HomeMy WebLinkAbout4-15-11 Request for Proposals - Utility Audit ServicesCity of Bozeman, MT/Request for Proposals/Energy and Telephone Audit/April 27, 2011
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CITY OF BOZEMAN, MONTANA
REQUEST FOR PROPOSALS FOR
PHONE, DATA, UTILITY BILLING AUDIT
APRIL 2011
The City of Bozeman (City) is seeking the services of a highly qualified Consultant to conduct
an energy and telephone audit of City facilities. The purpose of the audit is to identify potential
energy savings, billing errors and excess charges and recover/reduce costs. Consultant will assist
the City in developing and implementing cost-saving strategies identified during the audit.
Consultant must have demonstrable success in the auditing and utility field with comprehensive
experience in all aspects of auditing customer phone (wireless and land line), data, and utility
(electricity and gas) service bills for municipal government customers. Consultant selection will,
in large part, be based on past experience, success and expertise in verifying service costs,
identifying billing errors, and implementing billing corrections on behalf of local governments.
One electronic pdf of the proposal must be emailed no later than 5:00 p.m. on Friday, May
13, 2011 to:
sulmen@bozeman.net
RE: City Clerk – BILLING AUDIT PROPOSAL, City of
Bozeman
Responses received after 5:00 p.m., on this date will not be considered.
Overview:
During the past decade, the City of Bozeman‟s population has grown 35% to more than 37,000
people, including students attending Montana State University. The City is a major growth center
and Montana‟s fourth largest community. The City‟s annual budget is approximately $80-
million, and employs over 350 full-time equivalent employees. The City provides police, fire,
water, sewer, street maintenance, solid waste, park, recreation, library, and other customary
municipal services. The following vendors currently provide utilities and communications to the
City:
NorthWestern Energy: Gas & Electricity to all City Buildings, Plants and, Street Lighting
Districts.
Bresnan Communication: Cable telephone.
Verizon Wireless: Wireless telephone and data services.
Cellular One: Wireless telephone services for X-phone-only accounts.
Qwest: Telephone/communications.
Scope of Services:
The Finance Department is seeking a thorough analysis of historic and current billing by the
vendors listed above.
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The selected Consultant will be responsible for the following tasks and deliverables, with
specific responsibilities determined during contract negotiations:
1. Analyze historical account billing for accuracy of charges for the following vendors:
a. Northwestern Energy (natural gas and electricity provider)
b. Bresnan Communications
c. Verizon Wireless
d. Cellular One
e. Qwest
2. Prepare a written report to the City on any billing inaccuracies or discrepancies.
3. Prepare a written report on the recommended steps for the City to take to correct billing
inaccuracies and procure refunds, if applicable.
4. Prepare a detailed list of energy-saving recommendations, including implementation plan
and estimated cost savings for each recommendation.
5. Optional Task: Assist the City in correcting billing inaccuracies, implementing
recommendations and procuring refunds.
PROPOSAL REQUIREMENTS:
All proposals must contain the following information:
1. Project Management Plan, including a description of methods and any requirements of
the City in order for the Consultant to successfully fulfill the Scope of Services.
2. Proposed general time schedule, including start and completion dates for each of the
items enumerated in the above Scope of Services.
3. Designated Project Manager and Primary Point of Contact (if other than Project Manger)
including brief Statement(s) of Qualifications and description(s) of their experience with
the firm.
4. A brief SOQ (not to exceed three, single-spaced pages) specifically addressing the
Consultant‟s qualifications for the specific project.
5. At the discretion of the firm, a company brochure.
6. A minimum of three (3) references from customers receiving services within the past 12
months.
7. Signed Affirmation (see page four of this document).
8. Total Fee for services, including hourly rates or contingent fees, if applicable. If the
Optional Task 5 is proposed, a separately enumerated fee for that service.
EVALUATION CRITERIA:
Respondents to the Request for Proposals (RFPs) shall be evaluated on specific criteria,
including Total Costs. The contract will be awarded to the lowest, most responsive bidder, as
evidenced by the submittals listed under „Proposal Requirement,‟ including the City‟s
responsibilities described in the Project Management Plan. Factors include:
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50% - Has the experience and ability to reference existing laws, contracts, tariffs, and
applicable infrastructure details to determine possible billing errors, and
30% - Has the experience and ability to recommend successful steps to correct billing
inaccuracies, reduce energy usage and procure refunds, and
10% - Has the experience and ability to receive and analyze the City‟s vendor
information electronically.
10% - Has the experience and ability to successfully provide Optional Task number 4,
listed above.
Cost: Any or all proposals may be rejected upon a determination of excessive cost to the
City. Otherwise, Cost will be used as a tie-breaker.
SELECTION OF FINALISTS:
At the City‟s discretion, a selection of finalists to be interviewed may be made by a selection
committee representing the City of Bozeman (City), otherwise, the selection will be based on an
evaluation of the written responses to the RFPs.
All submitted proposals must be complete and contain the information required as stated in the
“Proposal Requirements” section above.
EEO/ADA. The City of Bozeman makes reasonable accommodations for any known
disability that may interfere with a responder‟s ability to compete in the recruitment and
selection process or a responder‟s ability to perform the essential duties of the job. For the City
to consider any such accommodation, the applicant must make known any needed
accommodation.
The City of Bozeman does not discriminate on the basis of race, color, religion, creed, sex, age,
marital status, national origin, actual or perceived sexual orientation, gender identity, or
disability in employment or the provision of services. This policy does not preclude
discrimination based upon bona fide occupational qualifications or other recognized exceptions
under the law.
Discrimination in the performance of any contract awarded under this Request for Qualifications
and Proposals on the basis of race, color, religion, creed, sex, age, marital status, national origin,
or actual or perceived sexual orientation, gender identity or disability is prohibited. This
prohibition shall apply to the hiring and treatment of the awarded entity‟s employees and to all
subcontracts. Every entity submitting under this Request for Qualifications and Proposals must
sign and return the required affirmation found on page 4 of 4 of this Request.
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AFFIRMATION
_______________________________________ [name of entity submitting] hereby affirms it
will not discriminate on the basis of race, color, religion, creed, sex, age, marital status,
national origin, or because of actual or perceived sexual orientation, gender identity or
disability in the performance of work performed for the city of Bozeman, Montana, if a
contract is awarded to it, and also recognizes the eventual contract, if awarded, will contain
a provision prohibiting discrimination as described above and that this prohibition shall
apply to the hiring and treatment of the _____________________________________
[name of entity submitting] employees and to all subcontracts it enters into in performance of
the agreement with the City of Bozeman, Montana.
____________________________________
Signature
____________________________________
Printed name of person authorized to sign on
behalf of the respondent