request for proposals for residential weatherization...

REQUEST FOR PROPOSALS FOR RESIDENTIAL

WEATHERIZATION INSTALLATION SERVICES FOR

HOUSEHOLDS LOCATED IN, FREDERICKSBURG CITY,

STAFFORD, CAROLINE, KING GEORGE, SPOTSYLVANIA

COUNTIES, VIRGINIA

RFP# NOV-2015Proposals due November 16, 2015 at 4:30pm EST

Proposal shall be sealed and clearly marked with RFP# NOV-2015 andsubmittedto:

Rappahannock Area Agency on AgingAttn:DonaldThomas

460 Lendall LaneFredericksburg, VA 22405

Refer Questions to:Donald Thomas

Weatherization/Energy Assistance Program ManagerPhone: (540) 371-3375 x127E-Mail: [email protected]

In the event conflicts are discovered between the original signed and sealed documents prepared by the owner and/or their Consultants, and any copy of thedocuments transmitted by mail, fax, electronically or otherwise, the original signed and sealed documents shall govern

RAAA Weatherization RFP# NOV-2015

RAPPAHANNOCK AREA AGENCY ON AGING INC. WEATHERIZATION PROGRAMREQUEST FOR PROPOSAL PROCEDURES

I. Overview

Issuing Agency - This Request for Proposal (RFP) document is issued for the RappahannockArea Agency on Aging Inc. (RAAA) Weatherization Program (hereinafter referred to as the“Program”).

Purpose –RAAA will be accepting sealed proposals and bids from licensed, bonded, andproperly insured contractors for weatherization installations on residential housing unitsthroughout Fredericksburg City, Stafford, Caroline, King George and Spotslyvania counties.This document provides the procedures for full service weatherization contractors andspecialty contractors (hereafter referred to as “Contractors”) to submit proposals tobecome a RAAA Weatherization Contractor. Contractors who demonstrate qualificationsaccording to the rating criteria contained within this RFP will be considered a qualifiedcontractor and may be eligible for a contract to provide weatherization services. Contractorswho are accepted and issued a contract are eligible to bid (per-job basis) on weatherizationjobs for the RAAA Weatherization Program. All contracted work is subject to the terms andconditions specified in this documentation and the official contract.

This document and associated Attachments and Exhibits further describe the Program, thespecification for the weatherization work, and the bidding and award procedures for procuringContractor services.

Documentation Outline – The documentation includes the following:

Request for Proposal Procedures (this document): Provides overview and instructionsfor submitting proposals to become a RAAA Weatherization Contractor.

The following are associated Exhibits and Attachments. Exhibits are explanatory and must beretained by the Contractor for reference; Attachments must be completed and/or signed andreturned by the Contractor.

Exhibit A: Weatherization Work Specifications: Describes work scope, specifications,and requirements.

Exhibit B: Weatherization Contractor Qualifications: Contains Program qualificationrequirements.

Exhibit C: Weatherization Procurement Procedures: Provides details of theprocedures the Program uses to procure weatherization work from Contractors.Attachment 1: Proposal Cover Sheet: The Contractor must sign and submit the coversheet. Additional information may be included on cover sheet, but not in replacement ofthe requested information.

Attachment 2: Contractor Information Form: Information on Contractor’s companyand capabilities.


Attachment 3: Weatherization Measure Unit Price List: The measures for whichContractors submit their unit prices. As described herein, unit prices will be applied toeach job to determine each Contractor’s bid.

Attachment 4: Contractor Proposal Signature Sheet: The Contractor must sign andsubmit the signature sheet. The submission and signing of the signature sheet indicatesthe intention of the Contractor to adhere to the provisions described in this RFP.

II. Program Scope and DescriptionThe Program provides weatherization services for low-income, households located withinFredericksburg City, Stafford, Caroline, King George and Spotslyvania counties. Householdsserved may be located in either single-family or multi-family structures, including eitherowners or renters, who meet income eligibility requirements.

By providing weatherization services, the Program aims to:

Reduce energy consumption by installing weatherization measures and related repairswhich improve the thermal efficiency of the home; and

Enhance client health and safety by providing adequate ventilation, safely functioningcombustion appliances, proper zonal pressures, and smoke/CO detectors.

Program field staff conduct weatherization audits on each household served. The work iscontracted out to Contractors through bidding and award procedures. Contractors complete thework specified according to Program specifications. Program field staff inspect the work andapprove it for payment.

Program Funding – The Weatherization Assistance Program is a state and federally fundedprogram managed locally by community action agencies, housing authorities, or localgovernment agencies. Weatherization funds are provided by the Department of Energy (DOE),and Department of Health and Human Services (HHS). The funds are administered by theVirginia Department of Housing and Community Development.

III. Weatherization Work Synopsis

Each weatherization job includes one or more measures to improve the energy and thermalefficiency of the home, and/or enhance the health and safety of the home’s occupants.The most commonly called for measures include insulating and air sealing the building shell andductwork, installing or repairing windows and doors, installing ventilation fans, making minorstructural repairs, and installing such items as thermostats. Weatherization work requirestechnical diagnostic testing including blower door testing, combustion safety analysis, and zonalpressure testing which is primarily conducted by Program staff. Contractors are required tocooperate with specialty contractors such as plumbers, HVAC, and licensed electricians asneeded to perform health and safety or other specialty tasks.

All work must meet all Program requirements and pass Program inspection in order to beapproved for payment. For a full description of the work and Program specifications, see

Exhibit A: Weatherization Work Specifications.


IV. Contractor Qualification RequirementsIn order to qualify, Contractors must have the qualifications specified in:

Exhibit B: Weatherization Contractor Qualifications

Contractors must maintain all requirements in order to remain eligible to bid on weatherizationwork. The Program reserves the right to modify the qualifications as necessary to serve the needsof the Program and its stakeholders. The Program will make every effort to give advance noticeof such modifications and to assist current Contractors in obtaining any new qualifications.

V. Procurement ProceduresAll work is bid, awarded, and contracted on a per-job basis. Each job consists of measuresidentified by Program field staff through their complete weatherization audit.

Bids are based on unit price lists provided to the Program by each Contractor. The Contractorsubmits an initial price list when submitting a proposal. Thereafter, the Contractor may adjust itsprice list by the process outlined herein.

The Program awards jobs based on bid amount and other non-price eligibility requirements,including the capacity to complete the job in the timeframe specified. A full explanation of theseprocurement procedures is contained in: Exhibit C: Weatherization Procurement Procedures.

VI. Contractor Proposal Submittal ProcessProposal must be sealed and directed to: Rappahannock Area Agency on Aging, Inc, Attn:Donald Thomas, 460 Lendall Lane, Fredericksburg, VA 22405. One signed original of theproposal shall be sealed in an envelope, the name and address of proposer must appear on outsideof the envelope and print or type the following in the lower left area of the envelope: “SEALEDPROPOSAL RFP# NOV-2015.” No proposal shall be received or considered unless theproposing contractor is licensed by the Virginia Board of Contractors.

Contractors must submit the following completed documentation: Attachment 1: Proposal Cover Sheet Attachment 2: Completed Contractor Information Form, including all documentation

specified therein:o Proof of insurance in the amounts specifiedo Virginia DPOR Contractor’s licenseo Description of experience questions, including evidence of required

certifications. Attachment 3: Completed Weatherization Measure Unit Price List Attachment 4: Contractor Proposal Signature Sheet

All sealed proposals (mail or personal delivery) should besubmitted to: Rappahannock Area Agency on Aging, IncAttn: Donald Thomas460 Lendall LaneFredericksburg, VA 22405

RAAA Weatherization RFP#OCT-2015

Sealed proposals will be accepted until 4:30 PM EST, November 16, 2015. Proposalsreceived after the date and time indicated will not be accepted.Evaluation Criteria- Each proposal received in response to the RFP will be objectivelyevaluated by their ability to completely provide credentials which demonstrate yourcompany's ability to deliver quality goods and services under this weatherization contract.Exhibit B: Weatherization Contractor Qualifications is the fatal criteria. Contractors whofail to meet the requirements of Exhibit B will considered unacceptable for thisweatherization contract. Contractors deemed to posse the ability to provide quality goodsand services for this weatherization contract will eligible to bid on individual or bundledweatherization jobs from the RAAA housing stock.

Acceptance of Terms - By submitting proposal materials, the Contractor accepts all terms andconditions specified herein, as well as all State and Federal regulations and requirementspertaining to the operation of the solicited services. Contractors shall comply with allmanagement and administrative requirements established by Virginia Uniform Building Code,Plumbing, Mechanical, and Electrical Specialty Safety Code and any subsequent amendments ormodifications, as applicable to providers licensed in the State of Virginia. All proposalssubmitted become the property of RAAA. It is understood and agreed that the prospectiveContractor claims no proprietary rights to the ideas and written materials contained in orattached to the proposal submitted. The Program reserves the right to introduce additional termsand/or conditions as necessary.

Right to Reject and/or Cancel - The Program reserves the right to reject any or all proposals, tonegotiate with any or all prospective Contractors on modifications to proposals, to waiveformalities, to postpone award, or cancel in part or entirety this RFP if actions are in theProgram’s best interest. Proposal submittal is not to be construed as an offer, guarantee or apromise that the solicited services will be purchased by the Program.

Evaluation Process – As Program needs and time permit, the Program will review all submittedmaterials for completeness. The Program may make such investigations as deemed necessary todetermine the ability of the Contractor to perform the work, and the Contractor shall furnish tothe Program all such information for this purpose as the Program may request. The Programreserves the right to reject any application if the evidence submitted by, or investigation of, theContractor fails to satisfy the Program that the Contractor is properly qualified to carry out thecontractual obligations and to complete the work contemplated therein.

Notification to Contractor – When the evaluation process is complete, the Program will informthe Contractor of qualification decision. If the Contractor is not accepted, the Program willexplain the reasons for non-acceptance in writing; the Contractor may reapply at the nextrecruitment time as it believes it has acquired the missing qualifications. If the Contractor isqualified and accepted, the contract award will not be final until the Program and prospectiveContractor have executed a contractual agreement. The Program is not responsible for any costsincurred prior to the effective date of the contract. The Program reserves the right to make an


award without further negotiation of the proposal submitted therefore the proposal should besubmitted in final form from a budgetary, technical, and programmatic standpoint.

Initial Trial Job(s) – If the Program determines that a new Contractor meets all qualifications,the Contractor becomes eligible to bid. If/when the Contractor, through the standard procurementprocedures (see Exhibit C), is awarded its first job, this becomes the Contractor’s trial job. Thetrial job must be successfully completed to the Program’s satisfaction before the Contractor iseligible to bid on future jobs. The Program may require the Contractor to complete one or moreadditional trial jobs in this same manner.

VII. Suspension or RemovalThe Program may eliminate a Contractor at its discretion, should Program needs, procedures,funding, requirements, or policy make it necessary to change the program purpose or content. Inthose cases where negotiation of contract activities are necessary, the Program reserves the rightto limit the period of negotiation to sixty (30) days after which time funds may beunencumbered. Further, the Program may terminate a Contractor should the Contractor at anytime be out of compliance with the requirements of the Program or any other applicableguidelines governing the work.

Such reasons for removal include, but are not limited to, the following:

Lack of current insurance, license, registration, or other certifications specified in ExhibitB, on file with the Program.

Deficient performance in terms of quality of work, timeliness of completion, or customerservice.

Any failure to meet financial obligations to Contractor’s employees, subcontractors,suppliers, the homeowner, or RAAA.

The Program shall determine whether a Contractor who has been eliminated will be allowed tore-qualify, and if so, the conditions and timeframe for this process.

Exhibit A: Weatherization Work Specifications

A. Work Scope and Description - Each weatherization job includes one or more of thefollowing measures and must be completed within twenty (20) calendar days of jobapproval:

insulating attics, walls, under floors, heating ducts and water pipes air-sealing the building shell to reduce air infiltration sealing the air handling system (supply and return ducts and boots) combustion safety analysis making minor repairs to protect the weatherization measures installed repair windows and doors installing bathroom and kitchen fans installing whole house ventilation systems or dehumidifiers installing programmable thermostats

Air infiltration reduction may include the techniques of dense-packing and pressure diagnostics.In addition to shell related air-sealing. Contractors shall use mastic and other UL-Listed tapes toseal supply and return ducts and boots in all homes where forced air heating systems are presentand air leakage reductions in the air handling system are possible. All attic cavity and floorinsulation work in site built homes shall include sealing of all penetrations.

In addition to the items listed, Contractors are required to cooperate with specialty contractors,such as plumbers, HVAC, and electricians, to perform health and safety or specialty tasks.RAAA is required to arrange for specialty contractors including knob and tube wiringinspections by licensed electricians.

Contractors are required to self-inspect their work upon completion, including ensuring optimalcompletion of measures is accomplished and all debris caused by weatherization work is cleanedaccordingly. All jobs must pass Quality Control Final Inspection (DHCD QCI Checklist) beforebecoming eligible for payment.

B. General Guidelines - The Contractor will furnish all of the materials, supplies, tools,equipment, labor, and other services necessary to perform the work. The Contractor shall besolely responsible for all methods, techniques, safety precautions, and procedures and forcoordinating all portions of the work according to the following specifications and/orprocedures:

All applicable state and local building codes. The Contractor is responsible forobtaining all required permits.

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

The most current Site Built and Mobile Home Weatherization Specifications for theState of Virginia Weatherization Assistance Program specification manuals. A copyof the most recent manuals is available at each weatherization office for check-outfor the purposes of this RFP; an online version is available at the following link:http://www.dhcd.virginia.gov/index.php/housing-programs-and-assistance/homeowner-and-homebuyer-assistance/homeowner-assistance/73-weatherization.html



Upon receipt of an official contract the manual will be provided to each full serviceweatherization contractor as needed.

The most current approved State of Virginia Weatherization Assistance Plan for theUnited States Department of Energy is available at the following link:

http://www.dhcd.virginia.gov/index.php/housing-programs-and-assistance/homeowner-and-homebuyer-assistance/homeowner-assistance/73-weatherization.html.

Explanatory notes and specifications included as reference along with the unit pricelist (Attachment 3 –Weatherization- NREL Standard Work SpecificationMeasure Unit Prices).

The Work Order for the specific job, which contains specific measures andquantities, along with notes from Program staff.

Other verbal or written instruction from Program staff during the course of the job. Other contractual conditions and obligations specified in the job-specific contract.

If the Contractor performs any work contrary to such laws, specifications, ordinances, rules,regulations, and procedures, the Contractor shall assume full responsibility and shall bear allcosts attributable thereto.

If during the course of the job the work provided does not comply with the laws, specifications,ordinances, rules, regulations, and procedures, the Contractor shall take such corrective action asthe Program may require.

C. Lead Safe Weatherization - To protect the health and safety of weatherization clients, theirneighbors, and weatherization practitioners, Contractors shall utilize Lead SafeWeatherization on homes built prior to 1978, unless it has been determined that there is nolead present. All Contractors that work on homes for RAAA must be certified in Lead SafeWeatherization (LSW). Contractors need to be aware of and follow requirements of EPA andOSHA when working with homes built prior to 1978.

D. Material Safety Data Sheets - Contractors shall maintain Material Safety Data Sheets(MSDS) for all products used in the performance of the work in their office(s) and on all jobsites. Contractors shall provide copies of the MSDS to the Program upon request.

E. Warranty – All work (labor and materials) shall be warranted for a period of one (1) year.Contractors shall also provide customers with any manufacturer’s warrantees for all productsinstalled by the Contractor.

F. Customer Service – Customer service is a priority of the Program. Contractors are expectedto maintain positive customer relationships at all times.

All Contractors must insure that the Contractor’s employees, subcontractors, andsubcontractor’s employees shall treat each customer with dignity and respect.Employees shall present sufficient identification to prove whom they are employedby upon request of the customer.

Recognizing that customers may not be knowledgeable about weatherization work,the Contractor shall ensure customers are knowledgeable about the work that will beor has been done to their home.

Contractors must communicate with customers regarding construction strategy and


work schedule. Contractors must maintain a work environment that minimizes inconvenience to the

household. Contractors must educate customers in how the proper use and care of the products

and materials installed can help them save energy and money, the ways in whichcustomers can maintain and extend the life of any installed products, and educatecustomers in the use and care of any customer adjustable products.

Contractors must provide insulation certificates and product warranties anddocumentation to the household.

G. Compliance Provisions- All contractors are required to comply with the provisions of:Code of Virginia - Title 54.1 Professions And Occupations - Chapter 11 Contractors; theapplicable provisions of the Equal Opportunity Act of 1972; the Civil Rights Act of 1964and 1990 as amended; Section 3 of the HUD Act of 1968, 12 U.S.C. 1701u, and allprovisions of the American Disabilities Act 42 U.S.C. Sec. 12101 et seq.

H. Work Authorization - All work must be authorized in advance by the Program. The Program will provide the Contractor with work orders that detail measures to

be installed. Individual measure costs are quoted by the contractor and submitted to the

Program. The Program will approve measures to the Contractor that meet savings-to-

investment ratios according to U.S. Department of Energy criteria.

Any changes to the scope of work detailed in the work order must be authorized in advanceby the Program. The Program shall not be responsible for any unauthorized work, nor forpayment of such. For complete details of the change order process, see Exhibit C:Weatherization Procurement Procedures.

I. Inspection and Approval – The Program will inspect all completed work to determinecompliance with all specifications, policies and procedures. The Program may also conductin progress inspections at its discretion. Upon request the Contractor may be required toattend inspections.

The Contractor must correct any completed items which do not pass inspection. Onlycompleted work that has passed inspection will be approved for payment. For further detailson payment procedures, see Exhibit C: Weatherization Procurement Procedures.

RAAA Weatherization RFP# NOV-2015 Page 11

Exhibit B: Weatherization Contractor Qualifications

A. Demonstrated Experience - Successful past completion of weatherization work similar tothat described in Exhibit A: Weatherization Work Specifications, including insulating, airsealing, duct sealing, blower door and pressure diagnostic testing, installation and ducting ofventilation fans, and minor structural repairs.

Such experience will be verified by either existing successful track record of work with theProgram, or by information the Contractor provides about previously completed jobs in theattached application materials. The Program may, at its discretion, request to visit and inspectone or more of the Contractor’s previously completed jobs.

The Program will include customer service and the ability to maintain positive relationships withclients when evaluating the Contractor’s experience.

B. Certifications – To qualify for and to remain a RAAA Weatherization Contractor, all fullservice weatherization contractors shall maintain the following certifications:

Lead Renovator Certification for at least one crew member. See this link for details:http://www2.epa.gov/lead/renovation-repair-and-painting-program.

Lead Safe Weatherization (LSW) training and certification for each crew member. OSHA 10 Hour Safety Training Certification for all crew workers. OSHA 30 Hour Safety Training Certification for all crew leaders.

For complete listing of mandatory training certification and training, please access thefollowing link: http://www.dhcd.virginia.gov/images/Housing/WAP/DHCD-Information-Notice-01-2015-Mandatory-Training-Requirements.pdf

Program deems the following certifications for full service weatherization contractors asadvantageous to the program but they are not required:

Residential Building Energy Analyst (RBEA) certification or Building AnalystProfessional Certification from the Building Performance Institute (BPI) for all crewleader employees of the Contractor’s staff.

NOTE 1: Contractors whose certification requirements lapse due to personnel changes will havethree (3) months to come back into compliance with this requirement by certifying another staffmember.

NOTE 2: Specialty contractors (plumbers, HVAC, electricians) are not required to meet theabove certifications; however they must provide any certifications/licenses relevant to their fieldof work as attachments to this RFP. In addition if the specialty contractor work assignments onweatherization projects requires working in an area that lead-based surfaces may be present,then the contract shall be required to obtain a Lead Renovator Certification.

C. Capacity - Contractors must have the capacity to maintain production and adequate cash flowwhile awaiting payment. At a minimum, Contractors should be able to carry a minimum of$50,000 worth of work with the Program beyond any work for or obligations to other entities.


Contracts on individual jobs contain deadlines for completion. The Contractor’s acceptance of ajob indicates their ability to complete that job within the time allotted. Performance record oftimely completion is a crucial factor in the Program’s procurement procedures. For details, seeExhibit C: Weatherization Procurement Procedures.

D. Insurance - The Contractor must procure and maintain insurance and provide proof thereof tothe Program with minimum limits no less than:(1) Commercial General Liability

Each occurrence - $1,000,000 General Aggregate - $2,000,000(2) Automobile Liability

Minimum Automobile Combined Single Limit Liability Coverage - $500,000 peroccurrence with a $1,000,000 annual aggregate limit covering bodily injury liability andproperty damage liability, including coverage for owned or non-owned vehicles.

(3) Worker’s Compensation Insurance and Employer’s Liability Insurance Each Occurrence- $500,000

Upon Contractor acceptance the Contractor must submit Certificates of Insurance withRappahannock Area Agency on Aging, Inc. as Additional Insured for all the requiredinsurance coverages listed above.

E. Licensing, Bonding, Registration – The Contractor must be properly licensed and bonded todo business as a general contractor in the State of Virginia and to work in Fredericksburg City,Stafford, Caroline, King George and Spotsylvania Counties.

F. Other Contract Requirements – The Contractor must be able to fulfill all otherrequirements, including equal opportunity and non-discrimination laws.

G. Access to Computer and E-mail – In the interests of efficiency and expediency, the Programmay issue bid and award notifications and other critical communications via e-mail. TheContractor shall maintain the capability to receive and respond in a timely manner.Contractor price lists shall be maintained via electronic spreadsheet. The Contractor shall havethe capability to manage, update, and submit their price list in electronic spreadsheet format.


Exhibit C: Weatherization Procurement Procedures

A. Overview - Contractors must submit annual proposals to be accepted as a RAAAWeatherization Contractor including unit price lists for all measures specified.

Once a Contractor is accepted, it is eligible to bid on weatherization jobs. Each job is a scope ofwork comprised of the measures and quantities specified by Program staff for a given house.Bids are derived by the Contractor applying unit prices to the given job’s scope of work after asite visit to the project site for bid evaluation. Bids are compared by price. Generally, the job willgo to the lowest bidder. However, the Program applies other, non-price eligibility criteriaspecified herein to determine whether the lowest bidder is eligible to receive that job at that time.If not, the eligibility criteria are applied to the next-lowest bidder, and so on until all eligibilitycriteria are met. The lowest priced, eligible bidder is awarded the job.

B. Eligibility Criteria – In order to be eligible to be awarded a job, a bidder must meet thefollowing non-price criteria:

Work Capacity: The Contractor must be able to complete the work within the timespecified. Under normal circumstances, the Contractor will have 20 calendar days from thetime of the award notice to complete the work so that it is ready for final inspection andapproval by the Program.

Financial Capacity: The Program monitors the dollar amount of work outstanding at anygiven time with each Contractor. The Program will not issue a Contractor additional workbeyond its financial capacity, until some work currently outstanding is completed,inspected, and paid.

Inspection Passage Rate: The Program tracks each Contractor’s rate of passing finalinspections on jobs completed over the preceding 3 month period.If the lowest bidder has an inspection passage rate below 90% for jobs completed over thepreceding 3 month period, the Program may award the job to the next lowest bidder.

Job Completion Timeliness: The Program tracks each Contractor’s record of completingjobs over the preceding 3 months within the timeline specified at the time of award.If the Contractor has not completed at least 90% of jobs awarded within the previous 3months within the timeline specified, the Program may award the job to the next lowestbidder.

Refusal of Work: When a Contractor is preliminarily awarded a job, it has the right torefuse the work. However, the Program assumes that the reason for refusal is that theContractor does not have the capacity to complete the work within the required timeframe.If a Contractor refuses one job, the Program may assume that Contractor does not havecapacity and may choose not to offer the next job to that Contractor.


C. Unit Price List Updates – The Program uses Unit Price lists provided by Contractors toestimate the contract award amount for each given job to determine the appropriate Contractor toissue for a bid evaluation. Contractors may update their price lists periodically for their ownbusiness reasons (e.g. changes in material prices, competitiveness of bids, etc.).

Contractors wishing to submit an updated price list shall submit their new list, in itsentirety, in electronic spreadsheet format, during the first five (5) calendar days of anymonth.

The Program will incorporate any new price lists into the database and the new priceswill be used for any bids starting on the 15th of the month (or the next business day ifthe 15th is a weekend or holiday).

The Program will use the latest price list on file for each Contractor. Contractors mayretain existing pricing as long as they wish and do not need to submit anything as long astheir pricing remains unchanged.

D. Procurement Process – Here are the steps the Program uses to procure contracted work,from bidding and award through inspection and payment:

1. Program staff completes the audit and derives the scope of work for a job.2. Scope of work is submitted to Contractor for bid evaluation. The bid evaluation must be

completed and submitted to the Program within fifteen (15) days of receipt.3. Bid evaluation is submitted to Program and is evaluated against the Program database,

for the quantities of work in the project scope.4. Contractor is notified through award notice, which specifies the job location, scope of

work, contract award price, and deadline.5. In signing and returning the award notice that includes all required information

acceptance of the job by the Contractor is assumed by the Program, unless the Contractorcontacts the Program within three (3) business days of receipt of the award notice, torefuse the job.

a. The Contractor should contact the Program with questions about the job.b. The Contractor must visually inspect the job location site. The Contractor will

notify the homeowner and arrange the site visit directly with the homeowner.c. If the Contractor refuses the job, the Program will send an award notice to the

next lowest eligible bidder, and that Contractor begins at step #4.d. Non-response by the Contractor within the fifteen (15) day timeframe allowed

is considered equivalent to refusal of the job.6. Once the Contractor receives the award notice, the Contractor has permission to proceed.

The Contractor then arranges the work with the homeowner.7. During the course of the job, the Program may do an “in-progress” inspection of the work

to ensure it is being carried out according to specifications. The Program will arrangesuch inspections with the Contractor, and normally the Contractor’s presence is required.

8. The Contractor completes the work within the timeframe specified (20 calendar days),and notifies the Program when the work is ready for final inspection.

9. Program staff inspects the work.a. If all work passes inspection, Program staff approves the job for payment.b. If work does not pass inspection, Program staff specifies additional work to be

done to bring the work up to specifications. The Contractor has five (5) businessdays to make the necessary modifications and arrange for reinspection.

10. The Contractor submits its invoice for payment.


a. The scope of work showing the measures and prices (including change orderitems—see below) must match the Contractor’s invoice.

b. Along with the invoice, the Contractor must submit other documentation requiredby the Program (Contractor’s Warranty, Certificate of Insulation, LSWdocumentation, etc.).

11. RAAA shall pay approved invoices for work that has passed inspection within 45 days ofreceipt.

E. Change Orders – Due to the nature of the work, there may be cases where changes to thescope of work are necessary during the course of a job. Typical causes of such change ordersinclude:

Items that could not have been assessed accurately by the Contractor or Program staffuntil walls were opened up, access areas added, wiring exposed, etc.

Items that the client refuses part way through the job.

These items are handled through change orders, according to the following procedures: Change orders must be authorized by the Program in advance. Authorization can be

initiated verbally (e.g. over the phone) but must ultimately be in writing and signed off byContractor and Program staff. Only approved written change orders will beacknowledged upon invoicing.

Change orders must be comprised of measures on the unit price list, and will be paid atthe same rates as the Contractor’s unit prices.


Attachment 1: Proposal Cover Sheet

To:

From:

Suggested Period of Performance:

RFP#:

Date Submitted:

Contact Person:


[Company Name]

November 2015-October 2016

RFP# NOV-2015

[Date]

[Name]

Contact Person Title and Contact Information: [Title][Address][Phone][Fax][Email]

Signature of Legal Authority


Attachment 2: Contractor Information Form

General Information

FIRM NAME

BUSINESS ADDRESS

BUSINESS MAILING ADDRESS

BUSINESS PHONE NUMBER FAX NUMBER

CELLULAR PHONE NUMBER EMAIL

FEDERAL TAX ID NUMBER

******************************************************************************This firm is a: Corporation ☐ Partnership ☐ Sole Proprietorship☐State Certified Women or Minority Owned Firm? Yes☐No☐If Yes, Certification Number:

Names and contact information of all owners, principals, partners, officers, etc.:

Name and Title Contact Information (Address, Phone, Email)

How long has your organization been in business as a contractor? Number of Years

How many years has your organization been a weatherization contractor?

DPOR License Number Virgina SCC Registry Number

Type of Contractor License

Insurance and Bonding

Commercial General Liability Insurance Co.

Amt. $ Policy Number Expiration Date

Agent: Phone Number

Address:


Automobile Insurance Co.


Agent: Phone Number

Address:

Workers Compensation Insurance Co.


Agent: Phone Number

Address:

Name of Bonding Co. Amt. $

Agent: Phone Number

Address:

Proof of insurance in the amounts specified in this document and related Attachments andExhibits is required.

Attach Proof of Insurance documents. Attach a copy of: Contractor's Virginia DPOR License


Description of Experience and CapabilitiesPlease respond to the following questions about your company’s experience and capabilities:

1. Briefly describe your company’s experience in providing weatherization/specialtyservices. Please identify mobile home and site built separately. For each service, identifythe geographical area served, if applicable.

2. Provide your company’s production information for the past year. Include the number ofunits and total dollars received for providing weatherization/specialty services in allgeographical areas. If your company does not have related weatherization/specialtyexperience, please provide comparable information for construction.

3. Identify your crew members and list all relevant certifications (including dates) that yourcrew members have, including the required Lead Safe Weatherization, Residential EnergyAnalyst Program, Building Performance Institute certifications. Attach a copy of eachrelevant certification your company has (LSW, REAP, BPI, etc.)

4. Briefly describe how your company manages its contracts and workload to ensureproduction goals and deadlines are met. Include a brief description of your timemanagement practices.

5. Describe your company’s experience in the following (if applicable): Customer service and your ability to maintain positive relationships with clients. Working with lead paint in accordance with Lead Safe Weatherization practices. Using the blower door to perform pressure diagnostics and air sealing. Installing insulation, including experience and equipment for installing high

density insulation. Combustion safety testing.

6. Describe your company’s current capacity to perform weatherization/specialty jobs asdescribed is this documentation. Approximately how many jobs can your companycomplete in a month?

7. Does your company have the capability to provide specialty services such as electrical,carpentry, and plumbing? If yes, please explain.

8. Is your company currently involved in or does it have pending any legal actions? Has yourcompany filed for bankruptcy in the past five years? If yes, please explain.

9. To your knowledge, does any RAAA employee, official, board member, volunteer, etc.have any financial or other interest in your company? If yes, please explain.

10. Please describe any other details about your company relevant to weatherization/specialtywork.


Attachment 3: Weatherization Measure Unit Price List

Materials shall be installed in accordance with the specifications and policies outlined in thisdocument and in Exhibit A: Weatherization Work Specifications.

Contractors must be able to provide all measures - labor and materials - specified in theWeatherization Measure Unit Price list in accordance with all applicable Federal, State, Countyand local standards and specifications.

All prices are for weatherization measures installed according to industry and Program standardsand include labor, material, permits, job site cleanup, overhead and all other costs. Prices shouldreflect all costs associated with the Contractor's delivery, installation, and administration of theweatherization program.

All materials used in the weatherization program must meet the specifications of the variousfunding authorities.

Applicants must indicate a price for each item on the list that they are certified to perform. If anyrequired items are left blank, the proposal will be considered incomplete and the proposal may berejected. Specialty Contractor’s only need to fill out the items applicable to their field ofwork (most likely “hourly rate” found in section M). The prices submitted should be set at arate which allows the Contractor to install all measures to meet Federal, State, County and localstandards and specifications regardless of the techniques or methods used.

For items that are identified as “dense pack”, the material specified for normal applications iscellulose. Other materials may be substituted on a case by case basis with the Program’s priorapproval. As a guideline, to best assure “dense pack” insulation (minimum 3.5 lbs. per cubicfoot), insulation blowing machines must produce 80” of water column (w.g.) as measured withair control open, and the hose plugged.

A warranty must be provided on materials and labor for a period of one (1) year from the date ofthe Program’s acceptance of the work (the work has passed inspection).

All weatherization measures not specified on the attached Price Component will be negotiatedwith the contractor on a job by job basis (e.g. time and materials) or prices will be requestedthrough a supplemental bid. The Program reserves the right to delete any such measure if theprice is deemed to be inappropriate.


Unit Price List | NREL Standard Work Specification |Note: The list below is for your reference. Actual price lists to be used in bidding must be submitted electronically in Excelspreadsheet format. The Program will send the Excel file for Contractors to complete via email. Please refer to the most currentSite Built and Mobile Home Weatherization Specifications for the State of Virginia Weatherization Assistance Programspecification manual which offers further details on the specifications for selected measures.

Category # Type Measure Unit Labor Material UnitPrice

A. Infiltration A1 WX Air infiltration reduction, Baseline to 150%BAS

per100CFM50

A2 WX Air infiltration reduction, 150% BAS to 100%BAS

per100CFM50

A3 WX Air infiltration reduction, Less than100%BAS

per100CFM50

A4 WX Duct sealing (site built) Lin. FtA5 WX Door weather-strip kit EachA6 WX Door sweep EachA7 Repair Retractable closure EachA8 Repair Door shoe EachA9 Repair Threshold EachA10 Repair Exhaust fan damper EachA11 Repair Dryer duct system: metal EachA12 Repair Extra dryer ducting (over 6’) Per Ft.A13 Repair Dryer hood EachA14 WX Chimney damper EachA15 Repair Add CAR grill in furnace closet EachA16 Repair Furnish and install bypass grills in door EachA17 Repair Furnish and install bypass grills in wall EachA18 Repair Furnish and install bypass grills in ceiling EachA19 Repair Add fresh air inlet to return duct EachA20 Repair Restrict air flow of exhaust fans, supply ducts,

and fresh air inletsEach


A21 Repair Install Fresh-Air 80 wall ventilator EachA22 Repair Install manufacturer window ventilator EachA23 Repair Seal branch connections of ductwork Each

B. Doors B1 Repair Solid core door blank with hinges EachB2 Repair R-7 Pre-hung metal insulated door with lock

and deadboltEach

B3 H&S Add for Lead Safe Work Practices Sq. FtB4 Repair R-7 Pre-hung fiberglass insulated door with

lock and deadboltEach

B5 Repair Striker plate EachB6 Repair Entry lockset EachB7 Repair Entry deadbolt EachB8 Repair Undercut interior door Each

C. Windows-Glazing

C1 Repair Plate glass (minimum charge for 8 sq. ft.) Sq. Ft

C2 Repair Tempered glass(minimum charge for 8 sq. ft.)

Sq. Ft

C3 Repair Re-putty existing glass Ln. FtD. Windows-

ReplacementD1 Repair Vinyl window replacement .35u<10 sq. ft. Sq. Ft

D2 Repair Vinyl window replacement .35u 10-20 sq. ft. Sq. FtD3 Repair Vinyl window replacement .35u 20-30 sq. ft. Sq. FtD4 Repair Vinyl window replacement .35u > 30 sq. ft. Sq. FtD5 Repair Vinyl window replacement .30u 10-20 sq. ft. Sq. FtD6 Repair Vinyl window replacement .30u 20-30 sq. ft. Sq. FtD7 Repair Vinyl window replacement .30u > 30 sq. ft. Sq. FtD8 Repair Window replacement add low-e obscure Sq. FtD9 Repair Window replacement add low-e safety Sq. FtD10 Repair IGU replacement < 10 sq. ft. Sq. FtD11 Repair IGU replacement > 10 sq. ft. Sq. FtD12 Repair Insulated vinyl patio door replacement (5ft) EachD13 Repair Insulated vinyl patio door replacement (6ft) Each


D14 Repair DS glass replacement (single pane) Sq. FtD15 Repair Safety glass replacement (single pane) Sq. FtD16 Repair Interior wood trim cutbacks (per window) EachD17 H&S Add for Lead Safe Work Practices Sq. Ft

E. Insulation-Attic E1 WX Attic with floor: fill cavity Sq. FtE2 WX R-13 in 2x4 knee walls: fiberglass batts Sq. FtE3 WX R-21 in 2x6 knee walls: fiberglass batts Sq. FtE4 WX R-11 1½” rigid foam board in knee walls Sq. FtE5 WX R-15 2” rigid foam board in knee walls Sq. FtE6 WX R-13 between exposed rafters: fiberglass batts Sq. FtE7 WX R-21 between exposed rafters: fiberglass batts Sq. FtE8 WX R-11 1½” rigid foam board between exposed

raftersSq. Ft

E9 WX R-15 2” rigid foam board between exposedrafters

Sq. Ft

E10 WX Sloped or flat 2”x4” rafters: fill cavity highdensity cellulose blown

Sq. Ft

E11 WX Sloped or flat 2”x6” rafters: fill cavity highdensity cellulose blown

Sq. Ft

E12 WX Flame spread barrier(minimum flame spread rating of 25)

Sq. Ft

E13 Repair Seal chimney chaseway (basement/attic) EachE14 Repair R-38 blown fiberglass Sq. FtE15 WX Knee wall rim joist blocks EachE16 WX R-21 kraft faced fiberglass Sq. FtE17 WX Tyvek/FSK equivalent Sq. FtE18 WX Re-screen 1/8” mesh Sq. Ft

F. Access &Ventilation-Attic

F1 Repair Roof vent Each

F2 Repair Gable vent EachF3 Repair Bird block EachF4 Repair Soffit Each


F5 Repair Repair &/or replace flat access door EachF6 Repair Cut or make operable flat attic access EachF7 Repair Weatherstrip & Insulate to R-38 existing flat

attic access/Tyvek or equivalentEach

F8 Repair Repair &/or replace knee wall access door EachF9 Repair Cut & make operable knee wall access EachF10 Repair Cut & make inoperable knee wall access EachF11 Repair Add R-11 unfaced fiberglass batts to existing

insulation- knee walls/Tyvek & twineSq. Ft

F12 Repair R-21 faced fiberglass batts- knee walls/Tyvek Sq. FtF13 Repair Pull-down cover for existing attic ladder EachF14 Repair New attic-to-attic access Each

G. Insulation- Walls G1 WX 2”x4” walls: remove siding, high densitycellulose, blown

Sq. Ft

G2 WX 2”x6” walls: remove siding, high densitycellulose, blown

Sq. Ft

G3 H&S Add for Lead Safe Work Practices Sq. FtG4 WX 2”x4” walls: drill siding, high density

cellulose, blownSq. Ft

G5 WX 2”x6” walls: drill siding, high densitycellulose, blown

Sq. Ft

G6 WX 2”x4” walls: inside drill, high densitycellulose, blown

Sq. Ft

G7 WX 2”x6” walls: inside drill, high densitycellulose, blown

Sq. Ft

G8 WX 2”x4” walls: open, R-13 fiberglass batts Sq. FtG9 WX 2”x6” walls: open, R-21 fiberglass batts Sq. FtG10 WX Ladder time over 12’ additional charge Sq. FtG11 WX Access drill & fill Sq. FtG12 WX Access drill & fill includes 1x4 cedar trim Sq. FtG13 WX Drill & fill stucco Sq. FtG14 WX Drill & fill, access thru interior Sq. Ft


G15 WX Batt & cover bump out Sq. FtG16 WX Block & blow closed bump out Sq. Ft

H. Insulation-Floors H1 WX R-21 fiberglass batts stringing method Sq. FtH2 WX R-25 fiberglass batts stringing method Sq. FtH3 WX R-30 fiberglass batts stringing method Sq. FtH4 WX R-25 fiberglass floor blow (BIF method) Sq. FtH5 WX Seal cold air return Sq. FtH6 WX Twine only Sq. FtH7 WX Additional charge for irregular joist spacing Sq. FtH8 WX Additional charge for low clearance in crawl

space (under 24”)Sq. Ft

H9 WX Support existing underfloor insulation Sq. FtI. Access

Ventilation &Vapor Barrier-Crawl Space

I1 Repair New access w/ door and latch: finished (novents)

Each

I2 Repair Vent in rim joist or skirting13 Repair Vent in 6”concrete wallI4 Repair Re-screen existing foundation vents ¼” EachI5 Repair Vent well: mechanically fastened to building EachI6 Repair Ground cover: 6 mil polyethylene black Sq. Ft

J. Insulation-Other EnclosedCavities

J1 WX Rim & band joists: fill cavity, high densitycellulose, blown

Ln. Ft

J2 WX Cantilever floor, garage ceiling. Floored attic,etc.: fill cavity, high density cellulose, blown

Sq. Ft

J3 Repair Protect material with flame spread barrier(minimum flame spread rating of 25)

Sq. Ft

J4 Repair Protect material with exterior plywood:additional charge

Sq. Ft

J5 WX Atypical spaces (rakes, soffits, previouslyinsulated walls): high density cellulose,blown, time and material

30lb Bag


J6 WX 2 part foam, min 1 inch thickness Sq. FtK. Insulation-Hot

Water Tank,Water Pipes,Misc.

K1 WX Pipes at water tank- 5 feet of both lines Each

K2 WX Insulate water pipes toR-3, pre-formed foamor fiberglass batts

Lin. Ft

K3 WX Hydronic pipes: R-11 fiber glass batts, surfacearea

Lin. Ft

L. Insulation-HVAC Ducts

L1 WX Add R-11: fiberglass batts to existing flexduct

Ln. Ft

L2 WX R-11: with vinyl facing, surface area Ln. FtL3 WX R-19: with vinyl facing, surface area Ln. Ft

M. General/Repairs M1 Repair Skilled labor rate Per HourM2 Repair Unskilled labor rate Per HourM3 Repair Plumber rate Per HourM4 Repair Electrician rate Per HourM5 Repair Certificate charge-knob and tube EachM6 Repair Replace furnace T-stat, low voltage,

programmableEach

M7 Repair Replace electric baseboard T-stat, linevoltage, digital

Each

M8 Repair Dehumidifier, 30 pt./day EachM9 Repair Sump pump-replace existing EachM10 Repair Gutters/Downspouts Lin. FtM11 Repair Downspout elbows EachM12 Repair Splash blocks Each

N. MechanicalVentilation

N1 Repair Vent bathroom exhaust fan to outside Each

N2 Repair Rebuild exhaust fan: motor, blades, damper EachN3 H&S Bathroom exhaust fan: ceiling or wall mount,

damper vented to outsideEach

N4 H&S Bathroom exhaust fan: ceiling or wall mount, Each


damper, utilize existing ductingN5 H&S Bathroom exhaust fan: ceiling light (compact

fluorescent) damper, vented to outsideEach

N6 H&S Bathroom exhaust fan: ceiling light (compactfluorescent) damper, utilize existing ducting

Each

N7 H&S Bathroom exhaust fan: ceiling light (compactfluorescent), heat lamp, damper, vented tooutside

Each

N8 H&S Bathroom exhaust fan: ceiling light (compactfluorescent), heat lamp, damper, utilizeexisting ducting

Each

N9 H&S Bathroom exhaust fan timer, 24 hour cycle forwhole house

Each

N10 H&S 60 minute crank timer EachN11 Repair Vent kitchen range hood or ceiling exhaust

fan to outsideEach

N12 H&S Kitchen range hood: light, damper, min 2speed, vent to outside

Each

N13 H&S Kitchen range hood: light, damper, min 2speed, utilize existing venting

Each

N14 H&S Kitchen exhaust fan: ceiling or wall mount,damper vented to outside

Each

N15 H&S Mobile home kitchen sidewall exhaust fan formobile home: replacement of existing

Each

N16 H&S Mobile home exhaust fan: ceiling, damper,vented to outside

Each

N17 H&S Mobile home exhaust fan timer (24 hourcycle)

Each

O. Mobile Homes O1 Repair New roof system: single-ply membrane(EPDM)

Sq. Ft

O2 Repair New roof system: TPO with 1” rigid foam Sq. FtO3 Repair New roof system: TPO with 2” rigid foam Sq. FtO4 Repair New roof system: TPO with 3” rigid foam Sq. Ft


O5 WX R-21 Belly blow Sq. FtO6 WX R-25 Belly blow Sq. FtO7 WX R-30 Belly blow Sq. FtO8 Repair Aluminum gutters and downspouts Lin. FtO9 WX Attic insulation in enclosed attic: fiberglass

loose-fill, blown, fill cavity through exteriorSq. Ft

O10 WX Underfloor insulation: fiberglass, loose-fill,blown, fill cavity through exterior

Sq. Ft

O11 Repair Replace cross over duct: 10”-14” diameter,galvanized metal, insulated with R-19fiberglass batts

Each

O12 WX Duct seal single-wide mobile Per MHO13 WX Duct seal double-wide mobile Per MHO14 WX Seal all marriage seams (double-wide mobile)

including add-onsSq. Ft

O15 Repair Entry door: foam core EachO16 WX Seal and insulate cross over duct EachO17 Repair Repair belly board Sq. FtO18 WX Insulate water heater closet door (minimum

R-13)Each

O19 WX Seal under furnace EachO20 WX Install high density rigid foam Sq. Ft

Attachment 4: Contractor Proposal Signature Sheet

RFP # Date of Submittal:

Applicant Organization:

Business Address:

Preferred Business Telephone Number:

Contact Person and Title:

Contact Person Address and Contact Information: Address:

Telephone:Cell phone:Fax:Email:

In signing below, the Applicant agrees to all terms and conditions of the RAPPAHANNOCKAREA AGENCY ON AGING (RAAA) WEATHERIZATON PROGRAM REQUESTFOR PROPOSAL PROCEDURES and all associated Attachments and Exhibits, which arepart of this application package. Further, the Applicant states that he/she is (a partner or officerof the firm of, etc.) the party making the application, that such application is genuine and notcollusive: that said Applicant has not colluded, conspired, connived or agreed, directly orindirectly, with any applicant or person, to put in a proposal or to refrain from applying, and hasnot in any manner, directly or indirectly, sought by agreement or collusion, or communication orconference, with any person, to fix the proposed price of affiant or of any other Applicant, or tofix any overhead, profit or cost element of said proposed price or of that or any other Applicant,or to secure any advantage against RAAA, or any person interested in the proposed contract: andthat all statements in said application are true.

Signature of Legal Authority:

Title: Date:


request for proposals for residential weatherization...

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