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Iowa LIHEAP Policy and Procedures Manual

8.00 Documentation and Recordkeeping Requirements

Effective 09/01/2023

Page | 23

● Deliverable Fuel Vendors (NOT prepaid) o Deliverable Fuel Vendor Agreement o Vendor Tax ID Number o Price list of routine services o Receipt of funds documentation o Sam.gov search saved electronically in file (see Section 12.30 for more information)

● Prepaid Deliverable Fuel Vendors o Prepaid Deliverable Fuel Vendor Agreement o Vendor Tax ID Number o Price list of routine services o Receipt of funds documentation o Deliverable Fuel Prepaid Account Reconciliation Spreadsheet o Sam.gov search saved electronically in file (see Section 12.30 for more information

● Water Vendors o Water Vendor Agreement o Vendor Tax ID Number o Receipt of funds documentation o Sam.gov search saved electronically in file (see Section 12.30 for more information) o Landlord Verification Form for Renters o Non-Essential Service waiver, if applicable

8.40 HVAC Contractor Files The Iowa LIHEAP program is required to use Iowa Weatherization Program approved HVAC contractors when a heating or central air conditioning repair or replacement is needed, using ECIP funds. Approved contractor files (typically maintained by the CAA’s Weatherization Program) must contain the documentation listed below.

● Contract between the CAA and the contractor ● System Award Management (https://sam.gov) search saved electronically (performed each time contract renewed) ● Current Iowa Contractor Registration Certificate (contractors must renew yearly with IWD) ● Commercial General Liability Insurance ($500,000/per occurrence and $1 million aggregate) ● Automobile Insurance (coverage amount as deemed sufficient by agency) ● Workers’ Compensation Insurance (or waiver – signed at beginning of each new contract) ● Electrical License (as applicable) ● Current Plumbing & Mechanical License (as applicable) ● Lead Renovator Certification (waived if replacing a heating unit with no new ductwork) ● Lead Firm Certification

Refer to the Iowa Weatherization Program Policy and Procedures Manual for more information regarding contractor file requirements.

8.50 Outreach Offices/Intake Sites Each outreach office and intake site must post the documentation below.

● Appeal and Hearing Procedure must be posted at each intake site ● Hours and days of application intake must be clearly posted