HomeMy WebLinkAboutA4133 - CALIF INTEGRATED WASTE MANAGEMENT 1998-99 HOUSEHOLD HAZARDOUS WASTE GRANT R 19165 STA=E OF CAL:CRNIA-ENVIRONMENTAL PROTECTION AGF1 REIN M CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD
GRANT AGREEMENT `
CIWMB110(NEW 10/961 C rry O;�PAW,SOAINGi.,
BOX 274u GRANT NUMBER
P,kW,SORNGS,Ok SM v H)7-98-2822
NAME OF GRANT PROGRAM --
1998/99 Household Hazardous waste Discretionary Grants Calif Integrated Waste Managment1998/99 Household Hazardous
GRANT RECIPIENT'S NAME '
Waste Grant
City of Palm Springs AGREEMENT#4133
TAXPAYERSFEDERAL EMPLOYER IDENTIFICATION NUMBER TOTAL GRANT AMOUNT NOT TO I CM signed per R19165, 8-9-99
$15,000.00
TERM OF GRANT AGREEMENT
FROM August 1, 1999 TO March 31,2002
THIS AGREEMENT Is made and entered into on this 1st day of August , 19 99,by the State of California,acting through the Executive Director of the
California Integrated Waste Management Board (the"State")and City of Palm Springs(the"Grantee"). The State and the Grantee, in mutual consideration of the
promises made herein,agree as follows:
The Grantee agrees to perform the work described in the Work Statement attached hereto as Exhibit C according to the Budget attached hereto as i-tAbit D.
The Grantee further agrees to abide by the provisions of the following exhibits attached hereto:
Exhibit A-Terms and Conditions
Exhibit B-Procedures and Requirements - - - - --- - - - - _ - - - ---- - -- -- - -
Exhibits A, B. C,and D attached hereto and the State approved application are incorporated by reference herein and made a part hereof.
The State agrees to fund work done by the Grantee in accordance with this Agreement up to the Total Grant Amount Not to Exceed specified herein.
IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the dates entered below
TNTS NAME(PRINT OR TYPE)
CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD GR
alm Springs
SIGNATURE GRA TEE' RE
Z1 zl l
A TITLE
jE
Ralph E. Chandler,Executive Director -� '�
(n , a 9g
p �� � (AulFonzetl prasantali )�� «
GRANTEE'S ADDRESS(INCLUDE ST,R ET,CITY,STATEAND ZIP CODE)
' 3.200 F, i�s./H�irz C`iL.'yN.
CERTIFICATION OF FUNDING �✓ /� -
AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY(CODE AND TITLE) FUND TITLE
AGREEME^:T
�I
-- 1998/99 Household Hazardous Waste Discretionary Grants _IWMA
$15,000.00
(OPTIONAL USE)
PRIOR AMOUNT ENCUMBERED
FOR THIS AGREEMENT
ITEM CHAPTER STATUTE FISCAL YEAR
TOTAL AMOUNT ENCUMBERED TO 3910-101-0387 50 1999 1999/2000
DATE$15,000.00 OBJECT OF EXPENDITURE(CODE AND TITLE)
1100-50435-702
I hereby certify upon my own personal knowledge that budgeted funds are available TaA NO B R NO
for the period and purpose of the expenditure stated above. '
SIGNATURE OF ACCO NTING OFFICER DATE p
RA 1 7-
APPROVED BY THE CMCGW,;11-1
V4
1
EXHIBIT A
TERMS AND CONDITIONS
Household Hazardous Waste Grant (HD7)
1. Execution of Agreement. Grant agreements must be executed and returned within 90
days from date of receipt by grantee. Failure to return the executed agreement within 90 days
may result in revocation of the grant award.
2. Definitions. The following terms used in this Agreement have the meanings given to them
below, unless the context clearly indicates otherwise.
a. "Board" means the California Integrated Waste Management Board.
b. "Executive Director" means the Executive Director of the Board, or his or her designee.
C. "State" means the State of California, including, but not limited to, the Board and/or its
designated officer.
d "Grant Manager" means the Board staff person responsible for monitoring the grant.
e. "Grantee" means the recipient of funds pursuant to this Agreement.
3 Availability of Funds. The Board's obligations under this Agreement are contingent upon and
subject to the availability of funds appropriated for the grant.
4. Payment.
a. The Budget attached to this Agreement as Exhibit D states the maximum amount of
allowable costs for each of the tasks identified in the Work Statement attached to this Agreement as
Exhibit C. The Board shall reimburse the Grantee for only those services specified in the Work
Statement at only those costs specified in the Budget.
b. The Grantee shall carry out the work described on the Work Statement in accordance
with the Budget, and shall obtain the State's written approval of any changes or modifications to the
Work Statement or the Budget prior to performing the changed work or incurring the changed cost. If
the Grantee fails to obtain such prior written approval, the Executive Director, at his or her sole
discretion, may refuse to provide funds to pay for such work or costs.
C. The Grantee shall request reimbursement in accordance with the procedures described
in Exhibit B to this Agreement.
5. Stop Work Notice. Immediately upon receipt of a written notice to stop work, the Grantee shall
cease all work under this Agreement.
6. Failure to Perform as Required by This Agreement. The Board will benefit from the Grantee's
full compliance with the terms of this Agreement only by the Grantee's (a) investigation and
application of technologies, processes and devices which support reduction, reuse and/or recycling
of wastes; or (b) cleanup of the environment; or (c) enforcement of solid waste statutes and
regulations, as applicable. Therefore, if the Grantee fails to perform as required by this Agreement.
the Board shall consider reimbursing the Grantee only for work performed under the grant which
resulted in (a) information, a process, usable data or a',partial product which can be used to aid in
reduction, reuse and/or recycling of waste; or (b) the cleanup of the environment; or (c) the
enforcement of solid waste statutes and regulations, as applicable. The Executive Director shall
determine in his or her sole discretion what work qualifies for reimbursement under this section.
7. Forfeit of Grant Funds/Repayment of Funds Improperly Expended. If grant funds are not
expended, or have not been expended, in accordance,with this Agreement, or if real or personal
property acquired with grant funds is not being used, or has not been used, for grant purposes in
accordance with this Agreement, the Executive Director, at his or her sole discretion, may take
appropriate action under this Agreement, at law or in equity, including requiring the Grantee to forfeit
the unexpended portion of the grant funds and/or to repay to the Board any funds improperly
expended.
8. Discretionary Termination. The Executive Director shall have the right to terminate this
Agreement at his or her sole discretion at any time upon 30 days' written notice to the Grantee. In
the case of early termination, a final payment shall be made to the Grantee for work which qualifies
for reimbursement under this Agreement, including, but not limited to, Section 5 hereof, upon receipt
of a financial report and invoices covering costs incurred prior to termination and a written report
describing all work performed by the Grantee to the date of termination.
9. Force Maieure. Neither the Board nor the Grantee, its contractors, vendors or subcontractors,
if any, shall be responsible hereunder for any delay, default or nonperformance of this Agreement, to
the extent that such delay, default or nonperformance is caused by an act of God, weather, accident,
labor strike. fire, explosion, riot, war, rebellion, sabotage or flood, or other contingencies unforeseen
by the Board or the Grantee, its contractors, vendors or subcontractors and beyond the reasonable
control of such party.
10, Audits/Records Access. The Grantee agrees that the Board, the State Controller's Office
and the State Auditor General's Office, or their designated representatives, will have an absolute
right of access to all of the Grantee's records pertaining to the grant to conduct reviews and/or audits.
including but not limited to the Grantee's contractors, subcontractors, vendors, and any entity
receiving benefit from the grant funds. These records', pertaining to the grant funds will be made
available to the designated auditor(s) upon request for the reviews and/or audits. Such records will
be retained for at least three (3) years after expiration)of the agreement, or until completion of the
action and resolution of all issues which may arise as!a result of any litigation, claim, negotiation, or
audit, whichever is later.
You may find it helpful to share the Terms and Conditions and Procedures and Requirements with
your finance department. Examples of audit documentation include, but are not limited to:
expenditure ledger, payroll register entries and time sheets, personnel expenditure summary form,
travel expense log, paid warrants, contracts and charjge orders, and invoices and/or canceled
checks.
11. Subcontractors. The Grantee will be entitled to make use of its own staff and such
subcontractors as are mutually acceptable to the Grantee and the Board. Any change in
subcontractors will be subject to the prior written approval of the Grant Manager or the Board or
Executive Director. Upon termination of any subcontract, the Grantee will notify the Grant Manager
for the Board or the Executive Director immediately. All provisions of these Terms and Conditions
will apply to subcontractors.
12. Site Access. The Grantee shall allow the State to inspect sites at which grant funds are
expended and related work being performed at any time during the performance of the work and for
30 days after completion of the work.
13 Publicity and Acknowledgement. The Grantee shall acknowledge the Board's support each
time projects funded, in whole or in part, by this Agreement are publicized in any news media,
brochures or other type of promotional material.
14. Confidentiality/Public Records. The Grantee and the Board acknowledge that each party may
come into possession of information and/or data which may be deemed confidential or proprietary by
the person or organization furnishing the information or data. Such information or data may be
subject to disclosure under the California Public Records Act, Chapter 3.5 of Division 7 of Title 1 of
the California Government Code (commencing with Section 6250). The Board agrees not to disclose
such information or data furnished by the Grantee and to maintain such information or data as
confidential when so designated by the Grantee in writing at the time it is furnished to the Board, but
only to the extent that such information or data is exempt from disclosure under the California Public
Records Act.
15. Ownership of Drawings. Plans and Specifications.
a. The Board shall have separate and independent ownership of all drawings, design
plans, specifications, notebooks, tracings, photographs, negatives, reports, findings,
recommendations, data and memoranda of every description or any part thereof, paid for in whole or
in any part with grant funds. Copies thereof shall be delivered to the Board upon request. The Board
shall have the full right to use said copies in any manner when and where it may determine without
any claim on the part of the Grantee, its vendors, contractors or subcontractors to additional
compensation.
b. The Grantee shall inform its contractors and vendors of the contents of this section and
require them to agree that the Board shall own said copies and use them in any manner it wishes
without paying additional compensation to the Grantee, its vendors, contractors or subcontractors.
The Grantee shall also require its contractors to inform their subcontractors of the contents of this
section and require such contractors to make the same agreement. The Grantee shall include the
following or similar language in any contracts between the Grantee and its contractors for work under
the grant which could result in the production of documents described in this section, and the
Grantee shall require its contractors to include the following or similar language in any such contracts
with their subcontractors:
"The parties agree that the California Integrated Waste Management Board (the
"Board") shall have separate and independent ownership of all drawings, design plans,
specifications, notebooks, tracings, photographs, negatives, reports, findings,
recommendations, data and memoranda of every description or any part thereof
developed pursuant to this agreement, in accordance with the terms and conditions of
0
the Grant Agreement between [insert the Grantee's name] and the Board dated [insert
date of this Agreement]." Copies of such documents shall be delivered to the Board
upon request. The parties agree that the Board shall have the full right to use said
copies in any manner when and where it,may determine without any claim on the part
of the parties hereto or their vendors or subcontractors to additional compensation. "
16. Copyrights and Trademarks.
a. The Grantee assigns to the Board any and all rights, title and interests to any
copyrightable material or trademarkable material created or developed in whole or in any part with
grant funds, including the right to register for copyright or trademark of such materials. Upon written
request by the Grantee, the Board may, at the Executive Director's sole discretion, give written
consent to the Grantee to retain all or any part of the ownership of these rights.
b. As used herein, "copyrightable material"::includes all materials which may be
copyrighted as noted in Title 17, United States Code, Section 102, including the following: 1) literary
works, 2) musical works, including any accompanying words, 3) dramatic works, including any
accompanying music, 4) pantomimes and choreographic works, 5) pictorial, graphic and sculptural
works, 6) motion pictures and other audio visual works and 7) sound recordings.
C. As used herein, "trademarkable material" means any material which may be registered
as a trademark, service mark or trade name under the California Trademark Law, Chapter 2, Division
6 of the Business and Professions Code ("B&PC") (commencing with Section 14200). "Trademark"
is defined in B&PC Section 14207. "Service mark" is defined in B&PC Section 14206. "Trade name"
is defined in B&PC Section 14208.
d. The Grantee shall inform its contractors ;and vendors of the contents of this section and
require them to agree that the Board shall own all copyrightable materials produced pursuant to this
Agreement. The Grantee shall also require its contractors to inform their subcontractors of the
contents of this section and require such subcontractors to make the same agreement. The Grantee
shall include the following or similar language in any contracts between the Grantee and its
contractors for work under the grant which could result in copyrightable material or trademarkable
material created or developed in whole or in any part with grant funds, and the Grantee shall require
its contractors to include the following or similar language in any such contracts with their
subcontractors:
"The parties agree that all copyrightable, or trademarkable materials (including, but not
limited to, artwork, graphics, literary works, musical works, motion picture and other
audio-visual works, sound recordings, and materials which may be registered as
trademarks, service marks or trade names) developed pursuant to this agreement shall
be the property of the California Integrated Waste Management Board (the "Board"), in
accordance with the terms and conditions of the Grant Agreement between [insert the
Grantee's name] and the Board dated [insert date of this Agreement]."
17. Patents. The Grantee assigns to the Board alll rights, title and interest in and to each invention
or discovery that may be capable of being patented, that is conceived of or first actually reduced to
'
practice in the course of or under this Agreement, or with the use of any grant funds. Upon written
request by the Grantee, the Board may, at the Executive Director's sole discretion, give written
consent to the Grantee to retain all or any part of the ownership of these rights.
18. Real and Personal Property Acquired with Grant Funds.
a. All real and personal property, including equipment and supplies, acquired with grant
funds shall be used by the Grantee only for the purposes for which the Board approved their
acquisition for so long as such property is needed for such purposes, regardless of whether the
Grantee continues to receive grant funds from the Board for such purposes.
b Subject to the obligations and conditions set forth in this section, title to all real and
personal property acquired with grant funds, including all equipment and supplies, shall vest upon
acquisition in the Grantee.
19. Nondiscrimination Requirement.
a. During the performance of this grant, the Grantee, its contractors, vendors and
subcontractors shall not deny the grant's benefits to any person on the basis of religion, color,
ethnic group identification, sex, age, physical or mental disability, and shall not discriminate
unlawfully against any employee or applicant for employment because of race, religion, color,
national origin, ancestry, physical handicap, mental disability, medical condition, marital status,
age or sex. The Grantee, its contractors, vendors and subcontractors shall ensure that the
evaluation and treatment of employees and applicants for employment are free of such
discrimination.
b. Grantee, its contractors, vendors and subcontractors shall comply with the
provisions of the Fair Employment and Housing Act (Government Code Section 12900 et seq.),
the regulations promulgated thereunder (California Administrative Code, Title 2, Section 7285.0
et seg.), the provisions of Article 9.5, Chapter 1 , Part 1 , Division 3, Title 2 of the Government
Code (Government Code Section 1 1 135 et seq.) and the regulations or standards adopted by the
Board to implement such article.
C. Grantee, its contractors, vendors and subcontractors shall give written notice of
their obligations under this section to labor organizations with which they have a collective
bargaining or other agreement.
d. Grantee shall include the nondiscrimination and compliance provisions of this
section in all contracts to perform work or provide goods under the grant and require its
contractors to include such provisions in any contracts with subcontractors.
20. Compliance with the Americans with Disabilities Act. By signing this Agreement, the
Grantee certifies that it complies with the: Americans with Disabilities Act of 1992, 42 U.S.C.
12101 et seq. (the "ADA"), which prohibits discrimination on the basis of disability, as well as
all applicable regulations and guidelines issued pursuant to the ADA.
21 . Drug-Free Workplace Certification.
a. By signing this Agreement, the Grantee certifies compliance with California
Government Code Section 8355 in matters relating',to providing a drug-free workplace. The
person signing this Agreement on behalf of the Grantee swears that he or she is authorized to
legally bind the Grantee to this certification and makes this certification under penalty of perjury
under the laws of the State of California.
b. As required by California Government Code Section 8355, the Grantee agrees to:
0 Publish a statement notifying employees that unlawful manufacture,
distribution, dispensation, possession or use of a controlled substance is prohibited and
specifying actions that will be taken against employees for violations.
(2) Establish a drug-free awareness program to inform employees about all of the
following: (a) the dangers of drug abuse in the workplace, (b) the Grantee's policy of
maintaining a drug-free workplace, (c) any available counseling, rehabilitation and employee
assistance programs and (d) penalties that may be imposed upon employees for drug abuse
violations.
(3) Require that each employee who works on the grant (a) receive a copy of
the drug-free policy statement of the Grantee and (b) agree to abide by the terms of such
statement as a condition of employment on the grant.
22. National Labor Relations Board Certification. By signing this Agreement, the Grantee
swears under penalty of perjury that no more than one final unappealable finding of contempt of
court by a federal court has been issued against the Grantee within the immediately preceding
two-year period because of the Grantee's failure to, comply with an order of a federal court
which orders the Grantee to comply with an order of the National Labor Relations Board.
23. Compliance. The Grantee shall comply fully with all applicable federal, state and local
laws, ordinances, regulations and permits. The Grantee shall provide evidence that all local,
state and/or federal permits, licenses, registrations,and approvals for the purposes for which
grant funds are to be expended have been secured. The Grantee shall maintain compliance with
such requirements throughout the grant period. The Grantee shall ensure that the requirements
of the California Environmental Quality Act are met for any approvals or other requirements
necessary to carry out the terms of this Agreement. Any deviation from the requirements of this
section shall result in non-payment of grant funds.
24. Disputes.
a. If the Grantee and the Executive Director fail to agree on a matter relating to this
Agreement, the Board shall, upon the request of the Grantee or the Executive Director, consider
and make a determination regarding the matter.
b. Notwithstanding this section, the Grantee shall have no right to request that the
Board make any determination regarding any matter committed by this Agreement to the sole
discretion of the Executive Director.
25. Controlling Law. All questions concerning the validity and operation of this Agreement
and the performance of the obligations imposed upon the parties hereunder shall be within the
jurisdiction and governed by the laws of the State of California.
26. Venue. All proceedings concerning the validity and operation of this Agreement and the
performance of the obligations imposed upon the parties hereunder shall be held in Sacramento
County. The parties hereby waive any right to any other venue.
27. Remedies. Unless otherwise expressly provided herein, the rights and remedies hereunder
are in addition to, and not in limitation of, other rights and remedies under this Agreement,-at
law or in equity, and exercise of one right or remedy shall not be deemed a waiver of any other
right or remedy.
28. Grantee's Waiver of Claims and Recourse Against the State. The Grantee agrees to waive
all claims and recourse against the State, its officials, officers, agents, employees and servants,
including, but not limited to, the right to contribution for loss or damage to persons or property
arising out of, resulting from, or in any way connected with or incident to this Agreement. This
waiver extends to any loss incurred attributable to any activity undertaken or omitted pursuant
to this Agreement or any product, structure or condition created pursuant to, or as a result of,
this Agreement.
29. Grantee's Indemnification and Defense of the State. Grantee agrees to indemnify, hold
harmless and defend the State, its officials, officers, agents, employees and servants, against
any and all liabilities, losses, claims, demands, damages, actions, suits, judgments, costs and
expenses (including, but not limited to, attorneys' fees and costs), of whatsoever character or
kind, arising out of, resulting from, or in any way connected with or incident to any activity
undertaken or omitted pursuant to this Agreement or any product, structure or condition created
pursuant to, or as a result of, this Agreement, including, but not limited to, any and all claims
and losses accruing or resulting to any and all contractors, subcontractors, materialmen, laborers
and any other person, firm or corporation furnishing or supplying work services, materials or
supplies in connection with the performance of this Agreement, and from any and a!! claims and
losses accruing or resulting to any person, firm or corporation who may be injured or damaged
by the Grantee in the performance of this Agreement.
30. No agency relationship created. The Grantee, its contractors, vendors, subcontractors,
agents and employees, shall act in an independent capacity in the performance of this
Agreement and not as officers, employees or agents of the State.
31 . Assignment, Successors and Assigns.
a. This Agreement may not be assigned by the Grantee, either in whole or in part,
without the State's prior written consent.
b. The provisions of this Agreement shall be binding upon and inure to the benefit of
the Board and the Grantee and their respective successors and assigns.
32. Amendment. This Agreement may not be amended except by a writing signed by the
parties hereto.
33. Time of the essence. Time is of the essence of this Agreement.
34. Severability. If any provisions of this Agreement are found to be unlawful or
unenforceable, such provisions shall be voided and severed from this Agreement without
affecting any other provision of this Agreement. To !the full extent, however, that the provisions
of such applicable law may be waived, they are hereby waived, to the end that this Agreement
be deemed to be a valid and binding agreement enforceable in accordance with its terms.
35, Communications. All communications from the Grantee to the Board shall be directed to
the Grantee's assigned Grant Manager, California Integrated Waste Management Board, 8800
Cal Center Drive, Sacramento, CA 95826. All notices required by this Agreement shall be
given in writing and sent by prepaid mail, by personal delivery, or by FAX followed by prepaid
mail or personal delivery.
36. Entire Agreement. This Agreement supersedes all prior agreements, oral or written, made
with respect to the subject hereof and, together with all attachments hereto, contains the entire
agreement of the parties.
. • EXHIBIT B
[F'ham;
PROCEDURES AND REQUIREMENTS
HOUSEHOLD HAZARDOUS WASTE GRANT
SEVENTH CYCLE
■ ■ ■ ■ ■ ■
■■■ ■■■
Integrated
Waste
Management
Board
August1999
TABLE OF CONTENTS
Questions? ....................................................! ............................................................1
Where To Send Reports, Payment Request's, Etc.....................................................1
EligibleCosts ................................................I.............................................................1
IneligibleCosts............................................................................................................1
Publicity & Education .............................................................2
Copyrights, Trademarks, Patents, Etc........!..............................................................3
Reporting & Expenditure Categories.........................................................................3
Reporting .....................................................................................................................4
ProgressReports....................................... ..............................................................4
FinalReport...............................................................................................................5
PaymentRequests ......................................................................................................7
RequiredDocuments ................................:..............................................................7
ServicesRendered....................................... ..............................................................8
Audits............................................................. ..............................................................8
Exceptions....................................................:..............................................................8
Appendices............................................;................................................9-12
Payment Request Form (A)
Personnel Expenditure Summary Form (B)
Travel Expense Log (C)
Sample Itemization (D)
Procedures and Requirements
Household Hazardous Waste Grant
Seventh Cycle
Public Resources Code Section 47200 authorizes the California Integrated Waste Management
Board (CIWMB) to award grants annually to local government agencies for programs that reduce the
amount of household hazardous waste (HHW) disposed of at solid waste landfills. This document
provides the Procedures and Requirements for the HHW grants awarded by the CIWMB and is
incorporated by reference into each HHW grant agreement.
Questions? Please direct any questions regarding this document or your HHW grant
agreement to your CIWMB grant manager at their direct telephone number or at
I (y 10) 255-toy 1.
Where to Send your reports, payment requests, and all other written correspondence to your
send reports, CIWMB grant manager's attention at:
payment Grants and HHW Section
requests, California Integrated Waste Management Board
etc. 8800 Cal Center Drive, Mail Station 4
Sacramento, CA 95826
Eligible All costs must be directly related to the HHW management program approved in
costs your application by the CIWMB and must be incurred within the grant term. All
products purchased with grant funds must contain the maximum amount of
recycled material available when quality and price are comparable. Please contact
your CIWMB grant manager, if you have any questions concerning eligible costs.
Ineligible Any costs not directly related to the implementation of local or regional HHW
costs collection programs are ineligible for grant funding. The activities, products, or
costs listed below are specifically identified as ineligible. If you have any
questions regarding ineligible costs, contact your CIWMB grant manager.
• Costs incurred outside the grant term (prior to August 1, 1999 or after
March 31, 2002).
• Costs currently covered by another CIWMB loan, grant, or contract.
• Purchasing or leasing of land.
• Remediation.
1
• Purchasing or leasing of vehicles by non-governmental agencies.
• Enforcement activities.
• Management of medical wastes;except "sharps" programs, which are eligible, if
they are integrated into proposed or existing HHW collection programs.
• Overtime costs (except for local government staffing during evening or
weekend events when law or labor contract requires overtime compensation).
• Out-of-state travel.
• Any food or beverages (e.g. as part of meetings, workshops, training, or
events).
• Preparation of HHW Elements.
• Public education costs not directly tied to HHW collection.
• Profit or markup by the grantee;
• Any costs that are not consistent with local, state, and federal guidelines and
regulations.
Publicity & Submit a final draft of all publicity d,r educational materials to your CIWMB grant
Education manager for approval prior to production (FAX number for all CIWMB grant
managers is (916) 255-2318). Any materials developed or purchased by a
Tips: contractor must be approved by the grantee before submission to the CIWMB. If
Remember to your CIWMB grant manager requests changes, incorporate them and submit a
establish overall revised draft for approval prior to production.
objectives for Note: Do not begin production until you have received approval from your CIWMB
your campaign grant manager. You may not be reimbursed for expenditures that have not
increase received approval. Also, your CIW
hotliMB grant manager may determine that not all
hotline calls by costs are reimbursable.
15% or increase •.0 ��, y� � ��-
collection by
10%) All publicity and education materials must include the acknowledgement
"Funded by a Grant from the California Integrated Waste Management
Determine the Board." (Use of the initials "CIWMB" is not sufficient.)
target audience
then choose the
best method to
reach them (e.g. Listed below are additional guidelines for publicity and educational materials.
TV, radio, news i
ads, sport event Allow a minimum of 5 working 'days for approval of English materials and 10
programs) working days for Spanish materials.
2 ,
Remember that videos of all types must also receive approval. Submit a script
and/or storyboard for approval before filming begins and a draft version of the
Include an video for approval before copies are made or distributed.
action step (e.g.
"Call this • Include 3 copies of final publicity or educational materials with the next report
number for list you submit to your C=IVIB grant manager.
of collection
opportunities.") • See the requirements in the Final Reports section (page 5-6) if you plan to
produce a TV or Radio PSA.
Evaluate the
outcome of your The CIWMB has a clearinghouse of publicity and educational materials produced
campaign. through used oil and HHW grants. You may wish to use some of these materials
for your campaign; however, they still must be reviewed and approved by your
CIWMB grant manager to determine if they are appropriate for this grant. Contact
your CIWMB grant manager if you would like to set up an appointment to view the
clearinghouse materials or for additional information about the clearinghouse.
Copyrights, Copyrights, trademarks, patents, etc. for anything produced with grant funds,
Trademarks, including materials created by a contractor or vendor, becomes the property of the
Patents, Etc. CIW MB. For additional information consult the Terms and Conditions or contact
your CIWMB grant manager.
Reporting & Use the following categories when preparing reports and payment requests to
Expenditure ensure prompt and complete reimbursement for eligible costs. Use only the
Categories categories as shown in your approved budget itemization for this grant. Assign
personnel time to the "Personnel/Other" category. Include all expenses in each of
the following categories:
Permanent Collection Facilities: Establishment, expansion, or operation of
permanent household HHW collection facilities. Costs for recycle-only facilities
should also be included here.
Temporary or Mobile Collection Facilities: One-day, intermittent events, or
mobile collection (other than residential collection) of HHW.
Residential Collection: Establishment, continuation, or expansion of curbside
or door-to-door collection of HHW.
Publicity and Education: Development, printing, and distribution of publicity
or educational materials that promote the HHW collection opportunities funded
through this grant cycle.
Load checking: Inspection of loads at solid waste landfills and transfer
stations for HHW.
3
Personnel/Other: All personnel costs or other eligible expenditures that
cannot be assigned to another category.
Reporting Your CIWMB grant manager may request a report at any time, and has the
authority to immediately.suspend or terminate the grant agreement if reports are
not submitted or progress is unsatisfactory.
Progress
Reports A progress report must be submitted with each payment request. At a minimum, a
progress report must be submitted every six months beginning March 15, 2000
even if there are no expenses to be;claimed. The reports are due as follows:
Grant Activity Period Report Due Date
August 1, 1999 - January 31 , 2000 March 15, 2000
February 1, 2000 —July 31, 2000 September 15, 2000
August 1, 2000 - January 31, 2001 March 15, 2001
February 1, 2001 —July 31, 2001 September 15, 2001
Each progress report must:
1. State the grant number and reporting period.
2. Be arranged by the Reporting and Expenditure Categories for your grant as
was approved in the grant agreement. Address only the categories applicable
to your grant. (See page 3-4 for a list of all the categories.)
3. Describe in detail all work completed since the previous progress report. When
applicable, include photographs)of work products produced, equipment and/or
structures purchased, and events conducted. In addition, please address
these questions:
See the newly For Permanent and Temporary/Mobile Collection Facilities, provide the
produced following information:
evaluation
manual -- a) Number of participants at each facility.
"Finding Your b) Amount (in pounds, oil can be reported in gallons) and material type(s)
Way Through collected at each facility. Do a monthly summary.
the Evaluation c) Number of days of operation.
Maze". Contact
your grant For Residential Collection Programs, provide the following information:
manager if you
need a copy. a) Number of curbside/door-to-',door stops or
b) Number of households served by curbside collection (if number of stops
isn't tracked).
c) Amount (in pounds, oil can be reported in gallons) and material type(s)
collected. Do a monthly summary.
4
• For Publicity and Education efforts, provide the following information:
a) Who was your target audience?
b) Number of community events and number of people stopping at your booth.
c) Number of school presentations and number of students participating.
d) Materials developed (e.g. door hangers, billboards) and amount of material
distributed:
• For Load checking (Programs, provide the following information:
a) Frequency of inspections (load checking).
b) Average number of vehicles through program per operation schedule.
c) Amount (in pounds, oil can be reported in gallons) and material type(s)
collected. Do monthly summary.
4. List the results achieved and problems or special situations encountered.
5. Discuss work to be conducted during the next reporting period.
6. Include 3 copies of each final publicity or educational item produced during the
reporting period unless otherwise directed by your CIWMB grant manager.
Final The final report along with the final payment request is due May 15, 2002.
Report Reports received after this date will not be paid due to fiscal constraints. The
final report must cover the entire term of the grant. No extensions will be granted.
The final report must:
1. Have a table of contents.
2. Be arranged by the Reporting and Expenditure Categories for your grant as
approved in the grant agreement. (See page 3-4 for a list of all the categories.)
3. Describe all efforts that were undertaken, continued, and completed during the
entire grant term (August 1, 1999 through March 31, 2002). In addition, please
address these questions:
• For Permanent and "temporary/Mobile Collection Facilities, provide the
following information:
a) Total number of participants at each facility.
b) Total amount (in pounds, oil can be reported in gallons) and material type(s)
collected at each facility.
c) Total number of days of operation.
d) Total amount (in pounds) and material type(s) collected during grant term.
5
• For Residential Collection Programs, provide the following information:
a) Total number of curbside/door-to-door stops or
b) Total number of households lserved by curbside collection (if number of
stops.
c) Total amount (in pounds, oilcan be reported in gallons) and type of
material(s) collected during grant term.
• For Publicity and Education efforts, provide the following information:
a) Whit :gas your target audiehcs?
b) Total number of community events and number of people stopping at your
booth.
c) Total number of school presentations and number of students participating.
d) Materials developed (e.g. door hangers, billboards) and total amount of
material distributed.
e) Total number of people reached as a result of this grant.
f) Describe the method used to get this estimate. Why did you choose this
approach?
• For Load checking Programs, provide the following information:
a) Total number of vehicles through program per operation schedule.
b) Total amount (in pounds, oil can be reported in gallons) and material
type(s) collected during grant term.
4. Evaluate the outcome of the grant. Describe findings, conclusions, and
recommendations for follow-up, or ongoing activities and how they affect future
development of your program. I Evaluate your successes or failures, and the
cost effectiveness of your efforts. How did the actual outcome compare to the
desired outcome? Describe the impact on illegal dumping. Provide an honest
assessment so that the COMB staff can advise other grantees.
5. When applicable, include photographs of work products produced, equipment
and/or structures purchased, and events conducted. 'Attach three copies of
all final materials unless directed otherwise by your CIWMB grant manager.
For those grantees producing a TV or Radio PSA, please comply with the
following procedure:
• For TV PSA(s) - Grantees need to submit a dub-master beta tape. This dub-
master should be submitted along with a VHS copy, so that it can be viewed on
a standard VCR. ,
• For Radio PSA(s) - Grantees ',need to submit these on CD or audiocassette.
6. List all contractors, subcontractors, and vendors that were used. For each,
include a name, address, phone number, and a brief statement of work.
6 '
Payment At a minimum, a payment request must be submitted every six months if costs
Request have been incurred and not yet claimed, or any time when you have expended
General one-half or more of your total grant award. However, a payment request may be
Guidelines submitted anytime you have a reasonable (over$1,000) amount of funds to claim.
Remember a progress report must be submitted with each payment request.
and
Information . Your payment request will be approved when your CIWMB grant manager
determines that it is complete and accurate, and all required reports have been
submitted and approved.
• Payments will be made to the grantee only.
• Grantees are not eligible to receive the final 10 percent of their total grant
award until all conditions stipulated in the grant agreement have been
satisfactorily completed.
• This is a reimbursement grant, however, requests for advance payment will be
considered under special circumstances. Contact your CIWMB grant manager
for further information.
• The final payment request is due May 15, 2002. This date is firm, no
exceptions can or will be made. The funds cannot be reallocated after this
date.
Required
Documents A complete payment request must include the following items in the order listed:
Tip: 1. Payment Request Form - This form must be signed by the individual
authorized by the resolution. Please remember to type or print the individual's
If only claiming name and title below the signature. (See Appendix A for form.)
a portion of an 2. Itemization. All expenditures must be itemized and arranged by the Reporting
invoice, indicate and Expenditure Categories for your grant as it was approved. (See page 3 &
the amount 4 for a list of all the categories and Appendix D for a sample itemization.)
billed to this _
grant and the 3. Supporting Documentation - Submit documentation for all costs claimed on
funding source the payment request. Types of acceptable documentation include:
for the
remaining a) Invoices. Invoices must include the name of the vendor, vendor's telephone
portion (e.g. number and address, description of goods or services purchased, amount due,
.another CIWMB and date. - r
grant, local b) Receipts. Receipts should include the same information as invoices (see
funds. above.)
c) Purchase orders with copies of canceled checks. Purchase orders should
include the same information as invoices (see above) and must be
accompanied by a copy of a canceled check.
7
0
Copies of the d) Personnel Expenditure Summary Forms. Document personnel
forms are expenditures based on actual time spent on grant related activities (these
available on the forma are not required if you have an alternate time reporting rnnthnd Pnn.^,_od
Board's website by your CIWMB Grant Manager). (See Appendix B for form.)
@ www. ciwmb. e) Travel Expense Logs. Document costs related to travel and include
ca.gov/Grants/ supporting documentation. See form for instructions. (See Appendix C for
Forms
form.)-
4. Progress Report. Submit a progress report covering the same time period for
which you are claiming reimbursement.
Services A service is rendered when a grantee has a legal obligation to pay a vendor and
Rendered the vendor has a right to be paid. The acquisition of a good or service must be
initiated within the grant term. Proof of delivery and payment is required before
your CIWMB grant manager will approve the final payment. This documentation
must be submitted with the final payment request. Questions regarding specific
situations should be directed to your CIWMB grant manager.
Audits The Grantee agrees that the Board,jhe State Controller's Office and the State
Auditor general's Office, or their designated representatives, will have an absolute
right of access to all of the Grantee's records pertaining to the grant to conduct
Tip: reviews and/or audits, including but inot limited to, the Grantee's contractors,
subcontractors, vendors, and any entity receiving benefit from the grant funds.
Follow These records pertaining to the grant funds will be made available to the
guidelines in the designated auditor(s) upon request for the reviews and/or audits. Such records
A-87 Cost will be retained for at least three (3)'years after expiration of the agreement, or
Principles for until completion of the action and resolution of all issues which may arise as a
State & Local result of any litigation, claim, negotiation, or audit, whichever is later.
Governments. You may find it helpful to share the;Terms and Conditions and Procedures and
See The Requirements with your finance department. Examples of audit documentation
Board's web site include,but are not limited to:
link to the . expenditure ledger,
Federal , payroll register entries and time,sheets,
Government. a personnel expenditure summary form,
• travel expense log,
• paid warrants,
• contracts and change orders, and
• Invoices and/or canceled checks.
Exceptions Exceptions to the provisions of these Procedures and Requirements will be
considered on a case-by-case basis. Contact your CIWMB grant manager for
instructions on preparing an exception request,
8
Exhibit C
SUMMARY OF USED OIL AND HHW GRANTS
Grantee Agreement Number Grant Award $ Brief Project Description %of Project
Completed
City of Palm UBG4-95-1341 $14,344 Design and printing of brochures, newspaper ads, utility stuffers, 1000/0
Springs public education materials for used oil recycling. Assisted with
expansion of ABOP to bring mobile crusher(for oil filters)to the
facility.
�ity of Palm UBG5-96-1870 $14,879 Development of television commercial to promote used oil recycling; 100%
rings (96.97) continue newspaper advertising; continue to distribute brochures and
other materials promoting used oil recycling.
City of Palm UBG5-96-1870 $13,698 Purchase of airtime for television commercial to complement free 1000/0
Springs (97/98) PSA time granted by stations; continue newspaper recycling and
other outreach efforts.
City of Palm UBG5-95-1870 $14,178 Continue previous efforts, including airing of TV spot and 50%
Springs (98/99) publication of newspaper ads. Also, begin the promotion of using
rerefined oil, working with Safety HIeen and 76 Firebird,
concentrating on auto-related events.
Exhibit D
WORK STATEMENT
Applicant City of Palm Sprimts Date: January 20, 1999
Reporting and Expenditure Category Door-to-Door Collection from Seniors and Disabled Residents in Palm Springs
Activity Number Description of Activity Staff or Contractor Time Period
I Prepare contract with Curbside, Inc.for implementation of the program; Staff April 1999
bring to City Council for approval.
2 Finalize,print informational brochure for program. (draft brochure has Staff April 1999
already been prepared).
3 Conduct public education outreach through radio spots(talk radio), Staff and Contractor Beginning May 1999,
presentations to senior centers and other senior organizations, and mailing continuous thereafter
of brochure and letter to current participants in the City's CDBG-funded
Senior Home Repair Program.
4 Implementation of Collection Program; collection of HHWftom seniors Contractor May 1999 through
and disabled March 2001
5 Summary andAnalysis ofprogram results;preparation of final report. Contractor and Staff March andApri12001
See reverse for completion instructions
Exhibit E
BUDGET ITEMIZATION
Public Educational Materials
Design & Print Program Brochure $ 690.00
Banner for display at Senior Expos 6'x 30" $ 160.00
Newspaper (Desert Sun) ads: 2 @ $340.00 each $680.00
Mail Notification to Senior Home Repair Program Participants 1# 30.00
TOTAL Public Educational Materials $ 1,660.00
Contractor Costs
HHW Collections, Recyclable Material (Antifreeze, Batteries, Oil, and Latex Paint)
42 @ $70.00 each $2,940.00
HHW Collections, Nonrecyclable materials 60 @ $130.00 each $ 7,800.00
HHW Collections, Oversize Stockpiles (more than 200 lbs.)
6 @ an average of $450.00 each $ 2,600.00
•
TOTAL Contractor Costs $ 13,340.00
TOTAL GRANT REQUEST $ 15,000.00
STATE OF CALIFORNIA l* CALIFORNOTEGRATED WASTE MANAGEMENT BOARD
GRANT PAYMENT REQUEST
CIWMB 87(rev 12/95)
SEE INSTRUCTIONS ON BACK
i GRANTEE'S NAME(AS APPEARS ON GRANT AGREEMENT) 2 GRANTEE'S INVOICE NUMBER 3 GRANT NUMBER ASSIGNED BY CIWMB
4 TYPE OF PAYMEN7(Altach itemrzahon and documentation) 5 PAYMENT REQUEST NUMBER 6 AMOUNTREQUESTED
❑ REIMBURSEMENT ❑ADVANCE ❑FINAL
7.SEND WARRANT TO:
AGENCY/BUSINESS NAME
AGENCY/BUSINESS CONTACT
AGENCY/BUSINESS MAILING ADDRESS(INCLUDE STREET,CITY,STATE,ZIP CODE)
CERTIFICATION
8.l certify that the above information is correct and that all funds received have been or will be expended in accordance with the approved agreement for
California Integrated Waste Management Board grant funding.
SIGNATURE OF PERSON AUTHORIZED BY RESOLUTION DATE SIGNED
NAME OF PERSON SIGNING AND TITLE(TYPE OR PRINT)
TO BE COMPLETED BY CIWMB STAFF ONLY
9 AMOUNT OF PAYMENT REQUESTED $
10 LESS WITHHOLD(IF APPLICABLE AND AUTHORIZED IN GRANT AGREEMENT) $
11 OTHER
$
$
$
12.AMOUNT AUTHORIZED FOR PAYMENT $
13 COMMENTS 14 DATE RECEIVED
15,CIWMB PROJECT MANAGER APPROVAL DATE APPROVED
16 DIMS GRANT PROGRAM MANAGER APPROVAL DATEAPPROVED
INSTRUCTIONS FOR COMPLETING FORM
1. GRANTEE'S NAME: Agency or business name as it appears on the grant agreement.
2. GRANTEE'S INVOICE NUMBER: Number assigned to payment request form by the Grantee (optional).
3. GRANT NUMBER ASSIGNED BY CIWMB: Grant contract number assigned by the CIWMB as it appears on the top right
hand corner of the grant agreement.
4. TYPE OF PAYMENT: Check"reimbursement" if this is a regular payment request; check"advance" only if advance
payment request is accompanied by a letter justifying the request(the advance payment request must be approved by the
CIWMB Program Manager); check"final"when all tasks have been completed.
5. PAYMENT REQUEST NUMBER: Begin with the number 1 on your first request for funds and number all subsequent
requests consecutively.
6. AMOUNT REQUESTED: Amount that is being requested for payment.
7. SEND WARRANT TO: Agency or business name as it appears on the grant agreement. Subsequent lines are for the
contact person's name and mailing address.
8. CERTIFICATION: Signature of the person authorized in the Resolution/Letter of Authorization included with the grantee's
application. Please also type or print this person's name, title and date of signature.
Please mail this form with supporting documents (if applicable)to:
California Integrated Waste Management Board
Attention: (CIWMB Project Manager)
8800 Cal Center Drive
Sacramento CA 95826
The following items will be completed by CIWMB staff.•
9. AMOUNT OF PAYMENT REQUESTED: Amount of this payment request.
10. LESS WITHHOLD: Withhold amount authorized in the grant agreement. The CIWMB Project Manager will calculate any
withhold based on the amount of the payment.
11. OTHER: Miscellaneous additions or deductions as determined by the CIWMB Project Manager.
12. AMOUNT AUTHORIZED FOR PAYMENT: Amount authorized by the CIWMB Project Manager for reimbursement on this
payment request.
13. COMMENTS: CIWMB Project Manager's explanation of the miscellaneous additions or deductions of this payment
request, as well as other comments related to this payment request.
14. DATE RECEIVED: Date payment request received by the CIWMB.
15. CIWMB PROJECT MANAGER APPROVAL: Signature and date of the CIWMB Project Manager's approval of this payment
request.
16. CIWMB GRANT PROGRAM MANAGER APPROVAL: Signature and date of the CIWMB Grant Program Manager's
approval of this payment request.
SAMPLE
PAYMENT REQUEST BUDGET ITEMIZATION
Permanent Collection Facilities
1. Design & Construct 60' X 100' Concrete Pad $ 15,000.00
2. Design & Construct Asphalt driveway $ 2,500.00
3. Purchase and install gate around facility $ 1,000.00
4. Storage unit for drums, safety equipment and containers $ 4,500.00
5. Security Lighting $ 500.00
6. Facility Signage $ 400.00
7. 10 Tyvek suits @ $4 ea. $ 40.00
8. 50 pair neoprene gloves @ $3.70 ea. $ 185.00
9. 20 bags absorbent @ $ 27 bag $ 540.00
TOTAL Permanent Collection Facilities $ 24,665.00
Publicity and Education
1. Banner for display on Main Street 2.5' x 30' $ 350.00
2. Newspaper ads 12 @ $125 ea. $ 1 ,500.00
3. Utility Bill Insert 92,000 @ 12¢ ea. $ 11,040.00
TOTAL Education and Publicity $ 12,890.00
Personnel/Other Costs
1. Recycling Coordinator 10 hours @ $46.60/hour (publicity and education) $466.00
2. Recycling Coordinator 150 hours @ $46.60/hour (permanent collection facility) $ 6,990.00
3. Recycling Coordinator 90 hours @ $46.60/hour (general grant administration) $ 4,194.00
TOTAL Other Costs $ 11,650.00
TOTAL AMOUNT REQUESTED $ 49,205.00
PERSONNEL EXPENDITURE SUMMARY
GRANT NUMBER REPORTING&EXPENDITURE CATEGORY GRANTEE
Hourly Total
Entry Name/Classification Date Hours Rate (Hours Activity
# Worked Worked (w/benefits) x Rate)
Totals:
SUPERVISOR'S SIGNATURE
See reverse for instructions and example.
INSTRUCTIONS
Please submit this form or another form with equivalent information when requesting reimbursement far personnel costs.
Grant Number: This is the full number assigned to your grant (found in the upper right corner of your grant agreement.)
Reporting & Expenditure Category: Indicate the category to which the hours are being billed. Use a separate form for each
category.
Grantee: This is the entity that was awarded the grant as shown on the grant agreement.
Entry #: Number each entry to make it easier to reference.
Name/Classification: Enter the name AND classification of the employee.
epate Worked: Indicate every day each employee worked on grant related tasks. List each date separately.
Hours Worked: For each day, indicate how many hours (whole and partial) each employee worked on grant related tasks.
Hourly Rate (w/Benefits): Fill in the pay rate (including benefits) for each employee.
Total (Hours x Rate): This is the number of hours worked multiplied by the hourly rate.
- Activity:- Indicate the-grant related activity that each employee worked on for each of the dates/hours listed- -----------------------------------
Totals: Please total the Hours Worked and Total (Hours x Rate) columns.
Signatures: Forms must be signed by the appropriate supervisor(s).
Example:
Hourly Total
Entry # Name/Classification Date Hours Rate (Hours Activity
Worked Worked (w/benefits) x Rate)
I John Doe 8/12/98 2 $10.00 $20.00 Develop newspaper ads for Certified Center Kick-off
Admin. Assistant
2 Jane Doe 9/19/98 6.5 $15.00 $82.50 Staff used oil recycling information booth for Certified
Used Oil Manager Center Kick-off
3 Jane Doe 9/20/98 3.25 $15. 00 $48 .75 Respond to requests for used oil information gathered at
Used Oil Manager I I I 1 1 9/19/97 event
Totals: 11.75 $151.25
TRAVEL EXPENSE LOG"
NAME GRANT NUMBER BUDGET CATEGORY JURISDICTION/EMPLOYER
Purpose of trip(s):
Date/Time Place of Departure Per Diem Transportation
and Total Daily
Destination Mileage @ $.31/mile Expenses
�epart Return Lodging** Breakfast Lunch Dinner Rental** Air** Parking**
Miles Amount
TOTAL
SUPERVISOR'S SIGNATURE GRANTEE SIGNATURE (IF CONTRACTOR USED)
*Only travel expenses directly related to the implementation of the grant can be claimed. ** Please provide documentation/receipts for all
expenses except meals. This includes car rental, airline tickets, lodging and parking. Note: Per diem may not exceed $79.00 plus tax per night for
lodging, and meal allowances may not exceed $6.00 for breakfast, $10.00 for lunch, and $18.00 for dinner during a trip of 24 hours or longer.
Example of Completed TRAVEL EXPENSE LOG*
Jane Broccoli HD7-98-111-19 Other Green Co./Happy Consultants
NAME GRANT NUMBER BUDGET CATEGORY JURISDICTION/EMPLOYER
Purpose of trip(s): Held rerefined oil workshop at Hyatt, Anytown, CA on April 20 & 21, 1999
Date/Time Place of Departure Per Diem Transportation
and Total Daily
Depart Return Destination Mileage @ $.31/mile Expenses
Lodging** Breakfast Lunch Dinner Miles Amount Rental** Air"* Parking"
4/20/1999 Green County to Anytown $65 $10.00 $18 100 $31.00 $124.00
7:00 AM
4/21/1999 Return to Green County $6.0 $10.0 100 $31.00 $47.00
4.30 PM
TOTAL $171.00
SUPERVISOR'S SIGNATURE GRANTEE SIGNATURE (IF CONTRACTOR USED)
Cali is Integrated Waste Managemenward -
Dan Eaton, Chairman
8800 Cal Center Drive.Sacramento California 95826•(916)255-2200
..... www.ciwmb.ca.gov
Winston 1-I. Hickox Gr ay Davis
1 re rehu v,l ur Eu vu uruucnI'd Governor
Prz4eolum
August:', 1999
Mr John Raymond
City of Patm Springs
PO Box 2743
Palm Springs,CA 92263-2743
RE 1999/00 Household Hazardous Waste Grant (Seventh Cycle)-Grant No. HD7-98-2822
Dcar Nir.Raymond:
Congratulations on the award of your 1999/00 Household Hazardous Waste Grant (Seventh Cycle). Enclosed is the formal
agreement for your grant,which includes the Grant Agreement,Terms and Conditions,and Procedures and Requirements. Also
included are copies of the Budget Itemization and the Work Statement fin your grant.
Please review all of the enclosed documents and:
I. Complete the lines entitled: "Grantee's Signature,Title,Date,and Grantee's Address." Please note the"Authorized
Representative"MUST be the person identified in your grant application resolution as having signature authority for your
Jmisdiclion(s) for purposes of this grant. If your resolution includes"or designee,"you must submit a letter signed by the
primary signature authority naming their designee(s).
2 Return only the Grant Agreement with an original signature by August t6, 1999,keeping the other contract documents for
your talc. The Board policy states"Grant agreements must be executed and returned within 90 days from date of
receipt by the grantee."Failure to return the executed agreement within 90 days may result in revocation of the -
grant award." Upon receipt of the signed Grant Agreement your IWMB Grant Manager will process the contract and send
you a fully executed copy. Your grant is not final and you cannot request any payment until you receive the fully executed
copy
IMPORTANT: You ore reayaneclhle Jnr rending mid understandnrg the enchecvd dncumvnte. They de,rcr'the the proper adminurtrunas q/renv Seoenth
Cycle Household Hamrdous Waste Grant. Pop pa,acular uttenbon to the Procedures and Requvrentents since queabon ./,egnently nine m the area,.
ouvcrcd m it,.,dnuonent. It is aGrn ndvie'ahle(hat Pnu przmidv a cuPV q/the.ee dnuwtenLc la Puur/trance depannrent-
If you have any questions regarding[he adminrsnanon of this grant after you have reviewed the enclosed documents,please
contact your IWMB Grant Manager,Claudia Moore,at(916)255-2353. We look forward to working with you.
Sincerely,
S&T4 Zt/CV-7V494 n
Stanley Willd-Wagncr,Supervisor
Grants and Household Hazardous Waste Section
Enclosures Grant Agreement
Work Statement
Budget Itemization
Terms and Conditions
Procedures and Requirements
Payment Request Form
Sample Itemization
Personnel Expenditure Summary Form
Travel Log Form
California Environmental Protection Agency
Printed on Recycled Paper
Exhibit D C
WORK STATEMENT
Applicant: City of Palm Springs _ Date: July 20, 1999
Reporting and Expenditure Category: Residential Collection
V
Activity Number Description of Activity Staff or COntr2Ct4f Time Period
b
1 Upgrade letter agreement with Curbside to Contract Staff Aug-99
2 Begin Program-Schedule Appointments ConhaclOf I Aug 99-March 2002
3 Refer Nan-acceptable Material to Alternative
Disposal Site Contractor Aug 99-March 2002
4 Ship Collection Kit Contracor Aug 99-March 2002
5 Collect Material Contractor ` Aug 99-March 2002
6 Material Shipped to Final Destination Contractor Aug 99-March 2002
T Progms Reports Simi and Contractor Nov 99-Fed 00;
Aug 09-Oct 99;
May 00-Aug 2000
Nov 2000-Feb Ot;
May 0i -Aug 01;
Nov 01 -Fab 02;
a
� 8 Final Report StaP ants Contractor Aprii 30,2002
u
0
0
0
Exhfbit D C
WORK STATEMENT
Applicant: City of Palm Springs Date: Juty 29,1999
v Reporting and Expenditure Category: Public Education
p
—� Activity NumWr Description of Activity Staff or Contractor Time Period
•� 1 Design and print program brochure Staff and Contractor Avg-90
n
2 Design and produce banner Staff and Contractor Aug-99
3 Design Newspaper ads Staff and Contractor Aug-99
4 Run newspaper ads Staff and Contractor Aug-991Aug 2000
5 Mail Notification to senior Home Repair Par(tcipants Staff and Contractor Aug-991F.1amb 2002
a
S
a
JUL-23' 99 (r'RI1 10; 14 ECONOMIC UEV.&T. 760 322 Me P. 002
i
BUDGET rrEM=AT'ION
City of Palm Springs
boor-to-Door HHW Collection for Seniors
Public Educational Materials
I. Design&Print Program Brochure $690.00
This item is primarily for the design of a four-color brochure describing the program, including
photography, digital processing, and/or color separations. The City has an in-house print shop
that can print the brochures at no cost to the program. The brochure will describe who is
eligible, how to participate, what types of materials are accepted, and what the other alternatives j
for disposal/recycling are.
2. Banner for display at Senior Expos 6' x 30" $160,00
The banner will be a vinyl banner with vinyl letters that will identify the program. The cost of
$160 is what the department spent for a similar banner in 1998. Attendance at senior expos and
other community events will be some of the marketing techniques used by the program,
3. Newspaper(Desert Sun) ads: 2 @ $340.00 each $680.00
The City has run ads for the past several years in The Desert Sun, the areas general circulation
daily newspaper, promoting used oil recycling and the Palm Springs ABOP(run by Riverside
County) in particular. The cost of S340.00 per ad is fora three column by five inch ad
s
4. Mail Notification to Senior Home Kepair Program Participants $130.00
We will mail brochures(see above)with a cover letter to all the participants in the City's Senior
Home Repair Program, plus other identified seniors The redevelopment Agency will be
introducing a comprehensive single family rehab program this fall, which will identify even more
prospects far this program. The $130.00 covers the postage cost to mail to about 400
individuals, the brochures are covered in item (1) above, and the cost of the envelopes/letters
will be absorbed internally by the City of Palm Springs.
TOTAL Public Educational Materials $1.660.00
Contractor Costs
All contractor prices include disposal,Hotline service C'1-800" number), collection kits,
transportation, meetings, and administrative overhead,including monthly and annual
reports and invoicing.
I
jU , 23' 99!FRI) 10 , 14 ECONOMIC OEj$DEPT. 160 322 8 P. 003
City of i'olm Springs l
Door-to-Door 1•jj Vw Collection for Seniors
^eudget Itemization
5. RHVv Collections, Recyclable Material(Antifreeze,Batteries, Oil, and Latex paint])
42 collections @ $70.00 each $2,940.00 i
This is the cost provided to the city by Curbside, Inc., (the proposed contractor in the program)
which includes the predelivery of the packing materials(packing boxes, manifest sheets, material
labels,plastic liners) to the client, as well as the pickup of the material by Safety Kleen
personnel, and its recycling and/or disposal. It corresponds fairly closely to the cost per car at a
collection event, but with a much higher level of service.
6. HRW Collections,Nonrecyclable materials (such as solvents, thinners, pesticides, ails, and
other fluids) 50 collections @ $130.00 each $6,500,00
This is the costprovided to the city by Curbside, Inc., which includes the predelivery of the
packing materials (see above) to the client, as well as the pickup of the material by Safety-Kleen
personnel, and its recycling and/or disposal t
7. IUiW Collections, Oversize Stockpiles(more than 200 lbs.)
9 collections @ an average of$433.00 each $3,900.00
This is the approximate cost provided to the, city by Curbside, Inc., which includes the
predelivery of the packing materials to the client, as well as the pickup of the material by Safety-
Kleen personnel, and its recycling and/or disposal In the case of significant amounts of HEW
in a residence, Curbside and/or Safety-Kleen personnel may actually assist with the packing of
materials This line item has been increased while the collection of non-recyclable HHW
materials has decreased from the original application because the City's Redevelopment Agency
is launching an even larger ($2 million) single family home rehab program targeting seniors and
low income families. More homes will be done under the program, and afar more substantial
rehab will be done on the homes, meaning that there will likely be more "large garage
cleanouts—with much more waste. We've increased that numehr to 9.
TOTAL Contractor Costs S 13,340.00 i
7
TOTAL GRANT REQUEST S 15,000.00
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