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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.
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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
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PETER B. LEWIS
MAYOR
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ATTEST:
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'Danielle E. Daskam,
City Clerk
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Daniel B. Heid,
City Attorney
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Resolution No. 3717
April 13, 2004
Page 2 of 2
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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
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Cullen D. Stephenson;
Program Manager
Solid Waste and Financial Assistance
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