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Home My WebLink About20231636.tiffRESOLUTION RE: APPROVE STATEMENT OF WORK FOR WASTE TIRE INSPECTION PROGRAM AND AUTHORIZE CHAIR TO SIGN WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Statement of Work for the Waste Tire Inspection Program from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Public Health and Environment, to the Colorado Department of Public Health and Environment, commencing July 1, 2023, and ending June 30, 2024, with further terms and conditions being as stated in said statement of work, and WHEREAS, after review, the Board deems it advisable to approve said statement of work, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Statement of Work for the Waste Tire Inspection Program from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Public Health and Environment, to the Colorado Department of Public Health and Environment, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said statement of work. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 12th day of June, A.D., 2023. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ddinci,i) jd,;(1 Weld County Clerk to the Board BY: . LORA UN Ci, Deputy Clerk to the Board y Attorney Date of signature: L I z 3 Jzvz 3 Mi = e=man, Chair cc: HI, O7/12/2.3 2023-1636 HL0056 Conkva ci- iD1110014 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW TITLE: CDPHE FY23-24 Waste Tire Inspection Program with CDPHE - Statement of Work DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT PERSON REQUESTING: Jason Chessher, Executive Director DATE: June 2, 2023 Brief description of the problem/issue: For the Board's review and approval is a Statement of Work (SOW) between Colorado Department of Public Health and Environment (CDPHE) and the Weld County Department of Public Health and Environment (WCDPHE) for the Waste Tire Inspection Program. Waste tires are known to be a fire risk and can harbor vectors of mosquito -borne diseases such as West Nile virus. The Health Department has assisted the CDPHE for the past 4.5 years with their efforts to assure the waste tire industry complies with the Solid Waste Act and Regulations within Weld County. If the Board approves this SOW, a purchase order will be issued to WCDPHE and we will be eligible for reimbursement of staffs' wages, fringe benefits, travel costs, materials and supplies, other direct costs, and indirect costs, for the provision of waste tire generator/hauler inspections, complaint response, education/outreach, and registration of new generators/haulers on CDPHE's behalf. While the Health Department would assist with any enforcement issues that arise, CDPHE would have primary responsibility for any enforcement actions. Currently the waste tire program work is assigned to an existing Environmental Health Specialist and is projected to take less than a day a week. No new FTE will be required to perform these tasks. All training is provided by CDPHE, and recordkeeping is electronic, with templates provided by CDPHE. The period of performance is July 1, 2023, to June 30, 2024, and provides a budget of $7,554.96. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The acceptance of this external funding and continuation of the program would decrease environmental and health risks for the citizens of Weld County. The projected workload would generate a reimbursement of up to $7,554.96 annually while providing WCDPHE first-hand knowledge of the waste tire issues in our county. The Board could decide to forego participation in this program as assisting with it is not mandated. Recommendation: I recommend approval of this Statement of Work with CDPHE. Perry L. Buck, Pro -Tern Mike Freeman, Chair Scott K. James Kevin Ross Lori Saine Approve Schedule Recommendation Work Session Other/Comments: 2023-1636 Co 112 N L005(o I. Project Description: Weld County Department of Public Health and Environment STATEMENT OF WORK This environmental project serves to assist the Colorado Department of Public Health and Environment (CDPHE) and the citizens of Colorado with improving the Colorado waste tire industry's compliance with the Solid Waste Act and Regulations. Waste tires are a fire risk and can harbor mosquito -borne diseases if not managed properly. Increasing waste tire compliance in Colorado decreases environmental and health risks associated with improperly managed waste tires for Colorado residents. II. Definitions: 1. CDPHE Colorado Department of Public Health and Environment 2. HMWMD Hazardous Materials and Waste Management Division of CDPHE 3. PM Project Manager 4. Potential Illegal Waste A waste tire site that has not been determined as in compliance with the Solid Tire Site Waste Act and Regulations. 5. Solid Waste Act and Solid Wastes Disposal Sites and Facilities Act, C.R.S. § 30-20-100.5 et. seq., Regulations Strategies for Waste Tires, C.R.S. 30-20-1401 et. seq., and the Regulations Pertaining to Solid Waste Sites and Facilities, 6 CCR 1007-2. 6. Technical Assistance Outreach and education for registered and unregistered waste tire generators, waste tire haulers, waste tire grant recipients, potential illegal waste tires sites, governmental employees and the general public on proper waste tire management and the Solid Waste Act and Regulations. 7. Waste Tire Generator Any person who generates waste tires (C.R.S. § 30-20-140.2). The term includes new tire retailers, used tire retailers, automobile dealers, automobile dismantlers, public and private vehicle maintenance shops, garages, service stations, car care centers, automotive fleet centers, local government fleet operators, and rental fleet operators. 8. Waste Tire Hauler Any person who transports ten (10) or more waste tires in any one load. 9. WT -1 Waste Tire Certificate of Registration. A form used to register waste tire generators and waste tire haulers in the HMWMD Waste Tire Registration Database. 10. WT -2 The Uniform Waste Tire Manifest. A required form used when transporting waste tires within Colorado. Tire haulers and tire collection facilities are responsible for completing Form WT -2s and maintaining them for a period of three (3) years. Page 1 of 6 1555 N. 17th Avenue Greeley, CO 8O631 Phone: (970) 304-6410 weldhealth.org Public Health III. Work Plan: Goal #1: To improve the quality of the environment and public health for the Citizens of Colorado by continuously improving efforts to conduct proper management of hazardous material and waste. Objective #1: No later than the expiration date of the contract, improvement of waste tire compliance with the Solid Waste Act and Regulations in the Contractor's jurisdiction shall occur. Primary Activity #1 1. The Contractor shall conduct inspections within the Contractor's jurisdiction. Sub -Activities #1 1. The Contractor shall inspect registered Waste Tire Generators. 2. The Contractor shall inspect registered Waste Tire Haulers. 3. The Contractor shall prepare a Monthly Inspection Progress Report. 4. The Contractor shall prepare Completed Inspection Checklists. 5. The Contractor shall prepare an Annual Inspection Progress Report. 6. The Contractor shall inspect potential illegal waste tire sites. 7. The Contractor shall conduct a follow-up inspection when: a. A compliance issue is identified b. When deficiencies require further assistance c. When deficiencies require disciplinary action 8. The Contractor shall complete Waste Tire Inspection assignments, including at a minimum: a. Addressing citizen's complaints b. Reviews involving Waste Tire Grant Recipients Primary Activity #2 1. The Contractor shall provide technical assistance within the Contractor's jurisdiction. Sub -Activities #2 1. The Contractor shall provide technical assistance to register unregistered waste tire generators. 2. The Contractor shall provide technical assistance to register unregistered waste tire haulers. Primary Activity #3 1. The Contractor shall participate in waste tire functions. Sub -Activities #3 1. The Contractor shall attend CDPHE Solid Waste Act and Regulations trainings. 2. The Contractor shall provide waste tire management education within the Contractor's jurisdiction. 3. The Contractor shall provide waste tire outreach events within the Contractor's jurisdiction. Primary Activity #4 1. The Contractor shall monitor within boundaries of the Contractor's jurisdiction. Standards and Requirements 1. The content of electronic documents located on CDPHE and non-CDPHE websites and information contained on CDPHE and non-CDPHE websites may be updated periodically during the contract term. The Contractor shall monitor documents and website content for updates and comply with all updates. 2. The Contractor shall submit all correspondence to the CDPHE PM via email unless otherwise stated. 3. The CDPHE staff will review and approve or comment on all emails received from the Contractor within ten (10) business days. 4. The CDPHE PM will identify trainings for the Contractor to attend. 5. All new Contractors shall attend a CDPHE Solid Waste Act and Regulations training within 60 calendar days after the execution of this agreement. 6. The Contractor shall conduct inspections and technical trainings in accordance with the Solid Waste Act and Regulations. This information is incorporated and made part of this contract by reference and is available on the following websites https://cdphe.colorado.cov/all-regulations/solid-waste-regulations and https://cdphe.colorado.gov/swregs. 7. The Contractor shall comply with the requirements of CDPHE's waste tires inspection documents. 8. The Contractor shall use the following CDPHE provided documents as described in the CDPHE waste tires inspection documents. This information is incorporated and made part Page 2 of 6 of this contract by reference and is available on the following website https://cdphe.colorado.gov/wastetires. a. Requirements for Waste Tire Generators; b. The Section 10 Waste Tire Regulation Matrix; c. Waste Tire Certificate of Registration (Form WT -1); d. Uniform Waste Tire Manifests (Form WT -2); e. Waste Tire Generator (Form WT -10); f. Requirements for Waste Tire Haulers; g. Waste Tire Fee Bulletin; h. New Tire Fee Form; i. Waste Tires Brochure; and j. Waste Tire Inspection Checklist(s). 9. The Contractor shall notify the CDPHE PM of potentially illegal waste tire sites by submitting the "Illegal Waste Tire Stockpile Identification Form" within five (5) business days of discovering the site. This form is incorporated and made part of this contract by reference and is available on the following website httips://cdphe.colorado.gov/illegal- waste-tire-cleanup-grants. 10. CDPHE will provide all necessary forms, documents and training materials to the Contractor for Solid Waste Act and Regulation functions. If the Contractor creates documents for Solid Waste Act and Regulation functions, then these documents shall require the review and approval from the CDPHE PM before distribution. 11. CDPHE will provide technical assistance to the Contractor for waste tire facilities with enforcement and compliancy problems. 12. The Contractor shall follow up on complaints, assignments, and research projects within 15 business days of a notification by CDPHE. 13. The Contractor shall work with the CDPHE staff to develop a monthly inspection schedule. 14. The Contractor shall accompany CDPHE staff on inspections within the Contractor's jurisdiction upon the request of CDPHE. 15. The CDPHE staff will provide the Contractor a minimum notification of five (5) business days prior to the inspection. 16. The Contractor shall request inspection assistance from the CDPHE staff with a minimum notification of five (5) business days prior to the inspection. 17. The Contractor shall attend Solid Waste Act and Regulation functions outside of the Contractor's jurisdiction upon obtaining a travel approval from the CDPHE PM. 18. The Contractor shall obtain approval from the CDPHE PM for all training materials and handouts prior to presenting or distributing the materials at any waste tire function. 19. The Contractor shall distribute CDPHE approved training materials and handouts at waste tire events. 20. The Contractor shall notify the CDPHE PM via email of any changes or modifications to the Contractor's jurisdiction. a. The Contractor shall submit the request for modification to the CDPHE PM via email. b. The Contractor shall provide written proof of any requested changes or modifications. c. The CDPHE PM may approve or deny changes to the Contractor's jurisdiction within five (5) business days of receiving the request. Expected Results of Activity(s) 1. Increase in compliance of Colorado's Waste Tire Industry under the Solid Waste Act and Regulations. Measurement of Expected Results 1. Data submitted in Progress Reports 2. Completed Waste Tire Checklists 3. Completed Waste Tire Forms, WT -1 4. Completed Waste Tire Forms, WT -2 Page 3 of 6 %% / % ' ' Completion Date Deliverables 1. The Contractor shall submit monthly inspection progress reports to the CDPHE PM via email. No later than the 100 business day of each month for the previous month's tasks. 2. The Contractor shall submit completed inspection checklists to the CDPHE PM via email. No later than the 10. business day of each month for the previous month's checklists. 3. The Contractor shall submit completed Certificates of Registration (Form WT -1) forms to the CDPHE PM via email. No later than the 10. business day of each month for the previous month's forms. 4. The Contractor shall submit the final monthly inspection progress reports to the CDPHE PM via email. No later than five (5) business days prior to the expiration of this contract 5. The Contractor shall submit the final completed inspection checklists to the CDPHE PM via email. No later than five (5) business days prior to the expiration of this contract. 6. The Contractor shall submit the final completed Certificates of Registration (Form WT -1) forms to the CDPHE PM via email. No later than five (5) business days prior to the expiration of this contract 7. The Contractor shall submit an annual inspection progress report to the CDPHE PM via email. No later than five (5) business days prior to the expiration of this contract. 8. The Contractor shall submit a final monthly progress report to the CDPHE PM via email. No later than five (5) business days prior to the expiration of this contract. IV. Budget: The overall maximum budget for this agreement between the HMWMD and the Contractor shall be as follows: State Fiscal Year 2024 (July 1, 2023 — June 30, 2024): State Fiscal Year 2024 Budget Category Personnel Wages & Fringe Benefits Travel Costs Cost $5,000.00 $1,000.00 $ 300.00 Materials/Supplies/Equipment Other Direct Costs Indirect Costs - Indirect rate for 2023 is 19.92% $1,254.96 $7,554.96 Total Budget: Itemized budget categories include: Personnel Wages & Fringe Benefits — Personnel hired or employees currently in the Contractor's organization conducting work under this contract. Fringe benefits include retirement benefits, Federal Insurance Contributions Act tax, health insurance, documented unemployment insurance premiums, and Medicare payroll taxes. Travel Costs — Travel expenses inside of the Contractor's jurisdiction: includes lodging, per diem, and mileage rates in accordance with the Contractor's travel and fiscal rules. Any travel costs outside the Contractor's jurisdiction will need express, written permission from the CPDHE PM prior to scheduling. Materials/Supplies/Equipment — Includes inspection equipment, audio visual equipment, purchases related to education and community outreach activities, handouts, brochures, mailings, stamps, printing, compact discs, flash drives, etc. Other Direct Costs — Costs not covered by the categories listed. Indirect Costs — Include an estimated amount of funding needed for the state fiscal year. CPDHE will reimburse based on your approved CDPHE negotiated indirect rate and eligible expenses at the time of services. Page 4 of 6 Any one time cost exceeding $750 in the "Travel Costs", "Materials/Supplies/Equipment", or "Other Direct Costs" categories shall require the CDPHE PM written approval prior to being included. Contractor may move funds between budget lines. Contractor must receive express, written permission from the CDPHE PM prior to moving funds. V. Additional Provisions: To receive compensation under the Purchase Order, the Contractor shall submit a signed Monthly CDPHE Reimbursement Invoice Form. This form is accessible from the CDPHE internet website http://www.colorado.gov/pacific/cdphe/standardized-invoice-form-and-links and is incorporated and made part of this SOW by reference. CDPHE will provide technical assistance in accessing and completing the form. The CDPHE Reimbursement Invoice Form and Expenditure Details page must be submitted no later than forty-five (45) calendar days after the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work and Budget. The Contractor shall submit the invoice along with supporting documents (time sheet, credit card receipts, etc.) and mail to: Brian Gaboriau, CDPHE Project Manager HMWMD-SW-B2 Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South Denver, Colorado 80246 Or you may scan the completed and signed CDPHE Reimbursement Invoice Form and supporting documents into an electronic document. Email to: Brian Gaboriau, CDPHE Project Manager, brian.gaboriau@state.co.us. Ifyou have any questions please call Brian Gaboriau at 303-692-2097. Final billings under the Purchase Order must be received by the State within a reasonable time after the expiration or termination of the Purchase Order; but in any event no later than forty-five (45) calendar days from the effective expiration or termination date of the Purchase Order. Unless otherwise provided for in the Purchase Order, "Local Match", if any, shall be included on all invoices as required by funding source. The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless approved in writing by the appropriate federal agency. VIII. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the CDPHE's Project Manager. Methods used will include review of documentation reflective of performance to include progress reports, site visits, inspection reports, electronic data, etc. The Contractor's performance will be evaluated at set intervals and communicated to the Contractor. A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract. IX. Resolution of Non -Compliance: The Contractor will be notified in writing within fifteen (15) calendar days of discovery of a compliance issue. Within thirty (30) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request to the CDPHE's Project Manager and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the Terms and Conditions of this Purchase Order. Page 5 of 6 X. Attestation: The Vendor agrees to perform services in accordance with the terms and conditions of the Purchase Order to include Statement of Work and Budget. Mike Freeman, Chair, Board of Weld County Commissioners Contractor Name (Print) and Title Contractor Signature JUN 1 2 2023 Date Page 6 of 6 New Contract Request Entity nation Entity Name" COLORADO DEPT OF PUBLIC HEALTH ENVIRONMENT Entity ID. O0©01926 ❑ New Entity? Contract Name" Contract ID CDPHE WASTE TIRE INSPECTION FY23-24 STATEMENT OF 7064 WORK Contract Status CTB REVIEW Contract Lead* KJAKUS-HOTCHKISS Contract Lead Email kjakus- hotchkiss0weldgov.com Contract Description * STATEMENT OF WORK WITH CDPHE FOR FY23-24 WASTE TIRE INSPECTION PROGRAM Contract Description 2 Contract Type* Department STATEMENT OF WORK HEALTH Amount* Department Email $7,554.96 CM-HealthA veldgov,com Renewable* Department Head Email NO CM-Health- DeptHead3Sweldgov.com Automatic Renewal NO County Attorney GENERAL COUNTY Grant ATTORNEY EMAIL YES County Attorney Email IGA CM - NO COUNTYATTOR:NEYAW'ELDG OV.COM Grant Deadline Date If this is a renewal enter previous Contract ID 5863 If this is part of a MIA enter MSA Contract ID Parent Contract ID Requires Board Approval YES Department Project # Requested 8OCC Agenda Due Date Date* 06:'08 2023 06x'12{2023 will a work session with I1OCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date 07,"01.'2023 Review Date * 04"03,2023 Renewal Date Termination Notice Period Committed Delivery Date Contact Information Contact Info Contact Name Purchasing Expiration Date 06 30 2024 Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date Approval Process Department Head TANYA GEISER DH Approved Date 06'0612023 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 06'12'2023 Originator KJAKUS-HOTCHKISS Finance Approver CHERYL PATTELLI Legal Counsel BYRON HOWELL Finance Approved Date Legal Counsel Approved Date 06;`06:' 2023 06 06 2023 Tyler Ref #t AG 061223 Hello