1999-132-APPLICATION TO REGIONAL SOLID WASTE GRANTS PROGRAM FOR FISCAL YEAR 2000-2001
RESOLUTION NO. 99-132
WHEREAS, the Ark- Tex Council of Governments, in cooperation with the Texas Natural
Resource Conservation Commission, provides funding for Municipal Solid Waste Grants; and,
WHEREAS, the City Council of the City of Paris is desirous of processing a grant
application for" Regional Solid Waste Grants Program for Fiscal Year 2000- 2001, " in the amount
of $26,975.00, with $46,730.56 to be provided by the City of Paris in the form of in-kind
services; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS:
1. That an application be made to the Ark-Tex Council of Governments, in
cooperation with the Texas Natural Resource Conservation Commission, for the "Regional Solid
Waste Grants Program for Fiscal Year 2000-2001," in the amount of $26,975.00, with the City
of Paris providing $46,730.56 in the form of in-kind services.
2. That the City Manager, Michael E. Malone, be, and he is hereby, appointed as the
Authorized Official of said project and is authorized and directed to execute, on behalf of the City
of Paris, the application for grant in the form attached hereto as Exhibit A.
3. That Thomas E. Haynes, Project Coordinator, be, and he is hereby, appointed as
Project Director and is hereby authorized and directed to execute and deliver, on behalf of the
City of Paris, all reports, communications, assurances, and documents necessary for the
completion of said project.
4. That W. E. Anderson, Director of Finance, be, and he is hereby, authorized and
directed to serve as the Financial Officer for said project and to receive and distribute funds for
purposes of the Source Reduction and Recycling Project.
PASSED AND ADOPTED this 4th day of November, 1999.
ATTEST:
Mattie Cunningham, City Cler
APPROVED AS TO FORM:
Ark-Tex Council of Governments
FY 200012001 REGIONAL SOLID WASTE GRANTS PROGRAM
FORM 1. ApPLICATION INFORMATION AND SIGNATURE PAGE
Applicant: Funding Amount Proposed:
City of Paris 26,975.00
Address: P.o. Box 9037 PhoneIFax:
Paris, Texas 75461-9037 903-785-7511 (P)
903-785-8519 (F)
Contact Person: Date Submitted:
Thomas E. Haynes Octpber 29. 1999
Proiect Catel!orv
Local Enforcement
J... Source Reduction and Recycling
Educational and Training Projects
Citizens' Collection Stations and "Small" Registered Transfer Stations
Household Hazardous Waste (HHW) Management
Community Cleanup Events
Si nature
By the following signature, the Applicant certifies that it has reviewed the certifications,
assurances, and deliverables included in this application, that all certifications are true and correct,
that assurances have been reviewed and understood, and that all required deliverables are included
with this application submittal.
Signature:
Tille:
City Manager
TypedlPrinted Name:
Michael E. Malone
Dale Signed: October 29, 1999
FOR USE BY A TCOG
Date application was received:
Does the application meet all of the required screening criteria: Yes
No
Is the aoolication administrativelv comolete: Yes
No
Project Application
Form 1
EXHIBIT A
FORM 2. AUTHORIZED REPRESENTATIVES
The Applicant hereby designates the individual(s) named below as the person or persons authorized
to receive direction from the A TCOG, to manage the work being perfonned, and to act 011 iJehalf of
the Applicant for the pllIposes shown:
1. Authorized Project Representative. The following person is authorized to receive direction,
manage work perfonned, sign required reports, and otherwise act on behalf of the Applicant.
Signature: T\~ <2.. Th n..... '^"'-
,
TypedlPrinted Name: Thomas E, Haynes
Title: Project Coordinator
Date: October 29. 1999
2. Authorized Financial Representative. In addition to the authorized project representative, the
following person is authorized to act on behalf of the Applicant in all fmancial and fiscal matters,
including signing financial reports and requests for reimbursement.
Signature: D-.L. ( ~ O.
TypedlPrinted Name: W,E. Anderson
Title: Director or Finance
Date: October 29. 1999
Project Application
Form 2
-.
FORM 3. CERTIFICATIONS AND ASSURANCES
Certifications
In order to receive grant funds under this program, the proposed project must conform to the
provisions set forth in the Request for Applications (RF A). The following certifications are intended
to help the A TCOG to ensure that these provisions are met. By signing this Application, the person
acting on behalf of the Applicant makes the certifications listed below.
1. Authority to Sign Application
The person signing this Application hereby certifies that he/she is the official contact regarding
this Application and has authority from the Applicant to sign the Application and that such
authority will bind the Applicant in subsequent agreements.
2. Application Contains No False Statements
Applicant certifies that this Application has no false statements and that the Applicant
understands that signing this Application with a false statement is a material breach of contract
and shall void the submitted Application and any resulting contracts. The Applicant understands
that the A TCOG will not accept any amendment, revision, addition or alteration to this
Application after the final date and time for submission.
4, Governmental Status
Applicant certifies that it is located in the State of Texas and fits within one of the governmental
classifications listed below, as determined under state law:
a. City
b. County
c. Public school or school district (not including Universities or post secondary educational
institutions)
d. Other general and special law district with the authority and responsibility for water quality
protection or municipal solid waste management, including river authorities
e. Council of Governments
5. Conformance to Standards
The Applicant certifies to the best of their knowledge and ability that the proposed project,
including all activities in the proposed Scope of Work, conforms to the eligible category
standards and allowable expense and funding standards as set forth in the Request for
Applications.
Project Application
Fonn 3
Page I of 4
6. Solid Waste Fee Payments
Applicant certifies that it is not delinquent in payment of solid waste disposal fees owed the State
of Texas.
7. Consideration of Private Industry
The following certification only applies if the project is under one of the following grant
categories:
a. Source Reduction and Recycling
b. Citizens' Collection Stations and "Small" Registered Transfer Stations
c. A demonstration project under the Educational and Training Projects category
Applicant certifies that it has notified private service providers in accordance with the
requirements set forth in the Request for Applications and the instructions provided with this
application form. Applicant further certifies to the best of their knowledge and ability (after
completing Form 5) that the proposed project will promote cooperation between public and
private entities, is not otherwise readily ayailable, and will not create a competitiye advantage
over a private industry that provides recycling or solid waste services.
8. Consistency with Regional Solid Waste Management Plan
Applicant certifies to the best of their knowledge and ability that the proposed project is
consistent with applicable goals, objectives, and recommendations of the adopted regional solid
waste management plan of the A TCOG.
9. Technical Feasibility
Applicant certifies that is has carefully reviewed its Scope of Work and that to the best of their
knowledge and ability all activities are technically feasible and can be satisfactorily completed
within the grant period as set forth in the Request for Applications.
10. Costs Reasonable and Necessary
Applicant certifies to the best of their knowledge and ability that the proposed project activities
in the Scope of Work and the expenses outline in the Budget are reasonable and necessary to
accomplish the project objectives, and that the proposed expenses are consistent with the costs
of comparable goods and services.
Project Application
Fonn 3 continued
Page 2 of4
11. Certification by Law Enforcement Programs
If the Applicant is a law enforcement entity regulated by Chapter 415 of the Govenunent Code,
the Applicant certifies that it is in compliance with all rules deyeloped by the Commission on
Law Enforcement Officer Standards and Education (TCLEOSE) pursuant to Chapter 415,
Govenunent Code; or that it is in the process of achieving compliance with such rules. If
compliance is pending, a certification from TCLEOSE must be attached to indicate that the
Applicant is in the process of achieving compliance with the rules.
Assurances
If the application is approved for funding, the grant funds will be awarded through a contract
between the Applicant and the A TCOG. The grant contract will contain a number of standards,
requirements, and processes that must be complied with as a condition of receiving the grant funds.
In order to ensure an understanding by the Applicant of some of the main conditions that will be
included in the contract, the Applicant is asked to review the following assurances. By signing this
Application, the person acting on behalf of the Applicant indicates their understanding of these
conditions and provides assurances that these and other conditions set forth in the grant contract will
be adhered to if funding is awarded.
1. Compliance with Standard Pertaining to Real Property and Equipment
Applicant provides assurances that, if funded, the Applicant will comply with the contract
provisions pertaining to title to and management ofreal property and equipment. The contract
will contain obligations and conditions regarding the use of the equipment and/or facilities (the
"property") acquired under the agreement. Included in the provisions are obligations to provide
adequate maintenance and conduct physical property inventories; restrictions and conditions on
the use, replacement, sale, or transfer of the property; and obligations to continue to adhere to
the provisions that grant funds not be used to create a competitive advantage over private
industry, in the use or transfer of the property.
2, Participation in TNRCC Recycling Surveys and Reporting
Applicant provides assurances that, if funded, the Applicant will respond to annual recycling
program surveys and/or other requests from the ATCOG or the Texas Natural Resource
Conservation Commission for infonnation on municipal solid waste management activities.
3. Compliance with Progress and Results Reporting Requirements
Applicant provides assurances that, if funded, the Applicant will comply with requirements for:
reporting on the progress of the project tasks and deliverables; documenting the results of the
project and providing those results to the A TCOG on a schedule established by the A TCOG, and
additionally, to continue to document the results of the project actiyities for the life of the
project; and to provide the A TCOG with a follow-up results report approximately one year after
the end of the grant tenn.
Project Application
Fonn 3 continued
Page 3 of 4
4. Financial Management
Applicant provides assurances that, if funded, the Applicant will comply with contract provisions
and requirements necessary to ensure that expenses are reasonable and necessary. and to adhere
to financial administration and reimbursement procedures and provide fmancial reports on a
schedule established by the A TCOG.
5. Compliance with Americans with Disabilities Act
Applicant provides assurances that, if funded, the Applicant wilI comply with all the applicable
requirements of the Americans with Disabilities Act of 1990, 42 U.S.C. ~~ 12101-12213
(pamph.1995).
6. Compliance with the Single Audit Act
Applicant provides assurances that, if funded, the Applicant wilI comply with the Single Audit
Act as defined by the Uniform Grant Management Standards (UGMS), January 1998.
7. Compliance with Program and Fiscal Monitoring
Applicant proyides assurances that, if funded, the Applicant wilI comply with program and fiscal
monitoring provisions of the contract, including: proyiding additional reports or information as
may be requested to adequately track the progress of the project; and alIowing site yisits to
evaluate the progress of the project and to view any grant-funded equipment or facility.
Project Application
Fonn 3 continued
Page 4 of4
FORM 4. RESOLUTION
Applicable to all Applicants.
A resolution authorizing the application must be approved by the governing body of the
Applicant. Following this page is an example Resolution Form that may be used to prepare the
required resolution. lbis or a similar resolution must be specifically signed and notarized in addition
to the signature required in Form 1.
To complete your application, please remove this page and replace it with a signed
resolution oevour entity's l!:overninl!: body.
Resolution to be presented to the City Council of the City of Paris on
November 4. 1999 and will be mailed to you the following day,
Project Application
Fonn 4
FORM 5: EXPLANATION REGARDING PRIVATE INDUSTRY NOTIFICATION
Applicable to Applicants under the following grant categories:
a. Source Reduction and Recycling
b. Citizens' Collection Stations and "Small" Registered Transfer Stations
c. Installation of Scales at Municipal Solid Waste Landfills
d. A demonstration project under the Educational and Training Projects category
Form 5a List of Private Service Providers Notified
.
Telephone Date
Private Service Providers Contacted Number Notified
There is no one who provides the chip collection
and CO!llpost service to our city. We do not compete
with any private service provider on this service.
Project Application
Fonn Sa
Page of
Form Sb. Summaries of Discussions with Private Industry
(Refer to instructions concerning information to include on this form. Attach any written comments
or input provided)
N/A
Project Application
Fonn Sb
Page of
FORM 6: PROJECT SUMMARY
Please provide a complete project summary, Refer to the application instructions when completing
these fonns. If necessary, attach additional pages for each fonn.
Form 6a. Project Description (add additional pages as necessary)
We are requesting two additional inches to our 300' x 300' paved pad at our ten (10) acre compost
site in Southwest Paris. The paved pad is used for staging and storage of wood chips in rows to
mature into compost. The additional thickness will allow vehicles to trayeI over the paved pad
without making ruts on the pad.
During bad weather, we cannot use the ten (10) acres site to stage and store our wood chips without
the paved pad. We have to store them at our Public Works site and then remove the wood chips to
our compost site during better weather.
We currently use a chipping machine at residential sites in Paris to chip branches of trees. The wood
chips are taken to our compost site to decompose rather than to the landfill. This is saving the City
of Paris over $250,000.00 in landfill costs annually and reducing our tonnage by over fifty percent
(50%) annually.
If funded, we would purchase the materials to add two inches of thickness to the 300' x 300' pad and
would use our equipment and labor to increase the thickness.
By having this paved area, our compost will mature more quickly. We plan to use the compost at
our City Parks and offer the compost to the citizens of Paris which has a population of25,000.
Project Application
Form 6a
Page of
Form 6b. Project Cost Evaluation (add additional pages as necessary)
Our total cost for the addition of two inches of overlay is shown below:
Materials For Grant Request
810 tons of black base $28.00 per ton
(2" overlay of300' x 300' area)
$22,680.00 (grant request)
6400 gallons CRS-2 emulsion oil 0.6711 per gallon
4.295.00 (l.1rant request)
$26,975.00 (total grant request)
(Materials As In-Kind)
2000 tons cover stone 12.15 per ton $24,300.00 (in kind)
Equipment (In-Kind)
Maintainer (I) 16 hrs @ $50.00 hr. $ 800.00
Roller (I) 16 hrs @ $35.00 hr. 560.00
Oil Truck (1) 16 hrs@ $45.00 hr. 720.00
Chip Spreader (1) 16 hrs @ $45.00 hr. 720.00
Dump Trucks (4) 64 hrs @ $30.00 hr, 1.920.00
Total Equipment $ 4,720.00
Labor (In-Kind)
Maintainer Operator 16 hrs @ 15.91 $ 254.56
Roller Operator 16 hrs@ 14.50 232.00
Oil Truck Operator 16 hrs @ 14.50 232.00
Oil Truck Operator 16hrs@14.50 232.00
Chip Spreader Operator 16 hrs@ 14.50 232.00
Truck Driver 64 hrs @ 14.50 928.00
Total Labor $ 2,110.56
Project Application
Fonn 6b
Page of
Land (In-Kind)
Ten Acre Site
Total Land
$15.600.00
$15,600.00
Total Grant Request
Total In-Kind Service
26,975.00
46,730.56
Total Cost of Project $73,705.56
We are saving over $250,000.00 annually by composting our wood chips in place of putting them in
the landfill.
Form 6c. Level of Commitment of tbe Applicant (add additional pages as necessary)
The total cost of the two inch additional oyerlay of the compost pad will be $73,705.56 of which
$46,730.56 is in the form of in-kind services. Our in-kind services represent sixty-three point four
percent (63.4%) of the total cost of the project.
We started the chipping program in 1991 and began the composting of wood chips the same year.
The City Council of the City of Paris supports the grant application and will pass a resolution on
Noyember 4, 1999 requesting application of this grant.
We have previously demonstrated a commitment of solid waste practices by beginning the program
in 1991, and saving the citizens of Paris over $1,000,000.00 by composting wood chips rather than
putting them in the landfill. Also, we have adopted the "Don't Bag It" program as well as recycling
household appliances and tires through our bulk pick-up program.
Project Application
Form 6c
Page of
Form 6d. Scope of Work (add additional pages as necessary)
Our Sanitation Department currently goes to the curbside of residences and processes brush and limbs
of trees by using our chipping machine to conyer! the same to wood chips. In good weather, we take
our wood chips to our ten (10) acre site in southwest Paris and they are deposited to make compost.
If the weather is bad, we take the wood chips to the Public Works Department and then in good
weather, remove them to the ten (10) acre site. None of the wood chips go into the landfill which
sayes the City of Paris over $250,000.00 annually.
We propose to add two inches of overlay to our 300' x 300' paved pad so that we can go directly to
the ten (10) acre compost site regardless of the weather and drive our vehicles on the pad without
making ruts. The paved pad will be used for staging and storage of wood chips in rows to mature
into compost.
By having a thicker pad, we shall have more mature compost available sooner to the citizens of Paris
and to our Parks Department.
Project Application
Fonn 6d
Page of
FORM 7. GRANT BUDGET SUMMARY
Please provide the following breakdown of the total amount of grant funding being requested:
I Budget Category I Funding Amount I
1. PersonneVSalaries $
2. Fringe Benefits $
3. Travel $
4. Supplies $
5. Equipment $
6. Construction $ 26,975.00
7. Contractual $
8. Other $
9. Total Direct Charges (sum of 1-8) $ 26.975.00
10. Indirect Charges . $
II. Total (sum of 1-9) $ 26.975,00
12. Fringe Benefit Rate: N.A, %
13. Indirect Cost Rate: N,A, %
Identify, in detail, each budget category to which your indirect cost rate applies and explain
any special conditions under which the rate will be applied:
· In accordance with the UGMS, indirect charges may be authorized if the Applicant has a negotiated indirect
cost rate agreement signed within the past 24 months by a federal cognizant agency or state single audit
coordinating agency. Alternatively, the Applicant may be authorized to recover up to 10% of direct salary and
wage costs (excluding overtime, shift premiums, and fringe benefits) as indirect costs, subject to adequate
documentation. If you have an approved cost allocation plan, please enclose documentation of your approved
indirect rate.
Please complete any ofthefol/owing detailed budgetforms which are applicable.
Project Application
Fonn 7
FORM 7a: Detailed Matching Funds/In-Kind Services
This budget form should be completed if the Applicant is providing any level of matching funds
or in-kind services directly related to the proposed project.
Matching Funds: $
In the space below, please explain in detail the application of any matching funds to
be provided by the Applicant, as directly related to the proposed project:
In-Kind Services: $ 46,730,56
(monetaIy equivalent)
In the space below, please explain in detail the application of any in-kind services to
be provided by the Applicant, as directly related to the proposed project:
Material. - 2000 tons cover stone @ $12.15 per ton $24,300.00
Equipment - Maintainer, roller, oil truck, chip spreader
and dump trucks (see 6b, for more details)
- City of Paris employess who will be the
operators or drivers of the equipment
- Ten acre site
'$ 4,720.00
Labor
TOTAL
$ 2.110,56
$15,600,00
$46,730.56
Land
What is the TOTAL COST of the proposed project, considering the
total grant funding requested, any matching funds being provided by
the Applicant, and the monetaIy equivalent of any in-kind services
being provided by the Applicant:
$ 73,705.56
Project Application
~h ~~
FORM 7b: Detailed Personnel/Salaries Expenses
For each employee to be funded wholly or in part by this grant, complete one of the lines in the table
below, Please refer to the definitions provided in the instructions in completing this sheet. If funds
are awarded, changes to grant-funded positions must be approved in advance by the ATCOG.
Position Title Function FTE Status Salary
N.A.
TOTAL $
I (Must equal Line 1 o/the Overall Budf!et Summary) N.A.
Project Application
Fonn 7b
Page of
FORM 7c: Detailed Travel Expenses
1ms budget form provides a more detailed breakdown of the total expenses for travel indicated
on Line 3 of the Overall Budget Summary,
Please describe the tvoes of routine in-rel!ion travel exoenses exoected and OUfDose for the travel.
Routine In-Reaion Travel Purnose of Travel Estimated Cost
" ^ $
$
$
. $
$ N.A.
All out-of-state travel expenses and other non-routine trayel, such as out-of-region travel to special
training or events must be pre-approved by the A TCOG. Complete the following information for all
requested non-routine travel, including any out-of-state travel. If those details are not presently
known, the A TCOG will need to approve those travel costs before the travel occurs.
Non-Routine Travel Expenses
Estimated
Date(s) Purpose & Destination Person(s) Cost
N.A,
N.A.
TOTAL TRAVEL EXPENSES
(Must equal Line 3 a/the Overall Budget Summary) $ N .A.
Project Application
Fonn 7c
Page of
FORM 7d: Detailed Supply Expenses
1l1is budget ~orm provides a more detailed breakdown of the total expenses for supplies indicated
on Line 4 of the Oyerall Budget SurnrnllI)',
Please list the general types of supplies you expect to purchase with grant funding.
General Types of Supplies Estimated Cost
General office/desk supplies $ N.A.
Other supplies (explain below): $
TOTAL
(Must equal Line 4 of the Overall Budget Summary) $ N.A.
Project Application
Fonn 7d
Page of
FORM 7e: Detailed Equipment Expenses
All equipment purchases must be pre-approved by the ATCOG. If the specific details of an
equipment purchase are known, show that equipment on the list below. If the specific details of the
equipment costs are not known at this time, list the general details on this form. The specific details
of the equipment will then need to be provided to and approved by the A TCOG before the costs are
incurred.
Equipment No,or
(Show description, type, model, etc,) Unit Cost Units Total Cost
N.A, N.A.
TOTAL $
(Must equal Line 5 of the Overall Budget Summary) N.A.
Project Application
Form 7e
Page of
FORM 7f: Detailed Construction Expenses
All construction projects must be pre-approved by the A TCOG. If the specific details of the
construction costs are not known at this time, list the general details on this form. The: specific
details of the construction will then need to be proyided to and approved by the A TCOG before the
costs are incurred.
Types of Construction
Subcontracted
Yes/No Estimated Cost
810 tons of black base 2" overlay of
300' x 300' area
No $ 22.680.00
6400 gallons CRS-2 emulsion oil for
seal coating
No
$ 4,295,00
$
$
$
TOTAL
(Must equal Line 6 of the Overall Budget Summary)
-- ----- ----
i
,
~-~--- .-- - - ~~-~
$ 26,975.00
The City of Paris will purchase the above
equipment; labor, land and other material
300' X 300' compost pad,
material and then will use our
to add 2" of overlay to our
Project Application
Form 7f
Page of
FORM 7g: Detailed Contractual Expenses
All contractual expenses must be pre-approved by the A TCOG. If the specific details of the
contractual costs are not known at this time, list the general details on this fonn, The mall: specific
details of the contractual costs will then need to be provided to and approved by the ATCOG before
the costs are incurred. In addition. the subcontract sco.pe of work must be ll.PJlroved by the A TCOG
before work beeins.
Contract
Purpose Contractor(s) Amount
N,A,
TOTAL $ N,A,
I (Must equal Line 7 of the Overall Budget Summary)
Project Application
FOnD 7g
Page of
FORM 7h: Detailed Other Expenses
1bis budget fonn provides a more detailed breakdown of the total other expenses indicated on Line
8 of the Overall Budget Summary. Please note that the final totals are at the bottom of the next
page.
Basic Other Expenses
Please identify the basic "Other" category expenses you expect to incur appropriate to the
rOlect.
Basic Other Expenses Estimated Cost
Books and reference materials $
NA
Postage, telephone, FAX, utililies $
NA
Printing/reproduction $
NA
Advertising/public nolices $
NA
Registration fees for training (if approved) $
NA
Repair and maintenance $
NA
Basic office furnishings $
NA
Space and equipment rentals $
NA
Signage $
NA
Project Application
Fonn 7h
Page I of 2
Additional Other Expenses
The specific details of additional Other category expenses, not included on the list of basic Other
expenses, must be pre-approved by the A TCOG. If the specific details of the additional Other
expenses are not known at this time, list the general details on this form. The more specific details
of the will then need to be provided to and approved by the ATCOG before the costs are incurred.
Additional Other Expenses Unit Cost No. of Units Total Cost
Computer hardware not listed under the
Equipment category (itemize each expense below
including description, type, model, etc.):
NA
Computer software (itemize each expense below
including description, type, model, etc.):
NA
Additional Other expenses (itemize each expense
below including description, type, model, etc.):
NA
TOTAL OTHER EXPENSES
(Must equal Line 8 of the Overall Budget Summary)
$
NA
Project Application
Form 7h continued
Page 20f2