The URL can be used to link to this page

Home My WebLink AboutAgreements/Contracts - Public Works (003)GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: PUBLIC WORKS REQUEST SUBMITTED BY: SHILO NELLIS CONTACT PERSON ATTENDING ROUNDTABLE: DAVE BREN CONFIDENTIAL INFORMATION: OYES *NO DATE: 1 2/1 2/24 PHONE: 509-754-6082 'TYPE(S) OF DOCUMENTS SUBMITTED: (CHECK ALL THAT APPLYY ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code El Emergency Purchase ❑Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders *Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB - E mm U! ms X Mir M 2 1 M Signature Authorization for Grant Agreement # SWMLSWFA-2325-GrCoPW-00130 Amendment No. 1 Washington State Department of Ecology, Local Solid Waste Financial Assistance 7/1/2023 to 6/30/2025,Amend the task budgets and slightly decrease total grant funds by $17936.00 If necessary, was this document reviewed by accounting? ❑ YES If this document requires legal review, route LEGAL REVIEW: legal or review prior If necessary, was this document reviewed by legal? ❑ YES ❑ NO DATE OF ACTION: 1'2-la3 ZIf APPROVE: DENIED ABSTAIN D2: D3: 4/23/24 ❑NO ON/A DEFERRED OR CONTINUED TO: 0 N/A a IVEDY .: A DEC 19 2024 nw.ua.ri _. P IV- -P nr_ December 19, 2024 Grant County Department of Public Works ,� . �� 124 Enterprise St. SuEs �t�` //�� Ephrata, WA 98823 pub1icworks@9rantcountywa.aov Serial No. 24,113 Board of Grant County Commissioners PO Box 37 Ephrata, WA 98823 RE: Signature Authorization for Grant Agreement # SWMLSWFA-2325-GrCoPW-00130 Amendment No. 1 Dear Board of County Commissioners: Please see attached amendment for review and approval. Aggenw: Washington State Department of Ecology, Local Solid Waste Financial Assistance Term of Contract: 7/1/2023 to 6/30/2025 Purpose: Amend the task budgets and slightly decrease total grant funds by $1,936.00 Amount: From $343,605 to $341,669.00 I am seeking authorization to sign the above referenced grant amendment with the Department of Ecology. This will allow Grant County to ensure all grant funds are spent out. Sincerely, Andy Booth Interim Public Works Director "To meet current and future needs, serving together with public and private entities, while fosteriner a respectful and C11 Z:� successful work en-virotimenCly John Brissey, Supervisor Dist. No. I .............. Ext. 3540 Information ................................... (509) 754-6082 Andy Booth, Deputy Public Works Director....... Ext. 3519 Mike DeTrolio, Supervisor Dist, No, 2 .......(509) 765-4172 FAX ........ ................... .................... (509) 754-6087 Bob Bersanti, Construction Engineer... ....... ..... Ext. 3503 Rusty Soelter, Supervisor Dist. No. 3 ........(509) 787-2321 Dave Bren, PE, County Road Engineer... Ext. 3502 Rod Follett, Supervisor Sign Shop ..................... Ext. 3579 John Spiess, Supervisor Central Shop ..... (509) 754-6086 JajaIra Perez. Finance Manager.......,..... Ext. 3555 Jason Collings, Supervisor Solid Waste...... (509) 754-4319 Tim Massey, Supervisor Bridge Crew .............. Ext. 3535 DEPARTMENT OF ECOLOGY State of Washington .AMENDMEN'"Ir NO. I TO AGREEMENT NO. SW.N11LSWFA-.' )023-GrCoPNV-00130 BETWEEN THE STATE OF WASHIN GTON DEPARTMENT OF ECOLOGY AND GRANT COUNTY PUBLIC WORKS PURPOSE: To amend the above -referenced agreement (AGREEMENT) between. the state of Washington Department of g Ecology (ECOLOGY) and GRANT COUNTY PUBLIC WORKS (RECIPIENT) for the P&I Grant County Public works (PROJECT). This amendment will decrease the agreement total. eligible cost by $2581.33 TEC from S458,140.00 to $455,558.67 (and by $1,936.00 from $343,605.00 to $341,,669.00 in state share). - The task cost for Task I Moderate Rish IvVaste is increased by S49,45.3 ).98 TEC from $298,000.00 to $347,453.98 (by $37,090.49 from S 223,500.00 to $260,590.49 in state share). - The task cost for Task 2 Recycling Operations is decreased by S69,904.94 TEC from $95,140.00 to $25,235.06 by $5 ,428.71 from $71 11�) '155.00 to $18,926.30 in state share). 2 - The task cost for Task 3 Organics Off -site Management is increased by $9,402.54 TEC from $45,000 to $54140'" 2.54 (by $7,051.91 from $33,750.00 to S40,801.91 in state share). - The task cost for Task 4 Solid. Waste Management Plan Maintenance is increased by $8,467.09 TEC from $20,000.00 to $ 2by 8,467.09 fi-one $15,000.00 to $21,3350.32- in state share'). 8A67.09 ( The scope of work remains the same, expected outcomes are, changed as follows: - Task I MRW Collection and Management - Increase from 65 tons to 85 tons of 14FINV" collected and managed - Task,"'- Recycling Operations - Decrease from 150 tons to 8.). of Solid Waste collected for recycling - Task 3 and Task 4 have no changes to expected outcomes. Decreased funds from this agreement will be re -obligated to other agreement(s) through the "unspent" process. IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows: Total Eligible Cost: Orlu'rinal: 458,140.00 Amended: 455,558.67 1� Project Short Description: Original: Grant County Public Works will spend S458,140 to effectively manage 65 tons of household hazardous waste, recycle 150 tons of solid waste, divert 100 tons of organics from the landfill, and finish Updating the solid waste management plan. Amended: Grant County Public Works will spend S455,558.67 to effectively manage 85 tons of household hazardous waste, recycle 82 Template Version 10/30120 IS State of Washington Dopartinont of Ecology GRANT COUNTY PUBLIC WORKS P&I Grant County Public Works Project Agreement No. SWMLSWrjA-2023-GrCoPW-00130 tons of solid waste, divert 100 tons of organics from the landfill, and finish updating the solid waste management plan. CHANGES TO THE BUDGET Funding Distribution EG240176 Funding Title: Oral -it County Public Works Funding Type: Funding Effective Date: Funding Source: Title: Fund: Type: Funding Source %: Description: Grant 07/01/2023 Funding Expiration Date; 06/30/2025 Model Taxies Control Operating Account (MTCOA) FIB State 100% Local Solid Waste Financial Assistance Approved Indirect Costs Rate: Approved State Indirect: 30% Recipient Mateb %: 25% InKind Interlocal Allowed: No InKind Other Allowed: No Is this Funding Distribution used to match a federal grant? No EGrainit County Public Works Task Total I MIS. Collection and Management $ 347,453.98 Recycling Operations 25,235.06 Organics Off -site Management 54,402.54 Solid Waste Management Plan Maintenance 7.09 CHANGE 8 TO SCOPE OF WORK Task Number: Task Tide: M..RW Collection and Management Total., $ 4 5595 58.67 Task Cost: $347,453.98 Page 2 of 10 Template Versim 10/30/2015 State of Washington Department of ]Ecology GRANT COUNTY PUBLIC WORKS P&I Grant County Public Works Prqject Agreement No. SWMLSWFA-2023-GiCoPW-00130 Task Desc Work Performed: Page 3 of 10 RECIPIENT will provide limited moderate risk waste disposal options for residents. RECIPIENT will promote Moderate Risk Waste (MRW) collection and proper disposal through media, community events and answering hotline calls, RECPIENT is accepting waste from businesses that designate as Small Quantity Generators (SQG) in conjunction with Household Hazardous Waste (HHw} collection events, If shipment/disposal bills for SQG waste cannot be separated from HHW, then a fee must be charged to each business to cover disposal costs and those fees must be itemized as a credit to the task. RECIPIENT accepts limited HHW at drop box locations and uses a Resolution with the Regional Board of Mayors (RBOM) to provide oil collection. RECIPIENT accepts hard -to -recycle items such as Freon -containing appliances. Antifreeze is accepted at CDS1 Transfer Station and Delano Regional Transfer Station. RECIPIENT will offer six HHW collection events through a contractor and Lip to six tailgate events, RECIPIENT is participating in the PaintCare product stewardship program and will be 'implementing special collection events. ECOLOGY encourages RECIPIENT to contact PaintCare to coordinate their presence at events. PaintCare will take all acceptable products dining the event at no charge to the RECIPIENT, resulting in a cost savings to the RECIPIENT. Costs Eligible for Reimbursement: * Staff salaries and benefits, and indirect up to 30% a Contractor costs a Supplies and tools necessary to implement the task work (description and use must be clearly commimicated in the Item Description on the Expenditures Table) * Educational and promotional activities to promote proper MRW disposal, recycling and hot fine calls * Costs not listed here but approved in writing by ECOLOGY * Equipment over $5,000 (pre -approved by ECOLOGY) Costs Ineligible for Reimbursement: * Overtime unless the individual spent 100 percent of their time on LSWFA activities in the core 40-hour work weelc * Disposal costs for the management of waste accepted from businesses that designate as Small Quantity Generators * Costs covered by existing product stewardship organizations and. costs covered by new product stewardship organizations that are fully implemented during this agreement period * Staff participation in trainings, workshops, or conferences not pre -approved in writing by ECOLOGY * Costs of membership in civic, business, technical, or professional organizations not pre -approved in writing by ECOLOGY * Costs not supported with required documentation Task Goal Statement: The goal of this task is to provide residents with a safe and convenient drop off of their Household Hazardous Waste (1-11-1W) in an effort to improve the quality of the envirormient by diverting from they municipal solid waste stream and preventing improper Template Version 10/3 0/20 15 State of Washington Mpartment of Ecology GRANT COUNTY PUBLIC WORKS P&I Grant County Public Works Project Agreement No. SWMLSWFA-2023-GiCoPW-00130 disposal of this material. Task Expected Outcome: With the task budget, RECIPIENT estimates: 9 85 tons HHW collected and managed Recipient Task Coordinator: Joan Sieverkropp Deliverables Page 4 of 10 Number Description Due Date Task Expected Outcomes are the deliverables and achieved incrementally throughout the biennium. CHANGES TO SCOPE OF WORK Task Number: 2 Task Cost: $25,235.06 Task Title: Recycling Operations Task Dese RECIPIENT employees will operate a recycling collection center at the Ephrata Landfill to collect designated recyclable materials from residents not served by curbside collection and is also the drop off location for recyclable materials collected curbside. RECIPIENT will manage a hotline to answer questions about recycling opportunities in Grant County and may host a recycling and waste reduction information booth at community events such as the Grant County Fair, if feasible. RECIPIENT will work with ECOLOGY and Grant County Health District {OCHD) to coordinate free tire collection/recycling events during the agreement period. RECIPIENT will plan, promote, and provide employees at the event. RECIPIENT will provide support equipment such as portable toilets. These costs are eligible under this Task. ECOLOGY Tire Cleanup Program will provide the contractors to transport the tires for final disposition. These costs will not be charged to the Task. RECIPIENT may contract for assistance with this task. Reimbursement for costs incurred by contractors to perform work identified in this Task are subject to the same eligibility and reimbursement requirements as the RECIPIENT and require ECOLOGY approval. RECIPIENT must acknowledge in the communications that funding was provided by ECOLOGY. Costs Eligible for Reimbursement: * Staff salaries and benefits, and 'Indirect up to 30% * Grant administration cost for city educational sub -grants Template Vorsion 10/30/2015 State of Washington Department of Ecology Page 5 of 10 GRANT COUNTY PU13LIC WORKS P&I Grant County Public Works Project Agreement No. SWML8WFA-2023-GrCoPW-00130 a Contractor costs @ Educational and promotional activities to promote recycling education and hot line calls Equipment over $5,000 (pre -approved by ECOLOGY) Costs not listed here but approved in writing by ECOLOGY Costs Ineligible for Reimbursement: * Collection and disposal costs of any materials collected or advertised as collected for recycling or reuse, or marl<eted for recycling or reuse under this task a Overtime unless the individual spent 100 percent of their time on LSWFA activities in the core 40-hour work week o Costs covered by existing product stewardship organizations and costs covered by new product stewardship organizations that are fully implemented during this agreement period * Costs covered by the Washington State Tire Prograin • Staff participation in trainings, workshops, or conferences not pre -approved in writing by ECOLOGY • Costs of membership in civic, business, technical, or professional organizations not pre -approved in writing by ECOLOGY • Costs not supported with required documentation Task Goal Statement: The goal of this task is to increase the amount of material collected for recycling and diverted fro disposal by providing options for residents to recycle. Task Expected Outcome: With the task budget, RIBMIENT estimates: a 82 tons of Solid Waste collected for recycling Recipient Task Coordinator: Joan Sieverkropp Deliverables Number Description Due Date 2.1 I Task Expected Outcomes are the deliverables and achieved I incrementally throughout the biennium. I I I CHANGES TO SCOPE, OF WORK Task Number: 3 Task Cost: $54,402.54 Task Title: Organics Off -site Management Task Dese RECIPIENT, through an interlocal agreement with the Town of Wilson Creek, will reimburse costs for a local residential yard waste collection program, Collected material will be hauled by a contractor to the Quincy compost facility. Wilson Creek charges a monthly fee to residents for the service and must report total fees collected in the same period eosts are requested for Templatc Version 10/30/2015 State of Washington Dopartmeat of ECOlogy Page 6 of 10 GRANT COUNTY PUBLIC WORKS P&I Grant County Public Works Project Agreement No. SWMLSWFA-2023-GTCOPW-00130 reimbursement. RECIPIENT must itemize the fees as a credit to the task, RECIPIENT, through interlocal agreements with the City of Moses Lake and the Regional Board of Mayors (RBO.1 ), will reimburse costs for community wood waste collection, and chipping events. The City of Moses Lake and the RBOM will each offer up to two (2) collection events each year. Woody material collected at curbside and d-Luing events may be chipped and used in city parks or sent to composting facilities. RECIPIENT will conduct at least (4) compost workshops to teach residentsabout composting and grass cycling. RECIPIENT ill survey workshop participants by sending a survey within a year f the class to confirm participants ar w o, c s e using their composter. RECIPIENT will promote yard waste reduction through a variety of media types. RECIPIENT may implement similar programs in other communities if feasible. Costs Eligible for Reimbursement: • Staff salaries and benefits, and indirect up to 30% • Contractor costs • Wilson Creek employee time to: - Load residential yard waste into collection containers - Operate and maintain collection equipment - Remove contamination from collected material and transport clean material the compost facility - Tipping fees at an organics facility - Grant Administration * Moses Lake employee time to: - Load collected wood waste into collection containers - Operate and maintain collection equipment - Remove cont,,cunination -from collected material and transport clean material to City facilities for reuse - Maintenance and operation of chipper - Rental of Equipment if needed for events - Grant Administration • Regional Board of Mayors (RBOM) employee time to: - Load collected wood waste into collection containers - Operate and maintain collection equipment - Remove contamination from collected material and transport clean material to City facilities for reuse Purchase, maintenance and operation of chipper - - Rental of Equipment if needed for events - Grant Administration * Supplies and tools necessary to implement the task work, (description and use must be clearly communicated in the Item Description on the Expenditures Table) -* Costs not listed here but approved in writing by ECOLOGY Costs Ineligible for Reimbursement: e Ovellime unless the individual spent 100 percent of their time on LSWFA activities in the core 40-hour work week Template Versimi 10/30/2015 Statc of Washington Departinont of Ecology GRANT COUNTY PUBLIC WORKS P&I Grant County Public Works Project Agreement No. SWMLS)kTA-2023-GrCoPW-00130 Page 7 of 10 * Staff Participation in trainings, workshops, or conferences not pre -approved in writing by ECOLOGY * Costs of membership in civic, business, technical, or professional organizations not pre -approved in writing by ECOLOGY * Costs not supported with required documentation Task Goal Statement: The goal of this project is increasing public Imowledge about backyard composting, grasscycling as well as increased participation in composting. Task Expected Outcome: With the task budget, RECIPI ENT estimates: e 100 tons of Organic waste diverted from landfilling Recipient Task Coordinator: Joan Sieverluopp Defiverables Number Description Due Date 3.1 I Task Expected Outcomes are the deliverables and achieved incrementally throughout the biennium. CHANGES TO SCOPE OF WORK Task Number: 4 Task Cost: $28,467,09 Task Title: Solid Waste Management Plan Maintenance Task Descr RECIPIENT expects to submit a preliminary draft of the Solid and Hazardous Waste Management Plan (S/HWMP) for ECOLOGY review by Spring of 2024 and anticipates submitting a final draft for ECOLOGY approval by the end of the 23-25 Biennium. Grant payments are disbursed according to the following Proposed Work Phan and Reimbursement schedule. Proposed Wor1c Plan and Reimbursement Schedule: Q2 Acquire planning intcrlocat agreements, if not already in place, from incorporated cities, initiate stakeholder review of plan. Submit to Ecology a schedule for plan update. Eligible costs to this point are reimbursable. Q3 Chapters are drafted. Submit to Ecology copies of drafted chapters. Eligible costs to this point are reimbursable, Q4 Chapters are drafted. Submit to Ecology copies of drafted chapters. Eligible costs to this point are reimbursable. Q5 SEPA and public review started. Incorporate SWAC cornments. Provide preliminary Draft Plan for commissioner review. Submit to Ecology proof of completed work. Eligible costs to this point are reimbursable, Q6 Public review coinplcted. UTC Cost Assessment Questionnaire complete. Submit to Ecology proof of completed work. Teinplate Version 10/3012015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS M Grant County Public Works Project Agreement No. SWMLSWFA-2023 -OrCoPW-00 13 0 Pages of 10 Eligible costs to this point are reimbursable. Q6 SEPA completed. Submit Preliminary Draft Plan for Ecology review. Eligible costs to this point are reimbursable. Q7 Incorporate Ecology Preliminary Draft Plan comments. Work with SWAG, update Draft Plan for Ecology final review. Submit document addressing Ecology comments. Eligible costs to this point are reimbursable. Q7 Resolution of Adoption by County and all signatories to the plan, if needed. Final SWAG review of Waste Reduction and Recycling element (70A.205.115(3)). Q8 Submit Final Draft for Ecology's review and approval. Eligible and final costs are reimbursable. Costs Eligible for Reimbursement • Staff salaries and benefits, and indirect not to exceed 30% • Contractor, costs • Necessary supplies and tools with Ecology prior approval • Costs not listed here but approved in writing by ECOLOGY Costs Ineligible for Reimbursement I * Overtime unless the individual spent 100 percent of their time on LSWFA activities in the core 40-houx work week o Costs not supported with required documentation Task Goal Statement: The goal of this task is to submit a Final Draft plan for Ecology review before the end of the grant period. Task Expected Outcome,: With the task budget, RECIPIENT estimates,, ,@ I Final Draft submitted Recipient Task Coordinator: Joan Sieverlaopp Deliverables Number Description Due Date 4.1 Task Expected Outcomes are the deliverables and achieved incrementally throuj�hout the biennium. Template Version 10/30/2015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS PSI Grant County Public. Works Project Agreement No. SWMLSWFA-2023 -GrCoPW-00 130 FundIZ Distribution Summary Recipient I Ecology Share Page 9 of 10 Funding Distribution Name Recipient Match % Recipient Share Ecology Share Total Grant County Public Works 25 % 113,889.67 341,669.00 $ 455,1558.67 Total $ 1139889.67 $ 341,66.9.00 1$ 455,558.67 1 Template Version 10/3 0/2015 Docusign Envelope ID: 8803ED6C-0234-4FC6-AC8E-85B01034DB13 State of Washington Department of Bcology Page 10 of 10 GRANT COUNTY PUBLIC WORKS P&I Grant County Public Works Projmt Agreement No. SWM1SWFA-2023.OrCoPW-00130 AUTHORIZING SIGNATURES All other terms and conditions of the original Agreement including any Amendments remain in full force and effect, except as expressly provided by this Amendment. The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their respective organizations to this Amendment. This amendment will be effective 07/01/2023. IN WITNESS WHEREOF: the parties hereto, having read this Amendment in its entirety, including all attachments, do agree in each and every particular and have thus set their hands hereunto. Washington State Department of Ecology By. 9Signed by: (,h ^ 1461A, 1/15/2025 Peter-M ED24H... Date Y Solid Waste Management Program Manager Template Approved to Form by Attorney General's Office Template Version 101302015 GRANT COUNTY PUBLIC WORKS Andy Booth Deputy Director 117 r 0 docusign Certificate Of Completion Envelope Id: 8803ED6C-0234-4FC6-AC8E-85B01034DB13 Subject: DocuSign: SWMLSWFA-2023-GrCoPW-00130 Al Source Envelope: Document Pages: 16 Signatures: 1 Certificate Pages: 2 Initials: 1 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) Record Tracking Status: Original 1/6/2025 9:28:09 AM Security Appliance Status: Connected Storage Appliance Status: Connected Signer Events Tami Ramsey TMOR461 @ecy.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Peter Lyon plyo461 @ecy.wa.gov Solid Waste Management Program Manager Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Tami Ramsey tmor461 @ecy.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Editor Delivery Events Agent Delivery Events Intermediary Delivery Events Certified Delivery Events Carbon Copy Events Holder: Tami Ramsey TMOR461 @ecy.wa.gov Pool: StateLocal Pool: Washington State Department of Ecology Signature DS Signature Adoption: Pre -selected Style Using IP Address: 216.128.111.82 Signed by: Nw �6vu 7DI K48MED24H... Signature Adoption: Pre -selected Style Using IP Address: 165.151.233.47 Signature Status Status Status Status Status Status: Delivered Envelope Originator: Tami Ramsey P.O. Box 47600 Olympia, WA 98504 TMOR461 @ecy.wa.gov IP Address: 216.128.111.82 Location: DocuSign Location: DocuSign Timestamp Sent: 1/6/2025 9:30:05 AM Viewed: 1/6/2025 9:30:13 AM Signed: 1/6/2025 9:30:42 AM Sent: 1/6/2025 9:30:44 AM Resent: 1/15/2025 12:56:59 PM Viewed: 1/15/2025 12:58:34 PM Signed: 1/15/2025 12:58:44 PM Sent: 1/15/2025 12:58:46 PM Resent: 1 /16/2025 3:28:22 PM Viewed: 1/16/2025 3:29:27 PM Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 1/62025 9:30:05 AM Envelope Updated Security Checked 1/16/2025 3:28:21 PM Envelope Updated Security Checked 1/16/2025 3:28:21 PM Certified Delivered Security Checked 1/16/2025 3:29:27 PM Payment Events Status Tit