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HomeMy WebLinkAboutResolution - 2008-R0009 - Authorize To Request FY 2008 Grant Funding - SPAG - Regional Solid Waste Program - 01_10_2008Resolution No. 2008-R0009 January 10, 2008 Item No. 5.12 RESOLUTION A RESOLUTION OF THE CITY OF LUBBOCK, TEXAS, AUTHORIZING THE FILING OF A GRANT APPLICATION WITH THE SOUTH PLAINS ASSOCIATION OF GOVERNMENTS FOR A REGIONAL SOLID WASTE GRANTS PROGRAM GRANT; AUTHORIZING THE MAYOR TO ACT ON BEHALF OF THE CITY OF LUBBOCK IN ALL MATTERS RELATED TO THE APPLICATION; AND PLEDGING THAT IF A GRANT IS RECEIVED THE CITY OF LUBBOCK WILL COMPLETELY COMPLY WITH THE GRANT REQUIREMENTS OF THE SOUTH PLAINS ASSOCIATION OF GOVERNMENTS; THE TEXAS COMMISSION ON ENVIRONMENTAL QUALITY AND THE STATE OF TEXAS. WHEREAS, the South Plains Association of Governments is directed by the Texas Commission on Environmental Quality to administer solid waste grant funds for implementation of the COG's adopted regional solid waste management plan; and WHEREAS, the City of Lubbock in the State of Texas is qualified to apply for grant funds under the Request of Applications; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: 1. THAT the Mayor of the City of Lubbock is hereby authorized and directed to request FY2008 grant funding under the South Plains Association of Governments Request for Applications of the Regional Solid Waste Grants Program and act on behalf of the City of Lubbock in all matters related to the grant application and any subsequent grant contract and grant project that may result. 2. THAT if the project is funded, the City of Lubbock will comply with the grant requirements of the South Plains Association of Governments, the Texas Commission on Environmental Quality and the State of Texas. 3. THAT the grant funds and any grant -funded equipment or facilities will be used only for the purposes for which they are intended under the grant. 4. THAT activities will comply with and support the regional and local solid waste management plans adopted for the geographical area in which the activities ware performed. 2008 Passed by the City Council this 10th day of January , 2fte. DAVID A. MILLER, MAYOR ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: n Debra Frankhouser, Solid Waste Collections Manager APPROVED AS TO FORM: J G. Vandiver, Attorney of Counsel Mres13PAGsolwasOgGrantRes November 30, 2007 Resolution No, 2008-R0009 South Plains Association of Governments FY 2008/2009 REGIONAL SOLID WASTE GRANTS PROGRAR1 FORM 1. APPLICATION INFORMATION AND SIGNATURE PAGE Applicant: City of Lubbock Address: Solid Waste Services P.O. Box 2000, Lubbock, TX 79457 Contact Person: Debra Frankhouser Pro i ect Funding Amount Proposed: $ 25,035 Phone/Fax: Ph:775-2486 Fx: 775-3013 Date Submitted: I I/28/2007 J Local Enforcement Litter and Illegal Dumping Cleanup and Community Collection Events Source Reduction and Recycling Local Solid Waste Management Plans Citizens' Collection Stations and "Small" Registered Transfer Stations Household Hazardous Waste (HHW) Management _Technical -Studies --------------------------------------- -Edw4io-n a-1 and Training Projects Other projects to include scrap tires (must be reviewed and authorized by the COG Porto 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. Title: Manager of Solid Waste Collections Typed/Printed Name: Ll&ate Signed: Debra Frankhouser 1/26/200- FOR USE BY South plains Association of Governments Date application was received: Does the application meet all of the required screening criteria: Yes No Is the application administratively complete: Yes No Project App?icatien 1' orrn I FORM 2. Authorized Representatives The Applicant hereby designates the individual(s) named below as the person or persons authorized to receive direction from the COG, to manage the work being performed, and to act on behalf of the Applicant for the purposes shown: 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:,r�-� Typed/Printed Name: Debra Frankhouser Title: Manager of Solid Waste Collections Date: 11I25I2:007 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, inch sign 7gfinanc al reports and requests for reimbursement. Signature: Typed/Printe fir . Y tes ez Title: Chief Financial Officer Date: �' 7 O "7 Project Application Form 2 FORM 4. Resolution A resolution authorizing the application must be approved by the governing body of the .Applicant_ Following this page is an example Resolution Form that may be used to prepare the required resolution. This or a similar resolution must be signed and notarized in addition to the signature required in Form 1. To complete your application, please remove this page and replace it with a signed resolution of your entity's governing body.. This will be on the agenda for the December 20, 2007 City of Lubbock City Council Meeting. Due to document deadline requirements, this is the first available council meeting date. Resolution will be available before grants go to the SPAG Board of Directors on January 8, 2008 for final review and approval. Projecl Application Form 4 RESOLUTION {Example} RESOLUTION OF (Name of entity) AUTHORIZING THE FILING OF A GRANT APPLICATION WITH THE South Plains Association of Governments FOR A REGIONAL SOLID WASTE GRANTS PROGRAM GRANT; AUTHORIZING (Person and/or title) TO ACT ON BEHALF OF (Name of entity) IN ALL MATTERS RELATED TO THE APPLICATION; AND PLEDGING THAT IF A GRANT IS RECEIVED (Name of entity) WILL COMPLY WITH THE GRANT REQUIREMENTS OF THE South Plains Association of Governments, THE TEXAS COMMISSION ON ENVIRONMENTAL QUALITY AND THE STATE OF TEXAS. YaIEREAS, the South Plains Association of Governments is directed by the Texas Commission on Environmental Quality to administer solid waste grant funds for implementation the COG's adopted regional solid waste management plan; and WHEREAS, (Name of entity) in the State of Texas is qualified to apply for grant funds under the Request for Applications. NOW, THEREFORE, BE IT RESOLVED BY (Name of entity) IN (Location of office) TEXAS; 1. That (Name/title of individual) is authorized to request FY2008 grant funding under the South Plains Association of Governments Request for Applications of the Regional Solid Waste Grants Program and act on behalf of (Name of entity) in all matters related to the grant application and any subsequent grant contract and grant project that may result_ 2. That if the project is funded, (Name of entity) will comply with the grant requirements of the South Plains Association of Governments, Texas Commission on Environmental Quality and the State of Texas. 3. The grant funds and any grant -funded equipment or facilities will be used only for the purposes for which they are intended under the grant. 4. That activities will comply with and support the adopted regional and local solid waste management plans adopted for the geographical area in which the activities are performed. PASSED AND APPROVED by (chief official) in (), (gate , on this the (number/da day of month), 2007. Notary: (Signature of Authorized Official) (Typed or Printed Name) (Title) (Signature) (Type or Printed Name) (Commission Expires) 'i� 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. A demonstration project under the Educational and Training Projects category d. Other to include scrap tire projects (Contact COG (applying under Other category.) Form 5a. List of Private Service Providers Notified Private Service Providers Contacted Name and Telephone Date Position Number Notified None — no private sector businesses provide these types of services Projecd ,application Form 5a Form 51). summaries of Discussions with Private Industry (Refer to instructions concerning information to include on this form. Attach any written comments or input provided) There are no local private businesses that provide these types of recycling or HIM services. Project ,application Form 5b ( (t FORM 6: Project Summary Please provide a complete project summary. Reference the goals, objectives, and/or recommendations from the regional solid waste management plan that apply to the project, and how the project will assist in implementing the plan. Refer to the application instructions when completing these forms. If necessary, attach additional pages for each form. Form 6a. Project Description (add additional pages as necessary) This project will assist with meeting the following goals from the SPAG Regional Solid Waste Plan. Goal A. Achieve a reduction in waste disposed at area MSW landfdls. Goal C. Encourage proper disposal of household hazardous waste. Goal D. Educational campaigns focusing on waste reduction and recycling. The goals of the project are to make the current recycling operations more efficient and provide users of the drop-off centers with resources and educational information in using the message boards. These goals will be accomplished by purchasing the following equipment and expanding a current program. The first equipment request is for two -thousand (2,000) 14 gallon blue recycling bins. These will be provided to residents, businesses, and university students and allow for more efficient recycling. The recycling bins will be made available at promotional events, booth exhibits, .neighborhood meetings and at the Recycling Drop-off Centers. Each recycling bin given will include an information brochure on the City of Lubbock Recycling Drop-off program. The estimated cost for the bins plus freight is $ 12,600. The second equipment request is for three outdoor message boards to be located at the three permanent City of Lubbock Recycling Drop-off Centers. These 42"H x 50"W message boards are resistant to fading and graffiti and would be used to communicate recycling program procedures, recycling tonnage, upcoming events, and educational recycling information. They will also allow ON to focus and educate on local and current recycling efforts. The message boards are crafted using the strongest grade of recycled plastic. Estimated cost for this equipment plus freight is $3,636. The third equipment request is for a utility vehicle with a cargo bed. A Kawasaki Mule 3010 utility vehicle or similar vehicle. This four-wheel open cart vehicle will be used to transport, to proper storage units, HIIW items, computer and technology items, and other materials received at the entrance of the facility. Using this type of vehicle will allow for the safe and efficient transfer of materials. The estimated cost for this equipment is $8,799. The total grant request arnow-it is S25,035 The benefits of this program will be increased opportunities to educate residents on local recycling efforts and improve participation in recycling, resulting in an increase in materials diverted from landfill disposal or incineration. Is this a repeat application? If so, when was this project submitted? This is not a repeat application. Are you a Clean Texas/Cleaner World member? Yes, the city of Lubbock is a Clean Texas member, Project Application Forni 6a Form Gb. Project Cost Evaluation (add additional pages as necessary) 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. Estimated cost of equipment is $25,035. Cost per capita for this project is $ .12 based on a 206,000 population. Project Application Form 6h c;I Form 6c. Level of Commitment of the Applicant (add additional pages as necessary) 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. The City of Lubbock is committed to preferred solid waste management practices. The City operates a Type 1 landfill, three (3) permanent and five (5) mobile recycling drop-off centers. The City is in the permitting stage for a tire processing operation. In addition, the department provides educational presentations, media announcements and advertising, and outreach events on an on -going basis to educate the public on topics related to Recycling and Waste Minimization as well as Water and Natural Resource Conversation. Each year, the City of Lubbock City Council shows support for recycling and waste minimization projects/programs by funding these projects/programs and allowing staff to present ideas for new projects/programs. List any previously demonstrated commitment to preferred solid waste management practice, such as implementing other solid waste management projects, involvement in a local or subregional solid waste management plan or study, or membership_ in the TCEQ's Clean Texas Program. The City of Lubbock participated in the development and funding of the SPAG Solid Waste Management Plan and is a member of Clean Cities 2000. In FY 05-06, the City diverted 8,707 tons of recyclable materials from the landfill for a diversion rate of 7.7% of the residential waste stream. In addition in FY 07-08, $483,858 is budgeted to operate the Recycling Programs and Citizen Collection Stations with an additional $127,648 spent for public education, advertising and outreach for the recycling programs that focus on waste minimization and natural resource conservation. If the proposed project has received previous grant funding under this program, explain to what extent the proposal involves 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. We have not requested funding for this project in the past. The City has received grants from SPAGITCEQ for various programs in the past including plastics recycling (baler), glass recycling (glass crusher), cardboard recycling, used motor oil and antifreeze recycling, HHW collection and public education programs to name only a few. All of these programs have remained on -going after grant funding ceased. The City of Lubbock has always received good reviews on our grant performance by SPAG and the TCEQ. Form 6d. Scope of ''Work (See application instructions. Add additional pages as necessary) 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. Once the details of the work program have been negotiated with the Applicant and approved by the COG, the work program will be entered into the grant contract. 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 (should be consistent with implementing the goals, objectives, and recommendations from the regional solid waste management plan, as stated in the project description on Form 6a). - Specific task statements with responsible entity identified - List of deliverables/products/activities under each task - Schedule of deliverables Time Frame 30 days after contracts are executed Task Spec and bid -equipment — Recycling Bins (14 gallons) Message Boards Utility Vehicle (Mule) 180 days after contacts are executed Take delivery of equipment and begin program 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 $ 0 2. Fringe Benefits $ 0 3. Travel $ 0 4. Supplies $ 0 5. Equipment $ 25,035 6. Construction $ 0 7. Contractual $ 0 8. Other $ 0 9. Total Direct Charges (sum of 1-8) $ 25,035 10. Indirect Charges' $ 0 11. Total (sum of9 -10) $ 25,035 12. Fringe Benefit Rate: I N/A % 1113. Indirect Cost Rate: I N/A % 1 II 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: N/A *In accordance with the UGMS, indireci 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 that are applicable. Project Application Forni 7 FORM 7a: Detailed Matching Funds/In-Find 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: $5,000 In the space below, please explain in detail the application of any matching finds to be provided by the Applicant, as directly related to the proposed project:. In FY 07-08 Recycling Operating Budget, $5,000 was budgeted in line item 5519.8801 for match for grant projects. This match will be used to cover any overages and unanticipated expenses associated with this grant or to fund additional new or expanded recycling programs. In -Kind Services: $127,648 (monetary equivalent) 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: In FY 07-08, we have budgeted $483,858 for the operation of recycling drop-off centers and citizen collection stations. An additional 9147,*48 will be spent directly du public education, advertising and promotion for recycling and waste reduction programs. 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: $1"Tn— ;r f Project Applicalion Form 7a FORM 7b: Detailed Personnel/Salaries Expenses For each employee to be funded wholly or in part by this grant, complete one of the lines in the table below. Please refer to the definitions provided in the instructions in completing this sheet. If funds are awarded, changes to grant -funded positions must be approved in advance by the COG. Position Title Function FTE Status Monthly Salary NONE TOTAL $ 0 (Must equal Line 1 of the Overall Budget Summary) Project Application Form 7h FORM 7c: Detailed Travel Expenses This budget form provides a more detailed breakdown of the total expenses for travel indicated on Line 3 of the Overall Budget Summary. Please describe the types of routine in -region travel expenses expected and purpose for the travel. Routine In -Region Travel Purpose of Travel Estimated Cost NONE $ $ $ $o All out-of-state travel expenses and other non -routine travel, such as out -of -region travel to special training or events must be pre -approved by the COG. Complete the following information for all requested non -routine travel, including any out-of-state travel. If those details are not presently known, the COG will need to approve those travel costs before the travel occurs. Non -Routine Travel Expenses Date(s) Purpose & Destination Person(s) Estimated Cost NONE $ TOTAL TRAVEL EXPENSES (Must equal Line 3 of the Overall Budget Summary) $ 0 Project ,Application Form 7c FORM 7d: Detailed Supply Expenses This budget form provides a more detailed breakdown of the total expenses for supplies indicated on Line 4 of the Overall Budget 5ununary. Please list the general types of supplies You ext)eet to purchase with Lrant frtnding_ General Types of Supplies Estimated Cost General office/desk supplies $ Other supplies (explain below): so NONE TOTAL (Must equal Line 4 of the Overall Budget Summary) so Project Application Form 7d FORM 7e: ]Detailed Equipment Expenses All equipment purchases must be pre -approved by the COG. 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 known at this tia-ne, list the general details on this form. The specific details of the equipment will then need to be provided to and approved by the COG before the costs are incurred. Equipment ($5,000 or more per unit) No.of (Show description, type, model, etc.) Unit Cost Units Total Cos# TRUE 14-01-WR, 14 US Gallon —Bush Blue $ 6.30 2,000 $ 12,600 We Recycle — plastic recycling bins Message Centers, strongest grade of recycled $ 1,212 3 3,636 plastic, weatherproof and graffiti -resistant, polycarbonate door, interior Homasafe backing. i 1 -Kawasaki Mule -30-10 4X4, utility vehiele; $ 5,799 1 $ 8,799 four—stroke, V-twin industrial -grade engine $ $ TOTAL $ 25,035 (Must equal Line 5 of the Overall Budget Summary) Project Application Form 7e FORM 7f; Detailed Construction Expenses All construction projects must be pre -approved by the COG. if the specific details of the construction costs are not known at this time, list the general details on this form. The specific details of the construction will then need to be provided to and approved by the COG before the costs are incurred. For any subcontracted activities, the request for approval will need to include evidence that the contract price is reasonable and necessary (see instructions). Types of Construction Subcontracted Yes/No Estimated Cost NONE N/A $0 TOTAL (Must equal Line 6 of the Overall Budget Summary) $ 0 Project Application Form 7f FORIM 7g: Detailed Contractual Expenses All contractual expenses must be pre -approved by the COG. If the specific details of the contractual costs are not known at this time, list the general details on this form. The more specific details of the contractual costs will then need to be provided to and approved by the COG before the costs are incurred. The request for approval will need to include evidence that the contract price is reasonable and necessary (see instructions)_ In addition, the subcontract scope of work must be approved by the COG before work begins. Contract Purpose Contractor(5) Amount NONE NIA $ Q TOTAL $ 0 (Must equal .Lane 7 of the Overall Budget Summary) Project Application Form 7g FORM 7h: Detailed Other Expenses This budget form provides a more detailed breakdown of the total other expenses indicated on Line 8 of the Overall Budget Summary. Please note that the final totals are at the bottom of the next page. Basic Other Expenses Please identify the basic "Other" category expenses you expect to incur appropriate to the project. Basic Other Expenses Estimated Cost Books and reference materials $ 0 NONE Postage, telephone, FAX, utilities $ 0 NONE Printing/reproduction $ 0 NONE Advertising/public notices $ 0 NONE Registration fees for training (if approved) $ 0 NONE Repair and maintenance $ 0 NONE Basic office furnishings $ 0 NONE Space and equipment rentals $ o NONE Signage $ 0 - NONE Project Application Form 7h 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 the COG. If the specific details of the additional Other expenses are not known at this time, list the general details on this forThe more specific details will then need to be provided to and approved by the COG before the costs are incurred. m. Additional Other Expenses Unit Cost Computer hardware not listed under the Equipment category (Itemize each expense below $ including description, type, model, etc.): NONE Computer software (itemize each expense below including description, type, model, etc.): $ NONE Additional Other expenses (itemize each expense below including description, type, ,model, etc.): F NONE TOTAL OTHER EXPENSES Must equal Line 8 of the Overall Project Application Form. 7h No. of Units + 'Total Cost $0 $ 0 $ 0 S0 REQUIRED ATTACHMENTS TO THE APPLICATION I. If indirect costs are included in the project budget, attach the Applicant's latest indirect cost allocation plan, including documentation of approval of the plan and the indirect cost rate by the Applicant's Federal Cognizant Agency or State Coordinating Agency. 2. If applicable, attach any wri Form S). tten comments submitted by private industry (see instructions far 3. If the Applicant is a law enforcement entity, and if compliance with TCLEOSE rules is still pending, attach a certification from TCLEOSE to indicate that the Applicant is in the process Of achieving compliance with the rules (see Form 3, Certificaticrx No. 11).