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HomeMy WebLinkAbout252-25 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 252-25 File Number: 2025-2135 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A GRANT FROM THE RECYCLING PARTNERSHIP IN THE AMOUNT OF $1,648,000.00 TO ACQUIRE AND DISTRIBUTE RECYCLING CARTS FOR THE CONVERSION TO A CART-BASED RECYCLING PROGRAM, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on August 5, 2025, City Council passed Ordinance 6898 aligning the City’s recycling and trash collection rates with the recent rate study and converting it to an automated cart-based recycling collection system; and WHEREAS, the conversion will require the acquisition and distribution of 64-gallon recycling carts to approximately 28,000 households; and WHEREAS, with the support from the Recycling Partnership, the City will also implement a City-wide education and outreach campaign to support the cart-based recycling program and maintain low contamination rates. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the acceptance of a grant from the Recycling Partnership in the amount of $1,648,000.00 to acquire and distribute recycling carts for the conversion to a cart-based recycling program. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on November 4, 2025 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2135 MEETING OF NOVEMBER 4, 2025 TO: Mayor Rawn and City Council THRU: Peter Nierengarten, Environmental Director FROM: Leif Olson, Sustainability Planner SUBJECT: Acceptance of a $1,648,000 Recycling Partnership Grant to Acquire and Distribute Recycling Carts to Fayetteville Households for the Conversion to a Cart-Based Recycling Program and approval of a budget adjustment. RECOMMENDATION: Staff recommend acceptance of a $1,648,000 cash grant from the Recycling Partnership to purchase recycling carts and provide technical assistance and educational outreach expertise as the City transitions to a cart- based recycling program and approval of a budget adjustment to accept and allocate the funds. BACKGROUND: In August 2025, the City Council adopted an Ordinance aligning the City’s recycling and trash collection rates with the recent rate study and converting it to an automated cart-based recycling collection system. This conversion will require the acquisition and distribution of 64-gallon recycling carts to approximately 28,000 households. The Recycling Partnership is a non-profit organization that facilitates grants for local communities to modernize recycling facilities, improve access to resources, and provide recycling carts to households across the nation. DISCUSSION: With the support of this cash grant from the Recycling Partnership, the City will acquire and distribute 64-gallon recycling carts to all eligible households with the goal of providing each household with one recycling cart. The City, also with support from the Recycling Partnership, will implement a City-wide education and outreach campaign to support the cart-based recycling program and maintain low contamination rates. Additionally, the budget includes money for the purchase of smart technology to assist in detecting contamination and enabling more targeted recycling outreach to residents. The grant agreement specifies additional details such as cart capacity, collection frequency, cart distribution, embedded Radio Frequency Identification (RFID) tags, tracking participation rates and recycling tonnage collected. BUDGET/STAFF IMPACT: The Recycling Partnership has agreed to provide a cash grant valued at $1,648,000 for recycling carts, education and outreach support and smart technology to detect contamination and measure participation rates. The City has agreed to provide budgeted, in-kind services valued at up to $125,000, providing technical assistance and design support in the development of educational campaign materials. Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov ATTACHMENTS: 3. Staff Review Form, 4. Budget Adjustment, 5. City of Fayetteville Grant Agreement Carts plus- TRP signature Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2135 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A GRANT FROM THE RECYCLING PARTNERSHIP IN THE AMOUNT OF $1,648,000.00 TO ACQUIRE AND DISTRIBUTE RECYCLING CARTS FOR THE CONVERSION TO A CART-BASED RECYCLING PROGRAM, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on August 5, 2025, City Council passed Ordinance 6898 aligning the City’s recycling and trash collection rates with the recent rate study and converting it to an automated cart-based recycling collection system; and WHEREAS, the conversion will require the acquisition and distribution of 64-gallon recycling carts to approximately 28,000 households; and WHEREAS, with the support from the Recycling Partnership, the City will also implement a City-wide education and outreach campaign to support the cart-based recycling program and maintain low contamination rates. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the acceptance of a grant from the Recycling Partnership in the amount of $1,648,000.00 to acquire and distribute recycling carts for the conversion to a cart-based recycling program. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. City of Fayetteville Staff Review Form 2025-2135 Item ID 11/4/2025 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Peter Nierengarten 10/14/2025 RECYCLING/TRASH COLLECTION (750) Submitted By Submitted Date Division / Department Action Recommendation: Approving a resolution authorizing the acceptance of the Recycling Partnership Grant agreement with The Recycling Partnership, Inc for $1,648,000 for purchasing qualified recycling carts; education and outreach support; and smart-camera anti-contamination equipment for switching to cart-based recycling program and approving a budget adjustment to accept the funds and allocate them into a capital project. Budget Impact: 5500.750.5080-4309.01 Recycling and Trash Collection Account Number Fund 32505.2501 Recycling Partnership Grant - Cart-based Recycling Project Number Project Title Budgeted Item?No Total Amended Budget $- Expenses (Actual+Encum)$- Available Budget $- Does item have a direct cost?No Item Cost $- Is a Budget Adjustment attached?Yes Budget Adjustment $1,648,000.00 $329.00 Remaining Budget $1,648,000.00 V20221130 Purchase Order Number:Previous Ordinance or Resolution # Change Order Number:Approval Date: Original Contract Number: Comments: City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division /Org2 RECYCLING/TRASH COLLECTION (750) Adjustment Number 2025 Requestor:Daryl Brigman BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approving a resolution authorizing the acceptance of the Recycling Partnership Grant agreement with The Recycling Partnership, Inc for $1,648,000 for purchasing qualified recycling carts; education and outreach support; and smart-camera anticontamination equipment for switching to cart-based recycling program. COUNCIL DATE:11/4/2025 ITEM ID#:2025-2135 Holly Black 10/15/2025 10:40 AM Budget Division Date TYPE:D - (City Council) JOURNAL #: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED:/ v.2025926TOTAL1,648,000 1,648,000 Increase / (Decrease)Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account NameGLACCOUNTEXPENSEREVENUEPROJECTSUBATDESCRIPTION X 5500.750.5080-4309.01 -1,648,000 32505 2501 RE Federal Grants - Operational 5500.750.5080-5227.00 1,208,000 -32505 2501 EX Containers - RTC 5500.750.5080-5342.00 280,000 -32505 2501 EX Promotionals - Activities 5500.750.5080-5210.00 160,000 -32505 2501 EX Minor Equipment -- -- -- -- -- -- -- -- -- -- -- -- -- -- 1 of 1 RECYCLING PARTNERSHIP GRANT AGREEMENT This Recycling Partnership Grant Agreement ("Grant Agreement") is entered into on the last date of execution below ("Effective Date"), by and between THE RECYCLING PARTNERSHIP, INC., a non - stock corporation organized under the laws of the Commonwealth of Virginia, with its principal place of business located at 20 F Street NW, 7th Floor, Washington, DC 20001 ("Grantor"), and THE CITY OF FAYETTEVILLE, a municipal government organized pursuant to the laws of the State of Arkansas, with its principal place of business located at 203 N School Ave, Fayetteville, AR 72701, (the "Grantee"), which are referred to collectively herein as the "Parties" and each individually as a "Party." RECITALS WHEREAS, Grantor is a tax-exempt organization under Section 501(a) of the Internal Revenue Code of 1986, as amended ("Code"), as an organization described in Code Section 501(c)(3), and is classified as a public charity described in Code Section 170(b)(1)(A)(vi); WHEREAS, Grantor's purpose includes furthering charitable and educational purposes within the meaning of Code Section 501(c)(3) by engaging in activities related to increasing recycling; WHEREAS, Grantee intends to increase the capture of recyclable materials by transitioning from bin -based to cart -based recycling collection service, and engaging in extensive education and outreach to accompany the service changes, as further described in Attachment A (hereinafter referred to as the "Work Plan" or the "Project"); WHEREAS, Grantor has determined the Project will increase residential recycling and provide environmental benefits and thereby further its charitable purposes within the meaning of Code Section 501(c)(3); and WHEREAS, Grantor desires to further its charitable purposes by providing Cash Grants (as defined below) and In -Kind Services (as defined below) to Grantee to support the Project. NOW THEREFORE, in consideration of the mutual promises and covenants contained in this Grant Agreement, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: 1. Grant Agreement Documents. This Grant Agreement includes Attachment A, comprises the entire agreement between the Parties, and supersedes all previous and contemporaneous agreements and Version: July 2025 1 representations, whether oral or written. 2. Term. This Grant Agreement shall be effective during the Grant Period, which begins on the Effective Date and ends on August 30, 2027. 3. Duties of Grantee. In exchange for the Cash Grants and In -Kind Services from Grantor, Grantee shall complete the Project including, without limitation, all reporting requirements, in accordance with the Work Plan and all other terms and conditions set forth in this Grant Agreement. 4. Duties of Grantor. Subject to Grantee satisfying its obligations tinder this Grant Agreement, Grantor shall make cash grants to Grantee in an amount not to exceed ONE MILLION SIX HUNDRED FORTY-EIGHT THOUSAND DOLLARS ($1,648,000) to support the Project ("Cash Grants"). The details of the Cash Grants and the anticipated costs and expenditures associated with the Project are set forth on Attachment A. Notwithstanding anything contained in this Grant Agreement to the contrary, Grantor shall not be obligated to distribute any Cash Grants to Grantee or a Vendor (as defined below), even if the required documentation is submitted to Grantor, unless such Cash Grants are for an Allowable Expenditure (as defined below). In addition to the Cash Grants, during the Grant Period, Grantor shall also provide Grantee with access to In -Kind Services with an estimated value of up to ONE HUNDRED AND TWENTY-FIVE THOUSAND DOLLARS ($125,000) ("In -Kind Services"). A description and the projected value of the In -Kind Services is set forth on Attachment A. 5. Distribution of Cash Grants. During the Grant Period, Grantor shall distribute Cash Grants to Grantee to reimburse Grantee for Allowable Expenditures. An Allowable Expenditure is an actual expenditure associated with work performed, or goods or services acquired, in accordance with the Work Plan and in support of the Project, as determined by Grantor in its sole and absolute discretion (collectively, "Allowable Expenditures" and individually, an "Allowable Expenditure"). Costs incurred prior to the Grant Period, or for expenses related to travel, shall not be deemed an Allowable Expenditure without the prior written approval of Grantor. a. Invoices. Grantee shall submit reimbursement requests to Grantor in the form of an invoice, using a template provided by Grantor (each an "Invoice" and collectively, the "Invoices"). All Invoices submitted to Grantor shall be accompanied by (i) copies of invoices for each Allowable Expenditure for which Grantee is seeking reimbursement; and (ii) reasonable and appropriate documentation showing the actual amounts paid by Grantee for all Allowable Expenditures included in the Invoice. Acceptable documentation showing the actual amount(s) paid may include copies of canceled checks or finance reports. Cash Grants, other than those paid directly to Vendors and excluding the final payment of Cash Grants, shall be distributed to Grantee within thirty (30) days of Grantor's receipt of an Invoice. Total Cash Grants from Grantor will not exceed ninety percent (90%) of Allowable Version: July 2025 2 Expenditures until the submittal of a Final Report (as defined in the Work Plan). b. Final Invoice. The final ten percent (10%) of Cash Grants shall be paid within thirty (30) days of (i) Grantee's completion of the Project; (ii) Grantee's submission of a Final Report; and (iii) Grantor's acceptance of Grantee's Final Report. Grantor may withhold Cash Grants if Grantee does not meet the aforementioned requirements or if Grantee fails to meet the reporting obligations set forth in the Work Plan. When distributing Cash Grants directly to Vendors in lieu of reimbursing Grantee, Grantor may, in its sole and absolute discretion, waive its right to withhold ten percent (10%). Cash Grants may be distributed to Grantee or to Vendors by check or direct deposit, as Grantee, Grantor and a Vendor, as the case may be, shall mutually agree upon prior to the distribution of a Cash Grant. C. Direct Payment to Vendors. Grantor may, in its sole discretion and with the prior written consent of Grantee, hire, and distribute Cash Grants directly to Vendors for the purpose of providing goods or services in support of the Project. No Vendor may be an employee of Grantee or an entity controlled, as determined by Grantor in its sole and absolute discretion, by an employee of Grantee or members of the family (as defined in Code Section 4958(f)(4)) of an employee of Grantee or Grantor. Furthermore, it is expressly understood and agreed that each Vendor hired in connection with this Grant Agreement shall be and operate as an independent contractor and not as an agent, representative, or employee of Grantee or Grantor. Any Vendor hired will have the exclusive right to control the details of its operations and activities and will be solely responsible for the acts and omissions of its officers, agents, servants, employees, and subcontractors. Grantor shall notify Grantee's primary contact in writing of its intent to hire Vendors and shall include Grantee in the process to integrate the goods or services to be provided by such Vendors into the Work Plan. Vendors shall (i) provide evidence of commercially reasonable insurance for the goods and/or services provided, and (ii) indemnify and hold harmless Grantor and Grantee for third -party and other claims related to the services provided, each under such terms and conditions as determined by Grantor in its sole discretion. 6. Notice. Except as otherwise provided, all notices required by this Grant Agreement must be delivered by email to each Parry's primary and second ar __(if any) contact as set forth below. Grantor Primary Contact: Grantor Secondary Contact Grantee Contact: Zo6 Killian Charlotte Pitt Peter Nierengarten, PE Community Program Manager VP, Community Development Environmental Director (P): 713-806-9724 (P): (303) 931-4045 (E): (E): (E): ccpitt e,rccyclingpartnership.org pnieren artennfayetteville- ar. gov (P): 479.575.8272 zkillian@recyclingpartnership.or Version: July 2025 3 7. Termination. Either Party may terminate this Grant Agreement with thirty (30) days' written notice, with a read receipt requested, to the other Party. If Grantee fails to substantially fulfill its obligations under this Grant Agreement in a timely and proper manner, Grantor may provide written notice to Grantee of its intent to terminate this Grant Agreement. Such notice shall specify the reasons for termination and allow Grantee thirty (30) days to mitigate any specified reasons. If Grantee fails to cure such breach within the thirty (30) day period, as determined by Grantor in its sole discretion, Grantor may terminate this Grant Agreement by giving written notice to Grantee of such termination and the effective date of such termination (the "Termination Date"). Notwithstanding receipt of such notice of termination, Grantee may still receive Cash Grants for any Invoices which were submitted prior to the Termination Date and approved by Grantor in accordance with this Grant Agreement. 8. Amendments and Extensions. This Grant Agreement may only be amended in a writing signed by both Parties. Grantee shall substantially adhere to the timeline and objectives detailed in the Work Plan. Notwithstanding the foregoing, Grantor may grant extensions of time via email for Grantee to perform its obligations hereunder, but such extensions are not guaranteed. If Grantee desires an extension, Grantee shall submit a written request to Grantor at least sixty (60) days prior to the due date of an obligation which Grantor shall review and either approve or deny in its reasonable discretion. 9. Prohibited Lobbying and Political Activity. Grantee shall not use or appropriate any Cash Grant to (i) carry on propaganda or otherwise attempt to influence legislation, or (ii) engage in political activity, including participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. 10. Publicity and Press Events. Grantee may make information regarding this Grant Agreement and the Project available to the public at any time after the Effective Date and in a manner which the Parties deem appropriate. This requirement is not intended to limit or otherwise restrict Grantee's public information obligations or requirements, if any, and is instead intended to allow the Parties to coordinate public announcements about the Project. Grantee agrees to reasonably cooperate with Grantor during the Grant Period to publicize the Project, including, but- not limited to, designating a suitable -representative to appear on behalf of Grantee at publicity events, providing relevant and pertinent information to include in press releases and distributions, and responding, as appropriate, to relevant and pertinent press inquiries. Each Party agrees to provide the other with reasonable advanced notice of any efforts to publicize the Project for the purpose of allowing the Parties to coordinate any public announcements. 11. Compliance with Patent, Trademark and Copyright Laws. The Parties agree that all work performed under this Grant Agreement shall comply with all applicable patent, trademark and copyright laws, rules, regulations, and codes. The Parties further agree that neither will use any protected patent, trademark, or copyright in the performance of their respective work unless a Party has obtained proper Version: July 2025 4 permission and all releases and other necessary documents. 12. Electronic Signatures and Electronic Records. This Grant Agreement, and any other documents requiring a signature that are related to this Grant Agreement, may be signed electronically in the manner specified by the Parties. The Parties agree not to object to the admissibility, legal effect, or enforceability of this Grant Agreement or any document related thereto in the form of an electronic record, or a paper copy of an electronic document, or a paper copy of a document bearing an electronic signature, on the ground that it is an electronic record or electronic signature or that it is not an original. 13. Assignment, Successors and Assigns: Neither Party may transfer, delegate or assign this Grant Agreement, or its rights or obligations hereunder, without the prior written consent of the other Party. If this Grant Agreement is properly assigned, then it will bind and benefit the successors and assigns of the Parties. Any assignment in violation of this Paragraph will be void. 14. Signature Warranty. Each of the undersigned represents and warrants that they are authorized to execute this Grant Agreement. 15. Appropriations Limitation: All expenditures by Grantee under this Grant Agreement are subject to appropriations by Grantee's City Council. Consequently, this Grant Agreement shall bind Grantee only to the extent that it appropriates sufficient funds to perform its obligations hereunder. [The balance of this page is intentionally left blank. Signature page to follow.] Version: July 2025 Molly Rawn Mayor 11/04/2025 Attachment A: Work Plan a. Background. Grantee currently operates a universal, dual -stream curbside recycling collection program serving approximately 27, 500 residential households. Curbside recyclables are collected weekly by Grantee. Grantee's current curbside recycling containers are 18-gallon open bins. Materials collected by Grantee's current program are sorted at the curb by the truck driver and brokered or sold directly to markets. Grantee recycled approximately 2,500 tons of residential curbside recyclable materials in 2024. b. Project Description. With the support of Cash Grants and In -Kind Services from Grantor, Grantee will acquire and distribute 64-gallon recycling carts to all eligible households within Grantee's jurisdiction with the goal of providing each household with one (1) recycling cart. In addition, with support from Grantor, Grantee will implement a jurisdiction -wide education and outreach campaign to support its curbside recycling program and maintain low contamination rates. Grantee will also install smart -camera technology on its new collection vehicles to aid in its anti -contamination engagement efforts. Prior to implementation, Grantee shall procure recycling processing services from a reputable and permitted materials recovery facility or facilities ("MRF" or "MRFs" as the case may be) C. Program Requirements; Qualified Carts. Grantee shall use commercially reasonable efforts to meet the following recycling program requirements under which recyclables are collected on a weekly or every other week basis. Only carts which meet the conditions set forth in this Section shall be considered Qualified Carts. i. Cart Capacity; Collection Frequency. Collection frequency impacts cart size as follows: recycling carts with a minimum of sixty-four (64) gallons of capacity shall be required for weekly collection; and recycling carts with a minimum of ninety-three (93) gallons of capacity shall be required for every other week collection. Grantee may, at its discretion, distribute ninety-three (93) gallon carts for weekly collection. Additionally, Grantee may, at its discretion, distribute a maximum of three thousand _(3,000) recycling carts that have less capacity than required herein in order to accommodate small dwellings and senior residents, but any such carts in excess of three thousand (3,000) will not be considered a Qualified Cart and, as such, the cost of such carts will not be eligible for Cash Grants or considered an Allowable Expenditure hereunder. ii. Cart Distribution. Grantee shall distribute carts for recycling collection in accordance with the existing policies and procedures of Grantee, and free of any additional charge to residents beyond the standard monthly utility rate for recycling services. iii. RFID Tags; Recycled Content Requirement. Grantee shall acquire and distribute recycling carts that have embedded Radio Frequency Identification ("RFID") tags and have been Version: July 2025 7 manufactured with a minimum of five percent (5%) residential post -consumer recycled plastic content based on the weight of the entire mass of the body, lid, and wheels. To qualify as residential post -consumer content, the reclaimed plastic must have been generated by a household and collected for recycling by a curbside or drop-off recycling program. This content requirement cannot be met through the use of post-industrial plastics or plastic sourced from end -of -life carts or bins. Grantee shall submit documentation from Grantee's cart manufacturer providing assurance that the recycling carts purchased with the assistance of Cash Grants meet the standard described herein. d. Measurement. Grantee will implement a system for tracking the number of households eligible to receive curbside recycling collection services along with the number of households that have been issued a Qualified Cart. Grantee will implement a system for tracking monthly tonnage data for municipal solid waste and curbside recyclables generated by and collected from curbside recycling eligible households. As able, and with the support of Grantee's collection service provider, Grantee will also implement a system for tracking recycling set out rates and monthly contamination rates of recyclable materials generated by, and collected from, curbside recycling eligible households. e. Collection and Management of Recyclable Materials. Grantee shall provide Grantor with a list of materials currently accepted for recycling by Grantee's program. Grantor (and/or a contractor hired at Grantor's expense) shall review the list of materials currently accepted for recycling by Grantee and shall work with Grantee, Grantee's recycling collection contractor(s), if any, and the MRF to evaluate the potential for the inclusion of other recyclable materials as appropriate in curbside collection. The Parties agree that recyclable materials collected for recycling in connection with the Project and meeting reasonable contamination standards established by Grantee, Grantee's recycling collection contractor(s), if any, and/or the MRF or MRFs, will be delivered to a reputable processor for recycling and recovery. Grantee shall work in good faith with Grantor to address any issues related to the recycling and/or recovery of such materials with the goal that properly prepared recyclable materials collected by Grantee's program will be managed responsibly. f. Project Budget. Grantor shall provide Cash Grants of no more than One Million Two Hundred and Eight Thousand Dollars ($1,208,000) for Qualified Carts and up to Two Hundred and Eighty Thousand Dollars ($280,000) for supportive education and outreach materials. The use of Cash Grants for Qualified Carts will be based on the number of Qualified Carts actually distributed to participating households, will be limited to one (1) Qualified Cart per participating household, and shall not exceed the amount specified in the table below. Grantee may, at its discretion, provide households with more than one (1) recycling cart but, in such instances, Cash Grants shall only be available for one (1) cart per household. The budget for Cash Grants as set out below assumes the provision and distribution of Qualified Carts and supportive education and outreach to 28,000 households. Version: July 2025 8 Grantor's intended distribution of Cash Grants pursuant to this Grant Agreement are as follows: Grant Element Description Grant Amount Cash Grants to support the acquisition and distribution Qualified Carts of Grantee -owned Qualified Carts to all eligible $1,208,000 households for curbside collection. Education and Cash Grants to implement a recycling education and Outreach Support outreach campaign in support of curbside recycling $280,000 and reduction in curbside contamination rates. Smart -Camera anticontamination Smart truck cameras to detect contamination and $160,000 measure participation rates. equipment Total $1,648,000 In addition to Cash Grants, Grantor shall provide In -Kind Services for the purpose of supporting the Project through the provision of technical support for strategic planning, program assessment, program implementation, measurement activities, and recycling education and outreach including graphic design customization. The anticipated In -Kind Servies, and the projected value of such services, are as follows: Description of In -Kind Services Projected Value Access to Grantor's educational campaign materials Up to $100,000 Dedicated technical assistance and outreach campaign design support from Up to Grantor's staff $25,000 Total Up to $125,000 All costs associated with Project implementation beyond the Cash Grants and In -Kind Services from Grantor will be the responsibility of Grantee. It is understood byheParties that Grantee may combine -- Cash Grants with local funding as well as grant funding from other sources to fund the Project. It is also understood by the Parties that actual expenses may vary depending on a variety of factors, including the number of Qualified Carts .distributed, the number of households served by the residential curbside recycling program, and the actual expenses associated with Grantee's education and outreach efforts. Upon the mutual written agreement of the Parties, the final allocation of Cash Grants may be adjusted among expense categories. The actual amount of Cash Grants paid by Grantor will be based on reimbursement for Allowable Expenditures pursuant to the Grant Agreement. Notwithstanding anything contained herein, the total amount of Cash Grants shall not exceed the amount specified in this Grant Version: July 2025 9 Agreement. g. Grantee Engagement. Grantee will commit sufficient staff time and resources for the planning, implementation and management of the Project, including but not limited to (a) reviewing and approving Grantor -designed educational materials; (b) developing and implementing a curbside recycling program and an education program that includes the use of Grantee's website, digital content, and supported events; (c) producing and distributing educational materials with the delivery of Qualified Carts; (d) conducting recycling program operations; (e) supporting research and program analysis through the reporting and measurement data; (f) assistance with Grantor funded measurement activities; and (g) providing additional support as the Project requires. h. Public Education and Outreach Campaign. Grantee will work closely with Grantor to develop and implement an effective education and outreach campaign in support of Grantee's distribution of Qualified Carts and Grantee's curbside recycling program, utilizing the approach outlined herein. Educational efforts will focus on informing residents about how to utilize carts for recycling collection and will also work to ensure that residents are informed of what is acceptable and not acceptable in the recycling carts. A particular emphasis of the campaign will be on how to prepare materials for recycling collection and ensuring residents know their recycling collection schedule and service day. The educational campaign will target all curbside recycling households in Grantee's service jurisdiction and will, at a minimum, utilize the following tools: i. Direct to resident "Carts are Coming" informational mailers for all curbside households; ii. A packet of information about recycling to be delivered with the cart to all residents which includes an acceptable materials information card/magnet/sticker, an introductory letter, and/or service calendar; iii. The implementation of oops/congrats tags or other anti -contamination strategies, as needed, to reinforce correct recycling behavior; and iv. An update to Grantee's website to communicate the basics of the cart roll out to its residents nel ding, t a�m ru a list=o acce-- ahle—mat�r alp— and—ho. to=g � dditionai_ - information about the recycling collection schedule. In addition, and as agreed by the Parties, outreach efforts may be expanded to include one or more of the following: i. Public activation event to drive citizen engagement in recycling; ii. Social media boosting; iii. Paid advertisements; and/or iv. Other strategies determined by the Parties. Version: July 2025 10 i. Graphic Design Edits. Grantor will work with Grantee to customize educational materials to fit the needs of Grantee's campaign for the Project in accordance with the timeline established by the Parties. Grantor will provide two (2) rounds of edits to the graphic design of campaign materials. Additional rounds of editing on graphic design materials may be provided upon the mutual agreement of the Parties. Grantee must provide at least five (5) days' written notice to Grantor's primary contact for any edits or changes to educational materials that are to be reviewed by Grantor. If Grantee uses a third -party for the design of education and outreach materials, Grantor will cooperate with such third -party by providing access to Grantor's tools, artwork, and images for use by such third -party in accordance with this Grant Agreement. Grantor will not, however, provide customized design services to such third -party. Print buying and approvals are the sole responsibility of Grantee unless otherwise agreed upon by the Parties. Grantee shall have all publications produced as a result of this Grant Agreement printed double -sided on recycled -content paper with a minimum of thirty percent (30%) post -consumer recycled content. j. Logo Usage. During the Grant Period, Grantee shall use Grantor's logo with the phrase "Funded in part by" on all materials associated with the Project, unless otherwise agreed by the Parties or prohibited by applicable law. Grantee hereby agrees that if the Project is funded by one or more funders in addition to Grantor, then, in addition to Grantor's logo, such fenders may also require acknowledgment by Grantee in communications, educational and/or outreach materials, including the "Funded in part by" language, and the use of such funder's logo(s). Prior to use, Grantor requires proof review and approval of any campaign materials developed by Grantee or a third -party that uses campaign images, graphics, or logos of Grantor and any of its funders. Upon receipt of materials for review, Grantor agrees to review proofs and provide feedback within ten (10) business days, or it shall forfeit the right to require the use of its logo, and the logos of any of its funders and associated use of the "Funded in part by" phrasing. Grantor understands that under no circumstances may Grantee appear to be endorsing or advertising on behalf of a private business. k. Anticipated Timeline. The Parties agree to develop and maintain a detailed project timeline, setting per-iodi�milestones-for4he implementatiowof=the+roject T-=he� cipated=key-datesin�!eTrcject are as follows: i. October 2025 — The Parties will initiate planning for the education and outreach campaign and Grantor will support Grantee's planning for the implementation of cart -based recycling collection services. ii. December 2025 — Grantee will finalize cart procurement. January 2026 — Grantee will begin the education and outreach campaign to support the launch of cart -based curbside collections. iv. May 2025 — Grantee will launch and complete distribution of Qualified Carts and information Version: July 2025 11 packets to all curbside recycling eligible households. V. August 2027 — Deadline for Project completion and Grantee's submission of the Final Report and invoice requesting payment for the final ten percent (10%) of Allowable Expenditures. The Parties acknowledge the difficulty of predicting the exact dates for implementation of the various elements of the Project. Accordingly, the above dates are intended as milestones, with the understanding that if unanticipated changes or delays in the schedule occur, the Parties may revisit the timeline and adjust the schedule as necessary for the successful implementation of the Project, including an extension of the Grant Period as needed. 1. Reporting and Additional Post -Award Requirements. Grantor's provision of the Cash Grants and In -Kind Services contemplated herein is expressly conditioned upon Grantee's satisfaction of following reporting requirements: i. W-9. Within fifteen (15) days of the Effective Date, Grantee shall provide Grantor with an Internal Revenue Service Form W-9, Request for Taxpayer Identification Number and Certification, signed and dated in the current year. ii. Baseline Data. In order to establish a baseline for measurement of Project success, Grantee shall provide Grantor with monthly solid waste and recycling tonnage data (if any) for at least the twelve (12) month period immediately preceding Project commencement (the "Baseline Period"). If such data is not available, Grantee agrees to work with Grantor to develop estimates of solid waste and recycling tonnage data for the Baseline Period. iii. Quarterly Reports. Until the end of the Grant Period, or the one (1) year anniversary of Project implementation, whichever is later, Grantee shall deliver quarterly reports containing monthly solid waste and recycling data. Such quarterly reports shall be submitted electronically via a reporting system and format established by Grantor. iv. Solutions Hub. Grantee shall establish a profile in Grantor's Recycling Program Solutions Hub (the "Solutions Hub") and a representative of Grantee shall become a verified representative for Gr ntee1sjurisdirti8 within-the==Solutions4lub Aecess4o=and�use-of the- -- Solutions Hub is provided at no cost to Grantee. Upon execution of this Grant Agreement, Grantee shall complete the general information section of Grantee's community profile, update information in the Solutions Hub for Grantee's current recycling efforts (if any), and submit recycling data for the Baseline Period into the Solutions Hub. Finally, to aid in the tracking of the long-term impacts of the Project, for a period of five (5) years following the end of the Grant Period, Grantee shall update its profile and report annually regarding its recycling efforts in the Solutions Hub. Grantor may, in its sole discretion, eliminate Grantee's cost-free access to the Solutions Hub at any time. In the event of such access termination, Grantor shall provide Grantee with an alternative reporting mechanism that is no more burdensome than the Version: July 2025 12 Solutions Hub, and Grantee's reporting obligations shall continue. V. Final Report. No less than thirty (30) days prior to the end of the Grant Period, Grantee shall submit a draft final report (the "Final Report") to Grantor for review. Grantor will provide Grantee with the required format for the Final Report. Within fourteen (14) days of receipt of the draft Final Report, Grantor shall provide feedback to Grantee, including necessary changes and points of clarification. Grantee shall then incorporate any such revisions and submit a fully reviewed and approved Final Report within sixty (60) days of the end of the Grant Period. vi. Third -Party Reports. Grantee shall share with Grantor any data or reports it may receive from the MRF or MRFs processing Grantee's recyclable materials that are collected for recycling in connection with the Project which could help the Parties gain a deeper understanding of the impact of the Project on the performance of Grantee's public recycling program, which may include, but is not limited to, tonnage reports, reports on the composition of Grantee's recyclable materials, and/or reports on the quality/contamination levels of Grantee's recyclables. in. Cooperation with RSC. Throughout the Grant Period, Grantee agrees to partner with Grantor and the regional NW Arkansas Recycling Steering Committee ("RSC") to ensure that Grantee's service changes align with the priorities of RSC, including but are not limited to (i) using a good -faith efforts to procure blue Qualified Carts; and (ii) aligning Grantee's education, outreach and other engagement messaging with the messaging used by RSC. 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