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HomeMy WebLinkAbout2015-12-08-minutes-solid-wasteCOMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON BOCC CONFERENCE ROOM REGULAR MEETING Tuesday 2:00 PM December 8, 2015 Board members present: Paul Jewell @ 2:23, Gary Berndt, Obie O'Brien Others: Patti Johnson, Lisa Lawrence, Mickey Webb REGULAR MEETING Meeting called to order at 2:08 pm COMMISSIONERS Solid Waste Updates: Patti informed the Board she received approval on the liner installation from the Department of Ecology and that it is under review with the prosecutor's office and should be ready to go out to bid in a couple weeks. Discussion was held on staffing including one an employee being out for 6 weeks on medical, the minimum qualifications for a recent position. Patti informed the Board that 26 applications were received for the Scale house Attendant position and that 6 would be interviewed. Maintenance Updates: Discussion was held on lock monies at the Jail and Patti informed the Board that she should have prices for jail locks by the end of the week. Discussion was held on gateways, locks and locations for new locks at the Courthouse. Request BOCC approval and Chair signature on Paradigm Upgrade: Discussion was held on the accounting software program that is used at the Solid Waste Facilities. Patti requested Board approval and Chairs signature on the Purchase Order in the amount of $26,298.00 to upgrade to CompuWeigh 6. Commissioner O'Brien moved for approval and Chairs signature. Board approval 2-0. Request BOCC approval for office closure on December 28th: Patti requested Board approval to close the main office at Noon for staff to attend Gary Nelson's retirement party at the Upper District Court, stating that the Ellensburg Transfer Station would remain open. Board Approval 2-0 Bowling Alley Parking Lot Permitting: A brief discussion was held on pressure testing the lines at the Bowling Alley since the gas has been turned off for two years and may not have been winterized back then. Discussion was held on signage and permits for the parking lot and what CWU currently charges for parking. Mickey informed the Board he thought it would cost approximately $2,000.00 for signs and permits. Request BOCC approval and Chair Signature on Waste 2 Resources Coordinated Prevention Grant Program Agreement with the Department of Ecology: Patti informed the Board that the changes requested at the last agenda had been corrected and requested approval and Chairs signature. Discuss KVEC Booking strategies and review the process of meetings: Discussion was held on the proposed booking policy and review process for 2017 implementation at the Event Center that Mickey presented. The Board will review it and revisit it in January. A brief discussion was held on creating an advisory committee for the Event Center. Other: Mickey informed the Board that the kitchen plumbing projects is taking longer than expected but he's hoping it's completed in January. Discussion was held on the design and the low flow toilets and that quarterly jetting/flushing might be necessary since there isn't enough water usage within the system. Further discussion was held on the kitchen completion possibly helping with the issue. Discussion was held on structuring and increasing the equipment repairs and replacement fund. Further discussion included air conditioners and audio video equipment and possibly adding a per square foot fee or percent of short term rent to build up funds for repair and replacement. The Board directed Mickey to look into it and bring it to the January study session. Discussion was held on leaks in the various buildings. Patti informed the Board that she had contacted Waggoner Roofing to inspect a cricket on one of the units at the Armory. Meeting adjourned @ 2:45 pm LisA Lawrenc KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Chairman KHMAS COUNTY COMl�li MOTHERS REGULAR MEETMG SOLM WASTE, MAHTENANCE, AND FMR OFFICE STUDY SESVON TUESDAY, DECEMBER 08, 2015 2:00 PM BOCC Conference Room 205 West 5th Room 108 - Ellensburg 1. Call to Order 2. Solid Waste Updates 3. Request BOCC approval and Chair signature on Waste 2 Resources Coordinated Prevention Grant Program Agreement with the Department of Ecology 4. Request BOCC approval and Chair signature on Paradigm Upgrade 5. Request BOCC approval for office closure on December 28th. 6. Maintenance Updates 7. Bowling Alley Parking Lot Permitting 8. Discuss KVEC Booking strategies and review the process of meetings 9. Other business 10. Adjourn Created on 12/3/2015 12:38:53 PM Kittitas County Solid Waste Programs 925 Industrial Way, Ellensburg, WA 98926 1 Telephone: (509) 962-7542 Fax: (509) 962-7087 PURCHASE ORDER TO: Paradigm Software 113 Old Padonia Rd. Suite 200 Cockeysville, MD 21030 Attention: Jackie Barlow, II DATE: 12/8/15 Purchase Order #: sw12082015 Quantity Description Amount Upgrade to CompuMegh 6.0 $22,750.00 Includes all currently owned licenses, modules and customizations. 1 Remote Install/Training $1,600.00 Sales Tax 8% $1,948.00 TOTAL $ 26,298.00 Ordered by: Gary B rndt Chair, Board of County Commissioners Proposed Booking Policy Review Process for 2017 Implementation: Event Center: Objective: To develop booking policies that addresses the following: • Prioritization of events • Scheduling plan for Long Range Multi-year Events vs Short Range One-time Events • Efficient use of space • Efficient use of resources(staff, water, and equipment) • Create booking pattern for Fair Space Process: January/February: Develop Draft Policies based on current usage to be reviewed/discussed with focus groups. • Draft Policies • Get review from legal and/or Policy Committee • Present draft to BOCC at Feb 91h Study Session • Schedule Focus Groups February/March/April: Identify Schedule Focus Groups of Users: • Club Rides( Bloom and Arena)(2 meetings) o Barrel Races o Mounted Shooters o Roping Clubs(3) 0 4-H Clubs o Misc Equine Clubs • Multi Day/Event Equine Events(2 meetings) o Rodeos o Workshops o Fair • Multi Day/Event Professional Conference/Workshops(2 meetings) o Chamber of Commerce o Backcountry Horseman o Quilt Show o Home Show • Social Events(1 Meeting) o Wedding o Birthdays o Anniversary's May/June: Revise policies as needed • Revise Policies • Get Final review from legal and/or Policy Committee • Present final drafts to BOCC Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste DEPARTMENT OF ECOLOGY State of Washington Agreement W2RCPG-1517-KiCoSW-00012 WASTE 2 RESOURCES COORDINATED PREVENTION GRANT PROGRAM AGREEMENT BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY nmis pl. Kittitas County Solid Waste This is a binding Agreement entered into by and between the State of Washington, Department of Ecology, hereinafter referred to as "ECOLOGY" and Kittitas County Solid Waste, hereinafter referred to as the 'RECIPIENT" to carry out with the provided funds activities described herein. GENERAL INFORMATION Project Title: Total Cost: Total Eligible Cost: Ecology Share: Recipient Share: The Effective Date of this Agreement is: The Expiration Date of this Agreement is no later than Project Type: 2015-2017 CPG Kittitas County IMP $198,584.00 $198,584.00 $148,938.00 $49,646.00 07/10/2015 06/30/2017 Implementation Project Short Description: The RECIPIENT will be undertaking a Moderate Risk Waste project as well as a Waste Reduction, Recycling, and Composting project this biennium. The Moderate Risk Waste Disposal Project will focus on removing toxic substances from the solid waste stream in Kittitas County at fixed, drop-off locations in the county. This task will cost $133,333.33. The Waste Reduction, Recycling and Composting Project will focus on diverting recyclables from the waste stream by providing collection sites for recycling materials at the county transfer stations, diverting organic waste stream from landfills, and by educating the general public to compost the organic waste stream collected from the county *or compost privately with backyard composting. This project will cost $65,250.67. Project Long Description: The Moderate Risk Waste Disposal Project will focus on removing toxic substances from the solid waste stream. The Moderate Risk Waste Disposal Facility in Ellensburg will continue to operate on an appointment basis. The Moderate Risk Waste Facility in Cle Elum will operate every other Friday from April to November of each year. Our Staff will maintain the oil and antifreeze tanks at both facilities. The task will also include technical assistance to W2RCPG-1517-KiCoS W-00012 Page 1 of 20 Agreement No: W2RCPG-1517-KiCoSW-00012 Page 2 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste Small Quantity Generators (SQGs) and provide education materials to the community. The educational materials will promote buying less household chemicals and safer cleaning alternatives. The Waste Reduction, Recycling and Composting Project will focus on diverting recyclables from the waste stream by providing recycling for tires, vehicle batteries, tin cans, aluminum cans, plastic pop and water bottles, plastic milk jugs, glass bottles, magazines, newspaper, cardboard, yard waste and other organic waste, and other metals, and will also focus on providing education and outreach on recycling by giving talks and displays at special interest group meetings, working with schools to provide educational materials and classes. We will also work with schools to improve recycling programs. Kittitas County will provide tours of the Compost Facility to community groups and schools. Each spring the recipient will work with the Master Gardeners to offer composting classes to promote and educate the public on backyard composting and vermicomposting. Overall Goal: Provide regional solutions and intergovernmental cooperation; prevent or minimize environmental contamination through planning and project implementation; and comply with state and local solid and hazardous waste management plans and laws. W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste RECIPIENT INFORMATION Organization Name: Kittitas County Solid Waste Federal Tax ID: 91-6001349 DUNS Number: 010202547 Mailing Address: 925 Industrial Way Ellensburg, WA, 98926 Physical Address: 925 Industrial Way Ellensburg, Washington, 98926 Organization Email: patti.johnson@co.kittitas.wa.us Contacts Page 3 of 20 Project Manager Patti Johnson Director 925 Industrial Way Ellensburg, Washington, 98926 Email: patti.johnson@co.kittitas.wa.us Phone: (509) 962-7542 Billing Contact Patti Johnson Director 925 Industrial Way Ellensburg, Washington, 98926 Email: patti.johnson@co.kittitas.wa.us Phone: (509) 962-7542 Authorized Patti J Johnson Signatory Director 925 Industrial Way Ellensburg, Washington, 98926 Email: patti.johnson@co.kiftitas.wa.us Phone: (509) 962-7542 W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste ECOLOGY INFORMATION Mailing Address: Department of Ecology Waste 2 Resources PO BOX 47600 Olympia, WA 98504-7600 Physical Address: Waste 2 Resources 300 Desmond Drive Lacey, WA 98503 Contacts Page 4 of 20 Project Trent Hurlbut Manager 1250 West Alder Street Union Gap, Washington, 98903-0009 Email: thur461@ecy.wa.gov Phone: (509) 575-2782 Financial Trent Hurlbut Manager 1250 West Alder Street Union Gap, Washington, 98903-0009 Email: thur461@ecy.wa.gov Phone: (509) 575-2782 W 2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste Page 5 of 20 RECIPIENT agrees to furnish the necessary personnel, equipment, materials, services, and otherwise do all things necessary for or incidental to the performance of work as set forth in the Scope of Work. RECIPIENT agrees to read, understand, and accept all information contained within this entire Agreement. Furthermore, RECIPIENT acknowledges that they have reviewed the terms and conditions of this Agreement, Scope of Work, attachments, all incorporated or referenced documents, as well as all applicable laws, statutes, rules, regulations, and guidelines mentioned in this Agreement. This Agreement contains the entire understanding between the parties, and there are no other understandings or representations other than as set forth, or incorporated by reference, herein. This Agreement shall be subject to the written approval of Ecology's authorized representative and shall not be binding until so approved. The signatories to this Agreement represent that they have the authority to execute this Agreement. IN WITNESS WHEREOF, the parties hereby sign this Agreement Washington State Department of Ecology Program Manager Laurie Davies Waste 2 Resources W 2RCPG-1517-Ki CoS W-00012 Kittitas County Solid Waste Date Patti J Johnson Director Gary Berndt Date -1 0--� - Chair B and of County Commissioners Date Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste SCOPE OF WORK Task Number: Task Title: Moderate Risk Waste Task Cost: $133,333.33 Task Description: The Moderate Risk Waste Disposal Project will focus on removing toxic substances from the solid waste stream. The Moderate Risk Waste Disposal Facility in Ellensburg will continue to operate on an appointment basis. The Moderate Risk Waste Facility in Cle Elum will operate every other Friday from April to November of each year. The RECIPIENT will maintain the oil and antifreeze tanks at both facilities. The task will also include technical assistance to Small Quantity Generators (SQGs) and provide education materials to the community. The educational materials will promote buying less household chemicals and safer cleaning alternatives. Reimbursement for this task will pay for staff hours, MRW diversion costs, facility upkeep, staff trainings, and organizational dues (as needed with prior approval). Task Goal Statement: To remove moderate risk waste from the solid waste stream. We intend to accomplish our goal by educating the public on proper disposal methods, alternate material use and then finally by providing them with a location to properly dispose of their moderate risk waste. In addition we will provide technical assistance to the community and small quantity generators promoting buying less toxic chemicals and safer alternatives. Task Expected Outcome: 36 tons of moderate risk waste will be diverted. It is expected that 550 residents and 50 businesses will be contacted, with 350 residential and 35 business participants. Recipient Task Coordinator: Patti Johnson Moderate Risk Waste Deliverables Page 6 of 20 Number Description Due Date 1.1 Material quantity reports from accepting household hazardous waste at the Ellensburg and Cle Elum facilities by appointment. Pack accepted items for shipping. Provide technical assistance to SQG's; update and distribute brochures educating the public on proper disposal methods. 1.2 Appointments at Ellensburg Facility, work with schools, give presentations and tours of facilities. Provide technical assistance to SQG's. Materials from presentations. 1.3 Open Cle Elum facility and start taking appointments at both facilities. Pack accepted items for shipping. Continue with providing technical assistance to the SQG's. Provide tours to community groups. W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste W2RCPG- 15 17-KiCoSW-00012 Page 7 of 20 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste SCOPE OF WORK Task Number: 2 Task Cost: $65,250.67 Task Title: Waste Reduction, Recycling, and Composting Task Description: The RECIPIENT will divert recyclables from the waste stream by providing recycling for tires, vehicle batteries, tin cans, aluminum cans, plastic pop and water bottles, plastic milk jugs, glass bottles, magazines, newspaper, cardboard, yard waste and other organic waste, and other metals. The RECIPIENT will provide education and outreach on recycling by giving talks and displays at special interest group meetings, work with schools to provide educational materials and classes. We will also work with schools to improve recycling programs. The RECIPIENT will provide tours of the Compost Facility to community groups and schools. Each spring the RECIPIENT will work with the Master Gardeners to offer composting classes to promote and educate the public on backyard composting and vermicomposting. Task Goal Statement: Our goals are to: (i) increase the recycling rate in Kittitas County by providing information and education on recycling available in our community and promoting to use reusable items; (ii) to increase organic waste stream diversion rate from landfills through the opportunities to send organic materials to the county compost facility or backyard composting. Task Expected Outcome: It is expected that the recipient will collected 290 tons of materials at our transfer stations for recycling/reuse, and 4063 tons of organic materials will be diverted for composting. The recipient will reach 22480 residential and 272 business contacts, with 21800 residential and 272 business participants. Recipient Task Coordinator: Patti Johnson Waste Reduction, Recycling, and Composting Deliverables Page 8 of 20 Number Description Due Date 2.1 Educational materials from both the fair booth and school programs. Tours and presentations given. 2.2 Maintain compost by grinding, turning, and testing. Provide educational materials, and handouts on reduce, reuse, and recycling. Work with local schools to improve recycling programs. 2.3 Do educational presentations at local schools. Give College students tours of the Compost facility. 2.4 Give tours of our Compost Facility and Transfer Station to college students. Maintain Compost by grinding, turning, and testing. Work with County Courthouse to improve recycling in County offices. W 2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG- 1517-KiCoSW-000 12 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste W2RCPG-1 517-KiCoSW-00012 Page 9 of 20 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste BUDGET Funding Distribution EG160036 Funding Title: Coordinated Prevention Grant Funding Type: Grant Funding Expiration Date: 06/30/2017 Funding Effective Date: 07/10/2015 Funding Source: Title: State Building Construction Account (SBCA) Type: State CFDA: Assistance Agreement: Description: Recipient Match %: 25 InKind Interlocal Allowed: No InKind Other Allowed: No Is this Funding Distribution used to match a federal grant? No Coordinated Prevention Grant Task Total Moderate Risk Waste $ 133,333.33 Waste Reduction, Recycling, and Composting $ 65,250.67 Total: $ 198,584.00 W2RCPG-1517-KiCoS W-00012 Page 10 of 20 Agreement No: W2RCPG- 1517-KiCoSW-000 12 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste Funding Distribution Summary Recipient / Ecology Share Page 11 of 20 Funding Distribution Name Recipient Match % Recipient Share Ecology Share Total Coordinated Prevention Grant 25.00 % $ 49,646.00 $ 148,938.00 $ 198,584.00 Total $ 49,646.00 $ 148,938.00 $ 198.584.00 AGREEMENT SPECIFIC TERMS AND CONDITIONS N/A SPECIAL TERMS AND CONDITIONS Indirect costs can be charged at a rate of up to 25% of salaries and benefits. GENERAL FEDERAL CONDITIONS If a portion or all of the funds for this agreement are provided through federal funding sources or this agreement is used to match a federal grant award, the following terms and conditions apply to you. CERTIFICATION REGARDING SUSPENSION DEBARMENT INELIGIBILITY OR VOLUNTARY EXCLUSION: 1. The RECIPIENT/CONTRACTOR, by signing this agreement, certifies that it is not suspended, debarred, proposed for debarment, declared ineligible or otherwise excluded from contracting with the federal government, or from receiving contracts paid for with federal funds. If the RECIPIENT/CONTRACTOR is unable to certify to the statements contained in the certification, they must provide an explanation as to why they cannot. 2. The RECIPIENT/CONTRACTOR shall provide immediate written notice to ECOLOGY if at any time the RECIPIENT/CONTRACTOR learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances. 3. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order. 12549. You may contact the department for assistance in obtaining a copy of those regulations.. 4. The RECIPIENT/CONTRACTOR agrees it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under the applicable Code of Federal Regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction. 5. The RECIPIENT/CONTRACTOR further agrees by signing this agreement, that it will include this clause titled "CERTIFICATION REGARDING SUSPENSION, DEBARMENT, INELIGIBILITY OR VOLUNTARY EXCLUSION".without modification in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 6. Pursuant to 2CFR180.330, the RECIPIENT/CONTRACTOR is responsible for ensuring that any lower tier covered transaction complies with certification of suspension and debarment requirements. 7. RECIPIENT/CONTRACTOR acknowledges that failing to disclose the information required in the Code of Federal Regulations may result in the delay or negation of this funding agreement, or pursuance of legal remedies, including suspension and debarment. 8. RECIPIENT/CONTRACTOR agrees to keep proof in its agreement file, that it, and all lower tier recipients or W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG- 1517-KiCoSW-000 12 Page 12 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste contractors, are not suspended or debarred, and will make this proof available to ECOLOGY before requests for reimbursements will be approved for payment. RECIPIENT/CONTRACTOR must run a search in <http://www.sam.gov> and print a copy of completed searches to document proof of compliance. Federal Funding Accountability And Transparency Act (FFATA) Reporting Requirements: RECIPIENT must complete the FFATA Data Collection Form (ECY 070-395) and return it with the signed agreement to ECOLOGY. Any RECIPIENT that meets each of the criteria below must also report compensation for its five top executives, using FFATA Data Collection Form. Receives more than $25,000 in federal funds under this award; and Receives more than 80 percent of its annual gross revenues from federal funds; and Receives more than $25,000,000 in annual federal funds ECOLOGY will not pay any invoice until it has received a completed and signed FFATA Data Collection Form. ECOLOGY is required to report the FFATA information for federally funded agreements, including the required DUNS number, at www.fsrs.gov <http://www.fsrs.gov> within 30 days of agreement signature. The FFATA information will be available to the public at www.usaspending.gov <http://www.Lisaspending.izov>. For more details on FFATA requirements, see www.fsrs.gov <http://www.fsrs.aov>. GENERAL TERMS AND CONDITIONS 1. ADMINISTRATIVE REQUIREMENTS a) RECIPIENT shall follow the "Administrative Requirements for Recipients of Ecology Grants and Loans — EAGL Edition". https:Hfortress.wa.gov/ecy/publications/SummaryPages/1401002.html b) RECIPIENT shall complete all activities funded by this Agreement and be fully responsible for the proper management of all funds and resources made available under this Agreement. c) RECIPIENT agrees to take complete responsibility for all actions taken under this Agreement, including ensuring all subgrantees and contractors comply with the terms and conditions of this Agreement. ECOLOGY reserves the right to request proof of compliance by subgrantees and contractors. d) RECIPIENT's activities under this Agreement shall be subject to the review and approval by ECOLOGY for the extent and character of all work and services. 2. AMENDMENTS AND MODIFICATIONS This Agreement may be altered, amended, or waived only by a written amendment executed by both parties. No subsequent modification(s) or amendment(s) of this Agreement will be of any force or effect unless in writing and signed by authorized representatives of both parties. ECOLOGY and the RECIPIENT may change their respective staff contacts and administrative information without the concurrence of either party. 3. ARCHAEOLOGICAL AND CULTURAL RESOURCES RECIPIENT shall take reasonable action to avoid, minimize, or mitigate adverse effects to archeological or cultural resources. Activities associated with archaeological and cultural resources are an eligible reimbursable cost subject to approval by ECOLOGY. W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Page 13 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste RECIPIENT shall: a) Immediately cease work and notify ECOLOGY if any archeological or cultural resources are found while conducting work under this Agreement. b) Immediately notify the Department of Archaeology and Historic Preservation at (360) 586-3064, in the event historical or cultural artifacts are discovered at a work site. c) Comply with Governor Executive Order 05-05, Archaeology and Cultural Resources, for any capital construction projects prior to the start of any work. d) Comply with RCW 27.53, Archaeological Sites and Resources, for any work performed under this Agreement, as applicable. National Historic Preservation Act (NHPA) may require the RECIPIENT to obtain a permit pursuant to Chapter 27.53 RCW prior to conducting on-site activity with the potential to impact cultural or historic properties. 4. ASSIGNMENT No right or claim of the RECIPIENT arising under this Agreement shall be transferred or assigned by the RECIPIENT. 5. COMMUNICATION RECIPIENT shall make every effort to maintain effective communications with the RECIPIENT's designees, ECOLOGY, all affected local, state, or federal jurisdictions, and any interested individuals or groups. 6. COMPENSATION a) Any work performed prior to effective date of this Agreement will be at the sole expense and risk of the RECIPIENT. ECOLOGY must sign the Agreement before any payment requests can be submitted. b) Payments will be made on a reimbursable basis for approved and completed work as specified in this Agreement. c) RECIPIENT is responsible to determine if costs are eligible. Any questions regarding eligibility should be clarified with ECOLOGY prior to incurring costs. Costs that are conditionally eligible may require approval by ECOLOGY prior to purchase. d) RECIPIENT shall not invoice more than once per month unless agreed on by ECOLOGY. e) ECOLOGY will not process payment requests without the proper reimbursement forms, Progress Report and supporting documentation. ECOLOGY will provide instructions for submitting payment requests. f) ECOLOGY will pay the RECIPIENT thirty (30) days after receipt of a properly completed request for payment. g) RECIPIENT will receive payment through Washington State Department of Enterprise Services' Statewide Payee Desk. RECIPIENT must register as a payee by submitting a Statewide Payee Registration form and an IRS W-9 form at the website, http://www.des.wa.gov/services/ContractingPurchasingBusiness/VendorPay/Pages/default.aspx. For any questions about the vendor registration process contact the Statewide Payee Help Desk at (360) 407-8180 or email payeehelpdesk@des.wa.gov. h) ECOLOGY may, at its sole discretion, withhold payments claimed by the RECIPIENT if the RECIPIENT fails to satisfactorily comply with any term or condition of this Agreement. i) Monies withheld by ECOLOGY may be paid to the RECIPIENT when the work described herein, or a portion thereof, has been completed if, at ECOLOGY's sole discretion, such payment is reasonable and approved according to this Agreement, as appropriate, or upon completion of an audit as specified herein. j) RECIPIENT should submit final requests for compensation within thirty (30) days after the expiration date of this Agreement. Failure to comply may result in delayed reimbursement. 7. COMPLIANCE WITH ALL LAWS RECIPIENT agrees to comply fully with all applicable Federal, State and local laws, orders, regulations, and permits related to this Agreement, including but not limited to: a) RECIPIENT agrees to comply with all applicable laws, regulations, and policies of the United States and the State of Washington which affect wages and job safety. b) RECIPIENT agrees to be bound by all federal and state laws, regulations, and policies against discrimination. W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Page 14 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste c) RECIPIENT certifies full compliance with all applicable state industrial insurance requirements. d) RECIPIENT agrees to secure and provide assurance to ECOLOGY that all the necessary approvals and permits . required by authorities having jurisdiction over the project are obtained. RECIPIENT must include time in their project timeline for the permit and approval processes. ECOLOGY shall have the right to immediately terminate for cause this Agreement as provided herein if the RECIPIENT fails to comply with above requirements. If any provision of this Agreement violates any statute or rule of law of the state of Washington, it is considered modified to conform to that statute or rule of law. 8. CONFLICT OF INTEREST RECIPIENT and ECOLOGY agree that any officer, member, agent, or employee, who exercises any function or responsibility in the review, approval, or carrying out of this Agreement, shall not have any personal or financial interest, direct or indirect, nor affect the interest of any corporation, partnership, or association in which he/she is a part, in. this Agreement or the proceeds thereof. 9. CONTRACTING FOR GOODS AND SERVICES RECIPIENT may contract to buy goods or services related to its performance under this Agreement. RECIPIENT shall award all contracts for construction, purchase of goods, equipment, services, and professional architectural and engineering services through a competitive process, if required by State law. RECIPIENT is required to follow procurement procedures that ensure legal, fair, and open competition. RECIPIENT must have a standard procurement process or follow current state procurement procedures. RECIPIENT may be required to provide written certification that they have followed their standard procurement procedures and applicable state law in awarding contracts under this Agreement. ECOLOGY reserves the right to inspect and request copies of all procurement documentation, and review procurement practices related to this Agreement. Any costs incurred as a result of procurement practices not in compliance with state procurement law or the RECIPIENT's normal procedures may be disallowed at ECOLOGY's sole discretion. 10. DISPUTES When there is a dispute with regard to the extent and character of the work, or any other matter related to this Agreement the determination of ECOLOGY will govern, although the RECIPIENT shall have the right to appeal decisions as provided for below: a) RECIPIENT notifies the funding program of an appeal request. b) Appeal request must be in writing and state the disputed issue(s). c) RECIPIENT has the opportunity to be heard and offer evidence in support of its appeal. d) ECOLOGY reviews the RECIPIENT's appeal. e) ECOLOGY sends a written answer within ten (10) business days, unless more time is needed, after concluding the review. The decision of ECOLOGY from an appeal will be final and conclusive, unless within thirty (3 0) days from the date of such decision, the RECIPIENT furnishes to the Director of ECOLOGY a written appeal. The decision of the Director or duly authorized representative will be final and conclusive. The parties agree that this dispute process will precede any action in a judicial or quasi-judicial tribunal. Appeals of the Director's decision will be brought in the Superior Court of Thurston County. Review of the Director's W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Page 15 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste decision will not be taken to Environmental and Land Use Hearings Office. Pending final decision of a dispute, the RECIPIENT agrees to proceed diligently with the performance of this Agreement and in accordance with the decision rendered. Nothing in this contract will be construed to limit the parties' choice of another mutually acceptable method, in addition to the dispute resolution procedure outlined above. 11. ENVIRONMENTAL STANDARDS a) RECIPIENTS who collect environmental -monitoring data must provide these data to ECOLOGY using the Environmental Information Management System (EIM). To satisfy this requirement these data must be successfully loaded into EIM, see instructions on the EIM website at: http://www.ecy.wa.gov/eim. b) RECIPIENTS are required to follow ECOLOGY's data standards when Geographic Information System (GIS) data are collected and processed. More information and requirements are available at: http://www.ecy.wa.gov/services/gis/data/standards/standards.htm. RECIPIENTS shall provide copies to ECOLOGY of all final GIS data layers, imagery, related tables, raw data collection files, map products, and all metadata and project documentation. c) RECIPIENTS must prepare a Quality Assurance Project Plan (QAPP) when a project involves the collection of environmental measurement data. QAPP is to ensure the consistent application of quality assurance principles to the planning and execution of all activities involved in generating data. RECIPIENTS must follow ECOLOGY's Guidelines for Preparing Quality Assurance Project Plans for Environmental Studies, July 2004 (Ecology Publication No. 04-03-030). ECOLOGY shall review and approve the QAPP prior to start of work. The size, cost, and complexity of the QAPP should be in proportion to the magnitude of the sampling effort. 12. GOVERNING LAW This Agreement will be governed by the laws of the State of Washington, and the venue of any action brought hereunder will be in the Superior Court of Thurston County. 13. INDEMNIFICATION ECOLOGY will in no way be held responsible for payment of salaries, consultant's fees, and other costs related to the project described herein, except as provided in the Scope of Work. To the extent that the Constitution and laws of the State of Washington permit, each party will indemnify and hold the other harmless from and against any liability for any or all injuries to persons or property arising from the negligent act or omission of that party or that party's agents or employees arising out of this Agreement. 14. INDEPENDENT STATUS The employees, volunteers, or agents of each party who are engaged in the performance of this Agreement will continue to be employees, volunteers, or agents of that party and will not for any purpose be employees, volunteers, or agents of the other party. 15. KICKBACKS RECIPIENT is prohibited from inducing by any means any person employed or otherwise involved in this Agreement to give up any part of the compensation to which he/she is otherwise entitled to or receive any fee, commission, or gift in return for award of a subcontract hereunder. 16. MINORITY AND WOMEN'S BUSINESS ENTERPRISES (MWBE) ` RECIPIENT is encouraged to solicit and recruit, to the extent possible, certified minority-owned (MBE) and women -owned (WBE) businesses in purchases and contracts initiated under this Agreement. W2RCPG- 1517-KiCoSW-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Page 16 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient -Name: Kittitas County Solid Waste Contract awards or rejections cannot be made based on MWBE participation; however, the RECIPIENT is encouraged to take the following actions, when possible, in any procurement under this Agreement: a) Include qualified minority and women's businesses on solicitation lists whenever they are potential sources of goods or services. b) Divide the total requirements, when economically feasible, into smaller tasks or quantities, to permit maximum participation by qualified minority and women's businesses. c) Establish delivery schedules, where work requirements permit, which will encourage participation of qualified minority and women's businesses. d) Use the services and assistance of the Washington State Office of Minority and Women's Business Enterprises (OMWBE) (866-208-1064) and the Office of Minority Business Enterprises of the U.S. Department of Commerce, as appropriate. 17. ORDER OF PRECEDENCE In the event of inconsistency in this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: (a) applicable federal and state statutes and regulations; (b) The Agreement; (c) Scope of Work; (d) Special Terms and Conditions; (e) Any provisions or terms incorporated herein by reference, including the "Administrative Requirements for Recipients of Ecology Grants and Loans"; and (f) the General Terms and Conditions. 18. PRESENTATION AND PROMOTIONAL MATERIALS RECIPIENT shall obtain ECOLOGY's approval for all communication materials or documents related to the fulfillment of this Agreement. Steps for approval: a) Provide a draft copy to ECOLOGY for review and approval ten (10) business days prior to production and distribution of any documents or materials compiled or produced. b) ECOLOGY reviews draft copy and reserves the right to require changes until satisfied. c) Provide ECOLOGY two (2) final copies and an electronic copy of any tangible products developed. Copies include any printed materials, and all tangible products developed such as brochures; manuals, pamphlets, videos, audio tapes, CDs, curriculum, posters, media announcements, or gadgets, such as a refrigerator magnet with a message as well as media announcements, and any other online communication products such as Web pages, blogs, and Twitter campaigns. If it is not practical to provide a copy, then the RECIPIENT must provide a complete description including photographs, drawings, or printouts of the product that best represents the item. RECIPIENT shall include time in their project timeline for ECOLOGY's review and approval process. RECIPIENT shall acknowledge in the materials or documents that funding was provided by ECOLOGY. 19. PROGRESS REPORTING a) RECIPIENT must satisfactorily demonstrate the timely use of funds by submitting payment requests and progress reports to ECOLOGY. ECOLOGY reserves the right to amend or terminate this Agreement if the RECIPIENT does not document timely use of funds. b) RECIPIENT must submit a progress report with each payment request. Payment requests will not be processed without a progress report. ECOLOGY will define the elements and frequency of progress reports. c) RECIPIENT shall use ECOLOGY's provided progress report format. d) Quarterly progress reports will cover the periods from January 1 through March.31, April 1 through June 30, July 1 through September 30, and October 1 through December 31. Reports shall be submitted within thirty (30) days after the end of the quarter being reported. e) RECIPIENT shall submit the Closeout Report within thirty (30) days of the expiration date of the project, unless an W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG- 15 17-KiCoSW-000 12 Page 17 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste extension has been approved. by ECOLOGY. RECIPIENT shall use the ECOLOGY provided closeout report format. 20. PROPERTY RIGHTS a) Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or invents any patentable property, the RECIPIENT may copyright or patent the same but ECOLOGY retains a royalty free, nonexclusive, and irrevocable license to reproduce, publish, recover, or otherwise use the material(s) or property, and to authorize others to use the same for federal, state, or local government purposes. b) Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish ECOLOGY information; present papers, lectures, or seminars involving information supplied by ECOLOGY; or use logos, reports, maps, or other data in printed reports, signs, brochures, pamphlets, etc., appropriate credit shall be given to ECOLOGY. c) Presentation and Promotional Materials. ECOLOGY shall have the right to use or reproduce any printed or graphic materials produced in fulfillment of this Agreement, in any manner ECOLOGY deems appropriate. ECOLOGY shall acknowledge the RECIPIENT as the sole copyright owner in every use or reproduction of the materials. d) Tangible Property Rights. ECOLOGY's current edition of "Administrative Requirements for Recipients of Ecology Grants and Loans," shall control the use and disposition of all real and personal property purchased wholly or in part with funds furnished by ECOLOGY in the absence of state and federal statutes, regulations, or policies to the contrary, or upon specific instructions with respect thereto in this Agreement. . e) Personal Property Furnished by ECOLOGY. When ECOLOGY provides personal property directly to the RECIPIENT for use in performance of the project, it shall be returned to ECOLOGY prior to final payment by ECOLOGY. If said property is lost, stolen, or damaged while in the RECIPIENT's possession, then ECOLOGY shall be reimbursed in cash or by setoff by the RECIPIENT for the fair market value of such property. f) Acquisition Projects. The following provisions shall apply if the project covered by this Agreement includes funds for the acquisition of land or facilities: a. RECIPIENT shall establish that the cost is fair value and reasonable prior to disbursement of funds provided for in this Agreement. b. RECIPIENT shall provide satisfactory evidence of title or ability to acquire title for each parcel prior to disbursement of funds provided by this Agreement. Such evidence may include title insurance policies, Torrens certificates, or abstracts, and attorney's opinions establishing that the land is free from any impediment, lien, or claim which would impair the uses intended by this Agreement. g) Conversions. Regardless of the agreement expiration date, the RECIPIENT shall not at any time convert any equipment, property, or facility acquired or developed under this Agreement to uses other than those for which assistance was originally approved without prior written approval of ECOLOGY. Such approval may be conditioned upon payment to ECOLOGY of that portion of the proceeds of the sale, lease, or other conversion or encumbrance which monies granted pursuant to this Agreement bear to the total acquisition, purchase, or construction costs of such property. 21. RECORDS, AUDITS, AND INSPECTIONS RECIPIENT shall maintain complete program and financial records relating to this Agreement, including any engineering documentation and field inspection reports of all construction work accomplished. All records shall: a) Be kept in a manner which provides an audit trail for all expenditures. b) Be kept in a common file to facilitate audits and inspections. c) Clearly indicate total receipts and expenditures related to this Agreement. d) Be open for audit or inspection by ECOLOGY, or by any duly authorized audit representative of the State of Washington, for a period of at least three (3) years after the final grant payment or loan repayment, or any dispute resolution hereunder. RECIPIENT shall provide clarification and make necessary adjustments if any audits or inspections identify discrepancies in the records. W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste ECOLOGY reserves the right to audit, or have a designated third party audit, applicable records to ensure that the state has been properly invoiced. Any remedies and penalties allowed by law to recover monies determined owed will be enforced. Repetitive instances of incorrect invoicing or inadequate records may be considered cause for termination. All work performed under this Agreement and any property and equipment purchased shall be made available to ECOLOGY and to any authorized state, federal or local representative for inspection at any time during the course of this Agreement and for at least three (3) years following grant or loan termination or dispute resolution hereunder. Page 18 of 20 RECIPIENT shall provide right of access to ECOLOGY, or any other authorized representative, at all reasonable times, in order to monitor and evaluate performance, compliance, and any other conditions under this Agreement. 22. RECOVERY OF FUNDS The right of the RECIPIENT to retain monies received as reimbursement payments is contingent upon satisfactory performance of this Agreement and completion of the work described in the Scope of Work. All payments to the RECIPIENT are subject to approval and audit by ECOLOGY, and any unauthorized expenditure(s) or unallowable cost charged to this agreement shall be refunded to ECOLOGY by the RECIPIENT. RECIPIENT shall refund to ECOLOGY the full amount of any erroneous payment or overpayment under this Agreement. RECIPIENT shall refund by check payable to ECOLOGY the amount of any such reduction of payments or repayments within thirty (30) days of a written notice. Interest will accrue at the rate of twelve percent (12%) per year from the time ECOLOGY demands repayment of funds. Any property acquired under this Agreement, at the option of ECOLOGY, may become ECOLOGY's property and the RECIPIENT's liability to repay monies will be reduced by an amount reflecting the fair value of such property. 23. SEVERABILITY If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid., such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision, and to this end the provisions of this Agreement are declared to be severable. 24. STATE ENVIRONMENTAL POLICY ACT (SEPA) RECIPIENT must demonstrate to ECOLOGY's satisfaction that compliance with the requirements of the State Environmental Policy Act (Chapter 43.21C RCW and Chapter .197-11 WAC) have been or will be met. Any reimbursements are subject to this provision. 25. SUSPENSION When in the best interest of ECOLOGY, ECOLOGY may at any time, and without cause, suspend this Agreement or any portion thereof for a temporary period by written notice from ECOLOGY to the RECIPIENT. RECIPIENT shall resume performance on the next business day following the suspension period unless another day is specified by ECOLOGY. 26. SUSTAINABLE PRACTICES In order to sustain Washington's natural resources and ecosystems, the RECIPIENT is fully encouraged to implement sustainable practices and to purchase environmentally preferable products under this Agreement. a) Sustainable practices may include such activities as: use of clean energy, use of double -sided printing, hosting low W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG- 1517-KiCoSW-000 12 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste impact meetings, and setting up recycling and composting programs. b) Purchasing may include such items as: sustainably produced products and services, EPEAT registered computers and imaging equipment, independently certified green cleaning products, remanufactured toner cartridges, products with reduced packaging, office products that are refillable, rechargeable, and recyclable, and 100% post -consumer recycled paper. For more suggestions visit ECOLOGY's web page: Green Purchasing, http://www.ecy.wa.gov/programs/swfa/epp. 27. TERMINATION a) For Cause ECOLOGY may terminate for cause this Agreement with a seven (7) calendar days prior written notification to the RECIPIENT, at the sole discretion of ECOLOGY, for failing to perform an Agreement requirement or for a material breach of any term or condition. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. Failure to Commence Work. ECOLOGY reserves the right to terminate this Agreement if RECIPIENT fails to commence work on the project funded within four (4) months after the effective date of this Agreement, or by any date mutually agreed upon in writing for commencement of work, or the time period defined within the Scope of Work. Page 19 of 20 Non -Performance. The obligation of ECOLOGY to the RECIPIENT is contingent upon satisfactory performance by the RECIPIENT of all of its obligations under this Agreement. In the event the RECIPIENT unjustifiably fails, in the opinion of ECOLOGY, to perform any obligation required of it by this Agreement, ECOLOGY may refuse to pay any further funds, terminate in whole or in part this Agreement, and exercise any other rights under this Agreement. Despite the above, the RECIPIENT shall not be relieved of any liability to ECOLOGY for damages sustained by ECOLOGY and the State of Washington because of any breach of this Agreement by the RECIPIENT. ECOLOGY may withhold payments for the purpose of setoff until such time as the exact amount of damages due ECOLOGY from the RECIPIENT is determined. b) For Convenience ECOLOGY may terminate for convenience this Agreement, in whole or in part, for any reason when it is the best interest of ECOLOGY, with a thirty (30) calendar days prior written notification to the RECIPIENT. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. Non -Allocation of Funds. 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 the 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 or restrictions. If payments have been discontinued by ECOLOGY due to unavailable funds, the RECIPIENT shall not be obligated to repay monies which had been paid to the RECIPIENT prior to such termination. RECIPIENT's obligation to continue or complete the work described in this Agreement shall be contingent upon availability of funds by the RECIPIENT's governing body. c) By Mutual Agreement W2RCPG-1517-KiCoS W-00012 Agreement No: W2RCPG-1517-KiCoSW-00012 Page 20 of 20 Project Title: 2015-2017 CPG Kittitas County IMP Recipient Name: Kittitas County Solid Waste ECOLOGY and the RECIPIENT may terminate this Agreement, in whole or in part, at any time, by mutual written agreement. d) In Event of Termination All finished or unfinished documents, data studies, surveys, drawings, maps, models, photographs, reports or other materials prepared by the RECIPIENT under this Agreement, at the option of ECOLOGY, will become property of ECOLOGY and the RECIPIENT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials. Nothing contained herein shall preclude ECOLOGY from demanding repayment of all funds paid to the RECIPIENT in accordance with Recovery of Funds, identified herein. 28. THIRD PARTY BENEFICIARY RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to this Agreement, the state of Washington is named as an express third party beneficiary of such subcontracts with full rights as such. 29. WAIVER Waiver of a default or breach of any provision of this Agreement is not a waiver of any subsequent default or breach, and will not be construed as a modification of the terms of this Agreement unless stated as such in writing by the authorized representative of ECOLOGY. W 2RCPG-1517-KiCoS W-00012