Attachment A SCOPE OF WORK FOR THE CITIZEN SCRAP TIRE DROP-OFF DAY PROJECT PURPOSE Overview The Maryland Environmental Service ( MES ) and the Board of County Commissioners of Washington County, Maryland (the County ) shall participate in the Citizen Scrap Tire Drop-Off Day Project designed to collect scrap tires from County homeowners. Funding for public service newspaper or other media announcements and the transportation and responsible disposal of scrap tires is to be provided through the State Used Tire Clean-Up and Recycling Fund administered by the Maryland Department of the Environment ( MDE ). Goal The goal of the project is a series of one-day events on a regional basis, scheduled on designated Saturdays in calendar year 2009. BACKGROUND The Tire Fund In 1991, the Maryland General Assembly adopted the Scrap Tire Recycling Act (the Act ) to address the problems associated with the environmentally responsible disposal of scrap tires in Maryland. The law established the State Used Tire Clean-Up and Recycling Fund, which is funded by the collection of a $0.80 per tire fee on the sale of each new tire in the State, as amended effective April 1, 2005. MES may use the Fund for projects to reduce, recover and recycle scrap tires in Maryland. The Project This project is intended to aid State residents by providing a responsible disposal-alternative substantially free of charge for homeowners who have accumulated a small number of scrap tires. A secondary objective of this project is to educate citizens about Maryland s laws and regulations regarding the collection and disposal of scrap tires. It is intended that public education will deter residents from accumulating scrap tires in the future. Page 1
PROJECT PARAMETERS Overview The is a series of one-day events on a regional basis. Participating counties will be grouped into regions. Events will be conducted on designated Saturdays in calendar year 2009. Participating counties and MES established regions for the Citizen Scrap Tire Drop-Off Day Project during Planning Meeting No. 1. County residents will participate in the project by delivering scrap tires using noncommercial vehicles to the Primary Event Location (as defined below). Residents will be permitted to deliver up to ten (10) scrap tires per vehicle on Scrap Tire Drop-Off Day. There will be a one-trip per resident limit. Commercial haulers or generators of scrap tires shall not participate in this event. All scrap tires collected during the regional events will be transported from each region s Primary Event Locations within thirteen (13) calendar days of each regional event. Primary Event Location The Primary Event Location of this project will be the following County-operated and maintained facility: Facility Name: Forty West Landfill Address: 12630 Earth Care Road City, State, Zip: Hagerstown, MD, 21740 Contact Person: Harvey Hoch Telephone: 240-313-2796 Fax: 301-582-3412 This facility will be staffed by County personnel, who will perform the duties listed herein. SCOPE OF SERVICES MES shall provide the following funding and services: Coordination of project activities such as scheduling and conducting planning meetings for the development of County-specific bid specifications for the event, and processing invoices for services rendered in accordance with this Agreement. Preparing Bid Documents for furnishing transportation equipment, transporting and disposing of scrap tires collected on Citizen Scrap Tire Drop-Off Day from the Primary Event Location listed herein. Soliciting, evaluating, and awarding bid(s) for services. Page 2
Awarding contracts for services, managing contracts, and processing invoices for the project. Providing a publication-ready advertisement template for the County s use in the preparation of the newspaper article advertising the Event. Reimbursing the County for advertising expenses not to exceed $1,450. Compiling information from the County such as number of participants and number/tonnage of scrap tires collected. Preparing a final project summary for the Maryland Department of the Environment to include information such as Primary Event Location name and address, number/tonnage of tires collected, and the number of homeowners delivering tires to each site. The County shall provide the following services: Provide the above listed Primary Event Location for the collection of scrap tires from County households on the designated day of the regional event. This project will fund the disposal of up to 90 tons of scrap tires collected by the County on Citizen Scrap Tire Drop-Off Day. This project will fund the delivery of up to 8 containers to transport scrap tires collected by the County on Citizen Scrap Tire Drop-Off Day. The maximum tonnage of scrap tires and number of containers mentioned above are subject to change, which is dependent upon the bids received and the available funds for this project. Participate in planning meetings according to the schedule listed herein. Provide MES with all requested information regarding advertisement of the Event. Assist MES in the development of County-specific Bid Specifications which detail site information such as location of Primary Event Location and access, types of tires to be accepted, type of transportation equipment needed (box trailers, open-top trailer, roll-off boxes), time required to load scrap tires by County personnel, and other information necessary to conduct the Event at the County facility listed herein. Provide staff and equipment for project Event tasks including verifying resident's status, recording number of participants (residents), controlling traffic, recording number of scrap tires collected, and loading transportation vehicles with scrap tires (either manually or with equipment). County personnel shall be responsible for coordinating all on-site activities during the event such as traffic control, scrap tire drop-off, and loading scrap tires into transportation vehicles at the Primary Event Location. Page 3
PAYMENT Indemnify and save harmless MES for liability resulting from this project. Providing MES with invoices for advertisement done by the County for the Event. Advertising payments will be made directly to the County. All invoices, to a maximum amount of $1,450 per County, must be submitted by July 31, 2009. Any invoice received after July 31, 2009 will be the responsibility of the County. This demonstration project is anticipated to be funded through the Service, and is contingent upon the approval of MDE and the Board of Public Works. The County shall be reimbursed for advertising costs for an amount not to exceed $1,450. The County shall advertise the Event in the local newspaper(s) or through other local media of its choice. The time for advertisement shall be determined by the County. The County shall submit to the Service an invoice showing the County s right to reimbursement for advertising expenses which shall include a statement or invoice from the newspaper or other media in which the advertisement appeared which shows the total cost of the advertisement. Only those actual costs of placing the advertisement shall be reimbursable under this project. TERM Overview The term of this shall commence upon the date of execution of the Agreement, and shall expire on August 31, 2009. Project Task Schedule This project shall be completed according to the following tentative schedule of tasks: Date Task Sep 08 Planning Meeting No. 1 Oct Nov 08 Draft General Bid Specifications MES will prepare a general Bid Specification for delivery to each of the participating Counties. MES will provide each county/city with an event specification sheet. Each county/city will be asked to update this sheet with information particular to its Primary Event Location and other information such as types of transportation vehicles needed, and types of acceptable tires. Date Task 27 Oct 08 Counties Return Bid Specifications Page 4
Nov 08 MES Completes Bid Documents 30 Dec 08 Deadline for IGA Execution Dec 08 Jan 09 Jan-Feb 09 Feb 09 Mar 09 MES Advertises Contract Contract advertisement includes a pre-bid Conference to introduce potential bidders to the Contract Documents, MES bid process, and obligations of bidders. MES Receives Bids Contract Award(s) Award of multiple contracts is anticipated. This task includes formal notification by MES of the intention to award a contract for the work, or a portion of the work, listed in the Bid Documents. MES Furnishes Advertisement-Ready Template to Counties Contract Execution(s) Mar-May 09 County Publishes Local Advertisement of Citizen Scrap Tire Drop-Off Day Event Mar-Apr 09 Regional Pre-Event Meetings 18 April 09 Citizen Scrap Tire Drop-Off Day Events 02 May 09 09 May 09 16 May 09 13 cal. days Deadline for Removal of All Scrap Tires from County Primary Event from Event Locations 15 June 09 Counties Forward Summary of Event Statistics to MES 31 Jul 09 Deadline for County Submittal of Advertising Invoices 30 Sept 09 Complete Summary of Project CONTACTS The principal contacts for this agreement are: Page 5
Maryland Environmental Service Mr. Todd Zeigler, Operations Manager Environmental Operations Group Maryland Environmental Service 259 Najoles Road Millersville, Maryland 21108 (410) 729-8524 tzeig@menv.com County Harvey Hoch (NAME), Recycling Coordinator (TITLE) WASHINGTON COUNTY (COUNTY NAME) 100 West Washington Street (ADDRESS) Hagerstown, Maryland, 21740 (CITY), (ZIP) 240-313-2796 (TELEPHONE NUMBER) 301-582-3412 (FAX NUMBER) hhoch@washco-md.net (EMAIL) Page 6