WHATCOM COUNTY COUNCIL AGENDA BILL 2016-388 NO.------~~~--- CLEARANCES Initial Date Date Received in Council Office Originator: pj 10/24/16 Division Head: ~ ~\ h~ih R c ~v [) Dept. Head: PdJ) tl{t~{~ 29 Prosecutor: rb 11/2/16 NTY Purchasing/Budget: _Ab ~ 1~16 IL Executive: ~>/.Jr., /JJ )0. ;1.8.~ 6 Agenda Date Assigned to: 12/06/2016 Finance/Council TITLE OF DOCU~EN'VContract Amendment between Whatcom County and Sustainable Connections for implementation of the Commercial W a Reduction and Recycling Education Program. ATTACHMENTS: 1. Executive Memo 2. Info Sheet 3. 2 Copies of Contract SEP A review required? ( SEPA review completed? ( ) Yes )Yes (X) NO (X) NO Should Clerk schedule a hearing? ( ) Yes ( X) NO Requested Date: SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE: (If this item is an ordinance or requires a public hearing, you must provide the language for use in the required public notice. Be specific and cite RCW or WCC as appropriate. Be clear in explaining the intent of the action.) In support of the county objective of achieving a 50% waste reduction and recycling rate, and consistent with recommendations in the Whatcom County Comprehensive Solid and Hazardous Waste Management Plan, the Commercial Waste Reduction Education and Technical Assistance Program will increase countywide waste reduction and recycling rates by providing commercial waste audits and detailed technical waste assessments, action plans and performance evaluations for companies operating in the construction and food industries. The purpose of this contract is to increase participation in commercial waste reduction and recycling programs, focusing primarily on waste organics and construction and demolition recycling programs. COMMITTEE ACTION: COUNCIL ACTION: Related County Contract #: Related File Numbers: Ordinance or Resolution Number: Please Note: Once adopted and signed, ordinances and resolutions are available for viewing and printing on the County's website at: www.co.whatcom.wa.us/council.
WHATCOM COUNTY Health Department 509 Girard Street Bellingham, W A 98225 Regina A. Delahunt Director TO: FROM: MEMORANDUM Jack Louws, County Executive Jl.4IJ Regina A. Delahunt, Director NOV 2 2 2016 JACKLOUWS COUNTY EXECUTIVE RE: Sustainable Connections, Commercial Waste Reduction Education Services, Contract Amendment #1 DATE: November 14, 2016 Enclosed are two (2) originals of a contract amendment between Whatcom County and Sustainable Connections for your review and signature. Background and Purpose In support of the county objective of achieving a 50% waste reduction and recycling rate, and consistent with recommendations in the Whatcom County Comprehensive Solid and Hazardous Waste Management Plan, the Commercial Waste Reduction Education and Technical Assistance Program will increase countywide waste reduction and recycling rates by providing commercial waste audits and detailed technical waste assessments, action plans and performance evaluations for companies operating in the construction and food industries. The purpose of this contract is to increase participation in commercial waste reduction and recycling programs, focusing primarily on waste organics and construction and demolition programs. This amendment extends the agreement for an additional year and increases funding and scope. Funding Amount and Source This amendment is funded in an amount not to exceed $50,000 from the Solid Waste Excise Tax and has been approved by the Solid Waste Executive Committee. County Council approval is required because the increase in funding from $35,000 to $50,000 exceeds $10,000. Differences from Previous Contract This agreement was originally a seven month agreement funded at $35,000. This amendment extends the agreement for a 1 year period and increases the scope and funding to cover activities over the 2017 calendar year. Please contact Jeff Hegedus at extension 6044, if you have any questions or concerns regarding the terms of this agreement. Encl.
WHATCOM COUNTY CONTRACT INFORMATION SHEET Whatcom County Contract No. 201605003-1 Originating Department: Program/Project: (i.e. Dept. Division and Project) Contract or Grant Administrator: Contractor's I Agency Name: Health Environmental Health Jeff Hegedus Sustainable Connections Is this a New Contract? If not, is this an Amendment or Renewal to an Existing Contract? Yes 0 NoD Yes 0 No 0 If Amendment or Renewal, (per WCC 3.08.100 (a)) Original Contract#: 201605003 Does contract require Council Approval? Yes 0 NoD If No, include WCC: (see Whatcom County Codes 3.06.01 0, 3.08.090 and 3.08.1 00) Is this a grant agreement? Yes 0 No 0 If yes, grantor agency contract number(s): CFDA#: Is this contract grant funded? Yes 0 No 0 If yes, Whatcom County grant contract number(s): Is this contract the result of a RFP or Bid process? Contract Yes IS] NoD If yes, RFP and Bid number(s): RFP 16-16 Cost Center: 140203 Is this agreement excluded from E-V erif)r? NoD Yes 0 If no, include Attachment D Contractor Declaration form. If YES, indicate exclusion(s) below: D Professional services agreement for certified/licensed professional. IS] Contract work is for less than $100,000. D Contract for Commercial off the shelf items (COTS). 0 Contract work is for less than 120 days. D Work related subcontract less than $25,000. D Interlocal Agreement (between Governments). D Public Works -Local Agency/Federally Funded FHW A Contract Amount:(sum of original contract amount and any Contracts that require Council Approval (incl. agenda bill & memo) prior amendments): Professional Services Agreement above $20,000. $ 35,000 Bid is more than $50,000. This Amendment Amount: Professional Service Contract Amendments that have an increase greater than $20,000 and other contracts with a $ 50,000 cumulative increase greater than $50,000. Total Amended Amount: RENEWALS: Council approval is not required when exercising an $ 85,000 option to renew that is provided in the original contract. Summary of Scope: In support of the county objective of achieving a 50% waste reduction and recycling rate, and consistent with recommendations in the Whatcom County Comprehensive Solid and Hazardous Waste Management Plan, the Commercial Waste Reduction Education and Technical Assistance Program will increase countywide waste reduction and recycling rates by providing commercial waste audits and detailed technical waste assessments, action plans and performance evaluations for companies operating in the construction and food industries. The purpose of this contract is to increase participation in commercial waste reduction and recycling programs, primarily focusing on waste organics and construction and demolition programs. Term of Contract: 1 Year Expiration Date: 12/3112017 Contract 1. Prepared by: PJ Date: 10/24116 Routing: 2. Attorney signoff: rb Date: 11/2/16 3. AS Finance reviewed: bbennett 6!5 Date: 1114/16 4. IT reviewed (ifit related): Date: 5. Contractor signed:,/ Date: 11/roltfo ' I 6. Submitted to Exec.: Date: i I 7. Council approved (if necessary): Date: 8. Executive signed: Date: 9. Original to Council: Date: ~ u/zz)!co
Whatcom County Contract No. 201605003-1 WHATCOM COUNTY HEALTH DEPARTMENT CONTRACT EXTENSION Whatcom County # 201605003 PARTIES: Whatcom County AMENDMENT NUMBER: 1 Whatcom County Courthouse CONTRACT PERIODS: 311 Grand Avenue Original: 06/01/2016-12/31/2016 Bellingham, WA 98225 Amendment #1 01/01/2017-12/31/2017 AND CONTRACTOR: Sustainable Connections 1701 Ellis St., Suite 221 Bellingham, WA 98225 THE CONTRACT IDENTIFIED HEREIN, INCLUDING ANY PREVIOUS AMENDMENTS THERETO, IS HEREBY EXTENDED AS SET FORTH IN THE DESCRIPTION OF THE EXTENSION BELOW BY MUTUAL CONSENT OF ALL PARTIES HERETO ==================================================================== DESCRIPTION OF EXl{ZfSfSJOt-~: ;t:;r -'>"., 1. Extend the duraticj~'al?f~~ bt~e; terms of this contract for 1 year, as per the original contract "General Terms, Section 10.2, Extension". 1-"'< ;;; 2. Replace Exhibit A';h~:cope of Work, with the attached Exhibit A which increases scope to reflect the 12 month periotl~gfperiormance.., ' 3. Replace Exhibit B, Compensation, with the Attached Exhibit B which increases funding from $35,000 per year to $50,000 to support the increased Scope of Work. 4. Funding for this extended contract period (01/01/2017-12/31/2017) is not to exceed $50,000. 5. Funding for the total contract period (06/01/2016-12/31/2017) is not to exceed $85,000. 6. All other terms and conditions remain unchanged. 7. The effective start date of the extension is 01/01/2017. HL_01 0117 _Sustainable_ Connections_ Commerciai_Waste_Reduction_Education Page 1 of 4
ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND ANY PREVIOUS AMENDMENTS THERETO REMAIN IN FULL FORCE AND EFFECT. ALL PARTIES IDENTIFIED AS AFFECTED BY THIS EXTENSION HEREBY ACKNOWLEDGE AND ACCEPT THE TERMS AND CONDITIONS OF THIS EXTENSION. FOR THE CONTRACTOR: STATE OF WASHINGTON) ) COUNTY OF WHATCOM ) My Commission expires: FOR WHATCOM COUNTY: eof_,~~~rit~~----~~~~~= Residing at -.:..~::...::::.::..,;q_~=--.jl ~r--~---,!'n-t~, 1/-:f/-co{ Jack Louws, County Executive Date STATE OF WASHINGTON) ) COUNTY OF WHATCOM ) On this day of, 2016, before me personally appeared Jack Louws, to me known to be the Executive of Whatcom County and who executed the above instrument and who acknowledged to me the act of signing and sealing thereof. My Commission expires: NOTARY PUBLIC in and for the State of--------------------------- Residing at----------------------------- HL_01 0117 _Sustainable_ Connections_ Commerciai_Waste_Reduction_Education Page 2 of 4
EXHIBIT "A" (SCOPE OF WORK)!.Background In support of the county objective of achieving a 50% waste reduction and recycling rate, and consistent with recommendations in the Whatcom County Comprehensive Solid and Hazardous Waste Management Plan, the Commercial Waste Reduction Education and Technical Assistance Program will decrease countywide waste by providing commercial waste audits and detailed technical waste assessments, action plans and performance evaluations for companies operating in the construction and food industries. The purpose of this contract is to increase participation in commercial organics recovery programs and promote construction and demolition recycling programs.!!.statement of Work The contractor will conduct commercial waste audits and provide waste reduction and recycling technical assistance services to 70 businesses primarily in the construction industry food service industry, and hospitality/events sector. For each business participating, contractor will: 1. Facilitate detailed waste assessment and action plans: a. Connect businesses and waste haulers to perform waste assessments; and b. Evaluate waste reduction measures (including recycling, composting, and source reduction), develop action plans; and c. Coordinate peer learning opportunities such as workshops, case studies, tours of model businesses. 2. Support action plan implementation: a. Support businesses' employee engagement activities including workplace signage, presentations; b. Troubleshoot implementation challenges; share best practices and resources; and c. Provide businesses with program decals, posters and other promotional materials. 3. Evaluate business performance: a. Ensure that partner waste haulers and business directors provide quarterly waste/recycling reports to establish a baseline measure and support performance tracking over the grant term; and b. Collect data from participant businesses to include changes in waste generated, participant awareness, attitudes and knowledge of recycling opportunities, barriers and solutions. III.Program Requirements Additionally, contractor will: 1. Produce 4 case studies highlighting successful new program participants and industries; 2. Promote program and acknowledge participating businesses in media releases and agency communications; 3. Conduct 4 Toward Zero Waste Workshops targeting 75 total participants; 4. Conduct 1 Integrated Toward Zero Waste and sustainable practices workshop targeting 25 participants; 5. Create a cross industry Commercial Office Waste Reduction and Recycling Toolkit; and 6. Promote the Toward Zero Waste brand county-wide across workplaces, schools and residences. IV.Reporting Requirements Contractor shall report to the County on program activities on a quarterly basis during the contract period. Reports should include a list of the businesses recruited and supported, the sector (construction, food, hospitality/events, other), and quantification of their baseline and waste reduction goals and achievements. Contractor will describe the additional activities completed and provide a copy of the toolkit. Reports are due on April 15th, July 15th, October 15th, and January 15th. HL_ 010117 _Sustainable_Connections_ Commerciai_Waste_Reduction_Education Page 3 of 4
EXHIBIT "B" COMPENSATION I. Budget and Source of Funding: The source of funding for this contract, in the amount not to exceed $50,000, is solid waste excise tax revenue. II. Budget: The budget for this cost reimbursement contract is as follows: line Item Documentation Required with Invoice Budget Personnel - salaries & benefits Detailed General Ledger Report $ 46,400 Mileage Log - Mileage will be billed at the Mileage current IRS rate available at $ 600 http://www.gsa.gov/portal/category/1 04715 Printing I Graphics Design Invoice, receipt or General Ledger Report $ 3,000 TOTAL $ 50,000 lll.lnvoicing: 1. The Contractor shall submit itemized invoices on a monthly basis in a format approved by the County. Monthly/quarterly invoices must be submitted by the 15th of the month following the month of service. Invoices submitted for payment must include the items identified in the table above. 2. The Contractor shall submit invoices to HL-BusinessOffice@whatcomcounty.us or Attention: Business Office Whatcom County Health Department 509 Girard Street Bellingham, WA 98225 3. Payment by the County will be considered timely if it is made within 30 days of the receipt and acceptance of billing information from Contractor. The County may withhold payment of an invoice if the Contractor submits it more than 30 days after the expiration of this contract. 4. Invoices must include the following statement, with an authorized signature and date: I certify that the materials have been furnished, the services rendered, or the labor performed as described on this invoice. 5. Duplication of Billed Costs or Payments for Service: The Contractor shall not bill the County for services performed or provided under this contract, and the County shall not pay the Contractor, if the Contractor has been or will be paid by any other source, including grants, for those costs used to perform or provide the services in this contract. The Contractor is responsible for any audit exceptions or disallowed amounts paid as a result of this contract HL_01 0117 _Sustainable_ Connections_ Commerciai_Waste_Reduction_Education Page 4 of4