HomeMy WebLinkAboutPW12-037 - Original - King County - Waste Reduction & Recycling Grant - 03/06/2012 .y
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CONTRACT#529831
INTERAGENCY AGREEMENT FOR 2012-2013
Between
KING COUNTY and the CITY OF KENT
This two-year Interagency Agreement"Agreement"is executed between King County, a Charter County
and political subdivision of the State of Washington, and the City of Kent, a municipal corporation of the
State of Washington, hereinafter referred to as "County" and "City" respectively Collectively,the
County and City will be referred to as"Party"or"Parties."
PREAMBLE
King County and the City of Kent adopted the 2001 King County Comprehensive Solid Waste
Management Plan, which includes waste reduction and recycling goals In order to help meet these
goals,the King County Solid Waste Division has established a waste reduction and recycling grant
program for the cities that operate under the King County Comprehensive Solid Waste Management
Plan. This program provides funding to further the development and/or enhancement of local waste
reduction and recycling projects and for broader resource conservation projects that integrate with waste
reduction and recycling programs and services. This grant program does not fund household hazardous
waste collection activities. Program eligibility and grant administration terms are discussed in the Grant
Guidelines, attached to this Agreement as Exhibit B. Grant funding for this program is subject to the
yearly budget approval process of the King County Council.
Grant funding approved by the King County Council is available to all King County cities that operate
under the King County Comprehensive Solid Waste Management Plan. The City will spend its grant
funds to fulfill the terms and conditions set forth in the scope of work which is attached hereto as Exhibit
A and incorporated herein by reference. The County expects that any information and/or experience
gained through the grant program by the City will be shared with the County and other King County
cities.
I. PURPOSE
The purpose of this Agreement is to define the terms and conditions for funding to be provided to the
City of Kent by the County for waste reduction and recycling programs and/or services as outlined in the
scope of work and budget attached as Exhibit A.
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II. RESPONSIBILITIES OF THE PARTIES
The responsibilities of the Parties to this Agreement shall be as follows: •'
A. The City
1. Funds provided to the City by the County pursuant to this Agreement shall be used to provide
waste reduction and recycling programs and/or services as outlined in Exhibit A The total
amount of funds available from this grant in 2012 shall not exceed $89,010. The City
understands that even though this Agreement is two years in duration, funding for this program is
subject to the yearly budget approval process of the King County Council.
2. This Agreement provides for distribution of 2012 and 2013 grant funds to the City. However,
2013 funds are not available until January 1, 2013, and 2013 funding is contingent upon King
County Council approval of the 2013 King County budget. The County shall notify the City in
writing of the funding status.
3. During the two-year grant program,the City will submit a minimum of two, but no more than
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eight,progress reports to the County in a form approved by the County. Reports must be signed
by a City official. These reports will include:
a. a description of each activity accomplished pertaining to the scope of work; and
b. reimbursement requests with either copies of invoices for each expenditure for which
reimbursement is requested or a financial statement,prepared by the City's finance
department,that includes vendor name, description of service,date of service, date paid
and check number.
If the City chooses to submit up to the maximum of eight(8) progress reports and requests for
reimbursement during the two year grant program,they shall be due to the County on the last day
of the month following the end of each quarter-April 30,July 30, October 31, January 31 -
except for the final progress report and request for reimbursement which shall be due by March
31, 2014
If the City chooses to submit the minimum of two progress reports and requests for
reimbursement during the two-year grant program, they shall be due to the County on January 31,
2013 and March 31, 2014.
Regardless of the number of progress reports the City chooses to submit, in order to secure
reimbursement,the City must provide in writing to the County by the 51h working day of January
2013 and January 2014,the dollar amount of outstanding expenditures for which the City has not
yet submitted a reimbursement request.
4. The City shall submit a final report to the County which summarizes the work completed under
the grant program and evaluates the effectiveness of the projects for which grant funds were
utilized, according to the evaluation methods specified in the scope of work. The final report is
due within six months of completion of the project(s)outlined in the scope of work,but no later
than June 30, 2014.
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5. If the City accepts funding through this grant program for the provision of Waste Reduction and
Recycling programs and projects for other incorporated areas of King County,the City shall
explain the relationship with the affected adjacent city or cities that allows for acceptance of this
funding and the specifics of the proposed programs and projects within the scope of work
document related thereto
6. The City shall be responsible for following all applicable Federal, State and local laws,
ordinances,rules and regulations in the performance of work described herein. The City assures
that its procedures are consistent with laws relating to public contract bidding procedures, and the
County neither incurs nor assumes any responsibility for the City's bid,award or contracting
process.
7. During the performance of this Agreement,neither the City nor any Party subcontracting under
the authority of this Agreement shall discriminate on the basis of race, color, sex, religion,
nationality, creed, marital status, sexual orientation, age,or presence of any sensory,mental,or
physical handicap in the employment or application for employment or in the administration or
delivery of or access to services or any other benefits under this Agreement as defined by King
County Code, Chapter 12.16
8. During the performance of this Agreement, neither the City nor any Party subcontracting under
the authority of this Agreement shall engage in unfair employment practices as defined by King
County Code, Chapter 12.18. The City shall comply fully with all applicable federal,state and
local laws,ordinances, executive orders and regulations that prohibit such discrimination. These
laws include, but are not limited to,RCW Chapter 49 60 and Titles VI and VII of the Civil Rights
Act of 1964.
9. The City shall use recycled paper for the production of all printed and photocopied documents
related to the fulfillment of this Agreement. The City shall use both sides of paper sheets for
copying and printing and shall use recycled/recyclable products wherever practical.
10. The City shall maintain accounts and records, including personnel, financial,and programmatic
records, and other such records as may be deemed necessary by the County, to ensure proper
accounting for all project funds and compliance with this Agreement. All such records shall
sufficiently and properly reflect all direct and indirect costs of any nature expended and service
provided in the performance of this Agreement.
These records shall be maintained for a period of six (6)years after termination hereof unless
permission to destroy them is granted by the Office of the State Archivist in accordance with
RCW Chapter 40.14. These accounts shall be subject to inspection, review or audit by the County
and/or by federal or state officials as so authorized by law.
11.The City shall maintain a record of the use of any equipment that costs more than$1,000 and is
purchased with grant funds from King County for a total period of three(3) years. The records
shall be compiled into a yearly evaluation report, a copy of which shall be submitted to King
County by March 31 of each year through the year 2016
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12. The City agrees to credit King County on all printed materials provided by the County,which the
City is duplicating,for distribution. Either King County's name and logo must appear on King
County materials (including fact sheets,case studies,etc.),or, at a minimum,the City will credit
King County for artwork or text provided by the County as follows: "artwork provided courtesy
of King County Solid Waste Division"and/or"text provided courtesy of King County Solid
Waste Division."
13. The City agrees to submit to the County copies of all written materials which it produces and/or
duplicates for local waste reduction and recycling projects which have been funded through the
waste reduction and recycling grant program. Upon request, the City agrees to provide the
County with a reproducible copy of any such written materials and authorizes the County to
duplicate and distribute any written materials so produced,provided that the County credits the
City for the piece.
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14. The City will provide the King County Project Manager with the date and location of each
Recycling Collection Event provided by the City, as well as copies of any printed materials used '
to publicize each event, as soon as they are available but no later than thirty(30) days prior to the
event. If there is any change in the date or the location of an event, the City will notify the
County a minimum of thirty(30) days prior to the event. If the event brochure is required for
admission to the City's event, the City is exempt from having to provide the brochure to King
County.
15. If the City accepts funding through this grant program for the provision of recycling collection
events for adjacent areas of unincorporated King County,the City shall send announcements of
the events to all residences listed in the carrier routes provided by King County. The
announcements and all other punted materials related to these events shall acknowledge King
County as the funding source.
16. The City understands that funding for recycling collection events for adjacent areas of
unincorporated King County will be allocated on a yearly basis subject to the King County
Council's yearly budget approval process and that provision of funds for these events is not
guaranteed for the second year of the grant program.
17. This project shall be administered by Gina Hungerford, Conservation Specialist;220 4th Ave_
South; Kent, WA 98032-5895; TEL- (253) 856-5549; FAX—(253) 856-6500; Email —
ghungerford@ci.kent.wa.us,or designee.
B. The County
1. The County shall administer funding for the waste reduction and recycling grant program.
Funding is designated by city and is subject to the King County Council's yearly budget approval
process. Provided that the funds are allocated through the King County Council's yearly budget
approval process,grant funding to the City will include a base allocation of$5,000 per year with
the balance of funds to be allocated according to the City's percentage of King County's
residential and employment population. However, if this population based allocation formula
calculation would result in a city receiving less than $10,000 per year, that city shall receive an
additional allocation that would raise their total grant funding to$10,000 per year.
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2. The City of Kent`s budgeted grant fluids for 2012 are $89,010. Unspent 2012 funds may be
carried over to 2013, but 2013 funds will not carry over to 2014.
3. The City of Kent`s estimated grant funds for 2013 are $89,010. 2013 funds are not available until
January 1. 2013, and 2013 funding is contingent upon King County Council approval of the 2013
King County budget. Following approval of the 2013 King County budget, the County's grant
program administrator will notify the City of the final 2013 grant funding in writing.
4. Within forty-five (45) days of receiving a request for reimbursement from the City,the County
shall either notify the City of any exceptions to the request which have been identified or shall
process the request for payment If any exceptions to the request are made, this shall be done by
written notification to the City providing the reason for such exception. The County will not
authorize payment for activities and/oi expenditures which are not included in the scope of work
and budget attached as Exhibit A, unless the scope has been amended according to Section V of
this Agreement. King County retains the right to withhold all or partial payment if the City's
report(s) and reimbursement request(s) are incomplete(i.e.,do not include proper documentation
of expenditures and/or adequate description of each activity described in the scope of work for
which reimbursement is being requested), and/or are not consistent with the scope of work and
budget attached as Exhibit A
5. The County agrees to credit the City on all printed materials provided by the City to the County,
which the County duplicates, for distribution. Either the City's name and logo will appear on
such materials (including fact sheets, case studies, etc), or, at a minimum, the County will credit
the City for artwork or text provided by the City as follows: "artwork provided courtesy of the
City of Kent"and/or"text provided courtesy of the City of Kent."
6. The County retains the right to share the written material(s) produced by the City which have
been funded through this program with other King County cities for them to duplicate and
distribute. In so doing, the County will encourage other cities to credit the City on any pieces that
were produced by the City.
7 , The waste reduction and recycling grant program shall be administered by Morgan John, Project
Manager of the King County Solid Waste Division.
I11. DURATION OF AGREEMENT
This Agreement shall become effective on either January 1, 2012 or the date of execution of the
Agreement by both the County and the City, if executed after January 1. 2012 and shall terminate on
June 30,2014. The City shall not incur any new charges after December 31,2013. However, if
execution by either Party does not occur until after January 1, 2012, this Agreement allows for
disbursement of grant funds to the City for County-approved programs initiated between January 1,2012
and the later execution of the Agreement provided that the City complies with the reporting requirements
of Section II. A of the Agreement
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IV. TERMINATION
A. This Agreement may be terminated by King County,in whole or in part, for convenience without
cause prior to the termination date specified in Section III, upon thirty (30) days advance written r
notice.
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B. This Agreement may be terminated by either Party, in whole or in part, for cause prior to the
termination date specified in Section III,upon thirty(30)days advance written notice. Reasons for
termination for cause may include but not be limited to; nonperformance; misuse of funds, and/or
failure to provide grant related reports/invoices/statements as specified in Section ILA.3 and Section
II.A.4.
C. If the Agreement is terminated as provided in this section: (1)the County will be liable only for
payment in accordance with the terms of this Agreement for services rendered prior to the effective
date of termination; and(2)the City shall be released from any obligation to provide further services
pursuant to this Agreement
D. Nothing herein shall limit,waive,or extinguish any right or remedy provided by this Agreement or
law that either Party may have in the event that the obligations,terms and conditions set forth in this
Agreement are breached by the other Party.
V. AMENDMENTS
This Agreement may be amended only by written agreement of both Parties. Amendments to scopes of
work will only be approved if the proposed amendment is consistent with the most recently adopted King
County Comprehensive Solid Waste Management PIan. Funds may be moved between tasks in the scope
of work, attached as Exhibit A,only upon written request by the City and written approval by King
County. Such requests will only be approved if the proposed change(s) is (are)consistent with and/or
achieves the goals stated in the scope and falls within the activities described in the scope.
VI, HOLD HARMLESS AND INDEMNIFICATION
The City shall protect, indemnify, and hold harmless the County, its officers, agents,and employees from
and against any and all claims, costs,and/or issues whatsoever occurring from actions by the City and/or
its subcontractors pursuant to this Agreement.The City shall defend at its own expense any and all
claims,demands, suits, penalties, losses, damages, or costs of any kind whatsoever(hereinafter"claims")
brought against the County arising out of or incident to the City's execution of,performance of or failure
to perform this Agreement. Claims shall include but not be limited to assertions that the use or transfer
of any software, book, document, report, film, tape,or sound reproduction or material of any kind,
delivered hereunder, constitutes an infringement of any copyright,patent, trademark, trade name,and/or
otherwise results in unfair trade practice.
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VII. INSURANCE
A The City, at its own cost, shall procure by the date of execution of this Agreement and maintain for
the duration of the Agreement,insurance against claims for injuries to persons or damages to
property which may arise from or in connection with performance of work pursuant to this
Agreement by the City, its agents, representatives, employees, and/or subcontractors. The minimum
limits of this insurance shall be $1,000,000 general liability insurance combined single limit per
occurrence for bodily injury, personal injury, and property damage If the policy has an aggregate
limit, a $2,000,000 aggregate shall apply Any deductible or self-insured retentions shall be the sole
responsibility of the City. Such insurance shall cover the County, its officers, officials, employees,
and agents as additional insureds against liability arising out of activities performed by or on behalf
of the City pursuant to this Agreement. A valid Certificate of Insurance and additional insured
endorsement is attached to this Agreement as Exhibit C, unless Section VII.B applies.
B. If the Agency is a Municipal Corporation or an agency of the State of Washington and is self-insured
for any of the above insurance requirements, a written acknowledgement of self-insurance is attached
to this Agreement as Exhibit C
VIII. ENTIRE CONTRACTAVAIVER OF DEFAULT
This Agreement is the complete expression of the agreement of the County and City hereto, and any oral
or written representations or understandings not incorporated herein are excluded. Waiver of any default
shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of this
Agreement shall not be deemed to be waiver of any other or subsequent bleach and shall not be
construed to be a modification of the terms of this Agreement unless stated to be such through written
approval by the County, which shall be attached to the original Agreement.
IX. TIME IS OF THE ESSENCE
The County and City recognize that time is of the essence in the performance of this Agreement
X. SEVERABILITY
If any section, subsection, sentence, clause or phrase of this Agreement is, for any reason, found to be
unconstitutional or otherwise invalid by a court of competent jurisdiction, such decision shall not affect
the validity of the remaining portions.
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XI. NOTICE
Any notice required or permitted under this Agreement shall be deemed sufficiently given or served if
sent to the King County Solid Waste Division and the City at the addresses provided below:
Morgan John, Project Manager, or a provided designee,
King County Solid Waste Division
Department of Natural Resources and Parks
201 South Jackson Street, Suite 701
Seattle, WA 98104-3855
If to the City_
Ms. Gina Hungerford,Conservation Specialist
City of Kent
220 4th Ave. South
Kent, WA 98032-5895
IN WITNESS WHEREOF this Agreement has been executed by each Party on the date set forth below-
King County
BY
(Title) Kevin Kiernan,Director
Solid Waste Division
For Dow Constantine,King County Executive
Date Date
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Exhibit A
King County Waste Reduction and Recycling Grant Program
City of Kent
2012/13 Scope of Work
A. Basic Information
1. City of Kent
2. Grant project manager: Ms. Gina Hungerford
Conservation Specialist
City of Kent
220 4th Ave South
Kent, WA 98032-5895
TEL- (253) 856-5549
FAX - (253) 856-6500
Email —gungerford@kentwa.gov
3. Consultant name: Paul Devine
Olympic Environmental Resources
4715 SW Walker Street
Seattle, WA 98116
TEL-(206) 938-8262
FAX - (206) 938-9873
Email—pauldevine@msn.com
4. Budget: 2012
$89,010.00
2013
$89,010 00
2012/2013 total: $178,020.00
B. Scope of Work
Task One: Recycling Collection Events
A. Schedule—Events will be held in March,June, and October, 2012/13
B. Task Activities
• Total Number of Recycling Collection Event—Six
• Appliances
• Refrigerators and Freezers
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• Ferrous Metals
• Non-ferrous Metals
• Concrete, Asphalt, Rock,and Brick**
• Tires
• Mattresses
• Styrofoam
• Lead Acid Batteries
• Household Batteries
• Porcelain Toilets and Sinks+
• Propane Tanks+
• Cardboard
• Reusable Household Goods
• Textiles
• Used Motor Oil
• Used Motor Oil Filters
• Used Antifreeze
• Used Petroleum Based Products
• Paper Shredding**
• Electronic Equipment
• Bulky Yard Debris*
• Scrap Wood*
*Collected in the spring(March and June)
** Collected in the fall (October)
+User fees apply—the City will not charge user fees at the Spring 2012 event to
assess the affordability of not charging at all future events.
• The following educational materials will be distributed:
• Information on City Recycling Programs.
• Educational Materials produced by King County Department of Natural
Resources and Local Hazardous Waste Management Plan.
• Other educational materials as appropriate
• Event promotional methods
• This event will be coordinated with King County and flyers will be sent to King
County Solid Waste Division, and Kent households.
• By distributing a promotional flyer through direct mailings.
• By notices in City newsletters(whenever possible).
• By posting a bulletin at City Hall and on the City cable channel (if
available), K-Hold,and Facebook.
• By publicizing the event through the King County Solid Waste Division
Promotional Activities.
C)Task evaluation Event reports will include:
• Number of vehicles attending
• Volume of each material collected
• Event cost by budget category
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• Event comments
• Graphic or tabular comparison of 2012/13 volumes and vehicles with prior
year's events
D)Task Budget $52,000.00
Budget Catagory 2011112 2012 2012 2012 2013 TOTAL
WRR LHWMP CPG WRR WRR
City Staff Costs $0 00 $1,000.00 $3,000.D0 $0 00 $0 DO $4,000 00
Contractor/Staffing Costs $4,ODO.00 $7,921.55 $13,000.00 $2,000 00 $2,000 00 $24,921 55
Event Staff Costs $2,ODO.00 $0 00 $9,500.00 $1,000 00 $1,ODD.00 $11,500 OD
CollectionlHauling Costs
Wood Waste $4,000.00 $0.00 $1,6DO.00 $2,000.00 $2,000 00 $5,600 DO
Scrap Metal,Appliances,etc. $13,000 Da $0 00 $5,094 60 $6,500.00 $6,500.00 $18,094 60
TolletfSink Collection $3,000.00 $0 DD $500.00 $1,500 OD $1,500 00 $3,500.00
CFC Collection $0 00 $7,200.00 $7,000.00 $0 00 $0.00 $14,200 00
Propane Tank Collection $3,000.00 $0 00 $600,00 $1,500.00 $1,500 00 $3,600 00
Concrete $2,70D.00 $0.00 $1,600.00 $1,350 00 $1,350 00 $4,3DO 00
Paper Shredding $500.00 $0.00 $250 00 $250.00 $250 00 $75D.D0
Tires $9,000.00 $0 00 $0 00 $4,500.00 $4,500 DO $9,000 00
Mattreses $4,000 00 $O.DO $6D0.00 $2,000.00 $2,000.00 $4,600 00
Styrofoam $800.00 $0.00 $400.00 $400.00 $400.00 $1,200 00
Used Oil/Antifreezeletc. $0.00 $3,000.00 $0.00 $0 00 $0 00 $3,000 00
Batteries $0.00 $2,400.00 $0.00 $0.00 $0.00 $2,400 00
OnntinglMading $0 00 $7,5DO 00 $22,5OD.00 $0 00 $0 00 $30,000 00
Event Supplies $3,000.00 $700.00 $0 00 $1,500.00 $1,500.00 $3,700 00
Other Expenses-rentals,etc $3,ODO.00 $1,400.00 $0 00 $1,500 00 $1,5D0 OD $4,440 00
TOTALS $52,000.00 $31,121 55 $65,644.60 $26,000.00 $26,000 DD $148,766 15
NOTE Hourly rates for consultants are as follows Project Manager-$70 00 and Event Staff-$55 00
E)Task Performance Objectives:
The City plans to send out approximately 45,000 promotional flyers to Kent households per
event and publicize the events through King County promotional activities, including
County websites and telephone assistance The City anticipates collecting 180-200 tons of
material from the local waste stream per year
The benefits expected by the collection of these materials will be to divert them from the
waste stream and process them for recycling. The event will also provide an opportunity to
recycle moderate risk waste The King County Health Department and Washington State
Department of Ecology may pay for event expenses as well.
F)Task Impact Objectives-
By hosting Recycling Collection Events, Kent can reduce the amount of recyclable material
finding their way to the local landfill The City of Kent has a population of approximately
118,000 The City expects, based on past events, that 2,800-3,500 households will actively
participate each year by bringing recyclable materials to the event for proper disposal and
recycling. This will result in 180-200 tons of material diverted from the local waste stream
for recycling each year
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In addition to diverting materials from the City waste stream, attracting residents to events
provides an opportunity to distribute educational material on City and King County
recycling programs. The educational materials can enhance the knowledge of residents and
improve behavior in purchase, handling,and disposal of recyclable materials.
Task Two: Business Recycling Program
A) Task Schedule: 2012/13
B) Task Activities:
Through continued recycling assistance to businesses, the City will promote
participation in waste reduction, recycling, and recycled product procurement programs
and increase the knowledge of recycling alternatives in the commercial sector. The City
will also work with the Kent School District to promote school recycling programs.
Program Activities:
1)Kent Business Information
Prepare, print, and coordinate distribution of a Kent Business Recycling Newsletter to
all Kent businesses.The newsletter will be sent to Kent businesses three times a year.
2)Kent Business Collection Events
• Total Number of Business Recycling Events—Two
• Task Description - The City will implement two Business Recycling Events. The
events will be held on a summer weekday at a central location in Kent.
• Materials to be collected:
• Clean Scrap Wood/Pallets
• Electronic/Computer Equipment
• Computer Monitors+-
• TV Sets++
• Refrigerators and Freezers+
• Office Recyclables/Cardboard
• Toner Cartridges
• Cellular phones
• Plastics
• Other materials if feasible
+User fees apply++City may not collect and refer businesses to E-Cycle sites
• The following educational materials will be distributed:
• Information on City Recycling Programs.
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• Educational Materials produced by King County Department of Natural
Resources and Local Hazardous Waste Management Plan.
• Other educational materials as appropriate.
• Event promotional methods:
• By distributing a promotional flyer through direct mailings.
• By notices in City/community newsletters/and local newspapers (whenever
possible).
• By posting a notice at City Hall and on the City cable channel (if available).
• By publicizing the event through the King County Solid Waste Division
Promotional Activities.
• Task evaluation. Event reports will include:
• Number of vehicles attending
• Volume of each material collected
• Event cost by budget category
• Graphic or tabular comparison of 2012/13 volumes and vehicles with prior
year's events
3)Kent Business Assistance
To provide business recycling assistance to City businesses, the City will customize
the King County Tool Kit with City information and send a City Tool Kit to all new
Kent businesses each year with intro letter and offer of on-site visit. In the Tool Kit,
the City hopes to work with the City recycler to include a coupon for free desk-side
recycling containers from the hauler. In addition, the City will provide assistance to
City businesses on an on-call basis City hopes to work with the City recycler to
include a coupon for free desk-side recycling containers from the hauler.
4) Kent Business Recognition
To provide Kent businesses with motivation to recycle, the City will implement the
Kent Green Business of the Year Award. The City will work with the Kent
Chamber of Commerce and past program information to seek out businesses that
have put in place outstanding recycling programs and award up to three City
businesses with awards. The purpose of the award/recognition program will be to
acknowledge City businesses with strong commitments to recycling and use their
programs as examples for other Kent businesses to follow.
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C)Task Budget- $57,600.00
Business Budget Category 201 22013 2012113
Cost Cost Total
Promotional inserts/flyers
Production and Graphics V$2,000.00 $2,000.00 $4,000.00
Printing costs ,600 00 $1,600.00 $3,20000
Sorting/Wailing costs ,600 00 $1,600.00 $3,200.00
Business Collection Event
Consultant staff $1,500.00 $1,500-00 $3.000.00
Project Vendors $1,400.00 $1,400.00 $2,800.00
Event Promotion $600.00 $600.00 $1,200.00
Other Costs $150.00 $150.00 $300.00
Business Assistance
To include:
Educational material distribution $10,000.00 $10,000.00 $20,000 00
Business consultations reports $1,500.00 $1,500.00 $3,000.00
Follow-up calls to businesses $2,600.00 $2,600.00 $5,200.00
Program Promotion $500.00 $500.00 $1,000.00
Business Recognition
Program Planning/Implemention $1,500.00 $1,500.00 $3,000.00
Program Promotion $1,000.00 $1,000.00 $2,000.00
Other Costs $350 00 $350.00 $700,00
Business Web Site
Web Site Assistance 2,500.00 2,500 00 $5,000.00
TOTALS 1 $28,800.00 J $28,800.00 $67,600.00
The business program will be funded primarily with use of King County WRR grant
funds but the Business Recycling Collection Event will be funded with King County
WRR grant funds and WA State DOE CPG funds Hourly rates for consultants are as
follows Project Managers-$75 00 and$70 00 and Event Staff-$55.00.
D)Task Performance Objectives.
1)The Kent Business Recycling Newsletter will be sent to all Kent businesses three times a
year With regular information on recycling, City businesses will be able to take advantage
of mew recycling services and divert more materials from the Kent waste stream.
2) The City plans to send out approximately 3,600 promotional flyers to Kent businesses
per event and publicize the event through King County promotional activities, including
County websites and telephone assistance. The City anticipates collecting 30-35 tons of
material from the Kent businesses waste stream over a two-year period. The benefits
expected by the collection of these materials will be to divert them from the waste stream
and process them for recycling.
3) Kent Business Assistance will provide new and existing City businesses with
information and technical assistance on recycling and waste prevention Consultant staff
will include the information as requested in the King County business database. Summary
program evaluation will include: the number of contacts made to businesses and their
response rates to the offer of recycling technical assistance, the number of businesses
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receiving information; and the number of businesses beginning or expanding recycling
activities.
4)Kent Green Business of the Year Award will provide Kent businesses with motivation to
recycle by recognizing a Kent business(s) that have put in place outstanding recycling
programs. The purpose of the awards program will be to acknowledge City businesses with
strong commitments to recycling and use their programs as examples for other Kent
businesses to follow.
E)Task Impact Objectives:
By providing information, web site assistance, technical assistance, and hosting Business
Collection Events, Kent can reduce the amount of recyclable material finding their way to
the local landfill The City of Kent has an employee population of approximately 60,300
The City expects that 115-135 businesses will actively participate in the Business
Collection Event each year by bringing recyclable materials to the event for proper disposal
and recycling. This will result in 30-35 tons of material from the Kent businesses waste
stream over a two-year period.
In addition to diverting materials from the City waste stream, providing information to Kent
business at events provides an opportunity to distribute educational material on City and
King County recycling programs The technical assistance, web site assistance, recognition,
educational materials can enhance the knowledge of business and improve behavior in the
purchase, handling, set-up, and disposal of recyclable materials.
Task Three: Kent Multifamily Recycling Program
A) Task Schedule 2012/13
B) Task Activities:
The task will include promoting waste reduction, participation in Kent multifamily
residential collection programs for recyclables, distributing multifamily signs and bags, and
promoting the purchase of recycled products by working with multifamily residents and
property owners/managers. The City will:
• Distribute multifamily educational brochures through direct mailings, City
events, and door-to-door delivery.
• Distribute multifamily signs for use at multifamily complexes for proper
recycling of materials.
• Providing on-site waste consultations and follow-up assistance.
• Distribute multifamily educational brochures in Spanish and Russian(if
available) through direct mailings, Recycling City events, and door-to-door
delivery
7
C)Task Budget. $16,000.00
Multifamily Budget Category 2012 2013 2012! 3 Total
Provide Assistance and Follow-up 7,000.00 7,000.00 $14,000.00
Web Site Assistance $500.00 $500.00 $1,000.00
Program Promotion $500.00 $500.00 $1,000.00
TOTAL 8,000.00 8,000.00 $16,000.00
The business program will be funded with use of Icing County VdRR grant funds Hourly
rates for consultants are as follows, Project Managers - $75 00 and $70.00 and Event
Staff-$55 00
D)Task Performance Objectives
The goal of this program is to achieve greater resource efficiency in the City of Kent by
collection of more recyclable material in the City's multifamily sector The City will
continue to promote recycling in the Kent multifamily community by distributing
educational brochures, signs, and recycling totes to multifamily managers and tenants. As
City residents better manage their waste and recycle more, less recyclable material will end
up in local landfills This program will help the City of Kent reach its recycling goals.
Kent multifamily web site enhancements and service will provide Kent multifamily owners
and managers with tools to recycle by making the information easy to access and
convenient to use. The program will also help reduce paper, as more recycling information
will be in an electronic format
E)Task Impact Objectives-
With program promotion and technical assistance and web site assistance,Kent multifamily
residents will have better knowledge of recycling. Recycling service to Kent multifamily
properties is provided with garbage service and assistance will be provided on how to better
use the service. By recycling more, City multifamily properties can reduce the amount of
material ending up in the local landfill.
Task Four: Compost Bin Distribution
A)Task Schedule: Spring, 2012113
B)Task Activities:
• Total Number of Compost Bin Sales — 2-4. The City may distribute bins at the
second spring event if stock remains
• Task Description - The City will implement two backyard compost bin distribution
events in conjunction with the Kent Recycling Collection Events. The City will:
• Distribute subsidized backyard compost bins and educational materials on
grasscycling and backyard composting to Kent. Residents will be charged a user
fee for bins of$25.00.
• Promote the program through the City of Kent website and event flyers.
8
• Purchase and distribute approximately 200 backyard compost bins. The City has
approximately 200 compost bins in storage for distribution in 2012.
• Purchase and distribute up to 200 educational booklets on backyard composting.
C)Task Budget: $12,300.00
ESTIMATED COSTS 2012 2013 2012113 Total
Staff Cost $800.00 $800.00 $1,600.00
Administration and Supplies $500.00 $500.00 $1,000,00
Storage and Delivery $600.00 $600.00 $1,200.00
Consultant and Contractor Services $5,000.00 $5,000.00 $10,000.00
Compost Bins $0.00 $8,500.00 $0,500.00
Es timated BinIncome-bins @$25 each -$5,000.00 $5,000.00 -$10,000 00
Total $10,400.00 $12,300.00
Hourly rates for consultants are as follows Project Manager-$70 00 and Event Staff-$55 00
D) Task Performance Objectives- The goal of this program is to achieve greater resource
efficiency in the City of Kent. Backyard composting extends the life of landfills and
reduces stress on local composting facilities This program should result in greatei resource
efficiency, as it will encourage City residents to manage their yard debris on their own
properties and to reuse the composted materials in their gardens
E) Task Impact Objectives:
As a result of the Compost Bin Sale, the City of Kent will:
• Reduce the residential waste stream by up an estimated 100 tons of yard debris
annually or 1,000 tons in the next ten years.
• The City will monitor the program by reporting the following:
-Number of backyard compost bins distributed.
-The estimated amount of yard debris diverted.
In addition to diverting compostable materials from the City waste stream, attracting residents
to events provides an opportunity to distribute educational material on City recycling programs
and yard debris reduction programs in King County The educational materials can enhance the
knowledge of residents and improve behavior in purchasing products, practices, and disposal of
yard debris.
Task Five: Purchase Products Made From Recycled Materials
A) Task Schedule: 2012/13
B) Task Activities
In order to support the recycling industry and close the recycling loop, the City would like
to purchase products made from recycled materials Doing so will support recycling
collection programs and help ensure the success of the recycling industry The City will
9
i
support recycling programs by purchasing recycle content rain barrels and other items for
distribution The rain barrels weight approximately 40-50 pounds each and divert roughly
twice that amount of plastic material from the waste stream when produced. The City will
sell the rain barrels at City Recycling Collection Events in 2012 and 2013. It is expected
that the City will purchase and distribute 400 recycled content rain barrels over the two-
year period. The City will sell the bins for$35 each.
C)Task Budget: $17,820.00
Recycled Product Purchase 2012 2013 2012(13 Total
City Staff $500.00 $600.00 $1,000.00
Consultant and Contractor Services $3,200.00 $3,200.00 $6,400.00
Rain Barrels $11,600 00 $11,600.00 $23,200.00
Administration and Supplies $110 00 $110.00 $220.00 j
Estimated Bin Income-200 bins 0$35 each $6,600.00 $6,600.00 -$13,000.00
TOTAL $8,91000 $8,910.00 $17,820.00
D) Task Performance and Impact Objectives:
The goal of this program is to help ensure the success of the recycling industry by adding to
the demand for products made from recycled materials. By purchasing products made from
recycled content, the City will divert recyclable material from the waste stream The City
will distribute the rain barrels to City residents to help promote recycled products. The City
will promote the rain barrel sale the City Recycling Collection Event flyer. The additional
benefits of the ram barrels are that they will help reduce household water consumption and
reuse natural rainwater. It is expected that after installation the rain barrels will continue to
conserve water resources for many years.
Task Six: Christmas Tree Collection and Recycling
A)Task Schedule: Winter,2012/13
B)Task Activities:
• Task Description - The City will provide collection of Christmas trees in the City
for residents just after the Christmas holiday. The City plans to provide City
residents with four to six tree collection days, The City will:
• Provide collection of Christmas trees from Kent residents.
• Promote the program through City of Kent newsletters, flyer to all residents and
local papers.
• Recycle collected trees
C) Task Budget: $16,000.00
10
ESTIMATED COSTS 2012 1 2013 2012113 Total
Supplies/equipment $6,500.00 $6,500.00 $13,000.00
Project Staffing $1,600 00 $1,600.00 $7 ILL00
Total $8,000.00 $8,000 00 $16,000.00
D) Task Performance Objectives: The goal of this program is to achieve greater resource
efficiency in the City of Kent By providing Christmas tree collection and recycling, the
City can divert this material from the waste stream. This activity will extend the life of the
local landfill. This program should result in greater resource efficiency, as it will encourage
City residents to recycle their Christmas trees rather than disposing of them in their garbage
or at the local transfer station.
E) Task Impact Objectives-
As a result of the Christmas Tree Collection and Recycling Program, the City of Kent will
reduce the residential waste stream. The City will monitor the program by reporting the
following:
-Number of Christmas trees collected.
-The estimated amount of material diverted from the waste stream.
Task Seven: Grant Administration
The City will work with OER to administrate this Scope of Work. OER will
• Track project expenses;
• Provide ongoing grant administration through the completion of the tasks, as
outlined in this Scope of Work;
• Prepare reports for the grant program; and
• Prepare final report.
Task Budget: $6,300.00
King County WRR Grant 2012 2013 2012113 Total
1.Program Management $2,100 00 $2,100 00 $4,200.00
2.Project Expenses
a.Mileage $350 00 $350 00 $700.00
b.Supplies $700.00 $700 00 $1,400.00
TOTAL. $3,150.00 $3,150 00 $6,300.00
11
Exhibit B
Grant Guidelines
Program Eligibility:
Grant funds may be used for any of the programs previously funded by the City Optional and
Waste Reduction Recycling Programs, including residential and commercial waste reduction and
recycling education programs, business assistance programs, and special recycling events Cities
may also use their funds on broader resource conservation programs, as long as they are part of an
overall waste reduction/recycling program Cities may choose to use their funding on one
program o a combination of programs For WR/R program ideas, please refer to the Program
Eligibility section below
Please note these lists are not exhaustive, but merely intended to provide some guidance on
what is/isn't eligible. Cities may also refer to the currently adopted Comprehensive Solid
Waste Management Plan for direction in program development. If you are unsure if your
proposed program is eligible for funding, please call Morgan John (206-296-8443).
Eligible for funding:
• School WR/R education/implementation programs
• Kitchen food waste composting programs
• Reusable bag promotions
• Yard waste subscription promotions
• Outreach at community events
• Promoting new and existing WR/R programs through media, mail,and social networking
• Business recognition programs
• Recycling Collection Events, including collection of tires and mattresses
• Business,WR/R, residential education/communications
• Product stewardship initiatives - could be education programs or wo king with other
agencies/organizatiois/busunesses to implement programs
• City recycling programs and facilities
• Videos promoting WR/R programs
The following are eligible for funding on a case-by-case basis,as long as part of an overall
WR/R Program. Ilowever, the County would not provide reimbursement if, for example,
all of a city's grant dollars were used to sell/give away rain barrels or distribute compact
fluorescent light bulbs.
• Water Conservation - r e Rain Barrels
• Energy Conservation
• Water Quality integrated pest management,catch basin filters
• Demonstration gardens, interpretive signage; recycled-content park furnishings
2012-2011 WR/R Grant
The following are not eligible for funding:
• Collection of garbage,except for residual garbage related to the collection of recyclables
• Collection of any household hazardous waste items including, but not limited to•
>Treated wood
>Paint
>Lead acid batteries
>Oil,gasoline,and antifreeze
> Florescent lights
• Household Hazardous Waste Education Programs
Cities should pursue funding through LHWMP or CPG for Household Hazardous Waste
collection or education programs
Grant Administration:
Requests for Reimbursement:
Cities may submit as few as two requests for reimbursement during the funding cycle,with the
first request due by January 31,2013 and the final request due no later than March 15, 2014
However,cities may submit requests for reimbursement as frequently as quarterly. Quarterly
requests should be submitted on April 30,July 31,Oct 31 and Jan 31 of each year, except for the
final request for reimbursement, which is due no later than March 15,2014. The Budget
Summary Report Form(Attachment 4)must be used when submitting requests for
reimbursement
By December 31"of each year of the grant cycle,cities must notify SWD of their total
expenditures for work that has been completed to-date,but for which requests for
reimbursement have not yet been submitted.
Progress and Final Reports
Progress reports describing program activities,accomplishments and evaluation results need to
accompany each request for reimbursement A final report describing the outcome of grant-
funded activities is due with the final request for reimbursement If, however,the city does not
have the results of its program evaluation by the end of the grant cycle, the final narrative report
may be submitted no later than six months after the end of the grant cycle on Jute 30,2014
(Note: The final request for reimbursement would still need to be submitted by March 15,2014.)
All Progress and Final Reports need to be signed by a city official. Signed reports may be
submitted via facsimile.
Amendments
Formal amendments to grant ILAs are not necessary unless the city wishes to make significant
changes to its scope of work and/or budget In general,a significant change would be one in
which the city wishes to add or delete a task from their scope of work A minor change,such as
moving dollars between tasks, would only require written notification, which may be submitted
via e-mail However, the city should contact the Division when considering changes to their
scopes and budgets to determine if a formal amendment is needed.
,
t DATE
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City of Kent
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CLAIMS MADE OCCUR MEDEXP(Pnyone➢eroo) $
PERSONAL&ADV INJURY $
GENERAL AGGREGATE $
GFI4 AGGREGATE LIMIT APPLIES PER PRODUCTS AGG S
POLICY PIFrRO- LCC $
A AUTOMOBILE LIABILITY NI-A3-RL-0000069-00 1/1/2011 1/1/2012 COMBINEDSINGLE LIMIT $S,OOD,ODD
(Ea accrdmt)
X ANYAUTO
BODILY INJURY(Per person) $
ALL OMED AUTOS
BODILY INJURY(Per acadeM) $
SCHEDULED AUrOS PROPERTY DAMAGE
HIREDAUTOS (Peramdent) $
NON-OWNEDAUTOS $
S
UMBRELLA tIAB OCCUR EACH OCCURRENCE S
EXCESS LIAR CIAIM$-MADE AGGREGATE $
DEDLKTIBLE $�
RETENTION $ $
WORKERS COMPENSATION VIC STATU. OTH-
ANDEWLOYERS'UABILITY YIN -£R
ANY PROPRIETORIPARTNEWEXECUTIVE E L CH ACCIDENT $
OFFICERIMEMBER EXCLUDED? NIA
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it yyes describe Under
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