HomeMy WebLinkAbout121718_ca06615 Sheridan Street
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Public Fleealt
October 15, 2018
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Stuart Whitford, Environmental Public Health Director
Michael Dawson, Water Quality Manager
DATE: �� . 10 g
SUBJECT: Agenda Item — Amendment No. 1 to the agreement with the Department of
Ecology for Water Quality Pollution Identification and Control Quilcene and
Dabob Bays agreement; 12/1/2015 — 3/31/2019
STATEMENT OF ISSUE:
Jefferson County Public Health requests approval of Amendment No. 1 to the agreement with the
Department of Ecology for Pollution Identification and Control Quilcene and Dabob Bays; 12/1/2015 —
3/31/2019
ANALYSIS STRATEGIC GOALS PRO'S and CON'S:
This amendment is needed to reallocate funds from Task 1 to Tasks 2 and 3 and to extend the grant
expiration date to March 31, 2019. Task 1 will have sufficient funds to cover remaining reporting and
additional funds are needed to cover final data analysis, submittal of data to Ecology, and sanitary surveys.
Because of the time needed to process the grant amendment it was necessary to extend the grant
expiration date by 3 months.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
Total funding will remain the same, but the funds will be reallocated as follows. Task 1 (Admin) is
decreased by $40,000; Task 2 (WQ Monitoring and Analysis) is increased by $18,667 and Task 3 (Pollution
Identification and Correction) is increased by $21,333.
RECOMMENDATION:
Jefferson County Public Health requests approval of Amendment No. 1 to the agreement with the
Department of Ecology for Pollution Identification and Control Quilcene and Dabob Bays; 12/1/2015 —
3/31/2019
REVIEWED BY:
-Phi ip Morl unty Arun
Community Health
Developmental Disabilities
360-385-9400
360-385-9401 (f)
Date
Always working for a safer and healthier community
Environmental Health
Water Quality
360-385-9444
(f) 360-379-4487
DEPARTMENT OF
ONO ECOLOGY
State of Washington
AMENDMENT NO. 1
TO AGREEMENT NO. WQC-2016-JeCoPH-00039
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 Quilcene and Dabob Bays
Pollution Identification and Control (PROJECT).
This amendment is needed to extend the grant expiration date to March 31, 2019, and to reallocate funds from Task 1
to Tasks 2 and 3. This will provide adequate time and funding to finalize grant deliverables outlined under Tasks 2 and
3, such as the analysis of water quality data collected, submittal of all monitoring data to ECOLOGY's EIM database,
the completion of sanitary surveys, and completion of final reporting deliverables.
The budget is revised as follows:
Task 1 (Admin) is decreased by $40,000, from $72,450 to $32,450
Task 2 (WQ Monitoring and Analysis) is increased by $18,667, from $235,800 to $254,467
Task 3 (Pollution Identification and Correction) is increased by $21,333, from $149,925 to $171,258
IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows:
Expiration Date:
Original: 12/31/2018 Amended: 03/31/2019
CHANGES TO THE BUDGET
Funding Distribution EG160640
Funding Title: Centennial Clean Water Program
Funding Type:
Funding Effective Date
Funding Source:
Title:
Type:
Funding Source %:
Description:
Version 10/30/2015
Grant
12/01/2015
Centennial - SFY16
State
100%
Funding Expiration Date: 03/31/2019
The Centennial Clean Water Program provides grants for nonpoint source pollution
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
Approved Indirect Costs Rate:
Recipient Match %:
InKind Interlocal Allowed:
InKind Other Allowed:
control activity projects and wastewater facility construction projects in smaller,
financially distressed communities.
Approved State Indirect: 25%
25%
Yes
No
Is this Funding Distribution used to match a federal grant? No
Centennial Clean Water Program
Task Total
Pollution Identification and Correction
$
171,258.00
Water Quality Monitoring and Analysis
$
254,467.00
Public Outreach and Education
$
33,437.00
Project Administration/Management
$
32,450.00
Total: $ 491,612.00
CHANGES TO SCOPE OF WORK
Task Number: 1 Task Cost: $32,450.00
Task Title: Project Administration/Management
Task Description:
A. The RECIPIENT shall carry out all work necessary to meet ECOLOGY grant or loan administration requirements.
Responsibilities include, but are not limited to: maintenance of project records; submittal of requests for
reimbursement and corresponding backup documentation; progress reports; and a recipient closeout report (including
photos).
B. The RECIPIENT shall maintain documentation demonstrating compliance with applicable procurement,
contracting, and interlocal agreement requirements; application for, receipt of, and compliance with all required
permits, licenses, easements, or property rights necessary for the project; and submittal of required performance items.
C. The RECIPIENT shall manage the project. Efforts include, but are not limited to: conducting, coordinating, and
scheduling project activities and assuring quality control. Every effort will be made to maintain effective
communication with the RECIPIENT's designees; ECOLOGY; all affected local, state, or federal jurisdictions; and any
interested individuals or groups. The RECIPIENT shall carry out this project in accordance with any completion dates
outlined in this agreement.
Version 10/30/2015
Page 2 of 8
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
Task Goal Statement:
Properly managed and fully documented project that meets ECOLOGY's grant or loan administrative requirements.
Task Expected Outcome:
* Timely and complete submittal of requests for reimbursement, quarterly progress reports, and RECIPIENT closeout
report.
* Properly maintained project documentation
Recipient Task Coordinator: Michael Dawson
Deliverables
Page 3 of 8
Number
Description
Due Date
1.1
Progress Reports
1.2
Recipient Closeout Report
10/31/2018
1.3
Project Outcome Summary Report
11/30/2018
CHANGES TO SCOPE OF WORK
Task Number: 2 Task Cost: $254,467.00
Task Title: Water Quality Monitoring and Analysis
Taisk Description:
A. The RECIPIENT will submit a Quality Assurance Project Plan (QAPP) to ECOLOGY for review and approval
prior to conducting any water quality sampling. The QAPP will outline the quality assurance methods and protocols
the RECIPIENT will follow to assure the highest quality data collection and analysis work will occur throughout the
project period. Any monitoring activity conducted before the QAPP receives final approval is not eligible for
reimbursement.
B. The RECIPIENT will conduct a minimum of four marine shoreline surveys in the project area, two during the wet
season (October — April), and two during the dry season (May — September). During the shoreline survey, the
RECIPIENT will sample freshwater inputs and 16 marine stations for fecal coliform bacteria and nutrients.
Additionally, the RECIPIENT will conduct one year of stream monitoring at 17 stations for fecal coliform bacteria and
nutrients. The RECIPIENT will identify areas of concern based on sampling results and take additional samples to
locate possible onsite septic system (OSS) failure, agricultural contamination, or other sources.
C. All sampling site location data will be collected via global positioning system (GPS) and mapped in a geographic
information system (GIS).
D. A trend analysis for fecal coliform utilizing old and new data will be performed for the Quilcene and Dabob Bay
sites for which at least three years of data is available to begin to characterize whether water quality is improving or
worsening.
Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
E. All areas of concern will be investigated with additional sampling and dye testing as needed to help pinpoint
sources (see Task 3).
F. The RECIPIENT will repair, replace, and/or purchase additional monitoring equipment, as necessary, due to normal
attrition of existing equipment, to facilitate monitoring and provide accurate data. The following equipment will be
eligible for purchase through this project: boat and associated equipment, field tablets, and field gear. The total cost of
all equipment purchased under this project will not exceed $29,000. Changes in equipment type or any additional
equipment purchase must have prior approval from the ECOLOGY Project Manager to be eligible for reimbursement.
G. The RECIPIENT must submit all data to ECOLOGY using the Environmental Information Management System
(EIM) annually.
Task Goal Statement:
The goal of the monitoring and analysis task are to identify nonpoint pollution sources according to the protocol in the
2014 Hood Canal Regional PIC Guidance. Trend analysis for fecal coliform utilizing old and new data will be
performed for the Quilcene and Dabob Bay sites to begin to characterize whether water quality is improving or
worsening. A shoreline survey of freshwater inputs during wet and dry season will be completed. All areas of concern
will be investigated with additional sampling and dye testing as needed to help pinpoint sources.
Task Expected Outcome:
• An approved QAPP.
• Collect pathogen indicator bacteria and nutrient data from shoreline freshwater and at 16 marine stations over two
years during wet season and dry season.
• Collect bacteria and nutrient data from 17 freshwater stream stations for one year, October through September.
• Pinpoint sources through additional sampling and dye testing as needed.
• Monitoring data management performed, including entering retrieved data into ECOLOGY's EIM database
annually.
Recipient Task Coordinator: Michael Dawson
Deliverables
Page 4 of 8
Number
Description
Due Date
2.1
Develop and submit QAPP to ECOLOGY for review and approval.
03/31/2016
Upload final approved and signed QAPP to EAGL.
2.2
Complete two years of wet season and dry season monitoring of
10/01/2018
freshwater inputs for fecal coliform and nutrients on 50 miles of
shoreline.
2.3
Complete two years of wet season and dry season monitoring
10/01/2018
bimonthly for fecal coliform and nutrients at 16 marine stations.
2.4
Complete one year of stream monitoring at 17 stations for fecal
10/01/2018
coliform and nutrients.
2.5
Provide copy of trend analysis to ECOLOGY's Project Manager.
12/01/2018
Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
2.6 Manage and submit all monitoring data to ECOLOGY's EIM 12/01/2018
database annually.
CHANGES TO SCOPE OF WORK
Task Number:
Task Title: Pollution Identification and Correction
Task Cost: $171,258.00
Task Description:,
A. The RECIPIENT will research all OSS records in the project area and prioritize on-site septic systems (OSS)
survey locations within the Quilcene and Dabob Bays project area based on risk factors. High priority properties
include those associated with bacteria "hot spots" as determined by the water quality sampling in task 2 and those
within 500 feet of the shoreline that have no septic system permit, or were permitted and are 25 years or older. The
purpose of the sanitary surveys will be to identify and correct failing OSS contributing to surface water pollution.
B. The RECIPIENT will complete a minimum of 200 sanitary surveys within the project area. The RECIPIENT will
conduct sanitary surveys according to the 2014 Hood Canal Regional Pollution Identification and Correction Guidance.
C. The RECIPIENT will utilize corrective actions on failing OSS systems through a combination of public education
and enforcement (where necessary) of local solid waste and onsite sewage regulations.
Task Goal Statement:
Using the Hood Canal Regional PIC Guidance, OSS records will be researched and prioritized based on risk factors
such as age and vicinity to surface water. Status and condition of septic systems in the project area will be more
completely understood upon the completion of the survey. Dye testing will be utilized when appropriate to determine
impact to local waterways. Correction of all failing systems will be accomplished through a combination of education
and enforcement of state and local codes, while distributing information about available financial assistance.
Task Expected Outcome:
The RECIPIENT will research all OSS records in the project area and prioritize surveys based on risk factors, complete
200 sanitary surveys of OSS in the project area, and ensure correction of fecal bacteria sources using a combination of
public education and enforcement (where necessary) of local solid waste and onsite sewage regulations.
Recipient Task Coordinator: Michael Dawson
Deliverables
Page 5 of 8
Number
Description
Due Date
3.1
Research all project area OSS records and create prioritized list.
Provide copy of list to ECOLOGY's Project Manager.
10/31/2017
3.2
Complete 200 sanitary surveys in the project area.
10/31/2018
3.3
Correct failing systems through education or enforcement.
11/01/2018
Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
Version 10/30/2015
Page 6 of 8
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
Fundine Distribution Sul roar
Recipient / Ecology Share
Page 7 of 8
Funding Distribution Name
Recipient Match %
Recipient Share
Ecology Share
Total
Centennial Clean Water Program
25 %
$ 122,903.00
$ 368,709.00
$ 491,612.00
Total
$ 122,903.00
$ 368,709.00
$ 491,612.00
Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Quilcene and Dabob Bays Pollution Identification and Control Project
Agreement No. WQC-2016-JeCoPH-00039
Amendment No. 1
AUTHORIZING SIGNATURES
Page 8 of 8
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 01/01/2019.
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
By:
Heather R. Bartlett
Water Quality
Program Manager
Template Approved to Form by
Attorney General's Office
Version 10/30/2015
Jefferson County Public Health
By:
Date• DOVi Of SuAW0, '—/ ;1- Date
Commissioner, Jefferson County
roved a to f rrn:
- C: Date:
Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
Jefferson County Prosecuting Attorney's Office