"File Monitoring Tool"
GEORGIA ENVIRONMENTAL FINANCE AUTHORITY WEATHERIZATION PROGRAM MONITORING TOOL Section I INTERVIEW WITH WEATHERIZATION COORDINATOR AGENCY NAME: DATE: WEATHERIZATION COORDINATOR’S NAME: PREVIOUS MONITORING DATE: Counties served: Does weatherization staff have access to GEFA correspondence including YES NO emails, etc.? Does the weatherization coordinator have copies of contracts with the state YES NO (utilities, HHS, DOE)? Does the weatherization coordinator receive fiscal information from their agency YES NO fiscal department? How many homes need to be weatherized to fulfill the contracts? How is this # of Units: determined? Does the agency have a policy for when the client is not home? YES NO What about when a minor is home alone? YES NO Is this written or verbal? What is your agency’s policy regarding client complaints? How often do you obtain fuel data from clients? Number of outreach offices # Outreach Offices: How are the outreach offices, kept informed of the weatherization program? Changes within the program? Please walk through the weatherization process from start to finish: Rev. 03/14/11 WEATHERIZATION CONTRACTORS: How many contractors does your agency utilize? How do you determine the number of contractors you need to utilize? Does your agency have enough weatherization contractors? YES NO If not, what have you done to attract new contractors? YES NO Do they work in your entire service area? YES NO Do they also work on mobile homes? YES NO How are contractors trained on weatherization technical standard changes? Does this work effectively? What information do you give the contractors to work off of? A write-up? Work order? Pictures? Do you use the competitive bid or flat rate method of contracting? At what point does the contractor get paid? How do you ensure what the contractor has charged is correct? COMPETITIVE BID WEATHERIZATION CONTRACTORS: Please explain the competitive bid process, who the bids are sent to/advertised, how the winner is selected, and how the contractors are notified of the bid results. How many jobs is a contractor allowed to have at one time? Are there written bid procedures? Do those procedures require witnesses to the bid openings? How are incomplete bids addressed? How are appeals addressed? What are your change order procedures? Rev. 03/14/11 REVIEW OF INVITATION TO BID: Does the bid include: YES NO A description of the work to be completed? YES NO A statement explaining the agency’s acceptance or refusal of any and all bids? YES NO The date and time for receiving bids? YES NO The format for submitting bids? YES NO The date and time of the bid opening? REVIEW OF CONTRACTS WITH CONTRACTORS: Does the contract contain or state: A statement whereby the contractor warrants the materials and skilled-craft YES NO work for a minimum of one year? YES NO The reasons why the contract may be terminated? The types and amounts of insurance coverage the contractor is required to YES NO maintain? YES NO Does coverage limits meet GEFA/DOE ARRA contract requirements? A statement whereby the contractor agrees to comply with Georgia YES NO Weatherization Program Work Standards? A statement whereby the contractor agrees to comply with DOE’s Material YES NO Standards? YES NO A statement requiring Electrical Licensure (if applicable)? YES NO A statement requiring Plumbing and Mechanical Licensure (if applicable)? YES NO Davis-Bacon language and wage determination requirements? YES NO An indemnification statement? YES NO The contract may be terminated due to non-availability of funds? YES NO A confidentiality statement? Rev. 03/14/11 YES NO The method for issuing and approving change orders? YES NO A statement regarding the amount of time to complete the work? YES NO What happens if the contractor does not complete the work? YES NO The method and condition of payment to the contractor? Rev. 03/14/11 Section II WEATHERIZATION FILE REVIEW WORKSHEET AGENCY NAME: DATE: CLIENT NAME: DESK MONITOR: JOB NUMBER: CITY/COUNTY: APPLICATION FOR WEATHERIZATION ASSISTANCE YES NO DATE SIGNED: INCOME ELIGIBILITY DOCUMENTATION YES NO Social Security Document LIHEAP Document DATE Last verified: SSI (automatic qualification for program) # Occupants in Household: Zero Income Document Other Household Income per mo yr (must be < 12 months old; use 200%) Other Wages must be re-verified every 12 months WEATHERIZATION AUTHORIZATION FORM YES NO DATED: Owned by Client, Signed by Client Rented by Client, signed by both Owner/Authorized Agent & Client FUEL INFORMATION RELEASE Signed by Client YES NO DATED: FUEL SOURCE: NATURAL GAS PROPANE ELECTRIC OTHER_________ LEAD AWARENESS INFO DOCUMENTATION YES NO MOLD AWARENESS INFO DOCUMENTATION YES NO WORK ORDER INCLUDING: Materials actual cost by measure YES NO Labor actual cost YES NO Final inspection, dated & signed by inspector YES NO DATED: Completed work: owner sign off, or owner tenant sign off & date YES NO DATED: JUSTIFICATION FOR MEASURES ON PRIORITY LIST NOT COMPLETED NA YES NO (Client Waivers/Refusals of measures) Rev. 03/14/11 INVOICES, PURCHASE ORDERS, INVENTORY REQUISITION FORMS FOR YES NO ALL MATERIALS INSTALLED ON UNIT: (List high-cost measures) DOCUMENTATION FOR NON-DOE WEATHERIZATION (HHS,GPC,AGL) NA YES NO HEALTH & SAFETY INSPECTION DOCUMENTATION YES NO BLOWER DOOR TEST AND AIR SEALING SUMMARY DOCUMENTATION YES NO BUILDING DIAGNOSTICS DOCUMENTATION YES NO COMBUSTION SAFETY DOCUMENTATION NA YES NO COMPLETED HVAC INSPECTION SHEET (CLEAN & TUNE) NA YES NO COMPLETED LOAD CALCULATION SHEET (REPLACEMENT) NA YES NO MULTI FAMILY UNITS: RENTAL AGREEMENT, DOC. OF MONTHLY RENT, NA YES NO CONTRIBUTION CALCULATION PHOTOGRAPHS OF THE DWELLING UNIT(s) and APPLIANCES (BEFORE & YES NO AFTER) PRIORITY HOUSEHOLD DOCUMENTATION? (Used weighting scale formula) YES NO (Hancock Reporting Requirement) FILE RESULT: Outstanding Very Good Good Needs Improvement Unacceptable Comments Rev. 03/14/11 Section III DAVIS BACON ON-SITE COMPLIANCE CHECKLIST IN OFFICE REVIEW Davis-Bacon language in contracts with contractors YES NO DOL rates are listed in the contracts YES NO Copy of certified payrolls in agency YES NO Spreadsheet of all ARRA hours on all projects YES NO How is agency tracking information YES NO JOBSITE REVIEW (Desk and/or Field Monitor) Davis-Bacon poster YES NO Wages posted YES NO Are workers making at least the wage determination for their classification? YES NO Comments: FILE RESULT: Outstanding Very Good Good Needs Improvement Unacceptable Rev. 03/14/11