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HomeMy WebLinkAboutHood Canal Coordinating Council Amendment # 3Hood Canal Coordinating Council Jefferson, Kitsap & Mason Counties; Port Gamble S'Klallam & Skokomish Tribes 17791 fjord Drive NE, suite 118, Pouisbo, WA 98370 PROFESSIONAL SERVICES CONTRACT BETWEEN THE HOOD CANAL COORDINATING COUNCIL AND MASON COUNTY PUBLIC HEALTH PROFESSIONAL SERVICES CONTRACT AGREEMENT AMENDMENT-3 This Agreement Amendment is made and entered into between Mason County Public Health, an independent consultant located at 411 North 5th Street, Shelton, WA 98584 (see Contract Exhibit B Checklist for consultant's EIN and UBI numbers), hereinafter "Consultant", and the Hood Canal Coordinating Council, with its principal office located at 17791 Fjord Drive NE, Suite 118, Poulsbo, WA 98370, hereinafter "HCCC." In consideration of the mutual benefits and covenants contained herein, the parties agree that their original Agreement (MC Contract #20-026), dated March 17, 2020; Agreement Amendment No. 1, dated September 21, 2020; and Agreement Amendment No. 2, dated November 29, 2021, for work performed under Washington Department of Health, Hood Canal Regional Pollution and Identification Correction (HCRPIC) Program Phase 4, shall be amended as follows according to Exhibit A - Independent Consultant Scope of Services,: Summary of changes (see details underlined below): Extend end date from Sep 30, 2022 to Dec 31, 2022 Task 3.2 o (c) Deliverable date changed from Sep 30, 2022, to Dec 31, 2022 o (5): Deliverable date to purchase field supplies changed from Sep 30, 2022, to Dec 31, 2022 Task 3.3: Onsite Septic System Maintenance Rebates — Increase maximum rebate amount from $350 to $500 per rebate o 3.3(c): Deliverable date changed from Sep 30, 2022, to Dec 31, 2022 Updated HCCC and Mason County contact information EXHIBIT A Independent Consultant Scope of Services Hood Canal Regional Pollution Identification and Correction Program — Phase 4 Consultant: Mason County Public Health Description of Services Mason County Public Health (MCPH) will provide services to support the implementation of the Hood Canal Regional Pollution Identification and Correction (HCRPIC) Program's Phase 4, as described below. HCCC & Mason County Public Health — Agreement Amendment 3 Page 1 This Agreement may require modification based on circumstances beyond the control of HCCC and Mason County. PIC projects rely on field work (parcel surveys and investigations) to identify OSS failures. The field work portion of this project is subject to the uncertainty of current and potential COVID-19 constraints. HCCC will monitor the Governor's COVID-19 safety restrictions and orders for implications on this Scope of Work and may need to amend or terminate this contract as directed by the Governor and State Department of Health. During the course of this project, coordinators will work closely with field partners and follow Washington state guidance to determine how and when PIC field work can be safely conducted. The Parties recognize that field work timelines will need to be extremely flexible due to potential public safety limitations and available staff resources. The following project information is excerpted from HCCC's base agreement scope of work with WA state Department of Health: Contract number: CB024134 Subrecipient Organization: Hood Canal Coordinating Council Subrecipient Contact: Haley Harguth, Watershed Program Manager, hharguth@hccc.wa.gov, 360.328.4625; Scott Brewer, Executive Director, sbrewer@hccc.wa.gov, 360.531.0575 DUNS #: 620533930 CPAR Info (Statewide Vendor #, UBI, Federal Tax ID, etc.): 0011386-00, 602-080-310, 91- 2085994 DOH Contract Manager: Megan Schell megan.schell@doh.wa.gov 360.236.3307 Federally Approved Indirect Rate: 10% (de minimis) Period of Performance: DOE —September 30, 2022 December 31, 2022 NOTE: EPA stretch goals are to spend awarded funds within 2 years Project Description: This project funds pollution identification and correction activities to protect and improve Hood Canal water quality to safeguard public and ecosystem health and keep shellfish growing areas and recreational beaches open by preventing bacterial pollution flowing into surface waters. The Hood Canal Regional Pollution Identification and Correction Program brings together local health jurisdictions and tribal partners across the Hood Canal region to coordinate water quality protection actions. This unique regional structure enables cross -jurisdictional sharing of resources and expertise to solve water quality challenges threatening Hood Canal's community and ecosystem health. Not to exceed: $329,714 Near Term Action ID: 2018-0639 OVERVIEW The Hood Canal Regional Pollution Identification and Correction Program (HCRPIC) core partners will work collaboratively to implement prioritized Pollution Identification and Correction (PIC) work throughout Hood Canal to help reduce bacterial contamination and increase harvestable shellfish acres. HCRPIC core members include Jefferson, Kitsap, and Mason Counties, the Port Gamble S'Klallam and Skokomish Tribes; other partners include the county conservation districts, Hood Canal Salmon Enhancement Group, and WSU Extension. HCCC & Mason County Public Health — Agreement Amendment 3 Page 2 There are eighteen shellfish growing areas in the Hood Canal Action Area. As of 2019, the Hood Canal Action Area had 29,766 acres of approved growing areas, 1,515 acres with conditional approval, and about 3,144 acres of prohibited or restricted growing area. Washington State Department of Health (DOH) has identified several emergency closure zones, threatened areas, and areas of concern based on marine water quality data. There are close to 30,000 onsite sewage systems (OSS) in the project area, many in close proximity to waterbodies and approximately one third of the systems are over 30 years old. PIC programs have been essential to maintain and improve water quality and will continue to be vital for the health of Hood Canal and its communities. The project will primarily address fecal pollution and associated pathogens. As fecal pollution sources are corrected, Tess nutrients and organic materials, associated with human and animal waste, will enter Hood Canal. That will result in less oxygen demand to break down algae blooms resulting from excess nutrients and the organic materials in waste. Hood Canal Regional PIC Program implementation will identify and correct pathogen sources. The resulting water quality improvements will help achieve the Puget Sound Partnership's Vital Sign recovery target to increase harvestable shellfish acreage. Phase 1 of the HCRPIC program developed a coordinated PIC monitoring plan with the goal to upgrade shellfish harvest areas and prevent future downgrades in Hood Canal priority areas. In the Phase 2 and 3 implementation phases, priority shoreline areas were determined by HCRPIC members using current water quality monitoring information to identify the most important shoreline areas to survey. The prioritization of shoreline areas will be updated annually as new data emerges. Phase 3 ended in August 2019, collectively resulting in 66 shoreline miles monitored, 380 site inspections completed, 55 OSS failures identified, with 28 OSS repairs completed and the rest in progress. The incomplete OSS repairs will continue to be tracked in Phase 4. Phase 4 builds off of previous implementation phases but with a reduced scope of work due to funding limitations. HCRPIC Program - Phase 4 components include: shoreline surveys in priority Hood Canal shoreline areas, pollution hotspot investigation and correction, updated GIS mapping of OSS in Hood Canal, outreach and education to Hood Canal OSS property owners and decision makers, OSS maintenance rebates, ambient stream water quality monitoring, and regional inter -jurisdictional coordination. The Phase 4 work plan will be developed in consultation with DOH and will include: • Remaining Phase 3 priority hotspots and work areas including Hoodsport, Union, Big Bend, Alderbrook, and Annas Bay, and • Other areas with urgent public health or emerging water quality concerns HCCC & Mason County Public Health — Agreement Amendment 3 Page 3 GOALS & MEASURABLE OBJECTIVES Description _ , , e.g., "shellfish ,-: :_ ._.. _. _ beds reopened") Units re ' $ e.g. "acres") Targets ("number") Upgrade 50 acres from prohibited to approved in Acres 50 Hoodsport area of Hood Canal 6 Reopen drainages all closed due to parcels failing due to elevated bacteria in Parcels 20 or onsite septic systems Number hotspots identified in Mason County quarterly) Unknown reported (will be Hotspots of Number inspections in Mason County Site Inspections 75 of site completed Number of OSS failures identified in Mason County OSS Failures 5 Number of OSS failures corrected in Mason County OSS Corrections 5 Area of shoreline surveys conducted in areas Miles 3 priority Number freshwater Samples 100 of ambient samples collected MASON COUNTY'S HCRPIC PHASE 4 TASKS The following are the tasks, deliverables, and deadlines associated with this subaward. Task numbering aligns with the task numbers in HCCC's base grant with DOH. TASK 3. Hood Canal Regional Pollution Identification and Correction Program Phase 4 Implementation 3.1 HCRPIC Program Coordination: This task includes: collaboration with program partners to establish shared protocols and work flows, and the Phase 4 Workplan, preparation of invoices and progress reports for project coordinators, coordination of County staff on work toward Phase 4 objectives, coordination with landowners within the project area, upkeep and quality assurance of program data, data reporting, and contributions to program deliverables, including quarterly and final reports, sustainable funding efforts, and outreach materials. Project Coordination: Coordinate implementation of HCRPIC in your jurisdiction following HCRPIC protocols described in the HCRPIC Guidance Document and the project QAPP. Monitor spending and progress toward deliverables. Submit monthly invoices and progress reports (using HCRPIC Program templates) by the 15th of the following month. Communicate any concerns to HCRPIC Coordinator that progress is not on track. Invoices will be reimbursed upon satisfactory progress and reporting on the deliverables within each payment period. HCCC & Mason County Public Health — Agreement Amendment 3 Page 4 Send invoices via e-mail to HCCC accountant, Terry Fischer (tfischer@hccc.wa.gov) - Send progress reports via email to Nate White (nwhitc@hccc.wa.gov) Heidi Huber (hhu ber@hccc.wa.gov) HCRPIC Ph. 4 Workplan: HCRPIC partners will work collaboratively to develop the HCRPIC Phase 4 Workplan, which will establish priority areas for shoreline and ambient freshwater stream monitoring and sanitary surveys, targeting areas of known pollution hotspots, or facing shellfish growing area downgrades. The Phase 4 Workplan will be informed by data from the HCRPIC Program Phase 3 results and GIS analysis, current water quality information gathered from county health jurisdictions and tribes, and monitoring data and recommendations from Washington State Department of Health technical staff. It will outline tasks to build upon supporting work conducted in Phase 3. The Phase 4 Workplan will outline any changes to HCRPIC Program procedures for data collection, PIC hotspot investigations, and reporting, including the enforcement process and timeline, and protocol for communication of public health risks. Field work activities cannot begin until the HCRPIC Phase 4 Workplan is completed. Data Collection & Reporting: Submit field work data to project coordinators every quarter using the HCRPIC Cumulative Data Report template. Data reported to the HCRPIC Program should include all PIC field work performed in Hood Canal funded by the HCRPIC Program grant, as well as other funding sources, in order to provide a comprehensive report of all Hood Canal PIC efforts across jurisdictions. Data is expected to be thoroughly reviewed by the submitter for quality assurance and quality control prior to it being submitted. Final Cumulative Data Reports will be submitted to project coordinators after field work is completed to prepare for analysis, mapping, and EPA WQX data entry. All data collected that is funded by this grant must be shared with state and federal agencies upon request. HCRPIC Guidance Group Meetings: HCRPIC partners will share information and ideas, make collaborative decisions, and help guide HCRPIC Program's direction. The Guidance Group provides oversight, guidance, shared learning, and structure for consistent procedures across the PIC program. Guidance Group meetings with project partners will be held quarterly or as needed to advance collaborative work in the PIC project area. At Guidance Group meetings, partners will: Report on Ph 4 Workplan implementation, including current progress updates, success stories, lessons learned, requests for advice and assistance, next steps, upcoming events, etc. Present hotspots for consideration of elimination following hotspot closure protocol described in HCRPIC Guidance Document. This information will be included in the HCRPIC Ph. 4 final report. - Provide updates on sustainable funding efforts. Strategic Planning/Sustainable Funding: Strategic planning efforts will be conducted to develop and implement a plan to enhance the HCRPIC Program's efforts to reduce bacterial contamination in the shellfish growing areas of Jefferson, Kitsap, and Mason Counties. HCRPIC partners will work with program coordinators to develop a strategic plan, which addresses the key elements in the Pollution Identification and Correction Program Draft Protocols Recommendations provided by the Departments of Health and Ecology. The Guidance Group will determine objectives and scope of activities, which may include hiring an outreach consultant to support the development of a sustainable funding outreach campaign, outreach products, and presentations to decision -makers on water quality protection, program successes and sustainable funding. HCRPIC partners will provide updates of sustainable funding efforts at Guidance Group meetings. HCCC & Mason County Public Health — Agreement Amendment 3 Page 5 Training/Workshops: Assist project coordinators in preparing and leading I ICIIPIC Field Training Workshop. The HCRPIC members will participate in a field training and data reporting workshop addressing HCRPIC protocols and procedures. The workshop will be held in the first quarter after contract agreements are in place. LHJ Project coordinator and at least one field staff participating in HCRPIC Program field activities must attend the training. Project partners may participate in DOH -sponsored PIC workshops and other trainings/events (subject to grant coordinator approval), as funds allow. Maximum of two events per sub -recipient, or two people may attend a single event. 3.2 Pollution Identification and Correction Fieldwork The HCRPIC Program members will identify, investigate, and work to correct all pollution sources found throughout the project period, utilizing a variety of tools, collaborative problem solving amongst the HCRPIC Guidance Group, and regulatory backstopping, as needed, in order to achieve project objectives outlined above. HCRPIC Program partners will determine Phase 4 priority work areas, including: Remaining Phase 3 priority hotspots and work areas including Hoodsport, Union, Big Bend, Alderbrook, and Annas Bay-Skokomish River valley, and Other areas with urgent public health or emerging water quality concerns MCPH will utilize this grant funding to investigate priority area shoreline drainages and conduct parcel surveys to identify sources of fecal coliform bacteria. They will provide technical assistance, work to correct identified sources, and conduct post -corrective follow-up. MCPH will provide the regulatory backstop of enforcement with the help of WA Departments of Ecology and Health as needed, depending on the facility type. Shoreline surveys for pollution hotspots: Monitor shoreline for pollution outfalls in priority areas identified in the HCRPIC Phase 4 Workplan and per HCRPIC Guidance Document protocols and approved QAPP procedures. Document areas surveyed using HCRPIC Shoreline Surveys Log (included in the Cumulative Data Report). Pollution hotspot investigation and correction: Within the priority areas identified in the HCRPIC Phase 4 Workplan, MCPH will conduct pollution source investigation and follow-up of hotspots identified in shoreline surveys and ambient stream monitoring, technical assistance, and enforcement with regulatory backstopping according to the enforcement protocol developed by the HCRPIC Guidance Group and documented in the Phase 4 Workplan. Procedures are outlined in the HCRPIC Program Guidance Document and the QAAP. Freshwater stream monitoring for pollution hotspots: Collaborate with Hood Canal Salmon Enhancement Group to support freshwater monitoring of streams identified in HCRPIC Phase 4 Workplan, per QAPP procedures. Task 3.2. activities will begin after the HCRPIC Phase 4 Workplan is finalized. HCCC & Mason County Public Health — Agreement Amendment 3 Page 6 Water Quality Information Sharing: HCRPIC and DOH have built an information sharing process to quickly and efficiently: - Prioritize HCRPIC work areas - Provide DOH with post -corrective water quality data - Respond to DOH early water quality warnings All pollution identification data funded by the grant will be regularly shared with state or federal agencies. All pollution hotspots identified by HCRPIC partners will be referred to DOH, and new pollution hotspots identified by DOH will be referred to the local health jurisdictions. Updates on progress toward pollution source identification and repairs will be regularly provided by local health jurisdiction staff, and progress toward water quality upgrades by DOH and remaining information needs will be shared at Guidance Group meetings, and as needed. Any identified agricultural pollution sources will be referred to the local Conservation District. Data Reporting: - Field work data will be entered into the HCRPIC Cumulative Data Report template and submitted to program coordinators quarterly. See further description of data collection and reporting activities in task 3.1. - Enter monitoring data into Kitsap Public Health's online cloud -based water quality database to facilitate EPA WQX data entry annually, and at end of project. - Final Cumulative Data Reports will be submitted to project coordinators after field work is completed to prepare for analysis and mapping. Purchase PIC Field Supplies: Funds from HCCC's Hood Canal Shellfish Initiative grant were awarded to Mason County to support PIC work through the purchase of needed supplies. MCPH will purchase the following PIC sampling supplies with these funds: - 2x Telescoping sampling wands - 2x refractometers - 1x weighted bottle sampler - 1x multi -parameter water quality meter 3.3 Onsite Septic System Maintenance Rebates Homeowner rebates for onsite septic system maintenance will be provided to priority parcels by local health jurisdictions. These rebates were very successful in Phases 2 and 3 to incentivize homeowners to properly operate and maintain their septic systems. In Phase 4, HCRPIC partners will offer rebate vouchers up to $3-58 $500 per OSS, to reimburse costs for OSS inspections and pumping, and small repairs. Rebate notices will be distributed to targeted residences using a consistent format across jurisdictions. The criteria for rebate recipients will be determined by the Guidance Group and approved by DOH. In past phases, criteria were set to target homeowners who had not previously received a voucher, located in priority areas, or had missing or overdue maintenance records. Data on rebate recipients and services reimbursed will be tracked and analyzed to evaluate the effectiveness of the rebate program as a behavior change tool and inform future phases. HCCC & Mason County Public Health - Agreement Amendment 3 Page 7 Deliverables Task Deliverable Description Due Date 3.1 Describe reports. Report quarterly on coordination Guidance workplan Group implementation activities meetings. in monthly progress progress at At Ongoing, Guidance monthly Group quarterly meetings 3.2 1) Describe PIC activities in monthly progress 2) At 1) Ongoing, Guidance monthly Group 2) reports Report on workplan Guidance implementation Group progress quarterly Guidance b. Complete 3) 4)Re Quarterly, Regularly, Group 10% by one and end meetings; Apr at week of 15, end field meetings 2021; prior of and work work field to at at quarterly meeting 3) Submit coordinators Cumulative Data Report to HCRPIC 1-3 4)Enter above District's will least monitoringdata address cloud the database following into KitsapPublic project objectives: Health a. At Canal Areas 3 miles of priority shoreline Phase 4 in Workplan Hood b. Collect approximately monitored 200 per water samples Complete Complete 30% 60% by by Jul Jan 15, 15, 2021; 2022 Conduct 75 c. d. e. f. surveys Report Report identified Report number number approximately of of sites failing failing dye septic priority tested systems parcel c. Sep 30, 2022 Dec 31, 2022 5) September 30, 2022 Dec 31, g. 5) corrected Number, to corrective Purchase other number agencies location, PIC actions field of for and supplies technical status septic of and/or systems sites referred 2022 3.3 OSS Maintenance Rebates a) b) c) Oct Dec Ongoing, 31, 31, 2020 2020 complete by Se-p, a) Provide input for on HCRPIC Phase IV rebate b) process Develop OSS DOH rebate review outreach and approval materials using c) HCRPIC Report progress template number reports of and rebates in final processed reporting in monthly 30, 2022 Dec 31, 2022 HCCC & Mason County Public Health — Agreement Amendment 3 Page 8 Project Budget HCRPIC Program Ph. 4 Budget Mason County — Task 3.1: Program Coordination Personnel Finance Manager $60 hour 79 $4,740 per x Clerical $50 per hour x 40 $2,000 hour EH Manager $60 per x 31 $1,860 hour EH Specialist $60 per x 190 $11,400 Personnel Subtotal $20,000 Other Costs Other (provide description) $0 Other Costs Subtotal $0 Indirect Costs 10% $2,000 Task 3.1 Subtotal $22,000 Task 3.2: PIC Fieldwork Personnel $60 per hour x 2120.62 $127,237 EH Specialist Personnel Subtotal $127,237 Other Costs Lab Analysis 200 samples @ $29 $5,800 Postage Mailings $300 Materials Paper, dye $300 packets, other supplies 2x Telescoping PIC supplies 2x 1x 1x meter refractometers weighted multi -parameter bottle sampling sampler water wands quality $6693 Other Costs Subtotal $13,093 Indirect Costs 10% $14,033 Task 3.2 Subtotal $154,363 Task 3.3: OSS Maintenance Rebates Personnel hour EH Specialist $60 per x 18.94 $1,136 Personnel Subtotal $1,136 Other Costs OSS O&M Rebates $12,500 HCCC & Mason County Public Health — Agreement Amendment 3 Page 9 Other COStS Subtotal $12,500 Indirect Costs 10% $1,364 Task 3.3 Subtotal $15,000 Subtotals Personnel Total $148,373 Lab analysis, postage, materials, PIC Other Costs Total$25,593 supplies, rebates, other Travel Total (Describe if any) $0 Indirect Costs 10% $17,396 Grand Total $191,362 Compensation: The Consultant shall be compensated under this agreement in an amount not to exceed: $$191,362. Submit monthly invoices to the Accountant by the 15th of the following month. Expenses are payable with prior authorization from HCCC project manager, and contingent upon satisfactory progress reporting toward completion of project deliverables. Consultant shall submit the final invoice, or any claims for payments not already made, no later than 30 days from the expiration or termination of the agreement. Progress Reporting: Consultant will submit progress reports each month by the 15th of the following month to accompany invoices. A progress report template will be provided. Submit progress reports to the project manager. Travel: If claiming mileage Consultant will submit a mileage Report for reimbursement with invoice. Mileage and travel costs will be reimbursed at current federal rates or allowances. Contract Duration Date: The effective date is the date the contract is signed by the Executive Director and ends September 30, 2022 December 31, 2022. Consultant Checklist: Consultant previously completed and provided requested information on Exhibit B. Contract Representatives: Scott Brewer, Executive Director Hood Canal Coordinating Council 17791 Fjord Drive, NE Suite 118 Poulsbo, WA 98370-8430 360-531-0575 sbrewer@hccc.wa.gov HCCC Project Managers: Heidi Huber, Programs Development Specialist Hood Canal Coordinating Council HCCC & Mason County Public Health — Agreement Amendment 3 Page 10 17 791 Fiord Drive, NE Suite 118 Poulsbo, WA 98370-8430 hhuber@hccc.wa.gov 360-620-3615 Haley Harguth, Watershed Program Manager Hood Canal Coordinating Council 17791 Fjord Drive, NE Suite 118 Poulsbo, WA 98370-8430 hharguth@hccc.wa.gov 360-328-4625 Nate White, Watershed Project Coordinator Hood Canal Coordinating Council 17791 Fjord Drive, NE Suite 118 Poulsbo, WA 98370 8430 nwhitc@hccc.wa.gov_ 360 900 6442 Accountant: Terry Fischer Hood Canal Coordinating Council 17791 Fjord Drive, NE Suite 118 Poulsbo, WA 98370-8430 tfischer@hccc.wa.gov 360-536-1338 Consultant Representatives): David Windom, Director Mason County Public Health 415 N. 6th Street Shelton, WA 98584 dwindom@co.mason.wa.us 360-427-9670 Project Manager: Alex Paysse, EH Manager Mason County Public Health 115 N 6th Street Shelton, WA 98584 alexp@co.mason.wa.us Ian Tracy, EH Manager Mason County Public Health HCCC & Mason County Public Health — Agreement Amendment 3 Page 11 4lSN 6mStreet Shelton, VVA9OS84 Exceptasexpressk/provdedherein'aUothertennsandoondit|onsoftheohgina|Agrecment,andany subsequentamendments, addendaormodifications thereto, remaininfull foroeand effect. This Amendment Shall become effective asofSeptember ­'-­' 'ZO22.* *Thi's agreement is made effeCtive as of the date signed byHOCC"s Executive Director and will be note6 at -the time of signature. For Hood "--Iana/[po`oinatngCound/ ' » ���c8re�e -O,~-^t�eDirec�/r ' For Mason County Public Health Mason County Comm" issioner Name.� Approved as to form: . _ Mason County Frosecut|ngAttorney Date: HCCC & Mason County Public Health — Agreement Amendment 3 Page 12