HomeMy WebLinkAboutContract 28486TEXAS DEPARTiNENT OF HO[iSII3G AND COMMUNITY AFFAX125
CDNTRACT 'LdO. 582039 FOR THE
COMPREHEPT5IVE ENERGit ASSISTANCE PROGR11i+9
SECTTOI�T 1. P7�RTIES TQ THE CONTRACT
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This contract is made by and between the Texas Departrnent of HausYng
and Community Af�airs, an agency o� the 5tate of Texas {the
"Depart[nent" ) and CT'i"SC OF' FQRT W�RTH
(the "Contrac�.or").
SECTTON 2. CONTitACT PERIOD
The period for per£ormance of this contract, unless ea�'lier terntinated,
is �enuary 1, 2003 thraugh Aecember 31, 20q3.
SECTION 3. CONTRACTOit PERFORMANCE
Contzactox shall, on an equitai�le basis throughout ita service a�ea,
operate a Comprehensive Energy ,Aesistance Frogram, (the "CEAP"?, in
accordance witkt the terms of this cantract and a11 applicable state and
federal regulatinns. Contractar shall assist ].ow-ineame pereone,
partiCularly the e�derly and persona witl� disabilities and househalds
with yQung children under 6 years of age and under in relation to the
Gurrent census demographics for age, i.ncame, and ethnicity for
Cantracto�r'e service area. Contractor shall implement CEAP in
aCcardancB with the Low�Income Homa Energy Assistance ACt o� 1961, as
amendefl, 42 U.S.C. Sec. 6621 et seq. {the "LIHEAP Act" Public Law 97-
35j, the LIHF,}�P 5tate P1ax1 and the LIiEEAP inCended LTae Report.
Servicea sha11 includa Case Managernent, �nergy Cr�sis, Ca-Payment,
Elc3erly and basabled Assistance, and Heating/Cooling Systems as$istance
as further specified in the Budget ("Attachment A°}, and the A1].awa�le
Activities Document ("Atrachrnent 8"}-
SECTIOI3 4. IIEPARTMENT FINADiCIAT, OBLIGATIQi45
A. In consideration of Contxactor'e satisfactory per£ormance o£ this
eontract, Depaxtment shxll reimburse Contractar for the actual
allawable co�ta incurred by Contraetor a.n the amount sgeci£ied in
�lttachment A of this contrae�.
B. Any decision to obligate additianal funds ar deoblagate funds shall
be made by Department based upon factors, a.ncluding but nat limited
to; the etatus of funding under grants to Department, the ra�e of
Contractar�s urilizati.an of funds under this or previous contracts,
the existence�af questioned aar disallowed coats undar thia or other
contracts between �he parties, and Contractor's overall comp7.iance
with the terme of this cnntract.
C. Department's abligations under this contract are contingen� upon
the aCtual receipt of funds from khe i7.5. Department af i3ealth and
Human sarvices and �he State of Taxas. Department acknowledges
that it has received obligations fram thase sources, which, if
paid, will be sufficient ta gay the allowable casts incurr�d by
Contractar under this contract.
D. nepartmen� is not liable for any cast incurred by Contractor which;
(1) is subject to reimhursement by a source othez tkian
CEAP/LIHEAP;
(2} is for performanca a£ servicea or aetivities not authorized by
the LIHEAP Act, or which is not in accardance with the terms
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of thxs contract;
(3) is not reported to Department on a Monthly
Funding/Financial/Performance Reporr within sixty (60) days
fol�owing the terminaEion of the Allocation Period; or,
{4i. is not incurred during �he Allacatian Period.
SECTIODI 5. METHOD OF PAYMENT/CASH BALANCES
A. Each month, Cantractor may request an. advance payment k�y
electronically submitting ko Department at ita offices iLa Austin,
Travis Counky, Texas, no later than the fifteanth {15th) day af the
month prior to the manth for which advance paym�nt is sought, a
prapar�}r completed Fund�ng Re�aaxt fax am amount not to exeeed
Contractor�s actual cash needs for the month for which such advance
is saught.
B. Contractor's reques�s for advances sha11 be limited to the minimum
amaunt needed and be timed to be in accardanca with actual
zmmedi,ate cash requirements ot the Contractar in carrying out the
purpase of this cQntract_ The timing and amount of cash advances
shall he as close as admini.stratively feasible to the actual
disburse�nent by the Contractor fnr di�ect program costs and the
proportionate share of az�.y allawal�le indirect costs. Contractor
snall establish procedures to minamize the time elapsing between
tha transfer af tunds fram Department to Contractor and �.he
flisbursal af such funds hy Contractor.
C. riTatwirhstandang Subsectinn 5(A?, Department reserves the right to
utilize a cns� reimhursement method af payrnent if (li Contxactor
maintains excesaive caeh balances ar requeats advance payments in
excess af tlzirty (3p) days need; (2) De�Oartment identifies any
deficiency in the intemal controls or financial management system
used by Contractor; {3J Contractvr violates any of the terms of
�hie cont�ack; or (4) Depart�ent's �unding sourcee require the use
of a cast reimbursement methocl af paymenti.
p, Contractor shall refund, within fi#teen (15) days of Department's
reque�t, any �um o� money pai.d to Contractor by Department which
Deparkment determines (1} hae rEsul�ed in an overpayment ta
Contractor or (2) has not been spent strictl� in accordance with
terms ❑f this contract, Department may offset or withhold any
amounts ❑khezwise owed ta Contractor under this cantract againet
any amount owed by Contractor to DEpartment arasing under this or
any other cantract between the parties.
E. A].1 funds paid.�o Contrackar under rhi� con�ract axe paid in trust
far khe exclusive benefit of th� eligible recipients of .the
Comprehensave Energy Assistance Program and fnr allowable
administrative, direct services auppart, case management, direct
sex'va.ces, and trainix�g/travel expendikurea.
SECTTON 6. COST PRINCIPT,ES TiND ADMINISTRATIVE AEQt7II2EM�1�T5
Except as expressly modified by law or the terms of this contract,
Contracear ahall comply with Che caat principles and uniEorm
admin,istrative requirements set forth in the Uniform Grank and Contra�t
Management Standards 1 T.A.C.Sec.5.141 et seq. {the "Clnitorm Grant
Management Standards") provided, hawever, that all references therein
to "local government" sha13. be canstrue8 to m�an Cantractor. Unifarm
cast principles fax local gnvernments are set forth in OMS Circular Na.
87, anti for non-profits in DMB circular i+7o. 122. unifarm administrative
requizements for local gavernments are set forth in OMB Circular No.
102, and for nan-profita in oMs Cixcular No_ 110.
SEC�ION 7. USE OF ALCOHOLIC $EVERAGES
None of the funfls provid�d under th�s cantract ahall be used far the
payment of salaries to any emplayee wha usea alcaholiC beverages while
an active duty. No fundg provided under this contract foz travel
expenses shall ba used fo� the purchase of alcoholic beve�ages.
SECTION B. ALLOWABLE R.L7MTNZSTRATIVE, CASE MANAGEMENT PS�iD DIRECT
SERVICES SUFPDRT �XPENI��TURES
A. Administrative, Case Managem�nt, and Direct Services 8upport costs
incurred �y Contractor in carryirtg out this cantract shall �e
allowable ug to the maximum percentage, as specified in Attachment
A of this cantract, of the total allowable cantract expenditures,
excluding travel casts for trainang, with�n khe A1location Periad.
Case Managamen� c�ata incurred by Contractor in carrying aut this
contract sha11 be allowable up to the maximum percentage, as
specified in Attachme�t A of this contract, of the total allowahie
cpntzact expenditures, e�cluding txavel coats for training, within
thE Allocatian Period.
B. Administrat�ve and Ca�e Management funds are earned and
expenditures must be supported through allowab3� activities and
suppazt documentation, as specified an Attachment B Aliowable
Activities Document. Contractor may choase to uae its
administration, ease managemen�, and direct se�vices suppnrt
dollars for direct service categories; however, contrxctar is skill
required to perform Case Management and Da�eck Service Suppart
activities.
C. nirect Services Supgart expenditures must be supparted by
appropzxate documantatlan and the allowable activities ae epecified
in Attachmen� B, A1lawable Activities Dacum�nr.
�ECTIQN 9. TERMINATTON AND SUSPENSION
A_ Departmen� may terminate this contract, in whole or in part, at any
time Department determines that there is cause Eor terminatian.
Cause for termimation includes but is not �imited to Contractor's
faalure ta cnmply with any term of this con�ract. Department shall
notify Contxactor in writing at least fifteen {15} �usiness days
hefore the date of termination.
B. �eparkment may deobligaGe all or part of the funds pravided wnder
this con�ract if Cnntractor has not expended ak least SOo of the
funds within six months aftex the commencemen� of the A1l4cation
Periad, or if the Contractor has not expended at least 7os of the
funds within nine mnnths af�er cammencernent of the A1locatian
Periad. Contractar`s failure to EXpErid the funds proviaed under
this cantract in a timely mannar may also resulti in either the
termination a£ this contraCt or Contractor`s ine�igibility to
receave additianal funding under the Camprehensive �nezgy
Assistance Pxagram, or bo�h.
C. Nothing in this Section shall be conetrued to limit nepartrnent's
autharity to withhold payment and immediat�ly suspend Contractar's
performance of this contract if Department identifies possible
instances nt fraud, abuae, waste, fiscal mismanagement, or other
deficiencies in Cantractor's performance. Suspension shall be a
temporary measure pending either corrective action by Contractor or
a decision �y DeparEment ta terminate this contract.
D. Notwithstanding any exercise hy �epartment of its right of
tezmination or suapenaion, Contractor sha11 not be relieved of anx
liabxlity to Depar�ment for damages by virtue ot any breach o� this
cantract by Contractor. �epartment may wkthhold any payment due ia
Contractor until such tame as the exact amount af darnages due to
Dapartment ia agreed upon or ia othezwise determinad.
E. Department shall nat �e liable for any casts �ncu�red by Contractor
aftex teXmination ar during suapension of thia contract.
SECTTO� 1D. CHANGES AND AMEi�7}MENT3
Any changa in the terms of thie cQntract requirecT ]oy a change in
�ederal or state law ar regulatian is automaticaJ.ly incorPorated herein
effecti.ve an the date deeignated by such law or regulation. Except as
atherwise specifically provided herein, any other chaz�ge in the terms
a£ this contract shall be kay amerid�nent in writing and sa.gned by both
par�ies to thia contract or by a Letter af t�otificatian (LONi eigned by
Ilepartment .
SECTIQN 11. DEPRRTN[ENT ISSLTANCES
Department may is�ue pali.cy directives which serve ta establish
Contracto� eligibility or inte�Aret and clarify the fierms af thia
contract. Such policy dixectives shall ]�e in the form of a policp
Issuance. An Issuance ehail nat alter the terms of thie conitxact s❑ as
to relieve Department of any obligation of reimhursement o� an
allowal�le cost incurred by Contractor prior to �he effectave date of
the Tssuance. A11 Issuances promulgated by �epartment, whether before
or afrer the execution of this cantract, sha11 govex�xi the perfazmance
a� this cnntract unta.l specifically rescinded by nepartment.
SECTIOI3 12. MONITORTNG
Departmenr or its designee may conduct an and off-aita monitoring and
evaluation af Contractor•s comg7.iance v�ith the texms� af this contracr.
Department`s monitaring may incluc£e a sevi.ew of the efficiency,
econamy, and effectiveness af Contractor's performance_ Department
wi11 notify Contractor in wri�ing o£ any deficienCies noted during such
monitoring_ Department may provide trainin.g azid technical aseistance
to Contracto� in correcting the deficiencies noEed. Degarttnent may
require corrective action to rernedy deficiencies noted in Contractar's
accounting, pereonnel, proeurement, and management procedures and
eystems. AeQartment may conduct follow-up v�isite to review the
previously noteci deficiencies and to assess the Cantractor's e�forte
made to carrect them. Department may tierminate or euspend this
cantract or invake other remedies Aepartment determines to }ae
appropriate in the event monitoring uncovers material de€iciencies in
Contractor�s performance, or Contractar fails to ca�rect any such
deficaency within a reasonable periad o� time. Department or its
designee may can.dnct an ongoing program evaluation throughout the
cantract year.
SECTION 13. VEl�7L70ii AGREEMfENTS
ContraCtor sha11 imglement and maintain a vendar agreement �or each of
Contractor`s venciors that contains assux'ances as to fair billing
practices, d�livery pracedures, and gricing procedurea for busi.ness
transactiana xnvolving CEAP �ecipients. All vendor agreementa are
subject to manitaring procedures perfarmed by TDHCA.
SECTIO@7 14. 12ETENTIOId AND ACCESSIBILITY OF REC4RD5
A. Cantractor sha11 maintain financial and programmatic records, and
supporting documentation for a11 expenditures made unde� this
cvntract in accordance with the retention and custadial
requixe[r�ents far raca�8a set for�h in the C�na.�orm Grant Management
Standards, Comman Aule Sec.42.
B. Conrractar shall rnaintain a client tile syskem ta document direct
serviCes rendexed_ Each client file shall cnntain �he fallowing:
l. Client application cantaining all Department raquirements;
2. Documentation/Verificatian of Client Income (an alZ household
members 18 yeazs and older} or Statement of �o Income
Statement (if applicablel;
3. Declaratian of Incorne Eligibility (when requiredj;
4. Capy of Client's Utidity Bi11(s} when requixed by campanent;
5. �tility Consumptian history when required by campon�nt;
6. Documentation of Payment (Documentatiion of paym¢nt may be
maintained in a separat� file, but must be accessible at the
site where clien� files are maintained.};
7. Documentatian o� benefits determination (when required hy
cpmponent};
8. Na�ice af Aenial Form (if applicahle);
9. Right af appeal and pracedures (if aPelicablej;
10. Any documentation required by Policy Issuances; a�d
11. Client servic� agreement {as required by comgonent}.
12. Case Notes sufficient to document Case Management activities
have occurred {when required hy component};
C. Contraetor shaLl maintain complete client fil�s at a�l timee.
Caets assaciated with incomple�� files faund at the ti�e of grogram
monztoring may be disallowed. Client files reviewed at the time of
pragram manikoring faund ta be incompler� shall aubject the caste
associated therewxth to be disallowed.
D. Contractar sha11 give the u.s. Department af Health and Hurnan
S�rvices, the �.5. General Accounring �ffice, and Bepartment, or
any of their du�y autharized representatives, access to and the
right to examine and copy, on or off the premises o£ Cantractar,
a�Z records pertaining tn this contract. Such right to aCcess
shall cantinue as lang as the records are retained by Contractor.
Cantractor agrees tb maintain such recor�s €or thxee years in an
accesaible lacation azid to caoperate with any axamination conducted
pureuan� to this Subsaction. Contractor ahall include the
aubstamce of the Sulasection in all subcontracts. Upan termination
of this contract, all records are property ai the CEAP.
SECTiON 15. PROCUR�MENT STIal�DAIiDS
A. Contra.c�or Sn�aa develop and impl�ment procurement proeedures,
which canform �o the uz�iform administratiae requiremente in Seation
�. Contractor shall not procure suppliee, equipment, materiaJ.s, or
services except in ac�ordance with ats pracurement procedures and
in Policy Iasuance #02-10.2. A11 procurement cantracts, other than
'�sma11 purchases" am defined in Policy Issuance #02-10.2, sha11 be
i.n wrifc�.ng and shall contain the pr�visions required by Policy
IssuanGe #02-10.2.
B. Contractor shall ensure thar ita subcantrac�ors comply with a17.
applicab�e terms ❑f this contract as if the perfarmancQ rendered �y
the subcontracror was being rendered by Contractor. Contractor
sha1� inspect a11 subcontractors' work and sha17. be respanaible far
ensuring thar it i,a pompleted in a goad and wo�kmanlike manner.
SECTIOIV 1.6. REP�RTING REQUIREMEI�TTS
A. CantracCor sha7.1 submi� as directed by the Department, for
Department review and approval, the Annual Service Delivery Plan
and Application. Funds will }ae witY�he�d or this contract auapendecl
or tarmi.nated for contractor's failure to submiC an Annual Service
Delivery Plan and Application, for failure to obtain approval af
tne service Delivery Plan, or for failure to irnplement the program
funded umder this contract within 6o days of the effective date of
the contract.
B. Contractor ehall electronically submit to nepartment no later than
fifteen (15) days a��er the end of each month of the A1location
Periad a Funding Report of all expenditure of funds and clienta
served under this contract during the previaus monkh.
C. Cantractar sha11 suhmit ta DepartmQnt na later than sixty (60) days
after the end o£ the A1locatian Period an inventory of a11
vehiclee, taa�s, and equipmenk with a unit acquisxtion cost of
�5,OOq or m�re and a useful life o£ more than ona year, if
purchased in whole or in gart with tunde received under �his
cantract or previaus Comprehensiva Fnergy Asaistance Program
contracts. The inventary ahall ratlect the vehicles, Gao1s, and
equipmenti on hand as of the last day of the Allacation �eriod.
Contractar acknowledges that all equipment and supplies purchased
with funde from the CEAP are the property of CEAP amd as such stay
with Che program.
D. Contractor shall electronically submit to Department no later than
sixty (60} days after the emd Qf the Allocataon Period a final
Funding Repnrti of a1Z expendi�ures a� funds and clients eerved
un3er this cantract. Failure of Cantractar to grovide a full
accounting of funds expended under thia contract may resaZt in rhe
termination of this contract and ineligibility tp receive
additiona� funds.
E. I� Contractor fails to submit, in a timely and satisfactory manner,
any report az respanse required by this contract, Department may
withhold any or a13 paymenrs athe�wise due or r�quested by
Cantractor hereunder. Payments may be withhe�d vntil such time as
tne delinquenti report or reaponse is received by Departrnent. Tf
the delinquent report or response is nat xeceived within forty-five
(45y days af its due date, nepaxtment may suspend or terminate this
contract. I£ Contractor receives funds fram Department aver twa or
more Allacation Perzads, funds may be withheld or this contract
auspended ar terminated �or Can�ractor's failure to submit a past
due report or response (including � r�pari af auditi fram a prior
contracr or .7�.�ocation Period.
5ECTZON 17. TNDEPENDEIdT CONTRACTOR
It is agreed that Department is contract�ng with Cantx'actar as an
independent contractar. Contraetor agress to i.ndemnify flepartment
against any disallowed coats or other claimffi, which may be asserted by
any third party in connectian with the services to be performed under
thie contract.
S�CTION 16. SUBCONTRACTS
A. Contractor may no� subconrract the performance of this contrack
unless it receives Depaz'kment's pxaor written appraval. Conrractor
shall submit to Department a sz.gned copy ot eacka such suhcant�act.
Department is i.n no way liable to Contractor's subcox►traetor{s).
$. Subcantractore shall camply with the terms of this contract ta the
same exten�. as if the perfarmance rendered by the subcontractor
were being rendered by Contractor. Subcontractore wi�1 he subject
to monitoring and investigation by I3epartment.
SECTIQ�T 19. CONRLICT bF INTERE5T/NEPOTISM
A. Contraator covenants that neither i� nor any member of i�s
governing hody p�esently has or shall acquire any interest, direcC
or indirect, which would conflict in any manner with the
Performance of thia cantraet. No pereon having such interest ahall
be employed by ContracCor ar appoinred as a member of Cnntractar`s .
gavernang �ody. �
B. Cantractor agraes that it will comply with Tex. Gov�t. Code Ann.
Ch. 573 by ensuring that no officer, employee, or metnber of tkie
gavex�ning body a� ContracCor shall vote or confirm the employment
of an}r pexson related within �he second degzee by affinity or thire3
degree by consanguinity to any memher of the government hody or ro
any oth�:r of�icez' or emplayee authorized to employ or eupervise
such geraon.
C. Cantractor shall. ensure �hat na emgloyee, o�ficer, dr agent of
contraGtor partxcipatea in the selectian, or in the award or
adminisrratian of a subcon.tract supported hy funds pravided
hereunder if a conflict of interest, real or apparent, would be
involved. Such a Conflict af interest would a�iae wl�en: (1) the
employee, officer, ox agent; (2j any member of his or hex imrnediate
familx; I3) his or her partner; ar {4) any arganization which
emplaye or is ahout to employ, an.y of the above, has a financial ar
other in�erest in the firm ❑r person se�ected to perfvrm the
subcontract.
D. Cantractor's emplayees, o€fi.cers, and agente ahail neither solicit
nor accegt gratuities, favors, or anythimg df monetary vatue from
su}acontractors o� potential sui�contractora.
SECTION 2U. NOI3-I]ISCRIMINATIOIV FtND EQBAL OPP4RTi1NITY
No person shall, on the grounds of race, color, zeligion, gex, national
arigin, age, handicap, polita.Cal affiliatian or belief, be excluded
from paxticiparion i.n, be denied the benefits of, be subjected to
discriminatian under, or be deniad employ[nent in the administration of
ar �n connection wath any program or activity funded in whole or in
part with funds made avai.lable under tha.e cantract.
SECTIDN 21. LEGAL AT7TH012ITY
]�. Contractar represc�nts that it passesses the practical ability and
Iegal authority to enter into this canG�act, receive and manage the
funds authorized by this cantract �nd to gerform the servicea
Contractar k�as obligated itself to perfo�n hereunder.
g. The person sa.gning this contract nn behalf of Contractor hereby
war�ants tha� he/she hes been duly authori�ed by Contractor ta
e�cecute this conkract an behal.f of Con�ractaz and to bind
Contractor ta the terms herain aet forth.
C. Department shall have the right to suspend or kerrtinat� �his
contract if there is a dispute as ta the legal authority of either
Contraet�r or the persnn signing this contract ta enter into this
contract or ta render perfarmances herevnder. Skfould such
suspension or termination accur, contractor is liable �o Department
for any money it has received �or per�ormance af tkie provisions o£
t�his contract.
SECTI4N 22. b�P,ARTM�IVT/CEAP TkZATN2NG �'12AV�L
A, In orr3er to encourage attendance by' CEAP staff a� Department
approved training and/or technital assistance events, the
Department has added a travel fund to tkte cantracti budget_ The
trave]. budget cannat be usad as grogram dnllars.
B. The travel Eunds are ta be used only for Degartment apprav�d
training events. Cnntractor sha11 adhere to either its own board-
approved travel policy ox khe State of Texas tr�vel policies.
(Reference Palicy Isauanae #95-16.3).
C. From time to time, the Department may choose ta add add�tional
funds to this category for other required travel.
SECTION 23. ALFDIT
A. ContraCtor shall arrange �or the performance of aYi annual tinancial
and campliance eudit of funds recaived and perfarrnances rendered
under this cantract, subject to the following conditions and
].imatations:
1. ContraCtors expending S3DO,U00 ox more in total Fecieral awarda
shall have an audit performed in accordance with the Single
Audit Act Amendments of 1996, 31 ❑.S.C. 7501, and OMB Circular
Nn. 133, "Auctita af States, Lacal Gnvernments, and NQri-Px'P�lt
pxganizations" issued �7une 30, 7997. Fos purposes of SecCion
2023, '�Fedesal financial assis�ance" means assiatarGce provided
�y a Federal agency in the fox�m o� grants, �contracts, laans,
laan guarantees, prope�'ty, cooperative agreements, interest
subsidies, insurance ar direct appropriaCiona, ar ather
asai.stance, but daes not include amownta received as
zeirni�ursement Eor services rendered ta individuals in
accordance with OMB guid2lines_ The tenrt includes awards of
Federal financiai assistance received directly from l�ederal
agenci.es, or indirectly through other unite o€ state and local
govQrnment;
z. Notwithstandi.ng 5ections 4(n? (3j and {na (4j abave, contractnr
stsall utilize funds hudgetsd under thas cantx�act to pay for
that portion of the cost of such audit services properly
allocable to the activitiea fundad by Department under this
contract, provided however that Department sha11 nat make
payment for the cast of such audit services until DeparCment
has receiveci a satiafactory audi� repor�, aa fletermined by
Dep�rtment, from Contractor,
3. Cantractpr shall submit two (2) copies o€ such audit rep[art to
the Department within the earlier of thirty (30) days after
receipt af the auditor's report{sj, or nine (9) months a�ter
the end af the audit period. Contrackar shall make aut�it
report av�ailable �ar public inspection within thirty (3pj days
after receipt �f the audit repart(s}. Audits performed under
this Section are su�ject to review and resalution by Department
ax .zts authorized representative.
4, The audit reporti must include vezification of all expenditurea
hy budget category including matching funds, a.n accordance with
Exhibit Attachrnent - Budget of this contraCt.
B, xhe cost of audiring services �o� a Contractor expending less than
$3DD,o0o in total Federal awards per fiscal year is not an
al].awable charge under Federa7. awazds.
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D. Cantractor unders�ands and agrees thar it shall be liable to
Department for any disallowed aasts dieallowed pursuant to
financial and campliance audit(s} of funds received under this
contract. ConCractQr further understands and agrees that
reimhursement to Department at such disallowed casis shall be paid
�y Contracror from funds which were not provided or otherwise made
availabZe to Con�ractor under this contracr.
�. Contractor ehall taka such action to facilitate the performance of
auch audit or audite conducted gursuant to this S�cEion 20 23 as
Department may require of Contractor.
F. Cont�actor shall pracare audit servicea rhrough an apen,
competitive pracess at leasti once evex}r four yeara. The auditor
shal� retain working papers and repor�s for a minimum of the three
years-after the date oi iasuanca af the auditar's report ta the
Cpntractor. Audit working papers shall be made availahle upon
request to Department at the completian of the audit, as part af a
quality review, to resolve audit findings, a� to carry out
aversight responsibil�ties cansistent with ths purposes af this
5ection. Access ta working papers includes the right to obtain
capies af warking papers, as is reasonable and neceseary.
SECTION 24. APPEALS PRd�ESS
In cornpliance wath the LiHEAp A�k, Contractinr muat provide an
oppp�tunity for a faix administrarive hearing to individuals whose
applica�ion fox assistance is denied, or nat acted upan in a timely
manner, aceording ta the following procedures:
�} Contractar must prdvide written notification to applicant of denial
of assistance within ten (1Di days of the adverse determinatian,
which�shall include written inetructions of the appeals p�aCess,
and specific reasons for the �enial �y componant. Applicante
wishing to appeal a decisian must provide writ�en notice to
Cantractor within 10 days of reC2ipt af the denial notice.
2) Contzactor rnus� eatablieh a written agpeals prncedure which shall,
at a minimum, include the following prvvisians:
A. An appeals �ommitCee composed of at least three (3} persana who
are objectiiv�, nat Qersonally involve� in the original
decisian, and familiar with CEAP regulations. Appeals mus� be
heard �y the cammittee wi�hin ten {lo� days of Contractor's
receipt a� the appeal.
8. Cantractor's appeals Qrocess shall include tape r�corded
hearings.
C. A majarity vote ta sustain the appeal and apprave assiatance
£or the applicant, pr to deny the agpeal.
D. Wzitten nntification to applicant of Lhe results af the appeal
by close of �uainess khe following business day. The
natification must include the applicant's right to a�peal an
adverse datermination ta the Department.
3) To appeal to the Texae Department of Housing & Community Affairs,
an applicant must provide an agpeal reguesti to Depa�tment in
wriring within ten (1D� days nf an advarse determination by
Cantractor. Department will review the tape recaxding of the
hearing, the cnmmittee�s decisian and any other relevant
information the Department requests. No oral testimony will be
allowed. Department wi11 notify all parties in writing af i�s
deeision within thirty (30) days af the receipt of the appeal.
4j Please refer to the CEAP Appeals �rocess Policy Issuance #2002-
n3.p5 �or detailed procedures.
SECTIQN 25. POLITICAL ACTI�TTY PROHISITE❑
A. �one of the funds provaded under this contract sha11 �e used far
influancing the outcarne of any electian, or the passage ar defeat
af any legislative measu�e_ This prnhibitian sha11 not be
canSCrued ta prevent any officiai ar �mplayee ❑f Contrac�or fram
furnishing to any member of its governing bndy upon request, or to
any other lacal ar skate official or employae, or to any citizen,
informatian in the hands af the employee ❑r ofticia� nat cansidered
under law to be confidential infarrnatiam. Any action taken againet
an ernployee ❑r official for supplying such information sha11
subject the person initiating the action to imrnadiate diemissal
€rom employment.
B. No funds providad under this cont�acC may be uaed directly or
indirect�y to hire em�loyees or in any other way fund or supporE
tandidates for the legislative, executive, or judicial branches a�
gavernment of Conrractor, the State of Texas, or the gavernmen� o€
the United states.
C. Nane of the funds provided under this contract shal� �e paid to any
official or employee who violates any of the gravisions of this
sectian.
SECTION 26. k�REVENTION OF Y�AS'S'�, FAATI�, AND ABZ38E
A. Contractor shall establish, rnaintain, and u�ilize syatems and
procedures to prevent, detect and correct waste, fraud and abuse in
activitiea funded under this cantract. The syste[ns and praCedures
shall address possi}ale waste, fraud and abuse by Contractor, its
employees, recipients, vendars and administering agencies_
Cantractar�s intemal control systems and aZl transactiona and
orher significant events aze to be claarly documented, and the
docurnen�ation a.s to be readily available for rnonitoring by
Department.
S. Cantractor ehall give Deparkment complete access to al1 of its
records, employees, and agenre €or the puzposes c�f any
investigation of the Comprehensive Energy Assistance Program.
Cpntractor sha11 immediately noti£y nepartmen� of any discavery af
waste, £raud or abusa. Contractor shall fully cooperata with
Department's e�forte tn detiect, i.nve-stigate, and prevent waste,
fraud and abuse in the Comprehensive Energy Assietance Program.
C. Contractor may not discriminate against any employee ar oEher
pers❑n who reports a violatioz► of the terms of this cantract or of
any law or regulatian to Departmant ar to any appropria�e 1aw
enforcement authority, if tkae report is made in gaod faith.
SECTION 2'7. MAINTEI3ANCE OC� EFFQRT
E'unds provided to Cantractor under this contract may not be suhstituted
for funds or resources from any ather saurce nor in any way serve to
reduce the fund� or resources which would have been available to oz
prpvided through Contractor had this cnntraet never been executed.
9ECTION 28. Nq 6JAIVER
Any right ar rernedy given to Department by this cantract ah.a]�� not
preclude the existence of any ❑ther right or remedy, nor shall any
action taken in the exereise of any right ax remedy be d�emed a waiver
of any other right or rernedy. The failure of Department to exercise
any right ox remedy on any occasion sha11 not constitute a waiver of
bepartment's right ta exercise that ❑r any o�her right or remedy at a
later time.
SECTTON 29. SEVERABILTTY
If any �ortion of this contract is held to be invalid by a c�urt or
administrative tribunal of competent jurisdiction, Che remainfler �hall
remain va�id and binding.
SECTION 30. PRTDR ORAL �A WRITTEN AGREEMENTS
All oral and written agreement� he�ween the parties rela�xng to the
subject matrer af this contract have been reduced to writing and are
contained in this dacurnent and the attached exhib�te artachments,
S�CTIQN 31. DEBARI2EI] 1911TD 5USPENDE3] PARTIES
1. Cpmtractor mus� not make any awax�d {aubgrant ar contractj to any
party which is deHarred ox suspended ar is atherwise excluded fxorn
ox ineligible far partici�atiou in Federal �ssistance prograrns
under ��;ecutive Order 12549, °Debarment and Suspeneion 45 C.F.R.
Part 76".
2. Contractor certifiea that neither it nor its principals s.a
presant7.y debarred, auspended, proposed £ar debarment, declared
ineligihle, o�' voluntarily excluded from paz-ticipatxon in this
transactian Y�y any Federal flepart�ent,
3. Whexe ContraCtor as unab�e to Certi�y ta any nf �he statements in
this certafication, such prospective partieipant sha11 a�tach an
explar�ation to this contract.
SE�TIQN 32_ Ei+NIRONM]J'1QTAL TOSACCO SMaiCE/PRD�CHTLT]12EN ACT OF 1994
Contractor agrees that if 3t or any of its suhgrantees gravides
children's sexvzces funded directly ar indirectly with Rederal dollars,
it wi].l comply wath 20 U.S.C. 60$� et seq. Par� B, Pra-Children Act of
1934, cancerning prahi}�ita.an pf smaking in ceztain indoor faci�ities
pravid�,ng services to chile3ren. E'ail�re t� comply with the provisions
of this law may result in tk�e impasirion a� a civil manetary penalty of
up to $1,0OO,OU pex day.
S�C�'IDN 33. AT!'ALHMENTS
�'he attachmenta identified }ae].aw are herehy made a pa�t of �his
contract:
(3) Attachment A, Budget
(2) At�achmant S, Allowable Activities Document
SIGNLD: D1-24-2003
BY: Rick�ard Zavala
CITY OF F�RT WORTH, Executive Direcror
BX: Eciwina Carrington
TEXRS AEPAIZTMENT OF HOUSING AND COMMUNITY AEEAIRS, Executive Direcror
This cantract is not effeetive unless signed by the Executave Director
af the Department or au�horiaed designee.
,
,
�IGNATURE PAGE
ATT,�ST:
�'' � ' �
,.� - �_ d�_._ ...� ;�— BY�
City�ac�et�ty
APPROVED AS TO FORM
AND LEGALIT�':
Davi.d Yett, Cit}r Attorney
B ��'f !�� � ��t.�i �!/"l
�_
Assistant �i Attorney
�'��.+3��l� __.
Cantract Authori��t�on
--- ��-� � -�� .----- ------�
Qat�
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COMPAEHENSIVE E�TERGY AS5ISTANC� PROGRAM
ATTACHNfED7T A - BUDGET
CONT`RX�CT6R NAME: CITY OF FORT WORTH
CONTIZACT NUMBER. 562039
AT.,T.00ATI4N YEAR: 5B3
ALi,OCATION PERIOD: 61/07./2003 - 12/31/20p3
i7�PARTMEl+1T FINANCIAL QBLIGATIQNS
$845,484.00 CEAP FLINDS CURI2�7TLY AVAILABE,�
117D.OD TRAIIVTN'G TRAVEL ALLOYTANC� FUNDS Ci7RRENTLY AVAILAELE
$645, 484 .00 TOTAL T�ICIPATED CEAP T`L7L�IL75
I170.00 TdTAL ANTICIP1a7'ED TRAINING T12,��'VFL ALLdWAIdCE FiINDS
BCTDGET FOR AV�:TT�AF3LE ALLOCATIONS
BUD6�T CATEGORY F�N�� $
Administratiott $64,683.00
Case Management $50,610.OU
bizect Services $709,991.60
TOTAL BUBGET $945,484.00
Snergy CXisis $74,999.00 10.00
Co-Payment $141,99E.00 2D.(10
E].derly astd Diaabled $319, fl95. �0 45. DD
Heating and Cooling Systems $141,99B.Do 20.00
Direct 5ervicea Support $35,500.00 5.00
TOTAJ.� DIRECT SERVIC�S $7�9, 991. 00 laCl
Contractor's sexvi.ce area cansists of the foliowing Texas caunties:
Tarrant County
Adminzatrative coats, salariea, fringe benefita, non-training travel,
equipment, supplses, audit and office spaca are limited ta 1o.00g of the
contract expenditures, excluding Training Travel cos�s.
Case Management coets are limited to 6.00� of the cantract expenditures
excluding Training Travel costs. Direct Servicea Suppart costs are .
limited to �.aa$ af total Direct Services e�;penditures.
Conkractor may adjust dollar amounts cvithi.n the following companents at levels
not to exceed Iog of said components. �nergy Crisis may no� exceed 10� of
Direct 5ervice dollars expende8 expenditures. Sui�grantees Cantractor must
ol�tain a written waiver fr�m the Depaxtment if tktey wish tio exceed lo� prior co
the obligation and expenditure of €unds. Co-payment, Elderly {may' no� exceed
SU% of Direct Servicea do�lars expended expenditures}, Heating/Cooling Sys�Ems
(may n.ot ba lesa than lU$ of Direct Services dollars expend expendi�ures), and
Airec� 5ervices Suppork (may not e�sceed 5� af birect 3ervic�s dolJ.are expertded
expenditures).
Department's grior wri�ten approval for purchase ar lease of equipment with an
acquisition coet bf $5,aaa anrl over ia required. Apgroval ❑f tihis budget does
nar constitute prior approval.
Funds may not be used for Che purchase ox improvement of land, ar the purchase,
constzv.ction, or pexmanent improvement of any building or facility.
Far ather tha� additiional funding ad�ed to the Ailoca�ion Period, Contractor is
limited ta only one �udget revisian during the fixst 6 months of the Allocatian
Peraad. A second and final budgek revision may be considered by the Department
60 daye prior ta the end of the Ailocation Period.
While Contractor may chaose ta use funds other khan "Direct Sarviee Suppart" to
conducti ou�reach, documenkatian ie required. Cvntractar sha�l provide services
under a11 companente in this category. Failure ta do so may result in contract
te�minakian.
Effec�ive Date af Budget: 01/O1/2003
COMPFtE}iENSTVE ENERG'Y ASSISTANCE PR�G121�.M
ATTACHMENT B- AL+I+OWAELE ACfiIVTTIES �OCUMEN7'
CDNTRACT012 NAME: C:ITY OF F012T inTOR'I`fi.
Cq�7TRACT NUMBER: 5B2d39
F1LI,4CATIqAi XE7�,R: 583
� ALLOCATION PERIOD: U1/O1/2003 - 12�31/2003
I. GLOSSARY OF TETiA75
A�#ardability - ta have the financial capaci�y to meet an ohligation.
Assessment - idenkifying, gathering, comparing and evaluating inforuiati.an
and data abaut a alient househol,d in ord�r to determine rhe
type and nature of prohlems involved, the capacities and
resources of the cli�nt houeehold, and the eervices neaded
to assist rhe cla.enk hausehald.
Case Management - involves conceptualizing the cl.ient hnuac�hold in its
social environment; identifaring, provading and/ar
referring the client to other social services, legal
se�vices, health �ervices, etc.; working wi�.h the
cliant to develop solutions to the prohlems and
000rdinating and monitoring pragress made toward
�esnlurian of the prol�lem; representing or advacating
on behalf of th� client with other service providers
to assure that needed serva.ces are pravided.
Client Serwice - writiten agreement Y�etween the agency and the client
Agreement concerning the �arget problem(si, the goai(s) and
strategies and the roles and tasks ai the participants.
The agreement must be dated and signed by all parties,
must be guided by a time-lane and must include atatement
of the cansequences for break�ng the agreement.
Energy Hurden - heatxng and cooling expendi�.ures of the houaeha].d far
energy divided by the imcome of the household.
Energy Education -�.he gracess whereby individuals and households Ieasn
. Co use energy effieientiy, imprave their indoor
comfort, and became aware of hovr �heir behavior
affects energy conaumption, energy cost, and health
and safety within their Mornes.
Energy Need - the home energy requiremen�e of a househald determined by
taki.ng into account both the energy burden oi tl�e
hauaehold and the unique situation of the hausehold that
results from haviMg members aP vu7.nerable populations,
auch as very yaung children, �inc3ividuals with disabilities
and frail older individnals.
Energy - is achieved when tihe low-in�ome household is
self-Sufficiency consistently able ko pay lb�a of its tiotal montksly
energy bill {see affordabilityj.
Goal - a statement of t�road results, otitcomes ax impacts saught
hy clients.
Hame Psnergy - energy uaed ta heat or caal residential dwellings, ta laeat
waker, and cool tood.
Household - any indavidual or group of individuals living togekher as one
ecanomic unit far wham rasidential energy is customarily
purchased in common or who make undesignated payments fvr
energy in the farm af rent.
Inpu�� -�he resaurces a program mak�s available �o carry out ats
activities.
Levexaging - obtaining additional non-federal resources ta help low-
income households meek their energy needs.
Measure - quantifiable information that is chasen to assese and desaribe
program success or tailure.
Mission - a etatement af the purpose for which a program was created.
Outcame - a measure af the program's result or eftect on ita eustomers.
outcome measurements may cover ac�ivities tha� are largely
under the contral o€ program managera, o� they may extend tQ an
even braader set of ineaeurea {often called measures af impact)
repreeenting resul�s that the progxam may influence but does
noC achieve an its own {e.g., a re8uctian in the amount oF
energy ased as a result af weatherizing a hame).
butput - a rneasure of the prad�c� and/or activities of a program.
Outzeach - method a set ❑f actiivities that actavely attempts to idantify
clienke wha are in need of services, alerts khese C�ients to
aeFvice provisians and benefits, and help� them use the
services that a�e avai].able.
Performance - a pxocess �ar determining if a program is succeasful, as
Measuxe measured hy exp�cted outcomes anfl/or outputs.
Paverky Income - zncame guidelines issued by the 5ecretaxy of P3.anning
Guir3elines and Evaluation United States Departmen� o� Health and
Human 3ervices.
Re€exra].s - linking a clienr household with an agency, program, or
professiana7. persan that can and wi11 pxovide the service
needed �y the elient.
Targeting - focu�ing assistance to hauseholde with the highest home
energy needs.
vision - a atatement af a preferred future that spells aut the conditione
and qualit� af life eo be achaeved by a pragram's clients.
Weatherization - in the LIHEAP progx'am, tYiis refers to energy
canservation measures and athex cast-effeative
energy-related home repa5.r_
II. Pk2C1G1tAM GVTD�LIFIES
F+._ DEFIPTITIOiVS
The primary intent af the Comprehensive En2rgy Assistazice P�ogram is
ro make funcis availahle to eriable Contractors ta respond to energy
needs affecting low-income hauseholds wha have an income at or belaw
].25� Yaverty Income Guidelin�s and wi�a axe unable to mee�. their
hausehald energy needs. Uncter this program, a household is not
ex►ta.tled to a pre-set amaunt of assistance.
Cantractor sha11 pravide all potential clients the opporturiity t�o
apply for the Compreheneive Energy Assis�ance Pragram.
S. PRIdRITY
Cvntractiar shall give priariky to eligi�le householda containing ane
or more persanS age 6o ar abov�, individuals with disabilities and
families with young children under six years of age. Priority shall
be given to households with the lowest incomes that gay a high
proportion ❑f their incomea tar residentiaZ energy. Cnntractor
dertonstrates adherence ta these griorities by documenting sgecial
outreach effarts directed ar these populatians. Contractar sha11
also put in place a praa�ity zating system to he appiied �o each
applicant household. Department wil� monitar Contractar on these
efforts.
The term disability may include canditions which render individua3s
una�le ta engage in any sui�stantial employment �y rea6on of any
medically d�terminalale phy�ioal or mental condition which can be
expected eo laet for a continuous period at nat leas than twelve (12)
�anths.
C. SERVING RENTEAS
The �rovisiane set b� this plan for non-rentiers alsa apply ko those
renters who have a separate me�er ar wha Pay their utility and/or
fuel bills separaiely £xam khe rent.
Ror thase renters who pay heating and cooling bills as part of their
rent, Contractar ahall make special efforts tn determine the partian
of the rent �ha� constitutes the fuel anfl/or utility payment.
Contractor shali exercise care whan n�gotiating with the landlords so
the cost of utilities quoted is in line with the cansumpt�on far
similax resiflente of �he community. If Cantractor paye �he landlo�d,
then the landlord muet furnish evidence that the landlord has paid
the bill an8 the amount ❑f assistance must be deducted from the xent.
�II. ELSGIBILITY GUxDE�INES
A. INCOME �LIGIBILITY GUIDELINES
Cantrackor shall nnly disEribute available funds undex the
Comprehensive Enexgy Assistance Program to household� needing
energy-relatefl asais�ance and having an income that doea not exceed
125� o� the current Paverty Incoma Guidelinea as isauad by the
5ecre�ary of Planning and Evaluation, U.S. Department of Health and
Human ServicEs {�SDHHS).
When the Poverty income Guidelines are ugdated, this pragram will
follaw the mast current published guidelinea. �ncame re£ers to total
annual cash receipts be�oze taxes �ram a11 aaurces_ Incom� is more
full� described in General Palicy I�suanae #2000-3.1. Contractor
sha11 annualize income data for a part of a year in order to
determine eligibility. Each Contractor sha31 determine the.rnethod of
annualizing most appropriate to that locality and ahide by that
methad on�y for all recipients equally thraugh the end of the
contract periad. Auring a contracC pe�iod, a Cantractor may not
utilize a combination af income calculation methoda_
All househalda ak or below 125g o€ the Poverty Income Guidelines will
be a€forded access ta the program. This applies �o a11 camgonents.
There are no categorical eligi�ili�y a�tians. Al1 applicant
houaeholds wi11 �2 dete�mined eligible according ta the income
guidelines axtd program procadures.
B . DETERi+7INAT70N QF INCOM�
Applicants must suhmit proot af income for a11 household members 18
years and older. Proof may consast o� checks, check stubs, award
letters, employee statement�, etc., showing the gross manthly income,
if any. Incame data �or a part of the year muet be annualized. In
the exceptional case whan proaf of income is unavailaJale, an
applican� must sxgn a decla�atian oE incame atatement. If the
applacant has no xncnme, they must sign a atatement af no incorne.
All proof o� income must be within 12 mankhs of the application
pracess.
C. INCOME DISREGARD
Payments not considered as incame for the purpose af determining
eligibility or benefi.ts under this program, are listed in the Poverty
Income Guidelines issu�d by the 5ecretary af Planning and Evaluata.an,
USDHHS.
ZV. PROGRANi ASSIS'Z'P.1VCE
This is not an entitlement program.
Contractor may not eskak�lish lower local limits af assistance.
Contractor may anJ.y provide the follov�ing types of assis�ancE wiGh £unds
from khe Cornprehensive Energy Aseietance Program contract.
* Payment to �endors and suppliers of fuQl/utilities, gaods, and oth�r
services �or past due or current bills related Co the proeurement of
energy for heating and caoling needs of the residenoe, �IOT to include
security lights and other itema.
* Payment to venda�s-only ona energy �i11. payment per month as required
by camponent.
* Asai.atance ta households in developing gnals far achieving energy
se7f--sufficiency thx'ough case management activities. Case management
activities may involvc coordinatzon of reaources, referrala to ather
progxama, and client invoZvement in deveJ.oping a clien� serv3ce
agreement. Priority must be given ta co-pay cliente. Other� may
receive case management services if funds are availahle after serving
ca-pay clients.
* uti.lity assigtance to law-incpme elderly and individuala with
disabilities most vulnerahle to the hi.gh cost af �nergy far heating
and cooling needs af �he resadence.
* Replacement, retrofitting, or repair oi household heating and coolir�g
systems if needed. A11 replacememt unit� must comply with minimum
standard far anergy efficaency and must result in energy� savings �ar
the client.
* Assistance fo�r' an energy-related crisis.
* Payment of water 6i11s only when such cost includea e�cpenses from
operating an evaposative water cooler wni.t, As a part of �he i.ntalce
process, autreach, and coordination, contractor �ha11 confirm that a
client owns a prapezly connected and operatianal evaporati.ve cooler
and hae used it within eixty {6U} days prior to app].ication to cool
tkAe dwelling.
* Payment ❑f ather uti.].ity charges auch as water, wastewater, and waste
removal are nnly allnwable if these charges are an inseparaY�l� part
af a utility bi].1. whenever possible, Contractor shall negatiate
wi�.h the utility providers and clienta to pay only the energy portion
af the bill.
* Purchase, lease, or repair of butane ar propane tanks as we11 as the
residential lines associated with the tanks ar natural gas lines of
the dwelling, not to exeeed the househa�d's maximum allowable
assastance and anly if such eervice ensures the flow of energy
neceaeary far heating ana c�ali�g to the household.
* Purchase ar repair o� reszdential electxic lines, not to exceed
household's maximum all�wable assiatance and only if auch se�vice
ensures the �low of energy necessary for heating and coaling the
hausehald_
* Payment of reconnection fee in lime with the registered tari�� �iled
with the Public utility Commissinn and/ar Texas Rax�road commissian.
Payment cannat exceed that eta�ed tariff cost. Contiracrar muat
negatiate to reduce the costs to cover eha actual labor and material
and to asaure that the utility does nat asses� a penalty for
delinguency in payments.
* Payment of a security depasit only when state law requires such a
payment, or if the Puhlic Utilaky Commisaion ar Texas Railraad
Cammissian has lisGed auch a payment as an appraved cost, and wher�
required by law, tariff or regulakion or a def�rr�d payment agreemen�
includes such a payment. Contractor cannvt pay any security deposat
the enexgy provider will eventually return �o the client.
* while utility/fuel rates and repair charges may vary frorn vendor to
vendor, Contxactor sha11 negatiate £or the lawest possible payment.
Cantiractar must have a signed vendor agreement on file £ram the
energy vendar receiving direct LIHEAP payments fram th� contractar.
* Cantractor may make payments to landloxds on behalf of eligible
renters who pay their utility and/or fuel bills indirectly.
Contractor sha11 notify each particapating h�usehold of the amaunt af
assiakance paid on its behalf. Contrac�or must document thia
nptification. Cantractar ahal� �aintain proof of utili�y or fuel
bill payment_ Cantrac�or shal� ensure that amaunt of assistance paid
on 6ehal£ of client is deducred €rom client's rent.
* In lieu nf deposit xequired hy an energy vendor, advanced payments
may 6e made. Depasi�s are atill nnC an allowable expandi�ure.
Advanca payrnents are not to exceed an estimated twa momths billings.
V. ATJMZNxSTRArION
A. ADi+7INISTi2ATIVE COSx'S iTNf]ER CEAP
Administrative £unckions are ot a gemeral nature but are riot clearly
identifaed with a par�icuJ.ar grngrarn. These functians include
planning, budgeting and accaunting; and establishing and directing a
contractor's policies, goals, and objectivea.
B. ALLOWABL� ADMIIVISTRATIVE CpSTS
Costs charged to the CEAP must be fair and reaeonaY�le. Tn alJ. casee
use the S7ni£arm Grant Management Standards, OMB Circular A-87 for
local. governments or OMB Circular A-12z for n�n-profits far
determination of allowable and allocable cnsta and may include:
* Financi.al and compliance audits
* General baard and cammittee meeting expenses
* Executive Director
* General staff rnaetings
'� Office mana.gement
* Accbunting and budgeting
* Personnel management
* Pu�chase anr3 diatribution of equipment and aupplies
� Insurance and bonding
* Aeceptionist, awitch]aaard mail distribution, €iling, and other
centralized and clerical eervices
* Word pracessing and camputer servicas and equipment
* organization and procedure studies
* Travel expenditures
* General record keeping
* office/facilities lease ar rental {including autstatiorisj
* Postage
� DuQlicating/copying
* Telephone expenses
* Staft traan�ng
* Intake - Rec�iving an application, giving the client Che
ogportunity Eo provide missing informati4� needed for
eligibiliiy determination, incame determination and
verificatinn, and preliminary eligibility determination.
VI. �IRECT SERV�C�S S�PPORT
A. DEFINITi4N OF AIRECT SERVICES SUPPQRT
Costs that are not administrative in natiure but are used for outr�ach
an.d targeting ta elzgable households nevez served under CEAP.
Cantractar sha13 canduct and document outreach and targeting
activitiea (see Glasaary of Terms) designed to assure ehat eligib].e
households, especially households rrith elderly metnbers with
disabi.lities, ar young cl2ildren, and households who have a high
enezgy burden, are mafle aware of the Camprehensive Energy Aasiatance
Program.
Outreach activities shall include the activzties listed below ar
other activities that serve the purpase of adverta.si.ng the
availability af the Comprehensive Energy Assistance Program:
1. Provide i.nforrnation through first time hame visits,.si�e visiks,
graup meetfrigs ax by telephone far the elderly and for pergons
with disabilities;
2. bistribute posters, flyera, and other information materi.als in
lacal and county social sexvaceg agencies, affices af aging,
social security offices, in English, spanish, or language media
where appropriate;
3. Provide infox�mation an the p�ogram and eligibility criteria in
articles in loeal newspapers or broadcast media announcements, in
English, SPanish, or ianguage media where appropriate;
9. Provide infox�cnation oz� one-ta-one basis for applicants in need of
translation or intergretatian assistance;
5. Warlc with energy groviders in identifying potential appiican�s;
6. Mail information and applicatioz�s;
7. Caordinate with other social servace agencies to provide LIHEAP
intnrmati.an in conjunctian with oth�r programs.
Contractor shall accep� appli.cations for CEAP benefi�s at sites that
are geographically accessible to al.l househalds in the service area.
Can�ractar sha11 provide the elc3erly or persons with disahilities the
means to su}�mit agpJ.i.cations Eor CEAP benefits withaut leaving thair
residence ar by securing transportation €ar them to the sites that
accept such applications.
S. ALLO�FABi,E EXPEP7ATTUi2ES
salaries, tringe bene�iks, and tavel expenditures af sta£i when
canducting autreach ro eligible households never served unc3er CEAP.
Material and prinCing casts associated with outreach and rarg�ting
Go aligible househnlda never served under C�AP.
C. TSNALLbWABLE EXPENDITURES
Cornputer pu�chases �nd ar�y rela�ed costs rnust be charged to
Adminis�ration, not Direct Services SupporC.
17, TZME/EXPENDITL7RE ALF,OCATION
Th� contractor must dernonstrate that the appropriate share of Direct
Sertrices SupPo�t coat itemg are allocated each to outrea�h, and
targeting.
VII. CASE MANAGEME�TT
A. IfEFTIdLTIDN OR CASE NfANACEM��1T ACTIVITIES
Case management activa.ta.ee under CEAP encourage and enable househo].ds
ta reduce their home energy neede and thereby the need for energy
assish.ance.
The typical case managemenk system should have �he following
components:
* Deaignin� a client agre�ment plan with the client;
� Intervening in the community; Y�rakering; advocata.ng; and J.inking;
� Irnplementing and monitaring the cl.ient agreement plan;
+� Evaluating the effectivenesa af case managernent.
Case Managementi activita.e$ znclude but are not limited to:
* Providrng energy conservation education
* Pxaviding budgeting educatian
* Client counsel.a.�ng
* AdvaCating o�1 behalE of the e].ients
* Development af realistic goals
* Identifya.ng resources and hota.sehold gxoblems
* Discussi.on of educatian provided
* Schedulxng appointments
* ReferraZs �or obtaining services
* Encouraging respnnsible vendax and consumer behavior
* Dac�menting case management activiries (caae noteaj
* 8efezral €ollow-up
B. COORDI1dP,TID1�
Contractor must coordinate wi.th ather social service agenci.es khraugh
cooperative agxeements to prnwide services to client househalds.
Cooperative agreemestte must clarify procedures, ral.es and
rasponsibiJ.a.kies of a11 �takeholders.
In arder to achieve compliance wirh Ghe LTH�AP Act, Contractar must
caordinate with other energy related programs. 5pecificaJ.ly,
Cantracror must make documented referral.s ko the 1acal Weatherization
Aasistance Program contraator_
Contractor tttust coorclinate with local energy vendors to arrange for
arrearage reductian, reasonably reduced pay�nent schedules, or cost
reductaans.
Contractior must pravxde agplications, farms, and energy education
materaals in Spanish, English ar ather language when appropriate.
C. ALLOW7�BLE EXPENDITURES
Aliowable expendituxes include salaries, fringe benefits, and travel
exQendituras of staff when providing clients with cas� rnanagement
services, such as those actiivities dascribed in Section A_
Dacumentatian of Case Management activities (casQ no�esj must be
maintained in xndivxdual client files.
D_ TIME/EXPEiVDTTURE ALLOCA�ION
The contractar must demanatrate that tihe appropriate ahaze for case
rnanagement cost items ie invoived �n activities which encaurage and
enable househa�ds to reduce thair hame snergy needs and the need far
energy assistance.
VIII. PROGRAM COMPONENxS
A. ENERGY CRISIS COMPOi�TEiTT
A hona fide energy crisis exists when extraoxdinary events or
situation� resulting firom extxeme weather conditions or fue� supgly
sYiar�ages have depleted nr will deplete househald financial resaurcea
and/or have crea�ed p�oblemg in rneeting hasic househoJ.d expensee,
particularly bills for energy sa as to constitute a�hreat to the
hea].th or we11-being of the hausehold, particularly the eiderly, the
the disahZed, ar very young chi�dren.
NOTE: A uti].ity termination notiee alane does not cons�itute an
energy crisis.
Izx no event shall the su►[a of all energy' crisis assistante provided
for the contraci year made to or on behalf of any hausehold exceed
exceed the actual amnunt needed to ameliora�e the Ytouseb,ald's ertergy-
related crisis ar �1,DOD.D4 whichever, ia less. Payments may not
exceed client's actual fihancial loss or ciiezxk's utility bill. The
aesis�ance muat result in resolutiam af the crisie.
NTkrere necessary to prevent undue hardahips or extreme healCh dangers
€rom an energy crisis, Contractoz may direct�y issne a voucher to
pravide:
1. Temporary shelter nat ta exceed $350.DD ger hausehold for the
duratian of the contract period in the limited instances ti�sat
inoperaY�le heating/cooling appliances ar supply of power to tkse
dwelling is disrupted causing temporary evacuati.an of household
memhers. Paymente sha11 not be rt�acle for rent or mortgages;
2. Emergency deliveriea af fuel �ot �o exceed $300.00 per de�ivery
per hausehold.
3. Purchase �� portabl� heating/cooling units (gartable elecrric
heat�rs are on�}r allowable as a].ast resort� not to exceed
$1.,QRo_o0 per household £ar the duration o� the contract
period. Portahle AC and heating units may only be puschased
in cases of life threatening situations to the c].i.ent.
Contractor muat meet lacal energy c�asis criteria prior to
purchasing partable units for clienC.
Documentation nf rhe situation, such as doctar statements and weather
data, must be maintained in the client fi1e.
Emergency funds, whether for emergency fuel deliveries with a
limit a£ $3oo.D0, purchase ot partabie heating/coala.ng wnits
with a limit af $l000.OU, or temporary sheltex with a limi� of
$35D.Uo, ahall b� cansidered part of the total maximum household
allowable assistance.
Runde fo� this program sha11 not �e used to weatherize dwelling
units, to purchase medicine, food, transportation assistanca, to
maintain income, or to pay for penalties or fines assessed against
clients.
Time Limits for Assietarice
Contractor sha11 ensure tha� for clients whn have already lost
serviae ar are in immediate danger vf losing aervice, some form a�
assistance ta resalve the e�ergy crisis wil� be provided within a 48
hour tima limit (18 hours in life-threatening situationsi. The time
limit commencea upon comp3etion of the application process. The
applicaEion process is CanSidered to ba complete when an agency
representative accepts an application and campletes the eligibility
proc�es.
Contractor must rnaintazn written documentation in the client file
that it resolved the crisis within the appropr�ate time deadline.
Failure to document e�forts taken to resolve the energy crisis on
client'e agplication/�ile will reeult in disallowed caets.
HpUS�HOVDS WITH TNCO�ES 4F:
D to SU% af pavexty
51+ to 75& qf Paver�y
76+ to amount not ta exceed
125� �averty
F3. CO-P7IYMENT COMPONENT
IF THE HpUSE�OL� HA3 AN ENERGY CRISTS AND MEETS
INCOME ELIGIBILITY, THEN THE PAYMENT I5 BASED ON
THE FOLLOWTNG:
Hauseholds may receive arnount needed to solve
crisis up to $100�.
Hauseholde may receive the amount needed t❑
solve czisis up ta $900.
Househalds may receive the amount needed to
resolve trisi9 up �a $Bnp_
The iatEnt of the cn-payment carnponent is to achieve iang rerm energy
se1£-suffiCiency by' Y'educing the energy cost btzrden fox low-income
households �hraugh case management activities. The pragram must
targei clients with the least incame and the greatest energy costs.
Energy affordability is achieved wh�n a client household hae the
financial capacity ta meet its energy ol�ligations. Cantractor sha11
enroll CEAP co-payment clientis in the pragram for a minimum pEriod ot
six months. Clien�s may be kerminated at any time, if the goal ❑f
energy self-su�£iciency has bsen achaeved. A monthly utility payment
on hehalf af clients to the utility ven3or shall be made based on a
graduated scale ca-payment aystem deaigned by the subgrar►tee.
* Contractor shall rneet with Each cliez►t pn a manthly basie.
* Cantractor roay obtain the client's consumptian and billing histary
for the prec�d�ng 12 mon.ths, to aid the client in budgeting for
hausehold expensea.
* Cli.ents with an en�rgy hurden higher than that of the �verage
household a.m khe vendor's service area should receive priority
sex-vice .
* AJ.1 payments must he based on actual current pxogram year�s billa.
* Contractor shall pravide budget counseling and energy consarvation
education and coordinate with and refer households to other
serva.ces which will addrees the underlying contributing causes of
en�xgy induced hardghip.
* Cantractor aha11 document and maintain all case managemant
activitiea in client files through the use af case nates which
demanstrate clients effortaJ progresa �owards achieving anergy
self-sufficiency.
* Contractor eha11 notiify in w�iting and maintain documentation of
clients te�manated £rom the co-pay co�ponent and document the
appeal process.
* Rai�ure ta camgly w�kh any of the �bove wil� result in disallowed
casts at the time of the monitoring.
Each co-payment client �ust have a wri�ten client eervice agreement
t❑ prnvide direction and facus during service dalivery. The c3ient
service agreement is a contrac� be�ween the CQ�k�dCtpx amd khe client
and must be signed by both parties. The clien� service agreEment is
a contratt and includes agreementa concenning the target problems,
goals, and strategies, and the roleg and taske oP Che participants,
The agreement muet be guided �y a timeline. The client aex�vice
agreem�nt serves as a basis far providing acaountahili�y �o both the
client and the Contractor and musC inClude the following elements:
* specification of targeC problems
* Statement nf realietic goals and txmelines as negotiated be�we�n
t�e caee worker and the cZient
* 5tatement of client's tasks and respansibili�ies required ta
achxeve goals
* Sratement af case waxker's general tiaske and respansibilities
whzch shall inciude, aC a minimum, �udget counseling, energy
conservation education and coordination with and xe�erral of
households tp other sar'v'ices which will address the underlying
cantribut�ng causes a� energy induced hardehip.
* Specific tirneline far duration of agreement (includ�ng datee),
schedule of services to be p�avided and tasks to be performed,
and schedule af monthly meetiinga to review plan with the case
worker.
* Statement of aoordiriatfon of all parties who will participa�e
during the client sez'vice agreement, including their narnes
a�d re�ationship to �he client.
* statement of �enefit levals (gzaduated gcale}
* Statement of rhe consequences to the client if the client fails to
meet the provisions apelled aut in the client sexvice agreement.
The program must tazget cliente with rhe least income and the
greatest energy casts. Clients may receive up to ioo� of the bill
and arrears for the first month's bill and the agreed co-payment plan
(graduated scale) as lang as it daes not exceed the set maximum
amounts established for their incame levels for the program year.
In order to ensu�e that the high2st levei of asaistance wi11 he
furnzshed to thase households which have the lowest incomes and
highest energy coste os needs in relation ko household income,
assistance is to he provided as follawe:
HdUSEHOLDS WITH INCOME6 IF THE HO�SEIiOLD MEETS THE ELIGISILTTY CRITF�RIA,
OF: THEN THE PAYMENT IS BASED ON 2'HE FOLLOWING:
------------------------ --___----------------------___----------------------
n to 54� of Poverty Househald may receive an amount na� ta excee8 $l000.
51+ ta 75� of Poverty Hausehold may receive an amounk no� to exceed $900.
76+ to amount no� excaed Househald may receave an amount nat to exceed $84D.
125� of Poverty
C. ELDEALY AND DISABT��L7 .ASSI5TAiQCE COMPONEi�7T
The intent of the elderly {s0 years of age or abovef and disabled
assistance component is ta pravide assistance to those Yaausehalds
most vuinerable to £luctuations in energy costs. Assistance should
be targeted ta those hauseholds that are unable to achieve full
energy self-suEticiency through other means.
«
*
� The elderly and pex'sons with r7isaBilities shal7.i�e a priority of
the program.
Payments on behali af the elderly may be made based on the
previous 12-months heating and coo].ing billing history. Exceas
amounts ov�r the actua7. bill will be t�eated as a credit with the
utility com�any �az the client. In the event a cansumption
histary cannot be obtained, Contractor may make paymemts on
curr�nt pxogram year�s }�ill. The reason must be documented in the
fi1e. Excess amounts over the actua3 bill wi11 be treated as a
credi� with the utility company #ar the client.
E�derly hou9ehalds are def�ned as houeehold� witkx at least one
member who as age 60 ar above. Disabled households are defined as
hnuseholds with a� least one member wha has a disahility. An
individual with a disability is defined as an individual who is
unala�.e to engage in any substantial employment by reasoz►s of a
mec3ically determinable phyaical or mental condition which can ]ae
expected tv last for a continuous periad of not less than twelve
months. Dacumentatian of disabili.ty, {i,e. social security
supplament/SSI, dactar's letter} mus� be i.zicluded in clienE file
or be svh�ect to disallowed cns�.
* Contractor may pxovide energy conservation education, }�udget
counse].ing and referrals af case managament fuzf.ds are avai�able.
The e7.derly and/nr clients with disabilities may receive benefits to
cover up to 100% of four bili& for four billing periods wathin the
contract year as long as the cost does nat e�eceed the maximum
allowable 6Enefit. First payment may be the current bill and arrears
5ul�sequent payments must be the highest consumptian months. If one
ar more nf t�he highest months accurs pzior to the date of the
application anfl has l�een pa�d by the client, th"eee mont$s cannot be
considered far payraent. This period must he deterrnined by the local
subgrantee basec3 on a 12 manth heating and cooling hiiling history.
�f a 12 month history is unavai].a3�ie, tha reason must be documented
in rhe claent file.
In order to ensure �.hat the i�ighest level o� aseistance will be
furnished ta tk�Qse households wha�h have the lowest incomes
and highest energy costs ❑r needs in relation to Ytousehold incame,
the followim,g ]�enefit levels shall be usecl:
HaII8EH07.�I7S inITH INCOMES
OR:
0 to 50% of Poverty
51+ ta 75� of Poverty
76+ to amount not exceed
125� of Poverty
IF THE HOIISEHOT,I7 MEETS THE ELIGIBSLZTX CRITERIA,
THEN THE PAYMENT IS HAS�D dN THE FOLLOWING:
Hausehold may receive an amount nati to e�sceed $1UDo.
Household may receive an amaunk nat to exneed $900.
Household may receive an amount not to exeeed �800.
D, R�PLACEME�T, REPATK OR R�fiROFZT OR HEATING/CODLING 5YSTEMS
Beganning with program year 2003, TBHCA wi11 o�erate the component
for HEPLACEMENT, REPATR qR R�TRdFIT OF HEATING/CObLING SYSTEMS as a
stand alane component of CEAP. It remaims a cornponent of CEAP and
auhjeet to all eligibility requirementa thaC apply �o other CEAP
components. The intent of the Heating/Caaling component is to help
cliants achieve energy sel�-sufficiency by addreasing inefficient
heating and cooling appliances. Clients �ay have a high energy
buzden �ecaus� ine�ficient appliances in the home cansume great
amountis ot energy. Inordinately high energy bi11s during the heating
or cooling seasan wauld indicate the need for an assessrnent of Ehe
condition of al1 majbr heating and caoling appl�amces xn the client's
�ome. The reCroEit, repair or replacement nf a heating/cooling
appliance must be cost e€fective and musG result in a reduction nf
energy consumption. water heaters and refrigerators are cansidered
major heating and coaling appliances and sha�1 be considered in the
assessment of canditian and efficiency of ail househald agpliances
may include water �eaters and refrigerators. Propane tanks may he
co�sidered when propane is used for heating.
Any replacemerit, repair or retrofit must be based on need, i.�., an
�nergy assesament af all major heating/cooling appliances ha8
determined khat the retrofir, repaix ar replacernent ❑f a heating/
cooling applianca will reault in a reduction of energy consumption.
Priaxity must be given tio appliances with the highest energy usage.
��p3aCement of evaporativ� coolers with refrigerated aix is anly
allawahle foz medical reasans. Replacement appliances must b� an
�nergy Star rat�d appliance or must meet Texas Department of Energy
Weatherization Aesietance Program minirnum energy �fficiency ratings
and standards if Enexgy Star is not available.
Energy 2fficiency asaessments of central heating/cooling systems must
be canducted by licensed HVAC professionaia and dacumenta�ion of the
assessment result$ must be placed in the client files. Energy
effieiency asse9ement� of window unita, evaporative coolars, spac�
heaters, water heatera and refrigerators may be conducted by trained
agency staff_ nocumenta�ian of the assesemen� r�sults must be placed
in the client files. In contracting aut fo� the service, tihe
subgrantee must follaw the Policy Issuance #o2-1v.2 far proturing
goods and services,
'T�e services may include cleaning, tuning and evaluation of syatems,
repair and zeglacernent o� existing cartponents, and replacernent of
unsafe and inefficient systems including:
* Coaling systems (including duc� systemsl, auch as central a3r
condztioners, window air canditioners and evaporative coolera
* Heating aystems, such as central/wall/floor turnaces, space
heaterg, wood burn�ng stavea.
* Water h�atere
* Re£rigeratars
Energy assessments shauld muet include, at a minimum the following
infozmation on a1� major heatang and cooling appliances to include
water heaters and re�rigerators:
Tyge af appliance Efficiency rating
Fuel used �ocation of appliance
5ize of applianc� Condition
Age oE appliance Size of roam where appliance ie used
Input/output STU Recomrnendatian
All repairs, retrofits ar replacememta must be performed to �eet a11
local cades (use Council of American Building off icials (CABO� whem
na cade existsi in conjunction with the nepartmen�'s �eatherxzation
Assastance Program healih and safety standarde. Replacement
appiiances must meet Departrnent prescrxbed minimum energy e€iiciency
s�andards ax better ae follaws:
� Central Heat Systems
Gas..........ER (�ffiCiency Ratio [%l) _ -$5
EleGtrac.....EER (Energy �ffxciency Ratiingl = ld
COP {GoeffiCient of PerformanCe} - 2,g3.11
* Wall/Floar Furnaces amd vented Space Heaters;
Gas (anly� ER = .85
� Unven�ed Space Heaters muat have a factory installed Oxygen
Depletion Senso� System with automatic shutoff. Repair,
replacement, or retrofit must reduce Co levels to 25 ppm or less.
* Central Air Conditinners/97hale House Window/Thraugh Wall
Conditianera (220 volt}
EER = 1U�2
COP = 3.11
* Room Air Candztioners (120 voltsl
EE� = 10
COP = 3.11
* Water Heaters
Gas EER=.49 to .62
EleCtriC EER= .86 to .96
* Electric or Kerosene apace heaters wi11 not be allowed_
ER - Energy Ratio
EER - Ene�gy Efficiency Aatang
Co� - Caefficient of Performanca
i�hen heating and caoling applian��s, water heater apg�iances, and
refrig�rators are replaced, the client muat surrender the old unit
to be disposed of aCcarding �a apgZicable state and federal laws.
All unvented space hea�ers replaced must be destroyed �eyond
repair.
A11 single-family households• existi.ng refrigeratars must undergo
metered teating. The results af the testing [�rust demonstrate a
minimum annual enaxgy con�umptian of I250kwh with an energy
efficient refrigarator. Re€rigeraCors in hauseholds lacated in
rnultxfamily buildings may be replaced using criteria estabilsh�d by
by TDHCA baaed on existing protocols using the units age af the unit
as the dererminang factor. Thia protacol requires a refrigeratar ko
�a manu�actured in 1593 ar befare. Rep�acement refrigeratars muat be
Energy SEar labeled rated with a maximum annual energy consumptian af
469kwh. only one refrigeratar per elagible hausehold will he
allowed. Dacumentatian o€ the rnetering resu�ts (or age in case of
mul�ifamily) must b� maintained in khe cZient file. Kilowatt per �
hour (KWHj usage of the n�w retxigerator and the total cost,
includ�ng installatian of the n�w refrigerator must be maintained in
the client fi�e.
when the client ig a renter, the contractor must document by a
written statement signed by the land�ard tha� the appliance is ovmed
by thE client and thati the �and].ord �elinqu�shes any claims ta the
appliance. {Cantractor may seek a waiver Qf this requi�ement fram
the Departm�nt far special circumstan,ces on a case by case basis}.
Real benefits to the hauaehald are based an the energy efficxency
needs of the dw211ing, as deterrnined by an appliance energy
asaessment. The maximum allowahie cost� aze ae �ollows:
* Heating and Cooling appliances not tn exceed $3U00.00 per
househald.
C`ity of `Fort T�o�th9 T'exas
�y�� ��� ��u����l ������;��r���n
DATE REFERENC� NUMBER L�G NAME PAG�
214�03 **��� ���4 80CEAP03 1 of 2
sus��cr ACCEPTANCE OF A GRANT FROM THE TEXAS DEPARTMENT OF HOUSWG AND
COMMUNITY A�FAIRS FOR THE FISCAL YEAR 2003 COMPREHENSiVE ENERGY
ASSISTANGE PROGRAM THROUGH DECEMBER 31, 2003 AND ADOPTION OF
RELATED APPR�PRIATION ORDINANCE
RECOMMENDATION:
It is recommended that the City Council:
Authorize the City Manager to accept a grant from the Texas Departrnent of Housing and
Commun�ty Affairs (TDHCA} in the amount of $665,405; and
2. Authorize a non-interest bearing inter-fund laan fram the General Fund to the Grants Fund in the
amount of $166,351 for Enterim financing of this grant projecf psnding contract execution; and
3. Adopt the attached appropriat�an ordinance increasing estimafed receipts and appropriations in the
grants fund by $665,405; and
4. Apply indirect costs at a rate af 26.19%, which is the most recently approved rate for this
department, and apply the new, appraved rate when availab{e.
DiSCUSSfON:
The City l�as been notified by the TDHCA to use the original �iscal Year (FY) 2002 contract amouni,
$665,405, as a planning figure for the FY2003 Gomprehensive Energy Assistance Program (CEAP).
The TDHCA wi{I reimburse th� City for its expenses after the contract is executed.
The CEAP fior contract year 2003 has six components:
� Energy Crisis; and
� ElderlylDisabled Assistance; and
o Co-Payment Assistance; and
• Heating and Cooling Sys�ems; and
� Direct Service Support; and
o Case Management.
All households at or below 125% of the Federal Poverty Level will be afford�d access to the program.
All applicant households will be determined eligible according to income guidelines and program
procedures. The benefit determinations include ti�e hausehold's income, the household size, the
energy consumption andlor the vulnerability of khe household, and the a�ailability of funds. The Parks
and Community Services Departmen# wifl review all app�3cations at the nine City-operated
Neighborhood Resources DeveXopment Program Center facilitiies. Payments wiU be made fior eligible
clients directly to the utiiity vendors and heating and cooling systems repair companies of Tarrant
Gounty.
C`ity of Fort Worth, T'e.xas
���� ��� ����cyl �����r����t���
DAT� REFERENCE NUMBER LOG NAME PAG�
214103 **�o� �g7� 80CEAP03 2 of 2
SUBJ�CT ACCEPTANCE OF A GRANT FROM THE TEXAS DEPARTMENT OF HOUSING AND
COMMUMTY AFFAIRS FOR THE FISCAL YEAR 2003 COMPREHENSIVE ENERGY
ASSISTANCE PROGRAM THROUGH DECEMBER 31, 2003 AND ADOPTION OF
RELATED APPROPRIATION ORDINANCE
The administrati�e cost for FY2003 is restricted ta a rate of 10%, Case Manag�ment to a rate of 6%
and Direct Services Support to a rafe of 5°/a. The remaining funds will be used for Energy Crisis,
EiderlylDisabled Assistanee, Co-Payment Assistance and Heating and Caoling Systems for the
d�ration of the contract.
This program is lacate� i� ALL COL1NCfL DISTRICTS.
FlSCAL INFORMATIONICERTIFICATION:
The Finance Director certifi�s fhat upan ap�roval of the above recommendations and adoption nf the
attacE�ed appropriafion ordinance, funds will be available in the current operating budget, as
appropriated, of the Grants Fund. Upon execution of the grant contract, the interim inter-fund loan wilf
be retumed ta the General Fund.
.fP:r
5ubmitted for City Nianager's
Office by:
Joe Paniagua
Originating Degartment Head:
Richard Za�ala
Additinnal Information Contaci:
� FUND I ACCOUNT I CENTER
I (to)
� 1 & 3) GR76
6140 1 & 3) GR76
2) GR76
488195 080200837000
5 Various 0$Q200837Q10
�2ooa� 0002aas�7oon
570� � {from)
� 2) GG01
136076 OOOOD00
I AMOUNT
$665,405.QQ
$665,405.OD
$166,351.D0
$166,359 .00
CITY S�CRETARI'
API'ROV�I] 2/A�/a3
ORI], #15427
Willa Lister 5775