10-Deliberate and act on a Resolution approving the execution of an application for a Ark-Tex Council of GovernmentCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
05/05/10
Engineering, Planning &
Shawn Napier, P.E. Director of
Council Date:
Development
Engineering, Planning &
10.
05110110
Develo ment
RECOMMENDED MOTION:
Deliberate and act on a Resolution approving the execution of an application for a Ark-Tex Council of
Government's Municipal Solid Waste grant in the amount of $25,552.80 for the purchase of a skid steer
loader and authorizing the Ciry Manager to negoriate and execute all necessary documents
POLICY ISSUE(S):
Grant
BACKGROUND:
The proposed $25,552.80 Municipal Solid Waste grant application is for a Bobcat S250 Skid Steer
Loader for use at the compost site. The loader will be used in the recycling process of turning brush into
mulch. The City's $9,060 match will need to funded in the 2010-2011 budget for the following items:
1. 72-inch root grapple attachment -$2,260
2. Extended warranty - $1,500
3. Annual routine maintenance - $1,000
4. Estimated additional maintenance on the horizontal cutter -$4,000
5. Advertising for free mulch to the community -$300
The next Ark-Tex Council of Governments Municipal Solid Waste grant application deadline is May 14,
2010 for grants that will be awarded in 2011.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Resolution, Grant application
ACTION:
BUDGET INFO:
2010-2011 budget year
❑
❑
Financial Report ❑ Minute Order
D
Expense
$9,060.00 (if awarded the grant)
epartment Report E Resolution
Budgeted Amt
$
❑
P
t
i
❑ O
.
resen
at
on
rdinance
y'I'D Actual
$
❑ Public Hearin
❑ Oth
g
er
Acct. Name
Acct. Number
FISCAL NOTES:
Money will need to be budgeted in the 2010-2011 budget year for the grant match
REVIEWED ANll APl'120VEll 13Y:
0 Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
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DRAFT
attorney\reswork\current\Ark-Tex Solid Waste Grant Res 2010
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
AUTHORIZING THE FILING OF A GRANT APPLICATION WITH THE ARK-TEX
COUIVCIL OF GOVERNMENTS FOR A REGIONAL SOLID WASTE GRANTS
PROGRAM GRANT; AUTHORIZING THE CITY MANAGER TO ACT ON BEHALF
OF THE CITY OF PARIS IN ALL MATTERS RELATED TO THE APPLICATIOIV;
PLEDGING THAT IF A GRANT IS RECEIVED, THE CITY OF PARIS WILL COMPLY
WITH THE GRANT REQUIREMENTS OF THE ARK-TEX COUNCIL OF
GOVERIVMENTS, THE TEXAS COMMISSION O1V ENVIRONMENTAL QUALITY,
AND THE STATE OF TEXAS; MAKING OTHER FINDINGS AND PROVISIONS
RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, the Ark-Tex Council of Governments (ATCOG) is directed by the Texas
Commission on Environmental Quality (TCEQ) to administer solid waste grant funds for
implementation of the ATCOG's regional solid waste management plan; and,
WHEREAS, the City of Paris is qualified to apply for grant funds and is desirous of
processing a grant application for a Regional Solid Waste Grants Program Grant for the purchase
of a Bobcat S250 Skid Steer Loader in the amount of $25,552.80, with $5,060.00 to be provided
by the City of Paris in the form cash match; and,
WHEREAS, the City Council desires to authorize the Mayor, City Manager, and
appropriate City staff to accept and implement said grant (if same is received) without further
action of City Council;
1VOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all
things approved.
Section 2. That an application be made to the Ark-Tex Council of Governments, in
cooperation with the Texas Commission on Environmental Quality, for a Regional Solid Waste
Grants Program Grant for the purchase of a Bobcat S250 Skid Steer Loader in the amount of
$25,552.80, with the City of Paris providing $5,060.00 in the form of cash match.
Section 3. That the City Manager 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 under the terms and conditions as stated herein and in the form attached
hereto as Exhibit A.
Section 4. That the Director of Engineering, Planning and Development 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.
45
Section S. That the 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 grant.
Section 6. That the Mayor, City Manager, Director of Engineering, Planning and
Development, and the Finance Director be authorized and directed to execute, on behalf of the
City of Paris, any and all documents necessary for acceptance and implementation of said grant
upon notice of award thereof by the Ark-Tex Council of Governments, in cooperation with the
Texas Commission on Environmental Quality, under the terms and conditions as stated herein
and in the forms approved by the City Attorney, and to proceed with use of said funds upon
receipt thereof for the purposes stated herein and in accordance with the grant conditions.
Section 7. That, if the projects are funded, the City of Paris will comply with the grant
requirements of the Ark-Tex Council of Governments, the Texas Commission on Environmental
Quality, and the State of Texas.
Section B. That grant funds and any grant-related equipment or facilities will be used
only for the purposes for which they are intended under the grant.
Section 9. That activities will comply with and support the adopted regional and local
solid waste management plans adopted for the geographical area in which the activities are
performed.
Section 10. That the City of Paris is not in arrears in payment of any municipal solid
waste fee owed to the State of Texas.
Section 11. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 10th day of May, 2010.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
46
The Ark-Tex Council of Governments
In Cooperation with the Texas Commission on Environmental Quality
Announces Availability of Municipal Solid Waste
Grant Funding for Fiscal Year 2011
Grant Application Form
GENERAL INFORMATION
Name of Applicant: City of Paris, TX
Total amount of grant funding requested: $25,552.80
Project Category:
X 1.
Source Reduction and Recycling
2.
Community Collection Events
3.
Local Enforcement
4.
Citizens' Collection & Registered Transfer Stations
5.
Education and Training Projects
6.
Household Hazardous Waste Management
7.
Litter and Illegal Dumping Cleanup
8.
Local Solid Waste Management Plans
9.
Technical Studies
10
Other
FOR USE BY ATCOG
Date application was received:
Does the application meet all of the required screening criteria:
Yes No
EXHIBIT ,g.
47
Is the application administratively complete:
Yes No
CERTIFICATION
"I certify, as an authorized representative of the applicant, that the information
contained in this grant application is, to be the best of my knowledge and
understanding, true and accurate."
Signature
Kevin Carruth
Typed Name
City Manaqer
Title
Date
Please provide your mailing address and telephone
number in the space below:
Ciry of Paris
150 SE ls` St
Paris, TX 75460-9037
903-784-9219
4S
LIST OF OTHER ENTITIES WHICH PROVIDE
A SIMILAR OR RELATED SERVICE
According to state law, a project or service funded under this program must
promote cooperation between public and private entities, and may not be otherwise
readily available or create a competitive advantage over a private industry that provides
recycling or solid waste services. If the proposed project provides a service, applicants
should contact known providers of similar or related services in the geographic area
that would be affected by the proposed project, and should coordinate with those
service providers early in the process to ensure that the above provisions would not be
violated by the project.
If the proposed project provides a service, in the space below, list all entities
private and public in the affected geographic area known to provide a similar or
related service (provide the name, address, and telephone number of the entity).
Please attach additional pages if needed.
There are no private entities that provide brush/wood recycling in our
geographic area.
49
PROJECT SUMMARY
Complete the following project summary to the best of your ability. Please note
that the project summary is based on the scoring criteria stated in the request for
proposals. Please refer to the specific questions listed in the scoring criteria
when completing the project summary. Please be detailed, but provide clear and
concise information. The project summary consists of four sections, A through D, each
with a maximum value of 20 points.
A. PROJECT DESCRIPTION (20 Points)
In the space below, provide a description of the proposed project, based on
specific questions listed in the scoring criteria. Please attach additional
pages if needed.
The City of Paris seeks to increase the efficiency and
effectiveness of our brush recycling and compost site
facility by obtaining funding for a Bobcat S250 5kid
Steer Loader.
The proposed loader will be placed at our brush
recycling and compost site to assist the citizens of Paris
and City staff with all aspects of brush and limb
recycling.
In 2009, the City of Paris took in 3,160 cu. yards of
brush from citizen call-ins. During this same time, the City of Paris also checked in 2,829
separate resicients at our brush recycling and compost site. From this, the City of Paris produced
160,786 cu. yards of Type A& B mulch. The mulch is then made available to the public free of
charge.
The proposecl londer will be predominantly used to assist citizens in the unloading of brush and
limbs, haulin11 tlle hnish and limbs to the grinder, and managing the mulch generated from the
recycled brush anci limbs. We feel that the loader will cut the time spent on this process by 50-
60%. This increase in el'ficiency will not only help the citizens of Paris, but also the citizens of
our entire region. The City of Paris will accomplish this by networking with surrounding counties
and municip:i lities to offer mulch to the entire public free of charge.
In addition, the City of Paris is in the process of starting an e-waste staging area at our brush
recycling and compost site. The proposed loader will be instrumental in this process as well, with
loading and manabing the e-waste materials.
50
B. WORK PROGRAM (20 Points)
In the space below, provide a work program for the proposed project, based
on specific questions listed in the scoring criteria. Please present your work
program in outline form, placing the requested information under each
separate task or step identified. Please attach additional pages if needed.
• City staff purchases Bobcat Skid Steer Loader in accordance with federal, state, and local
purchasing statutes.
• The loader will be placed at the City of Paris Brush Recycling and Compost Site to assist
with brush intake, chipping, and loading.
• City stal'f mans the loader to ensure safe and effective use and delivery of services.
• City of Paris will advertise recycled mulch, free of charge, in newspapers and
publications in the surrounding municipalities and geographic area.
• Ciry staff will coordinate with local landscaping companies, school districts, gardening
clubs, and construction companies to receive mulch, free of charge.
• City staff's time and advertisements will be paid for through the general fund, and will
not be funded by the grant.
51
C. PROJECT COST EVALUATION (20 Points)
In the space below, provide an evaluation of the costs associated with the
proposed project, based on specific questions listed in the scoring criteria.
Please attach additional pages if needed.
Equipment
• Bobcat S250 Skid Steer Loader $25,552.80
Operation
(to be paid by applicant)
• 72" Root Grapple Attachment $2,260
• Advertisement $300
• Extended 3 year warranty $1,500
• Annual Equipment Maintenance- Loader $1,000
• Annual Equipment Maintenance- Horizontal Cutter $4,000
• Total Project Cost $34,612.80
5 :-w
D. LEVEL OF COMMITMENT OF THE APPLICANT (20 Points)
In the space below, provide information related to the applicant's level of
commitment to preferred solid waste management practices, based on
specific questions outlined in the scoring criteria. Please attach any
additional pages if needed. In addition, please attach any formal
resolutions in support of the proposed project.
• Total project cost is $34,612.80, of which the City of Paris contributes 26% as a match
• The City of Paris does not seek funding for operating expenses
0 The City of Paris does not seek funding for salaries
• The City of Paris would like to strengthen its' brush and limb recycling program, but
lacks the funding for the skid steer loader
• The proposal has not received funding under this program or any others.
• The City of Paris has successfully operated a compost site for 10 years and is committed
to providing this service and expanding it when possible.
5.1
GRANT BUDGET SUMMARY
Please provide the following breakdown of the total amount of grant funding being
requested:
I3UDGET CATEGORY
GRANT FUNDING
1.
Personnel/salaries
$
2.
Fringe benefits
$
3.
Travel
$
4.
Supplies
$
5.
Equipment
$ 25,552.80
6.
Construction
$
7.
Contractual (other than for construction)
$
8.
Other
$
Total direct charges (sum of 1-8)
$
9.
Indirect charges*
$
Total grant funding requested (sum
of 1-9)
$ 25,552.80
If applicable, please provide the following information:
Fringe benefit rate: NA %
Indirect charge rate: NA_ %
Identify the budget categories to which your indirect rate is applied:
'Any indirect charges must be in accordance with an approved cost allocation plan, or in accordance
with the Indirect Cost Computation Table contained in the current Uniform Grant Management
Standards (UGMS), which is available from ATCOG. If you have an approved cost allocation plan,
please enclose documentation of your approved indirect rate.
51,
Please be sure to complete any of the following detailed budget sheets that
are applicable.
DETAILED BUDGET SHEET 1: Matching Funds/In-Kind Services
This budget sheet 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: $ 9,060
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:
The City of Paris will purchase a 72" Root Grapple attachment for the loader at a cost of $2,260.
The City of Paris will also purchase a 3 year extended warranty on the loader at a cost of $1,500.
In addition, the City of Paris will also be responsible for the required maintenance to the loader
as part of the wari-anty specifications at a cost of $1,000. The City of Paris will also advertise in
our local paper, as well as other publications within our geographic area at a cost of $300. The
City of Paris also estimates the usage of our horizontal cutter will double, which will be an added
cost of $4,000 per year in service and maintenance.
In-Kind Services: $ (monetary 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:
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 monetary equivalent of any in-kind services
being provided by the applicant:
$ 34,612.80
55
DETAILED BUDGET SHEET 2: Grant-Funded Personnel/Salaries
This budget sheet should be completed if any expenses are entered for
personnel/salaries on Line 1 of your Grant Budget Summary. For each employee to be
funded wholly or in part by this grant, complete one of the tables below referring to the
following definitions:
• Function (only those responsibilities directly related to solid waste management)
• Status (full-time or part-time, permanent or temporary)
• Salary (regular monthly salary)
• Months (number of months out of 12 involved wholly or in part with the function)
• Time (percentage of monthly time dedicated to the function)
• FTE (full-time equivalency dedicated to the function)
• Funded (total amount of salary funded through this grant)
Employee:
Title:
Function:
Status:
Salary: $
iMonths: Time: % IFTE: I
Funded: $
Employec:
Title:
Function:
iStatus:
Salary: $ i
Months: Time: % IFTE: I
Funded: $
Employee:
Title:
Function:
iStatus: I
Salary: $ I
Months: iTime: % I FTE: I
Funded: $
59
Detailed Budget Sheet 2- continued
Employee:
Title:
Function:
Status:
iSalary: $
iMonths:
Time:
%
IFTE: I
Funded: $
Employee:
Title:
Function:
iStatus:
Salary: $
iMonths:
Time:
%
IFTE: I
Funded: $
Employee:
Title:
Function:
iStatus:
Salary: $
i
Months:
Time:
%
IFTE: I
Funded: $
11
Employee:
Title:
Function:
Status:
Salary: $
i
Months:
Time:
%
IFTE: ~
Funded: $
TOTAL salaries funded, which should equal the amount
entered on Line 1 of your budget summary. $
57
DETAILED BUDGET SHEET 3: Grant-Funded Travel
This budget sheet should be completed if any expenses are entered for Travel on Line
3 of your Grant Budget Summary.
Travel expenses directly related to the conduct of the funded program may be
authorized. Only the employees of the funds recipient assigned to the project should
receive reimbursement for travel expenses.
In the space below, please describe the types of travel expenses expected, identifying
the parties and purposes involved:
5S
DETAILED BUDGET SHEET 4: Grant-Funded Supplies
This budget sheet should be completed if any expenses are entered for supplies on
Line 4 of your Grant Budget Summary.
Supplies are non-construction related goods and materials having a unit acquisition
cost (including freight) of less than $1,000. Such expenditures should generally relate
to the routine purchase of office supplies (paper, pencils, staplers, etc.) or other goods
that are consumed by the grant recipient in a relatively short period of time, in the
regular performance of the funded project. (Expenses for food and beverages are not
allowable. Further, any items not routinely used in conducting normal business over the
year should be listed under the Other budget category).
In the space below, please list the general types of supplies you intend to purchase with
grant funding:
59
DETAILED BUDGET SHEET 5: Grant-Funded Equipment
This budget sheet should be completed if any expenses are entered for equipment on
Line 5 of your Grant Budget Summary.
Expenses included under the Equipment expense category should be for non-
construction related, tangible, personal property having a unit acquisition cost of $5,000
or more (including freight and set up costs) with an estimated useful life of over one
year. Any equipment that will be used for other projects or activities, in addition to the
funded project, may only be funded at an amount reflecting the appropriate percentage
of time that the equipment will be directly used for the funded project. All equipment
purchases must be approved in advance by the ATCOG.
In the space below, please describe the types of equipment you intend to purchase with
grant funding, providing as much information as possible at this time:
The City of Paris seeks to purchase a Bobcat S250 skid steer loader at a cost of
$25,552.80. The loader will be equipped with a high flow hydraulic system,
suspension se.it, and hydraulic bucket positioning feature. The loader comes
standai d\vi t ha 12 month unlimited hour warranty.
69
DETAILED BUDGET SHEET 6: Grant-Funded Construction
This budget sheet should be completed if any expenses are entered for construction on
Line 6 of your Grant Budget Summary.
Expenses budgeted under this category should be for costs related to the enhancement
or building of permanent facilities. A pass-through grant recipient should not incur
construction costs unless the construction details are approved in advance by the
ATCOG. Appropriate costs that may be included are:
a. The cost of planning the project;
b. The cost of materials and labor connected to the construction project;
c. The cost of equipment attached to a permanent structure; and
d. Any subcontracts, including contracts for services, performed as part of the
construction.
In the space below, please describe the construction expenses associated with the
proposed project, providing as many specifications as possible at this time (please
identify any services to be subcontracted):
61
DETAILED BUDGET SHEET 7: Grant-Funded Contractual
This budget sheet should be completed if any expenses are entered for contractual
services on Line 7 of your Grant Budget Summary.
Expenses included under this category should be for costs for professional services or
tasks provided by a firm or individual who is not employed by the grant recipient. Note
that the contractual costs for construction-related services should be included under the
Construction category. A pass-through grant recipient may incur no contractual costs
unless the subcontract is approved in advance by the ATCOG. Applicab/e laws and
regulations concerning bidding and contracting for services must be followed.
In the space below, please describe the contractual expenses associated with the
proposed project, providing as many specifications as possible at this time:
620
DETAILED BUDGET SHEET 8: Grant-Funded Other Expenses
This budget sheet should be completed if any expenses are entered under "other" on
Line 8 of your Grant Budget Summary.
Other expenses, not falling under the main expense categories, may be included, if
appropriate for the proposed project. If you will have additional Other expenses, not
already listed below, please itemize those expenses at the bottom of this sheet. The
restrictions set forth in the UGMS and the main grant agreement apply. If any of the
expenses listed below are included in the calculation of indirect charges, do not itemize
them on this sheet.
Please complete the following breakdown of total "other" expenses:
$ a. Postage/delivery
b. Telephone/FAX
$
c.
Utilities
$
d.
Printing/reproduction
$
e.
Advertising/public notices
$
f.
Signs
$
g.
Training
$
h.
Office space
$
i.
Basic office furnishings
$
j.
Computer Hardware (under $1,000 and not listed under the
Equipment category; please identify below):
k. Computer software (please identify below):
$ I. Additional "other" expenses (please identify below):
TOTAL "other" expenses, which should equal the
amount entered on Line 8 of your budget summary.
$
6~
RESOLUTION
RESOLUTION OF (Name of entity) AUTHORIZING THE FILING OF A GRANT APPLICATION
WITH THE ARK-1'EX COUNCIL OF GOVERNMENTS (ATCOG) FOR A REGIONAL 50LID WASTE
GRANTS PROGRAM GRANT; AUTHORIZING (Person and/or title) TO ACT ON BEHALF OF (Name of
entit IN ALL MATTERS RELATED TO THE APPLICATION; AND PLEDGING THAT IF A GRANT IS
RECEIVED (Name of entity) WILL COMPLY WITH THE GRANT REQUIREMENTS OF THE ATCOG, THE
TEXAS C0MM1SSION ON ENVIRONMENTAL QUALITY (TCEQ) AND THE STATE OF TEXAS.
WHEREAS, the ATCOG is directed by the TCEQ to administer solid waste grant funds for implementation the
ATCOG's adopted i-egional solid waste management plan; and
WHEREAS(Name of entity)in the State of Texas is qualified to apply for grant funds under the Request for
Applications.
NOW, THGRE FORG, BE IT RESOLVED BY (Name of entitv). IN (Location of office) TEXAS;
L Thae (N.ime/title of individual is autharized to request grant funding under the ATCOG. Request for
Appl ic.itions of the Regional Solid Waste GranCs Program and act on behalf of (Name of entitv) in all
maucrs rclated to the brant application and any subsequent grant contract and grant project that may result.
2. That if the projects are funded, (Name of entityl will comply with the grant requirements of the ATCOG,
TCEQ and the State of Texas.
3. The rrant 1unds and any grant-funded equipment or facilities will be used only for the purposes for which
they are intcnded under the grant.
4. That artivities will comply with and support the adopted regional and local solid waste management plans
adopird fur lhe geographical area in which the activities are performed.
5. That (Namc ofi cntitv) is not in arrears in payment of any municipal solid waste fee owed to the State of
Texas.
PASSED AND APPROVED by (board or chief official as applicable) in cit , state , on this (number/dav) day of
month), e,ur).
(Signature of Autliorizcd Official)
Notary:
(Typed or Yrintrd Name)
(Title)
(Signature)
(Type or Printed Name)
(Commission Expires)
6~