HomeMy WebLinkAbout08/05/2008 19 Stormwater Project Legislation; Stormwater Management Implementaion Grant; Budget AppropriationBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of: July 15, 2008
ITEM TITLE: Presentation and Consideration of legislation regarding a Stormwater Project:
A. A Resolution authorizing the City Manager to execute a Stormwater Management
Implementation Grant with the Washington State Department of Ecology for
mapping and inventorying existing stormwater infrastructure.
B. An Ordinance amending the 2008 budget and making an Appropriation in the 441 -
Stormwater Operating Fund
SUBMITTED BY: Doug Mayo, Randy Meloy, and Shelley Willson
CONTACT PERSONITELEPHONE: Randy Meloy, P. E., Surface Water Engineer 576 -6606
SUMMARY EXPLANATION:
In October 2007, the Stormwater Utility applied for a grant from the Department of Ecology's
FY2008 Stormwater Management Implementation Grant Program in the amount of $372,000 that
will reimburse the City for up to 75% of 1/3 of the cost of crews that map, inventory, assess, and
clean our existing stormwater infrastructure. These tasks are mandated under our NPDES Permit.
Ecology has informed the City the grant application has been approved. Negotiations are currently
underway between Ecology and the Stormwater Utility on the final Grant Agreement document. The
final document will be substantially similar to the enclosed. ,
This grant has a 25% match requirement. The Stormwater Utility will cover $124,000 while Ecology will
provide the remaining $372,000. The scope of work outlined must be completed before 2012. We
anticipate reimbursement amounts of $75,000 in 2008; $120,000 in 2009 and 2010, with the remainder
in 2011. The attached appropriation ordinance includes both the grant revenue and additional
expenses of $75,000 for previously unbudgeted work estimated to be completed in 2008.
Resolution X Ordinances X Other (Specify) _Grant Document
Contract Mail to (name and address): Department of
Ecology Phone:
Funding Source: Revenue shall be credited to Stormwater Utility Fund 441
APPROVED FOR SUBMITTAL: c��4 -City Manage
STAFF RECOMMENDATION:
A. Adopt the resolution.
B. Read the attached ordinance by title only at the July 15, 2008 meeting. Pass ordinance after
second reading at the August 5, 2008 Council meeting.
BOARD /COMMISSION RECOMMENDATION:
COUNCIL ACTION:
• ORDINANCE NO. 2008 -
AN ORDINANCE amending the 2008 budget for the City of Yakima; and
making appropriations of $75,000 within the 441 - Stormwater
Operating Fund for expenditure during 2008 to provide for
mapping and inventorying existing stormwater infrastructure.
WHEREAS, the City of Yakima has been awarded a Stormwater Management
Implementation Grant with the Washington State Department of Ecology that will
reimburse the City approximately $75,000 of 2008 start-up costs, and
WHEREAS, the amount of $75,000 must be appropriated within the 441 —
Stormwater Operating Fund for expenditure during 2008 to provide for mapping and
inventorying existing stormwater infrastructure, and
WHEREAS, at the time of the adoption of the 2008 budget it could not
reasonably have been foreseen that the appropriation provided for by this ordinance
would be required; and the City.Council declares that an emergency exists of the type
contemplated by RCW 35.33.091 and that it is in the best interests of the City to make
the appropriation herein provided, now, therefore,
BE IT ORDAINED BY THE CITY OF YAKIMA:
. Section 1. Appropriations are hereby made, for expenditure during 2008, from
Unappropriated Fund Balances in the 441- Stormwater Operating Fund to the various
accounts and in the various amounts, to provide for mapping and inventorying existing
stormwater infrastructure, all as specified in Schedule 1 attached hereto and
incorporated herein.
Section 2. This ordinance is one making an appropriation and shall take effect
immediately upon its passage, approval and publication as provided by law and by the
City Charter.
PASSED BY THE CITY COUNCIL, signed and approved this 5th day of August,
2008.
DAVID EDLER, MAYOR
ATTEST:
CITY CLERK
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First Reading:_
Publication Date:
Effective Date:
rJA q gtnrmPen1nnvr-�rnntnnnr 711fV7MR
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Stormwater Operating Fund
RESOURCES:
Department of Ecology
441 -441- 213- 0000 - 33403 -1 DE $75,000
TOTAL RESOURCES $75,000
APPROPRIATIONS:
Permanent Salaries
441 -441- 213- 0000 - 53150 -111 $44,456
Social Security
441 -441- 213- 0000 - 53150 -210 3,401
PERS
441 -441 - 213- 0000 - 53150 -221
3,703
Industrial Insurance
441 -441- 213- 0000 - 53150 -231
556
Unemployment Compensation
441 -441- 213- 0000 - 53150 -270
84
Office and Operating Supplies
441 -441- 213- 0000 -53150 -311
10,000
Repairs and Maintenance
441 -441- 213 -0000- 53150 -981
7,000
Operating Equipment
441 -441- 213- 0000 -59431 -642
5,800
TOTAL APPROPRIATIONS
$75,000
erp 7/10/08 8:24 AM SchedulelStorniwaterEcology.xls app441
Fund 441
Stormwater Revenue
Page 1
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First 1/2
Second 1/2
total
Budget
Billed
806,526.60
266,261.60
1,072,788.20
1,056,000
16,788.20
75%
25%
1.6%
Received
Jan - Marl
94,725.40
April
576,930.20
May
130,818.60
June
0.00
9,314.80
total
802,474.20
9,314.80
811,789.00
76%
Page 1
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• 2008 Wastewater /Storeer. OlM Expense. 0
FUND 473
8.3%
16.7%
25.0%
33.3%
41.7%
50.0%
58.3%
66.7%
75.0%
83.3%
91.7%
100.0%
Budget
Jan -08
Feb -08
Mar -08
Apr -08
May -08
Jun -08
Jul -08
Aug -08
Sep -08
Oct -08
Nov -08
Dec -08
473 -211
$161,569
month
$127,515
$130,377
$123,285
$145,215
$157,973
$124,212
$1,938,826
totfrm bud
$127,515
$261,249
$388,827
$540,320
$703,723
$827,935
% budget
-1.8%
-3.2%
-4.9%
-5.5%
-5.4%
-7.3%
- 58.3%
- 66.7%
-75.0%
- 83.3%
- 91.7%
- 100.0%
(accum-
budget)
($34;054)
($61,889)
($95,880)
($105,955)
($104,122)
($141,478)
($1,130,982)
($1,292,551)
($1,454,120)
($1,615,689)
($1,777,257)
($1,938,826)
($27,835)
($33,990)
($10,075)
$1,833
($37,357)
473 -215
$6,239
month
$5,684
$3,093
$6,734
$5,497
$5,802
$4,834
$74,874
tot frm bud
$5,684
$10,040
$16,774
$22,271
$28,073
$32,906
% budget
-0.7%
-3.3%
-2.6%
-3.69/6
-4.2%
-6.1%
- 58.3%
- 66.7%
-75.0%
- 83.3%
-91.7%
- 100.0%
(accum -bud et)
($555)
($2,439)
($1,944)
($2,687)
($3,125)
($4,530)
($43,676)
($49,916)
($56,155)
($62,395)
($68,634)
($74,874)
($1,884)
$495
($743)
($438)
($1,406)
473 -232
$325,740
month
$335,187
$294,053
$290,587
$296,040
$290,215
$383,563
$3,908,876
tot frm bud
$335,187
$629,240
$919,568
$1,215,674
$1,505,889
$1,889,452
% budget
0.2%
-0.6%
-1.5%
-2.2%
-3.1%
-1.7%
- 58.3%
- 66.7%
- 75.0%
- 83.3%
- 91.7%
- 100.0%
(accum -bud et)
$9,448
($22,239)
($57,651)
($87,285)
($122,809)
($64,986)
($2,280,178)
($2,605,918)
($2,931,657)
($3,257,397)
($3,583,137)
($3,908,876)
($31,687)
($35,412)
($29,633)
$35,525
$57,823
473 -233
$63,140
month
$49,446
$46,791
$44,321
$46,772,
$45,663
$49,711
$757,686
tot frm bud
$49,446
$96,238
$140,557
$187,331
$232,994
$282,704
% budget
-1.8%
-4.0%
-6.4%
-8.6%.
- 10.9%
- 12.7%
- 58.3%
- 66.7%
-75.0%
-83.3%
-91.7%
- 100.0%
(accum-
budget)
($13,694)
($30,043)
($48,864)
($65,231)
($82,709)
($96,139)
($441,983)
($505,124)
($568,264)
($631,405)
($694,545)
($757,686)
($16,349)
($18,821)
($16,367)
$17,477)
($13,430)
$556,689
month
$517,833
$474,314
$464,927
$493,525
$499,653
$562,320
$0
$0
$0
$0
$0
$0
$6,680,263
to tfrm bud
$517,833
$996,767
$1,465,726
$1,965,596
$2,470,678
$3,032,998
$0
$0
$0
$0
$0
$0
% budget
- 0.58%
- 1.75%
- 3.06%
- 3.91%
4.68%
- 4.60%
- 58.33%
- 66.67%
- 75.00%
- 83.33%
- 91.67%
- 100.00%
TOTAL O &M
monthly
- 0.58%
-1.16%
-1.31%
-0.85%
- 0.77%
0.08%
- 53.74%
-8.33%
- 8.33%
- 8.33%
- 8.33%
-8.33%
(accum-
budget)
($38,856)
($116,610)
($204,340)
($261,158)
($312,764)
($307,133)
($3,896,820)
($4,453,508)
($5,010,197)
($5,566,885)
($6,123,574)
($6,680,263)
($77,755)
($87,729)
($56,819)
($51,606)
$5,631
FUND 441
441 -213
$43,923
month
$32,029
$65,264
$38,348
$38,813
$29,566
$38,347
total
$527,076
tot frm bud
$32,029
$97,293
$135,641
$174,453
$204,019
$242,366
budget
-2.3%
1.8%
0.7%
-0.2%
-3.0%
4.0%
-58.3%
- 66.7%
-75.0%
-83.3%
- 91.7%
- 100.0%
(accum- budget)
($11,894)
$9,447
$3,872
($1,239)
($15,596
($21,172)
($307,461)
($351,384)
($395,307)
($439,230)
($483,153)
($527,076)
$21,341
($5,575)
($5,111)
($14,358)
($5,576)
441 -213
$24,892
213.month
$16,513
$26,143
$29,146
$24,792
$22,214
3,582
labor
$298,706
accum
$16,513
$42,656
$71,804
$96,595
$118,809
STORMWATEF
%budget
- 2.81%
- 2.399/6
- 0.96%
- 1.00%
- 1.89%
- 2.33%
- 58.33%
- 66.67%
- 75.00%
- 83.33%
- 91.67%
- 100.00%
Direct Labor
monthly
- 2.81%
1 0.42%
1 1.42%
- 0.03%
- 0.90%
-0.44%
- 56.00%
- 8.33%
- 8.33%
- 8.33%
- 8.33%
- 8.33%
(accum-budget)
($8,379)
($7,128)
($2,873)
($2,973)
($5,651)
($6,961)
($174,245)
($199,137)
($224,029)
$248,922)
$273,814)
($298,706)
$1,251
1 $4,255
$101
$2,678
$1,310
D E P NR iMEN T 1F `C0 L0
YO ?CJ: J °J O ynpia, iVA 9S5_04-/600 f 360-4,_'7-6, X20,
Ee: c Pe! rCh h, Can Cal' -"2 i " IcC "
June 27; 2008
Randy Meloy
City of Yakima
129 North 2nd Street
Yakima, WA 98901
Re: Stormwater Management implementation Grant Proorrarn. rY2008
Ecology Agreement No. G0800598
Dear Mr. Meloy:
Enclosed are three unsigned copies of the above - referenced agreement between the Department
of Ecology and the City if Yakima for the Mapping Stormwater System project.
Please review the enclosed contract including the project scope of work and budget. If all is
acceptable, please have Richard Zais, your signatory, sign each of the three copies of the contract
before returning all three of them to me for final signature. I will return one copy of the
completed agreement for your files.
The enclosed Signature Authorization form Neill also need to be completed and returned along
with the signed grant agreements.
If you should have any questions, please call me at (360) 407 -7039
Sincerely,
Shelly Eisenbarth
Financial Manner
Water Quality Program
Enclosures
cc: Richard Zais, City of Yakima
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SIGNATURE AUTHORIZATION FORM
FOR GRANTILOAN RECIPIENTS
Department of Ecology
Water Quality Program
PO Box 47600
rM
Olympia, WA 98504-7600
T A I i Phone: (360) 407-6600
f -7151
6 FAX: (360) 407
C 0 L I G V
Name of Organization Date Submitted
Project Title Agreement Number
AUTHORIZED TO SIGN AGREEMENT AMENDMENTS
F—
Signature I Print or Type . I - Title
AUTHORIZED TO SIGN REQUEST FOR REIMBURSEMENT
Sianature I Print or Type — I Title
P:(-.Y n70-206 (Rev. 01/2006) Ecology is an equal opportunity agency.
STORMWATER MANAGEMENT IMPLEMENTATION GRANT PROGRAM
GRANT AGREEMENT
BETWEEN THE
STATE DEPARTMENT OF ECOLOGY
AND
CITY OF YAI{IMA
THIS is a binding agreement between the state of Washington Department of Ecology
(DEPARTMENT) and the City of Yakima (RECIPIENT). The purpose of this agreement is to
provide funds to the RECIPIENT, who will carry out the requirements described in this
Agreement.
PART I. GENERAL INFORMATION
Project Title:
Grant Number:
RECIPIENT Name:
Mailing Address:
Street Address:
RECIPIENT Contact:
Telephone Number:
Fax Number:
E -Mail Address:
RECIPIENT Billing Contact:
Telephone Number:
Fax Number:
E -Mail Address:
Disbursement Name:
Address:
Mapping Stormwater System
G0800598
City of Yakima
129 North 2nd Street
Yakima, WA 98901
Same as above
Randy Meloy
(509) 575 -6606
(509) 576 -6305
rmeloy @ci.yakima.wa.us
Randy Meloy
(509) 576 -6606
(509) 576 -6305
rmeloy @ci.yakima.wa.us
City of Yakima
129 N. 2nd St.
Yakima, WA 98901
RECIPIENT Federal ID Number: 91- 6001293
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Mapping Stormwater System
City of Yakima
Grant No. G0800598
DEPARTMENT Project Manager:
Address:
Telephone Number:
Fax Number:
E -Mail Address:
DEPARTMENT Financial Manager:
Mailing Address:
Telephone Number:
Fax Number:
E -Mail Address:
DEPARTMENT Funding Source:
Total Project Cost:
Total Eligible Cost:
Total [Maximum or Grant Eligible Cost]
DEPARTMENT Share:
RECIPIENT Share:
DEPARTMENT Maximum Percentage:
Terry Wittmeier
Department of Ecology
15 W Yakima Avenue, Suite 200
Yakima, WA 98902
(509) 574 -3991
(509) 575 -2809
twit461 @ecy.wa.gov
Shelly Eisenbarth
Water Quality Program
Washington State Department of Ecology
P.O. Box 47600
Olympia, WA 98504 -7600
(360) 407 -7039
(360) 407 -7151
seis461 @ecy.wa.gov
Stormwater Management Implementation
Grant Program FY2008
2007 -09 Biennial Capital Budget
$496,000
$496,000
$496,000
$372,000
$124,000
75 percent of TEC
The effective date of this Agreement is the date this Agreement is signed by the
DEPARTMENT's Water Quality Program Manager. Any work performed prior to the effective
date of this Agreement, without written Prior Authorization of the DEPARTMENT, will be at
the sole expense and risk of the RECIPIENT.
Is Prior Authorization granted by the Water Quality Program Manager? ® Yes ❑ No
If yes, Effective Date: January 31, 2008
With written Prior Authorization from the DEPARTMENT, the RECIPIENT may begin
incurring eligible project costs on or after the prior authorization effective date and until the.grant
agreement is signed. Costs incurred during the prior authorization period are at the sole risk of
the applicant. Funds cannot be released until a grant agreement is signed by the Water Quality
® Program Manager.
This agreement will expire no later than June 30, 2011
Page 2 of 9
Mapping Stormwater. System
City of Yakima
Grant No: G0800598
PART II. GOALS, OUTCOMES, AND POST PROJECT ASSESSMENT
A. Water Quality Goal(s): The overall goal of this project is focused on the protection of the
Yakima River and includes:
Stormwater activities, such as source controls, planning, mapping, education and
outreach, utility /ordinance development.
B. Water Quality Project Outcomes: The following summarize the quantitative results
anticipated from the project:
A system map will allow the RECIPIENT to have a more effective response to
and cleanup of hazardous spills. The map will show the route of flow of any spill
and allow the RECIPIENT to intercept it in a more timely manner.
The system map will show the RECIPIENT the locations of all RECIPIENT -
owned dry wells, which will be assessed to determine if they are functioning
properly. The im properly functioning dry wens will then be prioritize," for
p° � y• P p y' b y P
retrofitting. The retrofitted dry wells will deliver cleaner runoff to the ground
water.
The system map will identify outfall sites that can be used for long -term
stormwater monitoring. This satisfies S8.C.1.a of the Eastern Washington Phase II 0
Municipal Stormwater Permit.
C. Post Project Assessment. The RECIPIENT will submit a brief survey regarding the key
project results or water quality project outcomes and status of eventual environmental
results or goals three years after project completion.
The DEPARTMENT's Performance Measures Lead will make every effort to e -mail the
RECIPIENT the Post Project Assessment Survey approximately 60 days prior to the Post
Project Assessment Date. This date will generally be three years after the agreement
expires. This survey is to be completed by the RECIPIENT and sent as an
e -mail attachment to the DEPARTMENT's Project Manager and the DEPARTMENT's
Water Quality Program Performance Measures Lead.
The DEPARTMENT may conduct additional on -site interviews and inspections to gather
information for this assessment. The DEPARTMENT will provide the performance
measures data to the Legislature, Environmental Protection Agency, and other natural
resource agencies in support of continued water quality financial assistance programs.
Post Project Assessment Date: June 30, 2014.
C7
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Mapping Stormwater System
City of Yakima
Grant No. G0800598
PART III. PROJECT DESCRIPTION
The RECIPIENT currently has no map or inventory of the existing stormwater system showing
locations and numbers of catch basins, inlets, dry wells, manholes, invert elevations, and
direction of stormwater flow. In 2006 the RECIPIENT began this mapping effort; this grant will
provide the resources needed to complete the system map which is needed to help the
RECIPIENT manage the stormwater infrastructure and to plan improvements.
There are approximately 6,000 catch basins, 5,000 dry wells, and 1,000 manholes that need to be
mapped and cleaned. These 12,000 features will take a total of 15,000 crew hours to map and
clean. One -third of this total time is for mapping only, which will take 5,000 crew hours. This
equates to three years of crew work time for mapping only.
PART IV. PROJECT BUDGET
Page 4 of 9
ELEMENTS (Tasks or Objects)
TOTAL
PROJECT
COST
TOTAL
ELIGIBLE
COST (TEC)
1 - Project Management
$23,500
$23,500
2 - Map and Inventory Catch Basins, Inlets, Pipes and Dry
Wells
$472,500
$472,500
Total
$496,000
$496,000
The DEPARTMENT`s Fiscal Office will track to the Total Eligible Cost.
MATCHING REQUIREMENTS
DEPARTMENT Share: maximum 75% of TEC
$372,000
RECIPIENT Share: minimum 25% of TEC
$124;000
Page 4 of 9
Mapping Stormwater System
City of Yakima
Grant No. G0800598
PART V. SCOPE OF WORD
Task 1 - Project Administration/Management
A. The RECIPIENT will administer the project. Responsibilities will include, but not be
limited to: maintenance of project records; submittal of payment vouchers, fiscal forms,
and progress reports; compliance with applicable procurement, contracting, and interlocal
agreement requirements; attainment of all required permits, licenses, easements, or
property rights necessary for the project; and submittal of required performance items.
B. The RECIPIENT will manage the project. Efforts will include conducting, coordinating,
and scheduling project activities and assuring quality control. Every effort will be made
to maintain effective communication with the RECIPIENT's designees, the
DEPARTMENT, all affected local, state, or federal jurisdictions, and any interested
individuals or groups. The RECIPIENT will carry out this project in accordance with any
completion dates outlined in this agreement.
C. The RECIPIENT will submit the project documents as requested by the
DEPARTMENT's Project Manager or Financial Manager:
• Electronic copy of draft final report two months prior to expiration date — one copy
to the DEPARTMENT's Project Manager
• Two electronic copies and two hard copies of the final project completion reports.
Send one of each copy to the DEPARTMENT's Project Manager and Financial
Manager
D. Required Performance:
1. Effective administration and management of this grant project.
2. Maintenance of all project records.
3. Submittal of all required performance items, progress reports, financial
vouchers, and maintenance of all project records.
4. Anticipated completion date June 2011.
Task 2 — Map and Inventory Catch Basins, Inlets, Pipes, and Dry Wells
A. The RECIPIENT will map and inventory approximately 6,000 catch basins, 5,000 dry
wells, and 1,000 manholes. Mapping information will include pipe type, size, invert
elevations, pipe lengths, and direction of flow. The project area encompasses the city
limits of Yakima, Washington.
Page 5 of 9
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Mapping Stormwater System
City of Yakima
Grant No. G0800598
B. Required Performance:
1. Electronic file of system map.
2. Inventory approximately 6,000 catch basins, 5,000 dry wells, and 1,000
manholes.
3. Anticipated completion date June 2011.
PART VI. SPECIAL TERMS AND CONDITIONS
A. Commencement of Work. The DEPARTMENT reserves the right to terminate this
agreement if the RECIPIENT does not commence work on the project funded herein
within 10 months of the publication date of the FY08 Stormwater Management
Implementation Grant Final Offer and Applicant List (dated January 31, 2008). Based on
this list date, work must begin by November 30, 2008.
B. DEPARTMENT Funding Recognition. The RECIPIENT will acknowledge and inform
the public about DEPARTMENT funding participation in this project through the use of
project signs and/or acknowledgement in published materials and reports, the news
media, or other public announcements. Projects addressing site - specific locations must
utilize appropriately sized and weather - resistant signs. Sign logos are available from the
DEPARTMENT's Financial Manager upon request.
C. Indirect Rate. To acknowledge overhead costs, the RECIPIENT may charge an indirect
rate of up to 25 percent based on employee's direct salary and benefit costs incurred while
conducting project - related work. The Department's Financial Manager may require a list
of items included in the indirect rate at any time.
D. ' Interlocal Agreements. The RECIPIENT will submit one copy of all interlocal
agreements relating to the project to the DEPARTMENT's Financial Manager.
E. . Indirect Rate. The RECIPIENT may charge an indirect rate of up to 25 percent based on
employee's direct salary and benefit costs incurred while conducting project - related work.
The DEPARTMENT's Financial Manager may require a list of items included in the
indirect rate at any time.
F. Light Refreshments and Meetings. Prior approval must be given by the
DEPARTMENT for any meeting or refreshment costs incurred over $150.00.
G. Match Requirement.
Cash Match. The RECIPIENT share for this project must be entirely in the form of cash
expenditures or interlocal contributions. In -kind contributions cannot be used to satisfy
RECIPIENT grant matching requirements.
Page 6 of 9
Mapping Stormwater System
City of Yakima
Grant No. G0800598
Interlocal Match. The RECIPIENT certifies by signing this agreement that all negotiated
interlocal agreements are consistent with all of the following:
1. Terms of this grant agreement
2. The edition of "Administrative Requirements for Ecology Grants and Loans" that
is effective at the signing of this agreement.
3. Chapter 39.34 RCW Interlocal Cooperation Act
All negotiated interlocal agreements will be consistent. with the terms of this grant
Agreement, the DEPARTMENT's current edition (at the signing of this agreement) of
Administrative Requirements for Ecology Grants and Loans and Chapter 39.34 RCW
Interlocal Cooperation Act. The RECIPIENT will submit a copy of each interlocal
agreement to the DEPARTMENT's Financial Manager before credit is given for grant
tasks associated with the interlocal agreement.
H. Minority and Women's Business Participation. The RECIPIENT agrees to solicit and
recruit, to the extent possible, certified minority -owned (MBE) and women -owned
(WBE) businesses in purchases and contracts initiated after the effective date of this
agreement.
Contract awards or rejections cannot be made based on MBE or WBE participation.
M/WBE participation is encouraged, however, and the RECIPIENT and all prospective
bidders or persons submitting qualifications should take the following steps, when
possible, in any procurement initiated after the effective date of this agreement:
1. Include qualified minority and women's businesses on solicitation lists.
2. Assure that qualified minority and women's businesses are solicited whenever
they are potential sources of services or supplies.
3. Divide the total requirements, when economically feasible, into smaller tasks or
quantities, to permit maximum participation by qualified minority and women's
businesses.
4. Establish delivery schedules, where work requirements permit, which will
encourage participation of qualified minority and women's businesses.
5. Use the services and assistance of the State Office of Minority and Women's
Business Enterprises (OMWBE) and the Office of Minority Business Enterprises
of the U.S. Department of Commerce, as appropriate.
The RECIPIENT will report to the DEPARTMENT at the time of submitting each
invoice, on forms provided by the DEPARTMENT, payments made to qualified firms.
Please include the. following information:
1. Name and state OMWBE certification number (if available) of any qualified firm
receiving funds under the invoice, including any sub - and/or sub - subcontractors.
2. The total dollar amount paid to qualified firms under this invoice.
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Mapping Stormwater System
City of Yakima
Grant No. G0800598
Payment Request Submittals. The RECIPIENT must submit payment requests at least
quarterly but no more often than monthly, unless allowed by the DEPARTMENT's
Financial Manager. The DEPARTMENT'S Financial Manager may require the
RECIPIENT to submit regular payment requests to ensure efficient and timely use of
funds.
Supporting Documentation. The RECIPIENT will submit all payment request vouchers
and supportive documentation to the DEPARTMENT'S Financial Manager. Payment
request voucher submittals are based on match requirements found in the budget.
Required Forms.
AU Match Combination Cash Only Match Where Applicable
.Form A19 -1A (original signature) Form A19 -1A (original Form E (ECY 060 -12)
signature)
Form B1 (ECY 060 -3) Form B2 (ECY 060 -7) Form F (ECY 060 -13)
Form C 1 (ECY 060 -8) Form C2 (ECY 060 -9) Form H (F -21)
Form D (ECY 060 -11) Form D (ECY 060 -11) Form I (ECY 060 -15)
Tracking and Reporting Costs. The RECIPIENT will track and report on all costs
incurred on the project, regardless of the funding source. This includes costs used as
match. All eligible and ineligible project costs must be separate and identifiable.
Reimbursements. Payments will be made on a cost - reimbursable basis.
Procurement. The RECIPIENT may elect to use its own forces or may contract for
professional services necessary to perform and complete project related work. The
RECIPIENT will ensure that this project is completed according to the details of this
agreement. By signing this agreement, the RECIPIENT certifies that all applicable
requirements have been satisfied in the procurement of any professional services.
The RECIPIENT certifies by signing this agreement that all requirements of Chapter
39.80 RCW Contracts for Architectural and Engineering Services have been met in
selecting qualified architectural /engineering services. The RECIPIENT will also identify
and separate eligible and ineligible project costs in the final negotiated agreement and
will submit a copy of this agreement to the DEPARTMENT's Financial Manager.
K. Progress Reports. The RECIPIENT will submit quarterly Progress Reports to the
DEPARTMENT's Financial Manger and Project Manager. Payment requests will not be
processed without a Progress Report.
Page 8 of 9
Mapping Stormwater System
City of Yakima
Grant No. G0800598
Reporting Periods.
January 1 through March 31
April 1 through June 30
July 1 through September 30
October 1 through December 31
Reporting Due Date. Quarterly Progress Reports are due 30 days following the end of the
quarter.
Report Content. At a minimum, all Progress Reports must contain a comparison of actual
accomplishments to the objectives established for the period, the reasons for delay if
established objectives were not met and any additional pertinent information specified in
this agreement.
PART VII. ALL WRITINGS CONTAINED HEREIN
This agreement, the appended GENERAL TERMS AND CONDITIONS (Attachment 1); the
DEPARTMENT's current edition of Administrative Requirements for Ecology Grants and Loans,
the FY 2008 Stormwater Management Implementation Grant Program Guidelines, and the
applicable regional stormwater manual, referenced in Attachment 2; contain the entire
understanding between the parties, and there are no other understandings or representations other
than as set forth or incorporated by reference. No subsequent modification(s) or amendment(s)
of this agreement will be of any force or effect unless signed by authorized representatives of the
RECIPIENT and the DEPARTMENT and made a part of this agreement, EXCEPT that in
response to a request from the RECIPIENT, the DEPARTMENT may redistribute the grant
budget. The DEPARTMENT or the RECIPIENT may change their respective staff contacts
without the concurrence of either party.
IN WITNESS WHEREOF, the parties hereby execute this Grant:
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
KELLY SUSEWIND, P.E., P.G. DATE
INTERIM WATER QUALITY
PROGRAM MANAGER
APPROVED AS TO FORM ONLY
ASSISTANT ATTORNEY GENERAL
(Revised 05/27/08)
CITY OF YAKIMA
RICHARD A. ZAIS, JR. DATE
CITY MANAGER
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