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HomeMy WebLinkAboutPW08-225 - Original - WA State Dept of Ecology - Residential Recycling Collection Events - 01/01/2008 �gi��g � Records M eme KEN T ` WASHINGTON Document { »w, CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed, if you have questions, please contact City Clerks Office. Vendor Name: ,A ee a f?CoI�C Vendor Number: JD Edwards Number Contract Number: A)D-z - Z Z s� This is assigned by Deputy City Clerk Description: P C Detail: Project Name: Contract Effective Date: Termination Date: Contract Renewal Notice (Days): 4 Number of days required notice for termina 'on or renewal or amendment Contract Manager: Department: Abstract: C�L I/ea� 1 S Public\RecordsManagement\Forms\ContractCover\ADCL7832 07/02 GRANT FILE CONTENTS Grant recipients are required to maintain a file for all grant related information. This document includes a list of information you are required to keep in your grant file.The document also includes a list of information that you may want to keep in your file. One of the main purposes of the file is to provide a clear documentation for review and accounting purposes. Required Contents: 1. A copy of the grant application(Form CPG-X;Form CPG-Y;Form CPG-Z) 2. Copy of the grant agreement, and any amendments 3. Copies of billings submitted for payment(Forms A19,B2, and C2) 4. Backup expenditure information such as: • Cash receipts(or copies if original must be submitted elsewhere) • Vendor invoices • Monthly time sheets • Payroll records 5. Copies of all progress report forms 6. Final Performance Analysis form 7. Copies of any accounting records such as applicable journal vouchers for payments,refunds, transfers, adjustments, etc. including backup documentation. (These are often the best source of information for tracking grant accounting problems and how the problems were resolved.) 8. If project income is earned—documentation that shows how you recorded the income in the accounting records and how it is applied toward the grant project Additional Required Tracking: 1. If you purchase equipment-an asset tracking system that shows the purchase price, location of asset, and disposition history.Also, a copy of a physical inventory taken every two years. 2. If you acquire real property(land,buildings)—evidence of negotiation and appraisal of the purchase price. Suggested Contents: 1. Copies of all products produced through the grant, including but not limited to: • Advertisements • Brochures • Fact sheets • Surveys 2. Copies of grant related documents,memorandum notes and information pertaining to the grant agreement, including correspondence. 3. Phone numbers and addresses for contacting personnel pertaining to the grant agreement. STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF KENT Grant No: G0800429,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 4th Ave. South CITY,STATE,ZIP: Kent,WA 98032 RECIPIENT GRANT COORDINATOR: Gina Hungerford TELEPHONE: (253)856-5549 FAX: (253)856-6500 E-MAIL: gungerford@ci.kent.wa.us RECIPIENT BILLING/INVOICE COORDINATOR: Paul Devine-Olympic Environmental Resources TELEPHONE: (206)938-8262 FAX: (206)938-9873 E-MAIL: pauldevine@msn.com ECOLOGY GRANT OFFICER: Peter D Christiansen TELEPHONE: (425)649-7076 FAX: (425)649-7098 E-MAIL: pchr461@ecy.wa.gov FUNDING SOURCE Local Toxics Control Account MAXIMUM ELIGIBLE COST $ 123,511 STATE GRANT SHARE $ 92,633 LOCAL SHARE $ 30,878 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 1,2008. 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. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent REGULAR CYCLE SCOPE OF WORK 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: Waste Reduction and Recycling TOTAL CATEGORY COST CPG-BASE: $ 123,510.67 1. PROJECT TITLE: Kent Residential Recycling Collection Events Summary Description:The RECIPIENT will host Recycling Collection Events for City residents in 2008 and 2009. The events will provide residents with the opportunity to divert hard-to-recycle items from the waste stream by recycling them in a convenient City location.The event will also serve as an opportunity to distribute educational materials on how to reduce waste and recycle using RECIPIENT- sponsored or private sector recycling programs. The event may also serve as a venue for distribution of compost bins or other items to City residents. As of January 1, 2009, when implementation of the Electronics Products Recycling Law(70.95N) begins, collection and processing costs of items covered under the law will not be-eligible for CPG reimbursement. The only costs that will be eligible for CPG reimbursement related to electronics include:Public information and involvement, expansion of e-waste recycling beyond covered electronic products and staff time for technical assistance, coordination and collaboration. Goal Statement: The goal of the program is to promote alternatives for 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 and act as a venue for the distribution of educational materials pertaining to waste reduction and recycling. Outcome Statement: As a result of the Residential Recycling Collection Events,The RECIPIENT estimates it will divert and recycle between 370-400 tons of material from the City residential waste stream and serve 4,200-5,000 households. ECOLOGY CPG funds will partially fund Recycling Collection Events in the spring and fall of 2008 and 2009. The outcomes/impacts will be measured and the amount of waste diverted for recycling will be reported in the grant report. Work Plan and Activities with Timeline: Activity Timeline 1. Arrange date and site for event. Jan, Feb,2008 &2009 2. Arrange event vendors. Jan, Feb,2008&2009 3. Event publicity—develop, print, sort, and mail Mid-Feb,2008 & 2009 event flyer. 4. Hold Recycling Collection Event March,2008& 2009 5. Recycle materials collected at Collection Event March,2008& 2009 Page 2 of 8 Grant No. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent 6. Prepare project report for grant reimbursement. March,2008&2009 7.Arrange date and site for event. July,August, 2008 &2009 8. Arrange event vendors. July,August, 2008 &2009 9. Event publicity—develop,print, sort, and mail July,August,2008&2009 event flyer. 10.Hold Recycling Collection Event October, 2008&2009 11.Recycle materials collected at Collection Event October,2008 &2009 12.Prepare project report for grant reimbursement. October,2008 &2009 Method of Evaluation:The RECIPIENT will provide the following information to ECOLOGY for project evaluation: 1) The number of events held. 2) The number of event participants attending-the site greet will count cars as they arrive. 3) The volume of each material collected in pounds/tons as reported from event vendors and from material delivered to recycling centers. * Estimated Project Cost: $ 109,510.67 2. PROJECT TITLE: Kent Business Recycling Collection Events Summary Description:The RECIPIENT will host Business Recycling Collection Events for City businesses in 2008 and 2009. The events will be held in the summer and provide local businesses with the opportunity to divert hard-to-recycle items from the waste stream by recycling them in a convenient City location. The events will also serve as an opportunity to distribute educational materials on how to reduce waste and recycle using RECIPEENT-sponsored or private sector recycling programs. The events may also serve as a venue for distribution of other items to City businesses. As of January 1, 2009, when implementation of the Electronics Products Recycling Law (70.95N) begins, collection and processing costs of items covered under the law will not be-eligible for CPG reimbursement. The only costs that will be eligible for CPG reimbursement related to electronics include: Public information and involvement, expansion of e-waste recycling beyond covered electronic products and staff time for technical assistance, coordination and collaboration. Goal Statement: The goal of the program is to promote alternatives for businesses 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 and act as a venue for the distribution of educational materials pertaining to waste reduction and recycling. Outcome Statement: As a result of the Business Recycling Collection Events,the RECIPIENT estimates it will divert and recycle between 50-75 tons of material from the City commercial waste stream and serve 275-300 businesses. ECOLOGY CPG funds will partially fund Business Recycling Collection Events in the summer of 2008 and 2009. The outcomes/impacts will be measured and the amount of waste diverted for recycling will be reported in the grant report. Page 3 of 8 Grant No. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent Work Plan and Activities with Timeline: Activity Timeline 1. Arrange date and site for event. May, June,2008 &2009 2. Arrange event vendors. June,July,2008 &2009 3. Event publicity—develop, print,sort, and mail July, 2008 &2009 event flyer. 4. Hold Recycling Collection Event August,2008 &2009 5. Recycle materials collected at Recycling August,2008 &2009 Collection Event 6. Prepare project report for grant reimbursement. August,2008 &2009 Method of Evaluation:The RECIPIENT will provide the following information to ECOLOGY for project evaluation: 1) The number of events held. 2) The number of event businesses attending-the site greeter will count cars as they arrive. 3) The volume of each material collected in pounds/tons as reported from event vendors and from material delivered to recycling centers. * Estimated Project Cost: $ 14,000.00 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 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 quarterly, 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. The RECIPIENT has elected to submit all supporting documentation as back-up with each payment request. The RECIPIENT must also 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 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. Page 4 of 8 Grant No. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent REGULAR CYCLE CPG BUDGET PROJECT TOTAL PROJECT COST: CPG BASE(174/117) 1.Kent Residential Recycling Collection Events $109,510.67 2.Kent Business Recycling Collection Events $ 14,000.00 TOTAL MAXIMUM ELIGIBLE COST $ 123,510.67 FUND SOURCE: CPG BASE (174/I17) MAXIMUM ELIGIBLE COST: S 123,510.67 FUND GRANT PERCENT(%) STATE GRANT SHARE Local Toxics Control Account(LTCA) 75 % $92,633,00 MATCH REQUIREMENT MATCH PERCENT(%) LOCAL SHARE Cash Match 25% $30,877.67 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: Paul Devine-Olympic Env. Resources TELEPHONE: (206)938-8262 FAX: (206)938-9873 E-MAIL: pauldevine@msn.com 3. Grant payments should be made payable to: City of Kent 4. Grant payments should be mailed to this address: JURISDICTION: City of Kent ATTN: Gina Hungerford MAILING ADDRESS: 220 4th Ave. South CITY, STATE,ZIP: Kent, WA 98032 Page 5 of 8 Grant No. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent 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 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 6 of 8 Grant No. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent 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)upon completion of the scope of work. 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. 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. J. MINORITY AND WOMEN'S BUSINESS PARTICIPATION (It is not mandatory for 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: 1. Include qualified minority and women's businesses on solicitation lists. Page 7 of 8 Grant No. G0800429 FINAL Coordinated Prevention Grant Regular Cycle Agreement with City of Kent 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. K. 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. IN WITNESS WHEREOF,the parties hereby execute this Grant Agreement: STATE OF WASHINGTON CITY KENT DEPARTMENT QF E O GY L u ie Davies Dad Au ori` d Official Date Program Manager Solid Waste and Financial Assistance Print Name of Authorized Official APPROVED AS TO FORM ONLY RR110 - Assistant Attorney General Title Page 8 of 8 REQUEST FOR MAYOR'S SIGNATURE KEN T Please Fill in All Applicable Boxes WASHINGTON Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT) Originator: �.�L,r��f Phone (Originator): # 7 7 Date Sent: Date Required: Return Signed Document to: /y ,� CONTRACT TERMINATION DATE: VENDOR NAME: DATE OF COUNCIL APPROVAL: Brief Explanation of Document: C7�, J All Contracts Must Be Routed Through the Law Department (This Area to be Completed By the Law Department) Received: E CEIVE � Approval of Law Dept.: Law Dept. Comments: APR 2 8 2008 KENT LAB! DEFT Date Forwarded to Mayor: ' Shaded Areas to Be Completed by Administration Staff Received: Recommendations & Comments: Disposition: 6 p �j,� S/-- f Date Returned: Iage5870 • 3/05 STA7'�,O� o b ri 9 d T i Y HL 1889 N� STATE OF WASHINGTON DEPARTMENT OF ECOLOGY Northwest Regional Office • 3190 MOM Avenue SE • Bellevue, Washington 98008-5452 • (425) 649-7000 May 27,2008 RED 'V D Gina Hungerford City of Kent " r - 220 4 h Ave. South _ Kent, WA 98032 C II-Y 0 F ,T Coordinated Prevention Grant No.G0800429 Dear Ms. Hungerford: Congratulations! The enclosed executed grant agreement provides up to $92,633 in state matching funds to the City of Kent to promote alternatives for residents to recycle and re-use hard-to-recycle items.We look forward to another successful grant cycle with the City of Kent. Each payment request should be submitted in accordance with the billing and reporting schedule in your grant agreement. Please complete the following billing and reporting forms for each payment request during the grant period. These forms have not changed from the previous grant cycle. ➢ Invoice Voucher Form(Form A19,sign in blue ink) ➢ Running Budget Summary(Form B2) ➢ Voucher Support Form(Form C2) ➢ Quarterly Progress Report Form You may download the forms from the website(hiip://www.ea.wa.gov/programs/swfa/grants/cpg.htmi)html)or request emailed or printed copies. In addition,you must follow the General Terms and Conditions and administrative requirements found in Ecology's Administrative Requirements for Recipients of Ecology Grants and Loans,WDOE 91-18(Revised September 2005). This document may be accessed electronically at (http://www.ecv.wa.govlbiblio/9118.html)or you may request a printed copy. Throughout this grant cycle you must maintain a file of all grant-related information. We included the"Grant File Contents"list for your convenience. Maintaining a complete grant file will help you document your progress for reporting, accounting and auditing purposes. If you have questions about record keeping or reporting requirements please contact me at(425)649-7266 or e-mail twel461@ecy.wa.gov. Sincerely, T&j/9 Taisa N. Welhasch Regional Planner/Grant Officer Solid Waste&Financial Assistance Program cc: Enclosure Grant File �a 1W