DOE 2015 Grant Vactor Waste Facility Retrofit G1200509i
DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO.2 [FINAL]
TO
GRANTNO. G1200509
1��1111�i�/ �1 �1►i1 Y:1 �!
STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF EDMONDS
PURPOSE: To amend the Agreement between the state of Washington Department of Ecology,
hereinafter referred to as `DEPARTMENT,' and the City of Edmonds, hereinafter
referred to as `RECIPIENT,' for the Edmonds Vactor Waste Facility project.
IT IS MUTUALLY AGREED the agreement is amended as follows:
1) Is amended to read as follows:
The original grant amount is decreased by $155,258.16 from $259,745 to $104,486.84 based
upon the eligible cost of the project.
2) The following language will be added to Attachment II General Terms and Conditions:
W. FUNDING AVAILABILITY
The DEPARTMENT'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event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way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, the
DEPARTMENT, at its sole discretion, may elect to terminate the agreement, in whole or part, or
renegotiate the agreement, subject to new funding limitations or conditions. The DEPARTMENT
may also elect to suspend performance of the agreement until the DEPARTMENT determines the
funding insufficiency is resolved. The DEPARTMENT may exercise any of these options with no
notification restrictions.
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.
This Amendment is signed by persons who represent that they have the authority to execute this
Amendment and bind their respective organizations to this Amendment.
This Amendment is effective upon the signature date of the DEPARTMENT.
State of Washington Department of Ecology
Grant No. G 1200509, Amendment 2 [FINAL]
City of Edmonds
IN WITNESS WHEREOF: the parties have signed this Amendment.
State of Washington City of Edmonds
Department of Ecology
Water Quality Program Manager Mayor
Approved as to form only.
Assistant Attorney General
Page 2 of 2
9 -
DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO. 1
TO GRANT AGREEMENT NO. G1200509
BETWEEN THE
STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF EDMONDS
PURPOSE: To amend the above -referenced grant agreement between the Department of
Ecology [DEPARTMENT] and the City of Edmonds [RECIPIENT] for the Vactor Waste
Facility Retrofit project. This amendment is needed to establish a new expiration date of the
grant agreement in order to allow the RECIPIENT sufficient time to complete the project scope
of work.
IT IS MUTUALLY AGREED that the grant agreement is amended as follows:
The grant expiration date is extended from December 31, 2013, to December 31, 2014.
FURTHER, this amendment shall be effective upon the date of signature by the Water Quality
Program Manager of the DEPARTMENT.
Except as expressly provided by this amendment, all other terms and conditions of the original
grant agreement and all amendments remain in full force and effect.
IN WITNESS WHEREOF: the parties have signed this amendment.
STATE OF WASHINGTON CITY OF EDMONDS
DEPARTMENT OF ECOLOGY
"�p KELLY SUSEWIND, P. ., G. D TE .
�— WATER QUALITY PR MANAGER MAYOR
APPROVED AS TO FORM ONLY
ASSISTANT ATTORNEY GENERAL
(Revised 05/05109)
L ■.� orG
DATE
o"G/ 2 7
/'7/�A/o C /c� j,r,
DEPARTMENT OF
ECOLOGY
State of Washington
FY 2012 STATEWIDE STORMWATER GRANT PROGRAM
FUNDING AGREEMENT
BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF EDMONDS
GRANT AGREEMENT NUMBER
G1200509
VACTOR WASTE FACILITY RETROFIT
TABLE OF CONTENTS
PART I. GENERAL INFORMATION.......................................................................................... 1
PART II. PROJECT SUMMARY.................................................................................................. 3
PART III. PROJECT BUDGET..................................................................................................... 3
PART IV. PROJECT GOALS AND OUTCOMES....................................................................... 4
PARTV. SCOPE OF WORK......................................................................................................... 4
PART VI. SPECIAL TERMS AND CONDITIONS...................................................................... 8
PART VII. ALL WRITINGS CONTAINED HEREIN.................................................................. 9
ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR THE FY
2012 STORMWATER GRANT PROGRAM.............................................................................. 10
ARCHEOLOGICAL AND CULTURAL RESOURCES.........................................................................................................10
FUNDINGRECOGNITION............................................................................................................................................10
INCREASEDOVERSIGHT.............................................................................................................................................10
INDIRECTRATE..........................................................................................................................................................10
MATCHINGREQUIREMENTS.......................................................................................................................................I I
MINORITY AND WOMEN'S BUSINESS PARTICIPATION................................................................................................I 1
PAYMENTREQUEST SUBMITTALS..............................................................................................................................11
POSTPROJECT ASSESSMENT......................................................................................................................................12
PROCUREMENT..........................................................................................................................................................12
PROGRESSREPORTS..................................................................................................................................................12
1
DEPARTMENT Contact Information
Project Manager:
Email Address:
Phone Number:
Project Engineer:
Email Address:
Phone Number:
Address:
® Northwest
WA State Department of Ecology
Northwest Regional Office
3190 160th Ave SE
Bellevue, WA 98008-5452
Fax (425) 649-7098
❑ Southwest
WA State Department of Ecology
Southwest Regional Office
P.O. Box 47775
Olympia, WA 98504-7775
Fax (360) 407-6305
❑ Bellingham
WA State Department of Ecology
Bellingham Field Office
1440 10th Street, Suite 102
Bellingham, WA 98225
Fax (360) 715-5225
Financial Manager:
Email Address:
Phone Number:
Fax Number:
Address:
Melisa Snoeberger
rmeli_s_a.snoeberpi�r�)ec .wa.gov
(425)649-7047
Douglas Howie, P.E.
doup,las.howie@ecy.wa.gov
(360)407-6444
❑ Central
WA State Department of Ecology
Central Regional Office
15 West Yakima Ave, Suite 200
Yakima, WA 98902-3452
Fax (509) 575-2809
❑ Eastern
WA State Department of Ecology
Eastern Regional Office
N. 4601 Monroe
Spokane, WA 99205-1295
Fax (509) 329-3570
❑ Headquarters
WA State Department of Ecology
P.O. Box 47600
Olympia, WA 98504-7600
Fax (360) 407-6426
2
Jennifer Holderman
'ennifer.holderman . ec .wa. ov
(360)407-7196
(360) 407-7151
WA State Department of Ecology
Water Quality Program, FMS
P.O. Box 47600
Olympia, WA 98504-7600
CHECK ALL THAT APPLY:
• FY 2012 Stormwater Grant Funds (state funds): ® Yes Amount: $259,745
Funded with Local Toxics Control Account — State
Prior Authorization Granted: ® Yes If yes, Effective Date: May 1, 2012
• Increased Oversight? ❑ Yes ® No
The effective date of this agreement is the Prior Authorization date.
This agreement expires: December 31, 2013.
Post Project Assessment date — three years after the expiration date of the agreement (see Post
Project Assessment in Attachment I): December 31, 2016
PART II. PROJECT SUMMARY
This project will address water quality for the state of Washington. Currently the City of
Edmonds decant facility is undersized. Through this retrofit project, the city will increase
capacity and efficiency at the decant facility. The city can clean the existing stormwater facilities
more frequently, resulting in a reduction in phosphorus and other pollutants entering Puget
Sound and Lake Ballinger.
PART III. PROJECT BUDGET
Vactor Waste Facility Retrofit
TASKS/OBJECTS
TOTAL
PROJECT
COST
**TOTAL
ELIGIBLE
COST (TEC)
1 - Project Administration/Management
$13,320
$13,320
2 - Design Plans and Specifications
$73,392
$73,392
3 - Construction Management
$13,320
$13,320
4 - Construction
$246,295
$246,295
Total
$346,327
$346,327
xX The DEPARTMENT's Fiscal Office will track to the Total, Eligible Cost.
MATCHING REQUIREMENTS
DEPARTMENT Share: maximum 75% of TEC
$259,745
RECIPIENT Share: minimum 25% of TEC
Cash $86,582 $86,582
Other types of in-kind, such as volunteer work are not eligible
PART IV. PROJECT GOALS AND OUTCOMES
A. Financial Assistance Water Quality Project Goals; The overall goals of this project are
focused on the protection of Lake Ballinger and Puget Sound and include one or more of
the following:
® Stormwater System Retrofit
❑ Low Impact Development Best Management Practices (BMP)
❑ Designated beneficial uses will be restored or protected, 303(d) -Listed water bodies
restored to water quality standards, healthy waters prevented from being degraded.
B. Water Quality and Environmental Outcomes: The following are the anticipated water
quality and environmental improvements from the project.
Reduce phosphorus and other pollutants from entering Puget Sound and Lake
Ballinger.
2. Remove sediment and waste material from catch basins.
3. Increase frequency of street sweeping by 25 percent and remove sediment and
waste material from city streets.
C. Performance Items and Deliverables: The following are the anticipated action items that
will play an integral role in implementation of the project.
Retrofit existing vactor waste facility for effective year round processing.
2. Increase capacity and efficiency of the vactor waste decant facility.
PART V. SCOPE OF WORK
Task 1 - Proiect Administration/Management
A. The RECIPIENT will administer the project. Responsibilities will include, but not be
limited to: maintenance of project records; submittal of payment vouchers, fiscal forms,
and progress reports; compliance with applicable procurement, contracting, and interlocal
agreement requirements; application for, receipt of, and compliance with all required
permits, licenses, easements, or property rights necessary for the project; and submittal of
required performance items.
B. The RECIPIENT must manage the project. Efforts will include: conducting,
coordinating, and scheduling project activities and assuring quality control. Every effort
will be made to maintain effective communication with the RECIPIENT's designees; the
2
DEPARTMENT; all affected local, state, or federal jurisdictions; and any interested
individuals or groups. The RECIPIENT must carry out this project in accordance with
any completion dates outlined in this agreement.
C. The RECIPIENT must ensure this project is completed according to the details of this
agreement. The RECIPIENT may elect to use its own forces or it may contract for
professional services necessary to perform and complete project -related work.
Required Performance:
1. Effective administration and management of this grant project.
2. Timely submittal of all required performance items, progress reports, and
financial vouchers.
3. Submit at least three hard copies and one electronic copy of the final project
report after a draft has been approved by the DEPARTMENT.
4. Write and submit a one to two page summary of project accomplishments and
outcomes at project completion, including pictures, to be published in the
DEPARTMENT's Annual Water Quality Financial Assistance Report following
the DEPARMENT's water quality stories format.
Task 2 — Design Plans and Specifications
A. The RECIPIENT will submit to the DEPARTMENT's Project Manager, a copy of the
State Environmental Review Act (SEPA) Lead Agency's signed and dated SEPA
determination.
B. During the planning and design stage and prior to any ground disturbing activities, the
RECIPIENT will submit to the DEPARTMENT's Project Manager one of the following:
a. If Cultural Resources Review (Executive Order 05-05) is complete, a copy of the
letter of concurrence from the Department of Archaeology and Historic
Preservation (DAHP) and correspondence from any tribes.
b. If Cultural Resources Review (Executive Order 05-05) is not complete, the
RECIPIENT will submit a DAHP EZ -1 form to the DEPARTMENT's Project
Manager to initiate review of project activities by DAHP and tribal governments.
C. The RECIPIENT will submit two hard copies and one digital copy of the Pre -design
report to the DEPARTMENT for review. At its discretion, the DEPARTMENT may
request 60 percent complete design plans for review. Based on receipt of the Pre -design
report or the 60 percent complete design plans, the DEPARTMENT will provide
comments to the RECIPIENT within 45 days of receipt of the plans.
D. Prior to advertising for contractor bids, the RECIPIENT will submit two hard copies and
one digital copy of the final plans and specifications to the DEPARTMENT's Project
Manager for review. The DEPARTMENT will provide comments to the RECIPIENT
within 45 days of receipt of the plans. The DEPARTMENT's Project Manager will work
with the DEPARTMENT's engineer to review the plans and specifications for
consistency with the appropriate design criteria and grant requirements. The
RECIPIENT must justify significant deviations from the following:
The appropriate guidance manual below depends on the region that your project is
conducted:
Stormwater Management Manual for Western Washington (SWMMWW),
or the
Stormwater Management Manual for Eastern Washington (SWMMEW),
both can be found at:
http://www.ecy.wa.gov/pLograms/M/stormwater/tech.liftffl, or the
Low Impact Development Technical Guidance Manual for Puget Sound
found at: http://www.;ps� p.wa gQvidownloads/LID/LID_ mantial2005,pdf, or
equivalent design manuals, or
2. Equivalent manual as developed by the local jurisdiction and approved by the
DEPARTMENT.
3. Good engineering practices and generally recognized engineering standards.
4. The project pre -design report.
E. The plans, specifications, construction contract documents, and addenda must be
approved by the RECIPIENT prior to submittal to the DEPARTMENT.
F. The RECIPIENT will prepare and submit a projected construction schedule to the
DEPARTMENT.
G. The RECIPIENT will submit to the DEPARTMENT a current, updated construction cost
estimate and updated project schedule, along with each plans and specifications
submittal.
H. The RECIPIENT will submit all pre -design figures and construction plans to the
DEPARTMENT, reduced to 11 " x 17" in size. The RECIPIENT may bind them with the
specifications or related construction contract documents or bound as a separate
document. All reduced drawings must be legible.
I. The RECIPIENT will develop and submit an operations and maintenance plan for the
stormwater treatment and low impact development (LID) features. The operation and
maintenance plan will describe how the RECIPIENT will ensure project success
consistent with the design manual used. The operation and maintenance plan must also
address long term activities to assure ongoing pollutant removal and flow -control
capability of the project. (See the Stormwater Management Manual for Western
Washington Volume 5, Section 4.6 or Stormwater Management Manual for Eastern
Washington Appendix 5A.)
Required Performance:
1. Submit a copy of the signed and dated SEPA determination to the
DEPARTMENT.
ro
2. Submit a copy of either: 1) Letter of Concurrence from DAHP; or, 2) the DAHP
EZ -1 form, for DEPARTMENT coordination on compliance with Executive
Order 05-05.
3. Submit a Pre -design report to the DEPARTMENT.
4. Submit final plans and specifications to the DEPARTMENT, which include the
DEPARTMENT's Bid Specification Clauses Inserts.
Task 3 — Construction Management
A. The RECIPIENT will provide construction oversight and management of the project.
B. The RECIPIENT will submit a detailed construction quality assurance plan to the
DEPARTMENT before the start of construction. This plan must describe how adequate
and competent construction oversight will be performed.
C. The RECIPIENT will submit a construction schedule to the DEPARTMENT within 30
days of the start of construction. The construction schedule will be revised and/or
updated whenever major changes occur and at a minimum of every three months. The
RECIPIENT will submit the construction schedule to the DEPARTMENT with the
quarterly report. When changes in the construction schedule affect previous cash flow
estimates, revised cash flow projections must also be submitted to the DEPARTMENT.
D. Prior to execution, the RECIPIENT will submit eligible change orders that are a
significant deviation from the DEPARTMENT reviewed plans and specifications in
writing for DEPARTMENT review and approval for payment. All other change orders
must be approved by the DEPARTMENT for technical merit and should be submitted
within 30 days after execution. Change orders are to be signed by the contractor, the
engineer (if appropriate), and the RECIPIENT prior to submittal to the DEPARTMENT
for approval.
E. Upon completion of construction, the RECIPIENT will provide to the DEPARTMENT's
Project Manager a Stormwater Construction Completion Form signed by a professional
engineer, indicating that the project was completed in accordance with the plans and
specifications and major change orders approved by the DEPARTMENT's Project
Engineer and shown on the Record Drawings. The Stormwater Construction Completion
form can be found at:
http://NvNvw.ecy.wa,gQv/programs/wq/ftanciitll;JGrankl.()anMgt33tDocslEn CirantLnanMmntEtigFtes.izttnl
Required Performance:
1. Submit the project construction quality assurance plan to the DEPARTMENT.
2. Submit the construction schedule to the DEPARTMENT.
3. Submit the signed and dated Stormwater Construction Completion Form to the
DEPARTMENT.
Task 4 — Construction
7
A. The RECIPIENT will retrofit, in accordance with the reviewed plans and specifications,
an existing vactor waste facility.
B. The RECIPIENT will submit to the DEPARTMENT's Project Manager a copy of the
construction contract within 30 days of execution.
Required Performance:
1. Submit a copy of the bid documents (e.g. bid announcement, bid award, bid
tabulations) to the DEPARTMENT.
2. Submit a copy of the construction contract to the DEPARTMENT.
3. Retrofit existing vactor waste facility by increasing capacity and efficiency for
effective year round processing.
a. Install an improved dumping station with a presettling basin with oil control to
collect and contain sediment and waste.b. Install a Hydrodynamic Separator for
removal of oil, metals, and solids.
c. Install a unit for dewatering of discharge with a high sediment load.
PART VI. SPECIAL TERMS AND CONDITIONS
A. Adjusted Construction Budget. The construction budget, as reflected in the agreement,
will be adjusted once actual construction bids are received.
If the low responsive responsible construction bid(s) exceed the engineer's estimate of
construction costs, the DEPARTMENT may approve, if funding is available and through
formal amendment to this agreement, funding increases for up to ten percent of the
engineer's original estimate.
If the low responsive responsible construction bid(s) come in lower than the engineer's
estimate of construction costs, the DEPARTMENT may reduce the grant amount.
B. Change Orders. If funding is available, the DEPARTMENT may approve, through
formal amendment to this agreement, funding for change orders for up to five percent of
the eligible portion of the low responsive responsible construction bid(s).
C. Documents for Review. The plans, specifications, construction contract documents, and
addenda must be approved by the RECIPIENT prior to submittal for DEPARTMENT
review.
D. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the
project within four months of the signatory date, the DEPARTMENT reserves the right to
terminate this agreement.
E. Use of Force Account. In the event the RECIPIENT elects to use its own forces to
accomplish eligible project work, the RECIPIENT acknowledges that it has the legal
authority to perform the work and adequate and technically qualified staff to perform the
work without compromising other government functions. The RECIPIENT must track
8
and report the force account work submitted to the DEPARTMENT for reimbursement.
PART VII. ALL WRITINGS CONTAINED HEREIN
The following contain the entire understanding between the parties, and there are no other
understandings or representations other than as set forth, or incorporated by reference, herein:
• This agreement.
• Attachment I: General Project Management Requirements.
• Attachment II: General Terms and Conditions.
• The effective edition, at the signing of this agreement, of the DEPARTMENT's
"Administrative Requirements for Ecology Grants and Loans" (Yellow Book).
• The associated funding guidelines that correspond to the fiscal year in which the project is
funded.
• The applicable statutes and regulations.
No subsequent modifications or amendments of this agreement will be of any force or el"lect
unless signed by authorized representatives of the RECIPIENT and the DEPARTMENT and
made a part of this agreement, EXCEPT that in response to a request from the RECIPIENT, the
DEPARTMENT may redistribute the grant budget. The DEPARTMENT or the RECIPIENT
may change their respective staff contacts without the concurrence of either party.
The RECIPIENT acknowledges that they have had the opportunity to thoroughly review the
terms of this agreement, the attachments., all incorporated or referenced documents, as well as all
applicable statutes, rules, and guidelines mentioned in this agreement.
IN WITNESS WHEREOF, the parties hereby sign this agreement:
STATE OF WASHINGTON CITY OF EDMONDS
DEPARTMENT OF ECOLOGY
16 12
L SEWIND, P.E., P.G. DATE
W ER QUALITY PROGRAM MANAGER
Approved As To Form:
Office of the Attorney General
E
ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR
THE FY 2012 STORMWATER GRANT PROGRAM
ARCHEOLOGICAL AND CULTURAL RESOURCES
The RECIPIENT must comply with all requirements listed in Executive Order 05-05 prior to
implementing any project that involves ground disturbing activities.
The RECIPIENT must conduct and submit a cultural resources survey or complete and submit an
EZ -1 Form to the DEPARTMENT's project manager prior to any ground disturbing activities.
The DEPARTMENT will contact the Department of Archaeology and Historic Preservation
(DAHP) and affected tribes regarding the proposed project activities in order to fulfill Executive
Order 05-05 requirements. Any prior communication between the RECIPIENT, the DAHP, and
the tribes is not sufficient to meet requirements. Any mitigation measures as an outcome of this
process will be requirements of this agreement.
Another agency's cultural resources review must have prior approval from the DEPARTMENT
in order to be adopted to meet Executive Order 05-05 requirements for the project.
Any ground disturbing activities that occur prior to the completion of the Executive Order 05-05
process will not be eligible for reimbursement. Activities associated with cultural resources
review are grant eligible and reimbursable.
http://www.dahp.wa.go,v/govemors-executive-order-05-05
FUNDING RECOGNITION
The RECIPIENT must inform the public about DEPARTMENT or the Environmental Protection
Agency (EPA) funding participation in this project through the use of project signs,
acknowledgement in published materials, reports, the news media, or other public
announcements. Projects addressing site-specific locations must utilize appropriately sized and
weather -resistant signs. Sign logos are available from the DEPARTMENT upon request.
INCREASED OVERSIGHT
If this project is selected for increased oversight (as indicated on page 3 of this agreement), the
RECIPIENT must submit all backup documentation with each payment request submittal. In
addition, the DEPARTMENT's Project Manager must establish a schedule for additional site
visits to provide technical assistance to the RECIPIENT and verify progress or payment
information.
INDIRECT RATE
To acknowledge overhead costs, the RECIPIENT may charge an indirect rate of up to 25 percent
based on employees' direct salary and benefit costs incurred while conducting project -related
work. The DEPARTMENT's Financial Manager may require a list of items included in the
indirect rate at any time.
10
ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR
THE FY 2012 STORMWATER GRANT PROGRAM
ARCHEOLOGICAL AND CULTURAL RESOURCES
The RECIPIENT must comply with all requirements listed in Executive Order 05-05 prior to
implementing any project that involves ground disturbing activities.
The RECIPIENT must conduct and submit a cultural resources survey or complete and submit an
EZ -1 Form to the DEPARTMENT's project manager prior to any ground disturbing activities.
The DEPARTMENT will contact the Department of Archaeology and Historic Preservation
(DAHP) and affected tribes regarding the proposed project activities in order to fulfill Executive
Order 05-05 requirements. Any prior communication between the RECIPIENT, the DAHP, and
the tribes is not sufficient to meet requirements. Any mitigation measures as an outcome of this
process will be requirements of this agreement.
Another agency's cultural resources review must have prior approval from the DEPARTMENT
in order to be adopted to meet Executive Order 05-05 requirements for the project.
Any ground disturbing activities that occur prior to the completion of the Executive Order 05-05
process will not be eligible for reimbursement. Activities associated with cultural resources
review are grant eligible and reimbursable.
http://w-ww.d,-:thp.wa.gov/govemors-executive-order-05-05
FUNDING RECOGNITION
The RECIPIENT must inform the public about DEPARTMENT or the Environmental Protection
Agency (EPA) funding participation in this project through the use of project signs,
acknowledgement in published materials, reports, the news media, or other public
announcements. Projects addressing site-specific locations must utilize appropriately sized and
weather -resistant signs. Sign logos are available from the DEPARTMENT upon request.
INCREASED OVERSIGHT
If this project is selected for increased oversight (as indicated on page 3 of this agreement), the
RECIPIENT must submit all backup documentation with each payment request submittal. In
addition, the DEPARTMENT's Project Manager must establish a schedule for additional site
visits to provide technical assistance to the RECIPIENT and verify progress or payment
information.
INDIRECT RATE
To acknowledge overhead costs, the RECIPIENT may charge an indirect rate of up to 25 percent
based on employees' direct salary and benefit costs incurred while conducting project -related
work. The DEPARTMENT's Financial Manager may require a list of items included in the
indirect rate at any time.
10
MATCHING REQUIREMENTS
Cash Match Requirement. FY 2011 Stormwater Retrofit and LID Competitive grants and FY
2012 Statewide Stormwater Grant Program grants require cash match only.
Interlocal Match Requirement. The RECIPIENT certifies by signing this agreement that all
negotiated interlocal agreements are consistent with all of the following:
• Terms of this grant agreement.
• The edition of "Administrative Requirements for Ecology Grants and Loans" that is
effective at the signing of this agreement.
• Chapter 39.34 RCW Interlocal Cooperation Act.
MINORITY AND WOMEN'S BUSINESS PARTICIPATION
The RECIPIENT agrees to solicit and recruit, to the extent possible, certified minority-owned
(MBE) and women -owned (WBE) businesses in purchases and contracts initiated after the
effective date of this agreement.
Contract awards or rejections cannot be made based on MBE or WBE participation. M/WBE
participation is encouraged, however, and the RECIPIENT and all prospective bidders or persons
submitting qualifications should take the following steps, when possible, in any procurement
initiated after the effective date of this agreement:
a) Include qualified minority and women's businesses on solicitation lists.
b) Assure that qualified minority and women's businesses are solicited whenever they are
potential sources of services or supplies.
c) Divide the total requirements, when economically feasible, into smaller tasks or
quantities, to permit maximum participation by qualified minority and women's
businesses.
d) Establish delivery schedules, where work requirements permit, which will encourage
participation of qualified minority and women's businesses.
e) Use the services and assistance of the State Office of Minority and Women's Business
Enterprises (OMWBE) and the Office of Minority Business Enterprises of the U.S.
Department of Commerce, as appropriate.
The RECIPIENT must report to the DEPARTMENT at the time of submitting each invoice, on
forms provided by the DEPARTMENT (Form D), payments made to qualified firms. Please
include the following information:
a) Name and state OMWBE certification number (if available) of any qualified firm
receiving funds under the invoice, including any sub -and/or sub -subcontractors.
b) The total dollar amount paid to qualified firms under this invoice.
PAYMENT REQUEST SUBMITTALS
11
Frequency. The RECIPIENT must submit payment requests at least quarterly but no more often
than monthly, unless allowed by the DEPARTMENT's Financial Manager. The
DEPARTMENT's Financial Manager may require the RECIPIENT to submit regular payment
requests to ensure efficient and timely use of funds.
Supporting Documentation. The RECIPIENT must submit all payment request vouchers and
supportive documentation to the DEPARTMENT's Financial Manager. Payment request
voucher submittals are based on match requirements found in the budget.
Required Forms.
Any Match Combination
Form A19 -1A (original signature)
Form B 1 (ECY 060-3)
Form C1 (ECY 060-8)
Form D (ECY 060-11)
Cash Only Match
Form A19 -1A (original signature)
Form B2 (ECY 060-7)
Form C2 (ECY 060-9)
Form D (ECY 060-11)
Where Applicable
Form E (ECY 060-12)
Form F (ECY 060-13)
Form H (F-21)
Form I (ECY 060-15)
Reportinheligible casts. The RECIPIENT must report all eligible costs incurred on the project,
regardless of the source of funding for those costs. This includes costs used as match. All
eligible and ineligible project costs must be separate and identifiable.
Reimbursements. Payments will be made on a cost -reimbursable basis.
POST PROJECT ASSESSMENT
The RECIPIENT agrees to submit a brief survey regarding the key project results or water
quality project outcomes and the status of long-term environmental results or goals from the
project three years after project completion.
The DEPARTMENT's Water Quality Program Performance Measures Lead will contact the
RECIPIENT before the Post Project Assessment date to request this data.
The DEPARTMENT may also conduct site interviews and inspections, and may otherwise
evaluate the Project, as part of this assessment.
PROCUREMENT
The RECIPIENT certifies by signing this agreement that all applicable requirements have been
satisfied in the procurement of any professional services.
PROGRESS REPORTS
The RECIPIENT must submit quarterly progress reports to the DEPARTMENT's Financial
Manager and Project Manager. Payment requests will not be processed without a progress
report.
Reporting Periods.
12
• January 1 through March 31
• April 1 through June 30
• July 1 through September 30
• October 1 through December 31
Reporting Due Date. Quarterly progress reports are due 15 days following the end of the quarter.
Report Content. At a minimum, all progress reports must contain a comparison of actual
accomplishments to the objectives established for the period, the reasons for delay if established
objectives were not met, analysis and explanation of any cost overruns, and any additional
pertinent information specified in this agreement.
REQUIRED DOCUMENT SUBMITTALS
The RECIPIENT must submit the following documents to the DEPARTMENT as requested by
the DEPARTMENT's Project Manager or Financial Manager:
• Draft project completion reports — one copy
• Electronic copy of final project completion report — one copy
• Final project completion reports — up to three copies
• Final project completion reports of statewide significance — up to 50 copies
• Educational products developed under this agreement — up to two copies
i Documents that require DEPARTMENT Approval — two copies (one for the
DEPARTMENT and one for the RECIPIENT)
■ Interlocal agreements — one copy for the DEPARTMENT's Financial Manager
• Professional services procurement agreements — 1 copy to the DEPARTMENT's
Financial Manager
SPECIAL CONDITION FOR SNOHOMISH COUNTY AND KING COUNTY
For Snohomish or King Counties: When this agreement crosses the RECIPIENT's fiscal year,
the obligation of the RECIPIENT to continue or complete the project described herein will be
contingent upon appropriation of funds by the RECIPIENT's governing body; provided that
nothing contained herein will preclude the DEPARTMENT from demanding repayment of funds
paid to the RECIPIENT in accordance with Section O of the appended General Terms and
Conditions.
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ATTACHMENT II: GENERAL TERMS AND CONDITIONS PERTAINING TO
GRANT AND LOAN AGREEMENTS OF THE DEPARTMENT OF ECOLOGY
A. RECIPIENT PERFORMANCE
All activities for which grant/loan funds are to be used shall be accomplished by the RECIPIENT
and RECIPIENT's employees. The RECIPIENT shall only use contractor/consultant assistance if
that has been included in the agreement's final scope of work and budget.
B. SUBGRANTEEXONTRACTOR COMPLIANCE
The RECIPIENT must ensure that all subgrantees and contractors comply with the terms and
conditions of this agreement.
C. THIRD PARTY BENEFICIARY
The RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to
this agreement, the state of Washington is named as an express third -party benefici lr , of such
subcontracts with full rights as such.
D. CONTRACTING FOR SERVICES (BIDDING)
Contracts for construction, purchase of equipment and professional architectural and engineering
services shall be awarded through a competitive process, if required by State law. RECIPIENT
shall retain copies of all bids received and contracts awarded, for inspection and use by the
DEPARTMENT.
E. ASSIGNMENTS
No right or claim of the RECIPIENT arising under this agreement shall be transferred or
assigned by the RECIPIENT.
F. COMPLIANCE WITH ALL LAWS
1. The RECIPIENT shall comply fully with all applicable Federal, State and local laws, orders,
regulations and permits. Prior to commencement of any construction, the RECIPIENT shall
secure the necessary approvals and permits required by authorities having jurisdiction over
the project, provide assurance to the DEPARTMENT that all approvals and permits have
been secured, and make copies available to the DEPARTMENT upon request.
2. Discrimination. The DEPARTMENT and the RECIPIENT agree to be bound by all Federal
and State laws, regulations, and policies against discrimination. The RECIPIENT further
agrees to affirmatively support the program of the Office of Minority and Women's Business
Enterprises to the maximum extent possible. If the agreement is federally -funded, the
RECIPIENT shall report to the DEPARTMENT the percent of grant/loan funds available to
women or minority owned businesses.
3. Wages and Job Safety. The RECIPIENT agrees to comply with all applicable laws,
regulations, and policies of the United States and the state of Washington which affect wages
and job safety.
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4. Industrial Insurance. The RECIPIENT certifies full compliance with all applicable state
industrial insurance requirements. If the RECIPIENT fails to comply with such laws, the
DEPARTMENT shall have the right to immediately terminate this agreement for cause as
provided in Section K.1, herein.
G. KICKBACKS
The RECIPIENT is prohibited from inducing by any means any person employed or otherwise
involved in this project to give up any part of the compensation to which he/she is otherwise
entitled or, receive any fee, commission or gift in return for award of a subcontract hereunder.
H. AUDITS AND INSPECTIONS
1. The RECIPIENT shall maintain complete program and financial records relating to this
agreement. Such records shall clearly indicate total receipts and expenditures by fund source
and task or object. All grant/loan records shall be kept in a manner which provides an audit
trail for all expenditures. All records shall be kept in a common file to facilitate audits and
inspections.
Engineering documentation and field inspection reports of all construction work
accomplished under this agreement shall be maintained by the RECIPIENT.
2. All grant/loan records shall be open for audit or inspection by the DEPARTMENT or by any
duly authorized audit representative of the state of Washington for a period of at least three
years after the final grant payment/loan repayment or any dispute resolution hereunder. If any
such audits identify discrepancies in the financial records, the RECIPIENT shall provide
clarification and/or make adjustments accordingly.
3. All work performed under this agreement and any equipment purchased, shall be made
available to the DEPARTMENT and to any authorized state, federal or local representative
for inspection at any time during the course of this agreement and for at least three years
following grant/loan termination or dispute resolution hereunder.
4. RECIPIENT shall meet the provisions in OMB Circular A-133 (Audits of States, Local
Governments & Non Profit Organizations), including the compliance Supplement to OMB
Circular A-133, if the RECIPIENT expends $500,000 or more in a year in Federal funds. The
$500,000 threshold for each year is a cumulative total of all federal funding from all sources.
The RECIPIENT must forward a copy of the audit along with the RECIPIENT'S response
and the final corrective action plan to the DEPARTMENT within 90 days of the date of the
audit report.
I. PERFORMANCE REPORTING
The RECIPIENT shall submit progress reports to the DEPARTMENT with each payment
request or such other schedule as set forth in the Special Conditions. The RECIPIENT shall also
report in writing to the DEPARTMENT any problems, delays or adverse conditions which will
materially affect their ability to meet project objectives or time schedules. This disclosure shall
be accompanied by a statement of the action taken or proposed and any assistance needed from
the DEPARTMENT to resolve the situation. Payments may be withheld if required progress
reports are not submitted. Quarterly reports shall cover the periods January 1 through March 31,
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April 1 through June 30, July 1 through September 30, and October I through December 31.
Reports shall be due within 30 days following the end of the quarter being reported.
J. COMPENSATION
Method of compensation. Payment shall normally be made on a reimbursable basis as
specified in the grant agreement and no more often than once per month. Each request for
payment will be submitted by the RECIPIENT on State voucher request forms provided by
the DEPARTMENT along with documentation of the expenses. Payments shall be made for
each task/phase of the project, or portion thereof, as set out in the Scope of Work when
completed by the RECIPIENT and approved as satisfactory by the Project Officer. The
payment request form and supportive documents must itemize all allowable costs by major
elements as described in the Scope of Work.
Instructions for submitting the payment requests are found in "Administrative Requirements
for Ecology Grants and Loans", part IV, published by the DEPARTMENT. A copy of this
document shall be furnished to the RECIPIENT. When payment requests are approved by the
DEPARTMENT, payments will be made to the mutually agreed upon designee. Payment
requests shall be submitted to the DEPARTMENT and directed to the Project Officer
assigned to administer this agreement.
2. Period of Compensation. Payments shall only be made for actions of the RECIPIENT
pursuant to the grant/loan agreement and performed after the effective date and prior to the
expiration date of this agreement, unless those dates are specifically modified in writing as
provided herein.
3. Final Request(s) for Payment. The RECIPIENT should submit final requests for
compensation within forty-five (45) days after the expiration date of this agreement and
within fifteen (15) days after the end of a fiscal biennium. Failure to comply may result in
delayed reimbursement.
4. Performance Guarantee. The DEPARTMENT may withhold an amount not to exceed ten
percent (10%) of each reimbursement payment as security for the RECIPIENT's
performance. Monies withheld by the DEPARTMENT may be paid to the RECIPIENT when
the project(s) described herein, or a portion thereof, have been completed if, in the
DEPARTMENT's sole discretion, such payment is reasonable and approved according to this
agreement and, as appropriate, upon completion of an audit as specified under section J.6.
herein.
5. Unauthorized Expenditures. All payments to the RECIPIENT may be subject to final audit by
the DEPARTMENT and any unauthorized expenditure(s) charged to this grant/loan shall be
refunded to the DEPARTMENT by the RECIPIENT.
6. Mileage and Per Diem. If mileage and per diem are paid to the employees of the RECIPIENT
or other public entities, it shall not exceed the amount allowed under state law for state
employees.
7. Overhead Costs. No reimbursement for overhead costs shall be allowed unless provided for
in the Scope of Work hereunder.
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K. TERMINATION
1. For Cause. The obligation of the DEPARTMENT to the RECIPIENT is contingent upon
satisfactory performance by the RECIPIENT of all of its obligations under this agreement. In
the event the RECIPIENT unjustifiably fails, in the opinion of the DEPARTMENT, to
perform any obligation required of it by this agreement, the DEPARTMENT may refuse to
pay any further funds there under and/or terminate this agreement by giving written notice of
termination.
A written notice of termination shall be given at least five working days prior to the effective
date of termination. In that event, all finished or unfinished documents, data studies, surveys,
drawings, maps, models, photographs, and reports or other materials prepared by the
RECIPIENT under this agreement, at the option of the DEPARTMENT, shall become
Department property and the RECIPIENT shall be entitled to receive just and equitable
compensation for any satisfactory work completed on such documents and other materials.
Despite the above, the RECIPIENT shall not be relieved of any liability to the
DEPARTMENT for damages sustained by the DEPARTMENT and/or the State of
Washington because of any breach of agreement by the RECIPIENT. The DEPARTMENT
may withhold payments for the purpose of setoff until such time as the exact amount of
damages due the DEPARTMENT from the RECIPIENT is determined.
2. Insufficient Funds. The obligation of the DEPARTMENT to make payments is contingent on
the availability of state and federal funds through legislative appropriation and state
allotment. When this agreement crosses over state fiscal years the obligation of the
DEPARTMENT is contingent upon the appropriation of funds during the next fiscal year.
The failure to appropriate or allot such funds shall be good cause to terminate this agreement
as provided in paragraph K.1 above.
When this agreement crosses the RECIPIENT's fiscal year, the obligation of the RECIPIENT
to continue or complete the project described herein shall be contingent upon appropriation of
funds by the RECIPIENT's governing body; provided, however, that nothing contained
herein shall preclude the DEPARTMENT from demanding repayment of ALL funds paid to
the RECIPIENT in accordance with Section O herein.
3. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the
project funded herein within four months after the effective date of this agreement, or by any
date agreed upon in writing for commencement of work, the DEPARTMENT reserves the
right to terminate this agreement.
L. WAIVER
Waiver of any RECIPIENT default is not a waiver of any subsequent default. Waiver of a breach
of any provision of this agreement is not a waiver of any subsequent breach and will not be
construed as a modification of the terms of this agreement unless stated as such in writing by the
authorized representative of the DEPARTMENT.
M. PROPERTY RIGHTS
1. Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or
invents any patentable property, the RECIPIENT may copyright or patent the same but the
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DEPARTMENT retains a royalty -free, nonexclusive and irrevocable license to reproduce,
publish, recover or otherwise use the material(s) or property and to authorize others to use the
same for federal, state or local government purposes. Where federal funding is involved, the
federal government may have a proprietary interest in patent rights to any inventions that are
developed by the RECIPIENT as provided in 35 U.S.C. 200-212.
2. Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish
information of the DEPARTMENT; present papers, lectures, or seminars involving
information supplied by the DEPARTMENT; use logos, reports, maps or other data, in
printed reports, signs, brochures, pamphlets, etc., appropriate credit shall be given to the
DEPARTMENT.
3. Tangible Property Rights. The DEPARTMENT's current edition of "Administrative
Requirements for Ecology Grants and Loans", Part V, shall control the use and disposition of
all real and personal property purchased wholly or in part with funds furnished by the
DEPARTMENT in the absence of state, federal statute(s), regulation(s), or policy(s) to the
contrary or upon specific instructions with respect thereto in the Scope of Work.
4. Personal Property Furnished by the DEPARTMENT. When the DEPARTMENT provides
personal property directly to the RECIPIENT for use in performance of the project, it shall be
returned to the DEPARTMENT prior to final payment by the DEPARTMENT. If said
property is lost, stolen or damaged while in the RECIPIENT's possession, the
DEPARTMENT shall be reimbursed in cash or by setoff by the RECIPIENT for the fair
market value of such property.
5. Acquisition Projects. The following provisions shall apply if the project covered by this
agreement includes funds for the acquisition of land or facilities:
a. Prior to disbursement of funds provided for in this agreement, the RECIPIENT
shall establish that the cost of land/or facilities is fair and reasonable.
b. The RECIPIENT shall provide satisfactory evidence of title or ability to acquire
title for each parcel prior to disbursement of funds provided by this agreement.
Such evidence may include title insurance policies, Torrens certificates, or
abstracts, and attorney's opinions establishing that the land is free from any
impediment, lien, or claim which would impair the uses contemplated by this
agreement.
6. Conversions. Regardless of the contract termination date shown on the cover sheet, the
RECIPIENT shall not at any time convert any equipment, property or facility acquired or
developed pursuant to this agreement to uses other than those for which assistance was
originally approved without prior written approval of the DEPARTMENT. Such approval
may be conditioned upon payment to the DEPARTMENT of that portion of the proceeds of
the sale, lease or other conversion or encumbrance which monies granted pursuant to this
agreement bear to the total acquisition, purchase or construction costs of such property.
N. SUSTAINABLE PRODUCTS
In order to sustain Washington's natural resources and ecosystems, the RECIPIENT is
encouraged to implement sustainable practices where and when possible. These practices include
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use of clean energy, and purchase and use of sustainably produced products (e.g., recycled
paper). For more information, see littp://www.ecy.wa.poy/sustainability/.
O. RECOVERY OF PAYMENTS TO RECIPIENT
The right of the RECIPIENT to retain monies paid to it as reimbursement payments is contingent
upon satisfactory performance of this agreement including the satisfactory completion of the
project described in the Scope of Work. In the event the RECIPIENT fails, for any reason, to
perform obligations required of it by this agreement, the RECIPIENT may, at the
DEPARTMENT's sole discretion, be required to repay to the DEPARTMENT all grant/loan
funds disbursed to the RECIPIENT for those parts of the project that are rendered worthless in
the opinion of the DEPARTMENT by such failure to perform.
Interest shall accrue at the rate of twelve percent per year from the time the DEPARTMENT
demands repayment of funds. If payments have been discontinued by the DEPARTMENT due to
insufficient funds as in Section K.2 above, the RECIPIENT shall not be obligated to repay
monies which had been paid to the RECIPIENT prior to such termination. Any property acquired
under this agreement, at the option of the DEPARTMENT, may become the DEPARTMENT'S
property and the RECIPIENT'S liability to repay monies shall be reduced by an amount
reflecting the fair value of such property.
P. PROJECT APPROVAL
The extent and character of all work and services to be performed under this agreement by the
RECIPIENT shall be subject to the review and approval of the DEPARTMENT through the
Project Officer or other designated official to whom the RECIPIENT shall report and be
responsible. In the event there is a dispute with regard to the extent and character of the work to
be done, the determination of the Project Officer or other designated official as to the extent and
character of the work to be done shall govern. The RECIPIENT shall have the right to appeal
decisions as provided for below.
Q. DISPUTES
Except as otherwise provided in this agreement, any dispute concerning a question of fact arising
under this agreement which is not disposed of in writing shall be decided by the Project Officer
or other designated official who shall provide a written statement of decision to the RECIPIENT.
The decision of the Project Officer or other designated official shall be final and conclusive
unless, within thirty days from the date of receipt of such statement, the RECIPIENT mails or
otherwise furnishes to the Director of the DEPARTMENT a written appeal. In connection with
appeal of any proceeding under this clause, the RECIPIENT shall have the opportunity to be
heard and to offer evidence in support of this appeal. The decision of the Director or duly
authorized representative for the determination of such appeals shall be final and conclusive.
Appeals from the Director's determination shall be brought in the Superior Court of Thurston
County. Review of the decision of the Director will not be sought before either the Pollution
Control Hearings Board or the Shoreline Hearings Board. Pending final decision of dispute
hereunder, the RECIPIENT shall proceed diligently with the performance of this agreement and
in accordance with the decision rendered.
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R. CONFLICT OF INTEREST
No officer, member, agent, or employee of either parry to this agreement who exercises any
function or responsibility in the review, approval, or carrying out of this agreement, shall
participate in any decision which affects his/her personal interest or the interest of any
corporation, partnership or association in which he/she is, directly or indirectly interested; nor
shall he/she have any personal or pecuniary interest, direct or indirect, in this agreement or the
proceeds thereof.
S. INDEMNIFICATION
1. The DEPARTMENT shall in no way be held responsible for payment of salaries, consultant's
fees, and other costs related to the project described herein, except as provided in the Scope
of Work.
2. To the extent that the Constitution and laws of the State of Washington permit, each party
shall indemnify and hold the other harmless from and against any liability for any or all
injuries to persons or property arising from the negligent act or omission of that party or that
party's agents or employees arising out of this agreement.
T. GOVERNING LAW
This agreement shall be governed by the laws of the State of Washington.
U. 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, and to this end the provisions of this agreement
are declared to be severable.
V. PRECEDENCE
In the event of inconsistency in this agreement, unless otherwise provided herein, the
inconsistency shall be resolved by giving precedence in the following order: (a) applicable
Federal and State statutes and regulations; (b) Scope of Work; (c) Special Terms and Conditions;
(d) Any terms incorporated herein by reference including the "Administrative Requirements for
Ecology Grants and Loans"; and (e) the General Terms and Conditions.
SS -010 Rev. 04/04
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