Homeowner Association (HOA) Heat Pump Adoption Program

Boulder County Office of Sustainability, Climate Action & Resilience (OSCAR) is seeking proposals from qualified consultants to administer and manage a Multifamily Heat Pump Adoption Program (Program) for homeowner association (HOA) townhomes and condominium properties throughout Boulder County, Colorado.

The Program aims to increase adoption of Cold Climate Air Source Heat Pumps in Home Ownership Association (HOA) communities that often face additional preapproval regulations in place related to property improvements. The goals of the County are to support a streamlined resident and HOA experience, reduce barriers unique to multifamily HOA buildings, and provide cost savings through coordinated purchasing or similar model. This program expects to identify 2-4 HOA communities in Boulder County in 2027 that are appropriate candidates and work in collaboration with the consultant to deliver the following:

• Strong outreach and education tailored for multifamily HOA audiences
• High-quality installation and design
• Responsive customer and HOA support
• Strategies to streamline HOA architectural approval and community adoption
• Efficient rebate and incentive processing
• Competitive pricing at scale

The selected consultant will collaborate closely with Boulder County staff and design, administer, and implement a comprehensive multifamily focused heat pump adoption program. The program must deliver competitive pricing, high-quality installation, and a streamlined and supportive experience for residents, HOAs, and property managers across a diverse set of multifamily buildings, including townhome communities, condominium complexes, and attached homes governed by architectural or design review processes.

The consultant will be responsible for establishing program workflows, managing customer and HOA communications, supporting residents throughout installation and rebate processes, ensuring compliance with municipal and utility standards, and maintaining rigorous quality assurance across all installation partners. Work will include both program-wide responsibilities and unit level technical assistance. [...]

Technical Requirements

The consultant and their installers must be capable of:

• Conducting Manual J and S or equivalent calculations for installed units
• Following Air Conditioning Contractors of America (ACCA) installation standards for ducted installs
• Meeting all Cold Climate Air Source Heat Pump performance standards required by the County and all applicable rebate programming in the region
• Ensuring compliance with local building codes, permitting rules, and HOA architectural requirements

Deliverables

• Co-development of a multifamily outreach plan in collaboration with Boulder County, including strategies for communication with residents, HOA boards, condo associations, building management and related parties.
• Creation of a user-friendly application system that supports both individual unit participation and HOA level authorization or building level approvals.
• Comprehensive pre installation and post installation support.
• Respond to customer inquiries or complaints within two business days
• Consultant must conduct quality control verification on at least 10% of all installations. [...]

Reporting Requirements

• Conduct weekly coordination meetings with County staff
• Submit monthly written progress reports
• Provide a final comprehensive program report

The proposals will be reviewed by a selection committee. The committee may request additional information from vendors or request interviews with one or more vendors.

Scoring

| Description | Points |
| --- | --- |
| Proposal Statements, Experience and Ability to Fulfill Requirements | 40 |
| Budget for support services | 15 |
| Budget for equipment and installation | 15 |
| Approach and systems in place to ensure high-quality design, installations, and customer service | 20 |
| Demonstrated ability to serve our priority populations including low-income and non-English speaking populations | 10 |
| Total Possible | 100 |

Boulder County is tax exempt, so total cost must exclude any federal or state tax.

**Insurance** (*Exhibit A Insurance Requirements*)

• Commercial General Liability: minimum limits of **$1,000,000** Each Occurrence, **$2,000,000** General Aggregate and **$2,000,000** Products Completed Operations Aggregate.
• Workers' Compensation at statutory limits. Employer's Liability minimum limits of **$100,000** Each Accident/**$500,000** Disease-Policy Limit/**$100,000** Disease-Each Employee.