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Scope of Work Rubberized Asphalt Concrete and Civil Engineering

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Scope of Work Rubberized Asphalt Concrete and Civil Engineering

    Board Meeting Agenda: 4

    March 15-16, 2005 Attachment: 1 (Revised)

    California Integrated Waste Management Board

    SCOPE OF WORK

    Rubberized Asphalt Concrete and Civil Engineering Product

    Recycled-Content Materials Marketing

    I. INTRODUCTION/OBJECTIVES

    This contract is an important part of the Board’s new direction for the delivery of Rubberized Asphalt Concrete (RAC) Program services aimed at increasing the use of

    RAC essential to achieving the California Integrated Waste Management Board’s vision

    of a zero waste California, building on the waste diversion success of local jurisdictions under the Integrated Waste Management Act of 1989. Through this contract the Board

    will hire a public relations affairs firm to support the work of the Board’s staff to promote products derived from materials diverted from the California waste streamincluding, but not limited to, rubberized asphalt concrete (RAC), other rubber-based civil

    engineering products, compost and mulch products, and recycled aggregateby developing and coordinate conducting a systematic marketing effort directed at State and

    local decision-makers with the influence to increase the use of these products within their

    jurisdiction. RAC paving in California road projects as well as the use of other waste-tire products in civil engineering applications. The selected contractor will be assisted by and coordinate the activities of the RAC Technology Centers and the RAC engineering and

    technical assistance contractor in implementing the marketing effort.

    II. WORK TO BE PERFORMED

    1. Conduct research.

    2. Development of marketing materials.

    3. Research and inventory pending State and local construction projects where recycled-

    content materials could be used. RAC and other rubber-based civil engineering

    products can be utilized.

    4. Direct implementation of the marketing campaign. Implement RAC and civil

    engineering product marketing strategy to target agencies/jurisdictions. 5. Track measurement indicators to judge the effectiveness of the marketing strategy.

    6. Provide regular reports to the Board on the success of this effort.

    III. TASKS IDENTIFIED

    Conduct Research

    Identify the receptivity of and likely motivators for local government to adopt green

    procurement practices. Research may include, but not be limited to, secondary research

    and focus groups with local elected officials and other decision-makers who could influence the increased use of recycled-content materials by local agencies.

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    Board Meeting Agenda: 4

    March 15-16, 2005 Attachment: 1 (Revised)

Develop Marketing Materials

    Develop, with support and assistance from the RAC Technology Centers, RAC

    engineering technical expert (contractors), and Board staff, a marketing materials kit to support the outreach effort. The marketing materials kit may include, but is not limited to,

    the following items: brochures, fact sheets, and videos demonstrating the successful

    application of RAC and civil engineering projects using tire-derived materials. will identify the environmental, economic, and social benefits of using specific recycled-

    content materialsincluding, but not limited to, RAC, other rubber-based civil

    engineering products, compost and mulch products, and recycled aggregate and demonstrate their successful use in California.

    Inventory Potential Projects

    In collaboration with the RAC Technology Centers, identify planned Identify State and local projectssuch as, but not limited to, paving, and road construction, projects, engineered fill, and park development and improvementpending in FY 05/06 and 06/07

    that could be candidates for RAC paving and other tire-based civil engineering uses where recycled-content materials could be used. The inventory will identify include the following information for each project: jurisdiction, location, budget, estimated

    construction schedule, and size of projects [by number of Passenger Tire Equivalents

    (PTE) diverted] anticipated start date, and estimated amount of specific recycled-content

    materials that could be incorporated in the project. Contractor will solicit the assistance

    of organizations entities such as the League of California Cities, the California State

    Association of Counties, the American Public Works Association, the University of

    California and California State University system. and UC campus environmental and

    transportation departments and institutes.

    Identify Target Jurisdictions/Projects

    With input from Board staff, develop a prioritized listing of target agencies, jurisdictions,

    and projects that will be the focus of the marketing effort.

    Plan and Budget

    Develop a marketing plan, schedule and budget for outreach activities to the target

    agencies and local jurisdictions. The plan will include recommended meetings with

    elected officials and other decision makers, presentations to City Councils and County

    Boards of Supervisors, and participation in regional and statewide meetings and

    expositions where local decision makers may be in attendance. The plan will include a

    description of consider and describe the role of the all potential participants in the

    marketing effort, including Integrated Waste Management Board’s Members and staff, other Board-managed resources (e.g., RAC technical expert contractor and the Northern

    and Southern RAC Technology Centers), and local opinion leaders on recycled-content

    materials use in the marketing effort.

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    Board Meeting Agenda: 4

    March 15-16, 2005 Attachment: 1 (Revised)

Implementation

    Implement the marketing plan in collaboration with Board staff, the Board’s RAC

    technical expert contractor, and the RAC Technology Centers, as needed. Contractor will

    Serve as the project director marketing effort, coordinating the all participants’ activities of these partners in the to ensure a cohesive program that makes efficient use of resources

    in the implementation of the marketing plan.

    Measurement

    Measure the success of the marketing effort by tracking the use of specific recycled-

    content materials in projects within targeted jurisdictions, and the development of State

    and local agency recycled-content materials use policies and requirements. With assistance from the RAC Technology Centers, benchmark and track specific

    indicators as measures of the project's effectiveness and recommend appropriate

    adjustments to the marketing strategy to maximize results. Possible indicators include,

    but are not limited to:

    ? Number of road and/or lane miles paved with RAC,

    ? Number of jurisdictions adopting RAC into their paving programs for the

    first time,

    ? Increased RAC use by jurisdictions previously using RAC,

    ? Number of civil engineering product (CEP) projects, and

    ? Number of passenger tire equivalents (PTE) used in RAC and/or CEP projects.

    Reporting

    Every three months, contractor shall provide a written report tracking project

    implementation and success.

    Every six (6) months, contractor shall make a presentation to the Board and/or Special

    Waste Committee summarizing project activities and developments.

    A Final Report shall be provided at the completion of the project (24 months).

    IV. CONTRACT/TASK TIME FRAME

    It is anticipated that this contract will be awarded in June 2005 and expire in May 2007.

    V. COPYRIGHT PROVISION

    The contractor shall establish for the Board good title in all copyrightable and

    trademarkable materials developed as a result of this Scope of Work. Such title shall

    include exclusive copyrights and trademarks in the name of the State of California,

    California Integrated Waste Management Board.

     - 3 -

    Board Meeting Agenda: 4

    March 15-16, 2005 Attachment: 1 (Revised)

    VI. CALIFORNIA WASTE TIRES

    Unless otherwise provided for in this Scope of Work, in the event the contractor and/or

    subcontractor(s) purchases waste tires or waste-tire derived products for the performance

    of this Scope of Work, only California waste tires and California waste tire-derived

    products shall be used. As a condition of payment under the agreement, the contractor

    shall be required to provide documentation substantiating the source of the tire materials

    used during the performance of this Scope of Work to the contract manager.

    VII. WASTE REDUCTION AND RECYCLED-CONTENT PRODUCT

     PROCUREMENT

    In the performance of this Agreement, Contractor shall use recycled content, used or

    reusable products, and practice other waste reduction measures where feasible and

    appropriate.

    Recycled Content Products: All products purchased and charged/billed to the CIWMB to

    fulfill the requirements of this contract shall be Recycled Content Products (RCPs), or

    used (reused, remanufactured, refurbished) products. All RCPs purchased or

    charged/billed to the CIWMB to fulfill the requirements of the contract shall have both

    the total recycled-content (TRC) and the postconsumer content (PC) clearly identified on

    the products. Specific requirements for the aforementioned purchases and identification

    are discussed in the Terms and Conditions of the Contractual Agreement under Recycled-

    Content Product Purchasing and Certification.

    The Contractor should, at a minimum, ensure that the following issues are addressed, as

    applicable to the services provided:

     A. WRITTEN DOCUMENT PROVISION

    All documents and/or reports drafted for publication by or for the Board in

    accordance with this contract shall adhere to the Board’s Guidelines for

    Preparing CIWMB Reports (available upon request) and shall be reviewed by the

    Board’s Contract Manager in consultation with one of the Board’s editors.

    In addition, these documents and/or reports shall be printed double-sided on one

    hundred percent (100%) recycled-content paper (except for pages that contain

    full-color photographs or other ink-dense graphics, which may be printed on

    photographic paper). The paper should identify the postconsumer recycled

    content of the paper (i.e., “printed on 100% postconsumer paper”). When

    applicable, the contractor shall provide the contract manager with an electronic

    copy of the document and/or report for the Board’s uses.

    To the greatest extent possible, soy ink instead of petroleum-based inks should be

    used to print all documents.

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    Board Meeting Agenda: 4

    March 15-16, 2005 Attachment: 1 (Revised)

     B. CONFERENCING PROVISION

The contractor shall take any and all steps necessary to make sure that the event is

    a model for future recycling, waste prevention, diversion, buy recycled, and waste

    management events.

    Paper Products: All paper products used to fulfill the requirements of this

    contract (nametags, badges, letters, envelopes, brochures, etc) must contain at

    least 30% post-consumer recycled content fiber.

    Re-usable Cups, Plates & Utensils: To the greatest extent possible, use re-usable/washable utensils, dishes, tableware, etc., rather than single-use disposable

    products.

    Leftover Food/Beverages: All leftover food and/or beverages associated with the event will be donated to an established food donation outlet. Arrangements for

    the donation must be made prior to the date of the event. CIWMB staff will assist

    the contractor in identifying these donation outlets, if needed.

    Recycling/Composting: Arrangements must be made with the venue, sponsor, or by contract, to provide adequate collection bins for recyclables, organics (food

    waste) or biodegradable materials, and trash (non-recyclables). The bins should

    contain at least 30% post-consumer plastic. In addition, the contractor shall work

    with the venue and/or sponsors to maximize diversion of the discarded materials.

    Soy-based Printing Ink: To the greatest extent possible, soy ink instead of petroleum-based inks should be used to print all documents needed for the event.

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