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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