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2000 - San Gabriel Valley Council of Gov. - SGV Regional Food Recovery ProgramMEMORANDUM 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 25t1i, 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 (Lara, 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. 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. IL 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. III. 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: 1596561.1 • 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. III. 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 Managers. 1. For the purposes of this MOA, SGVCOG designates the following individual 1596561.1 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 Party. 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 Party 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 Parry will provide a written notice of such Default and thirty (30) days to cure the Default. In the event that the defaulting Parry 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 Parry, 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 Parry 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 Party and shall promptly update the other Party 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 mbolgerna,sgvcog org with a copy to: Marisa Creter Executive Director 1333 S. Mayflower Ave., Suite 360 Monrovia, CA 91016 (626) 457-1800 mcreter@sgycog 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 Party 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 Parry, and that by doing so said Party 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. tures. 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: 9 &� Ben Kim City Manager Date: 7 �i ATTEST: Ericka Hernandez City Clerk //...t n • ••T NOR 1596561.1 FOR THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS: Executive Director Date: g%7)3 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 1st 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 SGV COG 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, ifSGVCOG 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 I 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 EFG. 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: 2 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