HomeMy WebLinkAboutBCA ENVIORNMENTAL CONSULTANTS, LLC 2018-2019 CONTRACT FOR PROFESSIONAL SERVICES
This Agreement is effective as of October 1, 2018, by and between the City of
Jeffersonville Redevelopment Commission, Jeffersonville, Indiana, a Municipal
Corporation, (the "City") and BCA Environmental Consultants, LLC (the "Contractor").
WITNESSETH:
WHEREAS, the City desires to retain the services of a vendor, duly qualified in the area
of brownfields redevelopment and environmental consulting, to perform the services
described in this Agreement; and
WHEREAS, the Contractor possesses the requisite skills to perform the requested
services and has expressed a willingness to perform said services pursuant to the terms
and conditions set forth in the Agreement; and
WHEREAS, the provision of said services by Contractor is in the best interests of the
City, and
NOW, THEREFORE, for and in the consideration of the mutual promises, covenants
and benefits set forth in this Agreement, and other good and valuable consideration, the
receipt of which are hereby acknowledged by the parties, City and Contractor agree as
follows:
1. Scope of Services
The Contractor will complete the tasks associated with the City's USEPA
Brownfields Assessment Grant shown as "Contractual" in the EPA-approved
Work Plan attached hereto as Exhibit A and incorporated herein by reference, up
to the contractual limits in the approved Work Plan budgets, unless otherwise
directed by the City.
Jeffersonville 2018 EPA Grant Contract 1
2. Term of Agreement
This Contract shall be for a term commencing on the effective date and expiring
September 30, 2018, or when the Cooperative Agreement between the City and
the USEPA is terminated (the "Term"), whichever is longer, subject to earlier
termination as herein provided. This Agreement, if not renewed in writing for an
additional fixed period and agreed to by both parties, shall terminate when the
Term expires.
3. Compensation
As compensation for satisfactory performance of the Services, City agrees
to pay Contractor Three Hundred Thousand and 00/100 Dollars
($300,000.00) adjusted based on the funds available in the City's
Community Wide Brownfields Assessment Grant Cooperative Agreement
with the U.S.EPA. Contractor shall submit monthly itemized invoices for
payment to the City of Jeffersonville for each task per the attached fee
schedule. Any invoice not paid within 30 days of submission, will accrue
interest on the unpaid balance from and after the 31st day at the rate of one
and one half per cent (1.5%) per month, until paid in full.
4. Changes
If, and in the event, City determines that changes are necessary in the scope of
Services to be provided under this Agreement, such changes, including any
increase or decrease in compensation, shall only be made by a written Change
Order, signed by the City of Jeffersonville Board of Public Works and Safety and
Contractor.
Jeffersonville 2018 EPA Grant Contract 2
5. Termination
Either party may terminate this Agreement if the other party defaults in the
performance of any material obligation, subject however, to the right of the
defaulting party to cure the default within ten (10) calendar days after receipt of
written notice of the default. Upon at least a thirty (30) calendar days prior
written notice to Contractor, the City may also terminate this Agreement at its
discretion, for any reason, with no obligation of either party to perform after the
effective date of termination, except for City's obligation to pay Contractor for all
Services performed by Contractor to the effective date of termination.. After
termination, City reserves the right to obtain from Contractor a copy of
Contractor's file applicable to this Agreement.
6. General Provisions
6.1 Access to Records: During the term of this Agreement and for three years
following expiration or termination of this Agreement, the City, at all
reasonable times, shall be granted access to all files, books, and records (to
include any correspondence, documents, papers, accounts, electronic files,
and accounting records or other evidence pertaining to costs incurred)
applicable to this Agreement in the custody and possession of the
Contractor and its subcontractors. The Contractor and its subcontractors
shall make all such records and materials available in their respective
offices at all reasonable times for inspection by the City or by any other
authorized representative of the City and copies shall be furnished at no
cost to the City if requested. These rights and duties survive expiration or
Jeffersonville 2018 EPA Grant Contract 3
termination of the Agreement.
6.2 Access to City Information. City will promptly provide all information in its
possession or at its disposal requested by Contractor which is necessary to
enable Contractor to provide the Services.
6.3 Amendments/Modifications: No amendment, variation, or modification of the
terms and conditions of this Agreement shall be valid unless in writing and
signed by the duly authorized representative(s) of the party against which it
is to be enforced.
6.4 Assignability: Contractor's rights and obligations under this Agreement are
personal, and Contractor may not assign or transfer this Agreement or any
rights or benefits under this Agreement without the prior written approval of
the City.
6.5 Authorization: The parties signing this Agreement have all the necessary
power and authority to act on behalf of their respective entities.
6.6 Confidentiality of City Information: The Contractor understands and agrees
that data, materials and information disclosed to Contractor may contain
confidential and protected data, therefore, the Contractor promises and
assures that data, material, and information gathered, based upon or
disclosed to the Contractor for the purpose of this Agreement will not be
disclosed to others or discussed with other parties without the prior written
consent of the City.
6.7 Conflict of Interest: Contractor shall be precluded from participating in
contracts with the City where such participation would constitute a conflict of
Jeffersonville 2018 EPA Grant Contract
interest. Contractor, or any of its officers, directors, partners, or affiliates,
shall not prosecute, defend nor represent any claim or other legal action
adverse to the City's interest during the term of this Agreement. Such
prosecution, defense or representation shall be deemed a conflict of interest
and shall automatically terminate this Agreement.
6.8 Contracts: The Contractor shall not have authority to bind the City or
otherwise contract with third persons on behalf of the City for any purpose.
Contractor shall not encumber or cause encumbrances, or liens to attach to
City property by reason of acts or omissions of the Contractor.
6.9 Independent Contractor. Contractor is an independent contractor and not
an employee of City. Contractor shall be solely responsible for supervising
and paying its own employees, including all their benefits of employment,
and shall carry all required insurances, including workmen's compensation
insurance, and public liability insurance to protect itself, its employees and
the City from any liability arising from the performance of Contractor's duties
hereunder.
6.10 Entire Agreement; Binding Effect: This Agreement constitutes the entire
Agreement between the parties and shall bind and inure to the benefit of
both City and Contractor and their respective successors, assigns, and legal
representatives. No other Agreements, oral or otherwise, regarding the
subject matter of this contract or any part thereof shall have any validity or
bind any of the parties hereto.
6.11 Force Majeure/Suspension and Termination: City and Contractor shall be
Jeffersonville 2018 EPA Grant Contract 5
excused for the period of any delay in the performance of any obligations
under this Agreement when prevented from performing such obligations by
cause or causes beyond their reasonable control, including, without
limitation, actions or decrees of governmental bodies, civil commotion, war,
invasion, rebellion, hostilities, military or usurped power, sabotage,
pestilence, riots, fire or other casualty, or natural disaster or other acts of
God (hereinafter referred to as a "Force Majeure Event"). The party who has
been so affected shall immediately give notice to the other party and shall
do everything possible to resume performance. Upon receipt of such
notice, all obligations under this contract shall be immediately suspended. If
the period of nonperformance exceeds thirty (30) days from the receipt of
notice of the Force Majeure Event, the party whose ability to perform has
not been so affected may, by giving written notice, terminate this contract.
6.12 Governing Law: This Agreement and performance by the parties hereunder
shall be governed by and construed in accordance with the laws of the State
of Indiana, and suit, if any, must be brought in the Superior Court, County of
Clark, in the State of Indiana,
6.13 Headings: The headings appearing in this Agreement are inserted only as a
matter of convenience and in no way define, limit, construe or describe the
scope or intent of any article or section of this Agreement.
6.14 Indemnity: Contractor agrees to indemnify, defend, and hold harmless the
City, its agents, officers, and employees against all claims, demands,
losses, liabilities, and suits arising out of any act or omission determined to
Jeffersonville 2018 EPA Grant Contract 6
constitute negligence or willful misconduct by Contractor or Contractor's
agents or subcontractors, in the performance of this Agreement, or any act
or omission by or on behalf of Contractor which is outside the scope of this
Agreement.
6.15 City Indemnification. City agrees to indemnify, defend, and hold harmless
the Contractor, its agents, officers, and employees against all claims,
demands, losses, liabilities, and suits arising out of any act or omission
determined to constitute negligence or willful misconduct by City or City's
agents or contractors, in the performance of this Agreement, or any act or
omission by or on behalf of City which is outside the scope of this
Agreement
6.16 Limitation on Delegation of Services: The services provided herein shall be
performed by the Contractor and no other company or individual other than
regular employees of the Contractor. Contractor shall not engage
subcontractors to perform any of its responsibilities under this Agreement
without prior written approval of the City. Approval by the City shall not be
construed as making the City a party of, or to, the subcontract, nor shall
approval be construed as subjecting the City to liability of any kind to any
subcontractor. Not withstanding, the Contractor is approved to subcontract
laboratory, drilling, survey, geophysical and related field support activities.
Such subcontracts are subject to the terms of the attached EPA-approved
Work Plan.
6.17 Non-Discrimination: During the performance of this Agreement, the
Jeffersonville 2018 EPA Grant Contract 7
Contractor agrees as follows: The Contractor shall not discriminate against
any employee or applicant for employment because of race, color, religion,
sex, ancestry, or national origin. The Contractor shall take affirmative action
to insure that applicants are employed, and that employees are treated
during employment, without regard to their race, color, religion, sex,
ancestry, or national origin. As used herein the word "treated" shall mean
and include, without limitation, the following: recruited, whether advertising
or other means; compensated, whether in the form of rates of pay, or other
forms of compensations; selected for training, upgraded; demoted;
downgraded; transferred; laid off; and terminated. The Contractor agrees
to and shall post in conspicuous places, available to employees and
applicants for employment, notices to be provided by the Compliance
Officer setting forth the provisions of this nondiscrimination clause.
6.18 Ownership of Documents and Materials: All documents, records, programs,
data, film, tape, articles, memos and other materials developed under this
Agreement shall be the property of the Contractor. The final reports shall be
provided to the City which shall have unrestricted use of the documents.
Release of these materials other than related to contract performance by
the Contractor without the prior written consent of the City is prohibited.
During the performance of the Services, the Contractor shall be responsible
for any loss or damage to these materials developed for or supplied by the
City and used to develop or assist in the Services provided herein, while
they are in possession of the Contractor and any loss or damage thereto
Jeffersonville 2018 EPA Grant Contract 8
shall be restored at the Contractor's expense.
6.19 Prohibited Interest: No member, officer, or employee of the City during
his/her tenure or one (1) year thereafter shall have any interest, direct or
indirect, in this Agreement or the proceeds thereof.
6.20 Severability: If any provision of this Agreement shall be determined to be
invalid or unenforceable, the remaining provisions of this Agreement shall
remain in full force and effect and enforceable to the fullest extent permitted
by law.
6.21 Survival: The covenants contained in this Agreement which, by their terms,
require their performance after the expiration or termination of this
Agreement shall be enforceable notwithstanding the expiration or other
termination of this Agreement.
6.22 Third Parties: The City shall not be obligated or liable hereunder to any
party other than the Contractor.
6.23 Waiver. The failure of City at any time to require performance by the
Contractor of any provisions hereof, shall in no way effect the right of the
City thereafter to enforce same, nor shall the waiver by the City of any
breach hereof, be taken or held to be a waiver of any succeeding breach of
such provisions or as a waiver of the provision itself.
6.24 Warranty: Contractor warrants that it currently possesses all necessary
licenses, permits and approvals to perform this Agreement.
7. Contractor has read and understands this Agreement
Contractor represents that it has read this Agreement, in its entirety and, by
Jeffersonville 2018 EPA Grant Contract 9
signing this Agreement expressly states that it fully understands the
consequences of entering into this Agreement and expressly agrees to abide by
each and every term and condition stated in this Agreement.
8. Notice
Notice shall be served upon either party by means of certified mail, postage
prepaid, return receipt requested.
The Remainder of this Page is Intentionally Left Blank.
Jeffersonville 2018 EPA Grant Contract 10
IN WITNESS WHEREOF, the parties hereunto set their hands and seals on the date
written below.
DATE: 10/17/2018 CONTRACTOR
BCA Environmental Consultants, LLC
BY'
Joel B. Markland, President
CITY
Jeffersonville Redevelopment Commission
City of Jeffersonville, Indiana
DATE: X'/7 /cP BY:
Jeffersonville 2018 EPA Grant Contract 11
Fee Schedule
The project costs will be invoiced monthly on a percent completion basis for each Task
or investigation. Task or investigation project costs will be provided in advance (for City
and EPA review) using the following rate schedule:
Senior Engineer/Principal $118.00/hr.
Senior Scientist/Geologist $105.00/hr.
Pjt Mgr/Scientist/Geologist $97.00/hr.
Pjt Scientist/Geologist $90.00/hr.
Staff Scientist/Geologist $83.00/hr.
Field Scientist/Geologist $68.00/hr.
Technician $60.00/hr.
Direct job expenses are charged at cost plus 15%. Fee schedule rate increases will not
exceed an average of a 3% per year for the period of this contract.
Jeffersonville 2018 EPA Grant Contract 12
EXHIBIT A
EPA Approved Work Plan
MCSD EPA Grant Contract 14
Work Plan for the Community Wide Brownfields Assessment Grant
Hazardous Substances and Petroleum
Jeffersonville,Indiana
Grant Recipient: City of Jeffersonville, Indiana
50 North 5th
Jeffersonville, Indiana 47374
Project Contact: Rob Waiz, Director of Redevelopment
Telephone: 812-285-6406
E-mail: rwaiz@cityofjeff.net
Project Period: October 1, 2018—September 30, 2021
This project supports Environmental Results Objective 1.3: Revitalize Land and Prevent
Contamination. Provide better leadership and management to properly clean up contaminated sites
to revitalize and return land back to communities. Strategic measures: Assess and Cleanup
Brownfields to make more brownfields sites Ready for Anticipated Reuse. Specifically, the recipient
will inventory, characterize, assess, plan reuse of brownfields properties and conduct planning and
community involvement activities to encourage revitalization and reuse of brownfields sites. Project
Period is 3 years.
CFDA: 66.818
CERCLA Authority: 104(k)(2)&(3)
DCN: STX
Budget FY: 18
Appropriation: E4
Budget Org: 0500AG7
Object Class: 4114
Program Results Code(PRC): Hazardous Sub D79 (Action Code: NY);
Petroleum D79XBP (Action Code: OR)
Proposed Outputs and Outcomes:
The primary expected output for the assessment grant will be assessment of brownfields within the
City of Jeffersonville, Indiana. The following outputs associated with the assessment grant will be
tracked:
• Number of community engagement events held
• Number of brownfield sites identified
• Number of Phase I ESAs completed
• Number of Phase II ESAs completed
• Number of clean-up planning tasks completed
The expected outcomes of the assessment grant activity will include reducing environmental threats
to the various brownfields in Jeffersonville. The following outcomes will be tracked for projects
supported by the assessment grants:
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• Number of sites assessed
• Acreage assessed
• Jobs created/retained
• Sites with completed redevelopment
• Number of parcels/acreage made ready for redevelopment
• Leveraged monies
I. INTRODUCTION
The United States Environmental Protection Agency(USEPA) has awarded the City of Jeffersonville
a cooperative agreement(CA) for a community wide brownfields assessment grant. The grant will be
used to assess sites contaminated by hazardous substances and petroleum products. The CA funds
will be used to identify existing brownfield sites/properties within the city; investigate the historic
uses of the properties and identify Recognized Environmental Conditions; determine the type,
severity and extent of environmental contamination; develop remedial strategies that will allow for
the safe and viable redevelopment/reuse of properties; conduct community outreach events, and
develop funding mechanisms to complete cleanup activities and redevelop the sites among other
tasks.
Jeffersonville will leverage the CA dollars to support brownfield redevelopment in the city.
Successful brownfield redevelopments will enhance the local economy, create local jobs, increase
property value and affordable housing stock, and increase tax revenues. Qualified consultants will
be used to assist with grant activities, such as Phase I and II Environmental Site Assessments
(ESA).
II. MANAGEMENT & COORDINATIONBIOGRAPHICAL SKETCH
The City's Economic and Redevelopment Department (ERD) will manage this grant. This office has
previously managed an EPA Assessment Grant (FY14) and many other economic development
resources valued at well over $150M over the past 10 years. The ERD staff, along with other city
staff, have the technical, financial, and administrative ability in place to implement this grant project
successfully. Mr. Rob Waiz, Director of Redevelopment, will serve as the Project Director and will
provide economic development and job creation expertise. Mr. Waiz has served on the Jeffersonville
Planning commission, the City Council, and as Mayor from 2004 through 2008. As Mayor, he was
successful in having Indiana certify the North Port Business Centre and worked with the Governor to
craft a$4.4 million incentive package to relocate MedVenture Technology Corporation's headquarters,
bringing 500 jobs to the City. Delynn Rutherford, the City's Grant Manager, will act as Project
Coordinator and liaison to the Clark County Health Department for public health monitoring activities.
Formerly an Environmental Health specialist and Local Emergency Preparedness Coordinator with the
Clark County Health Department for 10 years, she has immeasurable experience with providing
outreach to residents and stakeholders on the impact of contaminants to public health. Heather Metcalf,
Controller for the City, will serve as the Grant Financial Manager, a service she has provided on many
other grant and loan programs benefiting the City. In the unlikely event that a member of the team
leaves their job prior to the completion of grant tasks, the depth of the City's team will allow for a
seamless transition to other experienced members, including project management duties if it becomes
necessary. City staff has a history of working cooperatively with state and federal environmental
agency personnel and engaging qualified environmental consultants when appropriate. This team will
be supported by other City departments including planning, finance, utilities, engineering, legal, and
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the office of the mayor. Through a competitive bidding and procurement process, the City will select
an environmental consultant experienced in EPA Brownfields Assessment Grants and working with
IDEM/IBP representatives.
III. GRANT TASKS
The schedule detailed in this Work Plan assumes that a CA with the USEPA will be executed by
October 1, 2018.
Task 1: Program Management
Hazardous Substances($3,150) and Petroleum ($3,150)
Task 1 activities will be completed throughout the cooperative agreement cycle. The city will prepare a
Request for Qualifications (RFQ) and conduct a public solicitation for retaining a qualified
environmental consultant to complete the contractual obligations in the tasks outlined herewith.
Additionally, the City of Jeffersonville, the EPA, and the selected environmental consultant will
frequently correspond regarding project progress and activities. Quarterly reports and other grant
documentation, including but not limited to annual reports and MBE/WBE Utilization reports) will be
submitted to the EPA throughout the grant cycle per the requirements of the Cooperative Agreement.
TASK 1 ACTIVITIES DELIVERABLES COMPLETION DATE
Prepare a Request for
Qualifications (RFQ) and Statements of
conduct public solicitation for Qualifications (SOQ) August 1, 2018
retaining a qualified received from consultants
environmental consultant
Select a consultant October 1, 2018
Prepare quarterly reports, Quarterly reports, ACRES First quarterly report submitted
ACRES and other documentation and other documentation by January 30, 2019.
Ongoing thereafter.
Complete Property Profile in Property Profile Form On a site-specific basis
ACRES as appropriate throughout the grant cycle
Complete ACRES data entry for ACRES data entered Ongoing throughout the CA
assessed sites period
Task 2: Brownfields Inventory & Prioritization
Hazardous Substances($2,000) and Petroleum ($2,000)
The funds allocated in this task to develop the City's Brownfield Inventory. Once an environmental
consultant is under contract, an initial public meeting will be held to gain public input on properties
which may need to be added to the inventory. Public comments will also be used to prioritize the
inventoried sites. Sites will be prioritized and screened against Site Eligibility and Property Ownership
Eligibility Criteria as well as redevelopment potential and availability of leveraged funding among
others, with public input.
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Eligibility determinations will be prepared and submitted to the EPA (hazardous substance sites).
IDEM (petroleum sites) will be provided with sufficient information for the State Agency to generate a
petroleum-determination letter, prior to the performance of Phase I ESAs. State petroleum-
determination letters will be provided to U.S. EPA, as generated.
TASK 2 ACTIVITIES DELIVERABLES COMPLETION DATE
Identify brownfield sites, create List of sites for January 15, 2019. Inventory
a draft inventory, prioritize assessment/investigation will continue to be revised
inventory consideration throughout the CA period.
First eligibility determination
Site Eligibility Determinations Eligibility determination estimated to be requested by
requests January 31, 2019. Ongoing
thereafter.
Task 3: Phase I Environmental Site Assessments (ESAs)
Hazardous Substances($21,000) and Petroleum ($21,000)
Phase I Environmental Site Assessments will be performed on key sites throughout the city. Areas of
focus will include those already determined in the inventory as high priority sites. The Phase I
Assessments will be compliant with All Appropriate Inquiry(AAI) and ASTM E-1527-13. The City of
Jeffersonville will contact site owners (of properties not owned by the city), negotiate access
agreements, and complete site eligibility determinations prior to beginning site assessment activities.
The AAI checklist will also be completed and submitted with each Phase I ESA report. It is estimated
that the costs for completing Phase I ESAs costs will average $3,500 per site depending on the
complexity of the property. For planning purposes, the budget assumes approximately 12-16 Phase I
ESAs (6-8 each for hazardous substance and petroleum impacted sites). Jeffersonville understands
that large sites may need more investment resulting in fewer Phase I ESAs being completed. The
ACRES database will be updated when Phase I ESAs are complete.
TASK 3 ACTIVITIES DELIVERABLES COMPLETION DATE
Conduct Phase I ESAs Phase I ESA report Ongoing throughout the CA
.eriod
Task 4: Phase II ESAs
Hazardous Substances($104,700) and Petroleum ($104,700)
A pre-QAPP conference call will be scheduled and conducted with participation by the City,
consulting firm and EPA. It is anticipated that the draft QAPP will be submitted within 90 days of the
CA. The city understands that costs related to sampling, analysis, and data collection cannot be
incurred until the QAPP is approved by the EPA.
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Phase II ESAs will be completed to assess recognized environmental conditions identified in the Phase
I Assessments. All sampling activities and fieldwork performed during the Phase II Assessments will
be performed in accordance with Indiana Department of Environmental Management (IDEM)
guidelines, site-specific Sampling and Analysis Plans (SAPs), and Health and Safety Plans (HSPs) will
be submitted for approval by the EPA Project Manager prior to the performance of Phase II
Assessment activities. It is estimated that the costs for completing a typical Phase II ESA will range
from $20,000-$40,000 per investigation depending on the complexity of the sites and the
environmental conditions identified in the preceding Phase I ESAs. For planning purposes, the budget
assumes approximately 6-10 Phase II ESAs (3-5 each for hazardous substances and petroleum
impacted sites). However, as with Task 3, Jeffersonville recognizes that several of high priority sites
are large and may require significant grant funding investment. If true, fewer Phase II's may be
completed.
TASK 4 ACTIVITIES DELIVERABLES COMPLETION DATE
Pre-QAPP Draft QAPP Final Draft QAPP submitted to the
conference call and QAPP QAPP EPA by 1/15/19
preparation
1St SAP anticipated 3/1/19&
Prepare Sampling and Analysis SAPs continuing on a site-specific
Plan(s) basis throughout the grant
cycle
1St HASP anticipated 3/1/19&
Prepare Health and Safety HASPs continuing on a site-specific
Plan(s) basis throughout the grant
cycle
Complete Phase II ESA field None On a site-specific basis
work throughout the grant cycle
Complete Phase II reports Phase II ESA report On a site-specific basis
throughout the grant cycle
Task 5: Clean-up Planning & Health Monitoring:
Hazardous Substances(S15,000) and Petroleum(S15.000)
The City of Jeffersonville will use grant funds to complete Analysis of Brownfield Cleanup
Alternatives (ABCAs) and Remedial Action Plans (RAPs), and/or other associated with sites assessed
and ready for remediation. In the evaluation of remedial alternatives, the environmental consultant will
review known contamination (sources and extents) based on Phase II ESA data and evaluate potential
exposure pathways based on the potential future use(s) of the site. This information will be used to
establish the cleanup goals for the proposed remediation. RAPs will include a feasibility analysis that
evaluates alternatives designed to meet the project objectives. Each alternative will be evaluated for
effectiveness, feasibility to implement, and cost. The cleanup method selected will be based on this
analysis. Cleanup planning will include an analysis of potential remedial techniques, determination of
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appropriate cleanup goals, identification of probable costs and planning and application for additional
funding. Additionally, funds from this task will be used to obtain Site Status Letters and Comfort
Letters from the Indiana Brownfield Program to provide site closure and comfort to prospective
brownfield property purchasers.
Task 5 funds will also be used to develop funding sources necessary to remediate contaminated
brownfields and return them to productive reuse. These sources include state and federal funding
programs as well as private funding sources such as liability insurance policies identified through
insurance archeology. Courts in Indiana have consistently ruled that many general liability policies
cover damages resulting from release of petroleum and hazardous materials. Using EPA Assessment
Grant funding to establish the presence of contamination will help trigger viable insurance policies to
fund further investigation and cleanup of environmental damages. The City of Jeffersonville will
make every effort to apply this funding source to all eligible sites. The funding is only limited by
insurance policy dollar caps (often $1M for each year of coverage). This funding has been
successfully used on both publicly and privately-owned sites in Indiana. This success will continue
with EPA Brownfields Assessment Grant funds by aggressively pursuing insurance funding on all
applicable properties where contamination is identified. Often, property owners don't have adequate
records of insurance coverage, and insurance archeology (searching for insurance records) is necessary
to identify policies. The City will use grant funds to search for these policies to maximize the
likelihood of successfully identifying coverage and securing this source of leveraged funds.
TASK 5 ACTIVITIES DELIVERABLES COMPLETION I)ATE
Draft RAP(s) Final First RAP anticipated as early
Prepare Remedial Action Plans RAP(s) as 6/31/19,then ongoing
throughout the CA period
Prepare Analysis of Draft ABCA(s) Final First ABCA anticipated as
Brownfield Cleanup ABCA(s) early as 6/31/19, then ongoing
Alternatives throughout the CA period
Indiana Brownfield First SSL/CL anticipated as
Program Site Status SSL/CL early as 6/31/19, then ongoing
Letter and/or throughout the CA period
Comfort Letter
Identify the presence On a site-specific basis
Complete Insurance Archeology liability insurance throughout the grant cycle
coverage on a site
Task 6: Community Outreach & Involvement:
Hazardous Substances($4,150) and Petroleum ($4,150)
Involvement of key stakeholders and the general public is integral for a successful brownfield
redevelopment program. Jeffersonville will use funds allocated in this task to take public input on
plans and progress of investigation and cleanup activities, and to market sites for future development.
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The associated costs will fund the preparation and execution of community outreach programs. The
selected environmental consultant will work with the City of Jeffersonville to develop outreach
materials to be used as a tool to educate stakeholders on the benefits of the grant and how it can be
used as a tool to increase development and economic growth.
The City may develop a targeted mailing to owners of targeted brownfield properties, inviting them to
participate in community engagement and/or educational events where they can learn the value of
environmental assessments. Newspaper ads and website updates may be utilized to update the
community on brownfield assessment activities and community engagement opportunities. In
addition, the city will leverage its social media platforms, earned media and other low-cost, no-cost or
in-kind methods to engage the community. The city will hold four to six public meetings throughout
the grant period. The selected environmental consultant will assist the city in the public meetings by
preparing presentations and providing expertise in informing the public of funding and investigation
process. These meetings will be used to inform the community of the progress of the grant activities,
gain input on brownfield site prioritization, and develop a dialogue with stakeholders about
redevelopment priorities.
TASK 6 ACTIVITIES DELIVERABLES COMPLETION DATE
Meeting minutes, notes, Initial public meeting by
Hold 4-6 community meetings sign-in sheets, and agendas January 15, 2019, then, ongoing
as applicable throughout the CA period
Develop support and outreach Outreach materials, support November 15, 2018. Updates
materials to be distributed at materials, PowerPoint and additional material may be
public meetings and other presentations developed on an ongoing basis.
locations/events
IV. BUDGET
The Hazardous Substance Assessment and Petroleum Assessment CA award is $600,000. The budget
for the CA components is provided in detail in Table 1 below. The following is a brief description of
the budget categories.
Personnel: There will be no Personnel expenses incurred throughout the CA cycle. Jeffersonville
will contribute in-kind services using existing staff.
Travel: The total anticipated expenditure for travel is $2,000. This figure includes costs for
attendance at the national brownfields conference by two staff from the City of Jeffersonville. The
location for conference has not been determined at this time.
Supplies: The total anticipated cost for supplies is $600. Anticipated costs include:
• $300 Public notices
• $100 Postage
• $200 Printing/collating supplies
Contractual: The total anticipated cost for contractual services is $297,400. These figures include:
• $4,000 ($2,000 each for hazardous substances and petroleum) for program
management and training support
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• $4,000 ($3,000 each for hazardous substances and petroleum) for inventory and
prioritization
• $42,000 ($21,000 each for hazardous substances and petroleum) for Phase I ESAs, which
is based on conducting approximately 12-16 Phase I ESAs. It is estimated that the costs
for completing Phase I ESAs will average $3,500 per site depending on the complexity of
the sites. (see Task 3 description).
• $209,400 ($104,700 each for hazardous substances and petroleum) for Phase II ESAs,
which is based on conducting approximately 6-10 Phase II ESAs. It is estimated that the
costs for completing a typical Phase II ESA will range from $20,000-$40,000 per
investigation depending on the complexity of the sites and the environmental conditions
identified in the preceding Phase I ESAs. (see Task 3 description).
• $30,000 ($15,000 each for hazardous substances and petroleum) for cleanup
planning tasks.
• $8,000 ($4,000 each for hazardous substances and petroleum) to facilitate
community outreach and involvement.
No additional budget categories have been identified at this time.
Table 1 -Budget
HAZARDOUS SUBSTANCES
Budget Task 1: Task 2: Task 3 Task 4 Task 5: Task 6: Budget
Categories Program Brownfield Phase I Phase II Clean-up Community Category
(programmatic Management Inventory& ESAs ESAs Planning Outreach& Total
costs only) &Training Prioritization Involvement
Support
Travel $1,000 $1,000
Supplies $150 $150 $300
Contractual* $2,000 $2,000 $21,000 $104,700 $15,000 $4,000 $148,700
Subtotal(Haz) $3,150 $2,000 $21,000 $104,700 $15,000 $4,150 $150,000
PETROLEUM PRODUCTS
Budget Task 1: Task 2: Task 3 Task 4 Task 5: Task 6: Budget
Categories Program Brownfield Phase I Phase lI Clean-up Community Category
(programmatic Management Inventory& ESAs ESAs Planning Outreach& Total
costs only) &Training Prioritization Involvement
Support
Iravel $1,000 $1,000
Supplies $150 $150 $300
Contractual* $2,000 $2,000 $21,000 $104,700 $15,000 $4,000 $148,700
Subtotal(Pet) $3,150 $2,000 $21,000 $104,700 $15,000 $4,150 $150,000
TOTAL $6,300 $4,000 $42,000 $209,400 $30,000 $8,300 $300,000
-BUDGET
*In accordance with Federal,State,and local procurement regulations.
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