Energize Thurston 2026 Heat Pump and Heat Pump Water Heater Distribution Services

Request for Proposals (RFP)
City of Olympia | Capital of Washington State
Energize Thurston 2026 Heat Pump and Heat Pump Water Heater Distribution Services
OVERVIEW
The City of Olympia (City) is issuing this Request for Proposals (RFP) to establish a partnership
with one or more wholesale distributors of heat pumps and heat pump water heaters (referred
to hereafter as "service provider") to serve Energize Thurston in 2026-2027. The selected
service provider(s) will have access to a pool of high-quality installers, offer equipment options
that meet program requirements, provide time of sale discounts on equipment installation,
provide active oversight of installers, and provide detailed reporting on heat pump and water
heater installations resulting from the campaign. The City will execute a two-year Professional
Services Contract with the selected service provider(s) consistent with the terms of this RFP.
The City of Olympia is committed to being an inclusive, affirming, and equitable place for our
community members and staff to live, play, and work. We adhere to the non-discriminatory
treatment of all persons in employment and the delivery of services and resources. We strongly
encourage proposals from minorities, women, and disadvantaged business enterprises.
Proposal Deadline: May 1, 2026, at 5:00 pm. Pacific Time. Earlier responses are welcome.
Submission Format: Electronic Submissions Only
BACKGROUND
Energize Thurston is a heat pump group purchase campaign that makes it faster, easier, and
more affordable for residents of Thurston County to purchase and install efficient, all-electric
heat pumps and heat pump water heaters. The City of Olympia is collaborating with the
Thurston Climate Mitigation Collaborative (TCMC) and South Puget Sound Habitat for Humanity
(SPSHFH) on this regional campaign to reduce household energy costs and raise awareness of
the climate, health, and economic benefits of building electrification. Energize Thurston
reduces upfront costs through a group purchase discount provided by the service provider(s),
and application of all available rebates as a time-of-sale discount by program installers. Building
upon the successful 2023-2024 Energize Olympia program and 2025 Energize Thurston
campaign, program partners plan to run a year-round Energize Thurston program,
supplemented by a targeted outreach campaign from approximately June to September 2026
and at dates to be determined in 2027.
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PRELIMINARY SCOPE OF WORK
Objectives
The goal of this RFP is to select one or more wholesale distributors of heat pumps and heat
pump water heaters ("service provider") to serve households in Thurston County by providing
discounted residential heat pump equipment through the Energize Thurston campaign. The
service provider(s) will enter into a two-year, $0 contract with the City of Olympia to provide
the scope of services described in return for access to Energize Thurston heat pump program
referral leads, increased equipment sales, and increased name recognition through program
marketing. The selected service provider(s) will recruit, manage, and oversee a Certified
Installer Network of qualified local contractors to serve Energize Thurston.
Energize Thurston offers two participant pathways based on income qualification:
Self-Funded Pathway: Energize Thurston provides a group purchase rebate at time of
sale to any household in Thurston County, WA, installing eligible heat pump and heat
pump water heater equipment. Self-funded homeowners contract directly with
contractors in the Certified Installer Network (see below). Contractors and homeowners
are responsible for coming to agreement regarding design of and quote for a heat pump
and/or HPWH solution.
Subsidized Pathway: Energize Thurston provides fully or partially subsidized equipment
installations for low- to moderate-income (LMI) households (<120% AMI). Campaign
partner SPSHFH will administer this pathway by contracting directly with a short roster
of competitively selected installers from the Certified Installer Network. SPSHFH will
conduct a separate RFP for the Subsidized Pathway Installation Partners.
Customers in both pathways will receive the Energize Thurston discount and all available
rebates as time-of- sale discounts.
Based on data from Energize Thurston and similar regional campaigns, and Energize Thurston's
plan to increase marketing for the Self-Funded Pathway, the following are estimates of the
range of customers to be served by Energize Thurston in 2026-2027:
2026 Estimate: 50-100 self-funded customers*, and 80 subsidized customers
2027 Estimate: 75-150 customers*, and TBD subsidized customers (contingent on
award of additional grant funding)
2-Year Total Estimate: 205-320 customers*, broken down as follows:
o 90% heat pump installations (combination of ducted and ductless)
o 10% heat pump water heater installations
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*Note: The estimated quantity of installations is based on the number of households who
received a self-funded heat pump and/or heat pump water heater by participating in previous
Energize Thurston programs. Additional households may qualify for the Energize Thurston
discount if they receive an installation of qualified equipment from a CIN installer, and are not
included in these estimates.
Tasks
To remain in good standing and continue to receive leads from Energize Thurston over the
campaign duration, the selected service provider(s) must fulfill the following responsibilities.
1. Eligible Equipment and Discount
a. Eligible Equipment List
Service provider(s) will identify a list of qualified heat pump and heat pump
water heater products that meet the requirements of the Energize Thurston
program, as detailed in Exhibit C. Service provider(s) will identify products that
are eligible for the Energize Thurston Discount and those that are eligible for
additional manufacturer rebates, extended warranties, and/or other available
incentives.
b. Energize Thurston Discount
Service provider(s) are asked to provide a group purchase rebate (percentage
discount or fixed discount) to apply across all eligible equipment and system
sizes. The Energize Thurston Discount will be passed through installers as a time-
of-sale rebate to Thurston County residents. The Energize Thurston Discount
must be consistently made available throughout the term of the contract to all
Energize Thurston customers on designated equipment.
c. Equipment Updates
The Eligible Equipment List may be updated prior to contract execution.
Thereafter, service provider(s) may update the list on an annual basis, or as
equipment and incentive guidelines change.
2. Certified Installer Network
Service provider(s) will identify and recruit a Certified Installer Network (CIN) to
participate in Energize Thurston 2026-2027. Women- and minority-owned businesses
are encouraged to participate.
a. CIN Minimum Qualifications
Installers have an HVAC contractor license, and/or plumbing license, in good
standing with the State of Washington.
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Installers have met minimum training qualifications and are in good standing
with a rigorous manufacturer-led certification program.
Installers are part of the Puget Sound Energy Trade Ally Program.
Installers have an office within 30 miles of Thurston County and conduct at
least 20% of their business within Thurston County.
Installers commit to applying to be in-network providers for the IRA rebates
administered by the Washington State Department of Commerce when that
program is launched (TBD).
Installers are supportive of the fuel switch / electrification mission of the
campaign.
Installers commit to consistently provide the entire amount of all available
rebates and discounts (including those offered by the distributor, utility,
manufacturer, state, city or county, labor union, etc.) at time-of-sale, to all
Energize Thurston customers.
An additional qualification that is preferred, but not required:
Ability to provide Spanish language spoken and written support for
advertising and customer service.
b. CIN Engagement and Program Promotion
Service provider(s) will work regularly to engage with installers to keep the
program incentives top of mind and encourage active participation. Engagement
may include, but not be limited to:
Training of installers on program requirements and how to submit rebates
Hosting of workshops with CIN (virtual or in-person) to provide program
updates
1:1 engagement through distributor sales reps to encourage utilization of
rebates
c. CIN Management
i. The Certified Installer Network list may be updated prior to contract
execution. Thereafter, it may be updated on an annual basis or as needed
based on service provider's evaluation of installer performance.
3. Outreach and Education Support
Prior to campaign launch and for most of the campaign duration, campaign staff will
promote Energize Thurston and deliver educational workshops virtually and at one or
more public locations in Thurston County. Service provider(s) are expected to play a
supporting role in Energize Thurston outreach and education.
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a. Program Promotion
Service provider will share email marketing communication(s) provided by
campaign staff. Service provider will conduct additional marketing and outreach
to promote Energize Thurston, as described in their proposal.
b. Customer Education
Service provider will work with contractors to provide information to customers
about heat pump technology, usage, and maintenance. This information should
be provided to customers before they receive the Energize Thurston discount on
their equipment installation.
4. CIN Management and Oversight
The selected service provider(s) will oversee the Certified Installer Network to ensure
installers provide the Energize Thurston discount and all available rebates and incentives
at time-of-sale, provide all required information and documentation, and maintain the
minimum qualifications required for program participation.
a. Data Collection
Service provider will provide an online mechanism for installers to report
installed heat pump and/or heat pump water heater sales with the program
discount applied and supporting documentation about the customer and
installation. Installers must submit the following data:
Name of customer
Customer contact information (email address and phone number if
applicable)
Installation address
Installation date
Year home was built
Type of home
Total cost of installation(s)
Equipment installed
AHRI # of equipment installed and/or efficiency performance metrics (HSPF2,
EER2, SEER2, COP)
Copy of customer quotes and invoices specifying the Energize Thurston
discount and applying all available rebates/incentives as a time-of-sale
discount.
Information on space conditioning equipment (if applicable)
Primary space heating fuel type prior to installation
Heating equipment prior to installation
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Presence of cooling before upgrade
Type of space conditioning heat pump installed (ducted or ductless)
(if ductless) Total heads installed and room location(s)
Square footage served by space conditioning system
Information on water heating equipment (if applicable)
Primary water heating fuel type prior to installation
Water heating equipment and equipment age prior to installation
b. Equipment and Rebate Oversight
Service provider will verify that the installation meets program guidelines. This
includes:
Equipment installed is within program guidelines (see Exhibit "C" Program
Equipment Requirements).
Fixed-price discount was applied at time of sale.
The entire amount(s) of all available rebates and incentives (including those
offered by the distributor, utility, manufacturer, state, city or county, labor
union, etc.) were applied at time of sale.
When the Washington State Department of Commerce launches the IRA
Home Energy Rebate program (date TBD): Installers confirm with the
customer whether they are eligible for the IRA rebates, and apply the IRA
rebates for all eligible customers.
c. Installer Oversight
Service provider will verify installers in CIN meet Energize Thurston program
requirements, in order to receive program referrals, and to be listed on the
Energize Thurston program webpage. Installers that fail to meet Energize
Thurston reporting requirements, or provide rebates at time of sale may be
removed from CIN at City discretion.
d. Reporting
Service provider will provide weekly installation reporting to Energize
Thurston program staff.
Service provider will allow Energize Thurston staff access to their data
collection platform to spot-check installer data as needed.
Project Schedule
The City anticipates the Contract will be for a duration of two (2) years, beginning
approximately on June 2, 2026, through June 1, 2028. Contract extension options will be
exercised at the sole discretion of the City. The Energize Thurston campaign is expected to run
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year-round with a supplementary target outreach campaign by the TCMC and program partners
from approximately June to September 2026 and at dates to be determined in 2027.
Reference Documents
EXHIBIT A - STATEMENT OF COMPLIANCE WITH NONDISCRIMINATION REQUIREMENT AND
EQUAL BENEFITS DECLARATION
EXHIBIT B - PROPOSAL SIGNATURE SHEET
EXHIBIT C - PROGRAM EQUIPMENT REQUIREMENTS
QUESTIONS
For questions about this RFP, please contact the RFP Coordinator via email at
djones@ci.olympia.wa.us. The email subject line should contain the verbiage "Questions
regarding Energize Thurston 2026 Heat Pump and Heat Pump Water Heater Distribution
Services". Questions via telephone will not be accepted. All questions to this proposal must be
sent to the RFP Coordinator via email by April 20, 2026 at 5:00 p.m. Pacific Time (PDT).
Questions received after this date may not be answered.
All questions will be answered via an addendum posted on the City of Olympia website.
To Make Public Records Request: Records related to this RFP may be obtained by submitting a
public records request at https://www.olympiawa.gov/publicrecords.
Public records fees may apply. For details, see City Policy 27, Section 6.13:
https://www.codepublishing.com/WA/Olympia/policies/OlympiaPolicies27.html.
SCHEDULE
The following schedule is to inform respondents of the estimated timetable of the proposal
preparation, evaluation, and award. Please note the following dates when preparing your
proposal. The City reserves the right to modify this schedule at its discretion; deadlines for
questions and proposal submissions will never shorten.
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SCHEDULE DATES DATE
Issuance of Request for Proposal (RFP) 4/14/2026
Deadline for questions from Proposers 4/20/2026
Issuance of responses to questions with Question & Answer
4/27/2026
addendum from City
Proposals due 5/1/2026
Finalist(s) selected and notified (Tentative) 5/8/2026
Contract Negotiations (Tentative) 5/8 - 5/15/2026
Contract Start Date (Tentative) 6/1/2026
MINIMUM QUALIFICATIONS
Service provider shall have the following minimum qualifications to be eligible for an award:
A. Service provider must have an office within 50 miles of Thurston County and distribute
qualified heat pumps and/or heat pump water heaters to at least ten different certified
installers, and/or the certified installers have at least 10% market share for all heat
pumps installed in Thurston County.
B. Service provider must have a minimum of two years of experience coordinating with a
network of heat pump installers and promoting and managing rebates from the
manufacturer, utility, and/or local government.
C. Service provider must have successfully performed one contract with services similar to
those described in this RFP.
D. Service provider must be able to distribute inverter-driven ductless, mini-split, and
central air sourced heat pump systems, and/or heat pump water heaters, that meet the
Energize Thurston program requirements (Exhibit "C").
E. Service provider must be able to refer installers to the program on the basis of having
completed a rigorous manufacturer-specific certification program.
F. Service provider must not have a federal exclusion.
G. Service provider must be able to provide marketing and advertising for Energize
Thurston through their existing marketing channels.
An additional qualification that is preferred, but not required:
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H. Ability to provide Spanish language spoken and written support for advertising and
customer service.
PROPOSAL REQUIREMENTS
Proposals must be submitted as a PDF file. Proposals shall be limited to a total of 10 pages, not
including the forms attached as Exhibits "A" and "B."
The proposal must include the following:
Cover Page
The cover shall have text and graphics limited to RFP number; RFP name/title; Proposal due
date and time; Proposer's business name and address, email address, telephone number, and
contact person's name.
Cover Letter
The cover letter must discuss the highlights, key features, and distinguishing points of the
Proposal. As part of this discussion, please describe specifically why you want to participate in
the community endeavor. The cover letter must be prepared and signed by an authorized
official of the company and include the following:
A. A statement certifying that the Proposer has made its own examination, investigation,
and research regarding the proper method of doing the work under the RFP and
Contract, all conditions affecting the work to be done, the necessary labor, equipment
and materials, and the quantity of work to be performed.
Technical Submission
Provide a narrative with information about the company and proposed approach to the
scope of services:
A. Qualifications and Experience
1. Organizational Capacity: Describe the size and local organizational structure of the
proposing distributor. Note the location of the principal place of business and any
additional locations. Indicate whether the distributor proposes to provide heat
pump space conditioners (ducted and/or ductless systems), heat pump water
heaters (HPWH), or both technologies.
2. Minimum Qualifications: Provide a detailed description of how the service provider
meets or exceeds the minimum qualifications.
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3. Experience with Similar Programs: Please describe your business' prior experience
coordinating with a network of heat pump/HPWH installers and promoting and
managing rebates from the manufacturer, utility, and/or local government.
4. Key Personnel: Identify key personnel for this project including roles, experience,
and relevant licenses and certificates. Key personnel should include managing staff
who will work on the program, such as Owners/Principals; Lead Sales Staff; and
Office Managers who will provide data to the City of Olympia per the specifications
outlined in the Preliminary Scope of Work.
5. Workforce Diversity: Describe your firm's commitments to providing equal
employment opportunities, including specific hiring practices, if any, to recruit a
diverse workforce. Optionally, identify your current diversity of workforce and
whether your firm is a veteran- owned, minority-owned, women-owned, or
disability-owned business.
6. Subcontractors: Identify any subcontractors you plan to use, along with their value
to the project, and provide background information on their size, experience,
management, licensing, and subcontracting agreement.
7. A list of infractions or violations cited by the Washington State Departments of
Ecology or Agriculture, or any other regulatory agency, or any workplace safety
issues cited by the Washington State Department of Labor & Industries/OSHA over
the past five years for the company, principal, and applicators. The thoroughness of
the list will be verified with the department's records. Any error or omission may be
used as a basis for disqualification.
8. Any additional information the Proposer feels is relevant to the general
qualifications of the Proposal.
B. Approach to the Scope of Services
Provide a description of the proposed approach to the requested scope of services (as
outlined in the Preliminary Scope of Work) and how it will support Energize Thurston in
achieving its program objectives. Please include the following elements in your
proposal.
1. Eligible Equipment and Discount: Proposers are asked to provide a list of
qualified heat pump and heat pump water heater products that are eligible for
the Energize Thurston Discount as well as those that are eligible for additional
manufacturer rebates, extended warranties, and/or other available incentives.
Indicate a group purchase discount (percentage discount or fixed discount) to
apply across all eligible equipment and system sizes. The Energize Thurston
Discount will be passed through installers as a time-of-sale rebate to customers
installing eligible heat pump and water heater equipment from a Certified
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