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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, P.E.��
n
Public Works Directdr /County Engineer
Agenda Date: September 2, 2014
Subject: Amendment 1 to Agreement with Dept. of Ecology, Coordinated
Prevention Grant No. G1400101
Statement of Issue:
Additional State funds have been made available, applied for and have been awarded
to Public Works pending the execution of the attached Amendment 1 to above
referenced grant. The additional funding allows Public Works to conduct household
hazardous waste (HHW) collection events in Quilcene and Port Ludlow (scheduled for
October 18, 2014 and April 18. 2015, respectively.) The amendment further allows for
the development, printing and distribution of household hazardous waste program
brochures for both collection events and the year- around fixed collection facility
located in the Port of Port Townsend's Boat Haven.
Analysis /Strategic Goals /Pro's 8 Con's:
The project contributes to Recommendation S13 of the adopted Solid Waste
Management Plan by continuing to conduct HHW collection events, and
Recommendation S14 by providing hazardous waste disposal educational materials.
The project contributes to the County Goal #9 by seeking non -local sources of
revenue.
Applying State grant funding to the local hazardous waste collection program extends
Local expenditure by a factor of four. Notably the CPG program is a vehicle through
which local residents benefit from Citizens' Initiative 97 that created a first -
possession tax on hazardous substances entering our state. The grant, then, provides
residents a service for which they have indirectly paid for when purchasing products
containing hazardous substances.
Department of Public Works
O Consent Agenda
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Fiscal Impact /Cost Benefit Analysis:
The HHW collection events are estimated to cost $21,109.33 with 75 percent funding
provided by the grant and $5,277.33 provided by Public Works matching funds through
the approved 2014 Solid Waste budget.
A higher cost of conducting collection events is a trade -off that provides local disposal
opportunity to those living further from the fixed year- around facility in Port
Townsend. Collection events can divert hazardous wastes that are otherwise often
placed in the regular trash. Maintaining a hazardous waste collection program
reduces local liability of clean -up costs should the regional solid waste landfill be
found to be contaminated.
Recommendation:
Approve and sign in blue ink three originals of Amendment No. 1 to Agreement No.
G1400101 and return to Public Works for final processing by WA Department of
Ecology.
Department Contact:
Jerry Mingo, x230
Reviewed By:
Philip Morley -ounty "Administrator
Date
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DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO. I TO AGREEMENT NO. G1400101
BETWEEN THE
STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
JEFFERSON COUNTY DEPARTMENT OF PUBLIC WORKS
Purpose: To amend the Agreement between the Department of Ecology, hereinafter referred to as
'ECOLOGY' and, Jefferson County Department of Public Works, hereinafter referred to as
'RECIPIENT'.
IT IS MUTUALLY AGREED that the agreement is amended as follows:
1. The maximum eligible cost for this agreement is increased by $21,109.33 from $110,257.33 to a new total
of $131,366.66. The state grant share for this agreement is increased by $15,832 from $82,693 to a new
total of $98,525.
2. A new task is added as follows:
TASK 2 — MOBILE MODERATE RISK WASTE (MRW) COLLECTION
Task Description: RECIPIENT will use grant funds to implement mobile MRW collection
opportunities, offering them to outlying communities in historically popular locations. Collection event
promotional materials will be based on and coordinated with the outreach work of Jefferson County
Public Health through a separate grant agreement. RECIPIENT may provide additional printing and
distribution of a fixed facility brochure that is developed by Public Health. RECIPIENT may promote the
task through various media and sources including but not limited to newsprint, roadside reader boards,
websites, and community electronic bulletin boards. RECIPIENT may contract with a third -party for
assistance in accordance with Part 4 Special Terms and Conditions E. and F. of this agreement.
The following list is a general proposal of the time and materials necessary to complete the task. Invoices
and time accounting submitted with the RECIPIENT's request for reimbursement must support eligibility
of expenses.
• Staff time
• Monitor contract(s)
• Event operations
• Develop and distribute educational materials
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Agreement No. G1400101 - Amendment 1
Coordinated Prevention Grants Program
Regular Cycle Agreement with Jefferson County Department of Public Works
o Education outreach
Purchases and purchased services
• Costs related to developing educational material
• Advertising costs
• Recycling and disposal services for collected material
• Operations costs
Goal Statement: The goal of this task is to provide convenient and safe disposal options to residents,
diverting hazardous waste from the environment and encourage safer alternatives.
Outcome Statement: Over the 12 month grant period, RECIPIENT expects to divert up to three (3) tons
of household hazardous waste from 150 residential participants that might otherwise be improperly
disposed.
Work Plan, Deliverables and Activities Timeline:
Q5— Finalize collection dates, schedule staff and reserve electronic roadside reader board; adapt
Public Health outreach materials and print event flyers; schedule newspaper inserts and
submit event information to community electronic bulletin networks and community
centers; order supplies; place reader board; conduct Quilcene event; transfer MRW to fixed
facility.
Q6— Ship collected MRW from Fixed Facility; finalize location for April collection event.
Q7— Order supplies; schedule staff, reserve reader board; schedule newspaper inserts and Port
Ludlow Voice display advertisement.
Q8 — Place roadside information board; conduct Port Ludlow collection event (April) and ship
MRW.
Method of Evaluation: RECIPIENT will track and report the number of residential participants, and
weights of MRW collected. RECIPIENT will compare numbers with prior event numbers to evaluate the
need or interest in continued periodic collection events.
3. The budget is revised as displayed in the following table.
AMENDED BUDGET TABLE
Budget Information by CATEGORY/TASK
CURRENT
BUDGET
AMENDMENT
BUDGET
AMOUNT
TOTAL
MAXIMUM
ELIGIBLE
COST
CATEGORY: WRR
$ 110,257.33
S-0-
$ 110,257.33
I. RECYCLING SERVICES
$ 110,257.33
$-0-
$ 110,257.33
CATEGORY: MRW
S-0-
$ 21,109.33
$ 21,109.33
2. MOBILE MRW COLLECTION
$-0-
$ 21,109.33
$ 21,109.33
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Agreement No. G 1400 101 - Amendment 1
Coordinated Prevention Grants Program
Regular Cycle Agreement with Jefferson County Department of Public Works
FUND SOURCE: LOCAL TOXICS CONTROL ACCOUNT (LCTA)
FUND SOURCE - LOCAL TOXICS CONTROL ACCOUNT (LCTA)
TOTAL GRANT BUDGET
TOTAL MAXIMUM ELIGIBLE COST
$ 131,366.66
STATE GRANT SHARE (LCTA) (75 %)
$ 98,525.00
LOCAL CASH MATCH (25 %)
$ 32,841.66
4. The following term is added to the General Terms and Conditions:
W. FUNDING AVAILABILITY. "ECOLOGY's ability to make payments is contingent on
availability of funding. In the event funding from state, federal, or other sources is withdrawn,
reduced, or limited in any way after the effective date and prior to completion or expiration date of
this agreement, ECOLOGY, at its sole discretion, may elect to terminate the agreement, in whole or
part, or renegotiate the agreement, subject to new funding limitations or conditions. ECOLOGY
may also elect to suspend performance of the agreement until ECOLOGY determines the funding
insufficiency is resolved. ECOLOGY may exercise any of these options with no notification
restrictions."
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.
This Amendment is signed by persons who represent that they have the authority to execute this
Amendment and bind their respective organizations to this Amendment.
This Amendment is effective on July 1, 2014.
IN WITNESS WHEREOF, the parties have executed this Amendment:
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
Laurie G. Davies
Program Manager
Waste 2 Resources Program
APPROVED AS TO FORM ONLY
Assistant Attorney General
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
Date John Austin, Chair
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Date