HomeMy WebLinkAbout031615_ca08Department of Public Works
O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Phillip Morley, County Administrator
From: Monte Reinders, Public Works Director/,
Agenda Date: March 16, 2015 �� "
Subject: Amendment No.2, Coordinated Prevention Grant Agreement
No. G1400101, WA Department of Ecology
Statement of Issue:
The Department of Ecology's Coordinated Prevention Grant (CPG) program provides
financial assistance to all WA counties to help implement solid waste plans and
programs.
Grant Agreement G1400101 provided County- allocated funds for the 2013 -2015 (July -
June) biennium, used to support the Recycling Services contract with Skookum.
Amendment No.1 funded an additional project through Offset Cycle competitive
application. CPG money is again available late in the biennium. WA DOE has offered
Jefferson County additional funds to support Recycling Services by Amendment No.2
to the current Agreement. Funds are provided with a 25% match requirement from
the county.
Analysis /Strategic Goals /Pro's Et Con's:
The original Agreement contributed $82,693 in grant funds. Amendment No.1 added
$15,832 to fund two mobile household hazardous waste collection events.
Amendment No.2 adds $82,080 in grant funds to further offset Recycling Services
costs already incurred by Public Works. Total grant funding for this Agreement will be
$180,605 with a required match of $60,201.66.
This grant funding contributes to meeting Goals 3 and 9 in the County's Strategic
Plan. Accepting the grant funds helps to defray Recycling Services Contract costs and
frees up tip fee revenue to support needed long -term planning studies.
Department of Public Works
O Consent Agenda
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Fiscal Impact /Cost Benefit Analysis:
The Recycling Services Contract will incur $288,286 in grant eligible costs over the
period January 2014 - June 2015. The in -hand and proposed Amendment No.2 grant
funding would offset a total $164,773 for that project over that period.
The match amount is available from the Solid Waste Fund annual budgets as
additional costs incurred in 2014 and through March 2015. Administrative costs
associated with the grant amendment and claims processing are estimated to be less
than 1% of the value of the additional grant funds.
Recommendation:
Public Works recommends that the BoCC approve and sign the attached three copies
of Amendment No. 2 to Coordinated Prevention Grant No.G1400101, and return to
Public Works for final signature by the WA Dept. of Ecology. A signed original will be
returned for BoCC files.
Reviewed By:
Date
o.
lwm
DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO.2
TO
GRANT AGREEMENT NO. G 1400101
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 total maximum eligible cost for this agreement increases by $109,440.00 from $131,366.66 to
$240,806.66. The state grant share for this agreement increases by $82,080 from $98,525.00 to
$180,605.00.
2. The scope of work and expected outcomes for Task 1 remains the same because the work is on -going and
RECIPIENT estimated outcomes for the entire grant period.
3. The revised budget for this agreement is:
REVISED BUDGET
Page I of 2
CURRENT
AMENDMENT
TOTAL
Budget Information by CATEGORY/TASK
BUDGET
BUDGET
MAXIMUM
AMOUNT
ELIGIBLE
CO
CATEGORY: WRR
$110,257.33
$109,440
$ 219,697.33
1. RECYCLING SERVICES
$ 110,257.33
$109,440
$ 219,697.33
CATEGORY: MRW
$ 21,109.33
$_0_
$ 21,109.33
2. MOBILE MRW COLLECTION
$21,109.33
$ - 0 -
$ 21,109.33
Page I of 2
J
r
State of Washington, Department of Ecology
Grant Agreement # G1400101, Amendment 2
Coordinated Prevention Grants Program
County: Jefferson
FUND SOURCE: (174/500)
Maximum Eligible Cost: $ 240,806.66
FUND
GRANT PERCENT ( %)
STATE GRANT SHARE
Local Toxics Control Account (LTCA)
75%
$ 180,605.00
MATCH REQUIREMENT
MATCH PERCENT ( %)
LOCAL SHARE
Cash Match
25%
$ 60,201.66
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 January 1, 2015.
IN WITNESS WHEREOF: the parties have executed this Amendment:
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
Laurie G. Davies Date
Program Manager
Waste 2 Resources
APPROVED AS TO FORM ONLY
Assistant Attorney General
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
David Sullivan, Chair
Page 2 of 2
Date
tt,,r- i V cv
SCI' I 0 2014
WA State Department
of EcelogY
MD NY
DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO. 1 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 anew 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
Page 1 of 3
Y_
Agreement No. G 1400 101 - 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
Page 2 of 3
Agreement No. G 1400101 - 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 JEFFERSON COUNTY
DEPARTMENT OF ECOLOGY BOARD OF OUNTY COMMISSIONERS
Laurie G. Davies Date Jo Austin, Chair Date
Program Manager
Waste 2 Resources Program
APPROVED AS TO FORM ONLY
Assistant Attorney General
pprovedas o form o�J}%nl (///�' L
1 I l V � I 1 / 1
erson
Co. 1vPrrosecut Rice
David Alvarez, Chief DPA
Page 3 of 3
` L �NTRACT REVIEW FOR._
CONTRACT WITH: Washington State Department of Ecology
(Contractor /Consultant)
CONTU ACT FOR! CPG Grant Al?reement - Recycling Services TERPd, tun 2Q,13, 3 n-2015
FFor TY DEPARTMENT: Public Works
SEP -17 2013
ore Information Contact: Richard Talbot 4L
Contact Phone #: (360) 385 -9213 1 C! CI ajC 111
RETURN TO: Gail
RETURN BY: Se to[
(Person in Department) (Date)
AMOUNT: $110,257.33 ($82,693 State/$27,564.33 Local
Match)
Revenue: 334.03.13
Expenditure: 401.00.010/537.60.41
Matching Funds Required: Yes
Sources(s) of Matching Funds Solid Waste Budget
Step 1: REVIEW BY RIST
Review by: r
�7 Date Reviewed:
DTI APPROVED FORM ❑
Comments
Step 2: REVIEW
Review by:
Date Reviewed:
L;I— APPROVED AS TO FORM
PROCESS: 0 Exempt from Bid Process
Consultant Selection Process
Cooperative Purchase
Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
X Other
for revision (See Comments)
G ATTORNEY
Returned for revision
D
David Alvarez
Step Step 3: (If required) DEPARTMENT MAKES REVISIONS AND RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 7copies of Contract, Review Form, and Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda.
(This form is to stay with the contract throughout the contract review process and accompany the Agenda Bill.)
G:\PW—Solid Waste \New File System\ADMINISTRATION\CONTRACTS & AGREEMENTS \Grants\2013 -2015 Regular Cycle CPG\Contract
Review Form.docx rev. 6/10/2013
DEPARTMENT OF
ECOLOGY
State of Washington
RLCEIVeo
OCT 10 2013
WA State De
of Ecology (SwRO) n t
COORDINATED PREVENTION GRANT AGREEMENT
BETWEEN THE
STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
JEFFERSON COUNTY DEPARTMENT OF PUBLIC WORKS
Grant No. G1400101
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 2 of 16
This is a binding agreement entered into by and between the State of Washington Department of Ecology,
hereinafter referred to as the "DEPARTMENT" or as "ECOLOGY ", and Jefferson County Department
of Public Works, hereinafter referred to as the RECIPIENT, to cant' out the activities described herein.
JURISDICTION:
MAILING ADDRESS:
CITY, STATE, ZIP:
RECIPIENT GRANT COORDINATOR:
TELEPHONE:
E -MAIL:
RECIPIENT BILLINGANVOICE COORDINATOR:
TELEPHONE:
E -MAIL:
ECOLOGY FINANCIAL/PROJECT MANAGER:
TELEPHONE:
E -MAIL:
FUNDING SOURCE
MAXIMUM ELIGIBLE COST
STATE GRANT SHARE
LOCALSHARE
STATE MAXIMUM GRANT PERCENT
FEDERAL TAX IDENTIFICATION NO.
EFFECTIVE DATE OF THE AGREEMENT:
Jefferson County Department of Public Works
623 Sheridan St.
Port Townsend, WA 98368
Richard Talbot
360- 385 -9213
rtalbot@co.jefferson.wa.us
Richard Talbot
360 - 385 -9213
rtalbot@co.jefferson.wa.us
Tami M. Ramsey
360407 -6612
tami.ramsey@ecy.wa.gov
Local Toxics Control Account
$ 110,257.33
$ 82,693.00
$ 27,564.33
75%
916001322
07 -01 -2013
EXPIRATION DATE OF THE AGREEMENT: 06 -30 -2015
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 3 of 16
PART 1: SCOPE OF WORK
The task(s) set forth below summarize the RECIPIENT'S activities to be performed under this agreement.
Costs are limited to those approved by ECOLOGY as outlined in the current scope of work and budget.
The RECIPIENT must complete all deliverables by the expiration date of this agreement, including
delivery of purchases, unless otherwise stated in the scope of work or approved by ECOLOGY in writing.
Note: The term "task" as used in this agreement is interchangeable with the term "project" as used on the
online Solid Waste Information Clearinghouse and "element" as used on payment request forms.
The "Maximum Eligible Cost" is the maximum amount of eligible costs incurred by a RECIPIENT that
ECOLOGY can reimburse at a rate of 75 percent under this grant.
RECIPIENT shall identify the work plan and activities by "Quarter." A quarter is defined by calendar
year and begins with the first three months of the grant period. RECIPIENT may negotiate changes to the
work plan with the ECOLOGY financial/project manager. ECOLOGY shall document mutually agreed
changes to the plan in writing.
Expenses relating to the collection and recycling of mercury containing lights_ shall be eligible for CPG
reimbursement until such time that the Mercury Light Recycling program is fully implemented or the
grant agreement expires, whichever is the earliest date.
CATEGORY: WASTE REDUCTION & RECYCLING (WRR)
1. TASK TITLE: RECYCLING SERVICES
Maximum Eligible Task Cost: $ 110,257.33
Task Description: RECIPIENT will continue recycling services to county residents through
an existing contract with Skookum Educational Services for collection, processing and
marketing of recyclables as outlined in the contract.
Reimbursement of costs incurred by contractors to implement CPG funded activities are subject
to the same eligibility and reimbursement requirements as the RECIPIENT, and require
ECOLOGY approval. ECOLOGY has reviewed the contract between RECIPIENT and
Skookum Educational Services, and identified the following costs RECIPIENT may charge to
this grant for reimbursement.
• Contactor Lump Sum Payments for providing deliverables as outlined in the contract.
o Payments are broken out by month over a 5 year contract starting April 2011
through March of 2016 as follows:
■ $16,107 (month 1 -12)
■ $16,502 (month. 13-24)
■ $17,245 (month 25 -36)
■ $17650 (month 37 -48)
■ $18,440 (month 49 -60)
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 4 of 16
• Revenue
o Lease payments from contractor for use of county owned equipment and or
Fine payments received from contractor for non - performance shall be
itemized as separate line items on the C2.
o The expected revenue from recyclable materials was'estimated to help
determine a fair monthly payment to the contractor for services. Actual
revenue will be used by the contractor to offset direct costs incurred by the
contractor and therefore will not be itemized on the C2.
The two -year cost of this task far exceeds the budget of this grant agreement. RECIPIENT
expects to deplete the grant budget by January 2014. No other activities or costs are identified
and reimbursable under this task.
Goal Statement: The goal of this project is to continue to provide county residents with
opportunity to recycle and reduce the amount of material going to the landfill by supporting six
rural collection sites.
Outcome Statement: Over the two -year grant period, RECIPIENT expects to divert 7,450
tons of recyclable material from the landfill.
Work Plan, Deliverables and Timeline:
Q1 —Q8 Recycling program operations
Q3 — Q8 Grant budget depleted, expected to incur $277,596 in costs
Method of Evaluation: RECIPIENT will track total tons recycled and other information to
calculate a current recycling rate and total diversion rate to meet a 50 percent goal in the Solid
Waste Management Plan.
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 5 of 16
PART 2: BUDGET
13 A
'CATEGORY:
r,
1. RECYCLING SERVICES
$ 110,25733 1 $ 82,693.00
TOTAL MAXIMUM ELIGIBLE COST 1 $ 110,257.33
STATE GRANT SHARE (75 %) I $ 82,693.00
LOCAL CASH MATCH (25 %) 1 $ 27,564.33
INTERLOCAL COSTS (0 %) 1
PART 3: BUDGET CONDITIONS
A. ECOLOGY requires the RECIPIENT to provide a match of 25 percent of the maximum eligible cost
with cash or interlocal costs. Interlocal costs are the only type of in -kind contributions RECIPIENT
may use as match.
B. If parties are contributing to the local share of task costs (match) through interlocal -in kind
contributions, RECIPIENT shall negotiate a memorandum of understanding or other written
agreement confirming the contribution between the parties. These agreements shall specify the exact
work to be accomplished and be signed by all parties contributing to the local match of this task.
Copies of these agreements shall be made part of RECIPIENT'S grant file and submitted to
ECOLOGY.
C. Overhead is eligible at a rate up to 25 percent of staff salaries and benefits for actual time spent on
tasks outlined in this agreement. Salaries and benefits to administer the grant agreement are eligible
(excluding time spent to write a CPG grant application).
D. RECIPIENT must submit a written request to ECOLOGY to amend budgets between grant tasks, to
modify a scope of work, or for a budget increase or decrease. To increase or decrease the
agreement's total maximum eligible cost or change the scope of work for any tasks as outlined in this
grant agreement, ECOLOGY requires a formal amendment.
E. RECIPIENT must provide ECOLOGY with an updated Spending Plan when requested by
ECOLOGY.
Washington. State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 6 of 16
F. Any work performed or costs incurred prior to the effective date or after the expiration date of this
agreement will be at the sole expense of RECIPIENT.
PART 4: SPECIAL TERMS AND CONDITIONS
A. BILLING
1. Unless otherwise approved in writing by ECOUDGY, the RECIPIENT shall submit a payment
request to ECOLOGY at least quarterly (by calendar year), but no more often than once per
month.
2. RECIPIENT must submit payment requests on approved State Invoice Voucher forms: A19 -1A,
131/132, C1 /C2. Until there is a change in agency policy, the recipient must submit an A -19 with
an original signature in blue ink, signed by an authorized person. The 132 and C2 forms are
acceptable in electronic format. RECIPIENT must also include all backup documentation to
support costs itemized on Form Cl /C2. The budget is organized by task and therefore, the
RECIPIENT shall itemize costs by task on Form Cl/C2 and Form 131/132. Forms BI and Cl are
used only when interlocal costs are used towards the 25 percent match.
3. Any income directly generated as a result of the activities funded by this grant shall be reported
as a credit against the expenses of that activity, as defined by ECOLOGY'S Administrative
Requirements for Recipients of Ecology Grants and Loans, Ecology Publication #91 -18.
4. RECIPIENT shall submit supporting documents with each payment request. This includes copies
of invoices, purchase receipts, payroll records, time and attendance records, contract award
documents, and any document deemed relevant by ECOLOGY to establish the approval of an
expense listed on Form C1 /C2. Documentation shall be clear and legible and organized by task
in the order in which it is itemized on Form C1 /C2.
5. RECIPIENT shall maintain grant related material and supporting documents including invoice
vouchers sent to ECOLOGY in a common file. RECIPIENT shall keep all supporting documents
for audit purposes for at least three years from the date the agreement is closed by ECOLOGY.
B. REPORTING
1. Progress reports and Final Performance Analyses must be submitted through the web -based
database, the Solid Waste Information Clearinghouse. RECIPIENT must submit a progress report
with each payment request. If a quarterly payment request is not submitted, RECIPIENT is still
required to submit a progress report for that quarter. These reports shall include information that
supports incurred costs identified on the corresponding C 1 or C2 of the payment request, and
provide a brief update in support of the outcomes and or method of evaluation in the grant
agreement.
a) A Final Performance Analysis (FPA) report must be submitted for each task in a Planning and
Implementation grant before ECOLOGY can process a final payment request.
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 7 of 16
C. COMPENSATION
Payment to RECIPIENT will be issued through Washington State's Department of Enterprise
Services (DES). DES maintains a central vendor file for Washington state agency use to process
vendor payments. This allows vendors to receive payments from all participating state agencies.
RECIPIENTS must register as a state -wide vendor (SWV) by submitting a state -wide vendor
registration form and an IRS W -9 form http:// www. ofm. wa. gov/ isd /vendors/payee_registration.doc to
DES. If you have questions about the vendor registration process you can contact DES at the Payee
Help Desk at (360) 664 -7779 or email to payeehelpdeskn ofm.wa. ov.
D. TRAINING
RECIPIENT is expected to participate in any ECOLOGY recommended trainings related to
managing a CPG agreement when feasible unless exempted by ECOLOGY in writing.
E. PROCUREMENT AND CONTRACTS
1. RECIPIENT must follow local procurdnient procedures or current state procurement
procedures, whichever is stricter. A recipient with no formal procurement procedures must
certify that they have complied with the "Standards for Competitive Solicitation" found in Part
V of the Administrative Requirements for Recipients of Ecology Grants and Loans — Yellow
Book, Ecology Publication #91 -18.
2. Upon issuance, the RECIPIENT may submit a copy of all requests for qualifications (RFQs),
requests for proposals (RFPs), and bid documents relating to this grant agreement to the
ECOLOGY financial/project manager to be placed in the file.
3. Prior to contract execution, the RECIPIENT may submit all draft documents and a copy of the
draft proposed contract to the ECOLOGY financial/project manager. RECIPIENT assumes
any risks associated with the failure to consult with the regional financial/project manager.
Following the contract execution, RECIPIENT shall submit a copy of the final contract to the
ECOLOGY assigned financial/project manager to be placed in the file.
4. Unless a specific purchase of equipment or real property is already written into a task's scope
of work, RECIPIENT must submit a written request to ECOLOGY to purchase any equipment
or real property (Property) with a single unit purchase price of $5,000 or more. The request
must include the justification for the purchase of the property, the total cost, the intended use,
and the anticipated useful life of the property. The request must be approved in writing by
ECOLOGY prior to the purchase.
F. USE OF EXISTING CONTRACTS
RECIPIENT may use existing contracts that conform to local adopted procurement procedures
and applicable state laws. RECIPIENT shall notify ECOLOGY if intending to use contracts
entered into prior to the execution of the grant agreement for performance of grant- funded
activities. RECIPIENT shall submit a copy of the contract to its assigned ECOLOGY
financial/project manager to be placed in the file. The grant eligibility of products or services
secured by the RECIPIENT under existing contracts used to perform the scope of work in this
agreement must be deemed allowable and reasonable by ECOLOGY prior to cost reimbursement.
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 8 of 16
G. PROPERTY AND EOUIPMENT MANAGEMENT AND DISPOSITION
For equipment or property purchased with a cost of at least $5,000 per unit or functional system,
the RECIPIENT must utilize an inventory control system, including physical inventory to
document the ongoing use, a description of the item (including serial or vehicle identification
number (VIN when possible) and location. The information shall be submitted to ECOLOGY
upon request until final disposition is made. RECIPIENT shall investigate, document, and report
to ECOLOGY any loss, theft or damage upon discovery of such conditions. RECIPIENT will
follow manufacturer recommended maintenance procedures to keep the property in good
operating condition.
RECIPIENT shall submit a written request to the ECOLOGY for any intent to change the use of
the equipment as outlined in this grant agreement, including uses past the expiration date of this
agreement. Disposition of the equipment shall be determined by ECOLOGY and documented in
writing. A copy of the determination will be provided to RECIPIENT upon ECOLOGY's closure
of the -grant agreement unless already identified in the task's scope of work.
o If the equipment is necessary for the continued operation of the project or other projects
administered through ECOLOGY, the financial/project manager may instruct the recipient to
retain the equipment with no further compensation to ECOLOGY.
o If the project has no further significant use for the equipment, the financial/project manager
may instruct the recipient to retain or sell the equipment and pay ECOLOGY an amount
equal to ECOLOGY's share of the current fair market value, sale proceeds or other price
agreed upon by the financial/project manager.
o The financial/project manager may instruct the recipient to transfer title to ECOLOGY or to a
third party named by ECOLOGY who is eligible under existing statutes.
H. ALL WRITINGS CONTAINED HEREIN
This agreement, including the appended "General Terms and Conditions," current cycle Program
Guidelines — Coordinated Prevention Grants found at
https•/ /fortress wa og v /ecy/publications /suminMpages /1107008 html and ECOLOGY'S
Administrative Requirements for Recipients of Ecology Grants and Loans, Ecology Publication
#91 -18, contain the entire understanding between the parties, and there are no other
understandings or representations 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 RECIPIENT and ECOLOGY and
made part of this agreement.
I. ARCHEOLOGICAL AND CULTURAL RESOURCES
RECIPIENT shall take reasonable action to avoid, minimize, or mitigate adverse effects to the
archeological or cultural resources. RECIPIENT shall immediately cease work and notify.
ECOLOGY if any archeological or cultural resources are found while conducting work under this
agreement. In the event that historical or cultural artifacts are discovered at the project site,
RECIPIENT shall also notify the state historic preservation officer at the Department of
Archaeology and Historic Preservation at (360) 586 -3065. Applicability of the National Historic
Preservation Act (NHPA) may require RECIPIENT to obtain a permit pursuant to Chapter 27.53
Washington State Department of Ecology
Grant No. G 1400101
Jefferson County Department of Public Works
Page 9 of 16
RCW prior to conducting on -site activity with the potential to impact. historic properties (such as
invasive sampling, dredging, or cleanup actions).
J. ENVIRONMENTALLY PREFERRABLE PURCHASING
In a joint effort to save costs, produce energy savings and prevent waste, RECIPIENT agrees to
use both sides of paper sheets for copying and printing when feasible. RECIPIENT also agrees to
purchase paper products with .a high level of post consumer recycled content when they are
comparable in quality, available, and cost effective.
IN WITNESS WHEREOF, the parties sign this Agreement:
STATE OF WASHINGTON
JEFFERSON COUNTY
DEPARTMENT OF ECOLOGY BOARD OF C
0j_ I
Laurie G. Davies Date JohOkustin, Cl
Program Manager
Waste 2 Resources Program
as to
Alvaftl
CONDUSSIONERS
Date