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HomeMy WebLinkAboutResolution - 2002-R0503 - Resolution Authorizing Submission Of Solid Waste Program Application - 11_21_2002Resolution No. 2002-RO503 November 21, 2002 Item No. 17 RESOLUTION A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF LUBBOCK, TEXAS, AUTHORIZING THE SUBMISSION OF A FY 2003 REGIONAL SOLID WASTE GRANTS PROGRAM APPLICATION TO THE SOUTH PLAINS ASSOCIATION OF GOVERNMENTS AND AUTHORIZING THE CITY MANAGER TO REPRESENT THE CITY OF LUBBOCK IN ALL MATTERS PERTAINING TO THIS APPLICATION. WHEREAS, protection of the State's environment has become a growing concern in Texas particularly with regard to the potential environmental risks associated with the disposal of municipal solid wastes; and WHEREAS, in accordance with legislative action, the citizens of the State of Texas, either directly or indirectly, pay into a state -managed solid waste tipping fee fund which provides the Texas Commission on Environmental Quality (TCEQ) the funding to administer a variety of programs designed to afford the state a higher degree of environmental protection; and WHEREAS, a portion of these TCEQ-administered tipping fee funds have been made available to the state's local governments through the regional councils of governments of Texas to provide grants for regional/local solid waste management projects; and WHEREAS, the primary intent of these grant funds is that they be used to implement/enhance programs at the regional/local level which promote the management goals of the regional and state solid waste plans; and WHEREAS, the City of Lubbock is eligible to receive these funds and desires to undertake a program which advances the solid waste management goals and objectives of the state solid waste management plan and the Panhandle Regional Solid Waste Management Plan. NOW THEREFORE, be it resolved by the City Council of the City of Lubbock, Texas: 1. That the City of Lubbock is applying for a total of $20, 900.00, of which $16, 450.00 will be used to construct and/or purchase a pre fabricated Household Hazardous Waste (Hh M storage building, $2, 000. 00 will be used to purchase supplies and equipment associated with the HHW storage building, and $2, 450.00 will be used to co- host with Lubbock County a regional seminar on ways to control illegal dumping . 2. That the City Council of the City of Lubbock designates the City Manager to act as its duly authorized representative in all matters pertaining to this application. 3. That any grant funds received will be used for their intended purpose. 4. That as a condition of funding, the City of Lubbock agrees to provide the necessary certifications and assurances required by the TCEQ. CONSIDERED AND APPROVED THIS 21st DAY OF Noyle' ter .2002. GAL, MAYOR ATTEST: CQ., 0,.M - -- C. - Rebecca Garza, City Secretar APPROVED AS TO CONTENT: Terry Ellexbrook Director of Public Works APPROVED AS TO FORM: L:\Cityatt\Richard\SPAG-SolidWaste.res October 30,2002 TKRCC FY 2003 REGIONAL SOLID WASTE GRANTS PROGRAM Resolutioi 3 SOUTH PLAINS ASSOCIATION OF GOVERNMENTS FY 2003 REGIONAL SOLID WASTE GRANTS PROGRAM FORM 1. APPLICATION INFORMATION AND SIGNATURE PAGE Applicant: City Of Lubbock Funding Amount Proposed: Solid Waste Services Dept. $ 20,900 Address P.O. Box 2000 Phone/Fax: Lubbock, TX 79457 Phone: (806) 775-2482 Fax: (806) 775-3013 Contact Person: Debra Frankhouser Date Submitted Manager of Collections - - C) a PROJECT CATEGORY X Local Enforcement Source Reduction and Recycling Local Solid Waste Management Plans Citizens' Collection Stations and "Small" Registered Transfer Stations X Household Hazardous Waste (HHW) Management Installation of Scales at Municipal Solid Waste Landfills Technical Studies Community Clean-up Events Educational and Training Projects SIGNATURE By the following signature, the Applicant certifies that it has reviewed the certifications, assurances, and deliverables included in this application, that all certifications are true and correct, that assurances have been reviewed and understood, and that all required deliverables are included with this application submittal. Signature:_ ,, n I Title: Manager of Collections Typed/Printed Name: Date Signed: Debra Frankhouser 10/7/02 FOR USE BY SPAG Date application was received Does the application meet all of the required screening criteria: Yes No Is the application administratively complete: Yes No Project Application Cnrrn '3 r %nfino@&A FORM 2. AUTHORIZED REPRESENTATIVES The Applicant hereby designates the individual(s) named below as the person or persons authorized to receive direction from the SPAG, to manage the work being performed, and to act on behalf of The Applicant for the purposes show: 1. Authorized Project Representative. The following person is authorized to receive direction, manage work performed, sign required reports, and otherwise act on behalf of the Applicant. Signature Typed/Printed Name: Debra Frankhouser Title: Manager of Collections, Solid Waste Services Date: 2. Authorized Financial Representative. In addition to the authorized project representative, the following person is authorized to act on behalf of the Applicant in all financial and fiscal matters, including signing financial reports and requests for reimbursement. Signature (x Typed/Printed Name: Debra Frankhouser Title: Manager of Collections, Solid Waste Services Date: Project Application Gnrm 4 nnnfiniscri FORM 5: EXPLANATION REGARDING PRIVATE INDUSTRY NOTIFICATION Applicable to Applicants under the following grant categories. a. Source Reduction and Recycling b. Citizens' Collection Stations and "Small" Registered Transfer Stations c. Installation of Scales at Municipal Solid Waste Landfills d. A demonstration project under the Educational and Training Projects category Form 5a. List of Private Service Providers Notified Private Service Providers Contacted Telephone Number Date Notified Form not required for HHW and Local enforcement programs. However, no private sector business offers this type Of service. Project Application j FORM 6: PROJECT SUMMARY Form 6a. Project Description (add additional pages as needed) Provide a detailed description of the proposed project. As concisely as possible, include information as to why the proposed project is needed; clearly state the goal of the proposed project; estimate the number of people who would be served or benefited; the geographic area affected; target the specific waste stream of the project. identify the levels of customer incentives, public education, or input, as appropriate to the project. Describe the project in sufficient detail to demonstrate its overall feasibility or workability. If the project includes equipment, explain how the specified equipment is appropriate for the work to be performed. If the proposed grant -funded project will be part of an overall program, provide a description of the program. Adequately describe the expected benefits of the proposed project. Proiect Request #1 — Prefabricated Hazardous Materials Storage Building and Materials 18 450 Many consumer products contain chemicals that may be hazardous to human health or the environment if improperly used, stored, or disposed. These chemicals become hazardous wastes when they are not longer wanted or needed as household products. Unfortunately, these household products are frequently washed down drains, poured on the ground outside, or thrown in the trash, where they may ultimately pose risks to human health or the environment. Disposing of household products/chemicals in the trash may start fires or explosions in the dumpsters or collection vehicles causing damage to equipment and injuring workers. The city proposes to implement an on -going HHW collection program which will entail collection from the citizens at monthly collection events, proper storage of materials, re -use of materials, and recycling or proper disposal of materials. The disposal of the materials will be handled by a professional contractor. The City of Lubbock has hosted 2 one -day HHW collection events in the past 5 years. Each event was successful in terms of participation and the amounts and types of waste collected. While it is acceptable and legal to dispose of HHW from residential homes in the dumpsters, wastes such as cleaners, pesticides, fertilizers, etc. are potentially harmful when disposed of in collection dumpsters as they can mix and create poisonous gases, create fires or explode. Often times these types of materials are flushed down city sewers or poured onto the ground. Because of citizen requests and acknowledgement of the need for safer alternatives to landfill disposal of HHW, the city will offer an on -going HHW collection program that contains the following elements: • Re -use — Materials will be collected, inventoried and visually inspected. Those materials that are suitable for re -use by others will be properly stored in a separate building and given away to citizens who have a need for the product. • Recycling — Materials such as lead acid batteries, waste oil, and paints will be recycled locally. Contractor will have the ability to recycle other materials at different facilities. Project Application 1 • Proper Storage — Materials that cannot be reused or recycled locally will be stored in a hazardous materials storage building until they are picked up by contractor for proper manifesting, packaging and transportation to a disposal or recycling site. • Proper disposal — Non -useable wastes will be transported away by the contractor and, if not recyclable, are either incinerated, treated to remove the hazardous characteristics, used as fuels for incineration or iandfilled in a permitted hazardous waste landfill. Education Citizenswill be" educated on the need to purchase or make less toxic altematives to regular HHW, buying only the quantities needed to do the job and reuse/recycling of usable products. This portion of the grant request is for the amount of $18,450. Of that total, $16,450 will be used to purchase a prefabricated and portable hazardous materials building (includes shipping) for the safe storage and containment of materials prior to the collection by the contractor. In addition, $2,000 will be spent to purchase start up equipment (overpacks, sorbents, spill containment products). If building and equipment come in lower than budgeted, the remaining grant funds will be spent on public education materials for the HHW collection program, required employee training and certification or site preparation (concrete pad). The City Of Lubbock on -going HHW collection program will be in compliance with guidelines and requirements of 30 TAC 335.393 Subchapter N. Household Materials Which Could Be Classified As Hazardous Waste. The goals of the program will be to increase the amount of hazardous materials that are re- used and recycled and to reduce the amount of hazardous materials that are discarded into the regular municipal waste stream. The number of people benefiting will be the population of Lubbock, TX which is 199,000. The geographic area affected is the City of Lubbock. Proiect Request #2 — Illegal Dumping Seminar = $2,450 Local Enforcement Project — The City and County of Lubbock propose to join forces to host a one -day seminar entitled Local Control of Illegal Dumping. The seminar will be led by John H. Ockels, Ph.D. who has led over 30 of these seminars around the state and who is an expert on teaching local enforcement employees and citizens on how to successfully apply Texas Environmental Laws at the local level to reduce the amount of illegal dumping activity. Estimate of Expenses/Costs for Seminar Speaker Fee - $500 Speaker Expenses - $400 (airline flight, rental car and lodging) Books - $750 (50 books x $15) Facility - no charge — held at Sheriffs Academy Food and Refreshments $500 (50 people at $10 per person for lunch and refreshments) Handouts and misc. expenses = $300 Total estimated expenses = $2,450 Project Application B The grant request is for all costs associated with this project (except for the facility). This will allow the project to be free of charge and will reduce the amount of paperwork that hosts must execute. The number of people benefiting will be the population of Lubbock, County which is 245,000. The geographic area affected is the Lubbock County. "This seminar will be open to others in the SPAG region as city and county participants will fill less than % of the allotted 50 spots. Total grant request for both projects = $20,900 Project Application Form 6b. Project Cost Evaluation (add additional pages as needed) Provide an evaluation of the costs associated with the proposed project. Explain how the total related costs of the proposed project were adequately considered; compare project costs to established averages or to normal costs for similar projects. Present the costs in unit terms, such as cost per ton, cost per customer, or cost per capita, as applicable. Describe any measurable costs savings, or reasonably justified costs of the project. Project #1 — Hazardous Materials Storage Building and materials = $18,450 Cost per household = 58,000 households in Lubbock = .32 per household annually Project #2 — Illegal Dumping Seminar = $2,450 Cost per participant = $49 Project Application O Form 6c. Level of Commitment of the Applicant (add additional pages as needed) Provide information related to the Applicant's level of commitment to preferred solid waste management practices. If the proposed project is an ongoing service, demonstrate the ability to sustain the program beyond the term of the grant. Explain the extent to which the appropriate governing bodies support the proposed project. If the proposed project has received previous grant funding under this program, explain to what extent does the proposal involve expansion of current services or operations; present quantifiable documentation of the success of the project in order to warrant further funding. Demonstrate a good record of past grant contractual performance. The City of Lubbock Solid Waste Department is committed to preferred solid waste management practices. The city operates two Type 1 landfills, a composting facility, 3 permanent and 3 mobile recycling drop-off centers. In addition, the Department provides educational presentations and outreach events on an on -going basis to educate the public on topics such as Recycling and Waste Minimization. The on -going HHW collection program will continue beyond the term of this grant. The cost of the program will be absorbed into the regular Recycling Operating Budget. This program was highlighted as one the City of Lubbock is committed to implementing in our Clean Cities Application. The City of Lubbock participated in the developing of the SPAG Solid Waste Management Plan and is a member of Clean Cities 2000. We have not requested grant funding for any portion of this request previously. Both the City of Lubbock and Lubbock County have received grants from $PAG/TNRCC in the past and have successfully completed these projects and all have remainipd on -going after grant funding was stopped. Project Application Form 6d. Scope of Work (add additional pages as needed) Provide a work program with a schedule of deliverables for the proposed project or program. The work program with the schedule of deliverables will be considered the Scope of Work to be performed under the contract agreement, if funded. As concisely as possible, for each task of the proposed project, describe the major steps or activities involved, identify the responsible entities and establish a specific timeframe to accomplish each task. The Scope of Work for the project or program must include. ➢ Detailed purpose and goal of the project ➢ Specific task statements with responsible entity identified ➢ List of deliverablestproductsfactivities under each task ➢ Schedule of deliverables. Hazardous Materials Storage Building — The City of Lubbock is requesting $20,000 in funds for the purchase of a building to safely store Hazardous Materials prior to pick up by a contractor. Month Task December 02 Spec and bid building and other equipment March 03 Take delivery of building and other Equipment and install Responsibility City of Lubbock City Of Lubbock Illegal Dumping Seminar — The City of Lubbock and the County of Lubbock are requesting $2,450 in grant funds to host a one -day seminar titled Local Control of Illegal Dumping. Month Task December 02 Schedule date with presenter Order Materials Book Facility January 03 Jan or Feb 03 Advertise event Order Food Take registration Hold Event Responsibility Lubbock County Lubbock County City of Lubbock Lubbock County City of Lubbock Project Application FORM 7. GRANT BUDGET SUMMARY Please provide the following breakdown of the total amount of grant funding being requested: Budget Category Funding Amount 1. Personnel/Salaries $ 2. Fringe Benefits $ 3. Travel $ 4. Supplies $ 5. Equipment $ 18,450 6. Construction $ 7. Contractual $ 8. Other $ 2,450 9. Total Direct Charges (sum of I - 8) $ 20,900 10. Indirect Charges ° $ 11. Total (sum of 9 and 10) $ 20,900 12. Fringe Benefit Rate: %60 z Z x: SIN 13. Indirect Cost Rate: % " r, Identify, in detail, each budget category to which your indirect cost rate applies and explain any special conditions under which the rate will be applied: ° In accordance with UCMS, indirect charges may be authorized if the Applicant has a negotiated indirect cost rate agreement signed within the past 24 months by a federal cognizant agency or state single audit coordinating agency. Alternatively, the Applicant may be authorized to recover up to 10% of direct salary and wage costs (excluding overtime, shift premiums, and fringe benefits) as indirect costs, subject to adequate documentation. if you have an approved cost allocation plan, please enclose documentation of your approved indirect rate. Please complete any of the following detailed budget forms which are applicable. Project Application Form 7a. Detailed Matching Funds/In-Kind Services This budget form should be completed if the Applicant is providing any level of matching funds or in -kind services directly related to the proposed project. Matching Funds: $ $29,375 In the space below, please explain in detail the application of any matching funds to be provided by the Applicant, as directly related to the proposed project. Training of 7 employees in HAZWOPPER = $4,375 (expense incurred 9/02) Hazardous Waste Operator and Emergency Response certification required for an approved program by the TCEQ. Disposal or recycling costs of wastes that can't be re -used - $25,000 budgeted in FY02-03 Recycling Operating Budget line item 5519.8302 for the following: $5,000 for the disposal of used oil, oil filters, antifreeze $20,000 for the disposal of other household hazardous waste. Total matching funds = $29,375 In -Kind Services: $ 275,652 In the space below, please explain in detail the application of any in -kind services to be provided by the Applicant, as directly related to the proposed project. Recycling Operating Expense Budget for FY 02-03 = $114,652 Public Education Budget for conservation and waste minimization programs for FY 02-03 = $161,000. Total = $275,652 What is the TOTAL COST of the proposed project, considering the total grant funding requested, any matching funds being provided by the Applicant, and the monetary equivalent of any in -kind services being provided by the Applicant: $ 325,927 Project Application Form 7e. Detailed Equipment Expenses All equipment purchases must be pre -approved by SPAG. If the specific details of an equipment purchase are known, show that equipment on the list below. If the specific details of the equipment costs are not know at this time, list the general details on this form. The specific details of the equipment will then need to be provided to and approved by SPAG before the costs are incurred. Equipment No. of (Show description, type, model, etc.) Unit Cost Units Total Cost Securall . Model #131600 Outdoor drum storage $ $ with explosion relief, lighting, ramp, 4 hour fire ratina. 48 ft of shelves_ heatina and coolina units And shipping or similar model) $ 16,450 $ 16,450 Size = 8'6Ax10'x8' Related supplies to include 30 and 55 gallon $ 2,000 $ 2,000 overpack drums, sorbents, spill containment system, etc. $ $ $ $ $ $ Total (Must equal Line 5 of the Overall Budget Summary - FORM 7) $ 18,450 Project Application S -- Additional Other Expenses The specific details of additional Other category expenses, not included on the list of basic Other expenses, must be pre -approved by SPAG. if the specific details of the additional Other expenses are not known at this time, list the general details on this form. The more specific details of the Other expenses will then need to be provided to and approved by SPAG before the costs are incurred. Additional Other Expenses Unit Cost No. of Units Total Cost Computer hardware not listed under the Equipment category (itemize each expense below including description, type, model, etc.): Computer software (itemize each expense below including description, type, model, etc.): Additional Other expenses (itemize each expense below including description, We, model, etc.): One -day Illegal Dumping Seminar Speaker fee = 500 500 Speaker travel expenses = $400 400 Books - 50 books x $15 each = $750 750 Meal and refreshments = 50 x $10 per person - 500 Misc. expenses = $300 300 2,450 TOTAL 2,450 (Must equal Line 8 of the Overall Budget Summary - FORM 7) $