HomeMy WebLinkAboutPW06-203 - Original - WA State Dept of Ecology - Kent Recycling Collections Events - 01/01/2006 STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
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CITY OF KENT �s�! �} i,
Grant No: G0600199, 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 the City of Kent,hereinafter referred to as the RECIPIENT,to carry
out the activities described herein.
JURISDICTION: City of Kent
MAILING ADDRESS: 220 4"'Ave S
CITY, STATE,ZIP: Kent,WA 98032-5895
RECIPIENT GRANT COORDINATOR: Robyn Bartelt
TELEPHONE: 253-856-5 549
FAX: 253-856-6500
E-MAIL: rbartelt@ci.kent.wa.us
RECIPIENT BILLINGANVOICE COORDINATOR: Donna Palmer
TELEPHONE: 253-856-5511
FAX: 253-856-6500
E-MAIL.: dpalmer@ci.kent.wa.us
ECOLOGY GRANT OFFICER: Anna Lewis
TELEPHONE- 425-649-7056
FAX: 425-649-7098
E-MAIL: alew461@ecywa.gov
FUNDING SOURCE Local Toxics Control Account
MAXIMUM ELIGIBLE COST $ 75,876.00
STATE GRANT SHARE $ 56,907.00
LOCAL SHARE $ 18,969.00
STATE MAXIMUM GRANT PERCENT 75 %
FEDERAL TAX IDENTIFICATION NO 91-6001254
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 1,2006, 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 31,2007.
Grant No. G0600199
" Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
.' •• fa S" FF fJ
REGULAR CYCLE SCOPE 0;
The project(s) set forth below summarize the RECIPIENT's budget(s)tracked by category, goals and expected
outcomes, activities with tunelme,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: Residential Waste Reduction and Recycling
TOTAL CATEGORY COST: $ 62,543.00
1. PROJECT TITLE. Kent Recycling Collection Events -2006
Summary Description:
The RECIPIENT will promote and coordinate two special collection events in 2006. They will take place in
the spring and fall and will serve to collect household hazardous waste(HIM and hard-to-recycle solid
waste. The RECIPIENT will use the events as a venue to distribute educational materials on how to reduce
waste and recycle using Kent sponsored or private sector recycling programs. The events may also serve as
a venue for distribution of compost bins or other items to Kent residents.
Promotional advertising for the events shall occur in advance of the events through direct flyer mailing, city
newsletters, newspaper advertisements, and the City's website. Costs for disposal of usable latex paint and
uncontaminated used oil in a landfill are not eligible for reimbursement. The costs of processing and
disposal of non-HHW materials are not eligible for reimbursement. Small quantity generator waste will not
be accepted at these events.
ECOLOGY shall be acknowledged in any published materials for providing funding for this project; copies
of all promotional material shall be submitted to ECOLOGY. 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 on
Form C2.
Goal Statement:
The goal of the program is to promote alternatives for Kent residents to recycle and re-use hard-to-recycle
items. This program will help the RECIPIENT promote recycling by diverting recyclable material from the
City waste stream.
Outcome Statement:
As a result of the Residential Recycling Collection Events,Kent estimates it will divert and recycle 220-250
tons of material from the Kent residential waste stream and serve 2,100-2,300 households.
Work Plan and Activities with Timeline:
Activity Timeline Milestone
Arrange date and site forspring event. Feb-Mar,2006 Receive signed use permit
Arrange event vendors. Feb-Mar, 2006 Receive signed participation
agreements.
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Grant No. G0600199
Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
Event publiCi jr—dCVel^p,print nrY and Fa}L �QQ6 RP_,CPiVP_,CgnfiY-nation from post
mailspring event flyer. office.
Hold Spring Special Collection Event Mar, 2006 Complete event report letter for City.
Recycle materials collected at Spring Special Mar-Apr, 2006 Receive weight slips and non-haz
Collection Event waste manifests from event vendors
Prepare project reports for grant Apr-May 2006 Confirm grantors have received
reimbursement. reports.
Arrange date and site for fall event. Jul-Aug, 2006 Receive si ned use permit
Arrange event vendors. Jul-Aug, 2006 Receive signed participation
agreements
Event publicity—develop,print, sort, and Sept-Oct, 2006 Receive confirmation from post
mail fall event flyer. office
Hold Fall Special Collection Event Oct, 2006 Complete event report letter for City.
Recycle materials collected at Fall Special Oct, 2006 Receive weight slips and non-haz
Collection Event waste manifests from event vendors.
Prepare proiect reports for grant Oct-Nov,2006 Confirm grantors have received
reimbursement. reports
Method of Evaluation:
The RECIPIENT will provide the following information to ECOLOGY for project evaluation:
• The number of event participants-the site greeter will count cars as they arrive.
• The volume of each material collected in pounds/tons as reported from event vendors and from
material delivered to recycling centers.
* Estimated Project Cost: $ 62,543.00
B. CATEGORY: Commercial Waste Reduction and Recycling
TOTAL CATEGORY COST: $ 13,333.00
1. PROJECT TITLE: Kent Business Recycling Collection Events
Summary Description:
The RECIPIENT shall conduct two Business Recycling Events. The events shall occur each summer of this
grant cycle Promotional advertising will occur prior to the events through direct flyer mailing to city
1- _'ses A L.. /�a.,_ L a Tt 1.... C.... ,J'„�..:L..4'..« C,.,7..n,.4�..«..1 ♦..«',.1..
u1i 11IGJJ(-iJ RILLL Vn Life lilt'' J eb site. iL may also set serve as a vc,-.ue LVr L11: L,l VU L1Vr1 Of cclu a-LiG al ln,UlLC l¢1J
on waste reduction and recycling as well as other WRR related items to city businesses.
Residential solid waste and household hazardous waste shall not be accepted at these events No costs for
transportation or disposal of recyclable solid waste are eligible for reimbursement. Collection,handling, and
disposal of non-re-useable or non-recyclable commercial solid waste are not eligible for reimbursement
Additionally,disposal costs for small quantity generator waste are not eligible for reimbursement.
3of9
Grant No G0600199
Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
ECOLOGY shall be acknowledged in any published materials for providing funding for this project; copies
of all promotional material shall be submitted to ECOLOGY. Pro9ect 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 on
Form C2,
Goal Statement:
The goal of the program is to promote alternatives for Kent businesses to recycle and re-use hard-to-recycle
items. This program will help Kent promote recycling by diverting recyclable material from the City waste
stream.
Outcome Statement:
As a result of the Business Special Collection Events,Kent estimates it will divert and recycle 55-65 tons of
material from the Kent business waste stream and serve 225-250 businesses.
Work Plan and Activities with Timeline-
Activity Timeline Milestone
Arrange date and site for summer event. June,July, 2006, 2007 Receive signed use permit.
Arrange event vendors. June, July, 2006, 2007 Receive signed participation
apreements.
Event publicity—develop,print, sort, June, July, 2006, 2007 Receive confirmation from
and mailspring event flyer post office.
Hold Business Special Collection Event July,August,2006,2007 Complete event report letter
for City
Recycle materials collected at Business July,August,2006,2007 Receive weight slips and non-
Special Collection Event hazardous waste manifests
from event vendors.
Prepare project reports for grant August, September, Confirm grantors have
reimbursement 2006, 2007 received reports.
Method of Evaluation:
The RECIPIENT will provide the following information to ECOLOGY for project evaluation:
The number of businesses participants-the site greeter will count cars as they arrive.
• The volume of each material collected in pounds/tons as reported from event vendors and from
material delivered to recycling centers.
* Estimated Project Cost: $ 13,333.00
COMMUNICATION
ECOLOGY's regional grant officer(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 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
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Grant No. G0600199
Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
BILLING AND REPORTING
A payment request consists of Forms A-19,B2,C2 and a progress report. The RECIPIENT must submit a payment
request(with a progress report)at least every 12 months, but no more often than once per month.
ECOLOGY may require additional voucher support documentation to be submitted with each payment request. The
RECIPIENT must keep record of supporting documents 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 and submit a Final Performance Analysis(FPA) including the effectiveness of
the approaches used and any lessons learned. The FPA must be submitted with the final payment request,unless
instructed otherwise by ECOLOGY. The final payment request and the FPA are due February 15,2008 for regular
cycle grants.
REGULAR CYCLE CPG BUDGET
CATEGORY TOTAL CATEGORY COST:
CPG BASE(174/H09)
1. Residential Waste Reduction and Recycling $ 62,543.00
2. Commercial Waste Reduction and Recycling $ 13,333.00
TOTAL MAXIMUM ELIGIBLE COST $ 75,876.00
FUND SOURCE: CPG BASE(174/H09)
Maximum Eligible Cost: $ 75,876.00
FUND' GRANT PERCENT(%) STATE GRANT SHARE
Local Toxics Control Account(LTCA) 75 % $56,907 00
MATCH REQUIREMENT MATCH PERCENT(%) LOCAL SHARE
Cash Match or Interlocal Costs 25% $ 18,969 00
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Grant No. G0600199
` Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
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: Donna Palmer
TELEPHONE: 253-85 6-5511
FAX: 253-856-6500
E-MAIL: dpalmer@ci.kent.wa.us
3. Grant payments should be made payable to: City of Kent
4. Grant payments should be mailed to this address:
JURISDICTION: City of Kent
MAILING ADDRESS: 220 4 h Ave S
CITY, STATE,ZIP. Kent, WA 98032-5895
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.
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 Recipients of 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.
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Grant No. G0600199
Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
C. SEPA CO1VroLIANCE
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
OIympia, 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 Recipients
of Ecology Grants and Loans.
G. GRANT REPORTING
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).
H. PROMOTIONAL AND EDUCATIONAL MATERIALS
A copy of all promotional and educational materials developed as part of this agreement shall be submitted 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 Ecolob�,;-ill be arlrn^%v1Ar1gerl fnr�nrn,,;Aina funding in all rni`ibligherl material nnA nral
presentations that result from this agreement.
I. 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.
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Grant No. G0600199
Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
J. It is not mandatory for the RECIPIENT to abide by Part J of the Special Terms and Conditions, however, it is
highly encouraged.
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 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
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:
1. Name and State OMWBE certification number of any qualified firm receiving funds under the voucher,
including any sub-and/or sub-subcontractors.
2. The total dollar amount paid to qualified firms under this invoice.
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Grant No. G0600199
Coordinated Prevention Grant Regular Cycle Agreement
with City of Kent
K. ALL WRITINGS CONTAINED HEREIN
This agreement,the"General Terms and Conditions",and ECOLOGY's Administrative Requirements for
Recipients of Ecolozy 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.
IN WITNESS WHEREOF, the parties hereby execute this Grant Agreement:
STATE OF WASIENGTON CITY OF KENT
DEPARTMENT OF ECOLOGY
Cullen D. Stephenso6 Date jhjzed Official Date
Program Manager
Solid Waste and Financial Assistance
Print Name of Authorized Official
APPROVED AS TO FORM ONLY
Assistant Attorney General
Title
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PROCUREMENT CERTIFICATION FORM
Recipient: City of Kent
Grant Name: CPG Agreement 2006-2007
Grant No.: G0600199
The undersigned, on behalf of the Recipient, certifies that the Recipient:
(check/and complete one of the following)
✓ will follow Recipient's own adopted procurement procedures and
applicable state law in procuring grant-related public works contracts,
J ..•7n c, co + ctse and Purchase
proress�oria� ar�u personal se.....e, ...,n.ra.,�.., a .. ,...r
agreements. The procurement procedures were adopted
)i�,Jfqj, V lOWMdate) by ;bv (adopting
uthority) and are recorded in t-l2s 3.7 e 1 16� 0 Ofil f-czL%
(document name). 7,r t dt.f'n-, (`r h'' fl,'W ; �/tG�Cs� e/71s�.Z� DIGG��/ ,vGd�31�sC`
l �) minty fps �r� 11/5/M—r. t/
having no applicable, adopted procurement procedures, will follow the
Standards for Competitive Solicitation found in the Administrative
Requirements for Ecology Grants and Loans, WDOE 91-18 (Revised
October 2000) (the "Yellow Book"), and applicable state laws in
procuring grant-related public works contracts, professional and
personal services contracts, and purchase agreements.
ALIT O IZED SIGNATURE DATE
J �
TITLE l
LE AL C UNSEL SIGNATURE DATE
SAl►►Y AtTCVMe�y
TITLE