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Home My WebLink AboutResolution 1998-046 RESOLUTION No. 98-46 Be it resolved by the City Council of the City of North Richland Hills, Texas, that: 1. The City Manager be, and is hereby authorized to sign the attached contract for TNRCC FY99 Solid Waste Grant # 99-04-G11. PASSED AND APPROVED this the 14the day of September, 1998 ri~11k~ Charles Scorn - Mayor ATTEST: .) /, / . /{ {( , </l ¡J/((,,{'},-, Patricia Hutson, City Secretary Rex M APPROVED AS TO CONTENT: ----....".....-) , '/--" ",.'- , . ¡,"'{ ') I ¡ i, / i " / \,,, I \, ( '..' .... I Pam Burney, Enviro¡,n\ental Services Director o...,u. Main Contract # 9870065316 Subcontract # 99-04-G11 NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS INTERLOCAL AGREEMENT FOR SOLID WASTE PROJECT This Interlocal Agreement is entered into by and between the parties named below. Neither TNRCC nor the State of Texas is a party to this Interlocal Agreement. I. CONTRACTING PARTIES: The Funding Agency: North Central Texas Council of Governments Herein referred to as "NCTCOG" The Funds Recipient: The City of North Richland Hills Herein referred to as "FUNDS RECIPIENT" II. SERVICES TO BE PERFORMED: For "Public Outreach ProQram for Residential Solid Waste Reduction" (See "Attachment A _ Work Program and Schedule of Deliverables of FUNDS RECIPIENT"). III. MAXIMUM FUNDING OBLIGATION: The maximum funding obligation under this agreement shall not exceed: Forty-two thousand, three hundred and eighty-nine dollars ($42,389). The budget details are in Attachment B. IV. TERM OF CONTRACT: This agreement is effective September 1, 1998 and shall terminate AUQust 31, 1999. V. ADDITIONAL CONTRACT PROVISIONS: See Attachment C - Schedule for Reimbursement and Reporting, Attachment D - Special Provisions, and Attachment E - General Provisions. VI. ENTIRE CONTRACT: This Agreement, including all Attachments, represents the entire Contract between the contracting parties. Any changes of modifications to this Agreement must be in writing. Funds for this subcontract are currently available from the Solid Waste Disposal Fund, through Texas Natural Resource Conservation Commission contract # 9870065316 with North Central Texas Council Of Governments. The Texas Natural Resource Conservation Commission has the authority to contract with North Central Texas Council of Governments as per the Current Appropriations Act; Texas Water Code, §5.229 and Texas Health and Safety Code, Chapter 361.014. The NCTCOG has certified, and the FUNDS RECIPIENT certifies that each has the authority to perform the services contracted for by authority granted in "the Regional Planning Act of 1965", Texas Local Government Code, Chapter 391 and "The Interlocal Cooperation Act," Texas Government Code, Chapter 791. The City of North Richland Hills "Public Outreach Program for Residential Solid Waste Reduction" Page 1 COUNCIL OF GOVERNMENT FUNDS RECIPIENT North Central Texas Council of ~~~~iZ7 dLL Signature Ó¡C ££m.Zc//~.L/ #¿6S Mike Eastland Name Signat ~ J Ú/d.4/4c;~ Name Ú ry /11M /l<S E7U Title ?b/rf Executive Director Title ~-I-- Cf! Date Date The City of North Richland Hills "Public Outreach Program for Residential Solid Waste Reduction" Page 2 LIST OF ATTACHMENTS A TT ACHMENT A, WORK PROGRAM AND SCHEDULE OF DELIVERABLES ........................................1 ATTACHMENT B. BUDGET & DETAILED COST SHEETS .........................................................................1 A TT ACHMENT C. SCHEDULE FOR REIMB URSEMENT AND REPORTING ...........................................1 A TT ACHMENT D. S PE C IAL PRO V I S IONS ....... ..... ............ ....... ......... ............................................................1 ARTICLE 01. PURPOSE OF AGREEMENT........................................................................................................,........... I ARTICLE 02. FINANCIAL OBLIGATION ..................................,... .............................................................................".. I ARTICLE 03, REIMBURSEMENT PROCEDURES ,......................................................................................................... 2 ARTICLE 04. BUDGET CATEGORY ADJUSTMENTS .................................................................................................... 2 ARTICLE 05. PROJECT REPORTING REQUIREMENTS ................................................................................................. 3 ARTICLE 06. PERSONNEL .......,....... ..........".......... ..........,...... .......... ................ ......... ....................... ..............,....,..... 4 ARTICLE 07 . TRAVEL. ......., .....,. .....,.. ................. .........,..................... ......... ........ ........ .........................,.................... 4 ARTICLE 08. CONSUMABLE SUPPLIES ........,....................................................,........................................................4 ARTICLE 09. EQUIPMENT...... ..... ................. ............................... ......................................... ..............,......,............... 5 ARTICLE 10. CONTRACTUAL EXPENSES ..........................................:....,................................................................... 7 ARTICLE I I. CONSTRUCTION ....................................................................,..............................................................8 ARTICLE 12. OTHER EXPENSES,............,..,........................... ............ ........................................................................ 8 ARTICLE 13. INDIRECT EXPENSES .,..........,................................................................................................. .............. 9 ARTICLE 14. PROJECT CONTACTS ............ .................................................................................................. '''. ...,...... 9 ATTACHMENT E. GENERAL PRO V I S IONS......... ............... ......... .......... ........ ...... .................. .......................1 ARTICLE 01. ELIGIBLE PROJECT FUNDING RECIPIENTS ............................................................................................ I ARTICLE 02. RESPONSIBILITIES OFTHE FUNDS RECIPIENT ....................................................................................... I ARTICLE 03. OVERSIGHT OF SOLID WASTE PASSTHROUGH PROGRAM..................................................................... 1 ARTICLE 04, STANDARDS FOR IMPLEMENTATION PROJECTS .................................................................................... 2 ARTICLE 05. MONITORING REQUIREMENTS ...................................................................,..................................,......4 ARTICLE 06. COMPLIANCE WITH ApPLICABLE LAWS,...............................................................................................4 ARTICLE 07. UNIFORM GRANT AND CONTRACT MANAGEMENT ACT....................................................................... 5 ARTICLE 08. ACCOUNTING SYSTEMS ......................................................................,................................................ 5 ARTICLE 09. RELEASE OF CLAL\IS ...................................................................,...............................................,........ 5 ARTICLE 10. ACCESSÆXAMINATION OF RECORDS................................................................................,.........,..,..... 5 ARTICLE 1 I. AUDITS ............... ................................................................................................................................. 6 ARTICLE 12. INSURANCE AND LIABILITY .................................................................................................................6 ARTICLE 13. CHANGES TO INTER LOCAL AGREEMENT..............................................................................................6 ARTICLE 14. SEVERABILITy.... ,...,................ ........................................................................................................ .... 7 ARTICLE 15. INTELLECTUAL PROPERTy......................,................... ..................... ................................,..............,.... 7 ARTICLE 16. CORRESPONDENCE.....................,..,............................ ........ ....... ........................ ............................ ...... 7 ARTICLE 17. DATA AND PUBLICITY ......................................................................................................................... 8 ARTICLE 18. ASSIGNABILITY .................., ................................................................................... .......................... .... 8 ARTICLE 19. SUBAGREEMENTS AND SUBCONTRACTS .............................................................................................. 8 ARTICLE 20. SUPPLEMENTAL FUNDING STANDARDS.................................................. ,............................................. 8 ARTICLE 21. THEME PHRASE FOR PUBLIC EDUCATION MATERIALS ...................................................................... 10 ARTICLE 22. IDENTIFICATION OF THE FUNDING SOURCE........................................................................................ !O ARTICLE 23. AMERICANS WITH DISABILITIES ACT REQUIREMENTS....................................................................... !O ARTICLE 24. UTILIZATION OF SMALL, MINORITY, AND WOMEN'S BUSINESS ENTERPRISES ................................... ] 0 ARTICLE 25. ENERGY EFFICIENCY STANDARDS ..................................................................................................... 11 ARTICLE 26. FORCE MAJEURE ..........,.................,........ ..,......................................................................... ,............. I I ARTICLE 27. TERMINATION OF INTER LOCAL AGREEMENT ..................................................................................... I I The City of North Richland Hills "Public Outreach Program for Residential Solid Waste Reduction" Page i Appendix A. Quarterly and Final Results Report Forms Request for Reimbursement Form with Attachments Appendix B. State Travel Policy Guidelines Appendix C. Weight-To-Volume Conversion Factors "Take It Personally" camera-ready artwork The City of North Richland Hills "Public Outreach Program for Residential Solid Waste Reduction" Page ii Attachment A. Work Program and Schedule of Deliverables The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Attachment A Attachment B. Budget & Detailed Cost Sheets The City of North Richland Hills "Public Outreach Program for Residential Solid Waste Reduction" Attachment B MESSAGE: Ms. Buford: The following is an explanation of the City of NRH's benefit ratio of 39% for the grant funded position of Environmental Resource Coordinator: Overtime: $1119 FICA: 319 TMRS 3576 Health Benefits: 4126 Work/Camp: 810 Total:$~ which is 39% of salary $25855 (ì15D C~h',\) 38. 71.Q j (~ Please contact me if you need further information or clarification.... Pam Burney City of North Richland Hills, Phone: 817-581-5796, Fax: 1-817-6567569 To NCTCOG LeVette Buford Fax Number: 695-9191 From Pam Burney, RS. Pages: 1 I Date: 9/29/98 ATTACHMENT A. PROJECT BUDGET Please fill out this form with the cost breakdown estimates of your proposed project. For line item expenses listed in lines 1 through 9, you also need to fill out and attach the corresponding Detailed Budget Sheet. Do not attach a detail sheet unless there is a cost item listed. Please round costs to the nearest dollar. BUDGET ITEM GRANT IN-KIND TOTAL (See definitions on Detailed Budget Sheets) AMOUNT CASH OR PROJECT REQUESTED SERVICES· 1. Personnel/salaries $ 12,928 $ 12,927 $ 25,855 . '. 2. Fringe benefits 5,011 5,011 10,022 3. Travel 1,000 1,000 4. Supplies 500 50a '.. 5. Equipment 10,180 10,180 6. Construction 7. Contractual (other than construction) 5,600 5,600 8. Other 17,800 912 18,712 Total direct charges (sum of 1-8) $ 42,339 $ 29,530 $ 71 ,869 9. Indirect charges Total cost (sum of 1-9) $ 42,339 $ 29,530 $ 71,869 *IN-KIND CONTRIBUTIONS: 1. 50% salary and benefits for Environmental Resources Coordinator 2. Telephone, pager, fax, copier, internet access 3. Vehicle 4. Computer and printer 5. Office Supplies TOTAL $17,938 $912 $7,680 $2,500 $500 $29,530 NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS DETAILED BUDGET SHEET for Line 1 2 and/or 9: PersonneVSalaries/Fringe Benefitsllndirect Rate This budget sheet should be completed jf any expenses are entered for PersonneVSalaries on Line 1 of your Project Budget Summary; otherwise omit. Fill here the proposed amount for PersonneVsalaries (line 1) $12,928 In the space below. list the names, and titles of individuals whose salaries will be paid for in all or in part from project funds. Also indicate if funds are for a new or existing employee. NEW POSITION: ENVIRONMENTAL RESOURCE COODINATOR If your budget lists fringe benefits (line 2) and indirect costs (line 9), you also must provide the following information: . What;s your fringe benefit rate: 39% ($5,011) . What is your indirect charge rate": nla "Any indirect charges must be in accordance with your organization's approved cost allocation plan, or in accordance with the Indirect Cost Computation Table (an excerpt available from NCTCOG staff) contained in the current State UGCMS. If you have an approved cost allocation plan for your organization, please enclose documentation of your approved indirect rate. NORTH CENTRAL TEXAS r.O! INr.1I o¡: (~n\l¡:PI\IU¡:I\ITC: DETAILED BUDGET SHEET for Line 3: Project-Funded Tra/vel This budget sheet should be completed if any expenses are entered for travel on Line 3 of your Project Budget Summary; otherwise omit. $1000 In the space below, please describe the types of travel expenses expected, identifying the parties and purposes involved. In general, all travel is anticipated within the North Central Texas region or within Texas. Please note that any proposed travel outside Texas must be specifically listed and will need specific approval from the NCTCOG in the contract. Texas Recycling Summit Registration $65 July, 1999 Hotel $150 Meals $60 Compost Summit Registration $65 October, 1998 Hotel $150 Meals $60 TNRCC Annual Conference Registration 125 October, 1998 Hotel $225 Meals $90 NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS DETAILED BUDGET SHEET for Line 4: Project-Funded Supplies This budget sheet should be completed if any expenses are entered for supplies on Line 4 of your Project Budget Summary; otherwise omit. ~ Supplies are consumable items that generally have a useful life of less than one year, and have a unit cost of less than $1,000. (Expenses for food and beverages are not allowable. Further, any items which are not routinely used in conducting normal business over the year should be listed under the "other" budget category.) In the space below, please list the general types of supplies and their estimated cost you intend to purchase with project funding: NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS DETAILED BUDGET SHEET for Line 5: Project-Funded Equipment '-'/-.' ",,.'~ ,~-...... This budget sheet should be completed if any expenses are entered for equipment on Line 5 of your Project Budget Summary; otherwise omit. ~ Equipment includes all non-construction related, tangible property having a unit cost of $1,000 or more, with an estimated useful life of over one-year. In the space below, please describe the types of equipment you intend to purchase with project funding, providing specifications if possible at this time. Indicate how you obtained an estimate of the cost (vendor bid, estimate, literature review, industry or market prices). If you intend to use the State cooperative purchasing list as a potential source, please indicate so. NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS DETAILED BUDGET SHEET for Line 6: Project-Funded Construction This budget sheet should be completed if any expenses are entered for construction on Line 6 of your Project Budget Summary; otherwise omit. iQ Construction costs include facility design, site preparation, and facility construction. Indicate clearly whether construction services are provided by you (project funds recipient) or through subcontracts for outside services. All local government municipal laws and regulations for bidding and contracting for services must be followed. In the space below, please describe the construction expenses associated with the proposed project, providing as many specifications as possible at this time (please identify any services to be subcontracted): NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS DETAILED BUDGET SHEET for Line 7: Project-Funded Contractual This budget sheet should be completed if any expenses are entered for contractual services on Line 7 of your Project Budget Summary; otherwise omit. $5.600 Contractual expenses pertain to costs of outside professional services, other than those related to construction. All applicable laws and regulations for bidding and contracting for services must be followed during the project period. In the space below, please describe the contractual expenses associated with the proposed project, providing as many specifications as possible at this time: Mobile Collection Unit Staffing for 10 HHW Collection Events Speakers for Texas Recycles Day Educational Event $5000 $600 NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS DETAILED BUDGET SHEET for Item 8: Project-Funded Other Expenses This budget sheet should be completed it any expenses are entered under "other" on line 8 ot your Project Budget Summary; otherwise omit. "Other" expenses are those tor items or services which do not readily tit into any ot the other budget categories in this application. It you will have additional "other" expenses, not already listed below, please list those expenses at the bottom ot this sheet. If any of the expenses listed below are included in the calculation of your rate for indirect charges, do not list them on this sheet. $5000 Postage/delivery Telephone/F AX Utilities $2250 $2000 $400 P ri nting/reprod uction Advertising/public notices Signage Training Office space Basic office furnishings (desks, chairs, filing cabinets) $8150 Additional other expenses (Identify these expenses below:) YARDWASTE REDUCTION PROJECT SUPPLIES: 55 Compost Education Books 55 Compost Bins 55 Thermometers Vermiculture Kits Advertisements Promotional Materials (flyers, coloring books, etc) Class Materials $500 $1925 $825 $500 $1500 MOBILE COLLECTION UNIT AND ENV. COLLECTION CENTER EDUC. SUPPLIES Educational pamphlet on HHW (alternatives, wise shopping, proper disposal) Promotional aids Graphics for display $1900 COMPOST MAKING EQUIPMENT Chipper/Shredder Mulching Mower $500 $500 $17.800 TOTAL "other" expenses, which should equal the amount entered on Line 8 of your budget summary. NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS Attachment C. Schedule for Reimbursement and Reporting Reimbursement Re uests Not more frequently than once a month, for expenditures incurred in the previous month or months. Last request 30 days after end of project (no later then Se tember 30, 1999 Quarterl Re ort #2: March 10, 1999 Quarterl Re ort #3: June 10, 1999 Final Report: 30 days after end of project no later then Se tember 30, 1999 Follow up Results Report one year later at NCTCOG re uest The City of North Rich/and Hills "Public Outreach Programs for Residential Solid Waste Reduction" Attachment C Attachment D. Special Provisions Article 01. Purpose of Agreement The purpose of this Agreement is to accomplish the goals of House Bill (H. B.) 3072, 74th Texas Legislature (1995), which amends §361.014, Texas Health and Safety Code Ann. The Bill relates to distributing solid waste fee revenue funds in support of local and regional solid waste projects consistent with the regional solid waste management plan approved by the NCTCOG and TNRCC. This passthrough contract is to perform specific tasks identified by NCTCOG's Resource Conservation Council among several top-ranked local projects during the FY99 grant cycle. Article 02. Financial obligation The NCTCOG's obligation for expenses authorized under this agreement shall not exceed the maximum stated on page 1 of this Agreement. The budget expenses authorized under this Agreement are in Attachment B. The Funds Recipient is responsible for ensuring that expenditure amounts remain within the total budget limits, as set in Attachment B. The Funds Recipient must maintain records and documentation materials consistent with the requirements of this Attachment. The FUNDS RECIPIENT shall also follow up on any problems identified through its financial monitoring program. In consideration of full and satisfactory performance hereunder, NCTCOG will be liable to FUNDS RECIPIENT in an amount equal to the actual costs incurred by FUNDS RECIPIENT in rendering such performance, subject to the following limitations: a. NCTCOG is not liable for expenditures made in violation of Attachment E.Article 20 which outlines supplemental funding standards as defined by the Texas Natural Resource Conservation Commission (TNRCC). b. NCTCOG is not liable for any costs incurred by FUNDS RECIPIENT in the performance of this agreement which have not been billed to NCTCOG within thirty (30) days following termination of this agreement. c. NCTCOG is not liable to the FUNDS RECIPIENT for costs incurred or performance rendered by FUNDS RECIPIENT before commencement of this agreement or after termination of this agreement. d. Except as specifically authorized by NCTCOG in writing, NCTCOG is liable only for expenditures made in compliance with the cost principles and administrative requirements set forth in this Agreement and stated guidelines and reference sources. e. Failure on the part of the passthrough Funds Recipient to comply with the conditions set forth in this agreement shall be the basis for termination of the agreement and/or the revocation of any unexpended or inappropriately expended funds. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-1 Article 03. Reimbursement Procedures All payments for approved project expenditures shall be on a reimbursement basis only. a. Request for Reimbursement. For expenditures already incurred, the FUNDS RECIPIENT may submit a request for reimbursement no more often than once a month, by the tenth day following the end of each month for which expenditures are claimed (see schedule in Attachment C). The FUNDS RECIPIENT must use the required "Request for Reimbursement" (form #PT-F2), with appropriate itemized lists (Forms F2-1 through F2- 4) and submit with original signatures. Copies of the forms are provided in the Appendix. All requests for reimbursement should provide sufficient documentation (copies of invoices, etc.) and information concerning the costs incurred to enable the NCTCOG to ascertain the eligibility of a particular expenditure to enable subsequent audits., Specific guidelines and requirements are given later in this Attachment for each category of allowed expenditures, in the Articles labeled "Personnel", "Supplies", "Equipment", "Travel", etc. b. The FUNDS RECIPIENT may account for expenses incurred and request reimbursement of outlays under either a cash or an accrual basis, as defined and authorized by the UGCMA. Under this Agreement, an eligible reimbursement cost must have been incurred within the time period indicated on the Request for Reimbursement; should have been already paid; or incurred by the last day of the time period indicated; and liquidated no later than thirty (30) after the end of the time period indicated. c. Payments. Upon review and approval of each Request for Reimbursement, NCTCOG will make payment to FUNDS RECIPIENT, as soon as practicable, not to exceed the total approved budget of the grant project. d. The final Request for Reimbursement must be submitted within thirty (30) days of the end of the project. Article 04. Budget Category Adjustments The FUNDS RECIPIENT may expend funds in excess of those listed for a particular budget category within the budget (Attachment B). without requiring an amendment to this Agreement, or otherwise requiring written approval from the NCTCOG, if: a. The cumulative dollar amount of all excess expenditures among direct budget categories is equal to or less than 5% of the total budget amount. b. Sufficient funds are available in other budget categories to cover the excess expenditures; c. The transfer will maintain or further the scope and objective of the project as funded by this Agreement. d. The Funds Recipient adheres to all other requirements of this Agreement, concerning obtaining prior written authorization; e. The Funds Recipient notifies the NCTCOG as soon as practical of the deviation from the budget categories, and not later than with the Financial Report/Request Form submitted after the changes are made. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-2 Article 05. Project Reporting Requirements a. The FUNDS RECIPIENT shall prepare and submit to the NCTCOG, a quarterly written progress report concerning performance under this Interlocal Agreement documenting accomplishments and units of work performed under the Scope of Services (Attachment A) of this agreement. The Quarterly Progress Report must be submitted using the forms provided: PT-R1 and detailed forms PT-R1b Source Reduction and Recycling; and PT- R1 h Educational and Training Projects (see Appendix A for report form templates). The Quarterly Progress Report will be due to NCTCOG on the 10th day of the month following the quarter described, as listed in the Schedule chart (see Attachment C). The FUNDS RECIPIENT'S Quarterly Progress Report should contain descriptions of activities for the NCTCOG to demonstrate compliance with the provisions of this project. In particular, any legal research and related legal activities shall be clearly detailed in the progress reports in order to assure the NCTCOG that the activities are not prohibited under Attachment E.Article 20 of this Interlocal Agreement (relating to Supplemental Funding Standards). The FUNDS RECIPIENT shall comply with any reasonable request by the NCTCOG for additional information on activities conducted in order for the NCTCOG to adequately monitor the FUNDS RECIPIENT'S progress in completing the requirements of and adhering to the provisions of this Interlocal Agreement. b. A Final Report shall be provided in conjunction with the final request for payment under this Interlocal Agreement, but in no case later than 30 days after the end of the Interlocal Agreement period. In the Final Report, the FUNDS RECIPIENT shall certify, in writing, the satisfactory completion of all activities and deliverables required under this passthrough agreement. Payments (reimbursements) under this Interlocal Agreement may be withheld by the NCTCOG until such time as any past due progress reports are received. The Final Report shall consist of the same forms used for the Quarterly Progress Report, which include form PT-R1 and detailed forms PT-R1b Source Reduction and Recycling; and PT- R1 h Educational and Training Projects (see Appendix A for report form templates). The Final Report shall include information on progress during the last quarter of the project as well as information that is cumulative from the beginning of the project through its completion. c. The FUNDS RECIPIENT agrees to provide NCTCOG one or more follow up results reports documenting the continued impact of this funded project beyond the end date of this agreement. The Follow up Results Report(s) will be required on a schedule to be provided by NCTCOG, approximately one year after the end of the biennial grant cycle. The Follow up Results Report form will be provided to the Funds Recipient. d. The FUNDS RECIPIENT agrees that additional documentation reports during the life of the program or activity will be provided on the results of the project. e. If the FUNDS RECIPIENT'S is not able to submit a scheduled progress report on time, the FUNDS RECIPIENT must contact the NCTCOG Project Representative prior to the submittal date. A later date may be negotiated and approved by the NCTCOG Project Representative. If the FUNDS RECIPIENT fails to submit the Progress Report to NCTCOG's Project Representative upon notice/reminder, this matter will be brought to the attention of NCTCOG's Resource Conservation Council for further resolution. Failure to comply with the requirements of this Article shall constitute a breach of this Interlocal Agreement. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-3 Article 06. Personnel Administrative expenses such as salaries and fringe benefits for employees working directly on the funded project are authorized as identified in the Work Program (Attachment A) and the Budget (Attachment B). In addition to the passthrough reimbursement voucher, all outlays that fall within the "Personnel/Salaries" category of the budget (Attachment B) shall be itemized by the FUNDS RECIPIENT on Form PT/F2-1. For Personnel/Salaries expenditures, the FUNDS RECIPIENT is expected to maintain signed time sheets that can serve to verify the total, overall hours of staff time directly billed to this Agreement. Payments from funds provided under this Interlocal Agreement for accruals such as vacation, sick leave, severance pay, or other accruals are allowed only for time during which the employee was employed and performing work under this Interlocal Agreement. The Funds Recipient's employee positions covered in this agreement are listed in Attachment B, Budget & Detailed Cost Sheets. The FUNDS RECIPIENT must notify and seek approval from NCTCOG for any changes in personnel whose salaries are funded under this passthrough agreement. Article 07. Travel Travel expenses directly related to the conduct of the funded program are authorized as per the Work Program (Attachment B) and Budget (Attachment C). Only the employees of the FUNDS RECIPIENT assigned to the project should receive reimbursement for travel expenses. All travel for which expenses are claimed must be in connection with the tasks and activities required under this Interlocal Agreement. Out-of-state travel should not normally be allowed and will require prior written approval from NCTCOG and TNRCC, prior to the travel event. The FUNDS RECIPIENT shall comply with state travel regulations as required by Section 33, Article IX, H.B. 1, for all of the FUNDS RECIPIENT's travel expenses to be reimbursed with funds provided under this Agreement. All employee travel-related expenses must be claimed at the rates allowed by the State of Texas standards (see excerpt of state guidelines in Appendix B). Documentation should, at a minimum, be consistent with the State Travel Regulations. The purpose of the travel should be documented and supported with any of the appropriate records such as automobile mileage totals for the reporting period (gasoline receipts will not be accepted), actual receipts for hotel accommodations, public transportation receipts, airline receipts, meal receipts, etc. The reimbursement request must include the itemization of travel expenses on Form PT/F2-1. The FUNDS RECIPIENT is not required to submit a daily or incidental mileage log as a part of Form PT/F2-1, however, mileage trip logs documenting amount of miles traveled per day or per trip, destination, and purpose of trip must be maintained by the FUNDS RECIPIENT as part of the FUNDS RECIPIENTs records. Such mileage logs must be available up on request to NCTCOG or TNRCC. Article 08. Consumable Supplies Supply costs are not identified as a part of this project in the Work Program (Attachment A) and Budget (Attachment B). Expenses included under the Supplies category of the budget, shall be for non- construction related costs for goods and materials having a unit acquisition cost (including The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-4 freight) of less than $1,000. Such expenditures shall generally relate to the routine purchase of office supplies (paper, pencils, and staplers) or other goods which are consumed by the FUNDS RECIPIENT in a relatively short period of time, in the regular performance of the general activities funded under this Interlocal Agreement. FUNDS RECIPIENT is expected to conform to the appropriate bid process for purchases according to the FUNDS RECIPIENT'S own internal policies and procedures. Non-routine expenditures of goods and materials, not falling under the definition of Supplies, should be charged to the "Other" Expense Category. Documentation should include whatever is necessary to show that the work was performed and the expense incurred. Documentation for reimbursement may include purchase orders if issued, or invoices, or canceled checks. A request for reimbursement for supplies must include itemized expenses on Form PT/F2-2. Article 09. Equipment Equipment costs are not identified as a part of this project in the Work Program (Attachment A) and Budget (Attachment B). a. For the purposes of this Agreement, equipment is defined as items with a unit acquisition cost of $1,000 or greater. All equipment expenses are subject to prior approval by NCTCOG before purchase. b. The use of property acquired under this Agreement, both during the term of this Agreement and for the useful life of the property, shall be in accordance with Section 361.014(b) of the TEX. HEALTH & SAFETY CODE ANN., ''that a project or service funded under this program must promote cooperation between public and private entities and may not be otherwise readily available or create a competitive advantage over a private industry that provides recycling or solid waste services." c. The FUNDS RECIPIENT is expected to conform to the appropriate bid process according to the FUNDS RECIPIENT'S own internal policies and procedures. The FUNDS RECIPIENT must have copies of all bids received in relation to this project and should keep these as documentation. The copies of all bids should be kept by the FUNDS RECIPIENT at the location listed under Article 14.f. d. All outlays that fall within the "Equipment" categories of the budget shall be itemized by the FUNDS RECIPII;NT on Form PT/F2-2, to accompany the Request for Reimbursement. With respect to "Equipment" purchases, the FUNDS RECIPIENT shall attach for each outlay listed on Form PT/F2-2, legible documentation that (i) serves to further identify the specific piece of equipment; (ii) clearly identifies the vendor or subcontractor who provided the equipment; and (iii) confirms the reimbursable amount listed on the form. In the case of equipment purchases, the attached documentation for reimbursement shall be either a purchase order marked "received/paid" or a vendor submitted invoice similarly marked. For all requests for reimbursement on equipment expenditures, payments will only be approved if the NCTCOG Project Representative has certified, in writing, that the equipment has been purchased and delivered to the FUNDS RECIPIENT, as confirmation subsequent to the personal site visit. If equipment purchases do not legitimately serve to fulfill the scope and purpose of the grant, then NCTCOG will not reimburse the FUNDS RECIPIENT for such equipment purchases. e. Title to equipment and any constructed facilities acquired from funds provided under this Interlocal Agreement shall, throughout the term of this Interlocal Agreement, be in the The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-5 name of the FUNDS RECIPIENT. All parties agree that upon full performance of this Interlocal Agreement, title shall remain with the FUNDS RECIPIENT, provided however, that if this Interlocal Agreement is terminated, due to substantial failure by the FUNDS RECIPIENT to fulfill its obligations under this Interlocal Agreement, title and physical possession of all equipment and constructed fixtures shall, upon written notification from NCTCOG, be transferred in good condition and within five (5) working days to the State (Texas Natural Resource Conservation Commission-TNRCC). f. The FUNDS RECIPIENT agrees to conduct physical property inventories, to maintain property records and necessary control procedures, and to provide adequate maintenance with respect to all equipment and/or constructed facilities acquired under this Interlocal Agreement, as set forth below. (1) The FUNDS RECIPIENT may develop and use its own property management system which must conform with all applicable state and local laws, rules and regulations. If an adequate system for accounting for personal property owned by the FUNDS RECIPIENT or its subgrantee is not in place or currently in use, the Property Accounting System Manual issued by the State of Texas General Services Commission shall be used as a guide for establishing such a system. (2) A physical inventory of all equipment or property acquired or replaced under this Interlocal Agreement having an initial purchase price of $1,000 or more, shall be conducted no less frequently than once every two years and the results of such inventories reconciled with the appropriate property records. Property control procedures utilized by the FUNDS RECIPIENT shall include adequate safeguards to prevent loss, damage, or theft of the acquired property. The FUNDS RECIPIENT agrees to develop and carry out a program of property maintenance as necessary to keep both originally acquired and any replaced property in good condition, and to utilize proper sales procedures to ensure the highest possible return, in the event such equipment or property is sold. g. All equipment and/or constructed facilities acquired or replaced under this Interlocal Agreement shall be used by the FUNDS RECIPIENT or its subgrantees, to support the purposes of this Interlocal Agreement, for as long as the equipment or facilities are needed for such purposes, whether or not the original projects or programs continue to be supported by State funds. h. For property with a fair market, per unit value in excess of five thousand ($5,000), the FUNDS RECIPIENT or its subgrantee, may be for the purpose of replacing various equipment or facilities utilized under this Interlocal Agreement, within six years of the initiation of this Agreement, obtain written authorization from NCTCOG to either trade in or sell the equipmenfor property and use the proceeds of such trade-in or sale to offset the cost of acquiring needed replacement property. I. If a property with a current fair market, per unit value of five thousand ($5,000) or less, whether original or replacement, is no longer needed for the support of authorized projects or programs under this Agreement, it may be used for other projects or programs. These could be other projects supported by the TNRCC or other passthrough projects of the NCTCOG, as long as these do not interfere with the original project activities for which the equipment or facility was acquired or constructed. j. For property with a current fair-market, per unit value greater than five thousand dollars ($5,000), if no longer needed for the authorized project under this Agreement, whether original or replacement, and within six years of the initiation date of this Agreement, the FUNDS RECIPIENT must obtain written authorization from NCTCOG prior to changing the use of the property, to include selling or transferring ownership of the property. In requesting authorization for a change in use of the property, the FUNDS RECIPIENT The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-6 shall provide information as requested by NCTCOG, to assure that the new use of the property will meet the requirements of Attachment D.Article 09.b. Prior to authorizing the FUNDS RECIPIENT to change the use of the property, the NCTCOG may, at its discretion, require the FUNDS RECIPIENT to notify and request input from private industry providers of recycling or solid waste services in the area of the proposed new use or activity, to determine that a competitive advantage does not exist. After six years of the initiative date of the Agreement, the FUNDS RECIPIENT is not required to obtain authorization for a change in use of the property acquired under this Agreement, but the provisions of Attachment D.Article 09.b still apply. k. If any equipment or property acquired or replaced under this Interlocal Agreement is sold or transferred within six (6) years of the initiation date of the Interlocal Agreement, the FUNDS RECIPIENT agrees that the State (Texas Natural Resource Conservation Commission-TNRCC) is entitled to a share of the proceeds from such sale,provided the fair market, per-unit value of the property at the time of the sale is in excess of five thousand dollars ($5,000). TNRCC's share of the sale proceeds shall be the same percentage as was the funding provided through NCTCOG's FY98 grant budget under this Interlocal Agreement that enabled the original purchase or acquisition of the property in question. I. If, prior to the termination date of this Interlocal Agreement, the FUNDS RECIPIENT or its subgrantees determines that any equipment or constructed facilities acquired with funds provided as a result of this Interlocal Agreement is no longer needed for support of the programs or projects referred to in Subsection (g) of this Section, NCTCOG may require the FUNDS RECIPIENT to transfer title and possession to such equipment or movable constructed facilities to a third party named by NCTCOG and the TNRCC. m. The FUNDS RECIPIENT shall not grant or allow a third party a security interest in any original or replacement materials, equipment, or facilities purchased or constructed with funds made available to the FUNDS RECIPIENT under this Interlocal Agreement. n. The FUNDS RECIPIENT agrees that, in the event any funds provided under this Interlocal Agreement are in turn awarded to any subgrantee for the purchase or acquisition of any equipment or constructed facilities by such other party, the FUNDS RECIPIENT'S Interlocal Agreement with that subgrantee shall include the requirements set forth in this Section. Article 10. Contractual Expooses All expenditures under this "Contractual" budget category must be approved in writing by NCTCOG. Hence, the professional services or appropriate tasks for conducting the funded project are authorized for subcontracting by the FUNDS RECIPIENT as identified in the Work Program (Attachment A) and Budget (Attachment B). Examples of contractual expenses include professional (subcontracted) services, including household hazardous waste (HHW) site set-up, and material handling, manifesting, and transportation. The FUNDS RECIPIENT is expected to conform to the appropriate bidding and contracting laws and regulations according to the FUNDS RECIPIENT'S own internal policies and procedures. Please note the specific guidance applicable to project restrictions, especially regarding projects which require permit or registration (see Attachment E.Article 04, Standards for Implementation Projects; and Attachment E.Article 20, Supplemental Funding Standards). All outlays that fall within the "Contractual" category of the budget (Attachment B) shall be itemized by the FUNDS RECIPIENT on Form PT/F2-3, to accompany the Request for The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-7 Reimbursement (Form PT-F2). In addition, the FUNDS RECIPIENT shall attach, for each item listed, legitimate documentation that (1) further identifies the specific cost; (2) clearly identifies the vendor or subcontractor who provided the materials or services; and (3) confirms the reimbursable materials listed. The attached documentation shall be either a purchase order marked "received/paid" or an invoice similarly marked. In the case of subcontractor services, the documentation shall consist of a dated invoice showing the amount billed to the FUNDS RECIPIENT and any "past due" amount from previous invoices. Article 11. Construction Construction costs are not identified as a part of this project in the Work Program (Attachment A) and Budget (Attachment B). Expenses budgeted under this category should be for costs related to the enhancement or building of permanent facilities. For example, facility design, site preparation and facility construction, including slabs, paving, awning, attendant shelters and sanitation facilities, fencing and lighting, and containment berms: and platform truck scales and electronic data-recording equipment. The FUNDS RECIPIENT is expected to conform to the appropriate bidding process according to the FUNDS RECIPIENT'S own internal policies and procedures. Appropriate costs that may be included are: a. The costs of planning the project b. The cost of materials and labor connected to the construction project c. The cost of equipment attached to the permanent structure; and d. Any subcontracts, including contracts for services, performed as part of the construction, i.e. landfill scale installation expenses. All outlays that fall within the "Construction" category of the budget (see Attachment B) shall be itemized by the FUNDS RECIPIENT on Form PT/F2-3, to accompany the Request for Reimbursement (Form PT-F2). In addition, the FUNDS RECIPIENT shall attach, for each item listed, legitimate documentation that (1) further identifies the specific cost; (2) clearly identifies the vendor or subcontractor who provided the materials or services; and (3) confirms the reimbursable materials listed. The attached documentation shall be either a purchase order marked "received/paid" or an invoice similarly marked. In the case of subcontractor service~, the documentation shall consist of a dated invoice showing the amount billed to the FUNDS RECIPIENT and any "past due" amount from previous invoices. In addition, the FUNDS RECIPIENT is subject to all the requirements related to Title to Equipment and Construction Facilities, as listed in Attachment D.Article 09, Equipment. Article 12. Other Expenses These "Other" expenses are allowed as identified in the Budget (Attachment B). The restrictions set forth in the Uniform Grant and Contract Management Standards apply. All expenses budgeted under this "Other" category should be itemized by the project funds recipient when requesting reimbursement. Some expenses that may be appropriate include: The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-8 a. b. c. d. The expenses under "Any others", unless specifically identified in Attachment B, Budget & Detailed Cost Sheets, must receive NCTCOG's written approval prior to purchase. Again, for these "other" expenditures, documentation for reimbursement must show that the expenses were incurred, and should include purchase orders if issued and/or invoices, or receipts. Any request for reimbursement must include an itemization of the expenses, using Form PT/F2-4. . Article 13. Indirect Expenses Indirect costs are not identified as a part of ~his project in the Work Program (Attachment A) and Budget (Attachment B). Indirect costs under this Agreement are calculated as a percent of Salaries and Fringe Benefits. If the FUNDS RECIPIENT has a current approved cost allocation plans prepared in accordance with Office of Management and Budget Circular No. A-a7 (as included in the UGCMS), then the indirect rates in accordance with that plan may be used. If the FUNDS RECIPIENT does not have an approved cost allocation plan, the indirect rate used may not exceed the maximum amounts listed on the Indirect Cost Computation Table established in the Uniform Grant and Contract Management Standard. In the event that the FUNDS RECIPIENT's approved indirect cost rate changes during the term of this Agreement, the FUNDS RECIPIENT shall notify the NCTCOG's Project Representative, in writing, and indicate the new rate. If converting to the new approved indirect cost rate will not result in the FUNDS RECIPIENT's being out of compliance with the requirements set forth with Article 04, Budget Category Adjustments of Attachment A, then following its submittal of written notification, the FUNDS RECIPIENT is authorized to use the new rate. Article 14. Project Contacts a. The NCTCOG hereby designates the person in Article 14 d, as the individual authorized to give direction to the FUNDS RECIPIENT for the purposes of this Interlocal Agreement. The NCTCOG Project Representative shall not be deemed to have authority to bind the NCTCOG in contract unless the EXECUTIVE DIRECTOR of the NCTCOG has delegated such authority. b. The FUNDS RECIPIENT shall identify, as its Project Representative, the person authorized to receive direction from the NCTCOG, to manage the work being performed, and to act on behalf of the FUNDS RECIPIENT. The FUNDS RECIPIENT'S Project Representative shall be deemed to have authority to bind the FUNDS RECIPIENT in contract unless the FUNDS RECIPIENT, in writing, specifically limits or denies such authority to the FUNDS RECIPIENT'S Project Representative. c. Either party may change its Project Representative. In addition, the Project Representative of either party may further delegate his or her authority as necessary, The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-9 including any delegation of authority to a new Project Representative. The party making the change in Project Representative shall provide written notice of the change to the other party. d. The NCTCOG hereby designates the individual below as the person to give direction to the FUNDS RECIPIENT as Project Representative of NCTCOG: Heather Lauden, Environmental Planner II PO Box 5888 616 Six Flags Drive, Suite 200 Arlington, Texas 76005-5888 TEL (817) 695-9239 FAX (817) 640-7806 Email: hlauden@nctcog.dst.tx.us e. The FUNDS RECIPIENT hereby designates the individual named below as the person authorized to receive direction from the NCTCOG, to manage the work being performed, and to act on behalf of the FUNDS RECIPIENT as a Project Representative: Pam Burney Environmental Services Director City of North Richland Hills TEL (817) 581-5771 FAX (817) 656-7553 Email: nrhpb@airmail.net f. The FUNDS RECIPIENT designates the following location for record access and review: Environmental Services Department 7200 C. Dick Fisher Dr. South North Richland Hills, TX 76180 The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page D-10 Attachment E. General Provisions Article 01. Eligible Project Funding Recipients a. Only those local and regional political subdivisions located within the State of Texas as listed below are eligible to receive funding from the NCTCOG as a pass-through grant: (1) Cities; (2) Counties; (3) Public schools and school districts (does not include Universities or post secondary educational institutions); and (4) Other general and special law districts created in accordance with state law, and with the authority and responsibility for water quality protection or municipal solid waste management, to include river authorities. b. Local and regional political subdivisions that are subject to the payment of state solid waste disposal fees and whose fee payments are in arrears, as determined by the Texas Natural Resource Conservation Commission, are not eligible to receive pass-through grant funding from the NCTCOG. The Texas Natural Resource Conservation Commission shall provide, on a quarterly basis, the NCTCOG a list of entities for which fee payments are in arrears. The NCTCOG shall allow a potential pass-through grant applicant that is listed as being in arrears in its fee payments the opportunity to provide documentation of payment of the fees owed the state. If the potential applicant provides the NCTCOG with documentation of payment of the fees, such as a canceled check or receipt from the state, or waiver of the fee in question, the NCTCOG may consider that applicant to be eligible to receive pass-through grant funding under this agreement. Article 02. Responsibilities of the Funds Recipient a. The FUNDS RECIPIENT shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services and other work furnished by the FUNDS RECIPIENT under this Agreement. b. The FUNDS RECIPIENT shall perform such services as may be necessary to accomplish the work required under this Agreement, in accordance with the FUNDING AGENCY and contractual requirements and any and all applicable law. c. The NCTCOG may require the FUNDS RECIPIENT to correct and revise any errors, omissions or other deficiencies in any reports or services provided by the FUNDS RECIPIENT to ensure that such reports and services fulfill the purposes of this Agreement. The FUNDS RECIPIENT shall make the required corrections or revisions without additional cost to the NCTCOG. d. Neither the NCTCOG's review, approval or acceptance of, nor payment for any of the services shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement; and the FUNDS RECIPIENT shall be, and remain liable in accordance with applicable law for all damages to the NCTCOG, including reasonable attorney's fees and court costs caused by the FUNDS RECIPIENT's negligent performance of any of the services furnished under this Agreement. e. The obligations of the FUNDS RECIPIENT under this Article are in addition to the FUNDS RECIPIENT's other express or implied assurances under this Agreement or applicable law. Article 03. Oversight of Solid Waste Passthrough Program NCTCOG staff, through its designated Project Representative (see Attachment D.Article 14.d) is responsible for managing the passthrough implementation program, for negotiating the work scope The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Page E-1 of services, the budget, and the term of the contract. NCTCOG staff will review and authorize requests for reimbursement; review progress reports and undertake site visits. In addition, NCTCOG's Resource Conservation Council (RCC), the solid waste advisory committee under the Executive Board, will oversee the comprehensive grant implementation project, assure compliance with state requirements and achievement of regional objectives. Other oversight duties of the RCC will include arbitration of projects as necessary; review and approval of key contract amendments. Article 04. Standards for Implementation Projects The following standards and limitations apply to all implementation project activities funded under this Agreement. The FUNDS RECIPIENT is responsible for ensuring compliance of these standards in the following project categories. a. Local Enforcement. These are projects which contribute to the prevention of illegal dumping. These projects may include programs to investigate illegal dumping problems, educate the public on illegal dumping laws, and prosecute violators. These programs may also include activities to enforce laws pertaining to the illegal disposal of liquid wastes. Funding limitations specific to this category: (1) Funds may not be used for enforcement activities related to the illegal disposal of industrial or hazardous waste. In instances where industrial or hazardous illegal waste disposal is periodically discovered at illegal waste disposal sites, investigation of the site is not precluded.. However, the funded project must specifically focus on the illegal disposal of municipal solid waste. (2) Funds may not be used for the cleanup of illegal disposal sites or the transportation and/or disposal of wastes collected during such cleanups. b. Source Reduction and Recycling These projects provide a direct and measurable effect on reducing the amount of municipal solid waste going into landfills, by diverting various materials from the municipal solid waste stream for reuse or recycling; or by reducing waste generation at its source. Efficiency improvements in solid waste management systems, are allowed, such as: full-cost accounting systems and cost-based rate structures; establishment of a solid waste services enterprise fund; and mechanisms to track and assess the level of recycling activity in the community on a regular basis. Funding limitations are: (1) Programs and projects must provide a measurable reduction on solid waste going into landfills. (2) Any program or projèct demonstrating the use of products made from recycled materials shall have the primary function of educating and training local residents, government officials and others, in order to further encourage support for recycling efforts. (3) Efficiency improvement programs to increase source reduction of solid waste must be coordinated with the TNRCC. Any program to develop a full-cost accounting system must use the appropriate guidance developed by the TNRCC. c. Citizens' Collection Stations and "Small" Registered Transfer Stations. These are projects for constructing a citizens' collection station, as defined under the TNRCC Municipal Solid Waste Regulations (30 TAC Chapter 330); or a "small" transfer station qualified for registration, as defined under Section 330.4. (d) or Section 330.4(r) of the regulations. A project in this category must include consideration of an integrated approach to solid waste management, to include providing recycling services at the site, if appropriate to the management system in place. Funding limitations include: (1) Transfer stations that require a permit from the TNRCC may not be funded; The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 2 (2) "Small" transfer stations as defined under Section 334.(d) may be funded. Specifically, this transfer station is used in the transfer of solid waste to a processing of disposal facility from: i) a municipality with less than 50,000 population; ii) a county with less than 85,000 population; or iii) a facility transferring 125 tons per day or less. (3) A transfer station qualified for registration under Section 330.4 (q) (facilities which recover 10 percent or more of the waste stream for reuse or recycling) but not under the provisions of Section 334.(d), may be funded. Components of such a transfer station may qualify for funding under the source reduction and recycling project category. (4) A transfer station used only for grease trap waste, grit trap waste, septage, or other similar liquid waste, and which qualify for registration under Section 330.4 (r) may be funded. Specifically, Section 330. 4 (r) refers to a liquid waste transfer facility receiving 32,000 gallons a day or less. (5) Only the costs necessary to construct the facility and/or purchase and install necessary equipment may be funded. Costs associated with operating a facility once completed, are not allowed. d. Household Hazardous Waste Management These projects provide for the collection, recycling, or reuse, and/or proper disposal of household hazardous waste. Funding limitations for these projects include: (1) Projects in this category must be coordinated with the TNRCC to ensure that all applicable regulations and guidelines are followed. (2) Funds may not be used for disposal of collected wastes. (3) Funds may not be used for the collection and management of hazardous and industrial wastes, as defined under state and federal regulations. (4) Funds may not be used solely for the management of scrap tires, used oil, oil filters, antifreeze, lead-acid batteries, or other special wastes excluded from disposal in municipal solid waste landfills. Collection of these items may be part of a comprehensive Household Hazardous Waste collection and management program. e. Installation of Scales at Municipal Landfills Projects for the installation of scales and related equipment for the operation of the scales at a Municipal Solid Waste Landfill. Activities may include design and engineering work, purchase and installation of scales and related equipment, site improvements necessary for equipment installation, and the purchase and installation of computer hardware and software necessary to operate the scales. Funding limitations include: (1) Funds may only be used for direct costs related to the scales system. Ancillary equipment or facilities, sLJch as a gate house, fencing, landfill entrances, road work, etc. are not allowed unless clearly necessary for the installation and operation of the scales. (2) Funds may not be used for operation of scales. (3) Onboard truck scales are not eligible for funding. f. Technical Studies and Local Solid Waste Management Plans These are projects to collect pertinent data, analyze issues and needs, evaluate alternative solutions, public input, and recommend actions, to assist in local decision-making for solid waste management. Funding limitations include: (1) Funding for these projects should not exceed ten percent of the total grant budget for NCTCOG. (2) All local solid waste management plans shall be consistent with the adopted regional solid waste management plan, prepared in accordance with TNRCC's regulations at 31 T AC Chapter 330, Subchapter 0, and the Content and Format Guidelines provided by TNRCC. (3) All technical studies shall be consistent shall be consistent with the adopted regional solid waste management plan, and the Content and Format Guidelines provided by TNRCC. (4) Funding provided under this category may not be used for final engineering work, design or construction plans. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 3 (5) A landfill or landfilling project may be the topic of a technical study only if part of an overall, integrated solid waste management system. g. River and Lake Clean-ups and Texas Country Cleanups. River and lake clean-ups include projects conducted in close coordination with TNRCC to clean up litter and trash from rivers, streams and lakes. Texas Country Clean-ups are designed to collect empty, properly rinsed pesticide containers, batteries, tires, used oil and oil filters in rural areas which have historically limited options in handling these wastes. Funding limitations include: (1) Close coordination with TNRCC for any clean-up projects. (2) Agricultural or household chemicals are not accepted at Texas Country Clean-ups. (3) Disposal of collected wastes is not an eligible expense. h. Educational and Training Projects Projects to ensure public participation in specific projects should be included as a component of other project categories. This category is for "stand-alone" educational projects related to a variety of solid waste management topics. Funding limitations include: (1) Activities must relate primarily to management of municipal solid waste. Educational or training events that cover a broader range of environmental issues may be funded on a partial basis relative to the extent that municipal solid waste topics are covered. (2) Information exchange activities are allowed, sybject to the other limitations on travel expense. Article 05. Monitoring Requirements NCTCOG shall conduct periodic analysis of FUNDS RECIPIENT'S performance under this Interlocal Agreement for the purpose of assessing the degree to which contractual objectives and performance standards, as identified in this Interlocal Agreement or as subsequently amended, are achieved by FUNDS RECIPIENT. a. NCTCOG may periodically monitor FUNDS RECIPIENT for: (1) The degree of compliance with the terms of this Interlocal Agreement, including compliance with applicable rules, regulations, and promulgations referenced herein; and (2) The administrative and operational effectiveness of the project. b. NCTCOG Project Representative must visit the FUNDS RECIPIENT facility and certify in writing that equipment is on site in order for FUNDS RECIPIENT to receive reimbursement for equipment expenditures. Article 06. Compliance with Applicable Laws The FUNDS RECIPIENT shall, except as otherwise provided in this Agreement, be responsible for giving notices, obtaining any necessary licenses and permits, and for complying with any applicable, State, and Municipal laws, ordinances, rules, regulations and order of any public authority, in connection with the work required by this Agreement. The main governing standards include, but may not be limited to the following: a. §361.014. TEX. HEALTH and SAFETY CODE ANN. (as amended by H.B. 3072, 74th Texas Legislature); b. §330.569 of the TNRCC Municipal Solid Waste Regulations (30 TAC Chapter 330); and c. the Uniform Grant and Contract Management Act, TEX. GOVT CODE ANN., §§783.001 et. Seq., and the Uniform Grant and Contract Management Standards, 1 Texas Administrative Code (T AC), §§5.141 et. seq. (collectively, "UGCMA"). The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 4 If the FUNDS RECIPIENT or NCTCOG observes that this Interlocal Agreement is at variance in any respect, the observing party shall promptly notify the other party in writing, and any necessary changes shall be adjusted by appropriate Interlocal Agreement modification. Article 07. Uniform Grant and Contract Management Act The provisions of the Uniform Grant and Contract Management Act ("UGCMA") apply to this Agreement to the extent required by law. Article 08. Accounting Systems The FUNDS RECIPIENT shall have an accounting system which accounts for costs in accordance with generally accepted accounting standards or principles, and complies with applicable State law, regulations, and policies relating to accounting standards or principles. The FUNDS RECIPIENT must account for costs in a manner consistent with such standards or principles. Article 09. Release of Claims Upon satisfactory completion of the work performed hereunder and prior to final payment under this Agreement for such work, or prior to settlement upon termination of this Agreement, and as a condition to final payment/settlement, the FUNDS RECIPIENT shall execute and deliver to the NCTCOG a release of all claims against the NCTCOG arising under or by virtue of this Agreement. Article 10. Access/Examination of Records a. The FUNDS RECIPIENT shall maintain and make available for review, inspection and/or audit books, records, documents, and other evidence reasonably pertinent to performance on all work under this Agreement, including negotiated changes or amendments thereto, in accordance with accepted professional practice, appropriate accounting procedures and practices at the FUNDS RECIPIENT's office. During the conduct of any such review, audit or inspection, the FUNDS' RECIPIENT's books, records, and other pertinent documents may, upon prior conference with the FUNDS RECIPIENT, be copied by NCTCOG. All such information shall be handled by the parties in accordance with good business ethics. The FUNDS RECIPIENT shall provide proper facilities for such access and inspection. b. The FUNDS RECIPIENT shall also maintain and make available at its designated location the financial information and data used by the FUNDS RECIPIENT or its designee (including independent financial auditors) in the preparation and support of any cost submission or cost (direct and indirect), price or profit analysis for this Agreement or any negotiated Sub-Agreement or change order, and a copy of the cost summary submitted to the NCTCOG. c. The NCTCOG, or any of its duly authorized auditors or representatives, shall have access to such books, records, documents, and other evidence for the purpose of review, audit or inspection. d. The records to be thus maintained and retained by FUNDS RECIPIENT shall include (without limitation): (1) personnel and payroll records, including social security numbers and labor classifications, accounting for total time distribution of FUNDS RECIPIENT'S employees working full or part time on the work, as well as canceled payroll checks or signed receipts for payroll payments in cash; (2) invoices for purchases, receiving and issuing documents, and all other unit inventory records for FUNDS RECIPIENT'S stocks or capital items; and The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 5 (3) paid invoices and canceled checks for materials purchased and for subcontractee's and any other third parties' charges. e. Records under section (a) above shall be maintained and made available during the entire period of performance of this Agreement and until three (3) years from date of final NCTCOG payment for the project. In addition, those records which relate to any dispute, litigation, or the settlement of claims arising out of such performance, or costs or items to which an audit exception has been taken, shall be maintained and made available until completion of such action and resolution of all issues which arise from it, or until the end of the three-year period, whichever is later. f. Access to records is not limited to the required retention periods. The authorized representatives designated in section (a) of this Article shall have access to records at any reasonable time for as long as the records are maintained. g. Access to records applies to financial records pertaining to all subagreements and related changes, to the extent the records reasonably pertain to subagreement performance; if there is any indication that fraud, gross abuse or corrupt practices may be involved; or if the subagreement is terminated for default or for convenience. h. The NCTCOG reserves the right to require reimbursement of any over-payments determined as a result of any audit or inspection of records kept by the ¡::UNDS RECIPIENT on work performed under this Agreement. Article 11. Audits The FUNDS RECIPIENT shall adhere to the Single Audit requirements of the UGCMA (See OMB A 133 Subpart B-Audits). The FUNDS RECIPIENT shall deliver to the NCTCOG each audit report within thirty (30) days of completion of the audit report. The FUNDS RECIPIENT is responsible for including the Single Audit requirements in all sub-agreements and shall be responsible for insuring adherence to those requirements by all subgrantees and subcontractors. Audits shall be in accordance with State law, regulations and policy, and generally accepted auditing standards and established procedures and guidelines of the reviewing or audit agency(ies) . Article 12. Insurance and Liability The FUNDS RECIPIENT is a "self-insured municipal corporation. The FUNDS RECIPIENT understands and agrees that it shall be liable to repay and shall repay upon demand to NCTCOG any amounts determined by NCTCOG, its independent auditors, or any agency of state government to have been paid in violation of the terms of this Agreement. Article 13. Changes to Interlocal Agreement a. A Major Change will include one or more of the following: (1) An increase or decrease in the amount of compensation to the FUNDS RECIPIENT; (2) An extension or shortening of the term of the Agreement; (3) A significant change in the scope of the Agreement or the services to be performed; or (4) Any action that is beyond the authority of the Executive Director or the Project Representative of the NCTCOG. b. Implementation of a Major Change must be preceded by a formal written amendment to the Agreement. The amendment must contain a description of the proposed change and signed by persons authorized to bind each party in contract. Any amendment which exceeds the contractual The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 6 authority of the Executive Director of NCTCOG also requires the consent, at Agenda, of a majority of the NCTCOG Executive Board. c. Any proposed change that is not a Major Change may qualify as a Minor Change. A Minor Change shall require the written agreement of both Project Representatives but shall not require a formal amendment to the contract. A copy of the authorization must be retained in the appropriate file of both the FUNDS RECIPIENT and the NCTCOG. d. If the FUNDS RECIPIENT requests a Minor Change and the Project Representative does not approve the request as a Minor Change, then the change shall be deemed a Major Change and the FUNDS RECIPIENT may only obtain authorization to proceed in accordance with Section (b) of this Article. Article 14. Severability All parties agree that should any provision of this Agreement be determined to be invalid or unenforceable, such determination shall not affect any other term of this Agreement, which shall continue in full force and effect. Article 15. Intellectual Property a. For the purpose of this Article, "intellectual property" refers to (1) Any discovery or invention for which patent rights may be acquired; and (2) Any photographs, graphic designs, plans, drawings, specifications, computer programs, technical reports, operating manuals, or other copyrightable materials; and; (3) Any other materials in which intellectual property rights may be obtained. b. If the FUNDS RECIPIENT first conceives of, actually puts into practice, discovers, invents, or produces any intellectual property during the course of its work under this Agreement, it shall report that fact to NCTCOG. c. The FUNDS RECIPIENT may obtain governmental protection for rights in the intellectual property. However, the NCTCOG hereby reserves a nonexclusive, royalty-free and irrevocable license to use, publish, or reproduce the intellectual property for sale or otherwise, and to authorize others to do so. The NCTCOG also reserves a royalty-free nonexclusive, and irrevocable license to use, publish, or reproduce for sale or otherwise, and to authorize others to use, publish, or reproduce, for sale or otherwise (to the extent consistent with the rights of third parties) any intellectual property for which the FUNDS RECIPIENT obtains rights with funds received under this Agreement. d. In performing work under this Agreement, the FUNDS RECIPIENT shall comply with all laws, rules and regulations relating to intellectual property, and shall not infringe on any third part's intellectual property rights. It shall hold the NCTCOG harmless for, and to the extent permitted by the laws and Constitution of the State of Texas, defend and indemnify the NCTCOG against, any claims for infringement related to its work under this Agreement. e. The FUNDS RECIPIENT shall include provisions adequate to achieve the purposes of this Article in all subagreements and subcontracts under this Agreement in the course of which intellectual property may be produced or acquired. Article 16. Correspondence All project related notices, reports and other contractual communications under this Agreement shall be sent to the Project Representative as specified. All such communications shall be considered duly given if hand delivered; delivered by nationally recognized courier service, or The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 7 mailed by certified or registered mail, return receipt requested. All such communications shall be deemed given when received, as evidenced by the signed acknowledgement of receipt by the recipient; the confirmation of delivery by the courier service; or the receipt returned by the sender. Article 17. Data and Publicity All data and other information developed under this Agreement shall be furnished to the NCTCOG and shall be public data and information, with exception to the extent it is exempt from public access by the Texas Open Records/Public Information Act, Vernon's TEX. GOV't CODE § 552. Upon termination of this Agreement, all data and information shall become the joint property of the NCTCOG and the FUNDS RECIPIENT. Article 18. Assignability This Agreement is not transferable or otherwise assignable by the FUNDS RECIPIENT without the written consent of the FUNDING AGENCY. Any attempted transfer is void without written consent of NCTCOG. Article 19. Subagreements and Subcontracts a. All contractual expenditures using funds provided under this Agreement shall meet UGCMA, and all procurement laws, applicable to the FUNDS RECIPIENT and subcontractor, including the Professional Services Procurement Act. Note that the Common Rule of OMB Circular A-102, as adopted in the UGCMA, precludes the use of the cost plus a percentage of cost method of contracting. b. Any subcontractor required by the FUNDS RECIPIENT in connection with the services covered by this Agreement will be limited to such individuals or firms, scope of work, and budget amounts as are specifically (1) identified herein; or as (2) approved by the NCTCOG during the performance of this Agreement prior to execution of a contract with the subcontractor. Any substitution in such subcontractor, the scope of work, and budget amounts will be subject to the prior approval of the NCTCOG or its Project Representative. c. The FUNDS RECIPIENT shall be responsible for the management and fiscal monitoring of all subcontractors. The FUNDS RECIPIENT shall ensure that all subcontractors comply with Article 10, Access/Examination of R.ecords, of this Attachment, and all other provisions required by this Agreement. The NCTCOG reserves the right to perform an independent audit of all subcontractors pursuant to Article 10. d. Funds provided by the NCTCOG pursuant to this Agreement that are paid to the subcontractor shall be used by the subcontractor solely to satisfy the purposes of this Agreement. Article 20. Supplemental Funding Standards Unless authorization is specifically provided in accordance with the provisions of this Attachment, the FUNDS RECIPIENT shall ensure that funds provided under this contract are not used for the following activities, programs, or projects: a. Payment of Fees. Passthrough grant recipients must not be in arrears on payments of their solid waste disposal fees to the TNRCC at the time an implementation project is selected for funding. b. Land Acquisition Costs. Funds may not be used to acquire land or an interest in land. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 8 c. Municipal Solid Waste-Related Programs Only. Funds may be used only for programs and activities related to the management of municipal solid waste, not for programs dealing with industrial or hazardous wastes. d. Programs Solely Related to Collection of Certain Wastes. Funds may not be used for programs and activities solely related to the management of scrap tires, used oil, oil filters, antifreeze, lead acid batteries, or other special wastes excluded from disposal in MSW landfills. However, collection of these materials may be included as part of a comprehensive household hazardous waste collection and management program, so long as it is not the sole intent of the program. e. Activities related to the disposal of municipal solid waste. Funds may not be used for activities related to the disposal of municipal solid waste. This restriction includes: solid waste collection and transportation to a disposal facility; waste combustion (incineration or waste-to-energy); processing for reducing the volume of solid waste which is to be disposed of; any landfill related facilities or activities, including the closure and post-closure care of a landfill; or other activities and facilities associated with the ultimate disposal of municipal solid waste. However, this provision does not apply to activities specifically included under an authorized project category, to include landfill scales, citizen collection stations, and small registered transfer stations. In addition, activities that would otherwise be eligible for funding, such as recycling, but that are located at a disposal facility may be funded. f. Projects Requiring a TNRCC Permit. Funds may not be used for projects or facilities that require a permit from TNRCC under state regulations. This provision, however, does not apply to projects or activities that may be located on a permitted facility which, by themselves, would not require a permit and would otherwise be eligible for funding (e.g., recycling collection at a permitted transfer station). g. Projects Requiring TNRCC Registration. Projects or facilities that require registration with TNRCC under state regulations, and which are otherwise eligible for funding, may be funded. However, only those expenses related to design and engineering work necessary prior to obtaining a registration may be reimbursable before the registration is finally received. No actual site development, construction, equipment purchased, or similar expenses may be reimbursed prior to and until such time that a required registration is received. Remember that all projects must be completed by the end of the grant term, so the amount of time necessary to obtain a registration must be considered. h. Projects that Create a Competitive Advantage over Private Industry. In accordance with Section 361.014(b) of the Texas He~lth and Safety Code, a project or service funded under this program must promote cooperation between public and private entities, and may not be otherwise readily available or create a competitive advantage over a private industry that provides recycling or solid waste services. I. Supplanting existing funds. Funds may not be used to supplant salaries of an existing staff position, where the functions assigned to that position will not change. Staff positions where the assigned functions will remain the same and that were active at the time of the grant application, and were funded from a source other than a previous solid waste grant, are ineligible for grant funding. J. Acquisition of Goods and Services. Recipients of funds under this Agreement must comply with all state and local laws and regulations pertaining to the acquisition of goods and services. In recognition of the requirement that projects not create a competitive advantage over a private industry, it is a goal of this program that competitive processes be used to the extent possible for all purchases using grant funds. In addition, grant recipients are encouraged to participate in the State Cooperative Purchasing Program. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 9 k. Legislative and Lobbying Expenses. Any expenses (including legal expenses, staff time, travel, telephone calls, telefaxes, etc.) that are related in any way to drafting legislation, lobbying for legislation, or other political activities are not authorized. As required under §33, Article IX of H.B. 1, the standards set forth in §5, Article IX of H. B. 1, shall apply to the use of funds provided under this Agreement. I. Food/Entertainment Expenses. In accordance with the UGCMA, funds provided under this Agreement may not be used for food or entertainment expenses, including refreshments at meetings and other functions. This provision does not apply to authorized employee per diem expenses for food costs incurred while on travel status. m. Use of Alcoholic Beverages. As required under §33, Article IX of H.B. 1, the standards set forth in §11, Article IX of H. B. 1, shall apply to the use of funds provided under this Agreement. In accordance with those standards, no funds shall be used for the payment of salaries to any employee who uses alcoholic beverages on active duty. None of these funds, including authorized travel funds, shall be used for the purchase of alcoholic beverages. - Article 21. Theme Phrase For Public Education Materials The FUNDS RECIPIENT shall use the phrase, "Take It Personally!" on all written documents, publicity, and advertisement materials produced for publ'ic education purposes. This consistent image which will appear on all materials distributed by the FUNDS RECIPIENT will promote an understanding of the program, its mission, and its interconnectedness with other issues and programs. For the NCTCOG region, the slogan for all environmental, resource conservation, outreach activities is: 'Take It Personally!" NCTCOG has furnished the FUNDS RECIPIENT with camera-ready artwork of this phrase for imprinting purposes in Appendix C of the Interlocal Agreement. Article 22. Identification of the Funding Source The FUNDS RECIPIENT shall acknowledge the financial support of the NCTCOG whenever work funded, in whole or part, by this Agreement, is publicized or reported by news media or publications. All reports and other documents completed as a part of this Agreement, other than documents prepared exclusively for internal use within the NCTCOG, shall carry the following notation on the front cover or title page: "Prepared in cooperation with the North Central Texas Council of Governments, through grant funding from the Texas Natural Resource Conservation Commission" Article 23. Americans With Disabilities Act Requirements The FUNDS RECIPIENT shall comply with all applicable requirements of the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213 (Pamph 1995). Article 24. Utilization of Small, Minority, and Women's Business Enterprises The FUNDS RECIPIENT agrees that qualified Historically Underutilized Businesses (HUBs) shall have the maximum practicable opportunity to participate in the performance of this Agreement. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" PageE-10 Article 25. Energy Efficiency Standards The FUNDS RECIPIENT is encouraged to follow standards and policies on energy efficiency which are contained in the Texas State Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (P. L. 94-163). Article 26. Force Majeure a. A force majeure event shall be defined to include governmental decrees or restraints, acts of God (except that rain, wind, flood or other natural phenomena normally expected for the locality shall not be construed as an act of God), work stoppages due to labor disputes or strikes, fires, explosions, epidemics, riots, war, rebellion, and sabotage. b. Provided this Agreement is still in force, and subject to the conditions below, if a delay or failure of performance by either party results from the occurrence of a force majeure event, the delay shall be excused and the time fixed for completion of the work extended by a period equivalent to the time lost because of the event if, and to the extent that: (1) the delay or failure was beyond the control of the party affected and not due to its fault or negligence; and (2) the delay or failure was not extended because of the affected party's failure to use all diligence to overcome the obstacle or to resume performance immediately after the obstacle was overcome. c. No time extension shall be granted under this Article unless the party seeking relief has notified the other in writing within a reasonable time after commencement of the event, of the anticipated length and cause of the delay, the measures taken or to be taken to minimize the delay and the timetable by which the FUNDS RECIPIENT intends to implement these measures. The party seeking relief shall also give written notice of the ending of the event within a reasonable time after the event has ended. d. The NCTCOG shall be responsible for costs related to a force majeure event, only if they are incurred by the FUNDS RECIPIENT after the prior written request by the NCTCOG Project Representative, to incur such costs. Neither NCTCOG nor the FUNDS RECIPIENT shall have, and both hereby waive, any claim whatever for any damages resulting from delays caused by force majeure events. Article 27. Termination of Interlocal Agreement a. This Interlocal Agreement shall terminate upon full performance of all requirements contained herein, unless this Agreement is amended in writing. b. This agreement may be terminated in whole or in part in writing by either contracting party in the event of substantial failure by the other party to fulfill its obligation under this Interlocal Agreement through no fault of the terminating party, provided that no such termination may be effected unless the other party is given: (1) Not less than ten (10) days written notice (delivered by certified main, return receipt requested) of intent to terminate; and (2) An opportunity for consultation with the terminating party prior to termination. c. This Interlocal Agreement may be terminated in whole or in part in writing by NCTCOG for its convenience, provided that the FUNDS RECIPIENT is given not less than ten (10) days written notice (delivered by certified mail, return receipt requested) of intent to terminate. Circumstances The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 11 in which NCTCOG may terminate for convenience include, but are not limited to, the Texas Legislature's withdrawal of appropriations for this project. d. If termination for default under Section (b) of this Article, or for reduction or loss of Legislative appropriations under Section (c) of this Article is effected by NCTCOG, an adjustment in the Interlocal Agreement amount shall be made, but: (1) No amount shall be allowed for anticipated profit on unperformed services, tasks or other work; and (2) Any payment due the FUNDS RECIPIENT at the time of termination may be adjusted to the extent of any reasonable additional costs incurred by NCTCOG by reason of THE FUNDS RECIPIENT'S default. The equitable adjustment for any termination shall provide for payment to the FUNDS RECIPIENT for services rendered and expenses incurred by the FUNDS RECIPIENT relating to contracts entered into prior to the termination, in addition to termination settlement costs reasonably incurred by the FUNDS RECIPIENT relating to contracts entered into prior to the termination. e. Upon receipt of a termination notice pursuant to Sections (b) or (c) above the FUNDS RECIPIENT shall: (1) Promptly discontinue all services affected (unless the notice directs otherwise); and (2) Deliver or otherwise make available to NCTCÇ)G all data, drawings, specifications, reports, estimates, summaries, and such other information, materials, and equipment as may have been accumulated by the FUNDS RECIPIENT in performing this Interlocal Agreement, whether completed or in progress. f. Upon termination pursuant to Sections (b) and (c) above, the NCTCOG may take over the work and prosecute the same to completion by agreement with another party or otherwise. g. If, after termination for failure of the FUNDS RECIPIENT to fulfill its contractual obligations, it is determined that the FUNDS RECIPIENT had not so failed, the termination shall be deemed to have been effected for the convenience of the NCTCOG. h. If any delay or failure of performance is attributed to an event as defined in Article 26, Force Majeure, the FUNDS RECIPIENT may in its sole discretion terminate this Interlocal Agreement in whole or in part. If such termination is effected, an equitable adjustment shall be made in accordance with Section (d) of this Article. The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Collection" Page E- 12 Appendix A. Project Report and Financial Reimbursement Forms · Quarterly and Final Results Reports Forms PT-R1 Report on Results of Grant Funded Project PT-R1b Source Reduction and Recycling PT-R1h Educational and Training Projects · Request for Reimbursement Form and Supplemental Reimbursement Forms PT-F2 Summary of Pass-Through Grant Expenditures F2-1 Itemization of Personnel/Salaries and Travel Costs F2-2 Itemization of Supplies and Equipment Costs F2-3 Itemization of Contractual and Construction Costs F2-4 Itemization of Other Costs F2-5 Itemization of In-Kind Contributions The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Appendix A FY 1998/1999 REGIONAL SOLID WASTE GRANT REPORT ON RESULTS OF GRANT-FUNDED PROJECT (FORM PT-R1) l. Grant Recipient: 2. Contract or Project No. : 3. Report No. : 4. Grant Term: From To: 5. Report Period: 6. Final FY 1998/1999 Report: From To: Yes No 7. General Questions: where applicable. Complete the general questions listed on the back of this form, 8. ATTACHMENTS: Complete the applicable form(s) for the category of project conducted with grant funds. ~ if attached. FORM RIa - FORM RIb - FORM RIc - FORM RId - FORM, Rle - FORM Rlf - FORM RIg - FORM Rlh - LOCAL ENFORCEMENT SOURCE REDUCTION AND RECYCLING CITIZENS COLLECTION STATIONS AND "SMALL" REGISTERED TPANSFEE S'I'.;''I'IOI~S HOUSEHOLD HAZARDOUS WASTE - Attach a copy(ies) of the completed Da:a Information Form required to be submitted to TNRCC for each n~~ collection activity. INSTALLATION OF LANDFILL SCALES TECHNICAL STUDIES AND LOCAL SOLID WASTE MANAGEMENT PLANS RIVER AND LAKE CLEAN-UPS, AND TEXAS COUNTRY CLEAN-UPS EDUCATIONAL AND TRAINING PROJECTS (use for both stand-a~one educational and training projects, or other projects that include an educational component) 9. CERTIFICl\.TION: I certify to the best of my knowledge and belief that this report correct and complete. ; ~ -'=' Signature of Authorized Certifying Official Typed or Printed Name and Title Date Submitted Continued: page 1 of 2 Form PT-R1 Results Report Page 2 of 2 10. Project Goals/Objectives: Describe the goals and objectives of the grant-funded projec~ (should be consistent with the initial application information) 11. Effectiveness (to date) In Achieving Stated Goals And Objectives: Is the project achieving the intended goals and objectives: Yes: ____ No: ____ Partially: ____ Explain below: FY 98/99 REGIONAL SOLID WASTE GRANT PROJECT IMPACT/RESULTS REPORT - FORM Rlb SOURCE REDUCTION AND RECYCLING Grant Recipient: Contract/Project No.: Report Period: From To Amount of Grant Funding: The project funded is a (check one) ____new program or 1. MATERIAL DIVERSION. List below the measured or estimated tons of material reduced, recycled or diverted from disposal that may be attributed to grant funding. (Attach a monthly diversion tracking form or other diversion tracking records, if used). ____enhancement of an existing program. Tons For Average Tons For Material Type Report Monthly FY 98/99 Period Diversion* (to date) PAPER: GLASS: METAL: PLASTIC: BRUSH, TREE TRIMMINGS, & YARD TRIMMINGS: CONSTRUCTION & DEMOLITION (C&D) DEBRIS OTHER MATERIALS NOT LISTED: (Specify) TOTAL TONS OF MATERIALS DIVERTED *Averages should be calculated only for the number of months that the project has been/was in effect. *See Appendix C: VOlume-To-Weight Conversion Factors if necessary to calculate tonnage. 2. NUMBER OF PERSONS SERVED. Estimate the number of people in the grant-funded project service area. 3. REVENUE FROM SALE OF RECYCLABLES. Enter the dollar amount of revenue that was generated during the through the sale of recovered materials that may be attributed to grant funding. This reporting period: $ Cumulative to date: $ 4. DISPOSAL COSTS AVOIDED: Use the formula [Landfill tipping fee of $ total tons of materials diverted. This reporting period: $ Cumulative to date: $ per ton X 5. EDUCATION AND TRAINING COMPONENTS. If education or training activities were conducted as part of the grant-funded project, attach completed Form Rlh. 6. COMMENTS. Attach additional sheets if necessary for explanation or for listing benefits derived from the grant-funded project. FY 98/99 REGIONAL SOLID WASTE GRANT PROJECT IMPACT/RESULTS REPORT - FORM Rlh EDUCATIONAL AND TRAINING PROJECTS Use this form for both stand-alone educational and training projects, or as an attachment to report forms for other projects that have an educational or training component. Grant Recipient: Contract / Proj ect No.: Report period: From To $ Amount of Grant Funding for stand-alone Educational and Training Project $ Amount of total Grant Funding used for Educational or Training Component of Project. (* If education or training activities were conducted as part of a project in another category) 1. PARTICIPATION (totals to date for FY98/99): Estimate the number of participants and the participation rate (percent of eligible number participating) by targeted customers. CUSTOMERS ELIGIBLE NUMBER NUMBER OF PARTICIPANTS PARTICIPATION RATE (%) Citizens This To Date for This To Date for This To Date for Report FY98-99 Report FY98-99 Report FY98-99 Period Period Period Households Businesses Employees Students Other 2. MEDIA ADVERTISING (totals to date for FY98/99): Indicate below the quantities of any newspaper, TV, or radio paid ads or Public Service Announcements (PSAs) which were run during this report period. MEDIA PAID ADS PSA's Newspaper This Report To Date for FY98- Report Period To Date for Period 99 FY98/99 Television Radio Other Continued: page 1 of 2 Form PT-Rlh Education and Training Projects Page 2 of 2 3. PUBLIC INFORMATION & EDUCATIONAL MATERIALS (totals to date for FY98/99): Indicate below other types of public information and educational materials (e.g., utility bill inserts) distributed during the report period and quantities distributed. PUBLIC INFORMATION & EDUCATIONAL MATERIALS QUANTITIES DISTRIBUTED & DISTRIBUTION METHOD DISTRIBUTED This Report Period To Date for FY98-99 Report To Date Period for FY98/99 4. PROMOTIONAL EVENTS & PUBLIC MEETINGS (totals to date for FY98/99): Describe below promotional events or other public meetings related to grant projects which were conducted during the report period and report their attendance. PROMOTIONAL EVENTS AND PUBLIC MEETINGS ATTENDANCE This Report Period To Date for FY98-99 Report To Date Period for FY98/99 5. TRAINING EVENTS (totals to date for FY98/99): Describe below training events related to grant projects which were conducted during the report period and report their attendance. PUBLIC INFORMATION AND EDUCATIONAL MATERIALS & QUANTITIES DISTRIBUTED DISTRIBUTION METHOD This Report Period To Date for FY98-99 Report Period To Date for FY98/99 6. COMMENTS: Attach additional sheets if necessary for explanation or for listing benefits derived from the grant-funded project. NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS SUMMARY OF PASS-THROUGH GRANT EXPENDITURES FORM PT-F2 1, DEPARTMENT TO WHICH REPORT IS SUBMITIED DEPARTMENT OF ENVIRONMENTAL RESOURCES 2. GRANT/CONTRACT TITLE 3. EMPLOYER IDENTIFICATION NUMBER 4. RECIPIENT ORGANIZATION (NAME AND COMPLETE) ADDRESS, INCLUDING ZIP CODE 5. NCTCOG CONTRACT NO, 6. FINAL REQUEST FOR REIMBURSEMENT YES NO 7. BASIS 8. This is the _ "Request For Reimbursement" Please Indicate -- 1 st., 2nd., 3rd., etc. CASH ACCRUAL 9. TOTAL PROJECT/GRANT PERIOD 10. PERIOD COVERED BY THIS REPORT FROM: TO: FROM: TO: 11. Budget Categories Approved Project Cost Cumulative Remaining Budaet This Report Proiect Cost Balance a. Personnel/Salaries (Attach form F2-1)* b. Fringe Benefits c. Travel (Attach form F2-1) * d, Supplies (Attach form F2-2)* e. Equipment (Attach form F2-2)* f. Contractual (Attach form F2-3)* g. Construction (Attach form F2-3)* h. Other (Attach form F2-4)* i. Total Direct Charges (sum a-h) j, Indirect Charges k. Total (sum of I and J) . NOTE 1: Please indicate allIn-Kind Contribution Expenditures on Supplemental Form F2-5. NOTE 2: Negative balances in any of the budget categories should be explained briefly in an accompanying narrative. 12, CERTIFICATION I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and unliquidated obligations are for the purposes set forth in the award documents. Siqnature of Authorized Certifyinq Official Typed or Printed name and Title Telephone (Area code, number and ex!.) Date Submitted pt-f2.xls NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS ITEMIZATION OF PERSONNEUSALARIES AND TRAVEL COSTS SUPPLEMENTAL FORM F2-1 PERSONNEUSALARIES (during this report period)* EMPLOYEE SALARY THIS NAME TITLE/POSITION PERIOD TOTAL PERSONNEL EXPENDITURES ( Must agree with line 11 a on Form PT -F2) *Attach copies of invoices, receipt and other documentation of the expenditures. TRAVEL EXPENDITURES (during this report period)* DESCRIPTION REASON COST THIS PERIOD . TOTAL TRAVEL EXPENDITURES ( Must agree with line 11c on Form PT-F2) *Attach copies of invoices, receipt and other documentation of the expenditures. Attach Additional Sheets, If Needed NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS ITEMIZATION OF SUPPLIES AND EQUIPMENT COSTS SUPPLEMENTAL FORM F2-2 SUPPLIES EXPENDITURES (during this report period)* NUMBER UNIT TOTAL PURCHASED ITEM DESCRIPTION COST COST TOTAL SUPPLIES EXPENDITURES (Must agree with line 11d on Form PT-F2) * Attach copies of invoices, receipt and other documentation of the expenditures. EQUIPMENT PURCHASES (during this report period)* NUMBER UNIT TOTAL PURCHASED ITEM DESCRIPTION COST COST . TOTAL EQUIPMENT EXPENDITURES ( Must agree with line 11e on Form PT-F2) *Attach copies of invoices, receipt and other documentation of the expenditures. Attach Additional Sheets, If Needed NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS ITEMIZATION OF CONTRACTUAL AND CONSTRUCTION COSTS SUPPLEMENTAL FORM F2-3 CONTRACTUAL EXPENDITURES (during this report period) TOTAL SUBCONTRACTOR (NAME) FOR COST TOTAL CONTRACTUAL EXPENDITURES ( Must agree with line 11f of form PT-F2 *Attach copies of invoices, receipt and other documentation of the expenditures. CONSTRUCTION EXPENDITURES (during this report period)* TOTAL DESCRIPTION PURPOSE COST TOTAL CONSTRUCTION EXPENDITURES ( Must agree with line 11 g of form PT-F2 * Attach copies of invoices, receipt and other documentation of the expenditures. Attach Additional Sheets, If Needed NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS ITEMIZATION OF OTHER COSTS SUPPLEMENTAL FORM F2-4 OTHER EXPENDITURES(during this report period)* NUMBER UNIT TOTAL PURCHASED ITEM DESCRIPTION COST COST . TOTAL OTHER EXPENDITURES (Must agree with line 11h on Form PT-F2) *Attach copies of invoices, receipt and other documentation of the expenditures. Attach Additional Sheets, If Needed NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS ITEMIZATION OF IN-KIND CONTRIBUTIONS SUPPLEMENTAL FORM F2-5 IN-KIND CONTRIBUTION EXPENDITURES (during this reporting period) ITEM PURCHASED OR SERVICE PERFORMED UNIT COST TOTAL COST TOTAL IN-KIND EXPENDITURES (durina this reoort) CUMULATIVE IN-KIND EXPENDITURES (from start date to present) Appendix B. . State Travel Policy Guidelines The City of North Richland Hills "Public Outreach Programs for Residential Solid Waste Reduction" Appendix B ~xcerpted from Article IX Texas State Appropriations Act: Tðavel Regulations TRAVEL REGULATIONS Sec. 13. Definitions. The following words and tenns, when used in Sections 13 through 19 of this Article, shall have the following meanings: 1. Commercial lodging establishment - a motel, hotel, inn, apartment, or similar entity that furnishes lodging to the general public for payor other type of lodging establishment designated by the Comptroller by rule. 2. Commercial transportation company - an entity that offers transportation of people or goods to the general public for pay. 3. Designated headquarters - the area within the city limits of the incorporated area in which a state employee's place of employment is located. If an employee's place of employment is located within an unincorporated area, then the area within a five mile radius of the employee's place of employment is his designated headquarters. If a city, town, or unincorporated area is completely surrounded by the city or town in which an employee's place of employment is located, then the employee's designated headquarters includes the surrounded area. 4. Duty point - the location, other than an employee's place of employment, to which a state employee travels in order to conduct official state business. 5. Head of agency - this term includes elected state officials, excluding members of the Legislature; appointed state officials, including officials whose appointment is still subject to confinnation by the Senate; first assistants, chief deputies, and chief clerks who are specifically authorized by law to act for their superiors; directors of legislative interim committees or boards; heads of state institutions of higher education; heads of state hospitals and special schools; and, for each state agency that is governed by a part-time board or'commission, the person who has the day-ta-day responsibility for managing the agency's operations. . 6 Incidental expenses - those necessary and reasonable expenses incurred by a state employee while traveling on official state business. The term includes applicable taxes except for taxes on meals. The term does not include expenses for meals, lodging, or transportation; expenses of a personal nature; expenses that would be incurred by the employee regardless of whether he were traveling on official state business; and, tips and gratuities. R09E-S12-01-01-P01 IX-63 05-24-97 7. Key officials - this tenn encompasses heads of agencIes and persons holding exempt posItions as indicated in this Act or by action of the Governor In accordance with the Position Classification Act. 8. Lease - a long-tenn contract giving the lessee the exclusive possession and use of property or equipment although the lessor retains ownership throughout the duration of the contract. A contract is "long-tenn" only to the extent that its duration is on at least a month-ta-month basis. 9. Place of employment - the office or location at which a state employee routinely conducts official state business. 10. Rented or public conveyance - a motor vehicle, train, or aircraft that a state employee either rents or pays a fare to use on a short-tenn basis while traveling on official state business. II. State agency - a unit of state govenunent, a cOlUlcil of governments, a Local Workforce Development Board, or a MHMR community center, that uses funds appropriated in this Act to pay for the transportation, meals, lodging, and other travel expenses of its employees For the purpose of this provision, the tenn "council of governments" shall include a council of governments, a regional planning commission, or similar regional planning agency created under Chapter 391, Local Government Code. 12 State employee - a person employed by a state agency. This tenn includes key officials except to the extent that specific provisions in this article indicate otherwise. Sec. 14. General Travel Provisions. I. The amounts appropriated in this Act to each state agency for the payment of transportation, meals, lodging, and incidental expenses shall be the maximum amounts to be expended by those agencies. None of the moneys appropriated by this Act may be expended for those expenses unless the travel and the resulting requests for payment or reimbursement comply with the conditions and limitations in this article. 2. Heads of agencies shall conserve the funds appropriated by this Act by maximizing economy and efficiency when planning the travel of state employees under their authority. In this connection, heads of agencies are responsible for ensuring that the expenses of transportation, meals, lodging, and incidental items are the lowest possible considering all relevant circumstances. 3, A head of agency may specify a reimbursement or payment rate that is less than the ma.ximum rate speÓfied in this article for transportation, meal, lodging, or incidental R09E-S12-01-01-P01 IX-64 05-24-97 TRAVEL REGULATIONS (Continued) expenses. However, a lower rate apphes only to travel occurring after a head of agency has notified his state employees in writing about the lower r:'lte. A state agency is solely responsible for enforcing its lower reimbursement or payment rates. 4. Necessary and reasonable expenses for transportation, meals, lodging, and incidental expenses may be paid or reimbursed from the funds appropriated in this Act only' when the purposes of the travel clearly involve official state business, are consistent with the legal responsibilities of the state agency represented, and, for the travel outside the State of Texas, the travel is approved in advance in accordance with the policy of the employing state agency. None of the funds appropriated by this Act shall be used to payor reimburse expenses for transportation, meals, lodging, and incidental expenses unless the travel voucher sub nutted to the Comptroller identifies persons contacted, places ViSited, or othemise describes the nature of the official state business performed. .J 5 A state employee may claim extra travel time for the purpose of calculating reimbursement for meals, lodging, rental cars, parking, and other reimbursable expenses in order to take advantage of lower aIrfares if: (a) the cost of the additional expenses plus the lower airfare IS less than or equal to the average coach airfare between the employee's designated headquarters and duty pOlOt, (b) the rental car was rented during the period of time when the employee conducted official state business, and (c) it is in the employing state agency's interest to allow the employee to be absent from headquarters for an additional period of tlme. ~ 6. Requests for advance written approval for travel outside of the United States, except for Canada and Mexico, shall be submitted to the Governor as provided in Section 660024, Government Code. , 7, State employees from one state arency who provide services to another state agency may be reimbursed for their transportation, meals, lodging, and incidental expenses from the funds of the agency being served. 8 A traveling state employee may be reimbursed for his incidental expenses in addition to his expenses for meals, lodging, and transportation The Comptroller shall promulgate specific rules for the effective and efficient adnùnistration of this sub-section. R09E-S12-01-01-P01 IX-65 05-24-97 TRAVEL REGULATIONS (Continued) 9. When this article authorizes state agencies to directly pay commercial lodging establishments or commercial transportation companies, agencies may instead directly pay credit card issuers or travel agencies for the lodging or transportation. The same documentation that would be required for a direct payment to a commercial lodging establishment or commercial transportation company is required for a direct payment to a credit card issuer or travel agency. 10. When a state agency requires a state employee on personal leave to return to his designated headquarters fÌ'om another location, the agency may reimburse the employee for the transportation, meal, lodging, and incidental expenses he incurs while traveling to headquarters. In addition, the agency may reimburse the employee for the transportation, meal, lodging, and incidental expenses he incurs while traveling back to the location at which the employee was staying while on personal leave, The reimbursements authorized by this subsection may not exceed the reimbursement rates specified in this article. II. A state agency may payor reimburse a state employee for a cancellation charge if the charge IS incurred for a reason related to official state business, 12, The Comptroller shall establish rules and procedures for the effective and efficient administration of the travel regulations in this artIcle. 13, None of the funds appropnated by this Act may be expended for travel expenses associated with a training seminar conducted by an agency for its employees wùess the agency head certifies, on the travel voucher or other expense reimbursement form, that the agency does not: i) possess, ii) have available at a cost less than the total travel costs associated with the seminar, or iii) have access to another agency's interactive television or video conference facilities at the designated headquarters of the employees attending the training. 14. The General Services Commission shall negotiate with commercial lodging establishments in order to achieve the most cost-effective rates possible for state employees while on ttavel status. 15. Each state agency shall utilize teleconferencing and other telecommunications technologies to the maximum extent possible in order to reduce agency ttavel e xpendirures. R09E-S12-01-01-P01 IX-66 05-24-97 TRAVEL REGULATIONS (Continued) 16. All travel expenses paid or reimbursed by an agency II:ust be limited to the necessary functions of the agency. In order to ensure compliance with this provision the Comptroller of Public Accounts and Stare Auditor's Office shall periodically examine the travel vouchers and other expense reimbursement forms submitted for payment under Sections 4, 15, and 16 of this article to determine: a. whether the travel expenses were incurred in the conduct of official state business, b. whether the state activities conducted while on travel status were necessarv to execute the state business, - c. whether the travel was necessary to execute the state business conducted, and d, in cases where more than one individual has submitted a travel voucher or claim for reimbursement of expenses for the same or similar travel occurrence, whether the number of individuals on travel status was necessary to execute the state business conducted. If the State Auditor determines that the travel for which payment was made out of appropriated funds does not satisfy each of the four criteria set forth in the previous paragraph, the State Auditor shall so certify to the Comptroller of Public Accounts who shall reduce the appropriation of the agency which paid the travel expenses by an amount equal to the entire amount pai~ by the state for that individual for that travel occurrence. The Comptroller of Public Accounts and the State Auditor's Office shall each develop procedures for examining travel vouchers and other expense reimbursement forms. The Comptroller of Public Accounts, when it reasonably believes that the travel criteria establisheèi by this section have not been satisfied, shall provide such information to the State Auditor's Office for review. F or the purpose of this section, the term "travel expense" shall include seminar tuition and fees. The Comptroller shall prepare an annual report indicating the appropriation reductions, by agency, made pursuant to tlus provision for the previous fiscal year. The report shall be submitted to the Legislative Budget Board no later than December I of each year. R09E-S12-01-01-P01 IX-67 05-24-97 TRAVEL REGULATIONS (Continued) Sec. 15. Transportation Expenses. 1. State employees' use of personally owned or leased motor vehicles: j a, Mileage reimbursement rate. A state agency shall reimburse a state employee for using a personally owned or leased motor vehicle. The mileage reimbursement rate for travel occurring during a fiscal year is equal to the maximum fixed mileage allowance specified in the revenue rulings issued by the Internal Revenue Service under Section 1.274-5(f) of the federal income tax regulations as of August I preceding the start of ( the fiscal year. The mileage reimbursement rate may not be less than 25 cents per mile L or more than 28 cents per mile. The Comptroller shall announce the mileage reimbursement rate for a fiscal year as soon as possible after August I of the preceding year. Except for tolls and the cost of airport parking or other parking fees incurred while employees are away from their places of employment, no additional expenses incidental to the operation of such motor vehicles shall be reimbursed, b Computing distances The r::imbursement authorized in this subsection for travel ....ithin the State of Texas shall be based upon the shortest route between points, For the purpose of computmg the shortest route, farm-to-market roads shall be included. c. Travel between a residence and the arrport. State employees traveling in a personally owned or leased motor vehicle between their residence and the nearest airport may be reimbursed for mileage at the rate specified ill Section 15(1 )(a) of this article subject to the following provisions: ~ ( 1) If the travel occurs dunng working hours, the reimbursement may not exceed the reimbursement that would be due had the employee traveled between a place of employment and the airport. (2) A state employee may be reimbursed for the mileage incurred by another person while transporting the employee between his residence and the nearest arrport during working or non-working hours so long as the employee demonstrates that the reimbursement would be less than the cost of parking a personally owned or leased motor vehicle at the airport d. Travel between a residence and a duty point State employees who travel in a personally owned or leased motor vehicle between their residence and their duty pOInt R09E-S12-01-01-P01 IX-68 05-24-97 TRAVEL REGULATIONS (Continued) may be relffibursed for mileage at the rate srp'clfied ill Section 15(1 )(a) of this article subject to the following provisions. ( 1) If the travel occurs during working hours, the reimbursement may not exceed the mileage that would have been paId had the employee traveled from his place of emplo}TI1ent to his duty point. (2) If the travel occurs before working hours on a working day, the reimbursement may not exceed the reimbursement that would be due had the employee traveled from a place of emplo}TI1ent to a duty point. The preceding limitation does not apply if the employee is required to travel because of an unforeseen emergency that is related to official state business. e Travel between a residence and a place of employment. A state employee may not be reimbursed for his mileage when he travels in a personally o\\l1ed or leased motor vehicle between his residence and his place of emplo}ment unless (1) the travel is necessItated by extraordinary circumstances, and (2) the travel occurs during non-working hours f Mileage rate for travel outside of the State of Texas. State employees traveling alone may be reimbursed at the standard mileage rate for the use of their personally owned or leased motor vehicles while traveling outside the State of Texas in accordance with this paragraph. The reimbursement may not exceed either of the following. (a) the amount the employees would have received had they flown the average coach airfare below first class plus the expenses necessary to complete such flight or (b) the relffibursement calculated at the standard mileage rate for the actual miles traveled. Mileage, calculated at the standard mileage rate, between an employee's place of emplo}TI1ent and the airport plus other necessary ar.d reasonable expenses that would have been incurred at the airport had the employee flown, including parking fees, shall be considered as expenses necessary to complete a flight for the purpose of this paragraph. g. Travel by a group of state employees outside of the State of Texas. When two or more state employees travel togethe· outside the State of Texas in a motor vehicle that is owned or leased by one of those employees, the reimbursement for the use of that vehicle shall be based upon the total miles between the motor vehicle O\\l1er'S place of emplo}TI1ent and the employees' destination dt the standard mileage rate authorized elsewhere in this article, However, this reimbursement shall not exceed the total cost R09E-S12-01-01-P01 IX-69 05-24-97 TRAVEL REGULATIONS (Continued) had each employee flown the average coach airfare below first class plus the expenses necessary to complete the flight as specified in Section 15(1 )(0 of this article, h. Travel to points outside of the State of Texas that are not served by commercial airlines. State employees trave,ling either alone or with other state employees to duty points outside of the State of Texas that are not directly served by commercial airlines shall be reimbursed for their mileage. This reimbursement cannot exceed the sum of the following: (a) average coach airfare below first class to the nearest city served by air to the destination, (b) mileage between the nearest city served by air and the destination, and (c) the expenses necessary to complete the flight as specified in Section 15( I )(0 of this article. 2, Transportation in personally owned or leased aircraft: a. The rate of reimbursement to key officials, members of boards and commissions, and members of the Legislature for travel in their personally owned or leased aircraft within and without the boundaries of the State of Texas shall be forty cents (40c) per highway mile when traveling in single-engine aircraft, fifty-five cents (55¢) per highway mile when traveling m twin-engine aircraft, and one dollar ($1.00) per highway mile when traveling in turbine-powered aircraft. When additional key officials, members of boards and commissions, or members of the Legislature are conveyed on trips within or without the boundaries of the State of Texas in privately owned or leased aircraft, they each shall receive as a mileage reimbursement an amount equal to that which would have been paid had they traveled by average coach airfare below first class. The Comptroller shall develop procedures whereby these multiple reimbursements can be aggregated into a single payment and paid either to the individual owning or leasing the aircraft or to the vendor providing a leased aircraft; however, the total reimbursement shall not exceed the actual cost of the trip, Key officials, members of boards and commissions, and members of the Legislature may lease aircraft from a proprietorship, partnership, or corporation in which they have an interest Reimbursement shall be at the rates established for travel by personally owned or leased aircraft. b. The rate of reimbursement for state employees when they travel in their personally :Jwned or leased aircraft within and WIthOut trc boundaries of the State of Texas shall R09E-S12-01-01-P01 IX-70 05-24-97 TRAVEL REGULATIONS (Continued) be forty cents (40¢) per lughway mile when traveling in single-engine aircraft and fifty-five cents (55¢) per lughway mile when traveling in twIn-engine aircraft. 3. Travel by rented or public conveyance: a. When a state employee travels by rented or public conveyance, the actual cost of transportation is payable from funds appropriated in this Act subject to the follo\\1ng limitations. (I) The cost of commercial air transportation between an employee's designated headquarters and lus duty point must be equal to the lowest rate available. First class airfare may be paid only if it is the only available airfare. (2) The cost of transportation by limousine may be paid only if it is the lowest cost transportation considering all relevant circumstances. b State agencies may pay the expenses assocIated with state employees traveling by rented or public conveyance ill eIther of two ways at the option of each he"d of agency . J ( 1) When state employees pay for authorized travel by rented or public conveyance with their personal funds, they shall be reimbursed for that travel in accordance with this Article. Receipts for such transportation, excluding receipts for bus, taxi, or limousine fares, shall be submitted to the Comptroller or processed locally by the institution as attachments to the employee's travel voucher. (2) A head of agency may request a commercial transportation company to furnish transportation to designated state employees of such agency. The cost of the transportation šervices shall be billed monthly to the agency. The Comptroller may issue a warrant or the institution may issue a check payable to a commercial transportation company only upon the submission by a state agency of a voucher showing the purpose of travel and the necessary approval by the agency. An official receipt from the commercial transportation company showing the details of the transportation must be attached to the voucher, To facilitate auditing of billings from commercial transportation companies, such companies shall list on their billings the point of origin and point of destination of each trip and shall also show the taxes charged. In addition, on each voucher R09E-S 12-01-01-P01 IX-71 05-24-97 TRAVEL REGULATIONS (Continued) subnutted to the Comptroller for processmg or processed locally by the institutIOn, state agencies shall specify in detail the official state business conducted on each trip 4 State agencies may directly pay commercial transportation companies prior to the travel of their employees if the companies required the payments to be made in advance in order to obtain lower rates. Cancellation charges are payable if they are incurred because of a business·related reason. The Comptroller shall promulgate rules for the effective and efficient implementation of this paragraph. 5. Return from personal leave: Employees on personal leave at a location outside of their designated headquarters who are required by their heads of agencies to return to their designated headquarters may be reimbursed for the cost of their transportation to headquarters as provided in this section, Sec, 16. Expenses for Meals and Lodging. 1. General provisions: a. Heads of agencies shall conserve fundS by authonzing less than the maximum reimbursements for meals or lodging, or both, when conditions warrant. However, reductions in the amount of reimbursements for meals or lodging, or both, may be authorized only if the affected state employees are notified of those reductions before they incur any expenses. Employees whose living costs are unusually low when traveling, such as those camping out, shall not be reimbursed for their mezls and lodging at the maximum rates, b. When a state employee stays at a commercial lodging establishment, the head of his employing state agency may request the lodging establishment to directly bill the agency for the cost of the lodging. The Comptroller may issue a warrant payable to the commercial lodging establishment only upon the submission of a voucher showing the name and designated headquarters of the employee, the room rate for a single occupancy, and the lodging charges on a daily basis. An official receipt from the commercial establishment must be ~ttached to the voucher. c, Each state employee who travels with one or more additional employees in a motor vehicle that is owned or leased by one of those employees shall be reimbursed for the meals and lodging incurred during the trip subject to the limitations contained in this Section. R09E-S12-01-01-P01 IX-72 05-24-97 TRAVEL REGULATIONS (Continued) J d, No reimbursements for meals and lodging way be paid to state employees when they travel ~ithin the confmes of their designated headquarters or when they are away from their designated headquarters for fewer than six consecutive hours. J e, State employees, board or commission members, must attach the actual receipts for lodging expenses to their travel vouchers when requesting reimbursement of those expenses. A head of agency other than a member of a board or commission is not required to attach lodging receipts. f. Travel to foreign countries, except for Canada and Mexico, must be approved by the Governor in advance of the travel in accordance with Section 660.024, Government Code. A copy of the Governor's approval must be attached to each travel voucher g. A state agency may reimburse a state employee for a state, county, or local hotel occupancy tax or any similar tax imposed by a law of this state or another state A state agency may reimburse a state employee for a state, county, or local hotel occupancy tax from which the employee IS exempt by law if the employee properly clauns the exemption and the commercial lodging establishment refuses to honor the exemption, If a state agency directly pays a commercial lodging establishment instead of reimbursing an employee, then the agency may directly pay the tax to the commercial lodging establishment. h. A state agency may reimburse a state employee for apartment rental expenses, The Comptroller shall adopt rules to facilitate a state agency's conservation of state funds by renting an apartment in lieu of using another type of commercial lodging establishment. 2. Travel within the State of Texas: \ a. State employees who travel ~ithin the State of Texas shall be reimbursed for the actual cost of lodging and meals However, the reimbursements may not exceed $70,00 per day per location for lodging and $25.00 per day for meals. b At the discretion of each head of agency, a state employee whose duties require him to travel outside his designated headquarters without an overnight stay away from his headquarters may be reimbursed for the actual cost of his meals not to exceed $25.00 per day R09E-S12-01-01-P01 IX-73 05-24-97 TRAVEL REGULATIONS (Continued) 3. Travel outside the State of Texas but withm the continental United States: a. State employees who travel outside the State of Texas but within the continental United States shall be reimbursed for their actual expenses for lodging and meals. However, these reimbursements may not exceed the locali -based rates S ifled in the Federal Trave e atlons ess e omptro er detennines, in advance of travel, that local conditIons necessitate a change in the lodging rate for a particular location. If an employee travels to a location where a locality-based allowance has not been set in the Federal Travel Regulations, the Comptroller shall establish a rate for that location. This rate cannot exceed the median locality-based allowance for that state unless the Comptroller detennines, in advance of travel, that local conditions necessitate a higher lodging rate. b. Reimbursements for meals to employees whose travel does not require an overnight stay away from therr designated headquarters may not exceed $26.00 per day. 4. Travel outside the continental United States: State employees may receive reimbursements of their actual expenses for meals and lodging when traveling outside the continental United States. R09E-S12-01-01-P01 IX-74 05-24-97 Appendix C · Weight-To-Volume Conversion Factors · "Take It Personally" Camera-Ready Artwork The City of North Rich/and Hills "Public Outreach Programs for Residential Solid Waste Collection" Appendix C VOLL'NIE-TO-"W'EIGHT COI''¡-VERSION FACTORS FOR REPORTING PlJRPOSES (jor programs that cannot weigh materials or detennine their mvnfactors) In order to standardize reporting and maximize accuracy. recycling programs are encouraged to weigh theIf materials or develop their own volume-to-weight conversion factors (densities). The following table is provided to help programs without access to scales conven volumes to weights for reporting purposes. These factors are not intended for use in determining payments for handling or sales of materials. These factors were compiled from several sources (primarily by Resource Recycling Magazine) and do not necessarily represent your conditions, panicularly for yard trimmings. Where references listed a range of values, a mid-range density is tabulated below. Wherever possible, you should indicate the conversion factors that you used in reponing the quantities of materials recovered. Volumetric equivalents are provided at the end of the table to help determine volumes in cubic yards knowing other volumetric measures or numbers of cenain containers. To report in tons. divide weights in pounds by 2000 pounds per ton. MATERIAL LE\-'EL OF POl.':'<DSPER PROCESSI~G Cl.'BIC YARD GL\SS COl'iT AI:'Io'ERS Whole 500 Semi<rushed (manually broken) 1000 Crushed to less than 1-1/2" (mechanically 1800 broken) Furnace ready. less than 1!4" 2700 METAL ..;Juminum C3llS I \\'hole 60 Flattened 200 Baled . 350 Densified 1080 Shreds 400 Steel (Tin) C3llS \\'hole 150 1:3 Flattened 235 Flattened 400 Baled 850 Densifi ed 1600 Appliances Cncompacted 200 \L\ TERL\L LE\-'EL OF POC:'IõDSPER PROCESSI:'IõG Cl.'BIC YARD IORGA.'liICS I Grass Clippmgs L=. green 350 Compacted. green 650 l¿aves Loose. dry 150 Shredded. dry 300 Vacuumed 400 Compacted 550 Brush & Branches Loose 250 Chipped. 3" Screen 600 Yard Trimmings L= 600 Compacted 1040 Clean Wood ~faterial Chipped 500 Vegetative Food From the kitchen 800 '"Iatenal Solid & liquid fats 1500 III-.~5 :\1A TERlAL LEVEL OF POU:\TDSPER PROCESSING CL'BIC YARD PAPER ::-<ewspaper Loose 430 Loose, stacked 600 Baled, dwonstoke 650 BaJed, horizontal, 700 single ram BaJed, horizontal, 800 double ram Corrugated Loose 100 Containers Compacted, packer 250 truck Baled, downstroke 500 BaJed, horizontal. 650 single ram Baled, horizontal, 750 double ram Office/Computer Loose 350 Paper BaJed 750 ~fixed Paper Loose ISO OTHER CONVERSION F ACfORS: I Pallet = 30 to 100 pounds each, averaging 40 'pounds each 1 Passenger Tire = 20 pounds each (19.8 pounds by statute) 1 Truck Tire = 60 to 90 pounds each VOLUMETRIC EQUIVALENTS MATERIAL LEVEL OF POUNDS PER PROCESSING CUBIC YARD PLASTIC PET Soft Drink \\ noIe 34 BottI es Flattened ì5 Baled 400 BaJed and perforated 650 Granulated 550 HDPE Milk or Water Whole 30 Bottles Flattened 65 HDPE Colored Whole 45 Bottles Flattened 90 HDPE Bottles BaJed 400 Granulated 550 PET & HDPE Milk Whole, loose 32 or w~ter bottles PET & HDPE Whole, loose 38 Colored Bottles Plastic Film Baled 850 TEXTILES Loose 240 Baled 480 To get volume in cubic yards: 27 cubic feet = I cubic yard 46656 cubic inches = I cubic yard One Gaylord box (40x48x36) = 148 cubic yards One 55-gallon barrel = 027 cubic yard Divide the number of cubic feet by 27 Divide the number of cubic inches by 46656 Multiply number of Gaylord boxes by 1.48 Multiply number of 55-gallon barrels by 0.27 1II-26