HomeMy WebLinkAbout090517_ca10615 Sheridan Street
Port Townsend, WA 98368
�ethsort www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt August 7, 2017
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Stuart Whitford, Director
DATE: 8151 V1.+
SUBJECT: Agenda Item — Interagency Agreement with Department of Ecology for
Local Source Control (LSC), C1800029; July 1, 2017 — June 30, 2019;
$169,348.83
STATEMENT OF ISSUE:
Jefferson County Public Health, Department of Environmental Health, requests Board approval of the
Interagency Agreement with Department of Ecology for Local Source Control, C1800029; July 1, 2017 —
June 30, 2019; $169,348.83
ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S:
This interagency agreement with the Department of Ecology continues County efforts to eliminate the risk
associated with hazardous wastes. Funding is provided by the Environmental Legacy Stewardship Account
(Fund 19G), part of the Model Toxics Control Act (RCW 70.105d). The agreement's purpose is to provide
specialists who provide no -cost technical assistance and educational outreach to small businesses in an
effort to prevent pollution of waters of the state. JCEH specialists will conduct site visits and pollution
prevention activities in regards to small quantity generators of dangerous and/or hazardous waste and
other businesses and organizations with the potential to pollute stormwater. Through individual
consultations, the LSC specialist will work to help business owners and organizations evaluate their business
practices and will make recommendations to reduce their environmental impact. Recommendations are
based on industry Best Management Practices and state and county regulatory requirements. Ecology
coordinates and supports collaborative efforts in this joint effort designed to reduce or eliminate hazardous
waste and pollutants at the source.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This interagency agreement is fully funded by the Department of Ecology. There is no impact to the general
fund.
RECOMMENDATION:
JCPH management request approval of the interagency agreement with Department of Ecology for Local
Source Control, (C1800029); July 1, 2017 — June 30, 2019; $169,348.83
R7zT!
Philip orley, Coun dministrqto_c,Date
Community Health Environmental Health
Developmental Disabilities Water Quality
360-385-9400 360-385-9444
360-385-9401 (f) Always working for a safer and healthier community (f) 360-379-4487
State of Washington, Department of Ecology
IAA No. C 1800029
Jefferson County Health Department
1♦m
DEPARTMENT OF
ECOLOGY
State of Washington
IAA No. C1800029
INTERAGENCY AGREEMENT (IAA)
BETWEEN
THE STATE OF WASHINGTON, DEPARTMENT OF ECOLOGY
AND
JEFFERSON COUNTY PUBLIC HEALTH
THIS INTERAGENCY AGREEMENT ("Agreement" or "IAA") is made and entered into by and between the state of
Washington, Department of Ecology, hereinafter referred to as "ECOLOGY," and Jefferson County Public Health, hereinafter
referred to as the "CONTRACTOR," pursuant to the authority granted by Chapter 39.34 RCW.
THE PURPOSE OF THIS AGREEMENT is for the CONTRACTOR to provide Pollution Prevention Assistance (PPA)
Specialists who will provide technical assistance and education outreach to small businesses in an effort to prevent pollution of
waters of the state as part of the Local Source Control Partnership. The PPA Specialists will make referrals to ECOLOGY as
needed and report results.
WHEREAS, ECOLOGY has legal authority (RCW 70.95C and RCW 70.105) and the CONTRACTOR has legal authority
(Ch. 8.10 Solid Waste Resolution, Jefferson County Code and RCW 70.05) that allows each party to undertake the actions
in this Agreement.
WHEREAS, ECOLOGY will coordinate this Local Source Control (LSC) Partnership supporting collaborative efforts to
protect and restore Puget Sound, the Spokane River Watershed, and the Columbia River Basin.
THEREFORE, IT IS MUTUALLY AGREED THAT:
1) SCOPE OF WORK
The CONTRACTOR shall furnish the necessary personnel, equipment, material and/or service(s) and otherwise do all things
necessary for or incidental to the performance of the work set forth in Appendix A, Statement of Work and Appendix B, Invoice
and Budget detail, attached hereto and incorporated herein.
2) PERIOD OF PERFORMANCE
The period of performance of this IAA shall commence on July 1, 2017 and be completed by June 30, 2019 unless terminated
sooner as provided herein. Amendments extending the period of performance, if any, shall be at the sole discretion of
ECOLOGY.
Version 8/1/17
State of Washington, Department of Ecology
lAA No. C1800029
3) COMPENSATION
Compensation for the work provided in accordance with this IAA has been established under the terms of RCW 39.34.130 and
RCW 39.26.180(3). This is a performance-based agreement, in which payment is based on the successful completion of
expected deliverables.
The source of funds for this IAA is the Environmental Legacy Stewardship Account (Fund 19G).
The parties have determined that the cost of accomplishing the work identified herein will not exceed $169,348.83.
Payment for satisfactory performance of the work shall not exceed this amount unless the parties mutually agree via an
amendment to a higher amount. Compensation for services shall be based on the terms and tasks set forth in Appendix A,
Statement of Work and Appendix B, Invoice and Budget. ECOLOGY will not make payment until it has reviewed and accepted
the completed work.
Travel expenses (meals, lodging, mileage) will be reimbursed according to current state rates at the time of travel, not to exceed
the budget (see Appendix B, Invoice and Budget).
Purchase of source control tools (e.g. spill kits, plastic drum covers) and promotional items for distribution to businesses under
this contract must be included in the CONTRACTOR'S Goods and Services budget and pre -approved by ECOLOGY. Any
purchases of equipment or goods and services over $1,000.00 must be pre -approved by ECOLOGY. When the agreement
expires, or when the equipment is no longer needed for the originally authorized purpose (whichever comes first) the disposition
of equipment shall be at Ecology's sole discretion.
Indirect rates will be paid as indicated in Appendix B. Any change to the indirect rate will require an amendment.
The budget referenced in Appendix B may be adjusted between categories with Ecology's preapproval, and as long as the total
cost is not exceeded.
4) BILLING AND PAYMENT PROCEDURE
Payment requests shall be submitted on state form, Invoice Voucher A19 -1A. Invoices shall describe and document to
ECOLOGY's satisfaction a description of the work performed, the progress of the work, and related costs. Each invoice
voucher shall reference the Agreement (IAA) number and clearly identify those items that relate to performance under this
Agreement. Payment will be made within thirty (30) days of submission of a properly completed invoice (form A19 -IA)
with supportive documentation. All expenses invoiced shall be supported with copies of invoices paid.
Send invoices to:
State of Washington
Department of Ecology
Attn: Peggy Morgan, HWTR Program
P.O. Box 47600
Olympia, WA 98504-7600
Payment requests shall be submitted on a quarterly basis (or monthly if preapproved by Ecology). For quarterly billing, invoices
must be submitted as outlined in Section VIII. Upon expiration of this Agreement, any claim for payment not already made shall
be submitted to ECOLOGY within 30 days after the expiration date or the end of the fiscal year, whichever is earlier.
Payment will be issued through Washington State's Department of Enterprise Services Statewide Payee Desk. To receive
payment you must be registered as a state-wide vendor. To register submit a state-wide vendor registration form and an
IRS W-9 form at website,
littp://www.des.wa.gov/serviceslContractingPtjrcliasitijz/Busitiess/VendorPay/Pages/default.aspx. If you have questions
about the vendor registration process you can contact DES at the Payee Help Desk at (360) 407-8180 or email
payeehe ll pdesk&des.wa.gov.
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State of Washington, Department of Ecology
IAA No. C1800029
5) ALTERATIONS AND AMENDMENTS
This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are
in writing and signed by personnel authorized to bind each of the parties.
6) ASSIGNMENT
The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party
in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld.
7) ASSURANCES
Parties to this Agreement agree that all activity pursuant to this agreement will be in accordance with all the applicable
current federal, state, and local laws, rules, and regulations.
8) CONFORMANCE
If any provision of this Agreement violates any statute or rule of law of the state of Washington, it is considered modified
to conform to that statute or rule of law.
9) DISPUTES
Parties to this Agreement shall employ every effort to resolve a dispute themselves without resorting to litigation. In the
event that a dispute arises under this Agreement that cannot be resolved among the parties, it shall be determined by a
Dispute Board in the following manner. Each party to this Agreement shall appoint one member to the Dispute Board. The
members so appointed shall jointly appoint an additional member to the Dispute Board. The Dispute Board shall review
the facts, agreement terms, and applicable statutes and rules, and then make a determination of the dispute. The
determination of the Dispute Board shall be final and binding on the parties hereto, unless restricted by law. The cost of
resolution will be borne by each party paying its own cost. As an alternative to this process, if state agencies, either of the
parties may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process
will control. The parties may mutually agree to a different dispute resolution process.
10) FUNDING AVAILABILITY
ECOLOGY's ability to make payments is contingent on availability of funding. In the event funding from state, federal, or
other sources is withdrawn, reduced, or limited in any way after the effective date and prior to completion or expiration date
of this Agreement, ECOLOGY, at its sole discretion, may elect to terminate the Agreement, in whole or part, for
convenience or to renegotiate the Agreement subject to new funding limitations and conditions. ECOLOGY may also elect
to suspend performance of the Agreement until ECOLOGY determines the funding insufficiency is resolved. ECOLOGY
may exercise any of these options with no notification restrictions, although ECOLOGY will make a reasonable attempt to
provide notice.
In the event of termination or suspension, ECOLOGY will reimburse eligible costs incurred by the CONTRACTOR through
the effective date of termination or suspension. Reimbursed costs must be agreed to by ECOLOGY and the
CONTRACTOR. In no event shall ECOLOGY's reimbursement exceed ECOLOGY's total responsibility under the
agreement and any amendments.
11) GOVERNING LAW AND VENUE
This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any
applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. This Agreement shall
be construed and interpreted in accordance with the laws of the state of Washington, and the venue of any action brought
hereunder shall be in the Superior Court for Thurston County.
12) INDEPENDENT CAPACITY
The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees
or agents of that party and shall not be considered for any purpose to be employees or agents of the other party.
State of Washington, Department of Ecology
lAA No. C 1800029
13) ORDER OF PRECEDENCE
In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the
inconsistency shall be resolved by giving precedence in the following order:
a. Applicable federal and state of Washington statutes, regulations, and rules.
b. Mutually agreed upon written amendments to this Agreement.
c. This Agreement, number C1800029.
d. Appendix A, Statement of Work.
e. Appendix B, Invoice and Budget.
f. Any other provisions of this Agreement, including materials incorporated by reference.
14) RECORDS MAINTENANCE
The parties to this Agreement shall each maintain books, records, documents and other evidence that sufficiently and properly
reflect all direct and indirect costs expended by either party in the performance of the service(s) described herein. These records
shall be subject to inspection, review or audit by personnel of both parties, other personnel duly authorized by either party, the
Office of the State Auditor, and federal officials so authorized by law. All books, records, documents, and other material relevant
to this Agreement will be retained for six years after expiration of this Agreement and the Office of the State Auditor, federal
auditors, and any persons duly authorized by the parties shall have full access and the right to examine any of these materials
during this period.
Records and other documents, in any medium, furnished by one party to this Agreement to the other party, will remain the
property of the furnishing party, unless otherwise agreed. The receiving party will not disclose or make available this material
to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond. Each
party will utilize reasonable security procedures and protections to assure that records and documents provided by the other
party are not erroneously disclosed to third parties subject to state public disclosure laws.
15) RESPONSIBILITIES OF THE PARTIES
Each party of this Agreement hereby assumes responsibility for claims and/or damages to persons and/or property resulting
from any act or omissions on the part of itself, its employees, its officers, and its agents. Neither party will be considered the
agent of the other party to this Agreement.
16) RIGHTS IN DATA
Unless otherwise provided, data which originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright
Act of 1976 and shall be owned by state of Washington, ECOLOGY. Data shall include, but not be limited to, reports,
documents, pamphlets, advertisements, books magazines, surveys, studies, computer programs, films, tapes, and/or sound
reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights.
17) SEVERABILITY
If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid, such
invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision, if such
remainder conforms to the requirements of applicable law and the fundamental purpose of this Agreement, and to this end the
provisions of this Agreement are declared to be severable.
18) SUBCONTRACTORS
The CONTRACTOR agrees to take complete responsibility for all actions of any Subcontractor used under this Agreement for
the performance. When federal funding is involved there will be additional subcontractor requirements and reporting.
Prior to performance, all subcontractors who will be performing services under this Agreement must be identified, including
their name, the nature of services to be performed, address, telephone, WA State Department of Revenue Registration Tax
number (UBI), federal tax identification number (TIN), and anticipated dollar value of each subcontract. Provide such
information to ECOLOGY's agreement manager.
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State of Washington, Department of Ecology
[AA No. C 1800029
19) TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party
violates any of these terms and conditions, the aggrieved party wil l give the other party written notice of such failure or violation.
The responsible party will be given the opportunity to correct the violation or failure within fifteen (15) business days. If failure
or violation is not corrected, this Agreement may be terminated immediately by written notice of the aggrieved party to the
other.
20) TERMINATION FOR CONVENIENCE
Either party may terminate this Agreement without cause upon thirty (30) calendar day prior written notification to the other
party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance
with the terms of this Agreement prior to the effective date of termination.
21) WAIVER
A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of
such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in a written
amendment to this Agreement signed by an authorized representative of the parties.
22) AGREEMENT MANAGEMENT
The representative for each of the parties shall be responsible for and shall be the contact person for all communications and
billings regarding the performance of this Agreement. The parties agree that if there is a change in representatives that they will
promptly notify the other party in writing of such change, such changes do not need an amendment.
The ECOLOGY Representative is:
Name:
Peggy Morgan
Address: P. O. Box 47600
Olympia, WA 98504-7600
Phone:
(360) 407-6739
Email:
peggy.morgan@ecy.wa.gov
Fax:
(360) 407-6715
The CONTRACTOR Representative is:
Name: Stuart Whitford, Environmental Health Director
Address: 615 Sheridan St
Port Townsend, WA 98368
Phone: 360-385-9444
Email: SWhitford@co.jefferson.wa.us
Fax: 360-385-9401
State of Washington, Department of Ecology
1AA No. C 1800029
23) ALL WRITINGS CONTAINED HEREIN
This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise,
regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto.
The signatories to this Agreement represent that they have the authority to bind their respective organizations to this
Agreement.
IN WITNESS WHEREOF, the parties below, having read this Agreement in its entirety, including all attachments, do agree
in each and every particular and have thus set their hands hereunto.
State of Washington
Department of Ecology
By:
Signature Date
Print Name:
Title:
Approved as to form: Attorngy General's Office
CONTRACTOR
Jefferson County Public Health
By:
Signature Date
Print Name:
Title:
A?rdve 5 form:
Date:
Philip C. C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
Jefferson County Prosecuting Attorney's office
n
State of Washington, Department of Ecology
IAA No. C1800029
2017-2019 Biennial Interagency Agreement
Appendix A, Statement of Work
Jefferson County Public Health
Section I. Introduction
This appendix provides the `Statement of Work' in support of the 2017-2019 biennial Interagency Agreement for the
Local Source Control (LSC) Partnership which is overseen by the Washington Department of Ecology (ECOLOGY)
Hazardous Waste and Toxics Reduction Program.
The CONTRACTOR, through their Pollution Prevention Assistance (PPA) program, will conduct multimedia source
control site visits and pollution prevention activities to Small Quantity Generators (SQGs) of dangerous waste and other
businesses and organizations that may have potential to pollute stormwater. The site visits along with other pollution
prevention activities conducted by the CONTRACTOR will be designed to reduce or eliminate hazardous waste and
pollutants at the source.
The LSC work is expected to fall within these . enci it ro mrtions:
Technical Assistance visits 65%
see Section III)
Unique Program Elements 20%
(see Section II)
Training 10%
see Section VI
Other (admin, staff meetings etc.) 5%
Key staff, estimated FTE and their roles are identified in Table 1.
Tnhln 1- Vpv Ctaff
Staff Name
Estimated FTE
Role
Dorian Satterlee
0.67
PPA Specialist
Laura Tucker
0.18
EnviroStars coordinator
Roger Parker
0.10
PPA S ecialist
Stuart Whitford
0.03
1 Manager/Supervisor
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State of Washington, Department of Ecology
lAA No. C1800029
Section II. Unique Program Elements
The CONTRACTOR will conduct the unique elements for their PPA program, outlined in Table 2.
Table 2: Unique Program Elements
Program Element
Deliverable(s)
Business Outreach Focus
Pharmacies and Clinics - outreach focused on the interim
pharmaceutical waste policy
Land scapers/Nurseries — Outreach and education events
at central location offered to provide information on
fertilizer/pesticide impacts on stormwater runoff and
safer alternatives.
EnviroStars Program
Include EnviroStars as technical assistance element
informing current businesses of the new program, and
invitin new businesses to join
Safer Alternatives Pilot
Participate in a pilot project to incorporate information
about safer alternatives into site visits. Have PPA attend
OSHA Training Institute Education Centers Course at
UW Seattle: "Transitioning to Safer Chemicals" (OSHA
7225)
When unique outreach or educational materials are developed by the CONTRACTOR using Local Source Control (LSC)
funds, a copy of the materials must be provided to ECOLOGY before use.
Section III. Technical Assistance Visits
The CONTRACTOR will conduct technical assistance visits to small quantity generators of dangerous wastes, and to
businesses or organizations that have the potential to pollute stormwater. Approximately 60% of the visits will be Initial
Visits. The balance of the visits will be Screening Visits and Follow-up Visits.
An Initial Visit occurs at the actual site and results in a completed `checklist' (or enough data gathered to
complete data entry into the LSC database). It will either be the first complete visit to a site OR the first visit in
two or more years.
A Screening Visit is an attempted visit to the site, but the business declined or put off the visit, OR you were
interrupted during the visit and were unable to gather complete data, OR you discover that the facility does not
exist anymore OR you discover that the business does not qualify for a visit under the LSC program.
A Follow -Up Visit should occur within 90 days of the Initial Visit. Follow-up should generally be done through
an on-site visit. However a phone conversation, mail or email exchange may count as a Follow -Up Visit if it
includes confirmation that the issues that were identified in the initial visit were resolved.
Table 3: Number of Technical Assistance Visits
dumber of Total Visits
I Tar et or Initial Visits
State of Washington, Department of Ecology
IAA No. C1800029
Business sectors, organizations, waste streams, and/or geographical area that will provide a focus for the 2017-2019
technical assistance visits are listed in Table 4.
Table 4: Technical Assistance Targets
Target
Rationale for selecting _
Approach
Restaurant site visits including
Ensure food establishments are in
Coordinate with JCPH food
FOG education
compliance with Best
division
Management Practices (BMPs)
for Fats, Oils and Grease (FOG)
Gas Stations
Ensure businesses have spill
Conduct site visits and give
response procedures and
stations an opportunity to qualify
employees are trained in such.
for free spill kits (JCPH still has
Also work to ensure BMPs are
a good number of kits to give to
followed for any carwashes and
businesses).
stations who serve food are in
compliance with FOG
requirements
Land scapers/Nurseries
Provide technical assistance for
Prioritize site visits for
businesses through information
businesses that do not attend
on stormwater impacts of
outreach events.
fertilizers and pesticides. Also
incorporate Safer Alternatives
Pilot program as it may apply to
theseproducts/wastes
Pharmacies/Dentists/Clinics
Perform education and outreach
Conduct site visits with a special
to inform businesses on the
focus on the interim policy —
Department of Ecology's Interim
finding out if the business is
Pharmaceutical Waste Policy
already following or would like
to follow the policy and give
assistance as appropriate to that
circumstance.
ECOLOGY may direct a portion of technical assistance visits toward specific priority sources or contaminants.
High Priority Environmental Issues
The below list are ECOLOGY's high priority environmental issues because they have the potential to directly impact
human health and/or the environment. If one or more of these issues are found during a site visit, a Follow-up visit is
justified (although not required). The severity of the issue will help determine if a Follow-up visit is necessary. A Follow-
up visit to a business for other (non -high priority) issues is at the discretion of the CONTRACTOR. When unable to
resolve high priority environmental issues, the Pollution Prevention Specialist will refer the issue to ECOLOGY or other
appropriate agency.
• Hazardous waste being improperly designated
• Hazardous waste being improperly disposed
• Hazardous products/wastes being improperly stored
• Compromised dangerous waste containers need to be repaired or replaced
• Illegal plumbing connection
• Illicit discharge of wastewater to storm drain
• Improperly stored containerized materials
• Improperly stored non -containerized materials
• Leaks and spills in dangerous waste storage areas
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State of Washington, Department of Ecology
1AA No. C1800029
Visit Guidance
The following guidance applies to technical assistance visits, unless otherwise discussed with ECOLOGY:
1. Prior to the visit:
• Check the TurboWaste list that is provided on an annual basis to try and ensure that the business is not a
Medium or Large Quantity Dangerous Waste Generator
• Check with Urban Waters staff (where applicable) to ensure that business is not currently being visited by
Urban Waters staff
• Research site and issues prior to the visit using a combination of data sources
2. During the visit:
Provide technical assistance on proper management of dangerous waste, prevention of stormwater pollution,
spill prevention, and reduction of hazardous substance use (when applicable)
If appropriate, encourage businesses to participate in local green business programs, such as the EnviroStars
business certification program
3. At the end of the visit or after the visit:
Provide written follow-up to document the results of the visit. This can be done by leaving a copy of the
`checklist' or other documentation with the business at the end of the visit, by using the Commitment
Postcard, by sending a follow-up letter/email, or alternatively by sending a `thank you' postcard if no issues
were identified
If necessary, coordinate with other agencies (e.g. the fire marshal, code enforcement, stormwater, wastewater
treatment, and/or moderate risk waste staff) to ensure that the information you are providing is consistent with
the other agency's regulations and/or best management practices.
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State of Washington, Department of Ecology
lAA No C1900029
Section IV. Table 5 Timeline
Section V. LSC Database
Information gathered during technical assistance visits must include all of the elements that are listed in the LSC checklist
v. 5.0., dated 11/1/2016 (link) and be entered into the LSC database, which is managed and maintained by ECOLOGY.
The following guidance applies to all technical assistance visits, unless otherwise discussed with ECOLOGY:
• Collect enough information to complete all of the applicable fields in ECOLOGY's LSC database and enter it into
the database within 15 work days of the visit
• if you make a referral to a regulatory agency enter the information about the referral into the database within 15
work days of the referral
Ensure that data entry is complete and accurate
Refer to the LSC database instructions, or contact ECOLOGY support staff, for assistance with database entry
If using paper checklists or equivalent documentation, maintain originals in accordance with your local public
disclosure laws
Section VI. Training
ECOLOGY expects that the CONTRACTOR will provide basic training to the Pollution Prevention Specialists on topics
relevant to their position. ECOLOGY will provide additional training to ensure that CONTRACTOR's staff are properly
trained and supported to conduct PPA activities, and that experienced staff are exposed to new information, and have
opportunities to share their expertise for the benefit of the LSC Partnership. The following types of training are provided.
Table 6 contains a tentative training schedule.
11
Goal for
Unique Program Element
Technical Assistance Target
Time Period
number of
activities
activities
Site Visits
July 1, 2017 — December 31, 2017
Visit Gas Stations and conduct
35
• Attend UW Seattle
course OSHA 7225 on
FOG site visits
9/6/17-9/7/17 and
incorporate safer
alternatives into site
visits per pilot project.
• Conduct EnviroStars
ins ections/outreach
January 1, 2018 — June 30, 2018
35
• Design outreach
Conduct pharmacy/clinic visits
program events and
with information on Interim
curriculum for
policy
I Landscaping/Nursery
targets.
July 1, 2018 — December 31, 2018
50
• Conduct
• Pharmacy/Clinic visits
Landscaper/Nursery
• Gas Station visits
events.
• FOG visits
• EnviroStars
certifications
January 1, 2019 — June 30, 2019
40
Safer Alternatives Pilot
Landscapers/Nurseries site
program activities
visits prioritizing those who did
not attend outreach events.
Section V. LSC Database
Information gathered during technical assistance visits must include all of the elements that are listed in the LSC checklist
v. 5.0., dated 11/1/2016 (link) and be entered into the LSC database, which is managed and maintained by ECOLOGY.
The following guidance applies to all technical assistance visits, unless otherwise discussed with ECOLOGY:
• Collect enough information to complete all of the applicable fields in ECOLOGY's LSC database and enter it into
the database within 15 work days of the visit
• if you make a referral to a regulatory agency enter the information about the referral into the database within 15
work days of the referral
Ensure that data entry is complete and accurate
Refer to the LSC database instructions, or contact ECOLOGY support staff, for assistance with database entry
If using paper checklists or equivalent documentation, maintain originals in accordance with your local public
disclosure laws
Section VI. Training
ECOLOGY expects that the CONTRACTOR will provide basic training to the Pollution Prevention Specialists on topics
relevant to their position. ECOLOGY will provide additional training to ensure that CONTRACTOR's staff are properly
trained and supported to conduct PPA activities, and that experienced staff are exposed to new information, and have
opportunities to share their expertise for the benefit of the LSC Partnership. The following types of training are provided.
Table 6 contains a tentative training schedule.
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State of Washington, Department of Ecology
IAA No. C1800029
New Staff Mentoring and Training
ECOLOGY staff and experienced PPA Specialists will provide a variety of training support to new PPA staff.
1. Field Mentoring & Training Review
If internal expertise is not available, ECOLOGY will assign an experienced PPA Specialist from another LSC partner as a
mentor to provide field training and support to a new hire; this will be set-up within two weeks of notification to Ecology.
Field mentoring will involve a series of accompanied field visits designed by the mentor and ECOLOGY staff to support
the needs of the new hire. When the mentor and new hire determine they are ready, an ECOLOGY staff will accompany
the new hire on a few technical assistance visits, to ensure that they are providing accurate information on proper waste
management, spill prevention, storm water pollution prevention, and toxics reduction opportunities.
2. In-person New Staff Training
A New Staff in-person training will be offered once or twice a year depending on need. This training will be planned and
conducted by ECOLOGY staff and experienced PPA Specialists.
In-person Trainings for all PPA Specialists
These In-person Trainings will be planned and conducted by teams of PPA Specialists from two to three LSC partners for
each training. Training topics are intended to help new staff become more competent in their work, and experienced staff
to gain greater technical depth on relevant topics. ECOLOGY staff will determine the teams, provide initial guidance,
review agendas, and provide support for planning and logistics.
Schedule: Typically these trainings are held the second Wednesday in September and March. They are usually scheduled
between 8:30 a.m, and 3:30 p.m. with overnight travel allowed for jurisdictions that need extra time to be able to attend
the trainings. ECOLOGY must pre -approve overnight travel if it is being charged to the LSC budget.
Attendance Requirement: Unless prior approval has been given by ECOLOGY, it is mandatory for at least one PPA
specialist per jurisdiction to attend the in-person trainings. This person is responsible for disseminating information back
to the PPA specialists from that jurisdiction. Managers are welcome but not required to attend. Generally, training
substitutions are not allowed for the In-person Trainings. However, exceptions may apply. ECOLOGY staff must
approve non -emergency absences or training substitutions at least two weeks prior to the training.
Wcl)inar Trainings
ECOLOGY will plan and conduct Webinars during most of the months that do not have In-person Trainings. These
sessions are intended to expose PPA Specialists to new information or technical topics relevant to their work. Suggestions
on topics and speakers are welcomed from PPA partners.
Schedule: These are one and a half hour sessions, held on the second Wednesday of the month. Up to eight Webinars
will be scheduled each year.
Attendance Requirement: Mandatory for each PPA Specialist to attend at least six of the eight Webinars each year.
Another type of training that is relevant to PPA Specialists' work may be substituted for up to two of the eight Webinars.
Notification of the substitution must be provided to ECOLOGY at least two weeks in advance of the Webinar.
12
State of Washington, Department of Ecology
IAA No. C1800029
Table 6: Tentative Traininu Schedule (sub.iect to change)
July, 2017
No training
August 9, 2017
Webinar
September 13, 2017
Webinar
October 16-17, 2017
In-person training in conjunction with
Regional NAHMMA Conference in
Troutdale, OR
November 7-8, 2017
New Specialists' Training at Ecology
Northwest Regional Office in Bellevue
December 13, 2017
Webinar
January 10, 2018
Webinar
February 14, 2018
Webinar
March 14, 2018
In-person training Location: TBD
April 11, 2018
Webinar
May 9, 2018
Webinar
June 13, 2018
Webinar
July, 2018
No training
August 8 2018
Webinar
September 12, 2018
In-person training Location: TBD
October 10, 2018
Webinar
November, 2018
New Specialists' Training at Ecology
Northwest Regional Office in Bellevue
December 12, 2018
Webinar
January 9, 2019
Webinar
February 13, 2019
Webinar
March 13, 2019
In-person training Location: TBD
April, 2019
Webinar
May, 2019
Webinar
June, 2019
Webinar
Section VII. Reporting and Contract Changes
Annual reports, briefly summarizing contract status including: number of site visits performed, Unique Program Element
activities conducted, Technical Assistance Target activities conducted and budget status shall be provided to ECOLOGY
by July 31, 2018 and June 30 2019. The report shall include two to three `case studies' of a business or organization that
benefitted from a PPA site visit, with if possible a few photos of the business (preferably before and after the visit).
Any of the following changes shall be reported to the ECOLOGY LSC Partnership Coordinator within 10 business dam:
• Key personnel changes (staff or manager leaving, new hires, etc.)
• Initiation of or changes to a subcontract (see Section 18 of the Interagency Agreement for specific information
that is required regarding subcontractors)
13
State of Washington, Department of Ecology
IAA No. C 1800029
Section VIII. Invoicing
Invoice (billing) procedures are outlined in the Interagency Agreement (IAA), (see IAA Section 4). In addition to directions
in the IAA, Section 4, the following information is provided:
• Support documents may be submitted via email rather than as a paper copy.
• Quarterly invoicing will follow the schedule in Table 7.
Table 7: Invoicing Schedule
Quarter
Months
Due Date
1
July, August, September 2017
November 10, 2017
2
October, November, December 2017
February 10, 2018
3
January, February, March 2018
Ma 10, 2018
4
April, May, June 2018
July 31, 2018 (earlier Due Date due to end of
fiscal year requirements)
5
July, August, Se tember 2018
November 10, 2018
6
October, November, December 2018
February 10, 2019
7
January, February, March 2019
Ma 10, 2019
8
April, May, June 2019
July 31, 2019 (earlier Due Date due to end of
biennium requirements)
14
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