Weatherization Manual Policies and Procedures Supporting Documents for United States Department of Energy (doe) United States Department of Health and Human Services (hhs) Bonneville Power Administration



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  • CHAPTER 5 PROVIDING WEATHERIZATION SERVICES


  • Section 5.1 General

  • Policy 5.1.1 General Requirements

  • Policy 5.1.2 Weatherization Project Documentation

  • Policy 5.1.2.1 Certification of Insulation

  • Policy 5.1.2.2 Weatherization Information Data System (WIDS)

  • Policy 5.1.3 Deferral Standards

  • Policy 5.1.4 Consumer Conservation Education (Client Ed)

  • Policy 5.1.5 Low Cost/No Cost

  • Policy 5.1.6 Coordination with Utilities and Related Programs





    1. Effective Date: July 2016 Page 1 of 2

    2. Weatherization Policy

    3. See also:

    4. Field Guide Retrofitting Washington

    5. Chapter 9, Health and Safety

    6. Policy 5.1.3, Deferral Standards

    7. Exhibit 5.S10, Standards for Weatherization Material Specifications.

    8. Replaces: Policy 5.1.1 July 2015 Variance #11 – SWS 2.0702.1b

    9. POLICY 5.1.1 GENERAL REQUIREMENTS

    10. Commerce provides weatherization services based upon the house-as-a-system approach integrating advanced weatherization technologies into service delivery. This approach includes data collection, testing, assessments, and education for all eligible clients. Weatherization Services include:

    • Energy audit,

    • A complete visual assessment,

    • Assessment of electric base load measures:

      • water heaters,

      • refrigerators,

      • compact fluorescent light bulbs (CFL) or light-emitting diode lamps (LED),

      • lighting fixtures, and

      • space heaters,

    • Diagnostic tests, energy-related health and safety assessment,

    • Consumer conservation education,

    • Appropriate low-cost measures,

    • Applicable weatherization-related repairs, and

      • A thorough consideration of the client and residence.

    1. The Local Agency shall meet program requirements for insurance, licensing, labor standards, warranties and guarantees, applicable permit compliance, applicable code and regulation compliance, applicable staff certifications, and site clean-up and salvage.

    2. All work shall be performed in a professional manner following standard residential construction practices.

    3. Weatherization projects shall be weatherized in accordance with the State of Washington Weatherization Manual. The more specific requirements take precedence over the general requirements. In an instance when a requirement cannot be met, document in the client file why and what actions were taken. For best practices, refer to the Field Guide Retrofitting Washington.

    1. Wx Policy 5.1.1 General Requirements Page 2 of 2

    1. Health and Safety: Prior to providing weatherization services, energy-related health and safety hazards necessary to install weatherization materials, must be eliminated. Any hazards created as a result of installing weatherization materials must be eliminated. Energy-related health and safety measures and repairs are intended to protect building occupants and workers. See Chapter 9, Health and Safety, for additional information.

    2. Deferral: Deferral may be necessary if there are any problems beyond the scope of the Weatherization Assistance Program. See Policy 5.1.3, Deferral Standards. Agencies must inform clients of any health and safety hazards that may be beyond the scope of the weatherization program.

    3. Warranties: The Local Agency and all Subcontractors shall provide warranties in writing against any defect in the material, manufacture, design or installation of all materials, equipment, or products that is found within one (1) year from the date of completion of installation. Any defects found within the warranty period shall be remedied without charge and within a reasonable period of time. The warranty information shall be given to the occupant and a copy placed in the client file.

    1. Variance #11: DOE granted a variance from SWS Section 2.0702.1b allowing: With no additional cost to the client, contractor(s) will provide one year warranty on equipment, materials, and labor.

    1. Code compliance: The Local Agency shall require all Local Agency crews and Subcontractors installing all materials, equipment, or products to comply with all applicable federal, state, and local laws and code regulations.

    2. Permits: A copy of ALL permits obtained for a job, whether by the Local Agency or by a Subcontractor, shall be included in the client or project file.

    1. Exception: If a physical permit is not available, evidence of permit (i.e. documentation of the online record) must be in the client or project file.

    1. Materials: All materials used shall meet the specifications found in Exhibit 5.S10, Standards for Weatherization Material Specifications.

    1. Exception: The Local Agency shall get written approval to use alternate materials from the Commerce prior to the use of such materials.

    1. Manufacturer's requirements: The Local Agency and Subcontractors shall conform to all manufacturers’ requirements regarding installation, use and maintenance of all materials, equipment, or products installed or supplied through the weatherization program.

    1. Effective Date: July 2017 Page 1 of 3

    2. Weatherization Policy

    3. See also:

    4. 10 CFR 440.18 Allowable expenditures

    5. Appendix A - 10 CFR 440, Standards for Weatherization Materials

    6. DOE Program Guidance

    7. Policy 1.3.1, Documenting Income Eligibility

    8. Policy 2.1.6, Preserving Historic Properties

    9. Policy 2.1.7, Reweatherizing

    10. Policy 2.2.1, Documenting Residence

    11. Policy 5.1.2.1, Certification of Insulation

    12. Policy 5.1.3, Deferral Standards

    13. Policy 5.1.4, Consumer Conservation Education (Client Ed)

    14. Policy 5.2.1, Energy Audit

    15. Policy 5.4.5, Windows and Doors

    16. Policy 5.7.3, Refrigerator Replacement

    17. Policy 9.8, Lead Based Paint

    18. Exhibit 5.S3A, Diagnostic Test Report

    19. Exhibit 5.3.1A, Combustion Safety and Exhibit 5.3.1A(2), Daily In-Progress

    20. Replaces: Policy 5.1.2 – July 2016 Exhibit 9.3, Mechanical Ventilation Worksheet

    21. Policy 5.1.2 Weatherization Project Documentation

    1. Documenting Weatherization Projects: Client files must include the following documentation, as applicable:

      1. Eligible Clients

        1. Income Eligibility – See Policy 1.3.1, Documenting Income Eligibility

        2. Client Identification

        3. Citizenship/Qualified Alien – See Policy 1.3.1, Documenting Income Eligibility

      2. Eligible Dwellings

        1. Residence Verification – See Policy 2.2.1, Documenting Residence

        2. Unit Photographs – See Policy 5.2.1, Energy Audit

        3. Pre-Wx Billing data and signed client waivers to access utility and other energy vendor billing records and account information – See Policy 1.3.1, Documenting Income Eligibility

      3. Pre-work Owner/Client Authorization

        1. Ownership status

    1. Wx Policy 5.1.2 Weatherization Project Documentation Page 2 of 3

        1. Owner/agency agreement: This authorization to start work includes, but is not limited to:

    1. Owner/Agency Agreement – rental

    2. Owner/Agency Agreement – non-rental

    3. Client/Agency Agreement

    4. Signed Contract authorizing work to start

    5. Signed Scope of Work

    6. Property Owner Release Form

        1. Owner cash contribution

        2. Wall blow authorization

      1. Historic preservation status – See Policy 2.1.6, Preserving Historic Properties

      2. Reweatherization: Previous weatherization, including date(s) work performed and installed weatherization measures. See Policy 2.1.7, Reweatherizing.

      3. Client Education: Delivery of consumer conservation education, individual or classroom. – See Policy 5.1.4, Consumer Conservation Education (Client Ed)

      4. Energy Audit Assessment: Information including but not limited to:

        1. Conditioned floor area

        2. Housing type

        3. Existing levels of insulation

        4. Heating/Air-Conditioning System, type and condition

        5. Water Heater System, type and condition

        6. Existing Hazards List: List of health and safety hazards identified prior to the installation of weatherization materials.

        7. Other necessary information to support any measures installed using an approved priority list or TREAT.

      5. Diagnostic Testing: An Exhibit 5.S3A, Diagnostic Test Report shall be filled out and be present in the client file.

      6. Combustion Testing: An Exhibit 5.3.1A, Combustion Safety Test Report shall be filled out for each combustion appliance and be present in the client file.

        1. Include In-Progress CAZ Testing: An Exhibit 5.3.1A(2), Daily In-Progress Combustion Safety Test Report

    1. Wx Policy 5.1.2 Weatherization Project Documentation Page 3 of 3

      1. Mechanical Ventilation: An Exhibit 9.3, Mechanical Ventilation Worksheet

      2. Energy Audit: Verification installed measures have an SIR of 1.0 or greater as determined by TREAT or the Priority List (PL Calc) of Weatherization Measures.

    1. Exception: Results of all electronic audits must be retained in the local agency’s central electronic file.

      1. Lead Based Paint – See Policy 9.8, Lead Based Paint

      2. Scope of Work: A comprehensive and weatherization-specific scope of work.

        1. Weatherization Measures (WxM) list

        2. Health & Safety (H&S) Measures list

        3. Weatherization Related Repairs (WRR) Measures list.

      3. Door and Window Replacement – See Policy 5.4.5, Windows and Doors

      4. Refrigerator Replacement – See Policy 5.7.3 Refrigerator Replacement

      5. Confined Space – See Policy 9.1.4, Confined Space

      6. Insulation Certificate – See Policy 5.1.2.1, Certification of Insulation

      7. Work and Worker Related Documents:

        1. Copies of Applicable Permits

        2. Knob & Tube Inspection

        3. Invoices for Material and Labor

        4. Change Orders

      8. Deferral Document or Exceptions – See Policy 5.1.3, Deferral Standards

    1. Documenting Justification: All necessary measure-specific justification. Justification for installing any measure must meet funder’s requirements

        1. For Blended Measures, LAs must justify measures in accordance with Commerce contracts and policy.

        2. For Utility Measures, LAs must justify measures in accordance with Utility contracts and requirements.


    1. Policy 5.1.2.1 Certification of insulation

    2. A. Policy


    1. Local agencies must complete a certificate of insulation form for each dwelling unit that receives ceiling, wall, floor, perimeter, or duct insulation. See Exhibit 5.1.8A,Certificate of Insulation

    2. The certificate of insulation shall contain the following information:

    1. Address of residence

    2. Date of installation

    3. Name, address and phone number of installer

      1. Insulation type

      2. Coverage area

      3. R-value

      4. Installed thickness and settled thickness (and post empty bag with chart)

      5. Number of bags installed in accordance with manufacturer specifications

    1. The certificate shall be completed in ink and signed by the installer, one of the following as applicable:

    1. Subcontractor, if subcontractor performs the work.

    2. Crew chief, if the local agency’s crew performs the work.

    1. Posting of certificate

    1. Upon completion of the installation of the insulation, the completed Certificate of Insulation shall be posted in the interior of the area insulated in a location nearby, and visible, from the access to the area. A copy of the certificate shall also be kept in the client file of the Local Agency.

    2. Exception: If the Certificate of Insulation cannot be posted in a visible location near the access to the area of insulation installation, the certificate may be posted near the service panel, electrical panel, or other area easily accessed by service technician. Document the certificate posting location in client file.

    1. Posting empty bag/wrapper

    1. Upon completion of the installation of the insulation, the Local Agency or Subcontractor shall post near the Certificate of Insulation an empty bag or wrapper from the insulating material that was installed.

    1. Delivery of certificate

    1. The completed certificate shall be kept in the permanent file of the Local Agency. A copy of the certificate will also be given to the client.



    2. B. Procedure

    1. Programmatic

      1. Local agencies must give the homeowner the original certificate, place a copy in the agency file, and post a copy in the attic or crawl space of the dwelling unit as appropriate.

      2. See Exhibit 5.1.8A, Certificate of Insulation.



    1. Required Installation Standards and Materials Specifications

    1. See Field Guide, Retrofitting Washington

    1. Best Practices

    1. Not applicable.



    2. Effective Date: July 2017 Page 1 of 1

    3. Weatherization Policy

    4. See also:

    5. Replaces: Policy 5.1.2 partial – July 2016

    6. Policy 5.1.2.2 Weatherization Information Data System (WIDS)

    1. Entering Data into WIDS: All Wx projects must be entered into the Weatherization Information Data System (WIDS).

    2. Reporting Monthly Weatherization Data in WIDS: Local agencies must enter or upload all applicable Weatherization data into WIDS by the 15th of each month for the previous month’s activities. Data includes, but is not limited to, the required Milestone dates:

      1. Audit Completed date: Enter the date the Energy Audit is completed. For multi-family projects with multiple buildings, this is the date when the first building in the project received an energy audit. This moves the building to "Active" status.

      2. Final Inspection Passed date: Enter the date the building received and passed a final inspection for all installed measures. This moves the building to "Completed" status.

      3. Closed date: Enter the date when all building/project costs have been invoiced and paid by your agency's financial department. This moves the building to "Closed" status.

    1. Counting Production - Closed Status: The Closed date establishes the time period Commerce counts and reports the Wx Project in the production numbers.

    2. Reporting Leveraged Funding in WIDS: Denote leveraged funds (including all utility funds) on the WIDS “Costs” tab under other funder (or under the specific utility). For Utility-Funded Projects, this information will enable Commerce to demonstrate all the leveraged funding in addition to the Blended Projects.


    1. Policy 5.1.3 Deferral Standards


    2. A. Policy

    1. Local agencies may defer weatherization work if they encounter problems that are beyond the scope of the Weatherization Assistance Program.

    1. Deferring weatherization work does not mean assistance will never be available, but that any work must be postponed until problems can be resolved and alternative sources of help are found.

    1. Local agencies must develop guidelines and a standardized form. See Exhibit 5.5A, Weatherization Deferral Form, for an example of a standardized form.

    1. Deferral guidelines may include the following:

      1. The client has known health conditions that prohibit the installation of insulation and other weatherization materials.

      2. The building structure or its mechanical systems, including electrical and plumbing, are in such a state of disrepair that failure is imminent and the conditions cannot be resolved in a cost-effective manner.

      3. The house has sewage or other sanitary problems that would further endanger the client and the weatherization installers if weatherization work were performed.

      4. The house has been condemned or electrical, heating, plumbing, or other equipment has been "red tagged" by a local or state building official or utility.

      5. Moisture problems are so severe they cannot be resolved under existing health and safety measures and minor repairs.

      6. Dangerous conditions exist due to high carbon monoxide levels in combustion appliances and cannot be resolved under existing health and safety measures.

      7. The client is uncooperative, abusive, or threatening to crew, auditors, inspectors, contractors, or others who must work on or visit the house.

      8. The extent and condition of lead based paint in the house would potentially create further health and safety hazards. See Deferral Policy Related to Lead Based Paint in the WAP Health & Safety Plan.

      9. In the judgment of the energy auditor, conditions exist which may endanger the health and/or safety of the work crew or contractor. Work should not proceed until the condition is corrected.

    1. Local agencies must actively pursue all alternative options on behalf of the client, including referrals, and use good judgment in dealing with difficult situations.



    1. B. Procedure

    1. Programmatic

      1. Local agency must provide clients with deferral documentation. If the property is a rental, property owners must receive a copy.

      2. Client files must include a copy of deferral documentation.

      3. Deferral documentation must include the information in Exhibit 5.5A, Weatherization Deferral Form. Local agencies may use this form or equivalent documentation.

      4. See Chapter 9, Health and Safety.

    2. Required Installation Standards & Materials Specifications

    1. See Field Guide, Retrofitting Washington

    1. Best Practices

    1. Not applicable.



    2. Effective Date: July 2017 Page 1 of 1

    3. Weatherization Policy

    4. See also:

    5. Replaces: Policy 5.1.4 – July 2016

    6. Policy 5.1.4 Consumer Conservation Education (Client Ed)

    1. Occupant education: Local agencies must provide the tenants and owners with consumer conservation education, including but not limited to:

      1. Insulation type and levels installed

      2. Operation and Maintainance (O&M) of installed equipment

      3. Recommended fan operation for adequate ventilation and moisture control

      4. Importance of keeping dryer filter and termination clear of lint

      5. Importance of cleaning grease buildup from kitchen range exhaust filter

    1. Consumer Education Delivered: Local agencies must provide the tenants and owners with consumer conservation education and documentation, including but not limited to:

      1. Client Interview

      2. CO Monitor

      3. Mold & Moisture Form

      4. Pollution Source Survey

      5. CFL Disposal

      6. Asbestos Education

      7. Radon Education

      8. Lead Awareness

      9. Warranties


    1. Policy 5.1.5 low cost/no cost

    2. A. Policy


    1. The purchase and installation of Low-cost No-cost energy conservation measures is allowable.

    1. Exception: No DOE funds may be used to install low-cost/no-cost materials.

    1. During the Pre-Assessment, as part of the Consumer Conservation Education, or for a Deferred Wx project the following are considered Low-cost No-cost measures and may be given to the client.

      1. Water flow restrictors.

        1. Low-flow Showerheads

        2. Low-flow Faucet Aerators

      2. Furnace or cooling filters, up to one-year supply.

      3. Items that are primarily directed at reducing infiltration, such as weather-stripping, caulking, and glass repairs.

      4. Brochures and other written information concerning the potential savings from installation of Low-cost No-cost measures.

      5. Compact fluorescent light bulbs.

      6. Water Heater Temperature. See Policy 5.7.1, Water Heaters

    1. As Low-cost No-cost items, these measures are not classified as Wx Measures (WxM). If a local agency includes any of the above measures in the project work scope as WxM after conducting an energy audit and applying either the appropriate Priority Measures List or TREAT, the agency must install those measures.  

    2. Low-Cost/No-Cost Weatherization Activities

      1. Low-cost/no-cost services may be provided to an eligible household even when other measures are not provided.

        1. Up to ten percent of a local agency’s allocation may be used to perform low-cost/no-cost weatherization in eligible dwelling units.

        2. Low-cost/no-cost measures include installation of water-flow controllers, furnace or cooling filters, or items that are primarily directed toward reducing air infiltration (weather-stripping, caulking, and glass patching, etc.).

      1. Units that receive only low-cost/no-cost services may not be counted as completed units in the Weatherization Information Data System (WIDS).

      2. DOE-Specific Limits and Exclusions

        1. Under DOE, low-cost/no-cost materials are limited to $50 per dwelling unit. There is no per dwelling unit limit for HHS, BPA and MM.

        2. No DOE funds may be used to install low-cost/no-cost materials.

        3. Low-cost/no-cost weatherization measures are excluded from the following requirements:

    1. One DOE weatherization activity per dwelling unit restriction.

    2. DOE average cost per unit expenditure.



    1. Effective Date: July 2017 Page 1 of 1

    2. Weatherization Policy

    3. See also:

    4. Policy 5.1.2, Weatherization Project Documentation

    5. Replaces: Section 5.1.6 – July 2015 Policy 5.1.2.2, Weatherization Information Data System (WIDS)

    6. Policy 5.1.6 Coordination with Utilities and Related Programs

    1. Identifying Related Conservation Projects: Local agencies must identify and coordinate with related energy conservation projects within their service area. Such projects include those offered through other federal programs, state agencies, energy vendors, and local or privately funded programs.

    1. All coordinated efforts must meet or exceed Commerce standards.

    1. Coordinating in Local Efforts: Local agencies are expected to participate in local efforts to enhance coordination and cooperation.

    2. Reporting Leveraged Funding in WIDS: Denote leveraged funds (including all utility funds) on the WIDS “Costs” tab. See Policy 5.1.2.2, Weatherization Information Data System (WIDS).

    3. Documenting Justification: All necessary measure-specific justification. Justification for installing any measure must meet funder’s requirements

        1. For Blended Measures, LAs must justify measures in accordance with Commerce contracts and policy.

        2. For Utility Measures, LAs must justify measures in accordance with Utility contracts and requirements.

    4. Sharing Responsibility to Provide Wx Services: Local agencies may share the responsibility of providing weatherization services using a variety of coordination methods, including:

        1. Energy audits

        2. Specific weatherization measures (such as water heater blankets, heating source repair or modification, replacement of lighting fixtures and bulbs)

        3. Outreach

        4. Program publicity

        5. Other
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