RFP_Energize Thurston 2025.docx

RFP No. 24-003-0020

THURSTON COUNTY GOVERNMENT

BOARD OF COUNTY COMMISSIONERS

3000 PACIFIC AVE SE, STE. 200

OLYMPIA WA 98501

REQUEST FOR PROPOSAL (RFP) NO. 24-003-020

Energize Thurston 2025 Heat Pump and Heat Pump Water Heater Installation Services

RFP Issue Date December 4, 2024

RFP Documents This project is a formal competitive procurement and will be advertised in “The Olympian” and is open to all qualified companies. All solicitation documents, including any addenda, are published on the Thurston County website at https://www.thurstoncountywa.gov/tchome/Pages/rfprfq.aspx.

Proposal Due Date

4:00p.m. PST on January 10, 2025

Proposal Acceptance Location

Proposals will be received by:

Office of County Commissioners 3000 Pacific Avenue SE Suite 200 Olympia, Washington 98501 Office Hours: 8am-5pm Monday through Friday

Thurston County reserves the right to reject any and all Proposals, cancel this solicitation, and to waive any informalities or irregularities in procedure.

Table of Contents

SECTION 1 - INTRODUCTION AND PURPOSE

1.1 INTRODUCTION

Energize Thurston 2025 is a heat pump group purchase campaign that makes it faster, easier, and more affordable for Thurston County residents to purchase and install efficient, all-electric heat pumps and heat pump water heaters. Thurston County and the cities of Lacey, Olympia, Tumwater, and Tenino are collaborating to launch this regional campaign to help meet emission reduction goals of the Thurston Climate Mitigation Plan, to reduce household energy costs, and to raise awareness of the climate, health, and economic benefits of building electrification. Energize Thurston is anticipated to run from March to June, 2025.

1.2 PURPOSE

Thurston County, Board of County Commissioners (COUNTY), is initiating this Request for Proposals (RFP) to establish a roster of qualified heating, ventilation and air conditioning (HVAC) and plumbing contractors to provide installation of heat pump space conditioners and/or heat pump water heaters (HPWHs) for the Energize Thurston campaign. Interested firms may propose to install heat pump space conditioners, HPWH, or both technologies; and are invited to submit proposals individually or to collaborate with other installers to submit a joint proposal. Thurston County will administer the Qualified Installer Roster for the Energize Thurston campaign, and will execute a Professional Services Contract with each selected Installer consistent with the terms of this RFP.

1.3 MINIMUM QUALIFICATIONS

Contractor shall have the following minimum qualifications to be eligible for an award:

A. Contractors must have an HVAC contractor license, and/or plumbing license, in good standing with the State of Washington.

B. Space Heat contractors must be a Mitsubishi Diamond Dealer, Daikin Pro Dealer or equivalent.

C. Contractors must be a Puget Sound Energy Trade Ally or PSE Recommended Energy Professional.

D. To provide services for subsidized installations, contractors must be willing and able to provide prevailing wage quotes and file intent to pay prevailing wage with Washington State Labor and Industries for each subsidized installation they do under this campaign.

E. Contractors must not have a federal exclusion.

F. Contractors must have expertise in evaluating building performance conditions to properly size heat pump space conditioning and/or heat pump water heater systems.

G. Contractors must be able to provide marketing and advertising for Energize Thurston through their existing marketing channels.

An additional qualification that is preferred, but not required:

H. Ability to provide Spanish language spoken and written support for workshops and customer service.

SECTION 2 - OVERVIEW OF SERVICES REQUESTED

2.1 PROJECT DESCRIPTION

The purpose of this project is to enable the installation of heat pumps and heat pump water heaters for residences in Thurston County, Washington at a lower total installation cost than that typically offered by the installer. Energize Thurston reduces upfront costs through a group purchase discount provided by the installer, and application of all available rebates as a time-of-sale discount. The campaign also offers fully and partially subsidized installations for low- and moderate-income (LMI) households, which will be administered by campaign partner South Puget Sound Habitat for Humanity (SPSHFH). This RFP will result in selection of a Qualified Installer Roster to provide the installation of residential ductless heat pumps, ducted heat pumps, heat pump water heaters (HPWH), and associated electric panel upgrades, for residents of Thurston County and the cities of Lacey, Olympia, Tumwater, and Tenino, in accordance with the scope of services outlined in Attachment 1.

2.2 BACKGROUND INFORMATION. See Attachment 1 – Statement of Work

2.3 STATEMENT OF WORK. See Attachment 1 – Statement of Work

2.4 CONTRACT PERIOD AND BUDGET

The County anticipates the Contract will be for a maximum duration of twelve (12) months, beginning approximately on January 1, 2025, through December 31, 2025. Contract extension options will be exercised at the sole discretion of the County.

During the campaign period (approximately March – June 2025), the County and partners are allocating grant funds[footnoteRef:2] totaling at least $1.7 million to subsidize installations of heat pumps and HPWHs for LMI households. Based on the available grant funding and the geographic scale of Energize Thurston, the project team’s preliminary goals for the campaign are as follows: [2: Energize partners have been awarded grants from the Washington State Home Electrification and Appliance Rebate (HEAR) Program and the U.S. Department of Energy’s Energy Efficiency and Conservation Block Grant (EECBG) Program. The HEAR Program is supported with funding from Washington’s Climate Commitment Act. The CCA supports Washington’s climate action efforts by putting cap-and-invest dollars to work reducing climate pollution, creating jobs, and improving public health. Information about the CCA is available at www.climate.wa.gov.

· Complete approximately 120-140 total HPWH installations.

· Complete approximately 140-230 total heat pump installations (combination of ducted and ductless).

We expect the above totals to be about equally divided between subsidized installations for LMI participants, and self-funded installations for non-income qualified participants.

Note: The total number of Energize Thurston leads will be divided among all installers that are selected through this RFP process.

All Contracts for installation of heat pumps and HPWHs will be executed between the participant (or SPSHFH) and the selected installer. The Contract between the participant and the selected installer will not identify Thurston County or any of the jurisdiction partners. SPSHFH will only be identified as a party to the Contract for participants receiving a subsidized installation. The selected contractor will be solely liable for any claims, losses or damages arising out of the contract.

2.5 COMPENSATION

A. Payment to Contractor will be based on the negotiated price schedule with the County and actual quantities/labor hours incurred as verified by Contractor quotes and invoices.

B. The negotiated price schedule will be incorporated into the Professional Services Contract with the County, the service contract Contractor enters with the County’s partner, South Puget Sound Habitat for Humanity (SPSHFH), and contract(s) with participants in the Self-Funded Pathway of Energize Thurston (See Attachment 1, Statement of Work (SOW) for more details.)

SECTION 3 – ACQUISITION TIMELINE AND GENERAL REQUIREMENTS

3.1 PROCUREMENT SCHEDULE

Following is the procurement schedule for this RFP. The dates shown below are estimated, are provided for information only, and are subject to change at the sole discretion of the County.

Estimated Solicitation Schedule

3.2 PRE-PROPOSAL WEBINAR

There will be a Pre-Proposal Webinar at the date and time listed above to inform potential proposers about the Energize Thurston campaign and answer questions about the proposal process. To attend the webinar use the Microsoft Teams link below:

Preproposal Webinar Meeting ID: 240 056 241 818 Passcode: e326hr

3.3 PRE-PROPOSAL INQUIRIES AND ADDENDUM

It is the responsibility of each Proposer to examine the entire RFP and, as necessary, seek clarification in writing (pre-proposal inquiries or PPIs). This RFP may only be modified by a written addendum issued by the County. Proposer shall not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the RFP or obligation by the County.

All pre-proposal inquiries (PPIs) regarding this RFP shall be directed in writing via e-mail to Thurston County, Board of County Commissioners, to the attention of:

Rebecca Harvey, Climate Mitigation Senior Program Manager Rebecca.Harvey@co.thurston.wa.us

All PPIs must clearly identify the name of the inquiring company or person and the RFP number, title, and section/page number. The deadline for receipt of PPIs from Proposer is due according to the Solicitation Schedule above, in Section 3.1.

3.4 EXAMINATION BY PROPOSER

Each Proposer is responsible for examining the RFP, including the sample Professional Services Contract (ATTACHMENT 3), prior to submitting a Proposal. Failure to examine such documents and any errors made in the preparation of a Proposal are at the Proposer’s own risk.

The dates contained in this RFP are for informational purposes only. The County makes no warranty as to the accuracy of the dates. Each Proposer shall make its own examination, investigation, and research regarding the proper method of doing the work under this RFP and Contract, all conditions affecting the work to be done, the necessary labor, equipment and materials, and the quantity of work to be performed.

The Proposer agrees that it has satisfied itself by Proposer’s own investigation and research regarding all such conditions, and that Proposer’s conclusion to enter into the Contract and execution of the Contract is based upon such investigation and research, and the Proposer shall make no claim against the County because of any of the estimates, statements, or interpretations made by any officer or agent of the County that may prove to be erroneous in any respect.

3.5 MODIFICATION/WITHDRAWAL OF PROPOSALS

Written requests to modify or withdraw a Proposal received by the County prior to the scheduled time of closing (i.e., 4:00 p.m. PT on the Proposal Due Date) will be accepted and will be corrected after opening. No oral requests will be allowed. Requests to modify or withdraw a Proposal must be addressed and labeled in the same manner as the Proposal and marked as a MODIFICATION or WITHDRAWAL of the Proposal. Requests for withdrawal after the time of closing will be allowed at the County’s sole discretion.

3.6 PROPOSAL FIRM OFFER

Proposal shall remain firm and unaltered after the time of closing (i.e., 4:00 p.m. PST on the Proposal Due Date) and for ninety (90) calendar days from such date. The County and the Proposers may mutually agree to extend the period during which the Proposal shall remain firm and unaltered.

3.7 PROPOSALS ARE PUBLIC RECORD

If your Proposal contains information considered to be exempt from the Public Records Act, Section 42.56 Revised Code of Washington (RCW), those items must be clearly marked as such and may be returned to you upon request once Contract award has been determined.

3.8 CANCELLATION

This RFP may be cancelled at any time and all Proposals may be rejected in whole or in part if the County determined such action to be in the best interest of Thurston County.

3.9 NO OBLIGATION

This solicitation in no manner obligates Thurston County or any of its departments to use any of the proposed services until a valid written Contract is awarded and approved by the appropriate authorities.

3.10 EXPENSES INCURRED

The County will not be responsible for any costs associated with participation in this RFP to include, but not limited to, preparation, submission, or presentation; interviews, if held; negotiation process; and Contract execution. All expenses related to the Proposal are entirely the sole responsibility of the Proposer.

3.11 NONDISCRIMINATION

Thurston County hereby notifies all Proposers that it will affirmatively ensure that all will be afforded full opportunity to submit a Proposal in response to this solicitation and will not be discriminated against because of race, color, creed, ethnicity, religion, national origin, citizenship or immigration status, age, sex, marital status, veteran or military status, sexual orientation, or the presence of any disability. Implementation of this policy shall be consistent with RCW 49.60.400.

3.12 PRIME CONTRACTOR RESPONSIBILITIES

The prime Contractor is solely responsible for fulfillment of any Contract with the County awarded under this RFP and for all performance whether subcontractors are used or not. The County will make Contract payments to the prime Contractor only.

3.13 Debarment Status

The Bidder must indicate on the Certification Form (Attachment 4) whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the Bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

SECTION 4 - PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

4.1 PROPOSAL SUBMISSION

A. Proposers shall submit their Proposal to Rebecca Harvey, Climate Mitigation Senior Program Manager via email at Rebecca.Harvey@co.thurston.wa.us.

B. Proposals shall clearly identify the RFP# and Project Title in the subject line. The email must be received by the due date shown in the Solicitation Schedule above, in Section 3.1. Proposers are responsible for verifying receipt. The Proposal shall be in a single PDF document.

C. Proposals received after the deadline will not be considered for award.

4.2 ELECTRONIC PROPOSAL FORMAT

A. Format: Page Size will be 8-1/2” X 11” with at least 1⁄2 margins all around. Typeface should be Times New Roman 12. Narratives shall be single spaced. All text shall be legible and easily read. Security markings, and page numbers should fall within the defined margin area.

B. Unnecessary attachments or documents not specifically asked for in this solicitation should be avoided. Elaborate or expensive artwork, paper, bindings, visual and other presentations beyond those sufficient to present a complete and effective response to this solicitation are neither necessary nor desired.

C. Proposals shall be assembled in accordance with the format specified below. Failure on the part of the Proposer to clearly and completely provide all the content and information requested below may result in the County’s rejection of the Proposal as nonresponsive. However, the County reserves the right to waive minor informalities and irregularities in the format of a Proposal at its sole discretion.

D. Proposers shall adhere to the maximum page counts for the contents indicated below. Any and all pages that exceed the maximum page count for a given section will be removed from that section and not considered. Proposal covers, table of contents, forms, and any attachments that are required contents are not limited as to the number of pages but must not be excessive and must be directly related to the specific content requested.

4.3 PROPOSAL CONTENTS

The proposal contents listed below are required and must be included in the following order:

Cover Page The cover shall have text and graphics limited to RFP number; RFP name/title; Proposal due date and time; Proposer’s business name and address, email address, telephone number, and contact person’s name.

Cover Letter The cover letter must discuss the highlights, key features, and distinguishing points of the Proposal. As part of this discussion, please describe specifically why you want to participate in the community endeavor. The cover letter must be prepared and signed by an authorized official of the company and include the following:

A. A statement certifying that the Contractor has made its own examination, investigation, and research regarding the proper method of doing the work under the RFP and Contract, all conditions affecting the work to be done, the necessary labor, equipment and materials, and the quantity of work to be performed.

B. Statement as to whether the Proposer accepts, or has exceptions, revisions, or additions to the standard Professional Services Contract Terms and Conditions presented in Attachment 3 of this Solicitation. Include an explanation as to why such exception, revision, or addition is requested. It will be up to the discretion of the County whether to accept changes to the standard Contract terms and conditions requested if no objections are included. See also Section 6, Contract Terms and Conditions.

Technical Submission Provide a narrative with information about the company and proposed approach to the scope of services, not to exceed 10 pages total:

A. Qualifications and Experience

1. Organizational Capacity: Describe the size and local organizational structure of the proposing installer(s). Note the location of the installer’s principal place of business and any additional locations. Indicate whether the installer proposes to install heat pump space conditioners (ducted and/or ductless systems), heat pump water heaters (HPWH), or both technologies. Provide your best estimate of the number of average installations the installer can complete per week.

· Heat contractors: please provide documentation that your company is a Mitsubishi Diamond Dealer, Daikin Pro Dealer or equivalent.

· Water heat contractors: please report if your company is Rheem Pro, AO Smith heat pump certified or equivalent; and provide documentation if applicable.

2. Key Personnel: Identify key personnel for this project including roles, experience, and relevant licenses and certificates. Key personnel should include managing staff who will work on the program, such as Owners/Principals; Lead Sales Staff; Lead Installers; and Office Managers who will provide data to Thurston County per the specifications outlined in Attachment 1 - Statement of Work.

3. Subcontractors: Identify any subcontractors you plan to use, along with their value to the project, and provide background information on their size, experience, management, licensing, and subcontracting agreement

4. A list of infractions or violations cited by the Washington State Departments of Ecology or Agriculture, or any other regulatory agency, or any workplace safety issues cited by the Washington State Department of Labor & Industries/OSHA over the past five years for the company, principal, and applicators. The thoroughness of the list will be verified with the department’s records. Any error or omission may be used as a basis for disqualification.

5. Any additional information the Proposer feels is relevant to the general qualifications of the Proposal.

B. Approach to the Scope of Services

1. Billing Practices: Provide a representative copy of the customer contract you plan to use in the Energize Thurston project that includes a sample scope of work, equipment to be installed, terms of payment, and installation timeline, from execution of contract to final system commissioning. The sample contract does not count towards the 10-page limit. If partnering installers are submitting a joint proposal, we encourage the customer contract to be consistent between installers.

2. Work Quality:

a. Describe the heat pumps and/or HPWHs, and related products, you plan to use and explain why the products included in your response to this proposal are appropriate for this project.

b. If applicable, describe the site assessment process for space conditioning, including how you size heating/cooling equipment and how you determine whether a ducted or ductless heat pump is appropriate for a site. Indicate whether and how you consider the site’s building performance, such as insulation, building envelope, existing ductwork, and ventilation, when evaluating a site.

c. If applicable, describe the site assessment process for water heating systems, including how you size equipment and how you determine whether a heat pump water heater is appropriate for a site. Indicate what criteria you would use to determine if a water heater is near the end of its life and in need of replacement (note: these criteria will be used to guide grant-funded subsidized installations).

3. Marketing and Educational Practices: Identify any means by which the installer(s) will contribute to outreach efforts for Energize Thurston.

C. Community Benefits

1. Workforce Diversity: Describe your firm’s commitments to providing equal employment opportunities, including specific hiring practices, if any, to recruit a diverse workforce. Optionally, identify your current diversity of workforce and whether your firm is a veteran- owned, minority-owned, women-owned, or disability-owned business.

2. Customer Support: Provide descriptions of warranties, training you provide the homeowner, and customer support that ensure the long-term durability, operation, and maintenance of heat pump and HPWH installations. Include information on workmanship warranties provided by your company. Discuss your typical response time on calls, hours of customer service availability, and process for providing status reports after an incident is logged.

D. References

1. Provide references from at least three recent residential installations including size, date of installation, total cost, and location, with a contact name and telephone number. If possible, at least one reference should be from a customer whose heat pump or HPWH was installed within the last two years.

2. Provide at least one reference from an organization that your firm has partnered with on any projects related to installation, education, or promotion of heat pumps and/or HPWHs. These organizations may include, but not be limited to Puget Sound Energy, equipment distributors, other Energize programs, nonprofit partners, municipalities, or housing authorities. If possible, this reference should be from a project that was implemented within the last three years.

Pricing Submission Proposers may use Attachment 2 – Price Schedule Template or a similar form of their own to submit prices. Proposed pricing for subsidized installations should be at prevailing wage rates. Submissions must address the equipment information and pricing as described in the proposal requirements.

Customer contact, site assessments, and cost estimates are to be provided free of charge.

Proposers should present an equipment schedule detailing the equipment manufacturer, size of system, AHRI number, federal tax credit eligibility and HEAR eligibility as well as price. Space heat equipment proposals should include HSPF2 and SEER2 ratings. Heat pump water heater proposals should include Northwest Energy Efficiency Alliance (NEEA) Heat Pump Water Heater Product Tier, and Cool Climate Efficiency (CCE).

Indicate a group purchase discount (percentage discount or fixed discount) to apply across all system sizes. Pricing must include equipment costs, labor costs, and all other associated costs pertaining to the standard installation of a ductless heat pump system, ducted heat pump system, and heat pump water heater. Pricing is to apply to all work described in Attachment 1 - Statement of Work.

Identify any factors or special conditions which would result in additional costs (such as additional refrigerant line, additional heads, ease of access, removal of existing furnace and duct sealing), and provide estimates of additional charges for each such factor or condition. Additionally, pricing schedule must identify the costs associated with extended warranty options and maintenance service plans.

Note that pricing will be considered in concert with other factors, and the selection committee will not necessarily choose the lowest-priced proposals.

Appendix The Appendix may include any supporting information, such as resumes, references or other data that will support your firm as the best for this project. If present, the Appendix is included in the maximum allowed length of 10 pages for the entire proposal.

SECTION 5 - EVALUATION AND SELECTION

This section describes the method the County will use to evaluate Proposals received in response to this solicitation.

5.1 INITIAL SCREENING OF PROPOSALS

All Proposals will be initially screened for responsiveness and the minimum qualifications outlined in this solicitation. Those Proposals that do not clearly meet the minimum qualifications may be considered nonresponsive and may not be further evaluated.

5.2 EVALUATION CRITERIA

The County will evaluate and score the Proposals based on the following criteria:

5.3 FINALIST INTERVIEWS

Interviews will be held at the sole option of the County. Proposers selected for interviews will be selected at the sole discretion of the County. If interviews are conducted, selected Proposer should plan to have the identified key personnel assigned to the project team make the presentation. Selected Proposers may be asked to provide supplemental or additional information for review by the evaluation committee prior to the interviews. The interviews may be conducted electronically.

5.4 EVALUATION PROCESS

The County will evaluate and rank the Proposals according to the evaluation criteria in Section 5.2. If interviews are held, then the County will score the companies interviewed and conduct a final evaluation and ranking of the Proposers based on the criteria listed in Section 5.2 and interviews.

5.5 SELECTION AND NEGOTIATION

The County will select the highest-ranked qualified Proposers based on the criteria and evaluation process outlined above. The County will initiate negotiations (as necessary) with the Proposers who, in the sole opinion of the County, best meet the County’s needs as outlined in this solicitation. The number of Proposers selected to serve on the Qualified Installer Roster will be determined based on the number and quality of proposals.

The County intends to award without discussions/negotiations based on the pricing submitted with the Proposal but reserves the right to hold discussions/negotiations with the highest ranked Proposers on any aspect of the Contract and/or fee schedule for purposes of executing the Contract.

Although the County may open discussions with the highest-ranked Proposers, consideration or negotiations resulting in a Contract are not guaranteed. If the County is unsuccessful in negotiating with a selected Proposer or if negotiations do not proceed in a timely fashion, the County reserves the option to terminate negotiations and proceed with the next-highest ranked Proposer, and so on, until an agreement is reached or the process is terminated.

5.6 BOARD APPROVAL AND CONTRACT EXECUTION

The County will be required to make a recommendation to and obtain approval from the Board of County Commissioners prior to any Contract award.

Once the County has finalized and issued a Contract for signature, the successful Contractor must sign the Contract and provide any outstanding documents, including, but not limited to, certificates of insurance and W-9 (or equivalent). The County will sign the Contract only upon receipt of all required documents.

SECTION 6 - CONTRACT TERMS AND CONDITIONS

Attachment 3 is a sample of the Contract that will be entered into between Thurston County and the successful Proposers with incomplete information to be added based upon the final negotiations between the County and the successful Proposers. Proposers who want additional or modified Contract terms must include the requested change(s) in their initial Proposal for the change(s) to be subsequently considered. Note that any Contract negotiated between the County and a successful Proposer is subject to review by a County attorney from the Thurston County Prosecuting Attorney’s Office and approval by the Board of County Commissioners prior to being submitted to that Proposer for signature and final execution by the County.

6.1 INSURANCE

See the insurance provisions listed in Attachment 3 – Sample Contract for minimums the Contractor will be required to maintain at their own expense during the term of service. A current Certificate of Insurance (COI) executed on the appropriate form must be submitted prior to execution of the Contract.

6.2 COMPLIANCE WITH LAWS

All work must be performed in accordance with applicable federal, state, and local regulations. This includes, but is not limited to, all transportation, environmental, health, and safety regulations.

6.3 RECORDS

Contractor must agree at such time and in such form as the County may require to furnish the County reasonable periodic reports and documents as it may request pertaining to the work or services undertaken pursuant to the Contract Agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other matter covered by the Agreement. Contractor will maintain accounting records in accordance with accepted accounting principles and practices to substantiate all invoiced amounts.

SECTION 7 – ATTACHMENTS

ATTACHMENT 1 - STATEMENT OF WORK

1.0 BACKGROUND

Energize Thurston 2025 is a heat pump group purchase campaign that makes it faster, easier, and more affordable for Thurston County residents to purchase and install efficient, all-electric heat pumps and heat pump water heaters. Energize Thurston is supported by a partnership among Thurston County (County); the cities of Lacey, Olympia, Tumwater, and Tenino (“partner jurisdictions”); and South Puget Sound Habitat for Humanity (SPSHFH). The Energize Thurston campaign provides funding contributed by the partner jurisdictions, through SPSHFH, to cover the costs of subsidized installations for participants in the low- and moderate-income (LMI) Pathway as described below.

This RFP is being issued to establish a roster of qualified heating, ventilation and air conditioning (HVAC) and plumbing contractors to install approximately 140-230 total heat pump space conditioners and approximately 120-140 total heat pump water heaters (HPWHs) in homes throughout Thurston County. Members of the Qualified Installer Roster will receive leads from Energize Thurston and will work with homeowners to design and quote a heat pump/HPWH solution based on program guidelines. Thurston County will administer the Qualified Installer Roster for the Energize Thurston campaign and will execute an Agreement with each selected Installer consistent with the terms of this RFP.

Energize Thurston will offer two participant pathways based on income qualification:

· LMI Pathway: Energize Thurston will provide fully subsidized equipment installations for low-income households (<80% area median income; AMI) and partially subsidized installations for moderate-income households (≥80% but <120% AMI). Campaign partner SPSHFH will administer this pathway by contracting directly with installers on the Qualified Installer Roster to coordinate site assessments and subsidized installations for LMI participants. The installers will invoice SPSHFH for the work performed. (Moderate-income households will pay a cost share to SPSHFH.)

· Self-Funded Pathway: Energize Thurston will provide a group purchase discount to participants with household incomes ≥120% AMI. Self-funded participants will also benefit from free educational workshops, guidance on relevant incentives and financing, streamlined installation, and customer support. Self-funded homeowners will contract directly with contractors on the Qualified Installer Roster. Contractors and homeowners are responsible for coming to agreement regarding design of and quote for a heat pump and/or HPWH solution based on the Energize Thurston program guidelines.

2.0 SCOPE OF SERVICES

To remain in good standing on the Qualified Installer Roster and continue to receive leads from Energize Thurston over the campaign duration, selected installers must fulfill the following responsibilities.

A. Campaign Administration and Reporting Thurston County will host a project kick-off meeting for all selected installers and Energize Thurston partners to finalize the campaign plan and timeline, review partner roles and expectations, and provide training on the “Monday.com” software for lead management, participant tracking, and project reporting. Partners will hold weekly check-ins to ensure installers are meeting all roster obligations and timelines as detailed in the sections below.

Installer Responsibilities:

· Attend campaign kick-off meeting and software training.

· Attend weekly check-in meetings.

· Provide weekly participant progress reports through “Monday.com” software. Weekly reporting must be submitted by Monday at 12:00 pm PST for the previous week’s work. All discrepancies must be resolved prior to the next reporting period. At a minimum, progress reports should include the following:

· Contact status/Lead follow-up

· Dates of scheduled/completed site assessments

· Dates of contract signing

· Dates of scheduled installation

· Dates of targeted completion

· Issued quotes and final invoices (both of which document program equipment, pricing, and rebates)

· Upload all relevant documentation to Monday.com as described in sections D and E below.

· Maintain all Minimum Qualifications listed in Section 1.3 of this RFP and maintain all minimum insurance requirements listed in Attachment 3 – Sample Contract, through the duration of the contract.

Campaign Staff Responsibilities:

· Organize, schedule, and lead a project kick-off meeting.

· Organize, schedule, and lead weekly project check-in meetings.

· Provide free software access and a reporting template to installers and campaign partners.

· Verify that Installer progress reports are submitted with all required data.

B. Outreach and Education Support Prior to campaign launch and for most of the campaign duration, campaign staff will promote Energize Thurston and deliver educational workshops virtually and at public locations in Thurston County and each of the partner cities. Selected installers are expected to play a supporting role in Energize Thurston outreach and education.

Installer Responsibilities:

· Participate in in-person community workshops as requested (exact number TBD, likely no more than four).

· Conduct additional marketing and outreach to promote Energize Thurston, as described in the installer’s proposal.

· Educate individual homeowners during site assessments about the heating, cooling and/or water heating needs of their home, appropriate equipment and its use, weatherization considerations, etc.

Campaign Staff Responsibilities:

· Coordinate community events and workshops.

· Provide marketing and outreach materials for use by the installer and project partners.

· Provide materials about general heat pump/HPWH use and maintenance, and weatherization information for installers to leave for participants post-installation.

C. Lead Management During the campaign duration (estimated March to June 2025), interested Thurston County residents will register and attend campaign workshops (in-person and virtual). After attending a workshop, they may choose to complete an Energize Thurston application that indicates a) whether they are applying for the LMI Pathway or the Self-Funded Pathway; and b) if they request a site assessment for a heat pump space conditioning system, HPWH, or both.

As prospective participants are identified, their names and contact information will be provided to the selected installers. Leads will be provided to installers in an equitable manner to be determined prior to the campaign launch.

It is anticipated that the campaign will result in installations of approximately 140-230 heat pump space conditioners and approximately 120-140 HPWHs, about equally divided between the subsidized LMI Pathway and the Self-Funded Pathway. The total number of leads provided to each Installer will depend on the number of installers selected for the Qualified Installer Roster.

Note: A lead does NOT guarantee the Installer a contract with a homeowner to get paid for performing a heat pump or HPWH installation; it is the responsibility of the Installer to convert the lead into a contract with the homeowner or SPSHFH to perform an installation for payment. Energize Thurston will rotate Installers based on leads assigned, rather than on actual installations.

Installer Responsibilities:

· Contact the provided leads within three (3) business days of receiving their contact information to schedule a site assessment.

· For LMI participant leads, coordinate with SPSHFH on contacting the participant and scheduling the site assessment.

Campaign Staff and/or SPSHFH Responsibilities:

· Manage participant applications and verify the eligibility of all prospective Energize leads.

· Track applications and leads in Monday.com software, including which jurisdiction participants live in for tracking purposes.

· Request income eligibility information and coordinate income verification for LMI Pathway applicants.

· Provide participant names, addresses, and contact information to the selected installers in a manner to be determined prior to the campaign launch.

D. Site Assessments and Project Quotes Once Installer has received the lead, and assuming the homeowner responds to Installer’s contact, Installer is expected to follow up as described below. For the LMI Pathway, Installer will work with SPSHFH and the homeowner to complete the site assessment, quote, and installation. For the Self-Funded Pathway, Installer will work directly with the homeowner.

Installer Responsibilities:

· Conduct a free site visit and assess the heating/cooling and/or water heating needs of the home, preferably using a repeatable load calculation methodology.

· Based on the site assessment, recommend the appropriate equipment for the customer, which may be a ducted heat pump, ductless heat pump, heat pump hot water heater, or other equipment.

· Inform customers of weatherization considerations, such as air sealing and insulation, that may affect customer satisfaction and savings from the equipment.

· The Installer may provide introductions and supporting materials to banks, credit unions, and other interested financing entities as needed; however, any financing product offered by the Installer must be pre-approved by Thurston County.

· Within ten (10) business days of completing the site visit, provide a free quote to the homeowner for the installation work. Quotes will include all associated costs to perform the work at that house, including heat pump and/or HPWH equipment, electrical upgrades if needed, taxes, labor and permitting.

· Quotes must be consistent with all equipment and labor pricing as described in the Installer’s proposal.

· Quotes must include all eligible rebates and incentives offered by the utility, manufacturer, state, city or county, labor union, etc., as well as information about relevant federal tax credits.

· If requested by participant, load calculation data backing up the system size recommendation should be provided with the quote.

· For LMI installations, the quote must be prevailing wage.

· Installations funded by the State HEAR Program are subject to Washington State Prevailing Wage Requirements.

· Installations funded by the Bipartisan Infrastructure Law, which includes EECBG, are required to follow Davis-Bacon Act standards including US Department of Labor Prevailing Wage Requirements.

· For LMI participants receiving installations of ducted heat pump systems, the quote must include duct sealing as needed, up to an established threshold to be determined prior to campaign launch.

· Quotes should also take into consideration each owner’s self-identified financial limitations including, if applicable, any owner-arranged financing with a bank, credit union or other financing entity.

· The Installer must submit quotes and associated documentation through the Monday.com software.

Campaign Staff and/or SPSHFH Responsibilities:

· Review Installer quotes to verify consistency with the price schedule provided in the Installer’s proposal, including the provision of all applicable rebates as a time-of-sale discount.

· For LMI Pathway participants, issue notice to proceed to Installer after quote is verified.

E. Heat Pump and HPWH Installations

Installer Responsibilities:

· Upon receiving notice to proceed from Energize Thurston campaign staff and/or SPSHFH, the Installer will be expected to promptly execute a contract:

· With SPSHFH for the LMI Pathway

· With the homeowner for the Self-Funded Pathway

· The Installer will make a best-faith effort to conduct heat pump installations and complete contracted work for individual houses within a reasonable timeframe upon receipt of the necessary heat pump/HPWH equipment.

· Installations should be completed in a workmanlike manner, taking into consideration the preferences of the owner while minimizing project costs and maximizing effectiveness.

· The installations will be carried out by the selected Installer in conformance with all applicable laws, codes, and jurisdictional requirements.

· The Installer will be responsible for securing all required permits, completing, and submitting all incentive applications, and scheduling and passing all jurisdictional inspections.

· To provide services for subsidized installations, the selected installer must meet federal requirements for grant management, including an active registration on SAM.gov.

· Installer must include a generally visible decal including the Climate Commitment Act (CCA) logo on all equipment purchased with state HEAR funding. Installer must take a photo of this decal and include with project documentation.

· The Installer must submit invoices and all relevant documentation through the “Monday.com” software, providing proof of installation and passed inspections and the following data:

· Year home was built

· Type of home

· Total cost of installation(s)

· All rebates provided as a time-of-sale discount

· Information on space conditioning equipment (if applicable)

· Primary space heating fuel type prior to installation

· Heating equipment prior to installation

· Presence of AC before upgrade

· Type of space conditioning heat pump installed (ducted or ductless)

· (if ductless) Total heads installed and room location(s)

· Square footage served by space conditioning system

· AHRI certification # of installed equipment

· Information on water heating equipment (if applicable)

· Primary water heating fuel type prior to installation

· Water heating equipment and equipment age prior to installation

· AHRI certification # of installed equipment

Campaign Staff and/or SPSHFH Responsibilities:

· Verify that invoices are submitted with required documentation, that prices are consistent with the price schedule provided in the Installer’s proposal, and that all applicable rebates are applied as a time-of-sale discount.

· SPSHFH will reimburse Installers for completed invoices for participants in the LMI Pathway.

· Provide CCA logo decals to installer to place on HEAR-funded equipment.

· Reimburse the Installer for any local rebates if applicable.

F. Heat Pump and HPWH Equipment Requirements Energize Thurston minimum equipment specifications for heat pumps must meet the following criteria:

· Consortium for Energy Efficiency (CEE) highest efficiency tier for 2025:

2025 CEE Split ASHP Specification

CEE Tier 1

CEE Advanced Tier

Refer to the DOE Cold Climate Heat Pump Challenge Specification

2025 CEE Packaged ASHP Specification

· System must be AHRI Certified as a variable speed heat pump, mini-split or multi-split heat pump and use inverter technology and be a minimum of ¾ ton in heating mode.

· For ductless heat pump only installations, at least one indoor head must be installed in the main living (high-flow) area of the home; bedroom only installations do not qualify for the campaign.

Energize Thurston minimum equipment specifications for heat pump water heaters must meet the following criteria:

· Must be Northwest Energy Efficiency Alliance (NEEA) Tier 3 or 4 heat pump water heater on Puget Sound Energy’s HPWH qualified product list (included as a separate attachment to this RFP).

· (TBD) Existing equipment must meet a minimum age requirement (e.g., 5 or 10 years) to be determined by campaign staff prior to the campaign launch

In addition to the above requirements, all equipment installed in qualifying LMI households that is funded with HEAR grants must meet the following HEAR program requirements:

· Remove all fossil fuel equipment where technically and economically feasible.

· All air-source heat pumps must be listed on the Northeast Energy Efficiency Partnership’s (NEEP) Cold Climate Air Source Heat Pump (ccASHP) Product List, or meet the most recent ENERGY STAR Cold Climate product criteria. For a full list of ENERGY STAR Cold Climate Certified equipment, visit www.pse.com/en/rebates/hear and scroll down to the section titled “Equipment requirements.”

· All equipment must be ENERGY STAR Certified or CEE North Region Certified.

· All equipment that uses refrigerants must follow the statutory global warming potential (GWP) limits from the Washington State Department of Ecology and the U.S. Environmental Protection Agency (EPA), and where technically and economically feasible, must use low GWP refrigerants listed by the EPA’s Significant New Alternatives Policy (SNAP) Program, or the California Air Resources Board (CARB).

ATTACHMENT 2 – PRICE SCHEDULE TEMPLATE

The Price Schedule template is included separately (Excel) on the ATTACHMENTS Page in Section 7.

ATTACHMENT 3 – PROFESSIONAL SERVICES SAMPLE CONTRACT

THURSTON COUNTY GOVERNMENT

BOARD OF COUNTY COMMISSIONERS

3000 PACIFIC AVE SE, STE. 200

OLYMPIA WA 98501

PROFESSIONAL SERVICES CONTRACT

THIS CONTRACT is entered into in duplicate originals between THURSTON COUNTY, a municipal corporation, with its principal offices at 3000 Pacific Ave S.E., Olympia, WA 98501, hereinafter “COUNTY,” and [LEGAL NAME OF COMPANY] with its principal offices at [CONTRACTOR’S ADDRESS] hereinafter “CONTRACTOR.”

In consideration of the mutual benefits and covenants contained herein, the parties agree as follows:

1. DURATION OF CONTRACT

The term of this Contract shall begin on the date last executed below and shall terminate on Month Day, Year, unless terminated sooner or extended by written Amendment to the contract. Options to extend the contract will be exercised at the sole discretion of the County.

2. SERVICES PROVIDED BY THE CONTRACTOR

The CONTRACTOR represents that it is qualified and possesses the necessary expertise, knowledge, training, and skills, and has the necessary licenses and/or certification to perform the services set forth in this Contract.

The CONTRACTOR shall perform the following services:

a. A detailed description of the services to be performed by the CONTRACTOR is set forth in ATTACHMENT 1, Statement of Work, which is attached and incorporated herein.

b. The CONTRACTOR agrees to provide its own labor and materials. Unless otherwise provided for in the Contract, no material, labor, or facilities will be furnished by the COUNTY.

c. The CONTRACTOR shall perform according to standard industry practice of the work specified by this Contract.

d. The CONTRACTOR shall complete its work in a timely manner and in accordance with the schedule agreed to by the parties.

e. The CONTRACTOR shall, from time to time, during the progress of the work, confer with the LMD and/or COUNTY. At the LMDS and/or COUNTY’S request, the CONTRACTOR shall prepare and present status reports on its work.

3. SERVICES PROVIDED BY THE COUNTY AND CONTRACTOR

To assist the CONTRACTOR in fulfilling its duties under this Contract, the COUNTY may provide the following:

a. Relevant information as exists.

b. Coordination with other County Departments or other Consultants as necessary.

c. Service documents, or other information identified in ATTACHMENT 1, Statement of Work.

4. CONTRACT REPRESENTATIVES

Each party to this Contract shall have a contract representative. Each party may change its representative upon providing written notice to the other party. The parties’ representatives are as follows:

FOR CONTRACTOR:

Name

Title

Mailing Address

City, State, and Zip

Email

FOR COUNTY:

Name

Title

5. COMPENSATION

a. CONTRACTOR shall be paid for the services performed per the Contract Documents; Request for Proposal (RFP) #24-003-0020, this Contract, Contracts entered with the County’s…