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615 Sheridan Street
Port Townsend, WA 98368
www.JeffersonCountyPublicHealth.org
Consent Agenda
June 22, 2017
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Stuart Whitford, Environmental Health and Water Quality Director
DATE: --I-1 l T / ??)I
SUBJECT: Agenda Item — Amendment No. 1 to Interagency Agreement with
Department of Ecology for Site Hazard Assessment, TCRPA-2016-
JeCoPH-00005; Time extension to August 31, 2017
STATEMENT OF ISSUE:
Jefferson County Public Health, Department of Environmental Health, requests Board approval of
Amendment No. 1 for a time extension to August 31, 2017 for the Interagency Agreement with Department
of Ecology for Site Hazard Assessment, TCRPA-2016, JeCoPH-00005.
ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S:
This interagency amendment allows the expiration of the agreement to be changed from June 30, 2017 to
August 31, 2017.
The original agreement with the Department of Ecology provides funding for incurred costs associated with
investigations and evaluations of the nature and extent of contamination at properties in the community.
Initial investigations require JCPH to respond to public complaints made through Ecology's Environmental
Report Tracking System. The purpose of the work is to determine if a release of hazardous substance has
occurred and if further action is needed. Site hazard assessments require JCPH staff to collect information
about environmental conditions, waste types, and quantities. Information collected is used to evaluate
environmental and human health risks and to assign a relative risk rating using the WA Ranking Method.
The goal is to provide funding to local health districts/departments to investigate and evaluate sites that
have been potentially contaminated.
FISCAL IMPACT/COST BENEFIT ANALYSIS•
There is no change in funding with this Amendment.
Community Health
Developmental Disabilities
360-385-9400
360-385-9401 (f)
Always working for a safer and healthier community
Environmental Health
Water Quality
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(f) 360-379-4487
615 Sheridan Street
Port Townsend, WA 98368
www.JeffersonCountyPublicHealth.org
Public Hea
RECOMMENDATION:
JCPH management request approval of Amendment No. 1 to the interagency agreement with Department of
Ecology for Site Hazard Assessment for a time extension to August 31, 2017.
REVIEWED,BY:_
PhXpNOrley, ou r Administrator
Community Health
Developmental Disabilities
360-385-9400
360-385-9401 (f)
— 6
Date
Always working for a safer and healthier community
Environmental Health
Water Quality
360-385-9444
(f) 360-379-4487
.`>
DEPARTMENT OF
ammod ECOLOGY
State of Washington
AMENDMENT NO. 1
TO AGREEMENT NO. TCPRA-2016-JeCoEH-00005
BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
JEFFERSON COUNTY PUBLIC HEALTH
PURPOSE: To amend the above -referenced agreement (AGREEMENT) between the state of Washington Department
of Ecology (ECOLOGY) and JEFFERSON COUNTY PUBLIC HEALTH (RECIPIENT) for the Jefferson County
Public Health Remedial Action Grant (PROJECT).
The purpose of this amendment is to change the expiration date of the agreement from June 30, 2017 to August 31,
2017.
The scope of the agreement and all other terms remain the same.
IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows:
Expiration Date:
Original: 06/30/2017 Amended: 08/31/2017
CHANGES TO THE BUDGET
Funding Distribution EG 160773
Funding Title: JECOEH-2016 - Site Assessment
Funding Effective Date: 07/01/2016
Funding Source:
Version 10/30/2015
Funding Type: Grant
Funding Expiration Date: 08/31/2017
State of Washington Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Jefferson County Public Health Remedial Action Grant Project
Agreement No. TCPRA-2016-JeCoEH-00005
Amendment No. 1
Federal Awarding Agency:
Federal Awarding Agency Contact:
Federal Awarding Agency Phone:
Federal Awarding Agency Email:
Federal Awarding Agency Address:
CFDA Catalog Name:
CFDA Number:
FAIN:
Research Grant:
Federal Award Date:
Total Federal Award Amount: $0.00
Federal Funds Obligated To Recipient: $0.00
Title: Local Toxics Control Act (LTCA)
Type: State
Funding Source %: 100%
Description: Remedial action grants and loans are provided to local governments in Washington
State to facilitate the cleanup of publicly owned lands contaminated with hazardous
substances. Grants or Loans offered include those for initial investigations, site
Approved Indirect Costs Rate: Approved Rate Negotiated Between ECOLOGY and RECIPIENT: 25%
Recipient Match %: 0%
InKind Interlocal Allowed: No
InKind Other Allowed: No
Is this Funding Distribution used to match a federal grant? No
JECOEH-2016 - Site Assessment
Task Total
Site Hazard Assessments (J002)
$ 4,800.00
Grant and Project Administration (.1003)
S 2,400.00
Initial Investigations (J001)
S 4,800.00
Total: S 12,000.00
CHANGES TO SCOPE OF WORK
Version 10/30/2015
Page 2 of 7
State of Washington Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Jefferson County Public Health Remedial Action Grant Project
Agreement No. TCPRA-2016-JeCoEH-00005
Amendment No. 1
Task Number:
Task Title: Initial Investigations (J001)
Task Cost: $4.800.00
Task Description:
This task funds the RECIPIENT'S costs ECOLOGY determines reasonable and necessary to perform approximately 4
initial investigations. The RECIPIENT shall investigate newly discovered sites that have been identified within the
RECIPIENT'S county as being a potential health or environmental risk. The RECIPIENT shall conduct and report on
initial investigations in accordance with ECOLOGY's Initial Investigations Policy 310A and any additional guidance
on conducting initial investigations. The RECIPIENT shall also attend any ECOLOGY required training on initial
investigations.
With prior approval by ECOLOGY's project manager, the RECIPIENT may reopen certain investigations and conduct
extended initial investigations. These may include sampling and analysis or other costs approved in advance by
ECOLOGY.
The RECIPIENT may also perform lead assessments under this task in coordination with the Department of Health at
properties approved by ECOLOGY. The RECIPIENT may conduct approved lead assessments where an elevated
blood lead level has been identified in a child residing at or frequenting the property. The assessment consists of the
sampling, analysis, and reporting on materials that potentially contain lead (such as paint, soil, and dust). This includes
making recommendations to the family about ways to mitigate exposure to and remediate the lead.
The RECIPIENT shall report lead assessment results to the Department of Health and to ECOLOGY. Costs for lead
assessments shall not exceed $2,000 each without written approval by ECOLOGY.
The RECIPIENT shall forward a copy of site investigation reports to ECOLOGY's project and financial managers
within 30 days of a completed initial investigation.
Task Goal Statement:
Respond and report outcomes of 100% of IIs referred to JCPH by Ecology during the period 7/1/2016-8/31/2017
Task Expected Outcome:
Respond to approximately 4 IIs during the period 7/l/2016-8/31/2017
Recipient Task Coordinator: —GhFist�y F 4o61e/ At/ -A &-
Deliverables
t/-A&-
Deliverables
Page 3 of 7
Number
Description
Due Date
1.1
The RECIPIENT shall submit a copy of 4 site investigation reports
to ECOLOGY's project manager and statewide SHA Coordinator
within 30 days of a completed initial investigation.
Version 10/30/2015
State of Washington Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Jefferson County Public Health Remedial Action Grant Project
Agreement No. TCPRA-2016-JeCoEH-00005
Amendment No. 1
CHANGES TO SCOPE OF WORK
Task Number: 3 Task Cost: $2,400.00
Task Title: Grant and Project Administration (J003)
Task Description:
This task funds RECIPIENT'S costs ECOLOGY deems reasonable and necessary to administer the grant and projects
under each task.
The RECIPIENT shall document on the progress report the staff time spent on each activity and at each site.
The RECIPIENT shall submit copies of requested site records to ECOLOGY, including copies of photographs
documenting site visits.
Eligible administrative costs may also include those incurred performing activities to:
• Administer the grant, develop, and maintain grant files.
• Prepare and submit payment requests, and progress reports.
• Purchase services, supplies, tools, and equipment needed to accomplish grant tasks.
(Equipment purchases are conditionally eligible and require prior written approval by ECOLOGY's financial
manager.)
• Attend training events approved in advance, including related travel costs. Training may be billed under Tasks 1-3 as
appropriate.
Spending Plans:
• The RECIPIENT shall submit a spending plan to ECOLOGY. The spending plan identifies the amount by quarter in
which the RECIPIENT plans to bill ECOLOGY for accumulated costs through the term of the agreement.
• The spending plan must be updated at least quarterly to reflect actual expenditures and projections for the remainder
of grant/loan reimbursement requests.
• The spending plans must be included with each payment request/progress report as an update to the Remedial action
Spending Plan form in EAGL.
Travel & Per Diem:
• ECOLOGY will reimburse travel costs at the state per diem rate in effect when the costs were incurred. Any costs
incurred over the state rate will be the sole responsibility of the contractor or recipient unless an exception is provided
in writing by the financial manager prior to the costs being incurred. The RECIPIENT may bill costs related to vehicle
usage at the state approved mileage rate. Any other motor pool costs, such as the cost of parking the RECIPIENT's
vehicles at their own office, purchasing, or maintaining vehicles are considered part of overhead and may not be direct
billed to this grant.
Phone Services:
• Mobile phones/landlines and related phone services that are used to cavy out SA grant related activities must be paid
for out of the overhead rate charged to the grant. Long distance calls on landlines associated with SA grant activities
may be direct billed.
Overhead/Indirect Costs:
• RECIPIENT may bill up to 25% of salaries and benefits (SB) for their indirect costs associated with managing the
Version 10/30/2015
Page 4 of 7
State of Washington Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Jefferson County Public Health Remedial Action Grant Project
Agreement No. TCPRA-2016-JeCoEH-00005
Amendment No. 1
grant and grant activities.
Task Goal Statement:
To manage the grant and project, and complete all administrative documentation and billings in accordance with
accounting standards, the terms and conditions of the grant, and the Administrative Requirements for Recipients of
Ecology Grants and Loans Managed in EAGL.
Task Expected Outcome:
Project documentation will be properly developed and maintained in accordance with the terns and conditions of the
grant, and the Administrative Requirements for Recipients of Ecology Grants and Loans Managed in EAGL.
Recipient Task Coordinator: Ky/- %Ct rki-
Deliverables
Page 5 of 7
Number
Description
Due Date
3.1
Timely grant payment requests/progress reports (PR/PR) with
proper documentation.
3.2
Updated spending plan with each PR/PR.
Version 10/30/2015
State of Washington Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Jefferson County Public Health Remedial Action Grant Project
Agreement No. TCPRA-2016-JeCoEH-00005
Amendment No. 1
Version 10/30/2015
Page 6 of 7
State of Washington Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Jefferson County Public Health Remedial Action Grant Project
Agreement No. TCPRA-2016-JeCoEH-00005
Amendment No. 1
AUTHORIZING SIGNATURES
All other terms and conditions of the original Agreement including any Amendments remain in full force and effect,
except as expressly provided by this Amendment.
The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their
respective organizations to this Amendment.
This amendment will be effective 06/30/2017.
IN WITNESS WHEREOF: the parties hereto, having read this Amendment in its entirety, including all attachments, do
agree in each and every particular and have thus set their hands hereunto.
Washington State
Department of Ecology
JEFFERSON COUNTY PUBLIC HEALTH
Page 7 of 7
Jim Pendowski Date Stuart Scott Whitford Date
Toxics Cleanup
Environmental Health Director
Program Manager
Kathleen Kler
Chair, Board of County Commissioners Date
Ap roved asto form:
• C Date:
Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
Jefferson County Prosecuting Attorney's Office
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