Qualified Vendor Program

Guidelines and Agreements

TABLE OF CONTENTS

INTRODUCTION        2

VENDOR BENEFITS        2

VETTING METRICS        3

PROGRAM DETAILS        3

To Become a Member        4

VENDOR PARTICIPATION        4

FEEDBACK AND QUALITY ASSURANCE        5

SSC QVP VENDOR AGREEMENT FORM        5

COMPANY INFORMATION        7

APPENDIX        9

LEAD PROCESSING        9

RECOMMENDATIONS TO CLIENTS        10

FINAL PROJECT REPORTING FORM        12

CODE OF ETHICS AGREEMENT        14

        

INTRODUCTION

Solar Sonoma County (SSC), a project of the Center for Climate Protection (CCP), is Sonoma County's trusted local nonprofit solar resource. SSC helps those navigating the many solar options, assisting them in determining if solar is right for their residence or business.

SSC's mission is to increase local renewable energy generation and decrease greenhouse gas emissions. We accomplish this through the Clean Energy Advocate (CEA) Qualified Vendor Program (QVP), in which residential and commercial inquiries are referred to the highest quality solar vendors, all at no cost to the client.  These Qualified Vendors (QVs) provide three free, competing solar proposals for any referral to use in selecting a solar system.

Through this process, SSC helps the community do their solar homework and ensures a positive, no pressure experience. Simultaneously, the CEA program helps build a thriving Sonoma County economy through supporting local companies.  

VENDOR BENEFITS

The CEA QVP is a well-established program that supports local vendors. It is more than just a referral system. CEA strives to strengthen the local solar community, and we see the QVP as the means to do so. QVs enjoy screened solar referrals and integration into the local solar community through Vendor Meetings.  We offer:

VETTING METRICS

Honoring our commitment to quality, QVs are thoroughly vetted along the following metrics. Any vendor who passes the vetting process enjoys the benefits outlined above and can proudly display the SSC logo as a symbol of their commitment to solar quality and professionalism.  

PROGRAM DETAILS

Gross Sales $

Standard Membership $

Certified Local Membership $*

Up to 1M

1,100

1,000*

1M - 2.5M

1,650

1,500*

2.5M - 5M

2,600

2,400*

5M - 7.5M

3,800

3,500*

7.5M - 15M

5,500

5,000*

15M - 30M

11,000

10,000*

30M - 50M

25,000

23,000*

50M +

SSC Approval Needed

SSC Approval Needed

* ‘Certified Local’ requires a separate certification process and additional fees

To Become a Member

We would love to welcome you to the program as a Qualified Vendor or Business for Clean Energy Solar Member!  Contact Solar Energy Program Coordinator, at 707.654.4350 or solar@climateprotection.org to get started. Net invoicing and online payments can be arranged.

To get rolling now, send a check for the amount indicated above, payable to Center for Climate Protection, to:

Center for Climate Protection

Attn: Solar Sonoma County Program

PO Box 3785

Santa Rosa, CA  95402

VENDOR PARTICIPATION

SSC QVP maintains a list (Qualified Vendor List) of solar installation companies. This list is published on the Solar Sonoma County website and provided to all clients. These vendors have confirmed that they hold necessary license(s) to conduct business in the appropriate jurisdiction and have agreed to use the SSC QVP Final Project Report. The program does not guarantee the workmanship or integrity of Vendors on the list – this is informational only in scope.

Companies interested in appearing on the Vendor List and participating in the program should contact Solar Sonoma County. SSC QVP conducts a one-hour training session for Vendors interested in learning more about the Program. Vendors who wish to be included in the Vendor List must complete and return this form to Solar Sonoma County. The form is available as an appendix to these guidelines.

FEEDBACK AND QUALITY ASSURANCE

SSC QVP gathers feedback from all clients on the program’s performance and applicable vendor services. Should clients raise concerns regarding poor service, project quality, or satisfaction of contractual terms, SSC QVP will contact vendors.

SSC QVP VENDOR AGREEMENT FORM

_______   Please include my company in the SSC Qualified Vendor Program. As a condition of  being included, my company agrees to  SSC's vetting process. If my company does not pass the vetting process, I understand I will not be included in the program.  

_______   I understand that the terms of the QVP Vendor Agreement may be subject to change.

_______   I affirm that the company I represent holds a current license off the following list: A, B, C-10,C-46

_______    I affirm that the company has been in business for at least two consecutive years and has completed at least 4 installations in the last 6 months.

______     I understand that QVs receiving leads agree to timely notification to SSC of the results of the referral, regardless of outcome, during Quarterly Leads Report communication.

I agree to abide by this agreement or forfeit rights to future referrals under this program.

_______   I agree to follow up on all leads in less than two calendar days.

_______   I agree to pay the Finder's Fee, and understand it is payable quarterly upon receipt of the Quarterly Leads Report.

_______   I understand the fee will be due from the Qualified Vendor regardless of the method or type of project financing, and is based on the gross contract price charged to the customer (or leasing or PPA company).

_______   I agree to the SSC Code of Ethics.

_______   I understand SSC reserves the right to confirm final contract pricing with CEA clients and invoice  Qualified Vendors accordingly. Non-payment of the referral fee may be cause for Qualified Vendors to be dismissed from the program.

_______   I agree that if a vendor brings a deal to SSC and wants to participate, they will be one of the three vendors selected.  When a vendor brings a customer to SSC, the referral fee will be reduced to 50% for their portion of the project.  If a second vendor is brought in to do additional work on the same project, their fee will be at the  standard rate.  SSC will maintain detailed records of all leads acquired and referred.

Hold Harmless: Vendor agrees to indemnify, defend, and hold harmless Solar Sonoma County, its directors, officers, partners, members, managers, advisors, agents, and employees (each, an “indemnity”) from and against any and all liability, costs and expenses (including, but not limited to, reasonable attorneys’ fees and costs), loss or damage, and from any suits, claims, or demands arising as a result of Solar Sonoma County including Vendor on Solar Sonoma County’s list of recommended vendors, excepting where such suits, claims, or demands arise as a result of an indemnities' gross negligence or willful misconduct.

We appreciate your support and compliance to enable SSC to maintain a stellar reputation in the community for quality assurance, excellence, and reliability.

__________________________________________________        ______________________________

Signature                                                                                                     Date

                                                                                                                                                                                                                                                     


COMPANY INFORMATION

Please provide the following information as you would like it to appear in the

Vendor List:

Name of Company: ___________________________________________________________

General Public/Client Sales Contact Point (will be made public): ________________________

 

Full Mailing Address: ____________________________________________________________

______________________________________________________________________________

Phone: _______________________________________________

Email: _______________________________________________________

Company Website: ______________________________________________

SSC QVP Contact Point (if different from above, will not be made public): ______________________________________________________________

Phone: _________________________________________________

Email: _________________________________________________________

REFERENCES (3 required)

Name: ________________________________________________________________________

Address:_______________________________________________________________________

Tel:__________________________________________________________________________

Work completion date: __________________________________________________________

System size: __________________________________________________________________

Name: _______________________________________________________________________

Address:  _____________________________________________________________________

Tel:_________________________________________________________________________

Work completion date: __________________________________________________________

System size: ____________________________________________

Name:  _______________________________________________________________________

Address: ______________________________________________________________________

Tel:  ________________________________________________________________________

Work completion date: __________________________________________________________

System size: ____________________________________________

Contractors State License Board Number: ________

Liability Insurance

- Carrier: ___________________________________

- Policy #: __________________________________

- Amount of Coverage: _______________________

- Expiration Date: ___________________________

I agree to submit a copy of insurance renewals to the SSC QVP.

Company Certifications and Accreditations and Affiliations

Circle all that apply: BPI   CALCERTS   NABCEP   CALSSA(formerly CALSEIA)   Solar Sonoma County

Others: ________________________________________________


APPENDIX

LEAD PROCESSING

You are assigned leads based on your agreement to participate in the Qualified Vendor program. As a member of Solar Sonoma County, you share a commitment to customer satisfaction that goes beyond immediate profit. Some of the leads may not produce significant revenue for your company, however by supporting your customer you are enhancing the brand and reputation of not only your own company, but that of Solar Sonoma County as well. Your customer has certain performance expectations, which you are expected to deliver on.

X1         <$100 monthly electric bill (your place in the lead rotation will be retained, and you will get the next X2, X3 or X4 lead)
X2        <$200 monthly electric bill (standard lead rotation)
X3        <$300 monthly electric bill (standard lead rotation)
X4        $300+

C        Consulting, for more complex projects

EE        Energy Efficiency (windows, insulation)

H        HVAC/Heat Pump
I        Inspection

S        service call (your place in the lead rotation is retained)
EV        EV charger install  (your place in the lead rotation is retained)
DIY        Do It Yourself assist (your place in the lead rotation is retained)
ST        Solar Thermal (standard lead rotation)

RECOMMENDATIONS TO CLIENTS

LICENSING, CERTIFICATION, AND INSURANCE

Solar Sonoma County Vetted Vendor Program recommends to Clients that Vendors should maintain all appropriate licenses, certifications, and insurance policies for the work the Client has contracted the Vendor to perform.

 All Vendors:

SSC QAP also recommends that Clients check vendor credentials, and requests that vendors provide evidence of these licenses, certifications, and insurance policies to the client.

PROJECT AND EQUIPMENT: STANDARDS AND WARRANTIES 

SSC QAP recommends that clients request projects and any associated equipment and materials to meet the following standards and warranties:

SOLAR ELECTRIC PROJECTS

Should be installed with an all-inclusive (equipment, parts, and labor) 10 year warranty.

SOLAR HOT WATER PROJECTS 

Equipment should be rated by the Solar Rating and Certification Corporation (SRCC):

ENERGY EFFICIENCY PROJECTS 

Whenever possible, equipment and installed materials should:

FINAL PROJECT REPORTING FORM

Upon completion of a project that has been referred to Qualified Vendor through the CEA program, the vendor is required to complete and return the Final Project Reporting Form to SSC, accompanied by a check for any fees due.

QUALIFIED VENDOR FINAL PROJECT REPORTING FORM

(FOR COMPLETED SYSTEMS)

VENDOR __________________________________________

VENDOR CONTACT PERSON ______________________________________

PHONE________________________E-MAIL____________________________

CUSTOMER NAME________________________________________________

ADDRESS ________________________________________________________

PHONE NUMBER _________________________________________________

EMAIL ADDRESS__________________________________________________

SYSTEM INFORMATION:   date of permit sign off: __________________

PV                                                        THERMAL

System Size (DC)

Square footage of collectors

Modules (# and type)

Brand

Inverter(s) (# and type)

Number of Pumps

Additional clean energy measure completed by client:

Install Cost (includes tax, permit, labor, etc.)   $________

Fee due to the Center for Climate Protection:  

2% Residential ($500 cap)/1% Commercial ($30,000 cap) $___________

  Date Paid: _____________________        Check #: ______________________

Please send payment to:

Center for Climate Protection
Attn: Solar Sonoma County
PO Box 3785
Santa Rosa, CA  95402

Comments: 


CODE OF ETHICS AGREEMENT

The members of Solar Sonoma County vendor community recognize the importance of conducting business and promoting their products and services in a manner that ensures the health, safety, and welfare of the public through careful design, installation, operation, and maintenance of energy efficiency and solar energy systems, and contributes to the professional advancement of the energy efficiency and solar energy industries in Sonoma County. In furtherance of these objectives, the members of the Solar Sonoma County vendor community agree to adhere to the following Code of Ethics:

1. Members will honestly represent their professional qualifications (license status, years in business, etc.) in the solar industry.

2. Members will be honest, fair, and truthful to the public throughout the entire sales process. Members shall present as honestly and accurately as possible the capabilities, performance, and energy savings potential of energy efficiency and solar products and systems.

3. Members will present and honor clear, understandable warranties that comply with all applicable state and federal regulations.

4. Members will maintain fair employment practices. Members shall observe and foster the highest standard of safety and working conditions for employees.

5. In the process of daily business activities, members will be conscious of making decisions based on a sustainable outcome. From design to installation, as well as travel and cleanup, members will do their best to make the most sustainable choices possible, including recycling and reducing waste wherever possible.

6. Members will not injure, maliciously or falsely, directly or indirectly, the professional reputation and practices of other members or Solar Sonoma County.

7. Members will conduct business with integrity and hold this as their most important value.

8. Members will design, install, and maintain all projects in accordance with all local building codes and standard industry practices.

I understand that failure to conduct my business and/or my company’s business in accordance with the tenets listed above may lead to a review by the Solar Sonoma County Board of Directors and subsequent actions may be initiated, including, but not limited to, suspension or revocation of membership in Solar Sonoma County.

________________________________     ________________________________       _______________
Signature                                    Printed Name                                          Date

_________________________________________________
Company        

Please send all signed membership documents to: solar@climateprotection.org

 


[1] SSC QAP Recommended Amount of Coverage