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Home My WebLink About321918 02/13/18 CITY OF CARMEL, INDIANA VENDOR: 369149 ONE CIVIC SQUARE WHITE RIVER ALLIANCE CHECK AMOUNT: $****10,000.00* ;. =q CARMEL, INDIANA 46032 1052 WOODLAWN AVENUE CHECK NUMBER: 321918 INDIANAPOLIS IN 46203 CHECK DATE: 02/13/18 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 211 4462838 10,000.00 WRA2018MS4001 VOUCHER NO. WARRANT NO. Prescribed by State Board of Accounts City Form No.201(Rev.1995) vendor# 369149 ALLOWED 20 ACCOUNTS PAYABLE VOUCHER WHITE RIVER ALLIANCE IN SUM OF$ CITY OF CARMEL 1052 WOODLAW N AVENUE An invoice or bill to be properly itemized must show:kind of service,where performed,dates service rendered,by whom,rates per day,number of hours,rate per hour,number of units,price per unit,etc. INDIANAPOLIS, IN 46203 Payee $10,000.00 ON ACCOUNT OF APPROPRIATION FOR Purchase Order# Engineering Terms Date Due PO# ACCT# DATE INVOICE# DESCRIPTION DEPT# INVOICE# Fund# AMOUNT Board Members DEPT# FUND# (or note attached invoice(s)or bill(s)) AMOUNT WRA2018_MS4_0 44-628.38 $10,000.00 1 hereby certify that the attached invoice(s),or 1/3/18 WRA2018_MS4_0 2018 Upper White Membership and MS4 $10,000.00 01 01 Program Dues 2200 211 bill(s)is(are)true and correct and that the 2200 211 materials or services itemized thereon for which charge is made were ordered and received except Tuesday, February 06,2018 Jeremy Kashman Director I hereby certify that the attached invoice(s),or bill(s),is(are)true and correct and I have audited same in accordance with IC 5-11-10-1.6 ,20 Cost distribution ledger classification if claim paid motor vehicle highway fund. Clerk-Treasurer Ny to 2838 nr�iTERnrER,Fu wuc>� INVOICE 'f02 Woodtavm Afire Date Invoice# WHITE RIV R 1/3/2018 W RA2018_MS4_001 ALLIANCE LLL CE a xthewhiteriveralliar% Terms Due Date Upon Receipt Bill To: John Thomas City of Carmel One Civic Square Carmel,IN 46032 Total Billed to Description Value Date Due 2018 Upper White Membership Dues $1,000.00 2018 Regional MS4 Program Dues $9,000.00 CURRENT TOTAL $10,000.00 PREVIOUS BALANCE TOTAL BALANCE DUE $10,000.00 TKANIL`OW, White River Alliance WHITE v E R 1052 Woodlawn Ave. Indianapolis, IN 46203 ALLIANCEwww.thewhiteriveralliance.org January 3,2018 John Thomas City of Carmel One Civic Square Carmel, IN 46032 RE: Regional MS4 Public Education and Public Involvement Program Dear Mr.Thomas, This Professional Services Letter will serve as a written understanding of the services to be provided by the White River Alliance (herein referred to as the Alliance)to the City of Carmel in support of the City of Carmel's MS4 permit requirements for Minimum Control Measures(MCMs)1 and 2, Public Education and Public Involvement(in accordance with 327 IAC 15-13(Rule 13)). Services provided by the Alliance are not intended to and do not substitute for the City of Carmel's responsibility to meet its applicable permit requirements for these MCMs. However, the Alliance's services are intended to greatly benefit the City of Carmel in meeting these requirements. Services will supplement your local program and help leverage other participating MS4 resources for implementation of a complementary regional program. Services will be performed by the Alliance's contracted professionals. Most, if not all services will be performed by Alliance-contracted professionals under this agreement unless otherwise specifically discussed and agreed to during a routine Alliance Education Committee meeting. This Agreement will terminate on December 31, 2018. If available funds within each category have not been fully utilized by this date,the funds will be forwarded to the next year's budget and a subsequent agreement will be negotiated among the participating MS4s as to how the money should be allocated. If a participating MS4 opts out of the program for any reason, funds will be forfeited to the Alliance. Fees will not be prorated within the calendar year or refundable. Participating MS4s have a right to use products for as long as they have an active agreement with the Alliance or the funds from a previous agreement are spent. The Agreement can be renewed with amended deliverables throughout the year and in subsequent years as new programming and/or funding opportunities arise. At the time of this letter, the regional program is expected to garner financial commitments and revenue totaling$66,265. This amount includes program fees from participating MS4s and anticipated registration fees and sponsorships from training workshops. A few other key sponsorship requests are pending that if secured would add additional deliverables to the annual program. As other MS4s join this regional effort over the course of the year, their funds will also be used to help increase services and/or products, or expand the reach of program delivery into other MS4 jurisdictions. Decisions and recommendations regarding the development of materials, messaging, and overall program direction will be led by a committee of participating MS4 representatives(including the City of Carmel)and other It's Our Water at-large Alliance members as appropriate. This Education Committee will meet as needed throughout 2018, but no less than quarterly. The 2018 Program may evolve based on the advancement of partnerships and complementary programs, such as the Clear Choices Clean Water Sponsorship program. As the Alliance's MS4 Public Education and Involvement Program evolves throughout the year, adjustments to the exact allocation of funds spent on individual tasks may need to shift. Any adjustments will require future discussion with committee members. Decisions about adjustments(shifts of funds between tasks outlined below) will be made by a simple majority of members present at the appropriate Education Committee meeting. At least 30 days' notice will be provided to members of any meetings that involve budget adjustment discussions. At a minimum,the Alliance's 2018 Regional MS4 Public Education and Public Involvement Program will provide the following tasks within the designated timeframe: COORDINATE AND DELIVER 2018 TRAINED INDIVIDUAL CONTRACTORS WORKSHOP Budget for Item 1: $18,950 Activities include material program updates and routine communications; follow-up with participants, certification and database management (exam grading, database entry, etc.); and early coordination of the 2019 workshop. Delivery: March 31,2018 COORDINATE AND DELIVER 2018 HOA/LANDSCAPER MANAGEMENT COMPANY TRAINING PROGRAM Budget for Item 2: $21,500 Activities include program updates such as refining program content and development of new materials; participant advertisement, follow-up, and routine communications; integrated outreach with HOA organizations and professional landscape organizations. Delivery: December 31,2018 ADVANCE CLEAR CHOICES CLEAN WATER ENGAGEMENT Budget for Item 3: $13,500 Activities will include continued coordination with key partners such as DNR, Conner Prairie, KIB/KNB, etc. Am Water, other large public institutions, libraries, etc.; provide tangible outreach materials to relevant venues; launch and promote Tree Stewardship pledge campaign; conduct one-on-one site visits and integration of CCCW with each MS4's website,social media,and PR departments. Delivery:Ongoing throughout 2018 BROAD PUBLIC OUTREACH Budget for Item 4: $2,500 Activities will include producing regular stormwater-related social media posts, event announcements, etc. to CCCW and WRA Facebook page, Twitter, Instagram, and YouTube accounts; deliver State of the Waters presentations to broad target audiences and local MS4 requested audiences; develop design updates and determine associated budget for storm drain model. Delivery: Ongoing throughout 2018 Itsour water PROGRAM COORDINATION Budget for Item 5: $9,815 Activities will include Education Committee meeting coordination,final report,and year-end planning. Delivery: Ongoing throughout 2018 ADDITIONAL SERVICES INCLUDED AS PART OF ALLIANCE MEMBERSHIP Budget for Items 6-10: No fee since items funded via dues Item 6: Promotion of local events to larger audiences via the Alliance's various communication mechanisms. Items 7: Grant writing and sponsorship/partnership development; including use of not-for-profit status for grants. Item 8: Materials,tools,studies, and resources developed as part of grants,committee work,and activities or research with partners. Item 9: MS4s will be provided notice and opportunities to coordinate their local efforts with the White River Alliance Events,including the White River Festival Item 10: MS4s will have the opportunity to request assistance from coordination staff in the purchase of additional products and services a la carte(via separate agreement),to include area-specific walkable maps,table top storm drain model,Clear Choices promotional materials,and event staffing. The City of Carmel,having paid the fees outlined below in Table 1 of this letter to compensate for time and material resources associated with the above listed Items,therefore maintains active membership in the White River Alliance through payment of Alliance dues. Table 1:Coordinated MS4 Program Fees-Year 10(2018) MCM 1&2 Program Cost of UWRWA Total Financial Fee(pop.based) Membership Commitment Population �SQQQ 1000 $500 $1,500 Popufatign 5,000 15,000 y° 3000 $1,000 $4,000 Population 15;00{ -5Q,Q00 6000 $1,000 $7,000 P0p6latiog50,001 100,000 9,000 $1,000 $10,000 Poputatton 100;401 250;000 15,000 $2,000 $17,000 Populatian.250001, 500,000 40,000 $5,000 $45,000 Papula >500OfI0 55,000 $5,000 $60,000 1't'9 our Aster The White River Alliance continues to deliver a comprehensive, nationally recognized public education program. To do so, we must expand upon our existing accomplishments: avail ourselves of promising but underutilized local outreach opportunities, continue to develop and build support and advance the'Trained Individual' program and landscaping/HOA workshop, expand our relationships with communities groups such as the Scouts, and capitalize on newly developed pledge campaigns by identifying partner organizations and new target audiences through whom we can extend our Clear Choices pledge messages. As we do so, we will look to our local partners such as the City of Carmel to help us understand the needs of their specific local audiences, and will rely on them to ensure local implementation of the program's projects. Thank you for your vision and collaboration as we work to make notable strides in water quality in central Indiana through planning,education and awareness! We look forward to delivering a great program and growing our partnership with the City of Carmel and other key White River Watershed stakeholders. Sincerely, Alex Umlauf,Treasurer White River Alliance gnature of Participating MS4 Title Printed Name Date I "s Our Water