Homeowner Association (HOA) Heat Pump Adoption Program

Boulder County Office of Sustainability, Climate Action & Resilience (OSCAR) is soliciting proposals from qualified consultants to administer and manage a Multifamily Heat Pump Adoption Program for homeowner association townhome and condominium properties in Boulder County, Colorado, with a non-mandatory pre-proposal meeting on November 4, 2026 and proposals due November 20, 2026. The pre-proposal meeting runs via Microsoft Teams with phone dial-in.

The program will identify 2–4 HOA communities in 2027 and requires the consultant to deliver outreach and education tailored to multifamily HOA audiences, high-quality installation and design of Cold Climate Air Source Heat Pumps, responsive customer and HOA support, strategies to streamline HOA architectural approval and community adoption, efficient rebate and incentive processing, and competitive pricing at scale. The County cites coordinated purchasing or a similar model as its cost-savings mechanism. All installers and vendor partners must meet or exceed County expectations for quality and customer service.

Proposals are scored on a 100-point matrix: Experience and Ability to Fulfill Requirements (40 points), Approach and Systems for High-Quality Design, Installations, and Customer Service (20 points), Budget for Support Services (15 points), Budget for Equipment and Installation (15 points), and Demonstrated Ability to Serve Priority Populations, including low-income and non-English speaking populations (10 points). Experience must come from similar multifamily or HOA work. The County states it does not seek the lowest-cost proposal at the expense of safety, performance, or resident comfort.

The attached contract template sets a not-to-exceed payment structure with a "Highest Annual Amount" representing the maximum County payment in any fiscal year, which the County is not obligated to pay annually. Work begins only upon a written task order. Payment beyond the current fiscal year depends on appropriation, and the County may terminate without penalty on seven days' written notice if funds are not allocated. Invoices are due by the fifteenth of each month for work performed in the prior month. The insurance exhibit requires commercial general liability of $1.0 million per occurrence and $2.0 million aggregate, employer's liability of $100,000 per accident and $500,000 disease policy limit, statutory workers' compensation, Boulder County named as additional insured, primary and noncontributory coverage, and annual certificates of insurance.