Boulder County Community Outreach Program

The Boulder County Board of Commissioners is offering Community Outreach funding again in 2010 through the Resource Conservation Division. Applications may be submitted from areas within Boulder County, City & County of Broomfield and the part of Erie that is outside of Boulder County.

$50,000 has been allocated for the Community Outreach Program (COP) 2010 to fund infrastructure, municipal Zero Waste programs, and education programs. The minimum grant is $1,000 and the maximum is $10,000.

With the adoption of Boulder County’s Zero Waste resolution, the on-going work on the Zero Waste plan, commencement of single-stream collection and processing and organics collections expanding curbside throughout the county there are opportunities to support these programs with new COP initiatives.

In addition to the programs supported in prior years, an emphasis on single-stream collections and education and/or Zero Waste programs (establishing collection of single-stream recyclables, organic materials, etc.) for businesses and governmental buildings is encouraged. See examples of programs that might be considered for single-stream and/or Zero Waste funding below. We will continue to accept and consider applications for programs that fall outside of this limited focus.

Curbside toters
New trucks for single-stream
New bins for single-stream collection of materials in municipal buildings
Bins for compostable collections in municipal buildings
Zero waste trios (recycling, composting and trash containers) for commercial and/or municipal buildings
Small kitchen organics containers
Shredded paper education and collection programs
Re-useable bag programs (education and distribution)
Education regarding single-stream conversion
Flyers
Brochures
Bin stickers
Advertisements
Signs
New roll-offs for single-stream
Backyard compost unit distribution programs

Eligibility Requirements and Project Criteria

Boulder County’s Community Outreach Program 2010 is open to communities in Boulder County, City & County of Broomfield and all of Erie including the part not in Boulder County (Service Area), other incorporated and unincorporated communities within the service area, non-profit organizations, school districts, schools, private companies and individuals.

To be eligible for funding, projects must be in compliance with all federal, state and local land use, regulatory and permit requirements. Projects must also be based in Service Area, divert discarded materials generated in Service Area, or involve educational campaigns targeting residents or businesses within the Service Area. Projects must not duplicate existing programs or services.

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Funding Categories

There are three categories in which applicants may apply. If you are applying for more than one program, you must submit a separate application with each funding request.

Infrastructure Programs

Projects must improve existing recycling/composting programs by providing for the addition of materials not currently collected in the program; increase the quantity of materials recycled or reused; create new opportunities for recycling/composting; improve intermediate processing capabilities; improve safety; create efficiencies of operation; and/or improve aesthetics. Funds may be used for: the purchase of containers, balers, shredders, compactors, vehicles, forklifts, pallet jacks, etc.; the construction of pads or bunkers; grading; gravel; asphalt; concrete; installation of fencing, lighting, stairways, signs and/or improve aesthetics.

Projects that demonstrate that new materials or greater quantities of materials will be recycled/composted as a result of the project will receive funding preference. Projects should demonstrate sustainability and compare the useful life of the infrastructure improvement to the life of the overall project.

If requesting enhancement for a Drop-off Center, only recycled content products for stairways and fences will be funded.

Municipal Zero Waste Diversion Planning Programs

Projects that create municipal planning documents to further Zero Waste diversion including, but not limited to, analysis of cost/benefits, staffing costs, infrastructure needs and costs of collecting and processing materials.

Education Programs

Projects must focus on Zero Waste, source reduction, reuse, composting and/or recycling, must have a measurable education component and provide services where a need exists within the Service Area.

Ineligible Uses of Funds

Funds may not be used for the following purposes:

Repayment of existing debt or pre-existing tax liens or obligations
Payment of organizational overhead exceeding 15% of project budget
Legal fees
Loan or bank fees
Subsidization of existing contracts
Funding money for start-up business
Operational cost for existing programs

Application and Funding Calendar

COP Application issued September 18, 2009
Pre-Proposal Workshop October 5, 2009 from 10 – 11 a.m.
Proposals Due November 2, 2009 by 12 Noon
Proposal Evaluations November 2009
Announcement of awards December 2009
Start-up of project funding January 2010
End of project funding December 11, 2010

NOTE: Dates are subject to change. Applicants will be notified in advance of any schedule changes.

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Application Instructions and Procedures

Applicants are advised to review the application packet in its entirety prior to preparing and submitting a proposal. After reviewing the application materials, if you are uncertain whether a proposed project fits within the funding guidelines please attend the Pre-Proposal Workshop.

Pre-Proposal Workshop

To allow applicants equal access to the same information, a voluntary information workshop will be held to answer questions concerning the funding program, eligibility criteria, guidelines and procedures and project completion requirements. Prospective applicants are encouraged to attend, especially those new to the application process.

The workshop will be held on:

Monday, October 5, 2009 from 10 – 11 a.m.
Boulder County Recycling Center
1901 63rd Street, Boulder
Second Floor, Resource Conservation Office

Application Deadline

APPLICATION(S) MUST BE RECEIVED BY Monday, November 2, 2009 by 12 Noon.

Please return completed application to:
Boulder County Recycling Center, 1901 63rd Street, Boulder, CO 80301
Attention: Jennifer Bohn

Proposals may be mailed or hand-delivered. NO EMAILED OR FAXED SUBMISSIONS WILL BE ACCEPTED. Any proposal submitted after the deadline will not be accepted or considered.

General Conditions

All materials submitted become the property of the County, and will not be returned. Funds awarded are public funds and any information submitted or generated is subject to public disclosure requirements.

The County reserves the right, at its sole discretion, to waive minor irregularities in submittal requirements, to request modifications of the proposal, to accept or reject any or all proposals received, to grant full or partial funding of any request, and/or to cancel all or part of this solicitation at any time prior to awards.

For inquiries or clarification of this program, contact Jennifer Bohn at (720)-564-2242 or email at jbohn@bouldercounty.org. Since the funds are awarded on a competitive basis, no requests will be considered outside the standardized application and review process. Each applicant understands that there is no appeals process for proposals that are not accepted for funding.

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Submittal Requirements

One (1) original and six (6) complete copies of the proposal (7 total including original), with all relevant documents attached. All materials, unless otherwise noted, are to be printed double-sided on 8 ½" x 11" recycled paper with at least 50% post-consumer content.

Do not use plastic covers or binders.
Do not add dividers, title pages, tabs, etc.
No faxed copies will be accepted.
All costs incurred in the preparation of a proposal are the responsibility of the applicant.

Proposal Evaluation Process

Proposals will be reviewed and evaluated by the Community Outreach Program review committee. During the review process, staff may contact the applicant for additional information or to clarify proposal content, and may elect to interview applicants or do a site visit prior to making a funding recommendation. However, an expression of interest by staff should not be construed as an indication of forthcoming funding approval.

Final funding approval will be made by the Board of County Commissioners (BOCC). Awards will be announced in December 2009 following BOCC approval.

Proposal Evaluation Criteria

All submitted proposals which are in compliance with the Community Outreach Program requirements will be evaluated and rated according to the following criteria:

Project Conception - Proposal clear and comprehensible with a realistic timeline; project activities well defined and technically feasible; milestones and timeline realistic; project is innovative, non-duplicative of existing services, and responsive to an identified need.

Impact - Extent of contribution to solid waste reduction and diversion in Service Area; extent of changes in behavior; transferability of project to other communities.

Outcomes - Objectives clearly stated, specific, realistic and measurable; project monitoring and evaluation strategies thoughtfully planned.

Organizational Capacity - Management and staff qualified to implement project and achieve stated objectives.

Financial Viability - Organization demonstrates sound fiscal management; project budget is realistic and cost effective.

Additional Evaluation Factors - Assessment of proposals may also include consideration of such issues as geographic distribution of services, demographic diversity, extent of collaborative effort, community support and public education potential.

In-kind or Matching Donations - Proposals that include in-kind or matching funds are strongly encouraged.

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Funding Awards

All applicants will be notified of the results of the review process. For successful applicants, funds will be available for expenditure only after a service agreement between the County and the applicant is signed and fully executed. Funds must be expended by December 11, 2010. The County will not be liable for any project costs incurred prior to the legal execution of the contract, unless mutually agreed upon in writing. Unused funds will not be available for other use under this agreement.

The County reserves the right to revoke any funding award for which a contract is not executed, due to delays on the part of the applicant, within two (2) months of the award. Funded projects must be initiated within three (3) months of execution of the contract or funds may be withdrawn, unless specific approval is granted for delays due to extenuating circumstances.

Reports, Monitoring and Payment Schedule

The County reserves the right to monitor funded projects to provide timely and pertinent information on project status and progress. Monitoring may include site visits, phone interviews, third party contacts and additional progress reports. A mid-term progress report and a final report will be required. A schedule for report submittals and reimbursement schedule will be established in consultation with County staff.

All publicity or promotional materials concerning the project, including news releases, feature stories, public service announcements, brochures and product literature produced during the term of this Agreement must be submitted to the County for review and approval prior to distribution. In addition, the County requests originals or copies of all such materials produced.

All infrastructure improvements shall include permanent signage stating the County funded the project. Funds must be used in accordance with the final budget on which the application was based. The County must approve any changes to the final budget in advance in writing, before signing the contract. Under special circumstances, a significant percentage of the funds may be released for start-up costs prior to receipt of invoices. Turnaround time for payment is approximately three weeks after an invoice has been received and approved by staff.

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Environmentally-Preferable Requirements

All printed materials must be at least 100% post-consumer recycled content paper. Specify and purchase products/materials with post-consumer recycled content whenever possible if such products/materials are to be reimbursed with funds.

Contract Specifications

A service agreement and funding contract will be entered into following the funding award. Please note the following insurance requirements. The Contractor shall procure and maintain at its own expense, and without cost to the County, until this Contract has expired or is terminated, the following kinds and minimum amounts of insurance for purposes of insuring the liability risks which the Contractor has assumed under this agreement:

a. Commercial General Liability. This coverage should be provided on an ISO 1998 Form or most current with minimum limits of $600,000.00 combined single limit for each occurrence.

b. Automobile Liability. Minimum limits are required to be $600,000.00 for each occurrence. Coverage must include:

- All vehicles owned, non-owned, and hired to be used on the Contract

c. Workers' Compensation and Employer's Liability. Workers’ Compensation must be maintained with the statutory limits. Employer's Liability is required for minimum limits of $100,000.00 Each Accident/$500,000.00 Disease-Policy Limit/$100,000.00 Disease-Each Employee.

The Contractor shall provide Certificates of Insurance to Boulder County demonstrating that the aforementioned insurance requirements have been met prior to the commencement of work under this Contract or Proposal. The Commercial General Liability certificate shall indicate Boulder County as an ADDITIONAL INSURED.

The Additional Insured wording should be as follows:
County of Boulder, State of Colorado, a body corporate and politic, is named as Additional Insured.

These Certificates of Insurance shall also contain a valid provision or endorsement that these policies may not be canceled, terminated, changed or modified without thirty (30) days written notice to the County.

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Proposal Content and Organization (Applicant's Check List)

Unless otherwise noted, a complete proposal application must include all of the following forms and supporting documents to be eligible for consideration.

One original proposal and six (6) copies of the following:

Form A: Application Cover Page
Form B: Applicant’s Statement of Qualifications
Form C: Project Summary & Narrative, two double-sided pages maximum, (total of 4 pages)
Form D: Project Budget

Where applicable, one copy of the following:

Organizational Budget for the current fiscal year indicating expenses and revenues
Governing Board roster, indicating officers, addresses and affiliations
List of key project personnel
Proof of federal non-profit status (if applying as a non-profit) or proof of incorporation in Colorado (if applying as a corporation)

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