Other Emergency Services - Heat System Repairs & Replacement

Policy 1.4.1:  OES - Heat System Repairs & Replacement

NOTE:  Before funding may be used toward any heat system repairs & replacement services, each Agency must submit an OES Heat Systems Plan to Commerce for approval (SEE Policy 1.4.1 (B) below).

Policy 1.4.1. (A):
  OES Heat Systems Repairs & Replacement

In a crisis situation, LIHEAP contractors may repair or replace an inoperative, unsafe, and/or substantially dysfunctional LIHEAP defined primary heating system, when:

1.The client is the owner of the dwelling*, and

2.The property is not listed for sale.

Each local program contractor will have the option of adopting an “Agency Specific” benefit amount for OES Heat System Repairs & Replacement, not to exceed $5,000. 

NOTE:  Charges for damages to utility equipment, such as meter tampering charges, are not allowable.

Contractors may replace a home heat system if one of the following applies:

1.The existing heat system is beyond repair.

2.If the costs of heat system repair are more than the costs of replacement.

3.The life expectancy of the existing heat system is less than one year.

4.Absence of a permanent, central heating system.

NOTE:  Maintenance and cleaning of the primary heating system is also subject to the same $5,000.00 maximum.

SEE: Policy 2.5.0: Heat Systems Defined
        Policy 1.4.1 (B): OES Heat Systems Plan – Minimum Requirements

* State law requires rental owners to maintain all electrical, plumbing, heating, and other facilities and appliances supplied by the rental owner in reasonably good working order [RCW 59.18.060(7)]; therefore, using LIHEAP funds to repair furnaces or water pipes in non-owner occupied housing is unallowable.  Contractors must contact rental owners (or encourage the applicant to do so) when the applicant (a renter) needs furnace repairs.

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Policy 1.4.1. (B):  OES Heat Systems Plan - Minimum Requirements

Before funding may be used toward any heat system repairs & replacement services, each Agency must submit an OES Heat Systems Plan to Commerce for approval.  If any changes/amendments are made to your Agency’s most current OES Heat Systems Plan, then that amended plan must be submitted to Commerce for approval.  All plans must include language describing

NOTE:  Any OES services that require the work of laborers are held to the State of Washington's Prevailing Wage Law.  For each heat system repair or replacement that is performed, an intent and affidavit must be filed with the Department of Labor & Industries (L&I) before any payment may be issued to the OES Vendor for the work performed.  These filings will be monitored by Commerce, and documentation must be included in every OES file (SEE: Client File Documentation below).  If you would like information about the Prevailing Wage law and it's requirements, you may access L&I's Prevailing Wage Law Booklet at http://www.lni.wa.gov/IPUB/700-032-000.pdfL&I's Prevailing Wage Law website also provides a great deal of information to help you in this regard, http://www.lni.wa.gov/tradeslicensing/prevwage/.  If you have questions about how to apply prevailing wage law, please contact the prevailing wage program at, (360) 902-5335 or pw1@lni.wa.gov.    

At a minimum, the plan must include a process for:

1. Procurement,

2. Requiring, Filing, and Verifying Prevailing Wage Law 

3. Client File Documentation, and

4. Verifying the Completion of the Scope of Work

NOTE:  For Heat System Repairs & Replacement under $1,000: A procurement process will not be required to provide these services.  Client File Documentation and Verifying the Completion of the Scope of Work will still need to be followed per your Agency’s Commerce approved OES Heat Systems Plan.

SEE: Policy 1.4.1 (A):  Heat System Repair and Replacement
         Policy 2.5.0:  Heat Systems Defined

1. Procurement

Local Agency Contractors may secure OES services in accordance with procurement standards described in Commerce’s General Terms & Conditions, and subject to Commerce’s approval of the OES plan.

1.There is flexibility in the development of the OES procurement process (pending Commerce approval), such as:

oPerforming a multiple bid process for each individual OES job request.

oPerforming an annual bid process to select a list of vendors to perform OES services for that year. 

§This may require establishing one Agency specific “baseline project” that all potential vendors will use as the basis for the costs of the bids used for the selection process.
SEE:  Exhibit 1.4.1 (A) - Example Invitation To Bid (Snohomish County)

2.When arranging services, Agencies shall follow standard business practices for selecting the best installation for the best price.

3.Agencies will be held responsible for ensuring that OES vendors are licensed and bonded to work in the state of Washington.
SEE:  L & I Trades and Licensing

4.Parties that are suspended or debarred, or whose principals are suspended or debarred shall not be considered to perform any OES services.
SEE: Excluded Parties List System (EPLS)

5.Vendors must agree to maintain adequate records to substantiate all applicable OES work and expenditures.

Procurement records and files shall include all of the following:

1.Vendor selection or rejection.

2.The basis for the cost or price.

3.Justification for lack of competitive bids if offers are not obtained.

2. Requiring, Filing, and Verifying Prevailing Wage Law
Every OES plan must include a description of your agency's process for requiring Washington State's prevailing wage law to be followed by all OES Vendors performing OES services with the use of laborers.  This description must also include your agency's process for verifying that both intent and affidavit were filed with and approved by L&I, before payment is made to an OES Vendor for work performed.

3. Client File DocumentationIf an applicant is awarded an OES benefit, then documentation is required to support that awarded OES benefit.  The client files will contain, as applicable:

1.Proof of the request and/or need for services, such as:

oA signed client statement requesting or confirming the need of services.

oA signed staff statement, if the request wasn’t taken in person.

2.Proof of home ownership.

3.The scope of work, such as:

oAn itemized bid or quote.

oAn itemized invoice.

4.Copies of any permits required to perform the OES services requested.

5. A copy of the approved L&I Prevailing Wage Affidavit form.  

6.Copies of the paid invoices (absolutely no payments can be made to an OES Vendor without a prevailing wage intent and affidavit filed with and approved by L&I).  

7.Verification that the scope of work was completed (see #3 below).

4. Verifying the Completion of the Scope of Work

Work completed must be verified by the Agency. Some examples of verification methods are, but not limited to:

1.An inspection by a certified Weatherization Auditor or Heat System Specialist.

2.Photo documentation of the completed scope of work.

3.A signed client statement confirming the completion of the work.

4.Any reasonable method that is pre approved by Commerce staff.

NOTE: The above examples are listed from the stronger option to the weaker option. Commerce encourages each Agency to establish the strongest guidelines possible to confirm the completion of OES services, within each Agency’s