HomeMy WebLinkAboutReg 2018-09-17 Item 3D - Grant Agreement - Stormwater Quality Retrofit with Department of Ecology / Water Quality Financial Assistance Grant Program for $244,375 (with $43,125 City Match) COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
STAFF SPONSOR: HENRY HASH ORIGINAL AGENDA DATE: 09/17/18
AGENDA ITEM TITLE Surface Water Fund - Stormwater Quality Retrofit
Accept WA State Department of Ecology Water Quality Grant
CA IT.GORY El Discussion 1 Motion 0 Resolution El Ordinance 0 Bid Award 0 Public Hearing 0 Other
Mg Date Mtg Dale 09/17/18 Mtg Date Nits Date Mtg Date Mg Date Mtg Date
SPONSOR El Council 0 Mayor El HR 0 DCD 0 Finance El Fire 0 IT 0 P&R 0 Police PW
SPONSOR'S The City has been awarded a Washington State Department of Ecology's Water Quality
SUMMARY Financial Assistance grant of$244,375.00. This grant is intended to improve the quality of
stormwater discharged from City-operated stormwater facilities. There is a 15% City
match of$43,125.00 that will come from the $115,000 proposed in the project's 2019 CIP
budget. Council is being asked to accept the Department of Ecology's grant funding of
$244,375.00.
REVIEWED BY El COW Mtg. Ei CA&P Cmte 0 F&S Cmte IZI Transportation Cmte
0 Utilities Cmte El Arts Comm. 0 Parks Comm. El Planning Comm.
DATE: 09/10/18 COMMITTEE CHAIR: THOMAS MCLEOD
RECOMMENDATIONS:
SPONSOR/ADMIN. Public Works Department
COMMI ITI',1 Unanimous Approval; Forward to Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source: 412 SURFACE WATER(PAGE 89, PROPOSED 2019 CIP)
Comments:
MTG. DATE RECORD OF COUNCIL ACTION
09/17/18
MTG. DATE ATTACHMENTS
09/17/18 Informational Memorandum dated 09/07/18 (revised after 9/10/18 T.I.C.)
page 89, Proposed 2019 CIP
Draft Financial Assistance Agreement
Minutes from the Transportation &Infrastructure Committee meeting of 09/10/18
13
14
r� i Allan Ekberg, Mayor
Of Public Works Department-Henry Hash, Director
x�oa
INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Committee
FROM: Henry Hash, Public Works Director /4/1
BY: Mike Perfetti, Habitat Project Manager
CC: Mayor Ekberg
DATE: September 7, 2018 (revised after 9/10/18 T.I.C.)
SUBJECT: Surface Water Fund - Stormwater Quality Retrofit Project
Project No. 91241202
Acceptance of Department of Ecology Grant
ISSUE
Authorize the Mayor to sign a grant agreement with the State of Washington through the
Department of Ecology (DOE).
BACKGROUND
The Stormwater Quality Retrofit Program is intended to improve the quality of stormwater
discharged from City-operated stormwater facilities. Improving water quality positively affects
human health and aquatic habitat for species such as the ESA-listed Puget Sound chinook salmon.
This project will select seven candidate sites for water quality retrofits and advance up to four
prioritized projects to 90% design.
DISCUSSION
In October 2015 the City applied to DOE's Water Quality Financial Assistance (SFY 2017) grant
program in the amount of$287,500.00, including the required match. In July 2018, after a lengthy
delay in the State capital budget process, the grant was awarded to the City. The DOE grant
agreement is in draft form.
FISCAL IMPACT
The 2017-19 grant funds are currently in place and available for immediate reimbursement. here is
a 15% City match required for the DOE grant, or $43,125.00. The City match will come from
surface water utility revenue with $115,000.00 currently budgeted in 2019. There will be no impact to
the City's General Fund.
Grant DOE Award City Match Total
2017 WQFA $244,375.00 $43,125.00 $287,500.00
RECOMMENDATION
Council is being asked to authorize the Mayor to accept the Washington State Department of
Ecology's grant funding in the amount of$244,375.00 for the Stormwater Quality Retrofit Project and
consider this item on the Consent Agenda at the September 17, 2018 Regular Meeting.
Attachments: Pg.89,Proposed 2019-2024 CIP
Draft Financial Assistance Agreement
\\PWStore\PW Common$\PW Eng\PROJECTS\A-DR Projects\Storm Water Quality Retrofit(91241202)\Grants\Info Memo WQRP DOE grant accept_09112018.docx 15
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CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2019 to 2024
PROJECT: Storm Water Quality Retrofit Program Project No. 91241202
DESCRIPTION: Provide, design, and install water quality testing and improvements at selected drainage locations.
JUSTIFICATION: Most surface water is discharged directly to receiving water bodies untreated.
STATUS: Water quality was added to Interurban Ave S in 2015 and 53rd Ave S in 2018.
MAINT. IMPACT: Expected to increase maintenance.
COMMENT: Combine with other CIP projects for design and construction,where feasible.
FINANCIAL Through Estimated
(in$000's) 2017 2018 2019 2020 2021 2022 2023 2024 BEYOND TOTAL
EXPENSES
Design 1 299 20 20 20 20 20 20 420
Land (R/W) 0
Const. Mgmt. 15 15 15 15 15 15 15 105
Construction 45 80 2,000 80 80 80 80 2,445
TOTAL EXPENSES 1 0 359 115 2,035 115 115 115 115 2,970
FUND SOURCES
Awarded Grant 244 244
Proposed Grant 1,625 1,625
Mitigation Actual 0
Mitigation Expected 0
Utility Revenue 1 0 115 115 410 115 115 115 115 1,101
TOTAL SOURCES 1 0 359 115 2,035 115 115 115 115 2,970
Project Location:
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2019-2024 Capital Improvement Program 89 17
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Agreement No: WQC-2017-Tukwil-00158 Page 1 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
DEPARTMENT OF
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Agreement WQC-2017-Tukwil-00158
WATER QUALITY COMBINED FINANCIAL ASSISTANCE AGREEMENT
BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF TUKWILA
This is a binding Agreement entered into by and between the State of Washington, Department of Ecology, hereinafter
referred to as"ECOLOGY" and the City of Tukwila, hereinafter referred to as the "RECIPIENT" to carry out with the
provided funds,the activities described herein.
GENERAL INFORMATION
Project Title: Stormwater Outfall Water Quality Retrofit
Design
Total Cost: $287,500.00
Total Eligible Cost: $287,500.00
Ecology Share: $244,375.00
Recipient Share: $43,125.00
The Effective Date of this Agreement is: July 1, 2018
The Expiration Date of this Agreement is no later than: June 30, 2021
Project Type: Stormwater Facility
Project Short Description: (500 character limit, includes spaces)
This project will improve water quality in the Green-Duwamish River through the design of water quality treatment Best
Management Practices at four outfalls in the city of Tukwila.The design will focus on the removal of total suspended
solids (TSS), oil (total petroleum hydrocarbons),dissolved copper,dissolved zinc,and total phosphorus.The facilities will
also reduce flows to the Green-Duwamish River by increasing stormwater infiltration and/or providing stormwater
detention.Additional benefits of this project include (LIST).
Project Long Description: (4,000 character limit, includes spaces)
The project addresses the water quality of untreated stormwater runoff discharging into the Green-Duwamish River.The
Duwamish River is classified as a Category 5, 303(d)-listed water body due to impairments from pH,temperature,
polychlorinated biphenyls (PCBs), and other industrial pollutants.The EPA declared the river a Superfund site and
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Agreement No: WQC-2017-Tukwil-00158 Page 2 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
administers the clean-up efforts.The Green River is listed as impaired for dissolved oxygen and temperature and has a
Total Daily Maximum Load (TMDL) plan to address causes of the thermal pollution.The Green-Duwamish River is also
home to threatened Chinook salmon and bull trout, as well as other species of anadromous fish, resident trout and
other aquatic species.
The RECIPIENT has identified a number of storm drain outfalls that discharge untreated stormwater to the Green-
Duwamish River. Of these outfalls, seven have been identified as candidate water quality retrofit project areas for
feasibility and alternatives analysis.The seven selected sites are representative of a number of other untreated basins
draining to the Green-Duwamish River; therefore,the findings of this analysis can be used as a template for cost
effective design and construction of future retrofits with similar conditions and challenges in the same area.These
challenges include flat topography with low-gradient pipes; outfalls within the tidal influence zone; and highly urbanized
area with potential utility conflicts.
The RECIPIENT will evaluate the seven outfall areas and prioritize them based on land use,total area treated, anticipated
runoff pollution levels within areas treated, cost, availability of right-of-way,and utility conflicts. Based on the findings
from the feasibility and alternatives analysis of the seven outfalls,the RECIPIENT will complete 90-percent designs for a
minimum of four outfall sites.
Overall Goal: (1,000 character limit, includes spaces)
This project will help protect and restore water quality in Washington by reducing stormwater impacts from existing
infrastructure and development.
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Agreement No: WQC-2017-Tukwil-00158 Page 3 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
RECIPIENT INFORMATION
Organization Name: City of Tukwila—Public Works
Federal Tax ID: 91-6001519
DUNS Number: 010207504
Mailing Address: 6300 Southcenter Blvd
Tukwila,WA 98188
Physical Address: 6300 Southcenter Blvd, Suite 100
Tukwila, WA 98188
Organization Email: ryan.larson@tukwilawa.gov
Contacts
Project Manager Michael Perfetti
Habitat Project Manager
6300 Southcenter Blvd,Suite 100
Tukwila, WA 98188
Email: mike.perfetti@tukwilawa.gov
Phone: (206)433-7192
Billing Contact Gail Labanara
Public Works Analyst
6300 Southcenter Blvd, Suite 100
Tukwila,WA 98188
Email:gail.labanara@tukwilawa.gov
Phone: (206)431-3660
Authorized Allan Eckberg
Signatory Mayor
6300 Southcenter Blvd, Suite 100
Tukwila, WA 98188
Email: allan.eckberg@tukwilawa.gov
Phone: (206)433-1850
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Agreement No: WQC-2017-Tukwil-00158 Page 4 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
ECOLOGY INFORMATION
Mailing Address: Department of Ecology
Water Quality
PO BOX 47600
Olympia, WA 98504-7600
Physical Address: Water Quality
300 Desmond Drive
Lacey, WA 98503
Contacts
Project Cleo Neculae
Manager
3190 160th Ave SE
Bellevue, WA 98008-5452
Email: Cleo.Neculae@ecy.wa.gov
Phone: (425) 649-7216
Financial Layne Slone
Manager
PO Box 47600
Olympia, WA 98504-7600
Email: Layne.Slone@ecy.wa.gov
Phone: 360-407-6225
Technical Amanda Heye
Advisor
PO Box 47600
Olympia, WA 98504-7600
Email:Amanda.Heye@ecy.wa.gov
Phone: 360-407-6457
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Agreement No: WQC-2017-Tukwil-00158 Page 5 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
RECIPIENT agrees to furnish the necessary personnel, equipment, materials, services, and otherwise do all
things necessary for or incidental to the performance of work as set forth in the Scope of Work.
RECIPIENT agrees to read, understand, and accept all information contained within this entire Agreement.
Furthermore, RECIPIENT acknowledges that they have reviewed the terms and conditions of this Agreement,
Scope of Work, attachments, all incorporated or referenced documents, as well as all applicable laws, statutes,
rules, regulations, and guidelines mentioned in this agreement.
This Agreement contains the entire understanding between the parties, and there are no other understandings
or representations other than as set forth, or incorporated by reference, herein.
This Agreement shall be subject to the written approval of Ecology's,authorized representative and shall not be
binding until so approved.
The signatories to this Agreement represent that they have the authority to execute this Agreement.
Washington State Department of Ecology City of Tukwila
Heather R. Bartlett Date Allan Eckberg Date
Water Quality Mayor
Program Manager
Additional City/County Signatories Date
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Agreement No: WQC-2017-Tukwil-00158 Page 6 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
SCOPE OF WORK
Task Number: 1 Task Cost: $20,000.00
Task Title: Grant and Loan Administration
Task Description:
A. The RECIPIENT shall carry out all work necessary to meet ECOLOGY grant or loan administration requirements.
Responsibilities include, but are not limited to: maintenance of project records; submittal of requests for
reimbursement and corresponding backup documentation; progress reports; an EAGL(Ecology Administration of Grants
and Loans) recipient closeout report; and a two-page Final Report(including photos, if applicable). In the event that the
RECIPIENT elects to use a contractor to complete project elements,the RECIPIENT shall retain responsibility for the
oversight and management of this funding Agreement.
B. The RECIPIENT shall keep documentation that demonstrates the project is in compliance with applicable
procurement, contracting, and interlocal agreement requirements; permitting requirements, including application for,
receipt of, and compliance with all required permits, licenses, easements,or property rights necessary for the project;
and submittal of required performance items. This documentation shall be made available to ECOLOGY upon request.
C. The RECIPIENT shall maintain effective communication with ECOLOGY and maintain up-to-date staff contact
information in the EAGL system.The RECIPIENT shall carryout this project in accordance with any completion dates
outlined in this Agreement.
Task Goal Statement:
Properly managed and fully documented project that meets ECOLOGY's grant and loan administrative requirements.
Task Expected Outcome:
* Timely and complete submittal of requests for reimbursement, quarterly progress reports, Recipient Closeout Report,
and two-page Outcome Summary Report.
* Properly maintained project documentation.
Recipient Task Coordinator: Michael Perfetti
Number Description Due Date
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Agreement No: WQC-2017-Tukwil-00158 Page 7 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
1.1 Progress Reports that include descriptions of work
accomplished, project challenges, and changes in the project
schedule.Submitted at least quarterly in EAGL.
1.2 Recipient Closeout Report(EAGL Form).
1.3 Two-page draft and Final Outcome Summary Reports.
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Agreement No: WQC-2017-Tukwil-00158 Page 8 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
SCOPE OF WORK
Task Number: 2 Task Cost:$267,500.00
Task Title: Design Plans and Specs, Environmental Review
Task Description:
The RECIPIENT shall ensure the following items are completed and provide the associated deliverables to ECOLOGY.The
RECIPIENT must approve all materials prior to submitting them to ECOLOGY for acceptance.
A. The RECIPIENT will coordinate the preparation and submittal of State Environmental Policy Act(SEPA)
documentation.
B. The RECIPIENT is responsible for application of, receipt of, and compliance with all required local, state,tribal and
federal permits, licenses, easements, or property rights necessary for the project.
C. The RECIPIENT will comply with Executive Order (05-05)cultural resources review requirements.To initiate
cultural resources review the RECIPIENT will:
1. Submit an ECOLOGY 05-05/106 Form, or a cultural resources surveyor assessment completed by a licensed
archaeologist to ECOLOGY. All submitted materials must conform to the Washington State Standards for
Cultural Resource Reporting(DAHP February 2014).
2. Develop and submit an Inadvertent Discovery Plan (IDP)to ECOLOGY.The RECIPIENT will ensure that all
contractors and subcontractors have a copy of the completed IDP prior to and while working on-site. An IDP
template may be found on the ECOLOGY website.
Ground disturbing work(including geotechnical investigations)completed prior to receiving written notice to
proceed from ECOLOGY shall not be eligible for reimbursement.
D. The RECIPIENT will develop a project Design Report..Projects must be designed in accordance with the
Stormwater Management Manual for Eastern Washington, Stormwater Management Manual for Western
Washington,or equivalent manual. Project must be reviewed and accepted in writing by ECOLOGY to be eligible
for reimbursement.
The RECIPIENT will submit one digital copy of the items listed below to ECOLOGY for review. Reduce design figures
to 11x17 inches in size and ensure they are legible.
1. Design Report. For a complete list of required design report elements refer to the ECOLOGY website.
The RECIPIENT agrees to respond to ECOLOGY comments.The RECIPIENT must receive an Ecology Design
Report Acceptance Letter prior to proceeding to 90 Percent design.
2. 90 Percent Design Package. At a minimum,this package must include 90 percent plans, specifications,
engineer's opinion of cost which includes a schedule of eligible costs, and project construction schedule. For
current bid inserts and specifications refer to the ECOLOGY website.
The RECIPIENT agrees to respond to ECOLOGY comments.The RECIPIENT must receive an Ecology 90 Percent
Design Acceptance Letter prior to proceeding Final Design.
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Agreement No: WQC-2017-Tukwil-00158 Page 9 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
Task Goal Statement:
The RECIPIENT will complete all design, environmental review, and permitting tasks and respond to ECOLOGY comments
in a timely manner.
Task Expected Outcome:
The project will meet the requirements set forth by the State Environmental Policy Act, cultural resource protection
requirements, ECOLOGY water quality facility design standards, and all other applicable federal, state, and local laws and
regulations.
Recipient Task Coordinator: Michael Perfetti
Design Plans and Specs, Environmental Review
Deliverables
Number Description Due Date
2.1 Copy of SEPA determination documentation. Upload to EAGL and notify
ECOLOGY when upload is complete.
2.2 Submit ECOLOGY 05-05/106 Form and any supplemental cultural resources
documentation including Cultural Resource surveys directly to the Ecology
Project Manager. Upload the Final Determination Letter to EAGL.
2.3 Inadvertent Discovery Plan. UplOad to EAGL and notify ECOLOGY when upload
is complete.
2.4 Design Report. Upload to EAGL and notify ECOLOGY when upload is complete.
2.5 Responses to ECOLOGY Design Report comments. Upload to EAGL and notify
ECOLOGY when upload is complete.
2.6 Ecology Design Report Acceptance.Letter. Upload to EAGL and notify ECOLOGY
when upload is complete.
2.7 90 Percent Design Package. Upload to EAGL and notify ECOLOGY when upload
is complete.
2.8 Responses to ECOLOGY 90 Percent Design Plan comments. Upload to EAGL and
notify ECOLOGY when upload is complete.
2.9 Ecology 90 Percent Design Acceptance Letter. Upload to EAGL and notify
ECOLOGY when upload is complete.
2.10 List of permits acquired, and environmental review documents. Upload to
EAGL and notify ECOLOGY when upload is complete.
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Agreement No: WQC-2017-Tukwil-00158 Page 10 of 34
Project Title: Stormwater Outfall Water Quality Retrofit Design
Recipient Name: City of Tukwila
BUDGET
Funding Distribution
Funding Title: SFAP
Funding Type: Grant
Funding Effective Date: July 1, 2018
Funding Expiration Date: June 30, 2021
Funding Source: State—Stormwater Financial Assistance Program - ELSA
Recipient Match %: 15
InKind Interlocal Allowed: No
InKind Other Allowed: No
Is this Funding Distribution used to match a federal grant? No
Indirect Rate: max 30%
Stormwater Financial Assistance Program Task Total
1. Grant and Loan Administration $20,000.00
2. Design Plans and Specs, Environmental Review $267,500.00
Total $287,500.00 9
Funding Distribution Name Recipient Match Recipient Share Ecology Share Total
SFAP 15% $43,125.00 $244,375.00 $287,500.00
Total $43,125.00 $244,375.00 $287,500.00
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Transportation&Infrastructure Committee Minutes September 10,2018
C. Grant Acceptance: Stormwater Quality Retrofit Project
Staff is seeking Council approval of a grant agreement with the Washington State Department
of Ecology (DOE) in the amount of $287,500.00 for the Stormwater Quality Retrofit Project.
*
This project will select seven candidate sites for water quality retrofits and advance up to four
projects to 90%design.The 15%required City match will come from Surface Water funds with
$115,000 currently budgeted in 2019. Councilmember Quinn reiterated his request to expand
the memo to better define the Surface Water fund. UNANIMOUS APPROVAL. FORWARD TO
SEPTEMBER 17, 2018 REGULAR CONSENT AGENDA.
D. Contract Amendment: Riverton Creek Flapgate Removal Project
Staff is seeking Council approval of Amendment 2 to Contract 17-070 in the amount of
$37,064.00 with OTAK, Inc. for the Riverton Creek Flapgate Removal Project. The project will
remove two culverts and flap gates and replace a section of at-grade trail with a bridge over
the restored open channel. The proposed amendment will incorporate current
recommendations into final design and bid documents and will bring the total contract
amount to $182,420. The amendment will be funded through remaining 2018 surface water
design funds and the 2019 design budget,then be partially or wholly reimbursed through the
2017 Salmon Recovery Funding Board design and construction grant. Councilmember Idan
asked if any projects would go funded as a result, and staff replied there is adequate budget
for other planned projects. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 17, 2018
REGULAR CONSENT AGENDA.
E. Project Completion: 2017 Sm ll Drainage Program
Staff is seeking Council approval of project completion and release of retainage to McCann
Construction, Inc.in the amount of$448,471,71 for the 2017 Annual Small Drainage Program.
Drainage improvements were installed at three locations: 48"Avenue South between South
160' Street and South 162nd Street, Strander Boulevard sidewalk in front of Target, and 58'
Avenue South,14423 to 1,4455.The projectwas physically completed on January 16,2018 and
concluded under budget. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 17, 2018
REGULAR CONSENT AGENDA
F. Supplemental Agreement: 2018 Annual Small Drainage Program
Staff is seeking Council approval of Supplement No. 1 to Contract No. 18-063 with KPG, Inc. in
the amount of$57,480,00 for construction management services for the 2018 Small Drainage
Program. This is an extension of the design engineering services contract already executed
with KPG. To save,money, staff will be doing more of the inspection work rather than
contracting it out. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 17, 2018 REGULAR
CONSENT AGENDA.
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