Request for Proposal: Utility Data Management System

Southern Illinois University Carbondale (SIUC) Facilities and Energy Management (FEM) seeks a comprehensive utility data tracking, costing, billing, payables, and energy management system. This new system will replace a university-designed system that is 25 years old. FEM seeks a solution that has comparable functionality to the current system but will be hosted by the awardee (Vendor, Proposer, or Offeror).

1. Registration for conducting business with the State of Illinois: (30 ILCS 500/20-43) Sec. 20-43. Bidder or offeror authorized to do business in Illinois. In addition to meeting any other requirement of law or rule, a person (other than an individual acting as a sole proprietor) may qualify as a bidder or offeror under this Code only if the person is a legal entity authorized to do business in Illinois prior to submitting the bid, offer, or proposal. The legal entity must be authorized to transact business or conduct affairs in Illinois prior to execution of the contract. Do not confuse this requirement with the Board of Elections certification. You may register to do business at https://www.ilsos.gov/departments/business_services/howdoi.html

2. If you do $50,000 worth of business annually with the State of Illinois, including the state universities, you are required to register with the State Board of Elections and obtain from them a certificate confirming your registration. If it is discovered that the vendor is non-compliant, but made a good faith effort to comply with registration efforts prior to the date the bid or offer is due, a chief procurement officer may provide the bidder 5 business days to achieve compliance. A chief procurement officer may extend the time to prove compliance by as long as necessary in the event that there is a failure within the State Board of Elections registration system. Responses to Invitations to Bid, Requests for Proposals, Requests for Information, and all other types of procurement solicitations are included in the calculation of this $50,000 annual amount, whether you receive a resulting award or not. If you do less than $50,000 worth of business annually, you may be exempt from the registration requirement.

There will be a pre-submission conference scheduled for this solicitation on February 12, 2026 at 10:00am to discuss the State of Illinois requirements and BEP/Veteran goals. This is a tele-conference. The number to join the conference and passcode can be found in section 1.2 of the bid documents. It is HIGHLY RECOMMENDED that you attend the pre-submission conference.

Submit 1 copies of the response as defined in the specifications.
The University reserves the right to accept or reject any and all responses or parts thereof.
Illinois Department of Human Rights (IDHR) eligibility number is required on all proposals, if applicable.
There is no BEP goal for this procurement.
The contract(s) for this solicitation could exceed $50,000 annually.