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HomeMy WebLinkAbout138-08 RESOLUTIONRESOLUTION NO. 138-08 A RESOLUTION AUTHORIZING THE ENGINEERING DIVISION TO APPLY FOR AND ACCEPT A GRANT FROM THE ARKANSAS NATURAL RESOURCES COMMISSION FOR WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR TSS, NITROGEN AND PHOSPHORUS AT THE MALLY WAGNON ROAD BRIDGE ON THE WEST FORK OF THE WHITE RIVER; AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT REVENUE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Engineering Division to apply for and accept a grant from the Arkansas Natural Resources Commission for water quality sampling, analysis and annual load determinations for TSS, nitrogen and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River. Section 2. That the City Council of the City of Fayetteville, budget adjustment recognizing the grant revenue. PASSED and APPROVED this 1st day of July, 2008. APPROVED s ATTEST: By DAN COODY, Mayo Arkansas hereby approves a rV� G\j Y 9,c :,G -p a L,. • -P - AYET •FTEVILLE:. :�.• By:' ^^ +''• ori uONiG��. SO DRA E SMITH, City Clerk/Treasurer J. Randy Young, PE Executive Director Arkansas Natural Resources Commission 101 East Capitol, Suite 350 Little Rock, Arkansas 72201 http://www.anrc.arkansas.gov/ Phone: (501) 682-1611 Fax: (501) 682-3991 E-mail: anrc@arkansas.gov MEMORANDUM TO: Mayor Dan Coody City of Fayetteville FROM: Earl T. Smith, Jr , P E Chief, Water Resour ' • ge It Division DATE: June 17, 2008 RE' SUB GRANT AGREEMENT (SGA 243) Water Quality Mike Beebe Governor RECEIVED JUN 1 9 2008 CITY OF FAYLITEVILLE MAYOR'S OFFICE Please review and sign the above referenced Sub Grant Agreement and return both originals to this office A fully executed copy will be returned to you for your files. An envelope is enclosed for your convenience. ETS:lab Enclosure An Equal Opportunity Employer SUB -GRANT AGREEMENT # SGA 243 BETWEEN ARKANSAS NATURAL RESOURCES COMMISSION AND CITY OF FAYETTEVILLE WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR NUTRIENTS AND SOLIDS AT THE WASHINGTON COUNTY ROAD 195 BRIDGE ON THE WEST FORK OF THE WHITE RIVER. GRANT # F0455C999610316.1 S PROJECT 08.113 SECTION 1. - PURPOSE The purpose of this Sub -Grant Agreement is to establish the responsibilities of the Arkansas Natural Resources Commission (Commission) and the City of Fayetteville (City) necessary to complete a cooperative nonpoint source pollution prevention project. This project is to continue water quality sampling, water sample analysis and annual pollutant load calculations at the Washington County road 195 bridge on the West Fork of the White River. SECTION 2. - GENERAL The Commission is the recipient of a grant from the US Environmental Protection Agency (EPA) to be used for implementation of the project. A requirement of the grant is that state and local funds also be secured The following is a summation of funding requirements: SUMMARY OF FUNDS Source Amount Funds provided to the City of Fayetteville EPA (997) — $45,765 ANRC (2RG-04) $ TOTAL FUNDS $45,765 CC 336485 FSC3808 Funds provided by the City of Fayetteville (Cash or In -Kind) $34,524 TOTAL MATCH $34,524 TOTAL PROJECT COST $80,289 SECTION 3. — CITY RESPONSIBILITIES 1. Provide personnel, supplies, and other resources necessary for completion of the project as outlined in the attached scope of work. 2. Abide by all conditions of US EPA Assistance Agreement. The Administrative Conditions of the grant are attached and incorporated by reference 3. Complete all milestones, tasks, and outputs as outlined in the project workplan in a timely manner. 4. Provide Quarterly Reports to the Commission within 15 days of the end of September, December, March, and June; including Progress Reports, Supporting Documentation, MBEIWBE Expenditures, and other matters required by the Commission. 5. Participate in an annual project evaluation and provide a report to the Commission on significant accomplishments and other information as required by the Commission resulting from this project. An Annual Evaluation Report will be submitted to the Commission by October 1St of each year. 6. Maintain financial records acceptable to the Commission. Submit to the Commission an annual audit of funds that have been provided under this agreement. 7. Request payment for services provided in accordance with the attached schedule of payments. Requests will be made no more than quarterly and will be accompanied by the required project progress report. 8. Provide funds to the project as scheduled in the summary of funds and in the project work -plan. SECTION 4. - COMMISSION RESPONSIBILITIES 1. Administer the grant in accordance with US EPA regulations. 2. Make semi-annual reports to Region 6 of the US EPA on progress of the project. 3. Include activities of the project in its annual report on nonpoint source management to US EPA. 4. Provide payment in a timely and efficient manner for work performed in accordance with the attached schedule of payments. 5. Provide personnel, supplies and resources for completion of the project as outlined in the attached scope of work. 6. Abide by conditions of US EPA Assistance Agreement. 7, Make periodic inspections of the work to determine if it meets the requirements of the EPA Assistance Agreement. 2 8. The project will be assessed at the end of the first year by the Nonpoint Source (NPS) Staff. The NPS Staff will determine if the project is on schedule and all milestones, tasks, and outputs as outlined in the project workplan have been accomplished in a timely manner. Funding for the following year(s) of this project will be contingent upon satisfactory completion of tasks, by the completion date(s) as outlined in the schedule of tasks and outputs. SECTION 5. - ITIS FURTHER AGREED: 1. Employees of all parties will cooperate fully with each other in such a manner as to maintain and enhance the image of all parties and any other agencies assisting the prosect. 2. Any advertisements or information released regarding the project must reference the contributions of the Commission and EPA. 3. Any and all equipment purchased by US EPA Assistance Agreement or Commission funds will be properly identified reflecting who provided funding for the equipment. 4. Any and all equipment and supplies purchased by US EPA Assistance Agreement or Commission funds will be surrendered to the Commission if the terms of this agreement are not met. Equipment purchased by US EPA Assistance Agreement or Commission funds requires the Commissions' approval prior to disposition. 5. The Sub -grantee will be required to participate in the Commissions' annual project review meeting and any other meetings and/or conferences the Commission deems necessary. 6. The Commission may terminate this agreement with a 30 -day written notice at any time if it is determined by the Commission's Executive Director that the work is not within the terms and condition of this agreement including the project workplan and other grant requirements, or if the EPA determines that the work is not within the grant requirements. 7. This Sub -Grant Agreement will expire September 1, 2009. 8. The project duration will be 1 year(s), beginning- July 1, 2008 to June 30, 2009. 9. Final Report and Invoice are due no later than July 31, 2009. 3 Acceptance of this agreement is evidenced by signature below. CITY OF FAYETTEVILLE By: Dan Coody, Mayor ARKANSAS NATURAL RESOURCES COMMISSION Date: By: Date: J. Randy Young, Executive Director 4 SUB -GRANT AGREEMENT # SGA 243 BETWEEN ARKANSAS NATURAL RESOURCES COMMISSION AND CITY OF FAYETTEVILLE WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR NUTRIENTS AND SOLIDS AT THE WASHINGTON COUNTY ROAD 195 BRIDGE ON THE WEST FORK OF THE WHITE RIVER. GRANT # F0455C999610316-1S PROJECT 08 -113 SECTION 1. - PURPOSE The purpose of this Sub -Grant Agreement is to establish the responsibilities of the Arkansas Natural Resources Commission (Commission) and the City of Fayetteville (City) necessary to complete a cooperative nonpoint source pollution prevention project. This project is to continue water quality sampling, water sample analysis and annual pollutant load calculations at the Washington County road 195 bridge on the West Fork of the White River. SECTION 2. - GENERAL The Commission is the recipient of a grant from the US Environmental Protection Agency (EPA) to be used for implementation of the project. A requirement of the grant is that state and local funds also be secured The following is a summation of funding requirements: SUMMARY OF FUNDS Source Amount Funds provided to the City of Fayetteville EPA (997) — $45,765 ANRC (2RG-04) $ TOTAL FUNDS $45,765 CC 336485 FSC3808 Funds provided by the City of Fayetteville (Cash or In -Kind) $34,524 TOTAL MATCH $34,524 TOTAL PROJECT COST $80,289 SECTION 3. — CITY RESPONSIBILITIES 1. Provide personnel, supplies, and other resources necessary for completion of the project as outlined in the attached scope of work. 2. Abide by all conditions of US EPA Assistance Agreement. The Administrative Conditions of the grant are attached and incorporated by reference. 3. Complete all milestones, tasks, and outputs as outlined in the project workplan in a timely manner. 4. Provide Quarterly Reports to the Commission within 15 days of the end of September, December, March, and June; including Progress Reports, Supporting Documentation, MBEWBE Expenditures, and other matters required by the Commission. 5. Participate in an annual project evaluation and provide a report to the Commission on significant accomplishments and other information as required by the Commission resulting from this project. An Annual Evaluation Report will be submitted to the Commission by October 151 of each year. 6. Maintain financial records acceptable to the Commission. Submit to the Commission an annual audit of funds that have been provided under this agreement. Request payment for services provided in accordance with the attached schedule of payments. Requests will be made no more than quarterly and will be accompanied by the required project progress report. 8. Provide funds to the project as scheduled in the summary of funds and in the project work -plan. SECTION 4. - COMMISSION RESPONSIBILITIES 1. Administer the grant in accordance with US EPA regulations. 2. Make semi-annual reports to Region 6 of the US EPA on progress of the project. 3. Include activities of the project in its annual report on nonpoint source management to US EPA. 4. Provide payment in a timely and efficient manner for work performed in accordance with the attached schedule of payments. 5. Provide personnel, supplies and resources for completion of the project as outlined in the attached scope of work. 6. Abide by conditions of US EPA Assistance Agreement. 7. Make periodic inspections of the work to determine if it meets the requirements of the EPA Assistance Agreement. 2 8. The project will be assessed at the end of the first year by the Nonpoint Source (NPS) Staff. The NPS Staff will determine if the project is on schedule and all milestones, tasks, and outputs as outlined in the project workplan have been accomplished in a timely manner. Funding for the following year(s) of this project will be contingent upon satisfactory completion of tasks, by the completion date(s) as outlined in the schedule of tasks and outputs. SECTION 5. - ITIS FURTHER AGREED: Employees of all parties will cooperate fully with each other in such a manner as to maintain and enhance the image of all parties and any other agencies assisting the project. 2. Any advertisements or information released regarding the project must reference the contributions of the Commission and EPA. 3. Any and all equipment purchased by US EPA Assistance Agreement or Commission funds will be properly identified reflecting who provided funding for the equipment. 4. Any and all equipment and supplies purchased by US EPA Assistance Agreement or Commission funds will be surrendered to the Commission if the terms of this agreement are not met. Equipment purchased by US EPA Assistance Agreement or Commission funds requires the Commissions' approval prior to disposition. 5. The Sub -grantee will be required to participate in the Commissions' annual project review meeting and any other meetings and/or conferences the Commission deems necessary. 6. The Commission may terminate this agreement with a 30 -day wntten notice at any time if it is determined by the Commission's Executive Director that the work is not within the terms and condition of this agreement including the project workplan and other grant requirements, or if the EPA determines that the work is not within the grant requirements. 7, This Sub -Grant Agreement will expire September 1, 2009. 8. The project duration will be 1 year(s), beginning- July 1, 2008 to June 30, 2009. 9. Final Report and Invoice are due no later than July 31, 2009. 3 Acceptance of this agreement is evidenced by signature below. CITY OF FAYETTEVILLE By: Dan Coody, Mayor ARKANSAS NATURAL RESOURCES COMMISSION Date: 7 Aity By: Date: J. Randy Young, Executive Director 4 SCOPE OF WORK PROJECT 08-113 WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR NUTRIENTS AND SOLIDS AT THE WASHINGTON COUNTY ROAD 195 BRIDGE ON THE WEST FORK OF THE WHITE RIVER. INTRODUCTION A water quality sampling station was installed at the Washington County road 195 bridge on the West Fork of the White River just above the confluence of the three main forks of the Upper White River in 2002. This station is coordinated with a USGS gauging station at the same location. This station is instrumented to collect samples at sufficient intervals across the hydrograph to accurately estimate the flux of total suspended solids, nitrogen and phosphorus into the upper end of Beaver Lake from the West Fork of the White River. The West Fork is listed on Arkansas' 1998 303d list as impaired from sediment. The Upper White was designated as the states highest priority watershed in the 1999 Unified Watershed Assessment. Accurate determination of stream nutrients and sediment is critical for future determinations of TMDLs, effectiveness of best management practices and trends in water quality. This proposal is for continuation of sampling and load determination for the period from July 1, 2008 to June 30, 2009. SCOPE This proposal is for sampling station installation, water quality sampling, water sample analysis and annual pollutant load calculations at the Washington County Road 195 Bridge on the West Fork of the White River. The parameters measured from collected samples will be nitrate - nitrogen, ammonia -nitrogen, total nitrogen, total phosphorus, dissolved reactive phosphorus, turbidity, conductivity, sulfate chloride and total suspended solids. In addition turbidity, conductivity and pH will be measured in-situ and recorded in thirty -minute intervals. The City of Fayetteville will be the contractor with Arkansas Natural Resources Commission (ANRC) for the 319 grant. They will be responsible for contractual relationships and payment to the sub- contractor. The City of Fayetteville will also be responsible for providing the entire match for the project. Nelson Engineering will be the sub -contractor. The sub -contractor will be responsible for all remaining tasks of the project including• writing the QAPP, collecting samples and analyzing the data from the water quality sampling station, computing the annual load for all parameters and reporting quarterly and annually to the City of Fayetteville and ANRC. 5 METHODS There are twelve significant storms during a year on average. Each storm will require an average of three composite samples The budget is based on composite sampling, collection and analysis for twelve storms and twenty-six grab samples. This is the estimated analytical cost. Actual costs will be born by the sub -contractor regardless of the number of samples collected. (All significant storm events will be sampled) All samples will be analyzed for Nitrate Nitrogen (NO3-N), Ammonia Nitrogen (NH4-N), Total Nitrogen (TN), Total Phosphorus (TP), Soluble Reactive Phosphate (SRP) and Total Suspended Solids (TSS), turbidity, conductivity, sulfate and chloride. Nelson Engineering will collect all samples and all samples will be analyzed by the AWRC Water Quality Lab or another ADEQ certified lab using standard field and laboratory QA/QC procedures. The sampler will be configured to take flow -weighted composite samples. The sampler will begin sampling after the stage has risen above a set trigger level. It will take a discrete sample after a fixed volume of water has passed. The discrete samples will be composited by combining equal volumes of each into a single composite sample for analysis The discrete samples will be collected for compositing before all twenty-four bottles are filled or within forty- eight hours after the first sample. Storms will be sampled in this manner as long as the stage is above the trigger level. The trigger level will be four feet Grab samples will be taken every two weeks. The data collected at this site will be used to calculate total pollutant loads and mean concentrations for the year. All data will be reported with field and laboratory QA/ QC data. A YSI sonde will be used to collect data on turbidity and conductivity. The sonde is SDI -12 compatible and works in conjunction with the USGS DCP located on site. The data is measured and logged every 30 minutes and transferred to the USGS office every 4 hours along with other USGS stage and flow data The responsibilities of the sub -contractor include project management and coordination, QAPP plan writing, sample collection, field maintenance, sample analyses, quality control, data compilation, data interpretation and report writing. Quarterly progress and quality assurance reports and a yearly written report will be prepared for this project. The report will detail the sampling results for the year as well as total calculated loads for the water quality parameters measured. Trends in water quality will be investigated and reported as soon as sufficient data becomes available. The report will be presented annually to the City of Fayetteville and ANRC. Payment of the sub -contract will be a lump sum, 25% of the total each quarter after submission of the quarter reports and a payment invoice from the sub -contractor to the City. Budget totals: Requested federal funds: $80,289 $45,765(57%) Required matching funds (or in-kind match): $34,524(43%) 6 WATER QUALITY WASHINGTON Schedule of Payments Project FY 08-113 SAMPLING, ANALYSIS AND ANNUAL LOAD NUTRIENTS AND SOLIDS AT THE COUNTY ROAD 195 BRIDGE ON THE WEST RIVER. CITY OF FAYtIIEVILLE 113 WEST MOUNTAIN FAYETTEVILLE,AR 72701 DETERMINATIONS FOR FORK OF THE WHITE Item Description Budgeted Units Unit Cost Total Payment 1Quarterly and QA Reports 4 $10,000 $40,000 2Final Report 1 $5,765 $5,765 Total $45,765 7 WATER QUALITY WASHINGTON Schedule of MATCH Project FY 08-113 SAMPLING, ANALYSIS AND ANNUAL LOAD NUTRIENTS AND SOLIDS AT THE COUNTY ROAD 195 BRIDGE ON THE WEST RIVER. CITY OF FAYETTEVILLE 113 WEST MOUNTAIN FAYETTEVILLE, AR 72701 DETERMINATIONS FOR FORK OF THE WHITE Item Description Budgeted Units Unit Cost Total Payment 1Quarterly and QA Reports 4 $7,500 $30,000 2Final Report 1 $4,524 $4,524 Total $34,524 8 Quarterly Project Fund Request Sub -grant Agreement SGA # 243 WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR NUTRIENTS AND SOLIDS AT THE WASHINGTON COUNTY ROAD 195 BRIDGE ON THE WEST FORK OF THE WHITE RIVER. Quarter: CITY OF FAYETTEVILLE 113 WEST MOUNTAIN FAYETTEVILLE, AR 72701 (From) Date (To) Date Date Submitted to ANRC: Budget: $45,765 Prepared / submitted by: Total Cost to date: $ Balance: $ Date: 9 Cost th s Quarter Total Costs to Date Item Description Budgeted Units Unit Cost Units this Quarter Quarter Cost C Costst Units this Quarter) x x Total to Units Date Total Cost =Unit Cost Total Units Date) X to 1 Quarterly and QA Reports 4 $10,000 $ $ 2 Final Report 1 $5,765 $ $ Earned this Quarter $ $ Total Cost to date $ Less Previous Payments $ Total Amount Due $ Budget: $45,765 Prepared / submitted by: Total Cost to date: $ Balance: $ Date: 9 WATER QUALITY WASHINGTON Quarter: Quarterly Match Report Project FY 07-113 SAMPLING, ANALYSIS AND ANNUAL LOAD NUTRIENTS AND SOLIDS AT THE COUNTY ROAD 195 BRIDGE ON THE WEST RIVER. CITY OF FAYETTEVILLE 113 WEST MOUNTAIN FAYETTEVILLE,AR 72701 (From) Date (To) Date Date Submitted to ANRC: DETERMINATIONS FOR FORK OF THE WHITE Prepared/submitted by• 10 Date: Cost this Quarter Tota Costs to Date Item Description Budgete d Units Unit Cost Units this Quarte r Quarter Cost = (Unit Cost x Units this Quarter) Total Units to Date Total Cost = (Unit Cost x Total Units to Date) 1 Quarterly Reports 4 $7,500 2 Final Report 1 $4,524 Total Billed ; kr ' e Total Cost Less Previous Payments Total Amount Due Budget: $34,524 Total Cost: $ Cash Advance: $0 Balance: $ Prepared/submitted by• 10 Date: DO NOT RETURN X - 98675801 - 0 Page 4 Administrative Conditions This Assistance Agreement is awarded in accordance with the Federal Grants and Cooperative Agreement Act of 1977. Areas of substantial EPA involvement, beyond the normal exercise of performance evaluation and program review, have been detailed in specific output objectives which resulted from negotiation between EPA and the recipient. These areas are included in the application for this award and have become a part of this Agreement. 1. The recipient covenants and agrees that it will expeditiously initiate and timely complete the project work for which assistance has been awarded under this Agreement, in accordance with all applicable provisions of 40 CFR Chapter 1, Subchapter B. The recipient warrants, represents, and agrees that it and all its contractors, employees and representatives, will comply with all APPLICABLE provisions of 40 CFR Chapter 1, Subchapter B, INCLUDING BUT NOT LIMITED TO the provisions of 40 CFR Parts 31, 32, 34, and 35. This award may be reduced or terminated at such time the recipient fails to comply with the program objectives, grant award conditions, or Federal reporting requiremepts. 2. Recipient standards of administration, property management, procurement and financial management, as well as records and facilities of recipients, their contractors and subcontractors are subject to audit and inspection by the Comptroller General of the United States and the U.S. Environmental Protection Agency in accordance with Office of Management and Budget (OMB) Circulares A-87, A-102, A -I 10 and 40 CFR Part 31. The recipient's standards governing procurement will be in accordance with 40 CFR, Part 31.36 and OMB Circular A-102. The recipient shall maintain a financial management system which meets the requirements of 40 CFR Part 31.20. 3. In accordance with the requirements contained in Section 6002 of the Resources Conservation and Recovery Act (RCRA), 42 USC 6962, the recipient is required to purchase items containing recovered materials. These requirements apply when the recipient purchases more than $10,000 each Fiscal Year of any item covered by the following procurement guidelines including: paper and paper products (40 CFR Part 250); lubricating oil containing re -refined oil (40 CFR Part 252); retread tires (40 CFR Part 253); building insulation products (40 CFR Part 248) and cement and concrete containing fly ash (40 CFR Part 249). EPA publication PROCUREMENT GUIDELINES FOR GOVERNMENT AGENCIES dated December, 1990 (EPA/530-SW-91-011) provides specific • recommendations for the implementation of these requirements. 4. Pursuant to EPA Order 1000.25, dated January 24, 1990, the recipient agrees to use recycled paper for all reports which are prepared as a part of this Agreement and delivered to EPA This requirement does not apply to standard forms which are printed on recycled paper when available through the General Services Administration. 5. In accordance with 40 CFR Part 31.41, the recipient shall submit an annual Financial Status Report (FSR), Standard Form 269 or 269A, to: Grants Team (6MD-RX) • U. S. Environmental Protection Agency, Region 6 1445 Ross Avenue Dallas, Texas 75202-2733 The final Financial Status Report (FSR) is due on or before 90 days after the end of the budget period. In accordance with Agency policy, all project expenditures reported by the recipient shall be deemed to include both the Federal and recipient share of the expenditures. 6. The recipient agrees to ensure that all conference, meeting, convention, or training space funded in whole or in part with federal funds, complies with the Hdtel and Motel Fire Safety Act of 1990 7. Under the Paperwork Reduction Act of 1980, Office of Management and Budget (OMB) clearance must be obtained prior to collecting information from 10 or more persons and will use EPA's name while collecting the information under this project. The term "person" means an individual, partnership, association, corporation, business, trust, or legal representative, an organized group of individuals, a State, territorial, or local government or branch thereof, or a political subdivision of a State, territory, or local government or a branch of a political subdivision. The EPA Project Officer is responsible for requesting clearance from OMB. 8. The Federal share of allowable expenditures chargeable to this assistance project will be financed by the EPA AUTOMATED CLEARING HOUSE (EPA-ACH) PAYMENT SYSTEM. The recipient will strictly adhere to the accounting and reporting procedures described in the EPA-ACH Recipient's Manual for the duration of the project. Four conditions should receive special attention: a. Cash drawdowns will be made only as actually needed for disbursements. b. The recipient will provide timely reporting of cash disbursements and balances through semi-annual submission of a Federal Cash Transactions Report (SF -272) to: Federal Cash Transactions Report Coordinator General Accounting Team (6MD-RG) U.S. Environmental Protection Agency, Region 6 1445 Ross Avenue Dallas, Texas 75202-2733 c. The recipient will impose the same standards of timing and reporting on secondary recipients, if any. d. When a drawdown under the EPA-ACH Payment System occurs, the recipient must show the Assistance Agreement Number(s) under "Financial Data" on the EPA-ACH Payment Request Form. 9. The recipient agrees to comply with the requirements of EPA's Program for Utilization of Small, Minority and Women's Business Enterprises in procurement under assistance agreements: a. The recipient accepts the applicable FY 2000 Minority Business Enterprise (MBE)/Women's Business Enterprise (WBE) "fair share" goals/objectives negotiated with EPA as follows: MBE: CONSTRUCTION - 33%; SUPPLIES - 1.1%; SERVICES - 0.9%; EQUIPMENT - 1.1% WBE: CONSTRUCTION - 4.5%; SUPPLIES - 5.2%; SERVICES - 7.5%; EQUIPMENT - 5.2% b. (1) The recipient agrees to ensure, to the fullest extent possible, that at least the applicable "fair share" objectives of Federal funds for prime contracts or subcontracts for supplies, construction, equipment or services are made available to organization owned or controlled by socially and economically disadvantaged individuals, women and Historically Black Colleges and Universities. (2) For assistance agreements related to research under the Clean Air Act Amendments of 1990, the recipient agrees to ensure, to the fullest extent possible, that at least the applicable "fair share" objectives of Federal funds for prime contracts or subcontracts for supplies, construction, equipment or services are made available to organizations owned or controlled by socially and economically disadvantaged individuals, women, disabled Americans, Historically Black Colleges and Universities, Colleges and Universities having a student body in which 40% or more of the students are Hispanic, minority institutions having a minority student body of 50% or more, and private and voluntary organizations controlled by individuals who are socially and economically disadvantaged. c. The recipient agrees to include in its bid documents the applicable "fair share" objectives and require all of its prime contractors to include in their bid documents for subcontracts the negotiated "fair share" percentages. d. The recipient agrees to follow the six affirmative steps or positive efforts stated in 40 CFR, Section 30.44(b), 40 CFR Section 31.36(e), or 40 CFR Section 35.6580, as appropriate, and retain records documenting compliance. e. The recipient agrees to submit an EPA form 5700-52A "MBE/WBE Utilization Under Federal Grants, Cooperative Agreements and Interagency Agreements" beginning with the Federal fiscal year quarter the recipient receives the award and continuing until the project is completed. These reports must be submitted to the Regional MBE/WBE Coordinator within 30 days of the end of the Federal Fiscal quarter (January 30, April 30, July 30, and October 30). For assistance awards for continuing environmental programs and assistance awards with institutions of higher education, hospitals and other non-profit organizations, the recipient agrees to submit an EPA form 5700-52A to the Regional MBE/WBE Coordinator by October 30 of each year. f. If race and/or gender neutral efforts prove inadequate to achieve a "fair share" objective, the recipient agrees to notify EPA in advance of any race and/or gender conscious action it City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2008 Department: Division: Program: Date Requested 7/1/2008 Adjustment Number Project or Item Added/Increased: $45,765 is requested in the Drainage/Phase 2 Stormwater Mgmt project. Project or Item Deleted/Reduced: None. To recognize $45,765 in EPA Grant Revenue. Justification of this Increase: The funding is for the Water Quality Sampling, Analysis and Annual Load Determinations for Nutrients and Solids at the Washington County Road 195 Bridge on the West Fork of the White River Grant. Justification of this Decrease: Increase Expense Budget (Decrease Revenue Budget) Account Name Account Number Amount Project Number Bridge & drainage improve Account Name 4470 9470 5817 00 45,765 08059 Decrease Expense Budget (Increase Revenue Budget) Account Number Amount • Federal grants -Capital 4470 0947 4309 00 Project Number 45,765 08059 1 A s .rova atures Requested By Date 6.30-a. Date Finance & Internal Services Director Mayor 6 -3o -or Date Date Budget Office Use Only Type: A B C (D / Posted to General Ledger Posted to .Project Accounting Entered in Category Log Initial Date Initial Date Initial Date City of Fayetteville City Council Agenda Items July 1, 2008 City Council Meeting Date Engineering Operations Division Department agreement with a subcontractor for a grant for water quality sampling, analysis and annual load determinations for TSS, nitrogen, and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River and utilizing in -kind match through staff time and current projects. 4470-9470-5817 Account Number $ 708,731.00 Category / Project Budget $ 268,082.60 Funds Used to Date $ 440,648.40 Remaining Balance Drainage/Phase 2 Stormwater Mgmt Bridge and Drainage Improvements Capital Improvement Const Original Contract Number: City Attorn y /V✓ Date Received in City Clerk's Offi• `P __ Q •-` 6 -t1-o8 (p-1 Finance and Internal Service Director Date Received in Mayor's Office ENTERED C7lzzl 8 BlZ%� 1,-L� nna,, Date City Council Meeting of July 1, 2008 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Gary Dumas, Director of Operations Ron Petrie, City Engineer Fhf From: Sarah Wrede, Staff Engineer Date: June 13, 2008 Subject: A resolution to apply for a grant through the Arkansas Natural Resources Commision in a proposed partnership agreement with a subcontractor for a grant for water quality sampling, analysis and annual load determinations for TSS, nitrogen, and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River and utilizing in -kind match through staff time and current projects. RECOMMENDATION . Staff recommends approval of a partnership agreement with a subcontractor for a grant for water quality sampling, analysis and annual load determinations for TSS, nitrogen, and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River. BACKGROUND Marc Nelson, working with the Arkansas Water Resources Center, installed a water quality sampling station at the Mally Wagnon Road Bridge on the West Fork of the White River just above the confluence of the three main forks of the Upper White River in 2002. This station is coordinated with a USGS gauging station at the same location, and is instrumented to collect samples at sufficient intervals across the hydrograph to accurately estimate the flux of total suspended solids, nitrogen and phosphorus into the upper end of Beaver Lake from the West Fork of the White River. The West Fork is listed on Arkansas' 1998 303d list as impaired from sediment. The Upper White was designated as the states highest priority watershed in the 1999 Unified Watershed Assessment. Accurate determination of stream nutrients and sediment is critical for future determinations of Total Maximum Daily Loads (TMDLs), effectiveness of best management practices and trends in water quality. The Arkansas Water Resources Center chose to stop funding this project. Mark Nelson, through Nelson Engineering, wrote the proposal in order to continue the record of water quality monitoring. This proposal is for continuation of sampling and load determination for the period from July 1, 2008 to June 30, 2009 and includes the purchase of new sampling equipment. City Council Meeting of July 1, 2008 DISCUSSION: This proposal is for water quality sampling, water sample analysis and annual pollutant load calculations at the Washington County Road 195 Bridge (Mally Wagnon Road Bridge) on the West Fork of the White River. The parameters measured from collected samples will be nitrate -nitrogen, ammonia -nitrogen, total nitrogen, total phosphorus, dissolved reactive phosphorus, turbidity, conductivity, sulfate chloride and total suspended solids. In addition turbidity, conductivity and pH will be measured in -situ and recorded in thirty -minute intervals. The City of Fayetteville will be the contractor with Arkansas Natural Resources Commission (ANRC) for the 319 grant. The City will be responsible for contractual relationships and payment to the sub -contractor, purchasing sampling equipment, which is reimbursable through the grant, and providing the match for the project. The sub- contractor will be responsible for all remaining tasks of the project including: writing the Quality Assurance Project Plan (QAPP), collecting samples and analyzing the data from the water quality sampling station, computing the annual load for all parameters and reporting quarterly and annually to the City of Fayetteville and ANRC. The proposed project costs are $45,765 federal and $34,524 of in kind match from the City of Fayetteville for a total of $80,289. The grant was originally planned to use the Nutrient Reduction Plan as the total match. However ANRC decided that the only allowable portion of the Nutrient Reduction Plan to use as match would be the stakeholder meetings and staff time spent on Nutrient Reduction Plan related work. The match for the stakeholder meetings and staff time will make up $9155.00. Project administration will make up $5000 of the match. The additional match to make up the difference will be provided by the West Fork EPA through their Annual Watershed Outreach and Clean-up of the West Fork of the White River. These forms of in -kind match have been approved by ANRC. BUDGET IMPACT Currently, there is $440,648.40 remaining in the Drainage Study/Phase 11 Stormwater Management account that has been designated for use to fund projects that improve stonnwater quality in the City of Fayetteville. The grant includes the purchase -of sample collection and analysis equipment in the amount of $14,000. This equipment must be purchased at the beginning of the project and is reimbursable once the grant is awarded. 2 RESOLUTION NO. A RESOLUZION AUTHORIZING THE APPLY FOR GRANT FROM THE ARF COMMISSION QR WATER QUALIT ANNUAL LOAD DETERMINATION PHOSPHORUS AT T MALLY WAG 0 FORK OF THE WHITE ER. ENGINEERING DIVISION TO SAS NATURAL RESOURCES SAMPLING, ANALYSIS AND FOR TSS, NITROGEN AND N ROAD BRIDGE ON THE WEST BE IT RESOLVED B THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council o e City of Fayetteville, Arkansas hereby authorizes the Engineering Division to apply for a gr om the Arkansas Natural Resources Commission for water quality sampling, analysis and I load determinations for TSS, nitrogen and phosphorus at the Mally Wagnon Road Bri ge on e West Fork of the White River. PASSED and APPROVED this l" Iday of July, APPROVED: I ATTEST: By: DAN COODY, Mayor By: SONDRA E. SMI", City Clerk/Treasurer WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR NUTRIENTS AND SOLIDS AT THE WASHINGTON COUNTY ROAD 195 BRIDGE ON THE WEST FORK OF THE WHITE RIVER. INTRODUCTION A water quality sampling station was installed at the Washington County road 195 bridge on the West Fork of the White River just above the confluence of the three main forks of the Upper White River in 2002. This station is coordinated with a USGS gauging station at the same location. This station is instrumented to collect samples at sufficient intervals across the hydrograph to accurately estimate the flux of total suspended solids, nitrogen and phosphorus into the upper end of Beaver Lake from the West Fork of the White River. The West Fork is listed on Arkansas' 1998 303d list as impaired from sediment. The Upper White was designated as the states highest priority watershed in the 1999 Unified Watershed Assessment. Accurate determination of stream nutrients and sediment is critical for future determinations of TMDLs, effectiveness of best management practices and trends in water quality. This proposal is for continuation of sampling and load determination for the period from July 1, 2008 to June 30, 2009. SCOPE This proposal is for sampling station installation, water quality sampling, water sample analysis and annual pollutant load calculations at the Washington County Road 195 Bridge on the West Fork of the White River. The parameters measured from collected samples will be nitrate -nitrogen, ammonia -nitrogen, total nitrogen, total phosphorus, dissolved reactive phosphorus, turbidity, conductivity, sulfate chloride and total suspended solids. In addition turbidity, conductivity and pH will be measured in -situ and recorded in thirty -minute intervals. The City of Fayetteville will be the contractor with Arkansas Natural Resources Commission (ANRC) for the 319 grant. They will be responsible for contractual relationships and payment to the sub -contractor. The City of Fayetteville will also be responsible for providing the entire match for the project. Nelson Engineering will be the sub -contractor. The sub -contractor will be responsible for all remaining tasks of the project including: writing the QAPP, collecting samples and analyzing the data from the water quality sampling station, computing the annual load for all parameters and reporting quarterly and annually to the City of Fayetteville and ANRC. METHODS There are twelve significant storms during a year on average. Each storm will require an average of three composite samples. The budget is based on composite sampling, collection and analysis for twelve storms and twenty-six grab samples. This is the estimated analytical cost. Actual costs will be born by the sub -contractor regardless of the number of samples collected. (All significant stonn events will be sampled) All samples will be analyzed for Nitrate Nitrogen (NO3-N), Ammonia Nitrogen (NH4-N), Total Nitrogen (TN), Total Phosphorus (TP), Soluble Reactive Phosphate (SRP) and Total Suspended Solids (TSS), turbidity, conductivity, sulfate and chloride. Nelson Engineering will collect all samples and all samples will be analyzed by the AWRC Water Quality Lab or another ADEQ certified lab using standard field and laboratory QA/QC procedures. The sampler will be configured to take flow -weighted composite samples. The sampler will begin sampling after the stage has risen above a set trigger level. It will take a discrete sample after a fixed volume of water has passed. The discrete samples will be. composited by combining equal volumes of each into a single composite sample for analysis. The discrete samples will be collected for compositing before all twenty-four bottles are filled or within forty-eight hours after the first sample. Stones will be sampled in this manner as long as the stage is above the trigger level. The trigger level will be four feet. Grab samples will be taken every two weeks. The data collected at this site will be used to calculate total pollutant loads and mean concentrations for the year. All data will be reported with field and laboratory QA/ QC data. A YSl sonde will be used to collect data on turbidity and conductivity. The sonde is SDI - 12 compatible and works in conjunction with the USGS DCP located on site. The data is measured and logged every 30 minutes and transferred to the USGS office every 4 hours along with other USGS stage and flow data. The responsibilities of the sub -contractor include project management and coordination, QAPP plan writing, sample collection, field maintenance, sample analyses, quality control, data compilation, data interpretation and report writing. Quarterly progress and quality assurance reports and a yearly written report will be prepared for this project. The report will detail the sampling results for the year as well as total calculated loads for the water quality parameters measured. Trends in water quality will be investigated and reported as soon as sufficient data becomes available. The report will be presented annually to the City of Fayetteville and ANRC. Payment of the sub- contract will be a lump sum, 25% of the total each quarter after submission of the quarter reports and a payment invoice from the sub -contractor to the City. West Fork Budget BUDGET sub -contract Proposed to (Sponsor): ANRC UA Lead Investigator. Marc Nelson Proposed Project Pedod: 7/1/08-6/30/09 1011212007 12:31 YEAR 1 Grant UA Non UA I. PERSONNEL COSTS # PERSON -MONTHS Request Cost Share Cost Share A. SALARIES & WAGES CAL AY I SMR 10,000 PI acad or cal year salary Pl summer salary Co -PI: _ Co -PI: Co -PI: Ndassifed: Trost 3000, Cash 2000 5,000 Classified: 3039 Speak, 2018 Parker GRA(s) cost basis: mo.@ 0 Hourly non-student(s) cost basis: hrs® 0 Undergraduate(s) cost basis: h 0 Sub -total S&W 15,000 B. FRINGE BENEFITS UA RATE P1, academic year 24.536% 2,454 0 PI, summer 17.434% 0 0 Co-Pt1 27.134% 0 0 Co-PI2 0 0 Co-PI3 0 0 non -classified personnel 24.536% 1,227 0 Classified 29.410% 0 0 GRA 3.594% 0 0 Hourly non -student 8.399% 0 0 Hourly undergraduate 0.393% 0 0 Sub -total FR 3,681 0 Total Salaries and Benefits II. TRAVEL 18,681 0 A. Domestic Travel 500 B. Foreign Travel Ill. EQUIPMENT (capitalized at $2500 threshold) IV. GRA TUITION (Per University Policy) V. SUBCONTRACT(S) VI. OTHER DIRECT COSTS A. Materials and Supplies: battenes,tubing,dist. 500 B. Publication of Research C. Communication Costs 0. Other. Sample collection and analyses 14.000 Total Other Direct Costs 14,500 0 Vlll. TOTAL DIRECT COSTS 33,681 0 Modified Total Direct Costs (MTDC) 33,661 0 F & A COST MTDC x Rate Rate: 35.00% 11,788 sub -contract AWRC I 45,469 0 29,301 additional match needed by City of Fayetteville Project administration City of Fayetteville $5000 total project costs I 45,469 total match 34,301 O z O Q z w C C Q O J Q z z C z Q Co } a a C9 z � L }Q j Y ) W O QL. L ` LL O w L O R C, w O > OO OO m o O OO 0 j(•SJ N r O $9 U) EA I- •0 fA Is IsNH3 o EO C O i+ > f9 N 69 W O O O O O O EOr r0i v a .- Z a) O. . •O r EA fA 69 > a C a W w W > a,LL U W LL U w O m o O > U) Li o = ai ! a O _ n w 21E E W Q C ti m N (� C y c O N 0 O v m 'D v f/) C C E J Co m C N N U N W O a O.LL U)OI > IU tiOD 2a C ) m f y Y m O L U a U 0 C Y L w W E N i O > t > U O CO L W o O W m N > o > o O c C T • O O .c O) v) O O C L TON E U C E N j a l0 CL C O O E c a Q c w ° O' O 'O m O a) m w O d Y '� O O) O) O w ~ C L a; o Y oy I- '0 o M- 0 0 a n c _0 N aci m m .CCD m m a) d w U) o° D a m c 10 O O E a c i0 O) C •C •C_ goo 3 G Y COO Y O C a> C m O C C D- C O •C C C C �U) 30 `o a >�aCL a ae02 wQ > cc§ & & % I- > E Ca tIJ O ] J , ( z ) $9€9_ 0 §) 2 {, '1) \§ / )§G{§ \ \Oa-OrO&3 N C) \2 z 2 § ) } rfl \ ; \ § a ) / 0 \%) #} , } o �2\ k_ \ \\ 5 % ) .) 7 E0 /k\ \\ 0 \\ wz k in A / B k 42 City Council Meeting of July 15, 2008 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Gary Dumas, Director of Operations Ron Petrie, City Engineer From: Sarah Wrede, Staff Engineer Date: June 27, 2008 Subject: Resolution to accept a grant through the Arkansas Natural Resources Commision in a proposed partnership agreement with a subcontractor for a grant for water quality sampling, analysis and annual load determinations for TSS, nitrogen, and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River and utilizing in -kind match through staff time and current projects. RECOMMENDATION Staff recommends approval of a resolution authorizing acceptance of a grant including a partnership agreement with a subcontractor for water quality sampling, analysis and annual load determinations for TSS, nitrogen, and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River. BACKGROUND On July 1, 2008, the City Council approved a resolution to apply for a grant through the Arkansas Natural Resources Commision in a proposed partnership agreement with a subcontractor for a grant for water quality sampling, analysis and annual load determinations for TSS, nitrogen, and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River and utilizing in - kind match through staff time and current projects. DISCUSSION: The City of Fayetteville will be the contractor with Arkansas Natural Resources Commission (ANRC) for the 319 grant. The City will be responsible for contractual relationships and payment to the sub -contractor, purchasing sampling equipment, which is reimbursable through the grant, and providing the match for the project. The sub -contractor will be responsible for all remaining tasks of the project including: writing the Quality Assurance Project Plan (QAPP), collecting samples and analyzing the data from the water quality sampling station, computing the annual load for all parameters and reporting quarterly and annually to the City of Fayetteville and ANRC. The proposed project costs are $45,765 federal and $34,524 of in kind match from the City of Fayetteville for a total of $80,289. The grant was originally planned to use the Nutrient Reduction Plan as the total match. However ANRC decided that the only allowable portion of the Nutrient Reduction Plan to use as match would be the stakeholder meetings and staff time spent on Nutrient Reduction Plan related work. The match for the stakeholder meetings and staff time will make up $9155.00. Project administration will make up $5000 of the match. The additional match to make up the difference will be provided by the West Fork EPA through their Annual Watershed Outreach and Clean-up of the West Fork of the White River. These forms of in -kind match have been approved by ANRC. City Council Meeting of July 15, 2008 BUDGET IMPACT Funds are available in the Drainage Study/Phase 11 Stormwater Management account that has been designated for use to fund projects that improve stormwater quality in the City of Fayetteville. The grant includes the purchase of sample collection and analysis equipment in the amount of $14,000. This equipment must be purchased at the beginning of the project and is reimbursable once the grant is awarded. RESOLUTION NO. A RESOLUTION AUTHORIZING THE ENGINEERING DIVISION TO APPLY FOR AND ACCEPT A GRANT FROM THE ARKANSAS NATURAL RESOURCES COMMISSION FOR WATER QUALITY SAMPLING, ANALYSIS AND ANNUAL LOAD DETERMINATIONS FOR TSS, NITROGEN AND PHOSPHORUS AT THE MALLY WAGNON ROAD BRIDGE ON THE WEST FORK OF THE WHITE RIVER; AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT REVENUE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Engineering Division to apply for and accept a grant from the Arkansas Natural Resources Commission for water quality sampling, analysis and annual load determinations for TSS, nitrogen and phosphorus at the Mally Wagnon Road Bridge on the West Fork of the White River. Section 2. That the City Council of the City of Fayetteville. Arkansas hereby approves a budget adjustment recognizing the grant revenue. PASSED and APPROVED this 151 day of July, 2008. APPROVED: By: ATTEST: By: DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer (7.8.08) Clarice Pearman - Res. 138-08 Page 1 From: Clarice Pearman To: Petrie, Ron Date: 7.8.08 5:10 PM Subject: Res. 138-08 Attachments: 138-08 Ark Natural Resources Commission Grant.pdf CC: Audit; Fell, Barbara Ron: Attached is a copy of the above resolution regarding the Arkansas Natural Resources Commission grant. I am forwarding to Budget & Research your budget adjustment for this Item. I will also forward to you both of the agreements. Please be sure that signed agreement once signed by the state office is returned to the city clerk's office. If anything else needed for this item please let me know. Have a good day. Thanks. Clarice