Okaloosa County BOCC — October 7, 2014 — reading text

smelter, etc.). If materials are being exported, documentation must indicate that the materials are being bought by the importer for a reasonable, commercial value, that is, for more than a token value. 6. Have one or more staff on-site during the collection. 7. Collect from each Neighboring County the remaining 25% of the total cost of the hazardous waste collection, unless the Grantee has made arrangements with the Neighboring County to be responsible for these expenses in the Interlocal Agreement, and any additional funds necessary to equal the total cost of the collection should it exceed the total funding available under this Agreement. 8. Pay its hazardous waste management company for the transportation and proper disposal of the hazardous waste. 9. Reuse or recycle collected latex paint to the extent possible. 10. The Grantee, in accordance with the Interlocal Agreement, Attachment F, shall require each Neighboring County to be responsible for: a. Establishing a site for its mobile hazardous waste collection to be held no later than May 31, 2015. b. Guaranteeing funding for payment of25% of its total collection cost to the Grantee unless otherwise agreed upon as evidenced in the Interlocal Agreement. c. Providing funding for any additional costs, which exceed the Department's maximum reimbursement for 75% of the total collection cost, with such payment due the Grantee 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. DEP Agreement No. S0717, Attachment A, Page 2 of 4 Packet Pg. 483  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 www.Earth91 l .org. e. Attending the collection and assisting the Grantee in overseeing the paperwork at the close of the collection. 11. The Grantee shall perform the above activities in the following Neighboring Counties: Calhoun, Franklin, Gadsden, Holmes, Jackson, Liberty, Santa Rosa, and Walton. Timeline: Task I must be completed no later than May 31, 2015. Maximum Cost: $107,000 Task 1 Budget by Category for each Neighboring County: la Calhoun County Maximum Cost: $9,000 Contractual Services: $9,000: for collection, processing, and disposal ofHHW lb Franklin County Maximum Cost: $10,000 Contractual Services: $10,000: for collection, processing, and disposal of HHW le Gadsden County Maximum Cost: $11,000 Contractual Services: $11,000: for collection, processing, and disposal of HHW Id Holmes County Maximum Cost: $8,000 Contractual Services: $8,000: for collection, processing, and disposal ofHHW le Jackson County Maximum Cost: $25,000 Contractual Services: $25,000: for collection, processing, and disposal ofHHW If Liberty County Maximum Cost: $4,000 Contractual Services: $4,000: for collection, processing, and disposal ofHHW lg Santa Rosa County Maximum Cost: $15,000 Contractual Services: $15,000: for collection, processing, and disposal ofHHW lh Walton County Maximum Cost: $25,000 Contractual Services: $25,000: for collection, processing, and disposal ofHHW The Grantee may submit separate Payment Request Summary Forms to the Department for reimbursement of up to 75% of each Neighboring County's collection costs, notto exceed the maximum amounts listed above forthe approved costs shown above. In addition to the Summary Form, the Grantee must provide from its accounting system, a listing of expenditures per deliverable, charged against this Agreement. The listing shall include, at a minimum, a description of the goods or services purchased, date of the transaction, voucher number, amount paid, and vendor name. Deliverable: For each Neighboring County the Grantee shall provide an event report to the Department detailing work completed, problems encountered and problem resolution for the required event. The event report shall also include the date, time, and location of the collection event(s), the types and amounts of waste collected, the final destination of such waste, type and number of participants served, and other information that may be asked for by the Department. The event report shall be submitted no later than sixty (60) days after the event. In addition, the Grantee shall provide documentation of the occurrence of the Neighboring County's collection in the form of newspaper coverage or advertisement of the collection with the date and title of the publication included in the clipping. In addition to the newspaper clippings, pictures of the event with exposure dates may also be submitted. Performance Standard: The deliverable will be reviewed by the Department Grant Manager to verify the events were properly conducted. DEP Agreement No. S0717, Attachment A, Page 3 of 4 Packet Pg. 484 NOTE: A PAYMENT REQUEST SUMMARY FORM, ALONG WITH THE DELIVERABLES MUST BE SUBMITTED FOR EACH NEIGHBORING COUNTY. Task 2 - Host County Activities The Grantee, may utilize the $80,000 host county allocation on a cost reimbursement basis for hazardous waste collection center activities/upgrades in the Grantee County. The Grantee shall be eligible for reimbursement for work performed on or after July 1, 2014 through the completion date identified in paragraph 2 of this Agreement. Work for the following activities will be allowed: > Collection center improvement costs; > Hazardous waste collection operational costs; > Hazardous waste management and disposal costs from its own county's program; > Small quantity generator annual verification program costs; > Educational and promotion costs for information about prevention and proper management of household hazardous waste; and, > Funding to share in each Neighboring County's collection commitment. Timeline: Must be completed no later than June 12, 2015. Maximum Cost: $80,000.00 Budget by Category: Travel: $1,530.00 for travel and hotel to national and state NAHMMA conferences Contractual: $78,470.00 (collection, processing, and disposal ofHHW and program advertisement) The $80,000 reimbursement eligible to the host county for hosting the neighboring county event cannot be used for the 75% neighboring collection event reimbursement. The Department reserves the right to provide written consent for the Grantee to utilize expenditure categories other than those identified in this attachment. Written consent must be obtained from the Department's Grant Manager prior to the Grantee using the expenditure for categories not identified in this attachment. Approval will be in the form of an executed amendment to this Agreement. Upon completion of the hazardous waste collection in each Neighboring County, and of the Grantee's Host County Activities, the Grantee may request reimbursement of up to $10,000 for each Neighboring County event. Funds for the Host County cannot exceed $10,000 per task as previously identified. Deliverable: The Grantee shall provide documentation of each hazardous waste center activity in the form of a list and description of grant expenditures and copies of paid invoices. Photographs of supplies and equipment may also be submitted as well as other information requested by the Department Grant Manager. Performance Standard: The deliverable will be reviewed by the Department Grant Manager to verify the activities were properly conducted. Final Report Requirements In an effort to conserve and recycle natural resources, the Grantee shall submit the fmal report and payment request form generated under this Agreement electronically or on recycled paper, double-sided copies preferred. The Grantee agrees to provide a copy of any draft report and/or fmal report to the Department for review and approval before making, or allowing to be made, a press release, publication, or other public announcement of the project fmdings. This requirement shall not be construed as a limitation upon the provisions of Chapter 119, Florida Statues. DEP Agreement No. S0717, Attachment A, Page 4 of 4 Packet Pg. 485  ATTACHMENT C Contract Payment Requirements Florida Department of Financial Services, Reference Guide for State Expenditures Cost Reimbursement Contracts Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel, expenses, etc.). Supporting documentation must be provided for each amount for which reimbursement is being claimed indicating that the item has been paid. Check numbers may be provided in lieu of copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures for categories in the approved contract budget should be reimbursed. Listed below are examples of the types of documentation representing the minimum requirements: (I) Salaries: A payroll register or similar documentation should be submitted. The payroll register should show gross salary charges, fringe benefits, other deductions and net pay. If an individual for whom reimbursement is being claimed is paid by the hour, a document reflecting the hours worked times the rate of pay will be acceptable. (2) Fringe Benefits: Fringe Benefits should be supported by invoices showing the amount paid on behalf of the employee (e.g., insurance premiums paid). If the contract specifically states that fringe benefits will be based on a specified percentage rather than the actual cost of fringe benefits, then the calculation for the fringe benefits amount must be shown. Exception: Governmental entities are not required to provide check numbers or copies of checks for fringe benefits. (3) Travel: Reimbursement for travel must be in accordance with Section 112.061, Florida Statutes, which includes submission of the claim on the approved State travel voucher or electronic means. (4) Other direct costs: Reimbursement will be made based on paid invoices/receipts. If nonexpendable property is purchased using State funds, the contract should include a provision for the transfer of the property to the State when services are terminated. Documentation must be provided to show compliance with Department of Management Services Rule 60A-l.017, Florida Administrative Code, regarding the requirements for contracts which include services and that provide for the contractor to purchase tangible personal property as defined in Section 273.02, Florida