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HomeMy WebLinkAboutReg 2017-02-06 Item 4E - Grant Acceptance - 2017-2018 Recycling Grant from King County for $76,944COUNCIL AGENDA SYNOPSIS nitials Meetin g Date Prepared by Mayor review Councit review 02/06/17 LM 11 ---' A, ❑ Ordinance Altg Date ❑ Bid�hpard At g Date ❑ Public Hewing A 4g Date ❑ Other Aft g Date SPONSOR ❑C-ouncil ❑Mayor ❑"R ❑DC1) ❑1-7inance E] Fire ❑TS ❑P&13 ❑Police ❑PV ❑Courl SPONSOR'S Tukwila has received a grant for $76,944 from the King County Solid Waste Division to SUNIMARY implement Tukwila's Recycling Program to assist residents and businesses from 01/1/17 through 12/31/18. Council is requested to authorize the Mayor to sign an Interagency Agreement with the King County Solid Waste Division so that the City may receive the Waste Reduction/ Recycling (WRR) grant. BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Finance Comm. ❑ Public Safety Comm. Z Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 01/24/17 CONINIFITI.,"E. CHAIR: KATE KRULLER RECOMMENDATIONS: SI)()NS0R/Ai),%iIN- Department of Community Development COST IMPACT/ FUND SOURCE Exi)j,1'NDFIVRI,'1 RI?QUIRFD AMOUNT BUDGETED APPROPRIATION REQUIRED $0 $76,944 $ Fund Source: Comments: MTG.DATEj RECORD OF COUNCIL ACTION 02/06/17 ITEMNO. 4.E. 65 S'J'AFFSI)ONSojt: LYNN MIRANDA 10]kl(;INAI.A(;i:NI)ADATE: 02/06/17 A(&"NOA tivNi Tn,j,i;1 2017 - 2018 Recycling Grant Acceptance Cxn,(,,()Ry [:] Discussion A 4g Di, Z Motion Aftg Date 02106117 ❑ Resolution Altg Dale ❑ Ordinance Altg Date ❑ Bid�hpard At g Date ❑ Public Hewing A 4g Date ❑ Other Aft g Date SPONSOR ❑C-ouncil ❑Mayor ❑"R ❑DC1) ❑1-7inance E] Fire ❑TS ❑P&13 ❑Police ❑PV ❑Courl SPONSOR'S Tukwila has received a grant for $76,944 from the King County Solid Waste Division to SUNIMARY implement Tukwila's Recycling Program to assist residents and businesses from 01/1/17 through 12/31/18. Council is requested to authorize the Mayor to sign an Interagency Agreement with the King County Solid Waste Division so that the City may receive the Waste Reduction/ Recycling (WRR) grant. BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Finance Comm. ❑ Public Safety Comm. Z Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 01/24/17 CONINIFITI.,"E. CHAIR: KATE KRULLER RECOMMENDATIONS: SI)()NS0R/Ai),%iIN- Department of Community Development COST IMPACT/ FUND SOURCE Exi)j,1'NDFIVRI,'1 RI?QUIRFD AMOUNT BUDGETED APPROPRIATION REQUIRED $0 $76,944 $ Fund Source: Comments: MTG.DATEj RECORD OF COUNCIL ACTION 02/06/17 MTG. DATE ATTACHMENTS 02/06/17 Informational Memorandum dated 1/20/17 Interagency Agreement for 2017 and 2018 between King County and the City of Tukwila Minutes from the Transportation and Infrastructure Committee meeting of 01/24/17 65 City of Tukwila TO: Transportation and Infrastructure Committee FROM: Jack Pace, Community Development Director BY: Lynn Miranda, Senior Planner ` CC: Mayor Ekberg u [)ATE: January 2B,2017 SUBJECT: 2017-2810 King County Solid Waste Recycling Grant ISSUE Council approval i8required to authorize the Mayor to sign anInteragency Agreement to receive $76,944 in grant funding that King County Solid Waste Division has awarded to the Tukwila Recycling Program. Tukwila has received 8 Waste Reduction/Recycling 8NRR\ grant from King County Solid Waste i0 support the Recycling Program's work from January 1, 2017 through December 31, 2018. A signed Interagency Agreement iS required k} receive the funds. TUhVV|a`S Recycling Assistance Program operates exclusively through grant funding, without using either City of Tukwila's General fund or Utility Funds. Tukwila has received the WRR grant for several years through a formula based VD its population and employment. The VVRRgrant provides part Of [)C[J's budget and iS regularly included iD the City's overall budget. DISCUSSION Waste Reduction/Recycling Grant (WRR) The attached Waste Reduction/Recycling grant from the King County Solid Waste division totals $78'944 for the 24-0ODth grant period. A portion Of the VVAR grant funds will be used tO provide the n3qUi[8d 25% Dl8tCh for the Coordinated Prevention Grant (CPG) from Washington State's Department Of Ecology. VVRR grant funds are allocated RSfollows: � Residential Collection Events -J5,0D0 Funds will be used tOsupport events iOSpring 2O17 and 2O1OiO collect secondary recyclables (i.e. "hard-to-recycle" goods such as tires, sinks, furniture, bulky yard debris, etc.) from Tukwila and King County residents. CommerciallMultifamily Recycling -$56000 The bulk of the WRR grant will assist Tukwila businesses on-site or through other methods 8S they reduce waste, start, O[ improve recycling programs, purchase recycled p[OdUCtS. and use GUSiaiO8b|8 hUsiOeSS practices. Staff will focus on sites with property Dl8O8ge[G and nOU\t\p|e teD8DtS' including SOOOH [DU|ti'f8DOi\VGites. We will also work with City of Tukwila facilities and purchasing. Funding will support consultant assistance, Department of Community Development staff hOUrS' printed materials such a[8SOu[Ce guide sent tOall businesses with their business license renewal, and support materials such @Sspecial collection containers and bags. INFORMATIONAL MEMO Page 2 * Residential Program —Rain Barrels, Compost Bins, and Worm Bins -$8,000 The Recycling Program will purchase recycled plastic rain barrels and/or compost and worm bins and distribute them to residents at reduced cost during the Residential Collection Event. • /98GideDti8/ Program —Tukwila Community Garage G3k* -$4,0O0 The Recycling Program will also conduct the annual Tukwila Community Garage Sale k] encourage reuse and recycling among residents. Funding will b8 used tOprovide advertising and disseminate information about the event and reuse of goods to the public. • Compost Demonstration Garden -$3,944 Funds will be used to provide supplies for community gardeners at Gully Gardens to support their use 0f the compost demonstration garden t0 make and use compost, @6 well aStOfund educational programs for the public @t the site. FINANCIAL IMPACT None at this UDl8. The VVRR Grant dO8S not require Ol8LChiDg City funds. RECOMMENDATION Council is being asked to approve the Interagency Agreement for the Waste Reduction/ Recycling (WRF) grant from King County Solid Waste Division for $78'944.0O and consider this item OOthe Consent Agenda @t the February 0'2017 Regular Meeting. This action will authorize the grant funding for 7'Ukvvi|8'S Recycling Assistance Program through December 31.2O18. Attachment: Interagency Agreement for 2017 and 2018 with King County z�uoxpWxmo Memo wnns~" emr�^� ~`' 3MF��� U I M-M = wj,i 11:1 "1 "1 "1 "1 1 I 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 Tukwila, 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." FAUNRUTIM King County and the City of Tukwila 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 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 Tukwila 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. W 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 2017 and 2018 shall not exceed $76,944. 2. This Agreement provides for distribution of 2017 and 2018 grant funds to the City. However, grant funds are not available until January 1, 2017. 3. During this two-year grant program, the City will submit a minimum of two, but no more than eight (8), 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 both a Budget Summary Report Form which is attached hereto as Exhibit D and incorporated herein by reference, and an Expense Summary Form which is attached hereto as Exhibit E and incorporated herein by reference, unless the City has a spreadsheet similar to the Expense Summary form already in use, in which case the City is free to use that spreadsheet instead of the Expense Summary Form. The City will submit the form or similar spreadsheet and not submit backup documentation for grant expenses. If backup documentation is submitted, SWD will not retain it. The city shall maintain this documentation in its records. If the City chooses to submit tip 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, 201.9. 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 by January 31, 2018 and March 31, 2019. 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 5th working day of January 2018 and January 2019, 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 (6) months of completion of the project(s) outlined in the scope of work, but no later than June 30, 2019. 70 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. 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 ofl964. 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 2021. 71 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 materials. 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 agreed upon areas listed in Attachment A. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source. 1.6. This project shall be administered by Lynn Miranda, Senior Planner, or designee. B. The County: 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 budget approval process. Provided that the funds are allocated through the King County Council's budget approval process, grant funding to the City will include a base allocation of $ 10,000 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. 72 2. The City of Tukwila's budgeted grant funds for 2017-2018 are $76,944. 3. 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/or 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. 4. 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 Tukwila" and/or "text provided courtesy of the City of Tukwila." 5. 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. 6. The waste reduction and recycling grant program shall be administered by Lucy Auster, Project Manager, King County Solid Waste Division, or designee. This Agreement shall become effective on either January 1, 2017 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2017, and shall terminate on June 30, 201.9. The City shall not incur any new charges after December 31, 2018. However, if execution by either Party does not occur until after January 1, 2017, this Agreement allows for disbursement of grant funds to the City for County-approved programs initiated between January 1, 2017 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section ILA of the Agreement, 73 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 111, upon thirty (3 0) days advance written notice. B. This Agreement may be terminated by either Party, in whole or in part, for cause prior to the termination date specified in Section 111, 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 II.A.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 Plan. 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. 74 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. C. If the Agency is a Municipal Corporation or an agency of the State of Washington and is a member of the Washington Cities Insurance Authority (WCIA), a written acknowledgement/certification of current membership is attached to this Agreement as Exhibit C. 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 breach 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. 75 Any notice required or permitted under this Agreement shall be d sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: If to the City: Lucy Auster, 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 Lynn Miranda, Senior Planner, or a provided designee City of Tukwila 6300 Southcenter Boulevard Tukwila, WA 98188 IN WITNESS WHEREOF this Agreement has been executed by each Party on the date set forth below: CitV King County BY (Title) Pat D. McLaughlin, Director Solid Waste Division Date W For Dow Constantine, King County Executive Date 1. City of Tukwila 2. Waste Reduction and Recycling (WR/R) grant program 3. Contact Information: Lynn Miranda, Senior Planner City of Tukwila 6300 South center Boulevard Tukwila, WA 98188 206.433.7162 (phone) 206.431.3665 (fax) Lynn.Miranda@TukwilaWa.gov 4. The City of Tukwila will work with a consultant to implement a business and multi-family recycling assistance program for 2017-2018. We plan to use Olympic Environmental Resources to operate our Special Recycling Event. There are also several residential programs we will be continuing to support. The WR/R grant will also fund labor costs for Tukwila staff that work on and manage all WR/R-funded programs and tasks. 5. Budget: $76,944 Total, including: Task 1. Residential Recycling Collection Events $5,000 Task 2. Commercial/Multifamily Recycling $56,000 Task 3. Residential Program — Rain barrels, $8,000 Compost Bins, and/or Worm Bins Task 4. Residential Program —Tukwila $4,000 Community Garage Sale Task 5. Compost Demonstration Garden $3,944 ••- •' Task 1: Tukwila Residential Recycling Collection Events (RCE) a. Consultant Olympic Environmental Resources b. Schedule Spring, 2017 and 2018 c. Program/Project Specifics • Total number of events -Two Page I of 10 Final Scope of Work October 25, 2016 77 ° Materials tobecollected: -AppUances - Refrigerators and Freezers* - Ferrous Metals - Non-ferrous Metals - Tires* - Mattresses - St'/muom ' Lead Acid Batteries - Household Batteries - Porcelain Toilets and Sinks* - Propane Tanks* - Cardboard - Reusable Household Goods -TeXtile5 - Used Motor Oil - Used Motor Oil Filters - Used Antifreeze - Used Petroleum Based Products - Electronic Equipment (*User fees apply) ° The following educational materials will bedistributed: - Information on City Recycling Programs - Local Hazardous Waste Management Plan Educational Materials produced by King County Department of Natural Resources - Other educational materials asappropriate. ° Event promotional methods: - Promotional flyer mailed directly to Tukwila residents, and placed in info stands at City Hall sites and Tukwila Community Center. - Notices on Tukvvi|a's vvobsite, social media, and cable channel (if available), and "Tukwila Reporter" community newspaper - Publicizing the event through the King County Solid VVGSte Division P[OOnOtiVDal Activities. ° Event staffing - Key personnel will include City staff, consultant S13f[ and volunteers. Experienced qualified individuals will fill the event greeter, education personnel, and traffic control personnel positions. d. Performance and Impact Objectives The City plans to send out approximately 9�SOUpromotional flyers t0Tukwila households per event and publicize the event through King County promotional Page zm10 Final Scope of Work October 25, 2016 W. CITY OF TUKWILA NIF, activities, including County websites and telephone assistance. The City of Tul(wila's population is approximately 19,600. By collecting the materials listed above, they will be diverted from the waste stream and processed for recycling and reuse. The events will also provide an opportunity to recycle moderate risk waste. Public Health — Seattle & King County, the City of Tukwila, and Washington State Department of Ecology will pay for event expenses as well. By hosting Recycling Collection Events, Tukwila can reduce the amount of recyclable material going to the local landfill. Based on prior residential collection events, the City expects that approximately 400 to 500 households will actively participate each year by bringing recyclable materials to the event for proper disposal and recycling. This is expected to result in approximately 20-25 tons of material diverted from the local waste stream for recycling per year. 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 regarding recyclable materials, demonstrate the range of recycling opportunities, and improve behavior in the purchase, handling, and disposal of recyclable materials. e. Evaluation • Number of vehicles attending • Volume of each material collected • Event cost by budget category • Graphic or tabular comparison of 2017 and 2018 volumes and vehicles with prior years' events f. Budget: $5,000 for 2017/18 Hourly rates for contracted staff are as follows: Project Manager - $70.00 and Event Staff - $55,00. ** includes scrap metal, appliances, tires, styrofoarn WR/R funds will provide the 25% required match for the State of Washington Department of Ecology's Coordinated Prevention Grant, which will fund the remaining Page 3 of 10 Final Scope of Work October 25, 2016 79 2017/18 2017 2018 Task 1: Tukwila Residential Recycling Collection Events Task Total $5,000 Task Total $2,500 Task Total $2,500 Consultant* — Administration/ Event Staffing/ Graphics $2,000 $1,000 $1,000 Consultant — Materials Hauling Cost" $2,500 $1,250 $1,250 Event Supplies $500 $250 $250 Hourly rates for contracted staff are as follows: Project Manager - $70.00 and Event Staff - $55,00. ** includes scrap metal, appliances, tires, styrofoarn WR/R funds will provide the 25% required match for the State of Washington Department of Ecology's Coordinated Prevention Grant, which will fund the remaining Page 3 of 10 Final Scope of Work October 25, 2016 79 CITY OF TUKWILA 2017-2018 WR/R GRANT 75% of the Recycling Program's portion of event. Funding also comes from the Tukwila Fire Department and the Local Hazardous Waste Management Program Task 2: Commercial/Multi-Family Recycling a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Consultant The City of Tukwila will work with a consultant/recycling technical assistance specialist. C. Schedule First quarter, 2017 — December 31, 2018 d. Program/Project Specifics Business Outreach/Technical Assistance The City of Tukwila will provide technical assistance to help businesses, including City of Tukwila facilities and some multi-family complexes, start, or improve recycling programs, waste prevention and purchase of recycled products either by e- mail, telephone, mail, or on-site visits. City of Tukwila staff, assisted by a Business Recycling and Waste Prevention Specialist (consultant to the City of Tukwila) will respond when individual businesses, multi-tenant properties and property managers request assistance. We expect to generate requests for recycling assistance by providing information about business recycling services on the City of Tukwila's website, and by including information about City-sponsored recycling programs in the "Tukwila Reporter," and with business license mailings. We will send targeted postcards (and emails as possible) to Tukwila businesses advising them of free recycling service and technical assistance. We will offer free desk-side recycling containers made of recycled plastic as an incentive to businesses that start or improve recycling/waste reduction/stewardship programs. We will strive to improve recycling, waste reduction and environmentally-preferable purchasing practices at City of Tukwila facilities, and at City-sponsored events for the public. We will highlight outstanding business recycling programs throughout Tukwila through "Tukwila Green Works" and "Tukwila Business Recycler of the Year" programs. If other opportunities arise, we will adjust the work plan for greatest effectiveness. Timely, scheduled telephone follow-up will be provided to all businesses reached for technical assistance either by the staff project manager or the consultant. , Page 4 of 10 Final Scope of Work October 25, 2016 ., We will assist businesses with recycling, waste prevention and purchasing of recycled content goods, and, when possible, also furnish information about product stewardship, and conserving other resources used in typical business activities. We will give them information about recycling onsite, as well as proper offsite disposal/recycling of electronics and mercury bulbs. By contacting companies directly with individualized information we hope to prepare and motivate businesses to change and improve their solid waste behaviors. Tukwila's solid waste contract with Waste Management includes embedded commercial recycling. We will work with Waste Management and other recycling companies to increase signups. We will continue to coordinate with King County's Business Recycling Program by working with any Tukwila business that is referred to us, and to participate in the Solid Waste Division's industry, topic, or area-specific campaigns. Promotion /Education We plan to promote non-residential recycling and waste prevention by through a variety of activities, including a selection of the following: • Recycling information on Tukwila's website • Informational materials promoting non-residential recycling and proper disposal of electronics, mercury bulbs, other hazardous materials. • "Tukwila Green Works" program to recognize outstanding business performance. • "Tukwila Business Recycler of the Year" award to stimulate interest in recycling • Purchase, distribute additional recycled content promotional materials (i.e. pens, pencils) • Update and distribute "Tukwila Business Recycler" pamphlets with business license renewals and to individual businesses. • Purchase and distribute desk side recycling containers free of charge as an incentive for businesses to begin or upgrade recycling programs. • Materials, such as in-unit collection bags or educational flyers, may be purchased for multi-family complexes. • Bill inserts. We will coordinate our promotion /education activities with King County's resources and programs as appropriate. e. Performance and Impact Objectives • Increase awareness among Tukwila businesses of the benefits of recycling and the technical assistance which the City offers. • Increase awareness of and support for product stewardship. • Work with businesses and multi-family complexes to sign up for recycling services, including the free recycling services offered via contract with Waste Management, and to down-size garbage service to save money and/or be more environmentally friendly. Page 5 of 10 Final Scope of Work October 25, 2016 [.*I CITY OF TUKWILA • Expand the number of businesses and multi-family complexes who sign up for recycling and ultimately improve waste diversion. • Reduce waste produced by businesses, and ensure that businesses are recycling the correct items onsite, and bringing other items, such as computers, to proper recycling facilities. • Distribute approximately 4,000 "Tukwila Business Recycler" pamphlets directly to Tukwila companies via business license renewal mailings to give information about recycling resources and generate requests for technical assistance. • Assistance to at least 50 businesses, including at least 20 on-site visits. • Assistance to at least 5 multifamily complexes, including distributing materials to facilitate recycling, such as bags. f. Evaluation • Follow-up with selected businesses and/or multi-family complexes to see if they have implemented program changes and to determine which assistance measures were the most helpful in changing recycling-related behaviors. • Keep data including: - the number of businesses and/or complexes assisted - type of assistance provided (mail, e-mail, on-site, other) - a list of business names, addresses, contact persons, and telephone numbers (and other business data) for the businesses assisted; g. Budget: $56,000 for 2017/18 Task 3: Residential Program — Rain barrels, Compost Bins, and/or Worm Bins a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Consultant We will work with Olympic Environmental Resources to distribute rain barrels, compost bins, and/or worm bins during Residential Collection Events. Final Scope of Work LIM Page 6 of 10 October 25, 2016 Total 2017 2018 Task 2: Commercial/ multi-family assistance Task Total $56,000 Task Total $28,000 Task Total $28,000 Consultant $40,000 $20,000 $20,000 Staff/administrative $5,000 $2,500 $2,500 Supplies/Materials (containers, bags, etc) $7,000 $3,500 $3,500 Printing/Distribution $4,000 $2,000 $2,000 Task 3: Residential Program — Rain barrels, Compost Bins, and/or Worm Bins a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Consultant We will work with Olympic Environmental Resources to distribute rain barrels, compost bins, and/or worm bins during Residential Collection Events. Final Scope of Work LIM Page 6 of 10 October 25, 2016 CITY OF TUKWILA 2017-2018 WR/R GRANT C. Schedule Rain Barrels, compost bins, and/or worm bins to be sold in 2017 and 2018. d. Program/Project Specifics Rain barrels, compost bins, and worm bins are popular green gardening products for Tukwila residents. In prior years, the City has offered rain barrels and compost bins for residents at significant subsidy. Each item has been well-received, and has increased composting (compost bins) or water conserving (rain barrel) behaviors among Tukwila residents, as well as awareness of recycled content goods. Recently, there has been expressed interest in worm bins from City residents. This project will make it easier for Tukwila residents to buy and use recycled-content rain barrels compost bins, and worm bins to conserve water, and practice other green gardening activities. Grant funds will be used to buy barrels and/or bins, and work with a contractor to sell the barrels and/or bins at the annual RCE. e. Performance and Impact Objectives • Encourage greater awareness and use of water conservation and green gardening strategies by (single-family) Tukwila residents • Help home gardeners to acquire and use recycled-content gardening equipment (i.e. recycled plastic rain barrels) • Buy approximately 90 recycled plastic rain barrels and 40 worm and/or compost bins to sell to Tukwila residents at a reduced cost • Divert plastic from the waste stream • Promote the use of recycled content products Tukwila will purchase recycled plastic rain barrels and/or compost and worm bins, and sell them at a 50 to 60 percent discount to Tukwila residents at Residential Recycling Collection Events (RCE) in 2017 and 2018. To encourage purchase and use, we will charge the residents a reduced fee of approximately $35 per rain barrel and $25 per compost or worm bin. The City will publicize the distribution event(s) through its Residential Collection Event (RCE) mailing to all Tukwila residents. Each recycled plastic rain barrel weighs approximately 40 pounds, and diverts approximately twice that amount (80 pounds) from the waste stream. We expect to sell all the bins. This will divert a significant amount of plastic from the waste stream and demonstrate clearly the use of a high-quality product made from recycled content. In addition to encouraging market development for plastics, distributing rain barrels encourages Tukwila residents to conserve water for reuse in the lawn and garden, and reduces surface water runoff. The home compost and worm bins will complement the educational intent of Tukwila's Compost Demonstration Garden. The bins will provide the means for residents to compost at home, make and use a valuable soil amendment. Page 7 of 10 Final Scope of Work October 25, 2016 131; CITY OF TUKWILA f. Evaluation • Track number of rain barrels, compost bins, and/or worm bins distributed to residents. • Sample email survey of rain barrel, compost bin, and/or worm bin purchasers to determine use levels. g. Budget: $8,000 for 2017/18 *90 rain barrels @ $60 each= $5,400 & 40 worm bins @ $40 each = $1,600 Task 4. Residential Program - Tukwila Community Garage Sale a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Schedule Summer, 2017 and 2018 C. Program/Project Specifics WR/R funds will support Tukwila's recycling and reuse-oriented Community Garage Sale. Tukwila residents will hold garage/yard/rummage sales at their homes across Tukwila during one summer weekend. Tukwila will use WR/R funding to provide resources for staffing, advertising, and information about the event and reuse of goods to be disseminated to the public. d. Performance and Task Objectives • Support recycling, reuse of household goods, and waste prevention by supporting an event, such as the community-wide "garage sale" for Tukwila residents, and updating recycling information on the City of Tukwila website. • Promote reuse and recycling of goods by Tukwila residents who hold garage/yard/rummage sales at their homes • Raise awareness of reuse and recycling among the public that shops at Tukwila Community Garage Sale sites throughout the community. Page 8 of 10 Final Scope of Work October 25, 2016 LIE 2017-2018 2017 2018 Task 3: Residential Task Total Task Total Task Total Programs - Rain barrels, $8,000 $4,000 $4,000 Compost bins & Worm bins Consultant - sale of barrels $1,000 $500 $500 & bins + barrel storage Supplies - Rain barrels and $7,000 $3,500 $3,500 worm bins* *90 rain barrels @ $60 each= $5,400 & 40 worm bins @ $40 each = $1,600 Task 4. Residential Program - Tukwila Community Garage Sale a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Schedule Summer, 2017 and 2018 C. Program/Project Specifics WR/R funds will support Tukwila's recycling and reuse-oriented Community Garage Sale. Tukwila residents will hold garage/yard/rummage sales at their homes across Tukwila during one summer weekend. Tukwila will use WR/R funding to provide resources for staffing, advertising, and information about the event and reuse of goods to be disseminated to the public. d. Performance and Task Objectives • Support recycling, reuse of household goods, and waste prevention by supporting an event, such as the community-wide "garage sale" for Tukwila residents, and updating recycling information on the City of Tukwila website. • Promote reuse and recycling of goods by Tukwila residents who hold garage/yard/rummage sales at their homes • Raise awareness of reuse and recycling among the public that shops at Tukwila Community Garage Sale sites throughout the community. Page 8 of 10 Final Scope of Work October 25, 2016 LIE e. Evaluation • Track number residents participating in Community Garage Sale. • Survey all participants in the Community Garage Sale to see their satisfaction with the Community Garage Sale, and to gauge their interest in future recycling/waste prevention programs and activities. ITITOW., W-M TG-1907nm a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Schedule Spring/Summer, 2017 and 2018 C. Project Background/Description During 2014, Tukwila built and installed a new compost demonstration garden at a site adjacent to Gully Gardens community garden at Riverton Park. The new compost site replaced the 15+ year old compost demonstration garden formerly located at the Tukwila Community Center. During the 2017-2018 grant period, we plan to provide supplies for the community gardeners at Gully Gardens to facilitate their using the compost garden to make and use compost. We hope to hold educational programs for the public at the site, if possible. d. Performance and Task Objectives: Make it easier to use Compost Demonstration Garden for public education and composting. e. Evaluation • Track number of residents participating in any educational programs that take place at the site. • Survey all participants to see their satisfaction with any educational events, and to gauge their interest in future composting programs and activities. Page 9 of 10 Final Scope of Work October 25, 2016 C. 2017-2018 2017 2018 Task 4. Community Task Total Task Total Task Total Garage Sale $4,000 $2,000 $2, 000 Printing, distribution, and $3,000 $1,500 $1,500 advertising Staff costs $1,000 $500 $500 W-M TG-1907nm a. Project Manager Lynn Miranda, Senior Planner, City of Tukwila b. Schedule Spring/Summer, 2017 and 2018 C. Project Background/Description During 2014, Tukwila built and installed a new compost demonstration garden at a site adjacent to Gully Gardens community garden at Riverton Park. The new compost site replaced the 15+ year old compost demonstration garden formerly located at the Tukwila Community Center. During the 2017-2018 grant period, we plan to provide supplies for the community gardeners at Gully Gardens to facilitate their using the compost garden to make and use compost. We hope to hold educational programs for the public at the site, if possible. d. Performance and Task Objectives: Make it easier to use Compost Demonstration Garden for public education and composting. e. Evaluation • Track number of residents participating in any educational programs that take place at the site. • Survey all participants to see their satisfaction with any educational events, and to gauge their interest in future composting programs and activities. Page 9 of 10 Final Scope of Work October 25, 2016 C. CITY OF TUKWILA f. Budget: $3,944 for 2017/18 2017-2018 WR/R GRANT Final Scope of Work EM. Page 10 of 10 October 25, 2016 2017-2018 2017 2018 Task 5: Compost Demonstration Site Task Totals Staff and materials $3,944 1 $2,000 $1,944 Final Scope of Work EM. Page 10 of 10 October 25, 2016 2017-2018 Grant Guidelines Grant funds may be used for a variety of Waste Reduction & Recycling (WR/R)-related 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 WR/R program. Cities may choose to use their funding on one program or a combination of programs. For WWR program ideas, please refer to the lists 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 King County Comprehensive Solid Waste Management Plan for direction in program development. If you are unsure if your proposed program is eligible for funding, please contact Lucy Muster at 206-477-5268 or lucy.auster county.Gov. 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 (RCEs), including collection of tires and mattresses • Household battery collection and recycling (no lead-acid batteries) • Business and residential WR/R education and communications • Product stewardship initiatives - could be education programs or working with other agencies/organizations/businesses 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. However, 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 - i.e. rain barrels • Energy conservation • Water quality: integrated pest management; catch basin filters • Demonstration gardens; interpretive signage; recycled-content 2017-2018 WR/R Grant M 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 • Fluorescent lights • Household Hazardous Waste (HHW) education programs Cities should pursue funding for HHW collection or education programs through the King County Local Hazardous Waste Management Program (LHWMP) or the Washington State Department of Ecology Coordinated Prevention Grant (CPG) Program. Grant Administration: Requests for Reimbursement: Cities may choose to submit one request for reimbursement per year during the funding cycle, due no later than March 20, 2018 and March 19, 2019. However, cities may submit requests for reimbursement as frequently as quarterly. The Budget Summary Report Form (Attachment A) must be used when submitting requests for reimbursement. By the 5th working day of January 2017 and January 2018, cities must notify the Solid Waste Division (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 (June 30, 2019). (Note: The final request for reimbursement would still need to be submitted by March 19, 2019.) All progress and final reports need to be signed by a city official. Signed reports may be scanned and emailed. Amendments: Formal amendments to grant Interagency Agreements (IRAs) 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 SWD when considering changes to their scopes and budgets to determine if a formal amendment is needed. EIR w Exhibit D BUDGET SUMMARY REPORT FORM 2017-2018 Waste Reduction & Recycling Grant Program City: Date: Address: Phone: Invoice Report Period: Preparer's Name: Contract 4: Total amount requested this period: Total amount previously invoiced: Original interlocal amount: Total amount charged to date: $ Amount remaining for completion of interlocal: $ Scope of Work Current Amount Task Description Budget Quarter Previously Remaining (Task/title) Costs Invoiced Balance $ 2 $ 3 $ -4 $ 5 $- - 6 $ 7 $ TOTALS $ $ $ For King County Use Contract # 0 Project 1126942 Org 720122 ExpAccount 54150 Task 22.000 Purchase Order # Requisition # Receipt Supplier # Supplier Pay Site Invoice # Payment Type Total charges this period are approved for payment: $ Project Manager: Date w citing County Waste Reduction Recycling Grant 2017/2018 Grant Cycle City of Reimbursement Request # Date Contract # Expense Summary Form Exhibit E 61,4004K_ or Date of; Item Dcscription Invoice No. count City Council Transportation & Infrastructure Committee TRANSPORTATION & INFRASTRUCTURE COMMITTEE Meeting Minutes January 24, 2017 - 5:30 p.m. - Foster Conference Room, 6300 Building Councilmembers: Kate Kruller, Chair; Joe Duffie, De'Sean Quinn Staff: Bob Giberson, Robin Tischmak, Pat Brodin, Gail Labanara, Rose Warren, Katie Wendel, Lynn Miranda, Dave Sorensen, Ryan Larson,'00 -ter Lau, Laurel Humphrey CALL TO ORDER: Chair Kruller called the meeting to order at 5,30 p.m. I. PRESENTATIONS II. BUSINESSAGENDA A. Grant Award: 2017 -2018 Rec,, crc[ing Staff is seeking Council approval for the Mayor to enter into an interagency agreement with the King County Solid Waste Division to accept $76,944 in grant funding for the 2017 -2018 Tukwila Recycling Program. Funding for 'this cycle will be distributed as follows: qW 41 1W 0 • Residential Recycling Collection Events: $5,000 Commercial /Multifamily Recycling; $56,000 • Residential Program - Rain Barrels, Compost Bins and Worm Bins: $8,000 • Residential Program = Tukwila Community Garage Sale: $4,000 Compost Demonstration Garden: $3,944 The Tukwila Recycling Program is 100% grant funded and includes residential and business recycling opportunities and other special collection events. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 6, 2017 REGULAR CONSENT AGENDA. Staff updated the Committee on the Transportation Demand Management (TDM) Program (formerly Commute Trip Reduction) Small Grant Program. TDM has an additional $26,000 in federal and state grantfunding available for minor capital improvements and small employer assistance to decrease drive -alone time in the city. Enhancements such as bike racks, wayfinding signs, and benches are eligible along with small employer transportation management assistance. Projects will be funded at a maximum of $5,000, and applications for the program were open through January 31. Committee members suggested coordinating with bike groups such as Cascade Bicycle Club to receive additional input on locations. DISCUSSION ONLY. 91