Quality Assurance and Training & Technical Assistance Services

NH Department of Energy RFP #2024-002 Page 1 of 22 EXECUTIVE SUMMARY The New Hampshire Department of Energy (Department) seeks the services of (an) experienced technical residential energy efficiency expert(s) over the duration of the Weatherization grant period (July 1, 2022, to June 30, 2027) to assist the Department with tasks related to the oversight of the federally funded Bipartisan Infrastructure Law Weatherization Assistance Program (BIL WAP) in New Hampshire. Those tasks broadly include: a. The conduct of detailed Quality Assurance Inspections (QAI) documented in written reports on dwelling units that have received Department BIL WAP weatherization services. The number of QAI to be completed is set at 10% of completed BIL WAP units. The total number of BIL WAP completed units includes any completed units prior to the execution of this contract (approximately 250 as of January 1, 2024.) b. The performance of in-progress inspections, including written reports, of projects while

work is underway to observe weatherization installation practices and procedures, including particular attention to effective, efficient work scopes and health and safety protocols. c. The design of Training and Technical Assistance (T&TA) activities for the NH WAP generally. This will include activities to address and correct deficiencies in weatherization techniques, practices, and procedures as observed during inspections. The Department preference is for these training services to be mostly delivered in the field, at dwellings, rather than in the classroom. An electronic proposal must be submitted to the Department no later than 12:00 Noon EST on April 5, 2024. If the Department decides to award a contract or contracts as a result of this Request for Proposals (RFP), any contract award is contingent upon approval of the contract by the Department and the Governor and Executive Council. Pertinent Dates and Information 1. Schedule of Events EVENT DATE/DEADLINE TIME RFP Issued 02/23/24 Close of Question Period 03/06/24 12:00 PM Noon EST Responses to Questions Posted 03/15/24 4:30 PM EST Proposal Due Date and Time 04/05/24 12:00 PM Noon EST NH Department of Energy RFP #2024-002 Page 2 of 22 2. Written Inquiries All inquiries concerning this RFP must be submitted by e-mail to the following RFP Point of Contact: Susan M. Gagne Program Specialist III New Hampshire Department of Energy 21 South Fruit Street, Suite 10 Concord, NH 03301-2429 RFP@energy.nh.gov Inquiries must be received no later than the Close of Question Period as specified in the Schedule of Events. The subject of the email should state the following: RFP #2024- 002 Quality Assurance and Training & Technical Assistance Services. No phone calls, please. It is highly recommended that prospective proposers review the RFP as soon as possible and submit any questions promptly. Please note that responses to questions are carefully considered and may require several days. Responses to questions will be posted and can be found here: Requests for Proposals | NH Department of Energy. 3. Proposal Submission Instructions Proposals submitted in response to this RFP must be received no later than the time and date specified in the Schedule of Events, herein. Late submissions will not be accepted. Delivery of the proposals shall be at the Vendors responsibility. The Department accepts no responsibility for damaged, mislabeled, or undeliverable emailed proposals. Proposals must be typed. The strongly preferred format includes 12-point font size with 1-inch page margins. Page numbers should be included. Paper copies are not required and will not be accepted. 3.1 Electronic Proposals Proposals must be submitted electronically to: RFP@energy.nh.gov. Proposals must be submitted in PDF format as a file attachment to an email and must be searchable. In no event should a proposal be provided through a link embedded in the submitted email. The file will be considered received when it is successfully submitted to the mailbox associated with the email address above, and the time of submittal will be based on the time stamp in the receivers email. The Department can accept electronic files no larger than 25 MB. Proposals may consist of multiple PDF attachments or one PDF with all attachments combined. The subject of the e-mail should state the following RFP #2024-002 Quality Assurance and Training & Technical Assistance Services. mailto:RFP@energy.nh.gov https://www.energy.nh.gov/rules-and-regulatory/requests-proposals mailto:RFP@energy.nh.gov NH Department of Energy RFP #2024-002 Page 3 of 22 The Department shall assess the completeness and responsiveness of the proposal to eliminate nonconforming proposals. The Department may waive or offer a limited opportunity to cure minor or immaterial deviations from RFP requirements if it is determined to be in the best interests of the State. Any response that is filed shall be valid for not fewer than 180 days following the deadline for submission of proposals or until the effective date of any resulting contract, whichever is later. 4. Restriction on Contact with State Employees From the date of the release of this RFP until awards are made and announced regarding the selection, all communications with personnel employed by or under contract with the State regarding this RFP are forbidden, unless approved by the RFP Point of Contact, Susan Gagne, Program Specialist III, or as otherwise outlined in Section VI.1 (Step 3: Final Evaluation) or as part of a preexisting relationship. Department employees have been directed not to hold conferences or discussions concerning this RFP with any potential proposer during the selection process unless otherwise authorized by the RFP Point of Contact or as otherwise outlined in Section VI.1 (Step 3: Final Evaluation). Communications with state personnel not bearing on this RFP are permitted. I. BACKGROUND 1. General The Department is responsible for the administration of the Bipartisan Infrastructure Law Low-Income Weatherization Assistance Program (BIL WAP) for New Hampshire. The Department has executed five-year contracts with the five New Hampshire Community Action Agencies (CAA), located throughout the state and serving every New Hampshire county, to obtain weatherization services for the residences of income-eligible clients. The BIL WAP period of performance began on July 1, 2022, and ends on June 30, 2027. Each CAA retains staff or engages contractors for the performance of weatherization work in client homes. Weatherization staff or contractors at each CAA are trained and certified to serve as Quality Control Inspectors, Energy Auditors, Crew Chiefs, Installers, or Administrators and are responsible for providing weatherization services at the local level. Weatherization services are provided by agency in-house crews or sub-contractors per federal and state regulations and as prescribed in the New Hampshire Weatherization Policies and Procedures Manual (NH PPM) and the NH Weatherization Field Guide. More information about the NH Weatherization Assistance Program is available at Weatherization Assistance Program | NH Department of Energy. 2. Quality Assurance Inspection services required The Department requests proposals for the provision of Quality Assurance Inspection (QAI) services to assist the Department in meeting its obligations to the US Department of Energy (USDOE) for monitoring the BIL WAP. The Quality Assurance Inspector will be responsible for inspecting and reporting on dwelling units that have received weatherization services in New Hampshire through the federally funded BIL WAP in the https://www.energy.nh.gov/consumers/help-energy-and-utility-bills/weatherization-assistance-program NH Department of Energy RFP #2024-002 Page 4 of 22 period of performance beginning on July 1, 2022. The Department is responsible to the USDOE for performing Quality Assurance Inspections on at least 10% of the total units receiving BIL WAP services in the period of performance, as well as for doing periodic in-progress inspections to observe workers on-site to ensure that safe work practices are being employed and that health and safety concerns are being addressed. The Department will work with the Contractor to develop a plan to integrate all units completed prior to the commencement of this contract into the QAI schedule. Per the schedule of BIL WAP disbursements and benchmarks, being current with QAI is required to receive the next tranche of funding. 3. Training and Technical Assistance services required A significant portion of the responsibility for state-level management of the federal BIL Weatherization Assistance Program comes under the heading of Training and Technical Assistance (T&TA). The USDOE, which must answer to Congress for the stewardship of the federal tax dollars appropriated to BIL WAP, seeks to ensure that BIL WAP is delivered professionally, utilizing the latest proven technological instruments and techniques, with personnel who are fully trained, credentialed, and supported to provide excellent weatherization services to low-income clients. As the BIL WAP grantee in New Hampshire, the Department is seeking high-quality feedback for T&TA needs to meet those USDOE expectations. See further explication of T&TA responsibilities in the discussion of the scope of services below. 4. Funding expectations, in the course of this five-year period of performance Based on the total BIL WAP funding and average-cost-per-unit (ACPU) maximum set by USDOE and on the ability of the CAA to complete weatherization work, the Department estimates that a total of 125 quality assurance inspections and 30 in-progress safety inspections, two in each CAA service territory for each program year, will be necessary to meet Department requirements for the period of performance ending June 30, 2027. If the USDOE institutes any changes during the period of performance that impact the total subgrantee production number or if the CAA production schedule varies substantially, the Department will work with the Contractor to revise the number of inspections as necessary. The Department retains the right to alter the number of units that must be inspected in any calendar year within the funding and time limits. II. SCOPE OF SERVICES AND DELIVERABLES The Department seeks expert services for the performance of inspections of completed and in- progress weatherization work for purposes of quality assurance and program compliance, as well as to observe and interview workers regarding health and safety issues. All inspections require written reports in accordance with the NH PPM and in a format acceptable to the Department. The Contractor will assist the Department to ensure that program regulations are followed, including but not limited to ensuring that all appropriate measures are included on work orders, installed measures are allowable, effective, and of good quality workmanship, installed measures are comprehensive, and all measures meet program standards. NH Department of Energy RFP #2024-002 Page 5 of 22 In addition, the Contractor will be expected to assist the Department BIL WAP Program Manager in the design and delivery of appropriate weatherization training and technical assistance programs and activities, to address deficiencies gleaned from the QAI and in-progress field inspections, and to address the observed needs and the requested training topics of the wider NH weatherization network. Those appropriate training and technical assistance activities may include but are not limited to: Answering technical questions from the field regarding using the NH Weatherization Field Guide, the USDOEs Standard Work Specifications, etc. Conducting or arranging mentoring activities for weatherization staff and/or contractors as needed and requested. Providing technical support to the NH BIL WAP Manager in developing annual planning and administrative documents required by the Program. Collaborate with the Department and its Subgrantees on a training plan utilizing a third- party provider to meet the needs of the various weatherization professionals: retrofit installers, crew chiefs, home energy auditors, quality control inspectors, administrative personnel, etc. The contract period: The Contractor shall commence work as soon as possible after the NH Governor and Executive Council approve the contract with the Department. The contract terminates on June 30, 2027, unless extended by mutual agreement and approved by the Governor and Executive Council. Funding for BIL WAP is based on the Department reaching benchmarks established by USDOE: 1. The Department received 15% of the total grant at the time of the initial award. 2. Thirty five percent (35%) of the total grant was received upon final approval of the Departments BIL WAP plan. 3. The balance of total allocation (50%) is based on the Department demonstrating progress in meeting expenditures goals, production targets, and reporting requirement compliance. Demonstrated progress is defined as: a. Thirty percent (30%) of all units estimated to be weatherized in the approved Department Weatherization Plan are weatherized (approximately 424). b. The Department has been fulfilling its monitoring and inspection protocol as part of its approved annual Grantee plan. c. The Department monitoring local agencies at least once each year to determine compliance with administrative, fiscal, and the Department field policies and guidelines. d. Local quality control efforts are in place. e. At least 10% of the completed units are inspected by the Department Quality Control Inspection (QCI) staff during the year. f. The Department progress reports are acceptable and submitted in accordance with grant requirements, including being on time and accurate. NH Department of Energy RFP #2024-002 Page 6 of 22 g. Monitoring reviews by the Department confirm acceptable performance. The Contractor who is awarded the contract through this RFP must understand that beginning approximately July 1, 2025, the contract with the Department will be contingent upon receipt of the third tranche of federal funding (50% of the total allocation.). The services and deliverables to be provided by the contractor include: For Quality Assurance Inspection Services: 1. To randomly select, in each program year during the term of the contract, and in each of the Community Action Agency (CAA) territories, the required number of housing units on which quality assurance inspections will be performed based on information from the CAA regarding units completed and in progress. The Department reserves the right to add more quality assurance inspections to the scope in one or more CAA territories if it determines that such additions are necessary for certitude about compliance, for instance and are possible within the budget and time available. For each of the period of performance program years, the Department is seeking a proposal for QAI services on 10% of the completed dwellings; those services are to be approximately allocated in the following manner among each of the CAA territories: Estimated BIL WAP QAI Schedule (# of units) Subgrantees: PY 2022 (ends 6/30/23) PY 2023 (ends 6/30/24) PY 2024 (ends 6/30/25) PY 2025 (ends 6/30/26) PY 2026 (ends 6/30/27) Belknap-Merrimack Counties Community Agency 1 4 5 7 7 Southern New Hampshire Services 3 6 12 14 13 Southwestern Community Services 1 2 3 4 4 Community Action Partnership of Strafford County 3 3 3 3 3 Tri-County Community Action Program 2 3 6 6 7 Estimated Annual Totals 10 18 29 34 34 Please note that the ten percent (10%) inspection requirement will apply to projects completed in PY 2022 & PY 2023. The Department will collaborate with the selected Contractor to develop a plan that includes the inspections of these previously weatherized units, for an approximate total of 125 quality assurance inspections. 2. To schedule a review of client file information and on-site unit inspection reports for each randomly selected unit in collaboration with the subgrantees. Review of client files shall occur prior to visiting a clients home and performing the quality assurance inspection. Subgrantees and completed units are located throughout the NH Department of Energy RFP #2024-002 Page 7 of 22 state. File review consists of, but is not limited to, reviewing reports, forms, work orders, and invoices for complete and accurate information. 3. To review electronic audit files and dwelling modeling in Targeted Retrofit Energy Analysis Tool (TREAT) software to determine the cost-effectiveness of measures and projects. 4. To perform comprehensive quality assurance inspections utilizing the NH Policy and Procedures Manual (PPM) and Field Guide Standards, including a review of the quality of workmanship. Field inspections should also include verification of building dimensions, space and surface locations and functions, window and door values and quantities, heating and domestic hot water system operation and safety, etc., and verification of installed insulation and air sealing measures using a post-weatherization blower door test. Verification of ventilation requirements must be done using ASHRAE 62.2-2016. The Department has a standardized form that the Contractor will utilize for reports. 5. To utilize appropriate test-out diagnostics, including but not limited to combustion appliance zone, ambient CO, pressure pan, blower door, infrared camera, and fan flow testing. 6. To take digital pictures documenting poor and good-quality work. 7. To draft written quality assurance and in-progress safety inspection reports, based on file review and in-field findings and observations, for the Department review and comment before final preparation for delivery to the responsible CAA. The contractor may be required to assist the Department in resolving any issues identified during the inspection process. Further drafts of the report should incorporate comments and content introduced by the Department. The Department has a standardized form that the Contractor will utilize for reports. a. Draft reports shall be provided to the Department within 14 calendar days of the in-field inspection for the Department review and return to the contractor within 21 calendar days of the in-field inspection, and final reports provided to the Department and the responsible CAA within 30 calendar days of the in-field inspection. The Contractor will provide all draft and final reports to the Department and Subgrantees electronically. b. Assistance to the Department with tracking of reports delivered to and responses received from CAA; responses are to be received by the Department and the Contractor within 30 days of the delivery of the report to the CAA. c. Assistance to the Department in determining if responses received from CAA meet the compliance requirements of the BIL WAP. 8. To perform a total of at least thirty (30) in-progress health and safety inspections, two in each program year of the contract period on randomly selected projects in each CAA jurisdiction, and to provide a written report on each such inspection NH Department of Energy RFP #2024-002 Page 8 of 22 using the Department reporting form developed for that purpose. In-progress health and safety inspections may include but are not limited to: a. Observing the overall efficiency and effectiveness of the work, including a review of the work scope and interviewing workers and clients. b. Reporting on adherence to OSHA regulations, EPA Renovation, Repair, and Painting (RRP) regulations, worker personal protective equipment use, federal Center for Disease Control and state Health and Human Services requirements, etc., in accordance with Sections 7.4.1, 7.4.2, and 7.4.3 of the NH PPM. If the inspection finds unsafe practices, the quality assurance inspector shall immediately notify the workers on site, the homeowner, the CAA responsible for the work, and the Department. 9. To record weatherization work deficiencies observed during both the Quality Assurance Inspection process and the in-progress health and safety inspections, and then to work with the Department BIL WAP Manager to design and possibly deliver T&TA activities to address and correct those deficiencies. a. Categorize non-compliance issues to identify and analyze emerging trends, patterns, and areas of concern in inspection activities. Quarterly, provide comprehensive interpretations of the trends and offer actionable recommendations to enhance inspection procedures, improve compliance, reduce inconsistencies, and address any identified weaknesses or risks. 10. Re-inspection of previously inspected units if determined necessary by the Department. 11. To participate with the Department and BIL WAP monitoring vendor (Foster Sustainable Energy, LLC) to establish risk-mitigating activities for subgrantee non-compliance. For Training and Technical Assistance Services: 1. Feedback and recommendations to the Department for program training activities that address field observations and improve program services; and, in collaboration with the Department, design, and possibly conduct field and administrative training as necessary to address and correct observed program deficiencies. 2. In collaboration with the Department and in alignment with findings from QAIs or requests from Subgrantees, coordinate the delivery of one TREAT training event annually. Such training generally falls into each of the following categories: i. Novice. Training according to the TREAT Manual, Policies and Procedures Manual, and best practices. This course is designed for those who have not had TREAT training. NH Department of Energy RFP #2024-002 Page 9 of 22 ii. Intermediate. This course is designed for those with TREAT experience but need refresher skills to optimize the use of the software. iii. Expert. Audit reviews and challenging model consultation. This course is for advanced TREAT users, identifying areas of improvement in models. Compile and submit reports detailing each TREAT training event, including participant information, feedback, and outcomes. Payment for inspection and reporting work will be made only on those dwellings for which: The Department has received a full draft report. Any re-inspection and report revision work has been completed. The Department has approved the final report. The final report has been delivered to the appropriate CAA. Payment to grantees is on a cost-reimbursable basis unless otherwise approved. Disbursement shall be made in accordance with the procedures established by the State and 2 CFR 200.305. Reimbursements are contingent on the occurrence of specified milestone events and the satisfaction of other conditions as set forth in the approved grant agreement. In accordance with the terms of the grant agreement, a grantee is required to submit requests for reimbursement together with supporting documentation of the paid expenditures. The Department will withhold payment of 5% of any grant award until final completion of the project and submission of a final inspection report from the technical monitor. The Contractor will submit inspection reports as they are completed and invoice the Department monthly for all Department-approved final reports. Payment will not be made for any inspection activity that does not result in a timely approved and delivered final report. In situations where the Subgrantee is required to perform additional work to bring the job into BIL WAP compliance, the Contractor, in consultation with the Department, may be required to re-inspect and amend the final report to reflect full compliance. These additional responsibilities of the Contractor are fully payable under the contract and will only be expected of the Contractor if the budget allows it. Payment for the design and delivery of training and technical assistance activities will be made upon completion and at a rate agreed upon contractually with the Contractor. The Contractor should indicate an hourly rate suitable for their participation to meet the requirements of this portion of the project. The Department BIL Weatherization Program Manager will supervise the Contractor. BIL WAP funds may allow the Contractor the costs of training new staff who will be assigned to these tasks during the contract period. Such training may include but is not limited to, orientation to weatherization and the BIL WAP program, quality control inspection training and testing, and professional development opportunities. The proposers budget should include an estimate of the cost of providing this training to existing staff and new hires. The Contractor NH Department of Energy RFP #2024-002 Page 10 of 22 shall provide a detailed training plan to the Department for approval prior to onboarding new staff, outlining the estimated costs and timelines for each training component. The Department reserves the right to approve or reject any proposed training plan in its sole discretion. III. QUALIFICATIONS Eligible proposers will have knowledge of and expertise in Weatherization Assistance Program quality control and quality assurance inspection practices and procedures, will hold a current Quality Control Inspector certification, and will have training and/or experience in the following areas: Residential energy conservation. Home construction details (stick-built and manufactured housing, single-unit, and multi-family). House as a system principles. Determination of cost-effective weatherization measures using standard energy audit diagnostics. Assessment of health and safety issues, including familiarity with safe practice protocols to deal with infectious diseases. Insulation and air sealing techniques. Enforcement of the Standard Work Specifications for weatherization field work as promulgated by the USDOE. Use of the TREAT for creating, assessing, and reviewing energy audit dwelling models and for establishing work plans for subject buildings; the contractor may also be required to adapt to a new, similar tool during the contracted work period, if TREAT is phased out during that period. Quality Control Inspection proficiency must be demonstrated by possessing a current QCI certificate from an IREC-accredited training and testing center. Multifamily weatherization is a consideration, and if adopted, the Contractor will be required to obtain appropriate certification to allow inspection of these types of units. Experience designing and conducting training and technical assistance in key weatherization skills and best practices. During the period of performance, the Department may implement a network- wide data management system (DMS) to track all projects, costs, and expenditures. If a DMS is implemented, the Contractor must learn and use the program to conduct its tasks. The Department will provide the Contractor access to DMS vendor training, if available. In addition, as part of the proposal, the Proposer must demonstrate that: Part A: The person or persons assigned to perform the inspection and reporting tasks described in this RFP have the following qualifications: 1. A minimum of three years of experience performing final inspections with weatherization and home energy performance programs located within the cold NH Department of Energy RFP #2024-002 Page 11 of 22 climates of the US, preferably under a quality assurance program, and assigned staff must hold the national Quality Control Inspector (QCI) certification. Assigned staff must thoroughly know building science principles, diagnostics procedures, weatherization practices, and WAP program standards to successfully perform the Scope of Services. 2. Ability to communicate technical information clearly, verbally, and in writing. 3. Experience in the use of TREAT. 4. OSHA 30 Certification or receive certification within 60 days of contract execution. 5. An EPA RRP Certificate or receipt of certification within 30 days of contract execution. Notwithstanding the assignment of experienced and certified individual(s), the Department acknowledges the importance of fostering workforce development. The Department supports onboarding new staff members for the Contractor, including those with limited experience in the QCI role. In these instances, the Contractor will inform the Department of such staffing and provide assurances that an experienced individual(s) shall provide the necessary oversight and mentorship to complete each contract component successfully. Part B: The Proposer has: 6. A good standing status in SAM, the federal System for Award Management, which means that the firm is not debarred and is, therefore, able to function under a contract that will make payments using federal dollars. The SAM registration is currently active. 7. The ability to always act and communicate professionally. 8. A demonstrated proficiency in the design and conduct of weatherization skills training and technical assistance, including skills and practices necessary for the safe conduct of weatherization work when an infectious disease is a factor. IV. COMPONENTS OF THE PROPOSAL The proposal must provide the following information and adhere to the following outline: 1. Table of Contents: A section to indicate the location by page number of the information included. 2. Description of Proposing Entity: A brief description of the proposing entity's current practice and history, i.e., how many years in business, corporate officers NH Department of Energy RFP #2024-002 Page 12 of 22 or company principals, office locations, professional and business association memberships, legal and organizational structure. 3. Response to the Scope of Services: A discussion of how the Proposer would perform the services, the resources the Proposer would utilize, the issues and challenges the Proposer foresees, etc. The response must contain sufficient technical detail to permit a meaningful evaluation. 4. Relevant Experience: A detailed description of the relevant experience of the proposer and/or those individuals expected to work on the project, as well as a description of the anticipated division of duties among individuals, if applicable. Please ensure that all items identified in Section C (Proposers Qualifications), Section D (Communication Skills), and Section E (Confidence in Proposers Ability to Meet Timelines) are addressed. 5. References: Three references from principals at other projects on which the proposer was involved and that are similar in scope and/or content to the one being proposed. 6. Budget: Detailed cost proposals for each of the four calendar years of the contract period, with a budget narrative explaining that proposal. a. For the QAI portion of the budget: There are two different inspections required: i. In-progress safety inspections: Ten in number each program year of the contract period (PY2024, PY2025, & PY2026) comprising two in each of the five (5) CAA territories. Because this contract period spans the final three and one-half (3 ) program years, a total of thirty (30) in-progress inspections are required. ii. Quality Assurance Inspections: Inspections of ten percent (10%) of USDOE completed dwelling units per CAA each program year. (See Quality Assurance Inspection deliverables above). For both types of inspections, there should be an estimated total per unit cost, including the inspection, the draft report, and the final report. A cost category breakdown should include time, materials/supplies, Contractor fees, travel, and other costs. b. For the T&TA portion of the proposal: Identify the TREAT training deliverables and provide an estimate for the cost of each component of each deliverable, listed by program year PY2024 (beginning July 1, 2024), PY2025 (beginning July 1, 2025), and PY2026 (beginning July 1 2026). c. Any component of the proposal that the proposer expects to subcontract to another entity should be identified, with the estimated costs and the subcontractor's identity, if known. Funding for program years 2022, 2023, and 2024 is assured; funding for program years 2025 and 2026 is contingent on the Department achieving USDOE benchmarks as described NH Department of Energy RFP #2024-002 Page 13 of 22 above in section III, so the actual number of inspections to be completed and the number of hours devoted to T&TA activities during the last two years will be confirmed once the benchmarks have been reached. To respond to this RFP, proposers must be aware that the Department can consider proposed budgets of up to $340,000 in total for the contract period. 7. Disclosure: Any existing or potential conflicts of interest that might compromise or appear to compromise the independence and objectivity of the QA inspections should be identified, including those that arise as a result of familial or financial relationships or affiliations with employees at the Department, or any of the CAAs participating in the New Hampshire Low-Income Weatherization Assistance Program, or the utilities managing the CORE Home Energy Assistance Program. 8. An explicit statement that the proposer shall comply with the requirements of Form P-37 (version 2/23/2023). V. EVALUATION PROCEDURES AND SELECTION CRITERIA 1. Selection Process Proposals will be reviewed and evaluated in a three-step process followed by a contracting phase. The three steps are summarized below, followed by a brief overview of the contract phase: Step 1 Preliminary Review: The Department shall assess compliance with the submission requirements set forth in the RFP and minimum content set forth in Section V. The Department may waive or offer a limited opportunity to cure immaterial deviations from RFP requirements if it is determined to be in the best interests of the State. Step 2 Preliminary Evaluation: An Evaluation Team consisting of Department personnel shall initially score conforming proposals according to the evaluation criteria set forth above. Step 3 Final Evaluation: If determined to be appropriate by the Evaluation Team, proposers may be invited to oral interviews. The Department retains the sole discretion to determine whether to conduct oral interviews, with which proposers, and the number of interviews. Proposers are advised that interviews may be conducted with fewer than all proposers. Oral interviews aim to clarify and expound upon information provided in the written proposals. Proposers are prohibited from altering the basic substance of their proposals during the oral interviews. Proposers may be asked to provide NH Department of Energy RFP #2024-002 Page 14 of 22 written clarifications of elements in their proposals, regardless of whether an oral interview will be conducted. References will be reviewed and/or contacted during Step 3 if determined to be appropriate by the Evaluation Team. The information gained from oral interviews and references will be used to refine scores assigned during the Step 2 review and evaluation of the proposal. The Evaluation Team shall generate final consensus scores for each proposal, rank all proposals from best to least qualified as determined by their final scoring in accordance with the above procedures, determine its highest qualified proposer(s), and submit its recommendation to the Commissioner of the Department, to whom which selection is subject to review and approval. Contract Negotiation and Execution: Following the conclusion of the RFP, the Department shall negotiate with the recommended proposer(s), if necessary, and develop a contract and related documents consistent with this RFP, then submit the completed contract to the Commissioner of the Department for approval and execution. Notwithstanding any other provision of this RFP, this RFP does not commit the Department to make an award of a contract. The Department reserves the right, at its sole discretion, to reject any or all proposals, or any portions thereof, for any reason, at any time, including, but not limited to, canceling the RFP, and soliciting new proposals under a new procurement process. Proposals shall be deemed incomplete and ineligible if information essential to the scoring evaluation is not included. Proposals that fail to meet the following requirements will be deemed ineligible: Filing of a timely electronic proposal containing all mandatory elements. In accordance with New Hampshire Executive Order No. 2023-05, any Proposer that is determined by the Department to be boycotting Israel shall be disqualified, and its proposal deemed ineligible. All proposals deemed ineligible shall receive notification of that determination. Broadly, the Department will evaluate all proposals received and deemed eligible based upon completeness, clarity, quality of the proposal, how well the proposal meets the specified work scope and applicable timeline requirements, the qualifications and relevant experience of the consulting team, and the likelihood of the completion of all consulting work within the contract period. All proposals deemed eligible for consideration will be evaluated based upon the specific criteria identified. NH Department of Energy RFP #2024-002 Page 15 of 22 2. Scoring Criteria and Weight The Evaluation Team shall consider all the following criteria and assign a corresponding point score, where a maximum total score for all criteria shall be 100 points. Cost is a consideration but may not be the determining factor in the selection of the Technical Monitor. The Department reserves the right not to consider any proposal with a total aggregate point score of less than 70 points. a. Quality and Clarity of Proposal: Overall responsiveness to the requirements of the RFP, including completeness, clarity, and quality of proposal. (Maximum Point Score: 10) b. Soundness of Proposed Plan of Approach: The proposal discusses in detail how the proposer plans to perform the services and how resources will be deployed. (Maximum Point Score: 20) c. Qualifications of Proposer; Knowledge and Experience; Capacity: The proposer (and staff assigned to perform the services) possesses adequate experience, credentials, knowledge of WAP and TREAT, and staff capacity to provide T&TA services, including the ability to perform additional work should the scope of services need to be increased. (Maximum Point Score: 30) d. Communication Skills: The proposer has demonstrated the ability to effectively communicate with the Department, CAA, and BIL WAP clients and the ability to communicate technical information clearly, verbally, and in writing. (Maximum Point Score: 15) e. Confidence in Proposers Ability to Meet Timelines: The proposer has demonstrated the capacity to meet project deadlines, including report submission. (Maximum Point Score: 10) f. Budget: Shows fiscal responsibility, reasonableness of costs, and understanding of available project funds. (Maximum Point Score: 15) VI. TERM OF CONTRACT The term of the contract with any selected proposer(s) will be from the date of Governor and Executive Council approval through June 30, 2027. The contract term may be extended for an additional period (not to exceed 18 months) to conduct the same or similar work, and the not-to- exceed amount may be increased, all at the sole option of the State, contingent upon satisfactory Contractor performance, projected requirements for similar consulting services, and Governor and Executive Council approval. NH Department of Energy RFP #2024-002 Page 16 of 22 VII. CONFIDENTIALITY Each proposer agrees to maintain, as confidential, all information received from the Department in the course of this RFP and contracting process until such time as it is instructed otherwise by the Department. A proposal must remain confidential until the effective date of any contract resulting from this RFP. A proposers disclosure or distribution of proposals or the information received from the Department or Evaluation Team other than as permitted by the Department will be grounds for disqualification. VIII. GENERAL REQUIREMENTS AND CONDITIONS The Department reserves the right to the following: to reject or accept any or all proposals, or any part thereof; to determine what constitutes a conforming proposal; to waive irregularities that it considers non-material to the proposal, solely as it deems to be in the best interests of the State; to negotiate with any selected firm(s) or individual(s) in any manner deemed necessary to best serve the interests of the State, including to negotiate lower fees or a different hourly rate structure; and to contract for any portion of the proposals submitted; to contract with more than one proposer In the event that the Department determines to contract with more than one proposer, the Department reserves the right to assign components of the contract to proposers according to relevant qualifications, experience, and availability. This RFP and all information relating to this RFP (including, but not limited to, fees, contracts, agreements, and prices) are subject to the laws of the State of New Hampshire regarding public information and state procurement of goods and services. 1. All contracted activities resulting from this RFP are subject to the availability of Federal funds. General funds shall not be used. 2. All parties submitting proposals shall be Equal Opportunity Employers. Funding recipients will be expected to comply with all federal, state, and local laws respecting non-discrimination in employment. 3. The Department reserves the right to request additional information from any or all prospective consultants submitting proposals to assist in the evaluation process. 4. Confidentiality of Proposal and Information Provided to Proposers: The substance of a proposal must remain confidential until the effective date of any contract resulting from this RFP. A proposers disclosure or distribution of proposals other than to the Department may be grounds for disqualification. Each proposer also agrees to maintain as confidential all information to which it has access in the course of this RFP and contracting process until such time as it is instructed otherwise by the Department.