BROWNFIELDS CLEANUP COOPERATIVE AGREEMENT WORK …...WEST PALM BEACH, FLORIDA. June 30, 2016...

BROWNFIELDS CLEANUP COOPERATIVE AGREEMENT WORK PLAN

HENRIETTA BRIDGE FARM PROJECT

1400 HENRIETTA AVENUE WEST PALM BEACH, FLORIDA

June 30, 2016 [Revision #_]

Submitted by: City of West Palm Beach 401 West Clematis Street

West Palm Beach, Florida 33401

Armando Fana [email protected]

Phone: (561) 822-1250

Cooperative Agreement Number: (provided by the U.S. Environmental Protection Agency)

mailto:[email protected]

i

Henrietta Bridge Farm Project Page i Cleanup Work Plan June 30, 2016

TABLE OF CONTENTS

1.0 PROJECT OVERVIEW ..................................................................................................................................... 1

1.1 Project Description ......................................................................................................................................... 1

1.2 Project Team Structure and Responsibilities .................................................................................................. 3

1.3 Measuring Environmental Results: Outputs/Outcomes .................................................................................. 4

1.4 Budget ............................................................................................................................................................. 5

2.0 PROJECT TASK DESCRIPTIONS ................................................................................................................... 5

2.1 Task 1-Project Management and Reporting ................................................................................................... 5

2.1.1 Quarterly Reporting ................................................................................................................................ 5

2.1.2 Annual Reporting .................................................................................................................................... 6

2.1.3 Final Performance Reporting .................................................................................................................. 6

2.1.4 ACRES ................................................................................................................................................... 6

2.1.5 Contractor Procurement .......................................................................................................................... 7

2.1.6 Reimbursement Request ........................................................................................................................ 7

2.1.7 Kick-off Meeting .................................................................................................................................... 7

2.1.8 Travel ...................................................................................................................................................... 7

2.2 Task 2-Community Involvement/Engagement ............................................................................................... 7

2.3 Task 3-Brownfields Cleanup Planning, Implementation and Completion ..................................................... 8

2.3.1 Site Characterization ............................................................................................................................... 8

2.3.2 Cleanup Planning .................................................................................................................................... 9

2.3.3 Implementation of Cleanup Activities .................................................................................................. 10

2.3.4 Completion of Cleanup Activities ........................................................................................................ 11

3.0 SCHEDULE ..................................................................................................................................................... 12

Attachment 1. Example Quarterly Report Template

Henrietta Bridge Farm Project Page 1 Cleanup Work Plan June 30, 2016

1.0 PROJECT OVERVIEW The City of West Palm Beach (the City) is pleased to have received $200,000 to support its efforts in facilitating a much-needed cleanup project for the Henrietta Bridge Urban Garden Project. 1.1 Project Description The project is to provide cleanup planning, public outreach and remediation activities for the brownfield site located at 1400 Henrietta Avenue in the Coleman Park neighborhood of West Palm Beach. This is a vacant, irregularly shaped lot that is situated along the FEC railroad on the eastern edge of Coleman Park. First and foremost is the presence of contaminated surface soils. This underutilized and contaminated property has many challenges. Because of the proposed land use as an urban farm, the City took prudent measures to test the soil and groundwater to evaluate if the historic industrial, urban nature of the property may have resulted in previously undocumented contamination. Contaminants were identified in the surface soils on a site wide basis. No point source of the contamination (polynuclear aromatic hydrocarbons) has been identified. Because the property is contaminated, the current urban farm pilot project is limited to planting in pots and community volunteers do not disturb the ground. Not only does the contamination create a potential health concern for growing consumable items, it has created a stigma and community perception problem in this Environmental Justice neighborhood. A second challenge for this property (which makes the proposed land use an excellent fit) is the irregular shape and proximity to an active railroad line. Because the property abuts the railroad, the location is not appropriate for typical noise sensitive uses (like housing) and its irregular shape further limits its marketability. The property has been vacant and underutilized since the previous buildings were demolished in the late 1990s. There are no structures on the site at this time, but a pilot project of vegetable farming in pots has been initiated. The pilot project has been successful planting on 90 day growing cycles. However, there is concern among Coleman Park residents regarding the negative health impacts of food grown on a contaminated site. Furthermore, the full scale implementation of the urban farm cannot be realized until the contamination at the site is remediated. Following remediation, the urban farm pilot project can be brought to scale and fully implemented, redeveloping the Henrietta Avenue parcel as a community-based farm. The northern portion of the site will be developed with a food forest where fruit trees will be planted. Vegetables such as pumpkin, okra, collards, squash, peppers and tomatoes will be planted beneath shade houses. There will be an educational center where gardening and arborist training will be conducted. This will not just be a garden; it will be a green space and community area where people from the community can come together and work toward a common goal and learn about growing, preparing and enjoying fresh foods. The following map shows the site plan that was developed for the garden.


1.2 Project Team Structure and Responsibilities The City will be the lead organization that will manage the project and ensure compliance with the terms of the cooperative agreement. The City has partnered with the Palm Beach County Department of Economic Sustainability (DES) to manage and administer the grant. Key individuals and their roles for the implementation of the grant are described below: The City’s Project Manager, Armando Fana, is the City’s Director of Housing and Community Development. In that role he is responsible for the oversight of funding and programs that provide workforce housing, community and economic development programs and social services to City of West Palm Beach residents. Mr. Fana will manage the City’s Brownfield consultant (to be hired as further discussed) and will have ultimate responsibility for the implementation of the terms and conditions of the cooperative agreement. The DES Special Projects Manager, Carol Thompson, will be the principal investigator and among other things, will provide overall project direction and coordinate grant reporting, outreach and interface with the City’s Project Manager, Armando Fana. Two additional staff of the Special Projects Section of the DES will be co-investigators on the grant and City legal staff will provide legal support needed to manage the cooperative agreement. The City has three staff members within its Finance Department who are solely dedicated to tracking and accounting for external funding sources. Steven Hoffman is the Special Revenue Accounting Manager for the City of West Palm Beach and will be the primary fiscal contact for budget management. These other staff members will support Mr. Hoffman to ensure that all financial obligations under the cooperative agreement will be met. The City also draws upon expertise in several other departments that would be involved with the grant implementation and tracking including Procurement, Planning, Zoning, Engineering and Housing and Community Development Departments. The City will hire a Brownfields Consultant in accordance with the Chapter 66, the City’s procurement code and 2 CFR 200 and 2 CFR 1500. Selection of the consultant will be based upon qualifications, knowledge and experience and will comply with the Consultant’s Competitive Negotiation Act. Once engaged, the consultant will have responsibilities to assist the City and Palm Beach County’s DES in conducting the required grant reporting to EPA Project Officer and regulatory coordination with the Florida Department of Environmental Protection, Southeast District Brownfields Coordinator, Mr. Art Torvela. They will also work closely with the City and DES to implement the community engagement plan and facilitate stakeholder involvement. Mr. Fana will hold an initial kickoff meeting and monthly teleconferences with EPA, the City and DES staff mentioned above and representatives of the Brownfields Consultant until the grant activities are completed. The Cooperative Agreement terms and conditions will be provided at the kickoff meeting. Roles and responsibilities, schedules and milestones, will be reviewed at each meeting. If more frequent meetings are necessary early in the project, then Mr. Fana will adjust the meeting schedule accordingly. A “Drop Box” of documents has already been established and will be maintained throughout the grant in order to ensure that project documents are up to date, organized and readily available to all team members. The City and DES staff will use their internal project filing system to ensure internal files are properly maintained.


The City of West Palm Beach will enter into a voluntary Brownfield Site Rehabilitation Agreement (BSRA) under the Florida Brownfields Redevelopment Act, Chapter 376.77-376.85, Florida Statutes, with the Florida Department of Environmental Protection (FDEP). This voluntary agreement provides the framework and schedule for remaining remediation activities including confirmatory sampling. The site will be remediated under authority of Chapter 62-780, Florida Administrative Code, Contaminated Site Cleanup Criteria, and the specific brownfield provisions within the code. Mr. Torvela will be provided copies of all deliverables such as the Quality Assurance Project Plans (QAPPs) and Analysis of Brownfields Cleanup Alternatives (ABCA) documents, and the source removal reports. He will be apprised of relevant field activities such as sampling events and cleanup activities.

1.3 Measuring Environmental Results: Outputs/Outcomes The City in conjunction with the DES will track outcome and output measures in the EPA Assessment, Cleanup and Redevelopment Exchange System (ACRES) database on a quarterly and cumulative basis. The following outputs are proposed:

• Community Engagement Plan • Site Specific Health and Safety Plan • Site Specific Quality Assurance Project Plan. • Two community meetings • Site Assessment Report • Remedial Action Plan/Source Removal Plan • Final ABCA • Source Removal Report/No Further Action Proposal

The implementation of this grant will lead to both economic and non-economic outcomes that will help to anchor the Coleman Park community. This urban farm project will provide much-needed entrepreneurial opportunities for unemployed and underemployed residents to develop livelihoods in value-added food production and urban farming. The urban farm project also envisions employing at build-out a market manager, master gardener, finance manager and marketing manager. The non-economic outcomes of the project encompass creation of open space and the urban farm itself which will provide community residents access to healthy fruits and vegetables to counter the limited access to healthy foods which the community currently faces as a designated “Food Desert” by the USDA. Another outcome of this project is that the redevelopment of the site will serve to buffer the community at its western boundary from the noise generated by the adjacent FEC Railway line. The City is also examining utilizing a portion of the site as an urban tree farm for the City's canopy expansion program through the Office of Sustainability. Educational workshops for youth and residents on healthy eating and wellness are also planned for the site. Employment opportunities will likely include individuals hired to work the urban farm as demand increases. A City-run urban tree farm is another possible outcome that could bring employment opportunities.


1.4 Budget The cleanup is being addressed using hazardous substance funding, so only one budget table is being provided. The budget is presented below.

Budget Categories Project Tasks (Programmatic costs only)

Task 1 Project

Management and

Reporting

Task 2 Community

Involvement/ Engagement

Task 3A Additional Site

Characterization

Task 3B Cleanup Planning

Task 3C Cleanup

Implementation

Total

Personnel $9,000 $3,000 $1,000 $2,000 $5,000 $20,000 Fringe Benefits $0 $0 $0 $0 $0 $0 Travel $2,000 $0 $0 $0 $1,000 $3,000 Equipment $0 $0 $0 $0 $0 $0 Supplies $1,000 $1,000 $0 $0 $1,000 $3,000 Contractual $1,000 $1,000 $20,000 $20,000 $158,000 $200,000 Other – equipment $0 $0 $0 $0 $14,000 $14,000 Total EPA Funding $1,000 $1,000 $20,000 $20,000 $158,000 $200,000 Cost Share $12,000 $4,000 $1,000 $2,000 $21,000 $40,000 Total Budget $13,000 $5,000 $21,000 $22,000 $179,000 $240,000

2.0 PROJECT TASK DESCRIPTIONS The following describes the project tasks to be completed under this grant. 2.1 Task 1-Project Management and Reporting The City of West Palm Beach, as the grantee will be primarily responsible for overseeing the completion of Task 1. Both the DES staff and the environmental consultant hired by the City will play active roles in the completion of Task 1 as well.

2.1.1 Quarterly Reporting In accordance with EPA regulations 2 CFR Parts 200 and 1500 (specifically, 200.328 monitoring and reporting program performance), the City, in conjunction with the DES, will submit quarterly progress reports to the EPA Project Officer within 30 days after each reporting period. Quarterly progress reports will be provided within 30 days following the end of each federal fiscal quarter, except for the last quarter of the grant project period when a final performance report will be submitted as indicated in the Final Performance Reporting section below.

The City, in conjunction with the DES, will use the EPA’s Example Quarterly Report Template that is included in Attachment 1. The reports will be sent electronically to both the EPA Project Officer and, if requested by FDEP, to the State Brownfields Coordinator, Mr. Torvela. These reports will cover work status, work progress, difficulties encountered, financial expenditures, preliminary data results, anticipated activities and any changes of key personnel.


2.1.2 Annual Reporting Disadvantaged Business Enterprise Reporting: Minority Business Enterprise/Women-owned Business Enterprise (MBE/WBE) reporting will be conducted for the project. Disadvantaged Business Enterprise reporting will be completed annually using EPA Form 5700-52A. These forms will be sent electronically to the EPA Project Officer and the Grants Management Office (GMO) by October 30 of each project year. Federal Financial Reports (FFRs): EPA Standard Form 425 will be submitted annually to EPA by January 30 of each project year and at the close of the grant. An electronic copy will be sent to the EPA Project Officer and to the EPA Las Vegas Finance Center (LVFC) via email [email protected] or fax at 702-798-2423.

2.1.3 Final Performance Reporting

In accordance with EPA regulations 2 CFR Parts 200 and 1500 (specifically, 200.328 monitoring and reporting program performance), the City, in conjunction with DES, will submit to the EPA Project Officer within 90 days after the expiration or termination of the approved project period a final technical report and at least one reproducible copy suitable for printing. This report will summarize the accomplishments (outcomes, outputs, and other leveraged resources) during the entire grant project period, including the last quarter. The Final Performance Report will include the following elements:

• A summary of funds expended and work completed; • A list of outreach material and other deliverables; • Site photographs (electronic high resolution if possible); and • Lessons learned.

2.1.4 ACRES

Property specific information, including the property address and cleanup completions, will be entered electronically in EPA’s Assessment Cleanup Redevelopment Exchange System (ACRES) database at http://www.epa.gov/acres. The information in the quarterly report will correlate with the information in ACRES. ACRES will be updated when the following activities occur:

• 30 days after award; • Mobilization for cleanup; • Completion of cleanup (only after consultation with the Project Officer); • Funds are leveraged and/or jobs created (quantities); • Completion of the Project Period (or Final Report); and • As significant events occur at the site, but not later than the end of the

quarter in which the event occurred.

mailto:[email protected]

http://www.epa.gov/acres


2.1.5 Contractor Procurement The City will procure the contractor/consultant in a form that is consistent with 2 CFR Parts 200 and 1500 and with Chapter 66 of the City Code of West Palm Beach, which requires an invitation to bid or request for proposal for all construction procurement in excess of $75,000. It is anticipated that the request for proposal will be published on or before July 31, 2016 for a period of 15-30 days. The contractor shall be able to support the City’s EPA grant fund program needs for planning, assessment, remediation and reporting. The contractor shall be able to complete forms and reports required by the Cooperative Agreement, complete associated assessment activities, develop community relations plans, provide environmental education and community outreach and any other consulting services that may be required under the grant program. 2.1.6 Reimbursement Request

The City will use the Automated Standard Application for Payments (ASAP).

2.1.7 Kick-off Meeting

Representatives of the City, DES, Urban Growers Economic Development Corporation (UGCEDC), the contractor, the EPA Project Officer and the FDEP Brownfields Coordinator will participate in a project kick-off meeting to review the work plan and terms and conditions of the cooperative agreement. During that meeting we will review roles, responsibilities, and the project schedule. The EPA Project Officer will review tools and resources that may be used to implement the grant activities.

2.1.8 Travel Three members of the management team will attend the EPA’s New Grantees Workshop. Two members will attend the EPA National Brownfields Conference as well. It is anticipated that attendees will include staff from the City and DES.

2.2 Task 2-Community Involvement/Engagement The City understands that community engagement is the cornerstone of the Brownfields Program in ensuring successful cleanup and redevelopment of brownfields projects. The City has already begun its outreach efforts within the community regarding the proposed project and has received positive feedback and support. The City placed a community notification ad in the Palm Beach Post on December 1, 2015 which indicated that a copy of the draft proposal, including the draft ABCA was posted for public review and comment on the West Palm Beach Department of Housing and Community Development’s website and that the City would accept comments on the draft proposal either in writing or electronically. The community notification advertisement also announced that the public was invited to a community meeting that was held on December 10, 2015 at the Coleman Park community center to discuss the draft proposal and ABCA and to consider public comments. Once the draft ABCA is finalized, preparation of an administrative record and notification to the public if its availability for review similar to what was previously done will be replicated.


The City and DES will prepare a Community Involvement/Engagement Plan (CEP) that will describe processes, activities and planned outreach materials necessary to implement grant activities. The CEP will describe the affected community and the selected methods for seeking input, communicating progress and educating the community. The CEP will be consistent with the activities listed in the grant proposal and will include the partners and community-based organizations identified in the grant proposal. EPA’s Preparing Your Brownfields Community Plan: Involving Your Community will be used as a resource when completing the CEP. As was the case for Task 1, Task 2 will be primarily overseen by the City of West Palm Beach. Staff of the DES and the environmental consultant will play active roles as well. 2.3 Task 3-Brownfields Cleanup Planning, Implementation and Completion This section of the work plan describes the activities needed to clean up the site in order to complete the project within the three-year project period.

2.3.1 Site Characterization

Although a Phase II Environmental Site Assessment (ESA) was completed prior to proposal submission, further limited site characterization is necessary to fully assess the soil impacts identified, refine cost estimates and meet state requirements for a Site Assessment Report under Chapter 62-780 of the Florida Administrative Code. Soil samples were collected using Incremental Sampling Methodology and groundwater samples were collected using direct push technology. These are screening methods, so additional testing is prudent for the reasons described above. It is anticipated that additional soil sampling will be necessary in the proposed planting areas to refine the need for the installation of engineering controls in each of those specific areas and to define the extent of impacts. The draft ABCA was based on the installation of engineering controls over one quarter of the site. Therefore, the environmental consultant will collaborate with UGCEDC to ensure that soil sampling is conducted in the most current proposed location of planting at depth intervals of zero to two feet. Soil samples will be analyzed by a state certified laboratory for the presence of polynuclear aromatic hydrocarbons using EPA Test Method 8270 or equivalent. The City will also direct the environmental consultant to install and sample up to two groundwater monitoring wells. Groundwater samples will be analyzed for the presence of phenols to confirm the results of the Phase II ESA. The results will be documented in a Site Assessment Report to be submitted to FDEP and EPA. 2.3.1.1 Quality Assurance Project Plan

The purpose of the Quality Assurance Project Plan (QAPP) is to outline procedures to ensure that the appropriate levels of data quality are obtained during field sampling, testing, and analytical activities. The City, in conjunction with DES staff, will direct the environmental consultant to develop a Site Specific QAPP that will be consistent with EPA Region 4’s Interim Generic & Site Specific Quality Assurance Project Plan Guidance for Brownfield Site Assessments and/or Cleanups or updated QAPP checklist provided by the


EPA Project Officer and FDEP Standard Operating Procedures. The Site Specific QAPP will be submitted to FDEP and the EPA for review and approval prior to the initiation of soil or groundwater sampling. In the event that modifications are required to the Site Specific QAPP after approval, the City will submit QAPP addenda for review and approval.

2.3.1.2 Health & Safety Plans

A site-specific and Safety Plan (HASP) consistent with the Occupational Safety and Health Administration requirements will be prepared by the environmental consultant. While the HASP will be submitted to EPA and FDEP for their files, we will not request their approval. 2.3.2 Cleanup Planning

This task includes finalizing the draft ABCA and completion of a Remedial Action Plan (RAP) or Source Removal Proposal (SRP) in compliance with the Florida Contaminated Site Cleanup rule and to document compliance with the FDEP site-specific cleanup target levels for a residential scenario. The goal is for the RAP/SRP and final ABCA to meet both EPA and FDEP requirements. The ABCA and the RAP/SRP will include the following elements:

• Information about the site and contamination issues (i.e. exposure pathways,

identification of contaminants, contaminant levels and contaminant sources, source volume or other estimates as needed to compare relative costs between remedies);

• Identification of the contaminants of concern; • A summary of cleanup/protectiveness standards, applicable laws and

regulations; • A description of the alternatives considered; • Assessment of the effectiveness, implementability, and magnitude of cost of

each alternative; • Discussion of whether/how each alternative would achieve cleanup

standards, would comply with applicable laws and regulations, and the resilience of each alternative considering reasonably foreseeable changing climate conditions (e.g., sea level rise, increased frequency and intensity of flooding and/or extreme weather events, etc.);

• A comparative analysis of the alternatives, including no action; • A consideration of each alternative’s ability to reduce greenhouse gas

discharges, reduce energy use or employ alternative energy sources, reduce volume of wastewater generated/disposed, reduce volume of materials taken to landfills, or recycle and reuse materials generated during the cleanup process to the maximum extent practicable; and

• The selected or proposed alternative.


The RAP/SRP will include calculations on the overall extent of proposed surface soil excavation and backfill. This task will also include coordination with the FDEP for approval of the RAP/SRP. A Soil Management Plan (SMP) will be included with the RAP/SRP for submittal to FDEP and EPA for review and comment under this task. The SMP will provide guidance and protocols for handling of contaminated soil during implementation of remedial activities to minimize exposure of workers and residents to contaminants. Approval of the RAP is anticipated to occur by June 30, 2017.

2.3.3 Implementation of Cleanup Activities

Remedial activities include the excavation, transportation and disposal of contaminated soil, installation of reinforced, colored fabric and transportation and backfill of clean soil suitable for growing vegetables (i.e., soils with organic material amended with materials that aid in retaining water for root hydration). To ensure protection of all nearby populations, the remedial planning will include development of perimeter controls and air monitoring stations to be in place during movement of contaminated soils. Site access will be strictly controlled and wet methods will be used to control fugitive dust emissions. The source removal should be completed by August 30, 2017.

2.3.1.1 Federal Cross-Cutting Requirements

The City will comply with Federal cross-cutting requirements including OSHA Worker Health & Safety Standard 29 CFR 1910.120; National Historic Preservation Act; Endangered Species Act; and Permits required by Section 404 of the Clean Water Act; Executive Order 11246, Equal Employment Opportunity, and implementing regulations at 41 CFR 60-4; Contract Work Hours and Safety Standards Act, as amended (40 USC § 327-333) the Anti-Kickback Act (40 USC § 276c) and Section 504 of the Rehabilitation Act of 1973 as implemented by Executive Orders 11914 and 11250. 2.3.1.2 Other Applicable Federal and State Laws

This project will comply with all applicable federal and state laws, including the Davis-Bacon Act which requires payment of the prevailing wage rate for construction projects, including cleanup activities. 2.3.1.3 Greener Cleanups

The selected cleanup will incorporate many elements that could be considered to be a “greener cleanup. Some of these elements are discussed below:

• No long term equipment use or products will be required for cleanup. Once construction is complete, there will be no on-going activities that require energy or product consumption.

• The cleanup activities will be focused in the area of gardening and the root zone, and an engineering control to reduce root growth will be incorporated. The implementation of excavation and installation of an engineering control will reduce


the amount of soil remediation that will be required. The use of a waste to energy incinerator will be explored for the disposition of the contaminated soil as an alternative to landfilling. It is not known at this time if this is a viable option, but the environmental consultant will be directed to review the feasibility and cost associated with this option. 2.3.4 Completion of Cleanup Activities

Upon completion of the remedial actions, a remedial action implementation report and no further action proposal will be submitted to EPA and FDEP for approval. This report will document the remedial activities including the volume and location of materials removed, disposal methods, documentation of proper disposal, engineering control details and locations and a request for no further action with controls. The report will be prepared to meet the requirements of Chapter 62-780 of the Florida Administrative Code. The City will primarily responsible for ensuring Task 3 will be completed but the environment consultant and the DES staff will play pivotal roles including coordination of all tasks, including Davis-Bacon activities.


3.0 SCHEDULE The following is the proposed schedule for grant activities. Modifications will be made as necessary.

Time and Actions from Notice of Selection

Pr

e-A

war

d

0 month Notice of Selection: May 2016

0-3 months City completes required grant award documents and submits to EPA EPA works with City to finalize draft work plan (by July 2016)

2-4 months City may conduct pre-award activities such as drafting the Community Engagement Plan

3-4 months EPA executes grant award

Yea

r 1

Time and Actions from Award/Project Start 0 months Grant award 0-3 months RFP for contractor procurement is finalized

ACRES Training 1-4 months Consultant contract executed and contractor on-board

Kick-off meeting held with Contractor, EPA, State and others on the Project Team Complete Community Engagement Plan Plan First Public Meeting ACRES Entry

4 months Quarterly Report 1 is due 30 days after 1st quarter ends Reimbursement Request Submitted

4 – 8 months Develop QAPP and submit to EPA/State for approval Conduct Site Characterization Host Public Meeting

7 – 8 months Finalize ABCA Provide Public with Opportunity to Review ABCA

7 months Quarterly Report 2 is due 30 days after 2nd quarter ends Reimbursement Request Submitted

10 months Quarterly Report 3 is due 30 days after 3rd quarter ends Reimbursement Request Submitted.

8-12 months Initiate Cleanup 12 months Submit Federal Financial Report (SF425)

Y

ear

2

13 months Quarterly Report 4 is due 30 days after 4th quarter ends Reimbursement Request Submitted Disadvantaged Business Enterprise (DBE) due with this quarterly report

16 months Quarterly Report 5 is due 30 days after 5th quarter ends Reimbursement Request Submitted

18 months Half of 3 year grant is complete. Check-in with EPA/State for any modifications to work plan budget or scope of work. Make sure accomplishments to date are in ACRES. 35% of funds should be expended by this time.

19 months Quarterly Report 6 is due 30 days after 6th quarter ends Reimbursement Request Submitted DBE due with this quarterly report



Time and Actions from Notice of Selection

Ongoing

Participate in regularly scheduled planning/status calls with Project Team Conduct and build on Community Engagement activities Identify financial commitments, developers, etc. Continue to leverage dollars

Y

ear

3 an

d cl

oseo

ut

25 months Quarterly Report 8 is due 30 days after 8th quarter ends Reimbursement Request Submitted. DBE due


30 months 6 months remain on the grant; Start winding down activities in preparation for grant

31 months Quarterly Report 10 is due 30 days after 10th quarter ends Reimbursement Request Submitted.


Prior to close- out

Make sure all work has been entered in ACRES; Prepare and Submit final Cleanup Report. Enter cleanup completion in ACRES if an NFA letter or equivalent has been

35 month Reconcile accounts; collect remaining invoices for submission; gather deliverables for

36 months Grant project/budget period closes; no further costs can be incurred after final date 37 months Quarterly Report 12 is due 30 days after 12th quarter ends; May serve as Final

Close-out Report if all project documentation is complete and ready. If so, then it is due 90 days after project period ends.

37 – 39 months

Submit final request for reimbursement with Final FFR (Standard Form 425) All Close-out documentation and final deliverables due within 90 days project end

• Quarterly reports are due 30 days after the end of each quarter: Jan 30, April 30,

July 30 and Oct 30. • ACRES data should be entered with each project phase and after significant work

completion. • Draw down expended funds at least quarterly or more frequently as expenditures

warrant

ATTACHMENT 1

Henrietta Bridge Farm Project Attachment 1 Cleanup Work Plan Page 1 June 30, 2016

Attachment 1 Example Quarterly

Report Template

City of West Palm Beach Cooperative Agreement Number: Date Quarterly Report Submitted: Quarterly Report Number: Task 1: Project Management and Reporting

Subtask / Activity

Deliverable/ Outputs / Milestone

Target Datea

Lead Party

A. Assemble internal team, including technical, financial, managerial. Establish project schedule.

B. Prepare bid documents for procuring contractor support.

C. Select contractor.

D. Kick-off meeting held.

E. Grant Project Reporting

a. Quarterly Progress Reports to EPA & State b. Final Grant Reporting

F. Attend New Grantee Workshop G. Attend Local, State and National Brownfields Conferences

Team established, agreement written. Schedule developed. Bid package complete. Contractor selected

Kick-off meeting complete

Quarterly Progress Reports (10 days after end of qtr.) Final Report (90 days after grant)

Qtr. 1

Qtr. 1

Qtr. 2

Qtr. 2

PM, team

City Engineer

PM

Team

PM

PM, team

PM

Cost Estimates for Task 1:

Actual Accomplishments and Progress Reporting for (fill in the blank) Reporting Period: Use this area to provide a description of the progress made during the reporting period for this task. Be detailed and descriptive.


Task 2: Community Involvement/Engagement

Subtask / Activity


Target Date

Lead Party

A. Setup Information Repository for Public Information

B. Community Engagement Plan Developed

C. Media, Electronic & Social Networking Systems Updated

Files made publicly available. Assessment complete, part of Plan. Plan complete.

Qtr. 1

Qtr. 1

Qtr. 1

PM, team

Team

Contractor

D. Meetings to describe project/schedule and/or updates Kick-off meeting Update after final Phase II ESA Draft and Final ABCA Mobilization

Radio, TV, flyers newspaper, etc.

Meetings conducted.

Every Qtr.

Qtrs.: 2, 4, 8, 10

Team

PM, Team

Cost Estimates for Task 2: (include cost estimates here)

Actual Accomplishments and Progress Reporting for (fill in the blank) period: Use this area to provide a description of the progress made during the reporting period for this task. Be detailed and descriptive.

Task 3A: Additional Site Characterization

Subtask / Activity


Target Date

Lead Party

A. Site Specific Health and Safety Plan B. Site Specific Quality Assurance Project Plan. C. Site Assessment Report



Task 3B: Cleanup Planning

Subtask / Activity


Target Date

Lead Party

A. Finalize ABCA B. Remedial Action Plan/Source Removal Plan




Task 3C: Cleanup Implementation

Subtask / Activity


Target Date

Lead Party

A. Mobilization B. Conduct Cleanup C. Source Removal Report/No Further Action Proposal



Quarterly Expenditure Reporting

Budget Categories

Costs Incurred This Quarter

Task 1 Task 2 Task 3A Task 3B Task 3C Project

Management and Reporting

Community Involvement/Engagement

Additional Site Characterization

Cleanup Planning

Cleanup Implement.

Total Spent this Quarter

Remaining Budget

Personnel Fringe Benefits Travel Equipment Supplies Contractual Other (describe in Report)

Total Federal Funding

Cost Share Total

BROWNFIELDS CLEANUP COOPERATIVE AGREEMENT WORK …...WEST PALM BEACH, FLORIDA. June 30, 2016...

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