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HomeMy WebLinkAbout3717 RESOLUTION NO. 3717 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE ACCEPTANCE OF GRANT FUNDS IN THE AMOUNT OF FORTY-ONE THOUSAND NINE HUNDRED EIGHTY-FIVE ($41,985) FOR THE 2004 - 2005 ECOLOGY COORDINATED PREVENTION GRANT PROGRAM, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTERLOCAL AGREEMENT FOR SAID GRANT BETWEEN THE DEPARTMENT OF ECOLOGY AND THE CITY OF AUBURN WHEREAS, by adopting the King County Solid Waste Management Plan, the City of Auburn is eligible for grant money from the Department of Ecology; and WHEREAS, such grant would -help the City meet the King County Solid Waste Management goals on recycling and waste reduction; and WHEREAS, pursuant thereto, the City would be responsible for implementing activities identified in the King County Solid Waste Management Plan; and WHEREAS, the City's goal with this grant is to increase commercial waste diversion through increased business participation in Auburn's commercial recycling program. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, IN A REGULAR MEETING DULY ASSEMBLED, HEREWITH RESOLVES AS FOLLOWS: Section 1. The City hereby approves the receipt of funds from the Washington State Department of Ecology in the total amount of FORTY ONE THOUSAND NINE HUNDRED EIGHTY FIVE ($41,985) as reimbursement for implementing the 2004 - 2005 Coordinated Prevention Grant Program. ----------------------- Resolution No. 3717 April 13, 2004 Page 1 of 2 Section 2. The Mayor is hereby authorized to execute an Interlocal Agreement with the Department of Ecology for the reimbursement of said funds, which Agreement shall be in substantial conformity with the Agreement a copy of which is attached hereto and designated Exhibit "A" and is incorporated by reference herein. Section 3. The Mayor is hereby authorized to implement such administrative procedures as may be necessary to carry out directives of the legislation. Section 4. The Resolution shall be in full force and effect upon passage and signatures hereon. DATED and SIGNED this ¡q..¡þ! day of April, 2004 ~f:? PETER B. LEWIS MAYOR ---../ ---::; ATTEST: ¡()~I ~j¡j}J~_/ 'Danielle E. Daskam, City Clerk ~KJt___ Daniel B. Heid, City Attorney ----------------------- Resolution No. 3717 April 13, 2004 Page 2 of 2 . I . PS,)1 Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF AUBURN This is a binding agreement entered into by and between the State of Washington Department of Ecology, hereinafter referred to as the DEPARTMENT, and the City of Auburn, hereinafterreferred to as the RECIPIENT, to carry out the activities described herein. RECIPIENT NAME & ADDRESS City of Auburn 25 W Main Auburn WA 98001-4916 RECIPIENT PROJECT COORDINATOR TELEPHONE FAX E-MAIL Sharon Conroy 253-931-5103 253-931-3053 sconroy@ci.auburn.wa.us REGIONAL PROJECT OFFICER TELEPHONE FAX E-MAIL Steven Williams 425-649-7048 425-649-7098 stwi461@ecy.wa.gov FUNDING SOURCE Local Toxics Control Account MAXIMUM ELIGIBLE COST $55,980 STATE GRANT SHARE $41,985 $13,995 LOCAL SHARE STATE MAXIMUM GRANT PERCENT 75 % FEDERAL TAX IDENTIFICATION NO. 91-6001228 For the purpose of this agreement, the RECIPIENT will be allowed to match the DEPARTMENT share with cash and interlocal in-kind costs in accordance with pre-application instructions. This grant is effective on January 1,2004. Any work perfonned 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, 2005. 10f8 , . Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn SCOPE OF WORK The task(s) set forth below summarize the RECIPIENT's goals, activities, budget(s) and schedule(s) and expected outcomes. Recipient Responsibilities: The RECIPIENT is responsible for implementing activities identified in the local Solid Waste Management Plan (SWMP), the Moderate Risk Waste Plan (MRWP), and/or the Hazardous Waste Management Plan (HWMP). 1) PROJECT TITLE COMMERCIAL RECYCLING PROGRAM (WRR) Goal Statement: The goal of this project is to increase commercial waste diversion through increased business participation in the RECIPIENT's commercial recycling program. Maximum Eligible Cost: $ 55,980 Schedule: January 1, 2004 through December 31, 2005 Proi ect Description: The RECIPIENT recently revised its commercial recycling program to include embedded costs for recycling service. The RECIPIENT shall design, in conjunction with a contracted consultant, a promotional campaign to make businesses aware of this service as well as provide outreach and technical assistance to businesses that want to begin or expand recycling service. Businesses that do not sign up in the first year of the program will be targeted in year two. The DEPARTMENT shall be acknowledged in any published materials for providing funding for this project; copies of published or produced material shall be submitted to the D EP AR TMENT. The RECIPIENT will provide recycling boxes to participating businesses. 20f8 " . Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn TARGET PLAN TARGET: (What measurable change or accomplishment this project will achieve) At the conclusion of the grant cycle, 840 businesses will participate in the commercial recycling program - this is a 50% participation rate. MILESTONES (Intermediate results that lead to ACTIONS MEASUREMENT the target) The The actions the recipient number of who take the steps How the recipient knows people or described below by this date. takes to encourage the the change took place businesses change April 04 A. Let RFP and hire Contract signed consultant June 04 B. Design media campaign Campaign design and media contacts completed 1,680 Become aware of August 04 C. Recycling service Confinn delivery of businesses program through promoted and supplies promotional material and receipt of outreach delivered recycling boxes material 550 Begin using December D. Continued promotion Track data of businesses recycling service 04 and assistance participating businesses January 05 E. Begin follow up contacts Documentation of non- through and outreach to businesses participating businesses June 05 not signing up during year as well as follow-up one contacts and outreach 290 Begin using December F. Continued promotion Track data of additional recycling service 05 and assistance participating businesses businesses (840 total) CommunicationIReDortin2: The DEPARTMENT's project officers will contact the RECIPIENT representatives in accordance with the implementation/verification schedule(s) attached herein. It is the responsibility ofthe RECIPIENT to be prepared to discuss if the project is moving along on schedule and what technical assistance may be required. All payment requests must be accompanied by a progress report which is satisfactory to the specifications of the grant officer. Payment requests are due at least every 12 months and no more frequently than every six months. 30f8 ... , Grant No. G04002l9 Coordinated Prevention Grant Agreement with City of Auburn The RECIPIENT must also complete annual reports on the prescribed fonns and submit to the DEPARTMENT a Final Perfonnance Analysis report (FPA) including the effectiveness of the approaches used and any lessons learned, unless instructed otherwise by the DEPARTMENT. The FPA is due no later than 45 days following the expiration of this agreement. When completing the FP A, the RECIPIENT is required to complete the "innovative/learning project" requirement as described on page 53 in the Guidelines under the heading of Project Analysis. Project 1 of this agreement must be used as the innovativelIearning project. IMPLEMENTATION/VERIFICATION SCHEDULE B. Design media campaign and media contacts June 04 D. 550 businesses begin using recycling service January 05 E. Follow up contacts and outreach to businesses June 05 not signing up during year one F. 290 additional businesses begin using recycling January 05 servIce CPG BUDGET 1. Commercial Recycling Program TOTAL $ 55,980 $ 55,980 FUND SOURCE 40f8 - . Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn ADDITIONAL BUDGET CONDITIONS 1. Overhead is eligible; the RECIPIENT may charge 25 percent of RECIPIENT salaries and benefits applied directly to the project as overhead. 2. The RECIPIENT contact for billing and invoice questions is: NAME: Sharon Conroy TELEPHONE: 253-931-5103 3. Grant payments should be made out payable to the following and mailed to this address: City of Auburn 25 W Main Auburn W A 98001-4916 SPECIAL TERMS AND CONDITIONS A. MINORITY AND WOMEN'S BUSINESS PARTICIPATION 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 the DEPARTMENT'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 ArchitecturelEngineering 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 ofthe goals. Achievement of these goals is encouraged, however, and the RECIPIENT and ALL prospective bidders or persons submitting qualifications shall take the following affinnative steps in any procurement initiated after the effective date of this Agreement: 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 tasks or quantities to pennit maximum participation by qualified minority and women's businesses. 50f8 .. , Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn 4. Establish delivery schedules, where work requirements pennit, 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. By signing this Agreement, the RECIPIENT certifies that these steps were, or will be followed. Any contractor engaged by the RECIPIENT under this agreement shall be required to follow these five affinnative steps in the award of any subcontract(s). The RECIPIENT shall report to the DEPARTMENT payments made to qualified finns at the time of submitting each invoice and on fonns provided by the DEPARTMENT. The report will address: 1. Name and State OMWBE certification number of any qualified finn receiving funds under the voucher, including any sub-and/or sub-subcontractors. 2. The total dollar amount paid to qualified finns under this invoice. B. INTERLOCAL AGREEMENTS If parties other than the RECIPIENT are contributing to the local share of project costs, memoranda of understanding or other written agreements confinning 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 the DEPARTMENT. C. PROCUREMENT AND CONTRACTS 1. The RECIPIENT shall follow their standard procurement procedures and/or applicable state law in awarding contracts; RECIPIENTS with no fonnal procurement procedures must comply with the "Standards for Competitive Solicitation", found in the Administrative Requirements for Ecology Grants and Loans, WDOE 91-18 (Revised October 2000). 2. Following execution, at the request of the DEPARTMENT, 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 the DEPARTMENT. 3. The RECIPIENT may use existing contracts that confonn to adopted procurement procedures and applicable state laws. The RECIPIENT shall notify the DEPARTMENT if it used contracts entered into prior to the execution of the grant agreement for perfonnance of grant funded activities. D. SEP A 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 (SEP A), Chapter 41.23C RCW, and the SEP A Rules, Chapter 197 -11 WAC. Copies of the SEPA documents shall be sent to the DEPARTMENT's Environmental Review Section, the appropriate regional office, and Ecology's Waste Management Grants Section. 60f8 ~~ Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn E. 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. F. FAILURE TO COMMENCE WORK The D EP AR TMENT reserves that right to tenninate this grant in the event the RECIPIENT fails to commence work on the project funded herein within six (6) months after the effective date. G. PROJECT INCOME Any project 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 the DEPARTMENT's Administrative Requirements for Ecology Grants and Loans, WDOE 91-18 (Revised October 2000). H. GRANT PROJECT REPORTING The RECIPIENT, in conjunction with submission of payment requests, or at the request of the project officer, shall prepare Progress Reports and submit them to the DEPARTMENT as required by paragraph J, General Tenns and Conditions "Compensation". These reports shall include, but not be limited to, the following infonnation: 1. Brief description of activities for each project. 2. Brief discussion of progress toward expected outcomes. 3. Notification of any successful projects worth sharing with other jurisdictions or the media, needs for technical assistance from the DEPARTMENT, or any other comments and relevant infonnation I. PROMOTIONAL AND EDUCATIONAL MATERIALS A copy of all promotional and educational materials developed as part of this grant shall be submitted to the DEPARTMENT concurrent with public distribution. The DEPARTMENT shall have the right to use any printed materials developed as part of this project in any manner the DEPARTMENT 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 grant. J. 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 DEPARTMENT 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 the DEPARTMENT's Project Officer or the RECIPIENT's Project Coordinator or to extend the period ofperfonnance as set forth in the Grant Agreement. 70f8 ... . Grant No. G0400219 Coordinated Prevention Grant Agreement with City of Auburn K. ALL WRITINGS CONTAINED HEREIN This agreement, the appended "General Tenns and Conditions", and the DEPARTMENT's Administrative Requirements for Ecology Grants and Loans, WDOE 91-18 (Revised October 2000), 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. L. SOLID WASTE ENFORCEMENT GRANTS - ADOPTION OF WAC 173-350 Chapter 173~350 WAC, Solid Waste Handling Standards, which became effective in March 2003, requires each jurisdictional health department to adopt local ordinances implementing this chapter no later than one year after the effective date. The Coordinated Prevention Grant Guidelines for 2004- 2005 emphasize compliance with this requirement in order to qualify for Solid Waste Enforcement Grant funding. After April 10, 2004, any solid waste enforcement activities perfonned under this contract will be eligible for reimbursement only iflocal ordinances implementing Chapter 173-350 WAC or ordinances with additional, more stringent requirements consistent with WAC 173-350-700 have been adopted. IN WITNESS WHEREOF, the parties hereby execute this Grant: STATE OF WASHINGTON DEPARTMENT OF ECOLOGY I / .' , . If!) / J tc-, 'r (./vvvvv V, " Cullen D. Stephenson; Program Manager Solid Waste and Financial Assistance ..f: ~. ll( . .''--- " "'.Þv' I I Date / ¡ g---'/Z/O Y relet :t. Leu! (:.S Print Name of Authorized Official Hfiyðí Title 80f8