Common use of Initial Mailing Clause in Contracts

Initial Mailing. On or before the Commencement Date Contractor shall prepare and release a 2637 City-approved initial mailing (via Bulk Mail – Postal Customer Local) to residents and businesses 2638 explaining any changes to existing Collection programs and any new programs. 2639 C. Community Picnic. No less than two months prior to the Commencement Date, Contractor shall 2640 organize and host a community picnic at a location within the City, to be mutually agreed upon 2641 by City and Contractor. Contractor shall utilize the picnic as an opportunity to meet members of 2642 the community and to introduce new service options. 2644 A. General. The public education and outreach activities referenced herein are further described in 2645 the Diversion Plan contained in Exhibit B (Final Approved Plans). Contractor’s public education 2646 and outreach strategy shall focus on improving Service Recipients’ understanding of the benefits 2647 of and opportunities for Source Reduction, Reuse, Recycling and Composting. Contractor shall 2648 prepare and distribute public education materials to Service Recipients in Service Area four 2649 times during each year of this Agreement on a schedule approved by the City. The materials 2650 shall be designed to address specific Collection needs or problems. The materials shall be 2651 printed in English, Spanish, and other languages specified by City. The materials shall be 2652 professionally printed on paper stock with not less than fifty percent (50%) recycled paper 2653 content including at least ten percent (10%) post-consumer recycled paper content. Contractor 2654 shall provide camera-ready copy to City for City's review and approval prior to printing and 2655 distribution. Any promotional materials or news releases developed for Contractor's own use 2656 shall be developed at Contractor's sole cost and expense. Contractor shall obtain City's written 2657 approval of the materials prior to printing or distributing the materials. 2658 B. Website. Contractor shall develop a comprehensive website specific to City which fully explains 2659 and effectively promotes the Diversion options offered to its Service Recipients. The website 2660 shall contain the full approved Maximum Rates schedule as well as any other information that 2661 may be helpful to City and Service Recipients in meeting City’s Diversion goals. 2662 C. HHW Education. Contractor shall develop and implement a public education program designed 2663 to educate Generators regarding proper methods of recognizing, handling and disposing of 2664 HHW. 2665 D. Multi-Family Residential and Commercial Technical Assistance. Contractor shall develop and 2666 implement a comprehensive technical assistance program designed to provide targeted 2667 education and Diversion assistance to Multi-Family Residential and Commercial customers. Such 2668 program shall include at a minimum, dedicated Contractor employee time, program promotion 2669 and outreach, customer service level audits, customer site assessments and reporting. 2670 E. School Programs. Contractor shall develop a program to educate and engage students at 2671 schools located within the City. The program shall include, at a minimum, assembly 2672 presentations, classroom projects, field trip opportunities, a high school internship program, and 2673 educational resources (e.g., lesson plans regarding sustainability, online resources) for 2674 educators. 2675 4.6.3 Non-Collection Notice‌ 2676 On or before the Commencement Date of this Agreement Contractor shall have developed and begun 2677 utilizing City-approved Non-Collection Notices as provided in Article 3. The notices shall be a least two 2678 inches by six inches in size and shall have the capability of making instant copies from the original at the 2679 spot of non-collection (e.g. carbonless copy paper). 2680 4.6.4 Diversion Coordinators‌ 2681 Contractor shall employ a minimum of two full-time employees designated as Diversion Coordinators to 2682 assist Service Recipients in Diverting the maximum amount of Solid Waste from the landfill. Diversion 2683 Coordinators shall serve as the Contractor’s exclusive technical assistance representatives to assist 2684 Multi-Family and Commercial Service Recipients with selecting service levels to meet their Solid Waste, 2685 Recyclables, and Compostables (including Yard Trimmings) Collection needs. 2686 Diversion Coordinators will, at a minimum conduct the following activities: 1) perform waste and route 2687 audits; 2) assist Multi-Family and Commercial customers in determining the number and size of each 2688 such customer’s Containers, frequency of Collection; 3) assist Multi-Family Property owners and 2689 managers in becoming aware of, and in scheduling on-call per-unit Bulky Goods Collections; 4) conduct 2690 at least one (1) annual meeting with each property manager/owner; 5) conduct annual on-site 2691 assessments of the Multi-Family and Commercial premises to improve Recyclables and Compostables 2692 Collection program participation, and improve set-outs including reducing Contamination; 6) educate 2693 Multi-Family and Commercial Customers regarding the mandatory Recycling requirements of AB 341 2694 and City ordinance; 7) notifying noncompliant Multi-Family and Commercial Customers at least semi- 2695 annually; 8) perform other outreach activities such as conducting training workshops, visiting business 2696 association meetings and performing school outreach upon reasonable prior request by City; and 9) 2697 report on the above activities as required in Section 4.3. 2698 City shall have the right to hire, and deduct from the monthly payment to Contractor, the costs of one or 2699 both of the Diversion Coordinators should either position be vacant for 30 calendar days or should the 2700 City determine, in its sole discretion, that Contractor’s Diversion efforts are not adequate or effective; 2701 provided, however, that the amount of this deduction shall not exceed Contractor’s actual costs 2702 associated with each such position as established by the position’s salary and benefits during the most 2703 recent three month period. Any such costs shall be deemed an Eligible Expense.

Initial Mailing. On or before the Commencement Date Contractor shall prepare and release a 2637 2489 City-approved initial mailing (via Bulk Mail – Postal Customer Local) to residents and businesses 2638 2490 explaining any changes to existing Collection programs and any new programs. 2639 C. Community Picnic. No less than two months prior to the Commencement Date, Contractor shall 2640 organize and host a community picnic at a location within the City, to be mutually agreed upon 2641 by City and Contractor. Contractor shall utilize the picnic as an opportunity to meet members of 2642 the community and to introduce new service options. 2644 2491 4.6.2 Ongoing Public Education‌ 2492 A. General. The public education and outreach activities referenced herein are further described in 2645 2493 the Diversion Plan contained in Exhibit B (Final Approved Plans). Contractor’s public education 2646 2494 and outreach strategy shall focus on improving Service Recipients’ understanding of the benefits 2647 2495 of and opportunities for Source Reduction, Reuse, Recycling and Composting. Contractor shall 2648 2496 prepare and distribute public education materials to Service Recipients in Service Area four 2649 2497 times during each year of this Agreement on a schedule approved by the City. The materials 2650 2498 shall be designed to address specific Collection needs or problems. The materials shall be 2651 2499 printed in English, Spanish, and other languages specified by City. The materials shall be 2652 2500 professionally printed on paper stock with not less than fifty percent (50%) recycled paper 2653 2501 content including at least ten percent (10%) post-consumer recycled paper content. Contractor 2654 2502 shall provide camera-ready copy to City for City's review and approval prior to printing and 2655 2503 distribution. Any promotional materials or news releases developed for Contractor's own use 2656 2504 shall be developed at Contractor's sole cost and expense. Contractor shall obtain City's written 2657 2505 approval of the materials prior to printing or distributing the materials. 2658 2506 B. Website. Contractor shall develop a comprehensive website specific to City which fully explains 2659 2507 and effectively promotes the Diversion options offered to its Service Recipients. The website 2660 2508 shall contain the full approved Maximum Rates schedule as well as any other information that 2661 2509 may be helpful to City and Service Recipients in meeting City’s Diversion goals. 2662 2510 C. HHW Education. Contractor shall develop and implement a public education program designed 2663 2511 to educate Generators regarding proper methods of recognizing, handling and disposing of 2664 2512 HHW. 2665 2513 D. Multi-Family Residential and Commercial Technical Assistance. Contractor shall develop and 2666 2514 implement a comprehensive technical assistance program designed to provide targeted 2667 2515 education and Diversion assistance to Multi-Family Residential and Commercial customers. Such 2668 2516 program shall include at a minimum, dedicated Contractor employee time, program promotion 2669 2517 and outreach, customer service level audits, customer site assessments and reporting. 2670 E. School Programs. Contractor shall develop a program to educate and engage students at 2671 schools located within the City. The program shall include, at a minimum, assembly 2672 presentations, classroom projects, field trip opportunities, a high school internship program, and 2673 educational resources (e.g., lesson plans regarding sustainability, online resources) for 2674 educators. 2675 4.6.3 Non-Collection Notice‌ 2676 On or before the Commencement Date of this Agreement Contractor shall have developed and begun 2677 utilizing City-approved Non-Collection Notices as provided in Article 3. The notices shall be a least two 2678 inches by six inches in size and shall have the capability of making instant copies from the original at the 2679 spot of non-collection (e.g. carbonless copy paper). 2680 4.6.4 Diversion Coordinators‌ 2681 Contractor shall employ a minimum of two full-time employees designated as Diversion Coordinators to 2682 assist Service Recipients in Diverting the maximum amount of Solid Waste from the landfill. Diversion 2683 Coordinators shall serve as the Contractor’s exclusive technical assistance representatives to assist 2684 Multi-Family and Commercial Service Recipients with selecting service levels to meet their Solid Waste, 2685 Recyclables, and Compostables (including Yard Trimmings) Collection needs. 2686 Diversion Coordinators will, at a minimum conduct the following activities: 1) perform waste and route 2687 audits; 2) assist Multi-Family and Commercial customers in determining the number and size of each 2688 such customer’s Containers, frequency of Collection; 3) assist Multi-Family Property owners and 2689 managers in becoming aware of, and in scheduling on-call per-unit Bulky Goods Collections; 4) conduct 2690 at least one (1) annual meeting with each property manager/owner; 5) conduct annual on-site 2691 assessments of the Multi-Family and Commercial premises to improve Recyclables and Compostables 2692 Collection program participation, and improve set-outs including reducing Contamination; 6) educate 2693 Multi-Family and Commercial Customers regarding the mandatory Recycling requirements of AB 341 2694 and City ordinance; 7) notifying noncompliant Multi-Family and Commercial Customers at least semi- 2695 annually; 8) perform other outreach activities such as conducting training workshops, visiting business 2696 association meetings and performing school outreach upon reasonable prior request by City; and 9) 2697 report on the above activities as required in Section 4.3. 2698 City shall have the right to hire, and deduct from the monthly payment to Contractor, the costs of one or 2699 both of the Diversion Coordinators should either position be vacant for 30 calendar days or should the 2700 City determine, in its sole discretion, that Contractor’s Diversion efforts are not adequate or effective; 2701 provided, however, that the amount of this deduction shall not exceed Contractor’s actual costs 2702 associated with each such position as established by the position’s salary and benefits during the most 2703 recent three month period. Any such costs shall be deemed an Eligible Expense.