HomeMy WebLinkAboutPCDC Resolution 2010-11 06/21/2010RES®LU~I®IV IV®. 2010-11
PET~4LUnAA CONUWUIVITY DEVELOPiV1EIVT COIl~IViISSIOIV
APPROVING THE PROJECT BUDGET AND AUTHORIZING THE EXECUTIVE DIRECTOR TO
EXECUTE A PROFESSIONAL SERVICES AGREEMENT FOR THE BROWNFIELDS CLEANUP
REVOLVING LOAN FUND WITH QUALIFIED ENVIRONMENTAL PROFESSIONAL ECON, INC.
WHEREAS, the Brownfields Cleanup Revolving Loan Fund Program (RLF) has been
authorized and funded by the federal government through the Environmental Protection
Agency (EPA); and,
WHEREAS, the EPA has established procedures for administration of local RLF
programs; and,
WHEREAS, the Petaluma Community Development Commission (PCDC) has entered
into a cooperative agreement with the EPA to administer a local RLF; and,
WHEREAS, pursuant to EPA requirements, RLF Program Documents for the PCDC-
administered RLF were prepared by PCDC and City staff, have been reviewed for adequacy by
PCDC staff, the PCDC Executive Director and involved City of Petaluma management and staff,
and approved by the Commission; and,
WHEREAS, City staff has prepared Request for Proposal documents and advertised for
a Qualified Environmental Professional to participate on this Project; and,
WHEREAS, the proposals were received on March 25, 2010, and two (2) proposals were
received and opened in accordance with applicable law; and,
WHEREAS, based on review of the proposals and qualifications, staff determined that
the most responsive proposal for the Project was that of ECON, Inc.; and,
WHEREAS, staff has verified that ECON, Inc. possesses the knowledge and experience
that qualifies ECON, Inc. to perform the Project.
NOW, THEREFORE, BE IT RESOLVED that the Petaluma Community Development Commission
hereby:
PCDC Resolution No. 2010-11 Page 1
Approves the project budget of $227,500.
2. Authorizes the Executive Director to execute with ECON, Inc., an agreement not to
exceed $122,500 over the next three years, which substantially conforms to the
PCDC's standard Professional Services Agreement and includes the scope of work
and rates as set forth in the attached Exhibit A, for provision of qualified
environmental professional duties on an as-needed basis for the Brownfields Cleanup
Revolving Loan Fund Program.
ADOPTED this 21st day of June, 2010, by the following vote:
Commissioner Aye No Absent Abstain
Barrett X
Vice Chair Glass X
Harris X
Healy X
Rabbitt X
Renee X
Chair Torliatt X
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Pam. la Torliatt, Chair
ATTEST:
Claire Cooper, CMC, Recording Se etary
PCDC Resolution No. 2010-11 Page 2
~XHI~e~ A T® DES®LU•~~®N
REVOLVING LOAN FUND SCOPE OF WORK/TASKS
Task A: Site Specific Oversight
Assist with the technical review and feasibility evaluation of propet~ty owner applications
submitted to the RLF program. Provide oversight and perform tasks associated with the plan as
required by the regulatory agency and in accordance with applicable sections of USEPA's FY09
Guidelines for Brownfields Cleanup Grants. Coordinate technical documentation and activities
with RLF borrowers, their environmental consultant(s), jurisdictional regulatory agencies, and
EPA for review, preparation or revision of ABCAs, QAPPs, SAPS and HSPs
QEP will review andlor prepare:
A complete Analysis of Brownfields Cleanup Alternatives (ABCA) including:
• Background site information
• Known extent and characteristics of contunination
• Potential exposure pathways and sensitive receptors
^ Identification of contaminant source(s)
• Established or proposed cleanup standards, applicable regulations and laws
• Alternative approaches considered
• Detailed description of the preferred cleanup approach
• Effectiveness, implementability, detailed cost and time duration of the proposed cleanup.
A complete Quality Assurance Project Plan (QAPP) with the input and approval of the
Quality Assurance Office of USEPA Region 9 including:
^ Project Management -Approach, Tracking and Records
• Data Generation and Acquisition -Purpose and Methods
^ Assessment and Oversight -Scope, Protocol and Documentation
^ Data Validation and Usability -Quality Control
Complete Sampling and Analysis Plans (SAPS) that incorlxxate and reference approved
QAPP methodology and protocol, including:
^ Site-specific sampling and analysis overview
• Background site infomlation relevant to sampling plan
^ Clearly stated project data quality objectives (DQOs)
• Sampling and laboratory analysis rationale
^ Field methods and procedures
• Quality control proc;edw•es
Complete Health and Safety Plans (HSP) for each site including:
• Easy access to emergency response contacts and procedures
• Stated propose of the HSP
• Identification of known site hazards
• [2isk control practices, and
^ Site safety meeting rosters
Workplan Brownfields Assessment Grant page 1
PCDC Resolution No. 2010-11 Page 3
Provide Project Management:
Meet wish the City's RLF team and review program goals, schedule, opportunities and
constraints. Supporting the program goals, the team. members will review each of our roles,
responsibilities, communication pathways, preferences, availabilities and document management
protocols. Meet with the City's RLF team on a regular basis (nvnimum one meeting per month)
to review schedule/progress, task action status, budget and administration. In addition, there will
he many other meetings specific to completing tasks such as during site prioritization and
selection, property owner meetings, outreach planning and implementation, EPA visits, program
presentations or public meetings, site visits, etc.
Develop an at-a-glance QEP progress report format that include Site Review Status (ABCA
framework), Sununary of Current Activities (updates by relevant task), Summary of Work Planned
(QAPP, FSP, HSP, etc), Fiscal Management (Reporting Period Expenses, Budget Recap Summary).
Maintain technical and correspondence records associated with services rendered For each site.
Maps and data sets, as possible, will be georeferenced into the GIS system and the data
catalogued.
Prepare written responses to comments from project stakeholders and the public as needed and
maintain records of the questions asked, the date and format of inquiry, and the date and content
of the response.
Develop an at-a-glance quarterly report format with input from the EPA and the City RLF Team
that will be consistent for the entire term of the bon-ower engagement. Prepare Quatt~erly Reports
and submit to the EPA. Prepare and subnvt Final Activities Report to the LPA.
Projected Budget: SiteSpecific Oversight: $72,000.00
Project Management.: $22,150.00
TOTAL TASK A: $94,150.00
Deliverables: ABCA, QAPP(s), SAP(s), HSP(s), QF.P Progress Reports,
Quarterly Reports, Final Activities Summary Report.
Task B: Conduct Marketing and Outreach Activities:
Phase One (Launch)
Introduce the program via a variety of communications channels hr Spanish and English, endeavoring to
engage all interested and affected parties. The outreach channels are likely to include but not necessarily
he limited to:
• Postal and email invitations/notifications to property owners, stakeholders
• Public meeting, including Spanish translation
• Media publicity, both conmtercial and conununity-access media
° Publicity through Petaluma-specific social networks
^ Website updates, possibly including video, new case studies, and email. sign-up ancUor pollitrg (the
City's UserVoice s}stem, for example)
PCDC Resolution No. 2010-11 Page 4
iJpdate pre-existing materials or developing original materials, finalize the marketing plan, refine the
budget for outreach, and pilot methods for site-specific oulrectch and other activities through the contract.
period.
Phase Two
Facilitate periodic update meetings azid smaller presentations or conferences as appropriate for specialized
stakeholder groups. Work closely with staff, building on the activities, methods, and materials developed
during Phase One and refining the. schedule of outreach activities as needed.
Provide quarterly updates to the City website, coordinate semiannual public meetings, and prepare press
releases. Specific input will be solicited from the various types of stakeholders liste¢ above by attending
their meetings at opportune times for input.
Projected Budget: Phase One (Launch): $14,300.00
Phase Two: $14,OSOA0
TOTAL TASK B: $28,350.00
Deliverables: Meeting attendance lists and Agendas. Program Handouts,
Updates to Website.
PCDC Resolution No. 2010-11 Page 5