1.) Would it be possible to receive an extension of at least 2 weeks for the proposal due date?

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1 Questions & Answers for Request for Proposal Software Solutions for Home and Building Performance: Program Management, Comprehensive Energy Assessment, and Home Energy Scoring July 18, 2013 Questions from potential vendors & Answers from VEIC: 1.) Would it be possible to receive an extension of at least 2 weeks for the proposal due date? VEIC appreciates your interest in submitting a proposal. However, we are unable to extend the proposal due date. 2.) In addition to our written proposal as specified in the RFP, would it be helpful to include a discussion of our methodology and a mock-up of a user interface for evaluating our ability to integrate with current and future software vendors? Yes, that would be welcome. Applicants selected for final consideration will be required to provide a discussion and presentation on methodologies, with access to a demo site. 3.) Can we submit for this part only. Program Management that includes a customer portal, contractor project management functions, and a comprehensive program database that collects all program activity and data, and enables Efficiency Vermont to manage and track all aspects of program delivery. Yes, applicants may submit for one part, or a combination of parts. 4.) Program Data migration - Are you able to provide any additional details on the extent and structure of the existing VEIC system data that would need to be migrated to a new Program Management system? The amount of legacy data that will be imported has yet to be determined and will depend upon a number of factors including the cost of migration. The details of the process and scope for the data migration would vary based on individual vendor s data structures and available tools. VEIC will not be providing a data schema at this stage of the process. 5.) Green Button - Does VEIC have any specific intentions for using Green Button/interval data that should be considered other than collection and storage? No, however VEIC is planning to leverage Green Button and AMI interval data in a separate RFP under development for a data warehouse platform, focusing initially on AMI interval data. 1

2 If the proposed solution is able to take advantage of Green Button or AMI data, please describe what additional features or advantages that would provide, and what additional effort would be required to integrate AMI data to implement those features. 6.) Bundling - Will VEIC consider a bundled solution a benefit over and above any potential pricing benefits? VEIC will be considering all options and choose the best package (either bundled from one vendor or by integrating multiple vendors) that meets the needs of the Efficiency Vermont residential and small business programs. 7.) Marketing Tracking - There is an indication that the Program Management solution should be able to program participation lead sources using marketing campaigns with campaign reporting capabilities. Does the Lead Generation and Customer Engagement tool currently collect marketing campaign codes? Can you provide any detail on how this data is currently stored in that system? The Lead Generation tool is a 12-month pilot with a vendor that will be launching in August. Data will be hosted in the vendor s system and will be transferred to Efficiency Vermont databases as needed via APIs or other standard mechanism. Marketing campaign data will not be transferred into the Lead Generation tool during the pilot phase. 8.) Energy Score - Is VEIC considering the Department of Energy s Home Energy Score to meet the Energy Score requirement? VEIC is considering a variety of tools, including the DOE Home Energy Score. If the DOE HES is used, it will likely be presented in the context of a Vermont-specific label with some modifications from the standard version. 9.) Storage Limitations - Given the need to store not only data files, but images from each of the in home visits, do you require contractors to break out any separate cost structure or limitations on storage capacity? Efficiency Vermont has not yet determined the cost structure or pricing model for home performance contractors using the in-home energy assessment software. 10.). Does this solution need to model savings for commercial and/or multifamily buildings? Would deemed savings be sufficient for reporting purposes? Ideally, the solution would also be able to model savings for multi-family units and small commercial buildings that would behave like houses; i.e. could be modeled like a house. VEIC does not 2

3 currently have an existing deemed database for home and building performance savings, but we will consider all options. 11.) For the future lead generation tool, do you assume this will feed data into this solution via API? VEIC Response: API is one option. VEIC also intends to release an RFP in the near future for a data management platform/warehouse that will host multiple and varied data sets. 12.) Do we need to fill out the entire contract (after page 13 of the RFP) and submit this with the RFP? If so, can you provide either a Word doc (to copy/paste) or an editable pdf file? No need to fill out at this time. The attachments after page 13 are for your reference regarding contract requirements. VEIC and the selected vendor will work together to complete these documents. 13.) Portal vs. Program Management system. These two components are currently rolled into a single bid category although they often are offered in the market as separate systems. Would you consider separate systems for each of these components? Would you consider a partial bid for one or the other? VEIC will consider all options and will select the best package based on the needs of the programs, features and functionality, and cost. 14.) Would the software system procured under this RFP be used in VT only or is this application to be considered for all VEIC programs? The initial focus is providing a software solution for Vermont, but the software solution(s) may be used in other VEIC locations in the future. 15.) Does VEIC intend to cover part of the cost or effort of integration with your existing back office system? This effort could range significantly and is difficult to cost without further detail. VEIC will cover the cost of VEIC labor needed to integrate with existing systems. Applicants should provide a range for cost structure that addresses integration work. 16.) Will Efficiency Vermont subsidize software licenses for the assessment or scoring tool, or might they in the future? Where appropriate and as part of the contract agreement, VEIC will purchase software licenses that enable use by external partners, such as home performance contractors. VEIC has not yet determined the cost structure or pricing model for home performance contractors using such licenses, but will consider subsidizing the cost. 3

4 17.) Is there a strong preference or inertia for a particular hardware form-factor or operating system for the assessment and scoring tools? VEIC would expect that the tools would be functional on any tablet or other type of mobile device. 18.)How important is BESTEST-EX if a tool has passed BESTEST, has been HERS accredited, and has been tested empirically? BESTEST-EX is not a requirement. VEIC will consider the attributes of each solution for the best fit for VEIC. If the tool does not comply with third-party protocols such as BESTEST-EX, then it will be important to demonstrate the tool s accuracy via other means, such as an impact evaluation study. 19.) Is the Vermont Home Energy Score Working Group going to develop the scoring method, or recommend adoption of an existing scoring system? The Working Group will specify the preferred metric for the energy score and design for the energy label. The Working Group would prefer to use an existing and proven scoring method and tool to generate the energy score and label in the desired format, but is open to consideration of all options, and will not finalize the energy score metric and label design until the tool is selected. 20.) Would Efficiency Vermont and the Vermont Home Energy Score Working Group be open to using a scoring tool that provided a score via the Lawrence Berkeley/DOE Home Energy Score API, in which case auditors would need to be DOE Qualified Assessors? Yes, the Working Group would consider using the Lawrence Berkeley/DOE API. 21.) Primary users of the software solution(s) shall include the following: Section: 2. Participating Contractors Question (1): Are all 80 contractors home performance contractors or are some contractors single measure or prescriptive contractors such as HVAC. If so what is number of home performance contractors vs. prescriptive contractors? All 80 contractors are BPI-trained-and-certified Home Performance contractors. While some of them may have a primary area focus such as insulation, they are all required to provide a whole-home assessment in order to participate in the Home Performance program. While accommodating these home performance contractors is the initial focus, Efficiency Vermont would strongly prefer a system that could also accommodate prescriptive, single-measure installations (e.g. heat pump water heaters, heat pumps, heating system upgrades) and be used by prescriptive contractors such as heating and hot water system installers. 4

5 22.) Section 3. Efficiency Vermont Customers shall have the ability to view information directly related to their home or project only. Question (2): Is this on work in process and completed? Do they have on-line real time access to their utility usage or just to retrofit projects? Is this used to recruit new customers as well as existing customers who have completed retrofits? This RFP is the first phase of providing customers with the ability to view information on projects. Customers should, at minimum, be able to access information related to their Home Performance and Building Performance projects both in process (e.g. copies of assessment report, project status) and after completion. Efficiency Vermont seeks to provide customers with on-line real-time access to their utility usage, but anticipates providing this access via a separate software solution (RFP for this solution is in development) and it is not a requirement for this RFP. However, integration with that future data platform will be critical and Efficiency Vermont will be considering how the two systems fit together. The program management system will primarily be used to engage with existing customers, but Efficiency Vermont may target customers for additional marketing based on the measures they have installed, as tracked in the program management system. 23.) Section 4. Program Partners additional users of the software may include partners and subcontractors as approved by Efficiency Vermont, for example, other efficiency providers, lenders, and housing organizations. Question (3): If lenders will are there requirements to put their forms on any field applications, web-site, etc. Can we get example of lender documents? Will quote per form be acceptable? VEIC prefers that the software solutions(s) could eventually accommodate lenders and support customers that seek to finance their project. Efficiency Vermont will be working with lenders over the next 6-12 months to determine financing options for Vermont customers; specific loan forms and documents are not currently available. 24.) Section General Requirements 1. Data transfer, privacy, and cyber security. Question (4): Are there any additional VEIC data security policies other than identified in example contract? If so can we have access to VEIC data security policies at some point in RFP process? VEIC s work through Energy Efficiency Utilities (EEUs), is regulated by contracts or (in the case of Vermont) through an Order of Appointment from the Vermont Public Service Board. In all cases, VEIC is required to maintain a Confidential Information Management System (CIMS) to protect customer-specific and competitively-sensitive information. VEIC also maintains a Comprehensive Information Technology Security System (CITSS) which integrates hardware, software and human 5

6 resources, to prevent the misuse or disclosure of confidential information. Further information regarding VEIC s Privacy Policy can be found at: or by contacting the CIMS Coordinator at [email protected]. 25.) 2. Participating customer information. Question (5): Will any type of questionnaire be included to identify potential leads? Efficiency Vermont is currently beginning a 12-month pilot of an online lead generation tool that allows customers to self-assess their homes and identify efficiency opportunities. While Efficiency Vermont is eventually seeking a smooth integration between an online lead generation tool and the program management system, the specifics of how that would be achieved are not known and depend in part on the outcome of the pilot, and whether Efficiency Vermont continues using the current online lead generation tool beyond the pilot stage. While an online lead generation tool is not part of this RFP, Efficiency Vermont requests that vendors identify whether the software offers lead generation and contractor selection functionality. 26.) Participating contractor information. All participating contractors should have a profile which includes but is not limited to contractor contact information and service territory. (p.5) Question (6): Assume this is an on-line trade ally directory? Yes. 27.) 6. Technical support. Provide ongoing and easily accessible technical support and ongoing maintenance to both Efficiency Vermont and participating contractors using the software for energy audits. Question (7): Does this include field support, electronic support in terms of place to submit questions, 24 hour service, videos, etc. Can you please define if preference. VEIC will consider all options provided by applicants and determine the best package of support. 28.) 7. Login if providing a solution for all three parts of this RFP, a user should be able to have only one login account that works with all; ideally a solution would support a single sign on approach so it can be integrated with other Efficiency Vermont services. (p.5) Question (8): Can you please explain other Efficiency Vermont Services that this would have to be integrated with specifically. 6

7 Efficiency Vermont is in the process of implementing single-sign on capabilities across a range of services, and the solution described in this RFP must be able to integrate with future single sign on functionality in order to provide a seamless experience for customers. Selected vendors should be able to authenticate and authorize users via an Efficiency Vermont single sign-on in order to avoid users having to log in separately across the systems. 29.) 2.1 Customer Project Management 1. Customer portal. The program management software should provide Home Performance with ENERGY STAR and Building Performance customers with an easy to use and visually engaging web portal branded as Efficiency Vermont and seamlessly integrated into the existing user experience. Question (9): Is this primarily for customers to submit rebate forms? If other specific applications can you please elaborate exact use of portal vs. dashboard, etc. No, the intention is that customers have a place to go to track all their projects so that they can see efficiency progress over time, as well as view incentive and rebate histories and cumulative savings. Applicants may propose either a portal or dashboard, or both. The key is that the portal must have the look and feel of the existing Efficiency Vermont website brand. 30.) 2. Project information. The software should aid the customer in identifying a participating contactor, provide step by step guidance, provide project status updates, and serve as a repository for project data. Question (10): Again is this an on-line customer recruitment tool and tool for homeowners to track the status of their projects? As noted above, Efficiency Vermont is currently beginning a 12-month pilot of an online lead generation tool that allows customers to self-assess their homes and identify efficiency opportunities. While Efficiency Vermont is eventually seeking a smooth integration between an online lead generation tool and the program management system, the specifics of how that would be achieved are not known and depend in part on the outcome of the pilot, and whether Efficiency Vermont continues using the current online lead generation tool beyond the pilot stage. While an online lead generation tool is not part of this RFP, Efficiency Vermont requests that vendors identify whether the software offers lead generation and contractor selection functionality. The focus for this RFP is providing a system to track projects once customers are working with a contractor. 7

8 31.) 5. Data transfer. The software solution should allow for import of customer home profile information provided by the customer through other third party software solutions such as the online lead generation software solution and other Efficiency Vermont customer engagement software solutions. Question (11): Is this the information gathered on your web-site when customers sign up for a service? Not necessarily. Some information may be directly collected on the website within the program management system, while other information would need to be imported from other systems such as the online lead generation software and potentially other Efficiency Vermont software. 32.) 6. Customer process. At minimum, the customer should have access to: b. The ability to create an account or identify and pull a pre existing account from other sources, including on line lead generation software or a contractor created account. Question (12): Please provide list of all sources of importing data and that all will conform to designated format. VEIC is in the process of selecting and implementing a variety of software solutions beyond this RFP, including a data management platform, so it is not possible to provide a comprehensive list of all data sources and formats. VEIC seeks general information on data transfer protocols and capabilities to help inform our decision-making ) d. Project tracking regarding the phase of the project and incentive payment status. Question (13): This would be information imported or updated from VEIC records of payment processing? Are there any other incentive payments other than rebates applied to contractors? VEIC does not anticipate importing data from its accounting systems, but rather using project statuses or workflows to track the status of incentive payments. Efficiency Vermont currently pays home performance contractors a fee for every reported energy audit as well as a fee for every reported completed project. All rebates and other incentive payments will continue to be processed in an existing state-approved reporting tool. 34.) e. Incentive forms to download and/or complete online (This is not a mandatory requirement and may or may not be included in the final scope of work; Efficiency Vermont is requesting pricing information for this functionality). Question (14): How does this differ or what are you looking for differently than you already have on-line? 8

9 Efficiency Vermont does not currently provide an online incentive application for home performance customers. 35.) 2.2 Contractor Project Management 3. Additional functionality should include but not be limited to: a. Project tracking and status reports b. Automatic notification of outstanding action items Question (15): Are exact reports, fields, etc. defined. Can any examples be provided? The exact fields are not yet defined. 36.) 2.3 Program Administration and Tracking 3. Storage and query of Efficiency Vermont legacy data. Vendor must enable the transfer and storage of existing Home Performance with ENERGY STAR and Building Performance Question (16): All legacy or historical data to be imported into software is this correct? When or at what stage in the RFP process will a list of fields of this data be available? As noted above, the amount of legacy data that will be imported has yet to be determined and will depend upon a number of factors including the cost of migration. The details of the process and scope for the data migration would vary based on individual vendor s data structures and available tools. VEIC will not be providing a data schema at this stage of the process. 37.) 5. Ability to associate multiple projects with a single customer. Software should support customers who complete their retrofit project in stages by allowing multiple projects, reports, and incentives to be linked to a single customer and / or site. Question (17): This could also include multiple contractors is this correct? Does VEIC assign the second contractor or does the customer just indicate with their on-line tool project data currently stored in the existing Efficiency Vermont database, and provide the ability for Efficiency Vermont users to query the legacy data as needed. Customers should be able to complete separate projects with different contractors. In addition, it is possible for contractors to partner on projects within our program structure. VEIC would like the systems to support contractor partnerships by allowing for multiple contractors to be associated with a project. Currently VEIC s contractor audit reporting systems enables contractors to identify a secondary contractor who is granted access to view their project in the system. This exact strategy does not have to be modeled in the new systems but there should be a mechanism to support a 9

10 contractor partnership on one project. Different projects or project phases may also be completed by different contractors. 38.) 4. Import data from third party energy assessment Contractors must have the ability to upload a standardized data file containing building details and energy assessment and savings data. Efficiency Vermont requires all approved contractor modeling software to be able to export in a standardized format to allow for integration with the program. The vendor shall provide the ability to import using the HPXML schema, details of which can be found at Question (18): Contractors can use Treat, Beacon, REM Rate or any software of their choosing, is that correct? Efficiency Vermont intends to initially provide contractors with subsidized access to one approved energy assessment tool, but would also eventually like to be able to support contractors who prefer to use different software for the in-home assessment, as long as that software meets criteria (to be determined) for data collection, transfer, and accuracy. 39.) 5. Ability to associate multiple projects with a single customer. Software should support customers who complete their retrofit project in stages by allowing multiple projects, reports, and incentives to be linked to a single customer and / or site. So from HVAC rebates to Energy Star Appliance which are purchased at a retailer? Question (19): For example if customer purchased HVAC unit in year X, did air sealing and insulation in year 2, and bought appliances from a retailer in year 3. How would retailer or appliance information be imported ie. based on rebates processed or electronically from retailer? Yes, that is the ultimate goal. Transfer of retailer/efficient product rebate data is not a requirement for the first phase of the project, but Efficiency Vermont is interested in learning about the software s capability to import and track such data. Details of how such information would be imported are not yet known. 40.) 8. Field quality assurance (QA). Efficiency Vermont must be able sort and track projects by QA status, identify projects that require action, and complete or upload field QA reports. Efficiency Vermont must also be able to add QA ratings and feedback viewable by the contractor. Question (20): Does VEIC have QA status, ratings, etc. now? At what point in RFP process will these be disclosed? Is there a contractor performance criteria and rating system? Efficiency Vermont does not currently provide contractor ratings but this is under consideration. Currently the Field QA is tracked per Contractor Company and requires the number of projects completed by that contractor in the program year and the number of Field QA completed in that program year so a percentage can be calculated and reported. Field QA is tracked as one of the 10

11 following types of QA; During Audit, During Work, During Test-out, Post Completion. There are also four possible results; Pass, Conditional Pass, Conditional Fail and Fail. That said, Efficiency Vermont is in the process of re-evaluating our QA form and results metric. We are likely to move to a scoring system of points deducted in various categories. 41.) 3.0. Comprehensive Energy Assessment 8. Energy and cost savings projects. Provide energy and cost savings projections for singlefamily homes, small multifamily buildings, and small commercial buildings that are 11

12 sufficiently accurate to pass scrutiny from Vermont regulators and evaluators, as initially judged by Efficiency Vermont. Indicate whether the software is approved by DOE for use in the Weatherization Assistance Program, and/or has been tested or is undergoing testing against the BESTEST EX standard and, if so, the results of that testing. Describe whether the software uses an asset based or operational approach to calculate energy savings and the methodology used to estimate savings for homes that use multiple unregulated fuels (e.g. oil, propane, wood). Question (21): Would development of a Deemed Database from existing TRM be acceptable to meet this requirement upon validation by VEIC? VEIC Response: VEIC does not currently have an existing deemed database for home and building performance savings, but we will consider all options. 42.) 9. Data export and import. Enable contractors to export a standardized data file containing building details and energy assessment and savings data to the program management software. Efficiency Vermont requires all approved contractor modeling software to be able to export in a standardized format to allow for integration with the program. The vendor shall comply with the HPXML schema ( Allow contractors to import data from other software, such as online lead generation software and streamlined assessment/scoring software. Question (22): Please identify about how many types of software are used now by contractors and what types. Contractors currently use a variety of software applications in Vermont, two of which are vendorprovided software systems designed for weatherization programs, and the other VEIC s own product built in-house. As stated in the RFP, the chosen solution ideally would comply with the HPXML schema to allow contractors to import data from other software. 43.) 4.0. Streamlined Home Energy Assessment and Scoring 2. Asset based. Produce an asset based estimate of total energy consumption for singlefamily homes based on typical occupancy and weather that may be presented as either site or source energy. Question (23): Calculations via deemed database sufficient? VEIC does not currently have an existing deemed database for home and building performance savings, but we will consider all options. 44.) 3. Quality assurance. Is sufficiently accurate to pass scrutiny from Vermont regulators and evaluators, as initially judged by Efficiency Vermont. Indicate whether the software has been 12

13 tested or is undergoing testing against the BESTEST EX standard and, if so, the results of that testing. Question (24): Indicate if Deemed database calculations are sufficient as reported by other states to commissions. VEIC does not currently have an existing deemed database for home and building performance savings, but we will consider all options. 45.) Miscellaneous Other Question (25): Is VEIC willing to amend the Intellectual Property conditions of the example agreement. VEIC is willing to discuss and negotiate contract provisions. However, it should be noted that VEIC administers Efficiency Vermont under an order of appointment from the State of Vermont, and certain conditions are required by the State including a substantial part of the Intellectual Property provisions. 13

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