Clean_Heat_Rebate_Administration.pdf

REQUEST FOR PROPOSAL # 2025-067

Consultant Contract

Project Title: Clean Heat Rebate Administration

Table 1: Solicitation Schedule

Solicitation Release October 13, 2026

Pre-Submittal Conference (Non-Mandatory) October 22, 2026, 10:00am https://events.gcc.teams.microsoft.com/event/f23 ebf94-6652-444b-823b-fbcab07c5cd3@78e61e45-

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Deadline for Questions October 22, 2026, 5:00pm

Response Submission Deadline November 13, 2026, 5:00pm

Announcement of Successful Proposer(s) 12/11/2026 onwards

Estimated Dates of Interviews (if

Conducted)

11/14/26-12/4/26 (if conducted)

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/294637 https://events.gcc.teams.microsoft.com/event/f23ebf94-6652-444b-823b-fbcab07c5cd3@78e61e45-6beb-4009-8f99-359d8b54f41b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/f23ebf94-6652-444b-823b-fbcab07c5cd3@78e61e45-6beb-4009-8f99-359d8b54f41b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/f23ebf94-6652-444b-823b-fbcab07c5cd3@78e61e45-6beb-4009-8f99-359d8b54f41b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/f23ebf94-6652-444b-823b-fbcab07c5cd3@78e61e45-6beb-4009-8f99-359d8b54f41b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/f23ebf94-6652-444b-823b-fbcab07c5cd3@78e61e45-6beb-4009-8f99-359d8b54f41b?source=copyLinkLegacyShareLinkDialog

Procurement Contact Information

Procurement Contact: Steven Larson, Procurement Strategic Advisor, steven.larson@seattle.gov, (206) 684-4529

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

TABLE OF CONTENTS

1. Procurement Contact Information

2. Purpose and Background

3. Performance Schedule

4. Solicitation Objectives

5. Minimum Qualifications

6. Scope of Work

7. Contract Modifications

8. Procedures and Requirements

9. Selection Process

10. Proposal Evaluation

11. Award and Contract Execution

12. Response Materials and Submittal

Attachments:

A - City of Seattle Insurance Transmittal Document

B - City of Seattle Contract Boilerplate Language

1. Procurement Contact Information

Procurement Contact: Christine Bunch, Climate and Energy Advisor, christine.bunch@seattle.gov, (206) 615-

Proposals are to be submitted through the e-Procurement portal at https://procurement.opengov.com/portal/seattle, no later than 5:00 pm on Friday, November 13, 2026.

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

2. Purpose and Background

The City of Seattle (City) is committed to eliminating carbon pollution from buildings by accelerating the transition away from fossil-fuel-based appliances and equipment. Building on more than a decade of work to reduce emissions from oil-heated homes, the City is expanding its efforts to reduce reliance on fossil fuels and transition homes to energy-efficient, electric appliances, including but not limited to heat pumps, heat pump water heaters and electric cooking.

To support this transition, the City intends to provide instant rebates for the replacement of oil heating systems with high efficiency electric heat pumps which will reduce upfront conversion costs, streamline participation and accelerate the adoption of clean, electric heating and cooling. Subject to available budget, the City may expand the Clean Heat Program to also include incentives for gas heating systems to heat pumps

(including window heat pumps), and heat pump water heaters to further reduce fossil fuel use.

The City seeks to partner with qualified consultants capable of administering passthrough rebates to homeowners, creating and coordinating a participating contractor network, securely managing participant data, and supporting a program that is accessible, equitable, and effective through highly effective marketing.

Consultants should be able to offer Seattle residents a variety of equipment and brand options under each rebate.

This approach reflects Seattle’s broader climate goals to reduce household emissions, lower energy burdens, increase resilience, and support households—particularly moderate-income households in overburdened communities—in adopting clean, safe, and efficient technologies.

3. Performance Schedule

This will be a multi-year contract that may have different appliances in each year’s scope of work, dependent on funding sources and amounts. The known element of the program is to continue providing rebates to households converting from oil to heat pumps through December 2030. Additional program offerings may include gas to heat pump rebates, heat pump water heater rebates and electric cooking rebates but those offerings are subject to funding that is to be determined at this time.

4. Solicitation Objectives

The City expects to achieve the following outcomes through this consultant solicitation:

https://procurement.opengov.com/portal/seattle

• Identify qualified residential heat pump distributor(s) to provide incentives to reduce the cost of converting homes from oil and natural gas to electric heat pumps. The City’s goal is to convert approximately

300-350 homes/year from oil per year and 200 homes/year from natural gas (subject to available grants in

2027). The City is interested in options for homeowners – including multiple manufacturer and model choices where possible.

• Identify qualified residential heat pump water heater distributor(s) to provide incentives to reduce the cost of conversion from natural gas.

• Identify opportunities to leverage City incentive funds with private market resources that increase homeowner participation and support workforce inclusion and development.

• Leverage distributor's and/or a partnering manufacturer's consumer education and marketing resources to maximize customer awareness of heat pumps and heat pump water heaters.

• Prioritize Women and Minority Owned HVAC and Union contractors through inclusion in contractor pool and training opportunities.

5. Minimum Qualifications

Minimum qualifications are required for a Consultant to be eligible to submit a proposal response. Your submittal response must show compliance to these minimum qualifications. Those that are not responsive to these qualifications shall be rejected by the City without further consideration:

• Consultant must have a minimum of three years of experience coordinating with a network of heat pump HVAC and/or heat pump water heater installers, and promoting and managing manufacturer, utility or municipal rebates.

• Consultant must have successfully performed one contract with services similar to those described in this RFP.

• Consultant must be able to distribute ductless, mini-split, and central air sourced heat pump systems that meet or exceed a Heating Season Performance Factor (HSPF2) of 8.5 and a Seasonal Energy Efficiency Rating (SEER) of

15.2, and that is in accordance with the City of Seattle’s Noise Ordinance maximum noise levels for residential zones.

• Consultant must have a local office within 50 miles of the greater Seattle area and distribute qualified heat pumps and/or heat pump water heaters to at least ten different installers providing services in the Seattle area.

• Consultant must be able to advance/reimburse instant rebates to installers for work completed and seek reimbursement from City of Seattle monthly for rebates provided.

• Consultant must be able to properly review, approve, store, and transmit documentation submitted by installers for incentive verification and collect project data to report to the City of Seattle, in accordance with the City’s privacy and data security policies.

• Consultant must be able to provide at least one program orientation training per year to contractors and provide in-house support to contractors to respond to program questions.

6. Scope of Work https://www.seattle.gov/construction-and-inspections/codes/codes-we-enforce-(a-z)/noise-code

6.1. Clean Heat Rebate Administration

• Provide passthrough rebates to installers for replacing fossil-fuel appliances—including heat pumps, heat pump water heaters and electric cooking appliances. Rebates must be passed through to the customer by the contractor and stacked with utility or other incentives wherever possible.

• Collect, review, verify, and manage all required documentation and project data for rebate eligibility and compliance. Maintain secure records of all participant information and submit data uploads to the City of Seattle in accordance with City security protocols.

• Develop and implement marketing and outreach strategies to educate residents on rebates/technology and drive participation in relevant rebate program (heat pump conversions, heat pump water heating, and electric cooking). Strategies may include but are not limited to web page(s)/web content, digital media, direct mail, community outreach, contractor network marketing, etc.

• Manage and maintain a diverse and inclusive contractor network capable of installing heat pumps, heat pump water heaters, and electric cooking appliances. Provide regular communication, program updates, and support to contractors including periodic trainings on program requirements, documentation procedures, incentive processing, installation best practices, and any new eligible appliances added to the program.

• Track, manage, and report on expenditures, incentive disbursements, contractor participation, and program outcomes.

• Identify opportunities to leverage manufacturer/distributor resources—such as cost-sharing strategies—to expand program reach and reduce City costs.

7. Contract Modifications

The City consultant contract is attached (See Attachments Section).

The City has attached its boilerplate contract terms so Proposers can be familiar with the boilerplate and the non-negotiable terms before submitting a proposal. Any questions about the City’s boilerplate should be made in advance of submittal.

If a Consultant seeks to modify the Contract, the Consultant must request that within their Proposal response as taking an “Exception”. The Consultant must provide a revised version that shows their proposed alternative contract language. The City is not obligated to accept such proposed changes. If you request Exceptions that materially change the character of the contract, the City may reject the Consultant’s Proposal as non-responsive. The City cannot modify provisions mandated by Federal, State or City law: Equal Benefits, Audit

(Review of Vendor Records), WMBE and EEO, Confidentiality, and Debarment, or mutual indemnification. Such

Exceptions would be summarily disregarded.

Although the City may open discussions with the highest ranked apparent successful Proposer to align the proposal or contract to best meet City needs, this does not ensure negotiation of modifications proposed by the consultant through the exception process above.

8. Procedures and Requirements

This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

8.1. Registration into the City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such within the Procurement Portal. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

8.2. Pre-Submittal Conference

The City offers an optional pre-submittal conference at the time, date and location on the Timeline. Proposers are highly encouraged to attend but not required to attend to be eligible to propose. The meeting answers questions about the solicitation and clarifies issues. This also allows Proposers to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-proposal conference.

8.3. Questions

Proposers may submit their questions through the Procurement Portal. Proposers may also email questions to the Procurement Contact until the deadline stated in the Timeline. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to questions if any are issued.

8.4. Changes to the RFP

The City may make changes to this RFP if, in the sole judgment of the City, the change will not compromise the

City’s objectives in this solicitation. Any change to this RFP will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFP.

8.5. Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the

City, through the Procurement Portal. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the

Consultant that any and all addenda was received and incorporated into your response. However, the Project

Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

8.6. Proposal Submittal

Proposals must be received by the City no later than the date and time in the Timeline, except as revised by

Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement

Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

8.7. Proposer Responsibility to Provide Full Response

It is the Proposer’s responsibility to respond in a manner that does not require interpretation or clarification by the City. The Proposer is to provide all requested materials, forms and information. The Proposer is to ensure the materials submitted properly and accurately reflect the Proposer’s offering. During scoring and evaluation

(prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Proposer but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

8.8. Prohibited Contacts

Proposers shall not interfere in any way to discourage other potential and/or prospective proposers from proposing or considering a proposal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Proposer or another person acting on behalf of the Proposer) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City department, the Proposer that initiates such contacts may be rejected from the process.

8.9. License and Business Tax Requirements

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes

A. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

B. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in

Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

C. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP/RFQ, and it will ask you to specify if you have “physical nexus”.

D. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the

Consultant and not charged separately to the City.

E. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.

F. The City of Seattle Application for a Business License and additional licensing information can be found on this page here: https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses

G. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

H. Self-Filing You can pay your license and taxes on-line https://www.filelocal-wa.gov/Default_FileLocal.aspx

I. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the License and Tax Administration office at tax@seattle.gov or 206-

684-8484 to request additional assistance.

J. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the

City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

8.10. State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business

Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions to apply for a business license can be found at https://dor.wa.gov/open-business/apply-business-license and the State of Washington Department of Revenue contact help page at https://dor.wa.gov/contact.

8.11. Federal Excise Tax

The City is exempt from Federal Excise Tax.

8.12. No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFP/RFQ process. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on

City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses mailto:rca@seattle.gov https://www.filelocal-wa.gov/Default_FileLocal.aspx https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/contact

8.13. Expansion Clause

The contract limits expansion of scope and new work not expressly provided for within the RFP.

Expansion for New Work (work not specified within the original Scope of Work Section of this Agreement, and/or not specified in the original RFP as intended work for the Agreement) must comply with the following:

(a) New Work is not reasonable to solicit separately; (b) is for reasonable purpose; (c) was not reasonably known by the City or Consultant at time of solicitation or was mentioned as a possibility in the solicitation (i.e. future phases of work, or a change in law); (d) is not significant enough to be regarded as an independent body of work; (e) would not attract a different field of competition; and (f) does not change the identity or purpose of the Agreement.

The City may make exceptions for immaterial changes, emergency or sole source conditions, or other situations required in City opinion. Certain changes are not subject to these limitations, such as additional phases of Work anticipated during solicitation, time extensions, and Work Orders issued on an On-Call contract. Expansion must be mutually agreed and issued by the City through written Addenda. New Work performed before an authorizing Amendment may not be eligible for payment.

The City reserves the right to independently solicit and award any New Work to another firm when deemed appropriate or required by City policy.

8.14. Effective Dates of Offer

Solicitation responses are valid until the City completes award. Should any Proposer object to this condition, the

Proposer must object prior to the Q&A deadline in the Timeline.

8.15. Cost of Preparing Proposals

The City is not liable for costs incurred by the Proposer to prepare, submit and present proposals, interviews and/or demonstrations.

8.16. Readability

The City’s ability to evaluate proposals is influenced by the organization, detail, comprehensive material and readable format of the response.

8.17. Changes or Corrections to Proposal Submittal

Prior to the proposal submittal closing date and time established for this RFP, a Consultant may change or correct its proposal by following the Instructions here:

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe. No change to a proposal shall be made after the proposal closing date and time.

8.18. Errors in Proposals

Proposers are responsible for errors and omissions in their proposals. No error or omission shall diminish the

Proposer’s obligations to the City.

8.19. Withdrawal of Proposal

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

A submittal may be withdrawn at any time through the Procurement portal prior to the closing date or by written request of the submitter.

8.20. Rejection of Proposals

The City may reject any or all proposals with no penalty. The City may waive immaterial defects and minor irregularities in any submitted proposal.

8.21. Incorporation of RFP and Proposal in Contract

This RFP and Proposer’s response, including promises, warranties, commitments, and representations made in the successful proposal once accepted by the City, are binding and incorporated by reference in the City’s contract with the Proposer.

8.22. Independent Contractor

The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the Consultant. Consultant workers are prohibited from supervising City employees or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of

Seattle timesheet, administering employee discipline, and similar supervisory actions.

Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City.

The City will not provide space in City offices for performance of this work. Consultants will perform most work from their own office space or the field.

8.23. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Consultant Questionnaire requested in the

Submittal instructions includes materials to designate your equal benefits status.

8.24. Women and Minority Subcontracting

The Mayor’s Executive Order and City ordinance require the maximum practicable opportunity for successful participation of minority and women-owned subcontracts. All proposers must agree to SMC Chapter 20.42, and seek meaningful subconsultant opportunities with WMBE firms. At a certain threshold, the City requires a plan for including minority- and women-owned firms, which becomes a material part of the contract. The Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include WMBE firms for subcontracting work. The City reserves the right to improve the Plan with the winning

Consultant before contract execution. Consultants should use selection methods and strategies sufficiently effective for successful WMBE participation. At City request, Consultants must furnish evidence such as copies of agreements with WMBE subconsultants either before contract execution or during contract performance.

The winning Consultant must request written approval for changes to the Inclusion Plan once it is agreed upon.

This includes changes to goals, subconsultant awards and efforts.

WMBE firms need not be state certified to meet the City's WMBE definition. The City defines WMBE firms as at least 51% (percent) owned by women and/or minority. To be recognized as a WMBE, register in the City’s

Procurement Portal. Federally funded transportation projects require a Disadvantaged Business Enterprises

(DBE) program; for that program, firms must be certified by the Washington State Office of Minority and Women

Business Enterprises (OMWBE).

8.25. Insurance Requirements

Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful

Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Proposers may elect to provide the requested insurance documents within their Proposal.

8.26. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Bidders/proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://app.leg.wa.gov/rcw/default.aspx?cite=42.56.

If you have any questions about disclosure of the records you submit with your bid, contact the Procurement

Contact named in this document.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page

4 on the Consultant Questionnaire) and very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

https://omwbe.wa.gov/certification https://omwbe.wa.gov/certification http://app.leg.wa.gov/rcw/default.aspx?cite=42.56

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the

Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the

City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under

RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law. If you do wish to make a request for records, visit https://www.seattle.gov/public-records/public-records-request-center.

8.27. Ethics Code

Familiarize yourself with the City Ethics code: http://www.seattle.gov/ethics/etpub/et_home.htm. For an in-depth explanation of the City’s Ethics Code for Contractors, Vendors, Customers and Clients, visit:

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle

Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities.

Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants.

https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm

Involvement of Current and Former City Employees.

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former

City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with over 1,000 Hours.

The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.

No Conflict of Interest.

Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.

Campaign Contributions (Initiative Measure No. 122)

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122, or call the Ethics Director with questions.

8.28. Background Checks and Immigrant Status

The City may require background checks for the Consultant, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

8.29. Use of Hyperlinks and URLs in Submittals

Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL. Information and documentation requested for the evaluation process must be submitted in the format indicated in the solicitation instructions.

8.30. Cost and Pricing

State a firm fixed price, to include all direct, indirect, and overhead expenses, including travel and lodging expenses, incurred by the Consultant to perform the Work.

Do not include contingency or assumptions in your cost proposal. Instead, you may include a separate breakdown for out-of-scope costs, including scope of work, hours and any assumptions for the City to consider in your proposal.

http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

The City may request additional clarification or a breakdown of the hours and costs with the top-ranking proposers.

9. Selection Process

9.1. Initial Screening

The City will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2. Equal Benefits, Minimum Qualifications, an Inclusion Plan, satisfactory financial responsibility and other elements are screened in this Step. A significant failure to perform on past City projects may also be considered in determining the responsibility of a firm.

9.2. Proposal Evaluation

Proposals shall be evaluated using the evaluation criteria in the Proposal Evaluation Section.

9.3. Interviews

The City may interview top ranked firms from the proposal evaluation. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and proposal submittals.

Consultants invited to interview are to bring the assigned key person(s) named by the Consultant in the

Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are not on the project team without advance authorization by the

Procurement Contact. If interviews are conducted, they will be worth the points listed in the Proposal Evaluation section.

9.4. References

The City may contact one or more references. The City may use references named or not named by the Proposer.

The City may also consider the results of performance evaluations issued by the City on past projects.

9.5. Selection

The City shall select the highest ranked Proposer(s) for award, including written proposal and the interview (if applicable). The City reserves the right to make a final selection based on the combined results and/or the overall consensus of the Consultant Evaluation Committee.

9.6. Contract Negotiations

The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).

9.7. Right to Award to next ranked Consultant

If a contract is executed resulting from this solicitation and is terminated within 90-days, the City may return to the solicitation process to award to the next highest ranked responsive Consultant by mutual agreement with such Consultant. New awards thereafter are also extended this right.

9.8. Repeat of Evaluation

If no Consultant is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.

10. Proposal Evaluation

The City will evaluate proposals using the criteria below. Responses will be evaluated, scored and ranked.

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost Proposal

• Proposed incentive contribution and rationale

• Homes converted per year

• Other funding contributions

Points Based 40

(40% of Total)

2. Program Implementation

• Rebate distribution process and systems

• Data collection and management process

• Equipment variety and availability

• Marketing strategy and resources/outreach to overburdened communities

• Customer education resources and support

Points Based 30

(30% of Total)

3. Contractor Network Management

• Contractor relationship management

• Contractor communication channels

• Workforce development resources and strategy

Points Based 20

(20% of Total) https://doh.wa.gov/data-and-statistical-reports/washington-tracking-network-wtn/washington-environmental-health-disparities-map#:~:text=What%20Are%20Environmental%20Health%20Disparities%3F

4. Inclusion Plan

• Number of WMBE firms in distribution network

• Strategy for increasing

WMBE contractor participation

Points Based 10

(10% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

11. Award and Contract Execution

The Procurement Contact will provide timely notice of an intent to award to all Consultants responding to the

Solicitation.

11.1. Protests

Interested parties that wish to protest any aspect of this RFP selection process shall provide written notice to the Procurement Contact. Note the City shall notify Federal Transit Administration if protesting a solicitation for contracts with FTA funds.

11.2. Limited Debriefs

The City issues results and award decisions to all bidders. The City provides debriefing on a limited basis for the purpose of allowing bidders to understand how they may improve in future bidding opportunities.

11.3. Instructions to the Apparently Successful Consultant(s)

The Apparently Successful Consultant(s) will receive an Intent to Award Letter from the Procurement Contact after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract.

Once the City has finalized and issued the contract for signature, the Consultant must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business

License, payment of associated taxes due, and providing proof of insurance. If the Consultant fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Consultant, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.

11.4. Checklist of Requirements Prior to Award

The Consultant(s) should anticipate the Letter will require at least the following. Consultants are encouraged to prepare these documents when possible, to eliminate risks of late compliance.

• Seattle Business License is current and all taxes due have been paid.

• State of Washington Business License.

• Evidence of Insurance (if required)

• Special Licenses (if any)

• Form W-9 if a new Consultant for the City

11.5. Insurance Requirements for Award

Proof of insurance is required, see Attachments for Insurance Transmittal Form.

12. Response Materials and Submittal

Prepare your response as follows. Use the following format and provide all attachments. Failure to provide all information below on proper forms and in the order requested, may cause the City to reject your response. Items with an asterisk are required.

1. Letter of interest (optional)

2. Proof of Legal Business Name

Provide a certificate or documentation from the Secretary of State in which you incorporated that shows your company legal name. Many companies use a “Doing Business As” name or nickname in daily business; the City requires the legal name for your company. When preparing all forms below, use the proper company legal name. Your company’s legal name can be verified through the State Corporation Commission in the state in which you were established, which is often located within the Secretary of State’s Office for each state. For the

State of Washington, see http://www.secstate.wa.gov/corps/

3. Minimum Qualifications*

This response is mandatory. The determination you have achieved all minimum qualifications is made from this section alone, and therefore, the Evaluation Committee is not obligated to check references or search other materials in your proposal to make this decision.

For each Minimum Qualification listed below, please describe how you meet the minimum qualification.

Minimum Qualification #1

Consultant must have a minimum of three years of experience coordinating with a network of heat pump

HVAC and/or heat pump water heater installers, and promoting and managing manufacturer, utility or municipal rebates.

Minimum Qualification #2

Consultant must have successfully performed one contract with services similar to those described in this RFP.

Minimum Qualification #3

Consultant must be able to distribute ductless, mini-split, and central air sourced heat pump systems that meet or exceed a Heating Season Performance Factor (HSPF2) of 8.5 and a Seasonal Energy Efficiency Rating

(SEER2) of 15.2, and that is in accordance with the City of Seattle’s Noise Ordinance maximum noise levels for residential zones.

http://www.secstate.wa.gov/corps/

Minimum Qualification #4

Consultant must have a local office within 50 miles of the greater Seattle area and distribute qualified heat pumps and/or heat pump water heaters to at least ten different installers providing services in the Seattle area.

Minimum Qualification #5

Consultant must be able to advance/reimburse instant rebates to installers for work completed and seek reimbursement from City of Seattle monthly for rebates provided.

Minimum Qualification #6

Consultant must be able to properly review, approve, store, and transmit documentation submitted by installers for incentive verification and collect project data to report to the City of Seattle, in accordance with the City’s privacy and data security policies.

Minimum Qualification #7

Consultant must be able to provide at least one program orientation training per year to contractors and provide in-house support to contractors to respond to program questions.

*Response required

4. Consultant Inclusion Plan*

Please download the below documents, complete, and upload.

• Consultant_Inclusion_Plan.pdf

*Response required

5. Proposal Response*

This document details the submittal requirements for your proposal response.

A. Primary point(s) of contact and project role(s) within your organization

B. Please list any project partners (manufacturers, key installers, sub-consultants, etc.) that will support in this scope of work

C. For each appliance type below, please provide a list of the equipment and manufacturers to be used in the program that also meets the minimum efficiency requirements. In particular, describe how this product list meets the needs of the Seattle market and offers equipment variety.

1. EquipmentMinimum Efficiency RatingsHeat Pumps for space heating/coolingHSPF2 8.5 and SEER2 15.2 and meets the City of Seattle’s Noise Ordinance levels for residential zonesSaddle Window heat pumps Energy

Star Certified or meeting technical criteriaHeat pump water heatersEnergy Star Certified or CEE Tier 1 and greaterInduction cooking equipmentEnergy Star Certified

D. List, per appliance type, the proposed incentive value and projected total number of appliances to be supported on an annual basis. Consultants are encouraged to propose distributor or manufacturer incentives in addition to the City’s incentive to maximize resident savings. Please note if proposed manufacturer incentives have already https://government-project.s3.us-west-2.amazonaws.com/85872/b3fdab1e-fb28-498b-884c-7693410e9c5d_Consultant_Inclusion_Plan.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OMWIODQL%2F20261013%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261013T232211Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEN7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCdYWhtUjtGKHllc7kme9yOjBG0dKFY2Gg70u6irgH7owIgXarB2jlYzEr6r5xrUaMjGrC9kbM0nRJ5PhmngJRUpJwqlQUIpv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDFGhAaXzfloAUVCqkirpBPBt0sH3HTq8aE2ybnxy4u9AVtBToMH4Nys25UhOyxFe%2FEQPd9qb1Z4iz2HcNFWPyaqBegZQnxs3an4U6IgiiOmhNcfPO2c39bfI90t9GxZKKQYXs6n45J9ZLnwBlRypZo47zmRQZDccuaTSco0aY%2Bg7MeHSo8M%2Bm5vk%2BwnhZhMeld5AsWiJwXLtWiFePQL9srw%2BqvHVLnUzbU4T4%2FujTWBD4RnB4UEQZl5YJoh81zgjxv%2BgxiS2IcRu6S6Ch2l%2BbT3vPcVMFpyRxsYtCt84L3NVnd%2B3EwFChxtDfpCM7DzhiWs9onCGIQSs7B9MmePsyXNYyis9z54OWIF%2Ff7Do%2Bq5PFaXNbYdk8eAx74m8vH8fxl68LSgiFYWl0%2FuQ4LAjOri6XO%2FCt09Y72VJ1MoMtX8JPE606GfnOSj3oAkkz3oV2cwMsqHCgcYesc5F0Cc1iPAUrNvIO11NctdIXCaDfK2uINy%2FzhBmo%2Bt1ylWZlE%2BI0VBoQ8mUpTVkhWk4eXTevqo2rXv%2B2Lz5Wm4HdB7X3j%2FpRHRkOsepl6bo%2FFtyCFxe6HB1VmKjqHsw21WtJ%2FR9JhqN9wCTqxRri9xKxEHKjT3MFY1DqzscJQbF5yrFxdAMd84IEeceMpfOhPiFnO8xg%2Bj%2BKErxe%2FPDXCxXJ6Q3lb9rc9v1zCVQEIA19dvPy0tlaP8hNgMg1qxheqfFKobyhG6xOqQO79xdqITELHc7mWc1ZKL%2F8v7Ujw5cGXSjBC4Z%2Fml9GFkr2No0XHlgg9Dgixk4z10cBXgoie5Ez6T0Yy7%2BhYNREfbf0T2mQX7gJBf2qe9xa%2BeSpfKqMODDutYGOpkB9nal4TygvUmNWImERwd3q2Q3w4e%2BVJ87Ez5ZoJB6uYHJ0XnA2qfNrF1owWkOUbpdvpBrcaHEs1C2hUreOKOPGXN1FSCtPYQ45kB6WbkB89j83ahIJAipLIDt2wltNuHc2nkxG0iznYZ%2Fw0PA6Na1csBmOLkHz3%2FTHa%2F%2BAfrg8yX3J2ujiXeZyDm%2FFe722OAn5Hxbw3jVq3zL&X-Amz-Signature=ebbda451d7d64119113c695c6578f33a5f055d6a0359e292eef91fda1b0a38a9&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Consultant_Inclusion_Plan.pdf%22&x-id=GetObject https://cee1.org/program-resources/tiers-and-energy-star/ been negotiated with the manufacturers or if the amount is projected. Specify the proportion of the incentives that will be passed directly to the customer.

1. Heat pumps for space heating/cooling

2. Saddle mount window heat pumps (if available)

3. Heat pump water heaters

4. Induction cooking equipment

E. The Program is interested in keeping rebates as accessible for residents as possible with a preference for point-of-sale “instant” rebates. Describe the proposed rebate distribution process, include how data and documents will be collected and reported back to the city.

1. Describe how you would integrate these incentives with other rebate programs such as…