Project Description
In cooperation with Solano-Napa Builders' Exchange (SNBE), reformed, expanded, and
promoted NapaMax (its local materials exchange program)
to improve the program's effectiveness. Developed and
supported a new, Web-based system (www.napamax.org) with extensive outreach and
technical assistance to solicit listings from the entire Solano-Napa region.
In March of 2002, the City of Napa and the California Integrated Waste Management
Board entered into an agreement for work proposed by the City in its application
for a third cycle Reuse Assistance Grant. The City of Napa's Waste
Reduction/Recycling Coordinator (WRRC), Kevin Miller, described the work as 28
tasks, listing them in the "Work Statement." He revised the Work
Statement on February 2, 2002 and again on May 6, 2002 in collaboration with the
CIWMB grant administrator to clarify changes to the schedule and use of funding.
The City has since made substantial progress toward completing the tasks
according to the revised schedule. The following narrative describes the status
of work undertaken between August 1, 2002 and January 31, 2003.
The steps required to accomplish their project are as follows:
Task 1: Report to City Council, Obtain Fund Allocation. (3/1/02 to
3/8/02)
The City Waste Reduction/Recycling Coordinator (WRRC) prepared the required
reports in late February of 2002. The City Council approved allocation of the
requested funds in March 2002. This task is 100 percent complete.
Task 2: Prepare RFP for Software Development, Site Maintenance. (3/1/02
to 3/22/02)
City Recycling Division staff, in cooperation with the City Information
Technology (IT) Division staff and Web design consultants, conducted an informal
"concept review and comment period" during which it received input
from several consultant teams specializing in Web site design. Staff found this
step invaluable toward developing a formal scope of work, but, recognized that
the work required far more staff time than anticipated, especially the
Information time. City staff drafted and revised the RFP from April 2002 through
early June 2002. The Recycling Division staff then completed and released the
RFP on June 17, 2002. This task is 100 percent complete.
Task 3: Accept and Review Bids, Select Contractor. (4/19/02 to
5/1/02)
Four qualified Web design consulting firms submitted proposals for the Web
site development work by the submittal deadline of June 24, 2002. The City will
make copies of the proposals available to the CIWMB staff upon request. City staff reviewed the proposals and selected a preferred contractor on
Thursday, June 27, 2002. It selected the Napa-based Web site design firm,
Genacom, to develop the Web site. This task is 100 percent complete.
Task 4: Prepare Contract for Site Design Set-Up and Maintenance. (5/1/02
to 5/15/02)
The City WRRC, IT staff, and City Attorney's Office worked in cooperation
with the consultants to develop the final contract for Web site development. The
contract was signed on July 10, 2002. This task is 100 percent complete.
Task 5: Develop, Create, and Test Web Site. (6/15/02 to 3/1/04)
The consultant team has developed several versions of the website to date
with format that accommodates an in-depth monitoring system. Genacom also
trained five staff members from the City and County on basic HTML to enable them
to revise content and listings directly to the Web site. Genacom refined the site
with respect to linkages and subjected it to a battery of tests using sample
listings.
Genacom personnel continues to develop descriptive text on several pages of
the site and refine language that discloses the type and extent of transaction
that has occurred through contacts and "exchanges." The contractor has
developed a more e-mail driven format that alerts users to problems,
instructions, and notice of potential matching parties. The City made the site
available for use on November 1, 2002. Since then, Genecom has continued
to respond to input received from City agency personnel and members of the
general public by making improvements to the text, format, and configuration of
the various Web pages comprising NapaMAX. This task is 90 percent complete.
Task 6.1: Host and Maintain Web Site. (6/15/02 to 3/1/04)
Members of the City IT Division staff analyzed the project to determine the
best approach to eventual management of the new website. After reviewing bids
and selecting the contractor for website design, the City determined that it
could host and maintain the site in-house at less than the budgeted amount of
funds. The WRRC determined that the budgeted amount for this task exceeded the
need by $6,260.00. After discussing the issue with the CIWMB grant
administrator, he prepared a budget revision to reflect a reallocation of the
excess funds for the website design work described in Task 1. The revised budget
is dated May 6, 2002.
The City IT Division staff started to host and manage the Web site after the Genacom consultant team had completed testing of the initial testing of the
site. The IT staff began work on this task on November 1, 2002. The City has found the work consistent with the existing scope of work for
its IT staff. The WRRC has arranged with the CIWMB grant manager to list the
value of the City IT staff time (calculated as the average monthly cost of the
competitive proposals previously received for the work) as a matching fund
expenditure for this task. This task is 80 percent complete.
Task 6.2: Reformat and Reconfigure the Content and Features of the Site.
The City has found over the last several months that refinement of the
Web site requires extensive testing, review, and amendment. Staff and
consultants have come upon unforeseeable obstacles, as well as unsuspected
opportunities for site improvements, since many of its features are unusual,
even to experts in the field of Web design. City staff is proud of the
progress being made on the evolving NapaMax.
The City has solicited a proposal from Genecom to refine the
functionality of the site and expand its capabilities and use. Genecom has
proposed to reformat and reconfigure several site features including e-mail
notifications, registration, and graphic displays.
The City WRRC has discussed with the CIWMB grant administrator a revision
to the project budget that would allocate funding for the Genecom work,
while leaving the total grant and matching budget figures unchanged. The
City IT Staff time for site hosting (Task 6.1) would be covered as a
matching contribution while site reformatting, reconfiguration and marketing
(Tasks 6.2 and 14.3) would be paid for by grant funds. This task has not yet been started.
Task 7: Review, Prepare, and Post Listings.
The City WRRC began the process of reviewing, approving, and posting
listings on November 1, 2002. He continues to monitor activity and gather
data on contacts and matches in collaboration with the Genecom consulting
team. This task is 65 percent complete.
Task 8: Monitor and Gather Data on Listings and Material Quantities.
City staff and consultants continue to receive data from site users
principally through the questionnaire posted on the site. Users have
provided their opinions on the site's value and ease of use. The City WRRC
continues to gather this input for use in the project evaluation. The task is 65 percent complete.
Task 9: Provide Technical Assistance to SNBE Members.
The City WRRC has found it challenging, due to the complexity and
on-going nature of the site development work, to provide instruction for Web
site use to SNBE staff—work that will necessarily precede the SNBE-sponsored
technical assistance activities. The SNBE staff has therefore delayed plans
to teach its members how to use NapaMax. The City WRRC plans to hold
preliminary instructional workshops with SNBE staff in September of 2003 so
that the SNBE can begin its member assistance efforts. This task has not yet been started.
Task 10: Develop and Design and Layout of Flyers.
The City Waste Reduction and Recycling Coordinator developed an initial
design and layout for flyers in November of 2002. He continues to update and
improve the flyer design. Another version will be finalized and used during
the last reporting period of 2003-2004. This task is 75 percent complete.
Task 11: Purchase Paper for Flyers.
The City experienced some minor delays in the preliminary steps of Web
site design, which made it necessary for the WRRC to reschedule the
production of the introductory flyers.
The WRRC has purchased paper for all flyers he has produced thus far but
has used it at the City office, instead of supplying it to the SNBE. He
opted to produce the flyers in-house, mainly due to the delay of outreach
activities for the SNBE. This task is 75 percent complete.
Tasks 12.1-12.2: Use Machine to Copy Flyers and Fold Them.
The City WRRC copied and folded the flyers at the City office in Napa
instead of having the work conducted by the SNBE in Solano County. The labor
is therefore shown as a City WRRC activity in the revised work statement and
budget.
The use of the City machines for copying is now listed as an in-kind
contribution in the project budget.
The City WRRC needed to suspend flyer production for two quarters, due to
delays in development of the site. He then doubled the production of flyers
during the following two quarters in an effort to follow substantially the
original project timeline. These tasks are 75 percent complete.
Task 13.1: Prepare Mailing of Flyers to SNBE List.
The City delayed this activity when it suspended its training and
collaborations with SNBE staff. The WRRC will assist SNBE staff with
implementation of this activity during the last two quarters of the grant
period.
The project budget has been revised to reflect reduced expenditures due
to the shortened period for this task. This task has not yet been started.
Task 13.2: Pay Postage for Mailing Flyers to SNBE List.
This activity was delayed for the reasons described above.
The project budget has been revised to reflect reduced expenditures
resulting from the shortened period for this task. This task has not yet been started.
Task 14.1: Place Ad for SNBE Newsletter.
The City suspended its efforts to collaborate with the SNBE for the
reasons described above.
The project budget has been revised to reflect reduced expenditures
resulting from the shortened period for this task.
Task 14.2: Newsletter Ad Runs Cost.
The City suspended its efforts to collaborate with the SNBE for the
reasons described above.
The project budget has been revised to reflect reduced expenditures
resulting from the shortened period for this task.
Task 15.1: Distribute Flyer to Agencies, Institutions, and Businesses.
The WRRC targeted mainly Napa County area public agencies, businesses
and institutions in its flyer distributions. The City WRRC plans to continue
to distribute flyers to the drop-off locations. This task is 75 percent complete.
Task 15.2: E-mail Flyers to Agencies, Institutions and Businesses.
The City WRRC was able to use a local business association e-mail list
for this outreach activity. He therefore amended the project work statement
and budget to reflect the elimination of postage costs. This task is 75 percent complete.
Task 16: Prepare No Cost PSAs and Listings.
The WRRC worked with representatives of the local press and radio to
prepare appropriate messages for introducing the new web site. He scheduled
the introductory messages to be run at the beginning of November of 2002 and
scheduled others for periodic runs throughout the grant project calendar.
Preliminary results of monitoring suggest that the publicity has been
effective in generating additional interest in the NapaMax site. The City is
interested in testing and investigating preferred methods of outreach for
the program through additional PSA's and other listings. This task is 75 percent complete.
Task 17: Arrange for Radio and Newspaper Advertisements.
The WRRC worked with representatives of the local press and radio to
prepare appropriate messages for introducing the new Web site. He scheduled
the introductory messages to be run at the beginning of November, 2002 and
scheduled others for periodic runs throughout the grant project calendar. This task is 75 percent complete.
Task 18: Purchase Ads in the Business Times.
The WRRC worked with representatives of the Business Times to prepare
appropriate messages for introducing and then promoting the new Web site. He
scheduled the introductory and intermediate messages to run from November of
2002 through August of 2003. He has scheduled others for run during the
remainder of the grant project calendar. This task is 75 percent complete.
Task 19: Purchase Ads on KVON Radio.
The WRRC worked with representatives of KVON Radio to prepare
appropriate messages for introducing and then promoting the new Web site. He
scheduled the introductory and intermediate messages to run from November of
2002 through August of 2003. He has scheduled others to run throughout the
remainder of the grant project calendar. This task is 75 percent complete.
Task 20: Purchase Ads on KUIC Radio.
The WRRC worked with representatives of KVON Radio to prepare
appropriate messages for introducing and then promoting the new Web site. ;He
scheduled the introductory and intermediate messages to run from November of
2002 through August of 2003. He has scheduled others for run throughout the
remainder of the grant project calendar. This task is 75 percent complete.
Task 21: Purchase Runs of Flyers in Napa Chamber of Commerce "Hot
Sheets."
The WRRC worked with representatives of the Napa Chamber of Commerce to
prepare appropriate messages for introducing and then promoting the new Web
site. He scheduled the introductory and intermediate messages to appear on
the "hot sheets" from November of 2002 through August of 2003. He has
scheduled others for run throughout the remainder of the grant project
calendar. This task is 75 percent complete.
Task 22: Prepare Reports and Pay Requests.
The City hired a consulting firm to monitor and report on the
project. The first report was prepared in August of 2002, the second in
February of 2003, and the third in August of 2003. The company will continue
to assist the City to complete Tasks 8, 22, 23, and 24. This task is 60 percent complete.
Task 23: Compile Data, Ascertain Project Results.
The City's consultant and staff interns will compile and assess the
accumulated program data in February of 2003 prior to preparation of the
final report. This task has not yet been started.
Task 24: Prepare Final Report, Present to CIWMB.
The City's consultant and staff assistants will, after compiling and
assessing program data, prepare the final report to meet all grant program
requirements by March of 2004. This task has not yet been started.
Anticipated Accomplishments Over the Next Reporting Period:
The City WRRC fully intends to accomplish all tasks according to the
detail provided above. The City's main objectives for this project over the
next six months are:
- Train SNBE staff on the use of the NapaMax site.
- Provide outreach to those on the SNBE member list.
- Prepare and distribute quarterly advertising.
- Refine the look and features of the Web site.
- Continue Web site hosting and monitoring.
- Prepare the final assessment, progress report, and payment request.
*Permission was obtained from grant recipient to publish project profile.
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