Business
Multi-Site Utility Bill Audit RFP Checklist
Build a utility-audit RFP around portfolio scope, utilities, lookback, tariff review, recovery, data security, pricing, reporting and ongoing monitoring.
Overview
A multi-site utility-audit RFP should make providers explain how they get from:
bill file
to:
validated correction or recovery.
Portfolio scope
State:
- number of locations;
- states/regions;
- utilities;
- approximate annual spend;
- centralized vs decentralized AP.
Historical lookback
Ask:
Do not assume one universal recovery period.
- how far back the provider reviews;
- whether lookback differs by utility/jurisdiction;
- what data is required;
- how missing historical bills are handled.
Utility coverage
Define:
- electric;
- gas;
- water/sewer;
- telecom;
- other vendor bills where relevant.
Audit methodology
Ask the provider to explain:
- rate/tariff review;
- billing error checks;
- tax/exemption review;
- meter/demand checks;
- duplicate charges;
- classification review.
Recovery
Ask:
- who documents the claim;
- who contacts the utility;
- who tracks it;
- how credits are verified;
- what happens when a claim is disputed.
Data ingestion
Ask:
- bill formats;
- portal access;
- AP exports;
- EDI;
- manual intake;
- secure upload.
Security
Ask:
- credential handling;
- access control;
- bill retention;
- subcontractors;
- deletion;
- incident process.
Reporting
Request examples of:
- finding register;
- recovery status;
- refund/credit evidence;
- portfolio summary;
- recurring monitoring.
Pricing
Normalize:
- contingency;
- fixed fees;
- subscription;
- implementation;
- recurring-savings share;
- minimums;
- termination.
Conflicts / independence
If the provider also sells:
ask how commercial incentives are disclosed.
- energy supply;
- rebates;
- other services;
Transition
If replacing a provider, ask how the new firm handles:
- historical open claims;
- current utility contacts;
- data handoff;
- overlapping monitoring periods.
Pilot
For a large portfolio, a pilot can test:
Define pilot success before award.
- data intake;
- methodology;
- findings;
- recovery;
- reporting.
Make the RFP test recovery discipline, not marketing statistics
The important question is not:
Who claims the biggest savings?
It is:
Who can prove a finding, pursue the correction and show the credit?
Explore OneStudio features, compare plans, or see the turnkey website option.
Questions businesses ask
Should the RFP require a refund guarantee?
No. Ask for methodology, proof and references rather than an impossible universal guarantee.
Should all bills be provided during the RFP?
Usually not. Provide enough scope/sample data for evaluation, then use a secure process after selection.
Should an energy broker be excluded?
Not necessarily. Evaluate commercial conflicts and the separation of audit/procurement work.
Does OneStudio run the audit after award?
No. OneStudio should remain the provider's public website, consultation/enquiry and ordinary relationship layer.