Page 302

EAP Policy Manual FFY24 Chapter 16 Mechanical Contractors Page 6 Required Documentation Bids Minnesota Department of Commerce requires a bid for repairs or replacements over $4,999. Service Providers may have additional requirements. Itemized Invoice Heating contractors must submit an itemized invoice for work completed unless an itemized proposal or bid was previously provided. The itemized invoice must include details of costs for labor, major parts, and new equipment to reflect the work done and ensure program accountability. The ERR Invoice Template (Appendix 6D) is provided to help contractors meet the EAP invoicing requirements. • For repairs: labor (rate x hours) and major parts with quantity and price (e.g., ductwork, thermostat, abatement). • For replacements: furnace or boiler make, model and price; labor (rate x hours); and major parts with quantity and price (e.g., ductwork, thermostat, abatement). • An ERR Completion Certificate signed by the contractor. • Manual J (see the requirements below). • Rebates, if applicable. Contractors must submit itemized invoices for work completed to the Service Provider within 60 days of satisfactory work completion. Commerce will not pay invoices submitted after September 15. Rebates ERR rebates should benefit EAP when possible. • For utility rebates, contractors must provide the rebate information to the EAP Service Provider for completion and submittal. • Contractors should deduct manufacturer rebates from the invoice, if possible. • Homeowners must complete and sign all rebate documents, if required, before the contractor provides them to the Service Provider.