MARYLAND DEPARTMENT OF THE ENVIRONMENT
Land Management Administration  Waste Diversion and Utilization Program
1800 Washington Boulevard  Suite 610  Baltimore, Maryland 21230-1719
410-537-3314  800-633-6101 x3314  www.mde.maryland.gov
ATTACHMENT A
Scope of Work
Maryland Electronics Collection and Recycling Program - Municipality
Introduction
Many counties and municipalities elect to separately collect and manage electronic goods to
prevent their introduction into the solid waste stream. This not only saves valuable landfill
capacity, but also protects public health and the environment from the potential effects of
harmful metals and chemicals that may leach from electronics.
To assist in the collection and recycling of covered electronic devices (CED), including desktop
personal computers, laptop computers, computer monitors, and certain video display devices, the
Maryland Department of the Environment (MDE) is making grants available through the
Statewide Electronics Recycling Program to counties that have addressed methods for the
separate collection and recycling of CEDs in their solid waste management plans and to
municipalities for local electronics recycling programs. MDE will enter into an Interagency
Agreement (IAA) with each county or municipality that is awarded a grant under the Statewide
Electronics Recycling Program in FY 2014. This Scope of Work is an integral part of the IAA
and is hereby made a part of and expressly incorporated into the IAA as Attachment A.
Objective
Under the provisions of the Statewide Computer Recycling Pilot Program, MDE plans to
provide, upon grant award, grants of up to $15,000 to municipalities that submit qualifying grant
applications to implement local electronics recycling programs. Grant awards in FY 2014 will
be for a period beginning on the date MDE executes the IAA and ending on March 31, 2015,
with the possibility of not more than one six (6) month extension. These grants will be awarded
based, in part, upon available funding, the existence of a current electronics recycling program,
proposal for a new program, scope of covered electronic devices (as defined in the Statewide
Electronics Recycling Program Law) managed by the grant proposal, financial need, and
likelihood of success in increasing electronics recycling, as determined by MDE through its
review of the Scopes of Work and Workplans submitted by counties and municipalities. The
objective of these grants is to increase recycling of electronics by residents. The objective of
these grants is to increase recycling of electronics by residents.
MDE Staff Responsibilities
MDE shall:
1. Review, within 30 calendar days, grant applications and Scopes of Work and Workplans
submitted by municipalities.
2. Award grants based on a number of criteria, including, but not limited to, amount of money
available through the State Recycling Trust Fund; the type of CEDs (as defined in the
Statewide Electronics Recycling Program Law) to be collected and recycled in the Scope of
Date: April 24, 2014
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3.
4.
5.
6.
7.
8.
9.
Work and Workplan; the existence of a current municipality electronics recycling program;
the scope and extent of a proposed new program; financial need, including per capita income;
potential for the proposal to make a significant improvement in an existing program; and
potential of the program to increase recycling of electronics by residents.
Issue a Notice to Proceed on approved grant proposals.
Reimburse the Municipality twice during the grant term for eligible actual costs incurred in
implementing the Workplan up to the pre-approved amount of the awarded grant upon
receipt of invoices and related documentation and deliverables in accordance with paragraph
2 of the IAA.
Inform the Municipality of any problems with invoices and provide an opportunity for the
Municipality to correct any deficiencies.
Have the right to conduct random audits of Municipality records relating to contractor(s) and
subcontractor(s) activities, invoices, and contract documents; facilities associated with the
grant; project personnel timesheets, work logs, contracts, and salary schedules; equipment
and materials receipts; and any other documents or information needed to determine
compliance with the grant.
Have the right to withhold payment for any work that was not performed adequately, or for
an invoice containing a discrepancy or inconsistency in the billing amount, or for incomplete
or insufficient backup documentation or deliverables. MDE agrees to work with the
Municipality to obtain resolution and send a written explanation for the denial to the
Municipality.
Designate a representative to resolve any disputes regarding work performance or invoice
discrepancies.
Refer any persistent problems with Municipality invoices to the representative identified in
the IAA for review. MDE may refer matters to the MDE Internal Audit Services unit, which
may take further action.
Participating Municipality Responsibilities
The Municipality shall:
1. Provide a detailed Workplan for the proposed electronics recycling program to be
administered and implemented by the grant including, but not limited to: a description of the
current or proposed Municipality electronics recycling program; the location of the proposed
grant activity; any costs to residents; types of electronics to be collected and recycled;
equipment to be purchased; personnel salary costs; contractual services; supplies and
materials; types of advertising and costs of advertising; and the time period covered by the
grant. Upon grant award and acceptance by MDE of a proposed Workplan, the Workplan
shall become a part of the IAA as Attachment B.
2. Specify in the grant application/Scope of Work/Workplan the amount of the grant
request and the minimum amount of money needed for implementing the project.
3. Pay all costs related to the activities in the proposed project upfront prior to seeking
reimbursement from MDE; proposed costs related to capital improvements will be evaluated
on a case-by-case basis and may be considered for payment by MDE upfront.
4. Submit reimbursement requests to MDE a maximum of once every six (6) months from the
start of the grant period. The final reimbursement request and invoice shall be due no later
than thirty (30) days after the end of the grant period.
Date: April 24, 2014
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5. Submit the following required documentation and deliverables to MDE in connection with
the submission of an invoice:
a. A copy of the IAA, including the approved Scope of Work, Workplan, and budget
detail;
b. A status report, and all associated deliverables, for the period covered by the invoice,
which shall detail the following: a comparison of actual costs incurred compared to
the amount originally granted; details of activities undertaken; the total weight of
CEDs collected during the period; the weight by category of the disposition of CEDs
collected (i.e., reused, recycled, disposed); and who managed the disposition of the
materials collected, including the names and addresses of contractors and
subcontractors who handled the disposition ; and
c. A detailed invoice, on Municipality letterhead, that breaks down expenditures by
approved budget categories (see “Invoice Summary Section” at the end of Item 5.c. of
this paragraph for a list of approved categories). MDE should be able to verify the
individual budget category totals from the backup documentation submitted. The
invoice should include the Municipality federal ID number, invoice number, and
address for reimbursement. The following should also be submitted with the invoice:
 Copies of all contractor and subcontractor invoices and proof of payment
itemizing and detailing costs incurred for the project; copies will be retained by
MDE for audit purposes.
 A schedule or salary allocation for all personnel costs; the Municipality and all
subcontractors must provide other evidence of manpower expenses, including
timesheets, for the period of the grant so that MDE can verify personnel costs.
 All receipts and proofs of payment for costs for which the Municipality is seeking
reimbursement from the grant, including, without limitation, all receipts and
proofs of payment for equipment purchases, and any other receipts and proofs of
payment required by MDE.
 Detailed cost breakdown (e.g., crane rental @ $50/hour for 5 hours = $250 or
crane rental @ $250/day for 1 day = $250; in both cases, reporting simply “crane
$250” will be deemed insufficient) and proof of payment for rental equipment or
services.
 An explanation of expenditures identified in a non-budgeted category.
 Other support documentation necessary to justify that grant commitments have
been satisfied and to support the line item totals in the invoice.
Invoice Summary Section
Description
Salaries, Wages
Tech & Spec Fees
Communications
Travel
Fuel & Utilities
Motor Vehicle Op
Contractual Services
Supplies & Materials
Equipment
Grants, Subsidies
Date: April 24, 2014
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Approved Budget
This Invoice
Invoiced YTD
Balance
$
$
$
$
$
$
$
$
$
$
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Fixed Charges
Land & Structures
Indirect
$
$
$
Total
$
6. Retain and maintain all records and documents relating to the grant for five years after final
payment by MDE or for any other applicable statute of limitations, whichever is longer.
7. Make available for inspection upon request by MDE or its authorized representative(s) all
records relating to the grant; promptly grant access to Municipality facilities to MDE or its
authorized representative(s) for review of documents, to obtain information, and to conduct
interviews of Municipality personnel.
8. Accept payment by MDE twice during the grant term in accordance with the terms of the
grant, without charging for lateness in payment by MDE.
9. Submit a written justification in response to any charges that have been denied by MDE.
10. Designate a representative to resolve any disputes regarding work performance or invoice
discrepancies.
11. Submit a final report to MDE within 45 days after the end of the grant period detailing:
final costs; a comparison of final costs incurred compared to the amount originally granted ;
details of activities undertaken; the total weight of CEDs collected during the grant period;
the weight by category of the final disposition of CEDs collected (i.e., reused, recycled,
disposed); and who managed the materials collected, including the names and addresses of
contractors and subcontractors who handled the disposition; and a comparison of tonnages
collected under the grant to tonnages collected in the period immediately preceding the start
of the grant (same timeframe). Payment of the final invoice shall be withheld until the final
report is received and accepted by MDE.
Workplan (Attachment B)
The Municipality shall provide a Workplan as part of its grant application, which shall provide at
least the detail stated in paragraph 1 under Participating Municipality Responsibilities above.
Additional details are welcome and encouraged as they will provide greater clarity as MDE
evaluates grant applications and determines grant awards. Upon grant award to a Municipality,
the Workplan submitted by the Municipality and accepted by MDE shall be a part of and
incorporated into the IAA as Attachment B.
Date: April 24, 2014
TTY Users: 800-735-2258
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