HomeMy WebLinkAboutRes.2860.12-15-2014BILL NO. 14-194 RESOLUTION NO. 0
A RESOLUTION AUTHORIZING APPLICATIONS TO THE
2015 HOUSEHOLD HAZARDOUS WASTE GRANT
PROGRAM, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE ALL NECESSARY GRANT PROGRAM
DOCUMENTS
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF CAPE
GIRARDEAU, MISSOURI, AS FOLLOWS:
ARTICLE 1. The City Manager, for and on behalf of the City
of Cape Girardeau, Missouri, is hereby authorized to execute
grant program applications to the 2015 Household Hazardous Waste
Grant Program for the City of Cape Girardeau, Missouri, and is
hereby authorized to execute all necessary grant program
documents. Summaries of said Appl/i�ations are attached to this
Resolu. made a part her . I
2 ///[[[,,,(((111
PTSD THIS DAY OF 2014.
.
O �
���� • �e Harry E. Rediger, Mayor
O THE UNION "�'
AT ' SEA16
-
Gayle L.yu-1)
nrad, City Clerk
CITY Of CAPE GIRARDEAU
PUBLIC WORKS DEPARTMENT
December 8, 2014
To Whom It May Concern:
The Public Works Department is applying for a grant to conduct a Household Hazardous
Waste Collection Day. The funding is made available through the Southeast Missouri Solid
Waste Management District. It is a reimbursable grant program that requires a 25%
match. The estimated cost of the event is $39,626.00.
The City of Cape Girardeau obligates $9,906.50 as 25% matching funds for the 2015
Household Hazardous Waste Collection tentatively scheduled for October 10, 2015. The
City is committed to financing this amount within the time schedule as shown on the
submitted application.
Since
Ctt Meye4'' J
City Man
401 Independence
Cape Girardeau, MO 63701
573-339-6320
smeyer@cityofcape.org
2007 Southern Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityofcape org/publicworks facebook com/capepublicworks
SOUTHEAST MISSOURI
SOLID WASTE MANAGEMENT DISTRICT
DISTRICT GRANTS PROGRAM
TABLE OF CONTENTS
PAGE
INTRODUCTION . 1
GENERAL INFORMATION 2
Statement of Authority ...
2
Eligibility
2
Timeline
3
APPLICATION PROCESS .......
4
Required Proposal Content and Supporting Documents
4
Submittal of Applications
10
Proposal Review and Evaluation
10
APPROVED PROJECT STIPULATIONS ... ...
12
Eligibility of Costs .. ...
12
Accountability ...
12
Financial Assistance Agreement ...
13
APPENDICES
14
1 District Grant Application Form, Profile Sheet and Checklist .....
15
II Budget Summary
22
III. Southeast Missouri Solid Waste District Targeted Materials List . ......
.24
IV District Grant Contact List..
25
V Missouri Department of Natural Resources Financial Assistance Program
27
VI Missouri Policy on Resource Recovery
28
VII Evaluation Criteria Score sheet ...
30
VIII Missouri Department of Natural Resources Guidelines for Planning Information
Activities ... ..... - .
35
IX Department of Natural Resources -General Terms and Conditions
37
INTRODUCTION
Major revisions to Missouri's Solid Waste Management Law (Senate Bill 530) became
effective in August of 1990 The intent of this legislation was to provide clear direction to
Missourians concerning the solid waste management practices necessary to reach a
40% reduction in the amount of solid waste generated for disposal by 1998
Pursuant to Section 260 305 1 Revised Statutes of the State of Missouri (RSMo), the
Southeast Missouri Solid Waste Management District was created and officially
recognized by the Missouri Department of Natural Resources on June 18, 1992
In accordance with state law, the Missouri Department of Natural Resources (MDNR)
has authorization to provide grant funds to each of the officially designated Solid Waste
Management Districts for the utilization and funding of solid waste management projects
A major provision included in Senate Bill 530 was the creation of financial incentives
designed to stimulate resource recovery within the State The source of these funds is a
per ton tipping fee levied on solid waste sanitary landfills and transfer stations and a per
ton tipping fee on demolition landfills This fee is adjusted according to the cost of living
The Solid West Management Fund was created to receive these fees The fund is being
administered by the Missouri Department of Natural Resources' Solid Waste
Management Program (Appendix V)
Award of any grant funds is dependent upon the appropriation of funds by the legislature
of the State of Missouri and approval of the transfer of funds and authorization for the
projects by the Missouri Department of Natural Resources' Solid Waste Management
Program to the Southeast Missouri Solid Waste Management District
Page 1
GENERAL INFORMATION
STATEMENT OF AUTHORITY
The authority to provide District Grants from the Southeast Missouri Solid Waste
Management District is in accordance with Section 260 335 2(3) and (4), Revised
Statutes of Missouri (RSMo)
The requirements and the evaluation criteria developed for this packet were based on
the administrative rule, 10 CSR 80-9 050. Copies of the Missouri's Solid Waste
Management Law are available from
Missouri Department of Natural Resources
Solid Waste Management Program
P O Box 176
Jefferson City, Missouri 65102
(573) 751-5401
Or via the internet at —
www moga mo gov to reach the Missouri General Assembly
use the "Missouri Revised Statutes" link
to see the relevant statutes
www sos mo gov to reach the Missouri Secretary of State's Office
use the "Administrative Rules" link
and then the "Code of State Regulations" link
to find the relevant administrative rules
ELIGIBILITY
Grant monies will only be available for projects which will be included in the updates to
the Southeast Missouri Solid Waste Management District's solid waste management
plan. No grant funds will be made available for incineration without energy recovery or
solid waste disposal area projects
Proposed projects should be in conformance with the integrated waste -management
hierarchy as described in the Missouri Policy on Resource Recovery (Appendix VI) The
following project categories have been identified by the Missouri Department of Natural
Resources These projects were based upon 10 CSR 80-9 040.2C), the regulation
which administers Section 260 225(5) RSMO
Waste Reduction Projects:
Waste Reduction
Information on Waste Reduction
Research and Development and Waste Reduction
Recycling Projects:
Collection/Processing
Composting
Page 2
Information on Recycling
Recycling Marketing
Market Development
Research and Development on Recycling
Projects that are awarded financial assistance from this fund are to work toward
implementing Missouri's Policy on Resource Recover (Appendix VI) This, in turn, will
help the State achieve its goal to reduce the amount of waste generated for disposal by
40% in weight
TIME LINE
10/3/14 Written notice to all governing officials of each county and city with
a population over 500 and publication in the officially designated
newspaper for public notices for every county and city with a
population over 500 within the District
10/3/14 — 12/31/14 Grant Call Applications must be received at the Solid Waste
Management District Office, 1 West St Joseph Street, Perryville,
Missouri 63775 between these dates and the final application
deadline at 5.00 p m on December 31, 2014
Third Week of January, 2013 Review of grant applications by the District Staff
and the Proposal Review Committee and recommendations made
to the Solid Waste Management District membership for funding
1/27/15 SWMD Board decision
2/13/15 District grant applications submitted to MDNR SWMP.
2/13/15 — Ongoing Missouri Department of Natural Resources — Solid Waste
Management program receives signed District Grant Agreements
and begins disbursement of district grant funds to districts which
have submitted all required project documentation per 10 CSR 80-
9 050, are in compliance with all requirements of 10 CSR 80-9
and Sections 260 325 and 260.335, RSMo, and have submitted
properly executed invoices and financial assistance agreements
between the District and the subgrantees
Page 3
APPLICATION PROCESS
Potential applicants should review the District's "Targeted Materials List" (Appendix III) If
there are questions applicants are invited to discuss their proposals with the District's
officers or administrative staff A list of the District Officers and staff is provided in
Appendix IV
Applicants are ineligible if they are directly involved in the selection and award of
financial assistance under the administrative rule, 10 CSR 80-9.050, or have a
conflict of interest in the selection and receipt of such assistance For the purpose
of this application, a conflict of interest occurs when an applicant's employee, spouse or
partner participates in the selection, award or administration of financial assistance
under 10 CSR 80-9 050, and receives an award, contract, gratuity or favor from such
participation
REQUIRED PROPOSAL CONTENT
AND
SUPPORTING DOCUMENTS
In order to comply with the regulations and laws of the State of Missouri, the Southeast
Missouri Solid Waste Management District requires that the following information be
included in all proposals submitted for funding All applications are to address the
following headings In order to facilitate the review process, it is required that all
proposals be submitted in the following order
Application Form, Profile Sheet and Checklist (Appendix 1).
Complete the Application Form, Profile Sheet and Checklist and
place it at the beginning of your proposal
2. Estimate of Costs
Complete a budget using the Budget Summary (Appendix II) and
place immediately after the Checklist in your proposal
Subheadings may be adjusted to suit your specific proposal
Itemize the estimated costs for conducting the project Costs shall
be provided for all mayor planned activities or purchases and shall
be supported by written documentation showing how each cost
estimate was determined. The budget should include a column
showing the amount of funds that the applicant is committing
toward the various line items, the amount of funds being
requested from the Solid Waste Management District for each line
item and the total amount of funds required for each line item
3. Executive Summary
An executive summary of the project objectives and the problem
to be solved This requires sufficient narrative to fully
describe the proposed project.
Page 4
4. Site Location
The location of the project, to include the name of the county, if
within the corporate boundaries of a city, the name of the city, the
street or road location (i e , 821 Elm Street, County Road 854,
etc ) Ownership status of the project site shall also be included
under this heading.
5. Workplan and Personnel
A workplan which identifies each of the project tasks, the key
personnel that are to be involved with the project and their
qualifications to manage the project and their experience in solid
waste recycling is required This information shall be sufficient to
determine what the project tasks are to be and a workplan to
accomplish these, along with sufficient information on the key
personnel and their qualifications Detailed resumes must be
included with the proposal for the key personnel to be involved
The resumes must include the individual's experience, training
and capability in solid waste management/recycling
6. Time Line Graph
A time line graph showing planned dates for individual project
tasks, major planned activities and expenditures, and submittal of
quarterly reports and the final report List all project tasks below
the graph in order of occurrence with a narrative explanation. A
sample time line graph is included on page 8 On page 9 there is
a graph form that you may use. It is not necessary to generate
the graph by computer or have it professionally prepared,
however, it must be readable and understandable
7. Verification of Permits, Approvals, Licenses or Waivers
Verification that all applicable federal, state and local permits,
approvals, licenses or waivers necessary to implement the project
have been obtained or applied for and will be obtained prior to an
award (If you are not sure if a permit is required, call the MDNR
Solid Waste Management Program staff at (573) 751-5401 ) This
shall include, in the case of existing transfer stations or landfill
sites, copies of existing permits, providing that the project being
proposed does not violate the permit that has been issued.
Letters and copies of applications for other required approvals and
licenses shall be included Also, a written statement guaranteeing
that the permits will be received prior to initiating any project
action must be signed and submitted to the Solid Waste
Management District, if a permit is required
8. Project Evaluation Procedures
Page 5
A Project Narrative must be included describing the proposed
project in sufficient detail to allow a review of the project by a
proposal evaluation committee without relying on an in-person
presentation This should include a narrative description of the
evaluation procedures to be used throughout the project to
quantitatively measure the success of the project
9. Commitment Documentation
The District requires that applicants for recycling project funds
provide a minimum of twenty-five percent (25%) in local cash as
match for the District funds
Documentation that shows a commitment for the match must be
included A letter signed by the highest elected official of the
county or city or the president of the corporation or school district
must be submitted on the entity's letterhead with an original
signature in blue ink verifying that the funds are committed in an
approved budget, readily available, and will be expended as a part
of the project The budget that the funding is committed within
must be cited, along with the dates that the budget is in effect
10. Supporting Documents
The following supporting documents for projects involving grant
allocations over $20,000 are required
A To demonstrate technical feasibility, a preliminary project
design, engineering plans and specifications for any facilities
and equipment required for a proposed project
B. A Financial report including
A three year business plan, and for projects involving
recycling and reuse technologies, the plan shall include
a market analysis with information demonstrating that
the applicant has secured the supply of and demand
for recovered material and recycled products
necessary for sustained business activity,
2 A description of project financing, including projected
revenue from the project,
3 A credit history,
4 Up to three years' previous financial statements or
reports
Page 6
11. Confidential Business Information and Availability of Information
Any person may assert a claim of business confidentiality covering a
part or all of the information by including a letter in the proposal
which requests protection of specific information from disclosure
Confidentiality shall be determined or granted in accordance with
Chapter 610, Revised Statues of the State of Missoun However, if
no claim accompanies the proposal when it is received by the
District, the information may be made available to the public without
further notice to the person submitting it
Page 7
i---- - ---- — :---- - -- -- -- Project Elapsed Tone (in months) -__--_-----------_-- j
IDescrip tion of nature of each task (be specific)
Task 1: jPrepare final bid specs.
iTask 2: :Solicit/Review/Accept bid.
Task 3: ; Instailation and shakedown '
Task 4: _ _ iQuarterl , Reports
Task 5: _ __—etc i
!Task 6: etc
'Task 7: -- -
'Task 8: -- - - -- - - ---- - ,
Task 9:
i Task 10: - ---- —. -
Task 11: i
Page 8
Sample
Time Line Graph
Month
1 2 3 4 5 6 7 8 9 10 11 1 12 13+
Task 1
h�
Task 2
Task 3
Task 4
Task 5
Task 6
Task 7
Task 8
Task 9
Task 10
Task 11
i---- - ---- — :---- - -- -- -- Project Elapsed Tone (in months) -__--_-----------_-- j
IDescrip tion of nature of each task (be specific)
Task 1: jPrepare final bid specs.
iTask 2: :Solicit/Review/Accept bid.
Task 3: ; Instailation and shakedown '
Task 4: _ _ iQuarterl , Reports
Task 5: _ __—etc i
!Task 6: etc
'Task 7: -- -
'Task 8: -- - - -- - - ---- - ,
Task 9:
i Task 10: - ---- —. -
Task 11: i
Page 8
:Task 4:
ITask 5:
Task 6:
Task 7. —
fTask 8:-- -- -
'Task 9
Task 10: _
Task 11:
Page 9
Time Line Graph
Month
1 f 2 3! 4 i 5 6 7 8 9 i 10 I Hl 12 1 13+
Task 1
Task 2
Task 3
Task 4
Task
Task 6
Task 7
Task 8
Task 9
Task 10
Task 11
f! ---- -- — — '
i—
Project Elapsed Tune (an months) _
jDescripnon of nature of each task (be specific)
j'rask l:
Task 2
— _
f Task 3.
—
:Task 4:
ITask 5:
Task 6:
Task 7. —
fTask 8:-- -- -
'Task 9
Task 10: _
Task 11:
Page 9
Time Line Graph
Month
1 2 3 4 5 6
Task
Task 2
Task 3
Task 4y;
.,
Task 5
Task 6
-
Task7
Task 8
Task 9
Task 10
z ;
June
I July
1 Aug=ust
September
October
I November
Project Elapsed Time (in months)
Description of nature of each task (be specific)
Meet with Solid Waste Division to confer on the
Task 1: specifications of the collection.
Solicit firm competitive bids for the collection.printincy, etc.
Task 2: in accordance to the SWMD guidelines.
Task 3- Review bids.
Task 4: Award Contracts.
Meet with the collection vendor and Solid Waste Division
Task 5: to review collection plans.
Task 6: Review collection day activities for possible future improvements.
Task 7: Progress and evaluation reports from the Project Manger.
Task 8: Submit quarterly and final report to SWMD.
Task 9:
Task 10:
Task 11:
Page 10
SUBMITTAL OF APPLICATIONS
Deadline Time and Date: December 31, 2014 at 5:00 p.m.
Number of Copies: The original and nine (9) copies of the entire
application and supporting documents must be
submitted. Facsimiles are not acceptable.
Signature and Date: Be sure that the application is signed and
dated, in the area provided, by the highest
ranking official of the organization. Signatures
must be in BLUE INK
Mail or deliver your application to:
Southeast Missouri Solid Waste Management District Grants Program
c/o Southeast Missouri Regional Planning Commission
1 West St Joseph Street
Perryville, Missouri 63775
(573) 547-9357
Applications received after the above deadlines shall be returned to the applicant and
shall not be considered for funding. The envelope shall have the following notation:
SWMD Application Enclosed
Attn David Grimes, Deputy Director
PROPOSAL REVIEW COMMITTEE AND EVALUATION
For all applications received by the deadline, the Proposal Review Committee of the
Board will determine the eligibility of the applicant, the eligibility of the proposed project,
the eligibility of the costs defined in the proposal, and the completeness of the proposal
If the Proposal Review Committee determines that the applicant or the project is
ineligible or incomplete, the Board will refect the proposal and notify the applicant
The Proposal Review Committee will evaluate each proposal that is determined to be
eligible and complete The evaluation method will include the following criteria as
appropriate per project category
A Conformance with the Solid Waste Management hierarchy as described in the
Missouri Policy on Resource Recovery (Appendix VI),
B Conformance with the District Targeted Materials List (Appendix III),
C Degree to which the project contributes to community-based economic
development,
Page 11
D Degree to which the project promotes waste reduction or recycling through the
proposed process,
E Compliance with federal, state or local requirements,
F Transferability of results,
G Technical ability of the applicant,
H Managerial ability of the applicant,
I Ability to implement in a timely manner,
J Technical feasibility,
K Level of commitment for financing,
L Type of contribution by applicant,
M Quality of budget,
N Past performance on District grants (timeliness of reports, completion of project
by deadline, and provision of appropriate and complete documentation)
Page 12
APPROVED PROJECT STIPULATIONS
ELIGIBILITY OF COSTS
All costs must be specified on the budget sheets and mayor expenditures must be shown
in the timetable
grants
Eligible costs include (but may not be limited to)
A Collection, processing, manufacturing or hauling equipment,
B Materials and labor for construction of buildings,
C Engineering or consulting fees,
D Salaries directly related to the project,
E Equipment installation costs including installation, freight or preparation of
the equipment;
F Development and distribution of informational materials
G Planning and implementation of education forums, including, but not
limited to workshops,
H Travel necessary for project completion,
I. Overhead costs directly related to the project,
J. Laboratory analysis costs
Ineligible Costs include
A Operating expenses, such as salaries and expenses that are not directly
related to the project activities,
B Costs incurred before the project start date or after the project end date,
C Taxes,
D Legal costs,
E Contingency funds,
F Land acquisition
10 CRS 80-9 050(1)E)1, allows land acquisition costs only as match for district
ACCOUNTABILITY
Recipients of financial assistance will be required to maintain an accounting system
according to generally accepted accounting principles that accurately reflects all fiscal
transactions, incorporates appropriate controls and safeguards, and provides clear
references to the project proposal Accounting records must be supported by such
source documentation as cancelled checks, paid bills, payrolls, time and attendance
records, contracts, and agreement award documents The submission of an approved
audit, which includes any funds granted by the Southeast Missouri Solid Waste
Management District may be required This can be a comprehensive audit which
includes grant funds awards by the Southeast Missouri Solid Waste Management
District
Page 13
Records will be maintained which will reflect the following information to be submitted to
the SEMO Solid Waste Management District on a quarterly basis
A. The details of progress, including the volume of waste disposal abatement for
each type of recovered material utilized in the project, if appropriate,
B Problems encountered in project execution,
C Budget adjustments made within budget categories, with justifications, (Changes
of budget or scope of project require prior approval of the SEMO SWMD
Executive Committee )
D Other information necessary for proper evaluation of the progress of the projects
FINANCIAL ASSISTANCE AGREEMENT
All District grant awards are subject to the appropriation process The department of
Natural Resources' Solid Waste Management Program cannot guarantee funding of a
District approved project after the close of the fiscal year in which the project was
approved
Before awarded funds are distributed to an applicant, the applicant will do the following
A Obtain all applicable federal, state and local permits, approvals, licenses or
waivers required by law and necessary to implement the project, and
B Enter into a financial assistance agreement issued by the District which is
consistent with the Missouri Department of Natural Resource's terms and
conditions.
Page 14
APPENDICES
I District Grant Application Form, Profile Sheet and Checklist
II Budget Summary
III Southeast Missouri Solid Waste District Targeted Materials List
IV District Grant Contact List
V Missouri Department of Natural Resources Financial Assistance Program
VI Missouri Policy on Resource Recovery
VII Evaluation Criteria Score Sheet
VIII Missouri Department of Natural Resources Guidelines for Planning Information
Activities
IX Special Terms and Conditions -District Grants
X Department of Natural Resources -General Terms and Conditions
Page 15
APPENDIX I
Southeast Missouri
Solid Waste Management District
District Grants Program
FY2014-15
APPLICATION FORM
(Place at the front of your packet)
I. Project Information.
1 Name of Project 2015 Household Hazardous Waste Collection
2 Type of Project Residential HHWC and Document Shredding
3 Project Description One day event to encourage residents to properly
dispose of hazardous waste and securely shred personal documents
4 Indicate any other affiliated federal, state or local agencies funding
this project None
II.Applicant Profile
1 Legal Name of Business or Organization- City of Cape Girardeau
Tax Identification No. 43-6000-593
Mailing Address 2007 Southern Expressway
City- Cape Girardeau Zip 63703
Phone- 573-339-6787 Fax 573-339-6363
2 Name of Authorized Official Scott Meyer
Official Title. City Manager
Address 401 Independence
City Cape Girardeau Zip 63701
Phone 573-339-6320 Fax 573-339-6302
3 Type of Applicant
Individual
Business
X Public Entity or Institution
Appendix I - Page 16
Non -Profit Organization (include legal status documentation)
4 Project Manager Christie Oswald
The Project Manager must be an official or an employee of the
applicant).
Address 2007 Southern Expresswa
City Cape Girardeau Zip 63703
Phone 573-339-6787 Fax 573-339-6363
Email coswald cityofcape org
5 This project is (check one)
A new business or undertaking
X An expansion of a current business or organization
A completely new venture for an existing business or organization
Other (explain) -
III. Recovered Materials
annually -
1 Type and amount of waste material(s) currently being recovered
Material
Please see attached list
Amount (pounds or tons)
2 Source of recovered materials used by proposed project (Check all that apply)
X Post -consumer
Post-industrial
Internal
Signature of Highq6t Offial
SIGN ORIGINALAN BLJOE INK ONLY
12-16-1y
Date
Appendix I - Page 17
(ww"w" ITY 0 CAPE
of,
PUBLIC WORKS DEPARTMENT
Items Collected & Shipped
07/01/12
through
06/30/13
07/01/13
through
06/30/14
Glass
176.07
151.69
Plastic
0
0
Aluminum
0
0
Newspaper/Magazines
0
0
Corrugated Cardboard
844.87
837.51
White Goods
40.88
75
Junk Mail/Mixed Paper
0
0
Steel/Tin Cans
0
0
Commingled/Single Stream
2378.84
3368.49
Total Tons Shipped
3440.66
4432.69
Waste Oil in Gallons 1 582.00 1 390.75
Missouri Department of Natural Resources
Division of Environmental Quality
Solid Waste Management Program
FISCAL YEAR 2014-15 DISTRICT GRANT APPLICATION CHECKLIST
Before submitting a district payment request, you MUST complete this form Only if you can
answer YES to all questions on this form regarding subgrantee application content should it be
submitted to the de artment fora roval
— State of Missouri
Missouri Department of Natural Resources
Solid Waste Management Program
DISTRICT GRANT SUBGRANTEE PROFILE AND PLAN IMPLEMENTATION FORM
Appendix I - Page 18
District
For All Funded Projects
Yes
Personnel
Verification
Initials
1 Applicant Profile sheet
2 Executive Summary
3 Location of Project (physical, mailing addresses
4 A Work Plan or Scope of Work identifying
a) project tasks and descriptions (directly related to the project intent),
b) main key personnel involved in the project, and
c ro ect manager's qualifications(why this person is qualified to manage the ro ect
5 Line -item budget (independent support of items $5000 and over total cost
6 Intent or verification of Permits, Approvals, Licenses, Waivers, Titles and UCC -1
7 Match Commitment Documentation if applicable)
8 An Evaluation Procedure describing both quantitatively and qualitatively how the
success of the project will be measured
9 Additional Information for Projects over $20,000
a) Demonstrate technical feasibility
1) A preliminary project design or
2) Engineering plans and/or specifications for any facilities and equipment
b) Financial report including
1) A three (3) -year business plan For projects involving recycling and reuse
technologies, the plan shall include a market analysis with information
demonstrating that the applicant has secured the supply of and demand for
recovered material and recycled products necessary for sustained business
activity
2) A description of project financing, including projected revenue from the project
3) A credit history
4) Up to three (3) years previous financial statements or reports
10 Applicant certified all information was true and conforms to the application
Requirements
11 Authorized applicant official signature
— State of Missouri
Missouri Department of Natural Resources
Solid Waste Management Program
DISTRICT GRANT SUBGRANTEE PROFILE AND PLAN IMPLEMENTATION FORM
Appendix I - Page 18
EXECUTIVE SUMMARY
The City of Cape Girardeau is requesting $29,719.50 in grant funding from
the Solid Waste Management District for our one day Household Hazardous
Waste Collection. The City of Cape Girardeau is obligating 25% matching
funds of $9,906.50. Estimated total for the event is $39,626.00. This event
allows City of Cape Girardeau residents a proper and ecologically
responsible way to dispose of wastes that are banned from the landfill.
The City of Cape Girardeau began holding Household Hazardous Waste
Collection events for residents in 1998. We are now holding bi-annual
collections, depending on grant and funding availability. Our last collection
was held with funding through a matching grant from the Solid Waste
Management District in 2011. During that collection, 42,625 pounds'of
hazardous waste were collected and 3,641 pounds of paper shredded and
recycled.
SITE LOCATION
The site for the collection event will be in Arena Park; southeast of the AC
Brase Arena Building, 410 Kiwanis Drive, Cape Girardeau, Missouri, Cape
Girardeau County. The Latitude is 37 degrees 17 North, Longitude is 89
degrees 32 West. This location is owned by the City of Cape Girardeau.
PERSONNEL
1. Christie Oswald, Administrative Technician — Project
Manager
2. Mike Tripp, Solid Waste Superintendent (communicate and
plan with vendor concerning collection day. Coordinate
City employees and resources for the event.)
VERIFICATION OF PERMITS, APPROVALS, LICENSES OR
WAIVERS
This category is not applicable to the City of Cape Girardeau. This project is
not for new construction or equipment and is not an addition or expansion of
a permitted facility.
Vendors solicited to handle the packing, hauling, processing and disposal of
materials collected will be required to provide all necessary permits and
licenses.
PROJECT EVALUATION PROCEDURE
We will hold progress report meetings between the Solid Waste
Superintendent and the Project Manager prior to and after the collection
activity.
We will hold operational and safety meetings prior to collection.
Progress reports will be completed quarterly by the Project Manager or her
designee for the overall progress of the project. The final report will include
the types and amounts of materials collected during the event.
The Household Hazardous Waste Collection we held in 2011 was successful
regarding the amount of material we took in. There were some issues with
the amount of time our citizens had to wait before having their material
offloaded. We intend to put a plan together to have latex paint removed
from the line and unloaded at a different location due to latex paint not
needing to be handled like a hazardous waste. This should cut back on the
time residents are waiting in line.
Christine S. Oswald
1803 N. West End Blvd.
Cape Girardeau, MO 63701
573-334-9496
573-587-2267
OBJECTIVE
To obtain and secure a career by utilizing my professional skills in a field
accommodating to my background. Excellent interpersonal, communication, and
11)
organization skills. Fast learner with demonstrated initiative. Regarded as a self-starter
and an efficient team player.
PROFESSIONAL EXPERIENCE
Administrative Technician, City of Cape Girardeau -Public Works Cape Girardeau, MO
Responsibilities include performing administrative and technical duties in support of
department operations. Duties include accounts payable; administer and coordinate the
budget process and documents; track ten divisions expenditures; manage Transfer Station
records, billing, and charge accounts; manage safety training program; coordinate special
ID
events; manage the self-assessment/accreditation program; administer grants.
(10/10 to present)
Career Manager, A O Workforce Partnerships East Prairie, MO
Responsibilities included resource development, informational interviews, career
management services, intake, orientation, assessment, career counseling, individual plan
development, and retention services. Duties include facilitating services to eligible
clients through the WIA program. Assisted participants in attaining their career goals by
acting in a supporting role through all levels of participation.
(10/09 to 06/10)
Quality Assurance Administrator, Midwest Sterilization Jackson, .MO
Responsibilities included accounts receivable, verifying and reconciling product
documentation with client documentation, quality assurance, and customer relations.
Duties included accounts receivable, preparing outbound shipments, reviewing
parameters and inbound documents, resolving discrepancies in audits and documents,
maintaining customer relations, setting -up and inspecting biological indicators, and
scheduling.
(11/99 to 07/09)
Consultant, WORTH Industries St Louis, MO
Responsibilities included assisting the general manager with the duties of the workshop.
Duties included training and consulting the general manager on all aspects of the daily
operation of the workshop.
(8/99 to 2/00)
General Manager, WORTH Industries St Louis, MO
Responsibilities included all aspects of the workshop operation at two facilities with the
primary goal of providing eighty developmentally challenged adults with a safe and
dignified environment of employment. Duties included procuring and securing sales;
overseeing the financial management which included accounts payable, accounts
receivable, payroll; and grant funding; management of twelve staff members and eighty
developmentally challenged adults; working with city and state agencies to provide the
developmentally challenged the capabilities to work; assist in fundraising events; and the
overall daily operation of the workshop.
(7/97 to 8/99)
Assistant Manager, WORTH Industries St Louis, MO
Responsibilities included assisting the general manager in the daily operation of the
workshop. Duties included job quoting and customer relations, as well as general office
operations, which included accounts receivable, accounts payable, payroll, staff records,
applying for the City of St. Louis annual grant, assisting in fundraising events, and
marketing.
(4/97 to 7/97)
Office Manager, WORTH Industries St. Louis, MO
Responsibilities included accounts receivable, accounts payable, payroll, maintaining
financial statements, upkeep of staff records, applying for the City of St. Louis annual
grant, assisting in fundraising events, marketing, and directing calls and visitors
accordingly.
(9/95 to 4/97)
VOLUNTEER
Teacher, Parish School of Religion at St. Mary Cathedral
Cape Girardeau, MO
(2002 to present)
Board Member, SK&M Water & Sewer Company
Perryville, MO
(2006 to 2009)
EDUCATION
Bachelor of Science in Business Administration
Fontbonne College, St. Louis, MO
(1994)
REFERENCES
Available upon request.
SOLID WASTE MANAGEMENT DISTRICT
District R
PROJECT NUMBER
PROJECT NAME
2015 Household Hazardous Waste Collection Day/Residential Document Shredding
NAME OF APPLICANT
City of Cape Giraraeau
FEDERAL ID OR SOCIAL SECURITY NUMBER
43-6000-593
ADDRESS (STREET CITY, STATE ZIP COUNTY)
2007 Southern Expressway
Cape Girardeau MO 63703
Cape Girardeau County
TYPE OF ENTITY (NON PROFIT, PUBLIC ENTITY, INDIVIDUAL, BUSINESS)
❑ NOW PROFIT ❑ INDIVIDUAL
x PUBLIC ENTITY ❑ BUSINESS
PROJECT INFORMATION
ro f
Project Type X WR ORE ❑CO END
❑EDU
Estimated Tonnage Diverted
Specific Waste (white goods, oil, yard waste, tires, household
46,266
hazardous waste, electronics, etc )
Household Hazardous Waste and Paper
BRIEFLY DESCRIBE SERVICES OR DUTIES IMPLEMENTED WITH THIS PROJECT AND ATTACH EXECUTIVE SUMMARY",
AND TASKS FROM APPLICATION. ->
This is a one day event we try to do bi-annually, dependent on grant and funding availability, to allow residents to properly dispose of
household hazardous waste A licensed waste hauling company will conduct the event We will require a uniform hazardous
matenals manifest with all appropriate signatures and proof that the company carnes workman's compensation for their employees
This company will be selected by a bidding process We will also be inviting a paper/document shredding company to participate
Newspaper ads and mailed flyers/brochures will announce the event All advertising will acknowledge that grant funding is making
the event possible Quarterly reports and final report will be submitted as required
APPLICANT INFORMATIONS $
4�w= =.`• °r' �s;. rh , .:g F �s$rr
Official authonzed to sign for the applicant
Project manager
Scott Meyer
Christie Oswald
Title
Title
City Manager
Administrative Technician
Address
Address
401 Inde endence
2007 Southern Ex resswa
City
Cape Girardeau
State
MO
ZIP
63701
City
Cape Girardeau
State
MO
ZIP
63703
Phone
573-339-6320
Fax
573-339-6302
Phone JFax
573-339-6787
573-339-6363
E-mail
E-mail
smeyer@cityofcape org
coswald ci ofca a or
Amount awarded by district
$29,71950
Amount of district match to be provided by applicant
$9,90650
Project start date Protect end date
Event is tentative) scheduled for October 10, 2015 Event is tentatively scheduled for October 10, 2015
HAS APPLICANT,PREVIOUSL"Y,RECEIVED>DISTRICT,GRANT FUNDING,?,"' w� ` £,
List ro'ect-,number s -ndWawarded/disbursed/car over.amount s .,' Z ' <a`
Project Number
Funding Awarded $
Disbursed
Carryover
See Attachment
Appendix I - Page 19
Previous Grant Funding
CITY O CAPE
G 1 R A R 01 E A U
PUBLIC WORKS DEPARTMENT
Project
Amount
Amount
Carryover
Numbers
Awarded
Disbursed
Amount
94073
$10,710.00
$10,710.00
$0.00
94075
$8,784.00
$8,757.00
$27.00
95019
$7,750.00
$7,750.00
$0.00
97151
$7,700.00
$7,700.00
$0.00
98136
$6,000.00
$6,000.00
$0.00
99173
$10,500.00
$7,010.00
$3,490.00
2000140
$8,505.00
$8,505.00
$0.00
200119
$7,500.00
$7,500.00
$0.00
2002023
$13,847.96
$13,847.96
$0.00
2003149
$5,210.25
$5,210.25
$0.00
2004110
$15,000.00
$10,368.60
$4,631.40
2005148
$8,606.25
$6,405.00
$2,201.25
82006-3
$11;852.62
$11,852.62
$0.00
82007-3
$8,742.00
$8.742.00
$0.00
82008-2
$17.142.35
$17.142.35
$0.00
82009-2
$15,882.38
$14,996.90
$0.00
82009-6
$17,250.00
$17,250.00
$0.00
DERA 7
$150,000.00
$150,000.00
$0.00
R2011-11
$13,494.39
$13,494.39
$0.00
Missouri Department of Natural Resources
District Grant Subgrantee Profile and Plan
Implementation Budget Application Instructions
for Form 780-1991
Solid Waste Program fact sheet
Solid Waste Management District
In the first row of the form fill in the official name of the public Solid Waste Management
District The department recommends the official name of the district appear on each
document submitted.
Project number
List the number assigned to the project being reported on this form
Project name
Fill in the name assigned to the project being reported on this form
Name of Applicant
Fill in the official name of the subgrantee.
7!2008
Federal ID or Social Security Number
Fill in the federal taxpayer identification number for a business or entity, or the federally issued
Social Security Number for the applicant in the space provided
Mailing address
List the mailing address for the applicant including the city, state and ZIP code.
Type of Entity (Non -Profit, Public Entity, Individual Business)
Use an X to indicate if the entity is non-profit, individual, public or business.
Project Information, Project Type
Use an X to indicate if the project is targeted as Waste Reduction (WR), Recycling (RE),
Composting (CO), Marketing Development for Recyclables (MD) or Education (EDU)
Estimated Tonnage Diverted
Fill in the estimated amount of tonnage to be diverted by the project.
Specific Waste (white goods, oil, yard waste, tires, HHW, electronics, etc.)
Describe the waste that will be diverted by the project
Briefly describe services or duties implemented with this project and attach executive
summary and tasks from the application.
In the space provided, or on a separate sheet of paper, describe services or duties to be
implemented by this project. Also, attach an executive summary.
C,? Recycled Paper
Appendix 11 - Page 20
Pueaoa00
Applicant Information
Official authorized to sign for the applicant
Provide the name of the person designated to sign for the grant applicant.
Project manager
Fill in the name of the project manage.
Title
Fill in the official title of the authorized official and the project manager named in the boxes above.
Address
List the mailing address for the authorized official or project manager. The department will use
this information to send official notices concerning the project.
City/State/ZIP
List the authorized official and project manager's mailing city, state and ZIP code
Phone/ Fax/ E-mail
Please list the phone number, fax number and e-mail where the authorized official and project
manager may be reached.
Amount awarded by district
Fill in the amount of funds to be awarded by the Solid Waste Management District for the project.
Amount of district match to be provided by applicant
Fill in the amount of funds the applicant will provide as match for the project.
Note: The project start and end date should coincide with the dates shown on the original
financial assistance agreement.
Project start date
Fill in the official starting date of the project.
Project end date
Fill in the official ending or completion date of the project
Has applicant previously received district grant funding?
List project number(s) and awarded/disbursed/carryover amount(s).
List project numbers, funding awarded in dollars, disbursed and carried overed. You may attach
additional sheets
Part Two - Fiscal Year District Subgrantee Project Budget
1. Personnel — (List each employee.)
Using the example provided on the form, fill in the employee's name, the funds requested and
total funds Attach additional sheets if needed.
2. Fringe Benefits
Fill in the fringe benefits associated with the employees in Item 1, and the funds requested
and total funds Attach additional sheets if needed
3. Contractual Services (list each professional service being paid with state grant funds.)
Using the spaces provided, list any contractual services planned, the requested funds and total
funds. Attach additional sheets if needed.
Appendix 11 - Page 21
4. Equipment
List equipment to be purchased. A definition of equipment may be found in the General Terms
and Conditions.
5. Supplies
List supplies that planned to be purchased Attach additional sheets if needed.
6. Travel
List all travel related expenses to be paid for. Attach additional sheets if needed.
7. Other
List all other items not listed above. Attach additional sheets if needed.
8. Total Direct Charges
List the sum of each item 1-7 in the appropriate column. Requested Funds, Match Funds,
Match -in-kind and Total funds to be paid for with state grant funds.
9. Indirect charges
In the space provided, please list any indirect charges. Attach additional sheets if needed.
10. Total Budget
List the total budget This is the sum of 8 plus 9
For More Information
Missouri Department of Natural Resources
Solid Waste Management Program
P.O. Box 176
Jefferson City, MO 65102-0176
573-751-5401, 573-526-3902 fax
www dnr.mo.gov/env/swmp/index htm
Appendix 11 - Page 22
Appendix II
Missouri Department of Natural Resources
Division of Environmental Quality
Solid Waste Management Program
FISCAL YEAR 2014-15 BUDGET
Project Budget:
Requested
Funds
Match Funds
Match In-kind
Total Funds
1 Personnel list each employe aid with state grant funds
Solid Waste Employees $1,77000 $59000 $ $2,36000
`See Attached List $ $ $ $
$ $ $ $
2. Fringe Benefits
3. Contractual Services list each professional service be ng aid with by state grant funds
Licensed Waste Hauling
$22,50000 1
$7,50000
$
$30,00000
Newspaper Advertising
Mailer
$90000
$1,58850
$30000
$52950
$
$
$1,20000
$2,11800
4. Equipment list equipment to be purchased with state grant funds
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
5. Supplies
Forklift Rental $431 25 $143 75 $ $575 00
Tally Counters/Pencils $5625 $1875 $ $7500
Food/Refreshments $7500 $2500 $ $10000
$ $ $ $
6. Travel
$ $ $ $
$ $ $ $
$ $ $ $
7. Other list all other items to be paid with state grant funds
2 Portable Toilet Rental for 1 Da $103 50 $3450 $ $ 13800
Tables, Chairs, and Pavilion Rental $7500 $2500 $ $10000
Postacie for Mailer $2,22000 $74000 $ $2,96000
$ $ $ $
8. Total Direct Charges sum 1. — 7.
9. Indirect Charges
$
$
$
$
TOTAL BUDGET sum of 8. plus 9.
$29.71950
$9,90650
$
$39,626 00
'Must have a minimum of twenty-five percent (2b%) in local cash as match Tor the District tunas
Appendix 11 - Page 23
2015 Household Hazardous Waste Collection
Employee Hours
Employee
Clock In
Clock Out Total Hours Rate
Estimated Total
Mike Tripp
700
1 00
6
2276
20484
Christie Oswald
700
1 00
6
1389
12501
Ed Moore
700
1 00
6
1234
111 06
Michael Rulo
700
1 00
6
1234
111 06
Jack Yarbrough
700
1 00
6
1796
161 64
Jeffrey Garland
700
1 00
6
1796
161 64
Patrick Swift
700
1 00
6
1578
14202
Bobby Cohn
700
1 00
6
1361
12249
Dustin Runnels
700
1 00
6
1403
12627
David Groves
700
1 00
6
1474
13266
Zeno Walker
700
.1 00
6
1348
121 32
Kevin Crocker
700
1 00
6
1416
12744
Jacob Busche
700
1 00
6
1296
11664
Robbie Reed
700
1 00
6
1534
13806
Don Christian
700
1 00
6
1322
11898
Luke Malahy
700
1 00
6
11 86
10674
Kevin Christy
700
1 00
6
12 34
111 06
Charles Smoot
700
1 00
6
1348
121 32
Total
108
2360251
*Estimated Personnel Total is based on a 6 hour day on over -time
Clean Harbors Environmental Services. Inc
201 LaSalle Street (Branch)
Cape Girardeau. MO 63701
Nv"-A, cleanharbors com
December 1, 2014
Atte- Ms. Chnstine Oswald
City Of Cape Girardeau
Po Box 617
Attn: Accts Payable
Cape Girardeau, MO 63702
Quote 1#2050056, City Of Cape Girardeau; Cape Girardeau, MO
Dear Ms. Oswald:
Thank you for considering Clean Harbors Environmental Services; Inc. (Clean Harbors) for your
household hazardous waste management needs. We are pleased to provide you with the following
pricing. Additionally; Clean Harbors has the appropriate permits and licenses for the acceptance and
disposal of the waste streams identified within this quotation.
In addition to providing household hazardous waste management services and disposal to our
company owned and operated facilities, Clean Harbors offers a broad range of environmental
services including:
• Waste Transportation & Disposal 24 -Hour Environmental Emergency Response
• Laboratory Chemical Packing Industrial Services
• Field Services inSite Services
I look forward to continuing to service your environmental needs. To place an order, please contact
our Customer Service group at 800.444 4244. if you have any questions or need further assistance;
you may reach me at the number below.
Sincerely,
Jennifer L Washer
Market Sales Specialist
Phone: 573.335.1616
a ' Peooh- anci Techr7oloc� Crcaii? g a Sc1fE'f , 0ecmer F, 7 - rnnn7c�nt
December 1, 2014
Clean Harbors, Quote #2050056
ASK I CAPE GIRARDEAU
ASK 2 LATE?
QUOTE SUMNLARY
Page 2 of 8
S21.99000
S2,70000
QUOTE TOTAL $24,690.00
1 ' Pen,,I,� and 1 ec hnolum C; �crrrn`r a Sul r • CIc>�nua Ln� cr n77171enc
December 1, 2014
Clean Harbors, Quote #2050056
TASK l: CAPE GIRARDEAU
DISPOSAL
Pan 3 of 8
Transportation pnce is included in the disposal price
LABOR, SUPPLIES, AND EQUIPMENT
TASK 1: TOTAL ESTIMATE
PL�OIDIP and Techn,-Vogi 0-eann l a Sglel, ('Iea/lc 1, 7l'1Y0 7111C'nl
$21,990.00
1731
SPECIFICATION OLLS
1
tote tank < 300g
S42500
S42500
B35
GLYCOLS
2
55 gallon drum
S180 00
S360 00
CFI -1
MERCURY BULBS FOR
2575
pounds
Sl 05
S2,703 75
RECLAMATION
CFL4
MISC MERCURY BULBS FOR
25
pounds
S4 85
S121.25
RECLAIM
1FB1
LIQUID FOR FUEL
3
55 gallon drum
S12500
S37500
LCCR
LABPACK FOR INCINERATION
is
55 Ballon drum
S29000
S5.22000
ILCCRQ
AEROSOLS FOR INCINERATION
6
55 gallon drum
S25000
S1.500001
LCHG2
LABPACK ELEMENTAL MERCURY
1
5 gallon pail
S38500
S38500
FOR RETORT
LCHG4
LABPACK MERCURY SALTS A.N`D
1
5 gallon pail
$38500
S38500
SOLUTIONS FOR RETORT
LPTP
PROCESSABLE PAINT & PAINT
24
flex bin
S40500
S9,72000
RELATED MTRL FOR FUEL/
INCINERATION
LRCT
LABPACK REACTIVES FOR
1
5 gallon pail
S19500
S195 00
INCINERATION
Total
$21,390.001
Transportation pnce is included in the disposal price
LABOR, SUPPLIES, AND EQUIPMENT
TASK 1: TOTAL ESTIMATE
PL�OIDIP and Techn,-Vogi 0-eann l a Sglel, ('Iea/lc 1, 7l'1Y0 7111C'nl
$21,990.00
December 1, 2014
Clean Harbors. Quote #2050056
WASTE CLASSIFICATIONS SPECIFICATIONS
A31 Specification Oils
Solids Content less than 6%
Ash less than j%
PCB less than 2
VOCs less than I% if lighter than mineral spirits
Less than 10% medium boiling hydrocarbons
less than 90% high boiling hydrocarbons
Viscosity less than 1;000 CPS
Organic Chlorine (organic phase) less than 5.000 PPM
Flashpoint greater than 141 F
pH=4-= 11
Caustic Coagulation Must pass
Total Arsenic less than 5 ppm
notal Lead less than 100 ppm
PRIMARY DISPOSAL METHOD OIL RECOVERY
PRIMARY DISPOSAL METHOD OIL RE -REFINING
B35 Glycols
Ethylene or propylene glycols
Minimum yield 25%
Must be non hazardous
pH 3-11
Flash point greater than 140°F
Less than 1 inch solids in drum
No pesticides
Less than 5 percent oils
PCB's non detectable
Must be amenable to aqueous treatment
Must be compatible with oil and water
Must be compatible with oil and water
CFLI Mercury Bulbs For Reclamation
Less than 5 percent broken bulbs
Intact 4 foot or S foot bulbs
Packaged in onginal bulb boxes or specialty containers
Shnnk wrapped to pallets
No free mercury
PRIMARY DISPOSAL METHOD RECLAMATION
CFL4 Misc. Mercury Bulbs For Reclaim
Misc shaped bulbs containing mercury for reclaim
Limited to Shattershields; HID. Hg vapor.
High pressure Sodium. Metal halides
Packaged in ongtnal bulb boxes or specialty containers
Shrink wrapped to pallets
No free mercury
' :''C�ople and Tec hnolo,ri, Crearrn, a Srrle i , Cleanerr Lnt n rltvrxmt
Paae 4 of 8
-K:
M.-L,
„�-
December 1. 2014
Clean Harbors, Quote #2050056
WASTE CLASSIFICATIONS SPECIFICATIONS
CFL4 Misc. Mercury Bulbs For Reclaim
PRIMARY DISPOSAL METHOD RECLAMATION
FBI Liquid For Fuel
Example paint thinner, solvents
Less than 4 inches of dispersible sludge
Less than 5 percent halogens/sulfur
Source of PCB < 50 ppm
Greater than 10.000 BTU's
No pesticides
No debris
Low viscosity (e g thinners)
Must not set-up with water or with organic solvents
PRIMARY DISPOSAL METHOD FUEL BLENDING/INCINERATION
TASK 2: LATEX
DISPOSAL
CNOS
NON HAZARDOUS SEMI-SOLIDS S450 00 / ton
.The following minimum pricc(s) will apply
Profile/Waste Code UOM Minimum Price
CMOS load Sl 00000
TRANSPORTATION
Spring Grove; OH Facility
Rolloff Trailer Single N/A
Container
Transportation price is included in the disposal price
(1) A demurrage charge of S 103 00 per hour will apply for each hour in excess of 0 hour(s)
5 •'Pc -cin/,' anti Techn�,/a�� C;ratan�T a Scr/•�; , C'lea; e f ni'rronn�ent
N/A
Page S of S
December 1, 2014
Clean Harbors; Quote #200056
WASTE CLASSIFICATIONS SPECIFICATIONS
CNOS Non Hazardous Semi -Solids
Must be able to be landfilled
No herbicides. pesticides. or cyanides
Source of PCB < 50 ppm
Flash point over 140'F
PRIMARY DISPOSAL METHOD NON HAZARDOUS LANDFiLL
Non -hazardous
Must be biodegradable
No PCB
pH -2 1 to 124
PRIMARY DISPOSAL METHOD NON HAZARDOUS LANDFARM
QUOTE CONDITIONS
Chemical Coding Key:
Basic Corrosive - LCCR
Acidic Corrosive - LCCR
Aerosol Cans - LCCRQ
Paint Related in Cans - LPTP
Flammable Liquids - FBI
Mercury Devices - LCHG2
Pesticide/Herbicide Liquids - LCCR
Pesticide/Herbicide Solids- LCCR
Oxidizer -Liquids- LCCR
Latex Paint - CNOS
Fluorescent Bulbs - CFL 1
HID/CFL Lamps - CFL4
Calcium Carbide - LRCT
Methanolic Potassium Hydroxide - LCCR
Mercurous Chlonde - LCHG4
Used Antifreeze - B35
Used Oil - A31
GENERAL CONDITIONS
Page 6 of 8
• Except where superseded by an existing services agreement the following terms and conditions
apply to this quoted business.
•
Prices firm for 30 days.
"Poo.ple and Technoium Cree iiil7!i a Scrjc='1, Cleaner Fni'lYOnlncnl.1
December 1, 2014 Page 7 of 8
Clean Harbors. Quote #2050056
GENERAL CONDITIONS
• Terms: Net 30 Days
• interest will be charged at 1.5% per month or the maximum allowed by law for all past due
amounts
• Local, state and federal fees/taxes applying to the generating location/receiving facilities are not
included in disposal pncing and will be added to each invoice as applicable.
• Materials subject to additional charges if they do not conform to the listed specifications.
• Electronically submitted profiles will be approved at no charge. Paper profiles will be charged at
$75.00 each.
• Compressed gas cylinders requinng special handling due to inoperable valves will be assessed an
additional charge of $400.00 per cylinder. Cylinders larger than medium size will be quoted case
by case. This charge may be sent as supplemental invoice.
• A vanable Recovery Fee (that fluctuates with the DOE national average diesel pnce), currently
at 15.5%, is included in our quoted pricing. For more information regarding our recovery fee
calculation please go to: A-Aw.cleanharbors com/recoveryfee.
• Pickups that require same day or next day service may be subject to additional charges.
• Pick-ups cancelled within 72 hours of scheduling will be subject to cancellation charges.
• Transportation charges to the final disposal facility will be charged in addition to local
transportation to our truck to truck hub/local facility and will vary with logistics and routing.
• Time over eight (8) hours in the normal workday and all day Saturday is considered overtime
and will be billed at 1.5 times the applicable straight time rate for all billable personnel unless
otherwise quoted. Sunday and Holidays are considered premium time and will be billed at 2.0
times the applicable straight time rate for all billable personnel unless otherwise quoted.
• Standard disposal conversions (excluding minimums) apply to containers other than 5 gallon
drums unless otherwise quoted: 6-20g 60%, 21-30g 75%, 31-55g 100%, 56-85g 145%, FBIN
350%, TOT2(<300gal TOTE) 500%, TOTE 630%.
• In the event that legal or other action is required to collect unpaid invoice balances, Customer
agrees to pay all costs of collection, including reasonable attorneys' fees, and agrees to the
jurisdiction of the Commonwealth of Massachusetts.
l�U{LePL'C�,lCUY?!Ci{7C{CaGi'11"[77C9'
December 1, 2014 Page 8 of 8
Clean Harbors, Quote 4205006
ACKNOWLEDGEMENT
Your signature below indicates your acceptance of the pricing and terms detailed in the quote above
Thank you for the opportunity to be of service
Sianature
Print Name
Quote 4 2050056
POF, Date
m1 I'll,ople and I e' hi?oio` i CI'C'C7m?cl 0 611,21', � �C'CII1C'.'" !.77i'Ii"U71771C'YII
12/1/2014
Christie Oswald
City of Cape Girardeau
Pulbic Works Department
2007 Southern Expressway
Cape Girardeau. MO 63703
coswald9citvofcanepirardeau or
RE Proposal for Environmental Services- HHW Event
Quote # IRI 311001 -revised -12-01-14
Ms Oswald
Inter -Rail Systems. Inc is pleased to present this proposal to conduct the service listed below for your facility
SCOPE OF WORK
Inter -Rall Systems. Inc %Ill provide the labor. materials, equipment and all legal documentation with the
associated unit cost and categories to conduct the scope of work listed below
City of Cape Girardeau-HFIW Event -2015 - 9 00am-12 00 noon -based on attached scope of work
and inventory plus 20%
Should any out of scope work be requested. the additional work will be Invoiced at Inter -Rail Systems. Inc
standard unit rates No out of scope work will be conducted without prior approval from the client
COST EST/MATE
Item # I Description
I Cost
1 I HHW Event -all labor. materials, transportation. and disposal
1$42.71600
ENVIRONME\-1 At, CO\TRACI'ORS
PO BOX 526 CAPEGIRARDEAt3 MO 63702-0526 PHO\F(573)3+4-9437FAX (573)334-0443
City of Cape Girardeau
Quote # IR1311001-revised-12-01-14
12/1/2014
Page 2
ASSUMPTIONS & CLARIFICATIONS:
1) Quote is based on the attached scope of work and im entory plus 20%
2) 5 gallon drum = 35 Ib average weight
3) 55 gallon drum = 350 Ib average weight
4) CYD = 1000 lb average N%cight
5) Line item pricing per listed categories
Basic Corrosive
$310 00/ 55 Ballon
Acidic Corrosive
S310 00/ 55 Ballon
Aerosol cans
S310 00/ 55 gallon
Paint & Paint Related cans
5605 00/CYD
Flammable Liquids (Bulked)
Sl 10 00/ 55 gallon
Mercury devices, compounds elemental
$423 00/ 5 gallon
Pesticides, Herbicide, Poisons- Liquid
5310 00/ 55 gallon
Pesticides, Herbicide, Poisons- Solids
5430 00/ 55 gallon
Oxidizers
5430 00/ 55 gallon
Latex Paint (Packaged in 30 cyd roll off)
$60 00 / Ton
S450 00 transportation
Fluorescent Light Bulbs, HID Light Bulbs
$1 40/pound
Calcium Carbide
S12 75/pound
Methanolic Potassium Hydroxide
S12 75/pound
Mercurous Chloride
$3 59/pound
Used Antifreeze
S80 00/ 55 gallon
Used Oil
No Charge
Disposal Transportation (Hazardous waste and Universal waste)
$850 00/ Transportation
5 gallon drums
$20 00/each
55, 30. & 15 gallon drums
$55 00/each
CYD Hazardous Waste Container
5130 00/each
Labor Rate - technicians *labor 7 00am - 3 00 pm (8 hrs) included in bid
$675 00/ hour
Be assured that all waste will be handled in a safe and environmentally sound manner You are also provided
with the added peace of mind afforded by Inter -Rail Systems. Inc commitment to providing a quality service
if you agree with the cost estimate and attached Terms and Conditions. please execute the document and return a
signed copy to me
If you have any questions or comments; please contact me at 573-450-2481
Sincerely.
Dennis Schuette
Account Manager
inter -Rail Systems. inc
ENVIRON\IE\-iAL CONTRACTORS
P 0 BOX 526 CAPE GIRARDEAV, \10 63702-0526 PHONE (573)334-9437 FAX (573)334-0443
TERMS AND CONDITIONS
City of Cape Girardeau
Quote # IR1311001-revised-12-01-14
12/1/201.1
I Price is valid for sixty (60) days from the date of the quote letter
2 Payment is due thirty (30) days from the date of service
3 Packaging and disposal of additional items or quantities not listed on the original inventory may Incur
additional costs
4 All drummed %%ante materials are packaged in drums that meet current DOT/U\ specifications and are in
good condition suitable for transportation by highway Repackaging or over -packing of drums will incur
additional costs for labor and materials v V
All materials have been correctly identified and named on the inventory provided
6 Inter -Rail Systems' employees or agents may refuse to package and ship any materials which are determined to
contain pathological agents, biological wastes; PCB's. dioxins. radioactive wastes. explosives or possess other
hazards which make them unsafe for handling or shipping
7 An energy and security surcharge is included in the quoted price
Work will be scheduled after Inter -Rail Systems receives a Purchase Order for the amount of service Your
signature Belo« indicates your acceptance of the pricing. terms and conditions set forth in this proposal
PO#
Citv of Cane Girardeau
(Company)
(Name/Title)
Date
(Authorized Signature)
PO information required - Please choose one from below
No PO Required
One time PO provided to left
PO Required Per Pick Up
Annual PO
Please send PO's to this email address below:
purchaseorders@interrailsystems com
ENVIRONNIE\-rAL
CO\TRACI ORS P 0 BOX 526 CAPE GIRARDEAU, MO 63702-0526 PHONE (573)334-9437 FAX (573)334-04.73
CITY Of CAPE GIRARDEAU
PUBLIC WORKS DEPARTMENT
November 7. 2014
Jeff Maevers
Safety-Kleen Corp
201 LaSalle Street
Cape Girardeau. MO 63701
Fax — 573 335-6418
Dear Mr. Maevers,
The City of Cape Girardeau, Public Works Department, Solid Waste Division is soliciting cost
project quotes for a Household Hazardous Waste Collection day that is tentatively scheduled for
either April 2015 or October 2015. The City of Cape Girardeau will only be able to conduct this
collection if it receives partial funding from a Southeast Missouri Solid Waste District grant and
if the City is able to match funds. The grant application requires written documentation from
vendors concerning cost projection of this proposed event. If the City is awarded the grant, it
will be required to request bids for the actual collection event.
This collection will be open to City residents to drop off their household hazardous waste
materials at the 4-H Shelter in Arena Park, Cape Girardeau Missouri from 9:00 a.m. — noon.
This is a one day event only, rain or shine.
Please submit your cost projection based on the following:
Types and amounts of materials collected at the last household hazardous waste collection day
from October 2011. Paper shredding/disposal will be provided by another source. (Listing,
enclosed).
This year we are requesting two quotes based on cost from the 2011 Household Hazardous
Waste Collection totals plus 20%. Include a quote based on the 2011 collection and a quote
based on the 2011 collection minus latex paint, motor oil, kerosene, and antifreeze. Both quotes
need to be broken down by chemical and unit price. Preference may be given to vendors who
submit as a cost not to exceed bid.
Vendor will provide:
1. All labor for segregation. classification and packaging of the waste materials by
experienced chemists in accordance with all DOT. EPA and State regulations.
2. All of the materials required to package the wastes for shipment by highway, including,
drums. packing media. DOT and EPA labels and personal protective equipment.
3. Transportation of all packaged wastes by a fully licensed and insured hazardous waste
transporter.
2007 Southern Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityofcape org/publicworks facebook com/capepublicworks
4. Treatment and disposal of all wastes at a licensed hazardous waste treatment. storage and
disposal facility.
5. All waste will be handled in a safe and environmentally sound manner.
6. A fully completed Hazardous Waste Manifest and Land Disposal Restriction form at the
time of shipment.
7. Provide invoice of total charges and itemized list of types and amounts of materials
collected with on (1) week following the collection day event.
City of Cape Girardeau; Missouri will provide:
1. Forklift and operator to load material onto trailers provided by vendor.
2. Refuse truck, operator and disposal of refuse generated as a direct result of disposable
containers brought in by residents.
3. Container and employee to collect and recycle corrugated cardboard boxes generated as a
direct result of recyclable cardboard brought in by residents.
4. Barricades and directional signs for traffic control.
5. Employees to provide direction; information, and traffic control.
6. Source verification forms.
7. Rental of shelter in Arena Park.
8. Rental of tables and chairs.
9. Rental of portable toilets to be placed in a convenient location at the collection site.
10. Advertisement for the event.
An itemized listing of the types and amounts of materials collected at the 2011 event is enclosed.
Please have cost projection quotes to me by December 2nd. Thank you for your interest in our
event.
If you have any questions, please contact me at 573-339-6787.
Sincerely.
Christie Oswald
Administrative Technician
Public Works Department
City of Cape Girardeau
coswald a,citvofcape.org
573-339-6787
Fax — 573-339-6363
2007 Southern Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityofcape org/publicworks facebook com/capepublicworks
CITY of CAPE GIRARDEAU
PUBLIC WORKS DEPARTMENT
November 10, 2014
Scott Ussery
Inter -Rail Systems; Inc.
3100 Industrial Fuels Dr.
Scott City, MO 63780
Dear Mr. Ussery,
The City of Cape Girardeau, Public Works Department, Solid Waste Division is soliciting cost
project quotes for a Household Hazardous Waste Collection day that is tentatively scheduled for
either April 2015 or October 2015. The City of Cape Girardeau Arill only be able to conduct this
collection if it receives partial funding from a Southeast Missouri Solid Waste District grant and
if the City, is able to match funds. The grant application requires written documentation from
vendors concerning cost projection of this proposed event. If the City is awarded the grant; it
will be required to request bids for the actual collection event.
This collection will be open to City residents to drop off their household hazardous waste
materials at the 4-H Shelter in Arena Park, Cape Girardeau Missouri from 9:00 a.m. —noon.
This is a one day event only, rain or shine.
Please submit your cost projection based on the following:
Types and amounts of materials collected at the last household hazardous waste collection day
from October 2011. Paper shredding/disposal will be provided by another source. (Listing
enclosed).
This year we are requesting two quotes based on cost from the 2011 Household Hazardous
Waste Collection totals plus 20%. Include a quote based on the 2011 collection and a quote
based on the 2011 collection minus latex paint, motor oil, kerosene, and antifreeze. Both quotes
need to be broken down by chemical and unit price. Preference may be given to vendors who
submit as a cost not to exceed bid.
Vendor NA1111 provide:
1. All labor for segregation, classification and packaging of the waste materials by
experienced chemists in accordance with all DOT; EPA and State regulations.
2. All of the materials required to package the wastes for shipment by highway; including
drums, packing media. DOT and EPA labels and personal protective equipment.
3 Transportation of all packaged wastes by a fully licensed and insured hazardous waste
transporter.
2007 Southem Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityotcape org/pubhcworks Tacebook com/capepublicworks
4. Treatment and disposal of all wastes at a licensed hazardous waste treatment, storage and
disposal faclbt)7.
5. All waste will be handled in a safe and environmentally sound manner.
6 A fully completed Hazardous Waste Manifest and Land Disposal Restriction form at the
time of shipment.
7. Provide invoice of total charges and itemized list of types and amounts of materials
collected with on (1) week following the collection day event.
City of Cape Girardeau, Missouri will provide•
1. Forklift and operator to load material onto trailers provided by vendor.
2. Refuse truck. operator and disposal of refuse generated as a direct result of disposable
containers brought in by residents.
3. Container and employee to collect and recycle corrugated cardboard boxes generated as a
direct result of recyclable cardboard brought in by residents.
4. Barricades and directional signs for traffic control.
5. Employees to provide direction. information; and traffic control.
6. Source verification forms.
7. Rental of shelter in Arena Park.
8. Rental of tables and chairs.
9. Rental of portable toilets to be placed in a convenient location at the collection site.
10. Advertisement for the event.
An itemized listing of the types and amounts of materials collected at the 2011 event is enclosed.
Please have cost projection quotes to me by December 2nd. Thank you for your interest in our
event.
If you have any questions. please contact me at 573-339-6787.
Sincerely,
Christie Oswald _ _ -
Administrative Technician
Public Works Department
City of Cape Girardeau
coswaldna citvofcNe.orQ
573-339-6787
Fax — 573-339-6363
2007 Southem Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityofcape org/publicworks facebook com/capepublicworks
CITY Of CAPE GIRARDEAU
PUBLIC WORKS DEPARTMENT
November 10, 2014
Veloia Environmental Services
7 Mobile Ave.
Sauget- IL 62201
Rob Huisinea.
The City of Cape Girardeau. Public Works Department; Solid Waste Division is soliciting cost
project quotes for a Household Hazardous Waste Collection day that is tentatively scheduled for
either April 2015 or October 2015. The City of Cape Girardeau will only be able to conduct this
collection if it receives partial funding from a Southeast Missouri Solid Waste District grant and
if the City is able to match funds. The grant application requires written documentation from
vendors concerning cost projection of this proposed event. If the City is awarded the grant, it
will be required to request bids for the actual collection event.
This collection will be open to City residents to drop off their household hazardous waste
materials at the 4-H Shelter in Arena Park, Cape Girardeau Missouri from 9:00 a.m. — noon.
This is a one day event only, rain or shine.
Please submit your cost projection based on the following:
Types and amounts of materials collected at the last household hazardous waste collection day
from October 2011. Paper shredding disposal will be provided by another source. (Listing
enclosed).
This year we are requesting two quotes based on cost from the 2011 Household Hazardous
--- Waste Collection totals plus 20%.- Include a quote based on the 2011 collection and a quote
based on the 2011 collection minus latex paint; motor oil, kerosene, and antifreeze. Both quotes
need to be broken down by chemical and unit price. Preference may be given to vendors who
submit as a cost not to exceed bid.
Vendor will provide:
1. All labor for segregation; classification and packaging of the waste materials by
experienced chemists in accordance with all DOT, EPA and State regulations.
2. All of the materials required to package the wastes for shipment by highway, including
drums; packing media. DOT and EPA labels and personal protective equipment.
3. Transportation of all packaged wastes by a fully licensed and insured hazardous waste
transporter
4. Treatment and disposal of all wastes at a licensed hazardous waste treatment, storage and
disposal facilit- .
5. All waste will be handled in a safe and environmentally sound manner.
2007 Soutnem Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityotcape org/publicworks facebook com/capepublicworks
6. A fully completed Hazardous Waste Manifest and Land Disposal Restriction form at the
time of shipment.
7. Provide invoice of total charges and itemized list of types and amounts of materials
collected with on (1) week following the collection day event.
City of Cape Girardeau. Missouri will provide:
1. Forklift and operator to load material onto trailers provided by vendor.
2. Refuse truck, operator and disposal of refuse generated as a direct result of disposable
containers brought in by residents.
3. Container and employee to collect and recycle corrugated cardboard boxes Generated as a
direct result of recyclable cardboard brought in by residents.
4. Barricades and directional signs for traffic control.
5. Employees to provide direction; information, and traffic control.
6. Source verification forms.
7. Rental of shelter in Arena Park.
8. Rental of tables and chairs.
9. Rental of portable toilets to be placed in a convenient location at the collection site.
10. Advertisement for the event.
An itemized listing- of the types and amounts of materials collected at the 2011 event is enclosed.
Please have cost projection quotes to me by December 2nd. Thank you for your interest in our
event.
if you have any questions, please contact me at 573-339-6787.
Sincerely,
Christie Oswald
Administrative Technician
Public Works Department
City of Cape Girardeau
coswaldg,citvofc4Pe.ora
573-339-6787
Fax — 573-339-6363
351 Tel
2007 Southern Expressway
ofca e oa%eubi cwoeks M acebook comlcap �63703 ubf cworks 573-33g-6363 Fax
city P 9 P
CITY of CAPE GIRARDEAU
PUBLIC WORKS DEPARTMENT
The 2011 Household Hazardous Waste Collection Day generated 46,266 pounds of
waste, 42,625 was Hazardous Waste materials and 3,641 was paper. Here is the
breakdown of the waste materials collected
Basic Corrosive — 400 lbs
Acidic Corrosive — 400 lbs
Aerosol Cans — 1,200 lbs
Paint related in Cans — 22,000 lbs
Flammable Liquids — 1,200 lbs
Mercury devices — 5 lbs
Pesticide/Herbicide Liquids — 1,600 lbs
Pesticide/Herbicide Solids — 800 lbs
Oxidizer — Liquids — 400 lbs
Latex Paints — 12,000 lbs
Fluorescent bulbs — 2,575 lbs
HID/CFL Lamps — 25 lbs
Calcium Carbide — 5 lbs
Methanolic Potassium Hydroxide — 10 lbs
Mercurous Chloride — 5 lbs
Used Antifreeze — 110 gallons
Used Oil — 400 gallons
2007 Southern Expressway Cape Girardeau, MO 63703 573-339-6351 Tel 573-339-6363 Fax
cityofcape org/publicworks facebook com/capepublicworks
12/08/2014 10:18 5733344454 CONCORD PRINTING PAGE 02102
John Hodges
• ! Account ReprnrFntatiyp
Concord
znsta Print CP11: 573.5765756OirectEsh>tnate
800.7 Lf -7 573-389.3902 0 B00.7G6-Conco 5 rdinn, orn Fax
1htd9na@toncordOnlinr,,com 12 / 08 / 14
UE3IGI�4 PRINT DIRECT MAIL 301 Breadwoy
P.O. Box 699
Capa Glrardtscu, MO 63702.0699
Customer Cl r of Cape Girardeau - Publid Works De ailment Contact Christie Oswald
Description Household Hazardous Waste Mailer -Folded 2 -sides
Specifications:
This estimate is for printing household hazardous waste flyers (8 112" X 11 ") on white 50# offset stock in
4 - colors.
Add for mailing services: addressing, tabbing and mailing $1275.00, Does not include NCOA processing
(update addresses) and does not include postage, which is approximately .282 each
Quantit}-
12500
Price
843105
Ia76. CO
aLL8.os
7711' (-tibtate r,' 960d for .30 dmrs frmn the lake shoron,
?hank ycr,4 far your busirce'e,
Additional Information:
total cost estimate: $5455.55
Quote # 140467_mm
'Aq ,Sao
;2q�/ Do
Page 1 of 1
Oswald, Christie
From: Lane, Kelle [klane@semissourian com]
Sent: Friday, December 05, 2014 4 45 PM
To: Oswald, Christie
Subject: Re Pricing for HHW
Christie
I see an email exchange between you and Gera from November 1, 2013 about the HHW topic
And I found no ads published in 2013 pertaining to the event
Gera does reference in the email this campaign was done in 2011
The size of the ad published was 3col x 9 5", B &W
Publishing on Sun/Wed/and Friday all in the same week would be $1131 45
I hope this is helpful information
Kelle
Kelle Lane
<!--[I f !VMU--> SOLM4EASr MISSOURIAN
Multi -Media Account Executive
573-388-2749
t Linked Fo.
From: <Oswald>, "Oswald, Christie" <coswald@CityofCapeGirardeau org>
Date: Friday, December 5, 2014 10:38 AM
To: "LeGrand, Gera" <glegrand@semissourian.com>, Kelle Lane <klane@semissourian com>
Subject: Pricing for HHW
The City of Cape Girardeau held a Household Hazardous Waste event in October 2013 We did advertising prior
to the event Can you let me know what days we advertised and how much it cost? And how much it would cost
to do the same thing for Fall 2015?
Christie Oswald
Administrative Technician
City of Cape Girardeau -Public Works
573-339-6787
coswald @cityofcape org
12/8/2014
An electronic version of the District Grant Subgrantee Profile and Plan
Implementation Form and the Budget form is available at
http://www.dnr.mo gov/forms/780-1991-f.pdf
Under the "District Grant Forms" section select District Grant Application Form
Form -MO 780-1991 (05/12) for a fill-in .pdf Document. This form includes both
the Subgrantee Profile and the Budget Instructions are available in a "pdf'
format.
Appendix 11 - Page 24
APPENDIX III
Southeast Missouri
Solid Waste Management District
Adopted April 24, 2012
Targeted Materials List
7 points — The project reduces or recycles material(s) listed 1 through 5 on the
District's Targeted Materials List.
5 points — The project supports reduction or recycling of Electronic Waste in a single
county
3 points — The project supports reduction or recycling of Yard Waste in a single
county
NOTE Materials ranked from Highest (1) to Lowest (6) are
1 Fiber (paper, cardboard, etc )
2 Plastics
3 Metal (including containers and other metals)
4 Construction/Demolition
5 Glass
6 Electronic Waste
7 Yard Waste
Appendix III - Page 25
APPENDIX IV
Southeast Missouri Solid Waste Management District
Region R —District Executive Board Members and Staff
Executive Board 782 Third Street
St Mary, Missouri 63673
Honorable Patrick Heaps 573-543-2279
Chairman Email Dennisbovey@yahoo com
Associate Commissioner Ste Genevieve County
Perry County Commission
321 N Main Street
Perryville, Missouri 63775
573-547-4242
Email.
perrycocommission@sbcglobal net
Perry County
Mr C Timothy Morgan
Secretary/Treasurer
Director of Inspection Services
City of Cape Girardeau
401 Independence Street
Cape Girardeau, Missouri 63701
Email:
tmorgan@cityofcapeg irardeau org
573-339-6328
Cape Girardeau County
Honorable Garry Nelson
Presiding Commissioner
Ste Genevieve County Commission
Courthouse
55 S. 3`d Street
Ste Genevieve, Missouri 63670
573-883-5589
Email. sgcocomm2008@yahoo com
Ste Genevieve County
Mr Greg Beavers
City Administrator
City of Farmington
110 W Columbia
Farmington, Missouri 63640
573-756-1701
Email obeavers(d�farmington-mo Qov
St Francois County
Mr Dennis Bovey
Vice -Chairman
Representative of City of St Mary
Honorable Don Barzowski
Presiding Commissioner
Iron County Commission
P O. Box 42
Ironton, Missouri 63650
573-546-2910
Email: dbarzowski@avr2 org
Iron County
Honorable Travis Elfnnk
Presiding Commissioner
Bollinger County Commission
Courthouse
PO Box 110
Marble Hills, Missouri 63764
573-238-1900
Email. jjboll@sospublicmail state mo us
Bollinger County
Honorable Bob Mooney
Presiding Commissioner
Madison County Commission
#1 Courthouse Square
Fredencktown, Missouri 63645
573-783-2176
Email: firebaugnd@yahoo com
Madison County
Appendix IV - Page 26
Staff
Chauncy Buchheit
Executive Director
SEMO Solid Waste Mgmt
1 West St Joseph Street
Perryville, MO 63775
(573) 547-9357
David Grimes
Deputy Director
District SEMO Regional Planning
1 West St Joseph Street
Perryville, MO 63775
(573) 547-8357
Rebecca Pecaut
Administrative Assistant
SEMO Solid Waste Mgmt District
1 West St Joseph Street
Perryville, MO 63775
(573)547-9357
Appendix IV - Page 27
APPENDIX V
Missouri Department of Natural Resources
Solid Waste Management Program
Financial Assistance Program
I. Background Information
The signing of Senate Bill 530 on July 9, 1990, substantially amended Missouri
Solid Waste Management Law Senate Bill 530 contained provisions for financial
incentives to stimulate resource recovery activities within the State of Missouri
The source of these funds is a fee of $2 04 per ton levied at solid waste sanitary
landfills and transfer stations and $1 36 per ton levied at demolition landfills. A
Solid Waste Management Fund has been created pursuant to Section 260 330 1,
for the fees collected from these permitted solid waste management facilities
II. Market Development Financial Assistance - Environmental
Improvement and Energy Resources Authority (EIERA)
Monies for the Market Development Program are also generated from the Solid
Waste Management Fund This program is currently being administered jointly
by the Department of Natural Resources, the Department of Economic Develop-
ment and the lead agency, the EIERA The contact person for information for
this program is Ms Alice Geller, EIERA, P O Box 744, Jefferson City, Missouri
65102, (573) 526-5555
III. Department of Natural Resources' Solid Waste Management -
Financial Assistance Program
Solid Waste Management Districts/Counties/Cities
At least 50% of the moneys remaining in the Fund shall be allocated, upon
appropriation, to participating cities, counties and districts Fifty percent of the
moneys generated within each region shall be allocated to the cities and counties
within the district
Waste Reduction and Recycling Projects
The remaining moneys in the fund shall be used, upon appropriation, to provide
grants or loans for solid waste management projects to any district, county or city
of the state or to any other person or entity involved in waste reduction or
recycling activities
Appendix V - Page 28
APPENDIX VI
MISSOURI POLICY ON RESOURCE RECOVERY
STATEMENT
It is the policy of the State of Missouri to integrate appropriate resource -recovery
philosophies and practices into all relevant activities in order to minimize the amount of
solid waste that requires disposal, reduce environmental and public health threats,
increase the manufacture and use of products made from recycled materials and
preserve our natural resources
GOALS
The goals of this policy are as follows
To incorporate solid waste reduction, recycling, and resource recovery into the solid
waste management activities of state and local governments, industries and citizens
To apply an integrated waste management hierarchy when managing local and regional
solid waste streams to minimize possible environmental impacts associated with any
one technology and to achieve the maximum feasible use of waste reduction, recycling,
and resource recovery This hierarchy is as follows
First -
reduce the amount of solid waste created
Second -
reuse, recycle and compost
Third -
recover and use energy from solid waste
Fourth -
incinerate or dispose of in a sanitary landfill
To facilitate the use of recycled materials by Missouri manufacturers and encourage the
development of markets for recycled materials by incorporating solid waste reduction,
recycling and resource recovery concepts into programs involving procurement,
industrial development, capital works and other appropriate areas
To coordinate technical and financial assistance for solid waste reduction, recycling and
resource recovery in accordance with state and local solid waste management plans
OBJECTIVES FOR STATE GOVERNMENT
State government shall assure that the implementation of state, regional and local solid
waste management systems and plans support the Missouri Policy on Resource
Recovery, the Missouri Solid Waste Management Law and Rules and the Missouri
Resource Recovery Feasibility and Planning Study
State government shall coordinate financial assistance to promote programs for waste
reduction, resource recovery, market development for recovered materials, recycled
materials procurement and solid waste management programs that are in accordance
with the Missouri
Appendix VI - Page 29
Policy on Resource Recovery, the Missouri Solid Waste Management Plan and the
Missouri Resource Recovery Feasibility and Planning Study
State government shall provide a clearinghouse of consumer information regarding the
need to support resource recovery, to utilize and develop new resource recovery
programs around existing enterprises; to promote the development of markets for
recovered materials, to request and purchase recycled products; and to participate in
resource conservation activities and other relevant issues
State government shall update the state's solid waste management plan so it addresses
the state resource recovery policy
State government shall assure that the implementation of state and local solid waste
management systems and plans are based upon the integrated solid waste
management hierarchy
OBJECTIVES FOR LOCAL GOVERNMENT
To promote waste reduction, market development for recovered materials and resource
recovery, local governments, industries and citizens shall coordinate and implement
economically feasible policies for integrated waste management systems, and shall
increase procurement of products made from recycled materials.
Local and regional solid waste management shall be mutually supportive and consistent
with the Missouri Policy on Resource Recovery, the Missouri Solid Waste Management
Law and Rules and the Missouri Resource Recovery Feasibility and Planning Study
Local solid waste management plans shall implement solid waste management systems
based upon the integrated solid waste management hierarchy, protect the public health
and the environment and meet the residential, commercial, industrial and agricultural
needs of the region
OBJECTIVES FOR LEGISLATIVE ACTION
The state legislature shall appropriate funds to fully implement the Missouri Solid Waste
Management Law, especially those areas that implement the state's resource recovery
policy
The state legislature also shall promote legislation consistent with the state resource
recovery policy
Appendix VI - Page 30
Appendix VII
Evaluation Criteria Scoresheet
Project:
NOTE: For education/outreach projects complete A 1., C 1 -4 , E and F For all other projects
complete all sections
Points
A. Consistency of the Proposed Project with State Resource Recovery Priorities
Conformance with the Solid Waste Management Hierarchy
5 points - The project is for waste reduction.
5 points — The project provides education/outreach in support of
recycling/reduction/reuse
3 points — The project is for collection/processing, composting or marketing
development
1 point — The project is for the recovery and use of energy from waste materials
2 Waste Reduction/Recycling Process
9 points — The project results in the reduction of more than one waste stream
component through changes in the design or manufacturing process, or
stimulates the demand for an end -product which utilizes recovered
materials.
7 points — The project results in the reduction of a single waste stream
component through changes in the design or manufacturing process, or
stimulates the demand for an end -product which utilizes recovered
materials
0 points — The project does not result in the reduction of waste stream
components through changes in the design or manufacturing process, or
stimulates the demand for an end -product which utilizes recovered
materials
B. Potential Impact Upon Public/Private Sectors
Community -Based Job Development
5 points — The project is very likely to result in the development and retention of
fobs for the community
3 points — The project has the potential to result in the development and retention
of fobs for the community
1 point — The project does not directly result in the development of fobs for the
community
Appendix VII - Page 31
C. Administrative Considerations
Technical Capability of Applicant
10 points — The applicant has strong technical qualifications for implementing the
project
5 points — The applicant has acceptable technical qualifications for implementing
the project.
1 point — The applicant has questionable technical qualifications for implementing
the project
2 Managerial Capability of Applicant
10 points — The applicant has strong managerial qualifications for implementing
the project.
5 points — The applicant has acceptable managerial qualifications for
implementing the project
1 point — The applicant has questionable managerial qualifications for
implementing the project
3 Operational Experience of Applicant
10 points — The applicant or operator demonstrates the experience and training
needed to implement the project
5 points — The proposal includes a means to obain the training needed to
implement the project
0 points — The applicant or operator does not demonstrate the experience and/or
training needed to implement the project.
4. Project Implementation
10 points — The project is very likely to be implemented in a timely manner,
based upon the timeline provided in the application
5 points — There are concerns about whether the project will be implemented in a
timely manner, based upon the timeline provided in the application or past
experience with this applicant
1 point — The project is unlikely to be implemented in a timely manner.
D. Technical Considerations
Technology
5 points — The technology to be used in the project is a proven technology
(previously operated on a commercial scale)
3 points — The project consists of combining technologies proven individually7
but not simultaneously
0 points — The project utilizes unproven technology(s)
Appendix VII - Page 32
2 Compliance with Federal, State and Local Requirements*
10 points — The proposal demonstrates that all federal, state and local permits,
approvals, licenses or waivers necessary to implement the project have been
obtained and/or demonstrates that permits are not needed
5 points — The proposal demonstrates that all federal, state and local permits,
approvals, licenses or waivers necessary to implement the project have been
applied for
2 points — The proposal indicates awareness of necessary permits but
applications have not been submitted
0 points — The applicant submitted no evidence of obtaining needed permits or
documentation that permits are not needed
3 Landfill Diversion
10 points — The project directly results in a sustainable long-term reduction in the
amount of waste being generated for disposal in Missouri
5 points — The project results in a sustainable intermediate-term reduction in the
amount of waste being generated for disposal in Missouri
1 point — The project results in a one-time reduction in the amount of waste being
generated for disposal in Missouri
4 Targeted Materials List
7 points — The project reduces or recycles material(s) listed 1 through 4 on the
District's Targeted Materials List.
5 points — The project supports reduction or recycling of Electronic Waste in a
single county
3 points — The project supports reduction or recycling of Yard Waste in a single
county.
NOTE- Materials ranked from Highest (1) to Lowest (6) are
1 Fiber (paper, cardboard, etc )
2 Plastics
3 Metal (including containers and other metals)
4 Glass
5 Electronic Waste
6. Yard Waste
E. Economic Feasibility
Private, Not -for -Profits and Public Entities Committed Financing
10 points — All financing for the project is committed and documented
6 points — Sufficient financing for the project is likely, but not yet committed
1 point — The likelihood of the project obtaining sufficient financing is
questionable
Appendix VII - Page 33
2 Applicant's Contribution
10 points — Project financing includes over 50% local match of the total project
costs
5 points — Project financing includes over 33% local match of the total project
costs
3 points — Project financing includes 25% local match of the total project cost
3 Project Site Identification
5 points — The applicant currently owns or leases the site for the proposed
project
3 points — The applicant has identified a site for the project but cannot
demonstrate commitment for obtaining it for the specified use
0 points — The applicant does not identify a site
F. Financial Consideration
Budget
5 points — The project budget is well thought out and reasonable
3 points — The project budget contains some questionable items
1 point — The project budget is incomplete, confusing or problematic
TOTAL POINTS
Appendix VII - Page 34
Miscellaneous Considerations ("Extra Credit" and "Tiebreakers")
Market Viability:
9 points — Includes documented commitments from end -markets for all of the
end -product
5 points — Includes documented commitments from end -markets for 50% of the
end -product
3 points — Includes documented commitments from end -markets for less than
50% of the end -product
0 points — Does not include targeted end -markets for the end -product.
Marketing Strategy:
5 points — The project has a strong marketing strategy.
3 points — The project has an acceptable marketing strategy
1 point — The marketing strategy for the project is questionable
0 points — The project has no marketing strategy included
Partnerships
5 points — The project results in the development of a public/private cooperative
partnership
3 points — The project may result in the development of a public/private
cooperative partnership
0 points — The project does not result in the development of a public/private
cooperative partnership
Supply of Recovered Material(s):
5 points - The applicant provides documentation that sufficient supply of
recovered materials(s) has been secured for the project or that revered
matenal(s) are not needed
3 points — The applicant has identified an adequate supply of recovered
matenal(s) for the project
1 point — Adequate supply of recovered matenal(s) for the proposal are
questionable
TOTAL "Extra Credit"
Name of Reviewer
Signed
Date
Appendix VII - Page 35
APPENDIX VIII
MISSOURI DEPARTMENT OF NATURAL RESOURCES
Guidelines for Planning Information Activities
Maximizing the effectiveness of information activities requires considerable thought and
planning Choosing whether to use written or audio-visual material and how the project
should look depend largely on the purpose of the project The following steps describe
issues and details to decide before any information piece is produced
Definitions:
Information is the range of printed, spoken, recorded, taped, and displayed
communications, and other materials that may be used in media relations, or
in a marketing or education program
Education is systematic instruction delivered to a targeted audience that
facilitates learning through defined objectives, measured content, review, and
evaluation
Objective is a clearly stated goal that defines the desired result of the
information or education program in terms of changes in behavior of the
targeted audience
Target Audience is the specific group of people to receive information or
education
Evaluation is a system for determining the effectiveness of the information or
education program in fulfilling the objective
Time Line is a schedule of deadlines to encourage the development of
realistic objectives and to determine progress over a short period of time
Information Plan
* 1 Define problem to be solved or situation to be changed
* 2 Set objective(s)
* 3 Determine target audience(s)
4 Choose most effective tool to convey message
5 Determine content
* 6 Define method of evaluating effectiveness of tool
Implementation Plan
Determine budget (consider the following)
research costs
production and duplication or printing costs
Appendix VIII — Page 36
distribution costs (shipment, postage, see "Distribution Plan"
below)
2 Set time line
Distribution Plan
* 1 Determine total number to be printed or copied
* 2 Determine possible methods and logistics for distribution
* 3 Decide most effective way to distribute materials or services
* 4 Define method of evaluating effectiveness of distribution
Materials Development
Information and Awareness Tools
fact sheets
technical bulletins
brochures
news releases
public service announcements
paid advertisements
newsletters
periodicals
audio-visual productions
posters
exhibits
public meetings
displays
Creation
1 use most effective writing style and graphics to reach target
audience
2 Review for technical content
3 Edit writing and graphics
*Identifying the department
Credit Missouri Department of Natural Resources as a funding source
when applicable Use full name of the department and its logo
Camera-ready copies of logo are available from the Division
Information Officer, (573) 751-4810 (See "Missouri Department of
Natural Resources Grants Identifying the Department in Grant
Projects for Public Distribution ")
*Using recycled materials
Any printed materials should be produced on recycled paper stock if at
all possible
*Should be addressed in grant applications
Appendix VIII - Page 37
Appendix IX
MISSOURI DEPARTMENT OF NATURAL RESOURCES
Solid Waste Management Program
General Terms and Conditions
Attachment 2
I. Administrative Requirements
These General Terms and Conditions include requirements that are especially pertinent to
solid waste management district grant awards made by the Missouri Department of Natural
Resources (MDNR), Solid Waste Management Program (SWMP) to Missouri's Solid Waste
Management Districts (Districts) These General Terms and Conditions do not set out all of
the provisions of the applicable laws and regulations, nor do they represent an exhaustive
list of all requirements applicable to this award A certain number of these requirements are
emphasized here because they are frequently invoked and their violation is of serious
concern Definitions of terminology used within these General Terms and Conditions are set
forth in Section III of this document
These General Terms and Conditions apply to district grant applications approved and
signed by the District's Executive Board for use of Solid Waste Management Funds
(SWMF) In addition to these terms and conditions, the District and District Subgrantee
must comply with all governing requirements of the District's subgrant award.
A. Use and Award of Solid Waste Management Funds
1. All district funds shall be used for implementation of a solid waste management plan,
district operations, solid waste management, waste reduction, recycling and related
services as approved by the District's Executive Board and the SWMP
2 District grant or subgrant funds shall be awarded by the District for projects that will
implement the District's approved solid waste management plan These funds shall
be used for solid waste management projects as finally approved for funding by the
SWMP However, no district grant or subgrant funds shall be made available for
incineration without energy recovery
3 A District may elect to use more than one fiscal year's allocation of funds to finance a
project
a. Prior to the SWMP encumbering funds for this project, the District shall submit a
request to the SWMP for approval that provides justification for the project and shall
include financial supporting documentation
b Following the SWMP's approval, the District may request that these funds be
disbursed to the District
c All interest income earned by the District shall be obligated to this project until the
total amount needed for the project is reached
4 District grant or subgrant funds shall not be awarded for a project whose applicant is
directly involved in the evaluation and ranking of that particular project
Appendix IX - Page 38
5 District grant or subgrant funds shall not be awarded for a project that displaces
existing resource recovery services, unless the District demonstrates how the
proposed project will result in improved or expanded services.
6 District grant or subgrant funds shall not be awarded for a project that collects solid
waste for disposal on a continuous basis.
7 Any funds awarded and disbursed to a District, which are not expended or
encumbered, for the purpose for which the funds were awarded, shall be repaid by
the District to the SWMP for deposit into the SWMF for reallocation
8 District grant or subgrant funds may be withheld or may be required to be repaid to
the SWMP if the District has an unresolved audit with significant findings or
questioned costs
9 Any funds allocated to a District that are not requested by the District pursuant to the
procedures outlined in 10 CSR 80-9 050, within twenty-four (24) months of the end of
the state fiscal year in which the funds were allocated may be reallocated by the
SWMP pursuant to section 260.335 2, RSMo
10 Special Terms and Conditions may apply to grantees or subgrantees considered
"high risk" in accordance with 260 335 5, RSMo
a The SWMP, in conjunction with the Solid Waste Advisory Board (SWAB), shall
periodically review the performance of Districts and District Subgrantees that
have had significant findings or questioned costs.
b The SWMP may determine and declare that a District or District Subgrantee is
"high risk", if the District or District Subgrantee
I has a history of unsatisfactory performance,
ii is not financially stable,
iii has a management system that does not meet the management
standards set forth in these General Terms and Conditions,
IV has not conformed to terms and conditions of previous awards, or
V is otherwise not responsible
c If SWMP determines that an award will be made to a "high risk" District or District
Subgrantee, then special conditions and/or restrictions shall be set to correspond
to the high risk declaration and shall be included in the award as a separate
attachment
d Special conditions or restrictions may include
I authorizing payment on a reimbursement basis only,
ii withholding authority to proceed to the next phase until receipt of
evidence of acceptable performance within a given funding period,
iii requiring additional, more detailed financial reports,
IV requiring additional project monitoring,
V requiring the grantee or subgrantee to obtain technical or management
assistance, or
Appendix IX - Page 39
VI establishing additional requirements to obtain prior approvals from SWMP
and/or the District, where appropriate
e If the SWMP declares a District or District Subgrantee to be high risk and prior to
imposing special conditions or restrictions, the SWMP will notify the District or
District Subgrantee as early as possible, in writing, of
I the nature of the special conditions/restrictions,
ii the reason(s) for imposing the special conditions/restrictions,
iii the corrective actions that must be taken to abate the problems that gave
rise to the special conditions/ restrictions and the time allowed for
completing such corrective actions, and
IV the method of requesting reconsideration of the special
conditions/restrictions imposed
11 In consideration for the ability to utilize SWMF monies, the District and the District
Subgrantee agree to comply with all applicable terms and conditions of the Financial
Assistance Agreement (FAA) and any documents incorporated therein, including
these General Terms and Conditions Districts must incorporate the General Terms
and Conditions into the District's Subgrantee FAAs and any documents incorporated
therein and either provide copies or make copies available to the District's
Subgrantees
B. Project and Budget Periods
1 District Operations The District's grant and budget period shall cover up to a one (1)
year time period, unless otherwise approved by the SWMP
2 Plan Implementation and District Subgrantee Projects
a Districts are to assign project and budget periods for district subgrants to allow
for up to a two (2) year time period for project completion
b A maximum of one (1) six (6) -month extension may be allowed beyond the two
(2) year completion period when approved by the District's Executive Board All
project and budget period extensions must be documented in executive board
meeting minutes with a copy of the extension and executive board meeting
minutes provided to SWMP
c Any extension of the project or budget periods beyond two (2) years and six (6)
months must have prior approval of the District's Executive Board and the
SWMP
C. Method of Payments and Disbursements
The District must be in compliance with all reporting requirements to receive
disbursements
2 Disbursements from SWMP to the District
Appendix IX - Page 40
L,
a For District Operations Funds allocated to the District are disbursable to the
District by the SWMP for all eligible and approved expenses for performing the
agreed upon scope of services identified in the approved application, required
attachments, and supporting documentation, if applicable In order to receive
funds, the District shall submit original invoices requesting disbursements to the
SWMP as agreed upon per the Attachment 1 of the approved and fully executed
FAA For Districts entering into contracts for district operations, no
disbursements will be made for such expenditures incurred before the SWMP
approval date or after the closing budget date Budget closing dates can be
extended when prior approval has been granted by the SWMP
b For Plan Implementation Projects Funds allocated to the District are disbursable
to the District by the SWMP for all eligible and approved expenses for performing
the agreed upon scope of services identified in the approved application,
required attachments, and supporting documentation, if applicable. In order to
receive funds, the District shall submit original invoices for payment to the SWMP
as agreed upon per the Attachment 1 of the approved and fully executed FAA
No disbursements will be made for district plan implementation expenditures
incurred before the SWMP approval date or after the closing budget date
Budget closing dates can be extended when prior approval has been granted by
the SWMP
c For District Subgrantee Projects Funds are disbursable to the District by the
SWMP for all eligible and approved expenses as specified in the agreed upon
scope of services identified in the approved district subgrantee project
application(s). In order to receive funds, the District shall submit original invoices
and a copy of the fully executed District Subgrantee FAAs supporting the
amounts requested from the SWMP, as agreed upon per the Attachment 1 of the
SWMP's FAA No disbursements will be made for district subgrantee project
expenditures incurred before the SWMP approval date or after the district
subgrantee project closing date Project closing dates can be extended when
prior approval has been granted by the District's Executive Board and SWMP as
provided for in section B., above
d All invoices submitted by the Districts to the SWMP must include -
i the project name, project identification number, and the amount of
allocation funds requested for disbursement for each project,
ii the award amount set forth in the fully executed FAA by the District or
District's Subgrantee, and
iii copies of fully executed FAAs for each project for which the District is
requesting funds, as attachments
e All requests for disbursement must include the following certification signed by
the authorized district official I certify that to the best of my knowledge and belief
the data above are correct and that all outlays were made or will be made in
accordance with the grant or subgrant and that payment is due and has not been
previously requested
Appendix IX - Page 41
f No disbursements will be made for costs incurred before or after the project's
approved budget period or for costs incurred prior to the approval of the project
by the SWMP
g No disbursements will be made for expenditures incurred after the closing budget
period unless a budget time period extension has been granted (See section B.,
above )
3 Payments from the District to the District Subgrantee
a The approved and fully executed FAA between the District and the District
Subgrantee shall include
I the District issued sequential project identification number;
ii the District Subgrantee's name,
Ili the project name,
IV the project start and completion dates,
V a breakdown of award amount from allocation, carryover, and interest,
VI the Subgrantee and District authority signatures,
VII. an executive summary,
viii. project tasks,
ix a budget summary/notes contained in the district subgrantee project
application,
x a requirement that the District will retain 15% of the amount to be paid to
the District Subgrantee until the District Executive Board gives its final
approval of the District Subgrantee's final report and final accounting of
project expenditures,
xi a requirement that records be retained for 3 -years,
xii for a minimum 5 year security interest in buildings, building site
improvements, or equipment costing five thousand dollars or more and
purchased, in whole or in part, with SWMF monies, and
xiii a copy of the District's Special and/or General Terms and Conditions, if
referred to
b Invoices submitted to the District by the District's Subgrantee must include:
the award amount provided in the fully executed FAA, and
the project name, project identification number, and the amount of funds
being requested for reimbursement
c All requests for disbursement must include the following certification signed by
the authorized District Subgrantee official. I certify that to the best of my
knowledge and belief the data above are correct and that all outlays were made
or will be made in accordance with the subgrant and that payment is due and has
not been previously requested
d No reimbursements will be made for costs incurred before or after the project's
approved budget period by the District or for costs incurred prior to the approval
of the project by the SWMP
Appendix IX - Page 42
e No reimbursements will be made for expenditures incurred after the closing
budget period unless a budget time period extension has been granted (See
section B , above)
f Where the District requires match, payments under non -construction subgrants
are to be based on the subgrant sharing ratio as applied to the total project cost
Each invoice submitted to the District must be based on the subgrant sharing
ratio unless the District's subgrant specifically provides for advance payments
g Advance payments may only be made upon a showing of good cause or special
circumstances, as determined by the SWMP. Advance payments will only be
made on a monthly basis to cover estimated expenditures for a 30 -day period or
as otherwise agreed The SWMP will not approve the District advancing more
than 25% of the total amount of the subgrant unless the Subgrantee
demonstrates good cause
h The District shall retain 15% of the funds awarded to the project until a District
Subgrantee's final report has been provided to the District and the District's
Executive Board approves the project's final report and final accounting of
expenditures
The District has the option of making payment directly to a vendor instead of
reimbursing the District Subgrantee In order for payment to be made directly to
a vendor, the District's Executive Board must approve such direct payment for
goods or services being purchased by the District Subgrantee and the goods or
services must have been actually received by the District Subgrantee The
District's Executive Board is nevertheless still bound by the, requirement to retain
15% of the project funds until it approves the final report and final accounting of
expenditures submitted by the District Subgrantee.
The District's Executive Board and the SWMP may approve waiving of the 15%
retention upon written request by the District Subgrantee
D. Withholding of District Funds
1 The SWMP may withhold or reduce district grant awards if the District is not in
compliance with
a The Solid Waste Management Law and regulations,
b Planning requirements pursuant to section 260 325, RSMo,
c All General and Special Terms and Conditions of the District's FAA,
d Audit requirements as set forth in 260 325 10 RSMo and as detailed herein at
Subsection J 5 ,
e Significant audit findings and questioned costs resolution plans, and
f. All reporting requirements and plan revisions detailed in 10 CSR 80-9 050
Appendix IX - Page 43
2 The SWMP may immediately withhold funds for significant audit findings. For other
situations for which the SWMP determines the withholding of funds would be
appropriate, the SWMP shall provide written notice of noncompliance prior to such
withholding, and such notice shall allow at least thirty (30) days for the District to
comply with the requirements contained in the SWMP's notice of noncompliance
3 The SWMP may withhold funds for failure to timely submit reports To determine
whether a report has been timely submitted, the SWMP shall use the postmark date
as the date submitted by the District. If no postmark date is available, the SWMP
shall use the date the SWMP receives the report Withholdings for failure to timely
submit reports shall be done as follows
a If a District fails to submit to the SWMP a complete quarterly report, annual
report, or plan revision (i e., assessment inventory) by the due date indicated in
the SWMP's notice of noncompliance, the SWMP shall withhold and reallocate
funds equal to one percent (1%) of the District's most recent quarterly allocation
for each day past the notice due date
b Extensions from the required due dates are allowed if the following provisions
have been met
The District has requested an extension prior to the notice due date and
the SWMP has granted that extension, and
The District has submitted complete reports by the dates indicated in
previous SWMP approved extensions.
4 The SWMP may withhold disbursements for costs it determines to be inappropriate
or unnecessary In such event, the District shall repay the SWMP or the SWMP shall
withhold from the District's allocation the amount of the costs, following the SWMP's
written request
5 Funds withheld or repaid by a District shall be reallocated by the SWMP to all
Districts that, at the time of the reallocation, are in compliance with all requirements
and have addressed all deficiencies identified in a District's audit to the satisfaction
of the SWMP The reallocation shall be made to Districts in accordance with the
allocation criteria pursuant to section 260 335, RSMo
E. Recordkeeping
1 The District or District Subgrantee shall retain financial records, supporting
documents, and other records pertinent to the subgrant for a period of three years
starting from the date of submission of the final financial status report
2 If any litigation, claim, negotiation, audit, or other action involving the records has
been initiated before the expiration of the 3 -year period, the District or District
Subgrantee shall retain records until completion of the action and resolution of all
issues that arise from it, or until the end of the regular 3 -year period, whichever is
later
3 The SWMP and the Missouri State Auditor's Office and any of their authorized
agents, shall have the right of access to any pertinent books, documents, papers, or
Appendix IX - Page 44
other records of the District or District Subgrantees which are pertinent to the
subgrant, in order to make audits, examinations, excerpts, and transcripts and the
SWMP shall have the right to inspect any and all such documents and records so
long as they are maintained by the District or the District Subgrantee, regardless of
whether the requirement to maintain those records has expired
4 For equipment and building or site improvement records the 3 -year retention period
begins from the date of the disposition, replacement, or transfer of the asset at the
direction of the SWMP or District
5 The District will include these provisions for compliance with the record retention
requirements of these General Terms and Conditions in every subgrant
6 The District's records shall be maintained as public records pursuant to Chapter 610,
RSMo
F. Program Income
1 The District or District Subgrantee is encouraged to earn income to defray program
costs
2. Program income shall be deducted from outlays (i e , expenditures) that may be both
district grant funds and non -district grant funds as described below, unless the
District Grant regulations at 10 CSR 80-9 050 or the FAA specify another alternative
(or a combination of alternatives) In specifying alternatives, the SWMP may
distinguish between income earned by the District and income earned by District
Subgrantees and between the sources, kinds, or amounts of income When the
SWMP authorizes use of the alternatives in paragraphs 2 b. and 2 c of this section,
program income in excess of any limits stipulated shall also be deducted from
outlays
a Deduction Ordinarily program income shall be deducted from total allowable
costs to determine the net allowable costs Program income shall be used for
current costs unless the SWMP authorizes otherwise Program income which
the District or District Subgrantee did not anticipate at the time of the award shall
be used to reduce the SWMP and District contributions rather than to increase
the funds committed to the project
b Addition With the prior written approval of the SWMP, program income may be
added to the funds committed to the FAA by the SWMP and the District The
program income shall be used for the purposes and under the conditions stated
in the FAA
c Cost sharing or matching With the prior written approval of the SWMP, program
income may be used to meet the cost sharing or matching requirement of the
FAA, if applicable The amount of the district grant award remains the same
d Program income after the award period
Appendix IX - Page 45
Program income generated from project activities occurring after the
expiration of the FAA between the District and District Subgrantee
remains with the District Subgrantee
Program income generated from project activities funded from district
grant funds occurring after the expiration of the District's FAA with the
SWMP must be expended in compliance with 10 CSR 80-9 050
G. Interest Income
1. Expenditure of interest income earned on district grant agreement funds must be in
compliance with 10 CSR 80-9 050
2 Interest income earned from grant monies may be used to fund costs as long as
those costs are reimbursable under the provisions established in 10 CSR 80-9 050
and directly benefit the District Subgrant Program and are budgeted and spent as
part of a subgrant approved by the SWMP
3 The expenditure of interest income, like other grant expenditures, must be reported
to the SWMP quarterly on forms provided by the SWMP
H. Match or Cost Share Funding
1. At this time, the SWMP does not require Districts to match state funds allocated
pursuant to 260 335, RSMo
2. The District may elect to require a matching share from their District Subgrantees
The matching share will usually be prescribed as a minimum percentage In-kind
(non-cash) contributions are allowable project costs when the in-kind contributions
directly benefit and are specifically identifiable to the project or program. Any in-kind
match must be assigned a fair market value stated in dollars and the rationale used
to calculate the value must be provided Neither costs nor the values of third party
in-kind contributions count towards satisfying a cost sharing or matching requirement
of a subgrant agreement if such costs have been or will be counted towards
satisfying a cost sharing or matching requirement of another SWMF subgrantee
agreement, a SWMF procurement contract, or any other award of SWMF funds.
MDNR funds from another MDNR grant or subgrant shall not count towards
satisfying a cost sharing or matching requirement of a district subgrant agreement
Any match funds are considered state funds and may only be used for purposes
allowed by 10 CSR 80-9 050
I. Financial Management Systems
The financial management systems used by Districts and District Subgrantees must be
in accordance with generally accepted accounting principles and meet the following
standards
1 Financial Reporting Accurate, current, and complete disclosure of financial results
of financially assisted activities must be made in accordance with the financial
reporting requirements of the subgrant.
Appendix IX - Page 46
2 Accounting Records Records shall be maintained that adequately identify the
source and use of funds provided for financially assisted activities These records
must contain information pertaining to subgrant awards and authorizations,
restrictions on use of funds, obligations, unobligated balances, assets, liabilities,
outlays or expenditures, and income, permit preparation of reports required by the
SWMP, permit the tracing of funds to a level of expenditures adequate to establish
that such funds have not been used in violation of the restrictions and prohibitions of
applicable statutes,
3 Internal Control Effective control to prevent loss or misuse and accountability shall,
be maintained for all District and District Subgrantee cash, real and personal
property, and other assets Subgrantees must adequately safeguard all such
property and must assure that it is used solely for authorized purposes;
4 Budget Control Actual expenditures or outlays must be compared with budgeted
amounts for each subgrant,
5 Allowable Costs Allowability of costs shall be determined in compliance with the
Solid Waste Management Law and the implementing rules as well as cost principles
contained in Office of Management and Budget Circular No A-87 for state and local
governments (Attachment A), and Office of Management and Budget Circular No A-
122 (Attachment B) for nonprofit organizations The District Grant rules and
regulations at 10 CSR 80-9 050, and the subgrant scope of work will be followed in
determining the reasonableness, allowability, and allocability of costs. The District
and its Executive Board are responsible for ensuring proper use of the SWMF
Districts will repay the amount of any improperly expended funds to the SWMP.
6 Eligible and Ineligible Costs. Eligible and ineligible costs may vary depending on the
services, materials, and activities being performed The District shall refer to 10 CSR
80-9 050(2)(D) for specifics for district fund use. Items not listed in 10 CSR 80-
9 050(2)(D) or in sections (3)(A) District Operations, Eligible Costs and (4)(B) Plan
Implementation Projects, Eligible Costs may be allowed with prior approval of the
District's Executive Board and SWMP,
7. Source Documentation Accounting records must be supported by such source
documentation as cancelled checks, paid bills, payrolls, time and attendance
records, contract and subgrant award documents Appropriate electronic verification
of cleared checks may also be considered source documentation in lieu of actual
cancelled checks The documentation must be made available by the District or
District Subgrantee at the SWMP's request, and
8 The District shall have procedures in place to minimize the time lapsed between
money disbursed by the SWMP and money spent by the District or District
Subgrantee
J. Reporting of Program Activities
The District shall submit to the SWMP
1 District Annual Report The District shall submit within 120 days following the close
of the dust completed state fiscal year the following information
Appendix IX - Page 47
a Goals and accomplishments,
b Types of projects and results during the fiscal year,
I Projects resulting in tonnage diversion from landfills Include the number
and cost of the projects, tons diverted, and average cost per ton diverted
Identify separate statistics for items banned and not banned from landfills,
ii Projects not resulting in tonnage diversion including the number and cost
of projects, and
iii Projects closed
c A description of the grant proposal evaluation process, and
d District council and executive board members list names along with the
organization represented
2 Quarterly Report(s) On quarterly status report forms provided by the SWMP, the
District shall submit the following information to the SWMP thirty (30) days after the
end of each state fiscal year quarter (Note State fiscal year quarters end on
September 30, December 31, March 31, and June 30 Quarterly reports are due on
October 30, January 30, April 30, and July 30 respectively )
a Project status For each plan implementation and district subgrantee project in
progress, the District shall provide
I The details of progress addressing the project tasks outlined in the plan
implementation application or subgrantee financial assistance agreement,
ii Problems encountered in project execution,
iii Budget adjustments made within budget categories, with Justifications,
IV The weight in tons of waste diverted for each type of recovered material
utilized in the project for the most recent quarter following the
implementation of the diversion activity or other measurable outcomes, as
appropriate,
V A copy of an amended District Subgrantee FAA, if appropriate,
VI Other information necessary for proper evaluation of the progress of the
projects, and
vii In the event that a time period for a project is less than a full year, only
quarterly information appropriate to the project time period need be
included in the district report
b District Operations Status- For the district operations status report, the District
shall provide
I The details of progress in completing the district operations tasks outlined
in the district operations application,
ii Problems encountered in district operations,
iii Required budget amendments, and
IV Other information necessary for proper evaluation of district operations
Appendix IX - Page 48
c Project Financial Summary. For each grant (district operations, plan
implementation and district subgrantee project) the District shall provide
I The original award amount taken from the accrued allocation held by the
SWMP,
ii Any district carryover used to fund a project or district operations;
iii Any accrued interest income used to fund a project or district operations,
IV Total grant award for that project or district operations (The total J 2 c i,
J 2 c ii, and J 2 c.iii),
V Cumulative amount of District disbursement of funds to each District
Subgrantee or to the District during that reporting period,
vi Balance of that district subgrant project or district operations during that
reporting period,
vii. Any carryover funding held by the District that has not been obligated for
projects or district operations, and
viii Any accrued interest income held by the District that has not been
obligated for projects or district operations
3 Final Project Reports The District shall submit to the SWMP a final report for each
plan implementation or district subgrantee project that shall contain the same
information as described for project status in J 2 a as well as a comparison of actual
accomplishments to the goals established and a description of how goals were met,
not met, or were exceeded Final Project Reports shall be provided along with the
next quarterly report submitted by the District (i e., thirty (30) days after the end of
the next state fiscal year quarter )
4 Assessment Inventory. Pursuant to section 260 325, RSMo, the District Executive
Board shall review the District's recycling and solid waste management planning
activities at least every twenty-four (24) months for the purpose of evaluating the
District's progress in expanding and improving waste reduction and recycling efforts
within their District and shall submit revisions to planning information to the
Department and District Executive Board or Council At a minimum, the District
Executive Board shall submit revisions by April 1 of each odd numbered year that
include, but are not limited to
a An inventory of solid waste services in the planning area on forms provided by
the SWMP Service information shall include:
I the solid waste collection services available to residential and commercial
customers,
ii the recycling services available to residential and commercial customers,
ill the services available for management of items banned from Missouri
landfills, pursuant to section 260 250, RSMo, and
IV the services available for management of household hazardous wastes
b Pursuant to section 260 320 3, RSMo, a list of advisory boards, members of each
and documentation of meetings, and
c A description of illegal dumping identification, public education, and household
hazardous waste activities and programs established by the District Executive
Board, pursuant to section 260 320 3, RSMo.
Appendix IX - Page 49
5. Financial Audit Requirements
a The District's Executive Board shall have their records audited by a certified
public accountant or firm of certified public accountants pursuant to section
260 325, RSMo Districts receiving two hundred thousand dollars or more of
financial assistance shall have annual independent financial audits and Districts
receiving less than two hundred thousand dollars of financial assistance shall
have independent audits at least once every two (2) years The due date for
audit reports will be within one hundred eighty (180) days of the close of the
District's fiscal year.
b The District's Executive Board shall address all deficiencies identified in a
District's audit to the satisfaction of the SWMP Districts failing to adequately
address deficiencies identified in the audit may have funds withheld or may be
required to repay any and all disbursements of funds in accordance with 10 CSR
80-9 050(9) Withholding of District Funds
c. For questioned costs that the SWMP determines to be inappropriate or
unnecessary, the District shall repay the SWMP or the SWMP shall withhold from
the District's allocation the amount of the cost
d The SWMP may withhold or reduce district grant awards until the District is in
compliance with the audit requirements, and has resolved significant audit
findings and questioned costs
e The basic financial statements and required supplementary information shall be
audited and provide, at a minimum, for all fund types and account groups in
accordance with generally accepted government auditing standards and include
the following
I An Independent Auditor's Report on the Financial Statements and
Schedule of Receipts and Expenditures of State Awards
ii Management's Discussion and Analysis (MDA) providing an analytical
overview of the district's financial activities.
iii. Basic Financial Statements
1) With statements identifying, at a minimum, the following accounts
a) Assets cash, investments, receivables, fixed assets
b) Liabilities. accounts payable, deferred grant revenue, deferred
interest revenue
c) Net Assets
d) Revenues grant revenue, program income, interest revenue,
and other revenue
2) With the following minimum statements
a) Statement of Net Assets
b) Statement of Activities
c) Fund Financial Statements
3) Notes to the Financial Statements
IV Schedule of Receipts and Expenditures of State Awards
1) The schedule for each subgrant including district operations shall
include, at a minimum, subgrant period, subgrant project number,
Appendix IX - Page 50
subgrantee name, subgrant award amount, prior period subgrant
funds expended, current period subgrant amount expended,
program income earned and expended, as applicable, interest
income earned and expended, as applicable, subgrant amount
remaining available, program income amount remaining available,
and unobligated amount by source as identified by the District's
Executive Board
2) Notes to the Schedule of Receipts and Expenditures of State
Awards
v Report on Internal Controls over Financial Reporting and on Compliance
and Other Matters Based on an Audit of Financial Statements Performed
in Accordance with Government Auditing Standards, issued by the
Comptroller General of the United States
V1 Schedule of Findings and Questioned Costs, if applicable
vii Corrective Action Plan, if applicable
viii Summary Schedule of Prior Audit Findings and Questioned Costs
6 Performance Reports
a The SWMP pursuant to 260 335 5 RSMo may require the District Grantee or
Subgrantee to submit periodic reports and such other data as are necessary,
both during the grant or subgrant period and up to five years thereafter to ensure
the Grantee or Subgrantee complies with the specific goals and implementation
dates contained in their grant or subgrant application and that grantees or
subgrantees shall be contractually obligated to fulfill same
b The District Grantee or Subgrantee shall file quarterly program status reports
during the grant or subgrant period including waste material diversion tonnage
information, as established in the grant or subgrant application
The District Grantee or Subgrantee acquiring equipment from district grant funds
shall thereafter provide an annual waste material diversion tonnage report for a
period of up to four years after the expiration of the grant period, but no longer
than a five year period in total The annual waste material diversion tonnage
report shall be due to the district from the grantee or subgrantee by September
30 of each year The district shall be responsible for submitting all such annual
waste material diversion tonnage reports for the applicable district to the SWMP
along with the district's annual report
K. Performance Audits and Other Examinations or Reviews
The SWMP or its designees have the right to conduct audits, examinations or reviews of
the District or District Subgrantees at any time
1 Audits or examinations must confirm that records accurately reflect the operations of
the District, the internal control structure provides reasonable assurance that assets
are safeguarded, and the District or District Subgrantee is in compliance with
applicable laws and regulations
Appendix IX - Page 51
2 A District or a District Subgrantee receiving SWMF which are audited shall address
all deficiencies identified in the audit to the satisfaction of the SWMP and/or the
District
3 The District's Executive Board shall address all deficiencies identified in a District's
audit to the satisfaction of the SWMP Districts failing to adequately address
deficiencies identified in the audit may have funds withheld or may be required to
repay any and all disbursements of funds in accordance with 10 CSR 80-9 050(9)
Withholding of District Funds
4 For questioned costs that the SWMP determines to be inappropriate or unnecessary,
the District shall repay the SWMP or the SWMP shall withhold from the District's
allocation the amount of the cost
5 The SWMP may withhold or reduce district grant awards until the District is in
compliance with the audit requirements and has resolved significant audit findings
and questioned costs
L. Budget and Scope of Work Revisions
The District and District Subgrantees are permitted to rebudget within the approved
direct cost budget to meet unanticipated requirements However, the District and District
Subgrantees must request approval in writing to revise budgets and scopes of work
under the following conditions
For non -construction projects, the District and District Subgrantees shall obtain the
prior approval of the SWMP, unless waived in writing by the SWMP, for cumulative
transfers among direct cost categories, or, if applicable, among separately budgeted
programs, projects, functions, or activities when the accumulative amounts of such
transfers exceed or are expected to exceed 10% of the current total approved budget
which includes current year grant award amount, carryover amount, and interest
income amount, whenever the SWMP's share exceeds $100,000
2 For construction and non -construction projects, the District and District Subgrantees
shall obtain prior written approval from the SWMP for any budget revision which
would result in the need for additional SWMF monies
3 For combined non -construction and construction projects, the District and District
Subgrantee must obtain prior written approval from the SWMP before making any
fund or budget transfer from a non -construction project to a construction project or
vice versa
4 The District or District Subgrantee under non -construction projects must obtain prior
written approval from the SWMP whenever contracting out, subgranting or otherwise
obtaining a third party to perform activities, which are central to the purpose of the
award
5 Changes to the scope of services described in the application and FAA must receive
prior approval from the District or SWMP, as applicable Approved changes in the
scope of work or budget shall be incorporated by written amendment to the FAA with
Appendix IX - Page 52
copies immediately provided to SWMP upon the obtaining of the District and District
Subgrantee's official signatures
6 To extend the subgrant past the original completion date, see section B , above
M. Equipment
Equipment is defined in Section III below The District and District Subgrantee agree
that any equipment purchased pursuant to this agreement shall be used for the
performance of services under the FAA during the term of the FAA Notwithstanding
anything to the contrary contained in this agreement, the equipment shall not be
removed from the State of Missouri without the written approval of the SWMP
The following standards shall govern the utilization and disposition of equipment
acquired with District or District Subgrantee funds
1 Title to equipment acquired under a grant or subgrant will vest with either the District
or District Subgrantee upon acquisition
a Equipment shall be used by the District or District Subgrantee in the program or
project for which it was acquired as long as needed, whether or not the project or
program continues to be supported by SWMF When no longer needed for the
original program or project, the equipment may be used in other activities
currently or previously supported by the SWMP or MDNR
b The District or District Subgrantee shall not transfer, sell, or pledge any assets
including equipment purchased using SWMF monies during the term of the grant
and for four years thereafter without first obtaining the prior written consent of the
SWMP
c The District or District Subgrantee shall not sell, give away, relocate, or abandon
the assets including equipment without the SWMP's prior written approval
d The District or District Subgrantee shall also make equipment available for use
on other projects or programs currently or previously supported by the SWMP or
other MDNR programs, if such use will not interfere with the work on the projects
or program for which it was originally acquired First preference for other use
shall be given to other programs or projects supported by the SWMP or MDNR
User fees should be considered, if appropriate This fee may be considered
program income See Section F, above
e The District or District Subgrantee must not use equipment acquired with SWMF
to provide services for a fee to compete unfairly with private companies that
provide equivalent services, unless specifically allowed by state law.
f When acquiring replacement equipment, the District or District Subgrantee may
use the equipment to be replaced as a trade-in or sell the equipment and use the
proceeds to offset the cost of the replacement equipment, subject to the prior
written approval of the SWMP or District
Appendix IX - Page 53
g The District or District's Subgrantee hereby agrees that any equipment
purchased pursuant to this agreement shall be used for the performance of
services under this agreement during the term of this agreement, and for four
years thereafter. The District or District's Subgrantees shall annually submit a
statement as provided by the District certifying that the use(s) of said equipment
is for project activities Use(s) of said equipment for activities not related to the
performance of services of this agreement must be reported in quarterly reports
required by this agreement
2 Equipment Management The District's and District Subgrantee's procedures for
managing equipment (i e , including replacement equipment), whether acquired in
whole or in part with subgrant funds, will, at a minimum, meet the following
requirements until disposition takes place.
a Equipment records must be maintained that include a description of the
equipment, a serial number or other identification number, the source of the
equipment, who holds the title, the acquisition date, cost of the equipment,
percentage of state participation in the cost of the equipment, and the location,
use and condition of the equipment, and any ultimate disposition data including
date of disposal, and sale price of the equipment
b A physical inventory of the equipment must be taken and the results reconciled
with the equipment records at least once every two years
c A control system must be developed to ensure adequate safeguards to prevent
against loss, damage, or theft of the equipment. Any loss, damage, or theft shall
be reported to and investigated by local authorities
d The control system shall include permanent tagging of equipment to identify the
equipment as belonging to the District or being funded by district grant funds.
e For all equipment purchased, in whole or in part, with SWMF, the District or
District Subgrantee shall procure and maintain insurance covering loss or
damage to equipment purchased with a District or District Subgrantee award,
with a financially sound and reputable insurer in such amounts and covering such
risks as are usually carried by similarly situated companies engaged in the same
or similar business Alternatively, the Subgrantee may provide documentation of
self-insurance to cover the amount of the equipment purchased
f The District and District Subgrantee must utilize adequate maintenance
procedures to keep the equipment in good condition
g If the District or District Subgrantee is authorized or required to sell the
equipment, proper sales procedures must be established to ensure the highest
possible return
3 Security Interest in Equipment
a The District hereby grants to the SWMP, its successors and assigns a security
interest in all equipment purchased by the District for five thousand dollars or
more, in whole or in part, with SWMF monies
Appendix IX - Page 54
I The District hereby agrees to apply the funding provided for equipment to
the purchase of the equipment specified in the FAA as negotiated with the
SWMP
ii The security interest in equipment owned by the District shall be
equivalent to the amount of funding provided by SWMP for the purchase
of the equipment Unless the SWMP notifies the District in writing of a
material breach of the FAA or any documents incorporated herewith, the
security interest of SWMP shall decrease at a rate of 20% of the provided
funding per year, beginning one year from the purchase date shown on
the equipment invoice
iii The District hereby covenants that it will not transfer, sell, or pledge the
SWMP's security interest in the equipment as collateral for any
indebtedness without first obtaining the prior written consent of the
SWMP When the security interest is fully depreciated, the SWMP will,
on written demand by the District, send the District a termination '
statement that the SWMP no longer claims a security interest in the
financing statement (identified by file number)
IV If the equipment owned by the District is purchased with SWMF monies
and is required to be titled through the Missouri Department of Revenue
(MDOR), the SWMP must be listed as a lien holder on said title The
District must provide the SWMP a clear title to be held until the security
interest (lien) has been fully depreciated In the case of more than one
lien holder, the District must provide the SWMP with documentation that
the SWMP is listed as a lien holder on the title
V If the equipment owned by the District is purchased with SWMP monies
and is not required to be titled through MDOR, the District must provide
the SWMP with documentation that the SWMP is listed as a lien holder
on the certificate of title, UCC -1 form, or other security instrument
VI It is the responsibility of the District to obtain the proper forms and meet
all requirements regarding the use of such forms This documentation
must be obtained within 30 days of purchase
b The District Subgrantee hereby grants to the District, its successors, and assigns
a security interest in all equipment purchased by the District Subgrantee for five
thousand dollars or more, in whole or in part, with SWMF monies
I The District Subgrantee hereby agrees to apply the funding provided for
equipment to the purchase of the equipment specified in the FAA as
negotiated with the District
ii The security interest in equipment owned by the District Subgrantee shall
be equivalent to the amount of funding provided by the District for the
purchase of the equipment Unless the SWMP or District notifies the
District Subgrantee in writing of a material breach of the FAA or any
documents incorporated herewith, the security interest of the District may
'decrease at a rate of 20% per year, beginning one year from the
purchase date shown on the equipment invoice
iii The District Subgrantee hereby covenants that it will not transfer, sell, or
pledge the District's security interest in the equipment as collateral for any
indebtedness without first obtaining the prior written consent of the
District When the security interest is fully depreciated, the District will, on
written demand by the District Subgrantee, send the District Subgrantee a
Appendix IX - Page 55
termination statement that the District no longer claims a security interest
in the financing statement (identified by file number)
IV If the equipment owned by the District Subgrantee is purchased with
SWMF monies and is required to be titled through the MDOR, the District
must be listed as a lien holder on said title The District's Subgrantee
must provide the District a clear title to be held until the security interest
(lien) has been fully depreciated In the case of more than one lien
holder, the District's Subgrantee must provide the District with
documentation that the District is listed as a lien holder on the title
V If the equipment owned by the District Subgrantee is purchased with
SWMF monies and is not required to be titled through MDOR, the
District's Subgrantee must provide the District with documentation that
the District is listed as a lien holder on the certificate of title, UCC -1 form,
or other security instrument
VI It is the responsibility of the District's Subgrantee to obtain the proper
forms and meet all requirements regarding the use of such forms This
documentation must be obtained within 30 days of purchase
4 When original or replacement equipment acquired by the District or District's
Subgrantee with SWMF monies is no longer needed for the original project or
program or for other activities currently or previously supported by the MDNR, the
equipment shall be disposed of as follows
a Items of equipment with a current per-unit fair market value of less than five
thousand dollars may be retained, sold or otherwise disposed of with no further
obligation to the SWMP or the District
b For items of equipment with a current per unit fair market value of five thousand
dollars or more
When the equipment is District owned, the SWMP shall have a right to an
amount calculated by multiplying the current market value or proceeds
from sale by the SWMP's remaining interest in the equipment as
established in M 3 a ii of this agreement
When the equipment is owned by a District Subgrantee, the District shall
have a right to an amount calculated by multiplying the current market
value or proceeds from sale by the District's remaining interest in the
equipment as established in M 3.b ii of this agreement
c When appropriate disposition actions are not taken by the equipment owner
For District owned equipment, the SWMP may direct the District on how
to dispose of the equipment
For District Subgrantee owned equipment, the District may direct the
District Subgrantee on how to dispose of the equipment
d If the equipment owner is put on notice by either the SWMP or the District that
grant assets are not being used for the intended purpose, then
Appendix IX - Page 56
For District owned equipment, the District shall not sell, give away, move,
relocate, abandon or dispose of the asset without the SWMP's prior
written approval
For District Subgrantee owned equipment, the District's Subgrantee shall
not sell, give away, move, relocate, abandon or dispose of the asset
without the District's prior written approval
N. Buildings or Site Improvements
Buildings or site improvements is defined in Section III below The District or District
Subgrantee agrees that any buildings or site improvements purchased pursuant to this
agreement shall be used for the performance of services under the FAA during the term
of the FAA Notwithstanding anything to the contrary contained in this agreement, the
buildings or site improvements shall not be removed from the State of Missouri without
the written approval of the SWMP
The following standards shall govern the utilization and disposition of buildings or site
improvements acquired with district funds
1 Title to buildings or site improvements acquired under a grant will vest with either the
District or District Subgrantee upon acquisition.
a The funding provided for buildings or site improvements specified in the FAA as
negotiated with the SWMP or District shall be used for acquisition of the buildings
or site improvements
b The District or District Subgrantee shall not transfer, sell, or pledge any assets
including buildings or site improvements purchased using SWMF monies during
the term of the grant and for four years thereafter without first obtaining the prior
written consent of the District and SWMP
c The District or District Subgrantee shall not sell, give away, relocate, or abandon
the assets including buildings or site improvements without the District and
SWMP's prior written approval
d The District or District Subgrantee must not use the buildings or site
improvements acquired with SWMF to unfairly compete with private companies
that provide equivalent services, unless specifically permitted or contemplated by
state law
e Buildings or site improvements constructed or purchased pursuant to this
agreement shall be used for the performance of services under this agreement
during the term of the FAA, and for four years thereafter Annually a statement
must be submitted to the District certifying that the use of said buildings or site
improvements is for project activities The District shall provide and use a form
for such statement
2 Buildings or Site Improvements Management The District's or Subgrantee's
procedures for managing buildings or site improvements whether acquired in whole
or in part with subgrant funds, will, at a minimum, meet the following requirements
until disposition takes place
Appendix IX - Page 57
a A control system must be developed to ensure adequate safeguards to prevent
against loss, damage, or theft of the buildings or site improvements Any loss,
damage, or theft shall be reported to and investigated by local authorities
b For all buildings or site improvements purchased, in whole or in part, with SWMF,
the District or District Subgrantee shall procure and maintain insurance covering
loss or damage to buildings or site improvements, with a financially sound and
reputable insurer in such amounts and covering such risks as are usually carried
by similarly situated companies engaged in the same or similar business
3 Security Interest in Buildings or Site Improvements
a When buildings or site improvements are acquired with SWMF monies under this
agreement, the following conditions apply or equivalent conditions are required to
be set by the District and certified as appropriate by the District's legal counsel:
b The District shall grant to the SWMP, its successors, and assigns a security
interest or lien in all buildings or site improvements purchased or constructed for
five thousand dollars or more, in whole or in part, with SWMF monies
i For such buildings or site improvements to be owned by the District, the
SWMP must be granted a security interest or lien and be listed as the lien
holder. The District shall complete a deed of trust or certificate of title,
whichever applies, and return a copy of such document along with the
FAA packet to the SWMP
Ii The security interest or lien shall be equivalent to the amount of funding
provided by the SWMP
iii The District hereby covenants that it will not transfer, sell or pledge the
SWMP's security interest in the buildings or site improvements as
collateral for any indebtedness whatsoever without first obtaining the prior
written consent of the SWMP
IV If the District is granting the security interest to the SWMP, the District
must provide a copy of the documentation to the SWMP showing that the
SWMP is listed as a lien holder on the certificate of title, the deed of trust,
or other security instrument
V Unless the SWMP notifies the District in writing of a material breach of the
FAA or any documents incorporated herewith, the security interest of the
SWMP shall decrease at a rate of 20% per annum, beginning one year
from the date the financing statement is fully executed
vi When the security interest is fully depreciated, the SWMP will, on written
demand by the District, send the District a termination statement that a
security interest in the financing statement is no longer claimed
The District Subgrantee hereby grants to the District, its successors, and assigns
a security interest or lien in all buildings or site improvements purchased or
constructed by the District Subgrantee for five thousand dollars or more, in whole
or in part, with SWMF monies
For such buildings or site improvements to be owned by the District
Subgrantee, the District must be granted a security interest or lien and be
Appendix IX - Page 58
listed as the lien holder. The District Subgrantee shall complete a deed of
trust or certificate of title, whichever applies, and return a copy of such
document along with the FAA packet to the District
ii The security interest or lien shall be equivalent to the amount of funding
provided by the District
iii The District Subgrantee hereby covenants that it will not transfer, sell or
pledge the District's security interest in the buildings or site improvements
as collateral for any indebtedness whatsoever without first obtaining the
prior written consent of the District
IV If the District Subgrantee is granting the security interest to the District,
the District Subgrantee must provide the District a copy of the
documentation showing that the District is listed as a lien holder on the
certificate of title, the deed of trust, or other security instrument
V Unless the SWMP or the District notifies the District Subgrantee in writing
of a material breach of the FAA or any documents incorporated herewith,
the security interest of the District may decrease at a rate of 20% per
annum, beginning one year from the date the financing statement is fully
executed
VI When the security interest is fully depreciated, the secured party will, on
written demand by the debtor, send the debtor a termination statement
that a security interest in the financing statement is no longer claimed.
4 When a building or site improvement acquired by the District or District Subgrantee is
no longer needed for the original project or program or for other activities currently or
previously supported by the MDNR, the building or site improvement shall be
disposed of as follows
a. Buildings or site improvements with a current fair market value of less than five
thousand dollars may be retained, sold or otherwise disposed of with no further
obligation to the SWMP or the district
b For a building or site improvement with a current fair market value of five
thousand dollars or more
When a building or site improvement is District owned, the SWMP shall
have a right to an amount calculated by multiplying the current market
value or proceeds from the sale by the SWMP's remaining interest in the
building or site improvement as established in N 3 b v of this agreement
When the building or a site improvement is owned by a District
Subgrantee, the District shall have a right to an amount calculated by
multiplying the current market value or proceeds from sale by the
District's remaining interest in the building or a site improvement as
established in N 3 c v of this agreement
c When appropriate disposition actions fail to be taken by the building or site
improvement owner
For District owned buildings or site improvements, the SWMP may direct
the District on how to dispose of the building or site improvement
Appendix IX - Page 59
For District Subgrantee owned buildings or site improvements, the District
may direct the District Subgrantee on how to dispose of the buildings or
site improvements
d. If the building or site improvement owner is put on notice by either the SWMP or
the District that grant assets are not being used for the intended purpose, then
For District owned buildings or site improvements, the District shall not
sell, give away, move, relocate, abandon or dispose of the asset without
the SWMP's prior written approval
For District Subgrantee owned buildings or site improvements, the
District's Subgrantee shall not sell, give away, move, relocate, abandon,
or dispose of the asset without the District's prior written approval
O Public Access and Transparency.
1 Districts shall be "public governmental bodies" as that term is defined in Chapter 610
RSMo, commonly known and referred to as the Missouri Sunshine Law
Consequently, Districts shall maintain records, conduct meetings, and provide
access as required in that Chapter
2 The District shall either have a principal designated office with established office
hours or provide all District records including postings of meeting and other public
notices required open under Chapter 610 RSMo through an Internet website
Principal designated offices of districts in order to be open to the public must be
located in commercial, governmental or stand-alone buildings not used as a
residence as defined herein
P. Travel.
Travel will be conducted according to the District's written travel policy and procedures
with the following additional limitations imposed by the SWMP which are based on
Internal Revenue Service guidelines
1. Travel expenses are limited to actual expenses that are reasonable and necessary
as determined by the Department The method of travel shall be that which is most
economical and advantageous to the grant or subgrant funds
2 Out-of-state travel must be approved in advance of travel by the SWMP The District
or District Subgrantee must provide a written justification for such travel, which shall
include the purpose of the trip and how it relates to the scope of the project The
District or District Subgrantee shall not incur out-of-state travel expenses on project
business until receiving written approval by the SWMP. Out-of-state travel requests
may be included as part of the annual District Operations or Subgrant approval
process or separately as the need for travel arises after original approval of District
Operations or the Subgrant
a. Travel by personal vehicle instead of air travel, shall be limited to the District or
District Subgrantee's established mileage allowance as stated in their written
travel policy (not to exceed the state rate) plus any actual expenses that would
have been allowed or provided if taking air transportation
Appendix IX - Page 60
b. If traveling by air, the total allowable costs cannot exceed the reasonable coach
fare available at the time to the same destination
c No meals, additional lodging, or incidentals will be reimbursed for personal
extended stays while traveling
d. Reimbursement for out-of-state travel by train or bus shall not exceed the actual
cost of the train or bus fare, plus any actual expenses that would have been
allowed or provided if taking air transportation
2 Meal costs shall be allowed during project -related travel, in-state or out -of state,
provided that there are at least twelve consecutive hours of travel involved The
District or District Subgrantee will indicate on the travel expense voucher "twelve
hour status" and provide time records as back up documentation. Twelve-hour travel
status includes the allowable breaks for meals in the District's or District
Subgrantee's travel policy A definition of eligible meals is provided in Section III
When in twelve-hour travel status, an eligible meal is as defined in Section III
3 Reimbursement shall be provided for reasonable meal and hotel expenses as
specified in the State of Missouri Travel Regulations or the District's or District
Subgrantee's Travel policy, whichever is less The website link provided herein may
be utilized as reference for State of Missouri Per Diem Rates http-//oa mo gov/travel/
Q Food.
Food purchases for events, meetings, etc must be approved in advance by the
SWMP. The events must fit the scope of work and provide a benefit to the success
of the subgrant project. The District or District Subgrantee shall not make food
purchases until receiving written approval by the SWMP Food purchase requests
may be included as part of the annual District Operations or Subgrant approval
process or separately as the need for such purchases occur
a The SWMP shall allow Districts and District Subgrantees to provide food in
conjunction with official District or District Subgrantee business and district grant
or subgrant sponsored activities within parameters outlined below
b As used in this section, `official business" includes council, advisory council, and
board meetings, and similar functions when they are conducted as part of the
District or District Subgrantee's scope of work
c As used in this section, "other agency sponsored activities" include board
meetings, workshops, and other specific subgrant related activities Costs
associated with such events are allowable to the extent the primary purpose is
the dissemination of technical information
2 Districts and District Subgrantees are to be accountable for their decisions to provide
food at official or sponsored functions within the limits of this section Districts and
District Subgrantees are expected to establish sufficient controls to ensure agency -
provided food expenses are incurred only when appropriate and in compliance with
this section and with written approval from the SWMP granted prior to the event at
which food is to be served
3 Food at Official Business Functions
Appendix IX - Page 61
a The District or District Subgrantee may provide food to serve during official
District and District Subgrantee business functions when it is determined that
providing food or beverage service will promote the efficient conduct of a specific
project activity (e g , workshops, cleanup events or collection events) and such
purchases have been approved by SWMP in writing prior to the event at which
food or beverages are to be served Under no circumstances, however, will
alcoholic beverages be a permitted or allowable cost
b During meeting breaks, light snacks and beverages may be provided. Costs for
snacks and beverages should be at a nominal charge per person
c Lunch or dinner may be provided if there is a substantial reason for doing so that
directly and demonstrably creates a benefit to the scope of the District or District
Subgrantee's work, and if the cost of which is reasonable and necessary as
determined by the SWMP
d Official business functions does not include those where the only indviduals in
attendance are employees of the District or District Subgrantee. Food shall not
be allowed for the District's or District Subgrantee's general staff meetings or
other similar functions that only relate to day-to-day operations
e Lunch expenses shall not automatically be allowed when incurred in conjunction
with a District or District Subgrantee's related meeting Typically lunch expenses
will only be allowed when a meeting extends through the typical lunch periods or
an all -day meeting, training, etc
4 Food at Other Agency Sponsored Activities
a Districts or District Subgrantees may purchase light refreshments in conjunction
with board or council meetings, advisory committee meetings, sponsored
workshops, sponsored conference, or like activity Costs for such events should
be at a nominal charge per person and be prior approved by SWMP
b. Lunch or dinner may be provided for similar events if there is a substantial
reason for doing so which demonstrates a benefit to the District or District
Subgrantee's scope of work, be at a reasonable cost and be prior approved by
SWMP
5 Meals Provided to Public Officials
Expenditures made for food for public officials, except those meals that are given to a
public official or employee when such person is acting in his or her official capacity
with the District, or District Subgrantee should be reported to the Missouri Ethics
Commission as lobbying expenses as provided in 105 470-473 RSMo
R. Supplies
1 Title to supplies acquired under a subgrant will vest, upon acquisition, in the District
or the District's Subgrantee
Appendix IX - Page 62
2 If there is a residual inventory of unused supplies exceeding five thousand dollars in
total aggregate fair market value upon termination or completion of the grant or
subgrant award, and if the supplies are not needed for any other SWMP sponsored
programs or projects, then the District or District Subgrantee shall compensate the
SWMP or District for its share
S. Promotional Items
Unallowable advertising and public relations costs include the costs of promotional items
and memorabilia, including models, gifts, and souvenirs
1 Costs considered ineligible for district grant funding include the costs of gifts as
provided in 10 CSR 80-9 050(2)(D)2
2 Nominally priced educational items containing recycled materials are allowable, but
shall not exceed 10% of the total subgrant project budget These educational items
shall be directly related to a measureable subgrant project outcome The
educational items may promote the project or overall reduce/reuse/recycle goals
The educational item shall be necessary to accomplish the purpose of the subgrant
and shall have a direct effect on the success of the project
T. Invention and Patents
1 If any District or District Subgrantee produces subject matter, which is or may be
patentable in the course of work sponsored by the Subgrantee, the District or District
Subgrantee shall promptly and fully disclose such subject matter in writing to the
SWMP and District
2 In the event that the District or District Subgrantee fails or declines to file Letters of
Patent or to recognize patentable subject matter, the SWMP reserves the right to file
the same
3 The SWMP grants to the District or District Subgrantee the opportunity to acquire an
exclusive license, including the right to sublicense, with a royalty consideration paid
to the SWMP Payment of royalties by the District or District Subgrantee to the
SWMP will be addressed in a separate royalty agreement
U. Copyrights
Except as otherwise provided in the terms and conditions of this subgrant, the
author, the District or District's Subgrantee is free to copyright any books,
publications, or other copyrightable material developed in the course of this
subgrant
2 The SWMP and District reserve a royalty -free, nonexclusive and irrevocable right to
reproduce publish, or otherwise use, and to authorize others to use, with the
approval of the SWMP, the work for the District or SWMP purposes
Appendix IX - Page 63
V. Prior Approval for Publications
1 The District or District's Subgrantee shall submit to the SWMP and the District two
draft copies of each publication and other printed materials which are intended for
distribution and are financed, wholly or in part, by SWMF monies
2 The District or District Subgrantee shall not print or distribute any publication until
receiving written approval by the SWMP
W. Mandatory Disclosures
District and District Subgrantees receiving grant funding from the SWMF shall identify
the MDNR as a funding source on all equipment, buildings, site improvements,
publications and other printed materials which are intended for distribution and paid for,
in whole or in part, with Solid Waste Management Funds
1. Identification shall include the MDNR's logo with the full "Missouri Department of
Natural Resources" name
2 This requirement applies to publications, news releases, videos, displays, signs, and
all other projects from which information may be obtained by reading, watching,
hearing, or simply seeing the material.
3 Camera ready copies of the MDNR logo will be provided to any District requesting
the copies by the SWMP The Districts will provide logos to District Subgrantees
requesting copies of the logos
4 For other projects, such as audiocassette tapes and news releases, the SWMP shall
be identified audibly by including its full name Guidelines pertaining to placement of
logos along with the "Missouri Department of Natural Resources" name and audible
identification of the "Missouri Department of Natural Resources" can be obtained
from the SWMP
X. Procurement Standards
District or District Subgrantees shall use their own procurement procedures provided
that procurement conforms to standards set forth in the "Uniform Administrative
Requirements For Grants and Cooperative Agreements to State and Local
Governments", "Uniform Administrative Requirements for Grants and Agreement with
Institutions of Higher Education, Hospitals, or Other Non -Profit Organizations", or
34 040, RSMo, "State Purchasing and Printing", as applicable
1 Within eighteen months after the October 30, 2007 effective date of 10 CSR 80-
9 050 which date is April 30, 2009, the District's Executive Board shall use a
competitive bid process to obtain administrative services, office space rental, and
other district operations services, except for employees who are directly employed by
the District Contracts shall not exceed five (5) years in duration
2 No work or services, paid for wholly or in part with state funds, will be contracted
without the written consent of the SWMP
Appendix IX - Page 64
3 The District and/or District Subgrantee agree that any contract, interagency
agreement, or equipment to be procured under this award which was not included in
the approved workplan must receive formal District and SWMP approval prior to
expenditure of funds associated with that contract, interagency agreement, or
equipment purchase.
Y. Employment
1 Pursuant to 285 530 (1), RSMo as a condition for the award of any grant, subgrant,
contract, or subcontract in excess of five thousand dollars, no grantee, subgrantee,
contractor, or subcontractor shall knowingly employ, hire for employment, or continue
to employ an unauthorized alien to perform work within the state of Missouri
2 The grantee, subgrantee, contractor, or subcontractor shall only utilize personnel
authorized to work in the United States in accordance with applicable federal and
state laws This includes but is not limited to the Illegal Immigration Reform and
Immigrant Responsibility Act (IIRIRA) and INA Section 274A
3. Pursuant to section 285 530, RSMo, if the grantee, subgrantee, contractor, or
subcontractor meets the section 285 525, RSMo definition of a "business entity"
included in Attachment 2, the grantee, subgrantee, contractor, or subcontractor must
affirm the entity's enrollment and participation in the E -Verify federal work
authorization program with respect to the employees hired after enrollment in the
program who are proposed to work in connection with the services requested herein.
The grantee, subgrantee, contractor, or subcontractor shall complete applicable
portions of Attachment 2, Business Entity Certification, Enrollment Documentation,
and Affidavit of Work Authorization or Affidavit of Work Authorization Annual
Renewal Document The applicable portions of Attachment 2 must be completed,
notarized, and submitted prior to award of a grant or a contract
4. If the grantee, subgrantee, contractor, or subcontractor is found to be in violation of
this requirement or the applicable state, federal, and local laws and regulations, and
if the Department has reasonable cause to believe that the grantee, subgrantee,
contractor, or subcontractor has knowingly employed individuals who are not eligible
to work in the United States, the Department shall have the right to cancel the grant
or contract immediately without penalty or recourse and suspend or debar the
grantee, subgrantee, contractor, or subcontractor from doing business with the
Department or State of Missouri The Department may also withhold up to twenty-
five percent of the total amount due to the grantee
5 The grantee, subgrantee, contractor, or subcontractor shall agree to fully cooperate
with any audit or investigation from federal, state, or local law enforcement agencies
Z. Conflicts of Interest
No party to this subgrant, nor any officer, agent, or employee of either party to this
subgrant, shall participate in any decision related to such subgrant which could result in
a real or apparent conflict of interest, including any decision which could affect their
personal or pecuniary interest, directly or indirectly
Appendix IX - Page 65
The District's Executive Board shall adopt a conflict of interest policy regarding
subgrants to District Subgrantees The policy shall include a requirement that any
non-governmental member of the District's Executive Board, or the business or
institution to which a member is affiliated, who applies for District Subgrants shall not
review, score, rank, or approve any of the subgrantees applications in the same
grant call
2 The District or District Subgrantee is advised that no state employee or former state
employee, as defined in Chapter 105, RSMo, shall perform any service for
consideration paid by the District or District Subgrantee for one year after termination
of the employee's state employment by which the former state employee attempts to
influence a decision of a state agency A state employee who leaves state
employment is permanently banned from performing any service for consideration for
any person, firm or corporation after termination of his or her office or employment in
relation to any case, decision, proceeding or application with respect to which he or
she was directly concerned or in which he or she personally participated during the
period of his or her service or employment with the state
AA. State Appropriated Funding
The District and District Subgrantee agree that funds expended for the purposes of
this subgrant must be appropriated and made available by the Missouri General
Assembly for each fiscal year included within the subgrant period, as well as being
awarded by the state agency supporting the project. Therefore, the subgrant shall
automatically terminate without penalty or termination costs if such funds are not
appropriated and/or granted
2 In the event that funds are not appropriated and/or granted for the subgrant, the
District or District Subgrantee shall not prohibit or otherwise limit the SWMP's right to
pursue alternative solutions and remedies as deemed necessary for the conduct of
state government affairs The requirements stated in this paragraph shall apply to
any amendment or the execution of any option to extend the subgrant
AB. Eligibility, Debarment and Suspension
By applying for this award, the District or District Subgrantee verifies that it, its board of
directors, and all of its principles are currently in compliance with all state and federal
environmental laws including those referenced below and court orders issued pursuant
to those laws, and that all environmental violations have been resolved (for example, no
pending or unresolved Notices of Violation (NOV) at the time of application)
1 If compliance issues exist, the District or District Subgrantee shall disclose to the
District and SWMP all pending or unresolved violations noted in an NOV,
administrative order, or civil and criminal lawsuit, but only where those alleged
violations occurred in the past two years in the State of Missouri
2. The SWMP will not make any award at any time to any party which is debarred or
suspended, under federal or state authority, or is otherwise excluded from or
ineligible for participation in federal assistance under Federal Executive Order
12549, "Debarment and Suspension "
Appendix IX - Page 66
3 The District or District Subgrantee shall complete a Debarment/Suspension form
when required by the SWMP Furthermore, the District or District Subgrantee is also
responsible for written debarment/suspension certification of all subcontractors
receiving funding through a state funded grant.
AC. Restriction on Lobbying Costs
Lobbyists as defined in section 105 470, RSMo, and related costs are ineligible for
district grant funds
AD. Recycled Paper
The District or District Subgrantee receiving SWMF is required to use recycled paper
consisting of at least 30% post consumer waste for all reports and materials which are
prepared as part of this grant award and delivered to the District or SWMP or otherwise
distributed as part of this subgrant
1 If paper containing 30% post consumer material is not reasonably available, does not
meet reasonable performance requirements, or is available at an unreasonable
price, then the District or District Subgrantee shall use paper containing no less than
20% post consumer material
2 The chasing arrows symbol representing the recycled content of the paper will be
clearly displayed on at least one page of any materials provided to any and all
parties other than the SWMP.
3. This requirement applies even if the cost of recycled paper is higher than that of
virgin paper.
AE. Contracting with Small and Minority Firms, Women's Business Enterprise, and
Labor Surplus Area Firms
In order for the SWMP to meet the provisions of Executive Order 05-30, it is desired the
District and District Subgrantees secure participation of certified MBEs and WBEs in
providing the products and/or services obtained with district grant funds The targets of
participation recommended by the State of Missouri are 10% MBE and 5% WBE of the
total dollar value of the products and/or services obtained
The District or District Subgrantee agrees to take all necessary affirmative steps
required to assure that small and minority firms, women's business enterprises and
labor surplus area firms are used when possible as sources when procuring supplies,
equipment, construction, and services related to the subgrant The District and District
Subgrantee agrees to include information about these requirements in solicitation
documents. Affirmative steps shall include
1 Placing qualified small and minority business and women's business enterprises on
solicitation lists,
2 Ensuring that small and minority and women's business enterprises are solicited
whenever they are potential sources,
Appendix IX - Page 67
3 Dividing total requirements, when economically feasible, into small tasks or
quantities to permit maximum participation by small and minority and women's
business enterprises,
4 Establishing delivery schedules, where the requirements of work will permit
participation by small and minority and women's business enterprises,
5 Using the services of the Small Business Administration and the Minority Business
Development Agency of the U S Department of Commerce, and
6 Requiring any prime contractor or other subgrantee, if subgrants are to be allowed,
to take the affirmative steps in subparagraphs 1 through 5 of this section
AF. Subgrants
The District is responsible for the day-to-day operations of subgrant supported
activities The District must monitor subgrant supported activities to assure compliance
with applicable state requirements and that performance goals are being achieved
Subgrant,monitonng must cover each program, function, or activity
AG. Later Disallowances and Adjustments
The closeout of a subgrant does not affect
1 The SWMP's right to disallow costs and recover funds on the basis of a later audit or
other review
2 The District or District Subgrantee's obligation to return any funds due as a result of
later refunds, corrections, or other transactions
3 Recordkeeping as required by section E above
4 Equipment and building or site improvements management requirements as required
by sections M and N above
5 Audit requirements in sections J and K
AH. Dispute Resolution
1. The District and the SWMP shall attempt to resolve disagreements concerning the
administration or performance of the District.
2 If an agreement cannot be reached within ninety (90) days of the issuance of the
notice of noncompliance, the MDNR's SWMP director will provide a written decision
The SWMP director may consult with the SWAB prior to providing this decision
Such decision of the SWMP director shall be final unless a request for review is
submitted to MDNR's Division of Environmental Quality (DEQ) director within thirty
(30) days of the receipt of the SWMP director's decision The DEQ director shall
provide a final decision within thirty (30) days of the district's request Such district
request shall include
Appendix IX - Page 68
a. A copy of the SWMP director's written decision,
b A statement of the amount in dispute,
c. A brief description of the issue(s) involved, and
d A concise statement of the objections to the final decision
3 A decision by the DEQ director shall constitute final MDNR action
Al. Termination
1 Termination for Cause
a By MDNR
i The MDNR may terminate any subgrant, in whole or in part, at any time
before the date of completion whenever it is determined that the District
or District Subgrantee has failed to comply with the terms and conditions
of the subgrant
ii The MDNR shall promptly notify the subgrantee in writing of such a
determination and the reasons for the termination, together with the
effective date
iii The MDNR reserves the right to withhold all or a portion of grant funds if
the District or District Subgrantee violates any term or condition of the
subgrant
b By District
1. The District may terminate any subgrant, in whole or in part, at any time
before the date of completion whenever it is determined that the District
Subgrantee has failed to comply with the terms and conditions of the
subgrant
ii The District shall promptly notify the subgrantee in writing of such
determination and the reasons for the termination, together with the
effective date
iii The District reserves the right to withhold all or a portion of subgrant funds if
the District Subgrantee violates any term or condition of the subgrant
2. Termination for Convenience
a The MDNR, the District, or the District's Subgrantee may terminate the subgrant,
in whole or in part, when the parties agree that the continuation of the project
would not produce beneficial results commensurate with the further expenditure
of funds
b This agreement is not transferable to any person or entity
c District subgrant agreements are not transferable to any person or entity without
prior written approval of the District's Executive Board and the SWMP
AJ. Enforcement: Remedies for Noncompliance
If a District or District Subgrantee falsifies any award document, fails to maintain records
or submit reports, refuses the SWMP access to records, fails to meet the SWMP's
Appendix IX - Page 69
performance standards, or materially fails to comply with any term of a grant, award, or
subgrant, then the SWMP may take one or more of the following actions, as appropriate
1 Suspend or terminate, in whole or in part, the award or grant of current or future
funds,
2 Disallow all or part of the cost of the activity or action not in compliance,
3 Temporarily withhold cash payments pending subgrantee's correction of the
deficiency,
4 Withhold further awards from the District or District Subgrantee,
5 Compel the repayment of funds provided to the District or District Subgrantee
pursuant to the award or grant,
6 Order the District or District Subgrantee not to transfer ownership of assets
purchased with district grant funds without prior SWMP approval, or
7 Pursue any other remedies that may be legally available, including cost recovery,
breach of contract, and suspension or debarment with respect to the District, the
District Subgrantee, or both and further may pursue criminal charges against any
individual who commits any crime within the context or during the work performed
under the grant or subgrant
AK. District's and District Subgrantee's Signature
In consideration for the ability to utilize SWMF monies, the District's and District
Subgrantee's signature on the application, FAA, and other award documents signify the
District or District Subgrantee's agreement to all of the terms and conditions of the award
which include the FAA and the documents incorporated therein, including these General
Terms and Conditions
AL. Human Trafficking.
This requirement applies to non-profit grantees or subgrantees The subgrantee, its
employees, subgrantees under this award, and subgrantees' employees may not
engage in severe forms of trafficking in natural persons during the period of time that the
award is in effect, procure a commercial sex act during the period of time that the award
is in effect, or use forced labor in the performance of the award or subawards under the
award The SWMP hereby adopts and will implement section 106(g) of the Trafficking
Victims Protection Act of 2000 (TVPA) (22 U.S C § 7104(g)), modified so as to apply to
the state and its agencies, departments, and political subdivisions and all respective
agents that would correspond with those federal agents referred to in the NPA, and as
such the SWMP has the right to unilaterally terminate this agreement and any awards
made in conjunction herewith if there is a violation of the TVPA
AM. Illegal Immigration
Appendix IX - Page 70
Section 67.307 2 RSMo applies to this agreement, and consequently any municipality
that enacts or adopts a sanctuary policy will be ineligible for moneys provided through
grants or subgrants administered by any state agency or department until the policy is
repealed or is no longer in effect
AN. Illegal Immigration
Section 285.530 RSMo applies, and consequently no business entity or employer shall
knowingly employ, hire for employment, or continue to employ an unauthorized alien to
perform work within the state of Missouri The SWMP may unilaterally terminate this
agreement and any awards made in conjunction herewith if there is a violation §§
285 525 — 285 550 R S Mo
II. Statutory Requirements
A. Laws and regulations related to nondiscrimination and employment:
1 Chapter 213 of the Missouri Revised Statutes, which prohibits discrimination on the
basis of race, color, religion, national origin, sex, age, and disability,
2. Title VI of the Civil Rights Act of 1964, 42 U S C §2000d, as amended, which
prohibits discrimination on the basis of race, color, or national origin,
3 Title VII of the Civil Rights Act of 1964, 42 U S.0 §2000e, as amended, which
prohibits discrimination on the basis of race, color, religion, national origin, or sex,
4 Civil Rights Restoration Act of 1987, 20 U S.C. §1687, 29 U.S C § 794, 42 U.S C. §
2000d -4a, and 42 U S C § 6101, as amended,
5 Civil Rights Act of 1991, 42 U S C § 1981 a and 42 U S C §§ 2000e -2(k) - (n), as
amended,
6 Section 504 of the Rehabilitation Act of 1973, 29 U.S C § 794, as amended, which
prohibits discrimination on the basis of disability,
7 Age Discrimination in Employment Act of 1967 (ADEA), 29 U S C § 621 et seq , as
amended, which prohibits discrimination on the basis of age,
8 Drug Abuse Office and Treatment Act of 1972, P L 92-255, 21 U S C § 1101 et
seq , as amended, relating to nondiscrimination on the basis of drug abuse,
9 Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970, P L 91-616, 42 U S C § 4541 et seq , as amended,
relating to nondiscrimination of the basis of alcohol abuse or alcoholism,
10 Family and Medical Leave Act of 1993 (FMLA), 29 U S C § 2601 et seq.,
11 .The Americans with Disabilities Act of 1990 (ADA), P L 101-336, 42 U S.C. §12101
et seq , as amended, relating to nondiscrimination against individuals with
disabilities, and
Appendix IX - Page 71
12 Fair Labor Standards Act of 1938 (FLSA), 29 U.S C § 201 et seq., as amended
B. State and Federal Environmental Laws:
1 The Federal Clean Air Act, 42 U S C § 7401 et seq , as amended, which prohibits
the award of assistance by way of grant, loan, or contract to noncomplying facilities
2 The Federal Water Pollution Control Act (Clean Water Act), 33 U S C §1251 et seq ,
as amended, prohibiting award of assistance by way of grant, loan, or contract to
noncomplying facilities
3 The Federal Safe Drinking Water Act, 42 U S C. § 300f et seq , as amended, which
prohibits the award of assistance by way of grant, loan, or contract to non -complying
facilities
4 The Federal Solid Waste Disposal Act, 42 U S C 6901 et seq , as amended
5 The Federal Comprehensive Environmental Response, Compensation, and Liability
Act, 42 USC 9601 et seq., as amended.
6 The Federal Toxic Substance Control Act, 15 USC 2601 et seq , as amended
7. The Federal Insecticide, Fungicide and Rodenticide Act, 7 USC 136 et seq , as
amended.
8 The Federal Endangered Species Act, 16 USC 1531 et seq., as amended
9. The National Environmental Policy Act of 1969, 42 U S C. §4321 et seq , as
amended, particularly as it relates to the assessment of the environmental impact of
federally assisted projects
10 Earthquakes — Seismic Building and Construction Ordinances, §§ 319 200 —
319 207, RSMo relating to the adoption of seismic design and construction
ordinances by certain cities, towns, villages and counties
11 The Missouri Clean Water Law, Chapter 644, RSMo.
12 Chapters 260 and 319, RSMo including the Missouri Hazardous Waste Management
Law, and the Missouri Solid Waste Management Law including laws relating to
petroleum storage tanks.
13 The Missouri Air Conservation Law, Chapter 643
14 Chapter 444, RSMo including the Metallic Minerals Waste Management Act, the
Land Reclamation Act, and the Surface Coal Mining Law
Appendix IX - Page 72
C. Chapter 105, RSMo, as it relates to conflicts of interest and lobbying.
D. Chapter 610, RSMo, Governmental Bodies and Records commonly referred to as
the Missouri "Sunshine Law".
E. The Archaeological and Historic Preservation Act of 1974 (Public Law 93-291)
relating to potential loss or destruction of significant scientific, historical, or
archaeological data in connection with federally assisted activities.
F. The Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 et seq.) related to
protecting components or potential components of the national wild and scenic
rivers system.
G. The flood insurance purchase requirements of § 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93-234) which requires subgrantees in a special flood
hazard area to participate in the program and to purchase flood insurance if the
total cost of insurable construction and acquisition is $10,000 or more.
H. The Privacy Act of 1974, P.L. 93-579, as amended prohibiting the maintenance of
information about any individual in a manner which would violate the provision of
the Act.
I. Public Law 93-348 regarding the protection of human subjects involved in
research, development, and related activities supported by this award of
assistance.
J. The Laboratory Animal Welfare Act of 1966 (P.L. 89-544), 7 U.S.C. § 2131 et seq.,
pertaining to the care, handling, and treatment of warm blooded animals held for
research, teaching, or other activities supported by this award of assistance.
K. The following additional requirements apply to projects that involve constriction:
1. The Davis -Bacon Act as amended, 40 U S.0 §276 et seq
2 The Copeland (Anti -Kickback) Act, 18 U S C §874, 40 U S C § 276c
3 The Contract Work Hours and Safety Standards Act, 40 U.S C. §327 et seq
4 Convict labor shall not be used on construction projects unless by convicts who are
on work release, parole, or probation
5. The Lead -Based Paint Poisoning Prevention Act (42 U S C § 4801 et seq ) which
prohibits the use of lead paint in construction or rehabilitation of residence structures
6 The National Historic Preservation Act of 1966, 16 U S C §470 et seq , as amended,
relating to the preservation of historic landmarks
L. Trafficking Victims Protection Act of 2000, Section 106, as amended (22 U.S.C.
7104(8) relating to termination of contract award based upon any employee of the
department, grantee or subgrantee violating this act.
Appendix IX - Page 73
M. Missouri House Bill 1549, 1771, 1395 & 2366 — Illegal Aliens and Immigration
Status Verification — This bill changed May 25, 2011, the laws regarding illegal
aliens and immigration status verification. Effective January 1, 2009, no business
entity or employer shall knowingly employ, hire for employment, or continue to
employ an unauthorized alien to perform working within the state of Missouri.
III. Definitions
As used in these General Terms and Conditions
A "Accrued expenditures" means the charges incurred by the grantee during a given
period requiring the provision of funds for (1) Goods and other tangible property
received, (2) Services performed by employees, contractors, subgrantees,
subcontractors, and other payees; and (3) Other amounts becoming owed under
programs for which no current services or performance is required, such as annuities,
insurance claims, and other benefit payments.
B "Accrued income" means the sum of (1) Earnings during a given period from services
performed by the grantee and goods and other tangible property delivered to
purchasers, and (2) Amounts becoming owed to the grantee for which no current
services or performances is required by the grantee
C "Acquisition cost of an item of purchased equipment" means the net invoice unit price of
the property including the cost of modifications, attachments, accessories, or auxiliary
apparatus necessary to make the property usable for the purpose for which it was
acquired Other charges such as the cost of installation, transportation, taxes, duty or
protective in -transit insurance, shall be included or excluded from the unit acquisition
cost in accordance with the grantee's regular accounting practices
D "Administrative requirements" means those matters common to grants in general, such
as financial management, kinds and frequency of reports, and retention of records
These are distinguished from programmatic requirements, which concern matters that
can be treated only on a program -by -program or grant -by -grant basis, such as kinds of
activities that can be supported by grants under a particular program
E "Allocated district funds" means the monies from the Solid Waste Management Fund
that are set aside to be disbursed to each District by the MDNR.
F "Awarding agency" means (1) with respect to a grant, the SWMP of the MDNR, and (2)
with respect to a subgrant, the party that awarded the subgrant
G "Building or site improvements" includes any structures or appurtenances of a
permanent nature related to real estate, excluding movable machinery and equipment
H "Competitive bid process" means the procurement of goods or services that follows the
guidelines outlined in 1 CSR 40
1 `Contract" means (except as used in the definitions for grant and subgrant in this
section) a procurement contract under a grant or subgrant, and means a procurement
subcontract under a contract.
Appendix IX - Page 74
"Disposal cost" means fees charged to collect, transport or deposit solid waste in a
landfill, transfer station, or other approved facility
K "District" refers to one of the twenty solid waste management districts established
pursuant to the Solid Waste Management Law, 260 200 through 260.345, RSMo
L "District Subgrantee" refers to the District or other entities receiving district subgrant
awards of SWMF from the SWMP or a District
M "District administrative grant" means a grant for planning and organizational grants
disbursed by the Department prior to August 28, 2004
N "District carryover" means any remaining district funds of any completed grants that have
been disbursed by the Department to each District for district administrative grants,
district operations grants, plan implementation grants, or district subgrants
O "District funds" means the revenue generated from the solid waste tonnage fee collected
and deposited in the Solid Waste Management Fund that is allocated to each District
pursuant to section 260 335 2, RSMo, plus district carryover, interest income earned,
and state required local match funds
P "District funds paid" means funds paid to each District or Subgrantee
Q "Eligible meal" means the reasonable costs incurred for any of the following meals when
overnight lodging is required to fulfill the project
Breakfast — is eligible on the day of departure if travel status begins two hours before the
normal start time of the employee's typical work day plus any other day until the
employee returns
Lunch — is eligible on the day of departure if travel status begins no later than 10.00 a.m
plus any other day where travel status continues past 2.00 p.m including the day the
employee returns
Dinner— is eligible on the day of departure if travel status begins no later than 5.00 p m
plus any other day where travel status continues past 7 00 p.m including the day the
employee returns.
R "Equipment" means tangible, nonexpendable, personal property having a useful life of
more than one year and an acquisition cost of five thousand dollars or more per unit A
grantee may use its own definition of equipment provided that such definition would at
least include all equipment defined above
S "Executive board" means the board established by each District's solid waste
management council or by the alternative management structure chosen by a District as
provided for in section 260 315 4(2), RSMo
T "Financial Assistance Agreement or FAA" refers to the agreement entered into by the
SWMP and the District or District and a District Subgrantee and includes these General
Terms and Conditions and other incorporated documents
U "Government" means the federal, state, or local government
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V "Grant" means an award of financial assistance, including cooperative agreements, in
the form of money to an eligible grantee
W "Grantee" means the government or other entity to which a grant is awarded and which
is accountable for the use of the funds provided The grantee is the entire legal entity
even if only a particular component of the entity is designated in the grant award
document
X "Interest income" means all interest earned by each District from the holding of revenue
generated from the Solid Waste Management Fund
Y "Local government" means a county, municipality, city, town, township, local public
authority, school district, special district, intrastate district, council of governments
(whether or not incorporated as a nonprofit corporation under State law), any other
regional or interstate government entity, or any agency or instrumentality of a local
government
Z "Missouri Department of Natural Resources or MDNR" refers to the Missouri Department
of Natural Resources including its agents, successors, or assignees
AA "Obligations" means the amounts of orders placed, contracts and subgrants awarded,
goods and services received, and similar transactions during a given period that will
require payment by the grantee during the same or a future period.
AB "Outlays or Expenditures" mean charges made to the project or program They may be
reported on a cash or accrual basis For reports prepared on a cash basis, outlays are
the sum of actual cash disbursement for direct charges for goods and services, and the
amount of indirect expense incurred, the value of in-kind contributions applied, and the
amount of cash advances and payments made to contractors and subgrantees For
reports prepared on an accrued expenditure basis, outlays are the sum of actual cash
disbursements, the amount of indirect expense incurred, the value of in-kind
contributions applied, and the new increase (or decrease) in the amounts owed by the
grantee for goods and other property received, for services performed by employees,
contractors, subgrantees, subcontractors, and other payees, and other amounts
becoming owed under programs for which no current services or performance are
required, such as annuities, insurance claims, and other benefit payments
AC "Program income" means gross income received by the grantee or subgrantee directly
generated by a grant supported activity, or earned only as a result of the grant
agreement during the grant period Examples of program income include income from
fees for services performed, from the use or rental of real or personal property acquired
with grant funds, from the sale of commodities or items fabricated under the subgrant,
and from payments of principal and interest on loans made with subgrant funds
Program income does not include items such as interest on grant funds, rebates, credits,
discounts, or refunds and any interest earned on these items
AD "Project" means all approved components of an organized undertaking described
in a proposal. including any supporting documents as required by project type
AE "Residence" means a place that is being used as a dwelling or home
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AF "Share, when referring to the awarding agency's portion of building or site
improvements, equipment or supplies" means the same percentage as the awarding
agency's portion of the acquiring party's total costs under the grant to which the
acquisition costs of the property was charged Only costs are to be counted—not the
value of third -party in-kind contributions
AG "Solid Waste Management Fund or SWMF" means the fund created in section
260 330, RSMo, to receive the tonnage fee charges submitted by sanitary and
demolition landfills for waste disposed of in Missouri and transfer stations for waste
transported out of state for disposal
AH. "Solid Waste Management Program or SWMP" refers to the Missouri Department
of Natural Resources, Division of Environmental Quality, Solid Waste Management
Program or any other departmental organization to whom the SWMP duties may be
assigned in the future
Al "State" means the State of Missouri or any other agency instrumentality of the state
AJ "State required local match funds" means funds committed by local governments to each
District as match for district administrative grants
AK "Subgrant" means an award of financial assistance in the form of money made under a
grant by a grantee to an eligible subgrantee The term includes financial assistance
when provided by contractual legal agreement, but does not include procurement
purchases
AL. "Subgrantee" means the government or other legal entity to which a subgrant is awarded
and which is accountable to the grantee for the use of funds provided
AM "Supplies" means all tangible personal property other than equipment, building,
or building site improvements, as defined in this part
AN "Suspension" means depending on the context, either (1) temporary withdrawal
of the authority to obligate grants funds pending corrective action by the grantee or
subgrantee or a decision to terminate the grant, or (2) an action taken by the SWMP to
immediately exclude a person from participating in grant transactions for a period,
pending completion of an investigation and such legal or debarment proceedings as may
ensue
AO "Termination" means permanent withdrawal of the authority to obligate
previously -awarded grant funds before that authority would otherwise expire. It also
means the voluntary relinquishment of that authority by the grantee or subgrantee
Termination does not include- (1) Withdrawal of funds awarded on the basis of the
grantee's underestimate of the unobligated balance in a prior period; (2) Withdrawal of
the unobligated balance as of the expiration of a grant, (3) Refusal to extend a grant or
award additional funds, to make a competing or non -competing continuation, renewal,
extension, or supplemental award, or (4) Voiding of a grant upon determination that the
award was obtained fraudulently, or was otherwise illegal or invalid from inception
AP "Terms of a grant or subgrant" means all requirements of the grant or subgrant, whether
in statute, regulations, the award document, or any documents incorporated therein
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AQ "Unencumbered district funds" means the district funds that have not been
obligated in the form of purchase orders for goods and services
AR "Unliquidated obligations for reports prepared on a cash basis" means the
amount of obligations incurred by the grantee that have not been paid For reports
prepared on an accrued expenditure basis, they represent the amount of obligations
incurred by the grantee for which an outlay has not been recorded
AS "Unobligated balance" means the portion of the funds authorized by the SWMP that has
not been obligated by the grantee and is determined by deducting the cumulative
obligations from the cumulative funds authorized
Appendix IX - Page 78