HomeMy WebLinkAbout2014-168 Solid Waste - Department of Environment and Natural Resources for Roll Cart Purchase $75,000 _ Please return this copy to the Clerk to the Board's
office for permanent agenda file. C? / GRANT CONTRACT NO. 5833
STATE OF NORTH CAROLINA GRANTEE'S FEDERAL
COUNTY OF WAKE IDENTIFICATION
NUMBER:**-***0327
This Contract is hereby made and entered into this 1St Day of April, 2014, by and between the NORTH CAROLINA
DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES, (the "Agency") and ORANGE COUNTY, (the
"Grantee")(referred to collectively as the"Parties").
1. Contract Documents: This Contract consists of the Grant Contract and its attachments, all of which are identified by
name as follows:
(1) Grant Contract No.5833
(2) General Terms and Conditions(Attachment A)
(3) Agency's Request for Proposal(RFP)(Attachment B)
(4) Grantee's Response to Agency's RFP,including line item budget and budget narrative and if applicable,indirect
cost documentation(Attachment C)
These documents constitute the entire agreement between the Parties and supersede all prior oral or written statements
or agreements. The Parties may enter into Contract Amendments in accordance with the General Terms and Conditions
as described in Attachment A.
2. Precedence Among Contract Documents: In the event of a conflict between terms of the Contract Documents, the
term in the Contract Document with the highest relative precedence prevails. The order of precedence is established by
the order of documents in Paragraph 1, above,with the first-listed document having the highest precedence and the last-
listed document having the lowest precedence. If there are multiple Contract Amendments,the most recent amendment
has the highest precedence and the oldest amendment has the lowest precedence.
3. Contract Period: This Contract shall be effective on April 1, 2014 and shall terminate on March 31, 2015.
4. Project Period: The Grantee begins the project on April 1, 2014. The Grantee undertakes and completes the
project in a sequence that assures expeditious completion in light of the purposes of this agreement. Grantee
completes the project on March 31,2015.
5. Grantee's Duties: The Grantee provides the project as described in Attachment C,Curbside Recycling Roll-Out Cart
Grant Program and in accordance with the approved budget in Attachment C.
6. Agency's Duties: The Agency shall pay the Grantee in the manner and in the amounts specified in the Contract
Documents.
The total amount paid by the Agency to the Grantee under this Contract shall not exceed SEVENTY FIVE THOUSAND
DOLLARS($75,000.00).
This amount consists of:
Type of Funds Funding Source CFDA No.
Receipts Solid Waste Management Outreach Program N/A
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GRANT CONTRACT NO. 5833
Accounting Code Information:
Dollars GL Company GL Account GL Center
$75,000.00 1602 536961 6760
[ ] a.There are no matching requirements from the Grantee.
[ ] b.There are no matching requirements from the Grantee;however,the Grantee has committed the following match
to this project:
In-Kind $
Cash $
Cash and In-Kind $
Cash and/or In-Kind $
Other/Specify: $
[ J c.The Grantee's matching requirement is$,which shall consist of:
In-Kind $
Cash $
Cash and In-Kind $
Cash and/or In-Kind $
Other/Specify: $
[ X ] d.The Grantee has committed to an additional$675,030.00 to complete the project as described in Attachment C.
The contributions from the Grantee shall be sourced from non-federal funds.
The total contract amount is$750,030.00.
7. Reversion of Unexpended Funds
Any unexpended grant funds shall revert to the Agency upon termination of this Contract.
8. Reporting°Requirements:
Any Grantee receiving at least $15,000 but less than $500,000 in state funds from the Agency within any fiscal
year is required to file with each funding state agency a sworn accounting of receipts and expenditures of state
funds in the format approved by the State Auditor. This accounting must be attested to by the Grantee fiscal officer
and one other authorizing officer of the Grantee. This accounting must be filed with each funding state agency
within six months after the end of the Grantee's operating year. If the Grantee receives STATE funds of$500,000
or more during its fiscal year, it must file with the State Auditor and each funding agency its audited financial
statements in accordance with the standards and formats prescribed by the State Auditor in Memorandum NGO-2
"Grantee Audit Reports." If the Grantee receives$500,000 or more in FEDERAL awards during its fiscal year from
any source, including federal funds passed through the State or other grantors, it must obtain a single audit or
program-specific audit conducted in accordance with the Federal Office of Management and Budget's Circular A-
133"Audits of States, Local Government and Non-Profit Organizations." If the above amounts are not met by one
single funding agency, but rather any combination of funding agencies, then the appropriate reports shall be sent
to the Office of the State Auditor and to the Agency. Also, a corrective action plan for any audit findings and
recommendations must be submitted along with the audit report or within the period specified by the applicable
OMB Circular or Memorandum.
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GRANT CONTRACT NO. 5833
9. Payment Provisions:
The Agency reimburses the Grantee for actual allowable expenditures with the Agency retaining a minimum of ten
percent(10%) of the Agency's funds until all required activities are completed and reports/deliverables are received and
accepted by the Agency. An allowable expenditure is defined as one associated with work performed to meet the
milestones that have been addressed during the specific reporting period. The Agency may withhold payment on
invoices when the Grantee fails to accomplish the milestones stated in Attachment C.
10. Invoices: The Grantee submits invoices to the Agency Contract Administrator at least quarterly. The final invoice must
be received by the Agency within 45 days after the end of the contract period.
Amended or corrected invoices must be received by the Agency's Office of the Controller within six months after the end
of the contract period. The Agency will not pay any invoice received more than 6 months after the end of the effective
period.
11. Contract Administrators: Each Party submits notices, questions and correspondence to the other Party's Contract
Administrator. The name, address, telephone number, fax number, and email address of the Parties' initial Contract
Administrators are set out below. Either Party may change the name, address,telephone number,fax number,or email
address of its Contract Administrator or Principal Investigator or Key Personnel by giving timely written notice to the other
Party.
Any changes in the scope of the contract which increase or decrease the Grantee's compensation are not effective until
approved in writing by the Agency's Head or Authorized Agent.
Agency Contract Administrator:
Joseph Fitzpatrick
Division of Environmental Assistance and
Customer Service
1639 Mail Service Center
Raleigh, NC 27699
Telephone:(919)707-8121
Email:'ose h.fitz atrick ncdenr. ov
Grantee Contract Administrator: Grantee Principal Investigator or Key Personnel
Eric Gerringer, Recycling Programs Manager Eric Gerringer, Recycling Programs Manager
Orange County Orange County
P.O. Box 17177 P.O. Box 17177
Chapel Hill, NC 27516 Chapel Hill, NC 27516
Telephone: (919)968-2788 Telephone:(919)968-2788
Fax: (919)932-2900 Fax: (919)932-2900
Email:a errin er oran ecount nc. ov Email: eaerrinaer(@oranaecountync.gov
12. Grantee Principal Investigator or Key Personnel: The Grantee shall not substitute the Principal Investigator or
key personnel assigned to the performance of this contract without prior approval by the Agency Contract
Administrator.
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GRANT CONTRACT NO. 5833
13. Supplantation of Expenditure of Public Funds:
The Grantee assures that funds received pursuant to this Contract shall be used only to supplement, not to supplant, the
total amount of federal, state and local public funds that the Grantee otherwise expends for Curbside Recycling Roll-
Out Cart Grant Program services and related programs. Funds received under this Contract shall be used to provide
additional public funding for such services;the funds shall not be used to reduce the Grantee's total expenditure of other
public funds for such services.
14. Disbursements: As a condition of this Contract, Grantee acknowledges and agrees to make disbursements in
accordance with the following requirements:
a. Implement adequate internal controls over disbursements;
b. Pre-audit all vouchers presented for payment to determine:
• Validity and accuracy of payment
• Payment due date
• Adequacy of documentation supporting payment
• Legality of disbursement
c. Assure adequate control of signature stamps/plates;
d. Assure adequate control of negotiable instruments;and
e. Implement procedures to insure that account balance is solvent and reconcile the account monthly.
15. Outsourcing: The Grantee certifies that it has identified to the Agency all jobs related to the Contract that have been
outsourced to other countries, if any. Grantee further agrees that it will not outsource any such jobs during the term of
this Contract without providing notice to the Agency and obtaining written approval from the Agency Contract
Administrator prior to outsourcing.
16. Assurances For Non-Federally Funded Contracts: The GRANTEE certifies that with regard to:
1. Debarment And Suspension-To the best of its knowledge and belief that it and its principals:
(a) are not presently debarred, suspended, proposed for debarment, declared ineligible,or voluntarily excluded from
covered transactions by any Federal,State,or local government agency;
(b) have not within a 3-year period preceding this proposal been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of
Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records,making false statements,or receiving stolen property;
(c) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity(Federal, State, or
local)with commission of any of the offenses enumerated in paragraph(1)(b)of this certification;and
(d) have not within a 3-year period preceding this application/proposal had one or more public transactions(Federal,
State,or local)terminated for cause or default.
2. Lobbying-To the best of his or her knowledge and belief,that:
(a) No Federal, State or local government appropriated funds have been paid or will be paid, by or on behalf of the
undersigned,to any person for influencing or attempting to influence an officer or employee of any Federal, State
or local government agency; a member of Congress, North Carolina's General Assembly or local government
body; an officer or employee of Congress, North Carolina's General Assembly or local government body, or an
employee of a member of Congress, North Carolina's General Assembly or local government body, in connection
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GRANT CONTRACT NO.6833
with the awarding of any Federal, State or local government contract,the making of any Federal, State or local
government grant, the making of any Federal, State or local government loan, the entering into of any Federal,
State or local government cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal,State or local government contract,grant,loan,or cooperative agreement.
(b) If any funds other than Federal, State or local government appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any agency; a member of
Congress, North Carolina's General Assembly or local government body; an officer or employee of Congress,
North Carolina's General Assembly or local government body; or an employee of a member of Congress, North
Carolina's General Assembly or local government body in connection with the Federal, State or local government
contract;grant, loan, or cooperative agreement,the undersigned shall complete and submit Standard Form-LLL,
"Disclosure Form to Report Lobbying"in accordance with its instructions.
3. Drug-Free Work Place Requirements-It will comply by:
(a) Publishing a statement notifying employees that the unlawful manufacture,distribution,dispensing, possession or
use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken
against employees for violation of such prohibition;
(b) Establishing a drug-free awareness program to inform employees about-
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling,rehabilitation,and employee assistance programs;and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the
workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the
statement required by paragraph(a)above;
(d) Notifying the employee in the statement required by paragraph (a), above, that, as a condition of employment
under the grant,the employee will-
(1) Abide by the terms of the statement;and
(2) Notify the employer of any criminal drug statute conviction fora violation occurring in the workplace no
later than five days after such conviction;
(e) Notifying the agency within ten days after receiving notice under subparagraph(d)(2), above,from an employee
or otherwise receiving actual notice of such conviction;
(f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), above with
respect to any employee who is so convicted-
(1) Taking appropriate personnel action against such an employee,up to and including termination;or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation
program approved for such purposes by a Federal, State, or local health, law enforcement, or other
appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs
(a),(b),(c), (d),(e),and(f), above.
4. Will comply with the provisions of the Equal Employment Practices Act set out in Article 49A of Chapter 143 of the North
Carolina General Statutes.
Page 5 of 6
GRANT CONTRACT NO.6833
5. Will comply, as applicable, with the provisions of the Wage and Hour Act, Occupational Safety and Health Act of North
Carolina, Controlled Substance Examination Regulation, Retaliatory Employment Discrimination, Safety and Health
Programs and Committees, Workplace Violence Prevention, and other applicable provisions of Chapter 95 of the North
Carolina General Statutes regarding labor standards.
6. Will comply with all applicable requirements of all other federal, state and local government laws, executive orders,
regulations and policies governing this program.
17. Signature Warranty:
The undersigned represent and warrant that they are authorized to bind their principals to the terms of this agreement.
N.C.G.S. §133-32 and Executive Order 24 prohibit the offer to, or acceptance by, any State Employee of any gift from
anyone with a contract with the State, or from any person seeking to do business with the State. By execution of any
response in this procurement,you(Grantee)attest,for your entire organization and its employees or agents,that you are
not aware that any such gift has been offered,.accepted,or promised by any employees of your organization.
IN WITNESS WHEREOF,the Grantee and the Agency execute this agreement in two(2)originals,one(1)of which
is retained by the Grantee and one (1)of which are retained by the Agency,the day and year first above written.
ORANGE COUNTY NORTH CAROLINA DEPARTMENT OF
ENVIRONMENT AND NATURAL RESOURCES
ohnfE.Skvarla, III,Secretary
Vee�s By B a—tur�} Depa ent ead' uthorized Xent
r l A/Aa'a foleC+ Michael G.Bryant, Section Chief
Typed/'nPrinted Name Type/Printed Name and Title
�!Vr1 f►ri► Financial Services Division/Purchasing and Contracts Section
riitle IJ Division/Section
This instrument has been pre-audited in the
manner required by the Local Government
Budget and F* I CjRntrol Act
Clarence G. Grier,Assistant Co. Manager 8
CFO
ORIGINAL'
Page 6 of 6
ATTACHMENT A
DENR CONTRACT NO.5833
General Terms and Conditions ( — D I V j i C N C F
Governmental Entities F ti,=, (,A v "s S E<V l v z
May 1,2011
DEFINITIONS c-914 APR is F Iq
Unless indicated otherwise from the context,the following terms from a State agency, department, or institution but
shall have the following meanings in this Contract. All definitions does not include any non-State entity subject to the
are from 9 NCAC 3M.0102 unless otherwise noted. If the rule or audit and other reporting requirements of the Local
statute that is the source of the definition is changed by the Government Commission. For other purposes in this
adopting authority,the change shall be incorporated herein. Contract, "Grantee"shall mean the entity identified as
(1) "Agency" (as used in the context of the definitions one of the parties hereto. For purposes of this
below) means and includes every public office, public contract, Grantee also includes other State agencies
officer or official (State or local, elected or appointed), such as universities.
institution, board, commission, bureau, council, (11) "Grantor" means an entity that provides resources,
department,authority or other unit of government of the generally financial,to another entity in order to achieve
State or of any county, unit, special district or other a specified goal or objective.
political sub-agency of government. For other (12) "Non-State Entity" has the meaning in N.C.G.S. 143-
purposes in this Contract, "Agency" means the entity 6.2(a)(1): A firm, corporation, partnership, association,
identified as one of the parties hereto. county, unit of local government, public authority, or
(2) "Audit" means an examination of records or financial any other person,organization,group,or governmental
accounts to verify their accuracy. entity that is not a State agency, department, or
(3) "Certification of Compliance" means a report provided institution.
by the Agency to the Office of the State Auditor that (13) "Public Authority" has the meaning in N.C.G.S. 143-
states that the Grantee has met the reporting 6.2(a)(3): A municipal corporation that is not a unit of
requirements established by this Subchapter and local government or a local governmental authority,
included a statement of certification by the Agency and board, commission, council, or agency that(i) is not a
copies of the submitted grantee reporting package, municipal corporation and (ii) operates on an area,
(4) Compliance Supplement refers to the North Carolina regional, or multiunit basis, and the budgeting and
State Compliance Supplement,maintained by the State accounting systems of which are not fully a part of the
and Local Government Finance Agency within the budgeting and accounting systems of a unit of local
North Carolina Department of State Treasurer that has government.
been developed in cooperation with agencies to assist (14) "Single Audit" means an audit that includes an
the local auditor in identifying program compliance examination of an organization's financial statements,
requirements and audit procedures for testing those internal controls,and compliance with the requirements
requirements. of Federal or State awards.
(5) "Contract" means a legal instrument that is used to (15) "Special Appropriation" means a legislative act
reflect a relationship between the agency,grantee,and authorizing the expenditure of a designated amount of
sub-grantee. public funds for a specific purpose.
(6) "Fiscal Year" means the annual operating year of the (16) "State Funds" means any funds appropriated by the
non-State entity. North Carolina General Assembly or collected by the
(7) "Financial Assistance" means assistance that non- State of North Carolina. State funds include federal
State entities receive or administer in the form of financial assistance received by the State and
grants, loans, loan guarantees, property (including transferred or disbursed to non-State entities. Both
donated surplus property), cooperative agreements, Federal and State funds maintain their identity as they
interest subsidies, insurance, food commodities, direct are sub-granted to other organizations. Pursuant to
appropriations, and other assistance. Financial N.C.G.S. 143 42(b),the terms"State grant funds"and
assistance does not include amounts received as "State grants"do not include any payment made by the
reimbursement for services rendered to individuals for Medicaid program,the Teachers'and State Employees'
Medicare and Medicaid patient services. Comprehensive Major Medical Plan, or other similar
(8) "Financial Statement" means a report providing medical programs.
financial statistics relative to a given part of an (17) "Sub-grantee" has the meaning in G.S. 143-6.2(b): a
organization's operations or status. non-State entity that receives a grant of State funds
(9) "Grant" means financial assistance provided by an from a grantee or from another sub-grantee but does
agency, grantee, or sub-grantee to carry out activities not include any non-State entity subject to the audit
whereby the grantor anticipates no programmatic and other reporting requirements of the Local
involvement with the grantee or sub-grantee during the Government Commission.
performance of the grant.
(10) "Grantee" has the meaning in G.S. 143-6.2(b): a
non-State entity that receives a grant of State funds
ATTACHMENT A
DENR CONTRACT NO.5833
(18) "Unit of Local Government has the meaning in G.S. third person receiving services or benefits under this Contract is
143-6.2(a)(2): A municipal corporation that has the an incidental beneficiary only.
power to levy taxes, including a consolidated city-
county as defined by G.S. 16013-2(1), and all boards,
agencies, commissions, authorities, and institutions Indemnity
thereof that are not municipal corporations.
Indemnification: In the event of a claim against either party by
Relationships of the Parties a third party arising out of this contract,the party whose actions
gave rise to the claim is responsible for the defense of the claim
Independent Contractor: The Grantee is and shall be deemed and any resulting liability,provided that a party may not waive the
to be an independent contractor in the performance of this other party's sovereign immunity or similar defenses. The parties
Contract and as such shall be wholly responsible for the work to agree to consult with each other over the appropriate handling of
be performed and for the supervision of its employees. The a claim and, in the event they cannot agree,to consult with the
Grantee represents that it has, or shall secure at its own Office of the Attorney General.
expense,all personnel required in performing the services under
this agreement. Such employees shall not be employees of, or Default and Termination
have any individual contractual relationship with,the Agency.
Termination by Mutual Consent: Either party may terminate
Subcontracting: To subcontract work to be performed under this agreement upon thirty(30)days notice in writing from the
this contract which involves the specialized skill or expertise other party. In that event, all finished or unfinished
of the Grantee or his employees, the Grantee first obtains documents and other materials, at the option of the Agency,
prior approval of the Agency Contract Administrator. In the shall be submitted to the Agency. If the contract is terminated
event the Grantee subcontracts for any or all of the services as provided herein, the Grantee is paid in an amount which
or activities covered by this contract: (a) the Grantee is not bears the same ratio to the total compensation as the
relieved of any of the duties and responsibilities provided in services actually performed bear to the total services of the
this contract; (b) the subcontractor agrees to abide by the Grantee covered by this agreement; for costs of work
standards contained herein or to provide such information as performed by subcontractors for the Grantee provided that
to allow the Grantee to comply with these standards, and; (c) such subcontracts have been approved as provided herein;or
the subcontractor agrees to allow state and federal authorized for each full day of services performed where compensation is
representatives access to any records pertinent to its role as based on each full day of services performed, less payment of
a subcontractor. compensation previously made. The Grantee repays to the
Agency any compensation the Grantee has received which is
Sub-grantees: The Grantee has the responsibility to ensure that in excess of the payment to which he is entitled herein.
all sub-grantees, if any, provide all information necessary to
permit the Grantee to comply with the standards set forth in this Termination for Cause: If, through any cause, the Grantee
Contract. fails to fulfill in timely and proper manner the obligations
under this agreement, the Agency thereupon has the right to
Assignment: The Grantee may not assign the Grantee's terminate this contract by giving written notice to the Grantee
obligations or the Grantee's right to receive payment hereunder. of such termination and specifying the reason thereof and the
However, upon Grantee's written request approved by the effective date thereof. In that event, all finished or unfinished
issuing purchasing authority,the Agency may: documents, data, studies, surveys, drawings, maps, models,
(a) Forward the Grantee's payment check(s)directly to any photographs, and reports prepared by the Grantee , at the
person or entity designated by the Grantee,or option of the Agency, be submitted to the Agency, and the
(b) Include any person or entity designated by Grantee as Grantee is entitled to receive just and equitable
a joint payee on the Grantee's payment check(s). compensation for any satisfactory work completed on such
documents and other materials. The Grantee is not relieved
Such approval and action does not obligate the State to anyone of liability to the Agency for damages sustained by the
other than the Grantee and the Grantee remains responsible for Agency by virtue of any breach of this agreement, and the.
fulfillment of all contract obligations. Agency may withhold payment to the Grantee for the purpose
of set off until such time as the exact amount of damages due
Beneficiaries: Except as herein specifically provided otherwise, the Agency from such breach can be determined.
this Contract insures to the benefit of and is binding upon the
parties hereto and their respective successors. It is expressly Waiver of Default: Waiver by the Agency of any default or
understood and agreed that the enforcement of the terms and breach in compliance with the terms of this Contract by the
conditions of this Contract,and all rights of action relating to such Grantee is not a waiver of any subsequent default or breach and
enforcement, are strictly reserved to the Agency and the named is not a modification of the terms of this Contract unless stated to
Grantee. Nothing contained in this document shall give or allow be such in writing,signed by an authorized representative of the
any claim or right of action whatsoever by any other third person. Agency and the Grantee and attached to the contract.
It is the express intention of the Agency and Grantee that any
ATTACHMENT A
DENR CONTRACT NO.5833
Availability of Funds: The parties to this Contract agree and and records as a result of all contracts or grants entered into
understand that the payment of the sums specified in this by State agencies or political subdivisions in accordance with
Contract is dependent and contingent upon and subject to the General Statute 147-64.7 and Session Law 2010-194,Section
appropriation,allocation,and availability of funds for this purpose 21 (i.e.,the State Auditors and internal auditors may audit the
to the Agency. records of the contractor during the term of the contract to
verify accounts and data affecting fees or performance). The
Force Majeure: Neither party is in default of its obligations Contractor shall retain all records for a period of three years
hereunder if and it is prevented from performing such obligations following completion of the contract or until any audits begun
by any act of war, hostile foreign action, nuclear explosion, riot, during this period are completed and findings resolved,
strikes,civil insurrection,earthquake,hurricane,tornado,or other whichever is later.
catastrophic natural event or act of God.
Record Retention: The Grantee may not destroy, purge or
Survival of Promises: All promises, requirements, terms, dispose of records without the express written consent of the
conditions, provisions, representations, guarantees, and Agency. State basic records retention policy requires all grant
warranties contained herein shall survive the contract expiration records to be retained for a minimum of five years or until all
or termination date unless specifically provided otherwise herein, audit exceptions have been resolved,whichever is longer. If the
or unless superseded by applicable federal or State statutes of contract is subject to Federal policy and regulations, record
limitation. retention may be longer than five years since records must be
retained for a period of three years following submission of the
Intellectual.Property Rights final Federal Financial Status Report,if applicable,or three years
following the submission of a revised final Federal Financial
Copyrights and Ownership of Deliverables: Any and all Status Report. Also, if any litigation, claim, negotiation, audit,
copyrights resulting from work under this agreement shall disallowance action, or other action involving this Contract has "
belong to the Grantee. The Grantee hereby grants to the started before expiration of the five-year retention period
North Carolina Department of Environment and Natural described above,the records must be retained until completion of
Resources a royalty-free, non-exclusive, paid-up license to the action and resolution of all issues which arise from it,or until
use, publish and distribute results of work under this the end of the regular five-year period described above,
agreement for North Carolina State Government purposes whichever is later.
only.
Time Records: The Grantee will maintain records of the time
Compliance with Applicable Laws and effort of each employee receiving compensation from this
contract,in accordance with the appropriate OMB circular.
Compliance with Laws: The Grantee understands and agrees
that is subject to compliance with all laws, ordinances, codes, Miscellaneous
rules, regulations,and licensing requirements that are applicable
to the conduct of its business, including those of federal, state, Choice of Law: The validity of this Contract and any of its terms
and local agencies having jurisdiction and/or authority. or provisions,as well as the rights and duties of the parties to this
Contract, are governed by the laws of North Carolina. The
Equal Employment Opportunity: The Grantee understands Grantee, by signing this Contract, agrees and submits,solely for
and agrees that it is subject to compliance with all federal and matters concerning this Contract, to the exclusive jurisdiction of
State laws relating to equal employment opportunity. the courts of North Carolina and agrees,solely for such purpose,
that the exclusive venue for any legal proceedings shall be Wake
County, North Carolina. The place of this Contract and all
Confidentiality transactions and agreements relating to it, and their situs and
forum, shall be Wake County, North Carolina,where all matters,
Confidentiality: As authorized by law, the Grantee keeps whether sounding in contract or tort, relating to the validity,
confidential any information, data, instruments, documents, construction, interpretation, and enforcement shall be
studies or reports given to or prepared or assembled by the determined.
Grantee under this agreement and does not divulge or make
them available to any individual or organization without the prior Amendment: This Contract may not be amended orally or by
written approval of the Agency. The Grantee acknowledges that performance. Any amendment must be made in written form and
in receiving, storing, processing or otherwise dealing with any executed by duly authorized representatives of the Agency and
confidential information it will safeguard and not further disclose the Grantee.
the information except as otherwise provided in this Contract or
without the prior written approval of the Agency. Severability: In the event that a court of competent jurisdiction
holds that a provision or requirement of this Contract violates any
Oversight applicable law,each such provision or requirement shall continue
to be enforced to the extent it is not in violation of law or is not
Access to Persons and Records: The State Auditor and the otherwise unenforceable and all other provisions and
using agency's internal auditors shall have access to persons requirements of this Contract shall remain in full force and effect.
ATTACHMENT A
DENR CONTRACT NO.5833
profits or non-appropriated funds on or after December 22,
Headings: The Section and Paragraph headings in these 1989; and (c) will file quarterly updates about the use of
General Terms and Conditions are not material parts of the lobbyists if material changes occur in their use.
agreement and should not be used to construe the meaning
thereof. By Executive Order 24,issued by Governor Perdue,and N.C.
G.S.§ 133.32: It is unlawful for any vendor or contractor( i.e.
Time of the Essence:Time is of the essence in the performance architect, bidder, contractor, construction manager, design
of this Contract. professional, engineer, landlord, offeror, seller, subcontractor,
supplier,or vendor),to make gifts or to give favors to any State
Care of Property: The Grantee agrees that it is responsible employee of the Governor's Cabinet Agencies (i.e.,
for the proper custody and care of any State owned property Administration,Commerce, Correction,Crime Control and Public
furnished him for use in connection with the performance of Safety,Cultural Resources,Environment and Natural Resources,
his contract and will reimburse the State for its loss or Health and Human Services, Juvenile Justice and Delinquency
damage. Prevention, Revenue, Transportation, and the Office of the
Governor). This prohibition covers those vendors and
Ownership of equipment purchased under this contract rests contractors who:
with the Agency. Upon approval of the Agency Contract
Administrator, such equipment may be retained by the (1) have a contract with a governmental agency;or
Grantee for the time the Grantee continues to provide
services begun under this contract. (2) have performed under such a contract within the past
year;or
Travel Expenses:All travel, lodging,and subsistence costs are
included in the contract total and no additional payments will be (3) anticipates bidding on such a contract in the future.
made in excess of the contract amount indicated in above.
Contractor must adhere to the travel, lodging and subsistence For additional information regarding the specific requirements and
rates established in the Budget Manual for the State of North exemptions, vendors and contractors are encouraged to review
Carolina. Executive Order 24 and G.S.Sec. 133-32.
Sales/Use Tax Refunds: If eligible, the Grantee and all sub- Executive Order 24 also encouraged and invited other State
grantees shall: (a) ask the North Carolina Department of Agencies to implement the requirements and prohibitions of the
Revenue for a refund of all sales and use taxes paid by them in Executive Order to their agencies. Vendors and contractors
the performance of this Contract, pursuant to G.S. 105-164.14; should contact other State Agencies to determine if those
and (b) exclude all refundable sales and use taxes from all agencies have adopted Executive Order 24."
reportable expenditures before the expenses are entered in their
reimbursement reports.
Advertising: The Grantee may not use the award of this
Contract as a part of any news release or commercial
advertising.
Recycled Paper: The Grantee ensures that all publications
produced as a result of this contract are printed double-sided on
recycled paper.
Sovereign Immunity: The Agency does not waive its sovereign
immunity by entering into this contract and fully retains all
immunities and defenses provided by law with respect to any
action based on this contract.
Gratuities, Kickbacks or Contingency Fee(s): The parties
certify and warrant that no gratuities, kickbacks or contingency
fee(s)are paid in connection with this contract,nor are any fees,
commissions,gifts or other considerations made contingent upon
the award of this contract.
Lobbying: The Grantee certifies that it (a) has neither used
nor will use any appropriated funds for payments to lobbyist;
(b) will disclose the name, address, payment details, and
purpose of any agreement with lobbyists whom the Grantee
or its sub-tier contractor(s) or sub-grantee(s) will pay with
I
I
ATTACHMENT B
DENR CONTRACT NO.5833
Curbside Recycling Roll-Out Cart Grant Program
APPLICATION GUIDELINES
N.C.Department of Environment and Natural Resources
Division of Environmental Assistance and Customer Service
The purpose of this grant program is to assist local governments with implementing curbside recycling programs
using roll-out carts or with transitioning existing curbside recycling programs from bins to roll-out carts. The
Division of Environmental Assistance and Customer Service(DEACS)administers the Curbside Recycling Roll-
Out Cart Grant Program through the Solid Waste Management Outreach Program.
With the release of these application guidelines,DEACS is accepting applications for funding from
municipalities,counties and solid waste authorities seeking to implement curbside recycling programs using roll-
out carts or seeking to transition existing curbside recycling programs from bins to roll-out carts. Applicants
should carefully read this entire document prior to submitting an application. Applicants are strongly
encouraged to contact Joseph Fitzpatrick at(919)707-8121 or ioseph.fitzpatrick_ncdenr.gov to discuss
application requirements and grant program parameters prior to submitting an application.
Elieible Entities:
• North Carolina counties,municipalities and solid waste authorities are eligible for funding through the
Curbside Recycling Roll-Out Cart Grant Program.
• Funding is only available for curbside recycling programs serving residential and/or commercial entities.
• Municipal and county collection programs addressing curbside collection of residential food waste for
composting will be considered for funding.
• School recycling programs are not eligible for funding from this grant program. Counties and
municipalities seeking to purchase roll-out carts for school recycling programs should consider applying
for funding through the Community Waste Reduction and Recycling Grant Program. For more j
information on this grant program,please contact Rob Taylor at(919)707-8139 or I
rob.taylor@ncdenr.gov or visit this web site:http://portal.ncdenr.orp-/web/deao/recycling/1 fiinancial-
assistance.
Available Funding:
The Division of Environmental Assistance and Customer Service plans to offer grants through the Curbside
Recycling Roll-Out Cart Grant Program for the duration of the funding availability. In general,approved
applications will be funded in the order in which they were received. Grant contracts will only be initiated once all
application requirements are met.
It is anticipated that this grant program will cease operation at the end of Fiscal Year 2013-14,so
communities interested in receiving financial assistance for the purchase of recycling carts are encouraged
to apply as soon as possible. There is no due date for grant applications,though applicants are strongly
encouraged to submit applications at least 90 days prior to planned project implementation.
Curbside Recycling Roll-Out Cart Grants are only available for the direct purchase of carts. Grant funds are not
available to support the cost of renting or leasing carts. DEACS will reimburse grantees for the direct purchase of
carts,not to exceed a rate of$25.00 per roll-out cart,up to a maximum reimbursement of$75,000. Please see the
next section on Cart Grant Eligibility Requirements for further details about program requirements.
Cart Grant Eligibility Requirements:
1. Collection Frequency-Only communities intending to collect recyclables on a weekly or bi-weekly
(every other week)basis are eligible for funding. Programs collecting two times per month are not
eligible.
Revised October 2013 1
QoA
NCDENK
ATTACHMENT 8
DENR CONTRACT NO.5833
2. Cart Size—The following cart size requirements must be met in order to be eligible for funding through
this grant program:
a) Weekly Collection:minimum 65+gallon cart size is required.
b) Bi-Weekly Collection:90+gallon cart size is required. Communities with every-other
week collections may offer an option for smaller carts,however grant funds may not be
used to purchase those carts.
3. Cart Distribution-Carts must be distributed to residents free of charge. Voluntary roll-out cart programs
that require interested residents to purchase carts are not eligible for funding through this grant.
4. RFID(Radio Frequency Identification) Tags—RFID tags must be embedded in carts at the time of
manufacturing. This requirement is explained in further detail in the next section.
5. Eligible Programs-The primary objective of the cart grant program is to support communities
implementing new curbside recycling programs or to support public recycling programs that are
converting from bins to roll-out carts. Roll-Out Cart Grants may also be made available for public
recycling programs implementing the collection of residential food waste for composting. Roll-Out Cart
Grants may not be used for the purchase of replacement carts.
6. Recurring Eligibility-To ensure that sufficient funds are available for all communities interested in
converting to roll-out carts for recycling, local governments will be limited to one grant through this grant
program. The only exception to this standard is that former grantees may be eligible for a second Roll-
Out Cart Grant if the second application supports the implementation of a program for residential food
waste collection.
7. Retroactive Costs-DENR grant-making rules do not allow for the reimbursement of costs associated
with the purchase of roll-out carts made prior to the execution of a grant contract. Any grant-related
purchases made prior to the grant contract period start date will not be reimbursed. It is estimated that
grant contracts will be in place approximately two months after a roll-out cart grant application is
finalized and a cart grant is formally awarded(see also: "Agreement on Final Grant Applications"below).
8. Applicant must be in good standing with DENR-
a. Applicants with delinquencies on existing DEACS grants(e.g.,failure to submit final report)will
not be considered for funding until such delinquencies are corrected.
b. Applicants with outstanding Notices of Violations related to solid waste management rules and
statutes will not be eligible for funding until the Division of Waste Management has determined
the violation(s)has been corrected.
c. Applicants that have failed to complete and submit the required Local Government Solid Waste
and Materials Management Annual Report will not be considered for funding.
9. A-areement on Final GrantApplications-As a condition of grant award,DEACS may work with
applicants to revise initially submitted proposals before entering into a grant contract. Any changes to
initial proposals must be approved by DEACS and the applicant,and the resultant final grant application
will become an attachment to the Grant Contract.
RFID(Radio-Frequency Identification)Tags:
The use of RFID technology is strongly encouraged by the Division of Environmental Assistance and Customer
Service. Roll-out carts have a service life of roughly 15 years,and DEACS forecasts expanded use of this
technology in recycling programs throughout North Carolina in the years to come. In consideration of future
planning,DEACS has made the purchase of carts with embedded RFID tags a requirement for grant Grogram
elizibility.
Purchasing carts with embedded RED tags does increase the initial cost by an average of roughly$1.00/cart. In
comparison,the cost of implementing RFID technology for carts that are already deployed could be as high as
$5.00/cart. RFID technology is not only less expensive if accomplished during manufacturing,but �, A
Revised Oo Dber 2013 2 AR
NCDENR
ATTACHMENT B
DENR CONTRACT NO.5833
installing RFID tags at initial purchase also allows communities to avoid the difficulty of upgrading carts in the
field at a later date.
The use of RFID technology provides a powerful data collection tool and can be the basis of a management
system for analyzing the efficiency and effectiveness of recycling collection efforts. RFID technology enables
program managers to easily determine participation and set out rates for a collection system. Data gathered
through the use of RFID technology can be used to increase collection system productivity,enhance customer
service,manage cart inventories and implement highly effective educational campaigns. Many RFID data
management systems also offer additional analysis and service support tools,and may be linked with truck-based
systems for weighing recyclables at the point of collection and/or for communicating with and providing
information to collectors. For more information on the use of RFID technology in recycling and waste collection
services contact Joseph Fitzpatrick at 919-707-8121 or ioseph.fitzpatrick @—ncdenr.gov.
The acceptance of a Curbside Recycling Roll-Out Cart Grant requires the purchase of carts that have embedded
RFID Tags, but does not require the grantee to purchase RFID reading equipment nor does it require the use of
RFID tracking or of a data management system.
Contract Period:
The contract period for this grant is one year. Grantees must expend funds and submit a final report within the
contract period unless the contract term is extended by written agreement between the grantee and the N.C.
Department of Environment and Natural Resources. Requests for no-cost time extensions must be submitted to
the division at least 60 days prior to the contract expiration date. Funds not expended by the end of the contract
period will be forfeited. Any funds expended prior to the start of the contract will not be reimbursed.
Curbside Recvcline Roll-Out Cart Grant Proeram Application Requirements:
The following information outlines the eight(8)mandatory components of a Roll-Out Cart Grant Application.
Please ensure that applications include each of these sections in the order listed.
1. Contact Information including:
• Name and title of main contact
• Organization
• Address
• Telephone and fax numbers
• E-mail address
• Federal Tax Identification Number
2. Project Description: Provide a description of your plan for implementing the roll-out cart program.
This plan must include the number of households/units served,the service provider(local government
or contract hauler),the size(gallons)of the roll-out carts to be purchased,collection frequency,
collection method(fully automated or semi-automated),and the name and location of your recycling
processor.
3. Materials Collected: List the materials to be collected by your recycling program in the roll out carts.
The following materials must be included in your program: aluminum and steel cans,corrugated
cardboard,mixed paper(including newspapers,glossy magazines and telephone books),and all
plastic bottles. The collection of other materials including non-bottle plastic containers,glass bottles
and jars,milk cartons and juice boxes/aseptic containers is encouraged but not required. DEACS
staff members are available to help determine the best feasible collection mix for your community.
Please include a copy of acceptable items as provided by your recycling processor.
4. Measurement Plan:Provide a description of plans to collect data about public recycling efforts
including the plans to track the effect of the roll-out cart program. Include details on how you will
measure program participation(or set-out rate),the amount of materials collected(tonnage),and be
sure to describe data collection methods. Measurement plans should also include information on
A��
Revised October 2013 3
.7 NCDENR
ATTACHMENT
DENR CONTRACT NO.5833
intentions for current or future use of RFID tags. If your program is converting from bins to carts,
please include data on the current bin-based recycling program. DEACS recommends that local
government contracts for recycling collection services include a requirement that vendors provide
monthly tonnage and set-out reports.
5. Public Outreach Plan: Provide a detailed description of plans for recycling program promotion
including specifically how you will educate your residents about the new cart program. Include plans
for distributing educational materials,list methods that will be used to educate the community about
the program,and explain how recycling program participation will be promoted and encouraged. If
available,please provide examples of any cart labels/graphics,educational brochures,flyers or
mailers which you plan to use. DEACS staff members are available to provide feedback on and
assistance with the development of any educational and promotional materials.
6. Implementation Timeline:Provide a bulleted timeline including the date when recycling carts will
be in service and the date when the final report will be submitted to complete the grant project.
7. Program Budget: Provide a budget for the purchase of recycling roll-out carts. Please use the
following budget format:
Budget Example
FY 201X/201X
Quantity Item DEACS Community Total
Grant Funds Funds
2,500 96 Gallon roll-out recycling cart with built in $62,500 $62,500 $125,000
RFID to $50.00 each
Total Project Expenditures $62,500 $62,500 $125,000
8. Quote: Provide a copy of an itemized quote obtained from the intended cart vendor that specifies the
size of carts to be purchased,the quantity of carts to be purchased, and indicating the inclusion of
RFID tags.
NOTE:Any expenses incurred before a contract is signed by both DENR and the grant recipient are not
reimbursable.
How to Submit Annlications:
Applicants must submit an electronic copy of their proposal,preferably in MS Word format. Receipt of all
proposals will be acknowledged by e-mail or other correspondence. Submit electronic versions to
joseph.fitzpatrick ,ncdenngov. Please submit electronic versions as Microsoft Word(preferred)or Adobe
Acrobat attachments.
Other General Terms and Conditions:
All grantees are subject to the terms and conditions listed below. Additional terms and conditions may be
addressed in the grant contract and/or listed on the following web site:
http://portal.ncdenr.orc/web/deao/recycl ing/]s/financial-assistance
• EIN and NC E-Procurement Registration Grantees will be required to provide the local
government's EIN(Federal ID number)and to register with the state's NC E-Procurement system before
a contract can be initiated. You may register with NC E-Procurement using the following link:
http://eprocurement.nc.gov/
• Publications—Documents and publications associated with a grant contract should submitted
electronically,though if printed must be printed on recycled paper containing at least 30 percent post-
consumer content.
• Final Reports—A draft final report is required to be submitted to DEACS at least 30 days prior to the
contract end date,and a final report is required to be submitted by the contract end date. Final Reports
should be submitted electronically. The final report format will be provided by the assigned grant
Revised Ocbber 2013 4
NCDENR
ATTACHMENT B
DENR CONTRACT NO.5833
administrator.
• Contract Extensions and Amendments—No-cost time extensions are possible but not guaranteed for
grant contracts. Grantees seeking no-cost time extensions should submit a request for a time extension at
least 60 days prior to the contract end date. The request for extension must indicate how long the grantee
is seeking to extend the project and the reason that the extension is being requested(i.e.,why the project
cannot be completed on time).Any request for an extension must include a new timeline listing revised
project milestones and must include a new budget if budget changes are also being requested.
• Reimbursement—Distribution of DEACS grants funds is on a reimbursement basis. Requests for
reimbursement can only be made after the grantee has spent funds on the grant project. Reimbursement
requests must be submitted electronically,must be submitted on letterhead,must include copies of
invoices,and must include proof that the grantee has made payment. Proof of payment may include
copies of cancelled checks or other financial reports showing that funds were spent. State and local sales
taxes are not reimbursable,may not be counted towards expenditure requirements,and should be
excluded from reimbursement requests. Payment of grant proceeds may be made by checks or electronic
draft,and funds are usually distributed between 15 and 30 days after a reimbursement request is received
and approved by DEACS.
• Final 10 Percent of Funds—DEACS will continue to reimburse grantees until 90 percent of the grant
award amount has been expended. The final 10 percent of grant funds will be held until an acceptable
final grant report has been received and approved by DEACS. The final report must be received by the
contract end-date. All final requests for reimbursement must be received within 45 days of the contract
end-date or all unpaid grant funds will be forfeit.
Revised Omber 2013 5 NCDENR
ATTACHMENT C
DENR CONTRACT NO.5833
Curbside Recycling Roll-Out Cart Grant Program Application
Eric Gerringer,Recycling Programs Manager
Orange County Solid Waste Management Department
P.O. Box 17177
Chapel Hill NC,27516
(919) 968-2788 phone
(919) 932-2900 fax
egerringer@orangecountync.gov
Revised submittal: February 4, 2014
Blair Pollock,Solid Waste Planner
Orange County Solid Waste Management Department
P.O.Box 17177
Chapel Hill NC,27516
lbpollock@oran eg_countync.gov
Orange County Federal Tax ID:-
1
ATTACHMENT C
DENR CONTRACT NO.5633
Proiect Description:
Orange County Solid Waste Management now provides curbside recycling by County employees to about
13,700 homes in the unincorporated areas of Orange County on a bi-weekly basis using a two(or more)
bin system where all bins are now single stream. We converted all collections to single stream July 1,
2012 and curbside program participants continue using bins biweekly.Materials are now collected in
manual trucks but the County is considering conversion to semi-automated trucks scheduled for purchase
later in FY 2013-14. These trucks will have bin and cart service capability. They may be delivered in
early FY 2014-15 to facilitate conversion to carts.
Materials are returned to the Orange County landfill's recycling processing area and dumped on a
processing pad where,as time permits,larger sized or obvious contaminates are removed that were not
initially rejected by collectors at the curb. Other non-recyclable materials such as non-bottle plastics,
especially bags,are also removed as time permits.Materials are then consolidated into walking floor
tractor trailers and destined for the Sonoco MRF in Raleigh NC.There it will be processed into
commodities and sold.Alternative markets for single stream materials may be reconsidered at a future
date.
Not all of our unincorporated area is well suited to recycling collection using carts. For example, some
residents or private gravel roads receive recycling collection at the point where the private road intersects
with the public road instead of at the end of their driveway. Orange County's intention is to initially
identify all the specific rural routes and parts thereof that can be well-served by roll carts instead of bins
for recycling and develop a protocol for identifying those areas or specific streets or types of streets that
are better suited to remaining with bins and keep those areas to a minimum.-We intend to use 95 gallon
carts because we have a bi-weekly program and that cart size seems appropriate for every-other-week
collection. By observation,many households now completely fill their two 18 gallon bins and more
every collection cycle,so carts smaller than 95 gallons might be inadequate,especially as new materials
are added. Geographic features likely to create higher levels of success in adoption of the carts over bins
include shorter driveways,higher density areas and positive response to a possible County survey of
recycling satisfaction. The general approach will be to offer carts to most program users.
The County will use the survey results,other technical criteria and public feedback to minimize the
number of households that must continue to use bins in order to improve collection efficiency when we
convert to carts. We do anticipate that some households will need to continue using bins due to their
particular circumstances such as physical handicaps or limited roadway access for collection trucks.Our
overall intention is to convert as many households as possible to carts and create fairly precise and narrow
criteria that limit the number of residents who can get an exemption to continue using bins.Experience in
other areas with trash carts especially suggests that even those who resist adopting carts at first due,for
example to having a long driveway to walk the cart down,come to accept the cart after initially
continuing to use bins.
Policies and approaches for service would be developed that would address specific local topographic,
geographic and other challenges to enable the most efficient service in an equitable manner. We believe
that most homes now receiving biweekly service with only two each 18 gallon recycling bins would
generally be better-served by receiving a cart with almost three times the capacity of the two-bin system
and ease of handling,especially for the slightly older population that predominates in our rural areas.
Another reason for likely cart acceptance would be that the County would be able to eliminate its current
requirement to cut down corrugated boxes to three feet by three feet and limit them to ten boxes for those
using carts and being collected in newer collection trucks with compaction capability planned for
purchase later in FY 2013-14.More capacity could readily allow for additional materials as markets
become available.
2
ATTACHMENT C
DENR CONTRACT NO.5833
Materials Collected:
Orange County now collects aluminum and steel cans including empty aerosol cans, clean pie pans and
aluminum foil,all plastic bottles#147,glass bottles and jars,all types of clean dry paper including
newspaper and glossy magazines, office paper,junk mail,gable top cartons,aseptic packaging and
corrugated cardboard(which is limited to ten boxes of 3'x 3'). We plan to continue providing collection
of all these materials and may be able to add spiral cans(like those for `Pringles')in the near future due to
market acceptance. In the future as the cart program is expanded,we may,depending upon markets,be
able to add a variety of other non-bottle plastics especially the olefins#2(HDPE),#4(LDPE)and#5(PP)
and perhaps thermoform clear PET as sorting technology at MRFs enables that. Inclusion of any new
materials will also be market-dependent.
Measurement Plan:
We will purchase all carts with imbedded RFID tags and intend to purchase the appropriate RFID
reading devices on our trucks to track program performance. Our initial intent is to use this technology to
measure overall route or sub-route participation only,not individual household participation,though we
may use individual household data to gather route participation more accurately than we do now. At
present we only measure biweekly set-out data. We hope to be able to use the RFID data to better target
future education and outreach to those areas that are low participation. We have not developed specific
strategies nor determined if we will narrowly target only non-participating or minimally participating
households rather than agglomerate data to the route or at least street level. We have concerns about
individual privacy and are sensitive to reported reaction against the use of RFID on waste and recycling
routes elsewhere.
We measure and record each curbside recycling truck's weight from each rural route as it comes over the
scales at the landfill before dumping at the pad for quality control and loading for shipment to MRF.
Each day's weights are tracked and recorded to compare route productivity over time. Route weight data
and set out rates are tracked. We will continue to do that using the current scale data corroborated with
any useful RFID data received once we install readers on trucks.
For about ten years we have tracked collection data for each route by set out and tonnage.A copy of this
historical data has been submitted with this application as Attachment 1. This data indicates set out rates
and tonnages for FY 12-13 along the ten rural routes we serve. Overall,the biweekly set out rate
averages about 40%of all eligible households and the average annual pounds per household at the curb
has been around 270 for the past three years,since mixed paper was added. So there is well-measured
baseline data by route against which to evaluate future program changes.
In January 2013,we conducted a month-long participation study of 1400 households along four rural
routes,noting how many unique homes set out at least once during the measurement period. We found an
overall participation rate of 57%with a range from 44%up to 73%. A copy of this study has been
submitted with this application as Attachment 2.
Materials from this curbside recycling program are combined with materials from other recycling efforts
including drop-off,commercial,multifamily,government building and urban curbside recycling programs
as they are sent to market. We receive scale tickets for each load of material that is delivered to the MRF,
and we also receive monthly statements from Sonoco on materials delivered.
3
ATTACHMENT C
DENR CONTRACT NO.5833
Public Outreach Plan:
Recycling promotional plans will have a multi-pronged approach including:
• preliminary mailing to all those eligible for rural curbside recycling about a month or two before carts
are delivered,(as an example of the nature of our mailers,a copy of the front of the FY 13-14
calendar postcard has been submitted with this application as Attachment 3.). We maintain a highly
specific address list for all the residences served along all ten rural routes that is updated annually.
• identifying and meeting with neighborhood groups such as homeowners associations or other
similarly organized geographically based groups,at least one meeting per Township
• an explanatory flyer or decal with the carts when delivered,
• The County's website will have a feature page for the affected communities with additional
information,
• And a QR Code will be used on distributed media to help guide users to the website.
The County will be prepared to meet with individuals or groups after carts are delivered to resolve any
issues or questions for specific circumstances.Because this pilot the transition to carts for curbside
recycling is specific to some unincorporated areas of the county,the use of broader media-based
education will be limited to those media reaching that population until the program is implemented and
then a broader strategy will be used to publicize the results. However,to the extent that it is appropriate,
publicity regarding the project may appear in local papers and in the department's regular electronic
newsletter.Residents may keep their bins or place them in the roll cart for recycling.
Following implementation,a satisfaction survey may be conducted and data used to fine-tune the
program.
In advance of cart distribution,the County will pay special attention to the geography and topography of
areas that may be deemed challenging to be served with roll carts and address the potential collection
issues with either individual residents or groups or residents along particularly challenging narrow private
roads,long driveways,very hilly areas,etc.The intention is to serve as many homes as possible with the
roll carts area and learn from the experiences how to manage cart service for these challenging areas.The
overall assumption will be that roll carts will be used for collecting recyclables unless there are collection
circumstances that cannot be resolved, in which case bins will continue to be allowed for recycling
collection. We also hope to develop some tools that may help other communities work on this issue.E.g.
is it useful or possible or effective to establish a`curbside corral'to store multiple carts from a
community on long,marginally accessible private roads.
Implementation Timeline:
At this point it is difficult to pinpoint the specific dates of program implementation.A possible schedule,
a task sequence and duration shown below give an idea of our planning process but the dates are
somewhat fluid depending upon a variety of factors including truck and cart bid awards and delivery,
responses to the planned survey and staff capacity to institute the program.
January 2014 Bid for new rural collection trucks
February 2014 Grant Awarded
April 2014 Bid awarded for trucks
October 2014 Trucks delivered and tested,training conducted
April—July 2014 Identification of problem areas for use of carts and
development of strategies to resolve or continue to use bins
May 2014 Bid for carts(or piggyback if available)
4
ATTACHMENT C
DENR CONTRACT NO.5833
August 2014 Cart bid awarded
September 2014 Plan for cart delivery and deployment,mailing to customers,
other outreach through Homeowner's Associations,rural
churches,Grange,etc.
October 2014 Carts delivered and deployed
November 2014 Collection in carts begins.
December—February 2015 Trouble shooting, evaluation possible satisfaction survey
February 2015 Reporting on program performance,final report
Key Dates for Curbside Recycling Roll-out Cart Grant:
(Dates to be used as milestone markers in grant contract)
October 27,2014-Carts delivered and placed into service
March 31,2015 -Submit final report to NCDENR
Program Budget:
Item DENR Funding Grantee Funds Total
13,800 each ninety-six gallon roll-out $75,000 $675,030 $750,030
recycling cart with built in RFID tag@
$54.35 delivered&assembled
Total $75,000 $675,030 $750,030
uote:
A quote from Rehrig-Pacific for the purchase of 95 gallon carts with RFID Tag,assembly and delivery is
submitted with this application as Attachment 4.
5
ATTACHMENT C
DENR CONTRACT NO.5833
Attachment 1
Orange County Rural Curbside Program
monthly set out rate FY 12-13
37% July
36% Aug
37% Sept
38% Oct
39% Nov
38% Dec
39% Jan
42% Feb
42% Mar
45% Apr
47% May
43% June
40% annual average
i
6
ATTACHMENT C
DENR CONTRACT NO. 5833
Attachment 2
Recycling Participation Rate Study Four Orange County Rural Curbside Routes January 2013
• ATTACHMENT C
DENR CONTRACT NO.5833
Attachment 3
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ATTACHMENT C
DENR CONTRACT NO.5833
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Proposal# Orange County 1028.93 January 30,2014
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Orange County SoW Waste Management Same
Blakl-Pollack
PO Banc 17177
Chapel Hit,NC 27515
9i9-98&-2788 Mobile
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95 Gallon Roll-Out Cart(Next Generation) 13,500 547.85 S 515 975.00
Color Standard Color Lid Standard Cal
RFIDTag 13,500 lnduded 3
A&El-Rural Coup Area 13.500 S5_50 S 87.750.00
Subtotal= $ 733,725.00
3aites Tax on Product and Services Rate: 0-00% -
Truckload Freight Rate- Inckided IncIkaded $
Safes Tax on Freight Rate: 0-00% $ -
Total= 0-
Order Details: Body Brand.. Lid Brands wiA be provided at.no charge. RFID included in catt price.
Freight kffo: Shipping from Lawrenceville,GA Plant to Orange County,NC-included in cart prim
Wheel Type: IV Snap on with Intergrated Spacer
Leadtnne: 4-5 Weeks After Receipt of Order
Terms: Net 30
WATT ty: 10 year unprorated warranty
Quote Vafiid: 30 days
Taxes. Alt 29icable taxes shall be paid by the Bu urdess s prwerexewtioti is PwAded and vaktated_
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Ark Blair Pollock
court Z 113 0120 14
Faith Zydowsky Date Sign and Print Name Date
EnvircnnTental Sales-GA.5C.NC.VA
Cell 404-771-7005 Title-
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A FAVALY TRWITIOr1 OF GROWTH,SERME ANO W"OVATIOak Page t of 1
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