of MAC Pt. 20, Ch. 1, R. 20.1
Weatherization Assistance Program (WAP) State Plan
Cite as of Miss. Admin. Code Pt. 20, Ch. 1, R. 20.1
Weatherization Assistance Program (WAP) State Plan
Source: Miss Code Annotated 43-1-2.
BIL Weatherization Assistance Program (WAP) – 2022 DOE WX BIL – Draft Final
Application for Federal Assistance SF-424
Type of Submission:
Pre-application
Application
Changed/Corrected Application
Type of Application:
New
Continuation
Revision
Grantee:
State of Mississippi
EIN:
64-6000807
Organizational DUNS:
809399918
Catalog of Federal Domestic Assistance Number: 81.042
Federal Award Identifier: DE-EE0009911
Address:
Mississippi Department of Human Services
Division of Community Services
Post Office Box 352
USA
Jackson, Mississippi 39205
601-359-4457
Name and contact of Person to be contacted on matters involving this application:
Mr. Robert Gilmon Anderson
Executive Director
Mississippi Department of Human Services
601-359-4457
robert.anderson@mdhs.ms.gov
71 | P a g e
Name of Federal Agency:
U.S. Department of Energy
Congressional District of:
Mississippi Congressional District 02
Proposed Project:
Start Date: 07/01/2022 End Date: 06/30/2027
Estimated Funding:
Federal
$28,078,986
Applicant
$0.00
State
$0.00
Local
$0.00
Other
$0.00
Program Income $0.00
Total
$28,078,986
Is Application subject to review by State Under Executive Order 12372 Process?
a. This application was made available to the State under the Executive Order 12372 Process for
review on:
b. Program is subject to E.O. 12372 but has been selected by the State for review.
c. Program is not covered by E.O. 12372
Is applicant Delinquent on any federal debt? (If yes, provide explanation)
No
By signing this application, I certify (1) to the statements contained in the list of certifications**
and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also
provide the required assurances** and agree to comply with any resulting terms if I accept an award. I
am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil,
or administrative penalties. (U.S. code Title 218, Section 1001)
I agree
** The list of certifications and assurances, or an internet site where you may obtain this list, is
contained in the announcement or agency specific instructions.
Authorized Representative:
Mr. Robert Gilmon Anderson
Executive Director
Mississippi Department of Human Services
601-359-4457
robert.anderson@mdhs.ms.gov
72 | P a g e
Table of Contents
I.
BIL OVERVIEW
I.1 Introduction
II.
APPLICATION FOR FEDERAL ASSISTANCE - STANDARD FORM 424 III.
III.
BIL BUDGET
III.1 SF 424A Budget Preparation
III.2 Budget Categories - Section B
III.3 Budget Justification
III.4 Carryover Explanation
III.5 Reprogramming Training and Technical Assistance Funds
IV. BIL ANNUAL FILE
IV.1 Subgrantees
IV.2 BIL WAP Production Schedule
IV.3 Energy Savings
IV.4 DOE-Funded Leveraging Activities
IV.5 Policy Advisory Council Members
IV.6 State Plan Hearings and Transcripts
IV.7 Miscellaneous
V. BIL MASTER FILE
V.1
Eligibility
V.1.1 Approach to Determining Client Eligibility
V.1.2 Approach to Determining Building Eligibility
V.1.3 Definition of Children
V.1.4 Approach with Tribal Organizations
V.2
Selection of Areas to be served
V.3
Priorities
V.4 Climatic Conditions
V.5 Type of Weatherization Work to be Done
V.5.1 Technical Guides and Materials
V.5.2 Energy Audit Procedures
V.5.3 Final Inspection
V.6 Weatherization Analysis of Effectiveness
V.7 Health and Safety
V.8 Program Management
73 | P a g e
V.8.1 Overview and Organization
V.8.2 Administrative Expenditure Limits
V.8.3 Monitoring Activities
V.8.4 Training & Technical Assistance Approach and Activities
V.9 Energy Crisis and Disaster Plan
VI.
BIL FEDERAL FINANCIAL REGULATIONS
VI.1 DOE Financial Assistance Rules
VI.2 OMB Cost Principles
VI.3 Financial Audits
VI.4 Reporting Requirements
I.
OVERVIEW
I.1 INTRODUCTION
This is the PY2022 Mississippi Bipartisan Infrastructure Law (BIL) Weatherization Assistance
Program (WAP) State Plan. The effective dates for PY2022 BIL WAP are July 1, 2022 through
June 30, 2027. The Mississippi Department of Human Services, Division of Community Services
is the State administrative authority for the BIL Weatherization Assistance Program. A network
of Six (6) community action agencies delivers energy efficiency solutions for every county. Since
the inception, WAP has reduced energy costs for thousands of Mississippi’s households. The
primary purpose of this program is energy efficiency.
II.
APPLICATION FOR FEDERAL ASSISTANCE - STANDARD FORM 424
III.
BIL BUDGET
III.1 SF 424A Budget Preparation
III.2 Budget Categories - Section B
III.3 Budget Justification
III.4 Carryover Explanation
74 | P a g e
III.1 DOE F 4600.4
U.S. Department of Energy
Federal Assistance Budget Information
OMB Burden Disclosure Statement
OMB Control No.
1910-0400
(04-94)
Replaces EIA-459C
All Other Editions Are Obsolete
Public reporting burden for this collection of information is estimated to average 1.87 hours per response, including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden
estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to Office of Information Resources Management
Policy, Plans and Oversight, Records Management Division, HR-422 - GTN, Paperwork Reduction Project (1910-0400), U.S. Department of Energy, 1000
Independence Avenue, S.W., Washington, DC 20585; and to the Office of Management and Budget (OMB), Paperwork Reduction Project (1910-0400), Washington,
DC 20503.
1. Program/Project Identification No.
EE0009996
2. Program/Project Title
BIL Weatherization Assistance for Low-Income Persons 2022
3. Name and Address
State of Mississippi
Division of Community Services
Post Office Box 352
750 North State Street
Jackson, Mississippi 39202
4. Program/Project Start Date:
July 1, 2022
5. Completion Date: June 30, 2027
SECTION A – BUDGET SUMMARY
Grant Program Function
Or
Activity
(a)
Federal Catalog
No.
(b)
Estimated Unobligated
Funds
New or Revised Budget
Federal
(c)
Non-
Federal
(d)
Federal
(e)
Non-
Federal
(f)
Total
(g)
2022 BIL WAP
81.042
$28,078,986
$28,078,986
6. TOTALS
$28,078,986
$28,078,986
SECTION B – BUDGET CATEGORIES
OBJECT CLASS
CATEGORIES
GRANT PROGRAM, FUNCTION OR ACTIVITY
TOTAL
(1)
Grantee
Administration
(2)
Subgrantee
Administration
(3) Grantee
T &TA
(4)
Subgantee
T &TA
(5)
a. Personnel
$736,783
$551,402
$1,288,185
b. Fringe Benefits
$184,564
$138,126
$322,690
c. Travel
$396,477
$600,000
$996,477
d. Equipment
$80,000
$80,000
e. Supplies
$34,917
$115,000
$149,917
f. Contractual
$24,760
$2,807,899
$451,350
$2,961,570
$25,178,100
g. Construction
h. Others
i. Total Direct Charges
$1,377,501
$2,807,899
$1,935,878
$2,961,570
$28,015,369
j. Indirect Charges
$26,448
$37,169
$63,617
k. Totals
$1,403,949
$2,807,899
$1,973,047
$2,961,570
$28,078,986
7. Program Income
75 | P a g e
III.2 DOE F 4600.4
U.S. Department of Energy
Federal Assistance Budget Information
OMB Burden Disclosure Statement
OMB Control No.
1910-0400
(04-94) Replaces EIA-459C
All Other Editions Are Obsolete
Public reporting burden for this collection of information is estimated to average 1.87 hours per response, including the time for reviewing instructions, searching existing
data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or
any other aspect of this collection of information, including suggestions for reducing this burden, to Office of Information Resources Management Policy, Plans and
Oversight, Records Management Division, HR-422 - GTN, Paperwork Reduction Project (1910-0400), U.S. Department of Energy, 1000 Independence Avenue, S.W.,
Washington, DC 20585; and to the Office of Management and Budget (OMB), Paperwork Reduction Project (1910-0400), Washington, DC 20503.
1. Program/Project Identification No.
EE0009996
2. Program/Project Title
BIL Weatherization Assistance for Low-Income Persons 2022
3. Name and Address
State of Mississippi
Division of Community Services
Post Office Box 352
750 North State Street
Jackson, Mississippi 39202
4. Program/Project Start Date:
July 1, 2022
5. Completion Date: June 30, 2027
SECTION A – BUDGET SUMMARY
Grant Program Function
Or
Activity
(a)
Federal Catalog
No.
(b)
Estimated Unobligated
Funds
New or Revised Budget
Federal
(c)
Non-
Federal
(d)
Federal
(e)
Non-
Federal
(f)
Total
(g)
2022 BIL WAP
81.042
$28,078,986
$28,078,986
6. TOTALS
$28,078,986
$28,078,986
SECTION B – BUDGET CATEGORIES
OBJECT CLASS CATEGORIES
GRANT PROGRAM, FUNCTION OR ACTIVITY
TOTAL
(1)
Programs
Operations
(2)
Health and
Safety
(3) Vehicles and
Equipment
(4)
Liability
Insurance
(5)
a. Personnel
b. Fringe Benefits
c. Travel
d. Equipment
e. Supplies
f. Contractual
$15,593,028
$2,751,711
$374,382
g. Construction
h. Others
i. Total Direct Charges
$15,593,028
$2,751,711
$374,382
j. Indirect Charges
k. Totals
$15,593,028
$2,751,711
$374,382
7. Program Income
76 | P a g e
III.3
DOE F 4600.4
U.S. Department of Energy
Federal Assistance Budget Information
OMB Burden Disclosure Statement
OMB Control No.
1910-0400
(04-94) Replaces EIA-459C
All Other Editions Are Obsolete
Public reporting burden for this collection of information is estimated to average 1.87 hours per response, including the time for reviewing instructions, searching existing
data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or
any other aspect of this collection of information, including suggestions for reducing this burden, to Office of Information Resources Management Policy, Plans and
Oversight, Records Management Division, HR-422 - GTN, Paperwork Reduction Project (1910-0400), U.S. Department of Energy, 1000 Independence Avenue, S.W.,
Washington, DC 20585; and to the Office of Management and Budget (OMB), Paperwork Reduction Project (1910-0400), Washington, DC 20503.
1. Program/Project Identification No.
EE0009996
2. Program/Project Title
BIL Weatherization Assistance for Low-Income Persons 2022
3. Name and Address
State of Mississippi
Division of Community Services
Post Office Box 352
750 North State Street
Jackson, Mississippi 39202
4. Program/Project Start Date:
July 1, 2022
5. Completion Date: June 30, 2027
SECTION A – BUDGET SUMMARY
Grant Program Function
Or
Activity
(a)
Federal Catalog
No.
(b)
Estimated Unobligated
Funds
New or Revised Budget
Federal
(c)
Non-
Federal
(d)
Federal
(e)
Non-
Federal
(f)
Total
(g)
2022 BIL WAP
81.042
$2,034,117
$2,034,117
6. TOTALS
$2,034,117
$2,034,117
SECTION B – BUDGET CATEGORIES
OBJECT CLASS
CATEGORIES
GRANT PROGRAM, FUNCTION OR ACTIVITY
TOTAL
(1)
Leveraging
(2)
Financial
Audit
(3)
(4)
(5)
a. Personnel
b. Fringe Benefits
c. Travel
d. Equipment
e. Supplies
f. Contractual
$213,400
g. Construction
h. Others
i. Total Direct Charges
$213,400
j. Indirect Charges
k. Totals
$213,400
7. Program Income
77 | P a g e
BUDGET EXPLANATION PAGE
2022 DOE BIL WEATHERIZATION ASSISTANCE PROGRAM - $28,078,986.00
GRANTEE ADMINISTRATION- $1,403,949.00
A.
PERSONNEL - $736,782.90 = ($736,783.00)
The title, duties, annual salary range, amount of compensation to be paid and the approximate
percentage of time that each staff person will devote to the DOE Weatherization Program are listed
below:
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Office
$83,430.00
5%
$4,171.50
4 years
$16,686.00
Director
($4,171.50/12 mos. = $347.63 x 2 mos.= --------------→)
$ 695.26
$17,381.26
Duties: -Approving contracts with all subgrantees
-Approving all correspondence to subgrantees and the Federal funding source.
-Ensuring that the state application is submitted to the Federal grant/or agency timely and
in
compliance with the applicable Federal regulations.
*The portion of staff salaries not paid by DOE are covered by other funds (CSBG,
LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this grant
award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Staff Officer I
$56,345.82
50% $28,172.91
4 years
$112,691.64
(Program Spec.
($28,172.91/12 mos. = $2,347.74 x 2 mos. = -----------→) $ 4,695.48
Team Leader)
$117,387.12
Duties: -Assisting in preparing the state application
-Coordinate activities between the state and DOE
-Soliciting, reviewing and negotiating contracts with subgrantees
-Providing technical assistance training to subgrantees.
-Ensure that subgrantees comply with program regulations
*The portion of staff salaries not paid by DOE are covered by other funds (CSBG,
LIHEAP).
78 | P a g e
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Branch Director II $51,693.41
50% $25,846.71
4 years
$103,386.84
(Prog. Spec. IV)
($25,846.71/12 mos. = $2,153.89 x 2 mos. = -----------→) $ 4,307.78
$107,694.62
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $33,600.00
100% $33,600.00
5 years
$168,000.00
II (formerly SPO III)
Duties: -Assisting in preparing the state application and NOFAs
-Coordinate activities between the state and DOE
-Providing technical assistance training to subgrantees.
-Soliciting, reviewing, and negotiating contracts with subgrantees.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
79 | P a g e
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $43,509.31
50% $21,754.66
5 years
$108,773.30
III (formerly SPO IV)
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $43,509.31
50% $21,754.66
5 years
$108,773.30
III (formerly SPO IV)
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $43,509.31
50% $21,754.66
5 years
$108,773.30
III (formerly SPO IV)
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
80 | P a g e
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
B.
FRINGE BENEFITS - $184,564.00
Fringe benefits charged to the grant will be the employer's share of Social Security,
unemployment insurance, workers' compensation, retirement, and health insurance. Fringe
benefits will total approximately 25.05 percent of staff salaries.
$736,782.90 X 25.05% = $184,564.12 = ($184,564.00)
C.
TRAVEL - $396,477.00
To carry out the objectives of the Weatherization program, local travel and out-of-state travel
will be required. All travel incurred will be consistent with the State's reimbursement policy and
the estimated expenses are based on past trips of a similar nature and airline ticket rates.
1.
In-State - $229,137.00 (for PAGE—30 trips at $1,527.58 cost per trip x 5 yrs.)
It is estimated that two or more administrative related trips will be made to each
subgrantee by the weatherization and fiscal staff. These trips are in privately owned
automobiles from Jackson, Mississippi to subgrantees reimbursed at .585 cents per mile
X 254,596.58 miles = $148,939.00. Lodging, meals, and incidental expenses =
$80,198.00.
2.
Out-of-State - $167,340.00
It is anticipated that the Department of Energy (DOE) will conduct a meeting during this program
period 2022 - 2027. A round trip from Jackson, Mississippi to destination chosen by DOE,
including airfare, overnight lodging, meals, local transportation, and incidental expenses, is
estimated at $2,789.00 per person attending the meeting.
$2,789 X 10 meetings X 6 persons = $167,340.00
The estimated expenses per trip are itemized as follows:
Registration - $500
81 | P a g e
Airfare - $675
Local/Taxi - $ 40
Subsistence, Lodging & Incidental - $1,574
D.
EQUIPMENT - $-0-
DCS is not requesting funding for equipment at this time to be used toward the purchase of
equipment for the Weatherization administrative staff. Estimates are based on prior
expenditures:
E.
SUPPLIES AND MATERIALS - $34,917.00
General office supplies and materials to carry out the program based on historical cost for items
of paper, pens, calculator tape and ribbons, and other necessary items for day-to-day operational
needs (to include a Desktop Computer and Laptop having an initial cost of less than $5,000 per
DOE guidance). It is estimated that $34,917.00 will be needed.
F.
CONTRACTUAL SERVICES - $24,726,750.00
1.
Other Than Subgrantee Awards - $24,760.00
General operating expenses to carry out the program will be required. These expenses
will include telephone, postage, office rent, and equipment rent and repair, and are
estimated as follows:
Telephone @ $10,435
Postage @ $3,000
Office Rent @ $9,437.56/month X 60 mos. = $566,253.60 X 2% = $11,325.07
($11,325.00)
2.
Subgrant Awards- $24,701,990.00
These subgrantee funds will be subcontracted to six (6) Community Action Agencies
and/or Human Resource Agencies (reference State Application and State Plan Data
Sheet).
Subgrantee Administration
$ 2,807,899
Program Operations
$ 15,593,028
Health and Safety
$ 2,751,711
Financial Audits
$ 213,400
Liability Insurance
$ 374,382
Subgrantee T&TA Awards
$ 2,961,570
82 | P a g e
A. In-State- $66,040.00 (PAGE-$2,063.75 x 32 trips= $66,040.00)
It is estimated that at least two T&TA trips will be made by subgrantee staff
to designated training sites. Subgrantees will be reimbursed at .585 cents per
mile.
Estimated 64,170.94 miles x .585 cents = $37,540.00
Lodging, meals, incidentals estimated at $28,500.00
B. Out-of-State - $86,940.00
It is anticipated that a meeting/training for subgrantees scheduled by the
Department of Energy during Program Year 2022-2023 to update state
on changes and on-going issues. Estimated travel expenses for DOE
training or conferences are as follows:
$2,415.00 x 2 meetings x 18 persons = $86,940.00
The estimated expenses are itemized as follows:
Registration
-$500
Airfare
-$575
Local/Taxi
-$ 40
Subsistence, Lodging & Incidental -$1,300
C. Weatherization Equipment - $39,900.00
DCS is requesting to use some of the T&TA funds in the amount of $39,900.00 for
Subgrantees to purchase new weatherization equipment to replace old equipment
that is not working or not working properly.
NOTE: Only 10 percent will be set aside for Subgrantee administration based on limited
funding available.
G.
INDIRECT COST - Replaced with a cost allocation plan (previously submitted).
MDHS has a cost allocation plan approved through DHHS; whereas, each division within the
department is charged for administrative services. DOE’s administrative costs are allocated
through the cost allocation process at rate of 1.92%. The estimated amount for Program Period
2022 - 2027 is $26,448.02 = ($26,448.00)
83 | P a g e
BUDGET EXPLANATION
GRANTEE TRAINING AND TECHNICAL ASSISTANCE - $1,973,047.00
A.
PERSONNEL - $551,401.64 = ($551,402.00)
The title, annual salary range, amount of compensation to be paid and the approximate
percentage of time that each staff person will devote to the DOE Weatherization Training and
Technical Assistance Program are listed below:
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Staff Officer I $56,345.82
50% $28,172.91
4 years
$112,691.64
(Program Spec.($28,172.91/12 mos. = $2,347.74 x 2 mos. = -----------→) $ 4,695.48
Team Leader)
$117,387.12
Duties: -Assisting in preparing the state application
-Coordinate activities between the state and DOE
-Soliciting, reviewing and negotiating contracts with subgrantees
-Providing technical assistance training to subgrantees.
-Ensure that subgrantees comply with program regulations
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Branch Director II $51,693.41
50% $25,846.71
4 years
$103,386.84
(Prog. Spec. IV)
($25,846.71/12 mos. = $2,153.89 x 2 mos. = -----------→) $ 4,307.78
$107,694.62
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds (CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
84 | P a g e
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $43,509.31
50% $21,754.66
5 years
$108,773.30
III (formerly SPO IV)
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $43,509.31
50% $21,754.66
5 years
$108,773.30
III (formerly SPO IV)
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
Title of
Annual
% of Annual
Number of
To Be Paid
Position
Salary Range
Time Total
Years/Mos.
From Budget
Program Specialist $43,509.31
50% $21,754.66
5 years
$108,773.30
III (formerly SPO IV)
Duties: -Soliciting, reviewing, and negotiating contracts with subgrantees.
-Processing subgrantees' close-out packages.
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-Ensuring that subgrants and subgrantees comply with program
regulations.
-Reviewing statistical data.
-Responding to correspondence as required.
*The portion of staff salaries not paid by DOE are covered by other funds
(CSBG, LIHEAP).
*Staff is expected to receive annual raises throughout the program period of this
grant award.
B.
FRINGE BENEFITS - $138,126.00
Fringe benefits charged to the grant will be the employer's share of Social Security,
unemployment insurance, workers' compensation, retirement, and health insurance. Fringe
benefits will total approximately 25.05 percent of staff salaries.
$551,401.64 X 25.05% = $138,126.11 = ($138,126.00)
C.
TRAVEL - $600,000.00
All travel incurred will be consistent with the State's reimbursement policy and the estimated
expenses are based on past trips of a similar nature and airline ticket rates.
The following breakdown is based on past expenditures incurred in operating the program.
1.
In-State - $460,550.00
It is estimated that at least four training or technical assistance and monitoring trips will
be made to each subgrantee by the weatherization staff. These trips will be made via
vans purchased or in privately owned automobiles from Jackson, Mississippi to various
subgrantees and reimbursed at .585 cents per mile.
22,119 miles X $.585 x 24 trips = $310,550.00
Lodging, meals, and incidental expenses estimated = $150,000.00
2.
Out-of-State - $139,450.00
It is anticipated that a meeting/training for State WX staff and subgrantees scheduled by
the Department of Energy during Program Period 2022 - 2027 to update states on
changes and on-going issues. Estimated travel expenses for DOE training or conference
are as follows:
$2,789 X 10 meetings X 5 persons = $139,450.00
(for PAGE-cost of trip x # of trips----$2,789 x 50= $139,450.00)
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The estimated expense are itemized as follows:
Registration -$500
Airfare -$675
Local/Taxi -$ 40
Subsistence, Lodging & Incidental - $1,574
D.
EQUIPMENT - $ 80,000.00
DCS is requesting funding for 2 vans to be used in the field for Weatherization Grantee staff.
All vehicles/equipment will be used for training of weatherization subgrantees, in office and field
trainings and T&TA Reviews. Estimates expenditures: $40,000.00 X 2 Vans = $80,000.00.
E.
TRAINING SUPPLIES AND MATERIALS - $115,000.00
1.
Training supplies and printing for the weatherization staff will be necessary in
order to develop training materials for subgrantees (as well as purchase portable
combustion analyzers and blower doors having an initial cost of less than $5,000
per DOE guidance). Based on prior expenditures, it is estimated that
$100,000.00 will be needed.
2.
Maintenance of 2 Vans to include oil changes, gasoline, road hazards, etc.
estimated at $15,000.00.
F.
CONTRACTUAL SERVICES - $451,350.00
Telephone and postage expenses are necessary to provide continuous monitoring,
training, and technical assistance to subgrantees; also, other general operating expenses
will be required. The expenses are estimated as follows:
Telephone @ $4,500
Advertisement, Dues & Postage @ $7,500
MDHS generally contracts with hotels, consultants or other training facilities to provide
training rooms and other services for our seminars. It is estimated that $364,350.00 will
be needed to cover these expenses for accommodations of all subgrantee staff in
attendance.
Both programmatic and fiscal monitoring will be conducted by the Office of Monitoring,
a division within the Mississippi Department of Human Services. The Division of
Community Services will be paying the Office of Monitoring an estimated amount of
$75,000 for performing the required monitoring services.
G.
INDIRECT COST -Mississippi Department of Human Services has a U.S. Department of
Health and Human Services approved cost allocation plan; whereas, each division within this
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department is charged for administrative services that are provided. DOE's administrative costs
are allocated through the cost allocation process at a rate of 1.92% (plan previously submitted).
The estimated amount for the weatherization T&TA activity is $37,168.86 = ($37,169.00)
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IV.
ANNUAL FILE
IV.1
Subgrantees
Name:
Lift, Inc.
Contact: Dorothy Leasy, Executive Director
Address:
P.O. Box2399
Phone: (662)842-9511
2577 McCullough Blvd.
Fax: (662)842-5575
Tupelo, MS 38803
Email: dleasey@liftcaa.org
Allocation
Counties Served:
Congressional Districts
Tentative allocation:
$2,387,129
Calhoun
Monroe
Planned units:
Chickasaw
Pontotoc
Type of organization:
CAA
Itawamba
Union
Labor source:
Subcontractors Lafayette
Lee
Name:
Multi-County CSA
Contact: Ron Collier, Executive Director
Address:
P.O. Box 905
Phone: (601)483-4838
2906 St. Paul Street
Fax: (601)482-9861
Meridian, MS 39302
Email: rcollier@multicountycsa.org
Allocation
Counties Served:
Congressional Districts
Tentative allocation:
$5,075,196
Clarke
Neshoba
Planned units:
Jasper
Newton
Type of
organization:
CAA
Kemper
Scott
Labor source:
Subcontractors
Lauderdale
Smith
Leake
Wayne
Perry
Greene
George
Hancock
Harrison
Jackson
Pearl River
Stone
Name:
Northeast CS
Contact: Steve Gaines, Executive Director
Address:
P.O. Box 930
Phone: (662)728-2118
801 Hatchie Street
Fax: (662)728-8720
Booneville, MS 38829
Email: sgaines@maxxsouth.net
Allocation
Counties Served:
Congressional Districts
Tentative allocation:
$2,259,420
Alcorn
Benton
Planned units:
Marshall
Tippah
Type of
organization:
CAA
Prentiss
Desoto
Labor source:
Subcontractors
Tishomingo
Tate
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Name:
Prairie Opportunity, Inc.
Contact: Laura Marshall, Executive Director
Address:
501Hwy. 12 West
Phone: (662)323-3397
Suite 110
Fax: (662)323-8754
Starkville, MS 39759
Email: lamarshall1981@bellsouth
Allocation
Counties Served:
Congressional Districts
Tentative allocation:
$3,541,629
Choctaw
Webster
Planned units:
Clay
Winston
Type of
organization:
CAA
Attala
Carroll
Labor source:
Subcontractors
Lowndes
Grenada
Noxubee
Holmes
Oktibbeha
Leflore
Yalobusha
Montgomery
Name:
South Central CAA
Contact: Sheletta Buckley, Executive Director
Address:
P.O. Box 6590
Phone: (769)235-8224
3891 I-55 S. Frontage Rd.
Fax:
(769)251-1017
Jackson, MS 39212
Email: sbuckley@yoursccaa.com
Allocation
Counties Served:
Congressional Districts
Tentative allocation:
$7,533,8135
Adams
Amite
Planned units:
Claiborne
Copiah
Type of
organization:
CAA
Covington
Forrest
Labor source:
Subcontractors
Franklin
Hinds
Jefferson Davis
Jefferson
Jones
Lamar
Lawrence
Lincoln
Madison
Marion
Pike
Rankin
Simpson
Walthall
Wilkinson
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Name:
WWISCAA, Inc.
Contact: Jannis Williams, Executive Director
Address:
P.O. Box 1813
Phone: (662)378-5857
1165 S. Raceway Road
Fax: (662)224-8142
Greenville, MS 38702
Email: jcwilli@wwiscaa.org
Allocation
Counties Served:
Congressional Districts
Tentative allocation:
$3,904,802
Bolivar
Coahoma
Planned units:
Humphreys
Issaquena
Type of
organization:
CAA
Panola
Quitman
Labor source:
Subcontractors
Sharkey
Sunflower
Tallahatchie
Tunica
Warren
Washington
Yazoo
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1,947
1,947
1,152,462
15,593,028
$8,008.75
$8,008.75
IV.2 DOE BIL PRODUCTION SCHEDULE
Annual Total
Weatherized Units (total)
1,947
Reweatherized Units
Vehicles and Equipment $5,000 or more Average cost per Dwelling Unit (DOE Rules)
A.
Total of vehicles and Equipment Budget ………………………………………
B.
Total units to be Weatherized from Production Schedule above………………
C. Units to be Re-weatherized, from Production Schedule above…………………
D.
Total Units to be Weatherized, plus Planned Re-weatherized Units
From Production Schedule above (B and C) …………………………………
E.
Average Vehicles and Equipment Cost per Dwelling Unit (A divided by D) …
Average Cost per Dwelling Unit (DOE Rules)
F.
Total of Funds for Program Operations……………………………………
G.
Total Units to be Weatherized, plus Planned Re-weatherized units from
Production Schedule above (total from D above) …………………………
H.
Average Cost per Dwelling Unit, less Vehicles and Equipment (F
Divided by G) ………………………………………………………………
I.
Average Cost per Dwelling Unit for Vehicles and Equipment (total
From E) …………………………………………………………………………
J.
Total Average Cost per Dwelling Unit (H plus I) …………………………
IV.3
ENERGY SAVINGS
METHOD USED TO CALCULATE ENERGY SAVINGS:
WAP ALGORITHM: X OTHER
(Describe below)
Estimated energy savings (Mbtus): 57,047 Mbtus (Number of homes x 29.3)
Other Energy Savings Method Description
N/A
1,947
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IV.4 DOE-FUNDED LEVERAGING ACTIVITIES
The State of Mississippi will not be using a percentage of the grant to undertake leveraging activities.
Leveraging activities will be an integral component of the Mississippi DOE BILWeatherization
Program. Local funds and in-kind contributions will be solicited from individuals and philanthropic
organizations in efforts to supplement DOE funds. The benefits of engaging in leveraging activities are:
1. To secure additional resources,
2. To maintain current the service level for the target population, and/or
3. To serve more Weatherization clients.
Local Weatherization subgrantees are required to engage in leveraging activities as it is becoming
increasingly difficult to defend programs for re-authorization and appropriation before the
Congress. Secondly, the demand for Weatherization assistance has continued to increase at a geometrical
progression as the elderly population increases. Therefore, Subgrantees are encouraged to solicit
additional weatherization resources such as cash donations and in-kind contributions. The in-kind
contributions include, but are not limited to:
volunteers, vented space heaters, insulation materials, siding materials, bricks, plywood, storm doors and
windows, paint, nails, ceiling tile, doors and thresholds, smart thermostats, water treated wood, carpet,
glue and foam spray insulation, electric bulbs, cement, glass windows, wasp spray and discounts.
Weatherization subgrantees are required to submit leveraging reports, which include the name of the item,
cash amount received, the estimate of fair market value for donated materials, name of labor contributors
and the estimated number of households that benefited as a result of the leveraging activity.
The Mississippi DOE BIL Weatherization Assistance Program is aware that reporting may be difficult
where multiple sources of funds because of leveraging used to weatherize a unit, or a complicated
leveraging agreement reached with non-Federal partners. To assist Subgrantees in determining what a
DOE weatherized unit is, DOE BIL WAP will utilized DOE definition as follows:
A DOE Weatherized unit is- A dwelling on which a DOE-approved energy audit or priority list has
been applied and weatherization work has been completed. As funds allow, the measures installed on
this unit and paid for with DOE funds have a Savings-to-Investment Ratio (SIR) of 1.0 or greater, but
also may include any necessary energy-related health and safety measures.
MS DOE BIL WAP understands that the use of BIL funds on this unit may include, but are not limited to
indirect expenditures (e.g., administrative, T&TA, amortized equipment) and direct costs such as energy
auditing, measure installation, H&S, and inspections. A dwelling unit that meets both the definition of a
DOE BIL weatherized unit and uses DOE BIL funds for direct costs, must be reported as a DOE
completed unit.
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IV.5 ENERGY ADVISORY COUNCIL
Prior to the expenditure of any grant funds, the State Policy Advisory Council shall be established by a
State or by the Operations Office Manager as specified in 440.17 a (1), (2), & (3).
The State Policy Advisory Council has been established in accordance with 440.17 a. The members of
this council have been chosen because of special qualifications with respect to solving problems of low-
income persons, including the weatherization and energy conservation problems of these persons. The
members of this council represent a broad cross-section of organizations and agencies that deal with
problems of the poor, particularly the elderly and disabled persons and low-income Native Americans.
The State Policy Council last meeting was convened on Thursday, September 15, 2022.
Energy Advisory Committee Members:
Marlon Morris
Nicole Claiborne
Jean Marie Hill
Tasha Lee
Lawerence Johnson
Terrance Spears
Robert Lesley
Dr. Johnny Gilbert
IV.6 State Plan Hearing and Transcript
Hearing Dates: September 15,
Newspapers that publicized the hearings and the dates that
the notice ran.
The Clarion-Ledger (August 11, 2022 & September 9,
2022)
The State of Mississippi has prepared the FY 2022 DOE BILWeatherization Assistance Program State
Plan in accordance with Section 440.14 of 10 CFR Part 440. A public hearing will be advertised in twelve
(12) newspapers throughout the State and the hearing will be held on September 15, 2022. The state
application and Weatherization Program Production Schedule reflects the proposed weatherization
activities, proposed subgrantees, and the allocations for each subgrantee, and the planned number of
homes to be weatherized. Copies of the proposed State Plan will be made available to the general public
and may be obtain from the Division of Community Services by calling (601) 359-4768 or 11800-421-0762.
IV.7
Miscellaneous
Recipient Business Officer
Recipient Principal Investigator
Mr. Robert Gilmon Anderson
Tina M. Ruffin, Director
Executive Director
Division of Community Services
Mississippi Dept. of Human Services
Mississippi Dept. of Human Services
P.O. Box 352
P.O. Box 352
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200 South Lamar Street
750 North State Street
Jackson, Mississippi 39201
Jackson, Mississippi 39202
(601) 359-4457
(601) 359-4768
MISSISSIPPI DEPARTMENT OF HUMAN SERVICES
DIVISION OF COMMUNITY SERVICES
Public Hearing Advertisement Process:
1. Division Director sets the Public Hearing date, time and location for the CSBG and
LIHEAP Programs, and the Staff Officer, I sets the date, time and location for the DOE
WX Program.
2. Deputy Director determines the date(s) the state plans have to be filed with the
Secretary of State (SOS) Office (30 days before the public hearing).
3. Deputy Director generates Legal Ad Notice for the Public Hearing, a memo
requesting publication of Legal Notice (and proof of advertisement), and submit the
request (and Word document) to the Division of Budgets & Accounting, Office of
Procurement Services contact person for processing.
4. Office of Procurement Services contact person sets up Purchase Order (1343) and
submit the requested information to the MS Press Services via email.
5. MS Press Services emails a “draft” of the requested information along with the quote for
advertisement to the Office of Procurement Services contact person and from there,
Procurement Services emails the “draft” document to Community Services’ Deputy
Director for proofing.
6. Deputy Director approves documents to run on set date(s) listed in the requested memo
and forwards email back to Procurement Services contact person.
7. Procurement Services contact person forwards the email to MS Press Services to move
forward with the advertisement.
8. Deputy Director (CSBG/LIHEAP) or Staff Officer, I (DOE WX) - also verifies
advertisement of hearing by checking on-line and/or the papers.
New for WX only:
I. Deputy Director contacts a Court Reporting Company and request a quote for services to
transcribe the minutes of the Public Hearing.
II. Deputy Director accepts quote and forward the quote to the Special Projects Officer,
II to set up a Purchase Order for payment.
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Davis Bacon Act Compliance:
Mississippi DOE BILWeatherization Program understands that any BIL-funded weatherization
work on multifamily buildings with no fewer than 5 units will be required to pay wages to all
laborers and mechanics engaged in the construction, alteration, or repair of those multifamily
buildings (whether employed by a contractor or subcontractor) wages “at rates not less than those
prevailing on similar projects in the locality, as determined by the Secretary of Labor.”
Subgrantees are required to follow Section 41101 of the BIL referenced in subpart (b) when
dealing with paying contractors. Subgrantees are also required to maintain on file the contractors
Labor Invoice, which provides the pay rate per hour, productive hrs., amount of labor, fringe
benefits and total labor cost per employee.
Subgrantees will reference the Department of Labor Wage and Hours Division (WHD) to ensure
that at least the minimum payment is paid per weatherization worker. Ensuring that all laborers
and mechanics employed by contractors and subcontractors on multifamily building projects with
not fewer than 5 units funded directly by or assisted in whole or in part by and through the Federal
Government pursuant to the BIL (Section 41101 subpart (b)), shall be paid wages at rates not less
than those prevailing on projects of a character similar in the locality as determined by the
Secretary of Labor. (See attached Labor Form)
A file review will be conducted by both Division of Monitoring, a division within the MDHS
and Community Services WAP Staff for subgrantee compliance.
Buy American Provisions
Mississippi DOE BIL Weatherization Program understands that:
The BIL included a new “Buy America, Build America” section which created a number of new
responsibilities and requirements, including a new permanent Buy American domestic preference
requirement for all iron, steel, manufactured products, and construction materials used in certain
financial assistance projects. This new requirement applies to “infrastructure projects,” as those terms
are defined by the act:
“Projects” is defined as the “construction, alteration, maintenance, or repair of infrastructure in the
United States.”
“Infrastructure” includes the structures, facilities, and equipment for, in the United States:
•
Roads, highways, and bridges;
•
Public transportation;
•
Dams, ports, harbors, and other maritime facilities;
•
Intercity passenger and freight railroads;
•
Airports;
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•
Water systems, including drinking water and wastewater systems;
•
Electrical transmission facilities and systems;
•
Utilities;
•
Broadband infrastructure; and
•
Buildings and real property.
Mississippi DOE BIL Weatherization Program understands that this requirement will apply to
WAP-funded work. Per DOE Mississippi DOE BIL Weatherization Program must start applying this
domestic preference requirement no later than May 14, 2022. Mississippi DOE BIL Weatherization
Program understands that a waiver process will be available, but waivers will be reviewed on a case-
by-case basis and approval will depend on the specific-facts and circumstances involved. Mississippi
DOE BIL Weatherization Program will plan on exhausting all available options before applying for
a waiver.
Mississippi DOE BIL Weatherization Program will begin planning activities, such as ensuring any
supplies of iron, steel, manufactured goods, or construction materials can certify, in writing, that their
products are manufactured domestically. (See Material Certification Form)
Fuel Switching:
Misssissippi DOE BIL Weatherization Assistance Program do not plan to engage in fuel
switching.
V.
MASTER FILE
V.1
Eligibility- The State of Mississippi DOE BIL Weatherization Assistance Program (MS
DOE BIL WAP) requires that every dwelling weatherized must meet the eligibility
requirements.
V.1.1 DOE WX BIL Approach to Determining Client Eligibility
Per regulation 10 CFR 440.22(a) and stated per 10 CFR 440.14(c) (6) (xii), the definition
of "low income" for determining client eligibility for MS DOE BILWAP has been
established at
or below 200% of the
current federal poverty
guideline.
In accordance with 440.16 (a), MS DOE BIL WAP requires each applicant household
requesting WAP assistance complete an application intake process to determine client
eligibility. The process consists of documenting household demographics, income
verification, needs assessment, identity verification and other documentations as required.
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INCOME VERIFICATION Per 10 CFR 440.22
MS DOE BIL WAP will ensure that a dwelling unit is eligible for assistance and is
occupied by a family unit, whose income is at or below 200% of the federal poverty
guidelines and are in effect at the time of submission of the application. Applicants
applying for weatherization that are on the waiting list or for other reasons must have their
eligibility documentation updated at least annually. MS DOE BIL WAP understands that
an applicant must be re-certified when eligibility lapses due to the length of time the
applicant was waiting to receive Weatherization services. As a reminder, re-certification
of eligibility must occur at least every 12 months. Application Eligibility expires 12
months from certification date if work on dwelling unit (Energy Audit) has not been
initiated.
Priority is given to the elderly, persons with disabilities and families with children. Live-
in attendant’s income can be excluded if it is determined that (1) the live-in is essential to
the care and well-being of the person; and (2) would not be living in the unit except to
provide the necessary supportive services. All household members’ status will be
documented and maintained in Virtual ROMA 2.0, and individual client files for future
references.
The following documents are acceptable when determining eligibility:
INCOME(S)
Income means Cash Receipts earned and/or received by the applicant before taxes
during applicable tax year(s) but not Income Exclusions listed below. Gross Income is
to be used, not Net Income.
Cash Receipts include the following:
1.
Money, wages and salaries before any deductions;
2.
Net receipts from non-farm or farm self-employment (receipts from
a person's own business or from an owned or rented farm
after deductions for business or farm expenses);
3.
Regular payments from social security, railroad retirement, unemployment
compensation, strike benefits from union funds, worker's compensation,
veteran's payments, training stipends, alimony, and military family
allotments;
4.
Private pensions, government employee pensions (including
military retirement pay), and regular insurance or annuity payments;
5.
Dividends and/or interest;
6.
Net rental income and net royalties;
7.
Periodic receipts from estates or trusts; and
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8.
Net gambling or lottery winnings.
Income Exclusions: The following Cash Receipts are not considered sources of Income
for the purposes of determining applicant eligibility:
1.
Capital gains;
2.
Any assets drawn down as withdrawals from a bank;
3.
Money received from the sale of a property, house, or car;
4.
One-time payments from a welfare agency to a family or person
who is in temporary financial difficulty;
5.
Tax refunds;
6.
Gifts, loans, or lump-sum inheritances;
7.
College scholarships;
8.
One-time insurance payments, or compensation for injury;
9.
Non-cash benefits, such as the employer-paid or union-paid
portion of health insurance;
10.
Employee fringe benefits, food or housing received in lieu of
wages;
11.
The value of food and fuel produced and consumed on farms;
12.
The imputed value of rent from owner-occupied non-farm
or farm housing;
13.
Depreciation for farm or business assets;
14.
Federal non-cash benefit programs such as Medicare, Medicaid,
Food Stamps, school lunches, and housing assistance;
15.
Combat zone pay to the military;
16.
Child support, as defined below
17.
Reverse mortgages; and
18.
Payments for care of Foster Children;
**Other documents may be necessary as required by Agency**
CHILD SUPPORT: Child Support payments, whether received by the Payee or paid by the Payor,
are not considered Sources of Income to be added to the payee income or deducted from the payor
income for the purposes of determining applicant eligibility.
1.
Payee: Where an applicant receives Child Support from any state program or
individual during an applicable tax year, such assistance is not considered income
for the purposes of determining eligibility (i.e., where an applicant receives Child
Support, he or she does not add that amount to his or her calculation of income for
purposes of determining eligibility).
2.
Payor: Where an applicant pays Child Support through a state program and/or to
an individual, such assistance is not considered a deduction to Income for the
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purposes of determining eligibility (i.e., where an applicant pays Child Support, he
or she may not deduct said assistance from his or her calculation of Income for the
purposes of determining eligibility).
WPN 22-5: Extended Categorical Income Eligibility to HUD Means Tested Programs: This
WPN simplifies (and supersedes) procedures previously outlined in WPN 17-4.
MS DOE BIL WAP understands that Subgrantees may certify that applicants have met the income
requirements of HUD means-tested programs through mechanisms including, but not limited to:
4. Applicant documentation,
5. Interagency lists of recipients,
6. Shared system databases, etc.
Note: Method of verification of eligibility must be included in the client file.
There are three types of multifamily properties assisted by HUD: (1) housing owned and operated
by HUD Public Housing Agencies (PHAs), (2) privately-owned multifamily buildings receiving
project-based assistance, and (3) privately-owned multifamily buildings that house residents who
receive tenant-based (housing voucher) assistance.
• Housing owned and operated by PHAs: MS DOE BIL WAP Subgrantees shall consider all
such buildings managed by the PHAs referenced in this HUD Web page
(https://www.hud.gov/program_offices/public_indian_housing/pha/contacts) to be 100
percent income eligible.
• Privately owned multifamily buildings receiving project-based assistance: MS DOE BIL
WAP Subgrantees should refer to WPN17-4 lists to determine the percentage of the units
in each building that are income eligible.
• Privately-owned multifamily buildings that house residents receiving tenant-based
assistance: MS DOE BIL WAP Subgrantees will determine the percentage of income
eligible residences by either contacting the building owner/manager to obtain such Section 8
Housing Choice Voucher records (from HUD’s Tenant Based Rental Assistance Program
[TBRA]) or by individually verifying which residents hold such vouchers.
PROOF OF ELIGIBILITY: MS DOE BIL WAP undestands that proof of income eligibility must
be clearly identified in the client file.
1.
Availability of Supporting Documentation: For purposes of review and audit, each client
file must contain an application from the client that contains the required demographics
and income for the entire family living in the residence. The client file must also contain
evidence provided by the Subgrantee that the client is eligible to receive DOE BIL
Weatherization Assistance Program services. This evidence may include, but is not limited
to, a memorandum from a third-party certification office stipulating the income levels of
the family or source documentation for each income source listed on the application. These
documents can be stored electronically or retained in hard copy for each client.
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2.
Eligibility Determined by Outside Agency/Program: If income eligibility is determined
by an outside agency or program, i.e. Low-Income Home Energy Assistance Program
(LIHEAP) or the U.S. Department of Housing and Urban Development (HUD), any
document used to determine eligibility, such as a copy of LIHEAP eligibility or a copy of
the HUD eligibility (e.g., Section 8 or Public Housing eligibility) will suffice as evidence
of client eligibility. This document and any related documents must be retained in the client
file
3.
Self-Certification: After all other avenues of documenting income eligibility are
exhausted, self-certification is allowable. However, evidence of the various attempts at
proving eligibility must be contained in the client file, including a notarized statement
signed by the potential applicant indicating that the applicant has no other proof of income.
4.
ANNUALIZATION OF INCOME: Where an applicant only provides income
verification for a portion of the applicable tax year, their partial income may be annualized
to determine eligibility.
Example: Applicant A only provides income verification for January, February and
March. The method of annualizing income to determine eligibility could be to multiply the
verified income by four to determine the amount of income received during the year.
MS DOE BIL WAP understands that the method of calculating annualized income is to be
determined by the Grantee and must be applied uniformly by all Subgrantees.
5.
RECERTIFICATION: An applicant must be recertified when eligibility lapses due
to the length of time the applicant was waiting to receive Weatherization services.
As a reminder, recertification of eligibility must occur at least every 12 months.
VALID PHOTO ID(S)
1.
Photo Driver’s license, US Passport
2.
State-issued photo ID
3.
Employment ID
4.
School, college or university ID
5.
US Military ID
6.
Tribal ID, Alien registration/Permanent residence card, temporary
residence card
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SOCIAL SECURITY CARD(S)
1.
Certified Copies
2.
Card for all household members regardless of age
IMMIGRATION STATUS
If the Head of Household is an undocumented Individual, the application should be denied for the entire
household.
If an individual within a household is an undocumented Individual, does not disclose citizenship or
establish satisfactory immigration status, ineligibility exists only for the individual member and not the
entire household. The remaining household members should have eligibility determined. During the
application process, any individuals within the household who do not wish to comply with citizenship and
documented status requirements are considered "Non-Applicants" and should not be questioned about
citizenship/documented status. However, these individuals must disclose and verify income and other
information needed to establish the eligibility of the household. Eligibility cannot be determined when a
Non-Applicant fails to disclose income, therefore, the application should be denied for the entire
household. If adequate documentation of immigration status is subsequently provided for the Non-
Applicant, the worker shall act upon the reported change in accordance with appropriate timeliness
standards.
Most undocumented Individual who have entered the United States legally have in their possession
documents that were issued by the United States Citizenship and Immigration Services (USCIS) which
contains the person's immigration status and the date that person entered the country, or adjusted to the
status shown on the card. It is the responsibility of the applicant to provide the USCIS documents prior
to eligibility determination. If the applicant does not provide documents establishing documented status
on a timely basis or if documented status is questionable, the eligibility of the remaining household
members shall be determined.
The most common documents used to verify alien status include, but are not limited to:
• Form 1-551- Resident Alien Card and Conditional Resident Alien Card
• Form 1-151- Alien Registration Receipt Card
• Form 1-94- Arrival-Departure Record (Annotated with Section 207 or refugee,
asylum, or paroled)
• Form 1-688- Temporary Resident Card
• Unexpired foreign passport when it contains an endorsement "Processed for 1-
551. Temporary Evidence of Lawful Admission for Permanent Residence"
When a household or person indicates inability or unwillingness to provide documentation of alien status
for any household member, that (non-applicant) member should be classified as "Ineligible", not illegal.
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Workers are cautioned that a determination that a person is Ineligible is not equivalent to a determination
that a person is an illegal alien.
A person will be reported to the appropriate USCIS office under the following circumstances:
1.
The applicant, another household member or the authorized representative
admits that undocumented Individual (s) are present in the household;
2.
USCIS documents presented by the household during the application
process are determined to be forged;
3.
A formal order of deportation or removal is presented by the household
during the application process.
V.1.2 DOE WX BIL WAP Approach to Determining Building Eligibility
In accordance with WPN 16-5 22-12, In order to meet the purpose of DOE WX BIL, MS DOE
WX BIL WAP will ensure weatherization services are being provided to low-income persons that
live in all types of housing (i.e. single-family, manufactured housing units, and multifamily
buildings).
MS DOE WX BIL WAP and Subgrantees shall ensure that weatherization take place with a whole
dwelling as a system approach (10 CFR 440.22(b)). A single unit within a multi- unit dwelling is
not categorically excluded, but due to the rare instances when this is allowable, MS DOE WX BIL
WAP shall seek prior approval from the Project Officer (PO).
MS DOE WX BIL WAP requires that dwelling eligibility is established before any weatherization
commence. Dwelling eligibility is confirmed prior to the start of an energy audit. Proof of
ownership must be established regardless of who is living in the dwelling (required for both owner-
occupied, and rental units). Lifetime estates are to be treated as owner occupied dwellings. The
following documents are acceptable as proof of ownership and eligibility:
RESIDENCE VERFICATION
1.
Lease Agreement
2.
Copy of Deed;
3.
Statement from the Office of the Tax Assessor or Chancery Clerk.
4.
Copy of Mortgage or Mortgage Payment Book;
5.
Property Tax Receipts (must show address of property to
be weatherized)
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Re-Weatherization: MS DOE WX BIL WAP shall adhere to the following:
In accordance with the Consolidated Appropriation Act of 2021, amended 42 USC 6865(c) (2) to
read as follows:
Dwelling units weatherized (including dwelling units partially weatherized) under this part, or
under other Federal programs (in this paragraph referred to as ‘previous weatherization’), may not
receive further financial assistance for weatherization under this part until the date that is 15 years
after the date such previous weatherization was completed. This paragraph does not preclude
dwelling units that have received previous weatherization from receiving assistance and services
(including the provision of information and education to assist with energy management and
evaluation of the effectiveness of installed weatherization materials) other than weatherization
under this part or under other Federal programs, or from receiving non-Federal assistance for
weatherization.
This provision gives Subgrantees the flexibility to revisit those homes weatherized 15 years 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.
All homes previously weatherized regardless of other Federal programs, all Federal funds
including LIHEAP, HUD, or USDA weatherization activities will be documented via Virtual ROMA
2.0 and Excel Reporting Spread sheets:
• Subgrantee must ensure that homes seeking re-weatherization must meet the criteria stated
above.
• Subgrantees must ensure that any re-weatherization project will receive a current
energy audit prior to re-weatherization.
• Subgrantees must reference applicant’s names, social security number, and address
utilizing Virtual ROMA and excel reporting spreadsheets.
• Subgrantee must perform a QCI final inspection and provide the case worker and
partnering agency with the final status, which must be documented in the client Virtual
ROMA file reflecting that the dwelling (s) were weatherized.
• If upon pre-inspection of a dwelling it is determined, that the home was previously
weatherized, subgrantee must document the address of dwelling referencing Virtual
ROMA and the Excel data spread sheet.
• WX subgrantee must complete and submit to DCS the WX monthly reports, which includes
the client list (names, address, phone etc.) via excel spread sheet. This is checked monthly
by the state weatherization staff for compliance.
NOTE: The term “Reweatherization” applies only to those units which fall into the
timeframe indicated above and described under 10 CFR §440.18(e)(2)(iii).
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Disaster Planning and Relief (WPN 12-7):
MS DOE WX BIL WAP understands that weatherization has a very limited role in any disaster
response plan. Therefore, the State ensures that WPN12-7 will be adhered to when addressing
disasters.
Eligible Structures:
MS DOE WX BIL WAP will address the following structures:
• Single-Family - owned or rental
• Manufactured housing -own or rental
• Multi-family housing – own or rental
• Non-traditional dwelling units such as shelters apartments over business etc. MS DOE
WX BIL WAP will consult with the Project Officer to ensure that program regulations
are met, and whether the unit is, in fact, eligible.
• Non-stationary campers and trailers that do not have a mailing address associated with
the eligible applicants is not allowed. The use of a post office box for a non-stationary
campers or trailers does not meet this requirement.
Historic Preservation
MS DOE WX BIL WAP has a programmatic agreement between the Department of Energy,
Mississippi Development Authority, and Mississippi Department of Archive & History regarding
EECBG, SEP, and WAP Undertaking. The PA is in affect from December 31, 2021 – December
31, 2030. (See Attachment)
Multi-Family Dwellings Per WPN 16-5 22-12: In order to meet the purpose of the WAP, MS
DOE WX BIL WAP will ensure weatherization services are being provided to low-income
persons that live in all types of housing (i.e. single family, manufactured housing units, and multi-
family buildings). MS DOE WX BIL WAP understands that, certain buildings containing rental
units may comply with the income eligibility requirements when 50 percent of those dwelling units
are eligible dwelling units rather than the established 66 percent identified in the regulation. 10
CFR§440.22(b) (2). The buildings that are subject to the 50 percent threshold are duplexes, four-
unit buildings, and certain eligible types of large multifamily buildings. MS DOE WX BIL WAP
will follow 65 Fed. Reg. 77210, Dec. 8, 2000, when determining what types of large multifamily
buildings may be subject to the 50 percent threshold.
It is noted that in qualifying a multi-family building for weatherization, MS DOE WX BIL WAP
understands that 10 CFR 440.22(b)(2) requires that a building containing rental dwelling units is
eligible for WAP funds where “Not less than 66 percent (50 percent for duplexes and four unit
buildings, and certain eligible types of large multifamily buildings) of the dwelling units in the
building:
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(i)
Are eligible dwelling units, or
(ii)
Will become eligible dwelling units within 180 days under a Federal, State, or
local government program for rehabilitating the building or making similar
improvements to the building
MS DOE WX BIL WAP understands that “certain eligible types of large multifamily buildings”
are those buildings for which an investment of DOE funds would result in a significant energy-
efficiency improvement because of the upgrades to equipment, energy systems, common space, or
the building shell. MS DOE WX BIL WAP do not have a DOE-approved audit and procedures
for multifamily buildings, therefore, the following actions will be taken:
MS DOE WX BIL WAP will follow Weatherization Program Notice 16-5 when addressing
requirements for determining eligibility of certain multi-family buildings and will seek guidance
from the Project Officer when addressing the above stated criteria.
Rental Procedures (WPN 16-6 22-13)
The MS DOE WX BIL WAP will utilize a rental agreement which follows and addresses the
requirements of 440.22(c). The restriction regarding the time when an owner can increase the
cost of the unit is two (2) years.
Before the weatherization of any dwelling is allowable, proof of ownership must be established
regardless of who is living in the dwelling (required for both owner-occupied and rental
units). Lifetime estates are to be treated as owner occupied dwellings. The following documents
are acceptable as proof of ownership:
1) Copy of Deed;
2) Copy of Mortgage or Mortgage Payment Book;
3) Property Tax Receipts (must show address of property to be
weatherized); or
4) Statement from the Office of the Tax Assessor, Chancery Clerk, or
Record of Deeds.
5) Lease Agreement
If a dwelling is to be weatherized for a client who is not the owner of the dwelling, an
agreement must be entered into between the landlord and the subgrantee agency. The
agreement must be signed before work can begin on the weatherization project. Landlord
participation is encouraged but not mandatory. Participation maybe provided through
donated materials, monetary assistance or a combination of the two. A condition of the
agreement includes the agreement not to raise the tenant's rent for two (2) years (some
exceptions apply) beginning on the date of the weatherization projection completion (that
is the approved post inspection date). Additionally, the owner cannot evict the tenant
without cause during that period. Should the owner chose to violate the agreement, he or she
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may be billed for the pro-rated share of cost of the weatherization project.
The allowable exceptions to the prohibition of the two (2) year rent increase include increases
due to higher property taxes, insurance premiums, necessary replacement (or extensive repairs)
to appliances, plumbing, or wiring. These allowable costs must be spread over the period of one
(1) year.
The owner agrees that the dwelling is not presently being offered for sale and agrees to give
the subgrantee agency thirty (30) days’ notice of the sale should the property be offered for sale
prior to the expiration of the rental agreement. At least ten (10) days prior to the sale, the owner
agrees to obtain a notarized statement of the purchaser's consent to assume the rental agreement
obligation. If this consent is not obtained, the owner agrees to pay the full cost of the
weatherization project based on the pro-rated number of months remaining in the rental agreement.
Should the property be transferred via a will or heirship, the same obligations would be placed on
the new owners.
Additionally, the owner agrees that the terms and obligations of the rental agreement shall
supersede any inconsistent provision of any oral or written lease or other agreement affecting the
rent collected for the eligible dwelling unit.
DEFERRAL STANDARDS
MS DOE WX BIL WAP understands that the decision to walk-away from a dwelling without
providing weatherization services is difficult but necessary in some cases. Many problems
encountered in low-income housing are beyond the scope of the DOE BIL Weatherization
Assistance Program. Deferrals does not mean that assistance will never be available, but that any
work deemed beyond the scope of the DOE BILWAP must be postponed until the problems can
be resolved, and alternative sources of help be found, as necessary. Subgrantees Coordinator(s)
must follow the deferral guidelines included in the Health and Safety Plan. Subgrantees must
complete and have on file, the Walk Away/Deferral form when determining deferrals. (See
Attachments)
Walk-away/Deferral conditions may include but not limited to the following:
•
Building structure, mechanical systems, electrical and plumbing, are in disrepair and
the conditions cannot be resolved in a cost- effective Manner;
•
Sewage or other sanitary problems;
•
The house been condemned or electrical, heating, plumbing, or other equipment been
"red tagged" by local or state building official or utilities;
•
Mold and/or Moisture problems so severe that they cannot be resolved under existing
health and safety measures;
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•
High carbon monoxide levels in combustible appliances, and cannot be resolved
under existing health and safety measures;
•
Uncooperative client, abusive, or threatening the crew, subcontractors, monitors,
inspectors, or others who must work on or visit the house;
•
Lead-based paint which may potentially create further health and safety hazards;
•
Insect or rodent infestation;
•
Dwellings being offered "For Sale"; etc.
V.1.3 DOE WX BIL WAP Definition of Children
In accordance with 10 CFR 440.3 and required by 10CFR 440.14 (c) (6) (xiii), MS DOE WX BIL
WAP defines children as household members that are under the age of nineteen (19) years old who
have not been emancipated from minor status through marriage, or assumed the responsibility of
an adult as provided by law, and is a member of the household at the time of application.
This procedure is consistent with the eligibility requirements for the Low-Income Home
Energy Assistance Program and is applied on a statewide basis.
All household members’ status will be documented and maintained in Virtual Roma and individual
client files for future references.
V.1.4 DOE WX BIL WAP Approach with Tribal Organizations
The low-income members of tribal organizations shall be entitled to apply and receive
weatherization assistance, as provided to other low-income persons in the State, through the
normal channels of the State of Mississippi DOE BIL Weatherization Assistance Program (MS
DOE WX BIL WAP) in accordance with 10 CFR440.16 (f).
V.2
DOE WX BIL WAP Selection of Areas to be Served
In accordance with 10 CFR 440.14 (c) (6) (ii), preference is given to Community Action Agencies
and other public or private nonprofit entities. MS DOE WX BIL WAP will enter in agreement
with six (6) subgrantees statewide for PY2022, which allows all 82 counties to be served in a
timely and effective manner. In the event that an agency cannot fulfill the terms of the contract the
state will award the funding of that agency to another performing agency to carry out the terms.
Every weatherization subgrantee will be a community action agency or other public or
private nonprofit entity with a track record of implementing similar low-income programs and
will be in accordance with 10 CFR 440.14 (c)(6)(ii). The subgrantees experience and
performance in weatherization or housing rehabilitation activities and experience in providing
assistance to low-income persons in the service area in accordance with 440.15 (a) (2) (I) (ii) (iii)
and ability to implement a timely and effective weatherization program, through timely
submission of Monthly Progress Reports, as well as planned versus actual homes weatherized are
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also factors which will be considered. Preference is also given to entities that achieve
weatherization goals, Perform work according to the Standard Work Specifications (SWS) and
that have sufficient staff capabilities in accordance with 440.15(a)(3)(I)(ii)(iii)(iv). Should it
become necessary to terminate, downsize or select subgrantees, it will be discussed at a hearing
in accordance with 440.14 (a) and upon the basis of the criteria provided in 440.15(a).
V.3
Priorities
In accordance with 10 CFR 440.16 (b), priority is given to elderly, disabled, families with children,
high-energy users and high-energy burden as describe in 10CFR 440.3. The State of Mississippi
requires that the Weatherization Assistance Selection Tool (Form WX-7) be completed on all
eligible applicant prior to the selection for assistance. This form allows subgrantees to rank
potentially eligible applicant, taking into consideration the following:
• Age Families with Children
• Occupants Elderly
• Disabled Members
• Waiting Period
• High Energy Burden (10 CFR 440.3) - low-income household whose residential energy
burden (residential expenditures divided by the annual income of that household) exceeds
the median level of energy burden for all low-income households in the State. This
selection process will allow clients that apply to be placed on the service list according to
the selection tool ranking. (See Attachment for Selection Tool)
• High Energy Users- low-income household whose residential energy expenditures exceed
the median level of residential expenditures for all low-income households in the State.
• Poverty Level
This selection process will be incorporated into the Virtual ROMA 2.0 System, allowing clients
that apply to be placed on the service list according to the selection tool ranking. (See Attachment
for Selection Tool)
The monthly and quarterly reports capture required data relating to High Energy Burden and High
Energy Users. Reporting on these areas, MS DOE WX BIL WAP will utilize the PAGE reporting
system.
V.4
Climatic Conditions
According to the State Climatologist Office at Mississippi State University, Mississippi is located
in the humid subtropical climate region, characterized by temperate winters; long, hot summers;
and rainfall that is fairly evenly distributed through the year. However, the state is subject to
periods of both drought and flood, and the climate rarely seems to bring "average" conditions.
More typical would be an expectation of "feast or famine" with regard to weather events as the
climate delivers energy and moisture in subtropical latitudes between a large landmass to the north
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and the Gulf of Mexico to the south.
Prevailing southerly winds provide moisture for high humidity and potential discomfort from May
through September. Locally violent and destructive thunderstorms are a threat on an average of
about 60 days each year. Eight hurricanes have struck Mississippi's coast since 1895, and tornadoes
are a particular danger, especially during the spring season.
Normal mean annual temperatures range from 62F in the north to 68F along the coast. Low
temperatures have dropped to 16F below zero while high temperatures exceed 90F over 100 days
each year. Temperatures routinely exceed 100F at many places in the state each year and drop to
zero or lower an average of once in five years in the state. Freezing temperatures reach the Gulf
coast almost every winter. Normal precipitation ranges from about 50 to 65 inches across the state
from north to south. Measurable snow or sleet falls on some part of the state in 95% of the years.
In essence, Mississippi has a climate characterized by absence of severe cold in winter but by the
presence of extreme heat in summer. The ground rarely freezes and outdoor activities are generally
planned year-round. Cold spells are usually of short duration and the growing season is long.
Rainfall is plentiful, but so are dry spells and sunshine.
The State of Mississippi is divided into three climatic regions. Listed below is a comparison of
2021 (January) to 2022 (July) Heating and Cooling Degree Days according to the National
Weather Service and the Weather Data Depot (http://www.weatherdatadepot.com/) per region.
+/-
+/-
Region
Heating
Degree
Days
(HDD)
Heating
Degree
Days
(HDD)
Comparison
%
Increase/
Decrease
Days
Cooling
Degree
Days
(CDD)
Cooling
Degree
Days
(CDD)
Comparison
%
Increase/
Decrease
Days
Tupelo (Region #
1) North MS
-10% -2%
-9% 18%
Jackson (Region #
2) Central MS
1329 882
-23% -10%
-0% 17%
Gulfport (Region #
3) South MS
679 819
819 624
-21% -5%
-6% 14%
These climatic variances within the State affect how the weatherization program is
designed and targets the number of units weatherized. It also affects energy savings
realized in different regions, as well as energy usage and cost (labor/material).
V.5
Type of Weatherization Work to be done.
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V.5.1 Technical Guide and Materials
MS DOE WX BIL WAP will utilize the Mississippi Weatherization Field Guide, SWS’s,
10 CFR 440 Appendix A and the NEAT/MHEA Audits (Approved April 13, 2020), to
ensure that all work is being performed in accordance to the DOE approved energy audit
procedures.
Table 1 – FG Approvals
Installation Standards/Field Guide Type Approval Expires
Site-Built Single-Family Housing 6/3/2026
Manufactured Housing 6/3/2026
Large Multifamily Housing N/A
Table 1 - Audit Approvals
Tool Building Type Expiration Date
WA v8.9 (NEAT) Site-Built Housing (SBH) (1-4 Units) 4/13/2025
WA v8.9 (MHEA) Manufactured Housing (MH) 4/13/2025
N/A Small Multifamily (SMF) (5-24 Units) -SMF requires case-by-case
DOE approval
N/A Large Multifamily (LMF) (25+ Units)- SMF requires case-by-case
DOE approval
MS DOE WX BIL WAP will utilize the Mississippi Weatherization Field Guide, SWS’s,
10 CFR 440 Appendix A and the NEAT/MHEA Audits, to ensure that all work
is performed in accordance to the DOE approved energy audit procedures.
MS DOE WX BIL WAP provides a Notification of Funds Availability (NOFA) to
subgrantees, which is use to formulate and submit a contract proposal. The NOFA consist
of WAP fiscal, programmatic, and technical requirements that must be adhered to in order
to administer the Weatherization Assistance Program. To ensure that subgrantee are in
receipt of the Field Guide and other requirements, MS DOE WX BIL WAP requires the
following along with subgrantee contract proposal:
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• Subgrantee Weatherization Field Guide Acceptance Form (See attached form)
- This form certifies that said organization will comply with the provisions of WPN
15-4 22-4. Subgrantee agrees to ensure that all tasks performed on client(s) homes
meet the specifications, objectives and desired outcome for Home Energy Upgrades
Standard Work Specifications (SWS) where applicable. Applicable tasks are those
tasks addressed in the Standard Work Specifications for Home Energy Upgrades
for Single Family, Multi-Family, and or Manufactured Homes. Furthermore,
subgrantee will ensure training to all contractors/vendors on the Weatherization
Field Guide and Standard Work Specifications (SWS) prior to the commencement
of weatherization work. In addition, confirm that subgrantee have read and received
both, the link to the online version and hard copy of the Mississippi Weatherization
Field Guide and Standard Work Specifications. Subgrantee must ensure that all
tasks performed on client(s) homes meet the specifications, objectives and desired
outcome for Home Energy Upgrades Standard Work Specifications (SWS) where
applicable. Applicable tasks are those tasks addressed in the Standard Work
Specifications for Home Energy Upgrades for Single Family, Multi-Family, and or
Manufactured Homes
• Contractors Weatherization Field Guide Acceptance Form (See attached
form) - This form certifies that the contractor/vendor will comply with the
provisions of WPN 15-4 22-4 (The contractor agrees to ensure that all tasks
performed on client(s) homes meet the specifications, objectives and desired
outcome for Home Energy Upgrades Standard Work Specifications (SWS) where
applicable. Applicable tasks are those tasks addressed in the Standard Work
Specifications for Home Energy Upgrades for Single Family, Multi-Family, and or
Manufactured Homes. The contractor further agrees, and understand that
compensation will only occur once the job passes inspection by the agency
representative/QCI on final post inspection. Furthermore, the contractor confirm
that the subgrantee agency have provided training on the Mississippi
Weatherization Field Guide and Standard Work Specifications. In addition,
confirm that he/she have read and received both, the link to the online version and
hard copy of the Mississippi Weatherization Field Guide.
• Certifications Data Form (See attachment)-subgrantees must provide a list of all
WX Staff certifications.
• Link to Field Guide - https://wxfieldguide.com/ms/
V.5.2 Energy Audit Procedures
MS DOE WX BIL WAP will utilize the NEAT/MHEA Audits when addressing dwellings.
MS DOE WX BIL WAP will comply with 10CFR 440.21 (i) when submitting for audit
approval.
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Single Family/Manufactured Housing (April 13, 2020) (Expires 4/30/2025)
NEAT/MHEA will be performed to ensure that a favorable SIR is determined before any
measure is performed.
Multi-Family Dwellings - No approved audit, DOE approve on case by case.
MS DOE WX BIL WAP do not have a DOE-approved audit and procedures for
multifamily buildings, therefore, the following actions will be taken:
• MS DOE WX BIL WAP will follow Weatherization Program Notice 16-5 when
addressing requirements for determining eligibility of certain multi-family
buildings as identified by the Department of Housing and Urban Development
(HUD) and the Department of Agriculture (USDA).
• MS DOE WX BIL WAP understands that the Project Officer will review and
approve project(s) on a case-by-case basis in the absence of a multifamily energy
audit. MS DOE WX BIL WAP will submit to the Project Officer, the necessary
materials needed to seek approval of the multifamily project prior to commencing
weatherizing the building (e.g. engineering assessment, audit input/output).
V.5.3 Final Inspection
Listed below are the procedures utilized to ensure that no dwelling unit is reported to DOE as
completed until all weatherization measures have been installed, and the Subgrantee, or its
authorized representative, has performed a final inspection(s) including any mechanical work
performed and certified that the work has been completed in accordance with the NEAT/MHEA
Audits, Standard Work Specifications (SWS) and audit procedures required by 10 CFR 440.21.
All home inspections, pre and post, must be accompanied with before and after pictures.
• When reporting homes as completed, subgrantees must submit for review, the
following documentation:
1. Pre-Inspection Audit
2. NEAT/MHEA Work Order (s) (HVAV, Contractors and
Change orders)
3. Pre-Audit photo’s
4. NEAT/MHEA Audit
5. Audit Input Report
6. Invoices/Receipts
7. Contractors Agreements
8. Post-Inspection Audit
9. Post-Audit Photo’s
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• Pictures must be made available for all Pre and Post Readings (pictures must show
reading on the equipment).
• Agencies are required to conduct a mandatory pre and post-test on dwelling.
• The same Coordinator who conducts the pre-test cannot conduct the post test.
• All Post Inspections (WPN 22-4) must be completed by a Certified Quality
Control Inspector. If one is not on staff, subgrantees must contract the post
inspections out to a certified QCI or partner with a local CAP Agency that have
certified staff to preform inspections.
• The Pre and Post-test must include all diagnostic testing where applicable.
• When the Post Inspector (QCI Final Inspector) finds work that need to be re-
addressed the contractor must be contacted and provided corrective action
documentation on areas that must be re-addressed. In cases where there is a third
party, Local CAP, or State QCI, reports must be submitted to the agency for
execution of corrective actions. Upon completion of work, the Post Inspector (QCI)
must follow-up to ensure work was performed to in accordance to the SWS’s before
payment is rendered. QCI must perform diagnostic testing to ensure the health and
safety of the project.
• MS DOE WX BIL WAP requires that QCI final inspection must ensure that all
materials were utilized in accordance with the approved work scope. If all materials
were not installed, subgrantees must complete a Materials Transfer Form, which
identifies the unused materials and return items to the agency for proper
adjustments. This form must be signed by the Executive Director and maintained
in the client file. Materials returned to the vendor must be documented on a Change
Order Form for proper processing and filed in the client’s file. Additional materials
needed to complete a measure requires a new work scope and material list must be
created and maintained in client file. A final post inspection must take place after
completion of all work.
• If it is determined that materials are missing or not used on the job, agency must
conduct an investigation and provide a report to DCS. The individuals involved will
be immediately terminated from participation in the Weatherization Program.
All Quality Control Inspections must be in accordance to SWS and Field Guide. Failure
to comply may result in the following:
1. DCS will provide subgrantees with written notice concerning the QCI
area of concerns.
2. DCS will require that the Subgrantee provide a written plan of action,
which must follow the suggested training plan.
3. DCS will follow-up with additional monitoring of the QCI assigned
jobs.
4. Failure to comply may result in termination of the QCI or suspension of
the program for non-compliance.
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V.6
Weatherization Analysis of Effectiveness (per 10 CFR 440.14 (c) (6) (i))
MS DOE WX BIL WAP has established the policy of evaluating subgrantees program
effectiveness. A quality rating (Good, Fair, and Poor), shall be established by
consideration of factors including, but not limited to:
Program Administration
7. Program files and accuracy and timely completion/submission of reports.
8. Work quality and oversight.
9. Monitoring reports.
10. Proper invoicing techniques.
11. The practice of using DOE funds to return to previously completed homes to make
adjustments or include additional measures not done on the initial visit and after unit
was reported to DOE as completed.
12. Proper designation of allowable administrative expenses between administration
and program support categories.
Performance Analysis
1. Proper documentation of determining eligibility.
2. Number of Elderly, Disabled, Children, High Energy User, and
Households with High Energy Burden served.
3. Expenditures verses number of dwellings weatherized. Production quotas
and expenditures.
4. Carbon Monoxide, Blower Door, Refrigerator testing.
5. Client education.
6. Health and Safety Practices.
7. Referrals from LIHEAP/CSBG.
8. Securing of additional funding from other agencies and programs.
9. Proper use of Priority Measures/Weatherization measures selected.
10. Pre-Inspection.
11. Final inspection/Re-inspections and follow-up.
12. Lead safe weatherization work practices and mold and moisture checklist.
13. Personnel training.
14. Required signatures.
15. Program files, accuracy, and timely completion/submission of reports.
16. Work quality and oversight.
17. Monitoring reports.
MS DOE WX BIL WAP measures productivity via weekly and monthly subgrantees reporting.
The Subgrantees are required to submit the following:
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Weekly Reports:
• The number of homes completed
• Type of fuel
• Demographic information
Monthly Reports:
• Final report on homes completed (Along with required documentation. See V.4)
• Final report on types of fuel
• Final demographics report
• Final Monthly Expenditures, and
• Energy savings report.
The above reports will be compared monthly to ensure cost effectiveness, accountability, quality
of service and adequate training is provided.
If the findings are determined based on a flagrant and/or frequent noncompliance, this is
considered to be a serious impact on the agency’s ability to continue to operate the program
effectively. Steps will be taken to suspend or terminate funding.
Once an agency is placed on special conditions either a conditions plan of action will be put in
place or as stated above funding will be suspended or terminated. The decision for removal of
special conditions will be based on the following:
•
The nature of the findings yielding the special conditions (are the same findings recurring?)
•
The agency’s responsiveness to the special conditions (were the findings resolved
promptly? Completely? With attention to the cause of the finding?)
•
The Program Manager’s assessment of the agency’s potential for improving overall
performance to an acceptable level.
V.7
Health & Safety (WPN 17-7) (See Attachments for Health and Safety Plan)
V.8
Program Management
V.8.1 Overview and Organization
The Mississippi DOE Weatherization Bipartisan Infrastructure Law Weatherization
Assistance Program (MS DOE WX BIL WAP) is located in the Division of Community
Services (DCS), which is a division of the Mississippi Department of Human Services.
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Attached is a copy of the Division of Community Services Organizational Chart. The chart
provides job titles such as Staff Officer I (Programs Manager), Branch Director II (QCI)
and admin staff.
As well as the DOE WX BIL Weatherization Assistance Program, The Division of
Community Services administers the DOE Weatherization Assistance Program, Low
Income Home Energy Assistance Program (LIHEAP), and the Community Services Block
Grant (CSBG). MS DOE WX BIL WAP have memorandum of understandings (MOU’s)
with both CSBG, LIHEAP, which assist with heat, cooling and areas that fall outside the
scope of weatherization.
MS DOE WX BIL WAP will utilize six subgrantees to administer weatherization services
across eighty-two counties.
V.8.2 Administrative Expenditure Limits
Under 10 CFR 440.18(e) for administrative purposes -- no more than 7.5 percent of the
new PY allocation will be used by the state, and not less than 7.5 percent will be made
available to Subgrantees. DCS understands that Subgrantees with allocations of less than
$350,000 may be eligible to receive an additional 5 percent of administrative funds based
on criteria developed by DCS. Should DCS elect this option, DCS will describe the
procedures used for approval to provide additional administrative funds to qualified
Subgrantees as specified in 10 CFR 440.18(d). DCS will take caution, and only use the new
PY total allocation funds in determining the administrative allowances.
The State of Mississippi/DCS will ensure that funds are allocated to areas based on relative
need for the project. Funds will be allocated to subgrantees based on the level of poverty
as determined by the most recent census statistics in accordance with 440.15(b). Financial
assistance will be used to supplement and not supplant state or local funds in accordance
with 440.16 (c). The Subgrantees will be required to coordinate with other programs to the
maximum extent possible is in accordance with 440.16 (d). DCS is a participant in a
comprehensive planning group designed to provide the greatest benefit to the client while
mutually accommodating the involved parties via referrals and leveraged activities.
V.8.3 Monitoring Activities (WPN 20-4)
MS DOE WX BIL WAP will utilize WPN 20-4 when establishing a monitoring plan to
ensure quality workmanship, financial and programmatic accountability, and adherence to
federal/state regulations as well as contractual agreements.
In accordance with WPN 20-4, the Independent QCI will be utilized when addressing the
comprehensive monitoring reviews of client files and subgrantees’ records, as well as
inspection of at least 10 percent of each subgrantees DOE-funded completed units.
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The Division of Community Services has met with the Division of Program Integrity.
Monitoring schedules will be coordinated so that DCS staff will complete the technical
review during the same time DPI is monitoring the financial and administrative. The T&TA
report from DCS will be included as part of the official monitoring report issued by DPI.
The programmatic monitoring system has been designed to provide a systematic method
of identifying program strengths and weaknesses, a basis for assisting agencies by
improving program operations and for continuing the flow of information between the
subgrantee level and DCS which is necessary for problem identification and resolution.
The State will conduct on-site monitoring visits of each subgrantee agency at least once
annually. Those agencies having weaknesses in any area will be monitored and technical
assistance provided as necessary to ensure program and fiscal compliance.
Procedures:
Monitoring visits will normally be scheduled and confirmed at least one week prior to the
visit. However, the State does reserve the right to conduct unscheduled monitoring visits.
Programmatic and Fiscal Monitoring functions will be performed by Division of
Monitoring, a division within the MDHS and Technical Monitoring by the Division of
Community Services (DCS).
• Programmatic & Fiscal Monitoring (Grantee T&TA Administrative): This
is conducted by The Division of Monitoring and budgeted at 5%,
at 2 staff members.
• Technical Monitoring (Grantee T&TA Technical Monitoring): This will
be conducted by The Division of Community Services and budgeted
at 52% at 2 staff members.
An entrance conference will be conducted with the subgrantees Executive Director or a
designee to explain the purpose of the visit. The Division of Monitoring reviews program
operations of subgrantees randomly. Internal audits will be conducted in accordance with
the General Accounting Office's, "Standards for Audits of Governmental Organizations,
Programs, Activities, and Functions" and generally accepted auditing standards established
by the American Institute of Certified Public Accountants. Additionally, this office seeks
to target those entities with large allocations and agencies with demonstrated problems.
DCS Technical Staff will conduct random Technical reviews.
Although each subgrantee is required to contract with an independent audit firm for audits,
the selection process are reviewed and approved by MDHS/DCS per the Audit Request for
Proposal. All audit reports are reviewed and reconciled by the MDHS-Division of
Procurement Services.
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The Division of Monitoring will complete a written report of the administrative and fiscal
review. DCS technical staff will complete a written report of the programmatic and
fieldwork performance. The Director of Monitoring and the DCS director will review the
report before it is forwarded to the agency. DCS will conduct desk and site reviews to
ensure procedures are followed according to the standard work specifications. All noted
findings will be provided to subgrantees in writing within thirty days after the
monitoring visit. Deficiencies in fiscal, program operations or Technical assessments,
which are not properly corrected according to instructions, may result in suspension of
funds or termination.
Findings
1. Any of the following criteria generally constitutes a Finding:
a) Violation of eligibility guidelines.
b) A health or safety condition that affects clients, subgrantee staff and
subgrantee subcontractors, or the integrity of the building structures that
was created by, exacerbated by, or not corrected by the delivery of
Weatherization services.
c) The omission of a required measure or technique with major energy
savings potential.
d) Work not performed to the standard work specifications (SWS).
e) Expenditure of Weatherization Assistance Program funds on measures
that are not approved under the Weatherization Assistance Program or
required for health or safety reasons.
f) Major expenditure of funds on measures that do not yield a NEAT or
MHEA generated savings-to-investment ratio of one or greater.
g) False documentation on pre and post audits.
h) Failure to track un-used materials.
I) Failure to maintain client file documentation according to procedures.
2. An Onsite Assessments Report that contains a Finding:
a) Requires an immediate response from the subgrantee.
b) Requires corrective action be taken.
c) May result in disallowed costs.
d) May result in an increased assessment/monitoring rate.
e) May result in the requirement of additional training for the subgrantee
personnel and contractors.
f) May result in the recommendation for High Risk Status for the
subgrantee.
g) Continued Findings of this type may result in termination of DCS
Weatherization Assistance Program Award to the subgrantee and/or
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disbarment of contractors.
Trends for Concern
1. The following criterion generally constitutes a Trend for Concern:
a)
Any other areas of noncompliance with the Mississippi
Weatherization Field Guide/Standards, Mississippi Weatherization State
Plan, Standard Work Specifications (SWS) or any other guidance issued
by the Division of Community Services not considered a Finding
2. An Onsite Assessments Report that contains a Trend for Concern:
a)
Requires immediate action to eliminate any future occurrences.
b)
May require corrective action to be taken if similar future
situations relating to Major energy savings measures,
documentation requirements, or health and safety measures are found to
be repeated.
c)
May be reclassified as a Finding if repeated, that is, if similar
situations are found on consecutive assessment visits.
d)
May result in the requirement of additional training for the
subgrantee personnel or contractors.
TENTATIVE MONITORING SCHEDULE
PERIOD
AGENCY
FIRST QUARTER
SOUTH CENTRAL
MULTI-COUNTY
SECOND QUARTER
WWISCAA
PRAIRIE OPPORTUNITY
THIRD QUARTER
NORTEAST MS CS
LIFT, INC.
FOURTH QUARTER
TBA (FOLLOW-UPS)
V.8.4 Training & Technical Assistance
Client Education-
Each Subgrantee must provide Client Notification Education. For occupied homes, the
Auditor, crew, or contractor must have an adult tenant or homeowner sign an acknowledgement
of Radon, Lead and Mold pamphlets.
The pamphlets can also be sent by certified mail with receipt to be placed in the customer
file. In multi-unit housing, subgrantees must:
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Provide written notice to each affected unit (notice must describe: general nature and locations of
the planned renovation activities; the expected starting and ending dates; statement of how
occupant can get pamphlet at no charge); or
Post informational signs (signs must describe general nature and locations of the renovation and
the anticipated completion date) and post the EPA pamphlet. (If pamphlet is not posted, then
subgrantees are required to provide information on how interested occupants can review a copy of
the pamphlet or obtain a copy at no cost from the Weatherization Program).
Delivery to owner/occupant. Owner and/or occupant’s signature with acknowledgment or
certificate of mailing. The owner/occupant must acknowledge receipt of the EPA pamphlet prior
to start of renovation that contains the address of unit undergoing renovation, name and signature
of owner or occupant, and the date of signature. It must be in same language as “contract for
renovation” for an owner-occupied (or the same language as the lease for occupant of non-owner
occupied) target housing.
If the MS DOE WX BIL WAP cannot get a signed acknowledgment (either the occupant is not
home or refuses to sign the form), then the self-certification section of the form must be signed to
prove delivery.
The acknowledgement form must be filed and remain with the client file for Three years from date
of signature. In addition to providing a copy of the pamphlet to owners and occupants, designated
local subgrantee staff (e.g., intake specialist, auditor, crew chief) must discuss the hazards
associated with lead-based paint and lead dust, and describe how they will conduct LSW in the
home.
The following forms must also be completed during client notification/education:
1) Client Health and Condition Form
2) Notification of Health & Safety Form
3) Radon acknowledgement form
Training and Technical Assistance – Approach
T&TA activities are intended to maintain or increase the efficiency, quality, and effectiv
ness of the Weatherization Program at all levels. Such activities will be designed to maximize en
ergy savings, minimize production costs, improve program management and operational efficien
cies, contractor work quality, increase client satisfaction, and to reduce the potential for waste, fr
aud, abuse and mismanagement.
T&TA funds aregiven directly to subgrantees to address training. Subgrantees will follow the M
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DHS Subgrant/Agreement Manual. Funds may be used to obtain and maintain
certifications, training, training support, and providing or receiving programmatic and technical
assistance. T&TA funds may also be used totrain contractors participating in the program provi
ded a retention agreement is obtained
Training and Technical Assistance – Approach
The MS DOE WX BIL WAP will use the following methods to provide T&TA:
• On-site visits provide an excellent opportunity to assess the technical needs of
subgrantees through the notation of program deficiencies.
• DCS Weatherization Staff will provide specific T&TA on automated audit
inspection procedures as a regular component of the on-site Programmatic and
Management and production monitoring visits.
• DCS Weatherization staff will provide T&TA through onsite, written, and
telephone communication with Subgrantee staff.
• DCS staff will provide on-site or offsite T&TA as needed. Need may be identified
by the Subgrantee staff, Program Integrity monitoring visits, DOE Project Officer
monitoring visits, internal state audits, IG reports, or by DCS staff as the result of
observation for resolution of problems, or to meet updates required by DOE.
• DCS and Subgrantee staff will participate in national activities as they are planned.
MS DOE WX BIL WAP will assure staff are able to attend these meetings and will
encourage Subgrantee staff to take advantage of training opportunities.
• MS DOE WX BIL WAP management staff will attend DOE mandated
activities/events, NASCSP events, State Weatherization Directors’ meetings,
national DOE sponsored conferences, and other staff development trainings as
needed or required. Continuing education and conference attendance ensure
Grantee effectiveness in administering and implementing the grant.
• Quarterly Weatherization Network Meetings will be scheduled to address areas of
common concern with regard to training and policy for current initiatives and future
program requirements. T&TA needs will be identified through feedback from the
Weatherization Network.
• MS DOE WX BIL WAP will utilize the QCI on-site assessment tool to analysis
deficiencies of the work performed on dwelling.
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• MS DOE WX BIL WAP will utilize the results of the analysis to rate areas of
deficiencies and effectiveness of subgrantee.
• Based on the ratings of deficiencies, MS DOE WX BIL WAP will develop a
scorecard to determine training opportunities.
• Field Guides and Standards will be provided to subgrantees via the Notification of
funds Availability (NOFA).
• Each Subgrantee and Subgrantee Contractor(s) will be provided T&TA to address
the Field Guide and Standards.
In accordance with WPN 224 and Memorandum 034, T&TA activities for MSWAP
field staff will consist of Comprehensive or Specific training. MSWAP will collaborate
with Community Housing Partners (CHP) to provide training in accordance to the
following:
Comprehensive Training: Occupationspecific training, which is part of an overall
curriculum, aligned with the topics within the given JTA being trained. Comprehensive
training must be administered by, or in cooperation with, a training program that is
accredited by a DOEaccepted credentialing body for the JTA being taught.
Specific Training: Singleissue, shortterm training to address technical skills or
knowledge gaps. Conference trainings and any training not aligned with a Home
Energy Professional JTA are included in this category.
Job Task Analyses (JTAs): JTAs define and catalogue the knowledge, skills, and
abilities a practitioner needs to perform a given job effectively and safely. JTAs are
used by training providers to develop coursework that can be verified and accredited
by a thirdparty organization.
MS DOE WX BIL WAP field staff are only those technical staff members directly employed
by DCS and Subgrantee agencies, such as auditors and inspectors. Contract auditors and
inspectors are not explicitly included, but may be eligible for T&TA funded training as long
as a retention agreement is obtained. . T&TA funds may also be used to train contractors at
the Subgrantee level participating in the WX Program. The use of T&TA funds to reimburse
contractors is limited to T&TA that supports the four Home Energy Professionals occupations
• Retrofit Installer/Technician (RIT): A residential energy efficiency
professional who installs energy efficiency upgrades in dwelling units.
• Crew Leader: A Crew Leader is responsible for supervising and assisting in the
retrofitting activities specified in the scope of work. The Crew Leader
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is responsible for quality control, interacting with the client, managing personnel
and materials, and ensuring a safe and efficient job site.
• Energy Auditor: An experienced professional who evaluates the health and
safety issues, durability, comfort, and energy use of a residential building.
The Energy Auditor (EA) conducts advanced diagnostic tests, gathers and
analyzes data, and creates energy models to draw conclusions and make
recommendations to the client for improvements.
• Quality Control Inspector (QCI): A certified residential energyefficiency expert
who ensures the completion, appropriateness, and quality of energy upgrade work
by conducting a methodical inspection of the building and performing safety and
diagnostic tests.
MS DOE WX BIL WAP propose to weatherize approximately 1987 homes over five
years, which calls for a ramp-up in the workforce. Based on feedback from the MSWAP
Network concerning ramp-up, it was determined that the workforce should increase by
approximately twenty persons. There will be four additional persons at the state office,
and sixteen across subgrantees.
With the increase in staff, Energy Auditors and Quality Control Inspectors will be
priority. MS DOE WX BIL WAP have nine QCI’s and nine Energy Auditors across six
subgrantees, and the State Office has one each.
In order to acquire the knowledge and skills needed to perform a home audit, basic
building science and knowledge of equipment is needed. Based on T&TA needs, MS BIL
WAP will work with Community Housing Partners (CHP), and EverBlue to incorporate
a badge system, which give new hires and contractors an opportunity to earn badges in
the areas of Building Science, Blower Door, and Air Sealing training etc. This training
will be on going over the BIL performance period.
While earning badges New Hires will collaborate with Energy Auditors when conducting
home audits. The number of audit hours will be maintained to ensure that prerequisite
are accomplished, which is required in order to acquire certifications. Collaborating
allows production to continue, while peer-to-peer training is obtained.
In making the determination to pay for contractors training, MS DOE WX BIL WAP
Subgrantees must secure a retention agreement in exchange for training. The retention
agreement must require that the contractors will work in the Program for a specific amount of
time, which must align with the cost of the T&TA provided.
MS DOE WX BIL WAP will ensure that each worker will be afforded the opportunity to
acquire knowledge and skills needed to perform the specific job task. In addition, each
Subgrantee will be required to have on staff at least one BPI Certified Quality Control
Inspector & Energy Auditor. Subgrantees replacing or hiring new staff must ensure that the
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candidate(s) for employment be certified or have the knowledge, skills and abilities to meet
the JTA’s requirements for Retrofit Inspector, Energy Auditor, or QCI. All staff will be
required to secure their certification within Thirty-six (36) months.
Will be structured in the manner best suited for each agency. Subgrantees must provide
Action Plans for the following:
QCI, EA, CL and RIT- Subgrantees must provide a plan that ensures training every
three years for the purpose of maintaining certifications.
Subgrantees must provide a plan to address New Hires according to the above criteria.
Subgrantees must provide DCS all documentations of certifications obtain by
Subgrantees WAP Staff, within thirty (30) days of completion.
Note: It is the responsibility of the Subgrantee to ensure that staff and/or subcontractors
complete training. DCS will work to develop a plan to assure subgrantees ensure their
contractors obtain and maintain the required comprehensive training certifications. DCS will
monitor Subgrantee progress and track credentials. Weatherization staff may not function
unsupervised until training and certification requirements are met.
Comprehensive training must be provided by a DOE approved accredited training program.
Currently, IREC accredited training centers are the only training centers that meet this
requirement. MS DOE WX BIL WAP training will be provided by the contracted training
provider in the manner best suited for the situation. MS DOE WX BIL WAP will continue to
collaborate with Community Housing Partners (CHP) to provide Comprehensive & Specific
training.
Specific training will be obtained on an as-needed basis and on a rolling basis to fulfill
certification CEU requirements. Specific training is considered but not limited to single issues,
short-term, training to address acute deficiencies in the field, concerns found during on-site
reviews by DCS T&TA Staff, Program Integrity Staff, DOE Project Officer, and Desk reviews.
In cases of on-site visits, DCS will provided technical assistance in the field.
Other required or approved training will cover topics such as Health & Safety, using the
NEAT/MHEA software, creating-cost effective job work scopes, heating system diagnostics,
performing post inspections, materials installation, air sealing, and pressure diagnostics. The
goal of this training is also to introduce or significantly improve the knowledge and expertise
of the WAP Network.
MS DOE WX BIL WAP will collaborate with CHP to execute the following training to assure
that each worker is afforded the opportunity to acquire the knowledge and skills needed to
perform the specific job task: (All trainings will be Mandatory)
First Quarter (July-September 2022):
• MS DOE WX BIL WAP Network Meeting
July TBA
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• Online Badge course
(On Going)
• ASHRAE 62.2/Zonal Diagnostics
July TBA
• CAZ Field Mentoring
August (3 agencies TBA)
• Energy Auditor Course
September (2wks. TBA)
• NASCSP
September TBA
Second Quarter (October-December 2022):
• MS DOE WX BIL WAP Network Meeting
October TBA
• Online Badge course
(On Going)
• Whole House Field Mentoring
October (5 days TBA)
• Installation Field Mentoring
November (3 agencies TBA)
Third Quarter (January- March 2023)
• MS DOE WX BIL WAP Network Meeting
January TBA
• Online Badge course
(On Going)
• Installation Field Mentoring
February (3 agencies TBA)
• QCI Process
March (TBA)
• QCI Certification
TBA
• On-site T&TA
TBA
Fourth Quarter (April-June 2023)
• MS DOE WX BIL WAP Network Meeting
April TBA
• Online Badge course
(On Going)
• CEU sessions
TBA
• On-site T&TA ,
TBA
DCS will encourage that the following online courses, offered by CHP be taken: (As needed)
• Lead Safe Weatherization course (LSW) if needed
• HVAC Fundamentals
• ASHRAE/ Red Calc Webinar (2hrs.)
• Retrofit Installer Technician
• Manufactured Housing Fundamentals
• Energy Auditor
• Online Math Review Course (Free)
First Quarter (July-September 2023):
• MS DOE WX BIL WAP Network Meeting
July TBA
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• Online Badge course
(On Going)
• ASHRAE 62.2/Zonal Diagnostics
July TBA
• CAZ Field Mentoring
August (3 agencies TBA)
• Energy Auditor Course
September (2wks. TBA)
• NASCSP
September TBA
Second Quarter (October-December 2023):
• MS DOE WX BIL WAP Network Meeting
October TBA
• Online Badge course
(On Going)
• Whole House Field Mentoring
October (5 days TBA)
• Installation Field Mentoring
November (3 agencies TBA)
Third Quarter (January- March 2024)
• MS DOE WX BIL WAP Network Meeting
January TBA
• Online Badge course
(On Going)
• Installation Field Mentoring
February (3 agencies TBA)
• QCI Process
March (TBA)
• QCI Certification
TBA
• On-site T&TA
TBA
Fourth Quarter (April-June 2024)
• MS DOE WX BIL WAP Network Meeting
April TBA
• Online Badge course
(On Going)
• CEU sessions
TBA
• On-site T&TA ,
TBA
DCS will encourage that the following online courses, offered by CHP be taken: (As needed)
• Lead Safe Weatherization course (LSW) if needed
• HVAC Fundamentals
• ASHRAE/ Red Calc Webinar (2hrs.)
• Retrofit Installer Technician
• Manufactured Housing Fundamentals
• Energy Auditor
• Online Math Review Course (Free)
•
First Quarter (July-September 2024):
• MS DOE WX BIL WAP Network Meeting
July TBA
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• Online Badge course
(On Going)
• ASHRAE 62.2/Zonal Diagnostics
July TBA
• CAZ Field Mentoring
August (3 agencies TBA)
• Energy Auditor Course
September (2wks. TBA)
• NASCSP
September TBA
Second Quarter (October-December 2024):
• MS DOE WX BIL WAP Network Meeting
October TBA
• Online Badge course
(On Going)
• Whole House Field Mentoring
October (5 days TBA)
• Installation Field Mentoring
November (3 agencies TBA)
Third Quarter (January- March 2025)
• MS DOE WX BIL WAP Network Meeting
January TBA
• Online Badge course
(On Going)
• Installation Field Mentoring
February (3 agencies TBA)
• QCI Process
March (TBA)
• QCI Certification
TBA
• On-site T&TA
TBA
Fourth Quarter (April-June 2025)
• MS DOE WX BIL WAP Network Meeting
April TBA
• Online Badge course
(On Going)
• CEU sessions
TBA
• On-site T&TA ,
TBA
DCS will encourage that the following online courses, offered by CHP be taken: (As needed)
• Lead Safe Weatherization course (LSW) if needed
• HVAC Fundamentals
• ASHRAE/ Red Calc Webinar (2hrs.)
• Retrofit Installer Technician
• Manufactured Housing Fundamentals
• Energy Auditor
• Online Math Review Course (Free)
First Quarter (July-September 2025):
• MS DOE WX BIL WAP Network Meeting
July TBA
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• Online Badge course
(On Going)
• ASHRAE 62.2/Zonal Diagnostics
July TBA
• CAZ Field Mentoring
August (3 agencies TBA)
• Energy Auditor Course
September (2wks. TBA)
• NASCSP
September TBA
Second Quarter (October-December 2025):
• MS DOE WX BIL WAP Network Meeting
October TBA
• Online Badge course
(On Going)
• Whole House Field Mentoring
October (5 days TBA)
• Installation Field Mentoring
November (3 agencies TBA)
Third Quarter (January- March 2026)
• MS DOE WX BIL WAP Network Meeting
January TBA
• Online Badge course
(On Going)
• Installation Field Mentoring
February (3 agencies TBA)
• QCI Process
March (TBA)
• QCI Certification
TBA
• On-site T&TA
TBA
Fourth Quarter (April-June 2026)
• MS DOE WX BIL WAP Network Meeting
April TBA
• Online Badge course
(On Going)
• CEU sessions
TBA
• On-site T&TA ,
TBA
DCS will encourage that the following online courses, offered by CHP be taken: (As needed)
• Lead Safe Weatherization course (LSW) if needed
• HVAC Fundamentals
• ASHRAE/ Red Calc Webinar (2hrs.)
• Retrofit Installer Technician
• Manufactured Housing Fundamentals
• Energy Auditor
• Online Math Review Course (Free)
First Quarter (July-September 2026):
• MS DOE WX BIL WAP Network Meeting
July TBA
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• Online Badge course
(On Going)
• ASHRAE 62.2/Zonal Diagnostics
July TBA
• CAZ Field Mentoring
August (3 agencies TBA)
• Energy Auditor Course
September (2wks. TBA)
• NASCSP
September TBA
Second Quarter (October-December 2026):
• MS DOE WX BIL WAP Network Meeting
October TBA
• Online Badge course
(On Going)
• Whole House Field Mentoring
October (5 days TBA)
• Installation Field Mentoring
November (3 agencies TBA)
Third Quarter (January- March 2027)
• MS DOE WX BIL WAP Network Meeting
January TBA
• Online Badge course
(On Going)
• Installation Field Mentoring
February (3 agencies TBA)
• QCI Process
March (TBA)
• QCI Certification
TBA
• On-site T&TA
TBA
Fourth Quarter (April-June 2027)
• MS DOE WX BIL WAP Network Meeting
April TBA
• Online Badge course
(On Going)
• CEU sessions
TBA
• On-site T&TA ,
TBA
DCS will encourage that the following online courses, offered by CHP be taken: (As needed)
• Lead Safe Weatherization course (LSW) if needed
• HVAC Fundamentals
• ASHRAE/ Red Calc Webinar (2hrs.)
• Retrofit Installer Technician
• Manufactured Housing Fundamentals
• Energy Auditor
• Online Math Review Course (Free)
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V.9
Energy Crisis & Disaster Plan (WPN12-07)
State of Mississippi
Weatherization Assistance Program
Disaster Relief Plan
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For weatherization purposes, a disaster is determined by a Presidential or Gubernatorial order
declaring either a Federal or State Emergency. The crisis will generally involve three phases: the
crisis itself, the clean-up, and rebuilding of the area.
Purpose: To develop a prudent disaster response plan that addresses the needs of affected low-
income clients and takes into consideration the limited funding available and the effects to the
weatherization program activities. The State of Mississippi will work in conjunction with its
Disaster Relief Team to aid with identifying and securing any resources that may be available to
assist in the relief. Project Management Center (PMC) Project Officer will be notified as soon as
possible regarding a disaster.
Eligible Activities:
Reweatherization – The rule allows any home damaged by a disaster to be reweatherized, without
regard to date of weatherization, if the damage to materials is not covered by insurance.
Health & Safety – The rule allows a State to develop a health and safety plan to address the needs
of low-income occupants of eligible homes.
Technical Assistance – The rule permits the States to use technical assistance units in flexible
ways to achieve energy efficiency goals of the program.
Leveraging – The rule permits States to use a small percentage of DOE grant funds to provide
leveraging opportunities at the state and local levels with prior approval.
Eligible Population: Any person or household, (residence of Mississippi), meeting income
eligibility based on 200% of the federal poverty guidelines. Priority will be given to clients
currently on the WX Priority Lists, elderly, handicapped, and families with children.
Allowable expenditures under WAP include:
1) The cost of incidental repairs to a negligible dwelling unit if such repairs
are necessary to make the installation of weatherization materials effective
and,
2) The cost of eliminating health and safety hazards, elimination of which
is necessary before the installation of weatherization materials (10 CFR
440.18(d)(9); 10 CFR 40.18(d) (15). To the extent that the services are in support
of eligible weatherization (or permissible re-weatherization) work, such
expenditure would be allowable. For example, debris removal at a dwelling unit
so that the unit can be weatherized would be an allowable cost. Debris removal
from a dwelling unit that is not to be weatherized would not be an
allowable cost. The $8,009 per dwelling unit limit continues to apply.
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The State of Mississippi elects to limit incidental repairs (10 CFR 440.14(c) (6) (viii) to $500. If
total anticipated repair cost exceeds $500 in materials expenditures, DCS must first authorize the
additional expenditures before the costs are incurred. All requests must be in writing, documenting
why the exception is being requested and how the repairs will benefit the effective performance or
preservation of Weatherization materials.
The use of WAP funds to pay personnel to perform functions related to protecting the DOE
investment. Such activities include: securing weatherization materials, tools, equipment,
weatherization vehicles, or protection of local agency weatherization files, records and the like
during the initial phase of the disaster response. Using WAP funds to pay for weatherization
personnel to perform relief work in the community as a result of a disaster is not allowable.
Subgrantees may use weatherization equipment to help assist in disaster relief provided the WAP
is reimbursed according to the DOE Financial Assistance Regulations 10 CFR Part 600.
Health & Safety – Subgrantees will utilize the health and safety plan to address the needs of low-
income occupants of eligible homes. (See Attachment)
Technical Assistance – The rule permits the States to use technical assistance units in flexible
ways to achieve energy efficiency goals of the program.
Leveraging – The rule permits States to use a small percentage of DOE grant funds to provide
leveraging opportunities at the state and local levels with prior approval.
Eligible Population: Any person or household, (residence of Mississippi), meeting income
eligibility based on 200% of the federal poverty guidelines. Priority will be given to elderly,
persons with disabilities, families with children, high residential energy users, and households with
high energy burdens (10CFR 440.16(b)) However, it would be permissible to consider in
households located in the disaster area, as a priority as long as the households are eligible and meet
one of the priorities established in regulation and are free and clear of any insurance claim or other
form of compensation resulting from damage incurred from the disaster.
Scope of Work:
1.
Authorization for subgrantees to re-prioritize service requests coming from disaster
areas so that eligible residents from these areas receive weatherization and re-
weatherization services as quickly as possible as long as the households are
determined eligible for WAP services; meet one of the priorities described in
10 CFR 440.16(b); and are free and clear of any insurance claim or other form of
compensation resulting from the damage incurred from the disaster.
2.
Authorization for DCS to submit an amendment to its Weatherization
State Plan that reflects changes, including potential reductions in
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production, and the use of unspent carryover funds if necessary, to
provide emergency services to the affected areas.
Additional Criteria:
I. First Priority
a. Health & Safety
b. Measures within scope of program
II. Second Priority
a.
Specific list of measures that is most beneficial for the type
of disaster to include, but not limited to:
1. Minor roof repair – per WX guidelines
2. Repair or Replacement of Sheet Rock
3. Replace hot water heaters
4. Replace Insulation (Walls, Attic, Crawl Space)
5. Replace/Repair Windows and Doors
6. Replace/Repair HVAC system and space heaters
7. Replace electrical/damaged outlets – (H&S) Work
will be done on outlets that impacts the weatherization
measures.
8. Minor envelope repairs
9. All remaining measures –
a.
Installed in order of priority in accordance
with State Policies and Procedures.
b. Subgrantees will utilize the NEAT/MHEA Audit
when determining work to be done.
VI.
FEDERAL FINANCIAL REGULATIONS
VI.1 DOE Financial Assistance Rules
All subgrantees must develop and maintain fiscal and accounting procedures, which
conform to both Federal and State policy for grants administration.
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The State will provide training on fiscal control procedures as necessary to assure the
proper disbursal of and accounting for Federal funds paid to the State under this subtitle,
including monitoring assistance under this subtitle. Every year the State shall prepare an
audit of its expenditure of amounts received under this subtitle and amounts transferred to
carry out the purposes of this subtitle.
In accordance with the assurance above, the State of Mississippi has established fiscal
controls and fund accounting procedures to assure the proper disbursal of all federal funds
received by the State. Additionally, the State has established procedures for monitoring
the utilization of such funds by project operators. An audit of the Weatherization
Assistance Program will be conducted as prescribed by the DCS and appropriate State
and/or Federal regulatory authority.
A description of the controls and procedures to be implemented is as follows:
3.
DCS will follow the established fiscal policies and procedures mandated by
state law. Financial areas addressed in these procedures consist of fiscal
management controls, the accounting system, fund controls, personnel and
payroll
management,
property
management,
procurement,
and
the
disbursement of funds.
4.
The financial standards set forth by the State establish an adequate accounting
system with appropriate internal controls which will safeguard assets, check the
accuracy and reliability of accounting data, promote operating efficiency and
encourage compliance with prescribed management policies.
Subgrantee Default, Suspension, Transfer/Termination
DCS may, by giving reasonable written notice specifying the effective date, terminate this
grant in whole or in part for cause, which shall include:
Failure, for any reason, of the subgrantee to fulfill in a timely and proper manner its
obligation under this grant including compliance with the approved work program and
attached conditions, and such statutes, executive orders, and DOE and/or DCS directives
as may become generally applicable at any time;
Late submission by the subgrantee to the DCS of DOE reports that are incorrect or
incomplete.
Ineffective or improper use of funds provided under this grant; and
A.
Termination or Suspension. If the Subgrantee materially fails to comply with any
of the covenants, terms or stipulations of this Agreement, whether stated in a federal
statute or regulation, an assurance, in the State plan or application, a notice of
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award, or elsewhere, DCS may, upon giving written notice to Subgrantee, take one
or more of the following actions, as appropriate in the circumstances:
(1)
Temporarily withhold cash payments pending correction of the
deficiency by Subgrantee or a more severe enforcement action by DCS;
(2)
Disallow (that is, deny both use of funds and matching credit for)
all or part of the cost of the activity or action not in compliance;
(3)
Wholly or partly suspend or terminate the current award for the
Subgrantee’s program;
(4)
Withhold further awards for the subgrantee's program; or
(5)
Take other remedies that may be legally available.
B.
Notice of Termination for Cause. If, through any cause, Subgrantee shall fail to
fulfill in a timely and proper manner, as determined by MDHS, its obligations under
this Subgrant, or if Subgrantee shall violate any of the covenants, agreements, or
stipulations of this Subgrant, MDHS shall thereupon have the right to terminate the
Subgrant by giving written notice to Subgrantee of such termination and specifying
the effective date thereof at least five (5) days before the effective date of such
termination. In the event of such termination, Subgrantee shall be entitled to receive
just and equitable compensation for satisfactory work completed on services or
documents or materials collected and/or prepared by Subgrantee in connection with
this Subgrant. Such compensation shall be based upon the fees set forth in Section
III, but, in no case, shall said compensation exceed the total Subgrant price.
Notwithstanding the above, Subgrantee shall not be relieved of liability to MDHS
for damages sustained by MDHS by virtue of any breach of this Subgrant by
Subgrantee, and MDHS may withhold any payments to Subgrantee for the purpose
of set off until such time as the exact damages due to MDHS from Subgrantee are
determined.
C.
Termination for Convenience. MDHS may terminate this Subgrant at any time by
giving written notice to Subgrantee of such termination and specifying the effective
date thereof at least five (5) days before the effective date of such termination.
Subgrantee shall be paid an amount which bears the same ratio to the total
compensation as the services actually and satisfactorily performed bear to the total
services of Subgrantee covered by the Subgrant, less payments of compensation
previously made.
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D.
Partial Termination. In the event of a partial termination, the Subgrantee shall incur
no obligations other than those specifically identified in the agreement or contract
governing the partial termination.
E.
Rights and Remedies upon Termination. In the event of termination as provided in
this Section, Subgrantee shall be entitled to receive just and equitable compensation
for services or performances actually and satisfactorily performed, prior to the
effective date of termination, under this Agreement. Such compensation shall be
based upon the payment provisions described in Section III hereof, but, in no case,
shall said compensation exceed the total amount of this subgrant.
Subgrantee shall be liable to DCS for damages sustained by DCS by virtue of any
breach of this Agreement by Subgrantee, and DCS may withhold any payments to
Subgrantee for the purpose of set off until such times as the exact amount of
damages due to DCS from Subgrantee are determined. The rights and remedies of
DCS provided in this Section shall not be exclusive and are in addition to any other
rights and remedies provided by law or in equity.
VI.2 OMB Cost Principles (SEE ATTACHMENT)
VI.3 Financial Audits (SEE ATTACHMENT)
VI.4 Reporting Requirements
Maximum Average Per-Dwelling
The adjusted annual average for PY2022 is determined by using the percentage increase in
the Consumer Price Index (CPI) (all items, United States city average) for FY 2021 or 3
percent, whichever is less. The percentage increase in the CPI for the previous 12-month
period (September 2020-September 2021) was 5.4%. Therefore, the adjusted average
expenditure limit for PY 2022 is $ 8,009. The average includes units computed in a
multifamily building of 5 units or greater.
In accordance with 10 CFR Part 440.18(b) and (c), the expenditure of financial assistance
provided under WAP for labor, weatherization materials, and related matters for a
renewable energy system, shall not exceed an average of $3,000 per dwelling unit, as
adjusted. The percentage increase in the CPI for the previous 12 month period (September
2020 – September 2021) was 5.4%. Therefore, the PY 2022 adjusted average for renewable
energy measures is $3,929 for renewable energy system measures with a Savings to
Investment Ratio (SIR) greater than 1.
Note: The adjusted average for renewable energy measures is not a separate average, but
part of the overall adjusted average expenditure limit of $8,009.
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PY2022-2023
July 2022 -Due-
August 4, 2022
August 2022 -Due-
September 3, 2022
September 2022 -Due-
October 2, 2022
October 2022 -Due-
November 3, 2023
November 2023 -Due-
December 3, 2023
December 2023 -Due-
January 3, 2023
January 2023 -Due- February 4, 2023
February 2023 -Due-
March 3, 2023
March 2023 -Due- April 2, 2023
April 2023 -Due- May 6, 2023
May 2023 -Due-
June 6, 2023
June
2023 -Due-
July 3, 2023
PY2023-2024
July 2023 -Due-
August 3, 2023
August 2023 -Due-
September 5, 2023
September 2023 -Due-
October 3, 2023
October 2023 -Due-
November 3, 2023
November 2023 -Due-
December 5, 2023
December 2023 -Due-
January 3, 2024
January 2024 -Due- February 5, 2024
February 2024 -Due-
March 5, 2024
March 2024 -Due- April 3, 2024
April 2024 -Due- May 3, 2024
May 2024 -Due-
June 4, 2024
June
2024 -Due-
July 3, 2024
PY2024-2025
July 2024 -Due-
August 2, 2024
August 2024 -Due-
September 3, 2024
September 2024 -Due-
October 2, 2024
October 2024 -Due-
November 4, 2024
November 2024 -Due-
December 3, 2024
December 2024 -Due-
January 3, 2025
January 2025 -Due- February 4, 2025
February 2025 -Due-
March 4, 2025
March 2025 -Due-
April 2, 2025
April 2025 -Due- May 2, 2025
May 2025 -Due-
June 3, 2025
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June
2025 -Due-
July 2, 2025
PY2025-2026
July 2025 -Due-
August 4, 2025
August 2025 -Due-
September 2, 2025
September 2025 -Due-
October 2, 2025
October 2025 -Due-
November 4, 2025
November 2025 -Due-
December 2, 2025
December 2025 -Due-
January 5, 2026
January 2026 -Due- February 3, 2026
February 2026 -Due-
March 3, 2026
March 2026 -Due-
April 2, 2026
April 2026 -Due- May 5, 2026
May 2026 -Due-
June 3, 2026
June
2026 -Due-
July 2, 2026
PY2026-2027
July 2026 -Due-
August 4, 2026
August 2026 -Due-
September 2, 2026
September 2026 -Due-
October 2, 2026
October 2026 -Due-
November 3, 2026
November 2026 -Due-
December 5, 2026
December 2026 -Due-
January 5, 2027
January 2027 -Due- February 2, 2027
February 2027 -Due-
March 2, 2027
March 2027 -Due-
April 2, 2027
April 2027 -Due- May 4, 2027
May 2027 -Due-
June 2, 2027
June
2027 -Due-
July 2, 2027
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