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HomeMy WebLinkAbout08-004 - WA State Department of Ecology - Coordinated Prevention Grant CycleSTATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF TUKWILA Grant No G0800340, Coordinated Prevention Grant Regular Cycle Agreement. This is a binding agreement entered into by and between the State of Washington Department of Ecology, hereinafter referred to as ECOLOGY, and City of Tukwila, hereinafter referred to as the RECIPIENT, to carry out the activities described herein. JURISDICTION City of Tukwila MAILING ADDRESS 6300 Southcenter Boulevard CITY, STATE, ZIP• Tukwila, WA 98188 RECIPIENT GRANT COORDINATOR. Rebecca Fox TELEPHONE. (206) 431 3683 FAX. (206) 431 3665 E MAIL. rfox @ci.tukwila.wa.us RECIPIENT BILLING /INVOICE COORDINATOR. Rebecca Fox TELEPHONE. (206) 431 -3683 FAX. (206) 431 -3665 E -MAIL. rfox @ci.tukwila.wa.us 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 29,701 STATE GRANT SHARE 22,276 LOCAL SHARE 7,425 STATE MAXIMUM GRANT PERCENT 75 FEDERAL TAX IDENTIFICATION NO 91- 6001519 AG 0 g -aof FLE COPY For the purpose of this agreement, the RECIPIENT will be allowed to match the state grant share with cash and mterlocal 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 G0800340 Coordinated Prevention Grant Regular Cycle Agreement with City of Tukwila REGULAR CYCLE SCOPE OF WORK The project(s) set forth below summarize the RECIPIENT's budget(s) tracked by category, 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 m the local Comprehensive Solid Waste Management Plan and the Hazardous Waste Management Plan. A. CATEGORY Waste Reduction and Recycling TOTAL CATEGORY COST CPG -BASE 29,701.33 1. PROJECT TITLE Business Recycling and Waste Reduction Assistance and Outreach Summary Description This program will provide local businesses with information about the benefits of recycling, waste prevention, recycled- content products and resource conservation. It will also assist businesses in adopting new recycling and resource conservation practices. Property managers will be a special focus. The RECIPIENT will provide assistance and information via e -mail, telephone, mail or on -site visits. Goal Statement: The goal of this project is to provide targeted waste prevention, recycling and resource conservation education, assistance and promotion services in order to ultimately increase local business recycling and participation. Outcome Statement: The RECIPIENT will contact at least 150 businesses by mail, phone, in- person, or by other methods as necessary Of the businesses contacted, at least eight businesses will adopt paper recycling. Approximately 20 additional businesses will start a recycling program or improve an existing program. Work Plan and Activities with Timeline. Activity 1.Pubhcations —create email newsletter, paper newsletter and/or paper postcard to send to Tukwila businesses 2.Business Outreach and Technical Assistance, especially targeting property managers, their tenants and businesses directly 3 On -call Technical Assistance to firms who contact the City of Tukwila with questions, requests for information and/or assistance 4 Container and Sign Incentive Program Provide stickers describing what can and cannot be recycled, as well as a limited number of recycled plastic desk -side and common area containers 5 Coordinate with Tukwila's contractual garbage hauler and/or other recyclers to promote recycling services, and ensure good service 6.Program Promotion, including update website, "Tukwila Business Recycler of the Year" 7.Evaluation via e -mail or phone contact with selected businesses 8 Yearly Report Page 2 of 7 Timeline Ongoing –as needed Ongoing Ongoing Ongoing Ongoing Dec. 2008 2009 1 Dec.2008 2009 1 Dec 2008 2009 Grant No G0800340 Coordinated Prevention Grant Regular Cycle Agreement with City of Tukwila Method of Evaluation The RECIPIENT will carry out a phone or e -mail survey of approximately 50 selected businesses, asking them about their recycling/ waste reduction/resource conservation practices prior to, and after receiving assistance to see if they change any behavior or adopted a new practice. Estimated Project Cost: 29, 891 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 category and therefore shall itemize by category 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 category 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 Reauirements for Recipients of Ecoloav Grants and Loans and make these documents available to ECOLOGY staff upon request. The RECIPIENT must also complete a Final Performance Analysis (FPA) form online through the Information Clearinghouse. The FPA must be submitted before ECOLOGY can process your final payment request. The final payment request and the FPA are due no later than February 15, 2010 for Regular Cycle grants. REGULAR CYCLE CPG BUDGET CATEGORY TOTAL CATEGORY COST CPG BASE (174/117) A. WASTE REDUCTION AND RECYCLING 29,701 TOTAL MAXIMUM ELIGIBLE COST 29 701 Page 3 of 7 A. INTERLOCAL AGREEMENTS Grant No G0800340 Coordinated Prevention Grant Regular Cycle Agreement with City of Tukwila FUND SOURCE CPG BASE (174/I17) MAXIMUM ELIGIBLE COST 29,701 FUND GRANT PERCENT STATE GRANT SHARE Local Toxics Control Account (LTCA) 75 22,276 MATCH REQUIREMENT MATCH PERCENT LOCAL SHARE Cash Match 25 7,425 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. Rebecca Fox TELEPHONE (206) 431 -3683 FAX. (206) 431 -3665 E -MAIL rfox @ci.tukwila.wa.us 3 Grant payments should be made payable to City of Tukwila 4 Grant payments should be mailed to this address JURISDICTION City of Tukwila ATTN Rebecca Fox MAILING ADDRESS 6300 Southcenter Boulevard CITY, STATE, ZIP Tukwila, WA 98188 SPECIAL TERMS AND CONDITIONS If parties other than the RECIPIENT are contributing to the local share of project costs, memoranda of understanding or other written agreements confirming the contribution must be negotiated. These agreements must specify the exact work to be accomplished and be signed by all parties contributing to the local match of this project. Copies of these agreements shall be submitted to ECOLOGY Page 4 of 7 Grant No G0800340 Coordinated Prevention Grant Regular Cycle Agreement with City of Tukwila 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 Reauirements 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 F PROJECT INCOME G GRANT REPORTING 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. 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 Reauirements for Ecology Grants and Loans. 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). Page 5 of 7 Grant No G0800340 Coordinated Prevention Grant Regular Cycle Agreement with City of Tukwila H. PROMOTIONAL AND EDUCATIONAL MATERIALS 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. 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. 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 Page 6 of 7 Grant No G0800340 Coordinated Prevention Grant Regular Cycle Agreement with City of Tukwila 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 Reauirements for Ecolosv 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 DEPARTMENT OF ECOLOGY Laurie Davies Program Manager Solid Waste and Financial Assistance APPROVED AS TO FORM ONLY Assistant Attorney General Date Page 7 of 7 CITY OF TUKWILA 7/o? thoriz 4/1 a Date 14/46 Rre Print Name of Authorized Official Title