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Resolution 187-2013SOLID WASTE MANAGEMENT RESOLUTION NO. 187- 2013 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY FLORIDA, AUTHORIZING THE SUBMISSION OF THE CONSOLIDATED SMALL COUNTY SOLID WASTE MANAGEMENT GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF ENVIRONMENTAL PRO- TECTION (FDEP) FOR FISCAL YEAR 2012/2013. WHEREAS, the Florida Department of Environmental Protection has announced the application deadline of August 1, 2013, for the Consolidated Small County Solid Waste Management Grant, now therefore: BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Monroe County Solid Waste Management Department has approval to submit the Consolidated Small County Solid Waste Management Grant to the Florida Department of Environmental Protection, and that; 2. The Board authorizes the Mayor to have signature authority on the Depart- ment of Environmental Protection grant application and agreement, and authorizes the County Administrator, or Deputy Administrator, to have signature authority on payment requests, and that; 3. This resolution shall go into effect immediately upon its passage and adoption and authentication by the signatures of the presiding Officer and Clerk of the Court. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a meeting of said Board held on 18 day of July AD 2013. Mayor George Neugent Yes Z c Mayor Pro Tem Heather Carruthers Yes w Commissioner Danny L. Kolhage Yes '' c Commissioner David Rice Yes ` r- Commissioner Sylvia Murphy Yes N (SEAL) Attest: - �U - W�AkA - Amy Heavilin, Clerk BOARD OF COUNTY COMMISSIONE OF MONROE COUNTY, FLORIDA 4 ft 'qC_ Z. �.t�o� O*OPN t Mayor /Chairm 3 cv -.r U , r rn C3 n 0 Q Florida Department of Environmental Protection Bob Martinez Center 2600 Blair Stone Road Tallahassee, FL 32399 -2400 DEP Form #: 62- 716.900(2) F.A.C. Form Title: Consolidated Small County Solid Waste Management Grant Application Effective Date: T. B.A. Incorporated in Rule: 62 -716 Consolidated Small County Solid Waste Management Grant Application Name of County Monroe County 2. Address of County 1100 Simonton Street, #2 -231, Key West, Fl. 33040 3. Federal Employer Identification Number 59- 6000 -749 4. Name and Title of Contact Person (person handling program on a daily basis) Name S. Washington Title Sr. Solid Waste Administrator 5. Address of Contact Person 1100 Simonton Street, #2 -231, Key West, F1. 33040 6. Telephone Number of Contact Person L305 292 -4432 7. Population of County 8. Purpose for which grant money is requested (indicate by checkmarks) per Rule 62- 716.510 (1) a. Purchasing or repairing solid waste scales X b. Annual solid waste management program operating costs (may include waste tire and litter control and prevention) c. Planning d. Construction of solid waste facilities e. Maintenance of solid waste facilities f. Education for employees or public g. Recycling demonstration projects 9. Purpose for which grant money is requested detail. Please complete the two attached forms: (1) DEP - Attachment "A" Grant Work Plan; and ( 2) DEP Budget -Cost Analysis. 10. Name and Title of Authorized Representative George Neugent Mayor Roman Gastesi County Administrator Name Debbie Frederick Title _Depu , County Administrator_ 11. This application is due by August 1, of each year. 12. E -Mail Address of Contact person washin on -rosa monroecoun -fl. gov 13. My Florida Market Place Registered Vendor Address (this address should be registered with My Florida Market Place and is the address your County wants the Reimbursement Request amount, e.g. State Warrant, sent to) 13A. Name of County (as it appears in M.F.M.P.) Monroe County Consolidated Small County Solid Waste Management Grant Application Page 2 13B. Address of County (as it appears in M.F.M.P.) _1100 Simonton Street, #2 -231, Key West, Fl 33040 14. Is your County Self- Insured for Liability Insurance, appropriate and allowable under Florida Law? YES _ NO_ If your county is self - insured we must have a written statement from your Chief Financial Officer stating this. (Please Attach). I CERTIFY that I am familiar with the information contained in this application, and that to the best of my knowledge and belief such information is true, complete and accurate. I further certify that I possess the authority to apply for this grant on behalf of this county. Signature of Authorized Representative 203 Date (SEAL) ATTEST: MAY HEAVILIN, CLEjtK BY, DEPUTY CLERK NOTE: This form may be submitted electronically to Tony.Partin @dep.state.fl.us or by mail to the Financial Management & Procurement Section, MS 4555, Division of Waste Management, Department of Environmental Protection, 2600 Blair Stone Road, Tallahassee, Florida 32399 -2400. x= c' CA t" r ` 'rt C � a _ N Q GJ r ATTACHMENT A GRANT WORK PLAN Project Title: Monroe County Small County Solid Waste Grant Project Location: Monroe County, Florida Project Background: Monroe County, Florida has been declared by the Florida Department of Environmental Protection an area of critical concern. There are no open landfills in Monroe County. All solid waste and recycling is hauled out of the County. This grant will be used to off- set a small portion of Monroe County's annual illegal dumping and haul out costs. Project Objectives: Provide a list of objectives, in bullet format, expected to be achieved as a result of funding /completing this proposed project. • Objective 1: Prevent illegal dumping. • Objective 2: Increase recycling. • Objective 3: • Objective 4: • Objective 5: DEP Agreement # # # # #, Attachment A, Page I of 4 Project Description: Project descriptions project. Provide a detailed description of the work to be performed for the project. should include specific tasks for accomplishing the completion of the Task #1 — Transport solid waste, marine debris and recyclables out of the County for proper processing and /or recycling and disposal. Cost is approximately $73.92 per ton. Project Tasks/Deliverables: Identify by task, start date, and completion date. Identify deliverables to result from this project. (Examples include: reports, manuals, videos, maps, BMPs installed, meetings, field days, issued permits, quality assurance plans, something as proof that the task was completed, etc.) Identify dates for providing the deliverables on a schedule after the date of agreement execution. Format should appear as follows: Task No. Task Title Start Complete Deliverable Deliverable Due Dates 1 Transport solid waste, marine debris and recyclables 10/1/13 09/30/14— or when grant funds expended. Number of tons collected and hauled on invoices 09/30/14 Performance Measures: (include criteria used to determine if the deliverable(s) are acceptable and the completion of the task is successful.) The criterion used is the tonnage of solid waste, marine debris and recyclables collected and hauled out. Financial Consequences: (include what the consequences are for non-performance or unsatisfactory deliverable.) County would have to pay for a greater portion of the disposal costs of the tonnage collected. DEP Agreement # # # # #, Attachment A, Page 2 of 4 Project Budget: Detailed budgets must be submitted to support the budget information summarized in this section. Detailed budgets should be developed on a task -by -task basis. Budget information sup orting all match ex ected for this project must also be provided. Budget Category DEP Funding Amount Matching Funds and Source Funding Amount Source of Funds Salaries: Fringe Benefits: Travel: Contractual Services: $90,909.00 Equipment Purchases Supplies /Other Expenses Land Indirect: Total: $90,909.00 Total Funding Amount: % Match: Project Budget Narrative: Provide budget detail for each Project Funding Category stated above for both DEP Funding and Match. Salaries: Provide the positions that will be paid under this grant, what their hourly rate is and how many hours it is anticipated they will work on the project. Fringe Benefits: Provide the fringe benefit rate and the benefits included in the rate. Travel: Who is traveling and to where and what task is it under? Contractual: What services will be subcontracted? Equipment: What equipment will be purchased? Equipment is $1,000 or more per unit cost. Supplies /Other Expenses: What supplies will be purchased? What are the other costs? (rental, postage, copying, any costs other than salaries, fringe benefits, travel, contracted services, indirect). Land. If land is being purchased or leased make sure that there is language in the Agreement and provide a description of the purchase or lease. Indirect: What is the indirect rate? Provide % of (categories based on cost allocation plan) NOTE: IF THERE IS MATCH, THE SAME DETAIL MUST BE PROVIDED FOR THE MATCH. DEP Agreement # # # # #, Attachment A, Page 3 of 4 Total Budget by Task: The tasks identified here should agree with the tasks identified and described above. Task DEP Funding - Matching Funds and Source Matching Funds Source of Funds 1 Transport solid waste; marine debris and recyclables $90,909.00 2 3 4 5 6 Total: $90,909.00 Project Total: $90,909.00 Measures of Success: Identify factors that can be used to evaluate project performance to support project success. Include appropriate timelines for conducting such reviews. Tonnage collected and frequency of illegal dumping incidents. DEP Agreement # # # # #, Attachment A, Page 4 of 4 DEP BUDGET -COST ANALYSIS FORM PROJECT TITLE: SMALL COUNTY CONSOLIDATED AGREEMENT (MONROE COUNTY. FL.) BUDGET DETAIL COST ANALYSIS Budget items below to be provided by the Contractor. See attached instructions. Cost Analysis to be completed by the Department Contract Manager. See attached instructions. 1. PERSONNEL EXPENSES Allowable Reasonable N Basis for Decision A. Salaries - (NamefT /Position) Hourly Cost ($) Hours Totals ($) * — 0 * — 0 * — 0 * — 0 * — 0 * — 0 Total Salaries 0 B. Fringe Benefits (Rate% * Total salaries applicable) Rate % Total Sal. App. Total $ 0.00% * 0 0 Total Personnel Expenses A +B 2. Supplie s Description Unit Cost $ Quantity Totals $ * — 0 * — 0 * — 0 Total Supplies 0 I Eauioment Description Unit Cost $ Quantity Totals $ * — 0 * — 0 * — 0 Total Equipment 0 4. Travel Per Fare/ Purpose /Destination Days Diem $ Rate $ Mileage Totals $ L * l + [ * ] = 0 Total Travel 0 CERTIFICATION I certify that the cost for each line item budget category has been evaluated and determined to be allowable, reasonable, and necessary as required by Section 216.3475, Florida Statutes. Documentqation is attached evidencing the methodology used and the conclusions reached. Name: Rosa S. Signature Date: 07/16/13 Allowable Reasonable COMMENTS Basis for Decision 5. Contractual Name or Services Fee /Rate $ Hours Totals $ Transport Solid Waste, Marine Debris and Recycling. * — 0 Monroe County has four haulers /contractors * — 0 * — 0 Total Contractual 0 6. Miscellaneous Description Unit Cost $ Quantity Totals $ Transport Solid Waste, Marine Debris and Recyclinq Approx $73.92 * Total Unknown — 90,909.00 Monroe County has four contractors and they are: * — 0 Waste Management, Marathon Garbage, Keys Sanitary * — 0 Services and Ocean Reef. * — 0 * — 0 Total Miscellaneous 90909 SUBTOTAL (1 thru 6) 90909 7. Overhead /Indirect - Base: Rate % Base $ Total $ 0.00% * 0 — 0 8. Total 90909 CERTIFICATION I certify that the cost for each line item budget category has been evaluated and determined to be allowable, reasonable, and necessary as required by Section 216.3475, Florida Statutes. Documentqation is attached evidencing the methodology used and the conclusions reached. Name: Rosa S. Signature Date: 07/16/13 BUDGET INSTRUCTIONS A detailed budget is required for DEP fixed price contracts; however, this form shall also be used for determining the maximum amount needed under cost - reimbursement and fee- schedule contracts and to complete the required cost analysis for non - competitively awarded contracts over the Category II threshold. For fixed price contracts, this budget form is intended to provide the minimum information needed for budget approval. The DEP reserves the right to require additional information when necessary for approval of the fixed price, and also to require that any part of the project be compensated on a cost - reimbursement basis. Attach a separate sheet to provide an explanation of travel, equipment (especially computers), subcontracts, and other supporting information, and when needed for extra space (use same format and show totals on this form). This form should list the total fixed price to be funded by DEP, or the total project budget when the DEP is to pay a percentage of the project total. Breakdowns by task or phase, or other division of work, should be shown on the separate attachment. The use of this particular form is not a requirement for the budget, however any other budget form or format used should provide, at a minimum, the same information and level of detail. This form is requried for completion of the cost analysis. 1 PERSONNEL - A. Salaries - Identify the persons to be compensated for work on this project by name (if known), position, and title. Show the hourly cost and total hours to be charged for each person or position. If more space is needed, use a separate sheet to list individual positions and salaries, and show here the total hours for each title or position. Divide annual salaries by 2080 hours, and nine month academic salaries by 1560 hours, to find the hourly rate. B. Fringe Benefits - Multiply the rate by the total salaries to which fringe benefits apply. If the rate is variable, explain and show calculations on an attachment. 2 SUPPLIES - List expendable supplies by category description, unit costs and quantity. 3 EQUIPMENT - List non - expendable personal property/equipment valued at $1,000 or more by description, unit cost, and quantity. Computers and data - processing equipment should be described in detail in an attached explanation. 4 TRAVEL - List trips by their purpose and /or destination. Unless travel details are included in the Scope of Services, a separate narrative should be attached. Indicate the number of days for each trip and the per diem. Keep in mind the DEP can only pay for travel at the approved State rate (Section 112.061, Florida Statutes). Use "Fare/Rate" for mileage rate and multiply by "Mileage ", or for travel fare and leave "Mileage" blank. 5 CONTRACTUAL - Subcontractors should provide the same information required by this budget form, with the following exceptions: (a) when professional services are provided at a pre- existing approved rate or fee shown on the budget; or (b) the subcontract is to be obtained competitively. For either (a) or (b), show an estimated maximum amount and provide an attached explanation as to how it was determined. Contractual services other than fixed price will be compensated by the DEP on a cost - reimbursement basis. 6 MISCELLANEOUS - List expenses not included in any of the above categories. Examples would be printing, copying, postage, communications, etc. Non - expendable equipment valued at less than $1,000 may be listed also. Include only expenses directly related to the project, not expenses of a general nature. 7 OVERHEAD /INDIRECT - Indicate the approved overhead /indirect cost rate, the dollar amount of the base to which it Is applied, and the resulting total. Identify the base (cost categories) to which the rate is applied on the line indicated. 8 TOTAL BUDGET - Show the total of categories 1 through 7. COST ANALYSIS INSTRUCTIONS A cost analysis must be completed for any non - competitively procured agreement in excess of Category II, as well as any amendments that affect the amount of compensation and /or the level of services provided. 1 Each separate line item must be evaluated to determine whether the cost is allowable, reasonable and necessary. Each miscellaneous cost must be specifically identified. 2 To be allocated to a program, a cost must be related to the services provided. If the cost benefits more than one program, a determination must be made that the cost is distributed in a reasonable and consistent manner across all benefiting programs. 3 To be allowable, a cost must be allowable pursuant to state and federal expenditure laws, rules and regulations and authorized by the agreement between the state and the contractor /grantee. 4 To be reasonable, a cost must be evaluated to determine that the amount does not exceed what a prudent person would incur given the specific circumstances. 5 To be becessary, a cost must be essential to the successful completion of the project. 6 Indirect costs /overhead should be evaluated to determine that the rate is reasonable. 7 Once the analysis of each budget item has been completed, indicate (by Yes or No) in the boxes to the right if the cost is allowable, reasonable and necessary. Use the comment box to provide coments on the basis for your decision. 8 Documentation must be maintained in the Contract/Grant Manager's files to support the conclustions reached as shown on this form. 9 For contracts /grants prepared by the Procurement Section, this completed, signed form must be submitted with the Contract Initiation Form. For those grant agreements prepared from approved templates, this completed, signed form must be maintained in the grant file in the Program Area.