HomeMy WebLinkAboutCONSENT Interagency Agreement WSDE 615 Sheridan Street
Port Townsend, WA 98368
ceenson www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Carter Erickson, Environmental Public Health Manager
Pinky Feria Mingo, Environmental Public Health Director
DATE:
SUBJECT: Agenda item — Interagency Agreement with Washington State Department of
Ecology; July 1, 2025 — June 30, 2027; $213,303.22
STATEMENT OF ISSUE:
Jefferson County Public Health (JCPH) is requesting Board approval of an Interagency Agreement with the
Washington State Department of Ecology (Ecology); July 1, 2025 —June 30, 2027; $213,303.22
ANALYSIS/STRATEGIC GOALS/PROS and CONS:
This agreement is between JCPH and Ecology for pollution prevention assistance services in Jefferson and
Clallam Counties, supplying 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 Pollution Prevention
Assistance Partnership (formerly known as the Local Source Control Partnership). Ecology has legal authority
under RCW 70A.214 and RCW 70A.300, and JCPH has legal authority under WAC 173-350--Solid Waste
Handling Standards and Jefferson County Code 8.10 and an MOU with Clallam County that allows each party
to undertake the actions in this agreement.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This grant is fully funded by Ecology, and no match is required.
RECOMMENDATION:
JCPH management requests approval of the Interagency Agreement with Washington State Department of
Ecology; July 1, 2025 — June 30, 2027; $213,303.22
REVIEWED BY:
„„„&.. 3/5-grA-.1 _
Mark McCauley, Co Administrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
EH-25-028
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Department of Ecology Contract No: EH-25-028
Contract For: Pollution Prevention Assistance Term: 7/1/2025 - 6/30/2027
COUNTY DEPARTMENT: Environmental Health
Contact Person: Carter Erickson
Contact Phone: x303
Contact email: cerickson@co.jefferson.wa.us
AMOUNT: $213,303.22 PROCESS: Exempt from Bid Process
Revenue: $213,303.22 Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund # RFP or RFQ
Munis Org/Obj Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COM E T J 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A: • May 28, 2025
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: N/A: 1,61" May 28, 2025
Signature Date
STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche):
Electronically approved by Risk Management on 5/29/2025.
State agreement - cannot change.
STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 5/29/2025.
State language--no basis for changing.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
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MWAI
DEPARTMENT OF
ECOLOGY
State of Washington
IAA No. Click or tap here to enter text.
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
the Jefferson County Public Health hereinafter referred to as the"CONTRACTOR,"pursuant to the
authority granted by Chapter 39.34 of the Revised Code Washington,Interlocal Cooperation Act.
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 quantity
generators in an effort to prevent pollution of waters of the state as part of the Pollution Prevention Assistance
Partnership.
WHEREAS,ECOLOGY has legal authority(RCW 70A.214 and RCW 70A.300)and the
CONTRACTOR(other party)has legal authority(Jefferson County has legal authority to conduct
business assistance visits under WAC 173-350--Solid Waste Handling Standards and Jefferson County
Code(JCC) 8.10. We have an MOU with Clallam County to provide business assistance visits there.)that
allows each party to undertake the actions in this agreement.
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, attached hereto and incorporated herein.
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2. PERIOD OF PERFORMANCE
The period of performance of this IAA will commence on July 1,2025, and be completed by June 30,
2027, unless the Agreement is terminated sooner as provided herein. Amendments extending the period
of performance, if any, shall be at the sole discretion of ECOLOGY.
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, under which payment
is based on the successful completion of expected deliverables.
Compensation for this agreement will be released in two 1-year phases. Phase One is limited to 50 percent
of the project budget and Phase Two can be up to the remaining percentage of the project budget. On or
before August 15,2026,Ecology will evaluate available funding and the CONTRACTOR's performance
and progress towards meeting contract deliverables and spending. To release the second year of funding
the CONTRACTOR, by June 30, 2026, must:
1. Complete a minimum of 40%of the total site visit deliverables, and
2. Utilize 40%of the total compensation award.
If performance obligations have been met and funding is available per ECOLOGY's determination,the
full year 2 budget award will be considered available. Should the CONTRACTOR fail to make
satisfactory progress of funding is limited, ECOLOGY will determine the appropriate additional funding
to release for year 2 of the contract. Ecology will consider various factors in determining year 2 funding
including,but not limited to, available funding,performance to date, staff vacancies,time and costs spent
on unique program elements, and potential circumstances beyond the CONTRACTOR's control.
The source of funds for this IAA is Model Toxics Control Account(23P),Model Toxics Capital
Account(23N). Both parties agree to comply with all applicable rules and regulations associated with
these funds.
The parties have determined that the cost of accomplishing the work identified herein will not exceed two
hundred thirteen thousand,three hundred three dollars,and twenty-two cents($213,303.22), including
any indirect charges. 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. ECOLOGY will not make
payment until it has reviewed and accepted the work.
Travel expenses(meals, lodging, and POV mileage)will be reimbursed according to current state per-
diem rates at the time of travel,not to exceed the total budget(see Appendix B, Budget Detail).
Expenses related to initial 24-hour(or 40-hour)HAZWOPER training,and required yearly 8-hour
refresher training courses will be reimbursed as part of the quarterly invoicing submittal. Invoices for
those training courses must be submitted as supporting documentation for the quarterly submittal.
Expenses for language services will be reimbursed in quarterly invoice submittals. CONTRACTOR must
submit invoices from the language service provider,or time sheets for internal staff providing language
services,to be reimbursed as part of quarterly invoice submittals.
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Funds for the purchase of source control tools or equipment(e.g. spill kits,plastic drum covers)and
promotional items for distribution to businesses under this contract must be included in the Goods&
Services Budget or Equipment Budget categories in Appendix B, Budget Detail. Any purchase of
equipment or goods& services over$1,000.00 not specifically listed in Appendix B, Budget Detail must
be pre-approved by ECOLOGY in writing. 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 for the contract will be paid as indicated in Appendix B, Budget Detail. Changes to the
indirect rate may be considered by ECOLOGY. CONTRACTOR shall provide supporting documentation
necessitating the change to the indirect rate to ECOLOGY. ECOLOGY's approval will be communicated
by e-mail. An increase in indirect rate does not increase the total contract award. Changes are handled by
adjusting the budget between categories listed in Appendix B,Budget Detail. Changes to the total budget
cost of the contract shall require an amendment. The budget referenced in Appendix B,Budget Detail
may be adjusted between categories with ECOLOGY's preapproval, and if the total budget is not
exceeded.
ECOLOGY may, at its sole discretion,terminate or suspend this Contract, or withhold payments claimed
by the CONTRACTOR for services rendered, if the CONTRACTOR fails to satisfactorily comply with
any term or condition of this Agreement.
4. BILLING AND PAYMENT PROCEDURE
Payment requests shall be submitted electronically or by mail,on state form Invoice Voucher A19-1A.
Invoice voucher shall reference the Agreement(IAA)number and clearly identify those items that relate
to performance under this Agreement. 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 shall bill
for actual hours worked during the quarter. The actual hours billed may be higher(if the total budget
compensation award is not exceeded)or lower than the FTE estimate in Appendix A, Statement of Work.
Attach supporting documentation to the invoice. See Appendix A,Statement of Work, Sections 4, 5,and
11 for additional information(and Section 10,Small Change Voucher Program, if applicable).
Send invoices to:
State of Washington
Department of Ecology
Hazardous Waste& Toxic Reduction Program
Attn: Andrew Maher
4601 N. MONROE ST.
SPOKANE, WA 99205
OR
Email invoices and supporting documentation to both:
Andy Maher,anma461@ecy.wa.gov&Kristine Ray, kray461@ecy.wa.gov
Payment requests will be submitted on a Quarterly basis. Invoices must be submitted by the dates
outlined in Appendix A,Statement of Work, Section 11:Invoices, Table 11.1. 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.
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Payment will be made within thirty(30)days of submission of a properly completed invoice(form A19-
1A)with supportive documentation. All expenses invoiced shall be supported with copies of invoices
paid.
Payment will be issued through Washington State's Office of Financial Management's Statewide Payee
Desk. To receive payment,CONTRACTOR must register as a statewide vendor by submitting a
statewide vendor registration form and an IRS W-9 form at website, https://ofm.wa.gov/it-
systems/statewide-vendorpayee-services. For questions about the vendor registration process,contact
Statewide Payee Help Desk at(360)407-8180 or email PayeeRegistration@ofm.wa.gov.
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
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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 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.
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
d. Appendix A,Statement of Work.
e. Appendix B,Budget Detail.
f. Appendix C, Special Terms and Conditions.
g. Any other provisions or term of this Agreement, including materials incorporated by reference or
otherwise incorporated.
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 materials 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 materials relevant to
this Agreement must be retained for six years after expiration of this Agreement. 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. Each party will utilize reasonable security
procedures and protections for all materials related to this Agreement. All materials are subject to state
public disclosure laws.
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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 "work made for hire" as
defined by the United States Copyright Act,Title 17 U.S.C. section 101 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, and register these items, 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
a. 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 CONTRACTOR and 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. Identify whether
subcontractor is certified with
Office of Minority and Women's Business Enterprises(OMWBE), WA Dept of Veterans Affairs
(WDVA), or is a WA small business. Provide such information to ECOLOGY's representative.
b. Subcontractor Payment Reporting Requirements—Access Equity:
This Agreement is subject to compliance tracking of subcontractor(s) spending using the State's
business diversity management system,Access Equity(B2Gnow). Access Equity is web-based
and can be accessed at the Office of Minority and Women's Business Enterprises(OMWBE)at
https://omwbe.diversitycompliance.com/. The CONTRACTOR and all Subcontractor(s) shall
report and confirm receipt of payments made to the CONTRACTOR and each Subcontractor
through Access Equity.
The CONTRACTOR may contact Robyn Crawford(rvan461 @ecy.wa.gov; (564)223-5487),
Access Equity Contract Agent with Ecology's Hazardous Waste&Toxic Reduction Program for
technical assistance in using the Access Equity system.
User guides and documentation related to Contractor and Subcontractor access to and use of
Access Equity are available online at https://omwbe.wa.gov/access-equity-help-center.
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ECOLOGY reserves the right to withhold payments from the CONTRACTOR for non-
compliance with this section. For purposes of this section, Subcontractor means any subcontractor
working on the Contract, at any tier and regardless of status as certified WMBE or Non-WMBE.
The CONTRACTOR shall:
a. Register and enter all required Subcontractor information into Access Equity no later than
fifteen(15)days after ECOLOGY creates the file(Contract Record)in Access Equity.
b. Complete the required user training(two(2)one-hour online sessions)no later than twenty
(20)days after ECOLOGY creates the file(Contract Record)in Access Equity.
c. Report the amount and date of all payments:
i. Received from ECOLOGY, and
ii. Paid to Subcontractors,no later than fifteen(15)days after the issuance of each
payment made by ECOLOGY to the Contractor, unless otherwise specified in writing
by ECOLOGY, except that the Contractor shall mark as"Final"and report the final
Subcontractor payments into Access Equity no later than thirty(30)days after the
final payment is due the Subcontractor(s)under the Contract,with all payment
information entered no later than sixty(60)days after end of fiscal year,June 30.
d. Monitor contract payments and respond promptly to any requests or instructions from
ECOLOGY or system-generated messages to check or provide information in Access
Equity.
e. Coordinate with Subcontractors, or ECOLOGY,when necessary,to resolve promptly any
discrepancies between reported and received payments.
f. Require each Subcontractor to:
i. Register in Access Equity and complete the required user training.
ii. Verify the amount and date of receipt of each payment from the Contractor or a
higher tier Subcontractor, if applicable,through Access Equity.
iii. Report payments made to any lower tier Subcontractors, if any, in the same manner
as specified herein.
iv. Respond promptly to any requests or instructions from the Contractor or system-
generated messages to check or provide information in Access Equity; and
v. Coordinate with Contractor, or ECOLOGY,when necessary,to resolve promptly any
discrepancies between reported and received payments.
19. SUSPENSION FOR CONVENIENCE
ECOLOGY may suspend this Agreement or any portion thereof for a temporary period by providing
written notice to the CONTRACTOR a minimum of seven(7)calendar days before the suspension date.
CONTRACTOR shall resume performance on the first business day following the suspension period
unless another day is specified in writing by ECOLOGY prior to the expiration of the suspension period.
20. 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 will 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.
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21. 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.
22. 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.
23. AGREEMENT MANAGEMENT
The representative for each of the parties shall be responsible for and shall be the contact person for all
communications, notifications, and billings questions regarding the performance of this Agreement. The
parties agree that if there is a change in representatives,they will promptly notify the other party in
writing of such change, such changes do not need an amendment.
The ECOLOGY Representative is: The Jefferson County Public Health
Representative is:
Name: Andrew Maher
Address: 4601 N. Monroe St. Name: Carter Erickson
Spokane, WA 99205 Address: 615 Sheridan Street
Phone: (509)290-7806 cell Port Townsend, WA 98368
Email: anma461@ecy.wa.gov Phone: (360) 344-9303
Email: cerickson@co.jefferson.wa.us
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24. 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 ally 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 as indicated by their signatures below.
State of Washington Jefferson County Washington
Department of Ecology dba Jefferson County Public Health
By: By:
Signature Date Signature Date
Heather R. Bartlett Heidi Eisenhour
Print Name Print Name
Deputy Director Chair, Board of County Commissioners
Title Title
Jefferson County Washington Jefferson County Washington
dba Jefferson County Public Health dba Jefferson County Public Health
APPROVED AS TO FORM ONLY: RECOMMENDING APPROVAL:
By: By:
!' May 29, 2025
Signature Date Signature Date
Philip C. Hunsucker Glenn Gilbert
Print Name Print Name
Chief Civil Deputy Prosecuting Attorney Public Health Assistant
Title Title
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APPENDIX A
STATEMENT OF WORK
Section 1. Introduction
This statement of work is for the 2025—2027 biennial Interagency Agreement(IAA)for the Pollution
Prevention Assistance(PPA)Partnership,which is overseen by the Washington State Department of
Ecology(ECOLOGY),Hazardous Waste&Toxic Reduction Program(HWTR).
The mission of the PPA Partnership is:
"We protect Washington's residents and environment by helping small businesses reduce toxic
chemical use, safely manage dangerous waste, and keep stormwater free of pollutants."
The CONTRACTOR,through their Pollution Prevention Assistance(PPA)program, will conduct
multimedia source control site visits and pollution prevention activities to businesses that are small
quantity generators(SQGs)of dangerous waste. In this context an SQG is any business, non-profit,
facility, school,or other organization that generates less than 220 pounds of dangerous waste per calendar
month and less than 2.2 pounds of extremely hazardous waste per calendar month.The site visits, along
with other pollution prevention activities conducted by the CONTRACTOR,will be designed to reduce or
eliminate dangerous waste and other pollutants at the source through best management practices that
prevent spills and discharges to ground, air, and water(especially to industrial wastewater and
stormwater).
To further facilitate the reduction or elimination of toxic chemical use at the source,the CONTRACTOR
will seek and discuss opportunities to assist businesses with switching processes,products, or equipment
to use effective safer alternatives. This program will be known as the"Product Replacement Program"or
PRP.
PPA work for the 2025—2027 contract cycle is expected to fall within the below general
proportions:
Table 1.1: PPA Work Tasks
PPA Work Tasks % of Time Spent
Technical Assistance(TA)Visits' 65-70`%,
(See Appendix A, Statement of Work, Section 2 for more details)
Unique Program Elements 15-20%
(See Appendix A, Statement of Work, Section 3 for more details)
Training
(See Appendix A, Statement of Work, Section 8 for more details) 10%
Other
(Admin, staff meetings, etc.) 5%
' Approximately 10— 15%of TA visits may involve Product Replacement Program visits.
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The CO TRACTOR is expected to:
• teract with other partners within the PPA Partnership to provide technical assistance and
training and share resources and experiences.
• Set up alerts to receive notifications when requests for information have been made on the PPA
Partnership SharePoint Discussion Board.
• Insure at least one staff member is available to provide timely information and feedback to
COLOGY's PPA Coordinator and to attend mandatory meetings and trainings. Feedback on
Partnership goals, direction, and projects will occasionally be requested via online surveys and
email requests.
• ct in a professional and ethical manner and avoid any conflict of interest that might influence
t e CONTRACTOR's actions or judgement.
• isclose immediately to ECOLOGY any interest, direct or indirect,that might be construed as
prejudicial in any way to the professional judgment of the CONTRACTOR in rendering service
under this Agreement.
• CONTRACTORS will attempt to provide 40%of their services(visits and unique program
dements)to businesses located within overburdened communities of Washington State. The
verburdened Communities of Washington State map provided by the Office of Financial
anagement is used to determine if businesses are located within an overburdened community.2
• CONTRACTORS are required to identify facilities within Overburdened Communities in
Washington State during data entry into the Local Source Control Database.
Key staf, estimated FTE, and their roles are identified in Table 1. Please note,this is an estimate of time
dedicate to this contract over the full two years of the contract; quarterly invoicing must reflect actual
hours worked even if hours are higher or lower than the FTE estimate.
Key personnel changes(staff or manager leaving, new hires,etc.)must be reported to the Pollution
Preventidn Assistance Coordinator within ten(10) business days. Changes to key personnel must be
documented with updated copies of the key staff table.
Table 1.2: Key Staff Table
Staff Name Estimated FTE Role
Carter trickson 0.05 Contract Management
Nick Lawlor 0.30 PPA Specialist
Alyssa Hendren 0.45 PPA Specialist
Hal-Wayne Woodward 0.10 PPA Specialist
Pinky Feria Mingo 0.05 PPA Specialist-Backup
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Aimee Rosbach 0.05 Billing
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Section 2. Technical Assistance Visits
The CONTRACTOR will conduct technical assistance site 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. If Initial Visits fall below 60%, combined Initial
Visits and Follow-Up Visits must account for at least 80% of the total visits. While necessary,efforts
should be made to minimize Screening Visits.
• An Initial Visit occurs at the actual site and results in a completed"Basic Checklist"(Link in
Appendix A,Statement of Work, Section 12:Resources),or enough data gathered to complete
ata entry into the LSC Database(Link to database in Appendix A,Statement of Work, Section
2:Resources). It will either be the first complete visit to a site OR the first visit in two(2)or
ore years.
• 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
iscover that the facility does not exist anymore OR you discover that the business does not
ualify for a visit under the PPA program (e.g., it is a medium or large quantity generator).
• 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
i' itial visit were resolved. Follow-Up Visits must be conducted to resolve High Priority
nvironmental Issues(See Section Below).
Table 2. : Total Number of Technical Assistance Visits
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Number of Total Visits 175
Target for Initial Visits(60% of Total) 105
Business sectors, organizations,waste streams,and/or geographical area that will provide a focus for the
2025 —2 27 technical assistance visits are listed in Table 2.2 Technical Assistance Targets.
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ECOLO Y may direct a portion of technical assistance visits towards specific priority sources or
contamin nts.
CONTRACTORS will attempt to provide 40%of their services(visits and unique program elements)to
businesses located within overburdened communities of Washington State. The Overburdened
Communities of Washington State map provided by the Office of Financial Management is used to
determin if businesses are located within an overburdened community.' CONTRACTORS must identify
facilities ithin Overburdened Communities in Washington State during data entry into the Local Source
Control Database.
Table 2.2: Technical .Assistance Targets
Technical Assistance
Targets Rationale for Selection
Marine trades Jefferson County is home to several marinas, commercial fishing and seafood
industry processors,and recreational and commercial boat builders/maintenance
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operations that support the county's maritime operations. Several state and
federal government agencies have operations in Jefferson County. The Marine
Trades industry is an important economic force in Jefferson County,
contributing$336.7 million of total economic activity and supporting 2,243 jobs
in Jefferson County. There are many marine trades businesses in our service
area with a high turnover of staff in the industry illustrating the need for
continuing education with regards to proper waste management.
Automotive businesses are required to adhere to a wide array of regulations
when handling, storing,and disposing of the waste generated by these activities
Automotive repair in order to maintain a safe environment at their place of business and in their
industry local community. There are many automotive repair businesses in our service
area, and there is a high turnover of staff in the industry illustrating the need for
continuing education with regards to proper waste management.
Clallam County(not Provide services to the underserved business community via our MOU with
inch?ding Port Clallam County.
Angeles)
High Priority Environmental Issues
The below list is ECOLOGY's High Priority Environmental Issues list 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 Visits is justified but not necessarily 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 Specialists will
refer the issue to ECOLOGY or another appropriate agency. Serious concerns about impacts to human
health and/or the environment warrant a consultation with ECOLOGY or other regulatory agencies to
determine whether the issue needs to be referred.
High Priority Environmental Issues List:
• 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.
Visit Guidance
The following guidance applies to technical assistance visits,unless otherwise discussed with
ECOLOGY:
Prior to the Visit:
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• Coordinate with other entities that may be conducting business visits in the area to reduce
potential"inspection fatigue".
• Check with ECOLOGY Urban Waters Staff(where applicable)to ensure that the business is not
currently being visited by Urban Waters Staff.
• Research site and issues prior to the visit using a combination of data sources, such as LSC
Database(Link in Appendix A,Statement of Work, Section 12:Resources)for previous visits or
visit to similar businesses, industry resources,news articles, etc.
• To the extent possible,verify the site is not a medium or large quantity generator.
• Check to see if a sector specific Checklist or Tip Sheet is available on the PPA Partnership
SharePoint site on the Checklists&Tip Sheets Page. (Link in Appendix A,Statement of Work,
Section 12: Resources)to help guide the visit.
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).
• Ensure, at a minimum, all items on the Basic Checklist are reviewed.
• If while at the site, it becomes apparent the business is a medium or large quantity generator,
either complete the visit and count it as a screening visit OR formally refer the dangerous waste
portion to ECOLOGY to count it as a full initial visit.
o This site should not be scheduled for future visits, unless it is likely their generator status
has changed to qualify as an SQG.
• If appropriate, encourage businesses to participate in local green business programs, such as the
EnviroStars business certification program, EnviroCertified, or other green business programs.
• If a Product Replacement Program(PRP)opportunity exists for the business, discuss the
opportunity,terms and conditions, and steps to qualify as outlined in Appendix A,Statement of
Work, Section 5,Product Replacement Program.
• Discuss spill response preparedness and offer spill kit for developing a plan. Funds can be used
to purchase spill kits to provide to businesses. Occasionally, ECOLOGY will provide spill kits
through a bulk order if funding is available.
• Photograph observed issues for before and after photos to use in writing up case studies.
• Activities that may be beneficial during the visit include, but are not limited to:
o Walking the site(interior and exterior).
o Checking storm drains.
o Checking for illicit connections.
o Checking dumpster and waste storage.
o Providing handouts with technical information and guidance.
o Ensuring necessary permits are in place.
Translation/LanRuaae Services—During the Visit
CONTRACTORS are required to have a language service in place to be able to provide real-time
interpretation services to businesses when doing PPA and/or PRP visits. This will ensure that the business
understands their commitment and the information being shared by PPA specialists.
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CONTRACTOR staff can provide translations and interpretations for languages they speak fluently, if
approved by the Pollution Prevention Assistance Coordinator. CONTRACTORS must have a service in
place to provide language services for those languages not spoken by CONTRACTOR staff.
CONTRACTORS that do not have a service contract in place at the time of signing the contract must
obtain a service contract within three months of signing the contract, or the contract will be subject to
termination.
CONTRACTORS must submit invoices from language providers with supporting documentation during
quarterly invoices. If the language providers are in-house staff, CONTRACTOR will provide timesheets
showing the hours spent on language services and submit with supporting documentation.
End of Visit/After Visit:
• Provide written follow-up to the business 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 a commitment postcard(format available in Education& Outreach Documents on PPA
Partnership SharePoint), or by sending follow-up letters/emails,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.
• PPA Specialists will make referrals to ECOLOGY and other regulatory agencies as needed and
document the referral in the Local Source Control(LSC)database(Link in Appendix A,
Statement of Work, Section 12: Resources).
Section 3. Unique Program Elements
The CONTRACTOR will conduct the unique program elements for their PPA program as outlined in
Table 3.1,below.
Table 3.1: Unique Program Elements
Unique Program Description Deliverable(s)
Element
Present information to a selected
Business Sector business sector on proper management Provide a business sector workshop
Workshop(s) of wastes and implementing proper focused on marine trades by June
best management practices(BMPs)for 30, 2027.
that specific business sector.
Participate on the advisory committee ' Actively participate in 90%of
working with Ecology to select and scheduled committee
begin work on the next product/ meetings.
Product Replacement • Review PRP Advisory
Program (PRP) chemical combination for replacement Committee outreach materials
Advisory Committee under the PRP. PPA Specialists will and processes within given due
review materials and advise Ecology dates.
on implementation of various PRP • Provide feedback and insight
projects. into how PRP programs will
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best integrate with other PPA
work.
• Serve as a point of contact for
PPA specialists on PRP
projects.
• Promote the PRP and
encourage/support PPA
specialists' implementation of
replacement programs.
Section 4: Partnership Branding and Outreach
When unique outreach or education materials are developed by the CONTRACTOR using PPA
Partnership funds, a draft must be sent to ECOLOGY for review and approval. To the extent feasible,the
CONTRACTOR must utilize the Partnership's branding tools and templates available to produce these
materials. The intent of this requirement is to facilitate a unified branding image and consistent
messaging across the Partnership. The Partnership logo and other branding resources are available on the
PPA Partnership SharePoint Publications&Handouts site(Link in Appendix A,Statement of Work,
Section 12:Resources).
It may be appropriate to include funding acknowledgement on some outreach materials. The
CONTRACTOR will consult with ECOLOGY's PPA Partnership Coordinator to determine whether
funding acknowledgement is required.
Finalized materials which may be useful to other Partnership contractors should be provided to
ECOLOGY for upload to the PPA Partnership SharePoint Publications&Handouts site(Link in
Appendix A,Statement of Work, Section 12: Resources).
Each CONTRACTOR must maintain a PPA webpage which meets the minimum requirements. See PPA
Partnership SharePoint site for requirements. (Link in Appendix A,Statement of Work, Section 12:
Resources)
Section 5: Product Replacement Program (PRP)
The Product Replacement Program's(PRP)mission is to safeguard the health of all Washingtonians and
preserve their environment by providing financial resources and technical support to businesses to reduce
the use of targeted toxic chemicals and heavy metals in consumer products and industrial processes. PRP
removes and replaces products,processes,or technologies that use toxic chemicals to prevent them from
entering the environment. One of the best and most effective ways to prevent further environmental
contamination, protect water quality, and reduce human health risk, is to eliminate these toxic chemicals
at the sources. The PRP assists businesses with switching to safer alternatives.
PPA contractors are integral to the PRP. The CONTRACTOR will seek and discuss opportunities to
assist businesses with switching processes,products,or equipment to use effective safer alternatives.
The CONTRACTOR will assist ECOLOGY in implementing PRP projects by promoting participation,
making recommendations,assisting with required paperwork,and conducting technical assistance and
confirmation visits.
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PRP projects include, but are not limited to:
• Degreasers in parts washing systems in the automotive repair sector by visiting automotive repair
facilities,discussing the program,assisting with required paperwork,and completing the final
visit after new machine installation. Guidelines for this program are outlined in separate
documents and posted on the PPA Partnership SharePoint(Link in Appendix A,Statement of
Work, Section 12: Resources).
• Educate schools, recreation centers, local retailers,and salons on opportunities to switch to safer
chemicals used in chemistry and art labs, foam cubes in tumbling pits, receipts used in cash
registers, and cosmetics products used in salons are potential PRP projects during this contract
cycle.
The CONTRACTOR will suggest new PRP projects to Ecology based on opportunities they see during
technical assistance visits. A PPA-PRP Committee will assist Ecology in the development of new
projects, how to implement and market them,and develop training on implementation for the larger
Partnership.
ECOLOGY, in collaboration with the PPA Partnership,will develop procedures and criteria, which must
be met for a business to receive reimbursement for any of the chemicals or products included in the PRP.
Final guidelines for each project will be posted on the PPA Partnership SharePoint page and training for
implementation will be provided at webinars or All-Staff meetings.
PRP payments for reimbursement to the business will come directly from ECOLOGY and are not
included with the CONTRACTOR's funding compensation associated with this contract. Payment will be
made through direct disbursement from ECOLOGY to the business implementing the product or
equipment replacement. To facilitate these payments,the CONTRACTOR shall assist ECOLOGY in
maintaining records indicating how the business qualified for the PRP reimbursement per the PRP
program's eligibility criteria. Each PRP program will have specific records requirements,and all records
will be maintained on ECOLOGY's PRP SharePoint Site. The required records may include copies of the
program voucher,product invoices,disposal receipts,recycling receipts, state payee forms, along with
any other documentation required by ECOLOGY to reimburse the business. Requirements for each PRP
Program will be available under Product Replacement Program on the PPA SharePoint site(Link in
Appendix A,Statement of Work, Section 12: Resources).
The CONTRACTOR will provide technical assistance to the businesses to help ensure the business
qualifies for a PRP reimbursement payment from ECOLOGY by completing the required steps, unless
otherwise specified in guidelines developed specific to an individual reimbursement. Specific
requirements for individual reimbursement programs are maintained on the PPA Partnership SharePoint
site(Link in Appendix A,Statement of Work, Section 12: Resources).
Required Steps
• CONTRACTOR conducts an initial technical assistance visit,reviews all aspects of the PPA
basic checklist on the PPA SharePoint Site(Link in Appendix A,Statement of Work, Section 12:
Resources)with the business,and identifies any issues that need to be addressed before moving
forward with a product replacement program.
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• CONTRACTOR provides the business with recommendations to reduce or eliminate a qualifying
chemical or product based on the currently active product replacement programs(see
ECOLOGY's PRP website for active programs)(Link in Appendix A,Statement of Work,
Section 12: Resources).
• CONTRACTORS review and complete the PRP voucher(if required for that specific PRP
project)with the business. CONTRACTORS provide copies(photographs or scanned copies)of
the completed and signed voucher to the Product Replacement Coordinator who reviews and
approves the business to make the purchase of approved products or equipment.
• CONTRACTOR assists businesses as needed with paperwork required to apply for
reimbursement, including a state payee registration form.
• CONTRACTOR must communicate to the businesses that it may take up to 4 months to receive
payment from ECOLOGY after purchase and that the business must respond to inquiries from
ECOLOGY or the Office of Financial Management(OFM) in a timely manner to avoid delays in
payment.
• Business purchases approved product or equipment and converts fully to utilization of new
product or equipment in accordance with the eligibility criteria for the PRP reimbursement.
• Business submits receipts for the product or equipment purchase and installation to ECOLOGY's
PRP Coordinator. This submittal may be facilitated through the CONTACTOR's representative
for some PRP projects.
• CONTACTORS may be requested by ECOLOGY to verify through a site visit and review of
records that product or equipment has been installed per PPA Specialist or ECOLOGY
recommendations, old product or equipment has been legally disposed of or decommissioned, and
all other eligibility criteria have been met.
For information about an optional voucher program that the CONTRACTOR can provide directly to a
business, see Appendix A,Statement of Work, Section 10,Small Change Voucher Program.
Section 6: Timeline
Table 6.1: Timeline
Time Period Goal for# of Site Unique Program Element Technical Assistance Target.
Visits Activities Activities
July 1, 2025 Marine trades, painting and
December 31,2025 43 Visits PRP Advisory Committee coating, and auto repair
industries
•
January 1,2026— Marine trades, painting and
June 30, 2026 44 Visits PRP Advisory Committee coating,and auto repair
industries
July 1, 2026— PRP Advisory Committee, Marine trades, painting and
December 31,2026 44 Visits Marine Trades Seminar coating,and auto repair
industries
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January 1,2027— Marine trades, painting and
June 30,2027 44 Visits PRP Advisory Committee coating,and auto repair
industries
Section 7: Local Source Control (LSC) Database
Information gathered during technical assistance site visits by the CONTRACTOR must include all the
elements that are listed in the most up to date PPA Basic Checklist(check PPA Partnership SharePoint
site for details)and be entered into ECOLOGY's LSC database(Link in Appendix A,Statement of Work,
Section 12:Resources). The following guidance applies to all technical assistance visits, unless other
discussed with ECOLOGY:
• Collect enough information to complete all the applicable fields in ECOLOGY's LSC database
(Link in Appendix A,Statement of Work, Section 12:Resources)and enter it into the database
within fifteen (15) workdays of the visit.
• If you make a referral to a regulatory agency, enter the information about the referral into the
database within fifteen (15) workdays of the referral.
• Ensure that data entry is complete and accurate.
• At a minimum, all elements on the most recent version of ECOLOGY's PPA Basic Checklist
must be checked at each business visit. Specialists must attest that they have verified all
elements.
o Additional sector specific checklists are available on the ECOLOGY PPA Partnership
SharePoint Site.
o CONTRACTOR may substitute use of their own version(s)of the checklist(s)if it
contains all elements of ECOLOGY's PPA Basic Checklist and has been reviewed and
approved by ECOLOGY.
• Refer to the LSC database(Link in Appendix A,Statement of Work, Section 12: Resources)
instructions posted in the database interface or contact ECOLOGY PPA Staff for assistance with
database entry.
• If using paper checklists or equivalent documentation,maintain originals in accordance with your
local public disclosure laws.
Section 8: Training
ECOLOGY expects the CONTRACTOR to provide basic training to newly hired PPA Specialists,while
ECOLOGY will offer additional training to support PPA activities, especially site visits to small
businesses. 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 PPA Partnership. This
will include emerging issues and forums for sharing best practices, strengthening the PPA Partnership.
ECOLOGY,along with In-House Mentors and PPA Mentors, will support new PPA Specialists. Within
two weeks of notice of hire,ECOLOGY will send a"welcome email"with instructions for accessing the
PPA Partnership SharePoint, LSC Database, and training resources. All PPA Specialists must set up
weekly(or more frequent)alerts for the SharePoint Discussion Board.
HAZWOPER 24-hr. Certification
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ECOLOGY requires PPA specialists to obtain and maintain, at a minimum, a 24-hr HAZWOPER
certification and refresher class. CONTRACTORS are allowed, and encouraged,to obtain the 40-hr
HAZWOPER and refresher but are not required to obtain that level of training.
CONTRACTORS will be responsible for finding,registering, and paying for the HAZWOPER
certification and refreshers themselves. CONTRACTORS will submit copies of class registration and
paid invoices to ECOLOGY for reimbursement during quarterly submittals.
New PPA Specialist Training Modules&Know-2-Grow(K2G)Learning Sessions
ECOLOGY ensures PPA Specialists are well-prepared by offering foundational and ongoing training,
requiring consistent participation for effective program delivery. Foundational training includes self-
paced online modules on ECOLOGY's SharePoint,to be completed within the first quarter. Completion is
tracked. Monthly live "Know 2 Grow" (K2G) sessions, led by PPA Mentors,provide interactive training
via Microsoft Teams(except July&December). Sessions are typically on the second Thursday, 10:00-
11:00 a.m., and may occasionally be adjusted,with advance notice provided.
Table 8.1: Know 2 Grow(K2G) Session Schedule
2025 2026 2027
August 14, 2025 January 8, 2026 January 14,2027
September 11,2025 February 12, 2026 February 11, 2027
October 9, 2025 March 12,2026 March 11, 2027
November 13, 2025 April 9, 2026 April 8, 2027
May 14,2026 May 13,2027
June 11,2026 .tune 10, 2027
August 13,2026
September 10,2026
October 15,2026
November 12, 2026
Attendance Requirement: All new PPA Specialists who have not yet attended ten (10) K2G monthly
sessions are required to attend. PPA Mentors are required to attend every K2G session. Mentors must
notify the PPA Partnership Coordinator if they will not be able to attend.
One-on-One Field Mentoring
The CONTRACTOR will provide new PPA specialists with mentoring from experienced specialists(In-
House PPA Mentors), focusing on internal procedures and site visits. If no In-House Mentor is available,
ECOLOGY will assign a one-on-one mentor. The duration of the one-on-one mentoring will be
dependent on the new specialist's prior experience and will be agreed upon following evaluation by
Ecology and discussions with the specialist. Additionally,the PPA Mentoring Program connects new
specialists with mentors through K2G sessions, Webinars,All-Staff training(s), and the Discussion Board.
Specialists are encouraged to seek out additional mentoring support for problem-solving, sector research,
and field mentoring. Field mentoring involves site visits with the new specialist observing the mentor and
serving as a backup specialist during field work.New specialists will gradually take over the lead duties
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during field work to prepare for full-time lead duties and to prepare for ECOLOGY's Shadow Workday.
Field mentoring visits must occur before the ECOLOGY PPA Shadow Workday. For more details,refer
to the New Specialist Training Plan(Appendix A, Statement of Work, Section 12: Resources).
Ecology Shadow Workday(Ecology Approval)
Once the PPA Mentor and new PPA Specialist agree on readiness, ECOLOGY staff will accompany the
specialist on a few technical assistance visits(Ecology Shadow Workday). During these visits,the
specialist will demonstrate their ability to engage with site contacts and present the PPA program,
including waste management, spill prevention, stormwater pollution, and toxics reduction. After the
shadow workday,the specialist will inform ECOLOGY once the LSC database entries are complete and
provide any follow-up materials for review.
Ecology PPA Specialist Approval Process
ECOLOGY must explicitly approve the new PPA Specialist before they can conduct solo PPA site visits
under this contract. To gain approval,the new PPA Specialist must:
• Complete all online training modules.
• Attend required PPA webinars and monthly Know-2-Grow(K2G)sessions.
• Complete Shadow Workday with ECOLOGY.
• Submit follow-up materials and LSC database entries from the sites visited during the Shadow
Workday.
ECOLOGY may require the New PPA Specialist to undergo additional mentoring before granting
approval.
All-Staff Training for all PPA Specialists
All-Staff Trainings will be planned and conducted by teams of PPA Specialists from two or three PPA
Partners,who have signed up to plan these trainings as a unique program element. When appropriate,
these trainings will be held in-person to facilitate interaction and networking between PPA Specialists,
ECOLOGY, and invited presenters.
Training topics at All-Staff Trainings 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.
Typically,these trainings are held the second Wednesday in September/October and March/April. The in-
person trainings are typically scheduled to run between 8:30 a.m. and 3:30 p.m.with overnight travel
allowed for jurisdictions if needed. ECOLOGY must pre-approve overnight travel if it is being charged
to the PPA partner budget.
When trainings are held virtually online,the training will typically be scheduled for 8:30 a.m. to 12:00
p.m. across two days, usually a Tuesday and Wednesday.
Attendance Requirement: Unless prior approval has been given by ECOLOGY, it is mandatory for at
least one PPA Specialist per jurisdiction to attend the All-Staff Training. This person is responsible for
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disseminating information back to the PPA Specialists from that jurisdiction. Managers are welcome to
attend the All-Staff Trainings but are not required to attend.
Generally,training substitutions are not allowed for the All-Staff Training,however,exceptions may
apply. PPA Coordinator must approve non-emergency absences or training substitutions at least two
weeks prior to the training.
Monthly Webinar Trainings
ECOLOGY conducts monthly webinar trainings during most of the months of the year. 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. ECOLOGY will also ask PPA
Partners to present on case studies.
These meetings are one and a half hour(1.5 hours)sessions,held on the second Wednesday of the month.
Occasionally these sessions will need to be scheduled at alternative times to accommodate speaker
availability. Up to nine(9)webinars will be scheduled each contract year. See Table 8.2 for the tentative
training schedule.
Attendance Requirement: Each PPA Specialist must attend at least seven(6)of the nine(8)Webinars
each contract year(July 2025 through June 2026 and July 2026 through June 30,2027, for the current
contract). Table 8.2 below contains a tentative training schedule for monthly webinars and the twice
annual All-Staff meetings;ECOLOGY will communicate the final schedule to the CONTACTOR. For
those months identified as"Webinar or All-Staff',there might be an All-Staff meeting planned for that
month. If there is no All-Staff for a given month,then there will be a webinar planned for that month.
Other training courses,relevant to PPA Specialists' work,may be substituted for up to two of the
Webinars. Notification of the substitution must be provided to and pre-approved by the PPA Coordinator
at least two weeks in advance of the Webinar that will be missed by the Specialist.
Table 8.2: Tentative Training Schedule (Subject to Change)
Date Training Type Date Training Type
July 2025 No Training July 2026 No Training
August 13, 2025 Webinar August 12,2026 Webinar
September 10, 2025 Webinar or All-Staff September 9,2026 Webinar or All-Staff
October 8, 2025 Webinar or All-Staff October 14, 2026 Webinar or All-Staff
November 12,2025 Webinar November 10, 2026 Webinar
December 2025 No Training December 2026 No Training
January 14,2026 Webinar January 13,2027 Webinar
February 11,2026 Webinar February 10,2027 Webinar
March 11, 2026 Webinar or All-Staff March 10, 2027 Webinar or All-Staff
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April 8, 2026 Webinar or All-Staff April 14, 2027 Webinar or All-Staff
May 13,2026 Webinar May 12, 2027 Webinar
June 10, 2026 Webinar June 9, 2027 Webinar
Attendance Requirement: Each PPA Specialist must attend at least seven (6) of the nine(8)
scheduled Webinars each year. PPA Specialists must attend both All-Staff Train ings unless prior
approval has been obtained from the PPA Coordinator.
Section 9: Reporting and Contract Changes
Quarterly Progress Reports
A brief progress report shall be submitted quarterly with each invoice(See Schedule in Appendix B,
Statement of Work, Section 11,Table 11.1,Invoicing Schedule). This report should indicate the work
completed during the quarter and billed on the invoice, including the type and number of visits conducted,
progress on unique program elements, and any other information regarding contract performance that
should be brought to ECOLOGY's attention. The Quarterly Progress Report should ONLY include the
status of the work conducted during the quarter and NOT include a roll-up of progress to-date since it
serves as backup documentation for the expenses included in the quarterly invoicing. See Appendix A,
Statement of Work, Section 11,Invoicing.
Annual Reports
Annual Reports are used to briefly summarize contract status to-date including number of site visits
performed,unique program element activities conducted, Technical Assistance target activities
conducted, lessons learned,and budget status,progress towards goal of 40%of visits in Overburdened
Communities in Washington State. Annual reports shall be provided to ECOLOGY by July 31, 2026,
and July 30,2027. The report shall include two to three"case studies"of a business or organization that
benefitted from a PPA site visit. Photographs of the business before and after the visit, showing the
beneficial changes should be provided, if possible. The second-year annual report should capture details
for the full contract period as ECOLOGY will use these reports to create a biennial report on the
Partnership. ECOLOGY will make report templates available on the PPA Partnership SharePoint.
ECOLOGY will request,with advanced notice,that PPA CONTRACTORS provide presentations on
their case studies at Webinars and/or All-Staff Trainings.
Contract Changes
Any of the following changes shall be reported to the ECOLOGY PPA Partnership Coordinator within 10
businesses days.
• Key personnel changes(staff or manager leaving,new hires, etc.). Changes to key personnel must
be documented with updated copies of the key staff table.
• Initiation of, or changes to,a subcontract. See Section 18 Subcontractors of the Interagency
Agreement for specific information that is required regarding subcontractors.
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Section 10: Small Change Voucher Program
The CONTRACTOR will offer businesses vouchers for the cost of pollution prevention equipment or
other recommendations, in accordance with the procedures developed for this voucher program.
Payments will be made directly by the CONTRACTOR to the business. Examples of qualifying
equipment or costs include but are not limited to; secondary containment,drum covers, drum funnels with
lids, infrastructure changes, substitution of less toxic products, and catch basin cleaning. The
CONTRACTOR must maintain records for each of their voucher reimbursement payments, and ensure a
business is limited to one voucher per calendar year. Each voucher payment will be capped at$500.00 or
less. These reimbursements will come from the Small Change Voucher Program budget category(see
Appendix B,Budget Detail). Documentation of voucher payments will be submitted to ECOLOGY with
the quarterly invoice(See Appendix A,Statement of Work, Section 11 Invoicing for more details).
The CONTRACTOR will follow the procedures approved by ECOLOGY and housed on the PPA
Partnership SharePoint(Link in Appendix A,Statement of Work, Section 12:Resources).
Section 11: Invoicing
Invoice(billing)procedures are outlined in the Interagency Agreement,(see Section 4 Billing and
Payment Procedures). In addition,the following information is provided:
• See also Appendix A,Statement of Work, Section 5: PRP and Appendix A,Statement of Work,
Section 10:Small Change Voucher Program for additional information on submitting invoices
and reimbursement requests for those programs.
• The Invoice Voucher(form A19-1A)(Link in Appendix A,Statement of Work, Section 12:
Resources)must have an approved electronic signature method if submitted electronically.
Acceptable signature formats include the following.
o Adobe Acrobat Certificate-Based Signature,which requires BOTH a scanned signature
image and Adobe information. Signers do not need an Adobe PRO license, only the
person preparing the document for their signature needs an Adobe PRO license.
o Scanned image of signature. Copy and paste the scanned wet signature into the document
itself.
o Typed name and"signed electronically"with the signature date included in the signature
line.
o Other methods approved by Ecology.
• If submitting a scanned or electronic copy,the CONTRACTOR will retain the original signed
A19-lA in CONTRACTOR's records, per ECOLOGY's record retention requirements.
• Supporting documentation may be submitted via email to Kristine Ray(kray461(a,,ecy.wa.gov
and Andy Maher(anma461 @ecy.wa.gov). Refer to Section 3 Compensation for additional details
on what is required for supporting documentation.
• Each invoice shall only bill for actual hours worked during the quarter, which may be higher or
lower than the FTE estimate in Appendix A,Statement of Work, Section 1,Introduction,Table
1.2—Key Staff Table. Actual hours worked should include dates worked, staff names,titles,
hourly salary/benefit rate, hours worked,final $.
• Quarterly invoicing will follow the schedule in Table 11.1,Invoicing Schedule.
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Table 11.1: Invoicing Schedule
Quarter in Contract Cycle Months in Quarter Invoice Due Date
1 July, August, September 2025 November 10, 2025
2 October,November, December 2025 February 10, 2026
3 January, February, March 2026 May 11,2026
4 April, May, June 2026 July 31,2026*
5 July, August, September 2026 November 10, 2026
6 October,November, December 2026 February 10,2027
7 January, February,March 2027 May 10,2027
8 April, May, June 2027 July 30,2027*
* - Earlier due date during these quarters due to end of fiscal year requirements.
Section 12: Resources
The following are links to resources and materials referenced in this contract. Links and resources listed
are subject to change.
• PPA Partnership SharePoint:
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-Partnership
• PPA Partnership SharePoint Discussion Board:
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-
Partnership/L i sts/Discussion%20Panel/Allltems.aspx?viewid=04db004f%2Dc450
%2D417a%2Dh727%2D77d2fb734816
• PPA Basic Checklist:
o https://stateofwa.sharepoint.com/:w:/r/sites/ECY-HWTR-PPA-
Partnership/Checklist%20%20Tip%20Sheets/Pollution%20Prevention%20Assista
nce%20-
%20Basic%20Checklist.docx?d=w 1179aa4654674c 17940dd22abefbdf5d&csf=1
&web=1&e=KWSL9y
• PPA Business Sector Checklists& Tip Sheets:
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-
Partnership/Checklist%20%20Tip%20Sheets/Forms/Allltems.aspx
• PPA Publications & Handouts
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-
Partnership/S itePage s/Publications-%26-Handouts.aspx
• PPA PartnerWeb Product Replacement Program:
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-
Partnership/S itePages/Product-Replacement-Program.aspx
• LSC Database:
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o https://secureaccess.wa.gov/ecv/lsc/Home.aspx
• PPA Partner Website Required Elements:
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-
Partnership/S iteAssets/PPA%20-
20Partner%20Websitc%20Elcments.docx?web=1
• Invoice Voucher A19-1A:
o https://des.wa.gov/sites/default/files/public/documents/HRPayroll/SACS/A-19-
1 AForm.doc?=5c82f
• New Specialist Training Plan—Read First!
o https://stateofwa.sharepoint.com/sites/ECY-HWTR-PPA-
Partnership/New%20Specialist%20Training/Read%20First%20%E2%80%94%20
New%20 Specalist%20Training%20Plan.pdf
• Ecology's Product Replacement Program Website:
o https://ecology.wa.gov/Waste-Toxics/Reducing-toxic-chemicals/Product-
Replacement-Program
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APPENDIX B
BUDGET DETAIL
See Section# 3 Compensation and Section#4 Billing and Payment Procedures, for additional
instructions.
Category Amount
Salaries $113,014.88
Benefits $40,026.06
Subcontracts $0.00
Goods& Services(see Table A Below) $3,850.00
Equipment(see Table B Below) S500.0O
Travel/Training $5,000.00
Small Change Voucher Program (See Section XI) $5,000.00
Subtotal Direct Costs 167,390.94
Rate(30%) 30%
Indirect Costs*
Indirect Amount $45,912.28
Total Award $213,303.22
* ® Applied to Salaries& Benefits Only
Table A: Goods & Services
Goods &Services over$1,000 must be listed here or approved by Estimated Cost
ECOLOGY PRIOR to reimbursement.
Table B: Equipment
Equipment over$1,000 must be listed here or approved by Estimated Cost
ECOLOGY PRIOR to reimbursement.
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APPENDIX C
SPECIAL TERMS AND CONDITIONS
1) Certification Regarding Suspension, Debarment,Ineligibility or Voluntary Exclusion
a) 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 CONTRACTOR is
unable to certify to the statements contained in the certification,they must provide an explanation
as to why they cannot.
b) CONTRACTOR shall provide immediate written notice to ECOLOGY if at any time the
CONTRACTOR learns that its certification was erroneous when submitted or had become
erroneous by reason of changed circumstances.
c) 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 ECOLOGY for assistance in obtaining a
copy of those regulations.
d) 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.
e) CONTRACTOR further agrees by signing this agreement,that it will include this clause titled
"CERTIFICATION REGARDING SUSPENSION, DEBARMENT, INELIGIBILITY OR
VOLUNTARY EXCLUSION"without modification in all lower tier covered transactions and in all
solicitations for lower tier covered transactions.
f) Pursuant to 2CFR180.330,the CONTRACTOR is responsible for ensuring that any lower tier
covered transaction complies with certification of suspension and debarment requirements.
g) CONTRACTOR acknowledges that failing to disclose the information required in the Code of
Federal Regulations may result in the delay or negation of this funding agreement, or pursuance of
legal remedies, including suspension and debarment.
h) CONTRACTOR agrees to keep proof in its agreement file,that it, and all lower tier
CONTRACTORS or subcontractors, are not suspended or debarred,and will make this proof
available to ECOLOGY before requests for reimbursements will be approved for payment.
CONTRACTOR must run a search in The System for Award Management and print a copy of
completed searches to document proof of compliance.
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