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2010-055-RES AUTHORIZING THE FILING OF A GRANT APPLICATION WITH THE ARK-TEX COUNCIL OF GOVERNMENTSRESOLUTION NO. 2010-055 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AUTHORIZING THE FILING OF A GRANT APPLICATION WITH THE ARK-TEX COUNCIL 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 APPLICATION; PLEDGING THAT IF A GRANT IS RECEIVED, THE CITY OF PARIS WILL COMPLY WITH THE GRANT REQUIREMENTS OF THE ARK-TEX COUNCIL OF GOVERNMEIVTS, THE TEXAS COMMISSION ON EIVVIRONMENTAL 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 5250 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; NOW, 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. Section 5. 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 8. 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. se Jarytes Freelen, Mayor TEST: i uia- ib, cEllis, Ciry Clerk APPROVED AS TO ORM: ~ W. Kent McIlyar, City Attorney 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: Citv 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 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 Manager Title Date Please provide your mailing address and telephone number in the space below: City of Paris 150 SE 1 St St Paris, TX 75460-9037 903-784-9219 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 befinreen 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 viotated 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. 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. P/ease refer to the specific questions listed in the scoring criteria when comp/eting 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 Skid 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 residents 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 proposed loader will be predominantly used to assist citizens in the unloading of brush and limbs, hauling the brush and limbs to the grinder, and managing the mulch generated from the recycled brush and limbs. We feel that the loader will cut the time spent on this process by 50- 60%. This increase in efficiency 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 municipalities 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 managing the e-waste materials. 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 staff 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. • City 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. 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 5250 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 0 Total Project Cost $34,612.80 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. ln addition, p/ease attach any formal reso/utions 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 • 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. GRANT BUDGET SUMMARY Please provide the following breakdown of the total amount of grant funding being requested: BUDGET 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. P/ease be sure to comp/ete any of the following detailed budget sheets that are applicab/e. 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 warranty 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 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: iStatus: Salary: $ Months: Time: % I FTE: I Funded: $ Employee: Title: Function: iStatus: Salary: $ Months: Time: % I FTE: I Funded: $ Employee: Title: Function: iStatus: Salary: $ Months: Time: % I FTE: I Funded: $ Detailed Budget Sheet 2- continued Employee: Title: Function: iStatus: Salary: $ Months: Time: % IFTE: I Funded: $ Employee: Title: Function: iStatus: Salary: $ iMonths: Time: % I FTE: I Funded: $ Employee: Title: Function: iStatus: Salary: $ Months: Time: % I FTE: I Funded: $ Employee: Title: Function: iStatus: I Salary: $ i Monffis: I Time: % I FTE: I 11 Funded: $ 11 TOTAL salaries funded, which should equal the amount entered on Line 1 of your budget summary. $ 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: 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: 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 seat, and hydraulic bucket positioning feature. The loader comes standard with a 12 month unlimited hour warranty. 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): 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: 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): RESOLUTION RESOLUTION OF (Name of entity)-AUTHORIZING THE FILING OF A GRANT APPLICATION WITH THE ARK-TEX COUNCIL OF GOVERNMENTS (ATCOG) FOR A REGIONAL SOLID WASTE GRANTS PROGRAM GRANT; AUTHORIZING(Person and/or title) TO ACT ON BEHALF OF ame of entiiy) 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 COMMISSION 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 regional 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, THEREFORE, BE IT RESOLVED BY (Name of entitv), IN(Location of office) TEXAS; 1. That (Name/title of individual is authorized to request grant funding under the ATCOG. Request for Applications of the Regional Solid Waste Grants Program and act on behalf of (Name of entitx) in all matters related to the grant application and any subsequent grant contract and grant project that may result. 2. That if the projects are funded, (Name of entitv) will comply with the grant requirements of the ATCOG, TCEQ and the State of Texas. 3. The grant funds and any grant-funded equipment ar facilities will be used only for the purposes for which they are intended under the grant. 4. 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. 5. That (Name of entity,Zis 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 ci , state , on this (number/dav) day of month), ear . (Signature of Authorized Official) Notary: (Typed or Printed Name) (Title) (Signature) (Type or Printed Name) (Commission Expires)