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AG 12-033RETURN TO: � EXT: � '�� Z CITY OF FEDER.AL WAY LAW DEPARTMENT ROUTING FORM l. ORIGINATiYG DEPT/DIV: PUBLIC WORKS /,S�i 2, ORIGINATING STAFF PERSON: 1 ` ���+ �C�SO� EXT: �� �'b 3. DATE REQ. BY: 6. TYPE OE DOCUMENT (CHECK ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) ❑ PUBL[C WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ PROFESS[ONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES / CDBG ❑ REAL ESTA"CE DOCUMENT n SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS) ❑ ORDINANCE ❑ RESOLUTION (� CONTRACT AMEN`DMENT (AG#): I��3 � ❑ INTERLOCAL ❑ OTHER Ullfl� lG..�LI � ���. PROJECT NAME: GUI 2.. �'� W�-J� � 1�'t.v..�, _% �`t�..I. {�.� '�([ � ��!-�u.�.k�.�' -- NAME OF CONTRACTOR: � lA � v0 � � � v� v ADDRESS: � I � � SU.. S� �f�,___'� G1 X I�Li E-MAIL: SIGNATURE NAME' C_2.�.►� v� ��Cr►�c..n TELEPHONE: F.ax: TITLE: EXHIB[TS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO S[GN ❑ REQUIRED L[CENSES ❑ PRIOR CONTRACT/AMENDMENTS CFW LICENSE # BL, EXP, 12/31/_ UBI # . EXP. / /_ TERM: COMMENCEMENT DATE: COMPLETION DATE: I� t7 ��O�J TOTAL COMPENSATION: $ (INCLUDE EXPENSES AND SALES TAX, [F ANY) (IF CALCULATED ON HOURLY CHA E- ATTACH SCHEDULES OP EMPLOYEES TITLES AND HOLIDAY RATES) REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $ IS SALES TAX OWED: ❑ YES � NO IF YES, $ PAID BY: ❑ CONTRACTOR � CITY ❑ PURCHASING: PLEASE CHARGE TO: 10. DOCUMEIYT / COt�TRACT REVIEW ❑ PROJECT MANAGER ❑ DIViSION MANAGER ❑ DEPUTY DIRECTOR ❑ D[RECTOR ❑ RISK MANAGEMENT (IF APPLICABLE) �I LAW DEPT n IMTIAL / DATE REVIEWED � !�I �I il. COUNCIL APPROVAL ([F APPLICABLE) COMMITTEE APPROVAL DATE: 12. COI�iTRACT SIGNATURE ROUTING ❑ SENT I'O VENDOR/CONTRACTOR DATE SENT: ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS ❑ LAW DEPT ❑ S[GNATORY (MAYOR OK D[RECTOR) j�( CITY CLERK � ASSIGNED AG # e'StGNED COPY RETURNED ❑ RETURN ONE ORIG[NAL COMMENTS: ^--�..T� « u INITIAL / DATE SIGNED AG# 12 -D .�/� DATE SENT: �-!1'I- I � INITIAL / DATE APPROVED COUNCIL APPROVAL DATE: DATE REC' � King County Procurement and Contract Services Division Professional & Construction Contract Services UNILATERAL AMENDMENT NO.1 TO AGREEMENT NO. 529828 FOR 2012-2013 Waste Reduction and Recycling Grant Interagency Agreement WHEREAS, King County through the Department of Natural Resources and Parks, Solid Waste Division, (County) has an agreement with the City of Federal Way, numbered 529828, effectiv� January 1, 2012; and WHEREAS, the County wishes to amend the Agreement to provide 2013 grant funds to the city. NOW THEREFORE, in accordance with Section II.A.2 of the Agreement, the County modifies the Agreement such that the following modifications contained in this Amendment No. 1 supersede the affected paragraphs of the Agreement and are incorporated herein as if fully set forth: Effective January l, 2013, 2013 grant funds as listed in Section II.B.3 of the Agreement are available to the city for grant-eligible project expenses. All other terms and conditions of the Agreement are to remain in full force and effect. APPROV Y: By: Pat D. McL hlin, D vision Director Solid Waste Divisio For pow Constan ne, King County Executive Date: � �y -3 RETURN TO: J6�I P`�t,V� ���-K�'Z EXT: "�-: � C J CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM 1. ORIGINATING DEPT/DIV: PUBLIC WORKS / SWR ORIGINATING STAFF PERSON: ROB VAN ORSOW TYPE OF DOCUMENT (CHECK ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G , RFB, RFP, RFQ� ❑ PUBLIC WORKS CONTRACT � SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES / CDBG ❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (E.C� BOND RELATED DOCUMENTS) ❑ ORDINANCE ❑ RESOLUTION ❑ CONTRACT AMENDMENT (AG#): ❑ INTERLOCAL �1 OTHER INTERAGENCY AGREEMENT 5. PROJECT NAME: 2012-2013 WASTE REDUCTION/RECYCLING GRANT AGREEMENT NAME OF CONTRACTOR: KING COUNTY SOLID WASTE DIVISION ADDRESS: 201 S JACKSON ST, SEATTLE 98104 TELEPxo1�rE: 206.296.8443 E-MAIL: MORGAN.JOHN�Q KINGCOLINTY.GOV - FAX: 206.29G.0197 SIGNATURE NAME: KEVIN KIERNAN TITLE: DNISION DIRECTOR EXHIBITS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREI�NTS/CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRACT/AMENDMENTS CFW LICENSE # BL, EXP. 12/31/ UBI # , EXP. / / TERM: COMMENCEMENT DATE: 1/1/201 TOTAL COMPENSATION: $ N/A - COUNTY PAYS CITY — GRANT FUNDS (INCLUDE EXPENSES AND SALES TAX, IF ANY) (IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES� REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $ IS SALES TAX OWED: ❑ YES ❑ NO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY EXT: 2770 3. DATE REQ. BY: COMPLETION DATE: 12/31/20 ❑ PURCHASING: PLEASE CHARGE TO: N/A 10. DOCUMENT / CONTRACT REVIEW ❑ PROJECT MANAGER �,DIVISION MANAGER I� J� l�Q DEPUTY DIRECTOR ( r� 4�.� DIRECTOR ❑ RISK MANAGEMENT (IF APPLICABLE) � �,I � � LAw DEp[' INITIAL / D TE REVIEWED 1?i �0 1 � �'L -b \ - z� • INITIAL / DATE APPROVED 11. COUNCIL APPROVAL (IF APPLICABLE� COMMITTEE APPROVAL DATE: 12. CONTRACT SIGNATURE ROUTING l ❑ SENT TO VENDOR/CONTRACTOR DATE SENT: � I I I ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS LAW DEPT n� � SIGNATORY (M�4�iF6R`�R DIRECTOR) 1_, IZ ❑ ITY CLERK � �� AssiGtvEn AG # SIGNED COPY RETURNED ❑ RETURN ONE ORIGINAL ��.,« INITIAL / DATE SIGNED .� Z l�- AG# — � DATE SENt': " �' 10� COUNCIL APPROVAL DATE: DATE REC'D: 11/9 CONTRACT # 529828 INTERAGENCY AGREEMENT FOR 2012-2013 Between KING COUNTY and the CITY OF FEDERAL WAY This two-year Interagency Agreement "AgreemenY' is executed between King County, a Charter County and political subdivision of the State of Washington, and the City of Federal Way, 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 Federal Way 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 Federal Way 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. 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 $58,860. 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 l, 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. reirnbursement 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 - Apri130, 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. 5. If the City accepts funding through this grant program for the provision of Waste Reduction and Recycling programs and projects for other incorparated 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 thereta 6. The City shall be responsible for following a11 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. 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 writt�n 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 �isted 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 adj�cent 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 Rob Van Orsow, Solid Waste & Recycling Coordinator; PO Box 9718; Federal Way, WA 98063-9718; TEL (253) 835-2770; FAX (253) 835-2709; E-Mail: rob vanorsow(a�CitvofFederalWav.com, or designee. B. The Countv: 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 accarding 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 Federal Way`s budgeted grant funds for 2012 are $58,860. Unspent 2012 funds may be carried over to 2013, but 2013 funds will not carry over to 2014. 3. The City of Federal Way`s estimated grant funds for 2013 are $58,860. 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 fina12013 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 andlor 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. 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 Federal Way" and/or "text provided courtesy of the City of Federal Way." 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 rec�cling 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. IV. TERMINATION A. This Agreement may be terminated by King County, in whole or in part, for convenience without cause prior to the termination dafe specified in Section III, upon thirty (30) 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 III, upon thirty (30) days advance written notice. Reasons for termination for cause may include but not be limited to: nonperformance; misuse of funds; andlor 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 andlor 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. 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 E�ibit 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. XI. NOTICE Any notice required or permitted under this Agreement shall be deemed sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: Morgan John, Project Manager, or a provided designee, King County Solid Waste Division Department of Natural Resources and Parks 201 South Jackson Street, Suite 701 Seattle, WA 98104-3855 If to the City: Rob Van Orsow, Solid Waste & Recycling Coordinator City of Federal Way PO Box 9718 Federal Way, WA 98063-9718 IN WTTNESS WI�REOF this Agreement has been executed by each Party on the date set forth below: �� � Cary M. Roe, P.E Director of Parks, Public Works and Emergency Management l�l��l Date King Countv BY -° L � Kevin Kiernan, Director Solid Waste Division For pow Constantine, King County Executive �-Z :� 3 �/ � Date Exhibit A KING COUNTY SOLID WASTE DIVISION WASTE REDUCTION AND RECYCLING GRANT Task Descriptions and Budget for City of Federal Way January 1, 2012 - December 31, 2013 APPLICANT INFORMATION � Applicant Name: City of Federal Way Contact Person: Rob Van Orsow Address: 33325 8` Ave South Federal Way, WA 98003 Title: Solid Waste & Recycling Coordinator Phone: (253) 835-2770 FAX: (253) 835-2709 Federal Tax Identification Number: 91-1462550 WR/R Grant Funding Bud�et 2012 amount - $58,860.00 2013 amount - $58,860.00 Two-Year Total - $117,720 E-Mail: rob.vanorsow@CityofFederalWay.com The attached spreadsheet shows WR/R grant task budgets for 2012 and 2013. Project descriptions for Tasks 1 through 4 follow. Task 1: Compostables Promotion and Composters Maximum Eli�ible Cost: $2,500 Schedule: January 2012 through December 2013 Performance and Impact Objectives: Compost Bins and related products will be marketed via area retailers. Grant funds will be used to subsidize the purchase price of targeted compost-related products. The goal of this project is to increase diversion of organic materials from residents either through home composting or curbside service. In addition, costs of procurement, publicizing and distributing food waste collection containers and biodegradable liners to participants may be included. Grant funds will also be used to promote commercially-generated organics ,diversion. This task may also include development and distribution of related promotional materials, containers or onsite educational resources. Exp.ected Outcomes/Impacts: Promotion of this service will occur via information posted on websites and information in brochures and printed materials. A summary of promotional activities and sales results will also be produced. Anecdotal information gathered from survey responses on product usefulness and value will be compiled. Current baseline generation and diversion figures from participating organics generators will be compared to the quantified diversion data resulting from the program, as it is applied in Federal Way. Exhibit A Evaluation Component: This project will be evaluated based on the number of compost bins and related products distributed. Task 2: Recycling Collection Events and Services In 2012 and 2013, primary funding for Recycling Events will originate from a combination of CPG and LHWMP grant funding. WR/R grant funding will be used to offset any funding gaps that occur due to primary grant prohibition(s) for funding recycling of specific material types that are not eligible for funding via the non-WR/R grants. In addition, recycling collection services targeted for businesses (such as a business recycling event), or directly at residents (such as curbside bulky materials collection) will also be considered. Ma�cimum Eli�ible Costs: $20,000 Schedule: Projected Event Dates: A total of four 1-day events, to be held on a Saturday in Spring 2012, Fa112012, Spring 2013, and Fall 2013; additional events or services as schedule and budget permits Event Hours: 9 am to 3 pm Event Location: 21 Ave SW Park & Ride (or alternative location to be determined) Performance and Impact Objectives: Target Recycling Event services for area businesses — focusing on scrap electronics, small quantities of hazardous wastes, cardboard, and document shredding/recycling services. Develop ways to take the Special Recycling Events on the road, to bring these services closer to residents' homes, since many are unable to haul bulky recyclable items or electronic scrap to events. This could even be accomplished through grant-funded vouchers in coordination with Waste Management personnel and equipment, which is often idle on Saturdays. These events will target collection of the following materials: 1) Bulky Yard Trimmings 6) Reusable Household Goods 2) Clean Scrap Wood 7) Tires 3) Refrigerators/Freezers 8) Motor Oil and Filters 4) Textile� 9) Antifreeze 5) Lead Acid Batteries 10) Other appropriate materials The collection services will be promoted using the following methods: 1) By distributing a promotional flyer and/or vouchers through direct mail 2) By notices in City/community publications, if timing allows 3) By distributing flyers at City public facilities 4) By publicizing the events through the King County Solid Waste Division The events will be staffed and organized by the Solid Waste and Recycling Coordinator, the Recycling Project Manager, other staff as needed, and volunteers. Experienced qualified individuals will fill the 2 Evaluation Component: Federal Way will provide the following information to the County for project evaluation: A) The number of participants B) The volume of each material collected C) Event or service cost [by budget category] D) Event or service type comments E) Comparison of 2012 and 2013 events and services with prior events and budgets Task 3: Recycling Container Distribution Maximum Eligible Costs: $20,000 Schedule: January 2012 through December 2013 Performance and Impact Objectives: City will purchase and distribute containers and related materials appropriate to residential generator needs to facilitate recycling efforts. The City will promote the availability of larger curbside recycling containers to single family residents and in-home recycling collection containers for multifamily residents to assist in the collection and transporting of recyclable items to outdoor recycling containers. Specialized container lids, container locks, hardware and other equipment may also be procured to help reduce the potential contamination of collected recyclables. Specialized interior or exterior recycling containers for use in school, institutional, or business settings will also be made available as appropriate. Task will include such components as promotion, printing, mailing services, postage, graphics, staff or consultant time for organizing and performing outreach and purchasing of recycling tote bags and curbside recycling carts. Single family customers requesting a larger recycling container will receive one within two weeks of request. The City encourages use of convenient and appropriately sized containers, lids, and decals to assist residents with maximizing recycling efforts. In addition, the City supports enhanced collection efficiency of bulked recyclables to the extent practical. The goal is to increase recycling at business, multifamily and single family sites. This will ultimately divert more materials from landfill disposal. Evaluation Component: The City will be report the number of business and multi-family property managers contacted, the number of units and sites participating, the number of containers upgraded per customer data reports, and the number of recycling tote bags distributed at multi-family sites. The City will also estimate the number of additional tons recycled due to these efforts. Task 4: WR/R Planning, Outreach, Materiais and Incentives Ma�cimum Eli�ible Cost: $70,220 Schedule: January 1, 2012 — December 31, 2013 Performance and Impact Objectives: This project includes providing targeted waste reduction and recycling outreach and assistance to Federal Way residents and businesses. Information and resources will also be included that promote participation in commingled recycling programs, food scrap recycling programs, and targeted material recycling prbgrams (such as glass to glass recycling, plastic bag collection and recycling, and scrap electronics collection and recycling). Educational outreach, materials, signage, and on-site assistance unit will be provided to residents and businesses. This task also includes developing, printing, and mailing flyers that detail the array of waste reduction, recycling, and hazardous waste disposal services available. A total of approximately 70,000 brochures will be developed, printed, and mailed using resources developed in conjunction with this Task. Additional copies will be distributed to new customers by the City's contracted hauler. This task will also include provision of assistance to businesses with WR/R information and program implementation. Outreach to property managers will be incorporated into this effort, and promotion of WR/R options will be highlighted via advertisements in area media. The City will use the grant funds to assist businesses in implementing or expanding waste reduction and recycling activities in a variety of ways, including but not limited to providing technical assistance, canvassing targeted business groups, developing and distributing appropriate promotional materials, and provision of recycling-related signage, equipment, and containers. If appropriate, the City may procure assistance from consultant or intern staff in order to extend outreach services to businesses. The City will also investigate the feasibility of one or more business waste collection event(s), targeted at collecting recyclable items, including but not limited to electronics, wood, plastics, fiber, carpet, and other appropriate materials. Such collection event(s) may occur in conjunction with recycling events targeted for residential generators. A decision to implement such event(s) will depend upon perceived need of the business community and availability of overall funding to promote and conduct such events. Area schools will be provided with WRR outreach services, including implementation and expansion of recycling efforts, acquisition and distribution of signage and containers, and assistance to District staff and students in program design and implementation. This project will coordinate with similar efforts engaged in by KCSWD. The City hopes to coordinate with the County in a variety of targeted program initiatives that may be developed during 2012-2013, including but not limited to participation in advertisements, property manager outreach, janitorial services training, food waste recycling, construction/demolition/landclearing diversion, electronics recycling, sustainable building initiatives, and targeted small business WRlR outreach. The City plans to research and implement incentives to increase participation in recycling usage by targeted audiences. This could include a range of innovations to deliver direct incentives to recycling program participants. Options could include some form of automated buy-back system and/or incer�tives from local businesses in the form of coupons or scrip. Public events that target promotion of recycling and education about correct recycling practices are likely to continue. The City will also promote specialized or seasonal collection options, including expanded polystyrene, used cooking oil, and/or used Christmas tree recycling services. The individual budget allocation to these sub-tasks will vary depending on cost-effectiveness of the outreach and the needs of targeted businesses or schools as the outreach occurs. 4 Evaluation Component: Evaluation of this task will be based the number of residents, complexes, institutions, or businesses which are assisted, including quantifiable results in waste reduction or recycling. Evaluation will be partially based on successful production and delivery of the promotional materials brochures, signage and recycling containers. Recycling diversion rates as reported by the hauler by service sector and individual customer will also be tracked and incorporated into task evaluation. Task 5. Recycling Collection in Public Places Maximum Eli�ible Cost: $5,000 Schedule: January 1, 2012 — December 31, 2013 Performance and Impact Obiectives: By placing and maintaining litter/recycling containers in key locations, this activity is designed to help beautify selected public areas while also providing convenient opportunities for recycling and disposal of discards. Project Description: This project entails purchasing and installing attractive, durable containers that are specially - designed to collect both recyclables and solid waste. These containers will be installed in public areas, and they will be serviced to remove accumulated materials, which will then be recycled or disposed of accordingly. Upkeep and maintenance and supplies such as container liners will also be included in this project. WR/R grant funds will only be eligible for recycling-related expenses, and will not be used for litter-related expenses. In addition to the purchase and placement of recycling containers at public spaces such as parks, this task will also focus on improving recycling collection services at park facilities, and training staff to properly handle the materials so they get recycled. This will also assist the City in compliance with new statewide regulations mandating recycling services at certain public events. Expected Outcomes/Impacts: During 2012 and 2013 litter/recycling stations will be serviced weekly or more frequently if needed. Recyclable materials will be separated for processing at a nearby facility, while refuse is properly disposed. The volume of diverted and disposed materials will be estimated based on the service schedule established for containers in operation. It is estimated that 2 cubic yards of solid waste, and 2 cubic yards of mixed recyclables will be collected each week. Additional containers will be procured and installed as appropriate sites axe indentified. Evaluation Component: This project will be evaluated based on the number of new containers/stations installed, the total number of sites maintained and the amount of recyclable materials collected. WRR Grant Budget Table Task Title Composter Distribution Staff Costs Administration and Supplies Consultant and Contract 2012 300.00 100.00 2013 300.00 100.00 Services - - Composter Costs 850.00 850.00 Task Total 1,250.00 1,250.00 Recycling Collection Events Staff Costs 2,000.00 2,000.00 Administration and Supplies 1,000.00 1,000.00 Consultant and Contract Services 5,000.00 5,000.00 Printing and Distribution Costs 2,000.00 2,000.00 Task Total 10,000.00 10,000.00 Recycling Containers Staff Costs Administration and Supplies Consultant and Contract 3,000.00 3,000.00 1, 500.00 1, 500.00 Services - - Container Costs 5,500.00 5,500.00 Task Total 10,000.00 10,000.00 Community Outreach Staff Costs 7,500.00 7,500.00 Administration and Supplies 2,500.00 2,500.00 Consultant and Contract Services 15,000.00 15,000.00 Printing and Distribution Costs 10,110.00 10,110.00 Task Total 35,110:00 35,110.00 Public Are� Collection Staff Costs Administration and Supplies Consultant and Contract Services Container Costs Task Total Grand Totals � 2, 500.00 2, 500.00 $ 58 K:\SWR\WRR\WRR 12-13\WRR scope-revised.doc � 2,500.00 2,500.00 2012-2013 Two-Year Total $2, 500 $20,000 $20, 000 $70,220 $5,000 117,720.00 � 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 oa 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 ptograms • 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 foUowing 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 doltars 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 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 reyuest 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 yuarterly. 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 1� 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. Exhibit C P.O. Box 88030 08-Dec-11 Cert#: 7553 Tukwila, WA 98138 Phone: 206-575-6046 King County Solid Waste Division Attn: Morgan John 201 South Jackson St., Ste. 701 Seattle, WA 98104-3855 RE: City of Federal Way 2012 WR/R Crrant Agreement - 529828 ���, ��� 1 � 2t�i1 Fcix: 20G-575-7426 d � _ � , �_`":` °,� Evidence of Coverage The above captioned entity is a member of the Washington Cities Insurance Authority (WCIA), which is a self insured pool of over 140 municipal corporations in the State of Washington. WCIA has at least $1 million per occurrence combined single limit of liability coverage in its self insured layer that may be applicable in the event an incident occurs that is deemed to be attributed to the negligence of the member. WCIA is an Interlocal Agreement among municipalities and liability is completely self funded by the membership. As there is no insurance policy involved and WCIA is not an insurance company, your organization cannot be named as an "additional insured". Sincerely, � Eric B. Larson' Deputy Director cc; Pat Richardson Rob Uan Orsow �i�� lnsurance Authority