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DEO LIHEAP Policies and Procedures Manual Page 58

be returned to subrecipient or, with subrecipient’s approval, applied to another eligible client’s account. If the energy vendor will participate in the Annual Performance Measure Data Collection, then the Vendor Agreement shall also contain: M. An assurance that the Subrecipient shall collect signed Authorization for Release of General and/or Confidential Information for LIHEAP Data from eligible applicants who chose to allow their data to be collected as part of the annual performance measures, and ensure the signed releases are available for inspection by the energy vendor. N. An assurance that the energy vendor is aware that as long as signed Authorizations for Release of General and/or Confidential Information for LIHEAP Data are collected and available, the energy vendor will provide the requested customer data to DEO. .02 Other Requirements A. The energy vendor must be in “active” status with the State of Florida: http://sunbiz.org/search.html and the energy vendor’s name must be checked on the System for Award Management (SAMS) at https://www.sam.gov. The name on the Vendor Agreement must match the legal business name on the State of Florida website. Municipal providers are excluded from this requirement. B. The Vendor Agreement shall be reviewed by both parties at least every two years. CONSENSUS to change to every 5 years (North and Central). C. The Vendor Agreement must be signed by upper level management. D. A subrecipient should seek to add to the above list of required elements information on how the energy vendor will help the subrecipient secure energy usage for clients. This can include: agreements to allow subrecipients to access specific information on an energy vendor’s site, waivers to allow vendors to send client data to subrecipients, etc. E. For all approved applications, the subrecipient must make payments to vendors on behalf of approved applicants no more than forty-five (45) calendar days from the application date (or the number of days agreed upon by both the subrecipient and the vendor in the Vendor Agreement).