HomeMy WebLinkAboutOrdinance 5628ORDINANCE NO.5628
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH THE
BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF
$25,000.00 FOR AN ENVIRONMENTAL AND RECYCLING EDUCATION
PROGRAM
WHEREAS, the Boston Mountain Solid Waste District is willing to cost -share a
position, to be employed by the District, to provide environmental and recycling education; and
WHEREAS, the Boston Mountain Solid Waste District already has an agreement in
place with Madison County to supply an education program and cost -sharing this position with
the District would be the most cost-effective way to provide this educational program,
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines
an exceptional situation exists in which competitive bidding is deemed not feasible or practical
and therefore waives the requirements of formal competitive bidding and approves a Contract
(marked as Exhibit "A" attached hereto and made a part hereof) between the City of Fayetteville,
Arkansas and the Boston Mountain Solid Waste District in the amount of $25,000.00 for the
provision of an environmental and recycling education program for the citizens of Fayetteville.
PASSED and APPROVED this 5ch day of November, 2013.
APPROVED:
ATTEST:
By: Aond�ita- 4
7 Anu&
SONDRA E. SMITH, City �106/,Tfrpasurer
w*�.01,[ liyl
r
�G'O Y
��AY! ! INIUE:
emu! %f' .. , • -;:::: �Y.
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
October 15th, 2013
City Council Meeting Date
Agenda Items Only
Brian Pugh _ Solid Waste and Recycling Transportation Services
Submitted By Division Department
Action Kequirea:
Ordinance waiving the requirements of formal competitive bidding and authorizing a Contract for Service with Boston
(Mountain Solid Waste District for an education position utilized in the Solid Waste and Recycling Division.
25, 000.00
Cost of this request
5500.5000-5315.00
Account Number
Services & Charges
Program Category / Project Name
SW Operations & Administration
Program / Project Category Name
Solid Waste and Recycling
Project Number Remaining Balance Fund Name
$ 739, 593.00
Category / Project Budget
$ 444, 390.10
Funds Used to Date
$ 295,202.90
Budgeted Item �x Budget Adjustment Attached
Z I
t ctor
Date
y
y
Date
Finance and Internal Services Director Date
Date
�+D J
ate
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City
Clerk's Office
EN
Received in
Mayor's Office
ff'' 1 ((1 44 ,. l'•. j! 1t j Revised Jan 15, 2009
Zeev]le
S�
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
Terry Gulley, Transportation Director
From: Brian Pugh, Waste Reduction Coordinator
Date: September 27, 2013
CITY COUNCIL AGENDA MEMO
MEETING DATE OF OCTOBER ls'
THE CITY OF FAYETTEVILLE, ARKANSAS
Subject: Ordinance waiving the requirements of formal competitive bidding and authorizing a Contract for Service with
the Boston Mountain Solid Waste District for an education position utilized in the Solid Waste and Recycling
Division.
RECOMMENDATION
Fayetteville City Administration recommends authorizing a ordinance waiving the requirements of formal competitive
bidding and authorizing a Contract for Service with the Boston Mountain Solid Waste District for an education position
utilized in the Solid Waste and Recycling Division.
BACKGROUND
The Solid Waste & Recycling Division utilized two Energy Corp members from November 2012 to September 2013 for
education related activities. The two positions were split with one full time and one part time position working on the
recycling marketing and education programs. To date these positions have helped with these programs by reaching
approximately 1,800 people with presentations ranging from solid waste and recycling tours, waste free lunches, recycling
basics, composting techniques and how recycling can help with energy savings. These positions have been vital working
in house on researching other programs, website maintenance and brochure and sign development and also crucial in
conducting outreach to businesses and non -profits. These positions conducted much of the door to door education in
rolling out the commercial glass program and cigarette litter prevention plan on Dickson St.
DISCUSSION
The Energy Corp program is no longer being funded through the Federal Government so there will be no positions in the
2013-2014 period in which to apply for help with the recycling education efforts. The Boston Mountain Solid Waste
District has an agreement in place with Madison County to supply an education position for their programs. In addition,
Boston Mountain is hiring for a position that would work 20 hours a week for Washington County and 20 hours a week
for the City of Fayetteville conducting education for the recycling programs.
The employee hired for the new education position would be employed through the Boston Mountain Solid Waste District
and the District would handle all personnel issues and benefit packages. The cost for the City would be $25,000 per year
and would come from education budget funds already approved for 2013 and 2014.
BUDGET IMPACT
The agreement is for $25,000 and will be paid for from the Solid Waste and Recycling Budget — Promotional Activities
5500.5060.5342.00. In 2013 the cost will be pro -rated for the last remaining quarter in 2013. There is sufficient funding
in the operating budget for this position.
Boston Mountain Interlocal Agreement CC Agenda Memo Oct 1
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH THE
BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF
$25,000.00 FOR AN ENVIRONMENTAL AND RECYCLING EDUCATION
PROGRAM
WHEREAS, the Boston Mountain Solid Waste District is willing to cost -share a
position, to be employed by the District, to provide environmental and recycling education; and
WHEREAS, the Boston Mountain Solid Waste District already has an agreement in
place with Madison County to supply an education program and cost -sharing this position with
the District would be the most cost-effective way to provide this educational program,
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines
an exceptional situation exists in which competitive bidding is deemed not feasible or practical
and therefore waives the requirements of formal competitive bidding and approves a Contract
(marked as Exhibit "A" attached hereto and made a part hereof) between the City of Fayetteville,
Arkansas and the Boston Mountain Solid Waste District in the amount of $25,000.00 for the
provision of an environmental and recycling education program for the citizens of Fayetteville.
PASSED and APPROVED this 15t" day of October, 2013.
By:
LIONELD JORDAN, Mayor
ATTEST:
IN
SONDRA E. SMITH, City Clerk/Treasurer
CONTRACT FOR SERVICE
The Boston Mountain Regional Solid Waste Management District (District) and the City of Fayetteville,
Arkansas agree to enter into the following agreement to provide environmental education and outreach
in the City of Fayetteville.
Environmental Education is to be provided by the District. The District has the resources available to
provide public education and community outreach relating to solid waste management and waste
minimization education in Fayetteville.
It is agreed by the District and the City of Fayetteville as follows:
The District shall:
1. Provide waste reduction and waste minimization education to citizens of the City of Fayetteville.
2. Prepare and present education programs to Fayetteville's citizens on services and programs
available to them related to solid waste management, including recycling.
3. Provide an environmental educator that will perform at least 1,040 hours per year on
environmental education for the City. For any partial year performance, the District shall
provide a prorated number of hours per year at a rate of 86.67 hours per month.
4. The environmental educator will be an employee of Boston Mountain Solid Waste District. The
District agrees to indemnify and hold harmless, to the extent such is not in conflict with
immunities provided for by state law, the City of Fayetteville and all of its officers and officials
from any claims, of whatever nature, relating to the employment of the environmental
educator.
5. Provide a quarterly report to the City of outreach programs and services performed. Said report
shall be provided by the 15th day of each month succeeding each quarter. The report shall
include detailed statistics regarding the number of Fayetteville citizens served by the education
services provided by the District pursuant to this agreement, and the nature and content of
educational services provided.
The City of Fayetteville shall:
1. Pay for this service the sum of $25,000 per calendar year. A pro -rated sum shall be paid for any
partial year performance for the calendar year of the execution of this agreement (2013).
Scope of Work:
Educational Material Development - General Public
Provide recycling/composting/solid waste information to improve public's knowledge and
participation in programs.
Deliverable:
A. Create program brochures for residential recycling, commercial recycling, apartment
recycling, drop-off centers recycling, and composting to correlate with the "Recycle Something"
campaign.
Website updates, as needed, to both accessfayetteville.org and the
RecyclingSomething.org webpage content with the direction of the City's I.T. department.
C. Development of Interactive displays at the new Marion Orton Recycling Center Drop off
on North Street.
Public Outreach - General Public, Chamber of Commerce, Library, Civic Groups
Create PowerPoint presentations, press releases, PSA's, and events to improve visibility of
organization and provide venue for dialogue with citizens.
Deliverable:
A. Develop, plan and implement a "Project Driveway" event similar to one held in Seattle
Washington to highlight the City's Pay -As -You -Throw residential waste program.
B. Develop, plan and implement one door-to-door education campaign in a neighborhood
to be designated by staff to educate residents on the recycling program.
C. Create one public event at the Library highlighting recycling and solid waste information.
D. Develop, plan and present at least 5 recycling and solid waste programs to civic groups
and/or the Chamber of Commerce members during lunch events.
E. Collaborate with the Washington County Cooperative Extension Service to provide
education on proper Household Hazardous Waste disposal options.
Youth Public Education — Private and Public Schools
Provide interactive education programs to the Private and Public schools in Fayetteville.
Deliverable:
A. Attend Green Team meetings and work to give presentations to the Green Teams at
different schools.
B. Develop educational booth and attend the End of Year Green Team Celebration and
Teacher Fair at the beginning of the school year for Fayetteville Public Schools.
C. Conduct one waste audit with one public school.
D. Contact private schools to give presentations to students.
Adult Education - Educators
Assist Washington County Environmental Educator with facilitating teacher workshops and
other professional development opportunities. Workshops will focus on solid waste, waste
diversion, and natural resource conservation.
Deliverable:
A. Assist with four PLT Teacher workshops and AEEA Expo
Technical Recycling Assistance — Businesses, Schools, Chamber of Commerce
Initiate, maintain and expand recycling programs within schools and other organizations to
increase waste diversion.
Deliverable:
A. Contact and educate businesses on Dickson Street about the commercial glass program,
cigarette litter abatement program and other recycling initiatives.
B. Develop and present to the Chamber of Commerce Greenway Initiatives program to
describe services available to them.
C. Work with teacher leaders at schools on how to participate in recycling services.
D. Contact and educate apartment owners/managers and residents on services available to
them and assist in implementing indoor recycling container distribution with 2013 ADEQ grant.
Community involvement/Partnerships - Non -profits, Government Agencies, Professional and
School groups
Increase collaboration between stakeholders and citizens, share resources, and create new
programs.
Deliverable:
A. Collaborate with non -profits and other agencies on events based around Earth Day in
April, America Recycles Day in November, and watershed clean ups through -out the year.
Special Projects - Varies
Participate in various events and programs related to environmental education.
Deliverable:
A. Expand the Second Chance School Supplies program to additional schools, recruit
volunteers for the spring E-waste Roundup. This contract shall renew automatically on an annual
basis unless by December 15t, either party provides written notice to the other of its intention
not to renew this agreement.
All provisions of this agreement are contingent on annual budget authority granted by the City Council
of the City of Fayetteville, Arkansas.
Signatures:
BOSTON MOUNTAIN REGIONAL SOLID WASTE
MANAGEMENT DISTRICT
HONORABLE FRANK WEAVER
BOARD CHAIRMAN
DATE
CITY OF FAYETTEVILLE, ARKANSAS
MAYOR DONELD JORDAN
DATE
EXHIBIT a 11.0
CONTRACT FOR SERVICE
The Boston Mountain Regional Solid Waste Management District (District) and the City of Fayetteville, Arkansas agree to
enter into the following agreement to provide environmental education and outreach in the City of Fayetteville.
Environmental Education is to be provided by the District. The District has the reso rces available to provide public
education and community outreach relating to solid waste management and waaeminimization education in
Fayetteville. J
It is agreed by the District and th\ity of Fayetteville as follows: .'
The District shall:
1. Provide waste reduction and w��te minimization educationeo citizens of the City of Fayetteville.
2. Prepare and present education pograms to Fayetteville's itirens on services and programs available to them
related to solid waste managemeni;,including recycling
3. Provide an environmental educator that will perform t least 1,040 hours per year on environmental education
for the City. For any partial year perforrenance, the istrict shall provide a prorated number of hours per year at
a rate of 86.67 hours per month.
4. The environmental educator will be an employ of Boston Mountain Solid Waste District. The District agrees to
indemnify and hold harmless, to the extent s�l
is not in conflict with immunities provided for by state law, the
City of Fayetteville and all of its officers ant! offic Is from any claims, of whatever nature, relating to the
employment of the environmental educa�r.
5. Provide an annual report to the CitFdby
utreach pro ms and services performed. Said report shall be
provided by January 31 of the yeare prior year. a report shall include detailed statistics regarding the
number of Fayetteville citizens sere the education s vices provided by the District pursuant to this
agreement, and the natu/andtent of educational serve es provided.
The City of Fayetteville shall:
1. Pay for this service the su000 per calendar year. A pro-ra d sum shall be paid for any partial year
performance for the caleof the execution of this agreemen (2013).
This contract shall renew auto atically on an annual basis unless by December ieither party provides written notice
to the other of its intention t to renew this agreement.
All provisions of this agreement are contingent on annual budget authority granted by the City Council of the City of
Fayetteville, Arkansas.
11.0
Signatures:
BOSTON MOUNTAIN REGIONAL SOLID WASTE CITY OF FAYETTEVILLE, ARKANSAS
MANAGEMENT DISTRICT
EXHIBIT A
CONTRACT FOR SERVICE
The Boston Mountain Regional Solid Waste Management District (District) and the City of Fayetteville,
Arkansas agree,4o enter into the following agreement to provide environmental education and outreach
in the City of Fayetteville.
Environmental Education is to be provided by the District. The District has the resou ces available to
provide public education and community outreach relating to solid waste manage ent and waste
minimization education i� Fayetteville.
It is agreed by the District a'nd the City of Fayetteville as follows:
The District shall:
1. Provide waste reduction Rod waste minimization educal
2. Prepare and present education programs to Fayetteville
available to them related to sotlid waste management,
r Ao citizens of the City of Fayetteville.
citizens on services and programs
cluding recycling.
3. Provide an environmental educator that will perfor at least 1,040 hours per year on
environmental education for the C)ty. For any par al year performance, the District shall
provide a prorated number of hoA,per year at rate of 86.67 hours per month.
4. The environmental educator will be A emplo ee of Boston Mountain Solid Waste District. The
District agrees to indemnify and hold hi'�ml ss, to the extent such is not in conflict with
immunities provided for by state law, the ity of Fayetteville and all of its officers and officials
from any claims, of whatever nature, relati6 to the employment of the environmental
educator. �
5. Provide an annual report to the City of outreac�,programs and services performed. Said report
shall be provided by January 31�f the year for th prior year. The report shall include detailed
statistics regarding the numbefof Fayetteville citiz s served by the education services provided
by the District pursuant to tf�is agreement, and then ure and content of educational services
provided.
The City of Fayetteville shall:
1. Pay for this service the sum of $25,000 per calendar year. A p -rated sum shall be paid for any
partial year perfprmance for the calendar year of the execution this agreement (2013).
r
This contract shall renew automatically on an annual basis unless by Decemb r 1A, either party provides
written notice to the other of its intention not to renew this agreement.
All provisions,'of this agreement are contingent on annual budget authority granted�y the City Council
of the City of Fayetteville, Arkansas.
Signatures:
BOSTON MOUNTAIN REGIONAL SOLID WASTE
MANAGEMENT DISTRICT
HONORABLE FRANK WEAVER
BOARD CHAIRMAN
DATE
CITY OF FAYETTEVILLE, ARKANSAS
MAYOR LIONELD JORDAN
DATE
NORTHWEST ARKANSAS DEMOCRAT -GAZETTE
NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE
THE MORNING NEWS OF ROGERS
SPAPE LLC NORTHWEST ARKANSASTIMES
BENTON COUNTY DAILYILYRRECORD
212 NORTH EAST AVENUE, FAYETTEVILLE, ARKANSAS 72701 1 P.O. BOX 1607, 72702 1 479-442-1700 1 WWW.NWANEWS.COM
AFFIDAVIT OF PUBLICATION
I, Holly Andrews, do solemnly swear that I am the Legal Clerk of the
Northwest Arkansas Newspapers, LLC, printed and published in
Washington and Benton County, Arkansas, bona fide circulation,
that from my own personal knowledge and reference to the files
of said publication, the advertisement of.
City of Fayetteville -
Ordinance 5628
Was inserted in the Regular Editions on:
November 14, 2013
Publication Charges: $ 129.70
Holl Andrews
Subscribed and sworn to before me
This Zj day of , 2013.
a+�' w�&'
Notary Public
My Commission Expires: Z)6120
**NOTE**
Please do not pay from Affidavit. Invoice will be sent.
CITY CLERKS ®FFICL
r a
f'
'� ORDIN/#NCE N¢ 5628� �`
�S° AN$ ' ORDINAhCCE�' WAIVING � THEE ��g �....,-
yREQt'JIREMENTS� OF ,�O�i1NALy�- � � ���,
�COMPEi ITIVE BIDDINCK AND APPROVING r
A �CQNTRACTWITHIE BOSON �y nle
BKANsns
'� MC>�U�N'iiN SOLID>� WASTE �DIS�'Rt�CT�"IN��,� ��
THEAtvOUNTOF$2500000�ORt�iENVIROAINIENTALANDR CYCLING
WFIEREIJlS, the Boson Mounjaln`S lid UVsetri t is uiliingto cost share "
r a posh on to beemploy the DjStnct tde envir'mental "and"
rec e6 etlucat! n and ,
WHEREAS, the Boston Mountain Sohd�lNaste�Dis already has an agree a
melt irilace wit Matlisoi Countyoupp�astlucation program and
co§t sharing tbs gosrtion with the Distrjct would bathe most esst effective .
�' uuay toprovide this educatigr�a(prog�i�m�' �� r �� � �
NOW, TIiEREFORE, BE'a�ORDAINED BY TFIECITY COUNCIL OF THE`=
CITY- FAYETTEVILLE;g 0 KANSAS
Section1: That the City Council of the City of Fayetteville, Arkansas hereby ', R
determines'an exceptional situation exists in which competitive bidding'is''
deemed not feasible or practical and'therefore waives the"requirements of
formal competitive bidding and approves a Co-'den'.
tract (marked as Exhibit -A,
attachecj :hereto and made a part hereof be den the City of Fayettevtlle, . -
Arkansas and thd'Boston,Mountain,,' Este District in the: amount of
$25,000 00'for the provision of arr environmental) recycimg education"
program for the citizens of Fayetteville
PASSED and APPROVED this 5thday of November 2013.
.t
APPROVED R ATTEST
y,
By—
LIONELD JORDAN Mayor"' SONDRA E SN111 H, City CierklTieasurer ' r
.:,.:
Exhibits for this ordinance may be viewed in the office of the City Clerk/
Treasurer
Deliverable:
A. Contact and educate businesses on Dickson Street about the commercial glass program,
cigarette litter abatement program and other recycling initiatives.
B. Develop and present to the Chamber of Commerce Greenway Initiatives program to
describe services available to them.
C. Work with teacher leaders at schools on how to participate in recycling services.
D. Contact and educate apartment owners/managers and residents on services available to
them and assist in implementing indoor recycling container distribution with 2013 ADEQ grant.
Community involvement/Partnerships - Non -profits, Government Agencies, Professional and
School groups
Increase collaboration between stakeholders and citizens, share resources, and create new
programs.
Deliverable:
A. Collaborate with non -profits and other agencies on events based around Earth Day in
April, America Recycles Day in November, and watershed clean ups through -out the year.
Special Projects - Varies
Participate in various events and programs related to environmental education.
Deliverable:
A. Expand the Second Chance School Supplies program to additional schools, recruit
volunteers for the spring E-waste Roundup. This contract shall renew automatically on an annual
basis unless by December 15t, either party provides written notice to the other of its intention
not to renew this agreement.
All provisions of this agreement are contingent on annual budget authority granted by the City Council
of the City of Fayetteville, Arkansas.
Signatures:
BOSTON MOUNTAIN REGIONAL SOLID WASTE
MANAGEMENT DISTRICT
HONOR BLE FRANK WEAVER
BOARD CHAIRMAN
/Ul 113
DATE