HomeMy WebLinkAbout022712_ca06
c.<iN--- Consent Agenda
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~1jJ!.-~\ JEFFERSON COUNTY PUBLIC HEALTH
i!i..~~~' 615 Sheridan Street. Port Townsend' Washington' 98368
-- www.JeffersoncountypubDchealth.org
January 10, 2012
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of County Commissioners
Philip Morley, County Administrator
FROM:
Jean Baldwin, Director
Michael Dawson, Water Quality Program Lead
DATE:
'Feb(LALLr'f ;)./, dOl d..
Agenda Item - Hood Canal Clean Water Project, #G0800055,
Amendment #3 with Department of Ecology; October 29,2007 - May
31, 2012; de-obligation of funds total -$24,000 (Includes DOE 75%
match)
SUBJECT:
STATEMENT OF ISSUE:
Jefferson County Public Health, Water Quality DivisIon, requests Board approval of the Hood Canal Clean
Water Project, #G0800055, Amendment #3 with Department of Ecology; October 29, 2007 - May 31, 2012;
de-obligation of funds total -$24,000 (Includes DOE 75% match)
ANALYSIS/STRATEGIC GOALS/PRO'S and ~N'S:
With this amendment the dellverables related to sanitary surveys have been adjusted to better reflect the
conditions found In the project area whIch Includes a large number of vacation homes not frequently
occupied. In addition, the value of the outreach and education component of the surveys has been
affirmed In the new wording of the survey deliverable. The anticipated reduced number of completed
surveys Is reflected In a de-obllgatlon of 4 percent of total funds of the budget In the corresponding tasks.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This amendment adjusts the budget to reflect current spending rates. DOE has de-obligated $18,000 of the
original Department of Ecol~s share, which Is a net loss that does not reflect the match. Including
match, the budget has been adjusted for to a total of $24,000 which does Include Department of Ecology's
75% match.
COMMUNITY HEALTH
DEVELOPMENTAl DISABILITIES
MAIN: (360) 385-9400
FAX: (360) 385-9401
PUBLIC HEALTH
AlWAYS WoRlllRG FOR A SAFER AND
HWTHIER COMMUNITY
E~RONMENTAlHEALTH
WATER QUAlITY
MAIN: (360) 385-9444
FAX: (360) 379-4487
-"
Consent Agenda
REC.oMMENDATION:
JCPH management request approval of the Hood Canal Clean Water Project, #G0800055, Amendment #3
with Department of Ecology; October 29, 2007 - May 31, 2012; de-obligation of funds total -$24,000
(Indudes DOE 75% match)
tor
2-I/~1
Date ~
(Routed to all Public Health Managers)
DEPARTMENT OF
ECOLOGY
State of WashIngton
'_.
AMENDMENT NO.3
TO GRANT AGREEMENT NO. 00800055
BETWEEN THE
STAl'E OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
~"~"~~C, ffiFFERSGNCOUNTYl!lJBl,ICHEAL1H c _ ,~.,~c--c"--c
PURPOSE: To amend the above-referenced grant agreement between the Department of
Ecology [DEPARTMENT] and Jefferson County Public Health [RECIPIENT] for the Hood
Canal Clean Water Project. This amendment is needed to adjust the budget to reflect current
spending mtes and modify the scope to clarify work on sanitary surveys.
IT IS MUTUALLY AGREED that the grant agreement is amended as follows:
The following will be deleted:
Part II. Post Proiect Assessment
C. Water Quality Outcomes:
l. Conduct sanitary surveys of900 Hood Canal parcels within 500 feet of
shoreline.
Part V. Scope of Work
Task 3 - Sanitary Survevs/Pollution Identification and Correction
R~~uiu,d l'\;;rll:l111nUl\'l::--'~' ~"__c_~~ c_~~_c - .-.----
1. Conduct sanitary surveys on approximately 900 OSSs in the project area
by January 31, 2012.
The following will be added:
Part II. Post Proiect Assessment
C. Water Quality Outcomes:
c l. Sanitary surveys on all Hood Canal parcels within 500 feet of shoreline.
This includes surveys attempted where homeowner is either not home or
where multiple attempts to contact the homeowner result in leaving or
, mailing a flyer and the homeowner still does not respond.
Jefferson County Public Health
Hood Canal Clean Water Project
Page 2
Part V. Scope of Work
Task 3 - Sanitary SurvevsIPollution Identification and Correction
E. Required Performance:
I. RECIPIENT will attempt sanitary surveys on all OSSs within 500 feet of
Hood Canal within the project area by January 31, 2012.
The project budget is modified as follows:
TaSk Elements-- - ~,-_.- ---> .c ___.___~_~__07' .
Task 1 - Pro' ect AdministrationlManagement
Task 2 - Shoreline Surv and Water Quali Anal
Task 3 - Pollution Identification and Correction
Task 4 - Public Outreach and Education
Total:
Currenta-udget .c
$45,469
$202,652
$264,859
$66,549
*$579,529
Amended B et
$45,469
$191,985
$258,191
$59,883
*$555,529
* The DEPARTMENT's Fiscal Office will track to the Total Eligible Project Cost.
With this amendment $18,000 of the original DEPARTMENT share is being deobligated.
FURTHER, the effective date of this amendment will be the effective date of the original
AGREEMENT, October 29,2007.
Except as expressly provided by this amendment, all other terms and conditions of the original
grant agreement and all amendments remain in full force and effect.
IN WITNESS WHEREOF: the parties have signed this amendment.
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STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
JEFFERSON COUNTY PUBLIC HEALTH
KELLY SUSEWIND, P.E., P.G. DATE
WATER QUALITY PROGRAM MANAGER
JOHN AUSTIN DATE
CHAIR, BOARD OF COUNTY COMMISSIONERS
APPROVED AS TO FORM ONLY
ASSISTANT ATTORNEY GENERAL
(Revised 05/05/09)
Approved as to form only:
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DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO. 2
TO GRANT AGREEMENT NO. G0800055
BETWEEN THE
STATE OF W ASIDNGTON DEPARTMENT OF ECOLOGY
AND
ffiFFERSON COUNTY PUBLIC HEALTH
PURPOSE: To amend the above-referenced grant agreement between the Department of Ecology
[DEPARTMENT] and Jefferson County Public Health [RECIPIENT] for the Hood Canal Clean Water
Project. This amendment is needed to include federally required language in the agreement
IT IS MUTUALLY AGREED that the grant agreement is amended as follows:
1. Subsection B ofPar! VI. Snecial Terms and Conditions (Certification Regarding Suspension,
Debarment, and other Responsibility Matters) is deleted and replaced with the following:
B. Certification Regarding Susnension. Debarment Ineligibility Or V oluntarv Exclusion:
1. The RECIPIENT/CONTRACTOR, by signing this agreement, certifies that it is not
suspended, debarred, proposed for debarment, declared ineligible or otherwise excluded from
contracting with the federal government, or from receiving contracts paid for with federal
funds. If the RECIPIENT/CONTRACTOR is unable to certify to the statements contained in
the certification, they must provide an explanation as to why they cannot.
2. The RECIPIENT/CONTRACTOR shall provide immediate written notice to the
DEPARTMENT if at any time the RECIPIENT/CONTRACTOR learns that its certification
was erroneous when submitted or had become erroneous by reason of changed circumstances.
3. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction,
participant, person, primary covered transaction, principal, proposal, and voluntarily excluded,
as used in this clause, have the meaning set out in the Definitions and Coverage sections of
rules implementing Executive Order 12549. You may contact the DEPARTMENT for
assistance in obtaining a copy of those regulations.
4. The RECIPIENT/CONTRACTOR agrees it shall not knowingly enter into any lower tier
covered transaction with a person who is proposed for debarment under the applicable Code of
Federal Regulations, debarred, suspended, declared ineligible, or voluntarily excluded from
participation in this covered transaction.
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Jdrerson County Public Hea(..
,
. Hood Canal Clean Water Project
Page 2
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5. The RECIPIENT/CONTRACTOR further agrees by signing this agreement, that it will
include this clause titled "CERTIFICATION REGARDING SUSPENSION, DEBARMENT,
INELIGffiILITY OR VOLUNTARY EXCLUSION" without modification in all lower tier
covered transactions and in all solicitations for lower tier covered transactions.
6. Pursuant to 2CFRl80.330, the RECIPIENT/CONTRACTOR is responsible for ensuring that
any lower tier covered transaction complies with certification of suspension and debarment
requirements.
7. RECIPIENT/CONTRACTOR acknowledges that failing to disclose the information required
in the Code of Federal Regulations may result in the delay or negation of this fimding
agreement, or pursuance of legal remedies, including suspension and debarment.
8. RECIPIENT/CONTRACTOR agrees to keep proofin its agreement file, that it, and all lower
tier recipients or contractors, are not suspended or debarred, and will make this proof available
to the DEPARTMENT upon request. RECIPIENT/CONTRACTOR must run a search in
www.eols.gov and print a copy of completed searches to document proof of compliance.
FURTHER, the effective date ofthis amendment will be the effective date of the original AGREEMENT,
October 29, 2007.
Except as expressly provided by this amendment, all other terms and conditions of the original loan
agreement and all amendments thereto remain in full force and effect.
IN WITNESS WHEREOF: the parties have signed this amendment.
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
JEFFERSON COUNTY PUBLIC HEALTH
APPROVED AS TO FORM ONLY
ASSISTANT ATTORNEY GENERAL
Approved as t;) form. only:
, ~Je411
.
Jefferson Co. Prosecutor s
(Revised 05/05/09)
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J:i1 response to the tequeStnJlldevili llInailsentl\lIafeli.21. 2011. I aUthorize the following
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1 '}.' .'. . :. ~ $30:469- , $4S'.469
2 . ~ ,'; :... $417.652. '. '. . .... $20Z,652 '.
3' : .... "'.:. .' :&264.859. ." '. . $264 852
4 '. '. . '. . ,.' .-. ,$66,549. ..' $66.549
Proteet Totals . ~. '. ...... $S79~ '. '. S579,5Z9 .
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Jefferson Connty Public Health
Hood Canal Clean Water Project
Page 2
Except as expressly provided by this amendment, all other terms and conditions of the original
grant agreement and all amendments thereto remain in full force and effect.
cc:Michael Dawson, Jefferson County Public Health
Ecology Fiscal Office
Ecology is an Equal OpportJinity and Affirmative Action Employer
ECY 060-24 (41'22197)
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CLEAN WATER ACT SECTION 319 NONPOINT SOURCE FUND
GRANT AGJ,{EEMENT BETWEEN THE
STATE OF WASBINGTONDEPARTMENT OF ECOLOGY
AND
JEFFERSON COUNTY PUBLIC HEALTH
TIllS is a binding agreement entered into, by, and between the state ofWlI<lhington Department
of Ecology, hereinafter referredto as the "DEPARTMENT', and Jefferson County Public Health,
hereinafter referred to as the "RECIPIENT. n The purpose of this agreement is to provide funds
to the RECIPIENT to cany out the requirements descn1>ed herein.
PART L GENERAL INFORMATION
Project Title: Hood Canal Clean Water Project
Grant Number:
G0800055
RECIPIENT Name:
Mailing Address:
Street Address:
Jefferson County Public Health
615 Sheridan street
Port Townsend, W A 98368
RECIPIENT Contact:
Telephone Number:
. Fax Number:
E-Mail Address;
Mike McNickle
(360) 385-9444
(360) 385-9401
mmenicklelalco.ietJerson.wa.us
RECIPIENT Billing c:ontact:
Telephone Number:
Fax Number:
E-Mail Address:
Susan Parke
(360) 385-9444
(360) 385-9401
sua!-kelalco. iefferson. wa.us
RECIPIENT Federal 10 Number:
91-6001322
Mailing Address:
Street Address:
Telephone Number:
Fax Number:
E-Mail Address:
Tammy Riddell
Water Quality Program
PO Box 47775
Olympia, W A 98504-7775
(360) 407-6295
(360) 407-6305
. trid461@ecv.w~ov
DEPARTMENT Project Manager:
Hood Canal Clean Ware{ .0jClrt
Jefferson County Public Health
Grant No. G0800055
I
. . DEPARTMENT Financial Manager:
Mailing Address:
Telephone Number:
Fax Number:
E-Mail Address:
Patricia Brommer
Water Quality Program
Washington State Department of Ecology
P.O. Box 47600 .
Olympia, WA98504-7600
(360) 407-7151
(360) 407-6426
patb461@ecy.wa.gov
DEPARTMENT Funding Source:
Clean Water Act Section 319 Nonpoint
Sonrce Fund .
Total Cost:
Total Eligible Cost:
DEPARTMENT Share:
RECIPIENT Share:
$579,529.00
$579,529.00
$434,646.00
$144,883.00
DEPARTMENT Maximum Percentage:
75 percent
. Catalog ofFederal Domestic Assistance Number: 66.460
As a subrecipient of federal fimds, the RECIPIENT must comply with the following federal
regulations: .
.OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations
OMB Circular A-133, Compliance Supplement
OMB Circular A-I 02, Uniform Administrative Requirements for States and Local Governments.
OMB Circular A-87, Cost Principles for State, Local and Indian TnDal Governments
These federal regulations can be found at: htto:l/www.whitehouse.gov/omb/circulars
The effective date of this grant agreement shall be the date this agreement is signed by the
DEPARTMENT's Water Quality Program Manager. Any work performed prior to the effective
date of this agreement will be at the sole expense and risk of the RECIPIENT.
This agreement ~hall expire no later than May 31, 2012.
PART II. POST PROJECT ASSESSMENT
A. The RECIPIENT agrees to submit a brief survey regarding the key proj~ results pr Water
~ty project outcomes and the status of eventual environmental results or goals from
the project.
Page 2 of!4
Hood Canal Clean Watl ,oject
Jefferson County Public Health
Grant No. 00800055
The PEP ARTMENT's Performance Measures Lead will e-mail the RECIPIENT the Post
Project Assessment Survey approximately sixty (60) days prior to the Post Project
Assessment Date. This date will generally be three (3) to five (5) years after the
agreement expires. An example of the Post Project Assessment Survey is included as
Attachment 1. This form is to be completed by the RECIPIENT and sent as an e-mail
attachment to the DEPARTMENT's Project Manager and the DEPARlMENT's Water
Quality Program Perfo11Dlli1ce Measures Lead.
The DEPARTMENT may conduct on-site interviews and inspections, and may otherwise
evaluate the Project. The DEP ARlMENT will enter the ioformation provided into its
performance measures database to be provided to the Washington State Legislature,
United States Enviromnental Protection Agency, and other natural resource I\gencies.
The Performance Measures Lead will be available as n~ed during negotiations,
throughout the project, and in the post project asSessment period as a resourCe.
Post Project Assessment Date: May 31, 2017
. B. Water Quality Goales):
Designllt..~ beneficial uses in Hood Canal will be protected from pollutants, which will in
turn prevent further degradation of the canal and its shellfish and othl;!' natural resources.
C. Water QUality Project Outcomes:
1. Conduct sanitary surveys of 900 Hood Canal parcels within 500 feet of shoreline.
2. . Identify potential failing onsite ~eptic systems (aSS) contributing fecal coliform .
bacteria at levels in excess of the water quality standard.
3. Reveal the functional status of each ass in the project area.
4. Conduct dye testing on all suspect systems.
5. Repair all failing ass within the project timeframe and within six months of the
time of the survey.
6. Give opportunities to all qualified residents with failing ass to apply for loans
and grants to repair their systems.
7. Locate existing ass within the project area, identify component parts,
characterize performance, and enter pertinent descriptive ioformation into a
database that facilitates the oversight of the ass manl\gement. Data will support
the RECIPIENT's on-site sewage mllnllgement plan, specifically to address
shoreline risk areas requiring enhanced manAgement measures.
8. Educate homeowners in project area and other interested persons on project and
proper operation and maintenance of ass. .
9. Implement behavior changes for improved homeowner participation in operation
and maintenance through post-educational event survey.
Page 3 of!4
f ,- ~ (
Hood Canal CleanWatei .>ject
Jefferson County Public Health
Grant No. G0800055
PARTIll. PROJECT DESCRIPTION
This is phase two of the Hood Canal Clean Water Project. .1bis project will extend the work
begun under the previously funded Septic Surveys Project G060oo94. The project will address
marine water quality. degradation caUsed by failing on-site sewage systems along Hood Canal by
eJim;nllf;ng fecal coliform bacteria/nitrogen entering Hood Canal from on-site sewage systems
(OSSs). The RECIPIENT will conduct sanitary surveys of all homes within 500 feet of Hood
Canal (approximately 900 homes). The project will also educate homeowners and implement
best management practices for on-site sewage systems via operation and maintenance programs
and public outreach.
PART IV. PROJECT BUDGET
-
Hood Canal Clean Water Project
ELEMENTS' TOTAL ELlGmLE COST frEe).
Task 1 - Project Administration/Management $30,469,00
Task 2 - Shoreline Survey and Water Quality AnalysiS $217,652.00
Task 3 - Pollution Identification and Correction . $264,859.00
.
Task 4 - Public Outreach and Education $66,549.00
Total: $579,529.00*
* The DEPARTMENT's Fiscal Office will track to the Total Eligible Project Cost.
MATCBING.REQUlREMENTS
DEPARTMENT Share FY 08 (75% ofTEC) $434,646.00
RECIPIENT Share (25% of . TEe) $144,883.00
Payment Reauest Submittals. RECIPIENT must submit payment requests at least quarterly, but
no more often than monthly, unless allowed by the DEPARTMENT's Financial Manager. The
DEPARTMENT's Financial Manager may require the RECIPIENT to submit regular payment
requests to ensure efficient and timely use of funds. RECIPIENT is to report all eligible costs
incurred on the project, regardless of the source offunding for those costs. This includes costs
used as match.
Payment Schedule. Payments will be made on a cost-reimbursable basis.
Page 4 of 14
Hood Canal Clean Wan!. .eject
Jefferson County Public Health
Grant No. G08000SS
(
PARTV. SCOPE OF WORK
The RECIPIENT shall ensure that this project is completed according to the details oftbis
agreement. The RECIPIENT may elect to use its own forces or it may CO)ltract for professional
services necessary to perform and complete project related work. The RECIPIENT certifies by
signing this agreement that all applicable requirements have been satisfied in the procurement of
any professional services. Eligible and ineligtole project costs are separate and identifiable for
billing purposes. The RECIPIENT shall submit a copy of the final negotiated agreement(s) to the
DEPARTMENT's Financial Manager.
The RECIPIENT further certifies by signing this agreement that if interloca1 costs are allowed,
all negotiated interloca1 agreements necessary for the project are or will be consistent with the
terms of this grant agreement, the DEPAR1MENT's current edition of Administrative
Reauirements for Ecology Grants and Loans (see Attachment 2 for applicable document
reference) and Chapter 39.34 RCW Interlocal Cooueration Act. The RECIPIENT shall submit a
copy of each interlocal agreement necessary for this project to the DEPARTMENT's Financial
Manager.
Property and services donated by organizations or individuals to accomplish grant requirements
may be used if in-kind match is specified in the project budget. Donated property and services
must comply with the DEPARTMENT's current edition of Admini!:trative Requirements for
Ecoloev Grants and Loans (see Attachment 2 for applicable document reference), the Funding
Guidelines Volume One (see Attachment 2 for applicable document reference), and the Funding
Guidelines Volume Two - Statutes and Reg).llations (see Attachment 2 for applicable document
referenCe). I?ocumentation will be required for all donated proPertY and services.
Task 1 - Proiect A~m;n;~tratlonIManal!ement
. A. The RECIPIENT shall adminil<1:er the project. Responsibilities shall include, but not be
limited to: maintenance of project records; submittal of payment vouchers, fiscal forms,
and progress rejlorts; compliance with applicable procurement, contracting. and interloca1
agreement requirements; attainment of all required permits, licenses, easements, or
property rights necessary for the project; and submittal of required performance items.
B. The RECIPIENT shall manage the project. Efforts shall include conducting,
coorcHmmng, and scheduling project activities and assuring quality control. Every effort
will be made to maintain effective communication with the RECIPIENT's designees, the
DEPARTMENT, all affeci:ed local, state, or federal jurisdictio~, and/or any interested
individuals or groups. The RECIPIENT shall carry out this project in accordance with
any completion dates outlined in this agreement.
C. The RECIPIENT shall submit all invoice voucher submittals and supportive
documentation, to the DEPARTMENT's Financial Manager. Invoice voucher submittals
PageS of!4
I
Hood Canal Clean WateJ.,. ..'lject
Jefferson County Publi,c Health
Grant No. G0800055
shall include a State of Washington Invoice Voucher Form A19-1A, Form B2 (BCY 060-
7), and Form C2 (BCY 060-9).
Form D (BCY 060-11), Form G (BCY 060-14), Form E (BCY 060~ 12), Form F (BCY
060-13), Form H (F-21),and Form I (BCY 060-15) must be completed where eligible
costs have been incurred. .
Copies of all applicable forms shall be included with an original A19-1A, and shall be
~bmitted the DEPARTMENT. Blank forms are found in Aclmini'l1Iative Requirements
for Ecology Grants and Loans (see Attachment 2 for applicable. document reference).
D. The RECIPIENT shall submit to theDEP ARTMENT's Project Manager the following
documents and in the quantiti~ identified: .
. Draft project completion reports - one copy
. Final project completion reports - six copies
. Electronic copy of:final project completion report
The. final project completion report shall contain deliverables (milestones) from each task,
a snmmRl"y page stating the items completed in each task, and a table of contents. The
final completion report shall be due 45 days prior to the expiration date.
The RECIPIENT shall submit two copies of any document(s) which require
DEPARTMENT approval. Once approval is given, one copy will be returned to.the
. RECIPIENT. If the RECIPIENT needs more tha.D. one approved copy, the number of
submittals should be adjusted accordingly.
E. Required Performance:
1. Effective administration and management of this grant project.
2. Maintenance of an project records. .
3. Submittal of all required performance items, progress reports, financial vouchers,
. and maintenance of all project records.
4. Prepare and submit reports on the progress of the OSS sanitary survey to the
DEPARTMENT on a quarterly basis.
5. Submittal of draft project completion report to the DEPARTMENT no later than
April 15, 2012.
Task 2 -Water OuaIitv Monitorinl!
A. The RECIPIENT shall use the DEPARTMENT approved Quality Assurance Project Plan
(QAPP) titled, Jefferson County Hood Canal Sanitary Survey Project, QAPP, dated
February, 2006. .
Page 6 of14
Hood Canal Clean WaJ. _ roject
Jefferson County Public Health
Grant No. G0800055
A copy of the QAPP shall be submitted to the DEPARTMENT for the DEPARTMENT's
files and PRIOR to commencing environmental monitoring activities.
Water samples requiring bench testing shall be analyzed by an enyironmentallaboratory'
accredited by the DEPARTMENT. A list of DEPARTMENT accredited laboratories and
information on laboratory accreditation is provided on the Environmental Assessment
Program website, currently available at:
http://www.ecy.wa.srovlnrol!l.lllIlSleanllabs/labs.main.html
Ail monitoring data collected or acqnired under this agreement shall be mllTlaeed in order
to be available to secondlUy users and meet a ten- (10) year rule. The ten-year rule '
, means that data documentation is sufficient to allow an individual not directly familiar
with the specific monitoring effort to understMd the purpose of the data set, methods
used, results obtained, and quality assurllllce measures taken, ten years after the data are
collected. To assist in this effort, the DEPARTMENT has' created adatahase and data
format for environmental data
The RECIPIENT shall submit all monitoring data to the DEPARTMENT consistent with
the DEPARTMENT's Environmental Information Management System (ElM) format
Data shall be submitted by following instructions on the EIM website, currently available
at:
http://www.ecv.wa.e:ov/eim
The data submittal portion of the ElM website provides information and help on formats
and requirements for submitting tabular data Specific questions about data submittal can
be directed to the ElM Data Coordinator, currently available at:
eim data coordinator@ecy;wa.e:ov
If the RECIPIENT chooses to use Geographic Information System (GIS) data, the
. DEPARTMENT encourages that its data standards be followed. TheDEPARTMENT's
Guidelines for. Creating and Accessing GIS Data under Ecology Grant and Loan
Programs are currently available at:
httn://www.ecv.wa.e:ov/servicesle:is/datalstandards.htm
B. Reanired Performance:
1. Submit a copy of previously approved QAPP to the DEPARTMENT for
agreement file.
Page 7 of14
Hood Canal Clean WauL .Jject
Jefferson County Public Health
Grant No. 00800055 '
2. Submit all monitoring data to the DEPARTMENT consistent with the
DEP AR1'MENT's EIM: format.
Task 3 - Sanitarv SUn'evsJPonution Identification and Correction
A. The RECIPIENT shall conduct sanitary surveys of all OSSs within 500 feet of Hood
Canal. The purpose of the sanitary surveys will be toidentify and correct failing OSSs
contributing to the polluting of Hood Canal, as well as preventing nitrogen from
impacting the low dissolved oxygen levels dming the summer monthS. Approximately
, 900 OSSs will be inspected during the project ~riod.
B.The RECIPIENT shall conduct sanitary surveys according to the Pollution Identification
and Correction protocol they have adopted, and approved by the DEPARTMENT for
similar projects throughout Jefferson County. RECIPIENT staff will conduct a thorough
sanitary survey of each OSS in the project area, and determine its functional statos. If the
OSS is found to be failing, repairs will be required by the OSS owner within a six-month
timeframe. Sanitary surveys will continue on to those areas of Hood Canal not previously
surveyed and expand to the area within 500 feet of the shoreline.
C. The RECIPIENT sball follow up on inadequate or suspect OSS with dye tracing to
determine if the OSS is failing.
,
D. The RECIPIENT shall assist the homeowner to ensure correction of the failing system to
comply with Chapter 246-272 WAC and Chapter 246-272 A WAC, and local codes.
E. . Reauired Performance:
1. Conduct sanitary Surveys on approy,mQtety 900 OSSs in the project area by
January 31, 2012.
2. Maintain records of surveys, dye testing, and correction activities.
Task 4 Public Outreach and Education
A. The RECIPIENT shall hold two informational meetings to introduce'the project to all
residents in the proposed project area. The RECIPIENT will conduct these meetings in
the northern and southem parts of the project area to assure proper public notification
about the project.
B. The RECIPIENT shall develop and distribute a newsletter to be distributed semi-annually
to the residents in the project area. The newsletter will discuss project, results, best
mQ""gement practices (BMPs), water conservation tips and other key issues specific to
the project area.
Page 8 of!4
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Hood Canal Clean Watel._ ,oject
Jefferson County Public Health
Grant No. 00800055
C. The RECIPIENT shall hold four educational workshops throughout the project area to
discuss proper operation and mRinttmRnce of OSSs wi1;h homeowners and other interested
parties. Brochures and handouts will be provided to homeowners that describe the BMPs
for their OSS type. To help increase attendance at the workshops, homeown,ers will be
notified well in advance with initial door hangers, ongoing print media, and postingS on
the website.
D. The RECIPIENT shall hold two rid-project and two end-of-project meetings to discuss
results of the project with the residents in the project area. These'meetings will also be
helpful in discussing long-term fimdins options to maintain the RmR,nng work that will be
accomplished through this project. Residents throughout the project area will be given
. notice of the meetings via initial door hangers, ongoing print media, and through the
project partners' wbsites.
E. The RECIPIENT shall provide the DEPARTMENT with two copies of any tanglDle
educational products developed under this grant, such as brochures, manuals, pamphlets,
videos, audio tapes, CDs, curriculum, posters, media announcements or gadgets, such as a
refrigerator magnet with a message; The RECIPIENT shall also supply the
. DEPARTMENT with the names and contact information oflocal project leads, and a .
computer file copy of an education product either on floppy disks or CD-ROM If this is
impractical, as in the case of a sign, display, website, workshop, or educational program,
the RECIPIENT shall provide a complete description including photographs or printouts.
This includes technical assistanCe tools if they are disseminRted to a group.
F. The RECIPIENT will conduct a pOst-educational event survey to document behavior
changes for improved homeowner participation in operation and maintenance of their
onsite septic system.
G. Required Performance:
1. Hold two informational meetings to i,ntroduce the project to all residents in the
northern<md southeril parts of the project area.
2. ' Develop and distribute a newsletter semi-annually to the residents in the project
area.
3. Hold four educational workshops throughout the project area to discuss proper.
operation and mmntenance of OSSs with homeowners and other interested parties.
4. . Advertise the informational meetings on the Jefferson County Public Health
website and in the local newspapers four weeks prior to project kick-off date.
5. Develop a door hanger that Win be distributed to all homeowners in the areas
listing public meetings and workshops. .
6. Develop educational and presentation tools for the workshops and informational
meetings as needed.
Page 9 of 14
Hood Canal Clean WateL .oject
Jefferson County Public lIea1th
Grant No. G0800055
7. Hold two mid-project and two end-'Of-project meetings to discuss results of the
project with the residents in the project area.
8. . Conduct a post-educational event survey.
9. Provide the DEP ARlMENT with two copies of any tangible educational products
developed under this grant.
PART VI. SPECIAL TERMS AND CONDITIONS
A. Cash Match Reauirement. The RECIPIENT share for this project must be entirely in the.
form of expenditures or interloca1 contributions. In-kind contributions cannot l1e uSed to
satisfy RECIPIENT grant matchingrequirei:nents.
B. Certification Rcieartlinl1 Susoension. Debarment. and other Responsibility Matters.
Federal Executive Order 12549 provides that Executive dep8rtments and agencies. shall
participate in a government-wide system for monitoring suspended. debarred and
excluded parties. These departments and agencies have further passed this requirement
ontO their recipients and have provided pertinent regulations in the Code ofFederal
Regulations. .The RECIPIENT, by signing this agreement, ceitifies that it is not
suspended. debarred or otherwise excluded from contracting with the federal government,
or from receiving contracts paid for with federal funds. If the RECIPIENT is unable to
certify to the statements contained in the certification, they must provide an explanation
as to why they cannot. The web. site for checking suspended, debarred or excluded parties
. is www.llpls.gov.
C. Commencement of Work. In.accordance with WAC 173-95A-080, the Department
reserves the right to terminate this agreement if tile RECIPIENT does not commence
work on the project funded herein within sixteen (16) months of the date of the FY08
Final Offer and Applicant List (dated July 1, 2007); 'Based on this list date, work must
begin by November 1, 2008.
D. DEP ARlMENT Funding Recognition. Tb,e RECIPIENT shall acknowledge and inform
the public aoout DEP ARlMENT funding participation in this project through the use of
project signs and/or acknowledgement in published materials and reports, the news
media, or other public announcem.ents. Projects addressing site-specific locations must
utilize appropristely sized and weather-resistant signs. Sign logos are available from the
DEP ARlMENT upon request.
E. Equipment Purchase. The following equipment shall be eligible for purchase through this
project: 15 foot aluminum boat, outboard motor and trailer and safety equipment for boat
(the costs for these items are split between this project and the Discovery Bay Clean
Water project). Dye-1Iacing supplies, disposable gloves and field equipment, such as
rain-gear and rubber boots. The total cost of all equipment purchased under this project
Page 10 of14
Hood Canal Clean Watet .uject
Jefferson County Public Health
Grant No. G0800055
shall not exceed $16,500.00. The type of equipment the RECIPIENT may purchase is
limited to items listed above. Changes to equipment type must also have prior approval
from the DEPARTMENT's Project Manager.
At project completion all purchased equipment or acquired property shllll be retained by
the RECIPIENT for continuing the Water quality objectives for which the equipment was
purchased.
F. Fundinl7 RooOlmition. The RECIPIENT shall use the following paragraph in all reports,
documents, and signage developed under this agreement:
"Funding for this project has been provided in part through EP A Grant No. C9-000449-04
to the Department of Ecology from the Uuited States Environmental Protection Agency.
The Department of Ecology allocates and ~dmin;!<ters 1imd;ng for this project The contents
of this document do not necessarily reflect the views and policies of either the Uuited States
Environmental Protection Agency or the Department of Ecology, nor does the mention of
trade names or commercial products constitute endorsement or recommendation for their
use."
G. Hotel and Motel Fire Safety Act The RECIPIENT agrees to ensure that all conference,
meeting, convention, or trnining space funded in whole or part with federal funds, complies
with the federal Hotel and Motel Fire Safety Act of 1990.
H. Indirect Rate. To acknowledge overhead costs, the RECIPIENT ~y charge an indirect
rate of up to 25 percent based on RECIPIENT employee's direct salary and benefit costs
incurred while conducting project related work provided that prior to signature of this
agreement, the DEPARTMENT'S Financial ~er mayrequin< a list ofitems included
in the indirect rirte during negotiations or thereafter. Items that are generally included in
. an indirect rate are identified in Adm;n;stIative Reauirements for Ecology Grants and
Loans. (see Attachment 2 for applicable document reference).
1. 1nterlocal Costs: . Interloca1 match must be in accordance with the terms of this
agreement, including the indirect rate allowances, and Admini.strative Reauirements for
Ecology Grants and Loans (see Attachment.2for applicable document reference).
1nterlocal agreements must be in place prior to interlocal costs being incurred to the
project.
J. Load Reduction Renort. The RECIPIENT shall report annually, by January 15 of each
year, to the DEP ARmENT, in addition to progress report, information used in
calculating load reductions for each Best Man,agement Practices (BMPs) implemented
within the stream reach. The reporting shall begin one -year after signature of the grant
agreement. Data to be reported must include land use of affected parcel, ,mim"l counts,
Pagellof14
. (
Hood Canal Clean Wate. . roject
Jefferson County Public Health
Grant No. 00800055
,,,,;mlll type, identified septic system failUl'eS, annual average precipitation, soil
characteristic, and type ofBMPs implemented.
K. Meeting:slLiRht Refreshments. The RECIPIENT may spend up to $20 per meeting for
light refreshments associated with this project The total amount spent for light
refresbments under this agreement cannot exceed $100.
L. Minority and Women's Business Participation. The RECIPIENT agrees to solicit and
recruit, to the mlly;mwn extent possible. certified minority-owned (MBE) and women-
owned (WBE) businesses in purchases and contracts initiated after the effective date of
this Agreement.
In the absence of more stringent goals established by the RECIPIENTs jurisdiction, the
RECIPIENT agrees to utilize the DEPARTMENTs goals for minority- and women-
owned business participation in all bid packages, request for proposals, and purchase
orders. These goals are expressed as a percei1tage of the total dollars available for the
purchase or contract and are as follows:
ConstructionlPublic Works
ArchitecturelEngineering
Purchased Goods
Purchased Services
Professional Services
IO%MBE
10%MBE
8% MBE
10%MBE
10%MBE
6% WBE
6% WBE
4% WBE
4% WBE
4% WBE
Meeting these goals is voluntary and no contract award or rejection shall be made based
on achievement or non-aChievement of the goals. Achievement of the. goals is
encouraged, however, and the RECIPIENT and ALL prospective bidders or persons
submitting qualificationS shall take the following affirmative steps in any procurement
initiated after the effective date of this Agreement: .
1. Include qualified minority and women's businesses on solicitation lists.
2. Assure that qualified minority and women's businesses are solicited whenever
they are potential sources of services or supplies.
3. Divide the total requirements, when economically feasible, into smaller tasks or
quantities, to permit maximum participation by qualified minority and women's
businesses.
4. Establish delivery schedUles, where work requirements permit, which will
encourage participation of qualified minori,ty and women's businesses.. .
5. Use the services and assistance of the State OfflC!l of Minority and Women's
Business Enterprises (OMWBE) and the Office of Minority Business Enterprises
of the U.S. Department of Commerce, as appropriate.
Page 12 of!4
W ( .
Hood Canal Clean ater. ,vJect
JefferSon County Public Health
Grant No. G0800055
(
. By signing this Agreement, the RECIPIENT certifies that the above steps were, or will be
followed. Any contraCtor engaged by the RECIPIENT wider this agreement shall be
required to follow the above five affirmative steps in the award of any subcontract(s).
The RECIPIENT shall report to the DEPARTMENT at the time of submitting each
invoice, on fonns provided by the DEPARTMENT, payments made toqualifie4 finns.
The report will address:
'"
1. . Name and state of the OMWBE certification number of any qualified firm
. receiving :fQnds under the voucher, including any sub-and/or sub-subcontractors.
2. The totill dollar amount paid to qualified finns under this invoice.
M Proe:ress Reports. The RECIPIENT shall prepare and submit progress reports to the
DEPARTMENT's Financial Manager. Progress reports shall be submitted regardless of
whether work is performed or not. Progress reports shall cover the periods Janwuy 1
through March 31, April 1 through June 30, July 1 through September 30, and October 1
through December 31. The DEPARTMENT will not process payment requests until the
corresponding progress reports have been received.
At a minimlIIl1, progress reports must contain a cqmparison of actual accomplishments to
the objectives established for the period, the reasons for the delay if established objectives
were not met, analysis and explanation of any cost overrims, and any additional pertinent
information specified in this agreement.
N. Section 319 MatchinlZ Funds. Under Section 319 of the Clean Water Act, U.S.
Environmental Protection Agency (EP A) awards a grant agreement to the
DEPARTMENT. The DEPARTMENT intends to use non-federal sources to meet its
matching obligations to EP A for the federal Section 319 funds offered through this
agreement The RECIPIENT's ability to use federal funds as local match is subject to the
DEPARTMENT's ability to identify non-federal funds as match for its obligations to the
U.S. EPA under the Section 319 Program. Becanse the DEPARTMENT has met the
federal matching requirement, the RECIPIENT will be allowed to use funds from other
federal sources as part of its local matching requirements.
O. Small Business in Rmal Areas (SBRAs). If a contract is awarded by the RECIPIENT under
this Agreement, the RECIPIENT is also required to utilize the following affirmative steps:
I. Place SBRAs on solicitation lists.
2. Make sure the SBRAs are Solicited whenever there aXe potential sources.
3. Divide total requirements, when economically feasIole, into small tasks or quantities
to permit maximum participation by SBRAs.
4. Establish delivery schedules, where requirements of work will permit, which could
encoUrage participation by SBRAs.
Page 13 of 14
Hood Canal Clean Watth_ roject
Jefferson County Public Health.
Grant No. G0800055
5. Use the services of the Small Business Administration and the Minority Business
Development Agency of the U.S. Department of Commerce, as appropriate.
6. Require the contractor to comply with the "ffirmative steps outlined above.
The negotiated "Fair Share P~e" for the SBRAs is 0:5 percent.
There is no formal reporting requirement for SBRAs at this time; it is recommended that the .
RECIPIENT keep records ofSBRA participation.
PART VIT. ALL WRITINGS CONTAINED HEREIN
This agreement, the appended GENERAL TERMS AND CONDmONS. the DEPARTMENT's
current edition of Administrative Reauirements for Ecology Grants and Loans (see Attachment 2
for applicable document reference), the Funding Guidelines Volume One (see Attachment 2 for
applicable document reference), and the Fundin!1 Guidelines Volume Two,... Statutes and
Ree:ulations (see Attachment 2for applicable document reference) Contain the entire
understanding between the parties, and there are no other understandings or representatioIlS other
than as set forth or incorporated by reference, herein. No subsequent modification(s) or
amendment(s) oftbis agreement shall be of any force or effect unless signed by authorized
representatives of the RECIPIENT and DEPARTMENT and made a part of this agreement,
EXCEPT that in reSponse to a reque.st from the RECIPIENT, the DEPARTMENT may
redistribute the-grant budget The DEPARTMENT or RECIPIENT may change their respective
staff contacts without the concurrence of either party.
IN WITNESS WHEREOF, the parties hereby execute this Grant:
STATE OF W ASH;INGTON
DEPARTMENT OF ECOLOGY
JEFFERSON COUNTY PUBLIC REALm
(1o~ /D~7
DAVID C. PE R / DATE
WATER QUALITY PROGRAM MANAGER
ll'J!17!0'7
- DATE
Phil Johnson, Chair -
Board of County Commissioner's
- ?)J}t
APPROVED AS TO FORM ONLY
ASSISTANT ATTORNEY GENERAL ~
(Revised 712107)
Approved as to form only:
(j,-.( ')llJt>7
Page 140f14
Hood Canal CleijD. Water ProjeL
Jefferson County Public Health
Grant No. 00800055
A'ITACHMENT 1
WATER QUALITYPROORAM - FIN~CIALMANAGEMENT
POST PROJECT ASSESSMENT SURVEY
l. Agreement Number:
2. Recipient Name:
3. Project Name:
4. y~ Since Project Completion:
o Three o Four
5. Contact Information:
o Five
o Other (please specify):
Contact Name:
Contact Phone Number:
Contact E-mail Address:
6. Level of Involvement by Present Contact on Project:
. .
7. Type of Project (check both if applicable): 0 Activity 0 Facility
8. Financing:
Total Project Cost:
Total Eligible Project Cost:
Ecology Loan Amount:
. If Applicable, Ecology Grant Amount:
9. Water Quality and/or Compliance Problem:
ATTACHMENT 1 - Page 1 of2
. 'I
Hood Canal Clean Water Projec,
Jefferson County Public Health
Grant No. 00800055
10. Describe the Most Critical Specific "Project Resu1t(s)" or "Outcome(s)" actually achieved by the
Project
11. Provide documentation (including digital color pictures) that evidence the continued maintenance and
effectiveness of the' Project at the time of this survey:
12. Check the Eventual Environmental Result(s) or Goal(s) substantively addressed or achiev.ed by the
Project: "
o Designated beneficial uses restored or protected, and/or
o Regulatory compliance achieved, 'and/or .
o Severe Public Health Hazard or Public Health Emergency elimin~ted.
13. Describe the status of the Eventual Environmental Result(s) or Goal(s) at the time oftbis assessment:
14. Descnbe subsequent work and ongoing efforts needed to achieve the Eventual Environmental Resu1t(s)
or Goal(s) by you and others in the area:
ATIACHMENT 1 - Page 2 of2
. Hood cai1a1 Clean Water ProjeL
Jefferson County Public Health
Grant No. 00800055
ATIACHMENT 2
WATER QUALITY PROGRAM'S FINANCIAL MANAGEMENT PUBLICATIONS
1. Administrative Requirements for EcoI02V Grants and Loans. Publication No. 91-18 (September 2005).
1. IT 2008 Funding Guidelines Volume One. Publication No. 06-10..062.
2. IT 2008 Funding Guidelines VolUme Two - Statutes and Rel!Ulations No. 06-10-063.
3. Guidelines for Preparing Oualitv Assurance Proiect Plan for Environmental Studies. Publication No. 04-
03-030 (July 2004).
4. Stream Habitat Restoration Guidelines(draft). htto://wWw:wa.l!Ov/wdfw/hab/ahe:/shrgdoc.htm
r
ATTACHMENT2-Page 1 ofl