HomeMy WebLinkAboutContract 29659 CITY SECRETARY
CONTRACT NO .
COMPREHENSIVE ENERGY ASSISTANCE PROGRAM
ATTACHMENT A - BUDGET
SUBRECIPIENT NAME: FORT WORTH, CITY OF, GRANT ADMIN.
CONTRACT NUMBER: 582039
ALLOCATION YEAR: 584
ALLOCATION PERIOD: 01/01/2004 - 12/31/2004
DEPARTMENT FINANCIAL OBLIGATIONS
$1,237,916.00 CEAP FUNDS CURRENTLY AVAILABLE
1170.00 TRAINING TRAVEL ALLOWANCE FUNDS CURRENTLY AVAILABLE
$1,237,916.00 TOTAL ANTICIPATED CEAP FUNDS
1170.00 TOTAL ANTICIPATED TRAINING TRAVEL ALLOWANCE FUNDS
BUDGET FOR AVAILABLE ALLOCATIONS
BUDGET CATEGORY FUNDS
---------------------------- ---------------- ------
Administration $65,153.00
Case Management $78,184.00
Direct Services $1,094,579.00
---------------------------- ---------------- ------
TOTAL BUDGET $1,237,916.00
---------------------------- ---------------- ------
Energy Crisis $109,458.00 10.00
Co-Payment $218,916.00 20.00
Elderly and Disabled $492,561.00 45.00
Heating and Cooling Systems $218,916.00 20.00
Direct Services Support $54,729.00 5.00
---------------------------- ---------------- ------
TOTAL DIRECT SERVICES $1,094,580.00 100
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 6.001 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 log
of Direct Service 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) .
Departments prior written approval for purchase or lease of equipment with an
acquisition cost of $5,000 and over is required. Approval of this budget does
not constitute prior approval.
Funds may not be used for the purchase or improvement of land, or the purc at��
construction, or permanent improvement of any building or facility.
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Subrecipient is limited to only budget revision request during the first 6
months of the Allocation Period. A second and final budget revision must be
be received by the Department on or before October 31, 2004.
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: 01/01/2004
COMPREHENSIVE ENERGY ASSISTANCE PROGRAM
ATTACHMENT B - ALLOWABLE ACTIVITIES DOCUMENT
SUBRECIPIENT NAME: FORT WORTH, CITY OF, GRANT ADMIN.
CONTRACT NUMBER: 582039
ALLOCATION YEAR: 584
ALLOCATION PERIOD: 01/01/2004 - 12/31/2004
I. GLOSSARY OF TERMS
Affordability - to have the financial capacity to meet an obligation.
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 - involves conceptualizing 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; representing or advocating
on behalf of the client with other service providers
to assure that needed services are provided.
Client Service - written agreement between the agency and the client
Agreement 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 statement
of the consequences for breaking the agreement.
Energy Burden - heating and cooling expenditures of the household for
energy divided by the income of the household.
Energy Education - the process whereby individuals and households learn
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 r
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.
Energy - is achieved when the low-income household is
Self-Sufficiency 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 to heat or cool residential dwellings, to at - T
water, and cool food.
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 a 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 - a process for determining if a program is successful, as
Measure measured by expected outcomes and/or outputs.
Poverty Income - Income guidelines issued by the Secretary of Planning
Guidelines and Evaluation United States Department of Health and
Human 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 of a preferred future that spells out the conditions
and quality of life to be achieved by a program's clients.
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. j, �,
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. Priority
shall be given to households with the lowest incomes that pay a high
proportion of their incomes for residential energy. 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. Department will monitor Subrecipient on these
efforts.
The term "disability" may include conditions which render
individuals 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, Contractor shall make special efforts to determine the portion
of the rent that constitutes the fuel and/or utility payment.
Contractor 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 Contractor 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
Subrecipients 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
1258 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 before taxes from all sources. Income is more
fully described in 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 a minimum, applicant's income from the previous 90 day period.
In the case of migrant or seasonal workers, a longer period than 90
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 Poverty Income Guidelines
will be afforded access to the program. There are no categorical
eligibility options. All applicant households will be determined
eligible according to the income guidelines and program procedures.
Crteria used to determine benefits include the household's income,
the household's size, the energy consumption and/or the economic
vulnerability of the household and the availability of funds.
Subrecipient service delivery plans outline these criteria.
B. DETERMINATION OF INCOME
Each subrecipient must obtain documented income from all sources for
all household members for the 90-day period prior to the date of
application and multiply by four (4) to annualize income (see
General Policy Issuance #04-3.2) . Applicants must submit proof of
income for all household members 18 years and older. Proof shall
consist of checks, check stubs, award letters, employee statements,
etc. , showing the gross income, if any. In the case of migrant or
seasonal workers, a longer period than 90 days may be used for
annualizing income. However, the same method must be used for all
similarly situated workers.
In the exceptional case when proof of income is unavailable, an
applicant must sign a subrecipient developed Declaration of Income
Statement that clearly identifies the subrecipient and the client.
(see General Policy Issuance #04-3.2) . In lieu of developing their
own Declaration of Income Statement, the subrecipient may use the
Declaration of Income Statement provided in General Policy Issuance
#2004-3.3 . If the applicant has no income, the same Declaration of
Income statement may be used.
C. INCOME DISREGARD
Payments not considered as income for the purpose of determining
eligibility or benefits under this program, are listed in the Poverty
Income Guidelines issued by the Secretary of Planning and Evaluation,
USDHHS. Income is more fully described in TDHCA General Policy
Issuance #2000-3.1.
IV. PROGRAM ASSISTANCE
This is not an entitlement program; payments are made based on documented
need and are subject to the availability of federal funds.
Subrecipient may not establish lower local limits of assistance.
Subrecipient may only provide the following types of assistance with
funds from the Comprehensive Energy Assistance Program contract.
1. Payment to vendors and suppliers of fuel/utilities, goods, and other
services for past due or current bills related to the procurement of
energy for heating and cooling needs of the residence, NOT to
include security lights and other items.
2. Payment to vendors-only one energy bill payment per month as
required by component.
3. Assistance to household in developing goals for achieving energy
self-sufficiency through case management activities. Case
management activities may involve coordination of resources,
referrals to other programs, and client involvement in developing
a client service agreement. Priority must be given to co-pay
clients. Others may receive case management services if funds are
available after serving co-pay clients.
4. Utility assistance to low-income elderly and individuals with
disabilities most vulnerable to the high cost of energy for heating
and cooling needs of the residence.
5_ Replacement, retrofitting, or repair of household heating and
cooling systems if needed. All replacement units must comply wibia
minimum standard for energy efficiency and must result in energ J_'
savings for the client. If necessary to conserve conditioned a'
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 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.
8. 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 deferred 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 document this
notification. Subrecipient shall maintain proof of utility or fuel
bill payment. Subrecipient shall ensure that the amount of
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assistance paid on behalf of client is deducted from the client's i _.
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15. In lieu of a deposit required by an energy vendor, advanced payments 1
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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 CEAP 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.
V.I.. 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 energy burden, are made aware
of the Comprehensive Energy Assistance Program.
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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 LEAP 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 LEAP. 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. DEFINITION OF CASE MANAGEMENT ACTIVITIES
Case management activities under CEAP encourage and enable
households to reduce their home energy needs and thereby the
need for energy assistance.
The basic case management system shall include the following
components:
* Designing a client agreement plan with the client;
* Intervening in the community; brokering; advocating; and
linking;
* Implementing and monitoring the client agreement plan;
* Evaluating the effectiveness of case management.
Case Management activities include but are not limited to:
Providing energy Providing budgeting education
conservation education
Client counseling Advocating on behalf
of the clients
Development of realistic Identifying household problems
goals and resources
Discussion of education Scheduling appointments
provided
Referrals for obtaining Encouraging responsible vendor and
services 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 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 W
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 health or 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 or extreme
health dangers from an energy crisis, Subrecipient
may directly issue a voucher to provide:
1. 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 1�����t•�; jq� �}'
and caulking to create a zoned area in client
household.
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a. Subrecipient shall meet local energy crisis
criteria prior to purchasing portable 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 or health of household
occupants, the Subrecipient's client file
shall contain documentation from a medical
doctor, 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 amount
needed to solve crisis up to
$1000.
51 + to 75% of PovertyHouseholds may receive the amount rrJ'`�' '
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needed to solve crisis up to $900.
76 + to amount not to Households may receive the amount
exceed 125% Poverty needed to resolve crisis up to
$800.
B. CO-PAYMENT COMPONENT
The intent of the co-payment component is to achieve long-
term energy self-sufficiency by reducing the energy cost
burden for low-income households through case management
activities. The program shall target clients with the least
income and the greatest energy costs. Energy affordability
is achieved when a client household has the financial
capacity to meet its energy obligations. Subrecipient shall
enroll CEAP co-payment clients in the program for a minimum
period of six months. Clients may be terminated at any time
for just cause, or if the goal of energy self-sufficiency
has been achieved. A monthly utility payment on behalf of
clients to the utility vendor shall be made based on a
graduated scale co-payment system designed by the
subrecipient. Co-payment clients transitioning into a new
program year shall complete a new application and be
recertified as income eligible.
1. Subrecipient case worker will evaluate and document
client progress on a monthly basis as described in its
Service Delivery Plan.
2. Subrecipient shall obtain the client's consumption and
billing history for the preceding 12 months to aid the
client in budgeting for household expenses.
3. Clients with an energy burden higher than that of the
average household in the vendor's service area shall
receive priority service.
4. All payments shall be based on actual current program
year's bills.
S. Subrecipient shall provide budget counseling and energy
conservation education and coordinate with and refer
households to other services which will address the
underlying contributing causes of energy induced
hardship.
6. Subrecipient shall document and maintain all case
management activities in client files through the use of
case notes which demonstrate client's efforts and _
progress towards achieving energy self sufficiency.
7. subrecipient shall notify in writing and maintain
documentation of clients terminated from the co-pay
component and document the appeal process.
B. Failure to comply with any of the 'above may result in
disallowed costs at the time of the monitoring.
Each co-payment client shall have a written client
service agreement that will provide direction and focus
during the delivery of services. The client service
agreement is a contract between the subrecipient and the
client and shall be signed and dated by both parties.
The client service agreement is a contract and includes
agreements concerning the target problems, goals, and
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strategies, and the roles and tasks of the participants. Qfi C, r• •� .,
The agreement shall be guided by a timeline. Failure of ` ",. ., .`: �_ '•`•
the client to meet the provisions of the client service
agreement may result in early termination of benefits.
A copy of the service agreement is to be provided to the
client and a copy maintained in the client file. The
client service agreement serves as a basis for providing
accountability to both the client and the subrecipient
and shall include the following elements:
1. Specification of target problems
2. Statement of realistic goals and timelines as
negotiated between the case worker and the client
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 1000 of the
bill and arrears for the first month's bill if specified in R 1
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 50% of Poverty Household may receive an amount
not to exceed $1,000. ✓ t ty � (; + �1�
51 + to 75% of Poverty Household may receive an amount
not to exceed $900.
76% + to amount not to Household may receive an amount
exceed 125% 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 shall be made
based on the previous 12 month's heating and cooling billing
history. In the event a consumption history can not be
obtained, Subrecipient may make payments on current program
year's bill. The reason must be documented in the file.
Excess amounts over the actual bill will be treated as a
credit with the utility company for the client.
Elderly households are defined as households with at least
one member who is age 60 or above. Disabled households are
defined as households with at least one member (age 18 or
older) who has a disability. An individual with a
disability is defined as an individual who is unable to
engage in any substantial employment by reasons of a
medically determinable physical or mental condition which
can be expected to last for a continuous period of not less
than twelve months. Documentation of disability (i.e.
social security supplement/SSI, doctor's letter) shall be
included in client file or the costs associated with the
client file may be subject to disallowed cost.
Subrecipient may provide energy conservation education,
budget counseling and referrals if case management funds are
available.
Benefit Levels Under the Elderly and Disabled Component
The elderly and/or clients with disabilities may receive
benefits to cover up to 100% of four bills for four billing
periods within the contract year provided the cost does not
exceed the maximum allowable benefit. Payments shall be
limited to the highest consumption months of the program
year during which time the elderly and/or persons with
disabilities are most vulnerable to energy related stress.
First payment may cover the current bill and arrears.
Subsequent payments shall be the highest consumption months.
If one or more of the highest consumption months occurs
prior to the date of the application and has been paid by
the client, these months shall not be considered for
payment. This period shall be determined by the local
subrecipient based on a 12 month heating and cooling billing
history. If a 12 month history is unavailable, the reason
shall be documented in the client file.
In order to ensure that the highest level of assistance will
be furnished to those households which have the lowest Z _
.
incomes and highest energy costs or needs in relation to
household income, the following benefit levels shall be
used:
HOUSEHOLD WITH INCOMES OF: IF THE HOUSEHOLD MEETS THE
ELIGIBILITY CRITERIA, THEN PAYMENT
IS BASED ON THE FOLLOWING:
0 to 50% of Poverty Household may receive an amount not
to exceed $1,000.
51%+ to 75- of Poverty Household may receive an amount not
to exceed $900.
76!k+ to amount not to Household may receive an amount not
exceed 1250 of Poverty to exceed $800.
D. REPLACEMENT, REPAIR OR RETROFIT OF HEATING/COOLING SYSTEMS
Beginning with program year 2003, TDHCA established the
component for Replacement, Repair or Retrofit of
Heating/Cooling Systems as a stand alone component of CEAP.
It remains a component of CEAP and subject to all
eligibility requirements that apply to other CEAP
components.
The intent of the Heating/ Cooling component is to help
clients achieve energy self-sufficiency by addressing
inefficient heating and cooling appliances. Clients may
have a high energy burden because inefficient 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
19 cubic ft. in size, and must be Energy Star 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 G
a current HVAC license. The EASY Audit may be used in
conjunction with the efficiency evaluation. Energy � y 1a,"F. '
� 'Ic
J Pn 2
1 �SEa
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.
The services may include cleaning, tuning and evaluation of
systems, repair and replacement of existing components, and
replacement of unsafe and 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) in conjunction with
the Department's Weatherization Assistance Program health
and safety standards. Replacement appliances must meet
Department prescribed minimum energy efficiency standards or
better as follows:
Appliance
Ratings
Central Heat Systems
Gas
Electric
***Energy Star ***Energy Star
Wall/Floor Furnaces and Vented Space Heaters:
Gas only
*AFUE=.80
Unvented Space Heaters must have a factory installed Oxygen
Depletion Sensor System with automatic shutoff. Repair,
replacement, or retrofit must reduce CO levels to 25 ppm or
less.
*AFUE=.92
Central Air Conditioners
***Energy Star y '=
Whole House Window Air Conditioners "�, �U
Through Wall Air Conditioners (220 volt)
***Energy Star
Room Air Conditioners (110 volts)
***Energy Star
Water heaters
Gas
Electric
*EF = 0.5 to 0.6
*EF = 0.7 to 0.95
Kerosene space heaters
Not allowed
Only in crisis situations and only as a last resort should
Subrecipients provide electric space heaters to clients.
N/A
*AFUE = Annual Fuel Utilization Efficiency
**EF = Energy Factor
***Prior approval from the Department must be obtained if
any non-Energy Star rated appliances are to be installed.
When heating and cooling appliances, water heater
appliances, and refrigerators are replaced, the client must
surrender the old unit to be disposed of according to
applicable state and federal laws. All unvented space
heaters replaced must be destroyed beyond repair. No
removed appliance may be retrofitted and installed at any
other location.
All existing refrigerators, in single or multi-family
households, must undergo either metered testing or bear a
manufactured date inscription of 1993 or earlier. For a
refrigerator to be eligible for replacement, the existing
refrigerator must be a 1993 model or older or be metered at
a minimum annual energy consumption of 1250 kWh.
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 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) , t
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
efficiencyneeds of the dwelling,
g, as determined by an �G��
appliance energy assessment. The maximum allowable costs
are as follows:
Heating and Cooling appliances not to exceed$3,000.00 Per
household.
Approved as to form
And legality
ATTEST:
E ��
S '�&viaG)lover U
Acting City Secretary
Sarah Fullenwider
Ass' nt City Attorney
Contract Authorization
W
\Jbby Weson
Assistant City Manager
Routing No 977600 Contract No 582039
Begin Date 01/01/2003 Ending Date 12/31/2004 Allocation
Grant 584
Routing Date
Initials Name Signed
Section PMC Peggy Colvin 01/16/200
4
Division EEF Eddie Fariss 01/21/200
4
Legal PAS Paul Smith 01/21/200
4
Accounting REH Elmis Hermosilla 01/21/200
4
Contractor RZ 01/28/200
4
Executive Director EPC Edwina Carrington 02/02/200
4
1) View/Print Amendment 3) View/Print Contract ENTER
) Continue
2) Download Amendment 4 ) Download Contract END
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Database: PRO Appl : AP1 01 User : 039 Feb 13th
If 10 : 39 am
Keymap: DATA ENTRY Mode :
Inq
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 12/9/2003 - Ordinance No. 15779
DATE: Tuesday, December 09, 2003
LOG NAME: 80CEAP04 REFERENCE NO.: **G-14189
SUBJECT:
Acceptance of a Grant and Execution of a Contract with the Texas Department of Housing and
Community Affairs for the Fiscal Year 2004 Comprehensive Energy Assistance Program through
December 31, 2004 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; and
2. Authorize a non-interest bearing interfund loan from the General Fund to the Grants Fund in the amount
of$320,000 for interim financing of this grant project pending contract execution; and
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 20.88%, 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 2003 contract amount was $1,546,723.
The CEAP contract for 2004 has six components:
1. Energy Crisis; and
2. Elderly/Disabled Assistance; and
3. Co-Payment Assistance; and
4. Heating and Cooling Systems; and
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. All
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 all applications at the nine City-operated Neighborhood
Resources Development Program facilities. Payments will be made for eligible clients directly to the utility
vendors and heating and cooling systems repair companies of Tarrant County.
Logname: 80CEAP04 Pagel of 2
The administrative cost for FY2004 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 COUIVCIL 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 080200892000 $1_,600,000.00 GG01 136.076 0000000 $320,000.00
GR76 5 VARIOUS 080200892010 $1,600,000.00
GR76 220001 00200892000 $320,000.00
Submitted for City Manager's Office by: Libby Watson (6183)
Originating Department Head: Randle Harwood (Acting) (5704)
Additional Information Contact: Leona Johnson (5775)
Logname: 80CEAP04 Page 2 of 2