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Iowa LIHEAP Policy and Procedures Manual 12.00 Vendors

Effective 09/01/2023

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● Safety Test ● Leak Seek Test ● Regulator Replacement ● After Hour Delivery ● Same Day Delivery ● Non-Route Delivery ● Other

In those cases where a vendor has not complied with all provisions of the vendor agreement, the state may approve direct payments to LIHEAP customers as an alternative.

It should be noted that vendors are not required to issue a refund for unused propane left in a tank when a LIHEAP customer moves.

12.21 Deliverable Fuel Vendor Agreement The Deliverable Fuel Vendor Agreement is for those vendors who are not establishing a prepaid account with the CAA and will deliver at market price as quoted the day the quote is provided to the LIHEAP staff. The Deliverable Fuel Vendor Agreement can be found on the Members Only section of https://humanrights.iowa.gov/dcaa.

12.22 Prepaid Deliverable Fuel Vendor Agreement Subject to the availability of federal funding, the LIHEAP program will contract during the summer months for delivery of deliverable heating fuels to eligible LIHEAP customers in the subsequent program year. Pre- purchasing fuels before the winter months allows vendors to buy the fuel at a lower price, thus stretching LIHEAP assistance.

Energy vendors electing to participate in the Summer Pre-Buy Program will complete a Prepaid Deliverable Fuel Vendor Agreement, specifying a contracted price per gallon (a set price per gallon) or market price per gallon (cost of fuel as quoted the day the LIHEAP pledge is made). The Prepaid Deliverable Fuel Vendor Agreement can be found in the Members Only section of https://humanrights.iowa.gov/dcaa.

The amount of the total contract amount is determined by the number of applications from previous years.

12.22.1 Contracted Price Per Gallon Energy vendors contracting a set price per gallon will complete the appropriate addendum, and indicate the price by fuel type for which they will contract deliveries to approved LIHEAP customers. Most recent average deliverable fuel prices are posted on the Iowa Department of Agriculture’s website. Additional charges cannot be tacked onto the price per gallon, once the agreement is signed by both parties. A Prepaid LIHEAP Account will then be established with them utilizing available funds.

12.22.2 Market Price Per Gallon Deliverable fuel vendors contracting a market price per gallon (cost of fuel as quoted the day the LIHEAP pledge is made) will complete the appropriate addendum. A Prepaid LIHEAP Account will then be established with them utilizing available funds.

12.22.3 Payments to Vendors Vendors with whom the CAA pre-purchases fuel at a guaranteed price per gallon may be sent a payment for the prepaid account from the CAA beginning July 1st. If the pre-purchase contract price per gallon exceeds the state average by more than 10%, as covered in the most recent price report posted on the Iowa Department of Agriculture’s website, contact the state office before entering a final agreement.

Vendors with whom the CAA pre-pays fuel, at market price, may be sent a payment beginning August 1st.

12.22.4 Vendor Notification of Approved Households and Delivery