HomeMy WebLinkAboutPW14-039 - Original - Public Health Seattle & King County - Local Hazardous Wate Management Program Grant - 1/1/14 �w
Records Mana`gement ,
KENT Document
WASHINOTON '
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 Clerk's Office.
Vendor Name: Public Health Seattle & King County
Vendor Number: M17103.64190.7930
JD Edwards Number
waYy
Contract Number: >r KooMq
This is assigned by City Clerk's Office
Project Name: Local Hazardous Waste Management Program 2014 Grant
Description: ❑ Interlocal Agreement ❑ Change Order ® Amendment ❑ Contract
❑ Other: Grant Agreement
Contract Effective Date: January 1, 2014 Termination Date: Dec. 31,
2014
Contract Renewal Notice (Days):
Number of days required notice for termination or renewal or amendment
Contract Manager: Gina Hungerford Department: PW Eng. Environmental
Detail• Ci.e. address, location, parcel number, tax id, eta
Allows Kent to receive reimbursement for activities within the Scope of Work through
Dec. 31, 2014.
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Seattle & King County LV
King County Contract# EHS3311
Federal Taxpayer ID# 91-1355875
Federal Sub-recipient - No
This form is available in alternate formats for people with disabilities upon request.
2014 COMMUNITY SERVICES CONTRACT WITH OTHER GOVERNMENT, INSTITUTION,
OR JURISDICTION
THIS CONTRACT is entered into by KING COUNTY (the "County'), and City of Kent (the "Contractor"),
whose address is 220 4th Ave. S,Kent,Washington,98032-5895 . The County department
overseeing the work to be performed in this Contract is the Seattle-King County Department of Public
Health (aka, Public Health - Seattle & King County, "PHSKC").
Contract Summary
PHSKC Division: Environmental Health
Project Title: Local Hazardous Waste Management Program
Contract Amount: Thirty Two Thousand Two Hundred Seventy Eight Dollars and Eighty Seven
Cents
Contract Start Date: 01 10112 0 1 4Contract End Date: 12/31/2014
Fund Source Information
FEDERAL: $0 COUNTY: $32,278.87 STATE: $ 0 OTHER: $ 0
Specific Funding Details (Award number, CFDA# Amounts Effective Dates)
1) Local Hazardous Waste Management Program Funding
WHEREAS, the County has been advised that the foregoing are the current funding sources, funding
levels and effective dates, and
WHEREAS, the County desires to have certain services performed by the Contractor as described in this
Contract, and as authorized by the 2014 Annual Budget.
NOW THEREFORE, in consideration of payments, covenants, and agreements hereinafter mentioned,
to be made and performed by the parties hereto, the parties mutually agree as follows:
I Incorporation of Exhibits
The Contractor shall provide services and comply with the requirements set forth in the following
attached exhibits, which are incorporated herein by reference:
Program Exhibits and Requirements
• Exhibit A: Scope of Work
• Exhibit B: Budget
• Exhibit C: Invoice
• Exhibit D: Contractor's Certificate of Insurance and Additional Insured Endorsement
II Term and Termination
A This Contract shall commence on 1/1/2014 8:00:00 AM, and shall terminate on 12/31/2014 8:00:00
AM, unless extended or terminated earlier, pursuant to the terms and conditions of the Contract.
Contract# EHS3311 Page.# 1 of 9 .
B This Contract may be terminated by the County or the Contractor without cause, in whole or in
part, prior to the date specified in Subsection II.A. above, by providing the other party thirty (30)
days advance written notice of the termination. The Contract may be suspended by the County
without cause, in whole or in part, prior to the date specified in Subsection II.A. above, by providing
the other party thirty (30) days advance written notice of the suspension.
C The County may terminate or suspend this Contract, in whole or in part, upon seven (7) days
advance written notice in the event: (1) the Contractor materially breaches any duty, obligation, or
service required pursuant to this Contract, or(2) the duties, obligations, or services required herein
become impossible, illegal, or not feasible. If the Contract is terminated by the County pursuant to
this Subsection II.C. (1), the Contractor shall be liable for damages, including any additional costs
of procurement of similar services from another source.
If the termination results from acts or omissions of the Contractor, including but not limited to
misappropriation, nonperformance of required services, or fiscal mismanagement, the Contractor
shall return to the County immediately any funds, misappropriated or unexpended, which have
been paid to the Contractor by the County.
D If County or other expected or actual funding is withdrawn, reduced, or limited in any way prior to
the termination date set forth above in Subsection II.A., the County may, upon written notification
to the Contractor, terminate or suspend this Contract in whole or in part.
If the Contract is terminated or suspended as provided in this Section (1) the County will be liable
only for payment in accordance with the terms of this Contract for services rendered prior to the
effective date of termination or suspension; and (2) the Contractor shall be released from any
obligation to provide such further services pursuant to the Contract as are affected by the
termination or suspension.
Funding or obligation under this Contract beyond the current appropriation year is conditional upon
appropriation by the County Council of sufficient funds to support the activities described in the
Contract. Should such appropriation not be approved, this Contract will terminate at the close of
the current appropriation year.
If the Contract is suspended as provided in this Section the County may provide written
authorization to resume activities.
E Nothing herein shall limit, waive, or extinguish any right or remedy provided by this Contract or law
that either party may have in the event that the obligations, terms, and conditions set forth in this
Contract are breached by the other party.
III Compensation and Method of Payment
A The County shall reimburse the Contractor for satisfactory completion of the services and
requirements specified in this Contract, payable upon receipt and approval by the County of a
signed invoice in substantially the form of the attached Invoice Exhibit which complies with the
attached Budget Exhibit.
B The Contractor shall submit an invoice and all accompanying reports as specified in the attached
exhibits not more than 60 working days after the close of each indicated reporting period. The
County shall make payment to the Contractor not more than 30 days after a complete and
accurate invoice is received.
C The Contractor shall submit its final invoice and all outstanding reports within 90 days of the date
this Contract terminates. If the Contractor's final invoice and reports are not submitted by the day
specified in this subsection, the County will be relieved of all liability for payment to the Contractor
of the amounts set forth in said invoice or any subsequent invoice.
D When a budget is attached hereto as an exhibit, the Contractor shall apply the funds received from
the County under this Contract in accordance with said budget. The Contract may contain
separate budgets for separate program components. The Contractor shall request prior approval
from the County for an amendment to this Contract when the cumulative amount of transfers
Contract # EHS3311 Page# 2 of 9
among the budget categories is expected to exceed 10% of the Contract amount in any Contract
budget. Supporting documents necessary to explain fully the nature and purpose of the
amendment must accompany each request for an amendment.
E If travel costs are contained in the attached budget,reimbursement of Contractor travel, lodging,
and meal expenses are limited to the eligible costs based on the following rates and criteria.
1 The mileage rate allowed by King County shall not exceed the current Internal Revenue
Service (IRS) rates per mile as allowed for business related travel. The IRS mileage rate
shall be paid for the operation, maintenance and depreciation of individually owned vehicles
for that time which the vehicle is used during work hours. Parking shall be the actual cost.
When rental vehicles are authorized, government rates shall be requested. If the Contractor
does not request government rates, the Contractor shall be personally responsible for the
difference. Please reference the federal web site for current rates: hftp:/Iwww.gsa.gov.
2 Reimbursement for meals shall be limited to the per diem rates established by federal travel
requisitions for the host city in the Code of Federal Regulations, 41 CFR § 301, App.A.
Please reference http://www.gsa.gov for the current host city per diem rates.
3 Accommodation rates shall not exceed the federal lodging limit plus host city taxes. The
Contractor shall always request government rates.
4 Air travel shall be by coach class at the lowest possible price available at the time the
County requests a particular trip. In general, a trip is associated with a particular work activity
of limited duration and only one round-trip ticket, per person, shall be billed per trip. Any air
travel occurring as part of federal grant must be in accordance with the Fly America Act.
IV Internal Control and Accounting System
The Contractor shall establish and maintain a system of accounting and internal controls which complies
With applicable, generally accepted government accounting standards (GAGAS).
V Debarment and Suspension Certification
Entities that are debarred, suspended, or proposed for debarment by the U.S. Government are excluded
from receiving federal funds and contracting with the County. The Contractor, by signature to this
Contract, certifies that the Contractor is not presently debarred, suspended, or proposed for debarment
by any Federal department or agency. The Contractor also agrees that it will not enter into a subcontract
with a contractor that is debarred, suspended, or proposed for debarment. The Contractor agrees to
notify King County in the event it, or a subcontractor, is debarred, suspended, or proposed for debarment
by any Federal department or agency.
VI Maintenance of Records/Evaluations and Inspections
A The Contractor shall maintain accounts and records, including personnel, property, financial, and
programmatic records and other such records as may be deemed necessary by the County to
ensure proper accounting for all Contract funds and compliance with this Contract.
B In accordance with the nondiscrimination and equal employment opportunity requirements set forth
in Section XIV. below, the Contractor shall maintain the following:
1 Records of employment, employment advertisements, application forms, and other pertinent
data, records and information related to employment, applications for employment or the
administration or delivery of services or any other benefits under this Contract; and
2 Records, including written quotes, bids, estimates or proposals submitted to the Contractor
by all businesses seeking to participate on this Contract, and any other information
necessary to document the actual use of and payments to subcontractors and suppliers in
this Contract, including employment records.
The County may visit the site of the work and the Contractor's office to review the foregoing
records. The Contractor shall provide every assistance requested by the County during such
Contract# EHS3311 Page# 3 of 9
visits. In all other respects, the Contractor shall make the foregoing records available to the
County for inspection and copying upon request. If this Contract involves federal funds, the
Contractor shall comply with all record keeping requirements set forth in any federal rules,
regulations or statutes included or referenced in the contract documents.
C Except as provided in Section VII of this Contract, the records listed in A and B above 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 Archivist in accordance with Revised Code of Washington (RCW)
Chapter 40.14.
D Medical records shall be maintained and preserved by the Contractor in accordance with state and
federal medical records statutes, including but not limited to RCW 70.41.190, 70.02.160, and
standard medical records practice. If the Contractor ceases operations under this Contract, the
Contractor shall be responsible for the disposition and maintenance of such medical records.
E The Contractor agrees to cooperate with the County or its agent in the evaluation of the
Contractor's performance under this Contract and to make available all information reasonably
required by any such evaluation process. The results and records of said evaluations shall be
maintained and disclosed in accordance with RCW Chapter 42.56.
F The Contractor agrees that all information, records, and data collected in connection with this
Contract shall be protected from unauthorized disclosure in accordance with applicable state and
federal law.
VII Compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
The Contractor shall not use protected health information created or shared under this Contract in any
manner that would constitute a violation of HIPAA and any regulations enacted pursuant to its
provisions. Contractor shall read and certify compliance with all HIPAA requirements at
http://www.kingcounty.gov/healthservices/health/partnerships/contracts
Vill Audits
A If the Contractor is a municipal entity or other government institution orjurisdiction, it shall notify
the County in writing within 30 days of when its annual report of examination/audit conducted by
the Washington State Auditor has been completed.
B Additional audit or review requirements which may be imposed on the County will be passed on to
the Contractor and the Contractor will be required to comply with any such requirements.
IX Corrective Action
If the County determines that a breach of contract has occurred, that is, the Contractor has failed to
comply with any terms or conditions of this Contract or the Contractor has failed to provide in any
manner the work or services agreed to herein, and if the County deems said breach to warrant corrective
action, the following sequential procedure will apply:
A The County will notify the Contractor in writing of the nature of the breach;
The Contractor shall respond in writing within three (3) working days of its receipt of such
notification, which response shall indicate the steps being taken to correct the specified
deficiencies. The corrective action plan shall specify the proposed completion date for bringing the
Contract into compliance, which date shall not be more than ten (10) days from the date of the
Contractor's response, unless the County, at its sole discretion, specifies in writing an extension in
the number of days to complete the corrective actions;
B The County will notify the Contractor in writing of the County's determination as to the sufficiency
of the Contractor's corrective action plan. The determination of sufficiency of the Contractor's
corrective action plan shall be at the sole discretion of the County;
C In the event that the Contractor does not respond within the appropriate time with a corrective
action plan, or the Contractor's corrective action plan is determined by the County to be
Contract# EHS3311 Page#4 of 9
insufficient, the County may commence termination or suspension of this Contract in whole or in
part pursuant to Section II.C.;
D In addition, the County may withhold any payment owed the Contractor or prohibit the Contractor
from incurring additional obligations of funds until the County is satisfied that corrective action has
been taken or completed; and
E Nothing herein shall be deemed to affect or waive any rights the parties may have pursuant to
Section II. Subsections B. C, D, and E.
X Dispute Resolution
The parties shall use their best, good-faith efforts to cooperatively resolve disputes and problems that
arise in connection with this Contract. Both parties will make a good faith effort to continue without delay
to carry out their respective responsibilities under this Contract while attempting to resolve the dispute
under this section.
XI Hold Harmless and Indemnification
A In providing services under this Contract, the Contractor is an independent Contractor, and neither
it nor its officers, agents, employees, or subcontractors are employees of the County for any
purpose. The Contractor shall be responsible for all federal and/or state tax, industrial insurance,
and Social Security liability that may result from the performance of and compensation for these
services and shall make no claim of career service or civil service rights which may accrue to a
County employee under state or local law,
The County assumes no responsibility for the payment of any compensation, wages, benefits, or
taxes by, or on behalf of the Contractor, its employees, subcontractors and/or others by reason of
this Contract. The Contractor shall protect, indemnify, and save harmless the County, its officers,
agents, and employees from and against any and all claims, costs, and/or losses whatsoever
occurring or resulting from (1) the Contractor's failure to pay any such compensation, wages,
benefits, or taxes, and/or (2) the supplying to the Contractor of work, services, materials, or
supplies by Contractor employees or other suppliers in connection with or support of the
performance of this Contract.
B The Contractor further agrees that it is financially responsible for and will repay the County all
indicated amounts following an audit exception which occurs due to the negligence, intentional act,
and/or failure, for any reason, to comply with the terms of this Contract by the Contractor, its
officers, employees, agents, or subcontractors. This duty to repay the County shall not be
diminished or extinguished by the prior termination of the Contract pursuant to the Term and
Termination section.
C The Contractor shall defend, indemnify, and hold harmless the County, its officers, employees, and
agents from any and all costs, claims,judgments, and/or awards of damages, arising out of, or in
any way resulting from, the negligent acts or omissions of the Contractor, its officers, employees,
subcontractors and/or agents in its performance or non-performance of its obligations under this
Contract. In the event the County incurs any judgment, award, and/or cost arising therefrom
including attorneys'fees to enforce the provisions of this article, all such fees, expenses, and costs
shall be recoverable from the Contractor.
D The County shall defend, indemnify, and hold harmless the Contractor, its officers, employees, and
agents from any and all costs, claims,judgments, and/or awards of damages, arising out of, or in
any way resulting from, the negligent acts or omissions of the County, its officers, employees, or
agents in its performance or non-performance of its obligations under this Contract. In the event
the Contractor incurs any judgment, award, and/or cost arising therefrom including attorneys'fees
to enforce the provisions of this article, all such fees, expenses, and costs shall be recoverable
from the County.
E Claims shall include, but not be limited to, assertions that use or transfer of software, book,
document, report, film, tape, or sound reproduction or material of any kind, delivered hereunder,
Contract# EHS3311 Page#5 of 9
constitutes an infringement of any copyright, patent, trademark, trade name, and/or otherwise
results in unfair trade practice.
F Nothing contained within this provision shall affect and/or alter the application of any other
provision contained within this Contract.
G The indemnification, protection, defense and save harmless obligations contained herein shall
survive the expiration, abandonment or termination of this Contract.
XII Insurance Requirements
By the date of execution of this Contract, the Contractor shall procure and maintain for the duration of
this Contract, insurance against claims for injuries to persons or damages to property which may arise
from, or in connection with, the performance of work hereunder by the Contractor, its agents,
representatives, employees, and/or subcontractors. The costs of such insurance shall be paid by the
Contractor or subcontractor. The Contractor may furnish separate certificates of insurance and policy
endorsements for each subcontractor as evidence of compliance with the insurance requirements of this
Contract. The Contractor is responsible for ensuring compliance with all of the insurance requirements
stated herein. Failure by the Contractor, its agents, employees, officers, subcontractors, providers,
and/or provider subcontractors to comply with the insurance requirements stated herein shall constitute a
material breach of this Contract. Specific coverages and requirements are at
http://www.kingeounty.gov/healthservices/health/partnerships/contracts; contractors shall read and
provide required insurance documentation prior to the signing of this Agreement.
XIII Assignment/Subcontracting
A The Contractor shall not assign or subcontract any portion of this Contract or transfer or assign
any claim arising pursuant to this Contract without the written consent of the County. Said consent
must be sought in writing by the Contractor not less than fifteen (15) days prior to the date of any
proposed assignment.
B "Subcontract" shall mean any agreement between the Contractor and a subcontractor or between
subcontractors that is based on this Contract, provided that the term "subcontract" does not
include the purchase of(1) support services not related to the subject matter of this Contract, or (2)
supplies.
C The Contractor shall include Sections III.D., III.E., IV, V, VI, VII, XI, XII, XIII, XIV, XV, XVI, and
XVII,XVIII, XXIV, XXV, XXVI, XXVII, and the Funder's Special Terms and Conditions, if attached,
in every subcontract that relates to the subject matter of this Contract.
D The Contractor agrees to include the following language verbatim in every subcontract, for
services which relate to the subject matter of this Contract:
"Subcontractor shall protect, defend, indemnify, and hold harmless King County, its officers,
employees and agents from any and all costs, claims, judgments, and/or awards of damages
arising out of, or in any way resulting from the negligent act or omissions of subcontractor, its
officers, employees, and/or agents in connection with or in support of this Contract. Subcontractor
expressly agrees and understands that King County is a third party beneficiary to this Contract and
shall have the right to bring an action against subcontractor to enforce the provisions of this
paragraph."
XIV Nondiscrimination and Equal Employment Opportunity
The Contractor shall comply with all applicable federal, state and local laws regarding discrimination,
including those set forth in this Section.
During performance of the Contract, the Contractor agrees that it will not discriminate against any
employee or applicant for employment because of the employee or applicant's sex, race, color, marital
status, national origin, religious affiliation, disability, sexual orientation, gender identity or expression or
age except by minimum age and retirement provisions, unless based upon a bona fide occupational
qualification. The Contractor will make equal employment opportunity efforts to ensure that applicants
Contract# EHS3311 Page# 6 of 9
and employees are treated, without regard to their sex, race, color, marital status, national origin,
religious affiliation, disability, sexual orientation, gender identity or expression or age. Additional
requirements are at http://www.kingcounty.gov/healthservices/health/partnerships/contracts; contractors
shall read and certify compliance.
XV Conflict of Interest
A The Contractor agrees to comply with applicable provisions of K.G.C. 3.04. Failure to comply with
such requirements shall be a material breach of this contract, and may result in termination of this
Contract pursuant to Section II and subject the Contractor to the remedies stated therein, or
otherwise available to the County at law or in equity.
B The Contractor agrees, pursuant to KCC 3.04.060, that it will not willfully attempt to secure
preferential treatment in its dealings with the County by offering any valuable consideration, thing
of value or gift, whether in the form of services, loan, thing or promise, in any form to any County
official or employee. The Contractor acknowledges that if it is found to have violated the
prohibition found in this paragraph, its current contracts with the County will be cancelled and it
shall not be able to bid on any County contract for a period of two years.
C The Contractor acknowledges that for one year after leaving County employment, a former County
employee may not have a financial or beneficial interest in a contract or grant that was planned,
authorized, or funded by a County action in which the former County employee participated during
County employment. Contractor shall identify at the time of offer current or former County
employees involved in the preparation of proposals or the anticipated performance of Work if
awarded the Contract. Failure to identify current or former County employees involved in this
transaction may result in the County's denying or terminating this Contract. After Contract award,
the Contractor is responsible for notifying the County's Project Manager of current or former
County employees who may become involved in the Contract any time during the term of the
Contract.
XVI Equipment Purchase, Maintenance, and Ownership
A The Contractor agrees that any equipment purchased, in whole or in part, with Contract funds at a
cost of$5,000 per item or more, when the purchase of such equipment is reimbursable as a
Contract budget item, is upon its purchase or receipt the property of the County and/or
federal/state government. The Contractor shall be responsible for all such property, including the
proper care and maintenance of the equipment.
B The Contractor shall ensure that all such equipment will be returned to the County or federal/state
government upon termination of this Contract unless otherwise agreed upon by the parties.
XVII Proprietary Rights
The parties to this Contract hereby mutually agree that if any patentable or copyrightable material or
article should result from the work described herein, all rights accruing from such material or article shall
be the sole property of the party that produces such material or article. If any patentable or
copyrightable material or article should result from the work described herein and is jointly produced by
both parties, all rights accruing from such material or article shall be owned in accordance with US
Patent Law. Each party agrees to and does hereby grant to the other party, irrevocable, nonexclusive,
and royalty-free license to use, according to law, any material or article and use any method that may be
developed as part of the work under this Contract.
The foregoing products license shall not apply to existing training materials, consulting aids, checklists,
and other materials and documents of the Contractor which are modified for use in the performance of
this Contract.
The foregoing provisions of this section shall not apply to existing training materials, consulting aids,
checklists, and other materials and documents of the Contractor that are not modified for use in the
performance of this Contract.
XVIII Political Activity Prohibited
Contract # EHS3311 Page#7 of 9
None of the funds, materials, property, or services provided directly or indirectly under this Contract shall
be used for any partisan political activity or to further the election or defeat of any candidate for public
office.
XIX King County Recycled Product Procurement Policy
In accordance with King County Code 18.20, the Contractor shall use recycled paper and both sides of
sheet of paper whenever practicable, when submitting proposals, reports, and invoices, if paper copies
are required.
XX Future Support
The County makes no commitment to support the services contracted for herein and assumes no
obligation for future support of the activity contracted herein except as expressly set forth in this
Contract.
XXI Entire Contract/Waiver of Default
The parties agree that this Contract is the complete expression of the terms hereto and any oral or
written representations or understandings not incorporated herein are excluded. Both parties recognize
that time is of the essence in the performance of the provisions of this Contract. Waiver of any default
shall not be deemed to be a waiver of any subsequent default. Waiver or breach of any provision of the
Contract shall not be deemed to be a waiver of any other or subsequent breach and shall not be
construed to be a modification of the terms of the Contract unless stated to be such through written
approval by the County, which shall be attached to the original Contract.
XXI I Contract Amendments
Either party may request changes to this Contract. Proposed changes which are mutually agreed upon
shall be incorporated by written amendments to this Contract.
XXIII Notices
Whenever this Contract provides for notice to be provided by one party to another, such notice shall be
in writing and directed to the chief executive office of the Contractor and the project representative of the
County department specified on page one of this Contract. Any time within which a party must take some
action shall be computed from the date that the notice is received by said party.
XXIV Services Provided in Accordance with Law and Rule and Regulation
The Contractor and any subcontractor agree to abide by the laws of the state of Washington, rules and
regulations promulgated thereunder, and regulations of the state and federal governments, as
applicable, which control disposition of funds granted under this Contract, all of which are incorporated
herein by reference.
In the event that there is a conflict between any of the language contained in any exhibit or attachment to
this Contract, the language in the Contract shall have control over the language contained in the exhibit
or the attachment, unless the parties affirmatively agree in writing to the contrary.
XXV Applicable Law
This Contract shall be construed and interpreted in accordance with the laws of the State of Washington.
The venue for any action hereunder shall be in the Superior Court for King County, Washington.
XXVI No Third Party Beneficiaries
Except for the parties to whom this Contract is assigned in compliance with the terms of this Contract,
there are no third party beneficiaries to this Contract, and this Contract shall not impart any rights
enforceable by any person or entity that is not a party hereto.
XXVI I Contractor Certification
Contract# EHS3311 Page # 8 of 9
By signing this Contract, the Contractor certifies that in addition to agreeing to the terms and conditions
provided herein, the Contractor Certifies that it has read and understands the contracting requirements
on the PHSKC webslte (http//www kingcounty gov/health/contracts), and agrees to comply with all of the
contract terms and conditions detailed on that site, Including EEO/Nondiscrimination, HIPAA, Insurance,
and Credentialing, as applicable
IN WITNESS WHEREOF, the parties hereby agree to the terms and conditions of this Contract-
KING COUNTY CONTRACTOR
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King Coun y Executive Ign tur
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Date Name (Please type or print)
Date
Approved as to Form•
OFFICE OF THE KING COUNTY PROSECUTING ATTORNEY
Contract# EHS3311 Page# 9 of 9
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EXHIBIT A
SCOPE OF WORK
CITY OF KENT
I/1/2014-12/3112014
Background
The Local Hazardous Waste Management Plan (hereafter referred to as the "Plan") as updated in
1997 and 2010, was adopted by the partner agencies (King County Solid Waste Division, Seattle
Public Utilities, King County Water and Land Resources Division and the Seattle-King Comity
Department of Public Health) and cities located in King County. The Washington State
Department of Ecology in accordance with RCW 70.105.220 subsequently approved the Plan.
The City is an active and valued partner in the regional Local Hazardous Waste Management
Program (hereafter referred to as the"Program").
The purpose of this Exhibit is to define the relationship associated with the Program's funding of
City activities performed under the auspices of the Plan and as approved by the Program's
Management Coordination Committee (hereinafter referred to as the "MCC"). This Agreement
further defines the responsibilities of the City and Seattle-King County Department of Public
Health with respect to the transfer of Program monies.
Scope of Work
The City of Kent will organize three citywide household hazardous waste collection and
recycling events. At these events the following materials will be collected and recycled: motor
oil, motor oil filters, petroleum based products, antifreeze, batteries, CFCs and other materials if
determined to be cost effective.
Responsibilities of the Parties
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1. The City shall develop and submit project proposals and budget requests to the Program's
Contract Administrator. Funds provided to the City by the Local Iazardous Waste
Management Program pursuant to this Contract shall be used to implement hazardous
waste programs and/or services as approved by the MCC.
2. For reimbursement the City shall submit the following to the Fund Manager:
a) An invoice (see Exhibit Q. Invoices should be sent to the Fund Manager for
approval and payment.
b) A brief description of activity accomplished and funds expended in
accordance with the scope of work.
c) Copies of invoices for expenditures or a financial statement prepared by the
City's finance department. The financial statements should,include vendor
names, a description of services provided, date paid and a check or warrant
number.
EHS3311—City of Kent 1
3. The City shall notify the Fund Manager no later than December 15a regarding the amount of
outstanding expenditures for which the City has not yet submitted a reimbursement request.
4. It is the responsibility of the City to comply with all applicable county, state and/or federal
reporting requirements with respect to the collection and transfer of moderate risk wastes.
The City shall report to the Contract Administrator the quantity, by type, of moderate risk
waste collected using Program funds. The City shall also provide the Contract Administrator
with copies of EPA's Non-Hazardous Waste Manifest or similar form, associated with the
transport of moderate risk waste collected through Program-funded events.
5. The City is solely responsible for any and all spills, leaks or other emergencies arising at the
facilities associated with the City's events or in any other way associated with activities
conducted within the scope of this Contract. In the event of a spill or other emergency, the
City is responsible for complying with all applicable laws and regulations.
6. The City agrees to appropriately acknowledge the Program in all media produced—in part or
in whole—with Program funds. The intent of this provision is to further strengthen this
regional partnership in the public's mind.
7. The City agrees to provide the Program with copies of all media material produced for local
hazardous waste management events or activities that have been funded by the Program. The
City also agrees to allow the Program to reproduce media materials created with Program
money provided that the Program credits the City as the originator of that material.
8. This project shall be administered by Gina Hungerford at the City of Kent, 220 Fourth Ave.
S, Kent, at(253) 856-5549, (ghumgerford@kentwa.gov) or her designee.
9. Questions or concerns regarding any issue associated with this Exhibit that cannot be handled
by the Contract Administrator or Fund Manager should be referred to the LHWMP Program
Director for resolution.
Seattle-Vine County Department of Public Health
1. Seattle-King County Department of Public Health shall administer,via the attached
Contract,the transfer of Program funds to the City for hazardous waste management
events and activities.
2. Within ten(10)working days of receiving a request for reimbursement from the City, the
Fund Manager 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 Fund Manager will not authorize payment for activities and/or
expenditures that are not included in the scope of work, unless the scope has been
amended. The Fund Manager retains the right to withhold all or partial payment if the
City's invoices are incomplete (e.g. they do not include proper documentation of
expenditures for which reimbursement is being requested) or are not consistent with the
submitted scope of work.
Program Contacts
Lynda Ransley Madelaine Yuri
LHWMP Program Director LHWMP Fund Manager
EHS3311—City of Kent 2
150 Nickerson Street, Suite 204 150 Nickerson Street, Suite 204
Seattle WA 98109 Seattle WA 98109
206-352-8163 206-352-7128
lynda.ranslevL.kingcounty.gov madelaine.yungkingcountygov
Paul Shallow
LHWMP Contract Administrator
Seattle, WA 98104
206-263-8487
paul.shallow9kingcountv.gov
EIIS3311—City of Dent 3
EXIHBIT B
2014 BUDGET
LOCAL HAZARDOUS WASTE MANAGEMENT PROGRAM
City of Kent
220 Fourth Ave. S
Kent,WA 98032
Component Descri tion Budget
Household Hazardous Waste Education
Household Hazardous Waste Collection $32,278.87
TOTAL $32,278.87
EHS3311—City of Kent
EXHIBIT C
2014 INVOICE
LOCAL,HAZARDOUS WASTE MANAGEMENT PROGRAM
From: City of Kent
220 Fourth Ave. S
Kent,WA 98032
To: Madelaine Yun,Fund Manager
Local Hazardous Waste Management Program in King County
Seattle-King County Department of Public Health
150 Nickerson St., Suite 204
Seattle, WA 98109
Contract 9EHS3311
Period of time: 2014 to 12014.
In performance of a signed Contract between King County and the City of Kent, I hereby certify that the
following expenses were incurred during the above-mentioned period of time.
Signature Date
Component Budget Current Expenses Previous Charges Balance
Description
Household Hazardous
Waste Education
Household Hazardous $32,278.87
Waste Collection
TOTAL $32,278.87
For Health Department Use Only
FOR HEALTH DEPARTMENT USE ONLY
Oracle Purchase Order# Invoice Date Invoice# Amount to be paid
Oracle Requisition# Oracle Receipt# Oracle CPA#
Local Hazardous Waste Management Program Approval:
MadelanreYun 1HW-NR-0100 Date
EHS331I —City of Kent
REQUEST FOR MAYOR'S SIGNATURE
- Please Fill in All applicable Boxes
Reviewed by Director
Originators Name Gina Hungerford Dept/Dior. Public Works Extension: 5549
Date sent February 18 2014 I Date Required: February 21, 2014
Return to: Gina Hungerford CONTRACT TERMINATION DATEa 12/31/2014
V t VENDOR: Public Health Seattle b DATE OF COUNCIL APPRC 'AL. January 21, 2014
King
ATTACH THE COUNCIL MOTION SHEET FOR THE MAYOR - if applicable
Brief Explanation of Document:
The Seattle-King County Health Department's Local Hazardous Waste Management
program grant is an annual grant to help cities protect public health and the
environment from toxics and hazardous products and wastes. This grant covers
collection of hazardous waste at three special recycling collection events for residents
and local businesses.
The City will receive $32,278.87. No match is required.
All Contracts Afust Be Routed Through The Law Department
(This area to be completed by the Law Department)
Received: �'
f
r
'( x q �-f I >2 `'s, .r, it `f 6
Approval of Law Dept.:
Law Dept. Comments: Pr •' r ,h fp�l �,
f
1 �r
Date Forwarded to Mayor: !
.Shaded Areas To Be Completed By Administration Staff
Received:
Recommendations and Comments: RECEIVED
Disposition !,r- /> r 2 s ;<-r° p ✓ ° g�4� 4 ` ;€ F' 1,
�/� 2.,,
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Date Returned: CITY OF
CITY CLERK