Item C05BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 05/16/2012 Division: Community Services
Bulk Item: Yes x No Department: Social Services
Staff Contact Person/Phone #: ShervI Graham 305-292-4510
AGENDA ITEM WORDING: Ratification of Modification #001 to Weatherization Assistance -Low
Income Home Energy Assistance Program, Sub -grant Agreement (WAP-LIHEAP), Contract# 12LH-
9Z- 11-54-01-03 9 between Monroe County Board of County Commissioners (Community
Services/Social Services) and the State of Florida, Department of Economic Opportunity.
ITEM BACKGROUND: Approval of Modification #001 to the WAP-LIHEAP grant agreement will
increase the initial contract allocation by $7,090.33 from $10,635.50 to $17,725.83. Due to time
constraints and to satisfy the processing deadline date with our granting agency, DEO, a Ratification by
Deputy County Administrator, Debbie Frederick, was requested prior to executive by the BOCC.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted by the BOCC on 9/21/11 for the
Weatherization Assistance -Low Income Home Energy Assistance Program sub -grant Agreement
412LH-9Z-1 1-54-01-039.
CONTRACT/AGREEMENT CHANGES: To increase the contract amount by $7,090.33.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $17,725.83 BUDGETED: Yes X—No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: 0.00 (cost reimbursement grant) SOURCE OF FUNDS: GRANT FUNDS
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Att/2�1 OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
M8NROE COUNTY BOARD OF COUNTY COMMISSIONERS
Contract with: (DE()) Contract: # 12LI{-9Z- 11-54-01-039
Effective Date: 09-09-11
Expiration Date: 8-5-I2
Counuct9unpoae/Z)csoriotoo: Ratification ofthe VVeethehzatiunAssistance-Low Income Home Energy
Assistance Program, Sub -grant Agreement (WAP'LIHEAP).Contraot#12LH-QZ-11-54-01-O38Modification #O01
between Monroe County Board of County Commissioners (Community Services/Social Services) and the State of
Florida, Department of Economic Opportunity which will increase the current allocation from $10,635.50 to
$17,725.83, and revision of Attachment J, Special Conditions and revision of Attachment A-2, Scope of Work,
Contract Manager: Sheryl 4510 Sociul0crviceo/8top l
(Name) (Ext.) (Department/Stop #)
For BOCCmeeting ou 05/16/2012 Agenda Deadline: 05/01/2012 N
CONTRACT COSTS
Total Dollar Value o[Contract: $17`725.03
Budgeted? Yes X No Account Codes:
County Match: NA
Additional Mutoh:O
Total Match50
Estimated Ongoing Costs: $ ... . ... jyr For:
(Not included in dollar value above) (e.g. I
Current Year Portion:
125-6155712
' - - -
ADDITIONAL COSTS
utilities, nito�
CONTRACT REVIEW
Date In
Changes
Needed,
evie,�ver
Date Out
17
Division Director
Yes No
Az
XV L
Risk Management
Yes No
jt
O.M.B./Purchasing
is-
Yes
County Attorney
Yes (No
OTNUB Form Revised %/27/0lM�CP#2
WAP/LIHEAP
CONTRACT NO.: 12LH-9Z-I1-54-01-039
MODIFICATION NO.: 001
MODIFICATION OF AGREEMENT BETWEEN THE
FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY
WEATHERIZATION ASSISTANCE PROGRAM /LOW INCOME HOME ENERGY ASSISTANCE
PROGRAM (WAP/LIHEAP)
AND
MONROE COUNTY BOARD OF COUNTY COMMSSIONERS
This Modification is made and entered into by and between the State of Florida, Department of Economic
Opportunity, ("the Department"), and Monroe County Board of County Commissioners ("Recipient') to modify
Department Contract Number 12LH-9Z-11-54-01-039 ("the Agreement').
WHEREAS, the Department and the Recipient have entered into the Agreement, pursuant to which the
Department has provided a subgrant of 10 635.50 to the Recipient; and
WHEREAS, the parties wish to increase funding:
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the parties
agree as follows:
Paragraph (17)(a) Funding/Consideration is hereby modified to read as follows:
This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for costs incurred
in the satisfactory performance of work hereunder in an amount not to exceed 17 725.83,
subject to the availability of funds.
A. $10,635.50 Current FEY 2011-2012 WAP/LIHEAP Contract initial allocation.
B. $7,090.33 Increase for FFY 2011-2012 WAP/LIHEAP allocation.
2. The Scope of Work (Attachment A-2), County Allocations (Attachment I) and Special
Conditions (Attachment J) of this Agreement are hereby replaced with a revised Scope of
Work (Attachment A-2), revised County Allocations (Attachment I) and a revised Special
Conditions (Attachment J) and attached hereto.
All provisions of the Agreement being modified and any attachments thereto in conflict with
this Modification shall be and are hereby changed to conform with this Modification, effective
March 1, 2012.
IN WITNESS THEREOF, the parties hereto have executed this document as of the dates set out herein.
RECIPIENT
MONK COUNTY -OARD OF
C NTY C - , SIONFRS
B `��._
+ k V
David Rice, Mayor
(Type Name and Title Here)
Date:
59-6000749
Federal Identification Number
STATE OF FLORIDA
DEPARTMENT OF ECONOMIC
OPPORTUNITY
Bv:
Ken Reecy
Assistant Director, Division of Community
Development
Date:
O OO U TJA-R S
3 48_�_ANT ""i., w
e
REVISED Attachment A-2
SCOPE OF WORK
In carrying out this Agreement, the Recipient will provide the necessary personnel, materials, services and facilities,
except as otherwise provided herein, to carry out the program. The Florida WAP Manual (May 2008) provides specific
procedures and guidelines that must be followed to assure compliance. The Recipient will have a designated individual.
referred to by the Department as the WAP Coordinator, to be responsible for the following activities
A. Soliciting, identifying and qualifying low-income residents within the Recipient's identified service area with the need
and desire for energy conservation assistance. The Recipient will make the services provided for under this contract
available to all eligible clients in the counties to be served.
B. During this contract period work performed on homes shall be completed with the Florida Priority List and
supplemental Department and federal Department of Energy guidelines unless the agency secures written permission
from the Department not to. Each unit must be evaluated by using the Priority List Assessment and Testing (PLAT)
inspection package, recording visual observations and measurements and performing required diagnostic tests, i.e.,
blower door, monoxor, gas analyzer and pressure pan. This information will be maintained in the client file.
When addressing a central heating and cooling unit exists in a home, the National Energy Audit (NEAT) or Manufactured
Home Energy Audit (MHEA) must be used to determine replacement and appropriate sizing. Refrigerators may only be
replaced if a) indicated by metering (minimum 10% of refrigerators must be metered) or b) recommended by a NEAT or
MHEA or c) according to Priority List guidelines. The Department also requires that the following measures be installed
on every unit receiving energy conversation measures; low flow showerhead faucet aerators water heater blanket water
line insulation and air filters for heating and cooling units.
C. Utilization of WAP/LIHEAP Funding:
a) WAP/LIHEAP may be used with ARRA WAP: However, the WAP/LIHEAP cost of labor and materials for
weatherization measures and program support (fee for service) cannot exceed $3,000 per dwelling ($2,308 in
material and labor costs may be expended per dwelling). This is in addition to the ARRA WAP $6,500 dwelling
limit.
b) When Recipient ARRA WAP has been expended: WAP/LIHEAP will be used to fully weatherize dwellings. The
cost of labor and materials for weatherization measures and program support (fee for service) cannot exceed
$6,500 per dwelling.
c) When annual WAP Agreement is received: Dwellings may be weatherized with either WAP/LIHEAP or WAP but
only one program may be used on a dwelling and the $6,500 dwelling expenditure limit applies.
i. Recipient must schedule expenditure of its initial WAP/LIHEAP Agreement funding to meet the August 5,
2012 deadline. (Reference State Weatherization Program Notice 12-02).
ii. Recipient must schedule the expenditure of its annual WAP funding to meet the February 5, 2013
deadline. (Reference State Weatherization Program Notice 12-02).
Note The Health & Safety (H&S) Abatement amount ($600) may only be charged to one program per dwelling.
D. When the Recipient WAP Coordinator has determined the weatherization activities to be performed on a home, the
measures to be addressed will be listed on the Client/Agency Pre -Work Order Agreement Form. The work to be
performed will then be discussed with the client, along with addressing the included disclaimer language regarding mold
and moisture. Also a copy of the Lead Notification pamphlet and the Mold and Moisture pamphlet will be provided to
each client. Then both the client and the coordinator will sign and date the form. Once this form is signed, work may
commence.
E. Supervising, monitoring and ensuring the quality of all work by staff, volunteers and subcontractors.
F. A final inspection and certification that all work listed on the Building Work Report (BWR) was performed on the home
according to program guidelines, will be performed by the Recipient WAP Coordinator. If all work meets program
guidelines and local building codes, the WAP Coordinator and client will sign and date the BWR.
G. Providing the Department with documentation and reports as required by this Agreement as well as other information
related to this project as may be specified by the Department.
110
_
�
COUNTY ALLOCATIONS
The financial o|k)oahon specified for each county byprogram is designated to be spent inthat county.
For recipients offunds designated for more than one county, inthe event that circumstances will not allow
the full expenditure of any program funds allocated to a particular county, a request to expend any part of
those funds inanother county must besubmitted inwriting tothe Department. This request must justify
the lack ofneed ofprogram services inthat county. Funds may not be expended in another count
without prior written approval of the Department.
ATTACHMENT J
REVISED
SPECIAL CONDITIONS
Davis Bacon requirements, as outlined in Attachment J of the Recipients American Recovery
and Reinvestment Act Weatherization Assistance Program (ARRA WAP) Agreement, will apply
equally to this agreement when WAP/LIHEAP funding is used in conjunction with performing
weatherization on a dwelling.
When the Recipient begins weatherizing dwellings exclusively with only WAP/LIHEAP funding,
the Davis Bacon requirements will not be applicable.
Reference Revised Attachment A-2 Scope of Work for dwelling expenditure guidelines and
time frame for expenditure of initial WAP/LIHEAP funding. (Additional reference - State
Weatherization Program Notice 12-02.)
In