HomeMy WebLinkAboutAgenda - 06-06-2000-8eORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 6, 2000
Action Agenda
Item No. ~ -~
•SUBJECT: Acce tance of Grant for Wood Waste Processin
DEPARTMENT: Solid Waste Management PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): .
1/3/00 Grant Award Letter from NCDENR
Project Summary for Wood Waste Grant
Contract with NCDENR
. Project Scope of Work
INFORMATION CONTACT:
Gayle Wilson, Solid Waste Management
Director 968-2788 or Blair Pollock Solid
Waste Programs Manager
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To accept a $13,000 grant from the Division of Pollution Prevention and
Environmental Assistance of the NC Department of Environment and Natural Resources.
BACKGROUND: Earlier this fiscal year, while it was part of the Town of Chapel Hill
government, the Solid Waste Management Department submitted an application to the North
Carolina Department of Environment and Natural Resources for a construction and demolition
(C&D) debris recycling grant. The Department, which as of April17, 2000 has become part of
the Orange County government organization, has been awarded a $13,000 grant for diverting
unpainted, untreated wood waste from the County's CAD landfill. That landfill is rapidly
reaching capacity and is projected to be full by winter 2000-2001. Clean wood waste is a major
portion (estimated at 20%) of the C&D waste stream, and staff has been targeting wood waste
for diversion. Unfortunately, the market is poor and Orange County does not own equipment to
process the wood. In order to effectively investigate -the options for wood waste diversion,
additional funding was needed. The state grant will now provide the majority of the funding to
develop some options for wood waste diversion.
FINANCIAL IMPACT: There is no impact on the County's General Fund related to this grant.
The $13,000 grant will fund a majority of the project expenses. The Solid Waste Enterprise
Fund will provide a $4,000 match, with much of that in the form of an in-kind contribution of
existing staff time and equipment. Funds from the grant will be received on a reimbursement
basis only, with the Solid Waste Enterprise Fund incurring the expenses associated with the
project and submitting claims for the grant funds.
RECOMMENDATION(S): The Manager recommends that the Board accept the grant funds
from, and authorize the Chair to sign the agreement with NCDENR, subject to final review by
staff and the County Attorney.
NORTH CAROLINa DEPARTMBNT OF
ENYIRONMBNT ANO NATURAL RESOURCES
Of~ifldl~N CP' PC4LVTIQN PAdYlSNTIgN ANd 6NYlRQNMIlNTAL A39f~T~~
January 3, 20Q0~
Chapel Hill
30b N Colunbia St
Chapel Hi11, NC 275 ]. 82113
Deaz Blair Pollock:
We are pleased, to announce that your proposal far a~Canstruction and
DenLOliti,on Debris Recycling Grant has been selected for finding. ~J'e apologize
for the tune it took to notify you of this award. The grant process was very
competitive and the Department review process took longer than we expected. In
all, 17 proposals rotating S2Tg,700 have been funded out of $ total application pool
of 22 pmpasals requesting a totes of $512,633.
Y~Te are now initialing the process to establish a grant contract. Soon you
should receive two copies of the contract, including a detailed scope of work
outlining your project obligations. '9Vhen the contract comes, read it closely, sign
it, and send it back to our Deparm-ent's Purchase and Contracts Section. You are
then officially authorized to begin your project and receive funds from the grant
award. Please note that grant funds are distributed on a reirnbwrsement basis and
that ten percent of grant funds are withheld until complettiotl of a satisfactory final
zeport.
You will also soon be contacted 'by the person vn our staff who will be your
main contact for any questions about your grant or any technical assistance you
may need. We stand ready to help your project be successful in any way we can, so
please do n.ot hesitate to call your grant contact with, any question you may have.
We are very excited about your project and look forward to its
implementation.. Thank you for your efforts to reduce waste in your local
community and in North Carolina.. Congratulations on your winning proposal.
Sincerely,
7ohrt S. Blaisdell, Recycling Market Development Specialist
Division of Pollution Pxeventian and Environmental Assistance
1690 MRIL fi6BY1Ge C~NTEq, RALEImN~ NpRTM CAgOLINA 276A9.1890
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Grant Submittal for NC DPPEA Construction and Demolition Waste Grant Cycle for
Year 2000. Category: Source-Separated Recovery.
Submitted by Town of Chapel Hill.
Blair L. Pollock. October 29, 1999.
I have attached the requisite forms completed except where noted that the information is
shown on a sepazate sheet of paper.
Project Summary:
This project will divert unpainted, untreated wood wastes from the construction and
demolition azea of the Orange Regional Landfill. Once sepazated, material will be
ground up for mazketing as boiler fuel, mulch or beneficial re-use at landfill. We request
funds for the cast of grinding the first two loads of wood to be diverted. We estimate that
cost at $17,000 for two grinds of $8,500 each processing S00 tons each time. Wood will
be diverted by three methods: The Town will contribute 34% in cash and in-kind match.
(see budget page)
• physical sepazation from mixed waste by landfill staff, led by current salvage
specialist,
• increased mazketing of the current differential tipping fee of $12 per ton for
separated wood waste v. $40 per ton for mixed waste coupled with allowing trucks
carrying partial loads of sepazated wood to dump twice - once to discard the wood
and a second time for the waste to eliminate the disadvantage of separate hauling for
wood waste. We may add a double tip fee penalty for loads containing construction
wood, as we now have for yazd waste.
• encouraging haulers bringing in mixed loads that are identified as primarily wood to
dump in a special diversion area where non-woad material will be separated out and
wood added to the pile.
From previous waste sorts, we believe about 20% of the current Orange Regional
Landfill C&D waste or 6,000 tons is clean wood. We believe that one-quarter to
one- half of this maybe recoverable.
CONTRACT NO. H2D0049
STATE OF NORTH CAROLINA
COUNTY OF WAKE
CONTRACTOR'S FEDERAL LD.
OR 50ClAL SECURITY NO.
56-fi001199
TF IS A R EMF T, made and entered into this B~' day of January, 20D0, by
and between ~' ~"`x~ y ,hereinafter referred to as "CONTRACTOR", and North
Carolina Department of Environment and Natural Resources, hereinafter referred to as
"DEPARTMENT";
WITNESS€TH:
THAT WHEREAS, the CONTRACTOR has submitted to the DEPARTMENT a
proposal far the performance of certain technical or professional services; and
WHEREAS, the DEPARTMENT desires to enter into a contract with the
CONTRACTOR to pertorm the services set out in the proposal;
NOW, THEREFORE, for and in consider~atian of the mutual promises to each
other, as hereinafter set forth, the parties heretc do mutually agree as follows:
1. The CONTRACTOR hereby agrees to perForm in a manner satisfactory to
the DEPARTMENT, establish a woad separation and processing program as described in
Attachment A which is incorporated as part of this contract.
Z. The DEPARTMENT hereby agrees tv pay the CONTRACTOR a sum of
money not to exceed THIRTEEN THOUSAND DOLLARS ($13,000.00), said sum to be full and
complete compensation far services rendered under this agreement.
(a) Payment for services will be made upon receipt of an invoice from
the CONTRACTOR documenting the costs incurred in the performance of wank under this
contract.
(b) Invoices are to be submitted to the Contract Administrator at least
quarterly. ~ Final invoices must be received by the DEPARTMENT within 45 days after the end
of the contract period.
(c) Amended or corrected invoices must be received by the Office of
the Controller within six months after the end of the contract period. Invoices received_ more
than six months after the end of the contract period will be returned without action.
• 3. The CONTRACTOR represents that he has, or will secure at his own
expense, all personnel required in perfvnning the services under this agreement. Such
personnel shall not be employees of the DEPARTMENT.
4
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CONTRACT NO. H2O0049
4. The CONTRACTOR shall not substitute key personnel assigned to the
pertormance of this contract without prior approval by the Contract Administrator. The following
individual is designated key personnel far purposes of this contract: Blair Pollock.
b. None of the work to be performed under this contract which involves the
specialized skill or expertise of the CONTRACTOR ar his employees shall be subcontracted
without prior approval of the Contract Administrator. In the ®vant the CONTRACTOR
subcontracts far any or all of the sarv'rces or activities covered by this contract: (a) the
CONTRACTOR is not relieved of any of the duties and responsibilities provided in this contract;
(b) the subcontractor agrees to abide by the standards contained herein or to provide such
information as to allow the CONTRACTOR to comply with thes® standards, and; {c) the
subcontractor agrees to allow state and federal authorized representatives access to any
records pertinent to its role as a subcontractor.
6. The services of the CONTRACTOR are to commence on the 1`` day of
February, 200Q, and shall be undertaken and completed in such sequence as to assure their
expeditious completion in the light of the purposes of this agreement, but in any event, all of
the services required hereunder shall be completed by the 31" day of January 20Q'I.
7. The CONTRACTOR shall assure that na person, solely on the grounds of
race, color, age, religion, sex or national origin, be excluded from participation in, be denied the
benefits af, or be subject to discrymination under any program or activity covered by this
agreement.
8. The CONTRACTOR sha11 assure that no otherwise qualified handicapped
individual, solely by reason of his/her handicap, be excluded from participation in, be denied the
benefits of, ar be subjected to discrimination under any program ar activity covered by this
agreement.
9. The Americans with Disabilities Act 199D {ADA) makes it unlawful to
discriminate in employment against a qualified individual with a disability and outlaws
discrimination against individuals with disabilities in State and local govemmen# services and
public accommodations. The CONTRACTOR certfies that it and its principals and
subcflntractors will comply with regulations in ADA Tile I (Employment), Title II (Public
5ervices), and Tifie 111 (Public Accommodations) in fulfilling the obligations under this
agreement.
10. If, through any Cause, the CONTRACTOR shall fail to fuffill in timely and
proper manner the obligations under this agreement, the DEPARTMENT shall there upon have
the right to terminate this contract by giving written notice to the CONTRACTOR of such
termination and specifying the reason thereof and the effective .date thereof. In that event, all
.finished or unfinished documents, data, studies, surveys, drawings, maps, models,
photographs, :and reports prepared by the CONTRACTOR shall, at the option of the
DEPARTMENT, become its property, and the CONTRACTOR shall be entitled to receive just
and equitable compensation for any satisfactory work completed on such documents and other
materials. The CONTRACTOR shall not be relieved of liability to the DEPARTMENT for
damages sustained by the DEPARTMENT by virtue of any breach of this agreement, and the
DEPARTMENT may withhold payment to the CONTRACTOR for the purpose of set off until
such time as the exams amount of damages due the DEPARTMENT from such breach can ~be
determined.
2 of 5
CONTRACT NO. H2O0049 6
11. This contract may be tem~inated by either party upon thirty (30) days
notice given in writing by one parley to the other. If the contract is terminated, all finished ar
unfinished documents and other materials shall, at the option of the DEPARTMENT, became its
property. Termination of the contract by the CONTRACTOR shall not prohibit the
DEPARTMENT from seeking remedy far additional casts consequential #o the termination,
which are incurred by the DEPARTMENT. If the contract is terminated by the DEPARTMENT
as provided herein, the CONTRACTOR will be paid in an amount which bears the same ratio to
the total compensation as the services actually performed bear to the total services of the
CONTRACTOR covered by this agreement; for costs of work performed by subcontractors for
the CONTRACTOR provided that such subcontracts have been approved as provided herein;
or for each full day of services perfom~ed where compensation is based on each full day of
services pertormed, less payment of compensation previoWsly made, The CONTRACTOR shall
repay to the DEPARTMENT any compensation he has received which is in excess of the
payment to which he is entitled herein. ~ .
12, The parties to this contract agree and understand that the payment of
the sums specified in this contract is dependent and contingent upon and subject to the
appropriation, allocation, and availability of funds far this purpose to the DEPARTMENT.
13. .The CONTRACTOR agrees to indemnify and save harmless the State of
North Carolina, Department of Environment~and Natural Resources, its ofFicers and employees
from claims, suits, actions, damages and cost of every name and description arising out of or
resulting from the performance of this~contract.
14. Any GONTRAGTOR receiving at least $15,000 but less than $100,000 in
state funds from the DEPARTMENT within any fiscal year is required to file with each funding
state agency a swam accounting of receipts and expenditures of state funds in the format
approved by the State Auditor. This accounting must be attested to toy the CONTRACTOR
fiscal officer and one other authorizing officer of the CONTRACTOR. This accounting must be
filed with each furding state agency within six months after the end of the CONTRACTOR'S
operating year. --If the CONTRACTOR receives STATE funds of $100,000 or more during its
fists! 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 CONTRACTOR receives $300,000 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 pragcam-speck audit
conducted in accordance with the Federal Office of Management and Budget's Circular A-133
"Audits of States, Local Government and Nan-Profit Organizations." If the above amounts are
not met lay 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. Also, a corrective action
plan far any audit findings and recommendations must be submitted along with the audit report
or within the period spec'rfled by the applicable OMB Circular ar Memorandum.
15. The DEPARTMENT may, from time to time, request changes in the
scope of the services of the CONTRACTOR to be pertonned~ under this agreement. Such
changes, including any increase or decrease in the amount of the CONTRACTOR'S
compensation, which are mutually agreed upon by and between the CONTRACTOR and the
DEPARTMENT, shall be incorporated in written amendments to this contract.
3af5
CONTRACT NO. H2Ot1049
16. Any information, data, instruments, documents studies or reports given to
ar prepared ar assembled by the CONTRACTOR under this agreement may be published by
the CONTRACTOR or its employees, or distributed by the CONTRACTOR to any other
individual ar organizatlan. Prior to entering into an agreement to publish, or prior to publishing,
the CONTRACTOR or its employees shall give the DEPARTMENT a reasonable opportunity to
review any such proposed publication solely for the purpose of determining if the
DEPARTMENT wishes to be given credit for its funding role in the preparation of any such
information, data, instruments, documents, studies, or reports. If the DEPARTMENT
determines that it wishes to be given credit, then CONTRACTOR shalt take all necessary steps
to assure that credit is given by the publisher. Otherwise, the CONTRACTOR may proceed to
ent®r info any agreement to publish, or may publish, but shall not acknowledge any participation
by the DEPARTMENT.
17. The CONTRACTOR shall ensure that afl publications produced as a
result of this contract are printed double-sided on recyded paper.
18. The filing of a petition in bankruptcy. ar insolvency by or against the
CONTRACTOR shall terminate this agreement.
agreement.
19. The CONTRACTOR shall nat. assign or transfer any interest in this
2p. No reports, .maps or other documents produced in whole or in part under
this agreement shall.be the subject of an appiicatian far copyright by ar on behalf of the
CONTRACTOR. ~ .
21. It is agreed between the parties hereto that the place of this contract, its
situs and forum, shall be Wake County, North Carolina, and in said County and State shall all
matters, whether sounding in contract ar tort relating to the validity, construction, interpretation
and enforcement of this agreement, be determined.
22. The CONTRACTOR agrees that the State may have the right to audit the
records of the CONTRACTOR pertaining to this contract both during performance and for 3B
months after completion ar termination. The CONTRACTOR must retain all retards relating to
this contract and allow employees or agents of the DEPARTMENT to inspect such retards
during the period of time set out herein.
23. The CONTRACTOR agrees that he shall be responsible for the proper
custody and qre of any State owned property furnished him far use In connection with the
performance of his contract and will reimburse the State for its loss or damage.
24. The CONTRACTOR certifies that he is in compliance with "Attachment l"
Assurances-Nan Construction Programs.
25. Scott Mouw is designated as the Contract Administrator (project
coordinator) for the State. However, any changes in the scope of the contract which will
increase or decrease the CONTRACTOR'S campensatian shall not be effective until they have.
been approved by the DEPARTMENT Head ar Authorized Agent.
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CONTRACT NO. H2O0049
IN WITNESS WHEREOF, the CONTRACTOR and the DEPARTMENT have
executed this agreement in duplicate originals, one of which is retained by each of the parties,
the day and year first above written.
CONTRACTOR NORTH CARdLINA aEPARTMENT dF
_ ENVIRONMENT AND NATURAI.
RESOURCE&
gy
Contraotor's Signature
Typed Name
WITNESS:
Signature
Approved as to Form:
Attorney Generel of North Carolina
Biil Holman, Secretary
DirectoMDivision of
Purchase & Services
Department Head's Signature
or Authorised Agent
WITNESS:
ignatura
DUPLICATE ORIGINAL
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8
C~oo7
2000 C&D RECYCLING GRANTS
SCOFF OF WORK
Chapel Hill 2000 C&D Recycling Grant
Contract dates: February 1, 2000 -January 31, 2001
The Scope of Work for this project is as follows:
1. Prepare and send to the Division of Pollution Prevention and Environmental
Assistance a work plan far the project within thirty (30) days after the contract has
been signed. The wank plan should include a complete project schedule and be based
on Chapel Hill's Grant Proposal and should include the following:
• A description of the proposed project
• Increased tons of material to be diverted from disposal over the contract
period.
• Number of jobs to be created
• Increased revenue as a result of the project
• Contract budget
2. Sort wood waste at the Orange County landfill.
3. Contract with Charles Blythe Equipment Co. Inc. to grind the wood waste.
~1. .Obtain all applicable permits from the appropriate regulatory' agencies.
S. Document to the extent feasible the amount of waste reduction [ur "tons
recycled" ar something similar] as a result of the grant project.
6. Actively promote the project through presentations at professional conferences,
community meetings, and trade association meetings.
7. Ensure that all publications produced as a result of this grant award are printed
on recycled paper (with at Ieast 3Q% post-consumer content) and explicitly
state: "Funding fax this project was provided in part through a grant from the
North Carolina Division of Pollution Prevention and Environmental Assistance,
Department of Environment and Natural Resources."
Submit a draft copy of the report, double-sfded and on recycled paper (with at
Least 30% post-consumer content), to the Division of Pollution Prevention and
Environmental Assistance for: review on or before December 31, 2000. Prepare a
final report, double-sided and on recycled paper (with at least 3U% post-
consumer content), to be submitted to the Division of Pollution Prevention and
Environmental Assistance on or before January 31, 2001. The final report should
ATTACHMENT
10
addiess itemsr contained in the Work Plan and Grant Final Report Forrriat
instructions attached to this Scope of Work.
.~ - ~ ~,~