3-HOA Heat Pump Adoption RFP Final.pdf

September 2026

Boulder County OSCAR Request for Proposals

Multifamily HOA Heat Pump Adoption Program

Introduction Boulder County OƯice of Sustainability, Climate Action & Resilience (OSCAR) is seeking proposals from qualified consultants to administer and manage a Multifamily Heat Pump Adoption Program (Program) for homeowner association (HOA) townhomes and condominium properties throughout Boulder County, Colorado.

The Program aims to increase adoption of Cold Climate Air Source Heat Pumps in Home Ownership Association (HOA) communities that often face additional preapproval regulations in place related to property improvements. The goals of the County are to support a streamlined resident and HOA experience, reduce barriers unique to multifamily HOA buildings, and provide cost savings through coordinated purchasing or similar model.

This program expects to identify 2-4 HOA communities in Boulder County in 2027 that are appropriate candidates and work in collaboration with the consultant to deliver the following:

Strong outreach and education tailored for multifamily HOA audiences High-quality installation and design Responsive customer and HOA support Strategies to streamline HOA architectural approval and community adoption EƯicient rebate and incentive processing Competitive pricing at scale

County does not seek the lowest cost proposal at the expense of safety, performance, or resident comfort. All installers and vendor partners must meet or exceed County expectations for quality and customer service.

Program Scope of Work The selected consultant will collaborate closely with Boulder County staƯ and design, administer, and implement a comprehensive multifamily focused heat pump adoption program. The program must deliver competitive pricing, high-quality installation, and a streamlined and supportive experience for residents, HOAs, and property managers across a diverse set of multifamily buildings, including townhome communities, condominium complexes, and attached homes governed by architectural or design review processes.

The consultant will be responsible for establishing program workflows, managing customer and HOA communications, supporting residents throughout installation and rebate processes, ensuring compliance with municipal and utility standards, and maintaining rigorous quality assurance across all installation partners. Work will include both program-wide responsibilities and unit level technical assistance. The consultant must demonstrate the ability to navigate multifamily-specific challenges such as shared infrastructure, varying HOA rules, limited outdoor unit placement options, and resident/board decision-making dynamics.

The consultant must ensure that all services delivered under the Program reflect core County values of equity, accessibility, high-quality work, and bilingual support.

Coordination with County staƯ will occur on a regular schedule to ensure transparency, shared decision-making, and continuous improvement throughout the Program lifecycle.

Consultant Qualifications

The consultant must demonstrate:

Extensive experience with heat pump system design, sizing, and installation in multifamily HOA contexts, including attached housing with shared walls, limited exterior space, or constrained equipment placement options.

Familiarity with HOA and condominium association governance, including architectural design review processes, approval timelines, typical objection patterns, and required documentation for exterior mechanical equipment.

Technical experience navigating complex electrical configurations commonly found in multifamily units, such as shared electrical rooms, undersized panels, multiple subpanels, meter banks, or long wire runs.

A customer service model capable of supporting individual residents, HOA board members, and property managers with clear communication, timely responses, and eƯective troubleshooting.

Expertise in federal, state, regional, and utility incentives, including the ability to advise residents on eligibility, structure installation plans around incentive rules, and assemble documentation or rebate submissions on behalf of customers.

Consultants may utilize in-house installers or subcontracted vendor partners; however, all subcontracted vendors are expected to meet any and all technical requirements outlined in this RFP.

Technical Requirements

The consultant and their installers must be capable of:

Conducting Manual J and S or equivalent calculations for installed units Following Air Conditioning Contractors of America (ACCA) installation standards for ducted installs Meeting all Cold Climate Air Source Heat Pump performance standards required by the County and all applicable rebate programming in the region Ensuring compliance with local building codes, permitting rules, and HOA architectural requirements

Deliverables

Program Design, Outreach, and Application System

Co-development of a multifamily outreach plan in collaboration with Boulder County, including strategies for communication with residents, HOA boards, condo associations, building management and related parties.

Creation of a user-friendly application system that supports both:

o Individual unit participation o HOA level authorization or building level approvals

Co-Development of guidance and resource materials for residents, HOA representatives, and building managers regarding the installation process, rebates, incentives, and typical expected timelines.

Comprehensive pre installation and post installation support, including:

o Completing HOA architectural review applications and design documents and submission for residents o HOA Board support o Coordination of site assessments o Support during installation scheduling o Post installation verification, troubleshooting and customer support

Customer Success and Support

Provide a robust customer support strategy with transparent communication methods

OƯer comprehensive resident support for all applicable architectural review guidelines in place

Track pre- and post install issues Coordinate issue resolution between residents, installers, HOAs, and property managers Respond to customer inquiries or complaints within two business days Ensure support is accessible to limited English households

Installer Qualification and Oversight

Consultant must confirm installer eligibility, including:

Minimum relevant experience with multifamily HOA electrification Required licenses and certifications within Boulder County jurisdictions Knowledge of all applicable rebate programs Compliance with Manual J or equivalent requirements, manufacturer specifications and ACCA installation standards Documentation submission for all installations

Consultant must conduct quality control verification on at least 10% of all installations, including the following:

For both ducted and ductless systems:

Nitrogen Pressure Test Vacuum Decay Test Refrigerant Charge Verification Controls Verification

Where ductwork is installed:

Total External Static Pressure (TESP) Airflow Measurement Duct Leakage Test System Performance Verification (Capacity and EƯiciency)

Reporting Requirements

The consultant will:

Conduct weekly coordination meetings with County staƯ

Submit monthly written progress reports Provide a final comprehensive program report including:

o Total participating units and buildings o Installation specifications o Cost data o Projected energy and cost savings using RMI software or equivalent) o Verification results o Barriers faced, challenges overcome, and recommendations for future multifamily HOA electrification programs

Proposal Submission Requirements Proposals must include the following:

Approach and Methodology

A detailed description of how the consultant will meet all program requirements, including multifamily specific strategies for outreach, customer service and installation.

Project Timeline

Submit a proposed project timeline identifying start and end dates for all tasks and deliverables. The timeline should reflect realistic and achievable timeframes that align with County expectations and program requirements.

Marketing and Outreach Strategy

A detailed marketing and outreach strategy for engaging HOA board members, residents and other interested parties. At a minimum, this section should include:

Preferred communication platforms and channels, and analysis on how these tools will help attract potential customers and advance awareness of the program to qualified communities

Sample key messages that the proposers will use to communicate with audiences they identify (homeowners, HOA board members, landlords, etc.)

Approach to complying with Boulder County’s digital accessibility, plain language and language access best practices including:

o Compliance with digital accessibility requirements for online information o Producing content at eighth grade reading levels o Providing eƯective language access, with emphasis on Spanish and

English Anticipated customer questions or concerns and the proposer’s standard responses

Identify the technology platforms, communication tools, or traditional outreach methods that will be used to market the program and engage potential participants. Proposers should address the accessibility and effectiveness of the proposed methods.

Organizational Structure and StaƯing

Provide an organizational chart and staffing plan that identifies all personnel who will be substantially engaged in the project. Include résumés for each key staff member, highlighting qualifications, relevant experience, and role in program delivery.

Relevant Experience

Describe prior program related experience, including:

Project descriptions Summary of the process and major tasks undertaken Outcomes and performance metrics, if available Contact information for partner organizations, jurisdictions, or clients associated with each referenced project within the past 5 years

Budget for Support Services

Submit a detailed pricing outline with all costs associated with providing the proposed services. The pricing must clearly describe labor categories, hourly rates, anticipated hours, and any additional costs the County should expect. Boulder County is tax exempt, so total cost must exclude any federal or state tax.

Budget for Equipment and Installation

Submit detailed pricing, exempting any and all publicly available rebates, outlining the material and labor cost of two example systems:

1. Northeast Energy Efficiency Partnership (NEEP) certified Cold Climate 2.5-ton, 3 head split system

2. NEEP certified Cold Climate 3-ton ducted system

Define any discounts oƯered for the bulk purchase and bulk installation of these systems at the volume of 2-4 HOA communities or equivalent installation target (i.e. # of units) compared to the cost of a standalone installation in a single-family home.

Clearly delineate what is included in the per unit pricing and what would be assessed as a variable charge based on the circumstances of the home. For example, is there an extra charge for long line sets, going through an attic, sealing existing ducts, duct modification, etc.

Detail proposed warranties for selected equipment, including any and all warranties for parts and labor on behalf of the manufacturer and the installer.

Customer Service, Design, Installation, and Quality Controls

Explain the methods by which exceptional customer service, quality heat pump design and quality heat pump installation will be measured, managed, and enforced by both the vendor and installation partner(s). Explain if the program will utilize ACCA’s Verified System Performance or Verified System Operation programs for ducted heat pump installations. If not, explain why the proposed alternate solution will yield an equivalent level of quality assurance.

Evaluation Criteria The proposals will be reviewed by a selection committee. The committee may request additional information from vendors or request interviews with one or more vendors. Final evaluation and selection may be based on, but not limited to, any or all of the following:

Description Points

Proposal Statements, Experience and Ability to Fulfill Requirements:

-Professional experience and success in similar MFU or HOA work

-The capacity and capability to perform the work within time limitations and County preferred specifications

Budget for support services 15

Budget for equipment and installation 15

Approach and systems in place to ensure high-quality design, installations, and customer service

Demonstrated ability to serve our priority populations including low-income and non-English speaking populations

Total Possible 100