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HomeMy WebLinkAboutUpper White River Watershed Alliance/ENG/68,000 -- s U- - I p ,� p Upper White River Watershed Alliance `IAV� �F,J�I// PO Box 2065 Upper white Rivet Watershed Alliance Indianapolis, IN 46206-2065 PARTNERING TO PROTECT THE WHITE RIVER www.uwrwa.org Professional Services Letter Agreement eios, February 6, 2013 ¢g 1l At 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 Upper White River Watershed Alliance (herein referred to as the UWRWA)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 UWRWA are not intended and do not substitute for the City of Carmel's responsibility to meet their applicable permit requirements for these MCMs. However, the UWRWA 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 UWRWA's contracted professionals. Most, if not all services should be performed by UWRWA contracted professionals under this agreement unless otherwise specifically committed to within subsequent committee meetings. Products produced as part of the Regional MS4 Education and Involvement Program funded by this Letter Agreement will be the property of the UWRWA, and therefore its members including the City of Carmel. This Agreement will terminate on December 31, 2013. If available funds within each category have not been fully utilized by this date, the funds will be forwarded to the next year and a subsequent agreement will be negotiated among the participating MS4s as to how the money should be allocated. If the participating MS4 opts out of the program for any reason, funds will be forfeited to the UWRWA. Fees will not be prorated within the calendar year or refundable. Participating MS4s have a right to products for as long as they have an active agreement with the UWRWA or the funds from a previous agreement are spent. The Agreement can be renewed with amended deliverables througout the year and in subsequent years. At the time of this letter, the regional program is expected to garner financial commitments totaling $68,000. This amount includes program fees from participating MS4, existing grants, and sponsorship contributions. As other MS4s join this regional effort over the course of the year, their funds will 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 at-large UWRWA members as appropriate. This committee will meet as needed throughout 2013, but no less than quarterly. The 2013 Program may evolve based on the advancement of partnerships and complementary programs, such as the Alliance's 319 grant or the Clear Choices Clean Water Sponsorship program. As the UWRWA's MS4 Public Education and Public 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 outlined tasks) 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 UWRWA's 2013 program will provide the following within the designated timeframe: DEVELOPMENT OF EDUCATIONAL OUTREACH STRATEGIES FOR FORMAL AND INFORMAL EDUCATION SETTINGS Budget for Item 1: $7000 Item 1A: Identify key contacts (active science teachers, green or biology club leaders, etc.) across all school districts (where possible) and meet with them as one or two groups (via a discussion-style meeting format)to seek guidance/input for our efforts/program going forward. Delivery: Key contacts identified and list of suggested approaches for future efforts by August 2013. Item 1B: Create field trip station activity(s) for parks or other youth partners. Delivery: May 2013 for use in summer and fall programming DEVELOPMENT OF 'TRAINED INDIVIDUAL' CERTIFICATION PROGRAM Budget for Item 2: $11,000 Item 2A: Meet with SWAC, INAFSM, IDEM to gather information, identify areas of crossover, determine best practices from existing models, and cultivate support for a statewide certification program (not administered by IDEM). Delivery: May 2013 Item 28: Develop workshop elements and create/organize potential course content Delivery: October 2013 Item 2C: Audience research Build database of contacts and potential audiences for'Trained Individual'certification workshops. Delivery: December 2013 COMMUNICATIONS FOR CLEAR CHOICES CLEAN WATER Budget for Item 3: $30,200 Item 3A: Radio buys Online radio advertising will be purchased to raise awareness of the program and drive public to the website. At the point of this Letter Agreement, commitments to the exact amount and type of radio advertising to be purchased cannot be made — air time schedule, frequency, and channels will be determined with input from the Committee. Delivery: Throughout 2013 and finishing no later than November 2013 Item 38: Prepared ('canned') messaging for MS4s Author short topical articles and Facebook posts for local incorporation into municipal website 'news rooms', community newsletters, HOAs for inclusion in newsletters, and Facebook pages, etc. Four articles and at least 24 Facebook posts will be provided throughout the year. Coordinator will follow up with individual MS4 coordinators and/or their public outreach colleagues to ensure materials are used/useful. Delivery: Articles - Quarterly, with final article November 2013. Facebook posts - Posted biweekly or more frequently to stormwater resource page. Item 3C:Actively maintain CCCW Facebook page Post weekly to CCCW Facebook page and to UWRWA's Facebook page when there is relevant crossover. Explore and begin using other complementary social media mechanisms. Such mechanisms will be determined upon conversations with our active M54s and review of current and upcoming social media alternatives. Delivery: Weekly throughout the year,to end December 2013. Item 3D: Repurpose 2012 billboards into posters Delivery: March 2013 MATERIAL COORDINATION &DEVELOPMENT Budget for Item 4: $19,800 Item 4A: Develop packet for teachers, students, and children at events to take home to reinforce CCCW messages and encourage parents to pledge. Packets may potentially include CCCW postcard, pet waste bag holder, native seed packet, water facts sheet, stickers, crossword puzzle, etc. Exact contents of the packets to be determined in conjunction with research on best approaches (See Item 1A). Delivery: May 2013 for use in summer and fall programming Item 4B: Create and develop table top display Work with exhibit design firm to create portable display of storm drain. Display will help public understand what can/can't go into a storm drain and where a storm drain pipe outlets. Delivery: Target is June 2013; however, at the time of this Letter Agreement, it is unknown how long it may take to produce this type of display. Item 4C: Committee coordination and authorship of a final report documenting program deliverables and program impacts. Delivery: December 2013 ADDITIONAL SERVICES INCLUDED AS PART OF UWRWA MEMBERSHIP Budget for Items 5-9: No fee since items funded via dues Item 5: Promotion of local events to larger audiences via the UWRWA's various communication mechanisms. Items 6: Grant writing and sponsorship/partnership development; including use of not-for-profit status for grants. Item 7: Materials, tools, studies, and resources developed as part of grants, committee work, and activities or research with partners. Item 8: M54s will be provided notice and opportunities to coordinate local efforts with the White River Festival. Item 9: MS4s will be provided up to 25 Clear Choices posters to place in community gathering places. Posters will include a QR code for smart phone users. The City of Carmel, having paid the fees outlined in Attachment A of this letter to compensate for time and material resources associated with the above listed Items, therefore maintains active membership in the Upper White River Watershed Alliance through payment of Alliance dues. The Upper White River Watershed Alliance continues to strive to deliver a comprehensive, nationally recognized public education program. To do so, we must expand upon our existing accomplishments: deepen our understanding of specific audiences and identify the messages and mechanisms to best reach them,take the time to research and lay the groundwork for the much-needed 'Trained Individual' workshops, and strategically cultivate new partners for an expansion of Clear Choices Clean Water. 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 Upper White River Watershed Stakeholders. Sincerely, Heather Bacher,Treasurer Upper White River Watershed Alliance Signature of Participating MS4 Title Printed Name Date ATTACHMENT A COORDINATED MS4 PROGRAM FEES-YEAR 5 (2013) County/MS4 in Upper white River Watershed Population(from MCM 1&2 Program Cost of UWRWA Total Financial Census website) Fee(pop.based) Membership Commitment Parker City(2010) 1,419 1000 $500 $1,500 Brooklyn(2010) 1,598 1000 $500 $1,500 Plainfield Correctional Facility(2010) 1,631 1000 $500 $1,500 Daleville(2010) 1,642 1000 $500 $1,500 Arcadia(2010) 1,666 1000 $500 $1,500 Southport(2010) 1,712 1000 $500 $1,500 Edgewood(2010) 1,913 1000 $500 $1,500 Tri County(reported via MS4) 2,000 1000 $500 $1,500 Ingalls(2010) 2,394 1000 $500 $1,500 Chesterfield(2010) 2,547 1000 $500 $1,500 Pittsboro(2010) 2,928 1000 $500 $1,500 Pendleton Correctional Facility,Correctional Industr Pal 3,343 1000 $500 $1,500 Facility(2010) Fortville(2010) 3,929 1000 $500 $1,500 Bargersville(2010)-total 4,013 1000 $500 51,500 Bargersville(2010)-in UW shed 62% 2,488 Pendleton(2010) 4,253 1000 $500 $1,500 McCordsville(2010) 4,797 1000 $500 $1,500 Cicero(2010) 4,812 1000 $500 $1,500 Alexandria(2010) 5,145 3000 $1,000 $4,000 Cumberland.(2010) 5,169 3000 $1,000 $4,000 Danville(2010)-total 9,001 3000 $1,000 $4,000 Danville(2010)-.in UW shed 91% 8,191 Mooresville(2010) 9,326 3000 $1,000 $4,000 Yorktown(2010) 9,405 3000 $1,000 54,000 Speedway(2010) 11,812 3000 51,000 $4,000 Martinsville(2010) 11,828 3000 $1,000 $4,000 Avon•(2010) 12,446 3000 $1,000 $4,000 Bee<h Grove•(2010) 14,192 3000 $1,000 $4,000 Brownsburg(2010) 21,285 6000 $1,000 $7,000 Ball State University(2010) 23,083 6000 $1,000 $7,000 Boone County(2010) 23,616 6000 $1,000 $7,000 Zionsville 24,334 6000 $1,000 $7,000 Plainfield(2010) 27,631 6000 $1,000 $7,000 Westfield(2010) 30,068 6000 $1,000 $7,000 Hamilton County(2010) 30,069 6000 $1,000 $7,000 Hancock County(2010) 31,953 6000 $1,000 $7,000 Delaware County(Ivy Tech State College)(2010) 32,564 6000 $1,000 $7,000 Lawrence(2010) 46,001 6000 $1,000 $7,000 Morgan County(2010) 46,142 6000 $1,000 57,000 Johnson County(2010) 46,705 6000 $1,000 $7,000 Greenwood(2010)-total 49,791 9,000 $1,000 $10,000 Greenwood(2010)-in UW shed 67% 33,360 Monroe County(2010) 50,993 9,000 $1,000 $10,000 Noblesville(2010) 51,969 9,000 $1,000 $10,000 Anderson(Anderson University)(2010) 56,129 9,000 $1,000 $10,000 Madison County(2010) 59,255 9,000 $1,000 $10,000 Hendricks County(2010) 68,939 9,000 $1,000 $10,000 Muncie(2010) 70,085 9,000 $1,000 $10,000 Fishers(2010) 76,794 9,000 $1,000 $10,000 Carmel(2010) 79,191 9,000 $1,000 $10,000 is a o 11 P it 0L0 829,718 55,000 $5,000 $60,000 Potential Totals $252,000 $43,500 $295,500 MCM 1&2 Program Cost of UWRWA Total Financial Fee(pop.based) Membership Commitment Population<5000 1000 $500 $1,500 Population 5.000-15.000 3000 $1,000 $4,000 Population 15.001 -50.000 6000 51,000 $7,000 Population 50001 -100000 9,000 $1,000 $10,000 Population-10(001'-250000 15,000 $2,000 $17,000 Population 250,001-500.000 40,000 $5,000 $45,000 :0t a ow>5,O1)00 55,000 $5,000 $60,000 NOTE: County populations calculated by excluding other permitted M54s in the count Upper-.White River Watershed Alliance Engineering-2013 Appropriation#211-4462838: P.O.# Contract Not To Exceed $10.000.00 Approved and Adopted this OW-day of j� , 20 / '2. CITY OF CARMEL, INDIANA v By and through its Board of Public Works and Safety BY: i Janes 'rainard, Presiding i r Date: )71/ ' 4.„/A.,-ua.- Mary nn Burke, 54ember Date. - S -/3 Lori S. l on, Member Date: V67/3 ATTEST: Diana Cordray, IMCA, Clerk-Treasurer Date: nVUmpprl■ne data•tlwnV.AN■ UnNTd Svcs&Cants S.ellnpn�ngV4PIWAVRWA-Nolt .snl5n :0.d.9/:100B-1 IoI PM)