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November 2013 WAP Wire


Program Notes

Standalone Questions and Responses

The following questions about standalones were sent to Commerce recently. We are sending the questions and responses for your information.

If the combustion testing numbers are not within State acceptable ranges, do we need to perform a C&T? 

Response: Yes. Whenever a standalone is completed, service providers must treat the heating plant or water heater as if it was being addressed through an energy audit. The goal is to address the emergency and save the client as much energy as possible to reduce their energy burden. We realize that an auditor may not be able to be sent out to each dwelling. That is why the household file documentation is so important.

Do we need to do pressure balancing and duct sealing on furnace repair and replacement work as part of the bid? 

Response: Yes.  Please see the answer above for the justification.

What and where do you want documentation in WA for these Standalones?  

Response: The documentation would be in the “Standalone” Work Order in WA.  Service Providers must use the Comment Section in the “Standalone” Work Order to provide any additional documentation that pertains to the standalone.

Is a SHPO review necessary?

Response: A SHPO review is needed for each standalone.  

The Household File Content Policy relates to an audit not a Standalone. What documentation is needed in a Standalone file? 

Response: The following documentation must be in the Standalone file. 

  • EAP Application Summary
  • Work Order for water heater/furnace replacement or repair
  • Mechanical testing form
  • Manual J from the winning contractor
  • Bids (with material and labor split)
  • Lien waiver
  • Invoice (with material and labor split)
  • Permit(s) – where required
  • Completion Certificate
  • Pictures
  • Written responses back to bidders who did and did not receive bids
  • Landlord Agreement if appropriate
  • A work agreement between the client and the SP and signed by both the client and the SP.  
  • Inspection Paperwork for all units that were inspected.
  • Invoice Payment Date
  • Contractor Authorization Payment Date
  • SHPO Form
  • Renovate Right Sign off if the home was constructed before 1978.
  • Scope of Work Change Order Form if necessary

EAP Application Clarification for Standalones and Weatherization Work

Standalones

Weatherization Service Providers may not use 2013 Program Year Energy Assistance Applications to determine client eligibility for Weatherization work or for Standalone work after October 31, 2013. Service Providers must use 2014 Energy Assistance Applications.  

The 2014 EAP Application Status must be set to “Complete” in eHEAT.  In addition, the client eligibility must be set to “Determined Eligible” in the Eligibility Section of the application in eHEAT. The client must also meet the following Status to be eligible for Standalone work on the EAP Application Summary.

  • EAP Eligible status must be set to “yes” to utilize EAPWX funds

Weatherization Work

The 2014 EAP Application Status must be set to “Complete” in eHEAT. In addition, the client eligibility must be set to “Determined Eligible” in the Eligibility Section of the application in eHEAT. The client must also meet the following Status to be eligible for Standalone work on the EAP Application Summary.

  • WAP Priority Status must be set to “Yes” on the EAP Application Summary.

Once EAP receives funding, Service Providers may use EAP application summaries with the status listed above or EAP Application Summaries with an Approved Status that meets the WAP priority status.

EAP Application Clarification for Standalones and Weatherization Work

This is a reminder that final inspections are, in essence, a re-audit. Commerce has received questions regarding what is expected from Service Providers at a final inspection.

All Service Providers must have a written Final Inspection Process that details the process for final inspections. A final inspection form ensures that each of the items in the Final Inspection Process are reviewed and addressed if necessary. Field Monitors will be asking about the Final Inspection Process and the form on upcoming monitoring visits. This process and form will help us all prepare for the QCI requirements that will be in place beginning 2015. 

At a minimum, process must include:

  • Measuring the dwelling at the final inspection to ensure that the auditor’s data entry is correct.
  • Verifying that all Measures in Work Orders were completed according to the instructions in the measure.
  • Verifying that all measures were considered during the audit run including
    • Health and Safety Measures
    • Energy Conservation including HVAC, insulation, and baseloads
    • General Repair
  • Review of the pictures taken at the audit to determine if the scope of work was accurate.
  • Verifying that all changes in price and scope of work for each measure has a Scope of Work Change Order Form appropriately filled out and that the audit was run again if appropriate.
  • Taking pictures of all completed measures in the home.
  • Acquiring the necessary signatures and performing additional client education.