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HomeMy WebLinkAboutC16-080 Colorado Low Income Energy Assistance Program MOUMEMORANDUM OF UNDERSTAI\DING BETWEEN EAGLE COUNTY COLORADO AND THE STATE OF COLORADO FOR THE STATE OF COLORADO LOW INCOME ENERGY ASSISTANCE PROGRAM This MEMORANDUM OF UNDERSTANDING (hereinafter "MOU") is hereby entered into by and bglyeen Eagle Cgynty, Colorado, a body corporate and politic, and the State of Colorado, this'df day of ll[&& ,20t6. WHEREAS, the State of Colorado (the "State") administers the Low-income Energy Assistance Program ("LEAP"), a federally funded program designed to help eligible low-income households with winter home heating costs from November I - April 30 of each year; and WHEREAS, Eagle County (the "County'') receives an allocation from the State for administration of the LEAP program in the County; and WHEREAS, Eagle County's LEAP program was previously administered by Discover Goodwill of Southem Western Colorado; and WHEREAS, the State will issue a request for proposals ("RFP") to secure a contractor to administer the LEAP program on a state-wide basis on behalf of participating counties; and WHEREAS, the parties desire to enter into this Memorandum of Understanding ("MOU") to confirm the County's desire to participate in the state -wide administration of the LEAP program by a contractor selected by the State for such purpose. NOW THEREFORE, in consideration of the mutual rights and obligations as set forth below, the parties agree to the following: I. CDHS/LEAP Responsibilities 1. State LEAP will elicit county commitment through this Memorandum of Understanding for county participation in the state-wide administration of LEAP by a contractor selected for such purpose. 2. State LEAP will publish an RFP for a contractor to administer LEAP for participating counties in Colorado. 3. State LEAP will secure a contract (the "Agreement") with the entity selected through the RFP process (the "Contractor"). State LEAP shall make all payments due to Contractor under the Agreement for performance of services on behalf of participating counties. Compensation for the Contractor's services under the Agreement on behalf of Eagle Ea gle County Csmmtsstd;m;fi;; C16-080 County shall not exceed the amount of Eagle County's 2016 State LEAP Allocation for LEAP program administration. 4. State LEAP will coordinate the change from county self-administration of LEAP to administration by the Contractor and shall serve as a liaison between the Contractor and all stakeholders including OIT, eCallogy (Heat Help), Energy Outreach Colorado, the Bawmann Group (LEAP Ad Campaign), CDHS Settlement Accounting (for CFMS issues), etc. 5. State LEAP will provide all training for Contractor and will further provide all materials necessary for Contractor's administration of LEAP. 6. State LEAP will work with Contractor to make certain that annual mass mailing of LEAP applications is coordinated effi ciently. 7. State LEAP staff will be available to assist with all Contractor questions. II. Contractor Responsibilities 1. Contractor will work closely with State LEAP staff in implementing the new Agreement. 2. Contractor will submit monthly detailed invoices to State LEAP for payment of Contractor's services under the Agreement. 3. Contractor will participate in LEAP stakeholder meetings. 4. Contractor will coordinate with other LEAP contractors, such as eCallogy, Bawmann Group, Energy Outreach Colorado, etc. in administration of LEAP on behalf of participating counties. 5. Contractor will have the capacity to process all LEAP applications in a timely manner. 6. Contractor will have a team that will answer LEAP client inquires and assist them as needed. 7. Contractor will have the equipment necessary to process LEAP applications in a timely manner. 8. Contractor shall have access to the LEAP system for all technicians. 9. Contractor will have the ability to train its staff beyond the State offered pre-season LEAP training. 10. Contractor shall follow all rules, policies and procedures outlined by State LEAP and any other state or federal law applicable to LEAP and the Agreement. 11. Conhactor shall coordinate with LEAP vendors, as necessary, on behalf of LEAP clients. III. County Responsibilities 1.Eagle County will inform the State LEAP office whether the County intends to self- administer LEAP or participate in the administration of LEAP by the Contractor. At the end of the first year of the Agreement between State LEAP and the Contractor, Eagle County shall inform the State LEAP office if it intends to discontinue use of the Contractor and assume administration of LEAP at the county level. 2. aJ. 4. 5. 1. Eagle County will maintain a county presence for LEAP. This may be accomplished by utilizing Outreach funds in order to assist with LEAP in the community. Outreach duties may include faxing LEAP applications, making copies, providing applications, assist in emergencies, etc. Eagle County will work with CDHS Settlement Accounting to confirm the County will do 100% Time Reporting so that Random Moment Sampling (RMS) does not hit LEAP Administration. Eagle County will not enter any LEAP Administration charges in the Colorado Financial Management System (CFMS). Eagle County shall not be responsible for any payments due to Contractor for Contractor's performance of services on behalf of Eagle County under the Agreement. Terms of Understanding The parties acknowledge that Eagle County's 2016 State LEAP Allocation for program administration will not be paid to Eagle County. Instead, State LEAP will pay Eagle County's 2016 State LEAP Allocation directly to the Contractor as payment for Contractor's administration of LEAP on behalf of Eagle County. The term of this MOU is for a period of one year from the effective date and may be extended for additional one-year periods upon written mutual agreement of the parties. This MOU is not intended to create any agency or employment relationships between the parties hereto. 4. This MOU and the parties' conduct hereunder shall be subject to local, state and federal laws and regulations. Nothing contained herein shall be construed as a waiver by any party of any immunity at law including immunity granted under the Colorado Governmental Immunities Act. No modification or waiver of this MOU or of any covenant, condition, or provision herein contained shall be valid unless in writing and duly executed by the party to be charged therewith. The LEAP program is federally funded and is contingent upon the continued availability of those funds. If the program funding is decreased, terminated, or becomes unavailable, then the payment due to Contractor under the Agreement for services performed on behalf of Eagle County shall be decreased or terminated, accordingly. Total annual funding for the LEAP program can vary each year and is contingent upon allocation of funds by the Federal and State of Colorado governments for Eagle County. IV. 2. aJ. 5. 6. 7. IREMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]