CC - Item 4D - Memorandum of Agreement Between SGVCOG and City for Participation in the SGV Regional Food Recovery ProgramROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGER �/11�
DATE: JULY 25, 2023
SUBJECT: MEMORANDUM OF AGREEMENT BETWEEN THE SAN GABRIEL
VALLEY COUNCIL OF GOVERNMENTS AND THE CITY OF
ROSEMEAD FOR PARTICIPATION IN THE SAN GABRIEL VALLEY
SUMMARY
In 2016, Senate Bill (SB) 1383 was passed by the California State legislature and signed by
Governor Brown. It implemented statewide targets to reduce the disposal of organic waste and
increase the recovery of edible food for human consumption. SB 1383 requires local jurisdictions
to establish food recovery programs and strengthen existing food recovery networks. The San
Gabriel Valley Council of Governments (SGVCOG) developed a Regional Food Recovery
Program plan to assist participating cities with the implementation of an edible food recovery
recycling and enforcement program. Participation in this program will assist the city in meeting
the edible food recovery program requirements of SB 1383. Staff recommends that the City
participate in the SGVCOG Regional Food Recovery Program.
BACKGROUND
SB 1383 aims to recover 20% of edible food that would otherwise be sent to landfills by 2025 and
requires local jurisdictions to establish food recovery programs and strengthen their existing food
recovery networks. In 2021 the Solid Waste Committee organized by the SGVCOG began meeting
monthly to discuss potential regional solutions to the edible food recovery component of SB 1383.
The City Managers' Steering Committee and the Public Works Technical Advisory Committee
recommended that the SGVCOG proceed with a proposed Regional Edible Food Recovery
Program. In September 2021, the SGVCOG selected a consultant, SCS Engineers, through an open
bidding process. The consultant assists participating cities with the development and
implementation of a compliant edible food recovery program. The SGVCOG acts as the project
manager to coordinate communications, tasks, and deliverables between the consultant and cities.
AGENDA ITEM 4.1)
City Council Meeting
July 25, 2023
Page 2 of 3
11�f.Y6111-Ry UN]
The San Gabriel Valley Regional Food Recovery Program plan has been reviewed by CalRecycle
staff. Cities that participate in the program will be considered in compliance with the edible food
recovery requirements of SB 1383. The Regional Food Recovery Program will be administered
and managed by the SGVCOG, including managing the contract with SCS Engineers, reviewing
deliverables for accuracy, and coordinating meetings between the cities and SCS Engineers.
The scope of work for the MOA includes project management, inspection program
implementation, development of a subregional food recovery hub, and education and outreach.
The City is estimated to have 30 Tier I Edible Food Generators (EFGs), 38 Tier lI EFGs, and 6
Food Recovery Organizations (FROs). Tier I EFGs will be inspected once in 2023. Beginning in
2024, both Tier I and Tier 11 EFGs will receive one inspection each. The FROs will also each be
inspected once per year. The cost to participate in the Regional Food Recovery Program will be
$36,164 in 2023 and $50,690 in 2024. The City may use collected SB 1383 fee revenue to cover
the cost of this program. Additionally, the City received an SB 1383 Implementation Grant from
CalRecycle and the grant may be used to fund a portion of the regional food recovery program
costs.
Participation in this regional program will help the City satisfy SB 1383 requirements for edible
food recovery, a program that would be very difficult and more costly for the City to undertake on
its own. The City's participation in this program assists the city in meeting one of the mandates of
SB 1383. Staff recommends that the City participate in the SGVCOG Regional Food Recovery
Program.
ENVIRONMENTAL REVIEW
The proposed work involves participation in a regional food recovery program; therefore, City
staff has determined, in accordance with Section 15061(b)(3) of the California Environmental
Quality Act (CEQA) Guidelines, that this project is not subject to CEQA review because it can be
seen with certainty that there is no possibility that the activities will have a significant effect on
the environment.
STAFF RECOMMENDATION
It is recommended that the City Council:
1. Authorize the City Manager to sign and execute the Memorandum of Agreement
(MOA) (Attachment "A") with the San Gabriel Valley Council of Governments
(SGVCOG) for participation in the San Gabriel Valley Regional Food Recovery
Program subject to recommended revisions by City Manager and City Attorney; and
2. Find that the Project is exempt from CEQA review pursuant to Section 15061(b)(3) of
the California Environmental Quality Act (CEQA) Guidelines.
City Council Meeting
July 25, 2023
Page 3 of 3
FINANCIAL IMPACT
The total cost of participation in the Regional Food Recovery Program is $86,854, $36,164
for work in 2023 and $50,690 for work in 2024. Funding for the Regional Food Recovery
Program has been included in the adopted Fiscal Year 2023-24 budget under the Public Works
Department, Solid Waste and Engineering Divisions.
STRATEGIC PLAN IMPACT
The project is consistent with the Strategic Plan's guiding principle for fiduciary responsibility of
providing for transparency in financial management of City's finances and providing quality of
life enhancement.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared by:
Danielle Garcia
Public Works Fiscal and Project Manager
Submitted by:
Ben Ki 5g��
City Manager
Attachment A: SGVCOG Regional Food Recovery Program MOA
Attachment A
SGVCOG Regional Food
Recovery Program MOA
MEMORANDUM OF MOA
BETWEEN THE SAN GABRIEL VALLEY COUNCIL OF
GOVERNMENTS AND THE CITY OF ROSEMEAD FOR
PARTICIPATION IN THE SAN GABRIEL VALLEY REGIONAL FOOD
RECOVERY PROGRAM
This Memorandum of Agreement ("MOA") is dated for identification purposes as of July
25`h, 2023 by and between the City of Rosemead, a municipal corporation ("City"), and the San
Gabriel Valley Council of Governments, a California joint powers authority ("SGVCOG"). City
and SGVCOG may be referred to herein collectively as the "Parties" or individually as a "Parry."
RECITALS:
A. The passage of SB 1383 (Laza, 2016) implemented statewide targets to reduce statewide
disposal of organic waste and increase recovery of currently disposed edible food for
human consumption. Specifically, SB 1383 aims to recover at least 20% of currently
disposed edible food for human consumption by 2025. The California Department of
Resources Recycling and Recovery (CalRecycle) has developed regulations entitled
"Short-lived Climate Pollutants: Organic Waste Reductions" (hereafter "SLCP
Regulations"), which regulations are codified at Chapter 12 of Division 7 of Title 14 of
the California Code of Regulations, sections 18981.1 et seq.I
B. To recover 20% of edible food that would otherwise be sent to landfills by 2025, SB
1383 requires local jurisdictions to establish food recovery programs and strengthen their
existing food recovery networks.
C. The SGVCOG was established to have a unified voice to maximize resources and
advocate for regional and member interests to improve the quality of life in the San
Gabriel Valley by the member cities and other local governmental agencies and has
established and is administering a Regional Food Recovery Program (the "Program").
D. City seeks to participate in the Program and join a regional approach toward compliance
with SB 1383's food recovery components. Specifically, the Program will support City
in complying with the food recovery components of Sections 18985.2, 18985.3, 18991.1,
18991.2, 18992.2, 18994.1, 18994.2, 18995.2, 18995.1, 18995.3, and 18995.4.
E. City will remain responsible for maintaining an Implementation Record pursuant to
Section 18995.2, to include all necessary information from the Program in the City's
Implementation Record and to report the necessary information to CalRecycle based on
the reporting timelines and reporting request procedures set forth in Sections 18994.1,
18994.2, and 18995.2.
F. Pursuant to Section 18985.2, the City will remain responsible for updating and
maintaining a list of food recovery organizations and food recovery services on an annual
All Section references herein are to Title 14 of the California Code of Regulations unless otherwise stated.
1596561.1
basis. Such list must be annually updated to include each food recovery organization and
each food recovery service's name, physical address, contact information, collection
service area, and the types of food they accept. Such information must be posted on the
City's website and shared with the City's commercial edible food generators on an annual
basis. It is also the City's responsibility to share information about the City's edible food
recovery programs, information about the commercial edible food generator
requirements, information about food recovery organizations and food recovery services
operating within its jurisdictions, where a list of those food recovery organizations and
food recovery services can be found, and information about actions that commercial
edible food generators can take to prevent the creation of food waste on an annual basis.
G. City has adopted an SB 1383 ordinance to ensure effective implementation of the
Program.
H. City and SGV COG desire to set forth the terms of their ongoing collaboration with respect
to this effort in this MOA and further agree as follows:
I. RECITALS
The above Recitals are made a substantive part of this MOA.
II. TERM:
The term of this MOA shall commence in August 2023 and shall continue through the
completion of all work completed under this MOA. The term of this MOA may be
extended by mutual written MOA of the Parties.
IIL RESPONSIBILITIES OF THE PARTIES:
A. SGVCOG Responsibilities:
1. Undertake procurement and management of consultant(s) to complete the
Program set forth in the Program's Scope of Work (Attachment A), including
the execution of a contract with the consultant for the development of the
Program.
2. Manage all invoicing and payments to be made to consultant.
3. Review draft deliverables prepared by the consultant for accuracy.
4. Coordinate with the consultant to ensure consultant's participation in calls
and meetings.
5. Manage ongoing coordination of calls with the Parties and the consultant
throughout the development of the Program.
6. Review and provide comments on draft communications and documents
related to the Program.
7. Provide support to the selected regional food recovery hub(s) as described
further in Task 4.1 of the Scope of Work
8. Submit invoices to the City, in a total amount that does not exceed $86,854 as
follows:
U2szui
• The first invoice shall be in the amount of $36,164 for work completed in
2023;and
• The second invoice shall be in the amount of $50,690 for work completed
in 2024.
Invoices include both consultant fee and SGVCOG project management fee.
Any amounts paid by the City that are not expended by August 1, 2024, will
be refunded to the City by September 15, 2024, unless City and SGVCOG
agree to extend the term of the MOA beyond August 1, 2024. SGVCOG shall
provide to the City an accounting of funds at the same time of the refund, if
any.
B. City Responsibilities:
1. Designate a point -of -contact with name, title, and contact information who
will serve as the City's technical representative throughout the development
of the Program. If the point -of -contact is reassigned or no longer with the City,
a new point -of -contact will be designated within fourteen (14) calendar days.
2. Actively engage in the development of the Program including, but not limited
to, promptly responding to all correspondence (phone calls and e-mail
communications), responding to data requests, and attending any necessary
meetings.
3. Review and provide comments to consultant on deliverables as necessary.
4. Participate in check-in calls and/or meetings with the consultant and with all
Parties, as necessary.
5. Approve within five (5) business days any deliverables that can be approved
by staff or ten (10) business days any items that need to be approved by city
attorney or city manager.
6. Pay invoices referenced in III.A.8 above within thirty (30) days of receipt.
I11. AMENDMENTS:
A. For any change which materially affects the project scope of work, or in any way
modifies any term or condition included under this MOA, an amendment to the
MOA shall be prepared and executed by the City and by the SGVCOG for such
change to be effective.
B. Minor changes to the project scope of work or budget may be approved by the
SGVCOG's Project Manager, who shall in writing and in his or her reasonable
discretion determine whether the change is minor. Any increase in the not to
exceed amount of this MOA shall require an amendment.
IV. PROJECT MANAGEMENT:
A. Project Manaeers.
1. For the purposes of this MOA, SGVCOG designates the following individual
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as its Project Manager: Mackenzie Bolger, Senior Management Analyst,
whose contact information is set forth below.
2. For the purposes of this MOA, the City designates the following individual as
its representative: Danielle Garcia, Public Works Fiscal & Project Manager,
whose contact information is set forth below.
Either Party may change the designations set forth herein upon written notice to
the other Parry.
V. DEFAULT; REMEDIES:
A. Default. A "Default" under this MOA is defined as any one or more of the
following: (i) failure of either Party to comply with the terms and conditions
contained in this MOA; and/or (ii) failure of either Parry to perform its
obligations set forth herein satisfactorily or make sufficient progress towards
completion of the Regional Food Recovery Program.
B. Remedies. In the event of a Default by either Party, the non -defaulting Party
will provide a written notice of such Default and thirty (30) days to cure the
Default. In the event that the defaulting Party fails to cure the Default, or commit
to cure the Default and commence the same within such 30 -day period and to the
satisfaction of the non -defaulting Party, the non -defaulting Party may terminate
this MOA. Such termination shall be effective immediately upon the provision
of written notice by the non -defaulting Parry to the defaulting Party. The
remedies described herein are non-exclusive. In the event of a Default by either
Party, the non -defaulting Party shall have the right to seek any and all remedies
available at law or in equity.
V. INDEMNIFICATION:
A. City agrees to defend, indemnify, and hold free and harmless the SGVCOG, its
member agencies, and their respective elected and appointed boards, officials,
officers, agents, employees, and volunteers, at City's sole expense, from and
against any and all claims, actions, suits, or other legal proceedings brought
against the SGVCOG, its member agencies, and their respective elected and
appointed boards, officials, officers, agents, employees, and volunteers arising
out of or relating to the acts or omissions of City in connection with this MOA.
B. SGVCOG agrees to defend, indemnify, and hold free and harmless the City, its
employees, and volunteers, at SGVCOG's sole expense, from and against any
and all claims, actions, suits, or other legal proceedings brought against the City,
its employees, and volunteers arising out of or relating to the acts or omissions of
SGVCOG in connection with this MOA.
VII. INSURANCE:
A. City and SGVCOG shall maintain and keep in full force and effect during the
1596561.1
term of this MOA insurance or a program of self-insurance against claims for
injuries to persons or damages to property which may arise in connection with
City's or SGVCOG's performance of its obligations hereunder.
VIII. OTHER TERMS AND CONDITIONS:
A. Notices. All notices required herein shall be sent by email, except for a notice of
termination, default, or failure to cure, which shall be sent by certified mail,
postage pre -paid, return receipt requested. Either Party may change its Project
Manager or contact upon written notice to the other Parry and shall promptly
update the other Parry in writing of any such changes.
To SGVCOG: Mackenzie Bolger
Senior Management Analyst
1333 S. Mayflower Ave., Suite 360
Monrovia, CA 91016
(626) 457-1800
mbolgerksgvcog.org
with a copy to: Marisa Creter
Executive Director
1333 S. Mayflower Ave., Suite 360
Monrovia, CA 91016
(626) 457-1800
mcreterna sgvcog.org
To City: Danielle Garcia
Public Works Fiscal & Project Manager
8838 E. Valley Blvd.
Rosemead, CA 91770
(626) 863-3386
dgarcia@cityofrosemead.org
B. No Partnership. This MOA is not intended to be, and shall not be construed as,
an agreement to form a partnership, agency relationship, or a joint venture
between the Parties. Except as otherwise specifically provided in the MOA,
neither Party shall be authorized to act as an agent of or otherwise to represent
the other Party.
C. Entire MOA. This MOA constitutes the entire understanding between the Parties
with respect to the subject matter herein and supersedes any and all other prior
writings and oral negotiations. This MOA may be modified only in writing and
signed by the Parties in interest at the time of such modification.
D. Governing Law. This MOA shall be governed by and construed under California
law and any applicable federal law without giving effect to that body of laws
pertaining to conflict of laws. In the event of any legal action to enforce or
1596561.1
interpret this MOA, the Parties hereto agree that the sole and exclusive venue
shall be a court of competent jurisdiction located in Los Angeles County,
California.
E. Excusable Delays. Neither Parry shall be considered in default in the
performance of its obligations hereunder to the extent that the performance of
any such obligation is prevented or delayed by unforeseen causes including acts
of God, floods, earthquakes, fires, acts of a public enemy, pandemic, epidemic,
and government acts beyond the control and without fault or negligence of the
affected Parry. Each Party hereto shall give notice promptly to the other of the
nature and extent of any such circumstances claimed to delay, hinder, or prevent
performance of any obligations under this MOA.
F. Waiver. Waiver by any Party to this MOA of any term, condition, or covenant
of this MOA shall not constitute a waiver of any other term, condition, or
covenant. No waiver of any provision of this MOA shall be effective unless in
writing and signed by a duly authorized representative of the Party against whom
enforcement of a waiver is sought.
G. Headings. The section headings contained in this MOA are for convenience and
identification only and shall not be deemed to limit or define the contents to
which they relate.
H. Assignment. Neither Party may assign its interest in this MOA, or any part
thereof, without the prior written consent of the other Party. Any assignment
without consent shall be void and unenforceable.
I. Severability. If any provision of this MOA is held by a court of competent
jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall
nevertheless continue in full force without being impaired or invalidated in any
way.
J. Authority to Execute. The person executing this MOA on behalf of a Parry
warrant that they are duly authorized to execute this MOA on behalf of said
Party, and that by doing so said Parry is formally bound to the provisions of this
MOA.
K. Counterparts. This MOA may be executed in multiple counterparts, each of
which shall be deemed an original, but all of which taken together shall
constitute one and the same instrument.
L. Electronic Signatures. This MOA may be executed with electronic signatures in
accordance with Government Code Section 16.5. Such electronic signatures will
be treated in all respects as having the same effect as an original signature.
1596561.1
IN WITNESS WHEREOF, the Parties hereto have caused this MOA to be executed
and to be effective on the date it has been fully executed by the Parties as set forth below.
FOR THE CITY OF ROSEMEAD:
By:
Ben Kim
City Manager
ATTEST:
Ericka Hernandez
City Clerk
APPROVED AS TO FORM:
Rachel Richman
City Attorney
1596561.1
FOR THE SAN GABRIEL VALLEY
COUNCIL OF GOVERNMENTS:
Bv:
Marisa Creter
Executive Director
Date:
APPROVED AS TO FORM:
David DeBerry
General Counsel
ATTACHMENT A - SCOPE OF WORK
Phase I — Capacity Assessment, Outreach, and Inspections
TASK 1: PROJECT MANAGEMENT
Task 1.1 -Kickoff Meeting
The SCS Project Team will conduct a kick-off meeting with SGVCOG staff, and the City of
Rosemead following approval of the contract to confirm the goals and objectives for the project. SCS
staff leaders and their key roles on this project will be introduced, project tasks will be reviewed,
expectations of resources needed from the City will be discussed, thoughts and direction from staff
will be solicited, and the schedule and key milestones will be confirmed. This meeting will also
establish clear lines of communication and project direction so the City, SGVCOG and SCS mutually
understand expectations.
Deliverables:
• Meeting agenda
• Meeting minutes and action items
• Data needs
Task 1.2 - Project Management Update Meetings
Regular feedback from the project team and City is important to the success of the project. Therefore,
the Project Team will attend quarterly meetings with the City and SGVCOG representatives to discuss
the project deliverables and receive feedback on the project progress. For purposes of the project
budget, it is assumed these meetings will be one-half hour in duration.
Deliverables
• Meeting notifications/conference call-in facilitation
• Meeting agendas
• Meeting minutes/action items
TASK 2: INSPECTION PROGRAM IMPLEMENTATION
Task 2.1 - Inspection Program Implementation
There are two types of inspections that the team will conduct beginning in 2023. The first is an
Inspection Review to Tier 1 and 2 edible food generators and food recovery services/organizations.
The second is a Complaint Review in response to complaints received that warrant a review in
accordance with Section 18995.3, to be provided on an as -needed basis. The number of Tier 1, Tier
2, and FRO inspections per year are indicated in Table 1.
Table 1. Inspections
Food Recovery
1st Tier 1
lst Tier 2
Organization
Site visits
Site Visits
Site visit
2023
30
0
6
2024
30
38
6
Inspection Review Methodology
Step 1: Schedule Inspection Review with Entity (Commercial Edible Food Generator/Food Recovery
Service/Organization)
We will prioritize Inspection Reviews to entities that have a history of noncompliance or have had
difficulties in establishing a program. Prioritization will be determined in coordination with project
staff, waste hauling staff and food recovery organization/service partners. When scheduling in- person
inspections, we will maximize staff time in the field by scheduling visits according to geographical
proximity.
Step 2: Conduct Inspection Review
The team will utilize data program tracking software, such as Careit, to assess the recorded donation
data associated with each entity and compare it with anticipated frequency and quantity of food
donations determined through the initial inspection. Any discrepancies identified as unreasonable or
suspicious shall be noted and reported back to the jurisdiction. Data input into the Careit software will
also be reflected on a paper Inspection Report which will be supplementary to the data tracking fields
included on Careit. We will use the Inspection Report and Careit to conduct virtual, phone - or when
necessary - in-person reviews to determine whether the entity is compliant with requirements of
Section 18991.3 (commercial edible food generators) and Section 18991.5 (food recovery
services/organizations). Compliance details, including the specific actions that will be reviewed
during the inspection, are provided below in the section titled "Article 10".
Step 3: Record Inspection Results/Follow-up
We will use data program tracking software, such as Careit, to record the findings of the review in a
format that will be easily transcribed to the Inspection Report format to be used by the agency in
annual reporting to CalRecycle.
If compliant: If the Inspection Review determines that the entity is in compliance with all
requirements of Article 10 and other applicable requirements of the chapter, the team will record the
details of the inspection using the Careit app and provide those details to SGVCOG on a monthly and
annually basis.
If noncompliant: If the Inspection Review determines that the entity is not in compliance with all
requirements of Article 10 and other applicable requirements of the chapter, the team will work with
the jurisdiction to proceed with the issuance of a Notice of Violation (if the SGVCOG/the jurisdiction
believes appropriate) -OR- the team may provide verbal notice to the entity in question with
recommended revisions to their program and provide educational material to promote compliance.
Beginning January 1, 2024, if it is determined that the entity is not in compliance after the first review,
the team will notify the reporting jurisdiction and assist the jurisdiction with issuance of a Notice of
Violation. The methodology for issuing a Notice of Violation is provided below.
Complaint Review Methodology
Step 1: Schedule Complaint Review with Noncompliant Entity
Complaint Reviews will be conducted on an as -needed basis dependent on when complaints are
received. Staff will be readily available to receive complaints and will schedule an inspection to check
for compliance in response to a complaint within five (5) business days of receipt of Complaint Form.
We recommend that Complaint Forms be received by the jurisdiction and forwarded to us in real time
or at an interval that is appropriate for agency staff.
Alternatively, the City may choose to set up a joint email account for the receipt of complaints for the
service areas covered by this engagement. In this case, the team would monitor emails and respond
directly to Complaint Form senders within five (5) business days to confirm receipt and course of
action, and additionally schedule an inspection within five (5) business days of receipt of Complaint
Form.
Step 2: Conduct Complaint Review Inspection
The team will conduct an in-person Complaint Review inspection within 90 days of receiving a written
complaint. The team will utilize a data program tracking software, such as Careit, to conduct the
Complaint Review and will also keep a paper record of the Inspection Report. We will use the
Inspection Report and Careit to conduct the in-person review and will reference the details of the
Complaint Form received, paying particular notice to specific actions the entity may be in violation
of.
Step 3: Record Complaint Review Inspection Results / Follow-up
Within 90 days of receipt of a complaint that would constitute a violation of SB 1383 requirements,
the consultant team will notify the complainant of the results of their complaint, if contact information
is available. The team will follow a similar methodology as the Inspection Review on the prior page
for assessing compliance with all SB 1383 requirements and follow-up (dependent on
compliance/noncompliance), as necessary.
Data Tracking
One potential approach to managing account information, compliance levels, and other relevant data
necessary as part of this Task is for the team to utilize a software program like Careit. With this
specific tool, the team would create an account for each Tier 1 and Tier 2 generator — and food
recovery service/organization — as information becomes available during the Inspection Reviews and
identification of generators. Each entity account on Careit would be easily accessible by both
consultant staff, jurisdiction staff (if so desired) and the entity (both commercial food generators and
food recovery services/organizations). The consultant team would record applicable data onto the user
account to indicate when the inspection was conducted, user information such as whether they have
a written food donation contract in place, compliance status, whether educational information was
provided, follow-up communication needed, complaints received and the results of such Complaint
Reviews, Notice of Violation(s) issued, and/or whether penalties have been assessed. The Careit
system specifically is compatible with other data management tracking software that some
jurisdictions in SGVCOG may already be using (such as Recyclist).
The consultant team would be available to provide entities with a deep level of technical assistance
on this platform, particularly during the initial years of this engagement, with the goal of creating a
built -out database for each individual entity to log their own data over time that can be easily
monitored by the jurisdiction or consultant. Consultant staff will also be available to provide direct
assistance to entities in setting up their account, tracking data, and to input an entities' compliance
information on behalf of the entity under this project.
As outlined in Section 18995.4, inspections to be conducted do not include an evaluation of whether
prohibited container contaminants have been placed in a collection container, as prohibited in Section
18984.5 nor does it include an evaluation of organic waste generators compliance as required by
Section 18984.9. The project team is available to assist in conducting reviews and inspections for
compliance with the stated sections above, if SGVCOG so chooses such services are necessary, at an
additional cost.
Deliverables:
• A copy of Inspection Reviews and Complaint Reviews — provided after each inspection
round - beginning in 2023 at the start of inspections, which may include, but is not limited
to:
— The total number of inspections conducted, categorized by type of entity.
— The total number complaints received, categorized by type of entity.
Records will be provided to SGVCOG annually in a format that meets the needs of the
Implementation Record described in Section 18995.2.
Phase II Subregional Food Hub Development
TASK 3: PROJECT MANAGEMENT
Task 3.1— Project Management Meetings
Monthly thirty -minute project team meetings, regular phone and e-mail correspondence, and other
communications with the SGVCOG to ensure that the tasks listed in this SOW stay on schedule and
within budget. The first meeting will serve as the kickoff meeting to review the scope, schedule,
project goals, and key issues.
Deliverables:
• Meeting notifications, agendas, and notes.
Task 3.2 — Meetings with Participating Cities
The SGVCOG shall facilitate meetings with the representatives of participating cities to provide key
project updates. These meetings can also be used to obtain feedback and input on key discussions.
Deliverables:
• Meeting notifications, agendas, notes, presentations, and other relevant drafts and
documents.
TASK 4: SUBREGIONAL FOOD RECOVERY HUBS
Task 4.1 - Development of Subregional Food Hubs
The SGVCOG and Consultant shall develop and implement a process to identify food recovery
organizations (FROs) to serve as regional hubs. The Consultant shall assist the SGVCOG in
evaluating these food recovery organizations to select approximately three food recovery
organizations to serve as regional hubs. The Consultant shall work with the SGVCOG and the selected
food recovery organizations to evaluate their current capacity and determine what would be required
to help increase their capacity in order to serve as a regional hub. The Consultant shall evaluate
elements including but not limited to the following:
• Food supply chain transportation and logistics;
• Existing network;
• Storage capacity and handling capabilities;,
• Equipment; and
• Personnel needs.
The Consultant shall provide as -needed technical assistance to the SGVCOG and the food recovery
organization, as directed by the SGVCOG, to help identify and secure the resources required to
establish the FROs as regional food recovery hubs. This could include but is not limited to
recommending specific equipment and storage, staffing needs, expansion of the food distribution
network, and approaches for maximizing food supply chain transportation and logistics. The
SGVCOG shall support the development of the selected subregional food recovery hubs, such as
purchasing equipment and/or covering staff costs. Funding to support the hubs can be used to support
the following:
• Equipment and Supplies (i.e., pallet jack, refrigeration, shelving, vehicles)
• Facility (i.e., improvements to accommodate equipment)
• Staff Salaries
• Technology (i.e., computers, software, apps)
• Training (i.e., safe food handling certifications)
Ownership of equipment purchased by the SGVCOG will be transferred to a participating city by
separate agreement, if such equipment were purchased using CalRecycle's SB 1383 Local Assistance
Grant funds.2
After the food recovery hubs are established, the Consultant shall provide ongoing technical
assistance, as requested by the SGVCOG, to facilitate the success of the food recovery hubs. As part
of the Consultant's technical assistance, the Consultant shall assist on an as -needed basis in
facilitating workshops with the selected hubs, FROs, and edible food generators to promote network
building and provide a forum to share best practices and resources.
Deliverables:
• Subregional food hubs application
• Presentation outlining support provided to selected food recovery organizations
• Monthly report summarizing technical assistance provided
• Progress updates on capacity expansion efforts at monthly meetings.
TASK 5: PUBLIC OUTREACH
Task 5.1 - Outreach and Education Plan
The SGVCOG shall expand on the existing comprehensive outreach and education campaign for
participating cities' Tier 1 and Tier 2 edible food waste generators and stakeholder groups and specify
plans and schedules. The outreach and education plan shall include, but is not limited to, the
following:
• Workshops, such as educational workshops for edible food generators and food recovery
organizations,
• Social media campaigns, and
• Mailer/flyer mailing campaigns for participating cities throughout the duration of this project. All
materials must be provided in English, Chinese (Traditional), Spanish, and Vietnamese.
Deliverables:
• Outreach and education campaign plan; copies of outreach and education materials
BUDGET AND SCHEDULE
The budget to complete the Tasks is shown in Table 2. Utilizing information provided by the City, 30
Tier 1 EFGs, 38 Tier 2 EFGs, and 6 FROs were estimated. If a different number of EFGs and/or FROs
are identified through the course of the program, the budget will be adjusted accordingly. For
budgeting purposes, the number of inspections in 2023 will include one visit per Tier I EEG.
Beginning in 2024, both Tier I and Tier II EFGs will receive one inspection each. The FROs will also
each be inspected once per year.
The SGVCOG's 5% project management fee is also included in the budget. The project management
services include:
Z Per CalRecycle's SB 1383 Local Assistance Grant Program (FY 21-22) guidelines, equipment must be owned by a
participating city, but can be leased at no cost for grant implementation purposes.
• Coordinating meetings and communication with participating cities
• Overseeing consultant work
• Tracking program budget
• Monitoring, amending, and enforcing contracts
• Accounting and invoicing
Table 2. Budget
Task
Description
2023
2024
1
Project Management
$2,162
$2,162
2
Inspection Program
$21,780
$46,114
3-5
Subregional Hub Development
$10,500
SUB -TOTAL
$34,442
$48,276
SGVCOG Project Management Fee (5%)
$1,722
$2,414
TOTAL
$36,164
$50,690
$86,854