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AG 21-011 - King County Solid WasteRETURN TO: EXT: 3841 CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM 1. ORIGINATING DEPT./DIV: PUBLIC WORKS / SWR 2. ORIGINATING STAFF PERSON: R VAN ORSOW EXT: 2770 3. DATE REQ. BY: 4. 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.G. BOND RELATED DOCUMENTS) ❑ ORDINANCE ❑ RESOLUTION ❑ CONTRACT AMENDMENT (AG#): M INTERLOCAL ❑ OTHER 5. PROJECT NAME: 2021-2022 WRR GRANT AGREEMENT 6. NAME OF CONTRACTOR: KING COUNTY SOLID WASTE DIVISION ADDRESS: 201 S JACKSON STREET SUITE 701 SEATTLE WA TELEPHONE E-MAIL: LUCY.AUSTER@KINGCOUNTY.GOV FAX: SIGNATURE NAME: TITLE 7. EXHIBITS AND ATTACHMENTS: R SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES 8 PRIOR CONTRACT/AMENDMENTS 8. TERM: COMMENCEMENT DATE: 1/1/2021 COMPLETION DATE: 12-31-2022 9. TOTAL COMPENSATION $ THEY PAY US (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 16YES ONO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY RETAINAGE: RETAINAGE AMOUNT: ❑ RETAINAGE AGREEMENT (SEE CONTRACT) OR ❑ RETAINAGE BOND PROVIDED It PURCHASING: PLEASE CHARGE TO: REMIT GRANT FUNDS TO 106-000-000-337-00-003 10. DOCUMENT/CONTRACT REVIEW INITIAL/DATE REVIEWED INITIAL/DATE APPROVED 9 PROJECT MANAGER RVO 12/3 ❑ DIRECTOR DSW 12/3/2020 EJW 12/11/2020 ❑ RISK MANAGEMENT (IF APPLICABLE) ❑ LAW ER 12/8/2020 reviewed after approval 11. COUNCIL APPROVAL (IF APPLICABLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE: 12. CONTRACT SIGNATURE ROUTING I �1 2 ElSENT TO VENDOR/CONTRACTOR DATE SENT: Gj I'21 DATE REC D: Z 21 ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS ❑ CREATE ELECTRONIC REMINDER/NOTIFICATION FOR 1 MONTH PRIOR TO EXPIRATION DATE (Include dept. support staff if necessary and feel free to set notification more than a month in advance if council approval is needed.) INITIAL / DATE SIGNED ❑ LAW DEPARTMENT ,2-SIGNATORY (MAYOR OR DIRECTOR) -(CITY CLERK �]fl ❑ ASSIGNED AG# AG — ❑ COMMENTS: DOCU-SIGN PROCESS - HARD COPY ROUTED FOR INTERNAL REVIEW. GRANT PROGRAM AUTHORIZED BY RESO (ATTACHED). PRIOR SIMILAR CONTRACT ATTACHED. =2017 DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF CPA # 6203479 INTERAGENCY AGREEMENT FOR 2021 and 2022 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 2019 King County Comprehensive Solid Waste Management Plan (Comp 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 Comp 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 and incorporated herein by reference. 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 Comp 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 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. DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF II. RESPONSIBILITIES OF THE PARTIES The responsibilities of the Parties to this Agreement shall be as follows: A. The Ci 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 2021 and 2022 shall not exceed $110,653. 2. This Agreement provides for distribution of 2021 and 2022 grant funds to the City. However, grant funds are not available until January 1, 2021. 3. During this two-year grant program, the City will submit a minimum of two (2), but no more than eight (8), progress reports to the County in a form determined 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 31, October 31, January 31), except for the final progress report and request for reimbursement, which shall be due by March 17, 2023. 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 March 18, 2022 and March 17, 2023. 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 51h working day of January 2022 and January 2023, the dollar amount of outstanding expenditures for which the City has not yet submitted a reimbursement request. 2 DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF 4. 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. 5. 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. 6. 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. 7. 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. 8. 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. 9. 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. 10. 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 2025. DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF 11. 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." 12. 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. 13. 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. 14. 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 Exhibit A. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source. 15. This project shall be administered by Rob Van Orsow, Solid Waste & Recycling Coordinator, 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 DocuSign Envelope ID: 331E8D8E-F332-4380-93A9-C9965B3098CF 2. 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. 3. 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." 4. 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. 5. 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, 2021 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2021, and shall terminate on June 30, 2023. The City shall not incur any new charges after December 31, 2022. However, if execution by either Party does not occur until after January 1, 2021, this Agreement allows for disbursement of grant funds to the City for County -approved programs initiated between January 1, 2021 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section II.A of the Agreement. DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF 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. DocuSign Envelope ID: 331E8D8E-F332-4380-93A9-C9965B3098CF 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. DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF 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: Lucy Auster, Project Manager, or a provided designee King County Solid Waste Division Department of Natural Resources and Parks Lucy.auster@kingcounty.gov Rob Van Orsow, Solid Waste & Recycling Coordinator, or a provided designee City of Federal Way 33325 8' Avenue South Federal Way, WA 98003 IN WITNESS WHEREOF this Agreement has been executed by each Party on the date set forth below: Citv of Federal Way DocuSlgl�vd by: EJ 9 Rublic Works Director 1/15/2021 Date Kin iz County uSigned by: Doc BY -J' Pat D. M ujkfim; rector Solid Waste Division For Dow Constantine, King County Executive Date 2/2/2021 DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF Exhibit A - King County Solid Waste Division Waste Reduction & Recycling Grant Application for: CITY OF Federal Way Scope of Work - Task Descriptions and Budget for 2021-2022 APPLICANT INFORMATION Applicant Name: City of Federal Way Contact Person: Rob Van Orsow Address: 33325 P 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 E-Mail: rob. vanorsow'a�Ci otFederalWl k xom The 2021-2022 WR/R Grant Funding Allocation to the City of Federal Way totals $110,653. Scope of work descriptions for the following tasks generally extend over both years, but expenditures may vary from reporting period to reporting period. Per grant guidelines, budgets are not included for individual tasks. Funding for these events and services may combine WR/R, SWAFA and HWMP grant sources. WR/R grant funding will offset any gaps due to SWAFA and HWMP limits regarding handling certain material types, as well as event operations/support considered ineligible for funding by non-WR/R grants. In general, tasks are intended to accommodate lasting impacts from the pandemic. As such, social distancing and other routine precautions will be practiced. By necessity the pandemic has reduced the scale of more `traditional' tasks, such as recycling collection events. Until such time that medical advances reduce health risks, grant tasks will subject to this `new normal.' During the 2021-22 cycle, the City still plans to do events —'Green Living' seminars and workshops, repair events, clothing reuse, and smaller -scale but more frequent recycling drop-offs. The City will also focus on `bringing the event to the resident' — through options such as vouchers to offset recycling fees. The City will consider ways to involve local service providers that provide targeted collections or small- scale drop-off services, and also plan to procure materials that foster waste reduction and recycling (and help motivate targeted audiences to participate). Examples of these materials include components for Waste Free Lunches as well as interior recycling and compost collection containers. Task 1: Plan, Promote, Operate, and/or Manage Drop -Off and/or Collection Events and Services The City's work plan is to use grant funds to support opportunities for residents to recycle items not normally collected via curbside recycling. City staff will manage many aspects of these events including event planning, promotion, recruiting and paying vendors/processing fees, event set up and overall site DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF \\cAvfileI\department\pw\SWR\GRANTS\KC WRR\WRR 21-22\WRR Scope 21-22.doc management, and providing support such as greeters, materials screening, and traffic control. However, these elements may also be managed by local NGOs (non -governmental organizations) or appropriate businesses — these will also be eligible for compensation for their services via the grant. Work Plan elements for task activities and events include: Repair Events/Vouchers: The City will offer Repair Cafes modified for drop-off repair, as well as vouchers for existing repair businesses. The City will explore how appliance repairs can be better promoted, for example: covering the cost of diagnostics (but not the repair itself). This stems from a perceived barrier created by the cost of diagnostics and repairs in favor of replacement (though appliance replacement typically entails reuse and/or recycling of the old appliance). • Clothing Swap: The City would arrange for Socially -distanced clothing swaps where residents drop off clothing the week before the event, with participants signed up for `shopping' time slots in small groups. The City will enlist The Chayah Movement and/or local NGOs to operate these events. Information on reducing textile waste will be included in promotional materials and at the event. Any leftovers would be picked up by a service agency. a Focused Recycling Drop -Off Events: In lieu of traditional recycling collection events (which have become difficult to conduct due to social distancing practices), the City will hold focused or `mini' recycling events targeting only one or two materials. This may include: electronics, Styrofoam, shredded paper, etc. The City will enlist NGOs or local businesses to host, promote and/or manage events. • Recycling Vouchers for Bulky Items: The City will explore vouchers for recycling bulky items such as branches, mattresses and tires. The City will also promote curbside collection services for bulky items available to garbage service subscribers. • Shredding Events: The City will work with local financial institutions or NGOs to host monthly events. Since shredded paper has been eliminated as an accepted item in curbside recycling and yard waste carts, documents brought to the event ensure the paper is recycled. Outreach will also focus on reducing waste (unsubscribing from mailing lists, using e-billing, etc.) • Alternative Subscription Collection Services: The City is interested in supporting or promoting services such as Ridwell, which provide recyclables pickup from subscribers. This service tends to focus on collection of smaller recyclable items not accepted in curbside carts (plastic film, clothing, Styrofoam, electronics, etc.) Support may include subsiding introductory trial subscriptions and/or promoting sign ups. • Recyclable Materials Drop -Off Collection Sites: The City will explore establishing one or more semi -permanent (or temporary/seasonal) drop-off collection sites for targeted recyclable materials. The most likely materials include: scrap metal, tires, or styrofoam plus shipping packaging, but other materials may be appropriate. Residents would be able to bring "residential" quantities to collection sites "hosted" by area retailers or community organizations. Sites would require adequate space and controlled access suitable for handling residential quantities on an ongoing basis — rather than as a focused single -day event. This would also work best in a site that's a good fit with the host's primary activities (for example, auto shops and used 2 DocuSign Envelope ID: 33lE8D8E-F332-4380-93A9-C9965B3098CF \\cfivfilel\department\pw\SWR\GRANTS\KC WRR\WRR 21-22\WRR Scope 21-22.doc tires). Hosts would receive a small amount of compensation while fees (if any) associated with hauling and/or processing would also be offset by grant funds. Schedule: The City is not able to set specific dates in a schedule for all events and services as described above. It may become apparent that some of the activities in this scope of work are not practical — in which case the City will report on barriers that make the activity unsuitable. Most of this background exploration will be completed during the first two quarters, but some projects may be suitable for more immediate implementation. In general, events or seminars will be staged on a monthly basis, while promotion of services will coincide with implementation or availability of temporary or ongoing drop-off sites. Events will be promoted using: 1) Electronic promotion via social media, newspaper, Google, etc. 2) Promotional flyer and/or vouchers through direct mail 3) Notices in City/community publications and calendars 4) Distributing flyers at public facilities 5) Publicizing through the King County Solid Waste Division & WA DOE Performance and Impact Objectives: Successfully plan and implement task activities and events. 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. F.vnhintinn- The following information will be collected for evaluation of task activities and events: A) Participant counts B) The volume of material(s) collected and recycled C) Event or service costs D) Outcomes, summaries, and comments E) Comparisons with prior similar events Task 2: WR/R Education & Outreach 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 "Fix -It" events and support of the local tool library, • Creating, producing and distributing appropriate promotional materials, ■ Provision of recycling -related signage, equipment and containers, • Limited scale or seasonal collection options, such as used cooking oil and Christmas tree recycling services offered in conjunction with the local hauler. DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF \\cffivfilel\department\pw\SWR\GRANTS\KC WRR\WRR 21-22\WRR Scope 21-22.doc Brochures, flyers, and newsletters will be developed, printed, and distributed in conjunction with this Task, with an emphasis on increasing distribution of outreach materials and information via electronic communication channels. WRIR funding will also leverage and augment contract -required outreach produced by the City's contracted hauler. The City may procure assistance from consultants or interns to support these efforts. In fulfilling this Task, the City plans to use services for graphic design, translation, technical support, printing, and distribution by mail and/or social media. Work Plan elements for task activities are outline below: Residential Programs and Projects: WR/R grant funds will support the following projects. ■ Single-family Recycling Outreach and Support: 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" to subscription to scheduled curbside services (including yard waste/compostables as well as recycling services). ■ Multi -Family Recycling Outreach and Support: 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. • Multi -Family Recycling Enclosure Posters: The City will develop and/or reproduce and install large enclosure signage for multi -family complexes, especially where gates or fences block recycling decals on containers. These may also be distributed and posted in common areas. ■ Translate WR/R Outreach Materials: As recycling information and media are developed, the City will produce equivalent translations including Spanish and Korean. The City will also employ resources available from the Equity and Social Justice program and HWMP's Language Justice Toolkit. ■ Food Waste Reduction Kits: The City will offer virtual food waste reduction classes in English, Spanish and Korean, then provide attendees with food waste kits. These kits would include items such as: King County outreach materials, food scrap bucket, BioBag samples, ethylene absorbing pad, green bags, chip clips, etc. NGOs partners will receive grant support to assemble and distribute these kits. ■ "Waste Free" Lunch Kits: The City will procure and distribute durable lunch boxes, water bottles, etc. for school -age children to reduce packaging waste in tandem with general waste reduction and food waste reduction outreach. Distribution will be via events, schools, and/or via local NGOs. ■ Food Waste Reduction [Via Preservation] —The City will explore purchasing equipment that is intended to reduce food waste, promotion of such items and/or educational classes. This may include: food dehydrator, vacuum sealer, freeze dryer equipment, canning equipment, smokers, etc. These items would be available for check out via South King Tool Library. 4 DocuSign Envelope ID: 331 E8D8E-F332- 4380-93A9-C9965B3098CF \\cfivfilel\department\pw\SWR\GRANTS\KC WRR\WRR 21-22\WRR Scope 21-22.doc • Composting Promotion: The City will procure and distribute compost collection containers with composting and food waste reduction materials. Distribution will be via events and/or via local NGOs. • Green Living Workshops and Seminars: The City will continue to plan, promote, and conduct seminars focused on waste reduction and recycling topics. Some workshops will be held in conjunction with the education and outreach activities described above. Durable giveaways to intended to reduce waste may be given away. • 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. Business -focused outreach materials will also be produced and distributed, including creation of mailers to highlight recycling services. Site visits, working with staff, and distribution of educational materials will be conducted as necessary. Schedule: Ongoing January 2021 — December 2022 Performance and Impact Dbiectives: The City's work plan focuses 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 and reducing waste. In combination, these efforts will support recycling and compostables diversion options as well as waste reduction measures. 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 local hauler will also be tracked and incorporated into task evaluation. DocuSign Envelope ID: 331E8D8E-F332-4380-93A9-C9965B3098CF Exhibit B 2021-2022 WRR Grant Guidelines - Revised Program Eligibility: The King County Solid Waste Division (SWD) SWD has updated the WRR Recycling Case Studies document (Attachment 3) and created a WRR Case Studies Summary (Attachment 4), which include many creative and innovative project ideas for WRR Grant proposals/scopes of work. These case studies offer ideas for influencing waste prevention and recycling consistent with Title 10 of King County Code, the King County Strategic Climate Action Plan, and the King County 2019 Comprehensive Solid Waste Management Plan, all of which have policies to achieve Zero Waste of Resources by 2030. SWD strongly encourages consideration of these projects in the development of grant proposals and encourages Cities to leverage WRR grant funds with multi -City projects. Grant funds may be used for a variety of WRR related programs consistent with the Comp Plan. Cities are encouraged to work together to leverage funds and have a greater influence on waste prevention and recycling. Cities may choose to use their funding on one program or a combination of programs. For WRR program ideas, please refer to the Case Studies, which includes the examples below. Examples of innovative projects: • City Development of Contracts for "Responsible Recycling." • King County Solid Waste Division Market Development for Recycled Materials. • King County Climate Action Through Low Embodied Carbon Purchasing. • King County SWD: Multicultural Recycling Outreach - Recicla Mas! Es Fascilisimo. • Regional Code Development for C&D Diversion. • Purchase School Milk Dispensers and Reusable Cups to Replace Single -use Milk Cartons. ■ City of Auburn Commercial Food Waste Outreach. • City of Bellevue Recycling Unusual of Bulky Items. • City of Kirkland Organics Contamination Enforcement — Cart Tagging Please contact Lucy Auster at 206-477-5268 or lucy.auster(44kinzcounty.Sov if you have questions about specific program eligibility and/or consistency with the Comp Plan. The following. are not eligible for • Collection of garbage, except for residual garbage related to the collection of recyclables. • Household Hazardous Waste (HHW) education programs. • Collection of any household hazardous waste items including, but not limited to: treated wood, paint, lead acid batteries, oil, gasoline, and antifreeze, fluorescent lights. Cities should pursue funding for HHW collection or education programs through the King County Hazardous Waste Management Program (Haz Waste) or the Washington State Department of Ecology Local Solid Waste Financial Assistance (LSWFA) Program. DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF Grant Administration Requests for Reimbursement: Cities may submit one request for reimbursement per year during the funding cycle, due no later than March 18, 2022 and March 17, 2023. Alternately, cities may submit requests for reimbursement as frequently as quarterly. A Budget Summary Report Form and an Expense Summary Report Form must be used when submitting requests for reimbursement and will be provided to Cities when the grant agreements are executed. Accrual Reporting: By the 5th working days of January 2022 and January 2023, Cities must notify SWD of the amount of their total expenditures for work that has been completed but for which a request for reimbursement has not yet been submitted, so that SWD can accrue the amounts. Progress Reports Progress reports describing program activities, accomplishments, and evaluation results must accompany each request for reimbursement. All progress reports must be signed by a City official. Signed reports may be scanned and emailed. Amendments Formal amendments to grant Interagency Agreements (IAAs) are unnecessary unless the City wishes to significantly change 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. SWD has streamlined the amendment process to make it easier for Cities to make changes. A City wishing to amend it scope of work will send an email to Lucy Auster with a revised scope of work, including the following: A brief description of any new tasks, the amount, and the start and end dates. A brief description of additional work you will do in any existing task you wish to move funds into from another task, the amount, and start and end dates. A brief description of work currently in your scope that you -will not be doing, the amount that, will either be going to a new task or moving to an existing task and if so which one, and a start date. Any work included in the new scope still needs to be consistent with the Comp Plan. Once the new scope of work is approved, SWD will follow up with a unilateral amendment to your agreement, which does not require City signature. 2 DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF Insurance Authority 11.0 sox 88030 Tukwila, WA 98138 Phone: 206-575-6046 Fax: 206-575-7426 www.wciapool.org 1/12/2021 ROM 13116 King County Solid Waste Division Attn: Lucy Auster 201 S. Jackson St., Ste. 701 Seattle, WA 98014 Re: City of Federal Way 2021-22 Waste Reduction & Recycling Grant Program Evidence of Coverage The City of Federal Way is a member of the Washington Cities Insurance Authority (WCIA), which is a self -insured pool of over 160 public entities in the State of Washington. WCIA has at least $4 million per occurrence 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. Liability coverage includes general liability, automobile liability, stop- gap coverage, errors or omissions liability, employee benefits liability and employment practices liability coverage. WCIA provides contractual liability coverage to the City of Federal Way. The contractual liability coverage provides that WCIA shall pay on behalf of the City of Federal Way all sums which the member shall be obligated to pay by reason of liability assumed under contract by the member. WCIA was created by an interlocal agreement among public entities and liability is 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, Rob Roscoe Deputy Director cc: Ryan Call DocuSign Envelope ID: 331 E8D8E-F332-4380-93A9-C9965B3098CF Exhibit D BUDGET SUMMARY REPORT FORM 2021-2022 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: $ - Scope of Work Current Amount 'Task Description Budget Quarter Previously Remaining # (Task/title) Costs Invoiced Balance 1 1 $ - 2 $ - 3 $ - 4 $ - 5 $ - 6 $ - 7 $ - TOTALS $ - $ - $ - $ For King County Use Contract # 0 Project 1126942 Org 720122 Exp.Account 54150 Task 22.000' Purchase Order # Requisition # Receipt Supplier # Supplier Pay Site Invoice # Payment Type Total charges this period are approved for paymern $ Project Manager: Date W W a l 0 'C F� J.+ Q a u �o L'L r� C G G G Lr G Q G y r C v c a "q F .5C F 0 F Certificate Of Completion Envelope Id: 331E8D8EF332438093A9C9965B3098CF Subject: 21-2022 WRR Agreement City of Federal Way; CPA 6203479 Source Envelope: Document Pages: 20 Signatures: 2 Certificate Pages: 6 Initials: 0 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) Record Tracking Status: Original 1/13/2021 3:25:50 PM Security Appliance Status: Connected Storage Appliance Status: Connected Signer Events Lucy Auster Lucy.Auster@kingcounty.gov King County General (ITD) Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Andrea Lai alai@kingcounty.gov King County General (ITD) Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 2/21/2020 2:56:11 PM ID: 69f1974f-2c42-4fcc-8ca2-cfb397f364c4 Josh Marx Josh.Marx@kingcounty.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 1/14/2021 7:44:59 AM ID: Oedf4599-ec79-41 bf-90a3-207a9904caf6 Jeff Gaisford Jeff.Gaisford@kingcounty.gov King County General (ITD) Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Holder: Maria Cervantes Maria.Cervantes@kingcounty.gov Pool: FedRamp Pool: King County General (ITD) Signature Completed Using IP Address: 198.49.222.20 Completed Using IP Address: 198.49.222.20 Completed Using IP Address: 198.49.222.20 Completed Using IP Address: 198.49.222 20 Docu �► c t S E C U Y E O Status: Completed Envelope Originator: Maria Cervantes 401 5th Ave Suite 100 Seattle, WA 98104 Mada.Cervantes@kingcounty.gov IP Address: 198.49.222.20 Location: DocuSign Location: DocuSign Timestamp Sent: 1/13/2021 3:33:00 PM Viewed: 1/13/2021 3:34:42 PM Signed: 1/13/2021 3:34:51 PM Sent: 1/13/2021 3:34:53 PM Viewed: 1/13/2021 4:31:04 PM Signed: 1/13/2021 4:39:26 PM Sent: 1/13/2021 4:39:29 PM Viewed: 1/14/2021 7:44:59 AM Signed: 1/14/2021 7:46:29 AM Sent: 1/14/2021 7:46:31 AM Viewed: 1/14/2021 10:09:37 AM Signed: 1/14/2021 10:17:48 AM Signer Events Signature Timestamp Jesse Gonzalez Completed Sent: 1/14/2021 10:17:51 AM Jesse.Gonzalez@kingcounty.gov Viewed: 1/14/2021 11:22:15 AM CEO Signed: 1/14/2021 11:22:20 AM Carahsoft OBO King County ITD Using IP Address: 73.11.174.211 Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign EJ Walsh ° gp e0h" Sent: 1/14/2021 11:22:23 AM EJ.Waish@cityoffederalway.com WALS� �4'btCF53k8677CS_ Viewed: 1/15/2021 9:08:25AM Security Level: Email, Account Authentication Signed: 1/15/2021 9:09:13 AM (None) Signature Adoption: Pre -selected Style Using IP Address: 76.22.10.171 Electronic Record and Signature Disclosure: Accepted: 1/15/2021 9:08:25 AM ID: 593ea872-3fOe-4f93-8a5e-15a279f581 cf Glynda Steiner 7acw_9eg d by Sent: 1/15/2021 9:09:16 AM GSteiner@kingcounty.gov �{t�vj_r Viewed: 2/2/2021 7:54:35 AM King County Metro 4EF'.h;`EIE7460_.. Signed: 2/2/2021 7:56:50 AM Security Level: Email, Account Authentication (None) Signature Adoption: Pre -selected Style Using IP Address: 198.49.222.20 Electronic Record and Signature Disclosure: Accepted: 9/1/2018 6:17:26 PM ID: 5a951004-0948-4081-ab68-110761 eca75f In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Rob Van Orsow Sent: 1/14/2021 11:22:23 AM Rob.vanorsow@cityoffederalway.com COPIED Viewed: 1/14/2021 12:25:16 PM Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Kate Blyth Sent: 1/15/2021 9:09:16 AM Kate.Blyth@kingcounty.gov COPIED Viewed: 1/20/2021 3:49:24 PM King County Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Envelope Sent HashedlEncrypted Certified Delivered Security Checked Signing Complete Security Checked Completed Security Checked Payment Events Status Electronic Record and Signature Disclosure Timestamps 1/13/2021 3:33:00 PM 202021 7-.54:35 AM 202021 7:56:50 AM 2 212021 7:56:50 AM Timestamps Electronic Record and Signature Disclosure created on: 2/1/2018 6:03:55 AM Parties agreed to: Andrea Lai, Josh Marx, EJ Walsh, Glynda Steiner ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Carahsoft OBO King County ITD (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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