Residential_Energy_Efficiency_and_Electrification_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2024-RFP-052

RESIDENTIAL ENERGY EFFICIENCY AND ELECTRIFICATION

RELEASE DATE: May 3, 2024

RESPONSE DEADLINE: May 28, 2024, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2024-RFP-052

Title: Residential Energy Efficiency and Electrification

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. MBE/WBE Sub-Contractor Utilization

2.10. Equal Employment Opportunity

2.11. Construction Related Permits

2.12. Alternate Responses

2.13. Pricing Sheet

2.14. Solicitation Process and Submission

2.15. Solicitation Protest

2.16. Award of Contract

2.17. Execution of Contract

2.18. Notice to Proceed

2.19. No Purchase Order – No Payment Policy

2.20. Electronic Invoice Policy

2.21. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criterias

3.3. Response Submittals

3.4. Attachments

Attachments:

A - 04_ARPA Contractor Agreement (OVER $100,000) (MPB) (TEMPLATE 5-11-23)

1. Project Summary

1.1. Summary

Contract Name: Residential Energy Efficiency and Electrification

Solicitation #: 2024-RFP-052

Department: Mayor

The City of New Haven is seeking a regional or local nonprofit or business with experience managing subcontractors to complete energy efficiency and electrification improvements in residential (1 to 4 unit) properties. The applicant should also be familiar with Energize CT programs and federal incentives for residential (1 to 4 unit) energy efficiency, energy efficiency barrier remediation, and electrification projects in order to guide residents and property owners through these programs and incentives to maximize benefits, implement deep energy efficiency improvements, and achieve whole home electrification.

1.2. Timeline

Solicitation/Advertise Date: May 3, 2024

Pre-Proposal Meeting (Non-Mandatory): May 13, 2024, 11:00am

Mayor's Conference Room 2

Question & Clarification Deadline: May 15, 2024, 5:00pm

Solicitation Due Date: May 28, 2024, 11:00am

1.3. Procurement Contact

Shawn Garris

Procurement Analyst

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/93079 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/93079

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/93079, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is two and a half (2.5) years with None renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

Certificates of Insurance

The successful bidder shall provide certificates of insurance showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State. The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Contractor shall submit an insurance certificate in addition to a copy of each policy. The Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work. All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to your project contact.

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation. (1). Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s rating of “A-“VIII.

2.6.1. General Liability

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y mailto:NHpurchasingCOI@newhavenct.gov

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.7. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. MBE/WBE Sub-Contractor Utilization

A. Good Faith Efforts - Bidders must objectively demonstrate to the City positive efforts to meet the City's

25% goal for the use of minority and women-owned small businesses (“Targeted Enterprises”) in the project.

B. The Sub-Contractor Utilization ordinance can be found in Section 12 ¼ of the City of New Haven’s

Code. Please review for further details.

2.10. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.11. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.12. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.13. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.14. Solicitation Process and Submission

2.14.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/93079 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.14.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.15. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.16. Award of Contract

A. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

B. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

C. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

D. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

mailto:purchasing@newhavenct.gov

E. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

F. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

G. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

H. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

I. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

J. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.17. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in mailto:NHpurchasingCOI@newhavenct.gov the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.18. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

2.19. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.20. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.21. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Eligible Applicants

Regional or local nonprofits and businesses with experience scoping residential energy efficiency and electrification projects; scoping and specifying the installation of heat pumps, heat pump water heaters, and electrical panel upgrades;

and managing subcontractors to complete projects related to heating, cooling and air condition (HVAC), electrical, and mold/asbestos remediation.

Applicants must also have experience with State of Connecticut and federal programs for residential (1 to 4 unit) energy efficiency, energy efficiency barrier remediation, and electrification. Applicants should demonstrate experience in guiding renters, homeowners, and property owners through said programs, determining eligibility, providing required documentation, completing applications, and connecting with relevant vendors.

In order to receive funding from the ARPA, organizations must register with the federal government’s System for Award Management (SAM) and obtain a valid Unique Entity ID (UEI). SAM registration may take several weeks so if the applicant has not registered, the applicant is advised to do so immediately.

3.1.2. Goals

The RFP seeks an organization identify participating property owners, interface with property owners, advise them, and oversee the completion of home energy efficiency and electrification projects in 1 to 4 unit properties which reduce residents’ energy burdens and improve the health and comfort of their homes. Eligible residents must income qualify (income qualifications below) or reside in New Haven’s ARPA-qualified census tracts. Priority will be given to owner-occupied properties. Further, in order to extend benefits to renters, it is planned that priority will be given to owner-occupied 2-to-4-unit properties. Where possible, the City seeks to complete full electrification of units or co-located units in order to cost-effectively cluster related improvements, such as electrical panel upgrades and the electrification of heating, domestic hot water, and cooking systems.

In order to extend the impact of City funds allocated to this goal, applicants are encouraged to describe how they will assist residents and property owners in accessing existing programs and financial resources for energy efficiency and home electrification, particularly income-qualified residents eligible for the Home Energy Solutions – Income Eligible and Residential Energy Preparation Services programs. The City anticipates that these programs will be utilized to complete measure such as air sealing, insulation, and some barrier remediation. Applicants may also assist residents with related programs, such as federal Inflation Reduction Act incentives, New Haven Health Department or Connecticut

Children’s Hospital Healthy Homes program, and the Livable City Initiative’s Energy Efficiency Rehabilitation

Assistance program.

3.1.3. Requirements

The following components are the minimum requirements for a submission to be consider a full and complete application.

A. Program Narrative. Applications should include a Program Narrative summarizing the organization’s plan to:

A. Market the home energy efficiency and electrification program to income-eligible residents of 1 to 4 unit residential properties and residents residing in New Haven’s qualified census tracts, with the objective of achieving deep energy efficiency improvements (e.g. insulation, windows) and whole home electrification. Applicants must provide a narrative description of their marketing budget of up to $50,000 and an estimate of the number of participants they will enroll in the program.

Applicants are encouraged to utilize multiple channels to market the program (e.g. partnering with nonprofit organizations, social media advertising, print media, hiring outreach workers or canvassers) and to quantify their marketing outputs wherever possible (e.g., "10-15 social media posts per year” or “10 community events in Year One”). If applicants are able to recruit participants from a pool of previous customers or participants in their programs, applicants should describe how they would accomplish this and how many participants they estimate they https://data.ct.gov/stories/s/Qualified-Census-Tracts-Data/ig3p-nbdg/ would be able to enroll from previous customers.

B. Provide guidance and advice to homeowners and landlords working with tenants on how to access existing programs and financial resources. Applicants must provide a narrative description of their approach to providing guidance and advice utilizing a budget of up to $200,000, and their estimate of how the requested level of funding translates into the number of households that can be served in two years. Discussion of multi-lingual provision of services is required. Applicants should explain how the status of residents can be tracked through the program (e.g.

prospective client, client, energy audit scheduled, energy audit completed, energy efficiency measures scoped, energy efficiency measures completed) and communicated to the City.

In particular, applicants should describe their plan to assist homeowners and landlords working with tenants in:

1. Making plans to complete energy efficiency and electrification improvements in the appropriate sequence in order to achieve partial or complete home electrification with the least cost and complexity.

2. Applying for and accessing energy efficiency programs and financial resources,

3. Qualifying for incentives and rebates, including Energize CT incentives and potential Inflation Reduction Act credits and rebates.

C. Manage subcontractors to complete home energy efficiency and electrification improvements. The applicant must describe their approach to managing subcontractors to scope, specify, complete, and commission home energy improvements. Applicants must provide a description of how they would manage subcontractors to complete at least $950,000 of home energy improvement projects over a two year period. If the applicant can demonstrate that they will be able to market the program and provide guidance on how to access existing programs and resources with less funding than the maximum amounts specified above, the applicant may shift funds to subcontracting and subcontractor management. In this case, the applicant may also explain their plan for managing subcontractors to complete home energy improvements in excess of $950,000.

It is anticipated that the funds allocated will leverage state and federal incentives. Final funding amounts will be allocated into HVAC, electrical, and barrier remediation activities in consultation with the organization selected. As its default, the City plans to allocate $600,000 to HVAC work ($500,000 to heat pump installations and $100,000 to heat pump water heater installations), $150,000 to electrical work, and $200,000 to barrier remediation ($100,000 to mold remediation and $100,000 to asbestos remediation). The City anticipates that wherever possible electrification improvements will be clustered together in one project, so that one unit may receive HVAC, electrical, and remediation measures.

1. The organization selected will subcontract with one or more HVAC subcontractors who are part of the Energize CT Heat Pump Installer Network and meet additional qualifications to be developed in consultation with the City. These subcontractors will complete ducted and ductless air source heat pump installations and heat pump water heater installations according to specifications and plans created by the applicant. Applicants must describe their plan to:

a. Create scopes and specifications to design and adequately size air source heat pump projects to meet the heating and cooling needs of the residence. This should include a site visit, design calculations, a design layout, and system sizing.

b. Ensure that any contractor procurement meets the requirements of the City of New Haven’s procurement policy, prevailing wage requirements, Small Contractor Development ordinance, and Commission on Equal Opportunities ordinance.

c. Manage participating subcontractors and ensure that projects are completed to the satisfaction of the City and the property owner, including any fees associated with contractor management and administration. If contractor management costs are dependent on factors (e.g. the type of project, the project budget, etc.) the applicant must detail these factors in their schedule of fees.

d. Commission systems, document system commissioning, and educate residents and property owners on how to properly operate and maintain heat pumps and heat pump water heaters.

e. Process and document payments for subcontractors upon job completion.

2. The organization selected will subcontract with one or more electrical subcontractors who meet qualifications to be developed in consultation with the City in order to complete electrical panel upgrades and wiring upgrades in order to accommodate heat pump and heat pump water heater installations. The applicant must provide their plan to:

a. Ensure that any subcontractor procurement meets the requirements of the City of New Haven’s procurement policy, prevailing wage requirements, Small Contractor Development ordinance, and Commission on Equal Opportunities ordinance.

b. Manage subcontractors and ensure that projects are completed to the satisfaction of the City and the property owner, including any fees associated with contractor management and administration. If contractor management costs are dependent on factors (e.g. the type of project, the project budget, etc.) the applicant must detail these factors in their schedule of fees.

c. Process and document payments for subcontractors upon job completion.

3. The organization selected will develop scopes of work to complete mold and asbestos remediation projects in order to remove barriers to energy efficiency improvements. Applicants must provide their plan to:

a. Ensure that any subcontractor procurement meets the requirements of the City of New Haven’s procurement policy, prevailing wage requirements, Small Contractor Development ordinance, and Commission on Equal Opportunities ordinance.

b. Manage subcontractors and ensure that projects are completed to the satisfaction of the City and the property owner, including any fees associated with contractor management and administration. If contractor management costs are dependent on factors (e.g. the type of project, the project budget, etc.) the applicant must detail these factors in their schedule of fees.

c. Process and document payments for subcontractors upon job completion.

d. Verify resident eligibility. Applicants must describe their plan for how they will verify resident eligibility and describe any administrative costs associated with verification. Program participation is limited residents of 1 to 4 unit residential properties who are income eligible or residing in New Haven’s qualified census tracts. As owner-occupied properties will be prioritized, applicants must also verify proof of ownership. Income eligibility is limited to residents with annual income less than the threshold below:

Moderate-income threshold by household size

1 2 3 4 5 6 7 8

46865 53560 65880 79500 93120 106740 120360 133980

E. Enforce affordability requirement for rental units. Applicants must describe their plan to collect information in order to enforce the affordability requirement for rental properties which receive more than $10,000 in energy efficiency and electrification improvements funded through the program. Rental units must be occupied by tenants with a written lease stating that rent rates will not be increased for 12 months after energy efficiency and electrification improvements are completed.

The following sections are required attachments to the Program Narrative.

B. Timeline. Applications should include a timeline of activities outlined in the Program Narrative.

C. Budget and Budget Detail. Applicants should propose a budget that is complete and cost effective. This section should include an explanation of each line item related to marketing and providing guidance to participants. This section should include any additional detail related to the schedule of fees for contractor management. This section should describe any assumptions made in developing the budget.

D. Organizational Capability. Demonstrated experience in subcontractor management, designing and scoping energy efficiency and electrification improvements, system commissioning for heat pumps and heat pump water heaters, and the recordkeeping and administrative requirements associated with home improvement projects. The number of heat pump installation projects, heat pump water heater installation projects, and electrical panel upgrades completed in the last 3 years must be included.

Demonstrated experience in guiding renters, homeowners, and property owners through energy efficiency programs, determining eligibility, providing required documentation, completing applications, connecting with relevant vendors, and working with local electric utilities. The number of households receiving guidance on efficiency programs and from the organization in the last 3 years must be included.

Applicants must provide any demographic information on the number of households or property owners they have served in Connecticut and in New Haven, broken out where possible by income level and renter, landlord, or homeowner status.

Applicants must include a description of the current or proposed professional staff members’ unique qualifications and language skills that will enable them to fulfill their award responsibilities.

Data Collection. In order to comply with ARPA reporting requirements, data must be collected to evaluate whether the program reaches the target population and achieves its intended effect. The data collection method should allow the City to draw conclusions about the efficacy of the program, including the number of income eligible residents in disadvantaged communities served by the program and the types of energy efficiency and electrification improvements implemented.

3.2. Evaluation Criterias

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Narrative

The application will be assessed based on its responsiveness to the requirements of the

Program Narrative section, including:

• The clarity, completeness, level of detail, and number of outreach channels included in the description of the applicant's marketing plan and narrative description of marketing budget,

• Adequacy, level of detail, and completeness of its plan for providing guidance to property owners and tenants regarding energy efficiency programs,

• The feasibility, logic, and effectiveness of its plan for managing subcontractors to complete home energy efficiency and electrification improvements (with importance placed on meeting all of the criteria outlined for each trade),

• The adequacy and level of detail for its plan for verification of resident eligibility based on income and residency in qualified census tracts, and

• The adequacy and level of detail for its plan for enforcing the one year affordability requirement for rental units.

0-100 Points 50 (50% of Total)

2. Timeline

The application will be assessed based on the level of detail, plausibility, and comprehensiveness of the Timeline relating to all of the activities described in the Program

Narrative.

0-10 Points 10 (10% of Total)

3. Budget and Budget Detail

The application will be assessed based on the level of detail, reasonableness of costs, cost-effectiveness, and comprehensiveness of the

Budget relating to all of the activities described in the Program Narrative. The application will be assessed based on the clarity and completeness of explanation and justification of the costs in the Budget described in the Budget

Detail.

0-100 Points 20 (20% of Total)

4. Organizational Capability

The application will be assessed based on the degree to which it satisfies the criteria listed in the Organizational Capability Section of the solicitation, including:

• Demonstrated experience and capability with contractor management, scoping electrification improvements, and commissioning heat pumps and heat pump water heaters and the administration and record keeping associated with home energy improvement projects.

• The application will be assessed based on the number of heat pump installation, heat pump water heater installation, and electrical panel upgrade projects completed in the last three (3) years.

• The application will be assessed based on the number of households guided through energy efficiency programs, including demographic information provided related to participants in Connecticut and New

Haven, and the dollar value of projects completed through energy efficiency programs in the last three

(3) years,

• The credentials, technical and linguistic capabilities, and experience of key personnel.

0-100 Points 15 (15% of Total)

5. Plan for Collecting Data

The application will be assessed based on the adequacy and completeness of the plan presented to collect data related to program participation and effectiveness, including the feasibility of the proposed plan to monitor the number of income eligible residents in disadvantaged communities serve by the program, the number and types of energy efficiency improvements implemented, and the number and types of electrification improvements implemented.

0-100 Points 5 (5% of Total)

3.3. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. Cost Proposal* *Response required

3. City Forms Signature Sheet* Please download the below documents, complete, and upload.

• 1A-_Signature_Form_2023r11-...

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• 5-1421DiscloseEForm-Rev.520...

*Response required

5. Current Workforce Certificate* Please download the below documents, complete, and upload.

• Current_Workforce_Certifica...

*Response required

6. PPP - Priority Payment Program Application* Please download the below documents, complete, and upload.

• Priority_Payment_Program.pdf

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