20252015_A1_Climate Program Navigator.pdf

Request for Information

Residential Climate Action Incentives Program Navigator

Solicitation No. RFI 20252015

Due Date and Time:

Tuesday, October 1, 2024

2:30 PM PST

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public.

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I. INVITATION TO SUBMIT INFORMATION

INVITATION TO SUBMIT INFORMATION

Notice to Suppliers Letters of Interest, including high-level price range information for a Residential Climate Action Incentives Program Navigator will be accepted by the Purchasing Office until Tuesday, October 1, 2024 @ 2:30PM. This Request for Information (RFI) is for informational purposes only and will not directly result in a contract award.

Project Description The City of Eugene is issuing this Request for Information (RFI) to solicit recommendations and expertise for the implementation of an equitable and impactful whole house electrification or energy retrofit program to facilitate the upgrading of existing residential buildings. Specifically, the City aims to understand how to best leverage current local, state, and federal funding and subsidy opportunities to decarbonize single-family homes and multi-unit residential buildings while prioritizing historically underserved communities.

The City wishes to compile information and establish a budget and a list of suppliers who may wish to submit proposals for a future Request for Proposals (RFP).

Upon review of the Letters of Interest, the City may issue a subsequent solicitation with the intent to purchase a solution.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in PDF format via email to the Purchasing Analyst referenced below.

Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the Request for Information.

Dated: September 3, 2024

Michelle Hahn, OPBC Purchasing Analyst Mhahn@eugene-or.gov https://oregonbuys.gov/bso/ mailto:Mhahn@eugene-or.gov

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II. INSTRUCTIONS TO OFFERORS

1. Fill out and return the attached Standard Request for Information Form with Offeror Letter of Interest. The City will use this information to contact Offerors about future solicitation requests.

Include Offeror responses to the questions outlined in Section IV. Questions for Offerors in Offeror’s Letter of Interest.

2. Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in pdf format by emailing the City’s Purchasing Analyst.

Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the RFI. Offeror shall bear all risks associated with delays in email or file sharing services.

3. Letters of Interest may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the deadline for submitting Letters of Interest.

4. This RFI does not commit the City to pay any costs incurred by any Offeror in the submission of Letters of Interest.

5. PUBLIC RECORDS: This RFI and one copy of each Letter of Interest received in response to it, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection, excepting any information that is considered trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

“This data constitutes a trade secret under ORS 192.501(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a letter of interest may depend upon official or judicial determinations made pursuant to the Public Records Law.

6. Questions or clarification requests shall be submitted by email to the City’s Purchasing Analyst no later than September 23, 2024. Contents of questions and clarifications should include a reference to the page or item being addressed, the reason and any proposed alterations. The City may limit the number of responses it provides in response to Offerors’ questions. Therefore, the City asks Offerors to prioritize questions asked. Do not include questions with the response to the RFI.

7. Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Offerors shall receive Addenda as follows: City will not mail notice of Addenda but will publish notice of any Addenda on OregonBuys. Addenda may be downloaded from OregonBuys. Interested Offerors should frequently check OregonBuys until closing.

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III. REQUIREMENTS / SPECIFICATIONS

Introduction

The City of Eugene is issuing this Request for Information (RFI) to solicit recommendations and expertise for the implementation of an equitable and impactful residential energy retrofit program.

Specifically, the City aims to understand how to most effectively leverage current local, state, and federal funding and subsidy opportunities to decarbonize single-family homes and multi-unit residential buildings while prioritizing historically underserved communities.

The City is particularly interested in approaches that:

1. Fully leverage existing utility, state and federal incentives

2. Maximize energy savings and greenhouse gas reductions

3. Ensure equitable access and benefits for low- and moderate-income households

4. Streamline the process for homeowners, landlords and renters

5. Support local economic and workforce opportunities

6. Integrate with existing programs and initiatives (utility, city, state, etc.)

Background

The City of Eugene has set ambitious climate goals, including reducing fossil fuel use by 50% by 2030 and decarbonizing existing buildings by 2045. Residential buildings account for approximately 11% of the City's total greenhouse gas emissions, making them a critical target for decarbonization efforts.

The City also wants to ensure that resources for energy efficiency and decarbonization are prioritized in an equitable manner. Residents who rent, are older, or have lower incomes are more likely to live in older buildings with poor insulation, higher utility costs, and less control over indoor air quality and temperature. These residents often face a range of barriers to accessing energy efficiency and electrification upgrade opportunities, including upfront costs; limited access to capital; lack of awareness or understanding of available programs; split incentives between landlords and tenants;

language barriers; limited technical knowledge; and concerns about disruption during retrofits.

Through a navigator service, the City is committed to overcome these barriers and ensure that the benefits of energy retrofits are accessible to all residents, particularly those in historically underinvested communities, while advancing its climate goals.

Anticipated Program Scope

The City intends for this program to achieve the goals described above by providing homeowners and landlords with a suite of home improvements that may include weatherization, energy efficiency, renewable energy, and electrification of household systems. Throughout this RFI, the City refers to home improvements that achieve a combination of these goals as “energy retrofits”.

The City's financial commitment for this program is limited to funding the administration of a program navigator role. There is currently no additional budget for the City to directly fund incentives or retrofit costs. A program navigator would be responsible for identifying, coordinating, and leveraging existing incentives and funding sources to support energy retrofit work. Respondents should outline strategies for maximizing the impact of third-party incentives and resources available to City residents.

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The City is interested in a program that could offer a range of turnkey services, including but not limited to:

Customer Intake

• Single point of entry (online, phone, in person)

• Home energy assessments

• Customized energy retrofit plans based on home condition and occupant need

Navigation and Support

• Guidance on accessing incentives, rebates, possibly financing

• Assistance with application process for various programs and incentives

• Coordination and scheduling of upgrade work with approved contractor(s)

Technical Assistance

• Education on energy efficiency measures, weatherization, renewable energy and electrification technologies

• Support for health and safety upgrades

• Assistance with electrical panel upgrades and other infrastructure improvements as needed Financial Support

• Braiding and stacking of multiple funding sources and incentives, including sequencing of work to optimize incentive opportunities

• Potential pathways to project financing, e.g., low-interest loans, on-bill financing Contractor Network Management

• Identification and maintenance of a vetted, qualified local contractor network

• Training and certification programs for local contractors

Community Outreach and Education

• Multi-lingual, culturally appropriate outreach campaigns

• Workshops and training events for residents and community organizations

Program Tracking

• Data collection and analysis system

• Reporting on program performance, energy savings, and equity metrics

• Coordination with local related residential decarbonization programs

Eligible Respondents This RFI is open to all qualified organizations and interested parties with a demonstrated track record in the design, management, and implementation of a residential energy retrofit program, including, but not limited to:

• Established for-profit firms (e.g., ESCOs, consulting firms) with expertise in building energy efficiency and decarbonization

• Non-profit organizations with a mission aligned with City climate and equity goals

• Community development organizations with strong understanding of local building, community and energy needs

• Partnerships combing the expertise of various entities

The City welcomes responses from partnerships that bring together complementary expertise and resources to address the full scope of an envisioned program.

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Instructions for Respondents

All eligible respondents are welcome to respond to this RFI. Responses must include:

1. Cover Page/Letter of Interest: Including respondent name, contact information, and type of organization.

2. Executive Summary: A brief overview of the respondent's proposed approach and key qualifications (max 2 pages).

3. Question Responses: Detailed answers to the questions provided below (max 10 pages).

4. Additional Information: Any supplementary materials the respondent wishes to include (max

5 pages).

5. Standard Request for Information Form

After reviewing RFI responses on a rolling basis, the City may invite selected respondents to provide additional information or participate in follow-up discussions.

This RFI is for information gathering purposes only and does not constitute a commitment to issue a future solicitation or award a contract. The City reserves the right to use the information gathered through this RFI to inform future program design and procurement decisions.

Evaluation Process The City will evaluate responses and consider the information gathered to inform the development of a formal Request for Proposal for program navigator services. Shortlisted proposers from the RFI process may be invited to submit proposals in response to an RFP.

The City reserves the right to not take further action based on the information received through this RFI. Issuing this RFI does not guarantee a future solicitation for program navigator energy retrofit.

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IV. QUESTIONS FOR OFFERORS

Questions for Respondents

Please provided responses to the following questions as part of your submission.

1. Program Design and Implementation

• Describe your experience and qualifications for handling various residential project and building types, including single family homes and multi-unit dwellings.

• Describe your proposed approach to implementing a comprehensive energy retrofit program that addresses the City's goals for equity and decarbonization. How might an approach differ for single-family homes versus multi-unit buildings?

• Provide an estimated timeline for program development and implementation, including recommended scope and key milestones.

2. Services and Delivery

• What are the specific services you would include in a program and how would they be delivered?

• How might a program address health and safety upgrade needs with energy efficiency and electrification measures? (e.g., addressing lead paint, asbestos)

• How would you approach collaboration with existing City departments, utilities, community organizations, etc. to enhance program effectiveness and avoid duplication of efforts?

3. Financial Strategies

• What would be the strategy for braiding and stacking various funding sources and incentives to maximize financial assistance for participants?

• Based on prior experience and best available information, what would be an estimate of the administrative costs and average per-home retrofit costs for different housing types (single-family, duplex, small multi-family)?

• How many households could be served annually, given City funding being limited to program administration?

4. Equity and Access

• How would you structure the program to ensure it reaches and benefits low- and moderate-income households and historically underserved communities?

• How would you address the split incentive challenge seen with rental properties?

5. Contractor Network and Workforce Development

• What would be the proposed approach to developing and managing a qualified contractor network?

• What partnerships or collaborations would be leveraged or developed to enhance program delivery and impact?

6. Outreach and Education

• What would be the strategies for outreach and engagement with residents in diverse geographic areas and non-English-speaking communities?

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• What outreach methods or technologies would be recommended or used to reach and engage hard-to-reach populations or those traditionally underserved by energy efficiency or electrification programs?

7. Program Evaluation and Reporting

• How would program outcomes be measured and reported on, including energy/carbon savings and equity outcomes?

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V. STANDARD REQUEST FOR INFORMATION FORM

I, the undersigned, and authorized representative of ________________________________ (Firm Name) which is a sole proprietor __________, partnership __________, or corporation __________ have read and thoroughly understand the specifications, the RFI instructions, and all other conditions of the Request for Information solicitation as well as all addenda issued for this solicitation by the City of Eugene for Climate Program Navigator and agree that the information submitted is accurate and correct.

Name: Title:

Signature: Date:

Company Name:

Tax ID Number (TIN): ___________________________________________________________

Address:

Phone: Fax:

E-mail Address: ________________________________________________________________

Company contact for this project (if different from above):

Name: Title: ______

Phone: E-mail: _________________________________