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HomeMy WebLinkAbout1268 MARC Solid Waste Grant Assistance Agreement BILL NO. 2013-093 ORDINANCE NO. iac S AN ORDINANCE APPROVING A GRANT ASSISTANCE AGREEMENT WITH THE MARC SOLID WASTE MANAGEMENT DISTRICT WHEREAS, the City of Riverside, Missouri (the "City ") has received a grant from the MARC Solid Waste Management District to implement the Northland Recycling Extravaganza to encourage the reuse and recycling of common household items. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI AS FOLLOWS: SECTION 1 — AGREEMENT APPROVED. That the Riverside Board of Aldermen ( "Board ") hereby approves the Grant Assistance Agreement (Grant #E2014 -014) by and between the City of Riverside and the MARC Solid Waste Management District, in substantially the form attached hereto, and the Mayor is authorized to execute the Grant Assistance Agreement and to take such other actions reasonably necessary to carry out the intent of this Ordinance on behalf of the City. SECTION 2 — AUTHORITY GRANTED. The Mayor, the City Administrator and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Ordinance and to execute and deliver for and on behalf of the City all certificates, instruments, agreements and other documents, as may be necessary or convenient to perform all matters herein authorized. SECTION 3 — EFFECTIVE DATE. This Ordinance shall be in full force and effect from and after its passage and approval. BE IT REMBERED that the above was read two times by heading only, PASSED AND APPROVED by a majority of the Board of Aldermen and APPROVED by the Mayor of the City of Riverside this day oft ot/tm be 2 , 2013. ` ' Ma or Kathleen L. Rose ATTEST": . • Robip ittrpll' C• Clerk ti MARC SOLID WASTE MANAGEMENT DISTRICT GRANT ASSISTANCE AGREEMENT (GAA) Grant #E2014-004 The MARC Solid Waste Management District (hereafter referred to as the 'District') hereby agrees to grant up to $to The City of Riverside, MO (hereafter referred to as the Sub- grantee) to implement the project titled Northland Recycling Extravaganza. The Sub - grantee agrees that it will administer this agreement in accordance with: a) Sub - grantee application dated; b) Sub - grantee budget plan, work plan and time line (attached); c) MARC SWMD Special Terms and Conditions (Attachment 1); d) MDNR General Terms and Conditions (Attachment 2and 2A); e) Funding Acknowledgement (Attachment 2E ) Budget Period January 1, 2014 — December 31, 2014 The Sub- grantee agrees to complete the activities described above on the dates specified. All activities will be completed by the end of the grant period. Sub- grantee Authorized Official: Greg Miles, City Administrator Address: 2950 NW Vivion Road, Riverside, Mo 64150 Phone: 816 - 741 -3993 e-mail: gmills @riversidemo.com Sub - grantee Project Manager: Meredith Hauck, Director of Administration Address: 2950 NW Vivion Road, Riverside, Mo 64150 Phone: 816 - 741 -3993 e-mail: mhauck @riversidemo.com Project Title and Description: Funds for. Project Funding Amount Percent District Award $3,210 80 Sub - grantee Match $802 20 Total Project Cost $4,012 100 15% Retainage $482 Specific Project Conditions The grantee agrees to accept and comply with the following conditions as approved by the MARC SWMD executive board on October 15, 2013, None Stated. The assistance as described herein is hereby offered and accepted upon signature of authorized officials: Date Date Chris Bussen, Chair Greg Miles, City Administrator MARC Solid Waste Management District City of Riverside, MO VtVISC4 lbw eel 7.0 PROJECT BUDGET Note: Line items can be changed to reflect your project budget. riti i Ti\q 3.0'f `eYra f5: 1 I;ix01tj7 too 17F �i tlrl 7 ',1l,i _• 1 Parkville Public Works 4 $300.00 $ employees at avg $15/hour for 5 hour each Riverside Recreation 4 $300.00 $300.00 Department employees at avg $15/hour for I:gra5 _ 5 hour each Advertisin• See 4.10 $1,775.00 $1,778.00 Pdntih See 4.10 $385.40 $102.60 $488.00 Vendor Identification 20 $250.00 $250.00 Si•ns Pa•er Shreddin • $800.00 -- $800,00 Site Rental - -- $100.00 $100.00 ATAL. UDGET s, z S auk. It $3'2j040 UIM4 t% r '802 0 -. o 4 a s . z t��Fita w � " �, KIN* 0 0 �, •'� � S '� ,�yQ u ;-s ��ie: .c. 9 • taP .Q_'[AL�..e�.. "�,... �....8vs. :b.n� r,.,.._, :„a...�U�C `�i ;s�. _� }�.ava7 4 ,3� z�w, . �S3�.v'k'':.'� £ �L``.� .�. �. � mss. w�.�X • Expenses (both requested and match) for major activities or purchases shall be supported by documentation showing how each cost estimate was determined. • Salary must show hourly wage and estimated hours spent on project. • Commitment of match funds must be included. For example if salary is used as match, a letter from director /CEO must be provided indicating staff support for the project. Budget Notes: 1) The staff members on the planning team are exempt employees and therefore their time will not be included in the funding consideration. 2) 3) Attach additional pages if necessary. 8.0 FINANCIAL INFORMATION FOR PROJECTS REQUESTING 550,000 OR MORE 8.1 For facilities and equipment grants, attach a preliminary project design, engineering plans and specifications. N/A 8.2 Provide three years' previous financial statements, audits or reports. (Note: We need only one copy of financials — not 8.) For governmental entities, a bond rating Is acceptable. An audited summary of assets and liabilities is acceptable. If a business has not been in 16 V v i5td 4-1wHe.4-4t4e, 5.0 WORK PLAN AND TIMETABLE In the timetable below you will incorporate project tasks. Include anticipated major p tanned activities and expenditures, as well as other tasks such as bidding for services dates /equipfor ment, training, publications and other outreach efforts. Include also the submittal of quarterly reports and the final report. I� .,ca ka and m arkwM tan o4 ,,,i- sn m `� m t c : Kick off M et �,t 5 : ?'_ 2 • ) In v endors to partiFfRat i� s eugnt n • ? a g � ol?Iainapyn� a ;sar •, ,,,, sii 6E5 ■ *; . • . a v iew ' rk etingplat iV rtheeven.Ragdbe r gin p sT e. ,.--:,;::;!..,.,,,:..,,,,„,,, SAace 4) Execute g Plan x 5 ) }{aue MARL- MD staf eview publications MI INNEMMEMI— Ma 6) Submit Qua • M RGSWMD 9) De site wsrt w ith planni ea $) Hold event EN ■ 8) eve n Faceboo uruey '. . t 10)+t wra ,,,me eting . ! ± 1 ) Su Qu r MARGSWMD .'- 1l)Sobmitfinal repo rt. MARL SW M:9r. ;: J am , . i 14 Sub - grantee: Initial each section to SPECIAL TERMS AND CONDITIONS verify agreement. MARC SWMD GRANT PROGRAM ATTACHMENT 1 I Reporting Quarterly Reports Quarterly reports are due on April 15, 2014; July 15, 2014; October 15, 2014 and January 15, 2015. A final report is due January 15, 2015. As a reminder, reports must be printed on recycled content paper with at least 30% post consumer content and double- sided. Reports must be submitted in hard copy with appropriate signature. Late Report Penalties for Subgrantees If the district does not receive quarterly or fmal reports within seven (7) days from the due date stipulated in the grant assistance agreement's special terms and conditions, the subgrantee is considered out of compliance. Within those seven (7) days, the subgrantee may either submit the late report or negotiate an alternate due date with the grant administrator. If no contact has been initiated by the subgrantee to negotiate an alternate due date, the district will send a warning letter to inform the subgrantee of noncompliance and possible fiscal penalty measures. • If the report is not received within fourteen (14) days from the original due date or upon the negotiated due date, fiscal penalties may be incurred, effective immediately, in the amount of two percent (2 %) of the original grant award and remain in effect at the rate of one percent (1 %) per week until the outstanding report(s) is received and accepted by the grant administrator. The grant administrator will obtain authorization from the grant review committee chair to implement the penalty phase and inform the executive board. The subgrantee will be notified by certified letter that the penalty phase is in effect. Noncompliance of reporting requirements will be noted in the subgrantee's record for consideration of future grant awards. Extreme cases may be taken before the executive board for further resolution. II Acknowledgements and Publications Sub - grantees receiving grant funding shall identify the MARC Solid Waste Management District and the Missouri Department of Natural Resources as a funding source on all publications and other materials intended for distribution. Attachment D provides specifications for using the MDNR and MARC SWMD logos. Logos are available on the MARC website. District staff shall review draft copies of all publications, scripts, and other printed materials that are intended for distribution and are fmanced, wholly or in part, by agreement funds. For acknowledgements, Item S, Mandatory Disclosures, page 21 of Attachment 2 is hereby amended to include the • MARC Solid Waste Management District as a funding source. III Reimbursements The District shall retain 15% of the funds awarded to the project until the final report has been provided to the district and has been approved. Grant project expenses will be reimbursed only upon receipt of proper source documentation. Documentation must include proof of purchase and proof of payment. Accepted are: • Paid invoices • Paid receipts • Credit card statements indicating payment • Cancelled checks • Appropriate electronic verification of cancelled checks • Employee time sheets • Accounting payroll sheets See other side for more �> IV Project Modifications The sub - grantee agrees to comply with the following requirements to modify or extend the stated project: Time Extensions: An extension of the project time must be requested in writing sixty (60) days prior to the end of the grant period. Materials providing adequate justification for the extension and a revised time line must accompany a request for an extension. All extensions must receive District approval thirty (30) days prior to the end of the grant period. Budget Revisions: Subgrantees must request and receive prior approval to transfer funds from a direct cost budget category (ies) when the cumulative amount of such transfers exceed or are expected to exceed ten percent of the requested funds. Notification to district staff is to be made whenever a sub - grantee makes a revision of less than ten percent. Scope of Work Revisions Changes to the scope of services described in the agreement must receive prior approval from district staff. Approved changes in the scope of work or budget shall be incorporated in a written amendment to the agreement. V Security Interest 11 /A The sub -grantee agrees that any equipment [building/site improvements] purchased pursuant to this agreement shall be used for the performance of services under this agreement during the term of this agreement and four (4) years [Nine (9) for buildings /site improvements] thereafter. A security interest agreement between the District and the Subgrantee will be executed. ' The subgrantee will pay all applicable filing and termination fees associated with UCC filings, certificate of title or a deed of trust. The security interest of the District shall decrease at a rate of 20% of the provided funding per year for equipment and at a decreased rate of 10% of the provided funding per year for buildings and site improvements. 1 The subgrantee shall annually submit a report as provided by the district certifying that the intended use of the equipment, buildings, and/or site improvements are for project activities. Proof of insurance and tonnages diverted shall be reported annually. For equipment and buildings/site improvements, Item C(3)(xii), Method of Paytnent, Attachment 2, page 4, (Missouri Department of Natural Resources, General Terms and Conditions) is hereby amended to reflect the change in the length of time a security interest is maintained. For rate of decrease, Item M(3)(ii), Equipment, of Attachment 2, page 12, is hereby amended to reflect the change in the percentage of the declining interest. '^ VI Bidding Requirements r ` fQ As recipients of Solid Waste Management Fund financial assistance, sub - grantees are required to obtain bids for all purchases according to the schedule defined in the Revised Statutes of Missouri (RSMo) 34.040. Documentation of bids must be provided to the District. To paraphrase this statute: Purchases of $0- 3,000.00 DO NOT REQUIRE BIDS Purchases of $3,001.00 - 24,999.00 REQUIRE COMPETITIVE BIDS, BUT DO NOT HAVE TO BE ADVERTISED. Purchases of $25,000.00 or Higher REQUIRE COMPETITIVE BIDS, ADVERTISED IN AT LEAST TWO DAILY NEWSPAPERS AT LEAST FIVE DAYS BEFORE BID OPENING. more > The sub - grantee will be required to demonstrate that affirmative steps are taken to assure that small and minority firms, women's business enterprises and labor surplus area firms are used when possible as sources when procuring • supplies, equipment, construction and services related to the project. VII E- Verify Filing Requirement A /Q For those grants which provide services, the sub - grantee must certify their business status in accordance with RS MO 285.525 (Attachment C). Sub - grantee and subcontractors will be required to submit the appropriate form and notarization before project costs are incurred. VIII Indemnification To the extent permitted by law, the Sub -grantee expressly agrees to hold and save harmless, defend and indemnify MARC, its officers, agents, servants and employees for liability of any nature (including, without limitation, reasonable attorneys' fees) related to or arising from (i) a breach of this Agreement by Sub - grantee, (ii) the Services provided under this Agreement by Sub -grantee (iii) any act or omission of Sub -grantee or of any employee or agent of Sub -grantee or (iv) any claim that the Sub - grantee Content or the Custom Content infringes any Intellectual Property right of any third party. ,n ^ IX Project Income r `/H The sub -grantee is encouraged to earn income to defray program costs.. Revenues generated as a result of grant funds will be added to the match funds committed to the project and shall be used for the purposes of the project identified in this grant assistance agreement. For reference see F (2) (b) of the General Terms and Conditions, Attachment 2.