Energy Assistance Program FFY 21 Annual Training Energy

Energy Assistance Program FFY 21 Annual Training Energy Related Repair; Mechanical Contractors

Energy Related Repairs (ERR) Shamiere Bridgeford 2

ERR Topics • Ineligible non-citizen homeowner • Targeted group businesses • Commerce approval for ERR invoices over $10 K • Notification letter update 3

ERR Ineligible non-citizen homeowner • Issue: EAP ERR policy was vague surrounding mixed status HHs where the homeowner is an ineligible non-citizen and other HH members are EAP-eligible. • Policy Update: ERR funds may serve a HH that has an ineligible noncitizen homeowner living in the home with EAP-eligible HH members. 4

ERR Ineligible non-citizen homeowner • FFY 21 Policy language (Ch 9 p 2) 5

ERR Targeted group businesses • Issue: Identified opportunities to become fully compliant with Office of Grants Management policy (Policy 08 -04) • Decision: Updated documents related to sub-contracting, bidding and procurement practices. • New FFY 21 LIHEAP Grant Contract language • New FFY 21 EAP Policy Manual (Ch 9 pgs 9 -10) language 6

ERR Targeted group businesses • EAP Grant Contract language additions • SP must follow policies identified for Subcontracting and Bidding (section 4. 2. 5) 7

ERR Targeted group businesses • EAP Policy manual language updates • SP must follow policies identified for ERR procurement (Ch 9 p 9) 8

ERR Targeted group businesses • EAP Policy manual language updates • SP must take all necessary affirmative steps to use Targeted Groups (Ch 9 p 10) 9

ERR Targeted group businesses • Targeted Group/Disadvantaged/Veteran-Owned (TG/ED/VO) Small Business Procurement Program details http: //www. mmd. admin. state. mn. us/mn 02001. htm 10

ERR Targeted group businesses • Directory of certified TG/ED/VO vendors 11

ERR Targeted group businesses • Search ability for TG/ED/VO • Company name • Keyword • Commodity • North American Industry Classification System (NAICS) Code 12

ERR Targeted group businesses • Example of a common EAP ERR trade NAICS code 13

ERR Targeted group businesses • Example of search for NAICS Code for Plumbing, Heating & AC Contractors Click on business name to get details, including: • Owner name • Address, phone, email • Description of specific work they perform 14

ERR Commerce approval for ERR invoices over $10 K • Issue: ERR centralized payments through e. HEAT Next Gen allow Commerce the ability to improve controls over ERR payments – the single, largest benefit EAP provides • Policy update: Commerce EAP staff must approve in e. HEAT any invoiced payment exceeding $10, 000 before the Service Provider can make the payment ‘Payable’. (Ch 9 pg 9) • PPAs will continue to examine ERR files >$5 K during audits 15

ERR Commerce approval for ERR invoices over $10 K l a v o r p p A e D c E r R e I m U Q m E Co R 16

ERR Notification letter update • Issue: Low income HHs fail to contact EAP when furnace problems arise. Sometimes a HH may contact a mechanical contractor for service. In these situations, repair costs are no longer eligible for EAP ERR benefits. (IL 2551) • Decision: Notification Letter updated to inform HHs • Call SP before calling a mechanical contractor • SPs may be reached by phone for emergency, after-hour service • Emergency phone number displayed on notification letter 17

ERR Notification letter update • New letter details • Informs HH to call SP before a contractor • Also adds other ways SP can provide assistance (CWR, WAP) 18

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Mechanical Contractors Jon Brown 20

Mechanical Contractors Topics • Mechanical Contractors in e. HEAT • Chapter • Agreement • Registration 21

Mechanical Contractors in e. HEAT • Mechanical Contractors will be centrally paid through e. HEAT • ERR payments will be paid like Primary Heat and Crisis • No more ERR cash requests or reporting ERR on FSRs • Contractor participation requires new documents • Mechanical contractor chapter added to the manual • Uniform agreement • Requires registration to receive payments 22

Mechanical Contractors Chapter • Chapter 4 is now Mechanical Contractors • All subsequent chapters are renumbered • Chapter is written for Mechanical Contractors • Intended to provide program details, requirements and instructions • ERR chapter provides guidance for SPs 23

Mechanical Contractors Chapter • Many sections pulled from ERR chapter • Contractor qualifications, work standards, bids and required documentation • Language tweaked to address contractors • Describes need for registration and agreement 24

Mechanical Contractors Chapter • Payments • Notifications • e. HEAT sends out an email with the following information: • Invoice number being paid • Payment amount • HH number • Finding payment info in e. HEAT 25

Mechanical Contractors Agreement • Similar to vendor agreement • Contractors sign annually in e. HEAT • Agreement is between Contractor and SP • Does not prohibit SP level agreements • SP and contractor relationship remains the same 26

Mechanical Contractors Registration • Required for payments • Must include current W 9 • Very similar to vendor registration • Registration is a onetime process • Registration takes 2 -3 days 27

Mechanical Contractors e. HEAT requires email for registration. Contractors indicate services offered beyond standard gas furnaces. Contractors list the counties they serve. SPs manage relationships and are the gatekeeper for which contractors are registered. 28

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