Ref # REOI Ref. Section Deliverable Name Deliverable Description Acceptance Criteria Deliverable Frequency 3.11.2.1 3.3.3.1 Annual Outreach Plan, Phases 1-4 A description of how the Contractor will achieve the outreach requirements to increase public awareness and knowledge about the energy assistance program and related energy resources specified in the Federal contained in the Low Income Home Energy Assistance Act of 1981. Submit in Microsoft Excel format (see Attachment R)to include: --List of activities planned --Method used --Method Details --Estimated amount of customers reached --Population --Signature of Executive Director or designee. Initial Plan is due no later than ten (10) Business Days after notification of award, and due annually. Shall be submitted by August 15th of each year beginning 2016. 3.11.2.2 3.3.3.2 OHEP Outreach Log A detailed summary of outreach activities completed by the Contractor each month. Submit in Microsoft Excel format (see Attachment Y) to include: --Type of Outreach Activity --Number of Contact made --City/Town where the activity took place --Cost of the outreach not paid by OHEP funds. Due Monthly. Shall be submitted monthly by the 1st Friday of each month following the report month. 3.11.2.3 3.3.8.A OHEP-MEAP Monthly Financial Status Funds A report indicating the amount of MEAP benefits needed by the Contractor each month. Submit in Microsoft Excel format (see Attachment U),to include: --State Advances --Expenditures --Adjustments --Net Expenditures --Cash on Hand Due Monthly. Shall be submitted by the 15th day of the month following the report month, except that report for June is due the 3rd Monday in June.
3.11.2.4 3.3.8.B OHEP Administrative Funds-Monthly Financial Status Report A report indicating the amount of administrative funds needed by the Contractor each month Submit in Microsoft Excel format (see Attachment V), to include: --Amount of each budget line item approved by OHEP --Actual expenditures for the current month chargeable to OHEP --Signed by Executive Director or designee **This report is due in duplicate. Due Monthly. Shall be submitted by the 15th day of the month following the report month, except that report for June is due the 3rd Monday in July. 3.11.2.5 3.3.8.C Close-Out Report A report indicating the Contractor’s progress in executing specific tasks that must be completed prior to the end of each Program Year (Attachment W). Due Annually in two parts. The first part of the Close-Out Report shall be submitted by May 30th and the second part shall be submitted by July 3rd each Program Year. 3.11.2.6 3.3.8.D Independent Annual Financial Audit Report The report of a certified, independent financial auditor regarding the Contractor’s fiscal performance. Due annually. Shall be submitted by the 1st Monday in May each year beginning in 2016, reporting on the prior contract year. 3.11.2.7 3.3.9.A OHEP Fuel Consumption Survey An annual survey that provides data that assists in OHEP’s determination of future benefits. Due Annually. Shall be submitted by the 3rd Wednesday in June.
5. An organizational chart that identifies the complete structure of the Offeror including any parent company, headquarters, regional offices, and subsidiaries of the Offeror. B. References. At least three (3) business references are requested from organization or individuals who are capable of documenting the Offeror’s ability to provide the services specified in this RFP. References used to meet any Offeror Minimum Qualification (see Section 2) may be used to meet this request. Each reference shall be an organization or individual for which the Offeror has provided services within the past five (5) years and shall include the following information: Name of the organization or individual; Name, title, telephone number, and e-mail address, if available, of point of contact; and Value, type, duration, and description of services provided. The Department reserves the right to request additional references or utilize references not provided by an Offeror. C. List of Current or Prior State Contracts. Provide a list of all contracts with any entity of the State of Maryland for which the Offeror is currently performing services or for which services have been completed within the last five (5) years. For each identified contract, the Offeror is to provide: The State contracting entity; A brief description of the services/goods provided; The dollar value of the contract; The term of the contract; The State employee contact person (name, title, telephone number, and, if possible, e-mail address); and Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised. D. Financial Capability An Offeror must include in its EOI a commonly-accepted method to prove its fiscal integrity. If available the Offeror shall include Financial Statements, preferably a Profit and Loss (P&L) statement and a Balance Sheet, for the last two (2) years (independently audited preferred).
ATTACHMENT P – OHEP ENERGY ASSISTANCE APPLICATION Solicitation Number: FIA/OHEP-14-003-S Attachment P, the OHEP Energy Assistance Application is a PDF file, and is included as a separate attachment to this REOI. ATTACHMENT Q – OHEP 2014 BROCHURE Solicitation Number: FIA/OHEP-14-003-S Attachment Q, the OHEP 2014 Brochure is a PDF file, and is included as a separate attachment to this REOI. ATTACHMENT Q-1 – OHEP 2014 INFORMATIONAL FLYER AND INSTRUCTIONS FOR FILING AN APPLICATION FOR ENERGY ASSITANCE Solicitation Number: FIA/OHEP-14-003-S Attachment Q-1, the OHEP 2014 Informational Flyer and Instructions for Filing an Application for Energy Assistance is a PDF file, and is included as a separate attachment to this REOI. ATTACHMENT R – OHEP ANNUAL OUTREACH PLAN, PHASES 1-4 Solicitation Number: FIA/OHEP-14-003-S Attachment R, the OHEP Annual Outreach Plan, Phases 1-4 is an Excel file, and is included as a separate attachment to this REOI.
and planning tool for the OHEP program. Note any waivers requested in the designated column. Auditors require that this form be completed with signatures and dates as required. Failure to adhere to this audit requirement is counted as an audit exception for the non-complying LAA. Each LAA shall follow the instructions below for each activity required as part of the Closeout process. Please read the document completely, noting the requirements and deadlines. The instructions follow the list of tasks on the Closeout Record. April 15 All local agency supervisors need to begin a process of clearing all cases in pending or awaiting status for all programs (arrearage, bill assistance and MEAP). The Application List report provides a listing by status (In the OHEP Data System, go to Reports/Management/Application List report). Enter the date limits beginning with the start of the fiscal year through the period you need to review. Households subject to denial should be denied as soon as possible so that possible appeals or reapplication is done before May 1. April 30 LAST DAY FOR RECEIPT OF NON-UTILITY MEAP APPLICATIONS April 30th is the last day for MEAP applications where the LAAS issue payments. The heating season is over. Applications where the local agency makes a payment to non-utility suppliers are taken only through April 30th. MEAP and EUSP applications for utility customers are to be taken through May 15th. After this date, applicants may request assistance for their secondary-heating source if a utility shut-off is imminent. LAAS should track the use of a secondary source when assigning a MEAP electric grant. EUSP applications are to be certified and EDSed as quickly as possible. MEAP applications, if over-income or missing information, are to be denied. For purposes of this action, sub-metered natural gas or electric is treated the same as a utility. May 13 - 14 MEETING OF ALL LAA OHEP DIRECTORS The spring meeting of OHEP will be held at the Turf Valley in Ellicott City. Refer to the e-mail that was sent on instructions regarding registration for this meeting. May 15