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HomeMy WebLinkAboutContract No. 2013 2496 CITY OF COLUMBIA HEIGHTS PUBLIC WORKS DEPARTMENT TO: Gary Peterson, Mayor Walt Fehst, City Manager FROM: Kevin Hansen, Public Works Director 6/t Jesse Davies, Public Works Administrative Assistant SUBJECT: SCORE Grant agreement 2013 DATE: March 26, 2013 The 2013 Recycling Grant agreement from Anoka County is attached for your signature (Appendix A). The funding for this agreement depends on the County receiving SCORE funding from the State, two disbursements per year. Provided this funding is maintained, we should receive $49,865 from the base recycling agreement this year. The agreement will need to be signed and returned to Anoka County by the end of March. The 2012 SCORE tonnage report from the County (Appendix B) showed the City did not achieve the recycling goal, even though our tonnage was about the same as the year prior (our goal increased 9% in 2012). The SCORE goal for 2013 is 1,792 tons a 2% increase. The base agreement requirements are set out in paragraph 4. Public Works will ensure all requirements are met during the year. Since our City did not meet the SCORE goal we are required to submit a plan to increase recycling opportunities and promotions beyond the base agreement. The good news for this year is that the County is offering additional funds, above the base agreement, for the added activities. We are proposing the following additions: MDescription Est. Cost Grant program ail additional recycling promotion flyer $3,000 Enhancement Grant ocus on 4 apartment buildings plus apt baskets $2,000 Enhancement Grant 3 Electronics event with October fluorescent bulb $1000 Enhancement Grant 4 Bag liners for Park recycling bins $700 Park recycling grant For more details about the additional activities see Attachment B of the SCORE agreement. The City is requesting a total of$56,565 in grant reimbursements from Anoka County. Please sign the three copies of the agreement and forward to Public Works. We will receive an original signed copy back after the county officials sign the agreement. For more information call Jesse Davies, Public Works Administrative Assistant, at extension 706. Jd:jd Appendixes: A: Anoka County 2013 SCORE letter and Anoka County agreement B: 2012 Municipal Recycling Report APPENDIX A COUNTY OF ANOKA Integrated Waste Management Department Government Center 2100 3rd Avenue,STE 340 • Anoka,Minnesota 55303-5032 763-323-5730 • Fax 763-323-5731 AIN OKA E-mail•recycle @co.anoka.mn.us COUNTYwww.AnokaCounty.us/recycle k N j Memo To: Municipal Recycling Coordinators From: Carolyn Smith, Solid Waste Abatement Specialist Regarding: New 2013 Funding and Goals, Carolyn Smith,Anoka County The proposed 2013 municipal funding allocation is a fixed base of$10,000 for each municipality and $5.00 per household. In addition,targeted program funds are available for specific program areas. The household count is based on the latest population and household estimate available from the Metropolitan Council. This funding allocation is not dependent upon the receipt of the second SCORE allocation but will use reserve funds if the second grant payment is not received in the spring of 2013. In addition, grant funds may be used for problem materials, yard waste/organics and if previous year goal achievement is 108%, some funds may be used for non-residential recycling. The 2013 Residential Recycling Agreements include a$10,000 base and$5 per household and options for the following programs: Full service drop-off recycling centers $30,000 Monthly drop-off recycling centers- $5,000* to $15,000 depending on the number of households Municipal Park Recycling-$2,000 to $6,000 depending on the number of households Community Event Recycling- $2,000 to $6,000 depending on the number of households Enhancement Grant$I/Household *Up to 2,000 HH$5,000, 2001-4,999 $10,000 and 5,000 and up$15,000 The proposed 2013 municipal recycling goal is 185 pounds per person single family households (up to 4 units) and 175 pounds per person for multi-unit households (5 units or more). This goal reflects the estimated tonnage needed to assist the county in achieving its recycling goal as established by the State of Minnesota. The goals have been set to reflect the difference between single family and multi-unit housing. These changes have been included in the 2013 Residential Recycling Agreements Section 4. b.i.—iv. and Section 7 c. and d. Three copies have been enclosed for your municipality. Please have all three signed and fill in the 2013 Municipal Funding Request—Attachment B. Each contract must have a completed Attachment B. Thank you for your cooperation and efforts to reduce waste and increase the amount of material recycled in our county. Please do not hesitate to call me if you have questions regarding our new program. Affirmative Action/Equal Opportunity Employer Printed on 50%recycled paper of which 30% is post-consumer Anoka County Contract#2012-0369 AGREEMENT FOR RESIDENTIAL RECYCLING PROGRAM THIS AGREEMENT made and entered into on the 1st day of January, 2013, notwithstanding the date of the signatures of the parties, between the COUNTY OF ANOKA, State of Minnesota, hereinafter referred to as the "COUNTY", and the CITY OF COLUMBIA HEIGHTS, hereinafter referred to as the "MUNICIPALITY". WITNESSETH: WHEREAS, Anoka County will receive $810,000.00 in funding from the State of Minnesota pursuant to Minn. Stat. § 115A.557 (hereinafter "SCORE funds") and $330,000.00 in funding pursuant to Minn. Stat. § 473.8441 (hereinafter "LRDG funds ") prior to the effective date of this Agreement; and WHEREAS, the County wishes to assist the Municipality in meeting recycling goals established by the Anoka County Board of Commissioners by providing said SCORE and LRDG funds to cities and townships in the County for solid waste recycling programs. NOW, THEREFORE, in consideration of the mutual covenants and promises contained in this Agreement, the parties mutually agree to the following terms and conditions: 25. PURPOSE. The purpose of this Agreement is to provide for cooperation between the County and the Municipality to implement solid waste recycling programs in the Municipality. 26. TERM. The term of this Agreement is from January 1, 2013 through December 31, 2013, unless earlier terminated as provided herein. 27. DEFINITIONS. a. "Problem material' shall have the meaning set forth in Minn. Stat. § 115A.03, subdivision 24a. b. "Multi-unit households" means households within apartment complexes, condominiums, townhomes, mobile homes and senior housing complexes. c. "Opportunity to recycle" means providing recycling and curbside pickup or collection centers for recyclable materials as required by Minn. Stat. § 115A.552. d. "Recycling" means the process of collecting and preparing recyclable materials and reusing the materials in their original form or using them in manufacturing processes that do not cause the destruction of recyclable materials in a manner that precludes further use. e. "Recyclable materials" means materials that are separated from mixed municipal solid waste for the purpose of recycling, including paper, glass, plastics, metals, fluorescent lamps, major appliances and vehicle batteries. f. Refuse derived fuel or other material that is destroyed by incineration is not a recyclable material. g. "Yard waste" shall have the meaning set forth in Minn. Stat. § 115A.03, subdivision 38. 28. PROGRAM. The Municipality shall develop and implement a residential solid waste recycling program adequate to meet the Municipality's annual recycling goal of 1,792 tons of recyclable materials as established by the County. The Municipality shall ensure that the recyclable materials collected are delivered to processors or end markets for recycling. a. The Municipal recycling program shall include the following components: i. Each household (including multi-unit households) in the Municipality shall have the opportunity to recycle at least four broad types of materials, such as paper, glass, plastic, metal and textiles. ii. The recycling program shall be operated in compliance with all applicable federal, state, and local laws, ordinances, rules and regulations. iii. The Municipality shall implement a public information program that contains at least the following components: (1) One promotion is to be mailed to each household focused exclusively on the Municipality's recycling program; (2) One promotion advertising recycling opportunities available for residents is to be included in the Municipality's newsletter or local newspaper; and (3) Two community presentations are to be given on recycling. The public information components listed above must promote the focused recyclable material of the year as specified by the County. The County will provide the Municipality with background material on the focused recyclable material of the year. iv. The Municipality, on an ongoing basis, shall identify new residents and provide detailed information on the recycling opportunities available to these new residents. b. The Municipality is encouraged to expand its recycling program to include one or more of the following components in order to receive additional funding. i. The Municipality shall organize either spring and fall clean-up recycling drop-off events or monthly recycling drop offs which can be held in conjunction with a neighboring municipality on a cooperative basis for the citizens of both Municipalities. ii. The Municipality shall provide a community event recycling program, which at a minimum would consist of a providing recycling opportunities at all municipality sponsored events and festivals. iii. The Municipality shall provide the opportunity for citizens to engage in recycling activities at municipal parks. iv. The Municipality shall organize and manage a Full Service Recycling Drop-off Center. c. If the Municipality's recycling program did not achieve the Municipality's recycling goals as established by the County for the prior calendar year, the Municipality shall prepare and submit to the County by March 31, 2013, a plan acceptable to County that is designed to achieve the recycling goals set forth in this Agreement. 5. REPORTING. The Municipality shall submit the following reports semiannually to the County no later than July 20, 2013 and January 20, 2014: a. An accounting of the amount of waste which has been recycled as a result of the Municipality's activities and the efforts of other community programs, redemption 2 centers and drop-off centers. For recycling programs, the Municipality shall certify the number of tons of each recyclable material which has been collected and the number of tons of each recyclable material which has been marketed. For recycling programs run by other persons or entities, the Municipality shall also provide documentation on forms provided by the County showing the tons of materials that were recycled by the Municipality's residents through these other programs. The Municipality shall keep detailed records documenting the disposition of all recyclable materials collected pursuant to this agreement. The Municipality shall also report the number of cubic yards or tons of yard waste collected for composting or landspreading, together with a description of the methodology used for calculations. Any other material removed from the waste stream by the Municipality, i.e. tires and used oil, shall also be reported separately. b. Information regarding any revenue received from sources other than the County for the Municipality's recycling programs. c. Copies of all promotional materials that have been prepared by the Municipality during the term of this Agreement to promote its recycling programs. The Municipality agrees to furnish the County with additional reports in form and at frequencies requested by the County for financial evaluation, program management purposes, and reporting to the State of Minnesota. 6. BILLING AND PAYMENT PROCEDURE. The Municipality shall submit itemized invoices semiannually to the County for abatement activities no later than July 20, 2013 and January 20, 2014. Costs not billed by January 20, 2014 will not be eligible for funding. The invoices shall be paid in accordance with standard County procedures, subject to the approval of the Anoka County Board of Commissioners. 7. ELIGIBILITY FOR FUNDS. The Municipality is entitled to receive reimbursement for eligible expenses, less revenues or other reimbursement received, for eligible activities up to the project maximum as computed below, which shall not exceed $84,838.00. The project maximum for eligible expenses shall be computed as follows: a. A base amount of$10,000.00 for recycling activities only; and b. $5.00 per household for recycling activities only; and C. As provided according to the eligibility schedule in Attachment A for each of the following services: Full Service Recycling Drop-off Center, Spring/Fall or Monthly Drop-off events; Municipal Park Recycling; Community Event Recycling; and Enhancement Grants; and d. After considering the 2013 Municipal Funding Request (Attachment B) designating the additional Grant Projects that the City will undertake in the upcoming year. Notwithstanding any provision to the contrary, the County reserves the right to reduce the funding provided hereunder in the event the City does not undertake and complete the additional Grant Projects referenced in Attachment B. 8. RECORDS. The Municipality shall maintain financial and other records and accounts in accordance with requirements of the County and the State of Minnesota. The Municipality shall maintain strict accountability of all funds and maintain records of all 3 receipts and disbursements. Such records and accounts shall be maintained in a form which will permit the tracing of funds and program income to final expenditure. The Municipality shall maintain records sufficient to reflect that all funds received under this Agreement were expended in accordance with Minn. Stat. § 115A.557, subd. 2, for residential solid waste recycling purposes. The Municipality shall also maintain records of the quantities of materials recycled. All records and accounts shall be retained as provided by law, but in no event for a period of less than five years from the last receipt of payment from the County pursuant to this Agreement. 9. AUDIT. Pursuant to Minn. Stat. § 16C.05, the Municipality shall allow the County or other persons or agencies authorized by the County, and the State of Minnesota, including the Legislative Auditor or the State Auditor, access to the records of the Municipality at reasonable hours, including all books, records, documents, and accounting procedures and practices of the Municipality relevant to the subject matter of the Agreement, for purposes of audit. In addition, the County shall have access to the project site(s), if any, at reasonable hours. 10. GENERAL PROVISIONS. a. In performing the provisions of this Agreement, both parties agree to comply with all applicable federal, state or local laws, ordinances, rules, regulations or standards established by any agency or special governmental unit which are now or hereafter promulgated insofar as they relate to performance of the provisions of this Agreement. In addition, the Municipality shall comply with all applicable requirements of the State of Minnesota for the use of SCORE funds provided to the Municipality by the County under this Agreement. b. No person shall illegally, on the grounds of race, creed, color, religion, sex, marital status, public assistance status, sexual preference, handicap, age or national origin, be excluded from full employment rights in, participation in, be denied the benefits of, or be otherwise subjected to unlawful discrimination under any program, service or activity hereunder. The Municipality agrees to take affirmative action so that applicants and employees are treated equally with respect to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, selection for training, rates of pay, and other forms of compensation. c. The Municipality shall be responsible for the performance of all subcontracts and shall ensure that the subcontractors perform fully the terms of the subcontract. The Agreement between the Municipality and a subcontractor shall obligate the subcontractor to comply fully with the terms of this Agreement. d. The Municipality agrees that the Municipality's employees and subcontractor's employees who provide services under this agreement and who fall within any job classification established and published by the Minnesota Department of Labor & Industry shall be paid, at a minimum, the prevailing wages rates as certified by said Department. e. It is understood and agreed that the entire Agreement is contained herein and that this Agreement supersedes all oral and written agreements and negotiations between the parties relating to the subject matter hereof. 4 f. Any amendments, alterations, variations, modifications, or waivers of this Agreement shall be valid only when they have been reduced to writing, duly signed by the parties. g. Contracts let and purchases made under this Agreement shall be made by the Municipality in conformance with all laws, rules, and regulations applicable to the Municipality. h. The provisions of this Agreement are severable. If any paragraph, section, subdivision, sentence, clause or phrase of this Agreement is for any reason held to be contrary to law, such decision shall not affect the remaining portion of this Agreement. i. Nothing in this Agreement shall be construed as creating the relationship of co- partners, joint venturers, or an association between the County and Municipality, nor shall the Municipality, its employees, agents or representatives be considered employees, agents, or representatives of the County for any purpose. 11. PUBLICATION. The Municipality shall acknowledge the financial assistance of the County on all promotional materials, reports and publications relating to the activities funded under this Agreement, by including the following acknowledgement: "Funded by the Anoka County Board of Commissioners and State SCORE funds (Select Committee on Recycling and the Environment). 12. INDEMNIFICATION. The County agrees to indemnify, defend, and hold the Municipality harmless from all claims, demands, and causes of action of any kind or character, including the cost of defense thereof, resulting from the acts or omissions of its public officials, officers, agents, employees, and contractors relating to activities performed by the County under this Agreement. The Municipality agrees to indemnify, defend, and hold the County harmless from all claims, demands, and causes of action of any kind or character, including the cost of defense thereof, resulting from the acts or omissions of its public officials, officers, agents, employees, and contractors relating to activities performed by the Municipality under this Agreement. The provisions of this subdivision shall survive the termination or expiration of the term of this Agreement. 13. TERMINATION. This Agreement may be terminated by mutual written agreement of the parties or by either party, with or without cause, by giving not less than seven (7) days written notice, delivered by mail or in person to the other party, specifying the date of termination. If this Agreement is terminated, assets acquired in whole or in part with funds provided under this Agreement shall be the property of the Municipality so long as said assets are used by the Municipality for the purpose of a landfill abatement program approved by the County. 5 IN WITNESS WHEREOF, the parties hereunto set their hands as of the dates first written above: CITY OF COLUMBIA HEIGHTS COUNTY OF ANOKA Y B .� Rhonda Sivarajah, Chair kk/Name: . �'�'S 7`—" Anoka County Board of Commissioners Title: �'-v' c '� G,: (� Date: Date: By: Jerry Soma County Administrator un cipality's lerk ( Date: Date: ���- l Approved as to form and legality: Approv as to form nd le y: Assistant County Attorney 6 2013 Municipal Funding Request Attachment B The City of Columbia Heights is requesting the following funding for their municipal efforts in 2013. Grant Projects Eligible Allocations Amount Requested Municipal Grant Funding Allocation $49,865.00 $49,865.00 Full Service Drop-off Center Allocation $30,000.00 (Staffed recycling center,open a minimum of 5 days per week, collecting mattresses,traditional rec clables,scrap metal,carpet,etc.) Monthly Drop-off Center $15,000.00 Municipal Park Recycling $6,000.00 $700 Community Event Recycling $6,000.00 Recycling Enhancement Grant $7,973.00 $6,000.00 (Additional promotion efforts,multi-units,organics program) Insert a description of the efforts being proposed below. Total Amount Being Requested for 2013 $56,565.00 A description of the efforts being proposed for the Recycling Enhancement Grant. 1. Mail one additional recycling promotion flyer City-wide. This will cost about $3,000 and requested funding by the Recycling Enhancement Grant program. 2. The recycling coordinator's goal is to work closely with at least 4 apartment buildings including providing apartment baskets for those units. We are requesting $2,000 from the Enhancement Grant program. 3. Add electronics collection with the October fluorescent bulb event. Residents would only pay disposal fees, avoiding trip charges etc., and the vendor will collect the money directly. We propose to cover the vendor and City overhead charges estimated to be $1,000. Funds are requested from the Recycling Enhancement Grant. 4. The parks dept. is requesting to order clear bags to help crews keep the trash and recycling separate while picking and dumping. Cost $700 requested from the Park recycling grant. The City of Columbia Heights requests $56,565.00 for 2013 Municipal Funding. Date vl_,)_M� /"? Name �7,f-we A,,,,e2 � Title 4b167C /7 � i�L //`1,�_6�le Xrr ,,-2,,,