Core Program Documents
Program Memo 174 lines
Purpose: Launch a coordinated upgrade pathway using turnover events, tenant accommodation rights, and incentive stacking to deliver energy efficiency upgrades including heating/cooling systems, insulation, and ventilation improvements.
Key Components: Trigger moments (turnover, renewal, ADA requests), simplified application, incentive stack engine, compliance safe harbor, workforce localization.
Value Proposition: Zero-cash-down for landlords, safe temps + lower bills for tenants, reduced emissions for city.
Implementation Roadmap 333 lines
Phase 1 (Months 1-3): Launch pilot - 100 assessments, 50 upgrades, 0 displacement
Phase 2 (Months 4-12): Scale to 500 units, expand triggers, refine automation
Phase 3 (Years 2-3): 10,000 units statewide, policy hardening, national replication toolkit
Funding: $8-12M pilot phase, $50-75M scale phase
File Manifest Complete Index
Complete listing of all 40+ program documents across 12 functional areas. Total 3,000+ lines of documented procedures, policies, and operational materials. All files deployment-ready with no placeholders.
Operations & Field Procedures
Pilot Charter 39 lines
90-Day Goals: 100 units assessed, 50 upgrades complete, 0 displacement events, ≤45-day install cycle
KPIs: 70%+ CBO referrals, >60% priority tracts, contractor workforce >50% BIPOC
Decision Gate: Tenant protections held, install speed met, incentive flows proven, workforce pipeline functioning
Launch Manual 63 lines
Days 1-7: Intake + landlord outreach (tenant navigator tasks, landlord liaison tasks)
Days 8-30: Installs + QA (installer protocol, field checklist, QA actions)
Continuous: Displacement risk tracking (red flag triggers, response ladder)
Program Manager: SLA monitoring, contractor volume planning, bridge fund tracking
Standard Operating Procedures 259 lines
Role-Based SOPs: Tenant Navigator, Landlord Liaison, Program Manager, Installer, QA Inspector
Specialized Protocols: Medically vulnerable triage, heat emergency response, enforcement (equity-first)
Implementation Checklist: Before outreach, work steps, tracking metrics
Scripts: Phone scripts, objection handling, retaliation red flags
Cooling Equipment SOP 73 lines
Equipment: Cold-climate mini-split, SEER2/HSPF2 requirements, simple controls
Installation: Pre-assessment, line set, electrical, commissioning, tenant handoff
Quality Standards: Full insulation, proper drainage, code compliance
Critical Rule: Never tighten without ventilating
Install QC Checklist 81 lines
Complete installation quality control checklist covering pre-installation, heat pump/insulation/ventilation work, commissioning, tenant handoff, documentation, site cleanup, and QA verification. Random inspection rate ≥10% of all installs.
Policy & Legal Framework
City Ordinance Draft 172 lines
Trigger Events: Unit turnover, disability/health requests, habitability complaints
Upgrades Path: Heat pump + insulation + ventilation (participate in program or self-deliver)
Tenant Protections: No eviction, non-renewal, or rent increase due to participation
Enforcement: Administrative penalties only after voluntary offer, cost-neutral pathway, 2 denied opportunities
Standards: Technical specs for heat pumps, insulation, ventilation, electrical
Tenant Rights Framework 40 lines
Core Rights: Habitability (safe temps), ADA compliance, anti-retaliation, navigator support
Request Mechanism: Tenant-trigger, 14-day response, cost-neutral options
Support: CBO assistance, legal partners, documentation templates, emergency response
Enforcement: Voluntary first, then cost-neutral documentation, legal only after refusal + risk
Statewide Playbook 52 lines
Principle: Safe indoor temperature = habitability standard
Expansion Sequence: Soft pilot → coalition build → legislative session → rulemaking → local opt-ins
Regional Hub Model: Portland → Eugene → Salem → Bend
Replication Toolkit: Model ordinance, training-of-trainers, open-source automation, national whitepaper
Legal Documents 4 files
Landlord Consent Form: Voluntary participation agreement
Tenant Request Letter: Formal upgrade request template
Legal Escalation Notice: Compliance pathway documentation
Retaliation Notice: Anti-retaliation protection forms
Financial Infrastructure
Bridge Fund Term Sheet 80 lines
Fund Size: $5-10M pilot
Advance: Up to 90% of project cost to contractor
Interest: 0% to landlord
Repayment: Upon incentive disbursement or within 180 days
Security: Assignment of rebates, recourse only on fraud
Purpose: Eliminates landlord friction, contractor cash-flow barrier, speeds installs
Incentive Stack Calculator 108 lines
Input Fields: Income tier, home type, utility territory, equipment cost, panel needs
Formula: HOMES tier rebate + utility incentive + weatherization + PCEF match - landlord copay
Outputs: Net landlord cost, bridge fund draw, recovery timing
Primary Layers: IRA HOMES/HEAR, Energy Trust, PCEF, OHCS/WAP, utility on-bill, city grants
IRA Compliance: Income verification, contractor standards, data reporting, non-displacement
Financial Tracking Tools Excel Files
Funding Stack: Layered incentive sources (IRA, utility rebates, local programs) with eligibility matrices
Rent Stability Tracker: Monitoring tool for rent increases and displacement risk over 12-month protection period
Automation & Technology
Power Automate Specifications 140 lines
Form Fields: Tenant/landlord selector, address, trigger type, heat-risk, income, docs
Flow Logic: Conditional routing based on submission type, response timing, health flags
Outputs: Auto-filled ADA requests, landlord consent, CBO intake, contractor checklist, calendar invites
Database Schema: Tenants, landlords, properties, triggers, work orders, incentives, legal flags
Result: Tenant + landlord-ready doc packet in <30 seconds
RAG Knowledge Base 166 lines
Structure: 9 folders (tenant rights, policy/legal, operations, financial, templates, training, data, scenarios, outcomes)
Prompt Rules: Priority non-displacement, legal compliance, accessibility, context-aware routing
Content Types: Documents, scripts, procedures, data
Integration: Power Automate, case management, contractor portal, reporting, legal queue
Workflow JSON Files 3 files
Intake Form: Structured tenant request intake with auto-routing
Escalation Flow: Automated triggers when landlords don't respond
Power Automate Flow: Microsoft integration for CRM, notifications, document generation
Data & Reporting 2 files
Dashboard Specs: KPI definitions, data sources, visualization requirements for program monitoring
IRA Compliance Crosswalk: Mapping of program activities to federal Inflation Reduction Act requirements
Communications & Outreach
Complete Press Kit 339 lines
Press Release: Full announcement with key features, quotes, pilot targets
Key Messages: Cooling without displacement, funded heat pumps, housing rights
Talking Points: Mayor, utility CEO, CBO leader scripts
Media Training: Do's/don'ts, sound bites, framing rules
FAQ: Rent increases, payment, landlord control, timeline
Launch Event Plan: Location, format, collateral, press angle
Media Talking Points 52 lines
Core Messages: Cooling without displacement, climate justice, funded heat pumps
Sound Bites: Pre-written quotes ready for media
Speaker-Specific: Customized talking points for mayor, utility, CBO leaders
Framing Rules: Never say "mandate" - say "funded compliance path"
SMS Campaign Flows 34 lines
Tenant Outreach: Initial message, reply flows (YES/INFO/HELP)
Landlord Outreach: Free upgrade offer, follow-up sequences
Contractor Queue: Job assignments, confirmation flows
Milestone Updates: Assessment scheduled, work complete, rent stability confirmed
Heat Emergency: High heat alerts, cooling center locations, fast-track upgrades
Public Website Content 2 files
Homepage Copy: "Stay Cool. Stay Housed" - How it works, for renters, for landlords, contact info
Tenant Zine: "Cool Air, Fair Rights" - Your rights, how to request upgrades, what to expect, red flags, emergency help
Templates & Training Resources
Tenant Resources 3 files
ADA Request Letter: Reasonable accommodation/modification request with health framing, no-diagnosis approach
Rights Packet: Complete information on Fair Housing, habitability, anti-retaliation protections, intake sheet
Proof Checklist: Documentation requirements, retaliation warning signs, what to expect from install crews
Landlord Resources 3 files
One-Pager: Why participate, what you get, what you commit, landlord ROI, objection responses
Landlord Packet: Program overview, incentive details, participation agreement (DOCX)
Consent Form: Voluntary participation agreement with rent stability terms (DOCX)
Training Materials 256 lines
Contractor Training: Entry protocol, mini-split standards, condensate/line set, tenant handoff, documentation, field checklist
CBO Training: Why it matters, upgrade mechanisms, rights/ADA, funding stack, intake, case management, legal flags, escalation
Workforce Pipeline: Training tracks, micro-credentials, pipeline model, BIPOC prioritization
Scenario Simulations: Turnover, ADA trigger, retaliation response scripts
Workforce Development 3 files
CBO Training: Community organization navigator training for tenant support
Contractor Training: Technical protocols and tenant-safety requirements
Workforce Pipeline: Local hiring pathways, apprenticeship coordination, career development
Case Management Tools 2 files
Case Manager Script: Standardized tenant intake conversation guide (DOCX)
CRM Flows: Landlord relationship tracking, outreach sequences, consent status monitoring