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SECTION 300

CONTRACTS LIHEAP MANUAL JANUARY 2022 15

301 REQUIREMENT

Community Action Agencies that contract with OHS must conform to the standards and requirements imposed by Federal and State law and the OHS Contracts Office. These requirements are defined in the Single Audit Act Amendment of 1996, 0MB Super Circular (Uniform Administrative Requirements Cost Principles and Audit Requirements); Contract Provisions; OHS Policy; and Title 50, Chapter 20, Sections 1-8 of the Official Code of GA, Annotated. 301.1 CONTRACT PROCESS

Offices/Departments/Division Involved in Processing Contracts • LIHEAP and CSBG Office • Office of Procurement and Contracts • Office of Finance and Budgets • Office of Accounts Payables • Division and Family and Children Services • Department of Human Services

Contracts often flow through these Departments more than twice in the process before contracts are executed. OHS RESPONSIBILITIES: OHS sends a letter to the CAA documenting the proposed allocation amounts for benefit, program administration, program support, and requests documents necessary to process the contract including: • Resolution to Enter Contract • Contractor Information Sheet • Staffing and Implementation Plan (SIP) • Listing of Staff and Salaries including Fringe Benefits for CSBG and LIHEAP • Cost Allocation Plan • List of the service delivery sites with the address, phone number, contact person, and hours of operation • Contract Budget and Monthly Cumulative Expenditure Report • Advance Request Documents • Request for Advance Payment- Form 5214 • Statement of Need -Form 5022 • Fidelity Bond Annex Cover Sheet • Bond or Bond Letter • Programmatic Report • Certificate of Liability Insurance $1,000,000 each occurrence and $3.000.000 aggregate (DHS/DFCS must be listed as the Certificate holder) • If the agency provides transportation, auto/liability coverage is required • Vendor Management form with voided check for the bank account dedicated for LIHEAP funds. CSBG and LIHEAP funds cannot be commingled. • Verification of criminal records check (GAPS) • Department of Revenue Tax Compliance form SPD-SP045 • W-9 • Security and Immigration Form