HomeMy WebLinkAboutContract 31929 CITY SECRETARY= '�`,
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COMPREHENSIVE ENERGY ASSISTANCE PROGRAM CONTRACT NO. ,,n
ATTACHMENT A - BUDGET
CONTRACTOR NAME: FORT WORTH, CITY OF, GRANT ADMIN.
CONTRACT NUMBER: 585039
ALLOCATION YEAR: 585
ALLOCATION PERIOD: 01/01/2005 - 12/31/2005
DEPARTMENT FINANCIAL OBLIGATIONS
$1,521,742.00 CEAP FUNDS CURRENTLY AVAILABLE
1170.00 TRAINING TRAVEL ALLOWANCE FUNDS CURRENTLY AVAILABLE
$1,521,742.00 TOTAL ANTICIPATED CEAP FUNDS
1170.00 TOTAL ANTICIPATED TRAINING TRAVEL ALLOWANCE FUNDS
BUDGET FOR AVAILABLE ALLOCATIONS
BUDGET CATEGORY FUNDS o
---------------------------- ---------------- ------
Administration $80,092.00
Case Management $96,110.00
Direct Services $1,345,540.00
---------------------------- ---------------- ------
TOTAL BUDGET $1,521,742.00
Energy Crisis $134,554.00 10.00
Co-Payment $201,831.00 15.00
Elderly and Disabled $470,939.00 35.00
Heating and Cooling Systems $470,939.00 35.00
Direct Services Support $67,277.00 5.00
TOTAL DIRECT SERVICES $1,345,540.00 100
Subrecipient's service area consists of the following Texas counties:
Tarrant County
Administrative costs, salaries, fringe benefits, non-training travel,
equipment, supplies, audit and office space are limited to 5.00% of the
contract expenditures, excluding Training Travel costs.
Case Management costs are limited to 6.00% of the contract expenditures
excluding Training Travel costs. Direct Services Support costs are
limited to 5.00% of total Direct Services expenditures.
Subrecipient may adjust dollar amounts within the following components
at levels not to exceed 10% of said components: Energy Crisis (may not
exceed 10% of Direct Services dollars expended) , Co-Payment,
Elderly/Disabled (may not exceed 50% of Direct Services dollars
expended) , Heating/Cooling Systems (may not be less than 20% of Direct
Services dollars expended) and Direct Services Support (may not exceed
5% of Direct Services dollars expended) .
Department's prior written approval for purchase or lease of equipment
with an acquisition cost of $5,000 and over is required. Approval of �'•,3 1,� p '� �,• � ��
this budget does not constitute prior approval for such purchases. VY �\)�!•=�3 �;• "Vjj�i�)j
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Funds may not be used for the purchase or improvement of land, or the �-
purchase, construction, or permanent improvement of any building or
facility.
Subrecipient is limited to only one budget revision request during the
first 6 months of the Allocation Period. A second and final budget
revision must be received by the Department on or before October 31,
2005.
Subrecipient shall provide outreach services under all components in
this category. Failure to do so may result in contract termination.
Subrecipient must document outreach, whether the outreach is conducted
with "Direct Service Support" funds or other funds.
Effective Date of Budget: 04/01/2005
Approved as to form
And legality
Attest:
b-(,A A A.-,a - SkA,�
Marty A H&idrix
City Secretary
Sarah FullenW er
Assistant City Attorney
C-20405 11/16/2004
Contract Authorization
t
Libby Watson
Assistant City Manager
CITY SECRETARY
CONTRACT NO. `J!
COMPREHENSIVE ENERGY ASSISTANCE PROGRAM
ATTACHMENT B - ALLOWABLE ACTIVITIES DOCUMENT
CONTRACTOR NAME: FORT WORTH, CITY OF, GRANT ADMIN.
CONTRACT NUMBER: 585039
ALLOCATION YEAR: 585
ALLOCATION PERIOD: 01/01/2005 - 12/31/2005
I. GLOSSARY OF TERMS
Affordability - the relative case of a financial obligation to be met.
Assessment - identifying, gathering, comparing and evaluating
information and data about a client household in order to
determine the type and nature of problems involved, the
capacities and resources of the client household, and the
services needed to assist the client household.
Case Management - examination of the client household in its social
environment; identifying, providing and/or referring
the client to other social services, legal services,
health services, etc.; working with the client to
develop solutions to the problems and coordinating
and monitoring progress made toward resolution of the
problem; and representing or advocating on behalf of
the client with other service providers to assure
that needed services are provided.
Client Service Agreement - written agreement between the agency and the
client concerning the target problem(s), the
goal(s) and strategies, and the roles and
tasks of the participants. The agreement
must be dated and signed by all parties,
must be guided by a time-line, and must
include consequences for breaking the
agreement.
Energy Burden - heating and cooling expenditures of the household
divided by the income of the household.
Energy Education - the process of teaching individuals and households
to use energy efficiently, improve their indoor
comfort, and become aware of how their behavior
affects energy consumption, energy cost, and health
and safety within their homes.
Energy Need - the home energy requirements of a household determined by
taking into account both the energy burden of the
household and the unique situation of the household that
results from having members of vulnerable populations,
such as very young children, individuals with
disabilities, and frail older individuals as part of the
household.
Energy Self-Sufficiency - is achieved when the low-income household is
consistently able to pay 100% of its total
monthly energy bill (see affordability) .
Goal - a statement of broad results, outcomes, or impacts sought by
clients.
Home Energy - energy used for residential uses, such as to heat or cool
dwellings, to heat water, and cool food. �� ,
STN, TEY.
Household - any individual or group of individuals living together as
one economic unit for whom residential energy is
customarily purchased in common or who make undesignated
payments for energy in the form of rent.
Inputs - the resources a program makes available to carry out its
activities.
Leveraging - obtaining additional non-federal resources to help low-
income households meet their energy needs.
Measure - quantifiable information that is chosen to assess and
describe program success or failure.
Mission - a statement of the purpose for which a program was created.
Outcome - a measure of the program's result or effect on its customers.
Outcome measurements may cover activities that are largely
under the control of program managers, or they may extend to
an even broader set of measures (often called measures of
impact) representing results that the program may influence
but does not achieve on its own (e.g., a reduction in the
amount of energy used as a result of weatherizing a home) .
Output - a measure of the product and/or activities of a program.
outreach - method or set of activities that actively attempts to
identify clients who are in need of services, alerts these
clients to service provisions and benefits, and helps them
use the services that are available.
Performance Measure - a process for determining if a program is
successful, as measured by expected outcomes
and/or outputs.
Poverty Income - Income guidelines issued by the Secretary of Planning
and Evaluation, United States Guidelines Department of
Health and Human Services which are used to determine
eligibility for services.
Referrals - linking a client household with an agency, program, or
professional person that can and will provide the service
needed by the client.
Targeting - focusing assistance to households with the highest home
energy needs.
Vision - a statement that spells out the expected conditions and
quality of life to be achieved by a program's client's and by
the program on behalf of the client.
Weatherization - in the LIHEAP program, this refers to energy
conservation measures and other cost-effective energy-
related home repair.
II. PROGRAM GUIDELINES
A. PURPOSE
The primary intent of the Comprehensive Energy Assistance Program is to
make funds available to enable Subrecipients to respond to energy needs
affecting low-income households who have an income at or below 125% of
Poverty Income Guidelines and who are unable to meet their household
energy needs. Under this program, a household is not entitled to a
pre-set amount of assistance.
Subrecipient shall provide all potential clients the opportunity to
apply for the Comprehensive Energy Assistance Program.
B. PRIORITY
Subrecipient shall give priority to eligible households containing one
or more persons age 60 or above, individuals with disabilities and
families with young children under six years of age. Subrecipient
shall also give priority to households with high energy burdens and
households that have high energy consumption . Subrecipient
demonstrates adherence to these priorities by documenting special
outreach efforts directed at these populations. Subrecipient shall also
put in place a priority rating system to be applied to each applicant
household which includes points assigned to households and must include
all five priority groups. Department will monitor Subrecipient on
these efforts.
The term "disability may include conditions which render individuals
(18 years or older) unable to engage in any substantial employment by
reason of any medically determinable physical or mental condition which
can be expected to last for a continuous period of not less than twelve
(12) months.
C. SERVING RENTERS
The provisions set by this plan for non-renters also apply to those
renters who have a separate meter or who pay their utility and/or fuel
bills separately from the rent.
For those renters who pay heating and cooling bills as part of their
rent, Subrecipient shall make special efforts to determine the portion
of the rent that constitutes the fuel and/or utility payment.
Subrecipient shall exercise care when negotiating with the landlords so
the cost of utilities quoted is in line with the consumption for
similar residents of the community. If Subrecipient pays the landlord,
then the landlord must furnish evidence that the landlord has paid the
bill and the amount of assistance must be deducted from the rent.
III. ELIGIBILITY GUIDELINES
A. INCOME ELIGIBILITY GUIDELINES
Subrecipient shall only distribute available funds under the
Comprehensive Energy Assistance Program to households needing energy-
related assistance and having an income that does not exceed 125% of
the current Poverty Income Guidelines as issued by the Secretary of
Planning and Evaluation, U.S. Department of Health and Human Services
(USDHHS) .
When the Poverty Income Guidelines are updated, this program will
follow the most current published guidelines. Income refers to total
annual cash receipts from all sources before taxes. Income is more
fully described in TDHCA General Policy Issuance #2000-3.1.
Subrecipient shall annualize income data for a part of a year in order
to determine eligibility. Subrecipients shall calculate annual income
using, at a minimum, applicant's income from the previous 30 day
period. In the case of migrant or seasonal workers, a longer period
than 30 days may be used for annualizing income. However, the same
method must be used for all similarly situated workers.
All households at or below 125% of the Federal Poverty Income
Guidelines will be afforded access to all components of the program.
There are no categorical eligible options. All applicant households �,,r 2 , n�
S. Replacement, retrofitting, or repair of household heating and
cooling systems if needed. All replacement units must comply with
minimum standards for energy efficiency and must result in energy
savings for the client. If necessary to conserve conditioned air,
heating and cooling funds may pay for zoning off a room in the
clients home in which the client spends a majority of their time.
In order to use heating and cooling funds for a room zone off, the
household must also be receiving a repair, replacement or retrofit
of a space heating or cooling unit.
6. Assistance to a household during an energy-related crisis
precipitated by extreme weather conditions and/or an energy supply
shortage.
7. Payment of water bills only when such cost includes expenses from
operating an evaporative water cooler unit. As a part of the
intake process, outreach, and coordination, subrecipient shall
confirm that a client owns a properly connected and operational
evaporative cooler and has used it within sixty (60) days prior to
application to cool the dwelling.
B. Payment of other utility charges such as water, wastewater, and
waste removal are only allowable if these charges are an
inseparable part of a utility bill and written verification of such
is provided by the vendor. Whenever possible, Subrecipient shall
negotiate with the utility providers and clients to pay only the
energy portion of the bill.
9. Purchase, lease, or repair of butane or propane tanks as well as
the residential lines associated with the tanks or natural gas
lines of the residence, not to exceed the household's maximum
allowable assistance and only if such service ensures the flow of
energy necessary to heat and cool the residence.
10. Purchase or repair of residential electric lines, not to exceed
household's maximum allowable assistance and only if such service
ensures the flow of energy necessary to heat and cool the
households residence.
11. Payment of reconnection fee in line with the registered tariff
filed with the Public Utility Commission and/or the Texas Railroad
Commission. Payment shall not exceed the stated tariff cost.
Subrecipient shall negotiate to reduce the costs to cover the
actual labor and material and to ensure that the utility does not
assess a penalty for delinquency in payments.
12. Payment of a security deposit only when state law requires such a
payment, or if the Public Utility Commission or the Texas Railroad
Commission has listed such a payment as an approved cost, and
where required by law, tariff or regulation or a deterred payment
agreement includes such a payment. Subrecipient shall not pay
any security deposit the energy provider will eventually return to
the client.
13. While utility/fuel rates and repair charges may vary from vendor
to vendor, Subrecipient shall negotiate for the lowest possible
payment. Prior to making any payments to energy vendor,
subrecipient shall have a signed vendor agreement on file from the
energy vendor receiving direct LIHEAP payments from the
subrecipient.
14. Subrecipient may make payments to landlords on behalf of eligible
renters who pay their utility and/or fuel bills indirectly.
Subrecipient shall notify each participating household of the
amount of assistance paid on its behalf. Subrecipient must
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document this notification. Subrecipient shall maintain proof of
utility or fuel bill payment. Subrecipient shall ensure that the
amount of assistance paid on behalf of client is deducted from
client's rent.
15. In lieu of a deposit required by an energy vendor, advanced
payments may be made. Deposits are still not an allowable
expenditure. Advance payments are not to exceed an estimated two
months billing.
V. ADMINISTRATION
A. ADMINISTRATIVE COSTS UNDER CEAP
Administrative functions are of a general nature but are not clearly
identified with a particular program. These functions include planning,
budgeting and accounting; and establishing and directing a
subrecipient's policies, goals, and objectives.
B. ALLOWABLE ADMINISTRATIVE COSTS
Costs charged to the LEAP must be fair and reasonable. In all cases use
the Uniform Grant Management Standards, OMB Circular A-87 for local
governments or OMB Circular A-122 for non-profits for determination of
allowable and allocable costs. OMB Circular A-133, "Audits of States,
Local Governments, and Non-Profit Organizations," increases the
threshold for audit from $300,000 to $500,000. Administrative costs
may include:
* Financial and compliance audits
* General board and committee meeting expenses
* Executive Director
* General staff meetings
* Office management
* Accounting and budgeting
* Personnel management
* Purchase and distribution of equipment and supplies
* Insurance and bonding
* Receptionist, switchboard mail distribution, filing, and other
centralized and clerical services
* Word processing and computer services and equipment
* Organization and procedure studies
* Travel expenditures
* General record keeping
* Office/facilities lease or rental (including outstations)
* Postage
* Duplicating/copying
* Telephone expenses
* Staff training
* Intake - Receiving an application, giving the client the opportunity
to provide missing information needed for eligibility determination,
income determination and verification, and preliminary eligibility
determination.
VI. DIRECT SERVICES SUPPORT
A. DEFINITION OF DIRECT SERVICES SUPPORT
Costs that are not administrative in nature but are used for outreach
and targeting to eligible households not previously served under LEAP.
Subrecipient shall conduct and document outreach and targeting
activities (see Glossary of Terms) designed to ensure that eligible
households, especially households with elderly, members with
disabilities, or young children, and households which have a high
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energy burden, are made aware of the Comprehensive Energy Assistance
Program.
outreach activities shall include the activities listed below or other
activities that serve the purpose of advertising the availability of
the Comprehensive Energy Assistance Program:
1. Provide information through first time home visits, site visits,
group meetings or by telephone for the elderly and for persons with
disabilities;
2. Distribute posters, flyers, and other information materials in
local and county social services agencies, offices of aging, Social
Security offices, in English, Spanish, or other language media
where appropriate;
3. Provide information on the program and eligibility criteria in
articles in local newspapers or broadcast media announcements, in
English, Spanish, or other language media where appropriate;
4. Provide information on one-to-one basis for applicants in need of
translation or interpretation assistance;
5. Work with energy providers in identifying potential applicants;
6. Mail information and applications;
7. Coordinate with other social service agencies to provide LIHEAP
information in conjunction with other programs.
In order to achieve compliance with the LIHEAP Act, subrecipients shall
coordinate with other energy related programs. Specifically,
subrecipients shall make documented referrals to the local WAP
subrecipients.
Subrecipient shall accept applications for CEAP benefits at sites that
are geographically accessible to all households in the service area.
Subrecipient shall provide the elderly or persons with disabilities the
means to submit applications for CEAP benefits without leaving their
residence or by securing transportation for them to the sites that
accept such applications.
B. ALLOWABLE EXPENDITURES
Salaries, fringe benefits, and travel expenditures of staff when
conducting outreach to eligible households not previously served under
LEAP. Material and printing costs associated with outreach and
targeting to eligible households never served under CEAP. Money
available for Direct Services Support is calculated as a percentage of
Direct Services expenditures; therefore, subrecipients are required to
expend Direct Services funds to earn Direct Services Support funds.
C. UNALLOWABLE EXPENDITURES
Computer purchases and any related costs shall be charged to
Administration, not Direct Services Support.
D. TIME/EXPENDITURE ALLOCATION
The subrecipient shall demonstrate and document that the appropriate
share of Direct Services Support expenditures are allocated both to
outreach and targeting.
VII. CASE MANAGEMENT
A. DESCRIPTION OF CASE MANAGEMENT .ACTIVITIES
Case management activities under CRAP encourage and enable households
to reduce their home energy needs and thereby the need for energy
assistance.
The basic case management plan shall include the following components:
1. Identify household :needs: use the Needs Assessment Questionnaire to
determine needs and to guide referrals.
2. Specify goals geared toward energy self sufficiency: transition out
of poverty is NOT the goal of CEAP case management. The ability to
pay one's own utility bill is the goal. Be sure goals are focused
on this concept.
3. Specify a plan of action to achieve goals: be sure to differentiate
between goals and tasks. "To cut energy use by 5% each month" is a
goal. "To turn off all unused lights" and "read the meter and
compare readings each month" are tasks the clients will use to
achieve this goal.
4. Specify responsibility of all parties involved: have client list
and involve all family members. Case workers may have tasks too!
5. Specify a time frame for plan completion: keep clients on task by
setting deadlines and sticking to them. Apply this to referral
contact and follow-up as well.
6. Provide for periodic review of plan, activities, and progress: must
be at least once per month. Always follow up on previous
assignments and plan action for future.
Case *Management activities include but are not limited to:
Providing energy conservation Providing budgeting education
education
Client counseling Advocating on behalf of the
Clients
Development of realistic goals Identifying household problems
and resources
Discussion of education provided Scheduling appointments
Referrals for obtaining services Encouraging responsible vendor
and consumer behavior
Referral follow-up Documenting case management
activities (case notes)
Case Management funds are earned through provision of direct services
to clients.
B. COORDINATION
Subrecipient shall coordinate with other social service agencies
through cooperative agreements to provide services to client
households. Cooperative agreements shall clarify procedures, roles and
responsibilities of all stakeholders.
In order to achieve compliance with the LIHEAP Act, Subrecipient shall
coordinate with other energy related programs. Specifically,
Subrecipient shall make documented referrals to the local
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Weatherization Assistance Program.
Subrecipient shall coordinate with local energy vendors to arrange for
arrearage reduction, reasonably reduced payment schedules, or cost
reductions.
Subrecipient shall provide applications, forms, and energy education
materials in Spanish, English or other language when appropriate.
C. ALLOWABLE EXPENDITURES
Allowable expenditures include salaries, fringe benefits, and travel
expenditures of staff when providing clients with case management
services, such as those activities described in Section A.
Documentation of Case Management activities (case notes) shall be
maintained in individual client files.
D. TIME/EXPENDITURE ALLOCATION
The subrecipient shall demonstrate that the appropriate share for case
management cost items is involved in activities which encourage and
enable households to reduce their home energy needs and the need for
energy assistance.
VIII. PROGRAM COMPONENTS
A. ENERGY CRISIS COMPONENT
A bona fide energy crisis exists when extraordinary events or
situations resulting from extreme weather conditions or fuel supply
shortages have depleted or will deplete household financial resources
and/or have created problems in meeting basic household expenses,
particularly bills for energy so as to constitute a threat to the well-
being of the household, particularly the elderly, the disabled, or very
young children.
NOTE: A utility termination notice alone does not constitute an energy
crisis.
In no event shall the sum of all energy crisis assistance provided for
the contract year made to or on behalf of any household exceed the
actual amount needed to ameliorate the household's energy-related
crisis, based on the household's percent of poverty, or $1,000.00,
whichever is less. Payments shall not exceed client's actual financial
loss or client's utility bill. The assistance shall result in
resolution of the crisis.
Where necessary to prevent undue hardships from an energy crisis,
Subrecipient may directly issue a voucher to provide:
I. Temporary shelter not to exceed $350.00 per household for the
duration of the contract period in the limited instances that
inoperable heating/cooling appliances or supply of power to the
dwelling is disrupted -- causing temporary evacuation of household
members. Payments shall not be made for rent or mortgages;
2. Emergency deliveries of fuel not to exceed $300.00 per delivery per
household.
3. Purchase of portable heating/cooling units (portable electric
heaters are only allowable as a last resort) not to exceed
$1,000.00 per household for the duration of the contract period.
Portable air conditioning and heating units may be purchased only
in situations that threaten the life of the client.
4. Provide materials and installation including: Hollow core doors,
weather stripping, threshold and caulking to create a zoned area in
client household.
a. Subrecipient shall meet local energy crisis criteria prior to
purchasing portable heating and cooling units for client.
b. Subrecipient shall maintain in the client file documentation of
any special situation affecting client eligibility. For a
client to qualify to receive air conditioning or heat, to
protect life of household occupants, the Subrecipient's client
file shall contain documentation from a medical Professional,
stating that a health condition of household occupant requires
such climate control.
C. Portable heating/cooling units shall meet Texas DOE WAP minimum
energy efficiency ratings and standards.
d. Emergency funds, whether for emergency fuel deliveries with a
limit of $300.00, purchase of portable heating/cooling units
with a limit of $1000.00, or temporary shelter with a limit of
$350.00, shall be considered part of the total maximum
household allowable assistance.
e. Funds for this component shall not be used to weatherize
dwelling, units, to purchase medicine, food, transportation
assistance, to maintain income, or to pay for penalties or
fines assessed against clients.
Time Limits for Assistance
Subrecipient shall ensure that for clients who have already lost
service or are in immediate danger of losing service, some form of
assistance to resolve the energy crisis will be provided within a 48
hour time limit (18 hours in life-threatening situations) . The time
limit commences upon completion of the application process. The
application process is considered to be complete when an agency
representative accepts an application and completes the eligibility
process.
Subrecipient shall maintain written documentation in the client file
that it has resolved the crisis within the appropriate time deadline.
Failure to document efforts taken to resolve the energy crisis on
client's application/file will result in disallowed costs.
Benefit Levels Under The Energy Crisis Component
HOUSEHOLDS WITH INCOMES OF: IF THE HOUSEHOLD HAS AN ENERGY
CRISIS AND MEETS INCOME
ELIGIBILITY, THEN THE PAYMENT IS
BASED ON THE FOLLOWING:
0 to 50% of Poverty Households may receive the
amount needed to solve crisis up
to $1000.
51 + to 75t of Poverty Households may receive the
amount needed to solve crisis up
to $900.
76 + to amount not to exceed Households may receive the
125% Poverty amount needed to resolve crisis
up to $800.
B. CO-PAYMENT COMPONENT
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3. Statement of client's tasks and responsibilities required to
achieve goals
4. Statement of case worker's general tasks and responsibilities which
shall include, at a minimum, budget counseling, energy conservation
education and coordination with and referral of households to
other services which will address the underlying contributing
causes of energy induced hardship.
5. Specific timeline for duration of agreement (including dates) ,
schedule of services to be provided and tasks to be performed, and
schedule and method of monthly meetings to review plan with the
case worker.
6. Statement of coordination of all parties who will participate
during the client service agreement, including their names and
relationship to the client.
7. Statement of benefit levels (graduated scale)
8. Statement of the consequences to the client if the client fails to
meet the provisions spelled out in the client service agreement.
Benefit Levels for Co-payment Component
Utility payments on behalf of clients to utility vendors will be made
on a scale designed by the subrecipient. The program shall target
clients with the least income and the greatest energy costs. Clients
may receive up to 100$ of the bill and arrears for the first month's
bill if specified in the co-payment plan (graduated scale) providing
this amount does not exceed the set maximum amounts established for the
appropriate income level for the program year and sufficient funds
remain for the duration of the client service agreement.
In order to ensure that the highest level of assistance will be
furnished to those households which have the lowest incomes and highest
energy costs or needs in relation to household income, the following
benefit levels shall be used:
HOUSEHOLDS WITH INCOMES OF: IF THE HOUSEHOLD MEETS THE
ELIGIBILITY CRITERIA, THEN
PAYMENT IS BASED ON THE
FOLLOWING:
0 to 50t of Poverty Household may receive an amount
not to exceed $1,000.
51 + to 75t of Poverty Household may receive an amount
not to exceed $900.
76t+ to amount not to exceed Household may receive an amount
125k of Poverty not to exceed $800.
C. ELDERLY AND DISABLED ASSISTANCE COMPONENT
The intent of the elderly (60 years of age or above) and disabled
assistance component is to provide assistance to those households most
vulnerable to fluctuations in energy costs. Assistance should be
targeted to those households that are unable to achieve full energy
self-sufficiency through other means.
The elderly and persons with disabilities shall be a priority of the
program.
Payments on behalf of the elderly or disabled may be made based on the
appliances in the ]home consume excessive amounts of energy.
Inordinately high energy bills during the heating or cooling season
would indicate the need for an assessment of the condition of all major
heating and cooling appliances in the client's home. The retrofit,
repair or replacement of a heating/cooling appliance shall be cost
effective (cost no more than energy savings) and shall result in a
reduction of energy consumption. Water heaters and refrigerators are
considered major heating and cooling appliances and shall be included
in the assessment of condition and efficiency of all household heating
and cooling appliances. Propane tanks may be considered when propane
is used for heating.
Any replacement, repair, or retrofit must be based on need, i.e., an
energy assessment of all major heating/cooling appliances has
determined that the retrofit, repair or replacement of a
heating/cooling appliance will result in a reduction of energy
consumption. Priority must be given to appliances with the highest
energy usage. If estimated repair cost exceeds 60 percent or more of
estimated replacement cost, a replacement unit should be installed.
CEAP allows replacement of evaporative coolers with refrigerated air
conditioner only for documented medical reasons. Replacement
refrigerators must contain a top mount freezer without through the door
ice maker, may not exceed 22 cubic ft. in size, and must be Energy
Star(R) rated.
The Replacement, Repair, or Retrofit of Heating and Cooling Systems
component uses the same eligibility criteria as other CEAP programs.
Energy efficiency assessments of central heating/cooling systems must
be conducted either by a licensed HVAC professional or Weatherization
assessor/auditor certified to use the EASY Audit and holding a current
HVAC license. The EASY Audit may be used in conjunction with the
efficiency evaluation. Energy efficiency assessments of window units,
evaporative coolers, space heaters, water heaters and refrigerators may
be conducted by trained agency staff. Documentation of the assessment
results must be placed in the client files. In contracting out for the
service, the subrecipient must follow General Policy Issuance #02-10.2
for procuring goods and services. Purchasing materials from vendors on
state contract is strongly encouraged.
The services may include cleaning, tuning and evaluation of systems,
repair and replacement of existing components, and replacement of
inefficient systems including:
* Cooling systems (including duct systems), such as central air
conditioners, window air conditioners and evaporative coolers
+ Heating systems, such as central/wall/floor furnaces, space heaters,
wood burning stoves.
+ Water heaters
* Refrigerators
Energy assessments must include, at a minimum the following information
on all major heating and cooling appliances to include water heaters
and refrigerators:
Type of appliance Efficiency rating
Fuel used Location of appliance
Size of appliance Condition
Age of appliance Size of room where appliance is
used
Input/Output BTU Recommendation
Carbon Monoxide (CO) levels for all combustion appliances
All repairs, retrofits or replacements must be performed to meet all
local codes (use Council of American Building Officials (CABO) when no
code exists) appliances must meet Department prescribed minimum energy
Replacement refrigerators must contain a top mount freezer without
through the door icemaker, may not exceed a total of 19.0 cubic ft. in
size, and must bear the Energy Star(R) label. Prior written approval
from the Department must be obtained if a non-Energy Star rated
appliance is to be installed. Only one refrigerator per eligible
household will be allowed. Subrecipient shall maintain documentation in
the client file of the metering results (or appliance age) , kilowatt
per hour (kWh) usage of the new refrigerator, and the total cost -
including installation of the new refrigerator and disposal of old
appliance.
When the client is a renter, the subrecipient shall document ownership
of the appliance to be replaced by obtaining a written statement signed
by the landlord. Replacement appliances initially owned by the client
(tenant) may be removed and taken should the client vacate the
dwelling. Appliances owned by the landlord may be replaced only if the
local subrecipient determines that the rental property's primary
tenants will be eligible low income clients. Subrecipient shall
maintain documentation of all appliance transactions in the client
file.
Real benefits to the household are based on the energy efficiency needs
of the dwelling, as determined by an appliance energy assessment. The
maximum allowable costs are as follows:
Heating and Cooling appliances not to exceed $3,000.00 per household.
All heating and cooling system assessment cost should be charged to the
heating and cooling component.
All combustion heating and cooling appliances in a conditional space
shall be tested to determine current C.O. levels.
� '"✓�.Y UL� Y �Lo
01/27/2005 Routing No 978249 Contract No 585039
Begin Date 01/01/2005 Ending Date 12/31/2005 Allocation Grant 585
Routing Date
Initials Name Signed
Section PMC Peggy Colvin 12/30/2004
Division EEF Eddie Fariss 01/03/2005
Legal PAS Paul Smith 01/03/2005
Accounting REH Elmis Hermosilla 01/03/2005
Contractor RZ Richard Zavala 01/27/2005
Executive Director EPC Edwina Carrington 01/28/2005
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 11/16/2004 - Ordinance No. 16209
DATE: Tuesday, November 16, 2004
LOG NAME: 80CEAP05 REFERENCE NO.: **C-20405
SUBJECT:
Acceptance of a Grant and Execution of a Contract with the Texas Department of Housing and
Community Affairs for the Fiscal Year 2005 Comprehensive Energy Assistance Program through
December 31, 2005 and Adoption of Related Appropriation Ordinance
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to accept a grant from the Texas Department of Housing and
Community Affairs (TDHCA) in an amount not to exceed $1,600,000;
2. Authorize a non-interest bearing interfund loan from the General Fund to the Grants Fund--in thy- -
amount of$320,000 for interim financing of this grant project pending contract execution;
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Grants Fund by $1,600,000; and
4. Apply indirect costs at the rate of 20.67%, which is the most recently approved rate for this department,
and apply the new, approved rate when available.
DISCUSSION:
For the past several years, TDHCA has notified the City to use the prior year's contract amount as a
planning figure for the Comprehensive Energy Assistance Program (CEAP) pending execution of the
contract. The total 2004 contract amount was $1,239,087. City staff estimates that it will expend
approximately $1,600,000 for this program in 2005.
The CEAP contract for 2005 has six components:
1. Energy Crisis;
2. Elderly/Disabled Assistance;
3. Co-Payment Assistance;
4. Heating and Cooling Systems;
5. Direct Service Support; and -_ --
6. Case Management.
All households at or below 125% of the Federal Poverty Level will be afforded access to the
program. Applicant households will be determined eligible according to income guidelines and program
procedures. The benefit determinations include the household's income, the household size, the energy
consumption and/or the vulnerability of the household, and the availability of funds. The Parks and
Community Services Department will review applications at the nine City-operate �-Ac1ien
op
Partners facilities. Payments will be made for eligible clients directly to the utility ven s end heating and
Logname: 80CEAP05
cooling systems repair companies of Tarrant County. The administrative cost for FY2005 is restricted to a
rate of 5%, Case Management to a rate of 6% and Direct Services Support to a rate of 5%. The remaining
funds will be used for (Energy Crisis, Elderly/Disabled Assistance, Co-Payment Assistance and Heating and
Cooling Systems for the duration of the contract.
This program serves ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that upon approval of the above recommendations and adoption of the
attached appropriation ordinance, funds will be available in the current operating budget, as appropriated, of
the Grants Fund. Upon execution of the grant contract, interim funding will be returned to the General
Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
GR76 488195 080200990000 $1 600.000.00 GG01 136076 0000000 $320,000.00
GR76 5VARIOUS 080200990010 $1,600,000.00
GR76 220001 000200990000 $320,000.00
Submitted for City Manager's Office by: Libby Watson (6183)
Originating Department Head: Randle Harwood (Acting) (5704)
Additional Information Contact: Jan McMullen (5771)
T,nuname• RnCRAPnS