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AG 17-041RETURN TO: W M. u,.. '\ EXT: -2 j/c CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM 1. ORIGINATING DEPT/DIV: PUBLIC WORKS / SWR 2. ORIGINATING STAFF PERSON: ROB VAN ORSOW EXT: 2770 4. TYPE OF DOCUMENT (CHECK ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) ❑ PUBLIC WORKS CONTRACT ❑ PROFESSIONAL SERVICE AGREEMENT ❑ GOODS AND SERVICE AGREEMENT ❑ REAL ESTATE DOCUMENT ❑ ORDINANCE ❑ CONTRACT AMENDMENT (AG #): ❑ OTHER 3. DATE REQ. BY: o SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ MAINTENANCE AGREEMENT ❑ HUMAN SERVICES / CDBG ❑ SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS) g❑ Ij,ESOLUTION NTERLOCAL 5. PROJECT NAME: 2017 -2018 WRR GRANT AGREEMENT 6. NAME OF CONTRACTOR: KING COUNTY SOLID WASTE DIVISION ADDRESS: 201 S. JACKSON ST. SUITE 701, SEATTLE, WA TELEPHONE: 206- 477 -4624 E -MAIL: FAX: SIGNATURE NAME: PAT MCLAUGHLIN TITLE: DIRECTOR 7. EXHIBITS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS /CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRACT /AMENDMENTS CFW LICENSE # BL, EXP. 12/31/ UBI # , EXP. / / 8. TERM: COMMENCEMENT DATE: 1/1/2017 COMPLETION DATE: 12/31/2018 9. TOTAL COMPENSATION: $_CITY RECEIVES: $114,862 (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 ❑ PURCHASING: PLEASE ClGE To: ' ° 40. G=' Oe7 CD v0 10. DOCUMENT / CONTRACT REVIEW DIVISION MANAGER DEPUTY DIRECTOR DIRECTOR ❑ RISK MANAGEMENT (IF APPLICABLE) 40 LAW DEPT 337 vQ of,-3 INITIAL / DATE REVIEWED INITIAL / DATE APPROVED 1 / q(, 7 11. COUNCIL APPROVAL (IF APPLICABLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE: 12. CONTRACT SIGNATURE ROUTING , ❑ SENT TO VENDOR/CONTRACTOR DATE SENT: —1111 11 DATE RECD: ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS INITIAL / DATE SIGNED ❑ LAW DEPT ❑ CHIEF OF STAFF SIGNATORY (MAYOR OR DIRECTOR) CITY CLERK lT ASSIGNED AG # SIGNED COPY RETURNED 0- 12.ETURN QNE ORIG NAI COMMENTS: EXECUTE " 2 ORIGINALS CITY SIGNS FIRST. DATE SENT: O'J - I(' 17 PROVIDE CERTIFICATE OF INSURANCE OR A WRITTEN ACKNOWLEDGEMENT OF SELF - INSURANCE AS SPECIFIED IN SECTION VII OF THE AGREEMENT PRIOR SIMILAR 201 5 -2016 AGREEMENT ATTACHED. PW DIRECTOR SALLOUM SIGNED THE PRIOR AGREEMENT. n� , 2�,v�t. //--711,1 �e() -IO/ CONTRACT # 5902768 INTERAGENCY AGREEMENT FOR 2017 and 2018 Between KING COUNTY and the CITY OF FEDERAL WAY 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 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 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 City 1. Funds provided to the City by the County pursuant to this Agreement shall be used to provide waste reduction and recycling programs and/or services as outlined in Exhibit A. The total amount of funds available from this grant in 2017 and 2018 shall not exceed $114,862. 2. This Agreement provides for distribution of 2017 and 2018 grant funds to the City. However, grant funds are not available until January 1, 2017. 3. During this two -year grant program, the City will submit a minimum of two, but no more than eight (8), progress reports to the County in a form approved by the County. Reports must be signed by a City official. These reports will include: a. a description of each activity accomplished pertaining to the scope of work; and b. reimbursement requests with both a Budget Summary Report Form, which is attached hereto as Exhibit D and incorporated herein by reference, and an Expense Summary Form, which is attached hereto as Exhibit E and incorporated herein by reference, unless the City has a spreadsheet similar to the Expense Summary form already in use, in which case the City is free to use that spreadsheet instead of the Expense Summary Form. The City will submit the form or similar spreadsheet and not submit backup documentation for grant expenses. If backup documentation is submitted, SWD will not retain it. The city shall maintain this documentation in its records. If the City chooses to submit 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, 2019. If the City chooses to submit the minimum of two progress reports and requests for reimbursement during the two -year grant program, they shall be due to the County by January 31, 2018 and March 31, 2019. Regardless of the number of progress reports the City chooses to submit, in order to secure reimbursement, the City must provide in writing to the County by the 5th working day of January 2018 and January 2019, the dollar amount of outstanding expenditures for which the City has not yet submitted a reimbursement request. 4. The City shall submit a final report to the County which summarizes the work completed under the grant program and evaluates the effectiveness of the projects for which grant funds were utilized, according to the evaluation methods specified in the scope of work. The final report is due within six (6) months of completion of the project(s) outlined in the scope of work, but no later than June 30, 2019. 2 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. 8. 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 2021. 3 12. The City agrees to credit King County on all printed materials provided by the County, which the City is duplicating, for distribution. Either King County's name and logo must appear on King County materials (including fact sheets, case studies, etc.), or, at a minimum, the City will credit King County for artwork or text provided by the County as follows: "artwork provided courtesy of King County Solid Waste Division" and /or "text provided courtesy of King County Solid Waste Division." 13. The City agrees to submit to the County copies of all written materials which it produces and/or duplicates for local waste reduction and recycling projects which have been funded through the waste reduction and recycling grant program. Upon request, the City agrees to provide the County with a reproducible copy of any such written materials and authorizes the County to duplicate and distribute any written materials so produced, provided that the County credits the City for the materials. 14. The City will provide the King County Project Manager with the date and location of each Recycling Collection Event provided by the City, as well as copies of any printed materials used to publicize each event, as soon as they are available but no later than thirty (30) days prior to the event. If there is any change in the date or the location of an event, the City will notify the County a minimum of thirty (30) days prior to the event. If the event brochure is required for admission to the City's event, the City is exempt from having to provide the brochure to King County. 15. If the City accepts funding through this grant program for the provision of recycling collection events for adjacent areas of unincorporated King County, the City shall send announcements of the events to all residences listed in the agreed upon areas listed in Attachment A. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source. 16. This project shall be administered by Rob Van Orsow, Solid Waste and Recycling Coordinator, City of Federal Way, or designee. B. The County: 1. The County shall administer funding for the waste reduction and recycling grant program. Funding is designated by the city and is subject to the King County Council's budget approval process. Provided that the funds are allocated through the King County Council's budget approval process, grant funding to the City will include a base allocation of $10,000 per year with the balance of funds to be allocated according to the City's percentage of King County's residential and employment population. However, if this population based allocation formula calculation would result in a city receiving less than $10,000 per year, that city shall receive an additional allocation that would raise their total grant funding to $10,000 per year. 4 2. The City of Federal Way's budgeted grant funds for 2017 -2018 are $114,862. 3. Within forty -five (45) days of receiving a request for reimbursement from the City, the County shall either notify the City of any exceptions to the request which have been identified or shall process the request for payment. If any exceptions to the request are made, this shall be done by written notification to the City providing the reason for such exception. The County will not authorize payment for activities and/or expenditures which are not included in the scope of work and budget attached as Exhibit A, unless the scope has been amended according to Section V of this Agreement. King County retains the right to withhold all or partial payment if the City's report(s) and reimbursement request(s) are incomplete (i.e., do not include proper documentation of expenditures and /or adequate description of each activity described in the scope of work for which reimbursement is being requested), and/or are not consistent with the scope of work and budget attached as Exhibit A. 4. The County agrees to credit the City on all printed materials provided by the City to the County, which the County duplicates, for distribution. Either the City's name and logo will appear on such materials (including fact sheets, case studies, etc.), or, at a minimum, the County will credit the City for artwork or text provided by the City as follows: "artwork provided courtesy of the City of Federal Way" and/or "text provided courtesy of the City of Federal Way." 5. The County retains the right to share the written material(s) produced by the City which have been funded through this program with other King County cities for them to duplicate and distribute. In so doing, the County will encourage other cities to credit the City on any pieces that were produced by the City. 6. The waste reduction and recycling grant program shall be administered by Lucy Auster, Project Manager, King County Solid Waste Division, or designee. III. DURATION OF AGREEMENT This Agreement shall become effective on either January 1, 2017 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2017, and shall terminate on June 30, 2019. The City shall not incur any new charges after December 31, 2018. However, if execution by either Party does not occur until after January 1, 2017, this Agreement allows for disbursement of grant funds to the City for County- approved programs initiated between January 1, 2017 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section ILA of the Agreement. 5 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 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; 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. 6 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. C. If the Agency is a Municipal Corporation or an agency of the State of Washington and is a member of the Washington Cities Insurance Authority (WCIA), a written acknowledgement /certification of current membership is attached to this Agreement as Exhibit C. 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. 7 XI. NOTICE Any notice required or permitted under this Agreement shall be d sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: If to the City: Lucy Auster, Project Manager, or a provided designee King County Solid Waste Division Department of Natural Resources and Parks 201 South Jackson Street, Suite 701 Seattle, WA 98104 -3855 Rob Van Orsow, Solid Waste and Recycling Coordinator, or a provided designee City of Federal Way 33325 8th Avenue South Federal Way, WA 98003 IN WITNESS WHEREOF this Agreement has been executed by each Party on the date set forth below: Ci (Title) Marwan Salloum, P.E. Public Works Director Kin _ Co /PA BY r %/�__ Pat D. Mc au • in, Dir: ctor Solid Waste Division For Dow Constantine, King County Executive Date \ r? 0,- Date 8 Exhibit A King County Solid Waste Division Waste Reduction & Recycling Grant Application for: CITY OF k1/4*..+ Federal Way Scope of Work - Task Descriptions and Budget for 2017 -2018 APPLICANT INFORMATION Applicant Name: City of Federal Way Address: 33325 8th Ave South Federal Way, WA 98003 Federal Tax Identification Number: 91- 1462550 Contact Person: Rob Van Orsow Title: Solid Waste & Recycling Coordinator Phone: (253) 835 -2770 FAX: (253) 835 -2709 E -Mail: rob .vanorsow @CityofFederalWay.com <<< »> The 2017 -2018 WR/R Grant Funding Allocation to the City of Federal Way totals $114,860. Scope of work descriptions follow for Tasks 1 through 3. These three tasks are intended to repeat each year, but specific task expenditures will vary year -to -year. The Grant Budget Table provides WR/R funding details per application guidelines. Task 1: Recycling Collection Events and Services Budget: $30,000 Funding for Recycling Events will combine WR/R, CPG and LHWMP grant sources. WR/R grant funding will offset any gaps due to CPG and LWHMP limits regarding handling certain material types, as well as event operations /support considered ineligible for funding by non -WRJR grants. Recycling Events provide an opportunity for residents to recycle bulky items and large quantities of materials not normally collected through curbside recycling service. The City has many roles in these events including event planning, promotion, recruiting and paying vendors /processing fees, event set up and overall site management, and providing support such as greeters, materials screening, and traffic control. Schedule: Projected Event Dates: A total of four 6 -hour events, to be held on a Saturday in April 2017 & 2018 and September 2017 & 2018 Event Hours: 9 a.m. to 3 p.m. Event Location: Wild Waves Theme Park - main parking lot 2017 -18 WR/R Grant Application — City of Federal Way Performance and Impact Objectives: Successfully plan and stage four community- accessible Recycling Collection Events, targeting collection and recycling of the following materials: 1) Branches and Stumps 2) Clean Scrap Lumber 3) Scrap metal & appliances 4) Styrofoam & Rigid Plastics 5) Batteries 6) Household Goods 7) Tires 8) Electronics 9) Mattresses 10) Other appropriate materials Events will be promoted using: 1) Promotional flyer and/or vouchers through direct mail 2) Notices in City /community publications & calendars 3) Distributing flyers at public facilities 4) Publicizing through the King County Solid Waste Division & WA DOE The events will be managed by City staff, with qualified individuals filling greeter, educational, and traffic control positions. Service providers with requisite safe collection and recycling practices will be selected to collect and process specific material types, ensuring these items are reused and/or recycled. Evaluation: The City will provide the following information for project evaluation: A) Participant counts B) The volume of each material collected C) Event or service cost by budget category D) Event summaries and comments E) Comparing data from prior events Task 2: WR/R Education & Outreach, Technical Support, Materials, Containers and Incentives Budget: $74,860 Schedule: January. 2017 — December 2018 Performance and Impact Objectives: The City will focus on providing a variety of outreach, printed materials, recycling/composting containers and incentives to appropriate waste generator groups with an overarching goal of maximizing materials diversion. In combination, these efforts will support recycling and compostables options, as well as decreasing the amount of non - targeted items (contaminants) that enter collection and processing systems. The WR/R grant funds will support implementing or expanding waste reduction and recycling activities in a variety of ways, including: • Technical assistance and on -site outreach, • Canvassing specific waste generator groups to promote WR/R options, • Reuse and repair initiatives such as repair cafes and area tool libraries, 2 2017 -18 WR/R Grant Application — City of Federal Way • Creating, producing and distributing appropriate promotional materials, • Provision of recycling - related signage, equipment and containers, and • Limited scale or seasonal collection options, such as used cooking oil and Christmas tree recycling services. Each year, approximately 90,000 brochures will be developed, printed, and mailed in conjunction with this Task. WR/R funding will also help leverage and augment contract - required outreach by the City's contracted hauler. WR/R grant funds will support projects outlined below: Single- family Recycling: Production and distribution of educational WR/R materials to single - family residents, providing an array of waste reduction, recycling and composting information. This will include promoting resident enrollment in curbside solid waste services, shifting from self - hauling without recycling access, to scheduled curbside services including yard waste /compostables as well as recycling services. Multi- Family Recycling: Support recycling services at multi - family residences, including: recycling signage and container labels, recycling tote bags for resident use, promotional newsletters and flyers distributed directly to residents, and translations as needed. Outreach may include door -to -door education, as well as focused support to promote recycling services on properties that offer "valet" (front door -step) garbage /recycling collection service. Business and School Recycling: Assist area schools and businesses to implement or expand WR/R efforts, including provision of interior recycling containers, signage and training as needed. A business- focused newsletter will also be produced and distributed, as well as an annual mailer sent to businesses to highlight embedded recycling services. Waste Reduction Projects: Support and/or host Repair Cafes, where skilled "fixers" repair items ranging from clothing to small electronics, thereby extending the useful life of everyday items and supporting waste reduction. For several years, the City has provided technical support to help lay the groundwork for the South King Tool Library (SKTL). Tool Libraries promote waste reduction through eliminating duplicate efforts to acquire and store seldom -used tools. SKTL recently contracted with a non - profit agency for administrative support, through which and KCSWD plans to channel additional grant funding to support site design and construction. If appropriate, the City may procure assistance from consultants or interns to support these efforts. The City plans to use a graphic design, printing and postal fulfillment services. The task will also support City staff participation in regional symposia on WR/R topics in conjunction with local associations such as NAHMMA and WSRA, including related travel and training costs (mileage, per diem, lodging, registration, etc.) 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 also include the quantity promotional materials, brochures, signage and recycling/composting containers produced and delivered. Recycling diversion rates by service sector and individual customer as reported by the hauler will also be tracked and incorporated into task evaluation. 3 2017 -18 WR/R Grant Application — City of Federal Way Task 3. Recycling Collection in Public Places Budget: $10,000 Schedule: January 2017 — December 2018 Performance and Impact Objectives: This task will focus on two objectives: 1. Procurement, installation and maintenance of recycled- content litter /recycling container units in key locations to help beautify public areas and provide convenient opportunities for recycling and disposal of discards. 2. Acquiring and distributing temporary recycling containers for public events. Project Description: This project entails purchasing and installing attractive, durable recycled- content container systems specially designed for collection of commingled recyclables deposited separately from litter. Over several grant cycles, these containers have been installed in public areas throughout the City, where they are serviced regularly, with deposited materials recycled or disposed of accordingly. This Task will focus on upkeep and maintenance of the existing container systems, specifically replacement of units that have been damaged or worn out to the point that they are no longer functional. This task will also focus on improving recycling collection services at City facilities, including training staff to manage recyclable materials collected via public area recycling containers. Task funding will cover the costs and distribution of temporary /portable recycling containers designed for use at public events, helping to ensure that the City complies with regulations mandating event recycling access. Evaluation Component: This project will be evaluated based on the number of new containers /stations installed and the resulting estimated amount of recyclable materials collected. The City will also report on usage and estimated recycling diversion resulting from temporary /portable recycling containers. 4 2017-18 WR/R Grant Application —City of Federal Way WRR Grant Budget Table 2017 2018 Task Title Recycling Collection Events Staff Costs 8,250 8,250 Administration and Supplies 2,750 2,750 Consultant and Contract Services 2,000 2,000 Printing and Distribution Costs 2,000 2,000 Task Total 15,000 15,000 WRR Outreach Staff Costs 20,000 20,000 Administration and Supplies 5,000 5,000 Consultant and Contract Services 3,000 3,000 Printing and Distribution Costs 9,430 9,430 Task Total 37,430 37,430 Public Area Collection Staff Costs 1,000 1,000 Administration and Supplies 500 500 Consultant and Contract Services - Container Costs 3,500 3,500 Task Total 5,000 5,000 Grand Total: 57,430 57,430 \PW\SWR \WRR \WRR 17 -18 \WRR Scope 17- 18.doc 5 $114,860 2017 -2018 Grant Guidelines Program Eligibility: Exhibit 13 Grant funds may be used for a variety of Waste Reduction & Recycling (WR/R)- related programs, including residential and commercial waste reduction and recycling education programs, business assistance programs, and special recycling events. Cities may also use their funds on broader resource conservation programs, as long as they are part of an overall WR/R program. Cities may choose to use their funding on one program or a combination of programs. For WR/R program ideas, please refer to the lists below. Please note these lists are not exhaustive, but merely intended to provide some guidance on what is /isn't eligible. Cities may also refer to the currently adopted King County Comprehensive Solid Waste Management Plan for direction in program development. If you are unsure if your proposed program is eligible for funding, please contact Lucy Auster at 206 - 477 -5268 or lucy.auster(a,kinecounty.Eov. Eligible for funding: • School WR/R education/implementation programs • Kitchen food waste composting programs • Reusable bag promotions • Yard waste subscription promotions • Outreach at community events • Promoting new and existing WR/R programs through media, mail, and social networking • Business recognition programs • Recycling Collection Events (RCEs), including collection of tires and mattresses • Household battery collection and recycling (no lead -acid batteries) • Business and residential WR/R education and communications • Product stewardship initiatives - could be education programs or working with other agencies /organizations/businesses to implement programs • City recycling programs and facilities • Videos promoting WR/R programs The following are eligible for funding on a case -by -case basis, as long as part of an overall WR/R program. However, the County would not provide reimbursement if, for example, all of a city's grant dollars were used to sell/give away rain barrels or distribute compact fluorescent light bulbs. • Water conservation - i.e. rain barrels • Energy conservation • Water quality: integrated pest management; catch basin filters • Demonstration gardens; interpretive signage; recycled- content park furnishings 2017 -2018 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 > Fluorescent lights • Household Hazardous Waste (HHW) education programs Cities should pursue funding for HHW collection or education programs through the King County Local Hazardous Waste Management Program (LHWMP) or the Washington State Department of Ecology Coordinated Prevention Grant (CPG) Program. Grant Administration: Requests for Reimbursement: Cities may choose to submit one request for reimbursement per year during the funding cycle, due no later than March 20, 2018 and March 19, 2019. However, cities may submit requests for reimbursement as frequently as quarterly. The Budget Summary Report Form (Attachment A) must be used when submitting requests for reimbursement. By the 5th working day of January 2017 and January 2018, cities must notify the Solid Waste Division (SWD) of their total expenditures for work that has been completed to -date, but for which requests for reimbursement have not yet been submitted. Progress and Final Reports: Progress reports describing program activities, accomplishments, and evaluation results need to accompany each request for reimbursement. A final report describing the outcome of grant - funded activities is due with the final request for reimbursement. If, however, the city does not have the results of its program evaluation by the end of the grant cycle, the final narrative report may be submitted no later than six months after the end of the grant cycle (June 30, 2019). (Note: The final request for reimbursement would still need to be submitted by March 19, 2019.) All progress and final reports need to be signed by a city official. Signed reports may be scanned and emailed. Amendments: Formal amendments to grant Interagency Agreements (IAAs) are not necessary unless the city wishes to make significant changes to its scope of work and/or budget. In general, a significant change would be one in which the city wishes to add or delete a task from their scope of work. A minor change, such as moving dollars between tasks, would only require written notification, which may be submitted via e -mail. However, the city should contact SWD when considering changes to their scopes and budgets to determine if a formal amendment is needed. 2 EXHIBIT C ACGR /J r..+"- fl CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDIYYYY) 1/9/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. if SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in Ileu of such endorsement(s). PRODUCER Leavitt Group Northwest 2121 70th Ave West, #B University Place WA 98466 CONTACT Cathy Fleck PWW (253) 565 -3500 FAX Nok (253) 565 -7209 XiMiwcathy- fleck @leavitt.com INSURERS) AFFORDING COVERAGE NAIC X INsuRERA Argonaut Insurance Company INSURERS :Philadelphia Insurance Company 19801 C18058 INSURED City of Federal Way 33325 8th Ave S Tonia Proctor ARM Federal Way WA 98003 -6325 mums CNational Casualty Company 2902013 -02 11991 19038 INSURERD:Travelers Casualty & Surety Company INSURER E: $ 10,000,000 INSURERF: I CLAIMS -MADE COVERAGES CERTIFICATE NUMBER :CL171912041 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES INDICATED. NOTWITHSTANDING ANY REQUIREMENT, CERTIFICATE MAY BE ISSUED OR MAY EXCLUSIONS AND CONDITIONS OF SUCH OF INSURANCE PERTAIN, POLICIES. ��p�p LISTED BELOW HAVE BEEN TERM OR CONDITION OF ANY THE INSURANCE AFFORDED BY LIMITS SHOWN MAY HAVE BEEN POLICY NUMBER ISSUED TO CONTRACT THE POLICIES REDUCED BY ( DC YYYY) THE INSURED OR OTHER DESCRIBED PAID CLAIMS. IM I*IDDMYYY1 NAMED ABOVE FOR THE POLICY PERIOD DOCUMENT WITH RESPECT TO WHICH THIS HEREIN IS SUBJECT TO ALL THE TERMS, LIMITS INSR TYPE OF INSURANCE A X COMMERCIAL GENERAL LIABILITY I X OCCUR 2902013 -02 12/31/2016 12/31/2017 EACH OCCURRENCE $ 10,000,000 I CLAIMS -MADE PREMISES (rag $ MED EXP (Any one person) $ Excluded PERSONAL 8ADV INJURY $ 10,000,000 GENLAGGREGATE X LIMIT APPLIES PER: POLICY I I JSEL [ I LOC OTHER: GENERAL AGGREGATE $ 10,000,000 PRODUCTS . COMP/OP AGG $ 10,000,000 Public Officials EBO $ 10,000,000 B AUTOMOBILE X UABIUTY ANY AUTO ALL OWNED AUTOS HIRED AUTOS , SCHEDULED AUTOS AUTOS PRPK1588940 1/1/2017 1/1/2018 COMBINED SINGLE LIMIT (EeKab nn $ 10,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Peraosidentl $ $ C x UMBRELLA LIAB X EXCESS LIAB OCCUR CLAIMS -MADE XC00000689 12/31/2016 12/31/2017 EACH OCCURRENCE $ 10, 000, 000 AGGREGATE $ DED 1 1 RETENTION $ $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER /EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory In NH) *yes, describe under DESCRIPTION OF OPERATIONS YIN N 1 A 2902013 -02 12/31/2016 12/31/2017 STr1T�1JE ER E.L. EACH ACCIDENT $ 1,000,000 1 1 below E.L. DISEASE - EA EMPLOYEE $ 1, 000, 000 E.L DISEASE - POLICY LIMIT $ 1,000,000 D Crime Coverage /Cyber 105862866 1/1/2017 1/1/2018 Crime 1,000,000 Cyber. 1,000,000 DESCRIPTION OF OPERATIONS 1 LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) RE: Operations of the Named Insured CERTIFICATE HOLDER CANCELLATION Proof Of Insurance SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE D DeLorenzo /CAFLEC ACORD 25 (2014101) INS025 (7014011 @ 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Exhibit D BUDGET SUMMARY REPORT FORM 2017 -2018 Waste Reduction & Recycling Grant Program City: Date: Address: Phone: Invoice #: Report Period: Preparer's Name: Contract #: Total amount requested this period: Total amount previously invoiced: Original interlocal amount: Total amount charged to date: Amount remaining for completion of interlocal: $ - $ - Task # Scope of Work Description (Task/title) Budget Current Quarter Costs Amount Previously Invoiced Remaining Balance 1 $ - 2 $ - 3 $ - 4 $ - 5 $ - 6 $ - 7 $ - TOTALS $ - $ - $ - $ - For King County Use Contract # 0 720122 Exp.Account 54150 Task 22.000 Project 1126942 Org Purchase Order # Requisition # Receipt Supplier # Supplier Pay Site Invoice # Payment Type Total charges this period are approved Project Manager: for payment: $ Date aarnaas Jo a; uoidpasaa man •oN aaronuI Fred Wunorud # asanbag rr 5 5 5