Providing detailed reports including monthly progress reports, semi-annual reports on missing bills, zero usage accounts, increased demand/consumption reports, and an annual report summarizing energy usage and costs.
7. Implementing a web-based system that allows for data storage, retrieval, reporting, and auditing capabilities.

Period of Performance
The contract will have a ten-year base period with specific milestones for transition and implementation phases outlined in the RFP.

Place of Performance
The services will be performed primarily in Maryland as proposed by the offeror.

Bidder Requirements
Offerors must demonstrate experience in managing online utility bill systems with at least 5,000 accounts and processing 75,000 invoices annually within the last five years. A minimum participation goal of 30% for Minority Business Enterprises (MBE) subcontracting is established along with a 5% goal for Veteran-Owned Small Business Enterprises (VSBE). Offerors must also comply with all applicable laws regarding Information Technology projects.