northeast ohio four county regional planning & … · communities. prevent releases of harmful...

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NEFCO

NORTHEAST OHIO FOUR COUNTY REGIONAL PLANNING & DEVELOPMENT ORGANIZATION 180 East South Street, Akron, Ohio 44311-2035 (330) 252-0337 • Fax (330) 252-0664 Craig Stanley, Chairman Joseph Hadley, Jr., Executive Director

U.S. Environmental Protection Agency Work Plan for

2012 Brownfields Coalition Assessment Grant

Summit County Brownfields Coalition

Hazardous Substances and Petroleum Substances

July 2012

Grant Recipient: Northeast Ohio Four County Regional

Planning and Development Organization (NEFCO)

180 E. South Street

Akron, Ohio 44311

Project Contact: Sylvia Chinn-Levy

Program Manager for Economic Development Planning

NEFCO

e-mail: [email protected]

Phone: 330.252.0337

Fax: 330.252.0664

Project Period: October 1, 2012 to September 30, 2015

This project supports Environmental Results Goal 3: Clean up communities, advance sustainable

development, and protect disproportionately impacted low-income, minority, and tribal

communities. Prevent releases of harmful substances, and clean up and restore contaminated

areas. Objective 3.1: Promote Sustainable and Livable Communities. The grant recipient will

inventory, characterize, assess, and conduct planning and community involvement activities to

encourage revitalization and reuse of brownfield sites. The project period is three years.

CFDA: 66.818

CERCLA Authority: 104(k)(2)&(3)

DCN: STX

Budget: FY2012

Appropriation: E4

Budget Org: 05F0AG7

Object Class: 4114

Program Results Code (PRC): Hazardous Sub 301D79E(Action Code: NY);

Petroleum 301D79EBP (Action Code OP)

Exhibit A

mailto:[email protected]

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Introduction and Project Overview

The United States Environmental Protection Agency (U.S. EPA) has awarded the Summit

County Brownfields Coalition a $600,000 Coalition Assessment Grant. The Northeast Ohio

Four County Regional Planning and Development Organization (NEFCO) will be the lead

agency for this grant. Other Coalition members are the Summit County Mayors Association and

the Development Finance Authority of Summit County. The Coalition anticipates using a

significant portion of the grant on environmental assessment of vacant, abandoned and

unproductive properties in Summit County.

Goals/Objectives

The primary goal of this project is the return of underutilized brownfield sites to productive use.

Using U.S. EPA funds, the Coalition will assist in increasing the inventory of developable sites

for local governments that have recently seen an erosion of their tax bases. In the process,

brownfields redevelopment will promote healthy communities by reducing environmental

contamination and risks to human health and the environment.

The Summit County Brownfields Coalition anticipates the completion of a comprehensive

brownfields inventory, up to 15 Phase I Environmental Site Assessments (ESAs), up to 7

Limited Phase II ESAs, and up to 3 Remedial Action Plans/Risk Assessments, and associated

public outreach.

Phase I ESAs will be done in accordance with the U.S. EPA’s All Appropriate Inquiry Rule.

The Coalition anticipates using qualified environmental consultants (Certified Professionals)

under Ohio’s Voluntary Action Program (VAP) and hired through a formal Request for

Qualifications/Proposal. Underground storage tank removals and Tier I and II Evaluations will

be done in accordance with Ohio’s Bureau of Underground Storage Regulations protocols.

Because this request is for a community-wide assessment and targeted brownfield sites have not

yet been identified, the Coalition will form an advisory board which will oversee a process to

identify and prioritize eligible properties for the program. Members of this committee will be

recommended by NEFCO, the Summit County Mayors Association, and the Development

Finance Authority. Scoring criteria will be developed to assist in the prioritization of brownfield

projects. Projects will be scored on a variety of factors, including benefits to the community and

economic development potential, risk to human and environmental health, and financial

leveraging.

Upon identification of recommended sites, the Coalition will submit eligibility requests to the

U.S. EPA Region 5 Brownfield Project Manager.

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Management and Coordination

The Northeast Ohio Four County Regional Planning and Development Organization (NEFCO)

will coordinate this U.S. EPA Assessment Grant on behalf of the Summit County Brownfields

Coalition. NEFCO will work closely with Coalition members to implement this brownfields

program. NEFCO will serve as the grant administrator and fiscal agent. The Summit County

Mayors Association will be involved in the community outreach. The Development Finance

Authority of Summit County will assist with developing financing recommendations for clean-

up and will lend its expertise in financing brownfield clean-up.

A Memorandum of Agreement (MOA) is currently being drafted between Coalition members,

and will be submitted to the U.S. EPA when it is finalized and signed, prior to expenditure of

grant funds. The MOA will describe the roles and responsibilities of Coalition members.

Sylvia Chinn-Levy, NEFCO’s Program Manager for Economic Development Planning, will be

the lead program administration manager for this assessment grant. Ms. Chinn-Levy, along with

NEFCO’s Executive Director, Joseph Hadley, will work closely with Coalition members and an

Advisory Committee to maintain the program and tasks. NEFCO’s General Policy Board will

approve all decisions.

As part of managing the grant, NEFCO will submit quarterly reports per the terms and conditions

of the Cooperative Agreement. NEFCO will also provide an Annual Report at the end of each

federal fiscal year and quarterly Financial Status Reports to the U.S. EPA Project Officer.

In addition to the required U.S. EPA reports, NEFCO will compile pertinent data regarding the

assessment program, such as the use of funds, number of applicants, type of assessment projects

and contamination at sites, and the number of acres assessed and redeveloped.

The following section outlines the management of this assessment grant and the separate tasks

involved.

Work Plan

Task 1: Structure, Outreach and Demonstration Project

Task 1 consists of refining and formalizing the structure that will advise the Coalition. An

Advisory Committee will be formed by Coalition members, and meetings to determine specific

outcomes and roles will begin. Staff will work to develop materials for community/public

presentations about the program. NEFCO’s General Policy Board will consider all

recommendations made by the Advisory Committee. Community outreach efforts will consist of

contracting with the Summit County Mayors Association’s Executive Director, Louis Berroteran.

Through these efforts, we will begin to inform the public about the Coalition’s goals and

opportunities for participation in the program. Partners will decide whether a single

demonstration project to provide communities with a model for participation is possible. If so,

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work will commence on this project, which will be ongoing throughout the early tasks of this

grant.

Task 1: Structure and Notification: $25,297 (see budget for details)

Activities Deliverables To be completed by

Negotiate Memorandum of

Agreement (MOA) between

Coalition members

Fully executed MOA

document approved by

U.S. EPA

October 1, 2012

Form advisory committee with

input from Coalition members

Advisory Committee October 1, 2012

Hold advisory committee meeting

to familiarize members with

brownfield program plans

Meeting October 15, 2012

Use advisory board and General

Policy Board to determine possible

demonstration project

Selection of site to serve

as example project for

Summit County

communities

November 21, 2012

Public Meetings Presentation materials,

posters and brochures

As Needed

Task 2: Site Inventory & Consultant

Task 2 will develop a brownfields inventory for Summit County. Pertinent information will be

collected on each site so as to facilitate future assessment and clean-up efforts. NEFCO staff,

including an employee who is a Geographic Information Systems specialist, will lead this effort.

Task 2 will also include the hiring of an environmental consultant(s). Consultant(s) will be

selected via a competitive bidding process as required in the Terms and Conditions of our

cooperative agreement (not yet received) with the U.S. EPA.

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Task 2: Site Inventory & Consultant: $30,265 (see budget for details)


Prepare draft RFQ for

environmental consultants

Final RFQ provided to US

EPA

October 15, 2012

Advertise RFQ (Public Notice and

Send To Interested Parties)

Published RFQ October 15, 2012

Review and evaluate submissions,

select consultant

Qualified consultant(s)

selected and forwarded to

US EPA

October 31, 2012

Contract with Consultant Contract document To Be Determined

Develop and review criteria for

prioritizing assessment sites

Approved criteria October 31, 2012

Receive requests from communities

for inclusion in brownfields

program

Listing of interested

parties

Ongoing

Compile a list of county

brownfields and their

characteristics, conditions

Brownfields sites list Ongoing

Task 3: QAPP, Demonstration Project, & Site Assessments

The Coalition will work with its consultant to prepare one Quality Assurance Project Plan

(QAPP) for both the hazardous substances and petroleum grants. Subject to the U.S. EPA’s

eligibility determination and approval, the Summit County Brownfields Coalition will fund

Phase I and Phase II Environmental Site Assessments (ESAs) at sites suspected or known to be

contaminated with hazardous substances and/or petroleum products. The U.S. EPA will be

provided with the necessary Sampling and Analysis Plans and Health and Safety Plans.

A site will be selected with the assistance of the brownfields advisory committee and approved

by NEFCO’s board to serve as a demonstration project ahead of the projects prioritized by the

brownfields program.

It is estimated that, based on the prioritization of sites and site conditions, sizes and accessibility,

up to 15 Phase I Environmental Site Assessments (ESA) and up to 7 Phase II ESAs will be

prepared in compliance with the appropriate state and federal standards. These assessments may

involve activities including, but not limited to: title searches, environmental database searches, a

site reconnaissance, interviews, historical database searches, property appraisals, detailed

surveys, and increased code enforcement activities.

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Task 3: QAPP, Demonstration Project, & Site Assessments: $474,810 (see budget for

details)


Hold pre-QAPP meeting between

consultant and U.S. EPA

Meeting minutes Within two weeks of bid

award

Submit Draft QAPP and prepare

draft Health and Safety Plan

Draft QAPP and Health

and Safety Plans

forwarded to U.S. EPA

30 days from Pre-QAPP

meeting

Final QAPP and Health and Safety

Plans

Plans submitted to U.S.

EPA

15 days after comments

received from EPA

Work with Advisory Committee to

development time line for

demonstration project

Time line for completion December 1, 2012

Accept applications from entities

requesting inclusion in program

Applications from

interested parties

Beginning October 1,

2012 or afterward

Review applications Issue Deficiency Letters,

Score Application,

Prepare Project Summary

Ongoing

Determine eligibility Eligibility Determination

Request

Ongoing

Advisory Committee meetings Review project score and

determine whether to fund

Ongoing

Issue Access Agreement to property

owner

Access Agreement Within 30 days of project

approval

Conduct Phase I ESAs Report Within 4-6 weeks of

approval of contract with

private consultant

Submit Sampling and Analysis Plan Sampling and Analysis

Plan to U.S. EPA for

review and approval

Within 2 weeks of

approval of contract with

private consultant

Conduct Phase II ESAs Report Within 4-6 weeks of SAP

approval

Task 3: Environmental Assessments


Phase I & II Hazardous Substance

Contractual Activities

Documentation of

activities performed on

targeted sites

Ongoing; completed

prior to 9/30/2015

Phase I & II Petroleum

Investigations

Documentation of

activities performed on

targeted sites

Ongoing; completed

prior to 9/30/2015

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Task 4: Remedial Planning and Design

Task 4 includes the completion of up to three Remedial Action Plans and/or Risk Assessment

Reports to plan for remediation on targeted hazardous substance and petroleum properties.

These plans may be used to leverage clean up funds.

Task 4: Remedial Planning & Design -- $51,116 (see budget detail)


Conduct remedial planning for sites

with completed Phase II

assessments

Submit remedial plan to

U.S. EPA for review

To Be Determined

Apply for state or federal funds to

assist with site clean-up

Grant Application Ongoing

Task 5: Staff Development

The Summit County Brownfields Coalition (NEFCO, SCMA, DFA) will build capacity by

providing staff opportunities for training, workshops, and seminars. NEFCO will document the

use of U.S. EPA funds and obtain pre-approval from our U.S. EPA Program Officer prior to

expending funds.

Task 5: Staff Development -- $18,512 (see budget detail)

Activities Amount Budgeted To be completed by

Travel for up to 3 persons

representing the NEFCO, SCMA,

DFA to attend the National

Brownfields Conferences in 2013

and 2014

Travel for up to 3 persons

representing the NEFCO, SCMA,

DFA to participate in 2013-2015

local/state brownfields conferences

Total Travel Costs

$4,266 for each

conference=$8,532

$1,550 for each

conference = $3,100

$11,632

September 30, 2015

Personnel/fringe (NEFCO staff

only) $6,080 September 30, 2015

Other Expenses – training or

seminars $800 September 30, 2015

Total Task 5 Expenses $18,512

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Budget Detail

Task 1 -- $25,297

Personnel/fringe ($15,341): The Project Manager, NEFCO’s Executive Director and

Administrative Assistant will charge a total of 458 hours to the grant. See Appendix A for

staffing details. Fringe benefits for NEFCO staff amount to about 36%.

Travel ($200): Local travel to outreach locations and communities will be reimbursed at agency

rates, not to exceed federal reimbursement rates.

Supplies ($2800): The total anticipated cost for supplies is $2,800. Costs incurred under the

supplies line item will consist of materials needed for public meetings and announcements. This

includes only eligible programmatic activities such as the preparation of meeting materials,

providing public notice of meetings/workshops, and preparation of brochures, fact sheets, and

other printed community outreach materials. A laptop computer, necessary software and other

peripherals needed for the grant requirements will be purchased.

Contractual ($6,956): The Coalition will use an outreach specialist from coalition member

Summit County Mayors Association for its efforts to comprehensively reach all communities in

Summit County. Contractual charges for this task are budgeted in the amount of $6,956 to

notify, meet with, and travel to various communities in attempts to lay the groundwork for the

brownfields site inventory and future possible assessments. Information on communities’

brownfields needs will be collected and used for future tasks.

Task 2 -- $30,265

Personnel/fringe ($26,493): The Project Manager, NEFCO’s Executive Director, Geographic

Information Systems Specialist (NEFCO staff person), and Administrative Assistant will charge

a total of 795 hours to the grant. Fringe benefits for NEFCO staff amount to about 36%. See

Appendix A for staffing details.

Travel ($200): Local travel to outreach locations and communities will be reimbursed at agency

rates, not to exceed federal reimbursement rates.

Supplies ($600): The total anticipated cost for supplies is $600. Anticipated costs include those

associated with developing, mapping, printing and distributing the brownfields inventory. This

includes only eligible programmatic activities such as the preparation of brochures, fact sheets,

and other printed community outreach materials.

Contractual ($2,972): The Coalition will begin work with selected consultant(s) to verify that

work performed by is acceptable and follows all federal guidelines. The consultant will also

prepare for Task 3, using Coalition staff as a liaison to Summit County communities when

appropriate.

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Task 3 – QAPP, Demonstration project, & Site Assessments, $474,810


Administrative Assistant will charge a total of 181 hours to the grant. Fringe benefits amount to

about 36% for NEFCO staff. See Appendix A for staffing details.

Contractual ($468,732): The coalition will work with its consultant(s) to develop one Quality

Assurance Project Plan for both the petroleum and hazardous substances grants.

Task 4 – Remedial Planning & Design, $51,116




Supplies ($100): The total anticipated cost for supplies is $100. Anticipated costs include

continued public notification of activities and mailing, printing costs associated with this task.

Contractual ($45,032): The coalition will work with its consultant(s) to develop Remedial

Actions plans for targeted sites.

Task 5 – Staff Development, $18,512




Other ($800): Funds will be budgeted for seminars and workshops for brownfields

education/training.

Travel ($11,632): Funds will be used to build institutional capacity through the participation of

coalition staff in conferences. A total of $11,632 ($8,375 from hazardous substances and $3,257

from petroleum funds) has been allocated for travel to the following brownfield-related

conferences:

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Ohio Brownfields Conference – Two years, three attendees (NEFCO, SCMA, DFA) each year

2013 2014 or

2015

Food (2 days) $300 $300

Registration $300 $300

Hotel (1 night) $500 $500

Ground transportation $450 $450

Total Cost $1,550 $1,550

Grant Total $3,100

National Brownfields Conference – Two years, three attendees (NEFCO, SCMA, DFA) each

year

2013 2014 or 2015

Food (4 days) $600 $600

Registration $600 $600

Hotel (3 nights) $1,800 $1,800

Airfare/Ground transportation $1,266 $1,266

Total Cost $4,266 $4,266

Grant Total $8,532

Task 1:

Structure

and

Notification

Task 2: Site

Inventory &

Consultant

Task 3: QAPP,

Demonstration

Project, & Site

Assessments

Task 4:

Remedial

Planning/

Design

Task 5: Staff

Development

Total

Personnel 7,507$ 12,920$ 2,947$ 2,878$ 2,948$ 29,200$

Fringe 2,703$ 4,651$ 1,061$ 1,036$ 1,061$ 10,512$

Travel 100$ 100$ 8,375$ 8,575$

Equipment -$

Supplies 2,100$ 500$ 100$ 2,700$

Contractual 4,976$ 2,012$ 311,500$ 30,000$ 348,488$

Other 525$ 525$

Subtotal 17,386$ 20,183$ 315,508$ 34,014$ 12,909$ 400,000$

Personnel 3,773 6,560 1,522 1,522 1,523 14,900

Fringe 1,358 2,362 548 548 548 5,364

Travel 100 100 3,257 3,457

Equipment -

Supplies 700 100 800

Contractual 1,980 960 157,232 15,032 175,204

Other 275 275

Subtotal 7,911 10,082 159,302 17,102 5,603 200,000

Grant Total 25,297 30,265 474,810 51,116 18,512 600,000

Hazardous Substances Assessment Budget

Petroleum Assessment Budget

Appendix A Summit County Brownfields Coalition Grant Staff Details

Salary

No. of

Hrs. Task 1

No. of

Hrs. Task 2

No. of

Hrs. Task 3

No. of

Hrs. Task 4

No. of

Hrs. Task 5

Haz. Sub. Project Mgr. 276 6,460$ 461 10,800$ 107 2,500$ 104 2,430$ 107 2,500$

Executive Dir. 25 983$ 43 1,667$ 11 412$ 11 413$ 11 413$

Admin. Asst. 4 63$ 7 103$ 2 35$ 2 35$ 2 35$

GIS 17 350$

Total 305 7,507$ 527 12,920$ 120 2,947$ 117 2,878$ 120 2,948$

PetroleumProject Mgr. 139 3,250$ 235 5,500$ 55 1,300$ 55 1,300$ 55 1,300$

Executive Dir. 13 492$ 21 833$ 5 207$ 5 207$ 5 207$

Admin. Asst. 2 32$ 3 52$ 1 15$ 1 15$ 1 15$

GIS 8 175$

Total 153 3,774$ 268 6,560$ 62 1,522$ 62 1,522$ 62 1,522$

Fringe

Haz. Sub. Project Mgr. 2,326$ 3,888$ 900$ 875$ 900$

Executive Dir. 354$ 600$ 148$ 149$ 149$

Admin. Asst. 23$ 37$ 13$ 13$ 13$

GIS 126$

Total 2,702$ 4,651$ 1,061$ 1,036$ 1,061$

PetroleumProject Mgr. 1,170$ 1,980$ 468$ 468$ 468$

Executive Dir. 177$ 300$ 75$ 75$ 75$

Admin. Asst. 12$ 19$ 5$ 5$ 5$

GIS 63$

Total 1,359$ 2,362$ 548$ 548$ 548$

GRAND TOTAL* 458 15,342$ 795 26,493$ 182 6,078$ 179 5,984$ 182 6,079$

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