Weatherization RFP

Saratoga County Economic Opportunity Council (SCEOC) Weatherization Assistance Program

(WAP) providing services in Saratoga and Schenectady Counties is accepting sealed proposals

from certified and properly insured contractors for installation of weatherization measures such

as air sealing, CO and smoke alarms, lighting, tank wrap, duct work, minor repairs, ventilation

fans, and programmable thermostats, etc. Anticipated awards will be valid for a contract period

ending March 31, 2018. The SCEOC WAP may exercise their right to extend this contract for an

additional two program years running through March 31, 2020. NYS Certified SDVOB &

M/WBE firms are encouraged to participate.

Submittal Procedures:

Bids are due no later than Friday, October 27, 2017 at 12:00 p.m. Any bid packet received after

12:00 p.m. noon on Friday, October 27, 2017 will not be accepted. Bids will be opened on

Friday, October 27, 2017 at 1:30 p.m. at SCEOC, 39 Bath St., Ballston Spa, NY 12020.

All Proposals shall be sealed and clearly marked with “WEATHERIZATION RFP”

All submitted proposals must include:

a) Contractor Proposal Signature Sheet

b) Bid Forms (2 pages)

c) Non collusive form HCR #24

d) Copy of valid BPI Building Analyst Certificate

e) Proof of Liability Insurance

f) Proof of Workman’s Compensation Insurance

g) Contractor Proposal Signature Sheet

Additionally and within (5) days upon an award, SCEOC will also require

updated Insurance Certificates listing SCEOC as insurance certificate holder.

Bid packets can be mailed to:

SCEOC / Energy Services

39 Bath St., P.O. Box 169

Ballston Spa, NY 12020

Questions refer to:

Deborah Downing

Phone: 518-288-3206 x 143

d.downing@saratogaeoc.org

The request for proposals is to provide services for “WEATHERIZATION” in accordance with the

following specifications.

Program / Description –

Saratoga County Economic Opportunity Council (SCEOC) Weatherization Assistance Program (WAP) is

a sub grantee under contract with NYS Homes & Community Renewal (HCR), providing weatherization

services for low-income, households located within Saratoga and Schenectady Counties. Households

served may be located in either single-family, manufactured, or multi-family structures, including either

owners or renters, who meet income eligibility requirements. The WAP aims to reduce energy

consumption and enhance client health and safety. WAP staff conduct the weatherization audit on each

household served. Work may be contracted out on a as needed per- job basis to the awarded contractor.

The Contractor completes the work according to WAP specifications. All work must meet program

requirements and pass WAP staff inspection in order to be approved for payment.

Program Funding –

The Weatherization Assistance Program is a state and federally funded program managed locally by

community action agencies, housing authorities, and or local government agencies. Weatherization funds

are provided by the Department of Energy (DOE), and Department of Health and Human Services (HHS).

The funds are administered by the NYS Division of Housing and Community Renewal (HCR).

Acceptance of Terms –

By submitting proposals the contractor accepts all terms and conditions specified herein, as well as all

State and Federal Regulations pertaining to the operation of the solicited services. Contractors shall

comply with all applicable provisions of the WAP and shall provide all access, information, and the

assistance necessary for the County and/or New York State compliance with all provisions of the

program, including, but not limited to any reporting, audit, or inspection requirements. The WAP

reserves the right to introduce additional terms and/or conditions as necessary.

Right to Reject and/or Cancel –

The SCEOC reserves the right to reject any or all proposals, to negotiate with any or all prospective

Contractors on modifications to proposals, to waive formalities, to postpone award, or cancel in part or

the entirety of this RFP if actions are in the WAP’s best interest. Proposal submittal is not to be construed

as an offer, guarantee or a promise that the solicited services will be purchased by the WAP. The WAP is

not responsible for any costs incurred prior to the effective date of a potential contract.

Contractor Guidelines –

Within (5) five business days of notification of an award, the Contractor will be required to submit a

certificate of Insurance indicating coverage for General Liability and Workmen’s Compensation, SCEOC

shall be named as an additional insured on a primary, non-contributory basis and shall be entitled to a 30

day written notice prior to termination; of the required coverage $1,000,000.00.

Weatherization work requires technical diagnostic testing including blower door testing, combustion

safety analysis, and zonal pressure testing. Blower door, test in and test out procedures must be

performed daily and recorded on a HCR Form #50. SCEOC will provide the required forms. The

contractor will submit the Form #50 to SCEOC at the completion of each job with no exceptions.

Documenting daily testing must be completed throughout the entire work process and submitted with the

contractor’s invoice. Payment may be delayed if complete paperwork is not submitted.

Contractor Guidelines continued –

The contractor shall guarantee all labor for a period of one year in its acceptance. All installed materials

shall carry at least one-year warranty from the manufacturer and/or the installer. The contractor shall

guarantee all materials and work performed under this specification for a period of one (1) year of

completion, and shall replace any defects without charge during the guarantee period. The Contractor

shall make any required or directed adjustments, repairs and replacements made necessary because of

faulty or defective materials or workmanship for a period of not less than one (1) year of completion of

the entire job. All work will be tracked by SCEOC WAP.

Contractors are required to self-inspect their work upon completion, ensuring the optimal completion of

measures is accomplished and all debris caused by the weatherization work is cleaned accordingly. All

jobs must pass Quality Control Final Inspection / QCI Checklist before becoming eligible for payment.

To qualify the Contractor shall maintain all applicable certifications and be solely responsible for all

methods, techniques, safety precautions, and procedures and for coordinating all portions of the work

including the following specifications and/or procedures:

Applicable NYS and local building codes

Residential Building Energy Analyst Certification or Building Analyst Professional Certification

from the Building Performance Institute (BPI) for at least one on site staff member.

NREL Standard Work Specification for Home Energy Upgrades: https://sws.nrel.gov/ .

Materials supplied by the Contractor must be energy efficient and listed as an Energy Star

Certified Product. https://www.energystar.gov/products?s=mega.

Lead Safe Weatherization protecting the health and safety of weatherization clients and workers.

Contractors shall utilize Lead Safe Weatherization Practices on homes built prior to 1978, unless

it has been determined that there is no lead present. Contractors shall have at least one staff

member that is certified: http://www2.epa.gov/lead/renovation-repair-and-painting-program.

Lead Safe Weatherization (LSW) training and certification and OSHA 10 Hour Safety Training

is recommended for each crew member.

Contractors also need to be aware of and follow requirements of EPA and OSHA when working

with homes built prior to 1978.

In addition to the items listed, contractors may be required to cooperate with specialty contractors, (i.e.

plumbers, HVAC, or electricians) that perform specialty tasks when arranged by the WAP.

Contractor Guidelines continued –

On Site Service –

Customer Service is a priority of the WAP. SCEOC expects every contractor to practice good

workmanship in clients’ homes and maintain positive customer relations at all times. Contactors must

communicate with customers their construction strategy and work schedule, and also maintain a work

environment that minimizes inconvenience to the household. Under no circumstances is it a contractors’

responsibility to solve issues concerning the WAP with a client. The contractor shall report such instances

to the SCEOC Auditor and the issues will be addressed by the SCEOC.

Bid Evaluation /Award –

Bids will be awarded by air sealing measures, hourly labor rates, and Contractors’ certifications which

demonstrate an ability to deliver quality services. Qualified bidders will be put on a Bidders List that will

be eligible for use. All jobs must be successfully completed to the WAP’s satisfaction and will determine

the Contractor’s eligibility for future jobs. It is important to bid on all measures due to the varying nature

of a potential work order. If the first lowest responsible bidder defaults, cannot comply with the work

scope details, or job schedule, then the next lowest bidder will be utilized, as determined by the

Weatherization Director. If a qualified Contractor is accepted, the award will not be final until the WAP

and prospective Contractor have executed the (HCR Form #33) contractual agreement. The WAP reserves

the right to make an award without further negotiation, therefore, submitted proposals should be

submitted in final form - from a budgetary, technical, and programmatic standpoint.

Work Orders –

Work orders will be provided to the contractor by email. The work order will contain the clients name,

address, phone number, the purchase order number, a work scope with a description of the measures

needed to be completed, the HCR Form #50 - test in and test out worksheet, along with any other forms

necessary for documentation when required. When a contractor receives an emailed work-order, the

contractor will be required to schedule the job within fourteen (14) days and provide SCEOC with those

scheduled dates within 3 business days through email. A confirmation that work will be completed

within the specific guidelines as set forth will be required to move forward on all jobs. Any changes to

work orders, changes made to the scope of work as outlined in the work order must be authorized in

advance by the SCEOC. The SCEOC WAP shall not be responsible for any unauthorized work, nor for

the payment of such.

Job Inspection/Call Back -

When the SCEOC agency inspector notifies the contractor by phone or email that any part of contractor’s

work performed does not conform to the terms of the contract, the Contractor shall correct the defective

work within five (5) days and shall bear the full cost of doing so.

Suspension or Removal -

The SCEOC may eliminate a Contractor at its discretion, should the WAP needs, procedures, funding,

requirements, or policy make it necessary to change the program purpose or content.

Further, the WAP may terminate a contract at any time should the Contractor be deficient in work

performance, or out of compliance with (insurance, certifications) WAP requirements or any other

applicable guidelines governing the work.

As a responsible bidder, I have read and agree to abide by the terms and specifications of

this solicitation.

________________________________________________________ Date _________________________

(Signature)

________________________________________________________

(Print Name)

______________________________________________________________________________________

(Business Name)

____________________________________________ _________________________________________

(Phone Number) (Fax Number)

__________________________________________________________________________________

(Business Address)

__________________________________________________________________________________

(Email Contact – person responsible to receive work orders)

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

(Please list all applicable certifications on the lines above)

______________________________________________________________________________________

Contractor’s (TIN) Tax Payers Identification Number

High Efficency Low Flow Showerhead (standard)

High Efficency Low Flow Showerhead (handheld)

Kitchen Range Hoods - Energy Star rated & test with at least 100 cfm at inspection

WINDOW REPAIRS - Material & Labor per sq. ft.

Material sq. ft. Labor sq. ft.

Glass

Plexiglass

Tempered Glass

Rigid Pipe 8'

Hard Pipe up to 4'

Hard Pipe 4' & up

WX RFP Pg 1

Wall Vent

Kitchen & Bath Ventilation - *Must use aluminum piping and UL Tape all seams*

$

10"-14"Flushmount

$ $

Dryer Vent with Hood - Materials Labor

$

$

$

$

$$

$Wall Vent

8"-10" Outdoor Fixture $

Fluorescent Shop & Linear Strip Fixtures

$

$$

WEATHERIZATION MEASURES - BID FORM (pg1)

Energy Star Hard Wired Fixtures

Materials

$

$ $

$

Labor

$

$

Bathroom Fans -Energy Star rated and test with at least 50 cfm at inspection

$ $

Unit Cost

$$

Bath Fans

Kitchen Fans Labor

$ Linear ft.

$

Whole House Ventalation - Materials Labor

$In Line FanERV $

Existing piping $

Materials

New Install $

$

$

New Install

Existing piping

Fluorescent Lamp up to (32W) $

Contractor Signature:

4' T8 with (1-2) Lamp

4' T8 with (4) Lamp

$

$

Hot Water Tank Insulation wrap/banded

Pressure Relief Valve (blow down)

Hot Water Pipe Foam Insulation / taped - (per linear ft.)

Outside Thermal Envelope - Duct Insualtion

Materials per sq ft Labor per sq ft

$ $

$

15"-18" Flushmount $

Unit Cost

$

$

Unit Cost

$

$

$

$

$

CO with Sealed Lithium Battery

$

$

$

Energy Star Rated - LED Bulbs

Type Unit Cost

$

Alarms / Detectors

Smoke with Sealed Lithium Battery

Smoke/CO Combo w/ Sealed Lithium Battery

AC Hardwired 120V Smoke Alarm w/ Battery Backup

AC Hardwired 120V Combo Alarm w/Battery Backup

A-19 (9-13W)

Globe (5-8W)

Candelabra (3-5W)

Flood (10-14W)

Air Sealing (hourly labor rate)

Materials Labor

Weather Stripping & Sweep $ $

Sweep Only $ $

Weather Stripping Only $ $

Can Foam, Caulk - Seal Penatrations $ $

UL Tape & Mastic - Supply, Return Ducts & Boots $ $

Ventilation - Smart Exhaust Timer Switch (ASHRAE compliant) $ $

Energy Star Programmable Thermostat $ $

Digital Thermostat (electric baseboard) $ $

Minor Incidental Repairs (to protect an installed measure)

Mobile Home

Window & Door Installation (hourly labor rate)

*SCEOC will supply the windows and doors for mobile homes* **Additional Materials for window & door installation -

Mobile Home - Belly Work / Repairs Materials Labor

$ $

$ $

Minor belly repairs with fiberglass and 1” Foam Board $ $

Vapor Barrier- 6 Mil Poly with overlaped 12" seams $ $

Other: Materials Labor

Roof Coating Wet & Dry Sealant $ $

Roof Coating Fibered Aluminum Coating $ $

Floor Repair (plywood) @ 4 sq. ft. minimum $ $

Lead Safe Work Practices (when ordered) $ $

WX RFP Pg 2Contractor Signature:

$ Hourly Labor Rate

may be billed per SCEOC approval and an itemized materials list must be submitted with contractor invoice**

WEATHERIZATION MEASURES - BID FORM (pg 2)

Blown Fiberglass & Tyvek per sq. Ft. with sealing all

penetrations with metal tape

$ Hourly Labor Rate

$ Hourly Labor Rate

*Additional Materials may be billed per SCEOC prior approval and an itemized materials list must be submitted with contractor invoice*

Page 1 of 1 May 2014 version

NYS HOMES & COMMUNITY RENEWAL

WEATHERIZATION ASSISTANCE PROGRAM

FORM #24

NON-COLLUSIVE BIDDING

Subgrantee Name:

1. By submission of a proposal, each bidder and each person signing on behalf of any bidder

certifies, and in the case of a joint proposal each party thereto certifies, as to its own organization,

under penalty of perjury, to the best of his knowledge and belief, that:

(a) the prices in a proposal have been arrived at independently without collusion, consultation,

communication, or agreement, for the purpose of restricting competition, as to any matter

relating to such prices with any other bidder or with any competitor;

(b) unless otherwise required by law, the prices which have been quoted in this proposal have

not been knowingly disclosed by the bidder prior to opening, directly or indirectly, to any

other bidder or to any competitor; and

(c) no attempt has been made or will be made by the bidder to induce any other person,

partnership, or corporation to submit or not to submit a proposal for the purpose of

restricting competition.

2. A proposal shall not be considered for award nor shall any award be made where subdivisions (a),

(b), and (c) under item #1 have not been complied with provided, however, that, if in any case,

the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with

the proposal a signed statement which sets forth in detail the reason therefore. Where

subdivisions (a), (b), and (c) under item #1 have not been complied with, the proposal shall not be

considered for award nor shall any award be made unless NYS Homes and Community Renewal

(HCR) determines that such disclosure was not made for the purpose of restricting competition.

3. Any proposal hereafter made to HCR by a corporate bidder for work or services performed or to

be performed or for goods sold or to be sold, where competitive bidding is required by statute,

rule, or regulation, and where such proposal contains that certification referred to in subdivision

(a) of item #1, shall be deemed to be authorized by the Board of Directors of the bidder, and such

authorization shall be deemed to include the signing and submission of the proposal and the

inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

Bidder name:

Address:

License #(s) to conduct business in NYS and/or NYC, if applicable:

Name: Title:

Signature: Date: