Calling all Heat Pump and Weatherization Contractors!

The EnergySmart Homes RFP is Live

Sustainable Westchester is releasing this REQUEST FOR PROPOSAL (“RFP”) for installers of home energy efficiency/weatherization, clean heating and cooling technologies (air source heat pumps, geothermal, heat pump water heaters) to provide installation services to homes in Westchester as part of the EnergySmart Program.

This RFP acts as an application for installers to enter the installer selection process for the Sustainable Westchester 2025-2026 EnergySmart Homes Program. 

Sustainable Westchester is seeking multiple installers to work closely with the EnergySmart Homes team as trusted campaign partners and serve the public by installing home weatherization and relevant clean heating and cooling technologies while helping to expand awareness of these technologies across the County. Contribute your expertise to this effort, grow your business, and help us improve the energy efficiency of buildings!

Information for Installers

Sustainable Westchester seeks to accelerate the adoption of efficient and cost-effective clean heating and cooling technologies in Westchester homes to reduce and displace fossil fuel use. 

EnergySmart Homes is a community-based outreach and education program led by Sustainable Westchester, that encourages the adoption of home energy efficiency/weatherization measures and heat pumps. EnergySmart Homes provides personal outreach to individual homeowners, community groups and broad advertising efforts to generate more jobs for participating businesses (installer partners). Installer partners receive leads through the program and are also personally presented to the community at public meetings. 

Sustainable Westchester launched the EnergySmart Homes Program in 2019. Since then, hundreds of thousands of residents have seen Sustainable Westchester marketing, participated in events and thousands of homeowners have completed home energy upgrades.  The program serves residential buildings for single- or small multi-family buildings, emphasizing retrofitting and improving the existing housing stock and heating systems.  The territory covered by the EnergySmart Homes program includes all of Westchester County. 

Note on Eligibility: Installer candidates must meet the requirements for a participating Installer in all relevant NYSERDA programs. 

  • Heat pump contractors must be approved as a Participating Contractor with Con Edison, NYSEG and/or the NYS Clean Heat Statewide Program. 
  • Weatherization contractors must meet eligibility requirements for or be approved as a participating Installer in relevant NYSERDA program opportunities, such as: Single Family Residential, Comfort Home, Empower+.

Download the 2025 Request for Proposal Materials 

The RFP provides background information about EnergySmart Homes and expectations that apply to all selected installer partners. The required template for proposals with submission instructions can be found in Attachments A, B, C and D.

RFP Elements: 

IMPORTANT DATE: All proposals must be received by 5:00 p.m. on Friday, June 13th, 2025. Late proposals may be rejected without review by Sustainable Westchester Selection Committee. 

Please email all attachments and final proposals to [email protected]

RFP Question & Answer

Written questions may be submitted to [email protected] by NEW DATE Friday, June 6, 2025 at 5:00 PM. 

Responses will be sent to installer candidates that register for RFP updates by completing the form here and we will also post the questions and answers below.  

Questions and Answers 

1) Under “Attachment B: Individual Installer Application Form”, does each installer, even if they are in the same team, need to file it individually? 

There should be one application for the entire company. Company staff should be listed in the relevant key staff section of Attachment B. If you are a contractor applying in partnership with another company (example, HVAC installer partners with an electrician or insulation company) Attachment B should be filled out separately by each contractor. 

 

2) In “Attachment B” “Technologies to be Installed”, should respondents list the technology or the brands, such as Fujitsu and Mitsubishi?

In that section, we are looking for the general technologies to be listed: air source heat pump, ground source heat pump, heat pump water heater, insulation/air sealing. If you would like to add the specific brands your company offers, that would be helpful additional information.

 

3) If an installer is a participating contractor in the Comfort Home, Con Edison Weatherization, and NYSEG Home Sealing programs but not EmPower+, will that affect the installer’s eligibility?

We are seeking installer partners who participate in any of the NY state and/or utility incentive programs (Residential Energy Audit, Comfort Home, NYS Clean Heat). Whether or not an installer participates in EmPower+ will not affect eligibility. 

Installers that only participate in EmPower+ and not market rate programs can still submit to this RFP for marketing partnerships, Sustainable Westchester will not collect success fees for completed EmPower+ projects, only market rate projects.

 

4) Should applicants include certificates of insurance with their applications?

Submitting certificates of insurance is not necessary. Please include the requested information in Attachment B: New York State license number(s); Westchester County license number(s); liability insurer, coverage, and policy number; worker’s compensation insurer, coverage, and policy number.

 

5) The scenario questions are ambiguous and require assumptions. How much information should be included in the response?

Please include as much detail as possible and list all assumptions in the response.

 

6) My company pricing is structured in a way that won’t fit the provided rate tables. How should I show my pricing? 

Please fill out the pricing sheet to the best of your ability. If you would prefer to skip the table and attach your own pricing sheet/ rates, that would be acceptable. 

 

7) In the Per Item Pricing section, does Sidewall Insulation refer to an exterior wall?

Yes.

8) Can you expand upon this section “ If applicable, please describe any discounts (e.g. flat / tiered pricing), customer incentives (e.g. referral bonuses, discounted / free systems after a certain number of contracts signed) you will offer to Sustainable Westchester” 

If your company is able to offer discounts to customers for reasons such as: economies of scale (neighbors on the same street both doing home energy upgrades with your company at the same time), referral bonuses to clients for referring their friends/family, please describe these opportunities. These discounts or incentives would be between the contractor and customer, not the contractor and Sustainable Westchester. 

 

9) If a company offers a wide variety of financing options to customers outside of those listed as options (NYSERDA residential loan, etc.), how many should be included in the application?

Please describe the financing options you offer and list all financing options, including financial products provided by your manufacturer, private loan company or other entity.

 

10) If listing subcontractors on the application, should we provide the subcontractors’ insurance info or any other data?

No, contractors do not need to share this information with Sustainable Westchester and are responsible for managing their subcontractor relationships, including ensuring the subcontractors are in compliance with appropriate licenses and insurance. 

 

11) Will the Contractor Selection Committee be signing a confidentiality statement?

Yes, the Contractor Selection Committee signs an NDA.

 

12) Will the identities of the Contractor Selection Committee be shared with the RFP applicants?

The Contractor Selection Committee is a group of volunteers composed of community members, homeowners who have done energy upgrades at their own homes, engineers, and Sustainable Westchester staff. Committee members will bring a range of perspectives and expertise, including knowledge of energy efficiency, clean energy technologies, local building codes, and customer service standards. There are no contractors serving on the Contractor Selection Committee.

 

13) For the question: “How do you manage non-energy pre-work such as asbestos, moisture, insufficient venting, and post-upgrade work such as interior/exterior repairs as a result of the completed energy work?” most contractors do not provide this work in-house. What is Sustainable Westchester looking for in this response?

Please describe your company’s typical plan for dealing with these common issues. Will the presence of asbestos or a leaky roof lead to a stop-work order? When a project is complete, does your company give a list of painters or landscapers, depending on the area that needs to be remediated? Please share your insurance and referral process.

 

14) In the pricing sections of the application, some information is sensitive and we are unable to share it. How would Sustainable Westchester like us to address these questions?

Please fill out the information to the best of your ability.

 

15) Would the New York State license number be sufficient for the application if our company does not have a Westchester County license? 

For the application, the New York State license number will suffice. If your company is selected to become an installer partner with Sustainable Westchester, a Westchester County-issued Contractor License will be needed. Westchester law requires that home improvement contractors have a county license, see details here: https://consumer.westchestergov.com/home-contractors-and-trades/home-improvement-contractors 

 

16) Where the application says, “Please list all companies that are part of the proposal team?” are you referring to name the companies who we buy the air source heat pump from?

No. If you are submitting a combined application with another installer company, that company is a part of the proposal team, and you would list the names of those companies in this section. 

 

17) If there are parts of the application that do not apply to our services (i.e. we are an insulation contractor but not a heat pump contractor), should we leave that section blank?

Yes, leave blank any sections that do not apply to your services.

 

18) Can a contractor submit before the deadline, so that if there is missing information, Sustainable Westchester can ask for edits and adjustments?

Please complete the application to the best of your ability. Unfortunately, we are not able to review the applications before the deadline. 

 

19) We install air source heat pump systems—do we need to complete proposals for all three scenarios, or can we select just one scenario that aligns with what we offer and submit a single proposal?

Yes, please complete all scenarios having to do with your technology. 

 

20) The table under scenario 1 asks us to list equipment details (Manufacturer, Model, MSRP, etc.) for 2-ton, 3-ton, and 5-ton units under both ventless and central vented categories. Are these predefined sizes that must be priced out regardless of fit for scenario 1, or is it 15,000 BTU/hr? In case those 3 units are predetermined to be installed at the premise, we don’t have 5 tons ventless units, neither 2 ton central vented units, should I leave those on blank? Or is the table separate from Scenario 1? Is the table a general pricing table for common system sizes that we offer?

Please respond with the product that you think best fits the space and that you would recommend to a customer. The general pricing table is not tied to the scenarios.