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Chapter 24 – Home Energy Assistance Program Page 22 of 33

F. Subgrantee Responsibilities.

1. Subgrantees are responsible for performing final inspections on all CHIP services for heating replacement jobs. The inspections will evaluate compliance with all applicable codes, confirm the work performed was authorized and determine the combustion efficiency level of the Heating System where technically feasible.

2. Subgrantees are responsible for procuring all services, including materials, equipment and services from specialized trades, such as electricians, masons and oil burner repairman, and shall follow the procedures below:

Amount Requirements Notes $5,000 or less Solicit one price quote by phone, email, vendor website, catalog, or price list, or similar means.

Choose the lowest quote or bid while taking into consideration the Contractor’s performance record and other relevant factors.

Over $5,000 Perform a price survey by making every reasonable attempt to receive price quotations or bids from at least three (3) Contractors. Choose the lowest quote or bid while taking into consideration the Contractor’s performance record and other relevant factors.

3. Subgrantees are also responsible for procuring Contractors and shall follow the procedures below:

a. Prepare an Invitation to Bid or a Request for Proposal that identifies all requirements and factors to be considered including a due date for bids;

b. Mail, fax or email the Invitation to Bid or Request for Proposal to at least three (3) contractors; and

c. Receive by mail, fax or email by the due date all bids and keep bids in a secure location to be reviewed and tabulated.

4. Sole Source Procurement. A Subgrantee may solicit a proposal from only one source if the following circumstances are met:

a. Emergency or Urgent Need. An emergency situation or other urgent need exists and only one known source can provide the required goods or services within the time needed.