HomeMy WebLinkAboutRES 10-028 RESOLUTION NO. 10-028
BE IT FURTHER RESOLVED BY THE CITY COUNCIL
OF THE CITY OF BEAUMONT:
THAT the City Council hereby adopts the proposed Weatherization Assistance Program
Procedures and Guidelines, substantially in the form attached hereto as Exhibit "A."
PASSED BY THE CITY COUNCIL of the City of Beaumont this the 9th day of
February, 2010.
ar
,lI
w - ayor Becky Ames -
RIGS WITH OPPORTUNIST
BEAUMON*
T . M " X . A `
Weatherization
WOTkY
Weatherization Assistance
Program
Procedures & Guidelines
Community Development Department
February, 2010
1
EXHIBIT "A"
TABLE OF CONTENTS
DEFINITIONS 3-4
SECTION I—The Program Basics 4-5
Funding,Authorization to Administer, Eligible Measures, Financial Assistance
SECTION II—Applicants 5-8
Outreach, Eligibility, Prioritization &Waiting Lists, Re-weatherization
SECTION III—Lead Paint,Mold & Moisture,and Asbestos Policies 8-10
SECTION IV—Postponement and Grievances Policies 10-11
Justification, Process
SECTION V—Coordinating Weatherization Work 11-14
Pre Work Order Agreement, Bid Package, Contractor Selection
SECTION VI—Initial Evaluation for Health & Safety 14-17
Process, Carbon Monoxide,Un-vented Heaters,
CO & Smoke Alarms, Stove Venting, Waivers
SECTION VII—Data Collection &Diagnostic Testing 17-18
Audit Programs, Infrared Camera, Client Health, Blower Door
SECTION VIII—Audits 18-19
NEAT, MICA, General House Data
SECTION IX—Preliminary Measures and Priority List 18-20
Health & Safety, Disposal, Permits, Priority List Guidelines:
Priority Item #1—Air Sealing 20
Priority Item #2—Duct Sealing 20-21
Priority Item #3—Attic Insulation 21-22
Priority Item #4—Compact Fluorescent Light Bulbs 22
Priority Item #5—Smart Thermostat 22
Priority Item #6—Dense Pack Side Walls 22-23
Priority Item #7—Refrigerator Replacement 23
Priority Item #8—Floor Insulation 23
Priority Item #9—Solar Window Screens/Films 23-24
Priority Item #10—Heating& Cooling Systems 24-25
Priority Item #11 —Water Heater Replacement 25-26
SECTION X—Final Inspection and Testing 26-27
APPENDIX A—CANDIDATE MEASURES 28
APPENDIX B—CLIENT FILE DOCUMENTATION 29
APPENDIX C—CLIENT FILE SET-UP 30
APPENDIX D—FORMS LIST 31
2
City of Beaumont
Weatherization Assistance Program -- Procedures & Guidelines
Definitions
Air infiltration: the exchange of air through the envelope of the dwelling. Most common air
infiltration areas are around doors,windows,heating and cooling units and wall top plates in attics.
Air Sealing: activities implemented to reduce the amount of air infiltration in a dwelling.
Blower door: an apparatus used to identify the amount of air exchange measured in Cubic Feet per
Minute(CFM). This tool draws air in through all openings by pressurizing the dwelling.
Carbon monoxide(CO): an odorless,tasteless, and colorless toxic gas produced when insufficient
combustion air is supplied to an appliance,the burner is improperly tuned, and/or the appliance is
malfunctioning. Combustion appliances produce exhaust gases that should be directly vented to the
outside to avoid introducing combustion byproducts into the dwelling.
Conditioned living space: occupied area inside the home containing heated or cooled air. For
example,the exterior and interior doors and windows affecting the conditioned living space will be
weatherized.
Coordinator: the sub-grantee individual employee responsible for the implementation of the
program(i.e.,the person who assures that the diagnostic testing,inspections,work write ups,
bidding, and final inspections are performed in accordance with program guidelines). This
individual is also required to attend mandatory WAP meetings and trainings.
Dwelling Unit: a house, a stationary manufactured home,an apartment, a group of rooms, or a
single room occupied as separate living quarters.
Incidental Repairs: additional allowance for unexpected costs associated with performing Air
Sealing activities, i.e.,finding rotten wood in the window frame during window replacement.
Measures: generic term used for all items to be addressed(repaired, replaced or installed) in a
dwelling.
MHEA(Manufactured Home Energy Audit): diagnostic software utilized to evaluate the
existing central heating&cooling equipment(and refrigerator in approved circumstances)to
determine if replacement will be cost effective and is the appropriate size for the dwelling. This
software is utilized on manufactured dwellings only.
Minor Repair: non-structural related repairs to the walls,floors or ceiling.
Monoxor: a tool for determining CO level of combustible appliances in the dwelling.
NEAT(National Energy Audit): diagnostic software utilized to evaluate the existing central
heating&cooling equipment(and refrigerator in approved circumstances)to determine if
replacement will be cost effective and is the appropriate size for the dwelling. This software is
utilized on site built dwellings only.
3
Priority List: a list of measures in order of energy efficiency and energy savings that will be
addressed on each single-family dwelling. Multi-family dwellings will require running the NEAT
software program.
SIR: Savings to Investment Ratio is the calculated payback in energy savings based upon dollars
invested through the installation/replacement of an inefficient energy consumption measure. The
SIR rating of a proposed measure must exceed 1.0 to be cost effective.
SECTION I—Program Basics
Funding & Authority to Administer
The purpose of the Weatherization Assistance Program (WAP) is to increase the energy efficiency
of dwellings owned or occupied by low-income persons, reduce their total residential expenditures,
and improve their health and safety, especially low income person who are particularly vulnerable
such as the elderly, persons with disabilities, families with young children, high residential energy
users, and households with high energy burden. Typical weatherization work includes the
installation of attic and wall insulation, caulking, weather stripping, repair or replacement of
inefficient appliances, doors,windows, and minor energy-related repairs. The type of
weatherization that a household may receive is contingent upon a household's income eligibility, a
comprehensive assessment of the household's energy use, and the availability of weatherization
funds.
The availability and use of these funds is subject to the Weatherization Assistance Program
regulations, (10 CFR Part 440), Texas Administrative Code(TAC) Chapter 5 and Chapter 2306,
Texas Government Code. Other federal regulations may also apply including, but not limited to,
OMB Circulars A-87, A-122,a-102 and A-110, as applicable, subchapter IV of chapter 31 of title
40, United State Code(Davis Bacon Act) and others. Applicants are encouraged to familiarize
themselves with all of the applicable state and federal rules and program guidelines that govern the
program.
This program shall be governed in accordance with the provisions of Part A of the Energy
Conservation in Existing Buildings Act of 1976, as amended (42 U.S.0.§6861 et seq.); the U.S.
Department of Energy(DOE)regulations codified in 10 C.F.R. Parts 440 and 600;any regulations;
Texas Administrative Code: 10 TAC §5.10-§5.20; §5.501-§5.508; §5.`>21-§5.532; and §5.601-
§5.609; the International Residential Code; International Energy Conservation Code; or in
accordance with jurisdictions authorized by State law to adopt later editions;and the terms of this
Contract. The Program shall be under the direct supervision of the City's Housing Programs
Specialist or his/her designee.
Eligible Measures
The following measures may or may not be taken in efforts to make each dwelling more energy
efficient:
1. Caulking and Weather stripping of doors and windows
2. Furnace efficiency modifications including, but not limited to:
a) Replacement burners, furnaces, or boilers or any combination thereof,
b) Devices for minimizing energy loss through heating system,chimney,or venting
devices; and
C) Electrical or mechanical furnace ignition systems which replace standing gas pilot
lights;
4
3. Cooling efficiency modifications including, but not limited to
a) Replacement air conditioners;
b) Ventilation equipment
C) Screening and window films; and
d) Shading devices.
Financial Assistance
Except as adjusted, the expenditure of financial assistance provided under this part for labor,
weatherization materials, and related matters shall not exceed an average of$6,500 per dwelling
unit weatherized. The expenditure of financial assistance provided under this part for labor,
weatherization materials, and related matters for a renewable energy system, shall not exceed an
average of$3,000 per dwelling unit.
The $6,500 average will be adjusted annually by DOE beginning in calendar year 2010 and the
$3,000 average for renewable energy systems will be adjusted annually by DOE beginning in
calendar year 2011, by increasing the limitations by an amount equal to the limitation amount for
the previous year,multiplied by the lesser of:
1. The percentage increase in the Consumer Price Index(all items,United States city average)
for the most recent calendar year completed before the beginning of the year for which the
determination is being made, or
2. Three percent.
For the purposes of determining the average cost per dwelling limitation, costs for the purchase of
vehicles or other certain types of equipment as defined in 10 CFR part 600 may be amortized over
the useful life of the vehicle or equipment.
Allowable expenditures under this part include only:
1. The cost of purchase and delivery of weatherization materials;
2. Labor costs, in accordance with §440.19;
3. Transportation of weatherization materials,tools, equipment, and work crews to a storage
site and to the site of weatherization work;
4. Maintenance,operation, and insurance of vehicles used to transport weatherization
materials;
5. Maintenance of tools and equipment;
6. Employment of on-site supervisory personnel;
7. Storage of weatherization materials,tools, and equipment; and.
8. The cost of incidental repairs if such repairs are necessary to make the installation of
weatherization materials effective.
SECTION II—Applicants
These program services must be made available to the low-income population of the City of
Beaumont. Any type of dwelling unit may receive weatherization services, although priority is
given to owner occupied dwellings.
Outreach
The City of Beaumont shall document its outreach activities performed to make services available
to low-income households throughout the entire contracted service area.
The availability of the Program funds shall be publicized via:
5
1. Press releases in the local newspapers, including but not limited to the Beaumont
Enterprise.
2. Public Service Announcements (PSA's), which are developed and distributed to local
broadcast media, including,but not limited to, the following:
a) KLVI, KOGT, and KOLE radio stations;
b) KFDM,KBMT,KJAC and FOX television stations, and
C) City of Beaumont public access station
3. Informational pamphlets,public notices, and outreach targeting special needs groups
distributed by public or non-profit organizations, including,but not limited to,the
following:
a) Places of worship in Beaumont,
b) Beaumont Public Libraries, and the
C) City of Beaumont Bulletin Board.
The City of Beaumont is strongly committed to providing information in English and Spanish.
Every effort will be make to make applications available in English and Spanish. A Spanish
interpreter will be made available to assist in the application process.
In addition to marketing through widely available media outlets,The City will take additional
measures to affirmatively market the Weatherization Assistance Program services. The City will
contract and market to the following local organizations that provide unique access for persons who
are considered members of a protected class under the Fair Housing Act,such as the NAACP,the
League of United Latin American Citizens, and/or Catholic Charities.
The City will advertise with media outlets which provide unique access for persons who are
considered members of a protected class under the Fair Housing Act including ethnic news papers
and/or radio stations.
The City will hold informational meetings in buildings that are compliant with the Americans with
Disabilities Act(ADA)and provide special assistance for those who are visually impaired when
requested.
Documentation of all marketing measures used, including copies of all advertisements and
announcements,will be retained by the City and made available to the public upon request.
Whenever possible,the City will use the Fair Housing logo in advertising,post Fair Housing
posters and related information,and, in general,inform the public of its rights and obligations under
Fair Housing regulations.
The City will make applications available online 24 hours a day and also during regular business
hours in the Community Development Department of the Beaumont City Hall. The City will
accept applications at Beaumont City Hall, 801 Main St. Suite 201, Beaumont,Texas and also via
regular mail at P.O. Box 3827,Beaumont,TX 77704.
Eligibility
Client eligibility is determined by obtaining the appropriate household documentation and
completing the Client Intake Form(CIF). All items on the CIF are to be addressed. Copies of all
documentation must be included in the client file:
1. Income qualification—total the past 12 month's earnings for each occupant in the
household to determine if the household meets the 200%of poverty requirement. Income
6
data for a part of a year may be annualized to determine eligibility by multiplying the
amount of income received during the most recent three months by four.
a) The DOE Poverty Income Guidelines and Definitions of Income are provided
annually and outline current income thresholds and define what is considered
allowable income.
b) Client income must be re-verified if the Pre-Work Order Agreement(PWOA)
has not been signed within 180 days of client signing the CIF.
Note: On all client file records, only the last 4 digits of the social security number shall be
readable.
2. Automatic qualification if an occupant is receiving:
a) Supplemental Social Security(SSI), or
b) Temporary Assistance for Needy Households (TANF).
Note: Social Security Disability(SSD) is not an automatic qualifier. Jobs submitted that
are over the income threshold with an SSD occupant will be rejected resulting in
disallowed costs.
Photo Identification for applicant: Driver's License or State ID Card
Note: A waiver for a client without a photo ID may be accepted if accompanied by a
signed affidavit by a family member or the WAP Coordinator and a copy of some other
form of ID. A copy of the waiver, affidavit, and form of ID must be placed in the client
file.
4. Determining energy burden:
a) A copy of the most recent utility bill and the same:month's income amount must
be obtained during the client intake process.
b) The monthly utility bill divided by the monthly income will determine the
percentage of burden.
c) At 14% or higher,there is an energy burden.
d) The higher the percentage calculation,the higher the burden and therefore the
higher the placement on the client priority list.
5. Household characteristics information - these items must be recorded on the CIF:
a) Year the dwelling was built,
b)Number and characteristics of occupants residing in the dwelling,
c) Characteristics of the client only,
d)The type of structure, and
e) The main heating fuel source.
6. Ownership/Rental documentation:
a) Ownership -the deed,property tax receipt or homestead exemption.
b) Rental dwellings --the Landlord Agreement Form and Permission to Enter
Premises Form must be completed and signed by owner.
7. Client si ature on the CIF confirms that:
a)The information provided is accurate and complete,
b)A copy of the sub-grantee grievance policy was provided,and
c)Position on priority/waiting list was discussed.
7
8. Client briefing on the weatherization program, including review o£
a) Physical inspections and access required to the interior of the dwelling,
b)The diagnostic tests that will be performed,
c)The purpose of the Pre-Work Order Agreement,
d)Allowing the contractor access to the dwelling during working hours, and
e)The final inspection and testing procedures.
Prioritization & Waiting Lists
Eligible clients must be prioritized for receiving services utilizing the DOE guidelines. Those
guidelines also should be used for placement of clients on a waiting list. Clients who are placed on
the waiting list may be re-prioritized if a new client ranks higher. Services are provided based on
priority ranking, not on a first-come-first served basis. The City of Beaumont will re-evaluate the
waiting list annually by mailing a survey to applicants requesting an update(or re-verification) of
the household status (occupants, characteristics, and income).
The DOE Guidelines for the Weatherization Assistance Program prioritization are as follows:
1. Clients to be served (documentation obtained to support):
a)Persons age 60 or older,
b)Persons with disabilities,
c)Households with children age 12 and under,
d)Native Americans, and then
e) Households with a recurring high energy burden.
2. Dwelling types to be weatherized:
a)Owner occupied—site built or manufactured,
b)Renter occupied-- site built or manufactured,
c) Multi-family dwellings-- Owner participation with costs, and then
d) Multi-family dwellings-- Owner participation without costs.
Reweatherization
The City of Beaumont may weatherize homes previously weatherized from September 30,
1994, and earlier. DOE gives Grantees the flexibility to revisit those homes weatherized
prior to 1994 that may not have received the full complement of Weatherization services,
including the use of an advanced energy audit or addressing health and safety concerns.
Additional work may also be done on homes with damage due tc natural disasters. The
City of Beaumont will coordinate with the Program for Human Services in Orange, Texas
regarding any addresses that may have already been weatherized within the Beaumont area.
Prior approval from the State is required for any re-weatherization situation.
SECTION III—Lead Paint, Mold & Moisture, and Asbestos Policies
This section covers potential hazardous materials or conditions. The on-site dwelling inspection
will focus on determining the existence of these situations and could result in a postponement of
services and/or specific activities to be implemented in order to protect the health and safety of both
the household occupants and the weatherization providers.
8
Lead Paint
The Weatherization Assistance Program is not a lead abatement program. The Texas Department
of Housing& Community Affairs(TDHCA) Weatherization Field Guide details the guidelines and
procedures for performing Lead Safe Weatherization (LSW) work(see pages 20-22).
The Coordinator must evaluate the condition of all painted surfaces, especially around the doors
and windows. If extensive deterioration is evident, a Postponement of Work situation exists due to
possible health and safety risks for the client and workers. The process for addressing a
Postponement of Work is covered in Section IV below.
The following situations require that Lead Safe precautions be implemented:
1. The dwelling was constructed prior to 1978, and if
2. There is visible flaking or chalking on painted surfaces, and/or if
3. More than two square feet of a painted surface area will be disturbed during the
weatherization work recommended.
Working with other housing repair programs may enable clearance testing to be performed on
dwellings slated to receive weatherization. Testing results must be included in the client file to
justify why no LSW activities were performed. Starting with Program Year(PY)2009, clearance
testing associated with any door or window replacement will be an allowable program charge.
LSW Reporting Requirements
Photo documentation of LSW procedures being performed on pre-1978 dwellings must be
submitted for any reimbursements.where the following measures were addressed: replacement or
repair of exterior doors or windows, or repairs of any exterior or interior walls or ceilings. No
reimbursements requests will be processed until LSW practices are photo documented and
submitted. Any photos taken also should be included in the client file.
LSW Monitoring Requirements
Each contractor hired to perform LSW on a WAP dwelling must provide proof of Pollution
Occurrence Insurance coverage, and confirmation/documentation of crews and sub-contractors
having received LSW training. The Coordinator shall perform a site visit to each dwelling while
work is in progress utilizing LSW and obtain photographic documentation of the LSW being
performed.
Mold & Moisture
The Weatherization Assistance Program is not a mold mediation program. Only if the source of the
moisture contributing to mold development can be stopped during the course of installing an
allowable measure, shall the City of Beaumont proceed with work(i.e.,repair of a leaking water
heater pipe will cause the mold problem to cease). To avoid"inheriting"a problem that cannot be
addressed within the scope of the program, the inspection and evaluation process will determine
whether weatherization work can be performed. If there is no visible mold, it is highly
recommended that photos of the water heater,the heating and cooling units, vents, and the
surrounding areas be taken to document that no existing mold or moisture problems are evident.
If mold is found during the inspection process:
1. Document the mold with photos.
2. Determine what may be causing the problem.
3. If the exposed surface area of the mold is less than two square feet,consider proceeding
with weatherization if addressing the measure will stop the moisture problem.
9
4. If more than two square feet of mold or moisture is present and it is determined that the
work would probably not stop the water intrusion, or that the scope of work required is
beyond allowable measures, a Postponement of Work situation exists.
Asbestos
In general, asbestos removal is not an approved health and safety weatherization cost however
asbestos should not be disturbed if at all possible. The guidelines are as follows:
1. Removal or encapsulation is allowed and may be necessary when the measure will
provide a cost effective savings-to-investment ratio,normally true of large, multifamily
heating systems.
2. Removal and replacement of asbestos siding for purposes of wall cavity insulation is
permissible if allowed by state and local codes. Sub-grantees are required to contact local
building codes department to determine the correct course of action.
3. When permitted by code or EPA regulations, encapsulation(usually a less costly
measure that falls short of asbestos removal) may be used.
4. WAP Sub-grantees encountering an asbestos situation should contact the state office for
direction before proceeding with blower door testing or work is performed. Refer major
asbestos problems to the City of Beaumont and/or the US Environmental Protection
Agency(EPA).
SECTION IV—Postponement and Grievance Policies
Postponement of Work
A Postponement of Work is the formal course of action utilized for placing services on hold until a
situation has been rectified by either the dwelling owner or another funding source. A written
notification must be sent by certified letter to the dwelling owner(or the landlord and the client).
Reasons for initiating a Postponement of Work may include:
1. The inspection process reveals that there are structural problems or the condition of the
dwelling warrants rehabilitative services.
2. The integrity of the weatherization measures to be installed will be compromised.
3. The client refuses an item listed on the Pre Work Order Agreement(PWOA).
4. The client refuses to sign the PWOA.
5. A dangerous Carbon Monoxide situation exists.
6. Extensive or obvious flaking or chalky painted surfaces are visible, indicative of lead paint.
7. More than two square feet of visible mold is present.
8. Existing health or safety issues, such as unsanitary conditions,pests,etc.that would
endanger workers.
9. While performing work,the client is non-cooperative or abusive(behavior must be
documented by at least two individuals).
The written notification sent to the dwelling owner must include:
1. The results of the dwelling inspection.
2. A description of the situation(s)that prohibits work from proceeding.
3. Detailed explanation of what needs to be done before weatherization can proceed.
4. A request that the agency be contacted after the situation has been rectified.
5. A suggested timeframe, indicating that the situation must be resolved no later than 180 days
to remain eligible for the program.
10
I -
6. Noting that the dwelling(and its relevant file) will be placed in pending status, and that
after 180 days the file may be administratively closed.
Client Grievances
A grievance situation exists if the client has a problem with the work being performed in or on
his/her dwelling, if the client is not satisfied with the work once it is completed, or if the client
refuses to sign the Building Work Report.
Upon receipt of a written notice from the client explaining their grievance,the Coordinator will
review the situation and determine the relevance of the client's dissatisfaction with regard to the
plausibility of rectifying the situation within the program's guidelines. A course of action will be
determined and a certified letter will be sent to the dwelling owner and/or client. The letter shall
include the following:
1. A description of the issue/grievance,
2. A clarification of the applicable program guidelines,
3. Any actions required to be performed by the client(if applicable),
3. Any actions required to be performed by the contractor(if applicable),
4. Any other actions that the Agency will undertake to resolve the issue, and
5. An appropriate time frame for completion of all suggested actions and/or an appropriate
time frame for the client's response to the Agency's determination.
After the time frames in the letter have expired, if no response is received,a follow-up second
certified letter shall be sent indicating that the file will be administratively closed. The dwelling
may then be reported as completed in the next Financial Status Report. Copies of all
correspondence shall be placed in the client file, and a notation will be made as to the
administrative close-out.
This grievance policy has been adopted by the City of Beaumont as required by its contract with the
State of Texas Department of Housing& Community Affairs. A copy of this policy will be posted
in the client intake area and will be provided to each client who applies for weatherization services.
SECTION V- Coordinating Weatherization Work
The Pre-Work Order Agreement (PWOA) is completed after the initial dwelling inspection and
diagnostic testing is performed. It is highly recommended that the PWOA is prepared,presented
and signed by the client before assigning a contractor and/or coordinating any work to be
performed. If a client refuses to sign this form, work cannot commence and a Postponement of
Work situation exists. However, a client can refuse a specific measure and still receive the other
recommended services.
Pre-Work Order Agreement
This form includes a list of all work to be performed on the dwelling (the more detailed the better),
following the Priority List order(in the event there are not enough funds to allow all of the
recommended measures to be performed). The form also should include language to confirm
client's receipt of the grievance policy and educational pages on Lead Safe practices, Mold &
Moisture concerns, the Asbestos policy, and the dangers of Carbon Monoxide. There will be
signature and date blocks on the form for the client and the Coordinator.
11
After the PWOA is signed,the actual Work Order will be prepared and assigned to a contractor.
When applicable, permits must be obtained and inspections performed by the local
building inspector to ensure compliance with local building codes. All inspections and the
weatherization work schedule will be coordinated with the client to assure access to the dwelling.
While work is in progress the Coordinator will perform site visits and document with photos work
that is being performed. While on site,the Coordinator will spot check:that measures being
installed are in compliance with the program guidelines and will periodically check with the client
to address any concerns they may have about the work. The Coordinator will confirm that there is
clear communication and coordination between the client and contractor in regard to meeting the
schedule laid out in the original Work Order.
Note: Unexpected incidental repairs may increase a dwelling's total expenditures above the
program limit. Should this situation occur, a brief notation should be placed in the file and an email
explanation should be submitted with the Financial Status Report.
The Bid Package
Dwellings may be bid out as part of a package or as a single dwelling. With regards to the bid
process the City of Beaumont is responsible for the following:
1. Ensuring that all bids and services contracted are in a manner to provide,to the maximum
extent practical, open and free competition.
2. Advertising, at least once a year, the availability of this work to all contractors in the
service area, i.e., in a public publication, by posted signs in the City's buildings or
permitting offices, etc.
3. Providing all prospective contractors with a copy of the Texas Department of Housing and
Community Assistance Weatherization Field Guide and Best Practices Manual.
4. Assuring that all work being performed is under the supervision of a state licensed
contractor.
5. Keeping copies on file of the current license and insurance for all contractors used by the
weatherization program.
6. Assuring that all allowable measures are addressed.
7. Determining that costs charged to the program for materials and labor are indicative of the
local rates.
8. Assuring that the overall bid amount does not exceed the expenditure allowed by the
program.
Contractor Selection
Contractors are responsible for, and must meet minimum requirements as follows:
1. All contractors shall carry and provide proof of a current general liability policy of a least
one hundred thousand dollars ($100,000). This policy should cover all work done under
the Weatherization Assistance Program and be pre-paid throughout the contract period. No
geographical, time or other limitation that excludes the Weatherization Assistance Program
will be acceptable.
2. The contractor and sub-contractors must not be debarred, suspended,or ineligible
according to the U.S. General Services Administration's List of Parties Excluded from
Federal Procurement or Non-Procurement Programs. Verification of contractor eligibility
from the Texas Department of Housing and Community Affairs is not required prior to
awarding any contract to the contractor unless federal labor standards requirements apply.
12
Whenever possible,the City will give opportunities to Historically Underutilized Businesses
(HUBs) and will make an affirmative effort to encourage bids from such contractors.
Whenever possible, opportunities shall be given to locally owned businesses and low-income
residents of a given area.
In addition to these requirements,the City may establish their own fair and evenly applied criteria
for contractor selection. These may include workers compensation insurance, verification of
quality of work references, verification of credit references; and/or verification of established line
of credit.
An approved contractor list will be created and will be accessible to all applicants who meet the fair
and reasonable criteria pre-established by the City. Such criteria will be made available in writing
upon demand by interested parties. Contractors will be selected through an itemized bid process.A
sealed bid is the preferred method of selecting bids.
Contractors will adhere to the terms of the weatherization contract including performance standards
and the general specifications. If the need for clarification results in a change, such issues will
result in a written change order prior to any work being completed. No work will be approved
except that which is established in the contract and in written approved change orders. Any
unforeseen or hidden condition should be reported to the City immediately.
Whenever possible the contractor will make an effort to minimize the impact of the construction on
the applicant. Work shall be carried out swiftly and directly. The work:area shall be left clean and
free from clutter at the end of each day and the contractor, not the applicant, will be responsible for
storage of materials and tools.
Prior to the commencement of construction, the applicant will arrange to move and store any
valuable personal property that might be damaged during the course of construction. If property is
damaged through negligence of the contractor, arrangements will be made by the contractor to
reimburse the applicant.
The contractor shall use the site and its facilities only for specified construction. The electrical,
water, sewer and gas systems shall be used only for construction purposes and during the
construction phase only.
Failure of contractors to meet the specified criteria can result in Contractors not being eligible for
payment, and they will not become party to any future City of Beaumont funded projects.
The contracting sequence for weatherization projects shall be: Invitation to Bid, Bid Opening, and
Contract Award. Within ten (10) days of notification of the contract award,the successful bidder
shall provide the City with a list of sub-contractors, and certificates of insurance. Certificates of
insurance from the issuing company will show current coverage in the amount stipulated in the
contract documents and with a thirty(30) day notice of cancellation of insurance to the City for:
general liability with completed operational coverage, vehicle liability, and statutory workman's
compensation (as required).
The contractor shall begin work within ten (10) days of receiving the issuance of the Work Order.
The number of work days shall be set out in the contract. A final inspection of the dwelling will be
performed before acceptance by the City and applicant. All payment requests will be made in
13
writing by the contractor to the city and will include a list of items, their costs, and a sum of the
item costs. The work to be paid should be based solely on completed items from the schedule of
values submitted by the contractor prior to construction or the Itemization of Bid Form if no
schedule is submitted. The City will inspect such work as soon as possible (usually within one
business day) from receipt of such request.
All materials used shall be new and of good quality. All work shall be done with skilled craftsman
and accomplished with care.
Upon completion of weatherization, the contractor will remove all construction debris from the site,
clean and mop all resilient floors, leave all newly installed items in operating condition, and, if
applicable, start all electrical and mechanical systems.
Discovery of defective elements made known to the contractor before or during the weatherization
process shall be brought to the immediate attention of the City in writing. When repairs are made,
the repairs shall reasonably match the surrounding materials in original. design and dimension as
approved by the City.
No other work shall be done to the project other than the work agreed upon in writing by the
applicant, the City and contractor or as necessary to remove immediate health and safety dangers
during the construction phase.
The City shall conduct a pre-construction conference with the contractor and the recipient. The
terms of the proposed weatherization agreement will be explained along with the roles of the City
and the applicant. Additionally, the City will explain the inspection procedures, completion
requirements, and payment procedures. At the pre-construction conference,the City shall have the
following documents properly executed by both the applicant and the contractor: 1)the Notification
of Lead-Base Paint form; 2)the Pre-construction Conference Report; and 3)the Contractor's Non-
Kickback Certification. In addition, exterior and interior"before"pictures will be taken and placed
in the file.
The City will assist the applicant in ensuring that all contracted work is completed prior to payment
and that such work was performed in an acceptable manner. To accomplish this, the City will
engage an Inspector to conduct an initial inspection at work write up and a progress inspection at
50% and 100% completion, and any additional inspections deemed necessary, and a final (100%)
inspection upon completion of all of the work, noting deficiencies in written reports and keeping
these reports in the project case files.
Where applicable, building permits will be required for building construction work and the building
inspector for that area will inspect the job in accordance with the area's normal building inspection
requirements.
SECTION VI—Initial Evaluation for Health & Safety
Evaluation Process
Evaluating the dwelling is the most important and time-consuming activity in the weatherization
services delivery process. A thorough dwelling inspection and diagnostic testing may take 2.5 to
3.5 hours and consist of:
14
I. Preparing a simple site survey drawing to include shading landscape,
2. Taking measurements of the exterior of the dwelling(including crawl space),
3. Documenting heating and cooling appliance data and fuel sources,
4. Performing an interior inspection(including attic),
5. Completing a pollutant survey(type and storage location),
6. Performing blower door and other diagnostic testing, and
7. Educating the client about the process,the weatherization measures that may be taken, and
other energy efficiency tips as applicable.
Before any time is spent on the dwelling evaluation process,the Coordinator should first determine
if there are combustible fuel appliances utilized by the household. If there are,a Carbon Monoxide
(CO) and gas analyzer(leak detector)tests must be performed on the combustible appliance(s)and
the fuel source before proceeding with the rest of the evaluation process.
No weatherization services will be provided on a dwelling with an appliance testing over the
acceptable limit until the CO problem is addressed.
All weatherization providers must:
1. Utilize a Monoxor III with printing capabilities.
2. Perform a final CO test of any new combustible fuel appliance(s)that are installed.
3. Perform a final ambient CO test in the room with each existing;appliance if no replacement
combustible fuel appliances are installed.
4. Provide copies of all the testing results to the client file, noting,on each the appliance tested
and/or the ambient test results of that specific room.
There are various aspects to be considered regarding the CO testing procedures and the results. The
following subsections address these situations and provide the required activities.
No Fuel Situation
Coordinator should assist the client by referring to a local agency for home energy assistance or
winter crisis funds to obtain fuel (allowable as long as the fuel and heating system are attached and
contingent upon available funding). Another option may be to contact the local fuel provider for
assistance(partial fuel donation to allow for installation and required testing—install and final).
The Coordinator will have to postpone services until fuel is obtained,perform the testing, and then
if the CO measures at an acceptable level, prioritize providing weatherization services to client.
Note: For additional information in performing a thorough inspection and testing procedures to
identify dangerous fuel leaks, the potential for CO poisoning, and fire hazards,the Texas
Department of Housing& Community Affairs Weatherization Field Guide should be referenced
(pgs. 11-14).
Carbon Monoxide
If any combustible appliances test above the allowable CO level, the test results must immediately
be brought to the client's attention. The fuel source may need to be temporarily turned off until the
problem is corrected. That appliance may be disconnected if other combustible appliances are safe
and need to be operational for the household.
If the high CO reading is from an allowable weatherization measure (space heater or water heater),
that measure can be prioritized as the first item to be addressed. If the unacceptable CO reading is
from a stove, other funding sources must be utilized to rectify the situation before weatherization is
I
15
performed (see stove venting section below). If the unacceptable CO situation cannot be rectified,
then a Postponement of Work situation exists.
Un-vented Heaters
If an existing un-vented heater(fixed or portable) is the primary heating source and is not going to
be replaced, weatherization services cannot be performed. A vented heater must be installed in
order to proceed with performing weatherization on the dwelling. An un-vented heater may be left
in a dwelling as a secondary heating source if it tests acceptable. If it does not test acceptable, it
must be removed before weatherization can be performed.
CO & Smoke Alarms
CO alarms must be installed in occupied rooms that contain a combustible appliance. Installation
of any CO Alarm must be in compliance with the manufacturer's requirements for the product as
well as with local building codes and follow these requirements:
I. The alarm must be hard wired into the dwelling's electrical system, or it must use a tamper
resistant five-year lithium battery.
2. If using the lithium battery version,the battery must be enclosed within a compartment
which is locked closed with a tamper resistant screw.
3. The alarm must be UL listed and meet the latest standards(UL-2034-05 or LAS 6-96).
4. The alarm must be mounted at eye level and the mounting must also be tamper resistant.
If a new combustible appliance is installed,the cost of the CO alarm rnay be included as an
allowable expense of the installation. If no combustible appliance is installed, the cost of the CO
alarm should be covered under Health & Safety.
Smoke alarms are an allowable measure if there are combustible appliances existing or installed.
The costs for smoke alarms should be charged to the Health& Safety category. Manufacturer's
recommendations regarding number of alarms and placement in a dwelling should be followed.
Stove Venting
An un-vented gas stove can be more dangerous than an un-vented gas heater because the burners
are easily blocked with spilled food, creating a high level of CO. Venting must be performed for
any dwelling with a gas stove. Stoves must be vented to the outside through the roof or the wall,
attic venting is not allowed. It may be necessary to relocate the stove to allow for venting through
the wall.
The costs for stove venting should be charged to Health & Safety. A waiver for additional charges
(if needed) is obtainable to perform exterior venting through the roof. If this measure is not
installed, a detailed justification must be recorded on the Priority List Assessment and Testing form
as documentation for the client file.
Waivers
On a stove, if there is a high pre-inspection CO reading and it is detennined that this is due to lack
of maintenance(cleaning spilled food), a stove vent and CO alarm must be installed before
weatherization services are provided. Only in an extreme situation will a gas stove replacement be
considered. A waiver request, including a photo of the existing stove and a statement from a gas
technician, must be submitted and approved by the state weatherizatiort office prior to installation.
Lack of maintenance(cleaning up spilled food) is not a justification as replacement would not
eliminate the problem in the future. Installation without a written waiver will result in a disallowed
cost.
16
SECTION VII—Data Collection & Diagnostic Testing
Audit Programs
One or more Home Energy Audit programs may be used to determine which WAP measures will
make the biggest impact to the energy efficiency of the dwelling: the Priority List Assessment and
Testing(PLAT) form, the National Energy Audit(NEAT), and/or the Manufactured Home Energy
Audit(MHEA).
Diagnostic testing (as applicable)will be performed during the initial inspection and after all
measures have been installed on every dwelling receiving WAP services. Tests may include:
1. Carbon Monoxide—using a Monoxer III, Gas Analyzer
2. General Air Sealing --Blower Door, Infrared Camera, Smoke Puffer
3. Duct leakage—Blower Door,Infrared Camera,Duct Blaster,Pressure Pan,Manometer
4. Room Pressure and Zonal testing--Manometer
5. Water temperature/water heater—Laser Temperature Gauge, Manometer, Smoke Puffer
6. Attic, wall and floor insulation -- Blower Door, Infrared camera, Smoke Puffer
7. Refrigerator-- Watt meter
Using an Infrared Camera
The blower door exaggerates the pressure differences between the dwelling and the outdoors for
determining air infiltration areas however,the infrared camera can further provide:
1. A clearer picture of the actual heating or cooling loss,
2. Pinpoint those areas that may not be physically accessible,
3. A view into the wall/ceiling to determine if any insulation exists,
4. An image of the effectiveness of ceiling and wall insulation,
5. Location of moisture problems, and electrical overloads.
Client Health Problem -- No Blower Door Test Performed
In the event that a household has an occupant with a medical situation that prohibits disturbing the
dwelling atmosphere (such as asthma or respiratory condition), the condition must be documented
in the client file with a doctor's letter or a signed statement from a family member. A notation
should be made on the PLAT and/or on the Building Work Report(BWR)based upon visual
observations, i.e., respiratory medication, oxygen for breathing. Any work performed should be the
least disturbing option possible for the dwelling environment.
Blower Door Testing Procedure
All tests should be performed at 50 pascals with the windows and exterior doors shut from the
inside. The reading should be recorded on the BWR.
A dwelling may have a 7500 CFM reading or above during the pre blower door test due to: gaping
holes in the walls, floor or ceiling that can be addressed easily,multiple leaks that will take time to
find but can be patched, duct leaks, an attic access opening that leaks,jalousie windows or broken
window panes, or doors with visible deterioration.
With the blower fan still on, loose closing windows should be taped shut, and all areas at which air
infiltration is determined to be present(easily identified by using the smoke puffer, laser
thermometer or infrared camera) should be covered with duct mask or blocking.All registers and
vents from heating and cooling units should be masked off. Temporan/ blocking of air infiltration
17
areas will determine if weatherization services to the whole dwelling can be performed (within
allowable guidelines and expenditure limits), if only the conditioned living space can be
weatherized, (determined by closing interior doors and blocking undercuts to stop air infiltration
until acceptable post blower door readings can be achieved).
If the targeted blower door level cannot be achieved, either.for the whole dwelling or the
conditioned living space,then the dwelling is not a candidate for weatherization services unless
other leverage resources can be utilized along with WAP.
Note: It may be possible to be compensated for the time spent inspecting and testing a dwelling that
is determined to not be a candidate for weatherization services. A written request must be
submitted,to include the cost and the justification, for consideration.
A dwelling that tests 1500 CFM or lower must have a Building Tightness Limit(BTL) calculation
performed to determine if additional ventilation will need to be installed. Venting may be
accomplished by adding a bathroom exhaust fan, a stove vent, and/or a wall vent. The final Blower
Door reading should be at or slightly above the BTL calculated CFM.
SECTION VIII—Audits
The General House Data forms are to be used for data collection required to populate either the
NEAT or MHEA. It must be filled in for dwellings with existing central heating and cooling units
that are to be considered for replacement. A heating and cooling unit will only be replaced if
recommended by an audit.
The Audit Output Report will recommend the replacement of an inefficient central heating and
cooling unit. Based upon the data entered in the materials set-up data screen,this will be the
correctly sized unit for the dwelling. Each sub-grantee has been provided a compact disc
containing the two softwares and user manuals. There is a sample house in each audit for reference.
In both audits,the appropriate"Candidate Measures"must be selected under"Setup" (see
Appendix A).
Exception to Audit Recommendation of Central Heating and Cooling Unit
If the audit does not recommend replacement, but a maintenance inspection(by a licensed heating
and cooling contractor) indicates that the central unit requires excessive work to bring it to an
efficient functioning level,the unit may be replaced. However, the unit must be operational at the
time of inspection,there must be a detailed inspection report on the contractor's invoice or
letterhead indicating the problem and estimating the cost to address and the cost of the
recommended replacement unit. For households with only one occupant, it may not be cost
effective to replace a central unit even if recommended. A reverse cycle wall unit in a conditioned
living space should be considered. A notation must be made on the BWR—maintenance report
justifies replacement. A copy of that inspection report must be submitted when the dwelling is
being reported on the Financial Status Report(FSR).
SECTION IX- Priority List and Measures
General Information
18
The Priority List is made up of those weatherization measures that should be in all single-family
dwellings. These measures have been determined to be the most cost effective based upon
projected energy savings, energy costs, and climatic conditions. The Priority List ranks the most
cost-effective measures in order starting with the number one measure or activity:
At a dwelling to be weatherized, if a Priority List item is already present and meets guidelines or is
not applicable to the dwelling, move on to the next Priority List item to be addressed. The PLAT
will have a space to be filled in justifying why a Priority List item is not addressed.
Priority List items may overlap each other regarding the initial inspection and ensuing work to be
performed. For example, adding attic insulation should be performed only after air sealing, duct
repair,and dense-pack sidewall insulation have been addressed and completed.
Line Item Categories
These are charges allowed for activities related to installation of weatherization measures. Each
item is reported on the Building Work Report.
WAP Health & Safety (H&S) for Hazard Abatement—For each dwelling weatherized, there is a
set-aside amount of funds to be utilized for addressing any activity required to assure the safe
installation and protection of a weatherization measure. Example: upgrading the wiring for
installing a heating and cooling unit or a water heater, or minor roof patching around vents to
protect new attic insulation.
Charges for the WAY Health & Safety line item category must be:
1. Limited to $600 per dwelling(excess amounts must be pre-approved by the state office).
2. Used for performing Lead Safe Weatherization(LSW)activities.
3. Used for performing Mold and Moisture abatement related activities.
4. Itemized separately from other charges on the BWR, and divided into materials and labor.
5. Reported as a separate line item charge on the Financial Status Report(FSR).
Disposal Fees—must be used for site cleanup materials, especially for any hazardous materials
such as lead and/or asbestos and the de-manufacturing of any old refrigerators. A receipt must be
placed in the client file. Disposal fees that cover multiple job sites can be pro rated to each job.
Local disposal fee rates, not national averages, will apply.
Permits—The Coordinator is responsible for knowing what local permitting requirements are
required and for inspecting any work that is performed. Applicable permits must be obtained to
meet local compliance. A copy of each approved permit should be placed in the client file.
General Heat Waste Measures
All dwellings receiving weatherization services must have the following General Heat Waste
measures addressed. Costs for these measures(labor and materials)are exclusive of Air Sealing
but inclusive of the overall targeted expenditure on a dwelling. These measures,their guidelines
and reporting entries are:
Measure Guideline/Parameters Notation on BWR
Air filters (2) install on unit, leave extra No unit or Washable
Low Flow Showerhead max 2.5 gal/min flow rate Refused, Existing or Done
Faucet Aerators* kitchen and bathrooms Refused, Existing or Done
Water Heater Wrap gas and electric (to R-11.5**) New or No space
Water Line Insulate 6 ft of cold in and hot out Existing or No Space
19
*Exception for dwellings on well water or if client is not able to perform routine maintenance.
** Manufacture's guidelines for additional insulation must be followed.
Priority Item #1 —Air Sealing
The physical inspecting of plumbing, electrical, and HVAC penetrations through ceiling, flooring,
and exterior walls is the most important part of the dwelling inspection process. Often the greatest
reduction in air infiltration may be realized in these overlooked areas. Recording the location of
those air infiltration spots and then temporarily blocking them during the blower door test may
assure reaching the targeted final blower door reading.
Since there is a limit to the amount of funds to be spent on air sealing,as long as the final blower
door reading is not below 1500 CFM, no BTL will need to be calculated.
Guidelines:
1. Final blower door reading on all dwellings cannot exceed 3000 CFM
2. Air Sealing Measures expenditure limit is $260
3. Incidental Repairs up to $1,000; only allowed if needed to reach 3000 CFM threshold
Air Sealing Measures Guideline/Parameters
Wall top plates >Loose insulation covered with fiberboard, wood,metal patch,
two part foam
>Removal (attic and crawl space) and replacement of attic
insulation for performing air sealing on high CFM air leakage
dwellings must be cost effective
Caulking >No clear silicone caulk allowed
Ceiling, Floor& Walls >Minor repair(non structural)—under$1,500
Doors >One door per dwelling initially allowed(1 sq.ft. of glass allowed)
>Tight un-insulated doors in good condition should not be replaced
>Replace only when door is damaged beyond repair or deteriorated
to the point of allowing air infiltration
>Second door must have photo documentation in client file to
clearly support replacement need (no photo =disallowed cost).
>Site built home - solid core with peephole and dead bolt.
>Mobile home - screen/storm/door combo permitted(must have a
cost comparison to single door unit on file)
Threshold >Solid wood or metal
Weather-stripping >Exterior doors, windows and attic access hatch, outlet gaskets
>Interior doors for a conditioned living space
Window MH & Site built >Four windows per dwelling initially allowed
>Up to four additional windows allowed only if photo
documentation in client file to clearly support replacement need—
damaged or jalousie (no photos=disallowed cost)
>Additional windows - only allowed with a state waiver
>Low-E windows should be installed if cost effective
>Note: Impact resistant windows and storm shutters not allowed,
Documentation to support cost versus energy savings for impact
resistant windows will be considered for any possible waiver
exceptions
20
Priority Item 42 —Duct Sealing
Visual inspection of the duct system should be performed while evaluating the attic for air
infiltration and determining the required air sealing activities. Also, pressure pan testing of the
ducts is required as it may indicate hard to detect leaks.
If it is determined that duct repairs are required, those repairs should b.performed before any new
or additional attic insulation is installed. If the central unit is recommended to be replaced by audit,
the Coordinator shall determine if there will be sufficient funding to address all measures.
Note: If a monitoring visit reveals no data was collected or if data can not be provided upon
request by the state office,the sub-grantee will be required to re-visit the home and perform
pressure pan tests at their own cost. If results indicate leakage, repairs must be coordinated and
results provided (photo documentation and final test results). Reimbursement processing may be
suspended until data is provided.
The following guidelines apply for addressing ductwork issues:
1. Central unit must be in operating condition.
2. Accessible ducts, connections and boots must be sealed with mastic.
3. Mastic should overlap joints a minimum of 2 inches.
4. Ducts located outside the conditioned space should be insulated.
A. Duct must be exposed for performing this activity and easily accessible.
B. Photo documentation should be put in the client file.
C. Not insulating the ducts should be justified by excessive costs.
D. Foil-faced insulation should be used.
E. Insulation must have an R-value of R-4 to R-11.
5. Any new duct installed must be insulated.
6. Repaired duct insulation must match the R-value of any existing insulation.
Priority Item #3 —Attic Insulation
The attic insulation guidelines regarding the R-value of insulation for dwellings are based upon the
climate zone. New or additional attic insulation will be installed to meet R38 in the northern and R-
30 in the central and southern climate zones. Attic insulation is an allowable measure for both site-
built and manufactured dwellings.
Note: Do not insulate over knob-and-tube wiring. Either build dams over the wiring or consider re-
wiring the knob-and-tube circuits. Health & Safety abatement funds may be utilized if installing
insulation.
The following activities are to be addressed prior to installing attic insulation:
1. all air sealing activities have been completed
2. electrical circuits have been checked and any exposed wires and connections are
sealed injunction boxes and the junction boxes are flagged
3. adequate attic ventilation is in place to provide 1 square foot of'attic venting for
every 300 sq ft of ceiling
A. half of the vent area should be installed low and half installed high to induce
good ventilation,
B. gable and soffit vents may be installed to ensure adequate natural air
exchange in the attic,
C. roof fans that vent through the soffit may be installed,
D. turbine vents are not an allowable measure. They may be removed (if not
operating) and gable or soffit vents installed (consider the feasibility of
21
cappin the base of the turbine instead of removing the whole unit down to
the root)
E. ridge vents are not an allowed measure.
4. When blown insulation is installed,at least one depth marker must be stapled to the rafters
5. Blocking installed to the height of insulation around the attic access opening
6. Blocking or v-board installed in front of soffit vents
7. Access hatch opening is weather stripped* (batt of R-19 insulation or 6 inch stryofoam
adhered to hatch attic side surface, consider installing a 3/ inch piece of plywood for hatch,
the added weight would assure good weather stripping seal
*Note: should be installed even if no insulation is installed if access is in a conditioned
living space.
8. New insulation to match existing insulation type.
9. Installers card attached to rafter and visible from access.
Roof Coating
At the recommendation of the Coordinator,manufactured homes may qualify to have an
elastomeric coating applied to the roof. Adequate preparation is required and the coating must
cover all conditioned living areas. The application should not require any walking on the roof.
Roof coating is not allowed for site-built metal roofs (based on product guidelines).
Priority Item 94 —Compact Fluorescent Lamps (CFLs)
On average, there are 6-12 lights in a dwelling that are on for more than one hour a day and should
be using compact fluorescent light bulbs.
Guidelines for changing out light bulbs are as follows:
1. Replace as many incandescent bulbs as possible within the expenditure limit of$100.
2. CFL should be sized approximately 1/3 of the wattage of the replaced incandescent lamp.
3. Maintain or moderately improve existing lighting levels only in the most occupied rooms.
4. Client is to be provided with the CFL Breakage and Disposal handout.
5. Local building codes must be adhered to when replacing any lighting fixtures.
6. Replacement of a broken or unsafe fixture may be considered a Health & Safety activity.
Priority Item #5—Smart Thermostat
For central heating/cooling systems, setback/smart thermostats can be cost effective for both
existing and new heating and cooling central units. However, proper use of the thermostat is
required.
The following guidelines apply:
1. An inspection of the central unit by a heating and cooling contractor must be
performed.
2. The thermostat may be installed on existing or new units.
3. The thermostat should be shown to the client and operation explained.
4. A tamper proof cover must be installed for households with children.
Priority Item 96 - Dense Pack Sidewalls
Dense-pack sidewall insulation can be one of the most cost-effective weatherization measures to be
addressed in single-family dwellings. All manufactured and wood constructed dwellings receiving
weatherization services should be evaluated to determine the need for this measure.
22
Cellulose is the preferred material for dense packing because of its high R-value and ability to fill
cracks and crevices within wall cavities. However, if using cellulose is an issue or concern with the
contractor, the state office should be contacted. A dwelling without a vapor barrier could possibly
develop moisture problems. Waivers may be granted.
Any agency unable to find a contractor to perform this measure must document the attempt to
provide these services(name of contractors, dates of contact, results). This documentation will be
reviewed during monitoring visits and may be requested at any time during an agreement year. The
state office should be contacted for additional directions or any questions.
Priority Item #7—Refriuerator
Metering the refrigerator for a 2 hour period will provide an estimation of the annual electricity
consumption however,the defrost cycle switch must be adjusted to prevent defrosting during
metering(photo documentation to show switch location and of meter reading must be in the client
file). Pre-1993 units can be replaced without metering as long as the year of manufacture is
documented.
The following guidelines apply to refrigerator replacement:
1. Photo documentation of the metering results must be in the client file.
2. Pre Work Order Agreement must state that the replaced unit must be removed from the
premises and disposed of properly.
3. No size or amenity upgrades are allowed.
4. No water or ice dispensers in the door are allowed.
5. No new water plumbing is allowed.
6. The cost must include delivery, installation and removal/disposal (max of$825).
7. Energy Star appliances should be used when possible.
8. The old unit must be decommissioned/de-manufactured and taken off of the grid.
9. Disposal can be charged to disposal fee line item on the BWR.
Priority Item #8 -- Floor Insulation
Both site-built and manufactured dwellings qualify. Dwellings to be weatherized in our climate
zone should have the exposed crawlspace floors insulated to R-11.
Priority Item #9 - Solar Window Screens & Film
The site plan drawing will indicate the percentage of shading of windows from roof overhang and
tree foliage located on the east, south and west side of the dwelling to be weatherized. If a window
does not receive more than 25% of sunlight, solar screens or window film would not be cost
effective. If solar screens are a recommended measure, client should be informed about reduction
of light into the dwelling prior to signing the Pre Work Order Agreement.
Measure Guidelines
Sun Screens Must be on the outside of the frame to allow for egress
Frame must be removable, not fixed to the wall
Installed only on the east, south and west wall windows
Cannot be installed inside of awning or jalousie windows
Must be fabric material only
Costs, labor& material, is based on local quotes
Window Films Must have a minimum of.045 shading coefficient
Must have a minimum 15 year warranty from the manufactur.-;r
Installation must comply with local codes
Mitigation (shatterproof) window film is allowed; however, the
23
I
cost should be cleared with the state office prior to proceeding
Cannot be installed on jalousie windows; however, is allowed on
awning windows
Installation must meet manufacturer instructions/specifications
Must be installed on the entire glass area
Must be neatly trimmed around edges and free of wrinkles, air
bubbles or puckers
A boarder of no less than 1/32 inch to no more than 1/8 inch must
be left between the film edge and the window frame
For both solar screens and window films, the client should register with the manufacturer,and a
copy of the registration should be placed in the client file.
Priority Item #10—Heating and Cooling Systems
The Coordinator determines the most cost effective and energy efficient way to assure that the
dwelling being weatherized will be capable of providing the household with a controlled
environment. Switching out an existing heating and/or cooling appliance with a new one may not
be the best option or even an allowable measure, i.e., un-vented combustible fuel space heaters.
Also,the condition of the dwelling or the size of the household may dictate that a different measure
be provided.
In situations where additional activities (beyond standard material and labor)are required for site
preparation of an installation, WAP funds may be applied. Use of these funds would be reported
separately on the BWR.
In all situations,the Coordinator will need to consider the dwelling condition,perform a cost
comparison of options to include manufacture recommendations for sizing, determine the most cost
effective approach, consider any fuel switching options, and cover planned activity in the PWOA
review with the client.
Central Units
Replacement of a furnace or a central heating and cooling unit is only allowed if recommended by
either the NEAT or MHEA.
General Guidelines for Central Heating& Cooling units:
1. The audit must be populated with all sized units.
2. The ductwork must have been inspected and tested to meet pressure pan guidelines.
3. The pressure pan test results must be recorded and place in the client file.
4. Exterior units should be installed level and on a base.
5. New units should have a Seer Rating of 13 or more.
6. New units must be installed by a certified contractor.
Note: Replacing a central unit when there is only one occupant in a dwelling may result in
increasing the energy usage and the unit not operating efficiently. Most likely the doors to
unoccupied rooms would be shut. Installing a window unit, closing off ducts and creating a smaller
conditioned living space may be a more cost effective and energy saving option.
Window Units
The Coordinator determines and documents the need for replacement of window units.
24
General Guidelines are as follows:
1. Photo documentation in the client file to show condition of existing unit.
2. Replacement unit must be appropriately sized (refer to manufactures sq. ft coverage for
maximum efficiency).
3. An upgrade to reverse cycle is allowed if heating source warrants replacement also.
4. If the dwelling has a single person occupancy, a window unit is allowed as an alternative to
central unit replacement, and creates a smaller conditioned living space.
If you install a window cooling unit and create a smaller conditioned living space by weather-
stripping the exterior and interior doors leading to the room, then installing a safe (low CO reading)
vented heater in the room would provide a temperature controlled environment. If no cooling unit
exists(or one that is deemed to be replaced)and the heater is un-vented (or vented but unsafe),
installing a reverse cycle window unit may be a viable option.
Unvented Space Heaters
Electric
DOE will not permit any weatherization work other than incidental repairs on electric space heaters.
The DOE does not encourage the use of electric space heaters because of the high cost of electricity
as compared to fossil fuels,the lower output ratings(size), and the risk of fire hazards, especially in
older homes.
Gas
A dwelling unit may not be weatherized if an un-vented gas or liquid fueled space heater will
remain as the primary heat source. This applies to natural gas, propane and kerosene fuels. Un-
vented gas or liquid-fueled space heaters may remain as a secondary heat source in single-family
dwellings. Installation of un-vented space heaters is not allowed, not even radiant-type heaters. If
client does not agree to the un-vented guidelines, services may be postponed. In this instance,
creating a ventilated, conditioned living space should be considered.
Any secondary un-vented combustible fueled space heater that remains must:
1. Comply with the International Residential Code and the International Fuel Gas Code.
2. Meet CO emission guidelines.
3. Not have an input rating in excess of 40,000 BTUs/hour;
4. Not be located in, or obtain combustion air from, sleeping rooms, bathrooms,toilet rooms,
or storage closets, unless:
A. In bathrooms they have an input rating of less that 6,000 BTUs/hour
B. In bedrooms they have an input rating of less that 10,000 BTUs/hour,and
C. For both of the above locations,they must be equipped with an oxygen depletion
sensing safety shut-off system, and the rooms must meet the required volume
criteria to provide adequate combustion air(venting).
WAP funds may only be used to replace the primary heating source. Replacement of unvented
space heaters to be used as the secondary heating source is not allowed.
Priority Item 911 —Water Heater Replacement
As listed under Required General Heat Waste Measures in this section,wrapping the water
heater and insulating the water lines must be done on every dwelling(site-built and manufactured)
receiving weatherization services. Any water line leaks must be fixed before insulating.
25
I
The water heater should be evaluated and these situations may warrant:a replacement:
1. The water heater unit has visible rust and/or is leaking water.
2. Temperature cannot be adjusted down (temperature exceeds 120 degrees indicating
possible calcium build-up on elements (more likely when water source is a well).
3. Water does not heat up to 120 degrees.
4. Unit never turns off(electrical problem or calcium build-up).
5. Unit does not work.
Replacement is contingent upon available funding after all other required and priority list measures
are addressed. The state office will consider installation of tankless water heating units. A cost
comparison and literature about the unit must be submitted to the Department for review and
approval before installation occurs.
The following guidelines apply when a water heater is replaced:
1. Electric tank water heaters must be replaced with heat pump water heaters.
2. Household should have a minimum of three persons.
3. Replacement cost is limited to $1,500.
4. Replacement water heater should have a warranty of at least 10 years.
5. Factory insulation of R-11.5 minimum.
6. Must include a drip pan.
7. Must be the same size as the existing unit.
8. Must include pressure relief valve plumbing that drains into drip pan or container.
9. Must be plumbed through adjacent exterior wall (less than 5 ft.) if concrete floor,or
through floor if crawlspace.
11. If the home does not have air conditioning, the water heater must be installed in an exterior
closet or unconditioned space. The water heater requires protection from the elements. If
the home has air conditioning, the water heater can be installed in conditioned or
unconditioned space.
10. Check for the presence of polybutylene piping(replacement would be an allowable Health
and Safety measure—within the $600 limit).
If the water heater is not replaced,the following guidelines are recommended:
1. If no drip pan exists, provide a container next to the water heater(minimum one gallon),
and an overflow line to extend 2" below top of container.
2. Plumb through adjacent exterior wall (less than 5ft.) if concrete floor,or through floor if
crawlspace, or into an existing drain line.
SECTION X—Final Inspection and Testing
When all of the work has been completed on the dwelling,the final blower door test and any other
required diagnostic tests(CO, pressure pan, etc.) are performed. Testing data will be recorded in
the PLAT and BWR. Work must comply with program guidelines and where applicable, local
building codes.
Final Blower Door Test-If the targeted blower door reading is not reached, a written justification
as to why the targeted reading was not met must be submitted when the dwelling is included for
reimbursement. Additional photo documentation may be requested and the reimbursement process
will be held up until received.
26
Final Infrared Camera Evaluation - With the blower door running, repeat the interior evaluation,
and especially focus on any items revealed in the testing phase. Each Priority List measure
addressed should be checked for heat/cooling loss reduction and pertinent photographs included in
the client file. A walk through review of the work with the client is then performed and the client
and Coordinator will sign the BWR.
If a client will not sign the BWR, and the situation causing the client's dissent cannot be rectified,
the state consultant should be contacted immediately. Then a certified letter stating the position of
the City, referencing program guidelines as applicable,will be sent to the client, along with a
request that the BWR be signed and returned within two weeks. A copy of the letter should be sent
to the state consultant. Clients should have been provided with a copy of the grievance policy when
applying for program services and can respond appropriately in writing if in disagreement.
The signed BWR will constitute a completed dwelling. This dwelling is then eligible to be included
in that month's Financial Status Report production to be submitted to the Department by the 10th of
the following month.
27
APPENDIX A
Candidate Measures
NEAT
Attic Insulation R-30
Attic Insulation R-38
Floor Insulation R-19
Wall Insulation
Furnace Tune-up
Replace Heating System
High Efficiency Furnace
Tune A/C
Replace A/C
Replace Heat Pump
Refrigerator Replacement
MHEA
Wall Cellulose Loose Insulation
Wall Cellulose Loose Insulation in Addition
Replace Heating System
Tune Heating System
Tune Cooling System
Replace DX Cooling Equipment-All Types of Cooling Units
Refrigerator Replacement
28
APPENDIX B
Client File Documentation
1. Client Intake Form: completed; signed and dated by the client
2. Client Selection (Priority) Criteria Form
3. Copy of the Complaint/Appeal Procedures Form signed and dated by the client
4. Copies of Social Security Cards for all household members with all but last four
digits covered up
5. Copy of photo ID for applicant: drivers license or State ID card
6. Income documentation (for past twelve months): Total for all household members
7. Documentation of ownership or signed landlord agreement form
8. Utility Bill prior to work being done and 6 months after work completed
9. Inspection Data and Results
A. Copy of NEAT or MHEA (date follows date on Client Intake Fonn)
B. Priority List Assessment and Testing (PLAT-07) package
i. Household Pollution Survey Data Sheet
ii. House site plan
10. Copy of Pre Work Order Agreement: signed and dated by client and inspector
A. Include all required measures or documents in file
B. Include all Priority List measures to be addressed
11. Building Work Report (BWR)
A. Signed and dated by Client & Coordinator/Inspector
B. All required measures addressed (notation whether completed or not)
C. Blower door dates and readings
D. Pre and Post monoxor readings (or"No Gas" in comments section)
E. MBTUs (from Audit recommended heating/cooling units and refrigerators)
F. Air infiltration maximum allowed by Priority List; and total spent
G. Documentation of incidental expenses
12. Copy of invoices and payment vouchers separated by program
13. Copies of any approved waivers from state consultant
14. Copies of any permits issued for the work being completed
29
APPENDIX C
Client File SetUp
The client file should be organized for easy reference. The recommended set-up is divided into the
following sections:
SECTION 1 —all information pertaining to the client qualification documentation, items I - 8 on
the previous page, i.e., income, dwelling ownership, landlord agreement,prioritization for receiving
service(scoring), signed client intake form.
SECTION 2—WAP Section: PLAT, Pre-Work Order Agreement,invoices for all materials and
labor charged to the program—separated by program, copy of purchase orders or checks issued for
payment, NEAT/MHEA audit printout when used, completed(all sections)and signed BWR. Also,
copies of building permits.
30
APPENDIX D
Forms List
Hardcopy forms for administering and reporting on the Weatherization Assistance Program are
provided in this section. Electronic copies are available from the State office.
Building Work Report(BWR): Complete this form for all dwellings served indicating appropriate
measures with charges. Ensure that the form is signed and dated by the client and your staff
person. Retain the form in your client file for monitoring review.
Client Intake Form (CIF-07): Complete this form for all program applicants. Ensure that the form
is signed and dated by the applicant. Use information from the form to prioritize your waiting list.
A copy of this form should be electronically submitted with each program BWR.
Energy Conservation Tips: Provide a copy of this flyer to all prograrn participants. You may also
post this flyer in your client waiting area.
Landlord Agreement Form (LA-04) and Permission to Enter Premises (PEP-04) Form: These
forms are required for renter dwellings served and are placed in the client files for monitoring
review.
Pre-Work Order Agreement(PWOA-08): This form is required for all dwellings served and
reflects all work to be completed on the dwelling. Items listed will be reflected on the BWR.
Ensure that the form is signed and dated by the client and your staff person. Retain the form in
your client file for monitoring review.
Priority List Assessment and Testing(PLAT-08): Evaluation data collection package of forms that
must be completed for each dwelling receiving WAP activities
Success Story Report: Complete this report as often as your program experiences success. This
report must be submitted at least twice during the program year and is due on April 15th and
October 15th.
Semi Annual Leveraging Report: Complete this report twice during the program year to reflect
leveraging efforts and successes. This report is due on April 15th and October 15th.
RAP Household Quarterly Report: Complete this report for each quarter of your contract year.
Quarterly due dates are as follows:
1 st Quarter Report(October 1 through December 31) is due January 21 st
2nd Quarter Report(January 1 through March 31) is due April 21 st
3rd Quarter Report(April 1 through June 30 is due July 21st
4th Quarter Report(July 1 through September 30) is due October 21st
I
31