Contractor Services for the Direct Installation of Heat Pump Water Heater and Ductless Mini-Split Heat Pumps in Income-Eligible Vermont Households

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1 Notice Type: Request for Proposal Short Title: Low Income Heat Pump Posted date: August 8, response date: August 29, 2014 Contact: Contractor Services for the Direct Installation of Heat Pump Water Heater and Ductless Mini-Split Heat Pumps in Income-Eligible Vermont Households The Vermont Energy Investment Corporation (VEIC), a non-profit corporation, requests proposals from qualified contractors for the direct installation of up to 100 heat pump water heaters and ductless mini-split heat pumps in income-eligible Vermont households identified by Efficiency Vermont. Heat pump installations will support the replacement of existing electric water heaters and/or households using electricity as the primary fuel for space heating. Responses to this RFP must be delivered electronically to Efficiency Vermont by 5:00 p.m. EDT on August 29, Responses submitted after 5:00 p.m. EDT on that date will not be accepted. Responses must be submitted electronically via to: info@efficiencyvermont.com with Low Income Heat Pump RFP in the subject line. Proposals (excluding attachments) should be no longer than 10 pages. Scope of Work Oh behalf of Efficiency Vermont, VEIC is seeking cost-effective proposals from qualified HVAC contractors for the direct installation of heat pump water heaters and ductless, mini-split heat pumps for eligible Vermont households. The goal of the initiative is to support Efficiency Vermont efforts to help low-income Vermont households reduce the energy costs of space and water heating. Detailed requirements for the installation of heat pump water heater and ductless mini-split heat pump systems are included in Appendix A and B. In their responses to this RFP, Contractors should describe their means and methods to accomplish the following objectives: 1) Schedule and perform site visits to households identified by Efficiency Vermont that meet the qualification criteria for the initiative and are interested in the direct installation and replacement of inefficient space and water heating equipment. Eligible households are required to: a) be located in Vermont with an active electric account (other than in Burlington Electric Department s service territory); Page 1 of 14

2 b) have either existing electric water or space heating equipment as their primary source; and c) have an existing electric usage of more than 10,000 kwh per year. 2) Verify that households are good candidate sites and will allow for the safe operation of heatpump-based heating systems. 3) Install heat pump water heater and/or ductless mini-split heat pumps. 4) Provide homeowner training on the operation and maintenance of the new heating systems and options for ongoing equipment service. 5) Provide warranty service and a minimum one-year warranty on all work. In their responses to this RFP, Contractors may propose to support the direct installation of heat pump water heaters, ductless mini-split heat pumps, or both. Proposal Requirements Proposals may not exceed 10 pages, excluding attachments and appendices. Proposals should be presented in 11-point font or larger, with margins of 1 inch all around. Please see the first page of this RFP for submission dates and information. Proposals must include the following: o Section 1 Company Description Company name and address Name, address, phone number and address of primary contact at Company Statement of ownership: Describe the type of business entity (sole proprietorship, corporation, LLC, or other), and list the majority and minority owners Provide a brief statement as to why Company is interested in performing this work, and a summary of reasons that differentiate Company from potentially competing bidders o Section 2 Company Qualifications and Experience This section must include: A statement of the Company s qualifications and experience to complete the work scope in this RFP (e.g., describe company experience designing, installing and servicing heat pump water heaters and ductless mini-split heat pumps) Direct information regarding the Company s capability to perform the following: 1. Support installations in either or both of the two service areas supported by the Champlain Valley Office of Economic Opportunity (CVOEO) and the Capstone Community Action Council (formerly Central Vermont Community Action Council - CVCAC). The service area map is included in Attachment B. Companies may choose to bid on a Page 2 of 14

3 single service area. Please provide location of offices or that of subcontractors; 2. Manage multiple projects at the same time within budget and schedule; 3. Achieve high levels of customer satisfaction; and 4. Ensure proper recycling and disposal of replaced equipment. A statement of current licenses held. Contractors will need proof of appropriate electrical, plumbing and HVAC contractor licenses. Licenses must be current. Copies of licenses must be included as attachments to the proposal. A list of heat pump trainings completed by the Company staff who would be providing the installation services. Statement of current insurance: Minimum insurance requirements are contained in the Efficiency Vermont standard contract terms, provided in Appendix C. A list of 2 client references and their contact information. References must be able to comment on their satisfaction with their heat pump water heater and/or ductless mini-split heat pumps installations, Company business practices and customer satisfaction. o Section 3 Key Staff and Partners Names and company affiliations of key staff, including any anticipated subcontractors Roles, Responsibilities and Qualifications of key staff, including brief description of primary tasks to be performed by each and training and experience relevant to successful completion of tasks Information should be included on the overall Company team, such as technical competencies, work management approaches. Provide an organizational chart showing internal relationships and functions, and anticipated interactions with Efficiency Vermont. Identify which staff and partner firms are Vermont-based. Include brief resumes for key staff. o Section 4 Work Plan (Tasks and Schedule) Proposed schedule for astandard site evaluation and installation, with specific steps required for a successful heat pump water heater and/or ductless minisplit heat pumps installation Plan for customer remediation, warranty and option for service support for installed product(s) Customer complaint resolution process o Section 5 Product Specifications Detailed product specifications, including all warranties (manufacturer and Contractor), a description of installation services and other related and supporting information. Page 3 of 14

4 o Section 6 Cost and Budget Fixed-fee cost for standard installation of a ductless mini-split heat pump space heating system, heat pump water heating system and/or both based on individual households. Proposed installation and equipment pricing must be detailed in Table 1 of Attachment A. Clarify if/how pricing will be handled for installations that require additional material or labor beyond the proposed standard work scope. o Section 7 Standard Contract Terms Complete Certificate of Agreement and Compliance stating any exceptions to the Efficiency Vermont standard boilerplate contract terms. o Additional Attachments - Required Supplemental Information Copies of licenses held Copies of insurance certificates Resumes and/or description of qualifications of key staff Protocols for Preparing and Delivering Responses to This RFP Questions regarding the RFP will be accepted following the posting date until 5:00 p.m. EDT on August 14, Questions will be accepted by only, to info@efficiencyvermont.com. Responses to all questions will be posted to the VEIC website at no later than 5:00 p.m. EDT on August 14, If deemed necessary by Efficiency Vermont, a second round of questions will be permitted. Responses to this RFP must be delivered electronically to Efficiency Vermont by 5:00 p.m. EDT on August 29, Responses submitted after 5:00 p.m. EDT on that date will not be accepted. Responses must be submitted electronically via to: info@efficiencyvermont.com with Low Income Heat Pump RFP in the subject line. All of the documents for the submittal must be presented in the same order as listed in the Proposal Requirements above. All submissions should consist of one (1) PDF document containing all of the requested information. Proposals shall be limited to 10 pages, excluding attachments and appendices. Proposal Evaluation Proposals that meet proposal requirements as specified in this RFP will be reviewed by Efficiency Vermont staff. At Efficiency Vermont s discretion, bidders may be requested to attend an interview to address any potential questions or clarifications outlined in the proposals. Bidders will be notified if they are requested to attend an interview. Proposals will be evaluated according to the following criteria: Page 4 of 14

5 Qualifications and Experience Does the proposer demonstrate applicable background and experience in the installation and servicing of heat pump water heater and ductless mini-split heat pumps? Preference will be given to proposals from Vermont-based companies and equipment procurement through Vermont-based distributors. Staffing and Work Plan Does the proposer have adequate staff to support the site evaluation and equipment installation for the Efficiency Vermont program? Are the work plan and schedule reasonable for the tasks identified? Budget and Cost Is the budget and overall cost reasonable? How cost-effective is the proposal based on the overview and proposed strategies? Are the proposed rates reasonable and appropriate for the anticipated work? The evaluation criteria will be weighted as follows: Evaluation Criteria Maximum Points Qualifications & Experience 30 Staffing and Work Plan 30 Budget and Cost 40 Total points available 100 Efficiency Vermont reserves the right to evaluate proposals on criteria not listed above. Contract Award Efficiency Vermont may award contracts to one or more firms. It may award a contract based on initial applications without discussion, or following discussion or negotiations with one or more bidders. Each proposal should be submitted using the most favorable cost and technical terms. Efficiency Vermont may request additional data or material prior to making a contract award. Efficiency Vermont expects to notify bidders in approximately (2) weeks from the proposal due date whether your proposal has been selected to receive an award. The winning bidder(s) will be expected to negotiate the performance incentive metrics with Efficiency Vermont during the contract award process. Limitation This solicitation does not commit Efficiency Vermont to award a contract, pay any costs incurred in preparing a proposal, or to procure or contract for services or supplies. VEIC reserves the right to accept or reject any or all proposals received, to negotiate with all Page 5 of 14

6 qualified sources, or to cancel in part or in its entirety the RFP if any of these actions is deemed by VEIC in its sole discretion to be in VEIC s best interest. Ownership of Materials and Information All proposals and documents submitted in response to this RFP shall be the property of Efficiency Vermont and VEIC. All material produced, data collected, and reports generated by the contractor on behalf of Efficiency Vermont are confidential and become the exclusive property of Efficiency Vermont. The contractor may not share program materials, customer data, or industry or program participant contact information, unless explicitly authorized by Efficiency Vermont to do so. Page 6 of 14

7 Attachment A Contractor Compensation Proposal Table 1: Compensation for Standard Installation of Heat Pump Water Heater and Ductless Mini-split Heat Pump Contractor: Please complete the table below for Contractor-installed heat pump water heater and/or ductless mini-split heat pumps equipment. These per-unit-installed compensation rates should include all costs associated with the fixed-fee installation scope of work. Individual installation costs should be included for either a space or water heating system, as well as for a household with both. Standard Heat Pump Installation Equipment Description ENERGY STAR Heat Pump Water Heater ( 60 gal) ENERGY STAR Heat Pump Water Heater (>60 gal) Installed Cost per Unit Cold climate ductless mini-split heat pump (9,000 Btuh) Cold climate ductless mini-split heat pump (12,000 Btuh) Cold climate ductless mini-split heat pump (15,000 Btuh) Cold climate ductless mini-split heat pump (18,000 Btuh) Note: All fixed fee ductless mini-split heat pumps installation costs must include wall bracket and remote thermostat. Page 7 of 14

8 Table 2: Additional Material and Labor Compensation (excludes Fixed-Fee Costs) Contractor: Please complete the table below for the fees associated with additional material and labor potentially required for non-standard installations. Although requests for additional material and labor compensation will be allowed, Efficiency Vermont will give preference to proposals with a fixed fee cost per installation. Non-Standard - Additional Material/Labor Description Installation of an electrical subpanel. Installation of a second mini split head Per foot price for mini-split pipe runs beyond 25 ft. Installation of a condensation pump for the water heater. Installation of a concrete water heater pad for basement with dirt floor. Installation of a concrete pad for outdoor heat pump unit. Installation of a remote thermostat Other: Unit Description Installed Cost per Unit Page 8 of 14

9 Attachment B Eligible Vermont Community Action Agency Service Territory Map Page 9 of 14

10 Appendix A Ductless, Mini-split Heat Pump Installation Scope of Work 1) If applicable, complete manufacturer training on the proper installation of ductless, minisplit heat pumps. 2) Receive a list of eligible homeowners, and schedule delivery and installation services to the customer. 3) Installation Requirements: a) Prior to installation, verify that the site is well suited for safe and reliable installation and operation of the proposed heat pump heating system in keeping with the manufacturer s installation recommendations. b) Take delivery of all equipment, materials and supplies necessary for the installation of a cold climate ductless mini-split heat pump system. c) Deliver and install min-split heat pump system in customer s home and remove and dispose of any replaced equipment. d) Outdoor units must be: i) Mounted on brackets or raised above a concrete pad to a height of 18 in an unobstructed location to avoid snow cover; ii) Mounted in a location that is agreeable to the homeowner; and iii) Be protected by a metal rain cap or suitable separate structure if any portion of the unit is located outside the drip line of a roof eve. e) Line sets: i) All line sets that are visible on the exterior of the building must run through duct covers and termination fittings (tapered, vertical wall, soffit, etc.) must be installed on both ends of all duct covers. ii) Ends of duct covers must be sealed to prevent pest entry. iii) Line set length will be within manufacturer requirements. iv) Refrigerant lines must be evacuated per the manufacturer s recommendations. v) Insulation must cover full length of line sets (no exposed copper). vi) Insulation used exterior to the home must be rated for outdoor use and installed in compliance with the manufacturer s recommendations. vii) All interior and exterior ceiling/wall/floor penetrations must be sealed with 1-part expanding foam. f) Indoor units must be: i) Mounted in a location maximizing airflow and agreeable to the homeowner; and ii) Level and with adequate side and top clearances for servicing. g) Control type: Wireless remote control h) Electrical connections: i) All electrical work must be performed by a licensed electrician. ii) Installation of a dedicated circuit breaker in the electrical panel for service of the equipment. iii) If required by local code, an outdoor disconnect must be installed. 14 Page 10 of

11 i) All work must be done in compliance with the manufacturer s installation recommendations. 4) Equipment Specifications: a) Minimum rated capacity: 9,000 BTU/Hour b) AHRI-listed Heating Seasonal Performance Factor (HSPF) ) Capture and document all required information for the installation, including documentation of quality installation. 6) Adhere to all applicable laws, ordinances, codes or other applicable requirements as may be required during the implementation of this Subcontract. 7) At the customer s request, provide technical support and any required follow up work for one year, including subsequent site visits, to ensure that the equipment is properly installed and in serviceable condition. 8) Invoice for services shall include the unit serial number, the customer s name and address, the utility account number. Other Requirements Vendor will also be responsible for: 1) Supplying homeowner with owner s manuals and copy of Efficiency Vermont Heat Pump User Tips; 2) Training homeowner on maintenance and basic trouble shooting, including but not limited to: a) Cleaning indoor unit filters, outdoor coils and other periodic maintenance requirements b) Use of equipment controls; c) Best practice for operating the equipment to ensure the highest energy savings potential; d) Identification of common error messages and corrective actions; and e) Identification of whom to call for service; 3) Ensuring that the installation and all electrical and plumbing work comply with all applicable codes; and 4) Coordinating and managing access to the home. 14 Page 11 of

12 Appendix B Heat Pump Water Heater Installation Scope of Work 1) If applicable, complete manufacturer training on the proper installation of heat pump water heaters. 2) Receive a list of eligible homeowners, and schedule delivery and installation services to the customer. 3) Installation Requirements: a) Prior to installation, verify that the site is well suited for safe and reliable installation and operation of the proposed heat pump water heater (HPWH) in keeping with the manufacturer s installation recommendations. b) Take delivery of all equipment, materials and supplies necessary for the installation of a heat pump water heater. c) Deliver and install HPWH s in customer homes and remove and dispose of existing water heater. d) Provide for adequate drainage or supplemental pumping for HPWH condensate drain line. e) Install a concrete pad in none exists in dirt floor basement. f) Install a thermostatic mixing valve if none present. g) Set water temperature at faucet to 120 degrees. h) Set water temperature at tank consistent with building code requirements. i) Electrical connections: i) All electrical work must be performed by a licensed electrician. ii) Installation of a dedicated circuit breaker in the electrical panel for service of the equipment. j) All work must be done in compliance with the manufacturer s installation recommendations. 4) Equipment Specifications: a) Water heater must be on EVTs qualified products list and purchased at a participating distributor (see Efficiency Vermont qualified product list and participating distributors). 5) Capture and document all required information for the installation, including documentation of quality installation. 6) Adhere to all applicable laws, ordinances, codes or other applicable requirements as may be required during the implementation of this Subcontract. 7) At the customer s request, provide technical support and any required follow up work for one year, including subsequent site visits, to ensure that the equipment is properly installed and in serviceable condition. 8) Invoice for services shall include the unit serial number, the occupants name and address, the utility account number. Other Requirements Vendor will also be responsible for: 1) Supplying homeowner with owner s manuals; 2) Training homeowner on maintenance and basic trouble shooting, including but not limited to:

13 a) Cleaning air filter and other periodic maintenance requirements; b) Use of equipment controls; c) Best practice for operating the equipment to ensure the highest energy savings potential; d) Identification of common error messages and corrective actions; and e) Identification of whom to call for service; 3) Ensuring that the installation and all electrical and plumbing work comply with all applicable codes; and 4) Coordinating and managing access to the home.. 13

14 Information about VEIC and Efficiency Vermont VEIC is dedicated to reducing the economic and environmental costs of energy use. It was founded in 1986, employs 320 professionals, and operates with an annual budget of $80 million. VEIC is internationally recognized for advancing energy efficiency, transportation efficiency, biomass, and renewable energy plans and projects in 35 states, 6 Canadian provinces, and 6 countries in Europe and Asia. It is best known for continuously operating the nation s longest-running statewide energy efficiency utility, Efficiency Vermont. That program began in VEIC also operates utilityscale efficiency programs in the District of Columbia (DC Sustainable Energy Utility; present), and in the Midwest with 26 utilities, as Efficiency Smart (American Municipal Power, present). In addition to operating these utility programs, VEIC offers Consultative Services for advising on policy, designing sustainable energy programs, planning programs for utilities and regulators, evaluating energy savings claims, analyzing complex data sets, and providing deep technical and engineering assistance. It undertakes projects in energy efficiency and renewable / biomass energy; transportation efficiency and mobility research; community energy initiatives; and costeffectiveness screening. VEIC has also been the contractor for the Vermont Energy Code Education, Outreach, and Training program. The organization s expertise in regulatory and business development assistance and in workforce development has led to its repeatedly meeting or exceeding its regulatory and contract goals in its three major program sites. Central to VEIC s work is its dedication to sustainable energy training, education, and community outreach. These services have helped VEIC win more than 70 local, regional, and national awards for excellence in service delivery. With qualified trainers and community organizing professionals on staff, and with continuous improvement protocols embedded in all of its key activity, VEIC is also a trusted resource for advancing a full spectrum of knowledge about sustainable energy. For more information, see and