Energy Tracking Software

City of Nashua
Purchasing Department
(603) 589-3330
Administrative Services Division
Fax (603) 594-3233
229 Main Street - Nashua, NH 03060
April 23, 2026
REQUEST FOR PROPOSALS
RFP0266-051426
Energy Solicitation - Energy Tracking Software
The City of Nashua seeks to engage the services of a qualified Software Firm to provide an energy
tracking and management platform for the electric accounts identified herein (see Attachment A).
The selected firm must be experienced in delivering energy data management solutions for
municipal or similarly complex portfolios and capable of securely integrating and managing utility
data in accordance with industry best practices.
The City is now accepting submittals electronically via Bonfire. Please review the electronic
documents linked here, Bonfire Vendor Registration and Bonfire Vendor Submission for more
information. We strongly recommend that you give yourself sufficient time and at least one (1)
business day before due date to begin the uploading process and finalize your submission. Copies
are also available on the City's website in the Purchasing section within the Bids section. If a
Vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:
Paper: Submission one (1) copy and one digital copy on a USB drive in a sealed envelope
or package clearly marked "RFP0266-051426 Energy Solicitation- Energy Tracking Software"
proposals must be submitted in the format provided and address the item(s) specified in the RFP
package.
Regardless of the method of submission, proposals must be received by the Purchasing Department
no later than 3:00 pm on Thursday, May 14, 2026, at City Hall, Purchasing Department, Room
11, 229 Main Street, Nashua, NH 03061. Late submissions will not be accepted. Postmarks,
shipping timestamps, or other proof of mailing will not be accepted in lieu of actual receipt.
Vendors are responsible for ensuring that their proposal is delivered prior to the deadline,
regardless of the delivery method used.
The time of receipt shall be considered when a proposal has been officially documented by the
Purchasing Department, in accordance with its established policies, as having been received at the
location designated above. The City accepts no responsibility for mislabeled mail. Any and all
damage that may occur due to shipping shall be the vendor's responsibility.
The City assumes no liability for the payment of costs and expenses incurred by any party in
responding to this request for proposals. All proposals become the sole property of the City of
Nashua. This request for proposals is not a contract and alone shall not be interpreted as such but
rather serves as an instrument through which proposals are solicited.
229 Main Street * Nashua, New Hampshire 03061 * Phone (603) 589-3330

The City of Nashua reserves the right to accept or reject any or all proposals or any part
thereof, to waive any formality in the process and to accept the proposal considered to be in
the best interest of the City. The City also retains the right to purchase on the open market if it
is considered in the best interest of the City to do so. The City reserves the right to cancel this
request at any time for any reason.
I. INTRODUCTION
The City of Nashua is seeking proposals from qualified Software Firms to provide energy
tracking and management software services capable of monitoring and reporting electricity cost
and consumption across the City's portfolio of facilities.
* Attachment A consists of the City of Nashua's electric accounts, including both
individually billed meters and meters grouped under summary billing structures. These
accounts represent a diverse portfolio of municipal facilities for which the City seeks
comprehensive tracking and analytics capabilities.
* Submissions should address the full scope of services requested, including software
implementation, data integration, ongoing support, and reporting functionality. The City is
requesting firm, fixed pricing for initial setup and annual subscription costs. The City
intends to select a single Software Provider to deliver services across the entire portfolio
covered in this solicitation.
* Proposers must submit a copy of their standard service agreement and any applicable
terms and conditions Pricing structures, data access provisions, and any third-party
integrations should be clearly outlined in the submission.
II. CLIENT INFORMATION
Name: City of Nashua
Address: 229 Main Street, Nashua NH 03061
Number of meters: 326 Meters
Tax exempt: Yes
III. PROPOSAL REQUIREMENTS
Character of Service
* The City requires a comprehensive, cloud-based energy tracking and management
software platform capable of tracking electricity consumption and cost across all
accounts listed in Attachment A.
* The selected Software Provider will be responsible for data integration, ongoing data
management, system maintenance, and user support.
* The City requests a single contract covering all accounts included in this solicitation.
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233
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Term/Start Date
* Proposals should include a detailed implementation timeline, including data onboarding,
system configuration, and user training.
* The City requests pricing for the following contract terms:
o Annual Renewal
Pricing
* Fixed Pricing: Provide firm, fixed pricing for all components of the service, including:
Initial setup and implementation costs
o Annual or subscription fees
o Any ongoing support or maintenance costs
o Pricing should be presented as an "all-in" cost structure, clearly identifying any
optional or additional services.
* The City prefers transparent pricing with no hidden or pass-through costs.
Software Capabilities & Services
* Proposal responses should clearly describe the following:
o Data Integration - ability to import utility data (electricity) including automated utility
bill uploads or API integrations
o Account Management - ability to manage both individually billed and summary billed
accounts
o Reporting & Analytics - standard and customizable reports on energy usage, cost trends,
and performance metrics
o Data Accuracy & Validation - processes for ensuring data quality and identifying
anomalies
o User Access - number of users supported, permission levels, and ease of use
o Benchmarking - ability to compare performance across facilities and over time
o Export Capabilities - ability to export data for use in external reporting, budgeting, and
analysis
o Integration - compatibility with other tools or platforms (if applicable)
o Customer Support - availability of technical support, training, and onboarding services
Other
* Proposal responses should clearly state the following:
o Service Level Commitments - including system uptime, response times for
support requests, and issue resolution timelines
o Data Ownership & Access - confirmation that the City retains ownership of all
data and has full access throughout and after the contract term
o Security - description of data security practices and protections
o Contract Terms - include a copy of the standard service agreement, including
any limitations, termination clauses, or conditions
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233
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* The City may request additional information or clarification from respondents during the
evaluation process.
* The City reserves the right to request best and final offers, including revised pricing, at
any time during the selection process.
Usage
* Any utility data, account information, or supporting materials provided by the City for
the purposes of this RFP are to be used solely for proposal development, system
demonstration, and pricing.
* Respondents shall not use, share, sell, or distribute City data to any third party for any
purpose outside of this solicitation without prior written consent from the City.
* City data may only be used in demonstrations or sample outputs directly related to this
RFP and must not be used in marketing materials, case studies, or external presentations.
* All data provided must be treated as confidential and handled in accordance with
industry best practices for data security and privacy.
* Upon completion of the RFP process, respondents shall, upon request, return or securely
destroy all City-provided data.
* The City retains full ownership of all data provided and any data generated through the
use of the software platform.
IV. PROPOSAL INSTRUCTIONS, EVALUATION CRITERIA, SCHEDULE
* Respondents qualifications and capabilities will be a factor in the selection process.
* Respondents may submit any supporting information that will be beneficial in
evaluation of supplier and supplier proposals.
* Evaluation will take into consideration responsiveness, price structure, experience, and
market presence.
* The Parties reserve the right to reject all proposals and to terminate this solicitation.
* This solicitation does not obligate the City to negotiate a contract with any respondent.
Inquiries: All inquiries regarding this solicitation must be directed by e-mail to:
Amy Girard
Purchasing Manager
purchasing@nashuanh.gov
Schedule: The timeline for this project is as follows:
Projected Timeline Date
Deadline for Vendor Questions Monday, May 04, 2026, 10:00am
Vendor Question Answers Posted Thursday, May 07, 2026, 3:00pm
Proposals Due Thursday, May 14, 2026, 3:00pm
Vendor Interviews tbd
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233
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Preparation of proposals: Proposals shall be signed by the proposer's authorized
representative. Proposers are requested to submit pricing for requested services, however,
alternative proposals will be considered but only if the alternate is described completely,
including, but not limited to, specifications sufficient so that a comparison to the request can
be made.
The proposal should include the following:
1. A detailed description of the firm and its related experience in providing
similar services. Include names and telephone numbers of references that may be
contacted. Proposals should include a minimum of three (3) references from
customers who have contracted similar services.
2. Any information (above) requested in this proposal request.
3. Cost proposal(s).
4. Proposal Affidavit
Selection and Evaluation Criteria: After receipt of proposals, the City will evaluate the
proposals and will use the following criteria in its evaluation:
1. Cost Proposal
2. Software Functionality & Capabilities
3. Data Integration & Management
4. Implementation & Support
5. Experience & Qualifications
6. Data Security & Ownership
7. Contract Terms
GENERAL REQUIREMENTS
A. To be eligible for an award, a vendor must be deemed "responsible". A responsible vendor:
* has the ability, capacity and skill to provide the goods or services required
* can provide the goods or services within the time frame specified
* has a satisfactory record of integrity, reputation, judgment and experience
* has sufficient financial resources to provide the goods or services
* has an ability to provide future maintenance and support as required
* providing the vendor has provided goods or services to the City, has developed a positive track
record with the City
B. The successful vendor will be required to provide the City with certificates of insurance for coverage as
listed below and endorsements affecting coverage required by the contract within ten (10) calendar
days after the City issues the notice of award. The City requires thirty (30) calendar days written notice
of cancellation or material change in coverage. The certificate and endorsements for each insurance
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233
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policy must be signed by a person authorized by the insurer and who is licensed by the State of New
Hampshire. General Liability, Employer's Liability and Auto Liability policies must name the City of
Nashua as an additional insured and reflect on the certificate of insurance:
* General Liability insurance in the amount of $1,000,000 per occurrence and $2,000,000
aggregate
* $1,000,000 Combined Single Limit Automobile Liability (coverage must include all owned, non-
owned and hired vehicles)
* Workers' Compensation Coverage in compliance with the State of New Hampshire statutes,
$100,000/$500,000/$100,000
* Professional Liability: $1,000,000
C. The City also reserves the right to negotiate any change or amendment in any proposal without
soliciting further proposals if the action is necessary for the best interest of the City.
D. The City may conduct discussions with responsible vendors prior to selection. Successful vendors shall
begin performance upon receipt of an executed contract and a valid purchase order issued from the
City.
E. The City may reject any and all responses on any basis and without disclosure of a reason. The failure
to make such a disclosure shall not result in accrual of any right, claim, or cause of action by any
unsuccessful vendor against the City.
F. After the initial designation of a vendor, City Staff will work with the selected vendor to negotiate final
terms and conditions between the City and the successful vendors prior to the Contract Award.
G. The vendor shall meet all requirements of the Americans with Disabilities Act.
H. The City encourages disadvantaged business enterprise (DBE) participation from contractors and/or
subcontractors.
I. The vendor should understand that under the New Hampshire Right-to-Know Law, all documents
submitted in response to this request, including financial information, are considered public
information and will be made available to the public upon request, unless specifically exempted under
the law.
J. Any vendor submitting a proposal may appeal a pending award prior to award by the City. The
appellant must:
a. Submit a written protest to the City's Purchasing Manager within five (5) business days after
the proposal opening.
b. Describe, in the written protest, the issues to be addressed on appeal
c. Post, with the written protest, a bond with a surety meeting the requirements of General
Condition 5.02 authorized to do business in this state or submit other security in a form
approved by the City who will hold the bond or security until a determination is made on the
appeal.
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233
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d. Post the bond or other security in the amount of 25% of the total dollar value of the appellant's
bid, up to a maximum bond or other security amount of $250,000.00.
e. Not seek any type of judicial intervention until the City has rendered its final decision on the
protest.
The City will stop award actions until after the City's Purchasing Manager has responded in writing to
the protest. If the appellant is not satisfied with the response, the appellant may then protest to the
Board of Aldermen, who will render a final decision for the City. No award protests will be heard by
the Board of Aldermen unless vendor has followed the appeal process.
If an appeal is granted, the full amount of the posted bond or security will be returned to the appellant.
If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by
the City because of the unsuccessful appeal.
The City is not liable for any costs, expenses, attorney's fees, loss of income, or other damages
sustained by the appellant in a proposal appeal process.
K. The City assumes no liability for the payment of costs and expenses incurred by any vendor in
responding to this request. All proposals become sole property of The City. This is not a contract and
shall not be interpreted as such but rather serves as an instrument through which proposals are
solicited.
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233
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City of Nashua Community Development 589-3095
Planning and Zoning 589-3090
Community Development Division Building Safety 589-3080
Code Enforcement 589-3100
City Hall, 229 Main Street, PO Box 2019 Urban Programs 589-3085
Nashua, New Hampshire 03061-2019 Conservation Commission 589-3105
Transportation 880-0100
www.nashuanh.gov
Sustainability 589-3265
Exhibit A - Meter Inventory and Billing Structure
The City of Nashua maintains a portfolio of approximately 326 electric meters across municipal facilities and
operations. For purposes of this Request for Proposals (RFP), vendors should understand that the City's electric
accounts are structured using a combination of individually billed meters and grouped summary billing accounts.
Meter Breakdown
* Meters Billed Separately: 107 meters
* Meters Billed Through Summary Accounts: 219 meters
Summary Account Structure
Certain electric meters are consolidated under utility-issued summary bills, where multiple service locations or
subaccounts are grouped into a single billing account. Vendors should account for this billing structure when
preparing pricing proposals, onboarding assumptions, data integration methods, and ongoing account
management services.
The City's current summary account structure is as follows:
* Summary Account 1: 24 meters
* Summary Account 2: 17 meters
* Summary Account 3: 15 meters
* Summary Account 4: 21 meters
* Summary Account 5: 24 meters
* Summary Account 6: 11 meters
* Summary Account 7: 24 meters
* Summary Account 8: 22 meters
* Summary Account 9: 8 meters
* Summary Account 10: 25 meters
* Summary Account 11: 28 meters
Vendors should clearly describe how their platform handles both individually billed meters and meters grouped
under summary accounts, including data aggregation, utility bill imports, meter-level tracking, benchmarking, and
reporting capabilities.

Exhibit B- Proposal Affidavit
RFP # RFP 0266-051426
Description: Energy Solicitation- Energy Tracking Software
This Proposal is submitted to: City of Nashua
Purchasing Department
229 Main Street, City Hall
Nashua, NH 03061
1. The undersigned vendor proposes and agrees, if this proposal is accepted, to enter into an
agreement with the City in the form included in the Proposal Documents to perform all
work as specified or indicated in the Proposal Documents for the prices and within the
times indicated in this Proposal and in accordance with the other terms and conditions of
the Proposal Documents.
2. Vendor accepts all of the terms and conditions of the advertisement or Request for
Proposals and Instructions to vendors. The Proposal will remain subject to acceptance for
90 days after the day of proposal opening, or for such longer period of time that vendor may
agree to in writing upon request of OWNER.
3. In submitting this Proposal, vendor represents, as set forth in the Agreement that:
A. Vendor has examined and carefully studied the Proposal Documents and the
following Addenda, receipt of all which is herby acknowledged.
Addendum No. Addendum Date
4. Vendor is familiar with and is satisfied as to all federal, state and local Laws and Regulations
that may affect cost, progress and performance of the proposal.
5. The Proposal Documents are generally sufficient to indicate and convey understanding of
all terms and conditions for performance of the work for which this proposal is submitted.
6. Vendor has correlated the information known to Vendor, information and observations
obtained from the RFP in the Proposal Documents, and all additional examinations,
investigations, explorations, tests, studies, and data with the Proposal Documents.
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233

7. Vendor has given written notice of all conflicts, errors, ambiguities, or discrepancies that
Vendor has discovered in the Proposal Documents, and the written resolution thereof by
the City is acceptable to Vendor.
8. The Proposal Documents are generally sufficient to indicate and convey understanding of
all terms and conditions for performance of the work for which the proposal submitted.
9. Vendor further represents that this proposal is genuine and not made in the interest of or
on behalf of any undisclosed individual or entity and is not submitted in conformity with
any agreement or rules of any group, association, organization or corporation; Vendor has
not directly or indirectly induced or solicited any other Vendor to submit a false or sham
Proposal: Vendor has not solicited or induced any individual or entity to refrain from
Proposing; and vendor has not sought by collusion to obtain for itself any advantage over
any other Bidder or over the City.
Submitted by:
Company Name:
Name of Individual:
Title:
Address:
Phone:
Email:
Authorized Signature: Date:
Printed Name & Title:
RFP0266-051426 Energy Solicitation - Energy Tracking Software
229 Main Street, Nashua, New Hampshire 03061 - Phone (603) 589-3330 - Fax (603) 589-3233