Clean Heat Rebate Administration

The City of Seattle is requesting proposals for Clean Heat Rebate Administration, with proposals due November 13, 2026 and questions due October 22, 2026 through the e-procurement portal.

The City seeks a qualified consultant to administer pass-through instant rebates to homeowners converting oil heating systems to high-efficiency electric heat pumps, create and coordinate a network of participating contractors, securely manage participant data, and implement marketing to ensure accessibility, equity, and effectiveness. Subject to available budget, the City may expand the program to include incentives for gas-to-heat-pump conversions (including window heat pumps) and heat pump water heater replacements. The program supports Seattle's climate goals to reduce household emissions, lower energy burdens, increase resilience, and prioritize moderate-income households in overburdened communities.

The consultant agreement operates on an hourly rate basis with a total compensation cap, subject to modification only by written amendment. Reimbursable expenses include pre-approved travel, printing, supplies, materials, and subconsultant fees, with limitations on airfare, meals, lodging, mileage, and rental vehicles based on federal rates and actual costs. The City issues payment within thirty calendar days of proper invoice receipt following monthly invoice submission during work progress. The agreement term begins upon full execution and ends upon completion and acceptance of work, with possible extensions by written amendment.

The consultant must maintain Commercial General Liability ($1 million each occurrence / $2 million combined single limit), Automobile Liability ($1 million combined single limit), and Washington State Worker's Compensation insurance as required by Title 51 RCW. The City of Seattle must be named as an additional insured on all applicable policies as primary and non-contributory. Additional coverages—Umbrella/Excess Liability, Contractor's Pollution Liability, Professional Liability, Crime Fidelity, Technology Errors & Omission, and Information Technology-Cyber Liability—may be required depending on specific contract requirements. All insurers must be rated A-:VII or higher in A.M. Best's Key Rating Guide unless placed through a licensed Washington State surplus lines broker. Failure to comply with insurance provisions constitutes material breach and grounds for immediate termination.

The consultant must comply with all City of Seattle ordinances and Washington State laws, including non-discrimination, equal benefits, paid sick time, and minimum wage requirements, as well as Public Records Act obligations and the City Ethics Code. The consultant retains copyright to work materials while granting the City a non-exclusive, irrevocable, royalty-free license to use all documents. The City and funding agencies retain audit rights for up to six years after final payment.