1
NEFCO
NORTHEAST OHIO FOUR COUNTY REGIONAL PLANNING & DEVELOPMENT ORGANIZATION 180 East South Street, Akron, Ohio 44311-2035 (330) 252-0337 • Fax (330) 252-0664 Craig Stanley, Chairman Joseph Hadley, Jr., Executive Director
U.S. Environmental Protection Agency Work Plan for
2012 Brownfields Coalition Assessment Grant
Summit County Brownfields Coalition
Hazardous Substances and Petroleum Substances
July 2012
Grant Recipient: Northeast Ohio Four County Regional
Planning and Development Organization (NEFCO)
180 E. South Street
Akron, Ohio 44311
Project Contact: Sylvia Chinn-Levy
Program Manager for Economic Development Planning
NEFCO
e-mail: [email protected]
Phone: 330.252.0337
Fax: 330.252.0664
Project Period: October 1, 2012 to September 30, 2015
This project supports Environmental Results Goal 3: Clean up communities, advance sustainable
development, and protect disproportionately impacted low-income, minority, and tribal
communities. Prevent releases of harmful substances, and clean up and restore contaminated
areas. Objective 3.1: Promote Sustainable and Livable Communities. The grant recipient will
inventory, characterize, assess, and conduct planning and community involvement activities to
encourage revitalization and reuse of brownfield sites. The project period is three years.
CFDA: 66.818
CERCLA Authority: 104(k)(2)&(3)
DCN: STX
Budget: FY2012
Appropriation: E4
Budget Org: 05F0AG7
Object Class: 4114
Program Results Code (PRC): Hazardous Sub 301D79E(Action Code: NY);
Petroleum 301D79EBP (Action Code OP)
Exhibit A
2
Introduction and Project Overview
The United States Environmental Protection Agency (U.S. EPA) has awarded the Summit
County Brownfields Coalition a $600,000 Coalition Assessment Grant. The Northeast Ohio
Four County Regional Planning and Development Organization (NEFCO) will be the lead
agency for this grant. Other Coalition members are the Summit County Mayors Association and
the Development Finance Authority of Summit County. The Coalition anticipates using a
significant portion of the grant on environmental assessment of vacant, abandoned and
unproductive properties in Summit County.
Goals/Objectives
The primary goal of this project is the return of underutilized brownfield sites to productive use.
Using U.S. EPA funds, the Coalition will assist in increasing the inventory of developable sites
for local governments that have recently seen an erosion of their tax bases. In the process,
brownfields redevelopment will promote healthy communities by reducing environmental
contamination and risks to human health and the environment.
The Summit County Brownfields Coalition anticipates the completion of a comprehensive
brownfields inventory, up to 15 Phase I Environmental Site Assessments (ESAs), up to 7
Limited Phase II ESAs, and up to 3 Remedial Action Plans/Risk Assessments, and associated
public outreach.
Phase I ESAs will be done in accordance with the U.S. EPA’s All Appropriate Inquiry Rule.
The Coalition anticipates using qualified environmental consultants (Certified Professionals)
under Ohio’s Voluntary Action Program (VAP) and hired through a formal Request for
Qualifications/Proposal. Underground storage tank removals and Tier I and II Evaluations will
be done in accordance with Ohio’s Bureau of Underground Storage Regulations protocols.
Because this request is for a community-wide assessment and targeted brownfield sites have not
yet been identified, the Coalition will form an advisory board which will oversee a process to
identify and prioritize eligible properties for the program. Members of this committee will be
recommended by NEFCO, the Summit County Mayors Association, and the Development
Finance Authority. Scoring criteria will be developed to assist in the prioritization of brownfield
projects. Projects will be scored on a variety of factors, including benefits to the community and
economic development potential, risk to human and environmental health, and financial
leveraging.
Upon identification of recommended sites, the Coalition will submit eligibility requests to the
U.S. EPA Region 5 Brownfield Project Manager.
3
Management and Coordination
The Northeast Ohio Four County Regional Planning and Development Organization (NEFCO)
will coordinate this U.S. EPA Assessment Grant on behalf of the Summit County Brownfields
Coalition. NEFCO will work closely with Coalition members to implement this brownfields
program. NEFCO will serve as the grant administrator and fiscal agent. The Summit County
Mayors Association will be involved in the community outreach. The Development Finance
Authority of Summit County will assist with developing financing recommendations for clean-
up and will lend its expertise in financing brownfield clean-up.
A Memorandum of Agreement (MOA) is currently being drafted between Coalition members,
and will be submitted to the U.S. EPA when it is finalized and signed, prior to expenditure of
grant funds. The MOA will describe the roles and responsibilities of Coalition members.
Sylvia Chinn-Levy, NEFCO’s Program Manager for Economic Development Planning, will be
the lead program administration manager for this assessment grant. Ms. Chinn-Levy, along with
NEFCO’s Executive Director, Joseph Hadley, will work closely with Coalition members and an
Advisory Committee to maintain the program and tasks. NEFCO’s General Policy Board will
approve all decisions.
As part of managing the grant, NEFCO will submit quarterly reports per the terms and conditions
of the Cooperative Agreement. NEFCO will also provide an Annual Report at the end of each
federal fiscal year and quarterly Financial Status Reports to the U.S. EPA Project Officer.
In addition to the required U.S. EPA reports, NEFCO will compile pertinent data regarding the
assessment program, such as the use of funds, number of applicants, type of assessment projects
and contamination at sites, and the number of acres assessed and redeveloped.
The following section outlines the management of this assessment grant and the separate tasks
involved.
Work Plan
Task 1: Structure, Outreach and Demonstration Project
Task 1 consists of refining and formalizing the structure that will advise the Coalition. An
Advisory Committee will be formed by Coalition members, and meetings to determine specific
outcomes and roles will begin. Staff will work to develop materials for community/public
presentations about the program. NEFCO’s General Policy Board will consider all
recommendations made by the Advisory Committee. Community outreach efforts will consist of
contracting with the Summit County Mayors Association’s Executive Director, Louis Berroteran.
Through these efforts, we will begin to inform the public about the Coalition’s goals and
opportunities for participation in the program. Partners will decide whether a single
demonstration project to provide communities with a model for participation is possible. If so,
4
work will commence on this project, which will be ongoing throughout the early tasks of this
grant.
Task 1: Structure and Notification: $25,297 (see budget for details)
Activities Deliverables To be completed by
Negotiate Memorandum of
Agreement (MOA) between
Coalition members
Fully executed MOA
document approved by
U.S. EPA
October 1, 2012
Form advisory committee with
input from Coalition members
Advisory Committee October 1, 2012
Hold advisory committee meeting
to familiarize members with
brownfield program plans
Meeting October 15, 2012
Use advisory board and General
Policy Board to determine possible
demonstration project
Selection of site to serve
as example project for
Summit County
communities
November 21, 2012
Public Meetings Presentation materials,
posters and brochures
As Needed
Task 2: Site Inventory & Consultant
Task 2 will develop a brownfields inventory for Summit County. Pertinent information will be
collected on each site so as to facilitate future assessment and clean-up efforts. NEFCO staff,
including an employee who is a Geographic Information Systems specialist, will lead this effort.
Task 2 will also include the hiring of an environmental consultant(s). Consultant(s) will be
selected via a competitive bidding process as required in the Terms and Conditions of our
cooperative agreement (not yet received) with the U.S. EPA.
5
Task 2: Site Inventory & Consultant: $30,265 (see budget for details)
Activities Deliverables To be completed by
Prepare draft RFQ for
environmental consultants
Final RFQ provided to US
EPA
October 15, 2012
Advertise RFQ (Public Notice and
Send To Interested Parties)
Published RFQ October 15, 2012
Review and evaluate submissions,
select consultant
Qualified consultant(s)
selected and forwarded to
US EPA
October 31, 2012
Contract with Consultant Contract document To Be Determined
Develop and review criteria for
prioritizing assessment sites
Approved criteria October 31, 2012
Receive requests from communities
for inclusion in brownfields
program
Listing of interested
parties
Ongoing
Compile a list of county
brownfields and their
characteristics, conditions
Brownfields sites list Ongoing
Task 3: QAPP, Demonstration Project, & Site Assessments
The Coalition will work with its consultant to prepare one Quality Assurance Project Plan
(QAPP) for both the hazardous substances and petroleum grants. Subject to the U.S. EPA’s
eligibility determination and approval, the Summit County Brownfields Coalition will fund
Phase I and Phase II Environmental Site Assessments (ESAs) at sites suspected or known to be
contaminated with hazardous substances and/or petroleum products. The U.S. EPA will be
provided with the necessary Sampling and Analysis Plans and Health and Safety Plans.
A site will be selected with the assistance of the brownfields advisory committee and approved
by NEFCO’s board to serve as a demonstration project ahead of the projects prioritized by the
brownfields program.
It is estimated that, based on the prioritization of sites and site conditions, sizes and accessibility,
up to 15 Phase I Environmental Site Assessments (ESA) and up to 7 Phase II ESAs will be
prepared in compliance with the appropriate state and federal standards. These assessments may
involve activities including, but not limited to: title searches, environmental database searches, a
site reconnaissance, interviews, historical database searches, property appraisals, detailed
surveys, and increased code enforcement activities.
6
Task 3: QAPP, Demonstration Project, & Site Assessments: $474,810 (see budget for
details)
Activities Deliverables To be completed by
Hold pre-QAPP meeting between
consultant and U.S. EPA
Meeting minutes Within two weeks of bid
award
Submit Draft QAPP and prepare
draft Health and Safety Plan
Draft QAPP and Health
and Safety Plans
forwarded to U.S. EPA
30 days from Pre-QAPP
meeting
Final QAPP and Health and Safety
Plans
Plans submitted to U.S.
EPA
15 days after comments
received from EPA
Work with Advisory Committee to
development time line for
demonstration project
Time line for completion December 1, 2012
Accept applications from entities
requesting inclusion in program
Applications from
interested parties
Beginning October 1,
2012 or afterward
Review applications Issue Deficiency Letters,
Score Application,
Prepare Project Summary
Ongoing
Determine eligibility Eligibility Determination
Request
Ongoing
Advisory Committee meetings Review project score and
determine whether to fund
Ongoing
Issue Access Agreement to property
owner
Access Agreement Within 30 days of project
approval
Conduct Phase I ESAs Report Within 4-6 weeks of
approval of contract with
private consultant
Submit Sampling and Analysis Plan Sampling and Analysis
Plan to U.S. EPA for
review and approval
Within 2 weeks of
approval of contract with
private consultant
Conduct Phase II ESAs Report Within 4-6 weeks of SAP
approval
Task 3: Environmental Assessments
Activities Deliverables To be completed by
Phase I & II Hazardous Substance
Contractual Activities
Documentation of
activities performed on
targeted sites
Ongoing; completed
prior to 9/30/2015
Phase I & II Petroleum
Investigations
Documentation of
activities performed on
targeted sites
Ongoing; completed
prior to 9/30/2015
7
Task 4: Remedial Planning and Design
Task 4 includes the completion of up to three Remedial Action Plans and/or Risk Assessment
Reports to plan for remediation on targeted hazardous substance and petroleum properties.
These plans may be used to leverage clean up funds.
Task 4: Remedial Planning & Design -- $51,116 (see budget detail)
Activities Deliverables To be completed by
Conduct remedial planning for sites
with completed Phase II
assessments
Submit remedial plan to
U.S. EPA for review
To Be Determined
Apply for state or federal funds to
assist with site clean-up
Grant Application Ongoing
Task 5: Staff Development
The Summit County Brownfields Coalition (NEFCO, SCMA, DFA) will build capacity by
providing staff opportunities for training, workshops, and seminars. NEFCO will document the
use of U.S. EPA funds and obtain pre-approval from our U.S. EPA Program Officer prior to
expending funds.
Task 5: Staff Development -- $18,512 (see budget detail)
Activities Amount Budgeted To be completed by
Travel for up to 3 persons
representing the NEFCO, SCMA,
DFA to attend the National
Brownfields Conferences in 2013
and 2014
Travel for up to 3 persons
representing the NEFCO, SCMA,
DFA to participate in 2013-2015
local/state brownfields conferences
Total Travel Costs
$4,266 for each
conference=$8,532
$1,550 for each
conference = $3,100
$11,632
September 30, 2015
Personnel/fringe (NEFCO staff
only) $6,080 September 30, 2015
Other Expenses – training or
seminars $800 September 30, 2015
Total Task 5 Expenses $18,512
8
Budget Detail
Task 1 -- $25,297
Personnel/fringe ($15,341): The Project Manager, NEFCO’s Executive Director and
Administrative Assistant will charge a total of 458 hours to the grant. See Appendix A for
staffing details. Fringe benefits for NEFCO staff amount to about 36%.
Travel ($200): Local travel to outreach locations and communities will be reimbursed at agency
rates, not to exceed federal reimbursement rates.
Supplies ($2800): The total anticipated cost for supplies is $2,800. Costs incurred under the
supplies line item will consist of materials needed for public meetings and announcements. This
includes only eligible programmatic activities such as the preparation of meeting materials,
providing public notice of meetings/workshops, and preparation of brochures, fact sheets, and
other printed community outreach materials. A laptop computer, necessary software and other
peripherals needed for the grant requirements will be purchased.
Contractual ($6,956): The Coalition will use an outreach specialist from coalition member
Summit County Mayors Association for its efforts to comprehensively reach all communities in
Summit County. Contractual charges for this task are budgeted in the amount of $6,956 to
notify, meet with, and travel to various communities in attempts to lay the groundwork for the
brownfields site inventory and future possible assessments. Information on communities’
brownfields needs will be collected and used for future tasks.
Task 2 -- $30,265
Personnel/fringe ($26,493): The Project Manager, NEFCO’s Executive Director, Geographic
Information Systems Specialist (NEFCO staff person), and Administrative Assistant will charge
a total of 795 hours to the grant. Fringe benefits for NEFCO staff amount to about 36%. See
Appendix A for staffing details.
Travel ($200): Local travel to outreach locations and communities will be reimbursed at agency
rates, not to exceed federal reimbursement rates.
Supplies ($600): The total anticipated cost for supplies is $600. Anticipated costs include those
associated with developing, mapping, printing and distributing the brownfields inventory. This
includes only eligible programmatic activities such as the preparation of brochures, fact sheets,
and other printed community outreach materials.
Contractual ($2,972): The Coalition will begin work with selected consultant(s) to verify that
work performed by is acceptable and follows all federal guidelines. The consultant will also
prepare for Task 3, using Coalition staff as a liaison to Summit County communities when
appropriate.
9
Task 3 – QAPP, Demonstration project, & Site Assessments, $474,810
Personnel/fringe ($6,078): The Project Manager, NEFCO’s Executive Director and
Administrative Assistant will charge a total of 181 hours to the grant. Fringe benefits amount to
about 36% for NEFCO staff. See Appendix A for staffing details.
Contractual ($468,732): The coalition will work with its consultant(s) to develop one Quality
Assurance Project Plan for both the petroleum and hazardous substances grants.
Task 4 – Remedial Planning & Design, $51,116
Personnel/fringe ($5,984): The Project Manager, NEFCO’s Executive Director and
Administrative Assistant will charge a total of 178 hours to the grant. Fringe benefits amount to
about 36% for NEFCO staff. See Appendix A for staffing details.
Supplies ($100): The total anticipated cost for supplies is $100. Anticipated costs include
continued public notification of activities and mailing, printing costs associated with this task.
Contractual ($45,032): The coalition will work with its consultant(s) to develop Remedial
Actions plans for targeted sites.
Task 5 – Staff Development, $18,512
Personnel/fringe ($6,080): The Project Manager, NEFCO’s Executive Director and
Administrative Assistant will charge a total of 181 hours to the grant. Fringe benefits amount to
about 36% for NEFCO staff. See Appendix A for staffing details.
Other ($800): Funds will be budgeted for seminars and workshops for brownfields
education/training.
Travel ($11,632): Funds will be used to build institutional capacity through the participation of
coalition staff in conferences. A total of $11,632 ($8,375 from hazardous substances and $3,257
from petroleum funds) has been allocated for travel to the following brownfield-related
conferences:
10
Ohio Brownfields Conference – Two years, three attendees (NEFCO, SCMA, DFA) each year
2013 2014 or
2015
Food (2 days) $300 $300
Registration $300 $300
Hotel (1 night) $500 $500
Ground transportation $450 $450
Total Cost $1,550 $1,550
Grant Total $3,100
National Brownfields Conference – Two years, three attendees (NEFCO, SCMA, DFA) each
year
2013 2014 or 2015
Food (4 days) $600 $600
Registration $600 $600
Hotel (3 nights) $1,800 $1,800
Airfare/Ground transportation $1,266 $1,266
Total Cost $4,266 $4,266
Grant Total $8,532
Task 1:
Structure
and
Notification
Task 2: Site
Inventory &
Consultant
Task 3: QAPP,
Demonstration
Project, & Site
Assessments
Task 4:
Remedial
Planning/
Design
Task 5: Staff
Development
Total
Personnel 7,507$ 12,920$ 2,947$ 2,878$ 2,948$ 29,200$
Fringe 2,703$ 4,651$ 1,061$ 1,036$ 1,061$ 10,512$
Travel 100$ 100$ 8,375$ 8,575$
Equipment -$
Supplies 2,100$ 500$ 100$ 2,700$
Contractual 4,976$ 2,012$ 311,500$ 30,000$ 348,488$
Other 525$ 525$
Subtotal 17,386$ 20,183$ 315,508$ 34,014$ 12,909$ 400,000$
Personnel 3,773 6,560 1,522 1,522 1,523 14,900
Fringe 1,358 2,362 548 548 548 5,364
Travel 100 100 3,257 3,457
Equipment -
Supplies 700 100 800
Contractual 1,980 960 157,232 15,032 175,204
Other 275 275
Subtotal 7,911 10,082 159,302 17,102 5,603 200,000
Grant Total 25,297 30,265 474,810 51,116 18,512 600,000
Hazardous Substances Assessment Budget
Petroleum Assessment Budget
Appendix A Summit County Brownfields Coalition Grant Staff Details
Salary
No. of
Hrs. Task 1
No. of
Hrs. Task 2
No. of
Hrs. Task 3
No. of
Hrs. Task 4
No. of
Hrs. Task 5
Haz. Sub. Project Mgr. 276 6,460$ 461 10,800$ 107 2,500$ 104 2,430$ 107 2,500$
Executive Dir. 25 983$ 43 1,667$ 11 412$ 11 413$ 11 413$
Admin. Asst. 4 63$ 7 103$ 2 35$ 2 35$ 2 35$
GIS 17 350$
Total 305 7,507$ 527 12,920$ 120 2,947$ 117 2,878$ 120 2,948$
PetroleumProject Mgr. 139 3,250$ 235 5,500$ 55 1,300$ 55 1,300$ 55 1,300$
Executive Dir. 13 492$ 21 833$ 5 207$ 5 207$ 5 207$
Admin. Asst. 2 32$ 3 52$ 1 15$ 1 15$ 1 15$
GIS 8 175$
Total 153 3,774$ 268 6,560$ 62 1,522$ 62 1,522$ 62 1,522$
Fringe
Haz. Sub. Project Mgr. 2,326$ 3,888$ 900$ 875$ 900$
Executive Dir. 354$ 600$ 148$ 149$ 149$
Admin. Asst. 23$ 37$ 13$ 13$ 13$
GIS 126$
Total 2,702$ 4,651$ 1,061$ 1,036$ 1,061$
PetroleumProject Mgr. 1,170$ 1,980$ 468$ 468$ 468$
Executive Dir. 177$ 300$ 75$ 75$ 75$
Admin. Asst. 12$ 19$ 5$ 5$ 5$
GIS 63$
Total 1,359$ 2,362$ 548$ 548$ 548$
GRAND TOTAL* 458 15,342$ 795 26,493$ 182 6,078$ 179 5,984$ 182 6,079$