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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/09 VOLUME IX, CHAPTER A, PAGE 3

6. VENDOR SYSTEM

VDSS will obtain and negotiate the Fuel, Crisis, and Cooling Vendor Agreements which are located on the intranet at: http://spark.dss.virginia.gov/divisions/bp/ea/. Prior to each Energy Assistance Program year, vendors may be required to attend meetings to receive information on changes to the Program. VDSS staff will conduct vendor meetings. VDSS negotiated Vendor Agreements cannot be amended. Additional criteria cannot be added to this agreement by LDSS.

Vendors are used to provide services to eligible households. Reasons for use of vendors include assurances by the vendor not to discriminate or adversely treat any eligible household in regard to terms and conditions of sale, credit, delivery or service. VDSS negotiates agreements for services with vendors for all Energy Assistance Program components.

The Vendor List is located in the Energy Assistance system. This list is available to be accessed by local eligibility workers and supervisors. Applicants for Energy Assistance Programs must be given the opportunity to select their vendor from this list. The Vendor List includes vendor name, address, telephone number, vendor number, localities served and types of services provided. The Vendor List should be checked daily at the beginning of each component due to frequently occurring updates.

Responsibilities relative to the vendor system are divided as follows: Vendors must: • Adhere to all conditions on the Fuel, Crisis or Cooling Assistance Vendor Agreements.

• Submit Fuel Assistance credit authorizations to VDSS for payment. Complete and submit accurate Crisis/Cooling Assistance credit authorizations to the LDSS for payment.

• Submit bills and credit authorizations within the time frames specified in the agreement. Bills should be submitted as soon as deliveries are made.

• Notify VDSS of any problems that arise including incorrect or late fuel payments. Maintain records of payments received for audit and tax purposes.

LDSS responsibilities include:

• Providing customers the opportunity to select a vendor from the Approved Vendor List.

• Advising new or interested vendors to call 804-726-7379 about program participation.

• Referring all complaints/concerns regarding vendors to VDSS.

TRANSMITTAL #09-1