HomeMy WebLinkAboutDept of Ecology GrantRESOLUTION NO. 4289
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE ACCEPTANCE
OF GRANT FUNDS IN THE AMOUNT OF SIXTY SIX
THOUSAND ONE HUNDRED SEVENTY-FIVE DOLLARS
($66,175), AND AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN INTERLOCAL AGREEMENT
BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF
ECOLOGY AND THE CITY OF AUBURN TO ACCEPT SAID
FUNDS FOR IMPLEMENTATION OF THE 2008-2009
COORDINATED PREVENTION GRANT PROGRAM
WHEREAS, King County and the City of Auburn have adopted the King
County Solid Waste Management Plan, which includes recycling and waste
reduction goals; and
WHEREAS, in order to help meet these goals, the Department of
Ecology with King County Solid Waste Division has established a multi-phased
waste reduction and recycling grant program for the suburban cities; and
WHEREAS, this program provides funding to further the development of
local waste reduction and recycling for Auburn businesses and residents; and
WHEREAS, it is in the best interest of the City to use grant monies to
finance local waste reduction and recycling efforts.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN AS FOLLOWS:
Resolution No. 4289
January 18, 2008
Page 1
Section 1. Purpose. Pursuant to Chapter 35A.33 RCW, the City of
Auburn hereby approves the acceptance of a grant from the State of
Washington Department of Ecology for a total amount of SIXTY SIX
THOUSAND ONE HUNDRED SEVENTY-FIVE DOLLARS ($66,175) which
constitutes reimbursement of funds for implementing the 2008 - 2009
Coordinated Prevention Grant Program.
Section 2. Execution. The Mayor and City Clerk of the City of
Auburn are authorized to execute an Interlocal Agreement with the State of
Washington Department of Ecology, Grant No. G0800279, for the
reimbursement of said funds. A copy of said Agreement is attached hereto and
designated Exhibit "A" and is incorporated herein by reference.
Section 3. Implementation. The Mayor is hereby authorized to
implement such administrative procedures as may be necessary to carry out
directions of the legislation.
Section 4. Effective Date. That this Resolution shall take effect and
be in full force upon passage and signatures hereon.
Resolution No. 4289
January 18, 2008
Page 2
DATED and SIGNED this ?`jday of -) avw 2008.
PETER B. LE IS
MAYOR
ATTEST:
Danielle Daskam,
City Clerk
APPROVED AS TO FORM:
<;ssistant eph Be k,
City Attorney
Resolution No. 4289
January 18, 2008
Page 3
r
STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF AUBURN
Grant No: G0800279, Coordinated Prevention Grant Regular Cycle Agreement.
This is a binding agreement entered into by and between the State of Washington Department of Ecology,
hereinafter referred to as ECOLOGY, and City of Auburn, hereinafter referred to as the RECIPIENT, to carry out
the activities described herein.
JURISDICTION:
MAILING ADDRESS:
CITY, STATE, ZIP:
City of Auburn
25 West Main Street
Auburn, WA 98001
RECIPIENT GRANT COORDINATOR: Kathleen Edman
TELEPHONE: (253) 931-3047
FAX: (253) 876-1900
E-MAIL: kedman@aubumwa.gov
RECIPIENT BILLING/INVOICE COORDINATOR: Linda Rains
TELEPHONE: (253) 931-3003
FAX: (253) 876-1900
E-MAIL: LRains@auburnwa.gov
ECOLOGY GRANT OFFICER:
TELEPHONE:
FAX:
E-MAIL:
Peter Christiansen
(425) 649-7076
(425) 649-7098
pchr461@ecy.wa.gov
FUNDING SOURCE
MAXIMUM ELIGIBLE COST
STATE GRANT SHARE
LOCALSHARE
STATE MAXIMUM GRANT PERCENT
FEDERAL TAX IDENTIFICATION NO.
Local Toxics Control Account
$ 88,233
$ 66,175
$ 22,058
75%
91-6001228
For the purpose of this agreement, the RECIPIENT will be allowed to match the state grant share with cash and
interlocal in-kind costs in accordance with application instructions.
This agreement is effective on January 1, 2008. Any work performed prior to the effective date of this
agreement without prior written authorization and specified in the Scope of Work will be at the sole expense and
risk of the RECIPIENT. This agreement shall expire no later than December 31, 2009.
Grant No. G0800279
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
REGULAR CYCLE SCOPE OF WORK
FINAL
The project(s) set forth below summarize the RECIPIENT's budget(s) tracked by project, goals and expected
outcomes, activities with timeline, method of evaluation, and estimated project cost.* The estimated project cost
is for grant officer information only; it will not be used for budget tracking purposes.
Recipient Responsibilities: The RECIPIENT is responsible for implementing activities identified in the local
Comprehensive Solid Waste Management Plan and the Hazardous Waste Management Plan.
A. CATEGORY: Organics
TOTAL CATEGORY COST CPG-BASE: $ 42,352
PROJECT TITLE: Residential Food Waste Recycling - Education and Outreach
Summary Description: This project will focus efforts on reaching residents to: increase participation
in the City's Waste Management Food Waste in Yard Waste Recycling program, increase awareness of
recycling options for food waste, and increase food waste diversion tonnage. Food Waste education
and outreach will be offered through multiple methods, which may include but are not limited to: direct
mail pieces, newspaper media, informational hand-outs, internet communication, city events, compost
bin subsidy, and distribution of kitchen food waste containers.
Goal Statement: The goal of this program is aimed at increasing public awareness and
participation in the City's Food Waste and Yard Waste Recycling programs, and home composting to
decrease the amount of food waste entering the landfills.
Outcome Statement: The RECIPIENT expects that 8% of single-family residents (-900) will be
participating in the City Food Waste Recycling Program and be aware of various food waste recycling
options; Yard Waste Service will increase 5%, to 56%; and 100 home composting bins will be sold
through an internet-based vendor.
Work Plan and Activities with Timeline:
Activity Timeline
1. Design media piece(s) January - February 2008
2. Design promotion/outreach January - February 2008
3. Arrange compost bin sale subsidy online January - February 2008
4. Mail media piece March 2008
5. Run promotions/outreach March 2008 - December 2009
6. Distribute kitchen containers March 2008 - December 2009
7. Run compost bin sale March 2008 - December 2009
8. Conduct Food Waste Recycling Survey October 2008
Page 2 of 9
APP I
Grant No. G0800279
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
FINAL
Method of Evaluation: The RECIPIENT will evaluate the success of this project by tracking the
number of compost bins distributed, increase in curbside program participation through hauler data, and
citizen awareness data collected in the Food Waste Recycling Survey.
* Estimated Project Cost: $ 21,176
2. PROJECT TITLE: Commercial Food Waste Recycling - Education and Outreach
Summary Description: This project will focus efforts on reaching businesses to: participate in a Food
Waste Recycling program with their garbage/recycling hauler or with a local food waste recycler,
increase awareness of recycling options for food waste, and increase food waste diversion tonnage.
Food Waste education and outreach will be offered through multiple methods, which may include but
are not limited to: direct mail pieces, newspaper media, informational hand-outs, internet
communication, city events, and distribution of kitchen food waste containers, labels and posters.
Goal Statement: The goal of this program is aimed at increasing awareness and participation in
Food Waste Recycling and Yard Waste Recycling programs available to local businesses in order to
decrease the amount of organic material entering the landfills.
Outcome Statement: The RECIPIENT expects 6% of city businesses (-20) to participate in the
City's Food Waste Recycling Program and be aware of various food waste recycling options.
Work Plan and Activities with Timeline:
Activity Timeline
Design Media Piece(s) January - February 2009
Design Promotion / Outreach January - February 2009
Meet with Organics Recycling Facility February 2009
Mail Media Piece March 2009
Run Promotions / Outreach March 2009 - December 2009
Distribute Slim Jim Containers March 2009 - December 2009
Conduct Food Waste Recycling Survey October 2009
Method of Evaluation: The RECIPIENT will use reports from haulers to compare City Yard Waste
Service Subscription and tonnage; will track the number of distribution counts of kitchen containers,
posters and labels; and use participation report(s) from local food waste recycling companies to
measure success of this project. A phone or mail survey will also be used to measure public awareness.
* Estimated Project Cost: $ 21,176
Page 3 of 9
Grant No. G0800279
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
B. CATEGORY: Waste Reduction and Recycling
TOTAL CATEGORY COST CPG-BASE: $ 45,881
1. PROJECT TITLE: Residential City-Wide Garage Sale
FINAL
Summary Description: This project will focus efforts on reaching residents to: reduce waste by
reusing household items through a city-wide, two-day garage sale. Participants will receive notification
of the sale by multiple methods, which may include but are not limited to: direct mail pieces,
newspaper media, and internet communication. A "Garage Sale Kit" with the basic items necessary for
a garage sale will be distributed to each participant.
Goal Statement: The goal of this program is aimed at increasing residential awareness and
participation in the variety of methods available to divert usable materials and products from entering
the landfills. The RECIPIENT is also trying to reduce the amount of useable items collected (and
landfilled) from the RECIPIENT's annual curbside Spring Clean-up event.
Outcome Statement: 6% of residents (-850) will be participating in the City-Wide Garage Sale
event and receive a garage sale kit. Useable items will be diverted from the landfill. Waste collection
will reduce by 5% (14.5 tons) compared to previous years' Spring Clean-up events.
Work Plan and Activities with Timeline:
Activity Timeline
Design Media Piece(s) January - February 2008 / 2009
Design Promotion / Outreach January - February 2008 / 2009
Design and Create Garage Sale Kits January - February 2008 / 2009
Mail Media Piece(s) March 2008 / 2009
Run Promotions / Outreach March 2008 / 2009
Mail Garage Sale Kits April 2008 / 2009
Run Ad for Garage Sale Locations April 2008 / 2009
Run Garage Sale Event (Sat. & Sun) Aril 2008 / 2009
Follow-up Survey May - June 2008 / 2009
Evaluate Waste (tonnage) collected June 2008 / 2009
Method of Evaluation: Participation numbers in the Garage Sale will be used to measure the success of
this project. A phone or mail survey may also be used. Hauler Invoice for the Spring Clean-Up event
will be used to evaluate the waste tonnage amount collected and compared to previous year.
* Estimated Project Cost: $ 45,881
COMMUNICATION
ECOLOGY'S regional grant officer will contact the RECIPIENT grant coordinator as needed to monitor progress
toward goals and check consistency with Work Plans and Timelines. It is the responsibility of the RECIPIENT to
Page 4 of 9
r
s
Grant No. G0800279
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
FINAL
contact his or her grant officer with any other questions or concerns regarding the grant. Grant officers are
available to provide technical assistance at any time during the grant cycle.
BILLING AND REPORTING
A payment request consists of Forms A-19, B2, C2 and a progress report. Unless stated otherwise in this
agreement, the RECIPIENT must submit a payment request (with a progress report) at least annually, but no more
often than once per month. The RECIPIENT has elected to budget by project and therefore shall itemize by
project element on the B2 and C2 forms and as laid out in the following CPG Budget Table. Itemized costs in
payment requests must be by project.
ECOLOGY may require additional voucher support documentation be submitted with each payment request. The
RECIPIENT has elected to submit only the Ecology requested supporting documentation with each payment
request and agrees to be subject to a biennial visit by their Ecology grant officer to verify the required records are
available in accordance with the requirements outlined in the most recent revision of Administrative
Requirements for Recipients of Ecology Grants and Loans and make these documents available to ECOLOGY
staff upon request.
The RECIPIENT must also complete a Final Performance Analysis (FPA) form online through the Information
Clearinghouse. The FPA must be submitted before ECOLOGY can process your final payment request. The
final payment request and the FPA are due no later than February 15, 2010 for Regular Cycle grants.
REGULAR CYCLE CPG BUDGET
CATEGORY/PROJECT TOTAL CATEGORY/PROJECT
COST: CPG BASE (174/I17)
A. ORGANICS
1. Residential Food Waste Recycling - Education and Outreach $ 21,176
2. Commercial Food Waste Recycling - Education and Outreach $ 21,176
B. WASTE REDUCTION AND RECYCLING
1. Residential City-Wide Garage Sale $ 45,881
TOTAL MAXIMUM ELIGIBLE COST $ 88,233
Page 5 of 9
Grant No. G0800279
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
FUND SOURCE: CPG BASE (174/I17)
FINAL
MAXIMUM ELIGIBLE COST: $ 88,233
FUND GRANT PERCENT (%o) - STATE GRANT SHARE
Local Toxics Control Account (LTCA) 75% $ 66,175
MATCH' REQUIREMENT MATCH PERCENT (%) LOCAL SHARE
Cash Match 25% $ 22,058
ADDITIONAL BUDGET CONDITIONS
1. Overhead is eligible; the RECIPIENT may charge 25 percent of salaries and benefits for time devoted
specifically to projects outlined in this agreement.
2. The RECIPIENT contact for billing and invoice questions is:
RECIPIENT BILLING/INVOICE COORDINATOR:
TELEPHONE:
FAX:
E-MAIL:
Linda Rains
(253) 931-3003
(253) 876-1900
LRains@aubumwa.gov
3. Grant payments should be made payable to: City of Auburn.
4. Grant payments should be mailed to this address:
JURISDICTION
ATTN
MAILING ADDRESS
CITY, STATE, ZIP
City of Auburn
Finance Department
25 West Main Street
Auburn, WA 98001
SPECIAL TERMS AND CONDITIONS
A. INTERLOCAL AGREEMENTS
If parties other than the RECIPIENT are contributing to the local share of project costs, memoranda of
understanding or other written agreements confirming the contribution must be negotiated. These
agreements must specify the exact work to be accomplished and be signed by all parties contributing to
the local match of this project. Copies of these agreements shall be submitted to ECOLOGY.
Page 6 of 9
Grant No. G0800279 FINAL
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
B. PROCUREMENT AND CONTRACTS
1. The RECIPIENT shall follow their standard procurement procedures and/or applicable state law in
awarding contracts; RECIPIENTS with no formal procurement procedures must comply with the
"Standards for Competitive Solicitation", found in the most recent revision of Administrative
Requirements for Ecology Grants and Loans.
2. Following execution, at the request of ECOLOGY, the RECIPIENT shall submit a copy of all
requests for qualifications (RFQs), requests for proposals (RFPs), and bid documents relating to this
grant agreement to ECOLOGY.
3. The RECIPIENT may use existing contracts that conform to adopted procurement procedures and
applicable state laws. The RECIPIENT shall notify ECOLOGY if it used contracts entered into prior
to the execution of the grant agreement for performance of grant funded activities.
C. SEPA COMPLIANCE
To ensure that environmental values are considered by the state and local government officials when
making decisions, the RECIPIENT shall comply with the provisions of the State Environmental Policy
Act (SEPA), Chapter 41.23C RCW, and the SEPA Rules, Chapter 197-11 WAC. Copies of the SEPA
documents shall be sent to:
ECOLOGY's Environmental Review and Transportation Section
P.O. Box 47703
Olympia, WA 98504-7703
D. WETLANDS PROTECTION
To comply with the directive of Executive Order 90-04, Protection of Wetlands, all local governments are
requested and encouraged to make all of their actions consistent with the intent of this executive order;
specifically, (1) to avoid, to the extent possible, adverse impacts associated with the destruction or
modification of wetlands, and (2) to avoid direct or indirect support of new construction in wetlands
wherever there is a practical alternative.
E. FAILURE TO COMMENCE WORK
ECOLOGY reserves that right to terminate this agreement in the event the RECIPIENT fails to
commence work on any of the projects funded herein within six (6) months after the effective date.
F. PROJECT INCOME
Any income directly generated as a result of the activities funded by this grant shall be reported as a credit
against the expenses of that activity, as required by ECOLOGY's Administrative Requirements for
Ecology Grants and Loans.
Page 7 of 9
Grant No. G0800279 FINAL
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
G. GRANT REPORTING
1. The RECIPIENT, in conjunction with submission of payment requests, or at the request of the
grant officer, shall prepare Progress Reports and submit them to ECOLOGY. The RECIPIENT
must also complete and submit a Final Performance Analysis (FPA).
2. The RECIPIENT must submit all backup documentation paperwork along with each payment
request or maintain all backup documentation in an accessible location and be subject to biennial
documentation check visits by Ecology grant officers.
H. PROMOTIONAL AND EDUCATIONAL MATERIALS
A copy of all promotional and educational materials developed as part of this agreement shall be
submitted electronically to ECOLOGY concurrent with public distribution. ECOLOGY shall have the
right to use any printed materials developed as part of this agreement in any manner ECOLOGY deems
appropriate. The Washington State Department of Ecology will be acknowledged for providing funding
in all published material and oral presentations that result from this agreement.
1. AMENDMENTS AND MODIFICATIONS
No subsequent modification(s) or amendment(s) of this grant agreement shall be of any force or effect
unless in writing, signed by authorized representatives of the RECIPIENT and ECOLOGY and made part
of this agreement; except a letter of amendment will suffice to redistribute the budget without increasing
the total maximum eligible cost or to change ECOLOGY's grant officer or the RECIPIENT's grant
coordinator or to extend the period of performance as set forth in this grant agreement.
MINORITY AND WOMEN'S BUSINESS PARTICIPATION (It is not mandatoryfor the RECIPIENT
to abide by Part J of the Special Terms and Conditions; however, it is highly encouraged.)
The RECIPIENT agrees to solicit and recruit, to the maximum extent possible, certified minority-owned
(MBE) and women-owned (WBE) businesses in purchases and contracts initiated after the effective date
of this Agreement.
In the absence of more stringent goals established by the RECIPIENT's jurisdiction, the RECIPIENT
agrees to utilize ECOLOGY's goals for minority- and women-owned business participation in all bid
packages, request for proposals, and purchase orders. These goals are expressed as a percentage of the
total dollars available for the purchase or contract and are as follows:
Construction/Public Works 10% MBE 6%WBE
Architecture/Engineering 10% MBE 6%WBE
Purchased Goods 8% MBE 4%WBE
Purchased Services 10% MBE 4%WBE
Professional Services 10% MBE 4%WBE
No contract award or rejection shall be made based on achievement or non-achievement of the goals.
Achievement of these goals is encouraged, however, and the RECIPIENT and ALL prospective bidders
or persons submitting qualifications may take the following affirmative steps in any procurement initiated
after the effective date of this agreement:
Page 8 of 9
Grant No. G0800279
Coordinated Prevention Grant Regular Cycle Agreement
with City of Auburn
K
CITY OF AUBURN
IN WITNESS WHEREOF, the parties hereby execute this Grant Agreement:
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY,
C{? W, aat t lu Z -/o '48
Date
Interim Program Manager
Solid Waste and Financial Assistance
APPROVED AS TO FORM ONLY
Assistant Attorney General
1. Include qualified minority and women's businesses on solicitation lists.
2. Assure that qualified minority and women's businesses are solicited whenever they are potential
sources of services or supplies.
3. Divide the total requirements, when economically feasible, into smaller projects or quantities to
permit maximum participation by qualified minority and women's businesses.
4. Establish delivery schedules, where work requirements permit, which will encourage participation of
qualified minority and women's businesses.
5. Use the services and assistance of the State Office of Minority and Women's Business Enterprises
(OMWBE) and the Office of Minority Business Enterprises of the U.S. Department of Commerce, as
appropriate.
The RECIPIENT may report to ECOLOGY payments made to qualified firms at the time of submitting
each invoice and on forms provided by ECOLOGY; the information should include:
• Name and State OMWBE certification number of any qualified firm receiving funds under the
voucher, including any sub-and/or sub-subcontractors.
• The total dollar amount paid to qualified firms under this invoice.
ALL WRITINGS CONTAINED HEREIN
This agreement, the "General Terms and Conditions", and ECOLOGY's Administrative Requirements for
Ecology Grants and Loans, contain the entire understanding between the parties, and there are no other
understandings or representations except as those set forth or incorporated by reference herein.
FINAL
JAN 2 2 2008
Authorized Official Q Date
Print Name of Authorized Offcial
1_h h c\vu\ 6 ", PV -c k '_'
Title
Page 9 of 9