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HomeMy WebLinkAboutRes 02-55 Household Hazrdous Waste Grant Application FY 2002 - 2003 CITY OF PALM DESERT Resolution No. 02-55 COMMUNITY SERVICES DEPARTMENT STAFF REPORT REQUEST: Staff requests that City Council adopt Resolution No. 02-55 approving the Recycled-Content Purchasing Policy for the City of Palm Desert. SUBMITTED BY: Frankie Riddle, Management Analyst DATE: June 13, 2002 CONTENTS: 1. Staff Report 2. Household Hazardous Application 3. Recycle-Content Purchasing Policy Recommendation: By Minute Motion, adopt Resolution No. 02-55 approving the proposed Recycled-Content Purchasing Policy for the City of Palm Desert. Executive Summary: The City as part of the Household Hazardous Waste Grant 2002-03 Application is required to have in place a Recycled-Content Purchasing Policy; therefore, staff is submitting the attached recycling policy to be adopted by City Council and submitted as part of the grant application. Discussion: The Recycled-Content Purchasing Policy Resolution was continued from the May 23, 2002 meeting to the June 13, 2002 City Council meeting to allow staff additional time to review the resolution in more detail. The attached Resolution has been reviewed and revised with recommended changes. City Council authorized staff to apply for any and all grants pertaining to Household Hazardous Waste (HHW) and Used Oil for the continued operations of the HHW and Used Oil Recycling Programs. As a result, staff has continued to apply for grants related to these programs and as part of the HHW Grant Application the City must adopt the proposed recycling policy. Staff would like to note that a more detailed recycling policy will be brought forward in the future for Council's consideration that is more inclusive of various recycling and diversion requirements. It will address recycling, diversion, and procurement of recycled materials for City projects and contracts as well as other aspects of recycling and diversion within the community. Submitted By: Dept•rtment Hea•. I , „iLd/ Frankie Riddle Sheila R. Gilligan Management Analyst Assistant City Manager/ • Director of Community Services Concur: Approval: r tP obe P. Kohn Carlos L. Orteg Contracts Administer City Manager Recycling/HHW&Used TRecyclingProcurementPolicy.cc CITY COUNCIL ACTION: APPROVED DENIED RECEIVED OTHER MEETI DATE -C AYES: 'f NOES: A pall' )� `� BSEpT: Nr STAIN: �� VERIFIED B ,� l Original on File wit ,hty Clerk's Office CITY OF PALM DESERT Resolution No. 02-55 COMMUNITY SERVICES DEPARTMENT STAFF REPORT REQUEST: Staff requests that City Council adopt Resolution No. 02-55 approving the Recycled-Content Pi irrhacing Pnliny fnr the City of Palm Desert. MEET N DATE 5 - a3- C%Z SUBMITTED BY: Frankie Riddle, Management An�ys CONTINUED TO - DATE: May 23, 2002 [] PASSED TO 2ND READING CONTENTS: 1. Staff Report 2. Household Hazardous Application 3. Recycle-Content Purchasing Policy Recommendation: By Minute Motion, adopt Resolution No. 02-55 approving the proposed Recycled-Content Purchasing Policy for the City of Palm Desert. Executive Summary: The City as part of the Household Hazardous Waste Grant 2002-03 Application is required to have in place a Recycled-Content Purchasing Policy; therefore, staff is submitting the attached recycling policy to be adopted by City Council and submitted as part of the grant application. Discussion: City Council authorized staff to apply for any and all grants pertaining to Household Hazardous Waste (HHW) and Used Oil for the continued operations of the HHW and Used Oil Recycling Programs. As a result, staff has continued to apply for grants related to these programs and as part of the HHW Grant Application the City must adopt the proposed recycling policy. Staff would like to note that a more detailed recycling policy will be brought forward in the future for Council's consideration that is more inclusive of various recycling and diversion requirements. It will address recycling, diversion, and procurement of recycled materials for City projects and contracts as well as other aspects of recycling and diversion within the community. Submitted By: p rtment Head: Frankie Riddle Sheila R. Gilligan Management Analyst Assistant City Manager/ Director of Community Services Concur: Approv I: Robert P. Kohn Carlos L. Ortega Contracts Administer City Manager Recycl ing/14i W&Usedoi I/Recycl ingProcu rementPol i cy.cc RESOLUTION NO. 02-55 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, ADOPTING THE RECYCLED-CONTENT PURCHASING POLICY FOR THE CITY OF PALM DESERT WHEREAS, the State of California in 1989 approved the California Integrated Waste Management Act (AB939) requiring local cities and counties to meet a 50% diversion rate by the year 2000; and WHEREAS, the City of Palm Desert recognizes the role of local government in meeting the 500/° diversion rate as well as ,improving, stimulating, g and encouraging the development and use of products made from reusable and recovered materials; and WHEREAS, the City supports waste prevention, waste reduction, reuse, repair, recycling, composting, construction and demolition, and other recycling, diversion, and reuse of recyled products and materials; and WHEREAS, The City of Palm Desert is committed to making efficient use of natural resources by practicing waste reduction and recycled content product procurements in all aspects of its internal and external operations and is committed to using sustainable environmental practices in all aspects of its government. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Palm Desert, California, recognizes the significance of establishing a Recycled-Content Purchasing Policy and endorses continued endeavors by the State of California to promote and support this cause. BE IT FURTHER RESOLVED that we, the City Council of the City of Palm Desert, California will continue to support and promote these same efforts within our own community as well as internally through the purchase and recycling of materials such as: • Print all documents and communications double-sided • Use electronic mail and voice mail • Design mailers to avoid use of envelopes • Reuse envelopes • Buy and use paper with at least 50% post-consumer recycling content Resolution No. 02- • Purchase a recycled product for City programs and projects instead of non-recycled products whenever possible and request products made with the highest percentage of post-consumer material available. • Purchase reused diskettes • Purchase recycled ink cartridges • Use re-fined oil for City owned vehicles and recycled used oil • Use local compost in City parks, medians, landscaping, community garden, and other areas where useable • Recycle items that would otherwise be thrown away. These items include but are not limited to all paper products (mixed recycling), plastic, glass, and aluminum • Use native desert landscaping in City projects and City facilities whenever possible • Recycle household hazardous waste products • Purchase and use recycled construction and demolition materials on all City projects and require recycling/diverting of all construction and demolition materials on all City projects. • To participate in other projects and programs related to reuse and recycling The City has established the aforementioned guidelines as a minimum requirement for all employees. PASSED, APPROVED AND ADOPTED at the regular meeting of the Palm Desert City Council held on this 23rd day of May, 2002, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: RICHARD S. KELLY, MAYOR ATTEST: SHEILA R. GILLIGAN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA 2 City,of Palm Desert Household Hazarcinhis Waste Grant Fiscal Year 2002/03 Exhibit A CALIFORNIA INTEGRATED WAS7 _ ..IANAGEMENT BOARD USED OIL & HHW GRANTS Household Hazardous Waste Grant 2002-03 APPLICATION COVER SHEET Applicant: City of Palm Desert Department or Agency: Community Services Depart,tent Street Address: 73510 Fred Waring Drive Mailing Address (if different from street address): City&Zip Code: Palm Desert, 92260 County: Riverside Regional Participants (if applicable): Primary Contact (Name & Title): Frankie Riddle, Management Analyst Phone: 760-776-6331 Fax: 760-340-0574 Email Address: friddle@ci.palm-desert.ca.us Program Director(Name & Title): Sheila Gilligan, Assistant City Manager of Community Services Phone: 760-346-0611 Fax: 760-340-0574 Email Address: sgilligan@ci.palm-desert.ca.us Assembly District(s): 80 Senate District(s): 37 Brief Description of Project (3-5 Sentences): The City of Palm Desert seeks to meet the growing needs of their residents by providing the first permanent facility in our area to accept electronic waste for recycling. Grant funding will be used to purchase the necessary equipment for moving and handling palletized electronic waste. As a retirement community, the City of Palm Desert has a large percentage of their population with medical needs. Funding from this grant cycled is planned to expand materials collected at their permanent HHW to include Sharps. Total Grant Request: $149,977.02 Certification: Certification:1 declare.under penalty of perjury,that ail information submitted for CI WM B's consideration for allocation of grant funds is true and accurate to the best of my knowledge. • l •�., • Signature of person as authorized in the resolutions • _ }-_ ' Date: Type or print name and title: Sheila Gilligan. Assistant City Manager of Community Services ❑ Applicant certifies that if awarded a grant it shall in the performance of the Grant Agreement conduct its programs.policies, and activities that substantially affect human health or the em ironment in a manner that ensures the fair treatment of people of all races. cultures. and income levels. including minority populations and low-income populations of the State. (Please check the box and initial.) ' 1 City of Palm Desert Household Hazardous Waste Grant Fiscal Year 2002/03 Table of Contents 1 ' Application Cover Sheet form (Exhibit A) page 1 Table of Contents page 2 Introduction page 3 Section 1: Need page 3 Section 2: Objectives page 7 Section 3: Methodology page 9 Exhibit C page 12 Section 4: Evaluation page 15 Section 5: Budget page 15 Exhibit D page 17 Section 6: Completeness, Letters of Support, Experience, etc. page 18 Exhibit E page 19 Section 7: Recycled-content purchasing policy page 20 Exhibit G page 20 Section 8: Programs for Rural or Small Cities page 22 Section 9: Multi-jurisdictional HHW Programs page 22 Section 10: No HHW Grant Funding page 22 Section 11: HHW collection or education programs page 22 Section 12: Expanded programs page 22 Attachments: a) Resolution from City of Palm Desert page 23 b) Letter of Participation/Support from Palm Desert City Manager page 25 c) Letter of Support from Waste Management of the Desert page 27 d) Letter of Support from MSE Environmental page 29 e) Letter of Support from Riverside County page 31 f) WM/Palm Desert franchise waste agreement page 33 g) Form 303 FY 00/01 for Palm Desert Mobile HHW page 35 h) Draft of Palm Desert Recycling Policy page 37 i) Methods of Optimum Efficiency page 39 j) Supporting Documentation for Budget Estimates page 41-90 k) Map of Area and Surrounding Cities page 91 City of Palm Desert Household H--dous Waste Grant Fiscal Year 2002/03 Introduction The City of Palm Desert strives to provide continuous and permanent opportunities for our residents to properly dispose of their electronic wastes (e-waste), specifically CRTs, and their sharps materials in addition to used oil, oil filters and other household hazardous wastes (HHW). We request funding to purchase the necessary equipment to handle these new wastes at our existing permanent household hazardous waste collection facility (PHHWCF) currently operating in Palm Desert every Saturday. Due to the potentially volatile costs associated with e-waste and the uncertain amount of stored e-waste, Palm Desert requests funds to assist with the handling and disposal costs associated with these materials. We also plan to use funding to purchase the necessary equipment needed to handle this material and upgrade the existing facility. If we receive a Household Hazardous Waste grant from the California Integrated Waste Management Board (CIWMB), we will use this funding to determine the most cost effective method of advertising, handling and disposing of sharps and e-waste for the residents of Palm Desert. Section 1: Need Demographics Palm Desert is more than a location — it's a state of mind. It's mountain-rimmed desert setting is incomparable, the sun shines almost every day here and the air is dry and clear. Long-famed as a premier winter resort, Palm Desert today is a thriving year-round city of over 42,000 permanent residents. It is the economic powerhouse of the compact Coachella Valley — itself one of the state's fastest growing regions. According to the latest California Retail Survey, Palm Desert ranks 32nd in per capita income among the 500 cities cited. Palm Desert, located in Southern California's Riverside County, has no permanent collection opportunity for residents to dispose of their sharps or electronic waste in a legal and safe manner. The City service area encompasses 26 square miles and has a permanent population of 42,350 and an estimated seasonal increase in population of additional 31,000+ residents. Palm Desert is centered in the heart of the Coachella Valley approximately 125 miles east of Los Angeles and 15 miles east of Palm Springs. With a population growing anywhere from 3 to 14% every year since 1990, as indicated by the Department of Finance, Palm Desert residents also have a growing need for proper disposal options. The City has targeted sharps and e-waste as two such items having inadequate disposal or collection opportunities for Palm Desert residents. The recent 2000 census revealed that almost 41% of Palm Desert's permanent residents are between the ages of 55 and 85+. Our 31,000+ seasonal residents we fondly refer to as "snow birds" visit our city every year from November through April. Approximately 95% of these residents fall into the 55+ age range. There is a tremendous demand for at home health care waste disposal options when one considers the percentage of aging population who call Palm Desert home. Census data also determined that approximately 87% of the Palm Desert population is white with a median household income of $53,000. The City is known throughout the Valley as the City of Palm Desert Household Hazardous Waste Grant Fiscal Year 2002/03 place to shop, from large department stores to small specialty shops. With the combination of inco-ne and retail stores, Palm Desert residents have tie appetite to purchase luxury items such as televisions and computers. Past and Current Grants The Ciy of Palm Desert applied last year as part of a two phase approach to managing HHW and ot,er related items. Since current staff had no prior knowledge of opening and managing a facili-y such as this they took the time to carefully plan their entry into the arena of HHW. Phase one was planned as the initial startup of a PHHWCF that accepted the same items currently handled by sporadic county roundups. Phase two was planned to identify concerns and needs not currently handled by the PHHWCF, such as sharps and e-waste collection and paint can and oil filter crushing. Last yE ar Palm Desert applied for the CIWMB HHW grant with the intent of accomplishing phase one. The City was not awarded the full amount of the original request due to the number of other worthy applications but was fortunate enough to receive a portion of that application request. Palm Desert's City Council felt this PHHWCF to be such a worthy cause for their residents they appropriated emergency funding to cover remaining costs, at the expense of other planned programs. As a result of the partnership between CIWMB funding and City funding, City staff was able to successfully open the PHHWCF with almost all of the original equipment and plans as originally intended with only a slight schedule delay. The success of the current grant funding is apparent in the line of cars waiting every Saturday to use the PHHWCF and the increase in phone calls to the City and Waste Management regarding disposal of such items. The first PHHWCF in the Coachella Valley opened in March 2002, to serve Palm Desert residents. It currently accepts most traditional HHW, including used oil and oil filters. It operates every Saturday from 9:00am till 1 :00pm for Palm Desert residents. This facility accepts a full range of HHW for recycling, reuse, and/or proper disposal including but not limited to used oil, used oil filters, oil-based paint, latex paint, gasoline, batteries, aerosol cans, pesticides, and antifreeze. The City also offers weekly curbside collection to recycle used oil and used oil filters through their solid waste franchise agreement. Once the City has successfully accomplished the first phase of their original goal they began identifying needs for phase two. Additional HHW Needs With the letter in March 2001 from the Department of Toxic Substances Control to the Materials for the Future Foundation clarifying that "CRTs meet the existing hazardous waste criteria and should be handled as hazardous waste" the city of Palm Desert experienced a noticeable increase in public awareness of e-waste disposal. The City and their waste hauler worked with the local Riverside County owned landfill to offer a temporary e-waste solution for residents. In no uncertain terms, the County made it clear that this should not be considered as a permanent solution and that Palm Desert should continue to work towards a more permanent solution for their residents. 4 .City of Palm Desert Household H-' 'dous Waste Grant Fiscal Year 2002/03 • Per a phone discussion with the Riverside County Department of Waste Management, Edom Hill landfill took in over 1,700 CRTs from residents in the Coachella Valley, including Palm Desert over the last six months. Due to record keeping, an exact figure attributable to Palm Desert was not available. The County estimates total cost for disposal of these CRTs at over $40,000, including labor and freight. The City and their waste hauler receive between 2-5 phone calls per week asking where residents may properly dispose of the televisions and computers. At this point in time residents are instructed to hold on to them if at all possible or directed to take them to the landfill for a fee. Many residents choose to hold on to the material or hide them in their curbside garbage. In addition to the need for more collection opportunities of sharps and e-waste, the City also noted since the PHHWCF opened that several key items of equipment are still lacking. Paints and used oil are popular HHW materials brought into the collection facility. Over 16,000 pounds of paints and oil filters were attributable to Palm Desert through the County's mobile HHW events for the FY 2000/2001. (see attached form 303, page 33) Due to the recent opening of Palm Desert's PHHWCF, figures from this facility have not yet been determined. The paints arrive at the PHHWCF typically in recyclable metal cans which take up a tremendous amount of space as do the used oil filters. A dual purpose paint can/oil filter crusher ensures that all of that particular hazardous material is removed from the container and that the metals may be packaged and shipped for recycling in a more cost effective manner. Illegal Dumping The fact that residents are illegally dumping their e-waste is apparent when the local transfer station which handles waste from two out of the eight main Coachella Valley cities, pulls out approximately 80 yards of CRTs from residential refuse delivered to their facility over the previous six month time frame. Those CRTs were transported to the county landfill to be included in the growing pile of e-waste material. The City of Palm Desert is extremely concerned about situations such as the transfer station and the implications that if 80 yards of e-waste were removed, what else was missed that then was landfilled? Statistics in the November 2001 E-Waste Diversion Study prepared for the CIWMB further support the concern of Palm Desert when it reported that between 18- 20% of the California population is stockpiling televisions and monitors. The report went on to say that the sales of televisions, monitors and CPUs are estimated at 15.81 million units in 2002. Obviously it can not be assumed that all 15.81 million units replace the same number of units but even at a conservative 10% replacement rate shows 1.58 million units that will be disposed of in 2002. Health and Safety Threats/Environmental Concerns E-waste and sharps each have their own unique threats associated with them. Both of which can cause immediate or long term adverse effects to humans and the environment. Computer monitors and televisions are known to contain between two and five pounds of lead in the CRT part of the item. While this lead does not create a threat when the CRT City of Palm Desert Household Hazardous Waste Grant Fiscal Year 20C2/03 remains intact, a broken CRT has the potential to release this lead into the environment. In a city such as Palm Desert, located within viewing distance of the San Andreas Fault, earthquakes are a regular and expected occurrence. Broken CRTs are not unheard of when such earth shaking events occur. "Most CRT's exceed the regulatory threshold for lead" as identified by the Department of Toxic Substances Control (DTSC) in their August 2001 fact sheet. The DTSC goes on to say that such lead is "a toxic substance which may cause lead poisoning and can be especially harmful to young children...the lead can potentially contaminate the soil and our water supplies." While the potential risk from CRTs is a tremendous concern to Palm Desert, a study prepared for the World Health Organization 2001 titled "Review of Health Impacts from Microbiological Hazards in Health-Care Wastes" notes the following frightening figures regarding needlestick injuries associated with improper sharps disposal. "There is a high probability that members of the public could be affected by the ever increasing volume of health care waste created through patient care in the home. It has been estimated that in the USA there are over 1,000 needlestick injuries which occur annually among those that collect municipal solid waste from homes." Injuries such as these can result in the transmission of diseases not limited to hepatitis B, hepatitis C, and Human Immunodeficiency Virus (HIV). The article goes on to say "many of these cases could have been prevented through appropriate treatment and disposal of health care waste." The City of Palm Desert's council and staff have a strong commitment to protecting the residents and the environment in and around their community. They believe strongly in the need to offer permanent, easily accessible disposal options for their residents. These needs have been identified as not being met by current collection opportunities available to residents of Palm Desert and if they continue to go unmet they will continue to present a risk to not only Palm Desert but all surrounding communities and environments if not properly handled. Other Collection Opportunities Throughout the Coachella Valley, including Palm Desert, there are very limited opportunities for proper disposal of traditional household hazardous wastes, not including specialty wastes like sharps and e-waste. The City of Palm Springs operates a permanent ABOP facility open to the general public every Saturday from 9:00am till 2:00pm. This facility being limited to antifreeze, batteries, oil and paint (latex) in its very nature is limiting to what items may be disposed of from the public. Another deterrent to the limited items accepted at this facility is an issue of distance for Palm Desert residents. In a Valley where most residents work and shop within five miles of their home, driving 15 miles (over 30 minutes with traffic) to Palm Springs is too high of a barrier to Palm Desert residents. Neither sharps nor e-waste are accepted at this location. Riverside County Department of Environmental Health operates a mobile HHW and Sharps collection program throughout the Riverside County. For the FY 2001/2002 the County has scheduled 11 weekend events over the course of 12 months located specifically in the Coachella Valley. Of those 11 events, three to five could be considered more accessible than the other events due to the distance from Palm Desert to the cities in which these events were held, noting that none were scheduled within the City of Palm Desert. For the first time 6 •City of Palm Desert Household H--dous Waste Grant Fiscal Year 2002/03 last year, this mobile program began accepting sharps from the general public. This program is the only publicly advertised event where Palm Desert residents may safely dispose of sharps. While the residents of Palm Desert may consider the roundups at least as a one time option, that implies they either store their sharps in growing numbers until the next event or unsafely dispose of them in the trash. Either option creates a life threatening health hazard to small children and sanitation workers at a minimum. E-waste is not accepted at any of these events. E-waste currently has only one location for drop off available to Palm Desert residents. This drop off, as previously described, is located at the county landfill approximately 15 miles from Palm Desert. There is a fee associated with this program. Both the distance and the fee create barriers to Palm Desert residents for using the county e-waste drop off. In addition to these factors, the County made it clear in no uncertain terms that this is not a permanent solution to be considered for residents, nor do they publicize this location for public use. There are no other options for proper e-waste disposal available to Palm Desert residents thus creating a large gap in service available. Summary Palm Desert feels strongly that with the limited number of collection opportunities available and the life threatening risks associated with e-waste and sharps that there is an undeniable need for permanent solutions to these highly volatile materials. The City is confident that these items could be easily incorporated into phase two of their PHHWCF by expanding the existing program in order to address the proper management of these items for the safety of the public and environment. Section 2: Objectives The City of Palm Desert has carefully planned and developed phase two of their HHW program. Plans for this phase include expanding Palm Desert's existing PHHWCF to ensure the proper disposal, reuse and recycling of sharps and e-waste generated by city residents and address the long term cost associated with paint can and oil filter recycling. Achievement of these objectives will be determined by the installation and use of additional equipment, the production and distribution of promotional materials, or by the methods described in the Evaluation section. The goals are: 1) Provide a convenient location for all residents of Palm Desert, year round and seasonally, to safely and properly dispose of their HHW, especially sharps and e- waste; 2) Increase the amount and types of waste currently handled by the Palm Desert PHHWCF; 3) Reduce the amount of e-waste illegally dumped in residential refuse; 4) Increase the amount of home care sharps properly disposed of in the City. The objectives are to: 1 ) Purchase equipment to properly collect, reuse and recycle e-waste and sharps currently disposed in residential refuse or stored in garages; City of Palm Desert Household H -7ardous Waste Grant Fiscal Year 2002/03 2) Create a drop off location where Sharps will be safely handled through the use of proper containers provided by the City to protect the welfare of the residents bringing them in and the contractor disposing of them; 3) Further educate Palm Desert Residents about HHW, including e-waste and sharps, through a public education plan; When completed, the proposed expanded activities at Palm Desert's PHHWCF will complement the short-term and long-term objectives outlined in the City's SRRE:'HHWE. The City expects to offer sharps and e-waste drop-off at the expanded HHW collection program to their residents in January of 2003. This site will utilize a forklift to handle palletized CRTs and dual purpose paint can/oil filter crusher. By the end of the grant cycle, Palm DeE ert estimates to increase the amount of sharps and e-waste collected, reused, and recycled by 75%. In an effort to provide convenient hours to city residents, the facility will continue to be open every Saturday from 9:00am till 1:00pm, except for Saturdays that immediately follow a holiday. A materials exchange program is also in effect every Saturday, open to the general public. The operation of a materials exchange provides cost savings for the city and its residents. City staff will closely monitor disposal costs and evaluate customer surveys in order to determine the best long-term days and hours of operation. Staff will also evaluate the need for gate fees on items such as CRTs, based on disposal costs and participation. City staff will use a direct mai' postcard, billing inserts and articles in the City newsletter to promote the expansion of the current PHHWCF. The city plans to reach 100% of the target population through these promotion methods. The accomplishment of these goals and objectives meets the needs of Palm Desert residents to safely and properly dispose of their sharps and e-waste, in addition to the currently accepted HHW. Expanding Palm Desert's PHHWCF and purchasing the necessary equipment provides a central:zed, cost effective and safe location for all residents of Palm Desert to bring their HHW. Though the city already has an operational PHHWCF, expanding the items accepted at the site will enable the city to increase the amount and types of waste currently accepted in addition to further educating the residents about the potentially harmful effects of sharps, e-waste and HHW. The goals and objectives outlined above can be met within the timeframe of this Household Hazardous Waste grant (see attached Exhibit C, Work Statement, page 12-14). Upon notice that Palm Desert qualifies and receives grant funding, they are ready to begin the tasks as outlined in the Work Statements immediately. City staff has already been identified to work with assigned staff from MSE Environmental and Waste Management of the Desert for the expansion of the PHHWCF. The expansion will occur at Palm Desert's currently operating PHHWCF located within the city limits at a Recycle America Buy Back facility. This facility is already fully permitted by the state and county under its current operations plan. City staff is prepared to file an amendment to their current permits immediately upon the award of funding. • .City of Palm Desert Household H^—dous Waste Grant Fiscal Year 2002/03 Section 3: Methodology The City of Palm Desert requests funds to expand and upgrade the existing PHHWCF in Palm Desert. The tasks and activities required to complete the project are outlined in the Work Statement (Exhibit C, pages 12-14). The City will hire a contractor to perform required construction necessary for improvements to the current electrical and water availability. The City, in partnership with Waste Management of the Desert, will expand the scope of work currently used by their contracted HHW handler, MSE Environmental, to include the disposal of sharps and e-waste. These entities have a proven track record working together successfully as apparent in the current operations of Palm Desert's PHHWCF. Palm Desert chose to expand their current PHHWCF for several reasons. This facility is located on site of an existing buy back center, well visited by Palm Desert residents for over 10 years. It is a centralized location and easy to get to for all Palm Desert residents. To date, Palm Desert's PHHWCF has had five events totaling over 150 attendees. This overwhelming response from the community for the new PHHWCF and the location's history in the community made the consideration of one time collection or mobile events unpractical. The list of tasks presented below has been developed to implement and monitor phase two of Palm Desert's PHHWCF. 1) Develop and distribute Request for Proposal for electrical and water upgrades. Personnel Assigned: Frankie Riddle, KimBerly Keyton • write and distribute RFP to qualified vendors to upgrade the existing electrical lines to accommodate additional demands on power required by the paint can/oil filter crusher. • write and distribute RFP to qualified vendors to make water available to current location for use of a permanent shower eye wash on a weekly basis. 2) Order necessary equipment and upgrades. Personnel Assigned: Frankie Riddle, KimBerly Keyton • order forklift and paint can/oil filter crusher. • order additional supplies needed such as pallets, shrink wrap and sharps containers. 3) Obtain proper permits from city, county and state. Personnel Assigned: Frankie Riddle, KimBerly Keyton, Diane Christensen • write and file revised PBR with Riverside County and State of California to include sharps and e-waste. • write and file for construction permits with City. • research and update any additional permits from county and state to accept sharps and e-waste. • a formal environmental assessment as dictated by CEQA was not required by the City for the original construction of the PHHWCF. We will revisit this subject and pursue an assessment if so directed. 9 City of Palm Desert Household Hazard )us Waste Grant Fiscal Year 2002/03 • Finalize original and update the Phase one assessment and submit to proper authorities. 4) Update Health and Safety Plan and Operational Plan. Personnel Assigned: Frankie Riddle, KimBerly Keyton, Diane Christensen • Review and revise current Health and Safety Plan and Operational Plan to include acceptance of sharps and e-waste 5 — rain Facility Staff: Personnel Assigned: Diane Christensen • Refresh standard HHW emergency training to Waste Management employees who may come into contact with abandoned HHW. • Train Waste Management employees, who will assist in packaging of CRTs, how to properly handle and package them. • Train MSE and Waste Management staff that may come into contact with forklift and paint can/oil filter crusher how to safely operate equipment. 6) Public Education. Personnel Assigned: Frankie Riddle, KimBerly Keyton • Develop and mail one time postcard to announce disposal options for sharps and e-waste. • Develop and distribute quarterly billing inserts to be placed in refuse bill educating Palm Desert residents about the location of Palm Deserts PHHWCF and the items accepted. • Develop and distribute one time insert into City newsletter about sharps, e-waste and other HHW accepted at PHHWCF, to notify returning residents in fall. • Write and print articles in city newsletter on Palm Desert's PHHWCF and items accepted. 7) Monitoring and Adjustment of Collection Logistics. Personnel Assigned: Frankie Riddle, Bob Kohn, KimBerly Keyton, Diane Christensen • Track participation rates in relation to seasons. • Track effectiveness of target population marketing through monitoring city of origin. • Monitor effectiveness of education based on types of materials brought to PHHWCF and amount of materials brought. • Develop and distribute survey to customers to assist in determining effectiveness of program. Survey will be used to determine future phases/needs of current PHHWCF. • Evaluate potential cost savings through hours of operation, disposal methods (including paint can/oil filter crusher) and inclusion of additional jurisdictions. • Evaluate the need for future minimal gate fees on certain items such as CRTs. lU •City of Palm Desert Household H----dous Waste Grant Fiscal Year 2002/03 8) Reporting and Meetings. Personnel Assigned: Frankie Riddle, KimBerly Keyton, Diane Christensen • Include all HHW reports generated by MSE with current monthly recycling reports provided by Waste Management of the Desert to the City of Paln, Desert. • Prepare reports to City Council to update them on the status of the PHHWCF. • Prepare reports to the state on material collected. • Discuss the status and other topics related to the PHHWCF at monthly meetings with city and Waste Management staff. After the grant cycle ends or once all funds are expended, all future operating expenses including staffing, HHW transportation, and equipment will come from the City of Palm Desert. A portion of funding, as provided by Waste Management of the Desert's solid waste franchise agreement with Palm Desert, will be allocated to continue the operation of this PHHWCF (see attached franchise agreement section, page 33). If Palm Desert does not receive funding from this Household Hazardous Waste grant, staff will approach Council to request additional emergency funds. The City will maintain the PHHWCF as it currently operates but would be unable to accept sharps or e-waste without a substantial gate fee. IT City of Palm Desert Household Hazardous WasteQrant Fiscal Year 2002/03 Exhibit C WORK STATEMENT Applicant: City of Palm Desert Date:March 29,2002 Reporting and Expenditure Category: Permanent Collection Facilities Activity Number Description of Activity Staff or Contractor Time Period 1 Write RFP for construction of plumbed shower system and electrical Staff Sept 1— Oct 1, 2002 installation for can crusher to PHHWCF 2 Release RFP with due date of Oct 15, 2002 Staff Oct 1 — Oct 15, 2002 3 Request final equipment and vendor quotes with due date of Oct 15, 2002 Staff Oct 1 —Nov 1, 2002 4 Review and choose contractor and vendor suppliers Contractor/Staff Oct 15-Nov 1, 2002 5 Plumbing & Electrical Construction Contractor Nov 1 —Jan 1, 2003 6 Order forklift and other equipment (see budget itemization for a complete Staff Dec 1 —Jan 15, 2003 list of material, equipment and supplies) 7 Update PBR with Riverside County and local authorities Contractor Nov 1 —Jan 1, 2003 8 Update Operations Plan Staff Nov 1 Jan 1, 2003 9 Refresher training for facility staff, including sharps and electronics Staff January 2003 handling plans 10 Open to public expanded facility amenities Staff February 1, 2003 12 City of Palm Desert Household Hazardous Waste Grant Fiscal Year 2002/03 ' Exhibit C WORK STATEMENT Applicant: City of Palm Desert Date: March 29, 2002 Reporting and Expenditure Category: Publicity and Education Activity Number Description of Activity Staff or Contractor Time Period 1 Create direct mail postcard with added PHHWCF features Contractor Nov 1 — Dec 15, 2002 2 Create billing insert with added PHHWCF features Contractor Nov 1 —Dec 15, 2002 3 Create article for city newsletter Staff Nov 1, 2002— Oct 1, 2003 4 Distribute direct mail postcard (one time) Staff Jan 15, 2003 5 Distribute billing insert in quarterly waste collection bill Staff Mar 15, 2003—Jan 1, 2004 G Distribute city newsletter article (quarterly) Staff Apr 15, 2003— Feb 1, 2004 7 Create newspaper insert with added PHHWCF features Staff Aug 1 — Sept 15, 2003 8 Distribute newspaper insert (one time) Staff Oct 1, 2003 13 City of Palm Desert Household Hazardous Waste Grant Fiscal Year 2002/03 WORK STATEMENT Applicant: City of Palm Desert Date: March 29, 2002 Reporting and Expenditure Category: Personnel/Other Activity Number Description of Activity Staff or Contractor Time Period 1 Evaluation Staff/Contractor Jan 1, 2003— Mar 31, 2005 2 Prepare progress reports and payment requests Staff/Contractor Jan 1, 2003—Mar 31, 2005 14 • 'City of Palm Desert Household Hazardous Wast Section 4: Evaluation Process evaluation will occur upon the successful achievements such as the release of RFPs for construction and the receipt of all necessary equipment to handle the expanded services. The primary outcome evaluation will be the satisfactory completion of tasks 1-10 as outlined in Exhibit C of the Permanent Collection Facility Work Statement. Secondary outcome evaluation will be the comparisons of households and pounds of participation. In addition to this evaluation will be a customer survey. City staff, Waste Management staff and MSE Environmental staff will work together to create and distribute these materials. Information gathered from the actual events, phone calls received and customer surveys will be compiled and analyzed by city staff in order to determine the effectiveness of the expanded PHHWCF program. Staff will also use waste manifests before and after the grant to compare and evaluate cost savings. These evaluations will be ongoing in order to modify the program, as needs dictate. City staff will be ultimately responsible for evaluating the entire process. The ultimate success of the project will be based upon the number of participants and types and amounts of material collected. Quarterly grant reports, Form 303 reports and the final grant report will be used to notify the CIWMB of the progress and final outcome of this PHHWCF expansion. Section 5: Budget The existing budget for the City of Palm Desert does not contain sufficient resources to accept all of the financial burdens of phase two for the PHHWCF. A HHW grant will provide the start-up support necessary for the City to meet to goals and objectives previously outlined. The following itemization shows the costs estimated to achieve the tasks in the Work Statement (see attached Exhibit D, page 17). Quotes and actual invoices from vendors support the need for many estimates included in the itemization (see following estimates, pages 41-90). MSE Environmental and Waste Management of the Desert have contributed a tremendous amount of staff time at no cost to the City in order to open their current PHHWCF and will continue to offer these resources in good faith to the City of Palm Desert. Both organizations believe in the worthiness of this project and are committed to supporting its ongoing success. The City of Palm Desert has also identified several vendors seeking to donate the use of their old pallets to accommodate the e-waste program. Palm Desert also plans to combine the education and promotion of this expanded PHHWCF in all of their future promotional materials. This ensures an ongoing public awareness campaign at no cost to the grant. Costs will also continue to be controlled through a material exchange table offered every Saturday during the HHW event to the general public. Promoting the reuse of HHW items is not only a cost benefit to the city but also expands the public awareness of these items. MSE Environmental offers their guarantee of cost savings to Palm Desert in how waste is handled and bulked as presented in their original proposal (see Program Management attachment, page 39). Waste Management of the Desert has contributed equipment and items to the 15 City of Palm Desert Household Hazardous WastE current PHHWCF such as a storage body and the complete renovation of that area (painting, striping, signage, etc) at no cost to the City and will continue to do so for this grant project. (REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK) I f, 'City of Palm Desert Household Hazardous Wastf Exhibit D BUDGET ITEMIZATION Permanent Collection Facilities Paint can crusher* $ 13,824.33 Forklift to move drums and palletized e-waste* $ 19,500.00 Electrical construction for paint can crusher* $ 1,072.00 Construct permanent water line for shower/eye wash* $ 3,586.90 Pallet jack* $ 700.00 Shrink wrap 12 rolls per month for 1 year* $ 3,016.80 Facility Signage* $ 1204.43 CRT disposal of 12 truck loads with 300 crts per truck plus peripherals (MSE)* $ 66,000.00 Sharps disposal at 3 drums per month for 1 year(MSE)* $ 4,500.00 Residential Sharps containers to distribute 110 containers per month for 1 year $ 3,500.00 Pallets —donated from local business $ .00 TOTAL Permanent Collection Facilities $ 116,904.46 Publicity and Education Direct Mail Postcard 35,000 units* $ 3,412.22 Postage for Postcard * $ 6,249.24 Newsletter Insert 30,000 units* $ 3,683.77 Insert fee for newsletter for 30,000 inserts* $ 1,035.00 Garbage bill insert 25,000 inserts 4 times in 1 year* $ 6,812.33 Insert fee for bill 25,000 @ $.03 each 4 times in 1 year $ 3,000.00 TOTAL Education and Publicity $ 24,192.56 Personnel/Other Costs Recycling Coordinator 9 hours @ $60.00/hour (publicity and education) $540.00 Recycling Coordinator 100 hours @ $60.00/hour (permanent collection facility) $ 6,000.00 Recycling Coordinator 39 hours @ $60.00/hour (general grant administration) $ 2,340.00 TOTAL Other Costs $ 8,880.00 TOTAL GRANT REQUEST $ 149,977.02 * Copy of bid/estimate attached 17 City of Palm Dese-t Household Hazafdous Waste Section 6: Completeness, Letters of Support, Experience, e4c. The City of Palm Desert is confident in the proven ability of our staff, the staff of our waste hauler and the staff of our hazardous waste hauler to handle the additional items of consideration (:harps and e-waste) in a safe and customer friendly manner. The proven track record of all entities working together is clearly apparent in our successfully operating PHHWCF. We have included all requested and required information necessary to qualify for the California Integ-ated Waste Management Board's Household Hazardous Waste grant. Our application includes a unanimously approved City Council Resolution of Support, additional letters of suppc rt (see attachments pages 25-32), exceptionally qualified staff, cost estimates, proposed re-refined oil and green procurement policies and a map of the area. Key Project Personnel Background • Bob Kohn, Contract Administrator, City of Palm Desert Mr. Kohl comes to the City of Palm Desert from Northern California. His previous position includ€ d the responsibility of managing Used Oil grants, Household Hazardous Waste grants and their respective projects for the City of Redding. He is well versed in the experiences associated with opening and running a functional PHHWCF. • Frankie Riddle, Management Analyst, City of Palm Desert Ms. Riddle is responsible for handling all waste and recycling activities for the City of Palm Desert. She has applied for, received and implemented previous Used Oil grants and the previous Household Hazardous Waste grant. Her 18 years of experience with the City provides a well of knowledge on successful projects and what it takes to implement them in a timely manner. • KimBerly Keyton, Recycling Coordinator, Waste Management of the Desert Ms. Keyton manages all recycling activities in the two counties, including 15 contracts, for her district. She successfully coordinated and opened the City of Palm Desert's current PHHWCF. Her experience includes successful long term and one day collection events. • Diane Christensen, HHW Program Development Manager, MSE Environmental Ms. Christensen opened numerous PHHWCF in addition to designing and operating one day HHW collection events throughout Southern California. Her resume includes managing all of the Riverside County Mobile HHW/Sharps/small quantity generator programs, opening the San Bernardino County PHHWCF and the City of Palm Desert's PHHWCF. She has experience in running a Sharps program and E-waste programs. 1}; City of Palm Desert Household Hazardous Waste Grant Fiscal Year 2002/03 SUMMARY OF USED OIL AND HHW GRANTS Exhibit E Grantee Agreement Number Grant Award $ Brief Project Description %of Project Completed City of Palm UBG7-01-6149 $11,898.00 To encourage the disposal of used oil and oil filters through the 75 Desert City's new PI-IHWCF through public education City of Palm HDI 0-01-4895 $70,755.00 To establish a PHHWCF for residents of Palm Desert open every 90 Desert Saturday at no charge to the public Coachella Valley UBG6-00-4053 $87,208.00 Permanent collection facility, temporary or mobile collection, 100 Association of publicity and education. Governments (regional) City of Palm UBG5-96-1882 $34,681.00 Curbside oil collection; certified center; filter collection; HHW 100 Desert elements; mobile; public education; also a combined oil/HHW brochure. City of Palm UBG4-95-I342 $11,387.00 Curbside oil collecton; containers; public education; radio and 100 Desert television PSAs if budget permits. Coachella Valley Unable to locate $72,401.07 The Association, on behalf of its member cities, will use funds to 100 Association of due to staff turn maintain and enhance an existing used oil public education Governments over campaign and implement a pilot program to establish used oil (regional) collection programs for l0 multi-family residence complexes. Coachella Valley Unable to locate $137,286.00 CVAG, in cooperation with the AB939 Technical Working Group, 100 Association of due to staff turn will conduct a public education campaign using bilingual brochures, Governments over 34 newsprint advertisements per week for 40 weeks, television (regional) advertising, and 60,000 bilingual direct mailings. Ie City of Palm Desert Household H ' 'rdous Waste Grant Fiscal Year2002l03 Section 7: Recycled-content purchasing policy Recycled-content purchasing practices are the standard for employees of the City of Palm Desert. We are in the process of formalizing what ht.s always been the standard. A previous "formal" recycled-content purchasing policy may have existed but due to turn over in staff positions it's whereabouts are unknown. The City is in the process of re-formalizing a recycled-content purchasing policy. A draft will be p esented to the City Council at the second meeting in May 2002 for approval. (see attached proposed Recycled-content purchasing policy, page 37) EXHIBIT G Recycled Content Purchasinf Evaluation Sheet 16 Points Possible Instructions: Please complete and sign this Recycled Content Purchasing Evaluation Sheet. In an effort to increase environmentally preferable product purchasing, the California Integrated Waste Management Board includes recycled content purchasing poirts in their grant scoring criteria. Points Possible 4 Polic) is in place or has been adopted during the application period by the applicant or its governing body Recycled Content Purchasing Policy Adopted: No going before council late May Yes Date adopted: Points Possible 4 Evidence of purchasing recycled-content products Check the recycled-content products you have purchased within the past year: x Printing and writing paper(copy paper, index paper,envelopes) x Paper products(janitorial supplies,boxes, hanging files) _Solvents(printer, copier and parts cleaner) x Plastic products(toner cartridges, office products, lumber) x Paint(latex, graffiti abatement, interior,exterior) x Re-refined oil x Compost/mulch _Retread tires(passenger,truck,bus,trailer, equipment tires) Steel products.(automobiles,paper clips, furniture, scissors) _Other,please list Glass products(windows, fiberglass insulation, beakers) Tire-derived products(flooring, playground cover) Points Possible 4 Evidence of performing sustainable practices (Sustainable practices are practices that result in resource conservation andior efficiency) Check the sustainable practices you have performed within the past year: Integrated pest management x Water-efficient landscaping x Renewable energy x Grasscycling x Energy efficiency Other,please list x Composting/mulching Sustainable construction 20 •City of Palm Desert Household H ious Waste Grant Fiscal Year 2002/03 x Green operations &maintenance x Demolition debris recycling Recycled Content Purchasing Policy Evaluation: Points Possible 4 Briefly,evaluate the policy by addressing its positive and negative features as it pertains to the purchases and practices identified above. The City of Palm Desert is in the process of establishing our first formal Recycling and Conservation policy. The intent of this policy is to extend environmentally conscious practices to all city departments. In addition to a formal policy of praci ice, each dej,artment will have information that pertains specifically to them to use internally and distribute externally. Since this is the first formal policy there is no history of positive and negative features. The City staff intends to review this policy annually. Print Name: eila Gilig Title: Assistant City Manager of Community Services Signature Date: 15 4-A2i Must a 'gned by a son authorized in the grant application resolution. 2i City of Palm Desert Household H--nrdous Waste Grant Fiscal Year 2002/03 Section 8: Programs for Rural or Small Cities The City of Palm Desert does not qualify as being a rural area with a population of 200,00 or less nor does it qualify as a small city with a population of less than 35, 000. Section 9: Multi-jurisdictional HHW Programs The City of Palm Desert is not planning a regional program for this grant cycle. Section 10: No HHW Grant Funding The City of Palm Desert did receive partial funding for the HD10 FY 2001-02 cycle. Section 11: HHW Collection education program Through this HHW grant the City of Palm Desert will be able to not only further educate the residents of Palm Desert about HHW but also to institutionalize the proper practices for disposing of HHW. This grant will continue to target the entire population of Palm Desert, 87% white English speaking and 12% Hispanic Spanish speaking, through diverse and bilingual advertising. In 2000 over 1,700 gallons of used oil were collected curbside and drop off from Palm Desert residents. An ongoing comprehensive bilingual education program targeting the entire population of Palm Desert on HHW guarantees the institutionalization of proper HHW practices in the general public. This program will continue to be financed after the grant is over through several ways. Palm Desert City Council and Waste Management of the Desert committed contractually through their solid waste franchise agreement up to $50,000 annually to the longevity of this program (see attached section of franchise agreement, page 33). As part of the evaluation of this program, city staff will also be determining the need and corresponding rate for a minimal gate fee to cover operating costs. Section 12: Expanded Programs The primary objective of this grant application is to expand the currently operating Palm Desert PHHWCF to include sharps and e-waste. These items are a logical and easy expansion into the current operations of the existing facility. The city is prepared to meet these needs of their residents by allowing sharps and e-waste to be brought to the PHHWCF in addition to currently accepted HHW such as paint, oil, used oil filters, batteries, gasoline, pesticides, etc. The current facility has more than adequate room available to store CRTs and associated materials in a trailer to be shipped. Additional demands on space for sharps collection is minimal and will not adversely impact the current PHHWCF. The e-waste program will target CRTs in televisions and computer monitors. In addition to CRTs it will accept peripherals associated with televisions and computers such as cords, scanners, VCRs, CPUs, etc. The sharps program entails making a container available for residents to take home and store their sharps in until full. Once full that container may be brought on any Saturday to the PHHWCF to be bulked with other like containers.