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HomeMy WebLinkAboutRESOLUTION 74-24RESOLUTION 74-24 A RESOLUTION APPROVING A GRANT AGREEMENT WITH FRONT RANGE WASTE DIVERSION WHEREAS, the Town Board wishes to enter a grant agreement referenced in the title of this resolution for the purpose of grant funding to purchase four water refill stations, three recycling stations, and one storage container for use at large-scale Town events. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: The Board approves the purchase order constituting the grant agreement referenced in the title of this resolution, in substantially the form now before the Board. DATED this \^ day of $£P\©^BA , 2024. TOWN OF ESTES PARK Mayor ATTEST: ^-^^^. ^_/^>-*_Q_Cl—- T(NTI Clerk APPROVED AS TO FORM: Town Attorney 48 STATE OF COLORADO Department of Public Health & Environment Page 1 of 1 ORDER Number: PO,FEFA,202500002277 Date: 7/11/24 Description: FEFA, FRWD, Town ofEstes Park, Mini Grant Effective Date: 07/11/24 Expiration Date: 01/31/25 BUYER Buyer: Email: VENDOR TOWN OF ESTES PARK PO BOX 1200 ESTES PARK, CO 80517-1200 Contact: Phone: EFT REMIT 303-870-1361 * * * * *IMPORTANT* * * * * The order number and line number must appear on all invoices, packing slips, cartons, and correspondence. BILL TO DEHS - A2 4300 CHERRY CREEK DRIVE SOUTH DENVER, CO 80246-1530 SHIP TO DEHS - A2 4300 CHERRY CREEK DRIVE SOUTH DENVER, CO 80246-1530 ISHIPPING INSTRUCTIONS VENDOR INSTRUCTIONS Delivery/Install Date: FOB:FOB Dest, Freight Prepaid EXTENDED DESCRIPTION New PO FRWD - $45,398.00 Town ofEstes Park Mini Grant Line Item^ Commodity/ItemC'ode UOM QTY Unit Cost Total Cost MSDS Req. 0 0.00 $45,398.00 D Description: FEFA, FRWD, Town ofEstes Park, Mini Grant The FRWD Enterprise is and operates as a govemment-owned business within CDPHE for the purpose of collecting the fee charged to waste generators and using the fee to provide grants and technical assistance to promote waste diversion. The enterprise is overseen by the FRWD Board of Directors. The department administers the grant program on behalf of the enterprise. See 25-16.5-111(3), C.R.S. Service From: 07/11/24 Service To: 01/31/25 ITERMS AND CONDITIONS https://www.colorado.gov/osc/purchase-order-terms-conditions DOCUMENT TOTAL = $45.398.00 STATEMENT OF WORK I.Project Description: This project serves to protect the public health and environment in Colorado by increasing waste diversion from landfills in the Town ofEstes Park. Town ofEstes Park hosts between 180-200 events each year at the Estes Park Events Complex and at other locations in the Town. To align with the Town's sustainability efforts, this project plans to support eliminating the purchasing of bottled water with Town funds, provide more opportunities for recycling and composting at events, and raise environmental awareness with event attendees. Grant funds will purchase four (4) 4-spigot water refill stations, th-ee (3) triple-stream recycling stations, and a storage container to store the water refill stations and recycling stations when not in use. By offering these sustainable alternatives at events. Town ofEstes Park anticipates reducing solid waste disposal to landfills by 20 percent in the first year. The Colorado Department of Public Health and Environment (CDPHE) is supporting this project because it meets the goals identified by legislation to increase waste diversion and circularity in Colorado. II. 1. 2. in. Definitions: CDPHE: Triple-stream: Work Plan: Colorado Department of Public Health and Environment Includes trash, recycling, and composting collection Goal #1: To protect Colorado's environment and human health by implementing sustainable practices to achieve improvements in waste management through behavioral change in individuals. Objective #1: No later than the expiration date of this contract, increase sustainable waste diversion in Town ofEstes Park. Primary Activity #1 | Contractor shall attend a contract kick off meeting. Primary Activity #2 Contractor shall obtain four (4) water bottle refill stations. Sub-Activity #2 1. Contractor shall provide photos of each water bottle refill station on-site. Primary Activity #3 Contractor shall obtain three (3) triple-stream recycling stations. Sub-Activity#3 1. Contractor shall provide photos of each triple-stream recycling station on-site. Primary Activity #4 Contractor shall obtain a storage container. Sub-Activity #4 1. Contractor shall provide photos of storage container on-site. Standards and Requirements 1. CDPHE will schedule the contract kick off meeting via email no later than 15 business days of this contract's execution. a. The contract kick off meeting will be conducted by phone or virtual meeting software. 2. Contractor shall submit all deliverables via email to the CDPHE Contract Monitor unless otherwise specified. 3. Contractor shall notify CDPHE via email withm three (3) business days if there is an anticipated delay that exceeds a scheduled completion date by more than two (2) weeks. 4. Contractor shall respond to CDPHE inquiries via email within three (3) business days. 5. Contractor shall verify the appropriate language and use of logo with CDPHE when crediting CDPHE in marketing materials. Page 1 of 4 Ver. 01.11.19 6. Contractor shall allow no fewer than three (3) business days to comment on the draft language or logo from the date the CDPHE Contract Monitor receives the request. 7. Contractor shall be solely responsible for all costs associated with grant-funded equipment to include at a minimum: a. Repairs b. Maintenance c. Replacement Expected Results of Activity(s) Measurement of Expected Results 1. Increased waste diversion in Colorado. 1. Completion of the outlined project. Deliverables 1. Contractor shall submit photos of each water bottle refill station on-site. 2. Contractor shall submit photos of each recycling station on-site. 3. Contractor shall submit photos of the storage container on-site. Completion Date No later than ten (10) calendar days after receiving the refill stations, not to exceed 01/15/2025. No later than ten (10) calendar days after receiving the recycling stations, not to exceed 01/15/2025. No later than ten (10) calendar days after receiving the storage container, not to exceed 01/15/2025. IV. Budget: Equipment Four (4) Water Bottle Refill Stations Three (3) Recycling Stations One (1) Storage Container Total Project Cost Awarded Amount $24,844.00 14,204.00 6,350.00 $45,398.00 V. Budget Narrative: Equipment/Supplies: Water Bottle Refill Stations: Four (4), 4-spigot tabletop dispensers and water bottle filler spigots on backsplash to provide water bottle refills at events, including storage crates and shipping. Recycling Stations: Three (3) triple-stream waste stations to provide trash, recycling, and compost services at events, including shipping. Storage Container: One (1) 20-foot storage container including shipping for storage of water refill stations and recycling stations when not in use. VI. Additional Provisions: The following terms and conditions are in addition to the standard purchase order terms and conditions and are to be read and interpreted in conjunction with the provisions of the purchase order. Wherever used in the following provisions, "Contractor" and "Vendor" shall have the same meaning. Contractor and/or Vendor - any party to which a Purchase Order is issued. Page 2 of 4 Ver. 01.11.19 1. Invoicing To receive compensation under the Purchase Order, the Contractor shall submit a signed Reimbursement Form upon final deliverable completion. This form is titled Reimbursement Form and will be emailed to the Contractor by the Contract Monitor upon the Purchase Order execution. The form is incorporated and made part of this SOW by reference. The Reimbursement Form must be submitted no later than forty-five (45) calendar days after the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work and Budget. The Contractor shall submit the invoice using the method listed below. The Contractor shall submit the following documentation with the completed invoice; copies oftimesheets\paystubs, credit card receipts, copies of cleared checks, invoices with zero balance shown, etc. Combine the completed and signed Reimbursement Form and supporting documentation into an electronic document. Email the combined invoice and supporting documentation to: CDPHE Waste Diversion Grants Program, cdehe recycling grants(S),state.co.us Final billings under the Purchase Order must be received by the State within a reasonable time after the expiration or termination of the Purchase Order; but in any event no later than forty-five (45) calendar days from the effective expiration or termination date of the Purchase Order. 2. Time Limit for Acceptance OfDeliverables. a. Evaluation Period. The State shall have thirty (30) calendar days from the date a deliverable is delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables that have a different time negotiated by the State and the Contractor. b. Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design specifications for that particular deliverable, or is otherwise deficient, then the State shall notify the Contractor of the failure or deficiencies, in writing, within seven (7) calendar days of: 1) the date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or deficiency. The above time frame shall apply to all deliverables except for those deliverables that have a different time negotiated by the State and the Contractor in writing pursuant to the State's fiscal rules. c. Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed deliverable, the Contractor shall have a reasonable period of time, not to exceed thirty (30) calendar days, to correct the noted deficiencies. 3. The State has determined that this Contract does not constitute a Business Associate relationship under HEPAA. 4. This award does not include funds for Research and Development. 5. Contractor shall not sell, transfer, abandon, dispose of equipment, or otherwise allow equipment to become unavailable for use during the term of the contract. 6. Contractor shall notify CDPHE via email if the project goals change or if the Contractor is unable to utilize the expenses outlined in Section IV, Budget due to a change of business status. 7. Contractor acknowledges and agrees that CDPHE may, at its sole discretion, execute a security lien against any piece of equipment purchased by Contractor pursuant to this contract. Any such lien shall remain in place until CDPHE determines that Contractor has satisfied all obligations of the contract, and CDPHE acknowledges and releases Contractor by written notice. Page 3 of 4 Ver. 01.11.19 Entire Agreement. These Provisions together with the Purchase Order constitute the entire agreement between the parties, and supersedes all prior proposals, agreements or other communications between the parties. VII. Monitoring: CDPHE's monitoring of the purchase order for compliance with performance requirements will be conducted throughout the purchase order period by CDPHE. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports and other fiscal and programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and communicated to the Contractor. VIII. Resolution ofNon-Compliance: The Contractor will be notified in writing within 15 calendar days of discovery of a compliance issue. Within 30 calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request to CDPHE and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the Terms and Conditions of this Purchase Order. Page 4of4 Ver. 01.11.19