HomeMy WebLinkAbout001137 Original ContractDear City of Port Angeles,
City of Port Angeles
Record # 001137
823 Commerce Loop
Port Townsend, WA 98368
Phone (360) 385-2571
E-mail: action@olycap.org
Fall is almost here and the Low Income Home Energy Assistance Program, (LIHEAP), season
is rapidly approaching. Appointments will begin November 1, 2016, continuing until funding
is exhausted. In the past, your company has provided either direct energy services or other
emergency services (OES). We are required to obtain a new vendor agreement each
season.
Enclosed you will find two copies for the 2016-2017 LIHEAP season. Please sign and return
one copy as soon as possible. The other copy is for your records. If you have any questions,
feel free to contact me. I look forward to another successful LIHEAP season. Thank you.
Marki L Lockhart
Community Services Director
Olympic Community Action Programs
228 West 1St Street, Suite J
Port Angeles, WA 98362
Telephone (360) 452-4726 ext. 6125
FAX (360) 457-4331
mlockhartCabolycap.org
Strengthening the community — one family at a time
This agreement, dated as of September 28, 2016, is entered into by and between OlyCAP,
(Agency), and City of Port Angeles, a supplier of home heating energy, (Vendor).
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Funding for Low -Income Home Energy Assistance Program (LIHEAP) payments is governed
by Federal Law 42 U.S.C. 8624: Low -Income Home Energy Assistance Act of 1981, and
subsequent amendments. This act requires that certain assurances be satisfied before
energy assistance payments are made, on behalf of eligible individuals, to suppliers of home
heating energy. This agreement defines the conditions that the Energy Vendor must agree
to so that the Agency can make energy assistance payments to the Energy Vendor on
behalf of eligible households.
Agency Responsibilities
The agency shall:
1. Accept and review client applications and determine eligibility of households for
LIHEAP payments.
2. Follow procedures that minimize the time elapsing between the receipt of LIHEAP
funds and their disbursement to vendor.
3. Make payments in a timely manner to the vendor on behalf of eligible households
between October 1 and June 30 of the program year for the term of this agreement.
4. Follow sound fiscal management policies, including, but not limited to segregation of
LIHEAP funds from other operating funds of the agency.
5. Notify customer and/or vendor of the customer's eligibility and total benefit amount.
6. Incorporate policies that assure the confidentiality of eligible household's energy
usage, balance, and payments.
7. Upon request from vendor, provide a statement verifying income of an eligible
household for the sole purpose of determining moratorium eligibility, within the
statutory guidelines of confidentiality.
The Energy Vendor shall:
1. Immediately apply the benefit payment to customer's current/ past due bill, deposit/
reconnect requirements, or delivery of fuel to eliminate the amount owed by the
customer for a period determined by the amount of the benefit, or;
2. Apportion the LIHEAP over several billing periods to reduce the amount owed by the
customer until the benefit is exhausted, or;
3. Establish a line of credit for the customer to be used at the discretion of the
customer until the benefit is exhausted.
4. Notify the customer of the amount of benefit payment applied to the customer's
billing.
5. Keep customer records confidential.
6. Maintain records for four years from the date of this agreement, or longer if the
energy vendor is notified that a fiscal audit for a specific program year is
unresolved.
7. Not treat adversely, or discriminate against any household that receives LIHEAP
payments, either in the cost of the goods supplied or the services provided.
8. Upon request of the agency, provide eligible customer's energy consumption history
for the sole purpose of determining customer benefit.
9. Comply with the provisions of the State law regarding winter disconnects and
pertinent provisions of the Washington Administrative Code related to the winter
moratorium, if governed by that ruling.
10. Make records available for review by authorized staff of the agency and Washington
State Department of COMMERCE) and the U.S. Department of Health and Human
Services.
The vendor will keep records showing the following:
1. name and address of households who received LIHEAP payments.
2. amount of assistance accrued to each household.
3. source of payment, (Energy Assistance, Project Share, Etc).
4. amount of the household's credit balance when the benefit payment establishes a
line of credit. This credit balance also needs to show on all customer billing
documents.
Credit Balances
In the event that a customer has a credit balance and no longer needs service from the
energy vendor, the vendor shall:
1. Forward a check in the amount of any remaining credit balance directly to the
customer, or, if directed by the customer, forward a two-party check for this balance
to the customer in the customer's name and the name of the new home heating
energy vendor.
2. If the customer dies leaving a credit balance resulting from a LIHEAP payment, the
remaining credit becomes part of the customer's estate.
3. The energy vendor shall dispose of all unclaimed credit balances according to
customary procedures or applicable Washington State law.
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Term of Agreement
This agreement is effective from the date of execution.
Termination
This agreement may be terminated by either party with a thirty (30) day written notice to
the other party. Termination shall not extinguish authorized obligations incurred during the
term of the agreement. If LIHEAP funding is withdrawn, reduced, or eliminated by
COMMERCE, the agency has the right to terminate this agreement immediately.
Neither party may assign the agreement or any of the rights, benefits and remedies
conferred upon it by this agreement to a third party without the prior written consent of the
other party, which consent shall not be unreasonably withheld.
The vendor and the agency do hereby agree to the conditions set forth in this agreement.
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Dale Wilson
Printed Name
Executive Director
Title
OlyCAP
Name of Company
September 28th, 2016
Date
Vendor
Signiou
Printed Name
A�Ci`�,A-e
Title
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Name of Company
Date