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HomeMy WebLinkAboutGrant Related - Public WorksGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: PUBLIC WORKS REQUEST SUBMITTED BY: SHILO NELLIS CONTACT PERSON ATTENDING ROUNDTABLE: ANDY BOOTH CONFIDENTIAL INFORMATION: ❑YES *NO DATE: 1 0/23/24 PHONE: 509-754-6082 ALL THAT APPLY) ❑Agreement / Contract DAP Vouchers --(CHECK ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code []Emergency Purchase ❑Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders 0 Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑Minutes ❑Ordinances ❑Out of State Travel El Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ®Recommendation ❑Professional Serv/Consultant []Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB REQUEST FOR ANDY BOOTH TO SIGN GRANT AGREEMENT #TCPRA-1921-GrCoPW-00052 AMENDMENT NO. 3 WITH THE DEPARTMENT OF ECOLOGY ON BEHALF OF GRANT COUNTY LANDFILL If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A If necessary, was this document reviewed by legal? ❑ YES ❑ NO 0 N/A DATE OF ACTION: nppQnv1=- D1: . u D3:' Z�, 2,L DENIED ABSTAIN DEFERRED OR CONTINUED TO: 11ECEi V FEE D OCT 2 4 20?4 }. 4/23/24 Grant Coun..` '"`"" ' ~ ty Department of Public Works JL24 Enterprise St. S.E. Ephrata, WA 98823 publicworks@g.rantcountywa.gov Serial No. 24.103 October 28, 2024 Board of Grant County Commissioners PO Box 37 Ephrata WA 98823 RE: Signature for Grant Agreement #TCPRA-1 921 -GrCoPW-00052 Amendment No. 3 Dear Board of County Commissioners. - Please see the attached agreement for review and approval. riW Agenc : Washington State Dept. of Ecology Term of Contract: 10/01/2017 to 6/30/2025 Purpose: Amend the task budgets to reflect the work to be performed under Amendment No. 3 to the Agreed Order Amount: Unchanged Gomm" I am seeking authorization to sign the above referenced amendment with the Department of Ecology. This will allow Grant County to maximize grant funds for the landfill remediation project. Sincerely, Andy Booth Interim Public Works Director AB:sn "To meet current and future needs. serving toorether with public and private entities, while fostering a respectful and successful work environment." John Brissey, Supervisor Dist. No. I ............... Ext. 3540 Information ................................... (509) 754-6082 Andy Booth, Deputy Public Works Director....... Ext. 3519 Mike DeTrolio, Supervisor Dist. No. 2 .......(509) 765-4172 FAX ................................................. (509) 754-6087 Bob Bersanti, Construction Engineer ................ Ext. 3503 Rusty Soelter, Supervisor Dist. No. 3 ........(509) 787-2321 Dave Bren, PE, County Road Engineer... Ext. 3502 Rod Follett, Supervisor Sign Shop ..................... Ext. 3579 John Spiess, Supervisor Central Shop..... (509) 754-6086 Jajaira Perez, Finance Manager ............. Ext. 3555 Jason Collings, Supervisor Solid Waste...... (509) 754-4319 Tim Massey, Supervisor Bridge Crew .............. Ext. 3535 K24-256 DEPARTMENT OF ECOLOGY State of Washington AMENDMENT NO.3 TO AGREEMENT NO. TCPRA-1921-GrCoPW-00052 BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND GRANT COUNTY PUBLIC WORKS PURPOSE: To amend the above -referenced agreement (AGREEMENT) between the state of Washington Department of Ecology (ECOLOGY) and GRANT COUNTY PUBLIC WORKS (RECIPIENT) for the Ephrata Landfill Remediation (PROJECT). The purpose of this amendment is to redistribute the budget among grant tasks to better reflect project needs. The overall amount of the budget is not changing, and all other terms and conditions remain the same. The budget is revised as follows: Task 1 - Grant and Project Administration - J008 - decrease budget by $51,946.83, from $149,667 to $97,720.17 Task 2 - Interim Actions - J002- increase budget by $2,404,598.05 from $296,163.03 to $2,700,761.08 Task 3 - Remedial Investigations - J003 - increase budget by $78,000 from $3,091,000 to $3,169,000 Task 4 - Feasibility Study - J004 - decrease budget by $2,380,651.22 from $4,267,836.97 to $1,887,185.75 Task 5 - Engineering Design - J005 - decrease budget by $50,000 from $50,000 to zero IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows: CHANGES TO THE BUDGET Funding Distribution EG210026 Funding Title: Ephrata Landfill Remediation-Oversight Funding Type: Grant Funding Effective Date: 10/01/2017 Funding Expiration Date: 06/30/2025 Funding Source: Title: Model Toxics Control Capital Account (MTCCA) Fund: FD Type: State Funding Source %: 59.84% Description: Remedial action grants and loans are provided to local governments in Washington State to facilitate the cleanup of publicly owned lands contaminated with hazardous substances. Grants or Loans offered include those for initial investigations, independent cleanups, cleanups conducted under order or consent decree, safe drinking water actions, areawide Template Version 10/30/2015 State of Washington Department of Ecology Page 2 of 9 GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project Agreement No. TCPRA- 192 1 -GrCoPW-00052 groundwater investigations, and integrated planning activities. The remedial action grant and loan program was created by the Model Toxics Control Act (MTCA), Chapter 70.105D RCW. MTCA directed Ecology to adopt rules for grant and loan issuance and performance. Those rules are in Chapter 173-322A WAC, Remedial Action Grants and Loans. Funds for remedial action grants and loans come from a tax on hazardous substances. MTCA directs 25% of the tax revenue into the Model Toxics Control Capitol Account (MTCCA) and in some cases capital bond funds are provided to increase available grant funding. Title: State Building Construction Account (SBCA) Fund: FD Type: State Funding Source %: 40.16% Description: The Model Toxics Control Act (MTCA), Chapter 70.1051) RCW. MTCA directs 25% of the tax revenue into the Model Toxics Control Capital Account (MTCCA) and in some cases capital bond funds are provided to increase available grant funding. Approved Indirect Costs Rate: Approved State Indirect: 25% Recipient Match %: 25% InKind Interlocal Allowed: No InKind Other Allowed: No Is this Funding Distribution used to match a federal grant? No Ephrata Landfill Remediation-Oversight Task Total ENGINEERING DESIGN - J005 $ 0.00 FEASIBILITY STUDY AND REMEDY SELECTION - J004 $ 118879185.75 GRANT AND PROJECT ADMINISTRATION - J008 $ 975720.17 INTERIM OR EMERGENCY ACTIONS - J002 $ 2,700,761.08 REMEDIAL INVESTIGATIONS - J003 $ 3,169,000.00 Total: $ 7,854,667.00 CHANGES TO SCOPE OF WORK Task Number: 1 Task Cost: $97,720.17 Task Title: GRANT AND PROJECT ADMINISTRATION - J008 Task Description: This task funds the RECIPIENT'S eligible costs ECOLOGY deems reasonable and necessary to administer the grant and Template Version 10/30/2015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project Agreement No. TCPRA- 192 1 -GrCoPW-00052 manage project activities. Page 3 of 9 Eligible administrative activities may include costs necessary to: • Ensure compliance with the terms of the Agreed Order No. DE3 810, except legal costs. • Perform Public Involvement Activities: Plan and hold meetings and communications with the public, consultants/contractors, or ECOLOGY not billed under another task. • Procure and manage consultants and construction contractors. • Perform quality control and quality assurance oversight of all project elements. • Manage the grant, develop, and maintain grant files. • Prepare and submit payment requests, and progress reports, spending plans, or other reports. • Conduct, coordinate, and schedule project activities described in the scope of work. • Purchase services, supplies, tools, and equipment needed to accomplish grant tasks. (Equipment purchases are conditionally eligible and require prior written approval by ECOLOGY's Financial Manager). • Attend training events approved in advance, including related travel costs. (Training requires prior approval by ECOLOGY'S Grant Financial Manager). • Perform Environmental impact analysis. • Perform Cost -Benefit analyses. • Conduct research or studies relevant to multiple tasks. • Manage scientific Data, including Environmental Information Management System (EIM) submissions. • Prepare documents related to development of Agreed Order (AO), Consent Decree (CD) or amendments to an AO or CD. SPENDING PLANS The RECIPIENT shall submit a spending plan form in EAGL. The spending plan identifies the amount by quarter in which the RECIPIENT plans to bill ECOLOGY for accumulated costs through the term of the agreement. The spending plan must be updated as requested by ECOLOGY to reflect actual expenditures and projections for the remainder of grant/loan reimbursement requests. The spending plan form in EAGL must be updated as requested by ECOLOGY. TRAVEL AND PER DIEM ECOLOGY will reimburse travel costs at the state per diem rate in effect when the costs were incurred. To receive travel costs, an individual must be in travel status. Any costs incurred over the state rate will be the sole responsibility of the RECIPIENT unless an exception is provided in writing by the ECOLOGY grant financial manager prior to the costs being incurred. The RECIPIENT may bill costs related to vehicle usage at the state approved mileage rate. Any other motor pool costs, such as the cost of parking the RECIPIENT's vehicles at their own office, purchasing, repairing or maintaining vehicles are considered part of overhead and may not be direct billed under this agreement. BACKUP DOCUMENTATION All backup documentation, whether prime contractor or subcontractor, must include the day worked, the hours, the rate of pay, total cost, and the activity being performed unless agreed to in writing by the ECOLOGY grant financial manager. If this level of detail isn't provided in the invoice for RECIPIENT employee costs, then timesheets must be provided that are signed by the individual and their supervisor documenting hours worked on the project activities by task and day. The rate of pay, number of hours by day, and total cost must be itemized. Template Version 10/30/2015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project .Agreement No. TCPRA- 192 1 -GrCoPW-00052 Task Goal Statement: Page 4 of 9 To manage the grant and project, and complete all administrative documentation and billings in accordance with accounting standards, the terms and conditions of the grant, the Administrative Requirements for Recipients of Ecology Grants and Loans Managed in EAGL. Task Expected Outcome: Project documentation will be properly developed and maintained in accordance with the terms and conditions of the grant, and the Administrative Requirements for Recipients of Ecology Grants and Loans Managed in EAGL. Recipient Task Coordinator: Joan Sieverkropp Deliverables Number Description Due Date 1.1 Quarterly grant payment requests/progress reports (PRPR) with proper documentation. (unless otherwise approved in advance by ECOLOGY) 1.2 Updated spending plan form completed in EAGL with each PRPR CHANGES TO SCOPE OF WORK Task Number: 2 Task Cost: $2,700,761.08 Task Title: INTERIM OR EMERGENCY ACTIONS - J002 Task Description: The purpose of this task is to fund the RECIPIENT'S eligible costs ECOLOGY deems reasonable and necessary to plan and perform ECOLOGY required or approved emergency or interim actions under Agreed Order No. DE 3 810 at the Site necessary to reduce potential threats to human health and the environment. These actions must be conducted in compliance with the Model Toxics Control Act. All sampling and analysis data collected under this task must be entered into the ECOLOGY Environmental Information Management (EIM) database in accordance with the schedule in Agreed Order DE 3 810 and prior to ECOLOGY making the final grant payment. ECOLOGY may withhold fiinding under this task until the EIM submittal has been completed and verified by ECOLOGY. Task Goal Statement: To reduce a threat to human health or the environment by eliminating or substantially reducing one or more pathways for exposure to a hazardous substance at the Site, or to correct a problem that could become substantially worse or cost substantially more to address if the remedial action is delayed. Task Expected Outcome: The interim or emergency action is protective of human health and the environment, meets MTCA cleanup standards, does not foreclose reasonable alternatives for the cleanup action or delay or supplant the cleanup process. Template Version 10/30/2015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project Agreement No. TCPRA- 192 1 -GrCoPW-00052 Recipient Task Coordinator: Andy Booth Deliverables Page 5 of 9 Number Description Due Date 2.1 Interim or Emergency Action Report CHANGES TO SCOPE OF WORK Task Number: 3 Task Cost: $3,169,000.00 Task Title: REMEDIAL INVESTIGATIONS - J003 Task Description: This task funds the RECIPIENT's eligible costs ECOLOGY deems reasonable and necessary to plan and perform Remedial Investigations at the Site consistent with the scope of work in the Agreed Order (Agreed Order DE 3 810) for the Site. This also includes sampling and analysis costs, identification and testing sources of contamination, surveying/mapping, data management, reports, and project management. All sampling and analysis data must be entered into the ECOLOGY Environmental Information Management (EIM) database in accordance with the schedule in Agreed Order DE 3810 and prior to ECOLOGY making the final grant payment. ECOLOGY may withhold funding under this task until the EIM submittal has been completed and verified by ECOLOGY. Task Goal Statement: To compile Site information, and conduct field investigations that adequately characterize the nature and extent of contamination at the Site to enable the development and evaluation of alternatives for the cleanup of the Site. Task Expected Outcome: The results of the RI are documented in a report that can be used to aid the development and evaluation of cleanup alternatives for the Site. Recipient Task Coordinator: Andy Booth Deliverables Number Description Due Date 3.1 Remedial Investigation Report CHANGES TO SCOPE OF WORK Task Number: 4 Task Cost: $1,887,185.75 Template Version 10/30/2015 State of Washington Department of Ecology Page 6 of 9 GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project Agreement No. TCPRA-1921-GrCoPW-00052 Task Title: FEASIBILITY STUDY AND REMEDY SELECTION - J004 Task Description: This task funds the RECIPIENT's eligible costs ECOLOGY deems reasonable and necessary to plan and perform the Feasibility Study consistent with the scope of work in the cleanup agreement for the Site, including remedy selection and development of the cleanup action plan. Eligible costs may also include pilot tests, treatability studies, stormwater source control engineering studies, green remediation alternatives analysis, Environmental Impact Statements, data management, public involvement, and ECOLOGY approved source control activities related to the Feasibility Study phase of work. Task Goal Statement: To complete an engineering study to develop and evaluate cleanup action alternatives to enable ECOLOGY to select a cleanup action for the Site and to develop a draft cleanup action plan based on that work. Task Expected Outcome: The results of the Feasibility Study process are documented in a Feasibility Study report and adequate information has been provided so a cleanup action can be selected for the Site. Recipient Task Coordinator: Andy Booth Deliverables Number Description Due Date 4.1 Feasibility Study 4.2 Draft Cleanup Action Plan (DCAP) CHANGES TO SCOPE OF WORK Task Number: 5 Task Cost: $0.00 Task Title: ENGINEERING DESIGN - J005 Task Description: Due to project progress this task has been removed from the grant and funds redistributed to other phases of work. Due to the nature of the grant opportunity build, the deliverable cannot be deleted but it is no longer required under this grant task. Task Goal Statement: This grant goal is removed and funding moved to other grant activities. Task Expected Outcome: Template Version 10/30/2015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project Agreement No. TCPRA-1921-GrCoPW-00052 This grant outcome is removed and funding moved to other grant activities. Recipient Task Coordinator: Andy Booth Deliverables Page 7 of 9 Number Description Due Date 5.1 The Engineering Design Report (EDR) Template Version 10/30/2015 State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS Ephrata Landfill Remediation Project Agreement No. TCPRA-1 92 1 -GrCoPW-00052 Funding Distribution Summary Recipient / Ecology Share Page 8 of 9 Funding Distribution Name Recipient Match % Recipient Share Ecology Share Total Ephrata Landfill Remediation-Oversight 25 % $ 159635666.75 $ 558915000.25 $ 75854,667.00 Total $ 1,963,666.75 $ 598919000.25 $ 7,8549667.00 Template Version 10/30/2015 Docusign Envelope ID: C5ABD685-FEAC-4182-9793-6619B5D6C33F State of Washington Department of Ecology GRANT COUNTY PUBLIC WORKS Page 9 of 9 Ephrata Landfill Remediation Project Agreement No. TCPRA- 1921 -GrCoPW-00052 AUTHORIZING SIGNATURES All other terms and conditions of the original Agreement including any Amendments remain in full force and effect, except as expressly provided by this Amendment. The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their respective organizations to this Amendment. This amendment will be effective 09/16/2024. 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 DocuSigned by: �" K6powo" 10/30/2024 By. FnnrRRZEEF nA9A Barry Rogowski Toxics Cleanup Program Manager Template Approved to Form by Attorney General's Office GRANT COUNTY PUBLIC WORKS Signed by: By: l 44y F449 10/30/2024 nAF�7�gn�F7a�� Date Andy Booth Deputy Director Date Template Version 10/30/2015