CERCLA SECTION 104(K) ASSESSMENT COOPERATIVE AGREEMENT WORK PLAN CITY OF DUBUQUE, IOWA BROWNFIELDS ASSESSMENT COOPERATIVE AGREEMENT Project Period: October 1, 2013 September 30, 2016 Submitted by: Contact Person: City of Dubuque 50 W. 13 th Street Dubuque, Iowa Phil Wagner, (563) 589-4393, pwagner@cityofdubuque.org 1
1. Goal 3: Cleaning up Communities and Advancing Sustainable Development Objective 3.1: Promote Sustainable and Livable Communities PROGRAM RESULTS CODES: 301D79 Hazardous Substance ($200,000) 301D79XBP Petroleum ($200,000) CFDA: 66.818 Assessment, Cleanup, and Revolving Loan Fund Grants OBJECTIVE: The Small Business Liability Relief and Brownfields Revitalization Act (SBLRBRA) was signed into law on January 11, 2002. The Act amends the Comprehensive Environmental Response, Compensation and Liability Act (CERCLA), as amended, by adding Section 104(k). Section 104(k) authorizes the U.S. Environmental Protection Agency (EPA) to provide funding to eligible entities to inventory, characterize, assess, conduct planning related to, remediate, or capitalize revolving loan funds for, eligible brownfield sites. Entities are selected from proposals prepared in accordance with the Proposal Guidelines for Brownfield Assessment, Revolving Loan Fund, and Cleanup Grants, and submitted in a national competition. The City of Dubuque, as a general purpose unit of local government, was selected for Assessment funding in the FY 2013 competition. Dubuque seeks EPA Assessment funding to assess, clean up and redevelop brownfields in three distinct areas of its Downtown Urban Renewal District: The South Port, 33 acres of vacant and industrial waterfront property adjacent to downtown; The Historic Millwork District, an underutilized portion of downtown with over 1 million square feet of vacant, historic warehouse space; and The low-income Washington Neighborhood, where the City seeks to reclaim brownfields for housing and small business development. Brownfields in the three targeted areas pose a number of health, welfare and environmental risks. Dubuque s previous brownfields remediation activities on similar properties have revealed a mix of hazardous materials and petroleum contamination in the soil and groundwater. The City expects to find a similar mix of hazardous materials and petroleum contamination in the project s target areas, likely resulting in subsurface soil and groundwater pollution. EPA has designated some of these substances as priority pollutants. Residents most at risk would include those living in the low-income Washington Neighborhood; pregnant women and children would be particularly vulnerable. Studies by the National Cancer Institute show elevated rates of incidence for the Dubuque region (481.9 per 100,000 over the period of 2005 to 2009) as 2
compared to the state (481.1 per 100,000) and nation (465.0 per 100,000). Environmental contamination also poses a risk to aquatic life in the Mississippi River. Furthermore, brownfields have produced a negative psychological impact on Dubuque s residents. Many of these properties have cut people off from the Mississippi River, and have disconnected neighborhoods. Dark, lifeless streets have attracted crime, and for years new development has bypassed downtown for the suburbs. Residents and visitors entering Dubuque on U.S. 20 West are also greeted by the South Port brownfields, presenting a poor gateway to the city and state. Other environmental issues also disproportionately impact low-income populations in Dubuque. Dubuque s air quality is approaching EPA non-attainment levels. Fine particles (PM 2.5) represent the greatest concern for the region, measuring just under the acceptable standard. To accomplish the assessment, clean up, and redevelopment these brownfield sites, both site-specific and non-site-specific assessment activities will be conducted. Non-site-specific tasks included obtaining contractor services to provide technical assistance and oversight, conducting community engagement focus groups along with the establishment of a Community Engagement Team, and preparing community engagement materials pertinent to the projects. Site-specific tasks include performing assessments and preparing site specific technical sampling plans. Cleanup and reuse plans will be developed by qualified environmental professionals and economic reuse experts, with significant input from the Community Engagement Team. Cooperative agreement funding will be used to cover the costs of activities at or in direct support of brownfields sites as defined under CERCLA 101(39). The overall coordination of the cooperative agreement will be carried out by the Brownfields Coordinator, City of Engineering staff, other appropriate City staff and project managers, and with technical assistance and oversight to be performed by an environmental consultant. 2. FUNDING: Federal Funds $400,000 ($200,000 Petroleum and $200,000 Hazardous) The budget for this Assessment cooperative agreement is $400,000 for three years beginning October 1, 2013. This amount represents $200,000 in petroleum funding and $200,000 in hazardous funding. Table 1 below reflects the budget for the project period, October 1, 2013 through September 30, 2016. Budget Categories Task 1 Community Engagement Table 1: Budget Hazardous Substances Project Tasks Task 2 Task 3 Site Reuse Assessments Planning Task 4 Project Management Personnel $0 $0 $0 $2,000 $2,000 Fringe Benefits $800 $800 $800 $400 $2,800 Total 3
Travel $0 $0 $0 $2,000 $2,000 Equipment $0 $0 $0 $0 $0 Supplies $250 $250 $250 $250 $1,000 Contractual $9,000 $156,000 $24,000 $1,200 $190,200 Meeting Expenses $1,000 $0 $1,000 $0 $2,000 Total Federal Funds $11,050 $157,050 $26,050 $5,850 $200,000 Budget Categories Petroleum Project Tasks (programmatic costs only) Task 1 Task 2 Task 3 Task 4 Totals Community Engagement Site Assessments Reuse Planning Project Management Personnel $0 $0 $0 $2,000 $2,000 Fringe Benefits $800 $800 $800 $400 $2,800 Travel $0 $0 $0 $2,000 $2,000 Equipment $0 $0 $0 $0 $0 Supplies $250 $250 $250 $250 $1,000 Contractual $9,000 $156,000 $24,000 $1,200 $190,200 Meeting Expenses $1,000 $0 $1,000 $0 $2,000 Total Federal Funds $11,050 $157,050 $26,050 $5,850 $200,000 Budget Narrative: Tasks which equally support work at both hazardous substance and petroleum prospective sites and activities that are not distinguishable as being supportive of one or the other shall be charged 50% to hazardous and 50% to petroleum. For site-specific activities, actual costs incurred and the type of funding used shall be tracked by the project manager, who will serve as a liaison between EPA Region 7 and Dubuque, and will be responsible for assuring compliance with administrative, financial and reporting requirements and separate accounts will be established from the onset to ensure timely and accurate reimbursements are requested from the appropriate PRCs. A project manager will be designated who has experience managing federal funding and who will ensure that all grant requirements are followed. 4
Personnel: $4,000 ($2,000 Hazardous and $2,000 Petroleum) Table 2 Allowed Personnel Costs Budget Period September 1, 2013 August 31, 2016 Position FTE Hazardous Budget Petroleum Budget Total Federal City staff.07 $2,000 $2,000 $4,000 Total.07 $2,000 $2,000 $4,000 Personnel costs are for City staff to attend meetings and conferences related to the project. Travel: $4,000 ($2,000 Hazardous and $2,000 Petroleum) City staff, or another designated Brownfields staff member will attend and participate in relevant training opportunities including National Brownfields Conferences and annual state Brownfields conference. (Estimate 2 national conferences to include airfare, per diem, lodging 2 x $1800=$3,600. Estimate 3 state conferences to include mileage, per diem, lodging 3x120=$360. Estimate local travel to attend public meetings, participate in on-site activities to include mileage, $40.) Equipment: $0 No equipment purchase is needed to conduct this project. Supplies: $2,000 ($1,000 Hazardous and $1,000 Petroleum) Funding of approximately $2,000 ($1,000 for each) will be spent on cooperative agreement oversight supplies which could include computer hardware or software, photography supplies, paper, printing, mailing of reports and other documents, and basic office materials. $2,000 ($1,000 for each) will be spent for community involvement materials. Large scale printing of master plans, maps of assessment locations, project photos, fact sheets/success stories, CDs, as well as foam-core for display boards, easels, and other graphic communication needs will be part of the community involvement supply expenses. Contractual: $380,200 ($190,200 Hazardous and $190,200 Petroleum) 5
Funding of $380,200 is anticipated in contractual services to organize and conduct Community Engagement focus groups, oversee site assessments and reuse planning and project management (Tasks 1-4). The contractual amount also includes, but is not limited to, working with the consultant to develop Phase I assessments, Data Quality Assurance documents for each Phase II assessment, working with property owners, observing and documenting field work, reviewing reports and laboratory data; consultant procurement, contract management, and coordination on project specific tasks. Contractors will coordinate with the Environmental Protection Agency, and the DNR, on assessments and cleanup planning, to determine the most appropriate cleanup response in the event it is necessary following a Phase II assessment. Under this category, contracted project managers, along with city staff, will monitor and guide the project, document and report activity including the completion of Quarterly Reports and ACRES data entry, and communicate with EPA and the DNR as needed and required (Tasks 2 & 3). Contracted staff will also attend project meetings, give presentations, and develop and provide information to property owners, the Community Engagement Team. Meeting Expenses: $4,000 ($2,000 Hazardous and $2,000 Petroleum) Funding of approximately $4,000 ($2,000 for each) will be spent on promotional materials, facility costs and audio-visual equipment rentals for meetings with the residents, community groups, property owners and businesses for Community Engagement (Task 1) and Reuse Planning (Task 3). WORKPLAN TASKS Task 1: Assessment and Clean-Up Planning Site Specific Activities - Provide assessments for eligible sites along with associated activities necessary to complete the assessments and gain necessary information for clean-up planning and selection to move toward redevelopment of sites including determining site eligibility, obtaining access agreements, performing phase I and phase II assessments, providing TSAP and Health & Safety Plan, ABCA, etc 6
Projected Environmental Outcome: Priority eligible sites are assessed and either cleared for reuse or identified for cleanup and alternatives for remedy developed. Expected Timeframe for Accomplishment (FFY Quarter) Projected Results of Activities (Outputs) & Reporting Established Baseline for Measurement Actual Accomplishments this Quarter Activity 1: Secure contractor to Provide assessments for eligible sites along with associated activities necessary to complete the assessments and gain necessary information for clean-up planning and selection to move toward redevelopment of sites including determining site eligibility, obtaining access agreements, performing phase I and phase II assessments, providing TSAP and Health & Safety Plan, ABCA, etc By 2014 Q1 Contract with qualified contractor Contract Activity 2: Contractor will obtain eligibility determination information, complete request form for City review. City will obtain eligibility determination from the Region 7 EPA Project Officer. 15 determinations by 2014 4Q Eligibility determinations 18 properties will be assessed 7
Activity 3: Site-specific Phase I Environmental Assessments Activity 4: Development of a Technical Sampling Plan (TSAP) Activity 5: Phase II Assessments Activity 6: Cleanup Planning The Brownfield s Coordinator, City Engineer, Project Management team and Development Economist will work closely with the Brownfield s Consultant to develop strategies for cleanup and reuse of any properties requiring cleanup.. 8 assessment by 2015 1Q 10 plans by 2015 4Q 5 assessment by 2016 1Q 2 plans by 2016 4Q Phase I assessments in accordance with latest ASTM per AAI standards A TSAP for each Phase II assessment conducted Phase II assessments in accordance with latest ASTM per AAI standards If a Phase II indicates the need for cleanup, provide information describing the cleanup alternatives and proposed cleanup along with cost estimates Activity 7: Property Profiles and ACRES reporting Property Profile form with appropriate information for each assessment. 18 Phase I Assessments One TSAP per Phase II Assessment 10 Phase II Assessments One ABCA and cleanup plan for each site on which Phase II indicates the need for cleanup. 18 properties with complete data in ACRES. Task 2: Community Engagement - Dubuque will engage residents, businesses and other stakeholders to discuss brownfields revitalization opportunities. Participants will help the City decide how and where to deploy EPA resources. Engaged citizens will also be involved in determining reuse options for the assessed and cleaned up sites. Dubuque will connect with the community through public meetings, neighborhood association gatherings, church groups, speaker s bureaus, newsletter mailings, web sites, social media, and other communication vehicles. The City will also establish a Community Engagement Team that includes representatives of the affected parties, including area residents, business leaders, and nonprofit officials. The project management team and environmental consultants will manage the engagement process Projected Environmental Outcome: The people most impacted by brownfield sites and their reuse are involved in the decision-making and priority-setting regarding assessment, cleanup and redevelopment. Activity 1: Continue to develop, improve, and update the current website making information readily available in a user friendly format Expected Timeframe for Accomplishment (FFY Quarter) Quarterly report status Projected Results of Activities (Outputs) & Reporting Updated content. Report statistics on page views, quarterly. Established Baseline for Measurement Comprehensive website that is well maintained and used by the public Actual Accomplishments this Quarter 8
Activity 2: Develop display boards and electronic presentations with information about the Brownfields Program, projects, and future plans Activity 3: Public Meetings Activitiy 4: Social Media Activity 5: Updating existing public outreach materials 3 rd quarter, report status on uses each quarter after development., report on attendance of public outreach., include links to any media coverage of public outreach, quarterly check of Cleanups in my Community Display boards and electronic presentations; displayed in a public location and/or at special events and neighborhood meetings Presentations for community groups and as part of educational programs will be noted in quarterly report and on the website EPA will share related articles or stories on Facebook or Tweet about the project to echo success and provide wider exposure in real time. Update related maps of assessment sites, cleanup locations, photos of assessments, and facts about the program and projects underway Creation of the boards and electronic presentations and number of times/places on display and estimated number of citizens exposed to the information Number of presentations given and public input meetings held each year, and public participation Number of postings and number of hits to each social media site Current database, assessment map, maintain photo data file, and current outreach materials Task 3: Project Management Provide general oversight of the cooperative agreement including contracting with both an experienced project management team and a Qualified Environmental Professional (QEP), attending relevant training & conferences, preparing quarterly/final progress reports, Property Profile Form review and reporting to ACRES, and financial status reports, administering project closeout, obtaining legal assistance (property title search, applicable regulation interpretation, etc., and such). Projected Environmental Outcome: Effective stewardship of public funds provides for acres readied for reuse and prepares properties for cleanup and redevelopment. 9
Activities (Commitments) Expected Timeframe for Accomplishment (FFY Quarter) Projected Results of Activities (Outputs) & Reporting Activity 1: Obtain Project Management Services By 2014 Q1 Confirmation in quarterly report that contract selection was completed and made. Activity 2: Obtain QEP services. Prepare Request For Proposals, evaluate applications, conduct interviews, hire contractor. Prepare scope of work. Activity 3: Reporting Quarterly performance reports are due 30 days after the end of each federal fiscal quarter. Information from PPFs will be reported to ACRES within 30 days of recipient acceptance of PPF information. Highlights and good news will be reported to Project officer for EPA echo communication or consideration for a national highlight story. By 2014 Q1 Each quarter, annually, and end of grant Confirmation in quarterly report that contractor selection was completed and made. Provide EPA with accomplishments of the grant and financial information Established Baseline for Measurement Contract negotiated. Contract negotiated. 12 complete quarterly reports received on time. 1 Final report received on time. ACRES reporting regularly updated Actual Accomplishments this Quarter Activity 4: Travel Brownfields conference(2); State conference (3); local Activity 5: Site approval Submit to EPA requests for site eligibility after reviewing contractor screening and eligibility report forms. Ensure correct and complete before sending.. Activity 6: Obtain Access Agreements. Project managers will obtain any necessary access agreements Activity 7: Consultant oversight Prioritize, track and evaluate contractor products. Conduct periodic project status meetings with contractor to discuss project issues and priorities. Conduct annual performance evaluations for contractor. Report expenditures quarterly. 8-10 by 4Q2014 15 by 4Q 2014 Quarterly report on number of AAI checklist completed. Note deficiencies and how they were addressed. Brownfields staff attends relevant conferences, forums, meetings, and/or other related education Ensure that site meets eligibility requirements before expenses are incurred. An access agreement for each site assessed High quality Contractor work products that meet the recipients expectations and Environmental assessments in accordance with AAI regulations. Number and relevance of conferences, forums, and meetings attended by Brownfields staff 18 sites One access agreement per site per visit to site assessed AAI checklist completed and maintained on site. 10
4. QUALITY ASSURANCE: Will environmental data be collected under this agreement? Yes X No Does the Dubuque have an approved Quality Assurance Project Plan? Yes No _X_ 11