NCDENR Community Waste Reduction and Recycling Grant Program No. 5912NCDENR
North Carolina Department of Environment and Natural Resources
Pat McCrory John E, Skvarla, III
Governor Secretary
•- Suleyman
New Hanover County
3002 U.S. Highway
Wilmington, 28401
Enclosed is a fully executed c•• of • • 5912 between the Department of
Environment and Natural Resources and New Hanover • • the 2014
Community -• • and Recycling Grant Program.
Invoices or matters regarding work to be performed should be directed to the
Contract Administrator, Joseph Fitzpatrick, as indicated on page three (3) of the
contract document.
Should
0_ you have any questions regarding the contract, you may contact me at (9191,
7-8539.
Enclosure
cc: Joseph Fitzpatrick, DENR, Division of Environmental Assistance and Customer Service
Jackie J. Moore, DENR Office of the Controller
1605 Mail Service Center, Raleigh, North Carolina 27699 -1605
Phone: 919- 707 -85251 Internet: www.ncdenr.gov
An Equal Opportunity 1 Affirmative Action Employer— Made in part by recycled paper
STATE GP NORTH CAROLINA
COUNTY OF WAKE
New Hanover County Contract S# 14-0371
GRANT CONTRACT NO, 5912
GRANTER'S FEDERAL.
IDENTIFICATION
NUMBER: **-'*0324
This Contract is hereby made and entered into this 1,3 Day of July, 2014, by and between the NORTH CAROLINA
DEPARTMENT CE ENVIRONMENT AND NATURAL RESOURCES, (the 'Agency') and NEW HANOVER COUNTY, (the
"Grantee ') (referred to collectively as the "Panes').
1. Contract Documents: This Contract consists of the Grant Contract and its attachments, all (i which are identified by
name as follows:
(t) Grant Contract No, 5912
(2) General Terms and Conditions (Attachment A)
(3) Agency's Request for Proposal ( P) (Attachment P)
(4) Grantee's Response to Agency's RFP, including line item budget and budget narrative and if applicable, indirect
cost documentation (Attachment C)
These documents constitute the entire agreement between the Parties and supersede all prior oral or written statements
or agreements, The Parties may enter into Contract Amendments in accordance with the General Terms and Conditions
as described in attachment A.
. Precedence Among Contract Documents: In the event of a conflict between terrns of the Contract Documents', the
term in the Contract Document with the highest relative precedence prevails. The order of precedence is established by
the order of documents in Paragraph 1, above, with the first- listed document having the highest precedence and the last -
listed document having the lowest precedence. If there are multiple Contract Amendments, the most recent amendment
has the highest precedence and the oldest amendment has the lowest precedence,
3, Contract Period- This Contract shall be effective on duly 1, 2014 and shall terminate on June 30, 2015,
4. Project Period: The Grantee begins the project on duly 1, 2014, The Grantee undertakes and completes they
project in a sequence that assures expeditious completion in light of the purposes of this agreement. Grantee
completes the project can dune 30, 2015.
5. Grantee's Duties: The Grantee provides the project as described in Attachment C, New Hanover County 2614
Community Waste Reduction and Recycling Building a Better Boardwalk: Recycling Away From Horne Grant
Program and in acorn ance with the approved budget in Attachment C.
0m Agency's Duties: The Agency shall pay the Grantee in the manner and k -i the amounts specified in the Contract
Documents,
The total amount paid by the agency to the Grantee under this Contract shall not exceed THIRTY THOUSAND
DOLLARS ($30,000.00)
This amount consists of:
ph ds
Funding Source
Appropriations
Appropriations
( k
.. , 7 ORIGINAL
[ ] a, There are no matching requirements from the Grantee,
b. There are no matching requirements from the Grantee; however, the Grantee has committed the following match
to this project:
[ X ] c. The Grantee's matching requirement is $6,000.00, which shall consist of:
In-Kind
$
X
Cash
$6,000.00
Mr
Cash and In-Kind
$
M
Cash and/or In-Kind
$
Other / Specify:
$
[ X ] c. The Grantee's matching requirement is $6,000.00, which shall consist of:
X ] d. The Grantee has committed to an additional $9,000-00 to complete the project as described in Attachment C.
The contributions from the Grantee shall be sourced from non-federal funds.
The total contract amount is $45,000.00
M
Any unexpended grant funds shall revert to the Agency upon termination of this Contract.
ME= =�
Any Grantee receiving at least $15,000 but less than $500,000 in state funds from the Agency within any fiscal
year is required to file with each funding state agency a sworn accounting of receipts and expenditures of state
funds in the format approved by the State Auditor. This accounting must be attested to by the Grantee fiscal officer
and one other authorizing officer of the Grantee. This accounting must be filed with each funding state agency
within six months after the end of the Grantee's operating year, If the Grantee receives STATE funds of $500,000
or more during its fiscal year, it must file with the State Auditor and each funding agency its audited financial
statements in accordance with the standards and formats prescribed by the State Auditor in Memorandum NGO-2
"Grantee Audit Reports." If the Grantee receives $500,000 or more in FEDERAL awards during its fiscal year from
any source, including federal funds passed through the State or other grantors, it must obtain a single audit or
program-specific audit conducted in accordance with the Federal Office of Management and Budget's Circular A-
133 'Audits of States, Local Government and Non-Profit Organizations." If the above amounts are not met by one
single funding agency, but rather any combination of funding agencies, then the appropriate reports shall be sent
to the Office of the State Auditor and to the Agency. Also, a corrective action plan for any audit findings and
recommendations must be submitted along with the audit report or within the period specified by the applicable
OMB Circular or Memorandum.
Page 2 of 7
In-Kind
$
X
Cash
$6,000.00
Cash and In-Kind
$
Cash and/or In-Kind
$
Other / Specify:
$
X ] d. The Grantee has committed to an additional $9,000-00 to complete the project as described in Attachment C.
The contributions from the Grantee shall be sourced from non-federal funds.
The total contract amount is $45,000.00
M
Any unexpended grant funds shall revert to the Agency upon termination of this Contract.
ME= =�
Any Grantee receiving at least $15,000 but less than $500,000 in state funds from the Agency within any fiscal
year is required to file with each funding state agency a sworn accounting of receipts and expenditures of state
funds in the format approved by the State Auditor. This accounting must be attested to by the Grantee fiscal officer
and one other authorizing officer of the Grantee. This accounting must be filed with each funding state agency
within six months after the end of the Grantee's operating year, If the Grantee receives STATE funds of $500,000
or more during its fiscal year, it must file with the State Auditor and each funding agency its audited financial
statements in accordance with the standards and formats prescribed by the State Auditor in Memorandum NGO-2
"Grantee Audit Reports." If the Grantee receives $500,000 or more in FEDERAL awards during its fiscal year from
any source, including federal funds passed through the State or other grantors, it must obtain a single audit or
program-specific audit conducted in accordance with the Federal Office of Management and Budget's Circular A-
133 'Audits of States, Local Government and Non-Profit Organizations." If the above amounts are not met by one
single funding agency, but rather any combination of funding agencies, then the appropriate reports shall be sent
to the Office of the State Auditor and to the Agency. Also, a corrective action plan for any audit findings and
recommendations must be submitted along with the audit report or within the period specified by the applicable
OMB Circular or Memorandum.
Page 2 of 7
The Agency reimburses the Grantee for actual allowable expenditures with the Agency retaining a minimum of ten
percent (10%) of the Agency's funds until all required activities are completed and repo rts/deliverables are received and
accepted by the Agency. An allowable expenditure is defined as one associated with work performed to meet the
milestones that have been addressed during the specific reporting period. The Agency may withhold payment on
invoices when the Grantee fails to accomplish the milestones stated in Attachment C.
10. Invoices: The Grantee submits invoices to the Agency Contract Administrator at least quarterly. The final invoice must
be received by the Agency within 45 days after the end of the contract period.
Amended or corrected invoices must be received by the Agency's Office of the Controller within six months after the end
of the contract period. The Agency will not pay any invoice received more than six (6) months after the end of the
effective period,
11. Contract Administrators: Each Party submits notices, questions and correspondence to the other Party's Contract
Administrator. The name, address, telephone number, fax number, and email address of the Parties' initial Contract
Administrators are set out below. Either Party may change the name, address, telephone number, fax number, or email
address of its Contract Administrator or Principal Investigator or Key Personnel by giving timely written notice to the other
Party.
Any changes in the scope of the contract which increase or decrease the Grantee's compensation are not effective until
approved in writing by the Agency's Head or Authorized Agent.
Agency Contract Administrator:
Joseph Fitzpatrick
Division of Environmental Assistance and
Customer Service
1639 Mail Service Center
Raleigh, NC 27699
Telephone: (919) 707-8121
Email: ioseDh,fitzDatrickdncdenr.00v
Grantee Contract Administrator:
Grantee Principal Investigator or Key Personnel
Joe Suleyman, Director
Joe Suleyman, Director
New Hanover County
New Hanover County
3002 US Highway 421 North
3002 US Highway 421 North
Wilmington, NC 28401
Wilmington, NC 28401
Telephone: (910) 798-4403
Telephone: (910) 798-4403
Fax: (910) 796-4008
Fax: (910) 798-4008
LEE! aIlsulej man anhcoov.com
Email: jsuley man @nhc%ov.corn
12. Grantee Principal Investigator or Key Personnel: The Grantee shall not substitute the Principal Investigator or
key personnel assigned to the performance of this contract without prior approval by the Agency Contract
Administrator.
Page 3 of 7
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IMINT-MVE ME M IRWIFUT—WroM,
expenditure of other public funds for such servi .. ces.
14. Disbursements: As a condition of this Contract, Grantee acknowledges and agrees to make disbursements in
accordance with the following requirements:
15. Outsourcing: The Grantee certifies that it has identified to the Agency all jobs related to the Contract that have been
outsourced to other countries, if any. Grantee further agrees that it will not outsource any such jobs during the term of
this Contract without providing notice to the Agency and obtaining written approval from the Agency Contract
Administrator prior to outsourcing.
16. E-Verify: As required by G,S, §143-48,5 (Session Law 2013-418), the Grantee certifies that it, and each of its subcontractors
for any contract awarded as a result of this solicitation, complies with the requirements of Article 2 of Chapter 64 of the NC
General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the
work authorization of its employees through the federal E-Verify system,
17. Assurances For Non-Federally Funded Contracts: The GRANTEE certifies that with regard to:
1, Debarment And Suspension -To the best of its knowledge and belief that it and its principals:
Page 4 of 7
2. Lo in - To the best of his or her knowledge and belief, that:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or
use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken
against employees for violation of such prohibition;
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in t
workplace; I
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the
statement required by paragraph (a) above;
(d) Notifying the employee in the statement required by paragraph (a), above, that, as a condition of employment
under the grant, the employee will -
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no
later than five days after Such conviction;
(e) Notifying the agency within ten days after receiving notice under subparagraph (d)(2), above, from an employee
or otherwise receiving actual notice of such conviction;
(f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), above with
respect to any employee who is so convicted -
11)
x Taking appropriate personnel action against such an employee, up to and including termination;
Page 5 of 7
r�,- i lill
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation
program approved for such purposes • a Federal, State, • local health, law enforcement, • other
p• •• ate agency;
• Making a good faith effort to continue to maintain a drug-free workplace through implementation • paragraphs
4, Will comply with the provisions of the Equal Employment Practices Act set out in Article 49A of Chapter 143 of the North
Carolina General Statutes,
5, Will comply, as applicable, with the provisions of the Wage and Hour Act, Occupational Safety and Health Act of North
Carolina, Controlled Substance Examination Regulation, Retaliatory Employment Discdmination, Safety and Health
Programs and Committees, Workplace Violence Prevention, and other applicable provisions of Chapter 95 of the North
Carolina General Statutes regarding labor standards.
6. Will comply with all applicable requirements of all other federal, state and local government laws, executive orders,
regulations and policies governing this program.
Page 6 of 7
New Hanover County ontraot # 14-037
GRANT CONTRACT NO. 5912
18. Signature Warranty-,
The undersigned represent and warrant that they are authorized to bind their principals to the terms of this agreement,
N.S. .S. §133 -32 and Executive Order 24 prohibit the offer to, or acceptance by, any State Employee of any gift from
anyone with a contract with the State, or from any person seeking to do business with the State. By execution of any
response in this procurement, you (Grantee) attest, for your entire organization and its employees or agents, that you are
not mare that any such gift has been offered, accepted, or promised by any employees of your organization,
IN WITNESS WHEREOF, the Grantee and the Agency execute this agreement in two (2) originals, one (1) of which
is retained by the Grantee and one (1) of which are retained by the Agency, the day and year first above written.
NEW HANOVER COUNTY
rante ' Sig ¢
�IP Njat e
f itle
ENVIRONMENT AND NATURAL NORTH RESOURCES E
Z&ohn'E. Skvarla, 111, Secretary
By
Qepa -ent ead`s natGr r Authorized ent
Michael G, 2naflt ghief of Purchuasin
Type 1 Printed dame and Title
Linancial Services Qivision /Purchasin end r sr�kr�cts Section
Division /Section
ORIGINAL
NY K:
&J10-Ak A - a et"
pe d� i eon
General Terms and Conditions
Governmental Entities
May 1, 2011
r •
Unless indicated otherwise from the context, the following terms
shall have the following meanings in this Contract. All definitions
are from 9 NCAC 3M.0102 unless otherwise noted. If the rule or
statute that is the source of the definition is changed by the
adopting authority, the change shall be incorporated herein.
(1) "Agency" (as used in the context of the definitions
below) means and includes every public office, public
officer or official (State or local, elected or appointed),
institution, board, commission, bureau, council,
department, authority or other unit of government of the
State or of any county, unit, special district or other
political sub - agency of government. For other
purposes in this Contract, "Agency" means the entity
identified as one of the parties hereto.
(2) "Audit" means an examination of records or financial
accounts to verify their accuracy.
(3) "Certification of Compliance" means a report provided
by the Agency to the Office of the State Auditor that
states that the Grantee has met the reporting
requirements established by this Subchapter and
included a statement of certification by the Agency and
copies of the submitted grantee reporting package.
(4) "Compliance Supplement" refers to the North Carolina
State Compliance Supplement, maintained by the State
and Local Government Finance Agency within the
North Carolina Department of State Treasurer that has
been developed in cooperation with agencies to assist
the local auditor in identifying program compliance
requirements and audit procedures for testing those
requirements.
(5) "Contract' means a legal instrument that is used to
reflect a relationship between the agency, grantee, and
sub - grantee.
(6) "Fiscal Year" means the annual operating year of the
non -State entity.
(7) "Financial Assistance" means assistance that non -
State entities receive or administer in the form of
grants, loans, loan guarantees, property (including
donated surplus property), cooperative agreements,
interest subsidies, insurance, food commodities, direct
appropriations, and other assistance. Financial
assistance does not include amounts received as
reimbursement for services rendered to individuals for
Medicare and Medicaid patient services.
(8) "Financial Statement" means a report providing
financial statistics relative to a given part of an
organization's operations or status.
(9) "Grant" means financial assistance provided by an
agency, grantee, or sub - grantee to carry out activities
whereby the grantor anticipates no programmatic
involvement with the grantee or sub - grantee during the
performance of the grant.
(10) "Grantee" has the meaning in G.S. 143- 6.2(b): a
non -State entity that receives a grant of State funds
ATTACHMENT A
DENR CONTRACT No. 5912
from a State agency, department, or institution but
does not include any non -State entity subject to the
audit and other reporting requirements of the Local
Government Commission. For other purposes in this
Contract, "Grantee" shall mean the entity identified as
one of the parties hereto. For purposes of this
contract, Grantee also includes other State agencies
such as universities.
(11) "Grantor" means an entity that provides resources,
generally financial, to another entity in order to achieve
a specified goal or objective.
(12) "Non -State Entity" has the meaning in N.C.G.S. 143-
6.2(")(1): A firm, corporation, partnership, association,
county, unit of local government, public authority, or
any other person, organization, group, or governmental
entity that is not a State agency, department, or
institution.
(13) "Public Authority" has the meaning in N.C.G.S. 143-
6.2(")(3): A municipal corporation that is not a unit of
local government or a local governmental authority,
board, commission, council, or agency that (i) is not a
municipal corporation and (ii) operates on an area,
regional, or multiunit basis, and the budgeting and
accounting systems of which are not fully a part of the
budgeting and accounting systems of a unit of local
government.
(14) "Single Audit" means an audit that includes an
examination of an organization's financial statements,
internal controls, and compliance with the requirements
of Federal or State awards.
(15) "Special Appropriation" means a legislative act
authorizing the expenditure of a designated amount of
public funds for a specific purpose.
(16) "State Funds" means any funds appropriated by the
North Carolina General Assembly or collected by the
State of North Carolina. State funds include federal
financial assistance received by the State and
transferred or disbursed to non -State entities. Both
Federal and State funds maintain their identity as they
are sub - granted to other organizations. Pursuant to
N.C.G.S. 143- 6.2(b), the terms "State grant funds" and
"State grants" do not include any payment made by the
Medicaid program, the Teachers' and State Employees'
Comprehensive Major Medical Plan, or other similar
medical programs.
(17) "Sub- grantee" has the meaning in G.S. 143- 6.2(b): a
non -State entity that receives a grant of State funds
from a grantee or from another sub - grantee but does
not include any non -State entity subject to the audit
and other reporting requirements of the Local
Government Commission.
(18) "Unit of Local Government has the meaning in G.S.
143- 6.2(a)(2): A municipal corporation that has the
power to levy taxes, including a consolidated city -
county as defined by G.S. 16013-2(1), and all boards,
agencies, commissions, authorities, and institutions
thereof that are not municipal corporations.
Relationships of the Parties
Independent Contractor: The Grantee is and shall be deemed
to be an independent contractor in the performance of this
Contract and as such shall be wholly responsible for the work to
be performed and for the supervision of its employees. The
Grantee represents that it has, or shall secure at its own
expense, all personnel required in performing the services under
this agreement. Such employees shall not be employees of, or
have any individual contractual relationship with, the Agency.
Subcontracting: To subcontract work to be performed under
this contract which involves the specialized skill or expertise
of the Grantee or his employees, the Grantee first obtains
prior approval of the Agency Contract Administrator. In the
event the Grantee subcontracts for any or all of the services
or activities covered by this contract: (a) the Grantee is not
relieved of any of the duties and responsibilities provided in
this contract; (b) the subcontractor agrees to abide by the
standards contained herein or to provide such information as
to allow the Grantee to comply with these standards, and; (c)
the subcontractor agrees to allow state and federal authorized
representatives access to any records pertinent to its role as
a subcontractor.
Sub - grantees: The Grantee has the responsibility to ensure that
all sub - grantees, if any, provide all information necessary to
permit the Grantee to comply with the standards set forth in this
Contract.
Assignment: The Grantee may not assign the Grantee's
obligations or the Grantee's right to receive payment hereunder.
However, upon Grantee's written request approved by the
issuing purchasing authority, the Agency may:
(a) Forward the Grantee's payment check(s) directly to any
person or entity designated by the Grantee, or
(b) Include any person or entity designated by Grantee as
a joint payee on the Grantee's payment check(s).
Such approval and action does not obligate the State to anyone
other than the Grantee and the Grantee remains responsible for
fulfillment of all contract obligations.
Beneficiaries: Except as herein specifically provided otherwise,
this Contract insures to the benefit of and is binding upon the
parties hereto and their respective successors. It is expressly
understood and agreed that the enforcement of the terms and
conditions of this Contract, and all rights of action relating to such
enforcement, are strictly reserved to the Agency and the named
Grantee. Nothing contained in this document shall give or allow
any claim or right of action whatsoever by any other third person.
It is the express intention of the Agency and Grantee that any
ATTACHMENT A
DENR CONTRACT No. 5912
third person receiving services or benefits under this Contract is
an incidental beneficiary only.
Indemnity
Indemnification: In the event of a claim against either party by
a third party arising out of this contract, the party whose actions
gave rise to the claim is responsible for the defense of the claim
and any resulting liability, provided that a party may not waive the
other party's sovereign immunity or similar defenses. The parties
agree to consult with each other over the appropriate handling of
a claim and, in the event they cannot agree, to consult with the
Office of the Attorney General.
Default and Termination
Termination by Mutual Consent: Either party may terminate
this agreement upon thirty (30) days notice in writing from the
other party. In that event, all finished or unfinished
documents and other materials, at the option of the Agency,
shall be submitted to the Agency. If the contract is terminated
as provided herein, the Grantee is paid in an amount which
bears the same ratio to the total compensation as the
services actually performed bear to the total services of the
Grantee covered by this agreement; for costs of work
performed by subcontractors for the Grantee provided that
such subcontracts have been approved as provided herein; or
for each full day of services performed where compensation is
based on each full day of services performed, less payment of
compensation previously made. The Grantee repays to the
Agency any compensation the Grantee has received which is
in excess of the payment to which he is entitled herein.
Termination for Cause: If, through any cause, the Grantee
fails to fulfill in timely and proper manner the obligations
under this agreement, the Agency thereupon has the right to
terminate this contract by giving written notice to the Grantee
of such termination and specifying the reason thereof and the
effective date thereof. In that event, all finished or unfinished
documents, data, studies, surveys, drawings, maps, models,
photographs, and reports prepared by the Grantee , at the
option of the Agency, be submitted to the Agency, and the
Grantee is entitled to receive just and equitable
compensation for any satisfactory work completed on such
documents and other materials. The Grantee is not relieved
of liability to the Agency for damages sustained by the
Agency by virtue of any breach of this agreement, and the
Agency may withhold payment to the Grantee for the purpose
of set off until such time as the exact amount of damages due
the Agency from such breach can be determined.
Waiver of Default: Waiver by the Agency of any default or
breach in compliance with the terms of this Contract by the
Grantee is not a waiver of any subsequent default or breach and
is not a modification of the terms of this Contract unless stated to
be such in writing, signed by an authorized representative of the
Agency and the Grantee and attached to the contract.
Availability of Funds: The parties to this Contract agree and
understand that the payment of the sums specified in this
Contract is dependent and contingent upon and subject to the
appropriation, allocation, and availability of funds for this purpose
to the Agency.
Force Majeure: Neither party is in default of its obligations
hereunder if and it is prevented from performing such obligations
by any act of war, hostile foreign action, nuclear explosion, riot,
strikes, civil insurrection, earthquake, hurricane, tornado, or other
catastrophic natural event or act of God.
Survival of Promises: All promises, requirements, terms,
conditions, provisions, representations, guarantees, and
warranties contained herein shall survive the contract expiration
or termination date unless specifically provided otherwise herein,
or unless superseded by applicable federal or State statutes of
limitation.
Intellectual Property Rights
Copyrights and Ownership of Deliverables: Any and all
copyrights resulting from work under this agreement shall
belong to the Grantee. The Grantee hereby grants to the
North Carolina Department of Environment and Natural
Resources a royalty -free, non - exclusive, paid -up license to
use, publish and distribute results of work under this
agreement for North Carolina State Government purposes
only.
Compliance with Applicable Laws
Compliance with Laws: The Grantee understands and agrees
that is subject to compliance with all laws, ordinances, codes,
rules, regulations, and licensing requirements that are applicable
to the conduct of its business, including those of federal, state,
and local agencies having jurisdiction and/or authority.
Equal Employment Opportunity: The Grantee understands
and agrees that it is subject to compliance with all federal and
State laws relating to equal employment opportunity.
Confidentiality
Confidentiality: As authorized by law, the Grantee keeps
confidential any information, data, instruments, documents,
studies or reports given to or prepared or assembled by the
Grantee under this agreement and does not divulge or make
them available to any individual or organization without the prior
written approval of the Agency. The Grantee acknowledges that
in receiving, storing, processing or otherwise dealing with any
confidential information it will safeguard and not further disclose
the information except as otherwise provided in this Contract or
without the prior written approval of the Agency.
Oversight
Access to Persons and Records: The State Auditor and the
using agency's internal auditors shall have access to persons
ATTACHMENT A
DENR CONTRACT No. 5912
and records as a result of all contracts or grants entered into
by State agencies or political subdivisions in accordance with
General Statute 147 -64.7 and Session Law 2010 -194, Section
21 (i.e., the State Auditors and internal auditors may audit the
records of the contractor during the term of the contract to
verify accounts and data affecting fees or performance). The
Contractor shall retain all records for a period of three years
following completion of the contract or until any audits begun
during this period are completed and findings resolved,
whichever is later.
Record Retention: The Grantee may not destroy, purge or
dispose of records without the express written consent of the
Agency. State basic records retention policy requires all grant
records to be retained for a minimum of five years or until all
audit exceptions have been resolved, whichever is longer. If the
contract is subject to Federal policy and regulations, record
retention may be longer than five years since records must be
retained for a period of three years following submission of the
final Federal Financial Status Report, if applicable, or three years
following the submission of a revised final Federal Financial
Status Report. Also, if any litigation, claim, negotiation, audit,
disallowance action, or other action involving this Contract has
started before expiration of the five -year retention period
described above, the records must be retained until completion of
the action and resolution of all issues which arise from it, or until
the end of the regular five -year period described above,
whichever is later.
Time Records: The Grantee will maintain records of the time
and effort of each employee receiving compensation from this
contract, in accordance with the appropriate OMB circular.
Miscellaneous
Choice of Law: The validity of this Contract and any of its terms
or provisions, as well as the rights and duties of the parties to this
Contract, are governed by the laws of North Carolina, The
Grantee, by signing this Contract, agrees and submits, solely for
matters concerning this Contract, to the exclusive jurisdiction of
the courts of North Carolina and agrees, solely for such purpose,
that the exclusive venue for any legal proceedings shall be Wake
County, North Carolina. The place of this Contract and all
transactions and agreements relating to it, and their situs and
forum, shall be Wake County, North Carolina, where all matters,
whether sounding in contract or tort, relating to the validity,
construction, interpretation, and enforcement shall be
determined.
Amendment: This Contract may not be amended orally or by
performance. Any amendment must be made in written form and
executed by duly authorized representatives of the Agency and
the Grantee.
Severability: In the event that a court of competent jurisdiction
holds that a provision or requirement of this Contract violates any
applicable law, each such provision or requirement shall continue
to be enforced to the extent it is not in violation of law or is not
otherwise unenforceable and all other provisions and
requirements of this Contract shall remain in full force and effect.
Headings: The Section and Paragraph headings in these
General Terms and Conditions are not material parts of the
agreement and should not be used to construe the meaning
thereof.
Time of the Essence: Time is of the essence in the performance
of this Contract.
Care of Property: The Grantee agrees that it is responsible
for the proper custody and care of any State owned property
furnished him for use in connection with the performance of
his contract and will reimburse the State for its loss or
damage.
Ownership of equipment purchased under this contract rests
with the Agency. Upon approval of the Agency Contract
Administrator, such equipment may be retained by the
Grantee for the time the Grantee continues to provide
services begun under this contract.
Travel Expenses: All travel, lodging, and subsistence costs are
included in the contract total and no additional payments will be
made in excess of the contract amount indicated in above.
Contractor must adhere to the travel, lodging and subsistence
rates established in the Budget Manual for the State of North
Carolina.
Sales /Use Tax Refunds: If eligible, the Grantee and all sub -
grantees shall: (a) ask the North Carolina Department of
Revenue for a refund of all sales and use taxes paid by them in
the performance of this Contract, pursuant to G.S. 105 - 164.14;
and (b) exclude all refundable sales and use taxes from all
reportable expenditures before the expenses are entered in their
reimbursement reports.
Advertising: The Grantee may not use the award of this
Contract as a part of any news release or commercial
advertising.
Recycled Paper: The Grantee ensures that all publications
produced as a result of this contract are printed double -sided on
recycled paper.
Sovereign Immunity: The Agency does not waive its sovereign
immunity by entering into this contract and fully retains all
immunities and defenses provided by law with respect to any
action based on this contract.
Gratuities, Kickbacks or Contingency Fee(s): The parties
certify and warrant that no gratuities, kickbacks or contingency
fee(s) are paid in connection with this contract, nor are any fees,
commissions, gifts or other considerations made contingent upon
the award of this contract.
Lobbying: The Grantee certifies that it (a) has neither used
nor will use any appropriated funds for payments to lobbyist;
(b) will disclose the name, address, payment details, and
purpose of any agreement with lobbyists whom the Grantee
or its sub -tier contractor(s) or sub - grantee(s) will pay with
ATTACHMENT A
DENR CONTRACT No. 5912
profits or non - appropriated funds on or after December 22,
1989; and (c) will file quarterly updates about the use of
lobbyists if material changes occur in their use.
By Executive Order 24, issued by Governor Perdue, and N.C.
G.S.§ 133.32: It is unlawful for any vendor or contractor ( i.e.
architect, bidder, contractor, construction manager, design
professional, engineer, landlord, offeror, seller, subcontractor,
supplier, or vendor), to make gifts or to give favors to any State
employee of the Governor's Cabinet Agencies (i.e.,
Administration, Commerce, Correction, Crime Control and Public
Safety, Cultural Resources, Environment and Natural Resources,
Health and Human Services, Juvenile Justice and Delinquency
Prevention, Revenue, Transportation, and the Office of the
Governor). This prohibition covers those vendors and
contractors who:
(1) have a contract with a governmental agency; or
(2) have performed under such a contract within the past
year; or
(3) anticipates bidding on such a contract in the future.
For additional information regarding the specific requirements and
exemptions, vendors and contractors are encouraged to review
Executive Order 24 and G.S. Sec. 133 -32.
Executive Order 24 also encouraged and invited other State
Agencies to implement the requirements and prohibitions of the
Executive Order to their agencies. Vendors and contractors
should contact other State Agencies to determine if those
agencies have adopted Executive Order 24."
ATTACHMENT B
DENR CONTRACT No. 5912
2014 Community Waste Reduction and Recycling Grants
REQUEST FOR PROPOSALS
N.C. Department of Environment and Natural Resources
Division of Environmental Assistance and Customer Service
The purpose of this grant program is to assist local governments in expanding, improving and
implementing waste reduction and recycling programs in North Carolina. The Division of Environmental
Assistance and Customer Service (DEACS) administers the Community Waste Reduction and Recycling
Grant program through the Solid Waste Management Outreach Program.
With the release of this Request for Proposals (RFP), DEACS is seeking proposals for the funding of
equipment and key components that help initiate or expand public waste reduction programs within the
state. Applicants should carefully read this entire RFP prior to submitting a proposal. Proposals
must be received by DEACS by 5:00 p.m. on Friday, February 21, 2014. Please address any
questions to Rob Taylor at (919) 707 -8139, rob taylorkncdenr.gOV.
Community Waste Reduction and Recycling Grant Program Parameters and Ideas:
The 2014 Community Waste Reduction and Recycling Grant Program seeks to fund projects that help
communities build lasting capacity to divert materials from the waste stream and / or increase public
awareness of waste reduction and recycling. There are two categories of Community Waste Reduction
and Recycling Grants: Standard Project Grants and Special Large Project Grants. Different levels of
grant funding are available for Standard Project Grants and Special Large Project Grants. See the section
of this document on Available Funding for more information.
Standard Project Grants:
Standard Project Grants support a wide range of projects that increase and/or enhance public waste
reduction and recycling. Any projects that address the following are strongly encouraged:
• Projects that demonstrate a potential to significantly increase a community's overall diversion of
materials from the solid waste stream;
• Projects that improve recycling program efficiency and or cost effectiveness while increasing
waste reduction;
• Projects that increase the diversion of materials that are banned from disposal in North Carolina;
Projects that convert drop -off recycling systems from collecting source separated materials to
collecting commingled (single - stream) materials and/or projects that include the installation of
compacting roll -off systems'at staffed recycling drop -off sites;
• Projects that create away- from -home recycling opportunities such as pedestrian recycling or
recycling at public facilities like parks or public venues (see additional provisions for away -from-
home recycling projects in Special Requirements section below);
• Projects that implement or expand recycling service to underserved sectors such as multifamily
housing units or businesses;
• Projects that implement or expand asphalt shingle recycling programs; and / or
• Projects that implement or expand food waste recycling programs.
Projects in the above list that are indicated by this symbol ( *) will be eligible for bonus points as outlined
in the scoring criteria section. Please contact Rob Taylor at (919) 707 -8139 for more information or to
discuss your project ideas.
Special Large Project Grants:
DEACS is seeking a limited number of applications for Special Large Project Grants. Special Large
Project Grants are intended to support public investment in recycling projects that will have a substantial
ATTACHMENT B
DENR CONTRACT No. 5912
impact on public waste diversion activities by expanding access to single stream recycling or by
developing public recycling programs to collect food waste.
Special Large Project Option 1: Hub and Spoke Recycling Systems: DEACS is offering Special
Large Project Grant funds to help local governments implement Hub and Spoke Recycling Systems that
consolidate commingled recyclable materials for bulk transfer to a Materials Recovery Facility (MRF).
Hub and Spoke Recycling Systems seeking Special Large Project funding must offer service to two or
more local government recycling pro rams. Special Large Project Funds for Hub and Spoke Recycling
Systems can only be used to invest in equipment and infrastructure associated with the creation of a
regional consolidation point. Only projects that create infrastructure for consolidating commingled
recyclables for shipment to a Materials Recovery Facility (MRF) for processing are eligible for Hub and
Spoke Special Large Project Funding. The following stipulations apply for any project to be eligible for
this funding:
• The recycling system created must serve more than one local government recycling program; and
• The applicant(s) for Special Large Project funding must have communicated with a member of
DEACS's Local Government Assistance Team to discuss project parameters prior to submitting a
grant proposal.
Hub and Spoke Recycling Systems improve recycling program performance and efficiency by creating
access to processing services and by allowing public recycling programs that are not close to a MRF to
exercise economies of scale for handling and transporting commingled (single - stream) recyclables.
Consolidation of recyclables for shipment to a processing facility through a Hub and Spoke System that
serves multiple public recycling programs should decrease collection and transportation costs and will
also enable regional consistency among recycling programs.
Special Large Project Option 2: Food Waste Recycling Programs: DEACS is offering Special Large
Project Grants to help local governments implement or expand recycling programs to collect and manage
food waste.
Special Large Project Funds for Food Waste Recycling Programs can only be used for programs
collecting or accepting residential and/or commercial food waste. Other materials may be co- collected
with food waste (i.e. yard waste / vegetative debris), but the primary purpose of the program must be to
collect food waste from residences or businesses for the purpose of diverting it from landfill disposal and
delivering it to a system for composting or anaerobic digestion. Grant funds may not be used for
contracted collection costs. If a project to collect and manage food waste involves a partnership and/or
contractual relationship between a local government and a private service provider, the private service
provider may also be eligible to receive state grant support from the Recycling Business Development
Grant (RBDG) Program. For more information on grant support for recycling businesses, please contact
Wendy Worley at 919 - 707 -8136 or email wendy worley@2cdenr.gov. Note that the RBDG Program has
an application deadline of January 16, 2014.
Available Funding and Cash Match Requirement:
Grant Award Amounts:
• Standard Project: Applicants are eligible for a Standard Project grant award of up to $30,000.
• Special Large Project:
• Applicants for Hub and Spoke Special Large Project grants are eligible for up to
$100,000 in state funding.
• Applicants for Food Waste Recycling Special Large Project grants are eligible for up
to $50,000 in state funding.
2
ATTACHMENT B
DENR CONTRACT No. 5912
Required Cash Match: Grant winners must provide a cash match equal to or exceeding 20 percent of the
requested grant funding. For example, a grantee under this program requesting $20,000 in grant funding
from DEACS must show a minimum expenditure of $4,000 of local funds on the project.
To meet the cash match requirement, a minimum of one (1) local dollar must be spent for every five (5)
dollars of grant funding awarded.
Calculating Cash Match: To determine the necessary cash match for any grant project, first determine
the total project budget then use the following equation: required cash match = total project budget _ 6.
The difference between the total project budget and the required cash match equals the maximum possible
grant award.
Distributions from the $2 per ton solid waste disposal tax may be used to cover cash match requirements.
In -kind contributions will not be accepted in lieu of cash match.
The annual Community Waste Reduction and Recycling Grant cycle typically receives funding requests
that exceed available funds. However, it is a priority for DEACS to support as many projects as possible.
After close examination of the requested funding and subject to agreement with the applicant, DEACS
may award grant amounts lower than the original request. For any amount awarded, grantees must still
provide the required cash match.
Grant Proiect Planning:
It is anticipated that the 2014 Grant Round will be highly competitive, and for this reason it is important
that your project be well thought out and well planned, and that you follow the instructions in this RFP
and provide all information as outlined in the section addressing Required Proposal Format. Proposals
that seek grant funds for the replacement of existing equipment will be scored substantially lower than
projects that implement new recycling services or projects that expand existing recycling services.
Examples of Approved Uses of Recycling Grant Funds include site development costs, construction of
facilities to handle recyclable materials, equipment purchases or installations, public awareness programs
and materials that support public education such as signs or brochures.
Examples of Activities for which Recycling Grant Funds MAY NOT be used include employee
salaries, land acquisition costs, administrative expenses such as overhead costs, studies or work
performed by consultants, contracted collection costs or payment for recycling services such as household
hazardous waste events.
Please consider contacting a DEACS staff member on the Local Government Assistance Team to discuss
your grant project prior to submitting your proposal. Local Government Team members are available to
provide technical assistance and advice on grant projects. A listing of team member contact information
and areas of individual expertise is available on this web site:
hltp://portal.ncdenr.org/web/deao/recycling/local ov.
Eligible Entities:
• Counties, municipalities, councils of governments and solid waste authorities in North Carolina
are eligible to apply for funding from the Community Waste Reduction and Recycling Grant
Program.
• Federal and state agencies are not eligible for funding through this grant program.
• Public universities, community colleges and private colleges and universities are not eligible for
funding through this grant program.
— continued next page —
ATTACHMENT B
DENR CONTRACT No. 5912
Not - for - profit entities are not eligible for funding through this grant program; however, these
entities are eligible for funding through the Recycling Business Development Grant Round. For
more information about the Recycling Business Development Grant round, please contact Wendy
Worley at (919) 707 -8136 or wend worleygncdenr.gov.
Public school systems and individual public schools are not eligible to apply directly for funding
through this grant program. However, local governments (counties or municipalities) may apply
for funding to support public school recycling projects. Additional requirements apply for
projects seeking grant support for public school recycling projects - see Special Requirements
section below.
Conditions on Submittals:
• ONLY ONE PROPOSAL PER ELIGIBLE ENTITY WILL BE ACCEPTED.
• Multi -party initiatives (such as joint projects by two or more local governments where each local
government contributes towards project funding) are strongly encouraged.
• Any group participating in a regional or multi -party project proposal may not submit additional
proposals.
• Applicants with delinquencies on existing DEACS grants (e.g., extended projects from grant
cycles prior to 2013 that are still under contract) will not be considered for funding.
• All applicants selected for funding will undergo a compliance review to ensure that they do not
have any outstanding notices of violation related to North Carolina solid waste statutes and rules.
Outstanding Notice of Violations (NOVs) must be corrected to the satisfaction of the N.C.
Division of Waste Management (DWM) prior to any grant being awarded. Applicants with
outstanding NOVs are responsible for providing DEACS with information from DWM indicating
that the community is in compliance and that the NOVs have been corrected before a grant
contract can be initiated.
• As a condition of grant award DEACS may work with applicants to revise initially submitted
proposals before entering into a grant contract. All initial proposals must be received by the due
date. Changes to proposals may include adjustments to project scope, project budget, project
time line and/or other elements of the proposal. Any changes to initial proposals must approved
by DEACS and the applicant and the resultant Final CWRAR Proposal will become an
attachment to the grant contract.
General Requirements:
General requirements for all applicants:
• Certification regarding usage of NC Solid Waste Disposal Tax proceeds: Disposal tax proceeds
are distributed to eligible local governments on a quarterly basis by the Department of Revenue.
According to GS 150- 187.63 these funds must be used by a city or county solely for solid waste
management programs and services. Any applicant applying for a Community Waste Reduction
and Recycling Grant must certify in writing that all disposal tax proceeds are used only for the
purpose of providing solid waste and recycling services. In addition to this written certification,
applicants must describe how disposal tax funds are utilized.
• Community Waste Reduction and Recycling Grants will not be awarded to applicants that do not
have recycling services available at their government buildings. As part of the grant proposal all
applicants must indicate that employees in the key government buildings operated by the
applicant have reasonable access to recycling services and are able and encouraged to recycle
materials generated in the course of business. Also, please provide a list of the materials
collected for recycling at these facilities.
Special Requirements:
Grant Projects that seek funding for public school recycling, away- from -home recycling or electronics
MUST address the following Special Requirements in their submitted proposal.
4
ATTACHMENT B
DENR CONTRACT No. 5912
Special Requirements for applicants seeking funding for public school recycling projects: As
stated earlier, counties, municipalities, councils of governments and solid waste authorities in
North Carolina are eligible to apply for funding. Proposals seeking funding for public school
recycling projects must come from one of these entities. Public school systems and or individual
schools may not apply directly. Applicants seeking funding for public school recycling projects
must answer the following supplemental questions. The purpose of these supplemental questions
is to ensure that all necessary program elements are addressed, and to help demonstrate project
planning. This is a competitive grant program and projects that institute or expand a school -
system wide recycling program will compete better than projects that only serve individual
schools. Eligible grants include applying for equipment (such as bins and roll carts) and
education materials. As with other CWRAR projects, administrative expenses (staff salaries and
contract collection costs) are not eligible for grant funding nor can they be used as matching
funds. Please contact Rachel Eckert at 919 - 707 -8132 (rachel.eckertpncdenr.gov) or Heather
Cashwell at 919- 707 -8127 (heather.cashwell2ncdenr.gov) for more information.
School Recycling Supplemental Questions:
• Provide a description of any existing school recycling program(s).
• Indicate whether collection of recyclables be provided by the local government or
through a contracted collection service provider.
• Provide a list of the recyclables accepted by the program, and indicate how the materials
are collected (single stream, dual stream, source separated)?
• Where are the recyclables going after collection (who is your market)?
• Where will recycling containers be placed: in classrooms, in cafeterias, hallways, on
athletic fields, offices, library, copy room?
• Who will be responsible for emptying containers (cleaning staff, teachers, students,
student groups, etc.)?
• A recycling contact must be established at each school that is recycling as a result of this
grant. Please provide a list of schools, contact person, and title. Designated contacts
could be the facilities manager, head custodian, faculty coordinator of a leadership group,
the principle, or an administrator.
• Describe your plan for promoting recycling and educating staff and students about the
program.
• Special Requirements for applicants seeking funding for away- from -home recycling projects:
Grant funds can only be used for recycling related purchases and cannot be used to pay for the
purchase of away from home receptacles for the collection of waste (garbage). If a proposal
includes the purchase of away from home receptacles that collect waste and recyclables then the
standard matching fund requirement will be adjusted so that the applicant (grantee) covers the full
cost of the waste portion of the container with their matching funds. For example, if a
community seeks to purchase a combo waste / recycling station that has one slot for garbage and
one for recyclables and if the receptacle costs $1,000 then the applicant will be expected to
provide a match equal to one half of the purchase price or $500. If you are seeking funding for an
away- from -home recycling project please indicate in the Special Requirements section of your
proposal whether any of the equipment to be purchased will be used to collect waste materials
that are intended to be disposed of in a landfill.
• Special Requirements for applicants seeking funding for electronics recycling projects: Any
government that has previously been eligible to receive funds distributed from the State's
Electronics Management Program WILL NOT be eligible to receive a Community Waste
Reduction and Recycling Grant for an electronics recycling related project. Any community
seeking grant funds related to electronics recycling must include information in its proposal on
ATTACHMENT B
DENR CONTRACT No. 5912
whether the local government has ever received funds distributed from the State's Electronics
Management Program. For more information on eligibility for Electronics Management Program
Funds see this web site: htip: / /portal.ncdenr.org/web /wm/sw /electronics /localgov.
Successful applicants seeking grant funds to support electronics recycling projects will be
required to become eligible for Electronics Management Program funding on or before December
31, 2014 as a precondition of receipt of Community Waste Reduction and Recycling Grant funds.
Funding Period:
Grantees must expend funds within one year of contract execution unless the grant contract term is
extended by written agreement between the applicant and the N.C. Department of Environment and
Natural Resources. Extensions are possible but not guaranteed. It is anticipated that grant contracts
resulting from this grant cycle will begin July 1, 2014 and end June 30, 2015. Any funds expended prior
to the start of the contract will not be reimbursed.
Due Date:
Proposals MUST be received by DEACS by 5:00 p.m. on Friday, February 21, 2014. Any proposals
received after the deadline will not be considered.
Applicants must submit an electronic copy of their proposal by the submittal deadline, preferably in
Microsoft Word format. For details on what must be included in the proposal, see the section of this
document titled "Required Proposal Format." Receipt of all proposals will be acknowledged by e -mail or
other correspondence.
Local governments requiring board approval to apply for grant funds should plan to procure that approval
before the submittal deadline.
How to Submit Proposals:
One electronic copy of the proposal must be submitted. Receipt of all acceptable proposals will be
acknowledged by e -mail. Submit electronic documents to rob.tqylor@ncdenr.gov. encdenr.gov. Please submit
electronic versions as Microsoft Word (preferred) or Adobe (PDF) attachments. If submittal of an
electronic version of your proposal presents a hardship, please contact Rob Taylor to discuss submittal
options.
Proposals must be received by 5:00 p.m. on Friday, February 21, 2014. Proposals not received by
5:00 p.m. on Friday, February 21, 2014 will not be accepted.
Required Proposal Format:
The following list describes what applicants must include in their proposal for their application to be
considered complete. Proposals that fail to provide all of the required information will be deemed
inadequate and not considered for funding.
Project Title
Applicant Contact Information: to include the following:
✓ Name and title of main contact
✓ Organization
✓ Address
✓ Phone number
✓ Fax number
✓ E -mail address
✓ Local Government Federal Tax ID number
ATTACHMENT B
DENR CONTRACT No. 5912
Date of Proposal Submittal: this must be the date of submission of proposal to DEACS
General Requirements: (see section on General Requirements for more information)
• Written statement certifying that NC Solid Waste Disposal Tax Proceeds are used only
for solid waste management purposes and a description of how proceeds are used.
• Written statement indicating that the applicant has recycling services available at the key
government buildings and a list of materials collected.
Project Description: Detailed Description of Proposed Grant Project. Please include the
following information in your project description:
• Description and quantities of items to be purchased with grant funds;
• Description of the anticipated life of service for the items or materials to be purchased
with grant funds (estimate how long the project will continue to serve the community);
• Estimate the number of households or businesses that will be impacted by or have access
to the recycling services associated with the proposed project;
• An estimate of the waste reduction impact of the proposed project; and
✓ A description of whether the grant project will create a new service, enhance or expand
an existing service, or support an existing recycling service without expanding that
service.
Special Requirements: Proposals for school recycling, electronics recycling or away from home /
pedestrian recycling must include additional information as stipulated in the Special
Requirements section. See Special Requirements on pages 4 and 5 for more information.
Project Timeline: Bulleted list showing project milestones and general implementation dates.
Timeline must begin on or after July 1, 2014 and project must be complete by June 30, 2015.
Project Budget: to include the following:
✓ Itemized list of intended expenditures and estimated costs;
✓ Amount of funds requested from the state and amount of matching funds to be provided
by the applicant (see Cash Match Requirements);
✓ Please submit your budget in a table following the example below:
* Note about Project Budgets: state and local sales taxes are not reimbursable expenditures and
should not be included as part of grant budgets.
Grant Selection Process:
Through a blind vote process, a selection committee will use the pre - established criteria below to rank
proposals and make award decisions. The review process is expected to be completed and preliminary
award announcements made in April, 2014. Applicants are encouraged to consider the award criteria as
they develop their grant proposals. A total of 86 points is available.
Award Criteria:
1. Innovation / Creativity (0 -15 points): Is the project innovative? Does the project set a strong
example for other communities to replicate?
State Grant
Applicant Cash
Sample Project Budget*
Award
Match
Project Total
Recycling Carts for County Office
Buildings (50 units @ $45 each)
$ 1,875
$ 375
$ 2,250
Labels for Carts and Signs for
Recycling Stations
$ 343
$ 69
$ 412
Program Brochures (Design and
Printing)
$ 161
$ 32
$ 193
Total
$ 2,379
$ 476
$ 2,855
* Note about Project Budgets: state and local sales taxes are not reimbursable expenditures and
should not be included as part of grant budgets.
Grant Selection Process:
Through a blind vote process, a selection committee will use the pre - established criteria below to rank
proposals and make award decisions. The review process is expected to be completed and preliminary
award announcements made in April, 2014. Applicants are encouraged to consider the award criteria as
they develop their grant proposals. A total of 86 points is available.
Award Criteria:
1. Innovation / Creativity (0 -15 points): Is the project innovative? Does the project set a strong
example for other communities to replicate?
ATTACHMENT B
DENR CONTRACT No. 5912
2. Planning (0 -20 points): Did the Project Description include all necessary elements? Is the
proposal well thought -out, well - researched and backed by valid facts and assumptions? Will the
proposal have a significant impact for its category?
3. Sustainability / Commitment (0 -10 points): Will the project be ongoing and sustained in
subsequent annual budgets? Does it have the support of the governing body?
4. Impact on the Waste Stream (0 -15 points): Will the project contribute substantially toward
reduction of the local waste stream or will it substantially increase access to recycling services?
5. Efficiency (0 -10 points): Will the project improve the efficiency or cost - effectiveness of the local
waste reduction program?
6. Joint Effort (0 or 6 points): Individual party proposals receive zero points; multi -party proposals
(involving cash match from all participants) receive six points.
7. Preferred Sector or Commodity* (0 -10 points): To what extent does the project serve a one of
the targeted sectors or materials eligible for bonus points as described in the Standard Projects
Grants section on page 1?
If Your Proposal is Selected for Fundinz
DEACS anticipates that applicants selected for funding will be notified by the end of April 2014.
DEACS will notify the applicant with a formal offer by e -mail. The applicant must accept or decline the
offer. The following will occur once the offer is accepted:
• DEACS will conduct a compliance review with the Division of Waste Management (this may
occur before offer is accepted).
• When DEACS requires revisions to the initially submitted proposals as a condition of grant
award, DEACS and the applicant must both agree on the revisions to the proposal and the
applicant must approve any changes and accept the offered grant in writing. The Final Proposal
will become an attachment to the grant contract. Applicants who fail meet this requirement will
not be awarded funding.
• Successful applicants will be required to register with the state's e- procurement system using the
same address provided in the applicant's proposal. To register in the state's e- procurement
system please visit the following link: http: / /eprocurement.nc.gov /.
• DEACS will submit a request through the DENR contract processing system for a grant contract.
NOTE: Successful applicants that make purchases before a grant contract is signed by both DENR
and the grant recipient will not be reimbursed.
Other General Terms and Conditions:
All grantees are subject to the following terms and conditions. Most of these terms and conditions will be
outlined in the grant contract.
Publications — all documents and publications associated with a grant contract should be printed
on recycled paper containing at least 30 percent post- consumer content.
Cash match — grantees are required to provide cash match of at least of 20 percent of the grant
award.
Final reports — a draft final report is required to be submitted to DEACS at least 30 days prior to
the contract end date and a final report is required to be submitted by the contract end date. Final
reports and drafts should be submitted electronically. All applicants are strongly encouraged to
visit the following web site to review the final reporting format:
http: / /portal.ncdenr.ori /web /deao /recycling /lg /financial- assistance.
A link to the final report format can be found on the above web page. If you do not have internet
access, please contact Rob Taylor at (919) 707 -8139 to receive a copy of the Final Report
Guidelines.
ATTACHMENT B
DENR CONTRACT No. 5912
Extensions — no -cost time extensions are possible but not guaranteed for grant contracts.
Grantees seeking no -cost time extensions should submit a request for a time extension at least
sixty (60) days prior to the contract end date. The request for extension must indicate how long
the grantee is seeking to extend the project and the reason that the extension is being requested
(i.e., why the project cannot be completed on- time). Any request for an extension must include a
new timeline with revised project milestones as well as a new budget (if budget changes are also
being requested). DEACS reserves the right to decline any request for extension that is not
initiated at least sixty (60) days prior to the contract end date.
Reimbursement — distribution of DEACS grant funds is on a reimbursement basis. Requests for
reimbursement can only be made after the grantee has spent funds on the grant project.
Reimbursement requests must be submitted on letterhead, must include copies of invoices, and
must include proof that the grantee has made payment. Proof of payment may include copies of
canceled checks or other financial reports showing that funds were spent. State and local sales
taxes are not reimbursable, may not be counted towards expenditure requirements, and
should be excluded from reimbursement requests.
Final 10 Percent of Funds — DEACS will continue to reimburse grantees until 90 percent of the
award amount has been expended. The final 10 percent of grant funds will be held until an
acceptable final report has been received by DEACS. The final report must be received and
approved prior to the end date of the contract. All final requests for reimbursement must be
received within 45 days of the contract end -date or all remaining grant funds will be forfeit.
A Final Word on Grant Writing:
Proposals often receive low scores because applicants fail to follow instructions, leading to uncertainty
about the project goals and intended results. The clearer the details are, the fewer questions a reviewer
will have about the validity /feasibility of a proposal. Applicants also stand a better chance of success if
they include all of the required components of a proposal and if they follow the Required Proposal
Format. Applicants with questions are encouraged to contact DEACS for more information.
A IWA
NCDENR
ATTACHMENT C
DENR CONTRACT No. 5912
NEW HANOVER COUNTY
DEPARTMENT OF ENVIRONMENTAL MANAGEMENT
2014 COMMUNITY WASTE REDUCTION AND RECYCLING
GRANT APPLICATION
Building a Better Boardwalk: Recycling Away from Home
-a partnership between New Hanover County and the Town of Carolina Beach
RECYCLING AND
SOLID WASTE
ATTACHMENT C
DENR CONTRACT No. 5912
Building a Better Boardwalk: Recycling Away from Home
-a partnership between New Hanover County and the Town of Carolina Beach
I. Applicant Contact Information:
Joe Suleyman, Director
New Hanover County Environmental Management Department
3002 U.S. Highway 421 North
Wilmington, NC 28401
Phone: (910) 798 -4403
Fax: (910) 798 -4008
Email: isuleyman @nhcgov.com
Federal Tax ID: _
II. Date of Proposal Submittal: February 17, 2014
III. General Requirements:
• CERTIFICATION:
The Director of the New Hanover County Department of Environmental
Management certifies that all NC Solid Waste Disposal Tax Proceeds are used
only for solid waste management purposes within the county. All Proceeds are
used only for recycling collection and processing, landfill operation and
maintenance, Household Hazardous Waste collection, and Construction and
Demolition Debris diversion and recycling. Further, attached is a written
statement from the New Hanover County Finance Director that certifies the
proper use of tax proceeds.
• RECYCLING SERVICES AVAILABILITY:
New Hanover County provides for recycling collection at all key government
buildings. Receptacles for the collection of recyclable materials are positioned in
high- traffic areas at the following locations:
Government Center, all Libraries, Property Management, NHC Parks, Health
Department, Airlie Gardens, Cape Fear Museum, Senior Resource Center,
Animal Control, Juvenile Detention Facility, Old Courthouse, Judicial Building,
Cooperative Extension, Department of Social Services, Register of Deeds, and
Hoggard High School Baseball /Softball fields.
Materials collected include mixed paper, glass, aluminum beverage containers,
and plastic beverage containers. Additionally, battery collections have been
added at the Government Center location.
New Hanover County maintains a contract with a private hauler for the collection
and transportation of the materials to the County's recycling processing facility.
ATTACHMENT C
DENR CONTRACT No. 5912
IV. PROJECT DESCRIPTION:
New Hanover County proposes to make "away from home" recycling convenient to visitors
and residents who utilize the Town of Carolina Beach's boardwalk. This boardwalk is
slated to be completely renovated and expanded by the start of the upcoming peak tourist
season, and is expected to receive a significant increase in traffic as a gateway to direct
beach access points.
The primary considerations in selecting a recycling collection method involved five (5)
factors:
a. Accessibility
b. Durability
c. Sustainability
d. Aesthetics
e. Impact
In coordination with the staff of the Town of Carolina Beach, it was determined that
positioning recycling receptacles along the boardwalk near the intersection of beach access
points would have the greatest impact. These intersections would receive the highest
amount of traffic, and give visitors the opportunity to recycle twice — once upon arrival, and
once again upon departure.
Durability was an important factor in selecting the type of receptacle. The receptacles
would be subjected to high winds, rain, sand, salt water, and high temperatures. To avoid
high maintenance costs and ensure a long service life while retaining an aesthetically
pleasing appearance, a receptacle constructed of recycled HDPE was selected. A need for
marine -grade hardware (to resist corrosion) and UV- stabilized pigments (to prevent fading)
further narrowed the field of acceptable options.
DESCRIPTION AND QUANTITY OF ITEMS TO BE PURCHASED
The County proposes to purchase 18 three - compartment receptacle units (45 gallon per
compartment). Two compartments in each unit will be designated and marked for
recyclable materials, and the third will be designated and marked for non - recyclable
materials. http://www.recycleaway.com/ Manchester- Sideload- Triple- Recycling-
Station_p_926. htm I
Each receptacle is constructed of recycled HDPE containing UV- stabilized pigments and
marine -grade hardware. Each receptacle is clearly marked with text and universally -
recognized symbols showing the types of materials collected.
HOUSEHOLDS /BUSINESSES IMPACTED BY THE PROJECT
In 2012, the Town of Carolina Beach had a population of 5,883 and had over 550,000
visitors. The boardwalk area provides direct access to the beach for many residents and
visitors, and hosts numerous festivals, concerts, and events.
ATTACHMENT C
DENR CONTRACT No. 5912
WASTE REDUCTION IMPACT
Based on the service frequency, visitor count, and historical per- capita generation rates, it
is estimated that this program would divert 12,156 pounds of recyclable materials (primarily
PET beverage containers) away from landfill disposal per season. .
ANTICIPATED LIFE OF SERVICE
The receptacles are warranted for three (3) years and have an expected service life of 20
years. There has been increasing interest in the Town government to not only increase
recycling rates overall, but to improve on recycling collection at the beach as well as the
adjacent business district. Aesthetically pleasing, low- maintenance recycling receptacles
strategically located along high- traffic areas are a key element of this vision. It is expected
that this project will be sustainable through the full service life of the receptacles, and may
lead to future program expansion to adjacent areas with high foot traffic, such as the
Central Business District (CBD).
PROJECT GOAL
The goal of this project is to enhance and expand an existing service. The boardwalk
renovation includes an 800' extension of the existing boardwalk, doubling the current
length. The multi - compartment recycling receptacles are intended to replace existing 95-
gallon carts at beach access points.
V. SPECIAL REQUIREMENTS — Away from Home Project:
Since the County proposes to purchase eighteen (18) three - compartment receptacles with
one compartment designated for trash that will be disposed of in a landfill, a modification to
the match requirement has been made to reflect the additional match requirement. Two
compartments in each unit will be designated and marked for recyclable materials, and the
third will be designated and marked for non - recyclable materials. Per the requirements
outlined in the Request for Proposals the applicant match has been adjusted to show that
funds from New Hanover County and Carolina Beach will fully cover the portion of these
receptacles dedicated to the collection of trash.
VI. PROJECT TIMELINE:
• July 15, 2014: Complete purchase of receptacles.
• August 22, 2014: In collaboration with the Town of Carolina Beach, accept
delivery of receptacles and organize placement throughout boardwalk access;
launch public awareness campaign.
• June 30, 2015: Submit final NC DEACS report.
VII. PROJECT BUDGET:
Item
State Grant
NHC Cash
Carolina
Project Total
Award
Match
Beach Cash
Match
Recycling Receptacles
$30,000
$6,000
$9,000
45,000
Total 1$30,000
1$6,000
$9,000
$45,000
Dan Wilcox
Mayor
Sarah Priede
Council Member
Steve Shuttleworth
Council Member
January 13, 2014
TOWN OF CAROLINA BEACH
1121 N. Lake Park Boulevard
Carolina Beach, North Carolina 28428
910 458 2996
FAX 910 458 2997
Joe Suleyman
Environmental Management Director
Environmental Management- Administration New Hanover County
3002 U.S. Highway 421 North
Wilmington, NC 28401
Dear Mr. Suleyman:
ATTACHMENT C
DENR CONTRACT No. 5912
LeAnn Pierce
Mayor Pro Tem
Gary Doetsch
Council Member
Michael Cramer
Town Manager
It was a pleasure meeting you and discussing the possibility of a grant for recycling
containers for the Town's Boardwalk area.
As you are aware, the town is in the process of developing the expansion of our current
boardwalk to include amenities that will attract families and visitors of all age groups to
enjoy. The Town is committed to servicing the containers mentioned in the grant and
believes that the program will encourage increased participation by our residents,
visitors and the town in recycling programs.
The Town is excited to support this Recycling Program and look forward to working with
you.
Sincerely
Michael Cramer
Town Manager
NEW HANOVER COUNTY
FINANCE DEPARTMENT-
LISA H. WURTZBACHEB, CPA
Finance Director
February 4, 2014
ATTACHMENT C
DENR CONTRACT No. 5912
BARBARA D. MCCLURE, CPA
Assistant Financo Director
This letter shall certify that 100% of the North Carolina Solid Waste Disposal Tax proceeds received
by New Hanover County are used only for solid waste management purposes. These funds, upon
receipts, are deposited as revenues in the Enviromnental Management department budget. Funds are
utilized as part of the enterprise fund supporting solid waste management functions to include
landfill and recycling operations. Funds are not used for any programs other than solid waste
management.
Certified:
Lisa Wunczbacher
Finance Director
New Hanover County
230 GOVERNMENT CENTER DRIVE, SUITE 165, WB.NIINGTON, NORTH CAROLINA 28403
Telephone (910) 798 -7187 - Fox (910) 796 -7410
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ATTACHMENT C
DENR CONTRACT No. 5912
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