Board of County Commissioners - Gadsden County, FL

Board of County Commissioners Agenda Request

Date of Meeting: September 3, 2019

Date Submitted: August 15, 2019

To:

Honorable Chairman and Members of the Board

From:

Arthur Lawson,Sr., Interim County Administrator Suzanne Lex, Planning Director

Subject:

Approval of 2020 Small County Consolidated Waste Grant Application with Florida Department of Environmental Protection (DEP)

Statement of Issue:

This agenda item seeks Board approval of a funding agreement between the Gadsden County Board of County Commissioners and The Florida Department of Environmental Protection (DEP) for the Solid Waste Program. Staff seeks approval for the Chairman to execute the agreement and authorization for Finance Director to approve and sign requests for reimbursements on a quarterly basis.

Background:

The Department of Environmental Protection has provided grants to county solid waste programs since 1988. Since 1993 DEP has made available the Small County Consolidated Grant to fiscally constrained counties with a population under 100,000.

Analysis:

This annual grant in the amount of $90,909 subsidizes the solid waste landfill monitoring, maintenance and household hazardous waste programs.

Fiscal Impact:

The Florida Department of Environmental Protection has approved funding in the amount of $90,909 for this project. This grant is active beginning October 1, 2019 to September 30, 2020 for approved expenses. There is no match requirement.

Options: 1. Approve the DEP funding agreement and authorize the Chairman to sign all related documents and authorize the finance director to approve and sign requests for reimbursements on a quarterly basis. 2. Do not approve. 3. Board direction

Interim County Administrator's Recommendation: Option 1 Attachment(s):

1. 2020 Small County Consolidated Grant Agreement with Florida Department of Environmental Protection.

Page 2 of 11

DEPARTMENT OF ENVIRONMENTAL PROTECTION GRANT WORK PLAN

DEP AGREEMENT #: Agreement No.

ATTACHMENT 3

PROJECT TITLE: Gadsden County Small County Consolidated Waste Management Grant

PROJECT LOCATION: Gadsden County Public Works, 1284 High Bridge Road, Quincy, FL 32351

PROJECT BACKGROUND: The Grantee has maintained a permitted, closed Class II Landfill, known as Chattahoochee Landfill

(DEP Permit No. 0077864-116-SF, Facility Identification No. 5651). The Chattahoochee Landfill closed January 31, 1986, and transitioned to its long-term care phase on November 18, 1994. Long-term care on a closed landfill permit requires water quality monitoring and annual monitoring for methane gas to maintain permit compliance. The Grantee has applied for and received authority to abandon all monitoring wells, this process has been completed. An application for final closure of the landfill was forwarded to FDEP and at this time we have completed all requirements along with the final closure approval notification.

The Grantee's current operations, administered through the Gadsden County Public Works Department, includes currently maintaining over 700 miles of roads in unincorporated Gadsden County. This maintenance includes litter prevention and control and the removal and disposal of illegally dumped waste tires. All litter debris and waste tires collected are transported to the Public Works facility where all materials are loaded for transfer to the Quincy Transfer Station for proper disposal. The Grantee is also a party to a Hazardous Waste Cooperative Collection Center Arrangement with Okaloosa County, under DEP Agreement No. S0834, and through an Inter - local Agreement with Okaloosa County, to have Okaloosa County act as the "host" local government for a hazardous waste collection event on behalf of the Grantee and within Gadsden County. Funds provided through this Agreement will allow the Grantee to pay the salary costs associated with conducting the Grantee's solid waste program operations and towards the contractual services costs associated with long term care maintenance and monitoring of its closed landfill. The Grantee needs this funding to help offset these costs because of its small population and limited funding resources.

PROJECT DESCRIPTION: The Grantee's Public Works Department operates and administers its solid waste management

program which includes litter control and prevention and waste tire removal from over 700 miles of roads throughout unincorporated Gadsden County. The Grantee's Program Specialist and Inmate Supervisor oversee inmate work squads that are utilized to maintain these roads. The Grantee also maintains a permitted, closed Class II Landfill that requires annual monitoring under its long-term care plan.

The Grantee has an existing Inter-Local Agreement, Attachment F, with Okaloosa County to conduct hazardous waste collection events on behalf of the Grantee, under DEP Agreement No. S0834. Under both the Inter-Local Agreement and DEP Agreement No. S0834, the Grantee is responsible for at least 25% of the total collection costs associated with those events. Part of the grant funding awarded under this Agreement will subsidize the Grantee's required 25% of costs associated with the hazardous waste collection event.

TASKS and DELIVERABLES:

Task # 1: Waste Collection Programs and Facility Operations Task Description: The Grantee's Public Works Department has 63 employees, who are responsible for maintaining over 700 miles of roads in unincorporated Gadsden County. The Grantee's Public Works Department is also responsible for operating a recycling program, weekly operation of Household Hazardous Waste program, the collection and transfer of waste from its Public Works Facility. Using its own equipment and employees, the Grantee transports all collected waste to Quincy Transfer Station for proper disposal The Grantee will maximize grant funds to ensure that county facilities are appropriately staffed to maintain waste collection programs and facility operations and to pay for the required disposal tipping fees. Disposal tipping fees will not exceed the established fees of $65.00 per ton. In accordance Chapter 403 Section 7095 ? 2013, F.S., local Department regulatory staff will report any findings of concern regarding the proper maintenance of the Grantee's Solid Waste Collection Practices to the Department.

Payment Request Schedule: The Grantee may submit a payment request for cost reimbursement quarterly. Payment requests shall be submitted within thirty (30) days following completion of the quarter. The outlined Deliverable(s) must have been submitted and accepted in writing by the Department's Grant Manager prior to payment request submittal.

Deliverable: The Grantee will submit copies of: time cards, payroll reports to support the hours worked and the fringe rate paid for the various included benefits, and proof of payment to the employees. Additionally, the Grantee will submit copies of the paid invoices and

checks. The invoices, provided by the landfill, will provide a waste description, and list and summarizePtahegleoad3woeifgh1ts1and their cost.

The Grantee will provide tonnage summaries, using the Tonnage Summary Report, provided by the Department as Exhibit 1 of this Grant

Work Plan. All deliverables may be submitted electronically. All deliverables may be submitted electronically, unless paper copies are requested by the Department's Grant Manager. Performance Measure: The Department's Grant Manager will review each deliverable to verify that it meets the specifications in the Grant Work Plan and this task description. Upon review and written acceptance by the Department's Grant Manager of required deliverable(s) under this task, the Grantee may proceed with payment request submittal. Budget: Allowable costs for this task are not to exceed $29,625 for salaries and benefits; and $12,000 for tipping fees (Miscellaneous/Other Expenses).

Task #2: Equipment Purchase Task Description: The Grantee's current operations, administered through the Gadsden County Public Works Department, includes currently maintaining over 700 miles of roads in unincorporated Gadsden County. This maintenance includes litter prevention and control and the removal and disposal of illegally dumped waste tires. All litter debris and waste tires collected are transported to the Public Works facility where materials are loaded for transfer to the Quincy Transfer Station for proper disposal. The Grantee's Program Specialist and Inmate Supervisor oversee inmate work squads that are utilized to maintain these roads. The Grantee will purchase a truck (4 door crew cab) to carry inmate crews and pull trailers to collect roadside litter debris, tires or other illegal dumped waste for appropriate disposal. The Grantee will purchase the truck via the Florida Sherriff's Association state contract.

Deliverable: The Grantee's current operations, administered through the Gadsden County Public Works Department, includes currently maintaining over 700 miles of roads in unincorporated Gadsden County. This maintenance includes litter prevention and control and the removal and disposal of illegally dumped waste tires. All litter debris and waste tires collected are transported to the Public Works facility where materials are loaded for transfer to the Quincy Transfer Station for proper disposal. The Grantee's Program Specialist and Inmate Supervisor oversee inmate work squads that are utilized to maintain these roads. The Grantee will purchase a truck (4 door crew cab) to carry inmate crews and pull trailers to collect roadside litter debris, tires or other illegal dumped waste for appropriate disposal. The Grantee will purchase the truck via the Florida Sherriff's Association state contract

Documentation: Purchase Order, vendor invoice for delivery; proof of payment to vendor; pictures of equipment purchased. Completed Attachment F, Property Reporting Form. All documentation may be submitted electronically, unless paper copies are requested by the Department's Grant Manager.

Performance Measure: The Department's Grant Manager will review each deliverable to verify that it meets the specifications in the Grant Work Plan and this task description. Upon review and written acceptance by the Department's Grant Manager of required deliverable(s) under this task, the Grantee may proceed with payment request submittal.

Budget: Allowable costs for this task are not to exceed $33,784 for equipment purchase.

Task #3: Hazardous Waste Collection Event Task Description: Under DEP Agreement No. S0834 and in accordance with the Inter-Local Agreement (Attachment F), Okaloosa County is responsible for planning and conducting the hazardous waste collection event. As party to both the Inter-Local Agreement and as a "Neighboring" county under DEP Agreement No. S0834, the Grantee is responsible for:

a. Holding its hazardous waste collection events at the Public Works Department Facility, no later than May 31, 2018.

b. Guaranteeing funding for payment of 25% of its total collection cost to Okaloosa County unless otherwise agreed upon as evidenced in the Inter-Local Agreement.

c. Providing funding for any additional costs, which exceed Okaloosa County's budget of 75% of the total collection cost, with such payment due to Okaloosa County within a specified time frame.

d. Establishing a local project manager to work with the Grantee to publicize the collection event and to prepare and distribute public awareness information on proper hazardous waste management. This information shall be distributed to the local media, schools, agricultural agents, local realtor associations, civic service organizations, and to Earth 911 via their website at .

e. Attending the collection and assisting Okaloosa County in overseeing the paperwork at the close of the collection.

The Grantee will also conduct event advertising in three (3) local newspapers to promote participation. Page 4 of 11

Payment Request Schedule: The Grantee may submit a payment request for cost reimbursement upon completion of the event. Payment requests shall be submitted within sixty (60) days following completion of the event. The outlined Deliverable(s) must have been submitted and accepted in writing by the Department's Grant Manager prior to payment request submittal. Deliverable: The Grantee will submit copies of the following: 1) an event report that includes the date, time and location, the types and amounts of waste collected, the final destination of such waste, the type and number of participants served, details of the work completed, problems encountered and problem resolution for the event, due no later than sixty (60) days after even completion; 2) documentation of the event in the form of newspaper coverage or advertisement of the event with the date and title of the publication or dated, color photographs; 3) time cards, payroll reports to support the hours worked and the fringe rate paid for the various included benefits, and proof of payment; 4) a copy of the invoice received from Okaloosa County to verify the Grantee's required 25% of the event's total collection costs. All deliverables may be submitted electronically, unless paper copies are requested by the Department's Grant Manager. Performance Measure: The Department's Grant Manager will review each deliverable to verify that it meets the specifications in the Grant Work Plan and this task description, and that the event was completed in accordance with the terms and conditions set forth in the Inter-local Agreement and under DEP Agreement No. S0834. Upon review and written acceptance by the Department's Grant Manager of required deliverable(s) under this task, the Grantee may proceed with payment request submittal. Budget: Allowable costs for this task are not to exceed $8,000 to subsidize the Grantee's share (25%) for total collection cost of the event (Contractual Services), and $2,500 for advertising costs associated with the collection event (Miscellaneous/Other Expenses).

Task #4: Waste Tire Disposal Task Description: Waste tires are collected by inmate work squads and delivered to the Public Works Facility. The waste tires are then loaded and transported for proper disposal by Tire Disposal, Inc. Payment Request Schedule: The Grantee may submit a payment request for cost reimbursement quarterly. Payment requests shall be submitted within thirty (30) days following completion of the quarter. The outlined Deliverable(s) must have been submitted and accepted in writing by the Department's Grant Manager prior to payment request submittal. Deliverable: The Grantee will submit documentation of its waste tire disposals. This documentation must include: the date of transportation, number of tires, and registration number of the collector along with the name of the driver. Additionally, the Grantee will provide tonnage summaries, using the Tonnage Summary Report, provided by the Department as Exhibit 1 of this Grant Work Plan. All deliverables may be submitted electronically, unless paper copies are requested by the Department's Grant Manager. Performance Measure: The Department's Grant Manager will review each deliverable to verify that it meets the specifications in the Grant Work Plan and this task description. Upon review and written acceptance by the Department's Grant Manager of required deliverable(s) under this task, the Grantee may proceed with payment request submittal. Budget: Allowable costs for this task are not to exceed $5,000 for Contractual Services.

Page 5 of 11

PROJECT TIMELINE: The tasks must be completed by the corresponding task end date and all deliverables must be received by the designated due date.

Task No.

Task Title

1

Waste Collection Programs and Facility Operations

Task Start Date

10/1/2017

2

Equipment Purchase

10/1/2017

3 Hazardous Waste Collection Event

10/1/2017

4

Waste Tire Disposal

10/1/2017

Task End Date

9/30/2019

9/30/2019

6/30/2019

9/30/2019

Deliverable Due Date/ Frequency

Quarterly, within thirty (30) days of the end of each quarter and prior to each payment request

One-time purchase, within thirty (30) days of

the end of quarter in which vehicle received Within sixty (60) days following completion of

the event. Quarterly, within thirty (30) days of the end of each quarter and prior to each payment request

BUDGET DETAIL BY TASK:

Task No. 1 2 3 4

Budget Category

Salaries Benefits Miscellaneous/Other Expenses

Total for Task: Equipment Purchase

Total for Task Contractual Services Miscellaneous/Other Expenses

Total for Task Contractual Services

Total for Task

Total for Task:

Budget Amount

$23,512.00 $6,113.00 $12,000.00 $41,625.00 $33,784.00 $31,784.00 $8,000.00 $2,500.00 $12,500.00 $5,000.00 $5,000.00

$0.00 $0.00

SALARY AND FRINGE BENEFITS BY TASK: Cost reimbursable hourly and fringe rate(s) by position may not exceed those indicated below.

Salaries by Task Task No.

1

Position Title

Program Specialist Inmate Supervisor

Rate/Hour

$24.72 $12.96

Authorized Overtime Rate Time and a half Time and a half

Fringe Rate (%) 26% 26%

Page 6 of 11

PROJECT BUDGET SUMMARY: Cost reimbursable grant funding must not exceed the category totals for the project as indicated below.

Category Totals

Salaries Total Fringe Benefits Total Equipment Purchase Contractual Services Total Miscellaneous/Other Expenses total

Total:

Grant Funding, Not to Exceed, $ $23,512.00 $6,113.00 $33,784.00 $13,000.00

$14,500.00

$90,909.00

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Page 7 of 11

Florida Department of Environmental Protection

Bob Martinez Center 2600 Blair Stone Rd. Tallahassee, FL 32399-2400

DEP Form #: 62-716.500 F.A.C. Form Title: Small County Consolidated

Solid Waste Management Grant Application Effective Date: December 17, 2013 Incorporated in Rule: 62-716.500(2), F.A.C.

Small County Consolidated Solid Waste Management Grant Application

Due Date: Aug 1, 2019

Name of County: Name and Title of Authorized Representative:

Address:

Gadsden Anthony O. Viegbesie Chairperson P.O. Box 1799 Quincy, FL 32353-1799

Federal Employer Identification Number: Grant Manager Contact

Name: Title: Address:

59-6000616

Herbert C. Chancey

Recreation Specialist P.O. Box 1799 Quincy, FL 32353-1799

e-mail address: hchancey@ Phone number: 850-875-4544

Required forms at time of submission:

__X__ Grant Work Plan (Attachment 1) __X__ Budget-Cost Analysis __X__ Certificate of Insurance __X__ Federal Tax ID W-9 Form

MyFloridaMarketPlace Gadsden County Registered Vendor P.O. Box 1799 Name and Address: Quincy, FL 32353-1799

Is your County Self-Insured for Liability Insurance,

appropriate and allowable under Florida Law?

____ YES _X___ NO

If your county is self-insured, we must have a written statement from your Chief Financial Officer stating this. (Please Attach).

Page 8 of 11

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download