2016 MASSACHUSETTS SOLAR CONNECT Program from Massachusetts Membership Based Non-profit Groups RFP ID: MassCEC 2016-MSC-01 Posting Date: 04/25/2016 1. OPPORTUNITY SUMMARY: Mass Solar Connect is a Massachusetts Clean Energy Center ( MassCEC ) sponsored program that works with Massachusetts membership-based non-profit groups to assist their members in going solar. Under Mass Solar Connect, a participating non-profit group works with MassCEC to procure solar installers as part of an online platform to provide reduce-priced solar installations for their members. This request for proposals ( RFP ) is seeking non-profit groups interested in participating in the 2016 Mass Solar Connect program. Mass Solar Connect increases solar adoption in Massachusetts by combining three elements: A simplified process for going solar, in which installers are selected by a trusted organization providing a simplified offer for home solar. An outreach and education campaign coordinated by the organization to its network of members. A competitive price offered by the installers and arrived at through a competitive bidding process. Please review the 2015 Mass Solar Connect Pilot Overview here to learn more about the results and lessons learned during the 2015 program. As part of the 2016 Mass Solar Connect program, MassCEC and the selected non-profit group will competitively select an online solar installer bidding platform vendor to provide participating homeowners with multiple competitive bids from several pre-qualified solar installers. This new program model will provide participating homeowners with a streamlined process as well as an online platform that will allow them to choose the home solar proposal that best meets their needs. The selected membershipbased non-profit group is expected to receive a small incentive from participating installers for each contract signed under the program, which will be used by the non-profit group toward a renewable energy initiative or project. Installation prices for small-scale solar PV projects are typically higher than large-scale projects, in part due to installer costs related to acquiring customers such as marketing, advertising and contracting. By educating and engaging non-profit group members, streamlining marketing efforts, and providing competitive quotes via an online platform, the Mass Solar Connect program will reduce the price of solar PV projects and make solar PV technology a more accessible energy option for participating non-profit group members. As part of the program, MassCEC plans to select one membership-based non-profit group, with the main outreach campaign taking place in the spring and summer of 2016. Please see Section III below for a preliminary timeline for the 2016 Mass Solar Connect program. RFP ID: MassCEC 2016 MSC 01 1
For purposes of this RFP, an eligible applicant is defined as a non-profit group (or consortium of non-profit groups) headquartered in Massachusetts which connects individuals through a shared initiative, common goal, or formal organization, including academic institutions and employer associations. While many membershipbased non-profit groups have members residing within Massachusetts and outside of the state, eligible membership-based non-profit groups (or consortia) must have at least one thousand (1,000) affiliated individuals residing or having a residential or commercial property in Massachusetts. Please note that only members who own property located within Massachusetts borders are eligible to participate in Mass Solar Connect. Please see Section III for more information on the definition of membership-based non-profit groups. 2. MASS SOLAR CONNECT OVERVIEW: A. PROGRAM DESCRIPTION: Through this RFP, MassCEC will competitively select a membership-based non-profit group (or a consortia of non-profit groups) to participate in the 2016 Mass Solar Connect program. The membership-based non-profit group is required to designate a Primary Representative, who is a formal member of the organization, and a Solar Coach, who will function as the lead outreach organizer for the program. 1 Upon selection, both designees will collaborate (with the assistance of MassCEC) to organize meetings, delegate outreach activities and responsibilities, and manage outreach efforts. The Primary Representative, Solar Coach, and core outreach team will have the opportunity to receive training on the Mass Solar Connect program and how to answer common questions about solar that may arise from members interested in the program. MassCEC will also competitively procure an online solar contracting platform. This platform will connect interested homeowners with solar installers, allowing multiple installers to provide price quotes to homeowners. MassCEC, the selected membership-based non-profit group and the online platform provider will work to select several (5-7) 2 solar installers to provide solar price quotes to participants through the online platform. MassCEC will provide marketing support to the non-profit group outreach team to assist with generating customer leads. Each membership-based non-profit group will receive standardized marketing materials, as well as a marketing grant of up to $15,000, to utilize for staffing and marketing needs (as approved by MassCEC). MassCEC will also competitively procure the online platform. The online platform will enable the selected installers to offer competitive pricing to the interested non-profit group members. Of the $15,000 marketing grant, up to $10,000 may be used as a stipend for the Solar Coach. If the membership-based non-profit group wishes to pay the Solar Coach a stipend, it is the responsibility of the organization to determine the feasibility and administration of remitting such payment. The role of the Solar Coach is to be the primary contact between MassCEC, the non-profit group, the online platform, and the installers. The Solar Coach will manage the outreach and education efforts of the core outreach team, additional volunteers (if available), and the online platform, and to answer basic questions about solar from potential participants. 1 The Designated Representative and the Solar Coach may be the same individual, though he or she must be available to commit the appropriate time and resources to carry out all duties over the course of the campaign. 2 Or as recommended by the online solar contracting platform vendor. RFP ID: MassCEC 2016 MSC 01 2
Non profit Installer Selection Primary Representative Solar Connector Outreach MassCEC Non profit RFP Online Platform RFP Installer RFP Engage solar technical consultant Marketing/Education Mass Solar Connect Online Platform Online education resources Platform for competitive pricing Outreach consultant Non profit Member Sign up for a site assessment Talk to others Members! Installer Free Site Assessments Competitive Pricing Contracting Installation FIGURE 1. MASS SOLAR CONNECT ORGANIZATION ROLES It is encouraged that, in addition to designating a solar coach, that the non-profit group also develops a core outreach team that includes an additional 1 to 4 members. Experience under similar programs has shown that defining the outreach team structure at the onset of a campaign can be highly beneficial. Once a non-profit group is selected, this initial outreach team recruitment effort will help to prepare and execute program outreach immediately. It is recommended that each individual team member be considered for specific outreach efforts, and depending on their interest and skill-set, they could be the driving force of a particular aspect of the outreach campaign. The following are examples of core roles: electronic communication, event planning, and person-to-person outreach. These roles are not exhaustive and may or may not be applicable depending on specific outreach team configuration. Please review the Solar Coach Program Duties and Commitments Form (Attachment C) for further details about Solar Coach requirements. The Solar Coach will be required to sign this document in order to participate. Please note that an individual who works for a solar installer may be part of the outreach team, but will not be allowed to take on the role of Solar Coach or review installer proposals. As the non-profit group outreach team is the primary driver of the Mass Solar Connect program, the success of the program dependent on the planned outreach and education efforts of the outreach team. It is expected that the non-profit group will be a supportive partner with the outreach team during the course of the Mass Solar Connect program. The non-profit group may demonstrate support in several different ways. Utilize the group s infrastructure for the benefit of the Mass Solar Connect program (for example email list, mailers, press releases regarding the program, announcements, and links on their website). Secure space for events, such as program presentations, for a minimal or no fee. Leverage non-profit group staff hours or additional funds (as applicable). RFP ID: MassCEC 2016 MSC 01 3
These methods of support are not exhaustive and may or may not be applicable for all non-profit groups. However, the scope of the non-profit group's support will be reviewed as an important aspect of the competitive selection proces RFP ID: MassCEC 2016 MSC 01 4
B. ROLES AND RESPONSIBILITIES: The chart below outlines the roles of participants under Mass Solar Connect. MassCEC Solar Coach Non-profit Primary Rep Online Platform Provider Installers * Competitively select memberbased non-profit group * Evaluate installer proposals & assist in selection process * Evaluate installer proposals & lead in the selection process *Partner with non-profit group to assist in selection process * Submit competitive proposals to participate in online platform Procurement * Competitively select online platform * Assist non-profit group and online platform to select solar installers Marketing * Provide marketing & education toolkit and marketing grant to non-profit group. * Attend outreach events * Reach out to members, and potential partners to enhance outreach activities * Organize distribution of information and marketing materials * As applicable, utilize group communication, meetings or events to encourage member awareness of program * Leverage additional resources (email list, press releases, nonprofit group staff hours, or funds (if applicable)) * Partner with non-profit group to develop combined outreach plan and disseminate information on program * Partner with Solar Coach, online platform and non-profit group to finalize combined outreach plan and disseminate information on program Consumer Education * Educate Solar Coach and outreach team on program and solar basics * Facilitate a meet the installers presentation * After kick off meeting, serve as point person for questions on program mechanics and basic solar information * Provide link to Mass Solar Connect website on non-profit group webpage (if possible) * Provide solar PV educational information and resources * Coordinate with MassCEC to track and share key program metrics with non-profit group * Serve as the technical expert on solar Communication * Provide a Mass Solar Connect program website * Provides press releases and media outreach as appropriate * May develop communication tools unique to the non-profit group (e.g., Facebook page, Google group, etc.) * Can utilize non-profit group resources (e.g., email list, mailers, press releases, or website) if appropriate * Develop a platform to facilitate customer sign-up and communication and contracting between parties * Coordinate with MassCEC to track and share key program metrics with non-profit group * Work with Solar Coach to develop tools (as appropriate) Solar Installations * Review project applications to ensure customer is receiving appropriate pricing * Maintain basic project information and track progress of installations * Provide site assessments, system design, & a turnkey installation to customers RFP ID: MassCEC 2016 MSC 01 5
3. PROGRAM ELEMENTS: A. ELIGIBLE MEMBER BASED NON-PROFIT GROUPs: In order for a membership-based non-profit group to be eligible to submit an application, the following requirements must be met: The selected group must be a non-profit entity, organization, or academic institution headquartered in Massachusetts. The primary physical location of the membership-based non-profit group must be serviced by an investor-owned utility (NSTAR, National Grid, WMECO, Unitil) or municipal utility that pays into the Massachusetts Renewable Energy Trust. 3 The membership-based non-profit groups acknowledges that its members residing outside of Massachusetts or not owning property in will not be eligible to participate in the Mass Solar Connect program. The membership-based non-profit group must have at least one thousand (1,000) affiliated individuals residing or having a residential or commercial property in Massachusetts. This can include, but is not limited to staff, supporters or other stakeholders participating with the membership-based non-profit group. For an academic institution this may also include faculty, students, immediate family of students, or alumni. The non-profit group should have some method for identifying members. Additionally, it is recommended, but not required, that the membership-based non-profit groups have an individual or team focused on energy or sustainability that will play an active role as part of the Mass Solar Connect program. B. FUNDING AVAILABILITY: MassCEC will provide the selected membership-based non-profit group with a marketing and education toolkit, as well as up to $15,000 to use for marketing and outreach efforts. 3 A list of eligible municipal utilities is available at: http://www.masscec.com/municipal-lighting-plant-communities RFP ID: MassCEC 2016 MSC 01 6
C. RFP AND PROGRAM TIMELINE: A proposed timeline for the RFP process and program is outlined below. Please note that this is an estimated timeline and dates may be subject to change. 2016 Member-Based Non-Profit Group RFP Schedule Tentative Timeline RFP for Non-Profit Groups released April 25, 2016 RFP for Non-Profit Groups due June 17, 2016 MassCEC to interview Non-Profit Group applicants Late June, 2016 Announce selected Non-Profit Group July 2016 Mass Solar Connect Program Schedule Tentative Timeline Mass Solar Connect Non-Profit Group Training Late July Early August Non-Profit Review team, selected Online Platform and MassCEC review July - August and score Installer proposals Announce Selected Solar Installers August Outreach Strategy Development with Online Platform and Installers August Customer Sign-Up Period Begins August - September Customer Sign-Up Period Ends January - February Deadline for Installations One year after final contract signing Installers will be responsible for: assessing the viability of member homes for solar, working with interested customers to design appropriate systems, and contracting with customers for the installation of solar projects. The installers will be responsible for completing each solar project within one year of contracting. D. MEMBERSHIP BASED NON-PROFIT INTERVIEW: As part of the membership-based non-profit group selection process, MassCEC will conduct a phone interview with the prospective organization. Representatives from the membership-based non-profit groups involved in the interview will include the proposed Primary Representative and Solar Coach. Additional individuals are welcome to participate, but are not required. MassCEC may ask questions that clarify why the membershipbased non-profit group is interested in participating in the Mass Solar Connect program, the outreach team structure, the proposed marketing and outreach plan, and overall member interest in Mass Solar Connect. E. APPLICATION DEADLINE: Responses to this RFP must be received by MassCEC no later than 06/17/16. Proposals should be submitted via email to the Solar Team at SolarConnect@masscec.com. Please note that MassCEC will not accept typed in signatures unless validated by a third party service such as DocuSign, EcoSign, or RFP ID: MassCEC 2016 MSC 01 7
other service. Mass Solar Connect RFP Membership-Based Non-Profit Group must appear in the email subject line. Proposals submitted after the deadline will not be accepted and only complete proposals will be accepted. MassCEC at its sole discretion may determine whether an individual proposal is complete. An announcement of the selected membership-based non-profit group is anticipated to take place in July 2016. F. ANTICIPATED TERM OF CONTRACT: A draft contract is attached to this RFP (Attachment B). It is essential, in order to meet the program goals and timelines, that membership-based non-profit groups are prepared to execute a contract with MassCEC shortly after their selection. Therefore, each applicant must review the Terms and Conditions outlined in the draft contract and provide comments on the attached Terms and Conditions at the time of application. MassCEC s selection of a membership-based non-profit group pursuant to this RFP does not mean that MassCEC accepts all aspects of the proposal. MassCEC reserves the right to make modifications, which may be requested and agreed to during contract execution. MassCEC anticipates that the term of the contract with the membership-based non-profit group will commence in July, 2016 and continue for one year after the end date of the program. G. INSTALLER SELECTION PROCESS AND INTERVIEW DAY: As part of the installer selection process, the selected non-profit group will appoint an installer review team that will partner with MassCEC and the online platform to review installer proposals that have met threshold requirements. The installer review team will be made up of the Non-profit group Primary Representative, the Solar Coach, and up to one additional representative selected by the non-profit group. 4 The Installer Review team should be prepared to allocate appropriate time to review installer proposals during August 2016. In partnership with the online platform, the installer review team will select scoring subset of installers to invite to interview conference calls or an in-person meeting. After the completion of interviews, the installer review team, with input from the online platform and MassCEC, will select 5 7 installers. 5 MassCEC will then contract with the installer(s) on behalf of the non-profit group for the duration of the Mass Solar Connect program. H. QUESTIONS AND CONTACT INFORMATION: Please submit all questions to the Solar Team, at SolarConnect@masscec.com. Mass Solar Connect RFP Membership-Based Non-Profit Group must appear in the email subject line. 4 No member of the Installer Review team can be affiliated (either directly employed or contracted for employment) with a solar PV installation company. 5 MassCEC will work with the non-profit group and Installer Platform to clarify a final number of installers to participate in the online platform. RFP ID: MassCEC 2016 MSC 01 8
4. PERFORMANCE AND RESPONSE SPECIFICATIONS: The following sections review proposal requirements and proposal evaluation criteria. A. PROPOSAL REQUIREMENTS: Proposals must contain the following elements: 1) Letter from the organization s Chief Executive Officer or other authorized individual (for example the President or Executive Director), containing the following: Statement of Commitment: A statement of commitment of the organization to full participation and cooperation with the MassCEC in this program. Elaborate on when and how the organization will provide resources or assistance to the outreach team to increase education and outreach during the program. (See section 1.A under Roles, Responsibilities and Time Commitments for more information on the role of the membership-based non-profit group). Organization Primary Representative: Designation of an employee who will help to facilitate the program. Solar Coach: Identification of a point of contact (paid staff or volunteer) to collaborate with MassCEC in organizing meetings and managing outreach efforts. This individual will be responsible for participating in MassCEC s training program, organizing events and outreach efforts, and facilitating member interest in the program. 2) Completed Proposal Checklist and Application Template (Attachment D) 3) Solar Coach Personal Statement MassCEC requests a signed personal statement (no more than 300 words) from the appointed Solar Coach demonstrating their interest in and commitment to the program, expected role as part of the program, and a note on having reviewed the Solar Coach Program Duties and Commitments (Attachment C). 4) Contract Review MassCEC requests that the applicant reviews the outlined Terms and Conditions in the draft contract (Attachment B). If there are any objections to the terms of the contract, the applicant must let MassCEC know when submitting the RFP proposal. 5) A scanned completed Signature and Acceptance Form (Attachment A) RFP ID: MassCEC 2016 MSC 01 9
B. EVALUATION CRITERIA: All proposals must meet the objectives of the Mass Solar Connect program, and must be responsive to the relevant scope of work and proposal requirements outlined above. Proposals will be evaluated on the criteria below: Overall Proposal Quality: The proposal clearly indicates that the organization has carefully thought through its participation in Mass Solar Connect; Team: Degree of team s experience or commitment, breakout of roles, demonstration of outreach team capacity to drive the program and the breadth of any internal partnerships identified in proposal. Additional consideration will be given to membership-based nonprofit groups that can demonstrate interest or support by members for the Mass Solar Connect program; Marketing Plan and Budget: Overall quality, scope and creativity of marketing plan and use of grant budget; Additional Resources: The extent to which additional resources (both financial and otherwise) are identified and potentially committed to the program; Proposed methodology: Ability of proposal to drive member awareness and interest in the program, sign-up for site assessments, and adoption of solar PV projects. 5. GENERAL REQUEST FOR RESPONSE CONDITIONS: A. NOTICE OF PUBLIC DISCLOSURE AND OPEN CHECKBOOK: General Statement As a public entity, MassCEC is subject to Massachusetts Public Records Law, codified at Chapter 66 of the Massachusetts General Laws. Thus, any documentary material, data, or other information received by MassCEC from an applicant is a public record subject to disclosure. Materials that fall under certain categories, however, may be exempt from public disclosure under a statutory or common law exemption, including the limited exemption at Massachusetts General Laws Chapter 23J, Section 2(k) regarding confidential information submitted to MassCEC by a respondent for any form of assistance. All confidentiality claims are subject to verification by MassCEC. Applicants to this RFP agree and acknowledge that it shall not send MassCEC any confidential or sensitive information. Applicant agrees and acknowledges that MassCEC shall have the right to disclose the name of a Grantee and the amount of the payment under an Agreement and any other information it may deem reasonably necessary on Open Checkbook, the Commonwealth of Massachusetts online database of state spending. RFP ID: MassCEC 2016 MSC 01 10
B. CONTRACTUAL REQUIREMENTS: Upon MassCEC s authorization to proceed with the proposal, MassCEC and the selected applicant will execute a contract which will set forth the respective roles and responsibilities of the parties. See Attachment B for a draft version of this contract. C. WAIVER AUTHORITY: MassCEC reserves the right, at its sole discretion, to waive minor irregularities in submittal requirements, to modify the anticipated timeline, to request modifications of the application, to accept or reject any or all applications received, and/or to cancel all or part of this RFP at any time prior to awards. D. DISCLAIMER: This RFP does not commit MassCEC to award any funds, pay any costs incurred in preparing an application, or procure or contract for services or supplies. MassCEC reserves the right to accept or reject any or all applications received, negotiate with all qualified applicants, cancel or modify the RFP in part or in its entirety, or change the application guidelines, when it is in its best interests. RFP ID: MassCEC 2016 MSC 01 11