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HomeMy WebLinkAboutR-1992-D6111 GrantRESOLUTION NO.JILiIJ 1 1 A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute a grant agreement for implementation of solid waste programs. WHEREAS, the City of Yakima is responsible for planning the implementation of a waste reduction and recycling program for the City, in conformance with Yakima County's Comprehen- sive Solid Waste Management Plan; and WHEREAS, this responsibility will entail considerable cost in the development of materials, acquisition of equip- ment, traiDing of personnel, and notification and education of the public; and WHEREAS, the State of Washington has awarded the City of Yakima the Coordinated Prevention Grant No. G9200222 condi- tioned upon the City's agreement to certain terms and condi- tions, all of which are acceptabJ- to the City; and WiEREAS, the City Council finds that it is in the best nt.erest of the City to enter into this grant agreement with the State for the purpose of receiving monetary assistance for rtp: Implementation of the City's waste reduction and recycling :dm, now, therefore, 13! IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk are hereby authorized and directed to execute the Coordinated Prevention Grant Agreement for Grant No. G9200222, with the State of Washington, a copy of which agreement is attached and made a part hereof by reference hereto. ADOPTED BY THE CITY COUNCIL this 1992. ATTEST: City Clerk (res'sldwaste.sc) day of Mayor STATE OF ViASHINGTON DEPARTMENT OF ECOLOGY At. Stop P1-71 • Oh mpia, 14 ashington 98504-5-11 • (206) 459-6000 March 18, 1992 Ms. Nancy Gaudette City of Yakima Public Works 2301 Fruitvale Boulevard Yakima, WA 98902 RE: Coordinated Prevention Grant G9200222 Dear Ms. Gaudette: Enclosed for your consideration is a grant agreement for implementation of the City's Solid Waste programs. If you find the scope of work satisfactory, and the terms and conditions acceptable, please sign the agreement and return it to me as soon as possible. Also, please have the statement of compliance with Minority and Women's Business requirements signed and notarized. The Assistant Director for Waste Management will then sign the agreement, at which time it will become effective. I look forward to working with you; and if you should have any questions or concerns, please call me at (206) 438-7563, or SCAN 585-7563. Sincerely, Dan—Kbroma Project Officer Waste Management Grants DK:md Enclosure Grant No. Zzz Coordinated Prevention Grant Agreement with City of Yakima STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND THE CITY OF YAKIMA This is a binding agreement entered into by and between the state of Washington Department of Ecology, hereinafter referred to as the DEPARTMENT, and the City of Yakima, hereinafter referred to as the RECIPIENT, to carry out the activities described herein. RECIPIENT ADDRESS RECIPIENT REPRESENTATIVE RECIPIENT TELEPHONE NUMBER RECIPIENT PROJECT COORDINATOR DEPARTMENT PROJECT OFFICER DEPARTMENT FAX REGIONAL DEPARTMENT REPRESENTATIVES City of Yakima Public Works 2301 Fruitvale Boulevard. Yakima, WA 98902 Jerry Copeland (509) 575-6005 Nancy Gaudette Dan Koroma, (206) 438-7563, SCAN 585-7563 (206) 459-7445 Rick Roeder, (509) 454-7297 Jim Dick, (509) 454-7872 Dick Granberg, (509) 457-7147 FUNDING SOURCE Local Toxics Control Account MAXIMUM ELIGIBLE COST $56,000 STATE GRANT SHARE $42,000 LOCAL SHARE $14,000 STATE MAXIMUM GRANT PERCENT 75% SECURITY FOR PERFORMANCE 5% of each invoice FEDERAL TAX IDENTIFICATION NO. 91-6001293 For the purpose of this agreement, the RECIPIENT will be allowed to match the DEPARTMENT share with cash and interlocal in-kind costs in accordance with pre - application instructions. The effective date of this grant is the date the agreement is signed by the DEPARTMENT. Any work performed prior to the effective date of this agreement without prior written authorization and specified in the Scope of Work will be at the sole expense and risk of the RECIPIENT. This agreement shall expire no later than December 31, 1993. 1 of 8 Grant No. 2c zzz Coordinated Prevention Grant Agreement with City of Yakima SCOPE OF WORK The task(s) set forth below summarize the RECIPIENT's activities, budget(s) and schedule(s) 1. PROJECT TASK: (WRR) WASTE REDUCTION AND RECYCLING IMPLEMENTATION PLAN Recipient Responsibilities: The RECIPIENT is responsible for planning the implementation of a Waste Reduction and Recycling program for the City of Yakima, in conformance with the County's Compres:nsive Solid Waste Management Plan. Activities that involve actual implementation of the program may include participation of the private sector where it has demonstrated ability and capacity to provide needed services. Maximum Eligible Cost: $31,000 Schedule: January 1992 to December 1993 Project Description: The RECIPIENT will develop specifications for equipment required for collection and handling of materials and also develop specifications for other containers needed to implement the Waste Reduction and Recycling Program. All draft Requests for Proposals for this program will be submitted to the DEPARTMENT for review and approval. The RECIPIENT will develop job descriptions of employees needed to provide service. The RECIPIENT will train current and new employees on health and safety issues, and develop ordinances relating to waste reduction and recycling within the City of Yakima. The RECIPIENT will notify the public on proper use of containers, accurate location and frequency of collection of the containers. The City will also conduct public training to encourage backyard composting and other waste reduction methods. The RECIPIENT will conduct promotional activities such as school classroom presentations and home demonstrations on use of containers. 2. PROJECT TASK: (WRR) HISPANIC INFORMATION AND EDUCATION PROGRAM Recipient Responsibilities: The RECIPIENT is responsible for implementation of a public education program for waste reduction and recycling, targeted at the Hispanic Community, in the City of Yakima, in conformance with the County Comprehensive Solid Waste Management Plan. 2 of 8 Grant No. Idi 92;)222_ Coordinated Prevention Grant Agreement with City of Yakima Maximum Eligible Cost: $25,000 Schedule: January 1992 to December 1993 Project Description: The objective is to develop a public education program for recycling and waste reduction targeted at the Hispanic Community in the City of Yakima. To achieve this, the city will develop a program identity and philosophy that will encourage a recycling ethic and commitment, and one that will create behavior changes. The RECIPIENT will set up a subcommittee to assist in identifying and analyzing the most effective methods for reaching all areas of the community. The RECIPIENT will conduct a public information campaign targeting single and multi -family residents and the commercial sector. The campaign will involve well-timed and orchestrated events, media relations and outreach activities. The city will produce brochures to introduce and explain the city's recycling program. A hand-out, door -hanger, self -mailer and bill stuffer will all be provided by the RECIPIENT. Public television and radio spots for airing on Hispanic channels will be developed. The RECIPIENT will develop bilingual information and organize outreach activities which will target Hispanic residents, businesses, youth groups, schools, and community organizations. The city will form a Hispanic subcommittee to assist the Citizen's Advisory Committee. CPG BUDGET Project Task 1. Waste Reduction & Recycling Implementation Plan 2. Hispanic Education & Information Program TOTAL FUND SOURCE Maximum Eligible Cost $31,000 25.000 $56,000 Total Eligible Project Cost $56,000 Fund Fund Share (%) liaaximum 'Find Amount Local Toxics Control Account 75% $42,000 4atch Requirement Match Share (%) Mit cii :fit: Cash Match or Interlocal Costs 25% $14,000 3 of 8 Grant No. 2r)c zZZ Coordinated Prevention Grant Agreement with City of Yakima ADDITIONAL BUDGET CONDITIONS 1. Five (5) percent of each payment will be withheld as retainage until satisfactory completion of the project. 2. Overhead is eligible, not to exceed 15 percent of the RECIPIENT salaries and benefits applied directly to the project. 3. Interlocal costs are eligible; other in-kind contributions are not eligible. 4. The fiscal office will monitor expenditures at the task level. A letter amendment is required to redistribute costs among tasks. A formal amendment is required to increase state funding. 5. The maximum allowable amount from LTCA is $42,000. All remaining costs will be paid by cash match and interlocal costs. SPECIAL TERMS AND CONDITIONS A. MINORITY AND WOMEN'S BUSINESS PARTICIPATION The RECIPIENT agrees to utilize to the maximum extent possible, minority owned and women owned businesses in purchases and contracts initiated after the effective date of this agreement. In the absence of more stringent goals established by the RECIPIENT's jurisdiction, the RECIPIENT agrees to utilize the DEPARTMENT's goals for minority- and women -owned business participation in all bit packages, request for proposals, and purchase orders. These goals are expressed as a percentage of the total dollars available for the purchase or contract and are as follows: Minority-owned business participation - 10% Women -owned business participation - 6% The RECIPIENT and ALL prospective bidders or persons submitting qualifications shall take the following steps in any procurement initiated after the effective date of this agreement: 1. Include qualified minority and women's businesses on solicitation lists. 2. Ensure that qualified minority and women's businesses are solicited whenever they are potential sources of services or supplies. 4 of 8 Grant No. Coordinated Prevention Grant Agreement with City of Yakima 3. Divide the total requirements, when economically feasible, into smaller tasks or quantities, to permit maximum participation by qualified minority and women's businesses. 4. Establish delivery schedules, where requirements permit, which will encourage participation of qualified minority and women's businesses. 5. Use the services and assistance of the State Office of Minority and Women's Business Enterprises and the Office of Minority Business Enterprises of the U.S. Department of Commerce, as appropriate. The RECIPIENT shall provide written certification, on a form provided by the DEPARTMENT, that the above steps were/will be followed. The RECIPIENT shall report to the DEPARTMENT at the time of submitting each invoice, on forms provided by the DEPARTMENT, payments made to qualified firms. The report will address: 1. Name and Federal Tax Identification number of qualified firm receiving funds under the voucher, including any sub and/or sub -subcontractors. 2. The total dollar amount paid to qualified firms under this invoice. B. INTERLOCAL AGREEMENTS If parties other than the RECIPIENT are contributing to the local share of project costs, memoranda of understanding or other written agreements confirming the contribution must be negotiated. These agreements must specify exact work to be accomplished and be signed by all parties contributing to the local match of this project. Copies of these agreements shall be submitted to the DEPARTMENT. C. PROMOTIONAL AND EDUCATIONAL MATERIALS All promotional and education materials developed as part of this grant shall be submitted to the DEPARTMENT for review and approval before being printed/published. The DEPARTMENT shall have the right to use any printed materials developed as part of this project in any manner the DEPARTMENT deems appropriate. The Washington State Department of Ecology will be acknowledged for providing funding in all published material and oral presentations that result from this grant. D. PROCUREMENT AND CONTRACTS 1. The RECIPIENT shall request and receive written authorization from the DEPARTMENT to contract performance to others, prior to proceeding with the procurement of a contract (Reference General Terms and Conditions, Item A.). 5 of 8 Grant No. Coordinated Prevention Grant Agreement with City of Yakima 2. The RECIPIENT shall provide written certification that they will follow their standard procurement procedures and/or applicable state law in awarding contracts; RECIPIENTS with no formal procurement procedures will be required to certify that they have complied with the "Standards for Competitive Solicitation", found in the Administrative Requirements for Ecology Grants and Loans. WDOE 1991. 3. The RECIPIENT shall submit all requests for qualifications (RFQ's), requests for proposals (RFP's), and bid documents relating to this grant agreement to the DEPARTMENT for review at least 30 days prior to advertising. The RECIPIENT shall receive DEPARTMENT written approval to proceed prior to advertising. 4. Prior to award of a contract, the RECIPIENT shall submit for review and approval, a summary of proposals received, the recommended selection, and evidence of proper advertising or solicitation. 5. Prior to execution, the RECIPIENT shall submit a copy of the proposed contract to the DEPARTMENT for review and written approval. Following execution, the RECIPIENT shall submit a copy of the contract to the DEPARTMENT. E. USE OF EXISTING CONTRACTS The RECIPIENT shall request and receive written authorization from the DEPARTMENT to use contracts entered into prior to the execution of the grant agreement for performance of grant funded activities. The request shall include a description of the procurement process used, certification by the RECIPIENT's signatory and legal counsel that all procurement requirements have been met, and a copy of the executed contract. F. ENGINEERING PLANS AND SPECIFICATIONS All engineering plans and specifications submitted for review shall- be completed and stamped by an appropriate licensed professional engineer The RECIPIENT shall certify that these design documents will provide for facilities conforming to requirements of the Minimum Functional Standards (Chapter 173-304 WAC), and to all other applicable federal, state, and local requirements, including evidence of SEPA compliance. Before construction may begin, final design of the project must be reviewed and approved by the DEPARTMENT, and all appropriate permits for the facilities obtained. This includes, in the case of Solid Waste Handling Permits, the approval of a new or amended operations plan by the Jurisdictional Health Department and the DEPARTMENT, before construction may begin. 6 of 8 Grant No. Coordinated Prevention Grant Agreement with City of Yakima G. SEPA COMPLIANCE To ensure that environmental values are considered by the state and local government officials when making decisions the RECIPIENT shall comply with the provisions of the State Environmental Policy Act (SEPA), Chapter 41.23C RCW, and the SEPA Rules, Chapter 197-11 WAC. Copies of the SEPA documents shall be sent to the DEPARTMENT's Environmental Review Section, the appropriate regional office, and the Waste Management Grants Section. H. WETLANDS PROTECTION To comply with the directive of Executive Order 90-04, Protection of Wetlands, all local governments are requested and encouraged to make all of their actions consistent with the intent of this executive order; specifically, (1) to avoid, to the extent possible, adverse impacts associated with the destruction or modification of wetlands, and (2) to avoid direct or indirect support of new construction in wetlands wherever there is a practical alternative. Z. FAILURE TO COMMENCE WORK In the event the RECIPIENT fails to commence work on the project funded herein within six (6) months after the effective date of this grant, the DEPARTMENT reserves that right to terminate this grant. J. DOCUMENT REVIEW AND APPROVAL Unless otherwise specified, at least three (3) copies of all documents prepared under this grant agreement shall be submitted by the RECIPIENT to the Project Officer for review and approval. The Project Officer will forward one (1) copy to the appropriate regional office of the DEPARTMENT. Approval will be based upon: 1) the regional office technical review and findings, and 2) the determination by the Project Officer that all requirements, terms and conditions of the grant agreement are being complied with. K. GRANT PROJECT REPORTING Quarterly progress reports shall be prepared by the RECIPIENT and submitted to the Project Officer of the DEPARTMENT. These reports shall include, but not be limited to the following information: 1) Information at the subtask level as appropriate. 2) Accomplishments for the reporting period. 3) Planned activities and schedule for the upcoming two months. 7 of 8 Grant No. Coordinated Prevention Grant Agreement with City of Yakima L. ALL WRITINGS CONTAINED HEREIN This agreement, the appended "General Terms and Conditions", and the DEPARTMENT's "Administrative Requirements for Ecology Grants and Loans", (WDOE 91-18), contains the entire understanding between the parties, and there are no other understandings or representatives except as those set forth or incorporated by reference herein. No subsequent modification(s) or amendment(s) of this grant agreement shall be of any force or effect unless in writing, signed by authorized representatives of the RECIPIENT and DEPARTMENT and made part of this agreement; EXCEPT a letter of amendment will suffice to redistribute the budget without increasing the total eligible project cost or change to the DEPARTMENT's Project Officer or the RECIPIENT's Project Coordinator or to extend the period of performance as set forth in the Grant Agreement. IN WITNESS WHEREOF, the parties hereby execute this Grant: STATE OF WASHINGTON DEPARTMENT OF ECOLOGY CITY OF YAKIMA Narda Pierce Assistant Director Waste Management Approved as to form only by Assistant Attorney General. Date Authorized Signature 8 of 8 Date rint Name o Aut orize . e icia Title 1111u1111. 1111, ECOLOGY Grantee Sworn Statement of Compliance with Minority and Women Business Utilization Requirements Department of Ecology Grant Number The undersigned, being first duly sworn, on oath, states on behalf of the GRANTEE as follows: The following affirmative steps in awarding contracts and subcontracts will be taken: 1. Include qualified minority, and women's business on solicitation lists; 2. Insure that qualified minority, and women's businesses are solicited whenever they are potential sources of services or supplies; 3. Divide the total requirements, when economically feasible into smaller tasks or quanti- ties to permit maximum participation by qualified minority, and women's business; 4. Establish delivery schedules, where requirements of the work permit, which will en- courage participation of qualified minority and women's business; and 5. Use the services and assistance of the state Office of Minority and Women Owned - Business, and the Office of Minority Business Enterprises of the U.S. Department of Commerce as appropriate. Authorized Signature Date Title State of ss County of Subscribed and sworn to before me this day ot , 19 _____ NOTARY PUBLIC in and for the State of residing in My commission expires H-1