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HomeMy WebLinkAboutCOW 2012-02-13 Item 3A - Interlocal Agreement - 2012-2013 Waste Reduction/Recycling Grant from King County for $78,934COUNCIL AGENDA SYNOPSIS Initialr ITEMNO. Meeting Date Prepared by Maygr''s review COUn6il review 02/13/12 RF fie/ Q 02/21/12 RF 3 .A. AG ENDA I "1'I?"NI C,A'I'I ;GORY Discussion ITEM INFORMATION STAI''I' SPONSOR: JACK PACE Recycling Grant Interlocal Agreement AZtg Date 02113112 Motion Resolution Alt g Date 02121112 AIIIS Date ORIGINAI,AGI':NDA DATE: 02/13/12 Ordinance Bid A)vard Public Hearing ❑Other Mtg Date i17tg Date A1tg Date Mt g Date SPONS( Council Mayor HK DCD Finance Fire IT P &R Police PIV SPONSOR'S Tukwila has received a grant for $78, 934 from the King County Solid Waste Division to SUMMARY implement the Recycling Program to assist residents and businesses for two years from 1/1/12 through 12/31/13. The Recycling Program is funded entirely through grants. The City Council is being asked to authorize the Mayor to sign an Interlocal agreement with King County so that Tukwila can receive the Waste Reduction/ Recycling (W /RR) grant funds. cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 01/23/12 COMMITTEE CHAIR: ROBERTSON RECOMMENDATIONS: SPONS0 R /AD \41N. Department of Community Development C0 i\ n'I "I�; Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE E \1TND1 1'URI RI?(>UIRIa) AMOUNT BUDGETED APPROPRIATION REQUIRED $0 Fund Source: KING COUNTY SOLID WASTE DIVISION Coininents: I MTG.DATEI RECORD OF COUNCIL ACTION 02/13/12 I MTG.DATEI ATTACHMENTS 02/13/12 Informational Memorandum dated 01/17/12 Interlocal Agreement with King County Solid Waste Division Minutes from the Utilities Committee meeting of 1/23/12 02/21/12 1 x City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Utilities Committee FROM: Jack Pace, Community Development Director DATE: January 17, 2012 SUBJECT: Recycling Grant 2012 -2013 ISSUE Council approval is required to authorize the Mayor to sign an interlocal agreement to accept $78, 934 in grant funding that King County Solid Waste Division has awarded to the Tukwila Recycling Program. BACKGROUND Tukwila's Recycling Assistance Program operates entirely through grant funding, with no City of Tukwila General Fund or Utility Fund monies used. Tukwila has received a two -year Waste Reduction /Recycling grant from King County Solid Waste to support the Recycling Program's work from January 1, 2012 through December 31, 2013. A signed interlocal agreement is required in order to receive the funds. DISCUSSION Waste Reduction /Recvclina Grant (W /RR) The Waste Reduction /Recycling grant from the King County Solid Waste division totals $78, 943 for the two year grant period. (Attachment A) The WRR grant funds will be supplemented with a grant from the Washington Department of Ecology, and allocated as follows: Non residential Recycling —($62, 443) Assist Tukwila businesses to reduce waste, start or improve a recycling program, purchase recycled products, and practice sustainable business practices. Special emphasis will be on working with businesses as they transition to Tukwila's new solid waste contract. Staff will work focus on City of Tukwila facilities, and on sites with property managers and multiple tenants, including Westfield Southcenter Mall. Funding will include Department of Community Development staff hours, materials, and consultant. Special Residential Recycling Collection —($4, 000) Hold two yearly events to collect hard -to- recycle goods (i.e. tires, furniture, bulky yard debris, etc.) from Tukwila residents. Residential Programs ($4, 500) Conduct annual Tukwila Community Garage Sale to emphasize reuse and recycling. Distribute rain barrels to residents. 3 INFORMATIONAL MEMO Page 2 Sustainable Policy and Code Review and Development ($8,000) Department of Community Development staff will do background work to review and update certain policies and codes to enhance sustainability efforts. Topics will include a "Green Building Code," and urban forestry /tree protection. RECOMMENDATION Forward to the Committee of -the Whole meeting on February 13, 2012, and the Regular Meeting on February 21, 2012 Regular Meeting (consent agenda). Authorize the Mayor to sign an interlocal agreement with the King County Solid Waste Division and accept grant funding for Tukwila's Recycling Program through December 31, 2013. ATTACHMENTS Interlocal Agreement WA2012 Info Memos- CounciRRecycling.doc 4 CONTRACT 529866 INTERAGENCY AGREEMENT FOR 2012 -2013 Between KING COUNTY and the CITY OF TUKWILA 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." PREAMBLE 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 yearly budget approval process of the King County Council. Grant funding approved by the King County Council is available to all King County cities that operate under the King County Comprehensive Solid Waste Management Plan. The City will spend its grant funds to fulfill the terms and conditions set forth in the scope of work which is attached hereto as Exhibit A and incorporated herein by reference. The County expects that any information and/or experience gained through the grant program by the City will be shared with the County and other King County cities. I. PURPOSE The purpose of this Agreement is to define the terms and conditions for funding to be provided to the City of 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. 9 II. RESPONSIBILITIES OF THE PARTIES The responsibilities of the Parties to this Agreement shall be as follows: A. The Citv 1. Funds provided to the City by the County pursuant to this Agreement shall be used to provide waste reduction and recycling programs and/or services as outlined in Exhibit A. The total amount of funds available from this grant in 2012 shall not exceed $39,471. The City understands that even though this Agreement is two years in duration, funding for this program is subject to the yearly budget approval process of the King County Council. 2. This Agreement provides for distribution of 2012 and 2013 grant funds to the City. However, 2013 funds are not available until January 1, 2013, and 2013 funding is contingent upon King County Council approval of the 2013 King County budget. The County shall notify the City in writing of the funding status. 3. During the two -year grant program, the City will submit a minimum of two, but no more than eight, progress reports to the County in a form'approved by the County. Reports must be signed by a City official. These reports will include: a. a description of each activity accomplished pertaining to the scope of work; and b. reimbursement requests with either copies of invoices for each expenditure for which reimbursement is requested or a financial statement, prepared by the City's finance department, that includes vendor name, description of service, date of service, date paid and check number. If the City chooses to submit up to the maximum of eight (8) progress reports and requests for reimbursement during the two year grant program, they shall be due to the County on the last day of the month following the end of each quarter April 30, July 30, October 31, January 31 except for the final progress report and request for reimbursement which shall be due by March 31, 2014. If the City chooses to submit the minimum of two progress reports and requests for reimbursement during the two -year grant program, they shall be due to the County on January 31, 2013 and March 31, 2014. Regardless of the number of progress reports the City chooses to submit, in order to secure reimbursement, the City must provide in writing to the County by the 5 working day of January 2013 and January 2014, the dollar amount of outstanding expenditures for which the City has not yet submitted a reimbursement request. 4. The City shall submit a final report to the County which summarizes the work completed under the grant program and evaluates the effectiveness of the projects for which grant funds were utilized, according to the evaluation methods specified in the scope of work. The final report is due within six months of completion of the project(s) outlined in the scope of work, but no later than June 30, 2014. X 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 of 1964. 9. The City shall use recycled paper for the production of all printed and photocopied documents related to the fulfillment of this Agreement. The City shall use both sides of paper sheets for copying and printing and shall use recycled/recyclable products wherever practical. 10. The City shall maintain accounts and records, including personnel, financial, and programmatic records, and other such records as may be deemed necessary by the County, to ensure proper accounting for all project funds and compliance with this Agreement. All such records shall sufficiently and properly reflect all direct and indirect costs of any nature expended and service provided in the performance of this Agreement. These records shall be maintained for a period of six (6) years after termination hereof unless permission to destroy them is granted by the Office of the State Archivist in accordance with RCW Chapter 40.14. These accounts shall be subject to inspection, review or audit by the County and/or by federal or state officials as so authorized by law. 11. The City shall maintain a record of the use of any equipment that costs more than $1,000 and is purchased with grant funds from King County for a total period of three (3) years. The records shall be compiled into a yearly evaluation report, a copy of which shall be submitted to King County by March 31 of each year through the year 2016. 7 12. The City agrees to credit King County on all printed materials provided by the County, which the City is duplicating, for distribution. Either King County's ,name and logo must appear on King County materials (including fact sheets, case studies, etc.), or, at a minimum, the City will credit King County for artwork or text provided by the County as follows: "artwork provided courtesy of King County Solid Waste Division" and /or "text provided courtesy of King County Solid Waste Division." 13. The City agrees to submit to the County copies of all written materials which it produces and /or duplicates for local waste reduction and recycling projects which have been funded through the waste reduction and recycling grant program. Upon request, the City agrees to provide the County with a reproducible copy of any such written materials and authorizes the County to duplicate and distribute any written materials so produced, provided that the County credits the City for the piece. 14. The City will provide the King County Project Manager with the date and location of each Recycling Collection Event provided by the City, as well as copies of any printed materials used to publicize each event, as soon as they are available but no later than thirty (30) days prior to the event. If there is any change in the date or the location of an event, the City will notify the County a minimum of thirty (30) days prior to the event. If the event brochure is required for admission to the City's event, the City is exempt from having to provide the brochure to King County. 15. If the City accepts funding through this grant program for the provision of recycling collection events for adjacent areas of unincorporated King County,'the City shall send announcements of the events to all residences listed in the carrier routes provided by King County. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source. 16. The City understands that funding for recycling collection events for adjacent areas of unincorporated King County will be allocated on a yearly basis subject to the King County Council's yearly budget approval process and that provision of funds for these events is not guaranteed for the second year of the grant program. 17. This project shall be administered by the City's Recycling Coordinator at: 6300 Southcenter Boulevard; Tukwila, WA 98188; 206 431 -3683 (phone); 206 431 -3665 (fax); rfoxna,ci.tukwila.wa.us, 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 yearly budget approval process. Provided that the funds are allocated through the King County Council's yearly budget approval process, grant funding to the City will include a base allocation of $5,000 per year with the balance of funds to be allocated according to the City's percentage of King County's residential and employment population. However, if this population based allocation formula calculation would result in a city receiving less than $10,000 per year, that city shall receive an additional allocation that would raise their total grant funding to $10,000 per year. 2. The City of Tukwila`s budgeted grant funds for 2012 are $39,471. Unspent 2012 funds may be carried over to 2013, but 2013 funds will not carry over to 2014. 3. The City of Tukwila`s estimated grant funds for 2013 are $39,471. 2013 funds are not available until January 1, 2013, and 2013 funding is contingent upon King County Council approval of the 2013 King County budget. Following approval of the 2013 King County budget, the County's grant program administrator will notify the City of the final 2013 grant funding in writing. 4. Within forty -five (45) days of receiving a request for reimbursement from the City, the County shall either notify the City of any exceptions to the.request which have been identified or shall process the request for payment. If any exceptions to the request are made, this shall be done by written notification to the City providing the reason for such exception. The County will not authorize payment for activities and/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. 5. The County agrees to credit the City on all printed materials provided by the City to the County, which the County duplicates, for distribution. Either the City's name and logo will appear on such materials (including fact sheets, case studies, etc.), or, at a minimum, the County will credit the City for artwork or text provided by the City as follows: "artwork provided courtesy of the City of Tukwila" and /or "text provided courtesy of the City of Tukwila." 6. The County retains the right to share the written material(s) produced by the City which have been funded through this program with other King County cities for them to duplicate and distribute. In so doing, the County will encourage other cities to credit the City on any pieces that were produced by the City. 7. The waste reduction and recycling grant program shall be administered by Morgan John, Project Manager of the King County Solid Waste Division. III. DURATION OF AGREEMENT This Agreement shall become effective on either January 1, 2012 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2012 and shall terminate on June 30, 2014. The City shall not incur any new charges after December 31, 2013. However, if execution by either Party does not occur until after January 1, 2012, this Agreement allows for disbursement of grant funds to the City for County- approved programs initiated between January 1, 2012 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section II. A of the Agreement. E IV. TERMINATION A. This Agreement may be terminated by King County, in whole or in part, for convenience without cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice. B. This Agreement may terminated by either Party, in whole or in part, for cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice. Reasons for termination for cause may include but not be limited to: nonperformance; misuse of funds; and/or failure to provide grant related reports /invoices /statements as specified in Section 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. 01 VII. INSURANCE A. The City, at its own cost, shall procure by the date of execution of this Agreement and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with performance of work pursuant to this Agreement by the City, its agents, representatives, employees, and/or subcontractors. The minimum limits of this insurance shall be $1,000,000 general liability insurance combined single limit per occurrence for bodily injury, personal injury, and property damage. If the policy has an aggregate limit, a $2,000,000 aggregate shall apply. Any deductible or self insured retentions shall be the sole responsibility of the City. Such insurance shall cover the County, its officers, officials, employees, and agents as additional insureds against liability arising out of activities performed by or on behalf of the City pursuant to this Agreement. A valid Certificate of Insurance and additional insured endorsement is attached to this Agreement as Exhibit C. unless Section VII.B. applies. B. If the Agency is a Municipal Corporation or an agency of the State of Washington and is self insured for any of the above insurance requirements, a written acknowledgement of self insurance is attached to this Agreement as Exhibit C. VIII. ENTIRE CONTRACT/WAIVER OF DEFAULT This Agreement is the complete expression of the agreement of the County and City hereto, and any oral or written representations or understandings not incorporated herein are excluded. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of this Agreement shall not be deemed to be waiver of any other or subsequent 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. 11 XI. NOTICE Any notice required or permitted under this Agreement shall be deemed sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: If to the City: Morgan John, Project. Manager, or a provided designee, King County Solid Waste Division Department of Natural Resources and Parks 201 South Jackson Street, Suite 701 Seattle, WA 98104 -3855 Rebecca Fox, Senior Planner 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: City Kine County BY (Title) Kevin Kiernan, Director Solid Waste Division For Dow Constantine, King County Executive Date Date 12 Exhibit A WRR GRANT 2012 -2013 Scone of Work City of Tukwila A. Basic Information 1. City of Tukwila 2. City Optional Program, Waste Reduction and Recycling Program 3. Rebecca Fox, Senior Planner City of Tukwila 6300 Southcenter Boulevard Tukwila,. WA 98188 206 431 -3683 (phone) 206 431 -3665 (fax) rebecca.fox C tukwilawa. eov 4. The City of Tukwila will work with Wilder Environmental Consulting to implement the business recycling program for 2012 and 2013. We plan to use Olympic Environmental Resources to operate our Special Recycling Events. The WRR grant will also fund labor costs for Tukwila staff that work on and manage WRR- funded programs and tasks. 5. Budget: Total Amount Requested: $78, 943 for 2012 through 2013 including: Special Recycling Collection 44, 000 (approximately $2, 000 to be spent both in 2012 and 2013 as match for Coordinated Prevention Grant funding) Non residential Recycling -$62, 443 Residential Recycling -$4, 500 Sustainable Code and Policy Development -$8, 000 B. Scope of Work 1. Task One: Tukwila Recycling Collection Events a. Schedule Spring, 2012 and 2013 b. Program/Project Specifics 1) Project Activities Total number of events Two RF Page 1 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary Internet Files \Content.Outlook\BVYLCN4S \tuk FINAL -wRR scope 2012 2013.doc 13 Exhibit A Materials to be collected: Appliances Refrigerators and Freezers+ Ferrous Metals Non ferrous Metals Tires+ Mattresses Styrofoam Lead Acid Batteries Household Batteries Porcelain Toilets and Sinks+ Propane Tanks+ Cardboard Reusable Household Goods Textiles Used Motor Oil Used Motor Oil Filters Used Antifreeze Used Petroleum Based Products Electronic Equipment +User fees apply The following educational materials will be distributed: Information on City Recycling Programs. Local Hazardous Waste Management Plan Educational Materials produced by King County Department of Natural Resources. Other educational materials. Event promotional methods By distributing a promotional flyer through direct mailings. By notices in the City newsletter. By posting a notice at City Hall and on the City website and cable channel (if available). By publicizing the event through the King County Solid Waste Division Promotional Activities. Event staffing: Key personnel will include City staff, consultant staff, and volunteers. Experienced qualified individuals will fill the event greeter, education personnel, and traffic control personnel positions. 2) Evaluation will include: Number of vehicles attending Volume of each material collected Event cost by budget category Graphic or tabular comparison of 2012/13 volumes and vehicles with prior year's events RF Page 2 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary Intemet Files \Content.Outlook\BVYLCN4S \tuk FINAL -WRR scope 2012 2013.doc 14 3) Budget: $4,000.00 Exhibit A Estimated Costs I 2012/13 1 2012 1 2012 1 2012 1 2013 TOTAL I WRR I LHWMP I CPG I WRR I WRR I City Staff Costs 1 $0.00 1 $0.00 1 $0.00 1 $0.00 1 $0.00 $0.00 Mana4ement/Staffinq /Admin /Graphics 1 $1,500.00 1 $5,834.93 1 $2,320.00 1 $750.00 I $750.00 1 $8,904.93 Event Staff Costs 1 $0.00 1 $880.00 1 $880.00 1 $0.00 1 $0. 1 $1,760.00 Collection /Hauling Costs I I I I I I Wood Waste 1 $0.00 1 $0.00 1 $150.00 1 $0.00 1 $0.00 1 $150.00 Scrap Metal, Appliances, etc. 1 $500.00 1 $0.00 I $750.00 1 $250.00 $250.00 I $1,000.00 Tires 1 $800.00 1 $0.00 I $0.00 1 $400.00 1 $400.00 1 $400.00 Used Oil/Antifreeze 1 $0.00 1 $1,000.00 1 $0.00 1 $0.00 1 $0.00 1 $1,000.00 Batteries 1 $0.00 1 $300.00 I $0.00 1 $0.00 1 $0.00 1 $300.00 Styrofoam 1 $200.00 1 $0.00 I $100.00 1 $100.00 1 $100.00 1 $200.00 Printing /Mailinq 1 $0.00 1 $600.00 1 $1,800.00 1 $0.00 1 $0.00 1 $2,400.00 Event Supplies 1 $0.00 1 $300.00 1 $0.00 1 $0.00 1 $0.00 1 $300.00 Other Expenses rentals, etc 1 $1,000.00 1 $295.01 1 $0.00 1 $500.00 1 $500.00 1 $795.01 TOTALS 1 $4,000.00 1 $9,209.94 1 $6,000.00 1 $2,000.00 1 $2,000.00 1 $17,209.94 *Hourly rates for consultant staff are as follows: Project Manager $70.00 and Event Staff $55.00. E) Task Performance Objectives: The City plans to send out approximately 7,700 promotional flyers to Tukwila households per event and publicize the event through King County promotional activities, including County websites and telephone assistance. The City anticipates collecting 25 -30 tons of material from the local waste stream per year. The benefits expected by the collection of these materials will be to divert them from the waste stream and process them for recycling. The event will also provide an opportunity to recycle moderate risk waste. The King County Health Department, the City of Tukwila, and Washington State Department of Ecology will pay for event expenses as well. F) Task Impact Objectives: By hosting Recycling Collection Events, Tukwila can reduce the amount of recyclable material finding their way to the local landfill. The City of Tukwila has a population of approximately 18,200. The City expects, based on past events, that 350- 450 households will actively participate each year by bringing recyclable materials to the event for proper disposal and recycling. This will result in 25 -30 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 and improve behavior in purchase, handling, and disposal of recyclable materials. RF Page 3 of 11 01/17/2012 CA\Documents and Settings\rebecca\Local Settings \Temporary Intemet Files \Content.Outlook\BVYLCN4S \tuk FINAL- -WRR scope 2012 2013.doc 15 Exhibit A 2. Task Two: Non Residential Recycling a. Project Manager: Rebecca Fox, Senior Planner b. Consultant The City of Tukwila will work with Wilder Environmental Consulting. c. Schedule First quarter, 2012 December 31, 2013 d. Goals Increase awareness among Tukwila businesses of the benefits of recycling and the technical assistance which the City offers Work with businesses to encourage them to sign up for recycling services, and down -size garbage service in order to save money and/or be more environmentally friendly. 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. Expand the number of businesses who sign up for recycling and ultimately improve waste diversion. e. Program/Project Specifics 1) Performance Objectives: Business Outreach/Technical Assistance The City of Tukwila will provide technical assistance to help businesses to start or improve their company 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 firms request assistance. We expect to generate requests for recycling assistance by including information about City- sponsored recycling programs in the "Tukwila Reporter," and with business license mailings. We will send targeted postcards to businesses and emails to Tukwila members of the Southwest King County Chamber of Commerce in 2012 and 2013. These messages will reach all 2000 firms who operate in Tukwila at least once. We will also maintain Business Recycling information on the City of Tukwila website. We plan to work with individual businesses, multi- tenant properties and property managers to help them start or improve their programs in recycling, waste prevention, and procurement of recycled content products. We will continue to focus on City of Tukwila as a business to improve recycling, waste reduction and environmentally preferable purchasing practices among City of Tukwila employees, at City of Tukwila facilities, and at City- sponsored events for the public. We will continue recognition programs that highlight outstanding business recycling programs throughout Tukwila "Tukwila Green Works" and "Tukwila Business Recycler of the Year 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. RF Page 4 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary Intemet Files \Content.Outlook\BVYLCN4S \tuk FINAL -wRR scope 2012 2013.doc 16 Exhibit A We will assist businesses with recycling, waste prevention and purchasing of recycled content goods, and, when possible, also furnish information about 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. 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. We hope to work proactively with Local Hazardous Waste Management Program and Southwest King County Chamber of Commerce staff for additional referrals and information sharing. The City of Tukwila's current solid waste contract with Allied Waste expires on October 31, 2012. As of October, 2011, Tukwila staff is reviewing proposals from different haulers who wish to be chosen to implement the new contract. Alternative services, including embedded commercial recycling rates, are being considered. Depending on which hauler and which alternatives are chosen, the City of Tukwila staff will adjust our technical assistance activities to coordinate with the new hauler and maximize the program's success and waste diversion. Promotion/Education We plan to promote non residential recycling and waste prevention by through a variety of activities, including a selection of the following: Updating recycling information on Tukwila's website Property manager outreach events Informational materials promoting non residential. recycling and proper disposal of electronics, mercury bulbs, other hazardous materials. Materials will include: e- newsletter, case studies, customized informational stickers and posters with recycling specifics, materials on purchasing environmentally preferable products, handout for use with janitorial companies, e -cycle brochures, etc. "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 Recycling Guide" with business license renewals and to individual businesses in 2012 and 2013 Purchase and distribute desk side containers to encourage businesses to begin or upgrade recycling efforts We will coordinate our promotion/education activities with King County as appropriate, including: using the County's program materials; participating in County promotional activities /advertising, including the "Take it Back" network, and other promotions; working with Local Hazardous Waste Management Staff for mutual business referrals. RF Page 5 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary Intemet Files \Content.Outlook\BVYLCN4S \tuk FINAL -wRR scope 2012 2013.doc 17 Exhibit A 2) Impact Objectives: At least two editions "Tukwila Business Recycler" distributed to 2,000 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 f. Evaluation Follow -up with selected businesses to see if they have implemented program changes and determine which assistance measures were the most helpful in changing recycling related behaviors Keep data including: the number of businesses 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 2012 -2013 Budget Project 1 2012 2013 Total Task 2: Non- $27,221.5 $35,331.5 $62,443 Residential Program Consultant $7,000 15,000 $22,000 Staff /admin. $14,000 $14,000 $28,000 Supplies/ $4,221.5 $4,221.5 $8,443 materials Printing/ $2,000 $2,000 $4,000 Mailing 3. Task Three: Residential Programs Subtask 1.: Rain Barrels Project Manager Rebecca Fox a. Consultant: We will work with Olympic Environmental Resources to distribute rain barrels during RCEs. RF Page 6 of 11 01/17/2012 CADocuments and SettingsVebecca\Local Settings \Temporary Internet Files \Content.Outlook\BVYLCN4S \tuk FINAL -WRR scope 2012 2013.doc b. Schedule: Exhibit A Subtask 1: Rain Barrels to be sold at an event in either 2012 or 2013 Subtask 2: Support for residential reuse, recycling and waste prevention through events and information, such as the Tukwila Community Garage Sale and website updates. c. Goals Subtask 1: Rain Barrels: Increase awareness of and participation in water conservation and alternate yard and green gardening strategies among (single family) Tukwila residents Raise awareness among home gardeners about use of recycled- content gardening equipment (i.e. recycled plastic rain barrels) Subtask 2: Community Event and information Support the practice of recycling and reuse of household goods by supporting an event, such as the community -wide "garage sale" for Tukwila residents, and updating recycling information on the City of Tukwila website. e. Program/Project Specifics 1) Background/History Subtask 1: Rain barrels provide a popular green gardening product for Tukwila residents. In prior years, the City has offered compost bins, worm bins and compost bins for residents at significant subsidy. Each item has been well- received, and has increased composting (compost bins, worm bins) or water conserving (rain barrel) behaviors among Tukwila residents, as well as awareness of recycled content goods. This project's intent is to provide to encourage purchase of recycled content goods, and water conservation/green gardening behaviors in the community. Grant funds will be used to pay a contractor to sell the barrels at a community event, most likely the annual RCE. Task Performance Objectives: Subtask 1: Over the grant period, the City will make up to 100 recycled plastic rain barrels available to residents either at a specific sales event, at Special Recycling Collections, or through a "virtual" sale (i.e. by mail). The City will buy the barrels, subsidize the cost using WRR funding, and charge the residents a reduced fee of approximately $20 per barrel. The City will publicize the distribution event(s) through mailings to residents. Along with the barrels, the City will also provide educational materials with either a "recycled product focus," and/or a "green gardening/water conservation" message which stress using recycled content products and/or either water conservation and other environmentally friendly alternatives in yard care. RF Page 7 of 11 01/17/2012 CADocuments and SettingsVebeccAL.ocal Settings \Temporary Internet Files \Content.Outlook\BVYLCN4S \tuk FINAL -wRR scope 2012 2013.doc 19 Exhibit A Objectives Subtask 1: Sale of up to 100 rain barrels to Tukwila residents Each recycled plastic rain barrel weighs approximately 40 pounds, and diverts approximately twice that amount (80 pounds) from the waste stream. Depending on the number of rain barrels sold, we anticipate diverting a significant amount of plastic from the waste stream and providing a clear demonstration of the value of recycled content products. 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. Subtask 2: Evaluation Subtask 1: Track number of rain barrels distributed to residents Track number, type of promotional/educational materials Sample email survey of rain barrel purchases to determine use levels and interest in recycled content products Subtask 2: 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. L Budget Project 2012 2013 2012 -2013 TOTAL Task 3: $4,500 Residential Program Subtask 3.1 TOTAL Rain barrels Consultant sale $500 $500 of bins bin storage Subtask 3.2— Community Garage Sale $1,500 $1,500 $3,000 Printing/ mailing/ advertising Staff $500 $500 $1,000 RF Page 8 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary Intemet Files \Content.Outlook\BVYL.CN4S \tuk FINAL -WRR scope 2012 2013.doc 20 Exhibit A Task 4: Sustainable Policy and Code Review and Development City of Tukwila staff will do background work that supports updating certain policies and codes to incorporate more environmentally sound practice and greater sustainability. This may include the Tukwila Comprehensive Land Use Plan, Building Code and other supporting plans and codes Subtask 4.1: "Green" Building Code Subtask 1: Green Building Code Background: Buildings are large energy users: in the Puget Sound region, about 22% of the greenhouse gas emissions that contribute to global climate change are attributed to the building sector. Additional environmental impacts include contaminated storm water generated by continued creation of hard surfaces, and burdens on existing landfill space from construction and demolition debris generation. Green building techniques incorporated into the Building Code, coupled with upgrades and proper maintenance of existing buildings, can help reduce these impacts, improve the environment and increase sustainability. At present, the City of Tukwila Building Code does not incorporate recent "green construction" practices. The City of Tukwila wishes to amend its construction codes to incorporate requirements to reduce the negative potential impacts and increase the positive potential impacts of the built environment. Building Division staff will study the International Code Council's model code International Green Construction Code (IgCC); subtitled "Safe and Sustainable: By the Book." Based on its study of the ICC's model code and with consideration to local conditions and impacts, staff will develop proposed changes to be incorporated into Tukwila's Building Codes. Green building design and performance for new and existing commercial buildings will be the scope of the proposed changes. Staff will take its findings and recommendations to the City Council for public review, consideration, approval and adoption of a final version. Tukwila staff will outreach and educate the interested public, primarily the development and construction community, through information on the City of Tukwila website, and a public meeting before the Tukwila City Council. Other education and outreach methods may be used/substituted as appropriate. Objective- The objective of this task is to update the City of Tukwila's Building Code by incorporating specific environmentally sound practices and sustainability considerations. How grant funds will be used: Grant funds will be used for staff support in 2012 and 2013 through the code development, review, outreach and adoption process RF Page 9 of 11 01/17/2012 CADocuments and Settings\rebecca\I.ocal Settings \Temporary Intemet Files \Content.Outlook\BVYLCN4S \tuk FINAL -wRR scope 2012 2013.doc 21 Exhibit A Subtask 2: Urban Forestry and Tree Protection Background Tukwila has begun an Urban Forestry planning effort which will establish new goals and policies for canopy cover, tree retention, tree protection, and urban forestry maintenance. The first step in the effort is to conduct an urban canopy assessment to serve as a baseline for developing the goals and policies in a new urban forestry chapter of the City's Comprehensive Plan. This will recognize the value of trees in an urban setting particularly those functions related to energy efficiency and stormwater management. It is hoped that the canopy assessment would be completed in mid -2012 (pending receipt of grant funds). An urban forestry policy committee (made up of citizens and representatives of businesses, the Planning Commission, the Parks Board, environmental groups, and landscape /arborist groups) will be appointed in late 2012 to assist the City with the development of goals and policies to be incorporated in the Comprehensive Plan. Once the goals and policies are established, the committee will assist the City over the next several years (during 2013 and into 2014) in: Revisions to the existing Tree Ordinance, to improve its effectiveness in light of the new policies. The existing ordinance, adopted in 1995, is confusing, only regulates individual trees in sensitive areas and is not really providing much tree protection on steep slopes. It also does not specify state -of -the art tree protection measures to be used during construction activities. Revisions to the Landscape Code, to address new urban forestry policies, increase energy efficiency and improve storm water management in commercial and industrial zones. These revisions will help in implementing the City's new storm water regulations which encourage low impact development using on -site infiltration methods. Increasing tree canopy and density in these areas will help promote more environmentally friendly storm water management. The intent would also be to improve tree management in these areas to provide for more diversity in species, promote better tree care (such as prohibiting topping or improper pruning, require replacement if a tree dies, etc.). Revisions to street tree policies and a plan for street tree management and funding. There is currently inadequate funding for street tree installation and no measures to regulate tree care, conflicting policies about allowed tree species, lack of understanding about maintaining tree health, Development of an urban forestry management plan on publicly owned lands to improve urban forest cover, health, and diversity. The plan would identify needs, specific goals for each public area, and mechanisms for stewardship and funding. RF Page 10 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary lntemet Files \Content.Outlook\BVYLCN4S \tuk FINAL, -WRR scope 2012 2013.doc 22 Exhibit A How Grant Funds Will be Used This task will support the urban forestry planning effort during 2012 -2013 to provide outreach and education about the value of trees in the landscape to the general public and specifically to elected officials and the new Urban Forestry Policy Committee. Work will focus on trees as green infrastructure (i.e. management of stormwater, energy efficiency, noise control, control of air pollution, and carbon sequestration) as well as their habitat, aesthetic, and economic development value. The funds will support Department of Community Development staff in developing outreach materials, publishing articles in the Hazelnut newsletter and the Tukwila Reporter, setting up a new Urban Forestry section on the City website (in collaboration with the IT Department), and conducting a workshop for elected officials, the Urban Forestry Policy Committee and the general public. Any additional /remaining grant funds will be used to analyze and prepare policy and code alternatives, including adding a sustainability consideration to other elements /chapters of the Tukwila Comprehensive Plan. Budget The budget will be split between the green building code and tree preservation tasks. Project 1 2012 2013 Total Task 2: Sustainable Code Policy Staff /admin. $4,000 $4,000 $8,000 RF Page 11 of 11 01/17/2012 CADocuments and Settings\rebecca\Local Settings \Temporary Intemet Files \Content.Outlook\BVYLCN4S \tuk FINAL -wRR scope 2012 2013.doc 23 Exhibit B Grant Guidelines Program Eligibility: Grant funds may be used for any of the programs previously funded by the City Optional and Waste Reduction Recycling Programs, including residential and commercial waste reduction and recycling education programs, business assistance programs, and special recycling events. Cities may also use their funds on broader resource conservation programs, as long as they are part of an overall waste reduction/recycling program. Cities may choose to use their funding on one program or a combination of programs. For WR/R program ideas, please refer to the Program Eligibility section below. Please note these lists are not exhaustive, but merely intended to provide some guidance on what is /isn't eligible. Cities may also refer to the currently adopted Comprehensive Solid Waste Management Plan for direction in program development. If you are unsure if your proposed program is eligible for funding, please call Morgan John (206- 296 8443). Eligible for funding: School WR/R education/implementation programs Kitchen food waste composting programs Reusable bag promotions Yard waste subscription promotions Outreach at community events Promoting new and existing WR/R programs through media, mail, and social networking Business recognition programs Recycling Collection Events, including collection of tires and mattresses Business, WR/R, residential education/communications Product stewardship initiatives could be education programs or 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 park furnishings 2012 -2013 WR/R Grant 0 The following are not eligible for funding: Collection of garbage, except for residual garbage related to the collection of recyclables. Collection of any household hazardous waste items including, but not limited to: Treated wood Paint Lead acid batteries Oil, gasoline, and antifreeze Florescent lights Household Hazardous Waste Education Programs Cities should pursue funding through LHWMP or CPG for Household Hazardous Waste collection or education programs. Grant Administration: Requests for Reimbursement: Cities may submit as few as two requests for reimbursement during the funding cycle, with the first request due by January 31, 2013 and the final request due no later than March 15, 2014. However, cities may submit requests for reimbursement as frequently as quarterly. Quarterly requests should be submitted on April 30, July 31, Oct. 31 and Jan 31 of each year, except for the final request for reimbursement, which is due no later than March 15, 2014. The Budget Summary Report Form (Attachment 4) must be used when submitting requests for reimbursement. By December 31" of each year of the grant cycle, cities must notify SWD of their total expenditures for work that has been completed to -date, but.for which requests for reimbursement have not yet been submitted. Progress and Final Reports: Progress reports describing program activities, accomplishments and evaluation results need to accompany each request for reimbursement. A final report describing the outcome of grant funded activities is due with the final request for reimbursement. If, however, the city does not have the results of its program evaluation by the end of the grant cycle, the final narrative report may be submitted no later than six months after the end of the grant cycle on June 30, 2014. (Note: The final request for reimbursement would still need to be submitted by March 15, 2014.) All Progress and Final Reports need to be signed by a city official. Signed reports may be submitted via facsimile. Amendments: Formal amendments to grant ILAs are not necessary unless the city wishes to make significant changes to its scope of work and/or budget. In general a significant change would be one in which the city wishes to add or delete a task from their scope of work. A minor change, such as moving dollars between tasks, would only require written notification, which may be submitted via e -mail. However, the city should contact the Division when considering changes to their scopes and budgets to determine if a formal amendment is needed. 25 UP, U/ J/ LU 1 1/ 1 US Ut}. Lo AM M No P. 002/002 I I I I I �.FI.;�t.? i",:11 CF' f 11.1 ��_l �?l'•;l�Z% 12- Doc -11 Bing County Solid Waste D1 vision/Dept of Natural Resources Parks Mtn: itilOrgmn .lohn, Project Manager 241 S. Jackson St., Ste. 101 Seattle:, WA 98104 -3355 RE: City of Tukw ila W, Reduction Recycling Program Gram 2012 2013) Evidence of Coverage The above captioned entity is a melliber of the Washillgtoll Cities insurance Authority (WCL4), ��Jiich is a self insured pool of over 140 municipal corporationsin the State of Washi.ntrton. WCIA has at least $1 million per occu.lrence combined single limit of liability coverage in its self insured la.yer that maybe applicable in the event an iiicide- occurs that is deemed to be attributed to the negligence of the member. W'CIA is an .tnterlocal Agreeinetit among municipaliti.es and liability 1s completely self funded by the membership. As there is no insurance policy involved and WCIA is not as .insurance company, yow o rganization.. cannot be!]. a:, an "a dditional Ilnsti SiMel -el Eric B. Larz�oil Deputy Director cc: Peg &�f McCarthy Jowimi ForteJ.ibell y RECEIVED 12- 13 -'11 09:16 FROM- TO- publicworks /dcd P002 /G02 26 Utilities Committee Minutes January 24, 2012 Pape 3 selected the final responsive bidder. King County has requested approved interlocal agreements and payment no later than February 29. The aerial flight must be completed by April 30. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 13 COW FOR DISCUSSION. D. Grant Acceptance: 201.2 -13 Recvcl1nQ Grants Staff is seeking Council approval for the Mayor to sign and enter into an interlocal agreement with the King County Solid Waste Division for Waste Reduction/Recycling grant funding in the amount of $78,934. This funding will be used to support the Tukwila Recycling Program during 2012 -13. The City is able to maintain and run the Tukwila Recycling Program through this grant funding which cycles every two years. Monies are received through the Waste Reduction/Recycling Grant (administered by King County) and often supplemented by funding received from the Washington Department of Ecology. This cycle's funding will be distributed as follows: Non Residential Recycling $62,443 Special Residential Recycling collection $4,000 Residential Programs $4,500 Sustainable Policy and Code Review Development $8,000 The Tukwila Recycling Program is 100% grant funded, and includes residential as well as business based recycling opportunities and other special collection events. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 13 COW FOR DISCUSSION. III. MISCELLANEOUS Committee Chair Robertson requested staff bring forward a 2012 Work Plan for the Committee, similar to what was recently presented at the Transportation Committee. Meeting adjourned at 7:13 p.m. Next meeting: Next meeting: Tuesday, February 14, 2012 5:00 p.m. Con£ Room No. 1. Y y Committee Chair Approval Minutes b) <AM. Reviewed by GL. 27