RFI-082025 Utility Expense Management Services
ID: 2125005
• State: New York
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Description
Background
The New York State Police (NYSP) is responsible for ensuring the safety of the state's roadways, preventing and investigating crime, preparing for and responding to emergencies and disasters, and providing support to other law enforcement agencies across New York State.
The NYSP operates over 250 locations throughout the state that require various utility services including water, electric, natural gas, heating fuel, propane, cable, internet, landline and cellular telephone services, and satellite services. This Request for Information (RFI) is issued for planning purposes only and does not constitute a solicitation or guarantee of future procurement.
Work Details
The RFI seeks information regarding potential Utility Expense Management Services that include the receipt, audit, payment, monitoring, and reporting of approximately 1,900 utility accounts with roughly fifty different utility providers. Vendors are requested to provide details about their offerings in utility expense management services including:
1. Coverage of all listed utility categories (water, electric, natural gas, heating fuel and propane, cable, internet, landline and cellular telephone services, satellite services) and any additional categories offered.
2. Description of the utility invoice receipt process including capabilities for receiving invoice files via electronic data interchange (EDI).
3. Review and audit processes for invoices including comparisons against New York State utility contract rates and handling of invoice disputes.
4. Payment processes including pre-payment requirements or billing after payment.
5. Access methods for customer agencies to view invoice data and payment information.
6. Reporting capabilities offered to customer agencies.
7. Onboarding process for new customer agencies with estimated time frames.
8. Pricing structure including initial setup costs and monthly service fees.
Period of Performance
The RFI responses are due by August 29, 2025 at 2:00 PM EST.
Place of Performance
All counties in New York State.
Bidder Requirements
Vendors must register with the New York State Contract Reporter (NYSCR) to receive notifications about this RFI.
The New York State Police (NYSP) is responsible for ensuring the safety of the state's roadways, preventing and investigating crime, preparing for and responding to emergencies and disasters, and providing support to other law enforcement agencies across New York State.
The NYSP operates over 250 locations throughout the state that require various utility services including water, electric, natural gas, heating fuel, propane, cable, internet, landline and cellular telephone services, and satellite services. This Request for Information (RFI) is issued for planning purposes only and does not constitute a solicitation or guarantee of future procurement.
Work Details
The RFI seeks information regarding potential Utility Expense Management Services that include the receipt, audit, payment, monitoring, and reporting of approximately 1,900 utility accounts with roughly fifty different utility providers. Vendors are requested to provide details about their offerings in utility expense management services including:
1. Coverage of all listed utility categories (water, electric, natural gas, heating fuel and propane, cable, internet, landline and cellular telephone services, satellite services) and any additional categories offered.
2. Description of the utility invoice receipt process including capabilities for receiving invoice files via electronic data interchange (EDI).
3. Review and audit processes for invoices including comparisons against New York State utility contract rates and handling of invoice disputes.
4. Payment processes including pre-payment requirements or billing after payment.
5. Access methods for customer agencies to view invoice data and payment information.
6. Reporting capabilities offered to customer agencies.
7. Onboarding process for new customer agencies with estimated time frames.
8. Pricing structure including initial setup costs and monthly service fees.
Period of Performance
The RFI responses are due by August 29, 2025 at 2:00 PM EST.
Place of Performance
All counties in New York State.
Bidder Requirements
Vendors must register with the New York State Contract Reporter (NYSCR) to receive notifications about this RFI.
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Overview
Agency
Opportunity Type
Requests for information (RFI) and Requests for Comment (RFC)
Opportunity ID
2125005
Response Deadline
Aug. 29, 2025
Past Due
Date Posted
July 29, 2025
Source
Source Notes
Must be signed in to the New York Contract Reporter to view the opportunity.
Est. Value Range
Experimental
$5,000,000 - $15,000,000
(AI estimate)
Agency Distribution
High
On 7/29/25 Police, NYS Dept. of in New York issued Requests for information (RFI) and Requests for Comment (RFC) Utility Expense Management Services with ID 2125005 due 8/29/25.
Contacts
Documents
Posted documents for RFI-082025 Utility Expense Management Services
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AI Analysis
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Classifications
Opportunity Classification
Administrative & Technical - Consulting & Other Services