2025-038-7063 - Residential Mechanical and Weatherization Services.pdf

Solicitation Number No.: 2025-038-7063, Pre-Proposal Meeting Date: May 14, 2025, at 10 AM CST Project Title: Residential Mechanical and Weatherization Services, Proposal Due Date: 6/5/2025

PUR-FRM-051

REV. 2 – 7.20.2023

REQUEST FOR PROPOSAL

RESIDENTIAL MECHANICAL AND WEATHERIZATION SERVICES

Contents I. Introduction, Purpose and Intent II. Specifications or Scope of Work III. Evaluation Criteria IV. Proposal Format V. Documents Submitted with Proposal or Upon Request IX. Opening of Proposals X. Additional Questions and Answers During and/or After the Pre-Proposal Conference XII. Location and Invoicing XIII. Communication XIV. Review of Proposals XV. Proposal Pricing XVI. Insurance XVII. Discussion With Reasonably Qualified Proposals XVIII. Rejection or Acceptance of Proposals XIX. Late and Withdrawn Proposals XX. Confidentiality XXI. Disqualification Of Proposers XXII. Permits Required by Law XXIII. Records and Audit XXIV. Assignment of Contract XXV. Default by Proposer XXVI. Termination XXVII. Miscellaneous XXVIII. Indemnity XXIX. Selection Process XXX. Development Costs XXXI. Contract Award XXXII. Certificate of Interested Parties (Form 1295) XXXIII. Conflict of Interest XXXIV. Contract Provisions

REV. 2 – 7.20.2023

I. Introduction, Purpose and Intent

The purpose of this Request For Proposal (RFP) is to establish a three-year term service price agreement with two one-year renewal options. The goals of this program are to reduce energy usage in single and multi-family residences and lower energy consumption and energy bills for low-income residents in Dallas County through energy audits, energy efficiency measures, upgrades, weatherization, and education regarding energy conservation.

The County anticipates selecting up to two (2) Contractors categorized as primary and secondary on the basis of qualifications, the highest points earned, and available funding to perform basic weatherization improvements that offer the “best value” to the County, based on the published evaluation criteria on page 11. The primary vendor will have the right of first refusal on all work orders.

II. Specifications or Scope of Work

2.1. Contractor is responsible for all charges, wages, salaries, benefits, overhead, insurance, bonds, permits, labor, materials, tools, instruments, supplies, equipment, delivery, freight, transportation, mobilization, job site cleanup, service, overhead, supervision, management, reports, quality controls, and all other associated cost including incidentals necessary to perform weatherization improvements services and products outlined in this solicitation. All services and inside delivery will be Freight On Board (FOB) Destination per work order assignment.

2.2. All materials must meet applicable United States (U.S.) Department of Energy (DOE) standards and must comply with the Texas Department of Housing & Community Affairs (TDHCA) materials standards set forth in the Retrofitting Texas – TDHCA’s SWS Field Guide, International Energy Conservation Code (IECC) Compliance Guide for Texas, DOE Standard Work Specification for Home Energy Upgrades (SWS), the Lead-Safe Weatherization Minimum Standards, Attachment A – Cost Sheet. Throughout the duration of the contract, Dallas County Health and Human Services (HHS) staff will identify weatherization/energy efficient measures for each assignment to the Contractor.

2.3. Dallas County will not be billed for materials, transportation, and delivery costs. Materials must be new and in good condition. Dallas County will not be charged for items, which are damaged prior to or during installation, or for wasted or unused (excess/leftover) materials. All weatherization materials must be installed in accordance with the standards contained in the TDHCA field guides (referenced above). Dallas County will pay only for those materials which meet applicable standards and which are acceptably and properly installed on eligible dwelling units (for example: a house, apartment, or other place of residence).

It is Dallas County’s intent to secure proposal prices for all customary weatherization materials. Incidental items not included in Dallas County’s solicitation (i.e., nails, screws, fasteners, miscellaneous hardware, etc.) will not be billed to Dallas County.

2.4. Contractor will be held responsible for securing all necessary permits and applicable fees, hiring all necessary work crews, including licensed HVAC personnel, electricians and plumbers. All subcontractors used by the Contractor are bound by the same requirements, standards, licensing, insurance coverage, and all other provisions included herein that govern the Contractor. The Contractor must verify that each subcontractor meets the contractor criteria contained herein. The Contractor is responsible for the performance of any subcontractors who are held to the same standard of quality performance as the Contractor.

2.5. Contractor shall arrange for inspections with appropriate local inspectors and inform the Dallas County

Health and Human Services staff and client/customer as to the date and time of the inspection. All permits shall be billed as a pass-through cost with no mark-up and listed as a separated line item on invoice.

Contractor must provide proper documentation with each client invoice in order to support payment of

REV. 2 – 7.20.2023

permit. Failure to provide the supporting proof documentation will result in non-payment permit expenditure (for more details, please refer to the Location and Invoicing section in the solicitation document).

2.6. All services performed under this contract will be conducted during normal business hours (Monday through Friday, 7:30 a.m. - 5:00 p.m.) excluding Holidays, unless prior arrangements are made in advance with Dallas County Health and Human Services staff, homeowner, customer and/or client.

2.7. Contractor shall have dedicated personnel who are accessible by phone or for each Weatherization

Assistance Program & Comprehensive Energy Assistance Program (WAP & CEAP), during normal business hours and on weekends and evenings for emergencies. Work-day hours are defined as Monday through Friday, 7:30 a.m. to 5:00 pm. Contractor shall respond to emergency issues within three (3) hours of notification. Contractor is required to have personnel available to communicate fluently in English and Spanish with clients who are receiving services as part of this contract.

2.8. Contractor’s field staff or work crew must be proficient and trained in the proper installation of comprehensive weatherization measures as well as the knowledge to understand the use and application of weatherization diagnostic equipment and tools. The contractor is required to conduct blower door and CAZ (Combustion Air Zone) tests prior, during and after the work (air sealing) has been completed. The air exchange rate must satisfy the desired range as prescribed by Dallas County at the time the work order is assigned. Contractor shall assure that staff is qualified to provide services as required by Dallas County under this contract agreement.

2.9. Contractor must also be prepared to adhere to the Davis-Bacon Act Requirements https://www.dol.gov/agencies/whd/government-contracts/construction if applicable, including preparation and submission of weekly wage reports, payment of prevailing wages for workers, unannounced monitoring of records, work site audits, work crew interviews, etc. Random monitoring of contractors’ work will be conducted by various agencies from the U.S. Government and the State of Texas.

Dallas County Weatherization Staff will inspect all completed work prior to invoicing.

2.10. U.S. Environmental Protection Agency (EPA) Renovate, Repair, Painting Program Rule (RRP rule):

https://www.epa.gov/lead/lead-renovation-repair-and-painting-program EPA regulations now mandate that any contractor or maintenance staff, from plumbers to electricians to painters, who disturbs more than 6 square feet of lead paint present, replaces windows or does any demolition while working in a pre-1978 home, school or day-care center, must now be Lead-Safe Certified and trained in lead-safe work practices.

If not, fines may be imposed.

2.11. Contractor is responsible for adhering to the Lead Safe Weatherization Practices as outlined in the Lead

Safe Weatherization Jobsite Handbook and EPA Lead Safety Practices when performing work on older (pre-1978) housing, dwellings, and units.

2.12. Contractors must be prepared to adhere to TDHCA’s and DOE’s most current American Society of

Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) 62.2 standards https://www.ashrae.org/technical-resources/bookstore/standards-62-1-62-2 when meeting indoor air quality requirements. The contractor is responsible for all costs necessary for fan installation and venting, which must be done according to the manufacturer’s instructions. This may include but is not limited to;

insulated pipe to the outside complete with cap, timer, additional wiring, junction boxes, and switches.

2.13. Contractor shall be fully responsible for the removal and disposal of all refrigerants, chemical, material, equipment, units, water heaters, and component parts associated with repair and/or replacement services.

https://www.dol.gov/agencies/whd/government-contracts/construction https://www.epa.gov/lead/lead-renovation-repair-and-painting-program https://www.ashrae.org/technical-resources/bookstore/standards-62-1-62-2

2.14. Health and Safety Requirements: In providing services pursuant to this solicitation, Contractor shall comply with all applicable requirements of the Local Jurisdiction, Uniform Building Code, Mechanical Code, Electrical Code, Uniform Plumbing Code, International Plumbing Code, Fuel Gas Code, American Society of Heating, Refrigerating and Air-Conditioning Engineers, Energy Code, Ozone Depleting Chemicals Ordinance, as well as Occupational Safety and Health Administration (OSHA) safety regulation. Contractor must also meet Contractor Work Hours defined by each city within the County, and the Safety Standard Act requirements.

2.15. Participating contractors and all of their personnel, staff members, and subcontractors providing service under this RFP must be a LEAD-Safe Certified Firm and all field workers must receive certification training in the EPA’s Renovation, Repair and Painting Rule and other related topics. All training will be conducted by an EPA Certified Trainer. Contractors and all of their personnel, staff members, and subcontractors that works in Dallas County Health and Human Services Department‘s clients/customers dwelling, homes shall strictly adhere to the guidelines.

2.16. Contractor shall maintain safeguards against the occurrence of accidents, injuries or damage to any person or property around the project or work site. Barricades, shelters, lights, caution tape and/or signs shall be placed around all work areas. Contractor shall comply with all safety regulations set forth by OSHA regarding safe work practices. Contractor will provide proof that all workers have been trained in the use of proper Personal Protective Equipment (PPE).

2.17. Safe Work Practices, shall include but not be limited to:

• Keep work areas clear

• Replace tools or extension cords that have frayed wiring or a missing grounding prong - Do not strain electrical cords or plugs, which may cause fraying or damage.

• Always remove a plug from the outlet - do not pull it from a distance

• Use a Ground Fault Circuit Interrupter (GFCI) Ground Fault Circuit Interrupter for all tools

• Assure safety guards are on and working properly on equipment

• Use the right personal protection equipment (PPE) and clothing when operating machinery. Loose clothing may get caught and cause serious injuries.

• Use bulb protection for work lights

• Use good judgment when working near power lines.

• When performing electrical work use “Lockout/Tagout” procedures for that circuit

• Designate a competent person to conduct periodic inspections of tools and equipment

• Know ladder and scaffold set up and safety

• Use fall protection when working 6 feet or more above ground

2.18. Contractor is responsible for providing all documentation related to the standards for the installation of materials pursuant to the federal Weatherization Assistance Program. Documentation must be complete and legible. Photographs of all Energy Conservation Method (ECM’s) installed, including labels showing serial numbers, model numbers, efficiency ratings and other specifications are required.

2.19. Dallas County will not be charged separately for contractor’s participation in the use of the blower door, duct blower, CAZ testing, exhaust fan flow measurements or conduct of required diagnostic tests, for carbon monoxide or indoor relative humidity (IRH) testing, for the costs of job-related transportation, for tools or equipment needed to perform weatherization work, for disposal of debris removed from the job site, for staff training or for fringe benefits.

REV. 2 – 7.20.2023

2.20. Contractor guarantees that the products proposed in accordance with this statement of work shall be new in appearance and function and shall have never been used. Remanufactured or refurbished products are not acceptable. Dallas County will verify this requirement as part of a quality assurance process.

2.21. Contractors will be required and must be prepared to install ECM’s in single-family homes including site built, manufactured and mobile homes as well as multi-family complexes (apartments). The materials used must comply with Federal specifications noted in the 10 Code of Federal Regulation (CFR) 440 DOE A- 10CFR440 requirements and Retrofitting Texas - Texas Department of Housing and Community Affairs Field Guide, the current WAP Health & Safety Plan, and DOE Standard Work Specification (SWS) for Home Energy Upgrades.

2.22. All measures must be installed pursuant to and in compliance with the federal Weatherization Assistance

Program regulations, policies and procedures, as well as with applicable state, local and Dallas County HHS requirements. Appliances must be Energy Star certified.

2.23. Contractor and Contractor’s staff shall be solely responsible for all methods, techniques, safety precautions, and procedures and for coordinating all portions of the work according to Dallas County technical and programmatic manuals in policies.

2.24. Materials shall be installed in accordance with the specifications and outlined in, but not limited to:

• Retrofitting Texas: Texas Department of Housing and Community Affairs SWS Field Guide(PDF) https://www.tdhca.texas.gov/sites/default/files/community-affairs/wap/docs/21-SWS-TX- FieldGuide.pdf

• International Energy Conservation Code (IECC) Requirements (energycode.pnl.gov) (https://eepartnership.org/wp-content/uploads/2016/02/Texas-2015-IECC_5-17-16.pdf)

• National Renewable Energy Laboratory (NREL) Standard Work Specification for Home Energy Upgrades (https://sws.nrel.gov/)

• Contractor shall comply with all applicable state and local building codes.

2.25. All materials to be used must meet the U.S. Department of Energy (DOE) materials specifications (refer to 10 CFR 440, Appendix A) and must comply with the minimum standards set forth in the Retrofitting Texas: Texas Department of Housing & Community Affairs SWS Field Guide, DOE Standard Work Specification for Home Energy Upgrades (SWS), and the Lead-Safe Weatherization Minimum Standards.

Upon contracting, submittals of the materials being used for approval will be required.

2.26. Weatherization Energy Conservation Measure (ECM) to be installed may include, but not limited to:

• Sealing up the dwelling structure to address air infiltration;

• Installation of attic wall and floor insulation;

• Repair, retrofit, and replacement of inefficient home heating/ cooling systems, and provide other related mechanicals services;

• Replacement and/or repair of HVAC systems, including central systems and duct work;

• Central and vented wall furnaces, removal of unvented space heaters;

• Venting items to code;

• Electrical repair where health and safety of occupant is at-risk; Upgrades and repairs are allowed when necessary to perform specific weatherization measures.

• Mechanical Ventilation per ASHRAE 62.2. Existing fans and blower systems should be updated if not adequate;

• Plumbing repair;

https://www.ecfr.gov/current/title-10/chapter-II/subchapter-D/part-440 https://www.ecfr.gov/current/title-10/chapter-II/subchapter-D/part-440 https://www.tdhca.texas.gov/sites/default/files/community-affairs/wap/docs/21-SWS-TX-FieldGuide.pdf https://www.tdhca.texas.gov/sites/default/files/community-affairs/wap/docs/21-SWS-TX-FieldGuide.pdf https://eepartnership.org/wp-content/uploads/2016/02/Texas-2015-IECC_5-17-16.pdf https://sws.nrel.gov/ https://www.ecfr.gov/current/title-10/chapter-II/subchapter-D/part-440/appendix-Appendix%20A%20to%20Part%20440 https://www.ecfr.gov/current/title-10/chapter-II/subchapter-D/part-440/appendix-Appendix%20A%20to%20Part%20440

REV. 2 – 7.20.2023

• Minor structural repairs (include roofing, siding, ceiling, floor, foundation, and mobile home belly repairs) that are necessary for the installation of energy conservation measures

• Removal and replacement of window A/C units;

• Air leakage test-blower door and duct blaster tests

• Replacement of refrigerators; gas stoves and water heaters;

• Repairing or replacing leaking faucets and low flow shower heads;

• Replacement and/or repair of windows, doors or storm windows;

• Installation of LED or other high efficiency lighting;

• Installation of solar screens; weather-stripping, caulking, and other air infiltration reduction measures;

• Other items may include tub surround work, door adjustments, jamb-ups, minor roof repairs, sheetrock work, installation of gas and electrical lines, digital thermostats, smoke and CO detector installation etc.

• Incidental Repairs- Defined as repairs necessary for the effective performance or preservation of weatherization materials.

• Health and Safety related repairs;

• Lead testing/working in accordance with EPA’s Lead; Renovation, Repair and Painting Program

(RRP). Job site set up and cleaning verification is required by a Certified Renovator.

• Lead Safe Weatherization items

2.27. Contractor must also conduct a carbon monoxide (CO) test on all combustion appliances in each dwelling.

When CO levels exceeding 09 ppm (parts per million) are detected as the ambient CO level in a home the contractor will disregard all air-sealing requirements and notify Dallas County prior to initiating weatherization activities. Should knob-and-tube wiring be discovered during the pre-installation assessment, the contractor must immediately contact Dallas County prior to the installation of any weatherization measures.

2.28. All heating, ventilation, furnaces, heat pumps, air conditioning, coils, water heaters, commercial refrigeration equipment and components installed by Contractor must be Air-Conditioning, Heating, and Refrigeration Institute (AHRI) https://www.ahrinet.org/ Certified.

2.29. Assignment of Work: Shall be issued substantially on the basis of the pre-described and tasks to be performed by the Contractor as identified and specified by the County. The terms of the assignments issued in this solicitation and the Contractor’s proposal shall govern all of the work issued. It is the obligation of the Contractor to perform the work issued within the time stated in the assignment. The scope of work under the assignment includes all work specifically identified by the Dallas County for the weatherization of qualified residences, dwelling, unit, etc. The County will have the ability to assign work as is deemed necessary to each contractor.

2.30. Contractors with unfinished assignments beyond the defined due date will miss the next allocation of homes until all outstanding assignments are completed. Other factors that may impact future assignments include customer satisfaction feedback and inspection failure rates. In the event of a multi-family project, assignments will depend on the size of the project and Contractor’s staffing capacity and will be made by building rather than by unit.

2.31. Assignment Schedule: The Contractor shall obtain all required permits within five (5) working days after receiving the assignment(s) from Dallas County. Weatherization improvements shall be completed within thirty (30) days per dwelling/unit. In emergency or unusual situations, the County may require that the assignment be completed on an expedited basis.

https://www.ahrinet.org/

2.32. Each unit assigned pursuant to this contract must be completed in a thirty (30) days per dwelling/unit. The contractor is expected to provide weekly (or mutually agreed date) progress reports to Dallas County indicating work schedule and work status.

2.33. Contractors will be required to thoroughly review the work order assignment and the client’s home prior to commencing any installation of Dallas County HHS-prescribed weatherization measures and ensure that all measures have been installed completely and satisfactorily prior to submitting a Weatherization Report (WR) and requesting a Final Inspection to be performed. All work will be inspected by Dallas County Health and Human Services staff prior to invoicing. Any deficiency in the contractor’s work, work product, appliances, etc., work quality or performance, client satisfaction, or compliance will require immediate resolution by the contractor (including additional work) at no additional cost to Dallas County Health and Human Services or the weatherization client.

2.34. Rejection of Assignments: When the County issues a list of potential assignments to the Contractor, the Contractor must review the list and notify the County within forty-eight (48) hours (excluding weekends) of any job(s) that the Contractor cannot accept. The Contractor must provide a written basis for the rejection of a potential customer. Repeated rejection of assignments by a Contractor may result in the Contractor being passed over for assignments, placed in default of the contract or possibly being terminated.

2.35. Scheduling Work with Clients/Customers: Upon scheduling the initial site visit, Contractor shall make a

“confirmation” call to the customer with a minimum advance notice of twenty-four (24) hours.

2.36. Assignments not started within the prescribed timeframe may be re-assigned to a different Contractor by Dallas County Health and Human Services staff, unless the Contractor can provide written justification for the delay. Contractor shall schedule all work, including final inspections.

2.37. The Contractor may be requested by Dallas County Health and Human Services staff to provide a log of all communication with customers including the person that made the contact, the telephone number or email address, time and result of the contact.

2.38. A client/customer must be present at all times when the Contractor is on the property. Contractor shall not enter into any verbal or written agreement to be present on the property without a client/customer being present. The client/customer is defined as the renter or homeowner or an adult (designated in writing) over the age of 18.

2.39. If Contractor cannot keep the appointment, Contractor shall call Dallas County Health and Human Services

Staff and the customer and cancel the appointment no later than twenty-four (24) hours prior to the scheduled appointment.

2.40. The Contractor shall make every effort to reschedule the appointment within two (2) working days and/or at the soonest time at the customer’s convenience. If an appointment is scheduled more than three (3) workdays after any cancellation, Contractor shall note the reason for the particular home. Contractor must demonstrate diligence in coordinating work to be performed and keeping the number of visits to the dwelling at a minimum.

2.41. If Dallas County pursues multi-family properties, or rental properties, the Contractor shall be responsible for coordinating work with the property manager or landlord. The contacting of individual tenants in multi-

REV. 2 – 7.20.2023

family properties will be the responsibility of the property manager. Once approved by landlords, single family dwellings will be contacted by the Contractor.

2.42. Final Inspection

2.42.1. Contractor shall submit a final inspection request to the assigned Dallas County Health and Human

Services staff within three (3) workdays of completing an assignment.

2.42.2. Contractor is responsible for correcting any work deficiencies identified by the Dallas County Health and Human Services staff during inspection. Deficiencies may include quality of workmanship, size of HVAC systems, incomplete work, etc. Failure to take required corrective action within a reasonable time period (5 workdays excluding holidays) may result in termination of the contract. The contractor is also responsible to guarantee his/her work. Therefore, any calls from customers/clients regarding problems with installed materials, equipment or appliances are required to be under a one-year warranty by the contractor. Any problems of this nature will require the contractor to return to the dwelling unit for corrective action at no cost to Dallas County or the client. A one hundred ($100.00) re-inspection fee will be assessed should Dallas County need to conduct a second Inspection of the dwelling unit as a result of contractor deficiencies. A one hundred fifty ($150.00) fee will be assessed to the contractor for each subsequent re-inspection that Dallas County is required to conduct in order to obtain a passing Final Inspection. If the issues are not resolved at the third inspection the job assignment will be terminated. Additionally, the Contractor is liable for any damages incurred as the result of improperly installed materials or equipment. All Contractors are required to meet minimum standards in regard to quality of materials purchased in order to weatherize a dwelling, unit, etc., for the Dallas County Weatherization Program serving Dallas County. The Contractor shall remedy all failed inspections at no additional charge to the County.

2.42.3. Contractor will submit Weatherization Reports only for those units fully completed and ready for

Dallas County’s Final Inspection. Following passing the Final Inspection, the contractor will be contacted and directed to submit the invoice(s) to Dallas County in a regular and timely manner for payment. The contractor must designate a financial/administrative point of contact for accounting purposes.

2.43. Quality Control: The Contractor shall be responsible for quality control and performing all work in accordance with applicable codes. The County will be responsible for quality control inspections and final inspections provided by either Dallas County Health and Human Services staff or contracted through third party vendors. Contractors are strongly encouraged to conduct self-performed quality assurance inspections prior to requesting a final inspection.

2.44. Customer Service: Customer service is a priority of the Program. Contractors are expected to maintain positive customer relationships at all times.

2.44.1. All Contractors must insure that the Contractor’s employees, subcontractors, and subcontractor’s employees shall treat each client/customer with dignity and respect.

2.44.2. Contractor must recognize the special needs and concerns of low-income, elderly and handicapped clients and must ensure that customers/clients are at all times treated respectfully and professionally.

2.44.3. The contractor’s staff must conduct themselves in a professional manner at all times.

REV. 2 – 7.20.2023

2.44.4. Employees shall present sufficient identification to prove whom they are employed by upon request of the client/customer.

2.44.5. Recognizing that customers may not be knowledgeable about weatherization work, the Contractor shall ensure clients/customers are knowledgeable about the work that will be or has been done to their home.

2.44.6. Contractor must communicate with clients/customers regarding construction strategy and work schedule.

2.44.7. Contractor must maintain a work environment that minimizes inconvenience to the household.

2.44.8. Contractor shall respond to all client/customer complaints within twenty-four (24) hours and make good-faith efforts to resolve such complaints within five (5) working days of receipt of the complaint.

Any failure to resolve a complaint within this timeframe shall be reported to the Dallas County Health and Human Services Staff in a written report. The Dallas County Health and Human Services Staff may, with management approval, and at Dallas County Health and Human Services Staff’s discretion, intervene if Contractor fails to resolve a complaint within the five (5) working days. Contractor must educate customers in how the proper use and care of the equipment, products and materials installed can help them save energy and money, the ways in which clients/customers can maintain and extend the life of any installed equipment, products, and educate customers in the use and care of any customer adjustable products.

2.44.9. Contractor must provide installation certificates, product warranties, and documentation to the client/customer on all equipment and products installed.

2.45. Contractor must submit a summary with an itemized listing of materials and labor costs for each weatherization dwelling unit completed. All weatherization work is performed on a cost-reimbursement basis. No draws and or advances will be provided under this or any subsequent agreement. Payment for labor and materials will be made when the completed work on the dwelling unit has passed a Final Inspection performed by Dallas County.

2.46. Site Maintenance: Contractor must remove all debris from the job site and dispose of it in a proper and responsible manner on a daily basis. The contractor will take all precautions necessary to protect all existing trees, shrubbery, plants, sidewalks, buildings, vehicles, etc., in the area where work is being done, as well as the building covered by the contract and its contents, and must rebuild, repair, restore and make good at his/her own expense all injury and damage to same which may result from work being performed under this contract.

2.47. Warranty: Contractor will be required to provide a one-year labor and material warranty on all materials installed, including labor, Consequently, any work deficiency or appliance malfunction, etc., will require the contractor to return to the client’s home and promptly resolve and make the work right at no additional cost to Dallas County or the weatherization client. The warranty will commence from the date of Dallas County acceptance of the work (the work has passed inspection).

2.48. Required Training by Dallas County Health and Human Services: Contractors and staff assigned to the resulting contract are required to attend Dallas County Health and Human Services’ New Contractor Orientation and Training prior to performing any work under this Program. Training will be provided within 30 days after award of contract at Dallas County Health and Human Services, 2377 Stemmons Freeway, Dallas, Texas 75207. Contractor shall also be required to attend monthly Contractor meetings

REV. 2 – 7.20.2023

for updates on weatherization-related topics. Further, Contractor personnel engaged in projects are required to attend any subsequent training offered by Dallas County Health and Human Services staff.

2.49. Transition Plan: The transition of services from the current Provider to the awarded Provider, should they differ, is a critical component of this RFP as there cannot be a lapse in service. The responding Provider must provide a detailed description of their experience in transitioning large volume customers. Providers should include details of the transitions completed, including the number of clients, number of accounts and within what timeframes, and the timeframe for the entire organizational transition.

2.50. Dallas County Responsibilities

2.50.1. Provide the contractor with a Work Order of all the approved work measures authorized to be performed by the contractor on the particular dwelling unit. Failure of the contractor to perform the work in accordance with the Work Order or instructions provided by Dallas County will be grounds for termination of the weatherization contract.

2.50.2. County will be responsible for final inspections provided by either Dallas County Health and Human

Services staff or contracted through third party vendors.

2.50.3. Dallas County Health and Human Services staff may pull an assignment from a Contractor if the Contractor has been unsuccessful in contacting customer within two (2) workdays of receipt of assignment and/or the completing assignment within the specified timeframe.

2.50.4. The County shall maintain notes from the on-site evaluations on the Scope of Work/Final Inspection

Form, including any deficiencies and corrective action required of the Contractor.

2.51. The County will have the ability to assign work as it is deemed necessary to each contractor.

III. Evaluation Criteria

Proposals shall be evaluated by an evaluation committee and award consideration shall be given to the highest ranked proposer(s). Award is subject to Dallas County Commissioners Court approval.

Criteria Points Qualifications, Demonstrated Experience in Providing Mechanical Heating, Ventilation, and Air Conditioning (HVAC) and Weatherization Services, Equipment, Capacity, Past Performances and References

Technical Resources, Staffing Levels, Management and Key Personnel Experience, Licenses, Certifications of Staff, Credentials and Training

Quality Assurance and Quality Control Plan 20 Cost 15 Small Business Enterprise 15 Total Points 100

IV. Proposal Format

The proposal shall be divided into tabbed, marked sections and shall include but not limited to information in the format as described in this section.

1. Executive Summary – the Respondent shall submit an executive summary, which outlines its understanding of the RFP requirements, the approach to be undertaken to perform the services, along with the general

REV. 2 – 7.20.2023

management approach, strengths and special expertise of the firm and the associated team/personnel to successfully accomplish the objectives of this RFP. This section should highlight aspects of this proposal, which make it superior or unique in addressing the needs of Dallas County.

2. Table of Contents - A table of contents shall be provided that identifies the consecutive page numbers where to find the various sections included in the proposal.

3. Letter of Transmittal - The letter of transmittal must include the following: clearly identify the submitting organization; identify the name and title of the person authorized by the organization to contractually obligate the organization; identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization; identify the names, titles and telephone numbers of persons to be contacted for clarification; identify the tax identification number; explicitly indicate acceptance of all the General Conditions and Requirements conditions.

4. Respondents’ Background, Qualifications, Experience, and Expertise in providing Mechanical and Weatherization Services as requested in the RFP to include but not limited to:

a. Respondent should clearly demonstrate Respondent’s qualifications to perform the activities described in the RFP;

b. State the number of years the Contractor (firm) has performed residential or home repair or weatherization; Please attach information that can be used to verify the years of experience entered.

Please specify areas:

1. Number of years in weatherization (Explain)

2. Number of years in home repair (Explain)

3. Number of years in multi-family repair (Explain)

c. Describe the number of years of organization’s experience in weatherization building science, energy efficiency project implementation, residential or commercial renovation activities and quality assurance monitoring;

d. Describe the number of homes/buildings your organization has performed energy-efficiency projects, renovated with quality completions, and/or has performed computerized energy audits;

e. Describe the number of years of your organization’s management experience in proposal design and implementation of programs of similar size and scope including subcontract management experience;

f. Provide a list of tools and equipment that will be used to perform weatherization services

g. Please provide a brief description of your experience doing retrofit related weatherization and what percentage it represents of your business (attach additional pages as needed). Describe your company’s experience in the following areas:

1. Using the blower door to perform pressure diagnostics and air sealing.

2. Installing insulation, including experience and equipment for installing high density insulation.

3. Working with lead paint in accordance with Lead Safe Weatherization Practices.

h. Provide your company’s weatherization production information for the past year. Include the number of units and the total dollar amount received for providing weatherization services.

i. Briefly describe how your company manages its contracts and workload to ensure production goals and deadlines are met. Include a brief description of your time management practices.

j. Describe your company’s current capacity to perform weatherization/specialty jobs as described is this documentation. Approximately how many jobs can your company complete in a month?

k. Does your company have the capability to provide specialty services such as electrical, carpentry, and plumbing roofing, pest control services, etc.? If yes, please explain.

l. Attach a copy of each relevant certification your company holds, such as: Lead Safe Weatherization (LSW), Building Performance Institute (BPI), Quality Control Inspector (QCI), Occupational Safety and Health Administration (OSHA), Heating Venting and Air-Conditioning (HVAC)

REV. 2 – 7.20.2023

license/certifications, etc.

m. Past Performance and References: Respondents shall provide at least five (5) reference letters for which or whom the Respondent has performed mechanical (HVAC) and weatherization services as outlined in this RFP from public (governmental) agencies, community action agencies, non-profit agencies, and/or private sector clients within the past five (5) years.

n. Indicate whether the firm has had any contracts terminated due to non‐performance within the past five (5) years. Provide details on any contracts so terminated including the stated reason for termination.

o. Provide any additional information deemed necessary by the Respondent believes to be pertinent but specifically requested elsewhere in the RFP including any value-added services that are available to Dallas County at no cost.

5. Technical Resources, Staffing Level, Management and Key Personnel Experience, Licenses, Certifications, Credential and Training

a. Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person.

b. Staffing Capacity - The Vendor selected must have the capacity to handle all samples submitted, begin work immediately upon their receipt, and provide a reasonable and efficient turnaround time.

In its proposal,

c. Provide resumes of the management/key personnel who will work on this contract. The resume shall include relevant experience, proposed role, education, training, certifications, and licenses.

d. Describe specialized training, experience and professional competence in the area directly related to this RFP.

e. Management/Key Personnel/Team’s experience with similar work. Designate persons that will be assigned to this contract, including those from sub-consultants. For each of the key personnel/team member provide the following information:

1. Name, title and assignment (position) for this contract

2. Resume which includes:

1. Number of years with this firm

2. Number of years with other firms

3. Experience

a. List of similar assignments

b. Estimated time that would be devoted to this contract.

4. Education / Degrees earned

5. Active registration

6. Active certification

7. Active licenses

8. Specialize Training

9. Year of Experience

10. Current job description or overview of current position

11. Other experience and qualifications which are relevant to this contract

12. Specific staff knowledge in the areas of energy efficiency measures and/or residential weatherization/renovation activities.

13. Proposed Role/Function under the contract

14. Employee of the Firm or Subcontractor

3. Provide Certificates or License related to:

1. Weatherization: must provide copy of current certification/licenses

2. Building Construction: must provide copy of current certification/licenses

3. Building Science: must provide copy of current certification/licenses

4. Mechanical: must provide copy of current certification/licenses

REV. 2 – 7.20.2023

5. Plumbing: must provide copy of current certification/licenses

6. Electrical: must provide copy of current certification/licenses

7. LEAD-Safe Certified Firm: must provide copy of current certification/licenses

4. Respondent shall provide an organizational chart and proposed management team for this account.

6. Quality Assurance, Transition Plan, and Quality Control Plan

a. Respondent shall describe its procedures to monitor the quality of the provided services relative to the scope described herein with the goal of providing and maintaining the highest level of customer service and satisfaction.

b. Provide a detailed description of your experience in transitioning large volume customers. Please include specific details such as the number of clients and accounts involved in previous transitions, the timeframes within which these transitions were completed, and the overall timeframe for the entire organizational transition. This information will help us assess your ability to manage the transition effectively.

c. Explain your quality assurance program. Describe internal quality control procedures including methodology, frequency, the person responsible, is the person dedicated to quality control, and corrective actions that can be taken.

d. Describe the methods Respondent uses to prevent and/or resolve conflicts

V. Documents Submitted with Proposal or Upon Request

1. Attachment A – Cost Sheet (Must be submitted with proposal)

2. Attachment S – Small Business Enterprise (SBE) Forms (Must be submitted with proposal)

VI. Pre-Proposal Meeting

During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A pre-proposal meeting will be held by the County whereby the respondents will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-proposal meeting will be the only time when respondent and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address through the County’s purchasing platform, https://www.bidnetdirect.com/texas/dallas-county, to the assigned Buyer. The County will respond to all questions by way of addendum which will be posted as part of the solicitation. The County, its agents, and employees shall not be responsible for any information given by way of verbal communication.

Pre-proposal conference 5/14/2025 at 10 a.m. (CST), the pre-proposal meeting will be conducted through a conference call.

Join the meeting now Meeting ID: 228 364 233 372 1 Passcode: 4sK2bU72

Dial in by phone +1 469-208-1731,,640373706# United States, Carrollton Find a local number Phone conference ID: 640 373 706#

The deadline for the submission of questions is May 13, 2025, at 2 p.m. (CST) through Bidnet.

https://www.bidnetdirect.com/texas/dallas-county https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_MjA1MWRjYmEtZTAwZC00NWVkLThiMjQtNzViYzQxNWE2NGUz%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%252251adcfad-72f1-479c-b28f-52412e04014b%2522%252c%2522Oid%2522%253a%25226f7e6e0d-1f84-43a8-a037-c8b93e424cb8%2522%257d&data=05%7C02%7CAhron.Molina%40dallascounty.org%7C56094747e8344264c18508dd8817b2a9%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C638816357535133164%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=pT5yj1%2FyhXEUUvD7TQd3XvKSOgfYbEYRGTinbhKpN1k%3D&reserved=0 tel:+14692081731,,640373706 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F4cb54bb0-5058-4ca7-b05b-eaab2899f828%3Fid%3D640373706&data=05%7C02%7CAhron.Molina%40dallascounty.org%7C56094747e8344264c18508dd8817b2a9%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C638816357535146415%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=HtLL04KfpOJvIfZvfFaLJtGm81NuXmU1AEzPEp%2Fl2SA%3D&reserved=0

REV. 2 – 7.20.2023

VII. Term and Commencement Date

This will be a three-year term contract with two one-year renewal options commencing upon award by Commissioners Court, upon meeting any insurance and/or bonding requirements (if applicable) and/or fully executing the contract (if applicable).

VIII. Award Method

The County’s intent is to award this solicitation to multiple vendors, categorized as primary and secondary, but the County reserves the right to award in the method that is most advantageous to the County.

The County reserves the sole discretion to determine whether a solicitation response is responsive. County reserves the right to reject any or all proposals and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of County. Late proposals will not be considered for award.

IX. Opening of Proposals

Proposal reading shall be conducted: 6/5/2025 at 2:30pm (CST) on the day the proposals are due. The reading will be conducted via a live meeting online at https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzY5MDA1ZDAtNTFkYS00MGFmLWE3N2MtN2M4ZmU4NDhiYWMx%40thread.v2/0 ?context=%7B%22Tid%22%3A%2251adcfad-72f1-479c-b28f- 52412e04014b%22%2C%22Oid%22%3A%226f7e6e0d-1f84-43a8-a037-c8b93e424cb8%22%2C%22IsBroadcastMeeting%22%3Atrue%2C%22role%22%3A%22a%22%7D&btype=a&r ole=a

Proposals will be publicly opened in compliance with public proposal opening statutory requirements. Proposer names will be publicly read aloud. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

X. Additional Questions and Answers During and/or After the Pre-Proposal Conference

Firms will be required to any submit additional questions presented at the pre-proposal and/or after the conference.

All additional questions must be received by 5/15/2025 at 2 pm (CST)

All questions and responses will be posted to the County’s website in the manner as previously stated herein. Dallas County reserves the right to reject/not respond to any questions received after the deadline date.

XI. Proposal Submittal and Exception Requirements

To be considered for award, the proposal response must be submitted by 6/5/2025 at 2:00 p.m. (CST).

Responses shall be submitted electronically through Bidnet, the County’s online public solicitation platform https://www.bidnetdirect.com/texas/dallas-county. Although the County prefers submissions in electronic form, a respondent may elect to submit their proposal in hard copy. To submit in hard copy, the vendor may deliver or ship to: Dallas County Purchasing Department, Records Building 500 Elm Street, Suite 5500, Dallas, Texas 75202. When submitting a response in hard copy, the County requires two (2) duplicate hardcopies (one original and one copy) to be submitted.

Any exceptions to the specifications/scope of work and/or terms and conditions shall be included in the solicitation response and shall appear in its own tab. Exception shall reference the page number, section and language for which exception is taken. The County reserves the right to reject any exception not in the best interest to the County or may lead the response to be considered nonresponsive and not considered for award.

https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_YzY5MDA1ZDAtNTFkYS00MGFmLWE3N2MtN2M4ZmU4NDhiYWMx%2540thread.v2%2F0%3Fcontext%3D%257B%2522Tid%2522%253A%252251adcfad-72f1-479c-b28f-52412e04014b%2522%252C%2522Oid%2522%253A%25226f7e6e0d-1f84-43a8-a037-c8b93e424cb8%2522%252C%2522IsBroadcastMeeting%2522%253Atrue%252C%2522role%2522%253A%2522a%2522%257D%26btype%3Da%26role%3Da&data=05%7C02%7CAhron.Molina%40dallascounty.org%7C779e16913f2743c9618e08dd8817fafb%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C638816358785350939%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=wOHpBOeKCJf%2FpmGRLBhnG9tdf%2Bu%2Fz1zTS4Oc0VxbqJ8%3D&reserved=0…