HomeMy WebLinkAboutITEM VIII-B-8CITYOF
WASHWGTON
AGENDA BILL APPROVAL FORM
Agenda Subject: Acceptance of Grant Funds for Mary Olson Farm
Date: May 20, 2009
Department: Parks, Arts and
Attachments: Resolution No. 4490
Budget Impact:
Recreation
and Coastal Protection Grant No.
G0900243
Administrative Recommendation:
Cit Council ado t Resolution No. 4490.
Background Summary:
The Washington Department of Ecology recently advised Museum staff of the award of $23,610 in grant
funds to assist with the Phase III restoration at the Mary Olson Farm. Several key natural areas are
planned to be restored at the Farm, a site listed on the National Register of Historic Sites, designated a
City of Auburn Landmark, and listed in the Washington State Inventory of Archaeological Resources.
Located on the Green River, the Olson Creek bisects it and is home to Coho and Chum salmon.
We are now at Phase III of the three-phase-restoration and enhancement of this conservation property.
We have accomplished the removal of invasive plants from the south meadow, improvements to drainage
and storm water management, and design for stream restoration work; and also completed in Phase II
was substantial in-stream habitat improvement, riparian restoration and stream bank stabilization.
Phase III includes clearing pasture and hillsides, restoring the "wagon road" to serve as a primary
pedestrian route connecting the north meadow with Olson Creek and the historic Mary Olson Farm barn,
farmhouse and out buildings. Additionally, outdoor interpretive signage will be installed. The money
anticipated from Grant No. G0900243 will finance Task 3, the pasture and hillside restoration: allowing
removal of invasive species from the north meadow and hillside areas of Olson Creek; replant appropriate
native species; stabilize and improve the pedestrian route (wagon road) to provide visitor access; and
monitor required ground-disturbing activity by a professional archaeologist.
Staff respectfully asks that Council agrees to accept the money, and direct the execution of the grant
document.
R-0601-1
04.4.7
Reviewed by Council & Committees:
Reviewed by Departments & Divisions:
❑ Arts Commission COUNCIL COMMITTEES:
❑ Building ❑ M&O
❑ Airport Z Finance
❑ Cemetery ❑ Mayor
❑ Hearing Examiner E Municipal Serv.
❑ Finance ❑ Parks
❑ Human Services ❑ Planning & CD
❑ Fire ❑ Planning
❑ Park Board ❑Public Works
❑ Legal ❑ Police
❑ Planning Comm. ❑ Other Museum Board
❑ Public Works ❑ Human Resources
❑ Information Services
Action:
Committee Approval: ❑Yes ❑No
Council Approval: ❑Yes ❑No Call for Public Hearing
Referred to Until _
Tabled Until
Councilmember: Norman
Staff: Faber
Meeting Date: June 1, 2009
Item Number: VI11.13.8
AUBUR.N * MORE THAN YOU IMAGINED
RESOLUTION NO. 4 4 9 0
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING ACCEPTANCE OF A
STATE OF WASHINGTON, DEPARTMENT OF ECOLOGY,
COASTAL PROTECTION GRANT IN THE AMOUNT OF $23,610 IN
SUPPORT OF THE MARY OLSON FARM
WHEREAS, Washington's Department of Ecology is charged with protection,
preservation and enhancement of Washington's environment, and to support
sustainable community and natural resources; and
WHEREAS, Washington's Department of Ecology has notified the City of the
award of a grant in the amount of $23,610; and
WHEREAS, the Mary Olson Farm is a recognized natural resource by the City of
Auburn, the State of Washington Inventory of Archaeological Resources, and the
National Register of Historic Sites; and
WHEREAS, the City of Auburn is a public agency with a unique property
undergoing restoration and enhancement to make it into a living-history learning
experience, especially for school age children in Auburn School District; and
WHEREAS, the restoration and enhancement project is now in Phase III of a
three-phase operation to bring the property back to its original historic condition;
NOW, THEREFORE, THE CITY COUNCIL OF AUBURN, WASHINGTON,
HEREBY RESOLVES THAT:
Section 1. The Mayor is authorized to enter into a contract with the State of
Washington Department of Ecology to accept the Coastal Protection Grant funds.
Section 2. Any funding assistance received shall be used for implementation
of the project referenced above.
Resolution 4490
May 20, 2009
Page 1 of 2
Section 3. This resolution shall take effect and be in full force upon passage
and signatures hereon.
SIGNED and DATED this day of June, 2009.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
ATTEST:
Danielle E. Daskam, City Clerk
AP
Resolution 4490
May 20, 2009
Page 2 of 2
Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn w~'
11101NAL
GRANT NO. G0900243
Between
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
And
CITY OF AUBURN
Project: Olson Creek Restoration
This is a binding agreement entered into by and between, the State of Washington Department of
Ecology, (PO Box 47600, Olympia, Washington, 98504-7600) hereinafter referred to as
"ECOLOGY", and "City of Auburn", hereinafter referred to as the "RECIPIENT". The
RECIPIENT agrees to carry out the activities described herein as authorized by the
Coastal Protection Account.
RECIPIENT Name: City of Auburn
Address: 918 H Street SE
Auburn, WA 98002
RECIPIENT Project Coordinator: Patricia Cosgrove
Director-Museum and Farm
Telephone Number: 253-288-7473
Fax Number: 253-931-3098
E-mail Address: pcosgrove@auburnwa.gov
RECIPIENT Billing Contact: Patricia Cosgrove
Telephone Number: 253-288-7473
Billing Address: 253-931-3098
RECIPIENT Federal Tax Identification No.: 91-6001228
For the purpose of this agreement:
ECOLOGY Project Lead: Sinang Lee
Telephone Number: 425-649-7110
E-mail Address: Si1e461 cr,ec y.wa.gov
Page 1 of 14
Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
ECOLOGY Billing Contact:
Telephone Number:
Fax Number:
E-mail Address:
Cathy Hubbard
(360) 407-6491
(360) 407-6902
cahu461gecy.wa.gov
Billing Address:
Physical Address:
GRANT AMOUNT:
MAXIMUM ELIGIBLE PROJECT COST:
STATE MAXIMUM COST SHARE RATE:
MAXIMUM STATE SHARE
Department of Ecology
Shorelands and Environmental
Assistance Program
P.O. Box 47600
Olympia, WA 98504-7600
300 Desmond Drive
Lacey, WA 98503
$ 23,610
$ 23,610
100%
$ 23,610
The source of funds provided by ECOLOGY is the Coastal Protection Account.
The EFFECTIVE DATE of this grant is when it is signed by both the RECIPIENT and
ECOLOGY.
Any work performed prior to the effective date of this agreement will be at the sole expense and
risk of the RECIPIENT. The project described herein must be completed on or before
March 31, 2010
THE EXPIRATION DATE of this agreement is March 31, 2010.
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Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
ECOLOGY GRANT G0900243
OLSON CREEK RESTORATION
EXHIBIT A-1
SCOPE OF WORK
Location: Mary Olson Farm (Conservation Property)
Project Description:
At the Mary Olson Farm, a 67-acre historic farm operated as a City of Auburn conservation
property and environmental learning site, several key natural areas are planned to be restored.
This Farm is listed in the National Register of Historic Sites, designated as a City of Auburn
Landmark, and listed in the Washington State Inventory of Archaeological Resources. The
property is located on the Green River, and is bisected by Olson Creek, home to runs of Coho
and Chum salmon.
Restoration and enhancement of this conservation property is approached as a three-phase
project. Phases I and II have been completed. Phase 1 work included clearing invasive plants
from the south meadow, improvements to drainage and storm water management, and design for
stream restoration work. Phase II work included substantial in-stream habitat improvement,
riparian restoration and stream bank stabilization.
Phase III includes clearing pasture and hillsides, restoring the "wagon road" to serve as a primary
pedestrian route connecting the north meadow with Olson Creek and the historic Mary Olson
Farm barn, farmhouse and out buildings. Additionally, outdoor interpretive signage will be
installed.
PROJECT TASKS
Task 1 Project Management-for information only
1.1 Manage project contracts and procurement requirements
1.2 Schedule and supervise contractors
1.3 Evaluate work of contractors and products of vendors
Deliverable(s) Project documentation and evaluation
Estimated cost: $19,350 (other funds)
Due Date(s) incremental work throughout project, due at completion of project
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Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
Task 2 Farmstead landscape restoration-for information only
2.1 Design of historically accurate & ecologically appropriate restoration
2.2 Restoration of gardens and orchard
2.3 Construction of fences, public walking paths and visitor amenities
Deliverable(s) Design, implementation of design
Estimated cost: $29,500 (other funds)
Due Date(s) Design - March 2009, implementation - September 2009
Task 3 Pasture & hillside restoration (Coastal Protection Funds)
3.1 Employ goat herd and Earthcorps crew to remove invasive species from north
meadow and hillside areas in vicinity of Olson Creek
3.2 Replant cleared areas with appropriate native species
3.3 Stabilize and improve existing pedestrian route to provide visitor access
3.4 Monitoring of ground-disturbing activity by a professional archaeologist
Deliverables(s) Clearing of land areas currently overtaken by invasive plants (blackberry,
ivy, scots broom, etc.), re-vegetation of cleared areas, improvements for
public access to property; before and after pictures
Estimated cost: $23,610
Due Date(s) Clearing - June 2009; re-vegetation - November 2009
Task 4 Outdoor interpretive signs for visitors-for information only
4.1 Design of interpretive signs highlighting natural history-to include Ecology
acknowledgement
4.2 Fabrication & installation of signs at key viewpoints and gathering places
Deliverables(s) Design & construction of signs
Estimated cost: $5,500 (other funds)
Due Date(s) Design - December 2009; installation - March 2010
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Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
ECOLOGY GRANT G0900243
OLSON CREEK RESTORATION
BUDGET
EXHIBIT A-2
BUDGET
CP Funds
Other
Funds
Total
Budget by Element
1
Salaries
15,000
15,000
2
Benefits
4,350
4,350
3
Contracted Svcs
20,125
29,500
49,625
4
Travel
0
5
Equi ment
0
6
Goods/Services
3,485
5,500
8,985
7
Overhead
0
Total by Element
23,610
54,350
77,960
Budget by Task
1
Project Mgmnt
19,350
19,350
2
Farmstead Lansc. Rest.
29,500
29,500
3
Pasture/Hillside Rest.
23,610
23,610
4
Interp. Signage
5,500
5,500
5
0
Total by Task
23,610
54,350
77,960
Goods/Services is for purchase of native plant materials and seeds for re-vegetation ($3,485)
* Agencies may not be reimbursed from the Coastal Protection fund for the salaries and benefits
of permanent employees for routine operational support.
TOTAL REQUEST
$ 23,610.
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Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
WORK PRODUCTS
Copies of documents produced by the RECIPIENT, including, quarterly reports, and any work
products developed under this grant shall be sent to the following ECOLOGY address:
Attn: Cathy Hubbard
Washington State Department of Ecology
Shorelands and Environmental Assistance Program
P.O. Box 47600
Olympia, WA 98504-7600
Physical Address:
300 Desmond Drive
Lacey, WA 98503
1. Three (3) copies (2 hard and 1 electronic) of quarterly reports shall be submitted as specified
in Special Terms and Conditions. Quarterly reports may be submitted only electronically
with prior approval from the Ecology Project Officer.
2. Three (3) copies of all work products as specified in the scope of work, unless otherwise
specified. Two hard copies and one electronic copy shall be provided.
BUDGET CONDITIONS and PAYMENT TERMS
Budget Conditions
Regardless of the number of tasks or elements, Ecology's Fiscal Office will track the
EXPENDITURE BUDGET at the PROJECT LEVEL.
A formal amendment is required to increase or decrease the funding or revise the Scope of Work.
For this grant, 100% of the total grant amount will be paid on a cost-reimbursement basis.
Requests for reimbursement shall be submitted at least quarterly but not more often than once
per month by the RECIPIENT on state invoice voucher forms. Payment requests are to include
at a minimum Form A19-lA "Invoice Voucher", Form B"Running Budget Summary", Form C
"Voucher Support" and Form D"Contractor Participation Report" (if applicable).
Recipients will prepare the billing forms by object of expenditure (salaries/benefits, travel,
goods/services, etc). Back-up invoices of expenses should be included with the billings.
For the administration of this agreement the RECIPIENT shall follow the "Administrative
Requirements for Ecology Grants and Loans", current edition.
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Between Ecology and City of Auburn
Ecology forms are contained in the "Administrative Guidelines for Ecology Grants and Loans"
and must be used for payment requests, otherwise requests will be returned to the RECIPIENT
for submittal on the correct forms. Electronic copies of these forms and the "Administrative
Requirements for Ecology Grants and Loans" ("Yellow Book") are available at Ecology's
websites:
Forms- http://www.ecy.wa.aov/biblio/9118a.html
Yellow Book- http://www.ecv.wa. og v/biblio/9118.htm1
Light Refreshments Light refreshments are an eligible expense in accordance with Ecology's
guidebook, "Administrative Requirements for Ecology Grants and Loans", current edition.
Payment Terms
ECOLOGY will issue payments of grant funds within 30 days of receipt of properly completed
invoice vouchers, progress reports, and when approved by the Ecology Project Lead for this
grant.
Final payment requests are payable contingent on receipt of the final products and deliverables of
grant.
Upon completion of the project, unused grant dollars will be returned to the Department of
Ecology for use on other eligible projects.
A written report of activities must accompany all payment requests.
SPECIAL TERMS and CONDITIONS
1. DATA STANDARDS AND DATA SHARING
Data sharing and access is an important consideration for grant recipients. Data collected under
grants should be available to secondary users and for future comparative analyses. It is a
requirement that grant recipients submit monitoring data to Ecology's Environmental
Information Management (EIM) database at http://www.ecy.wa.gov/eim/ to store and
access their data on the Internet. Data is submitted to EIM using online data submittal tools
available at: http://www.ecv.wa.gov/eim/. Additionally, grant recipients may choose to develop
their own databases, and these tools also provide a good model for data standards.
Having many stand-alone databases can make data sharing difficult, but steps are being taken at
the national level to improve data sharing. Since 1998 the U.S. Environmental Protection
Agency (EPA) and the States have been working in partnership to improve access to
environmental data. This has lead to the concept of the "Network Node," a place in cyberspace
where environmental data can be uploaded and shared using common data exchange templates.
Washington State has, along with Oregon, Idaho, and Alaska, successfully developed a prototype
Website where environmental data from all four states can be searched and downloaded.
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Coastal Protection Grant No. G0900243
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It is known as the Pacific Northwest Water Quality Data Exchange and is available at:
http://deq 12.deq, state.or.us/pnwwqx/
2. QUALITY ASSURANCE PROJECT PLAN (QAPP)
IF this project involves the collection of environmental measurement data, the Recipient
will prepare a QAPP plan to ensure the consistent application of quality assurance
principles to the planning and execution of all activities involved in generating this data. It
is highly recommended that projects involving the use of existing environmental data adhere to
these requirements. The plan shall be conducted in accordance with the DEPARTMENT's
Guidelines and Specifications for Preparing Quality Assurance Project Plans for Environmental
Studies, current edition, (Ecology Publication No.04-03-030). The plan must describe the
monitoring and data quality objectives, procedures, and methodologies which will be used to
ensure that all environmental data generated will meet these requirements. The size and
complexity of the plan should be cost effective and in proportion to the magnitude of the
sampling effort. The QA/QC report shall contain all fourteen elements discussed in the QAPP
guidance document. Ecology's Project Officer shall review and approve this plan prior to
initiation of work.
The QAPP will cover the following elements:
• Title Page with approvals
• Table of contents and distribution list
• Back r~nd
• Project Description
• Organization and Schedule
• Quality Objectives
• Sampling Process Design
• Sampling Procedures
• Measurement Procedures
• Quality Control
• Data Mana eg ment
• Audits and reports
• Data verification
• Data Usability Assessment
On-line guidance far these topics is available at:
http://www.ecy.wa.gov/biblio/0403030.html
A QAPP template available for use by grantees can be found at:
http•//www ecy wa.gov/pro rag ms/ea_p/qa/docs/QAPPtool/Mod2%20Template/module2.pdf
For additional information og to htlp•//www.ecv.wa. o~v/programs/eap/qa
Water samples requiring bench testing shall be analyzed by an environmental laboratory
accredited by the DEPARTMENT. A list of DEPARTMENT accredited laboratories and
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Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
information on laboratory accreditation is provided on the Environmental Assessment Program
website, currently available at:
Http://www ecy wa o~programs/eap/labs/labs main html
<http://www.ecy.wa.jzov/programs/eqp/labs/labs main.html
3. COORDINATION WITH ECOLOGY'S GEOGRAPffiCAL INFORMATION
SYSTEM (GIS)
IF this project involves developing GIS data, the Recipient shall coordinate with Ecology's GIS
office in an effort to promote compatibility and to encourage sharing of geospatial data. To
facilitate data sharing, the Department utilizes the following standards:
Whenever possible, the Recipient is encouraged to utilize the standards listed above when
compiling data. To discuss the usage of other standards, please contact Jerry Franklin at 360
407-7470; Fax: 360 407-6902; E-Mail: jfra461gecv.wa.gov or John Tooley at 360-407-6418;
E-Mail: jtoo461 rx,ecv.wa. o~v for further data sharing and compatibility information.
The Recipient shall submit copies to Ecology's Project Officer with complete documentation as
it relates to all digital data, GIS coverages, shape files, related tables and map products.
4. STATE ENVIRONMENTAL POLICY ACT (SEPA)
Grant recipients are expected to consider the necessity of a SEPA process in the early stages of
planning or scope development. Please contact your project officer for assistance.
5. IDENTIFICATION OF PROJECT MATERIALS
All reports, maps, and other documents produced by the RECIPIENT, as part of this grant shall
be identified as such. All items will be marked on the front cover or title page, or in the case of
Page 9 of 14
Coastal Protection Grant No. G0900243
Between Ecology and City of Auburn
maps, the block that contains the name of the Government unit or ECOLOGY with 1) the name
of the RECIPIENT; 2) ECOLOGY'S grant number; 3) Project Title; and 4) date of the report.
Also, an acknowledgment of the source of funding, as appropriate, will be included.
6. PUBLICATIONS AND BROCHURES
Any publications or brochures required as a product of this agreement shall be bound and
conform to minimum standards of size, 8'/2" x 11" white, recycled paper. Photos, illustrations,
and graphs must be of reproducible quality. The RECIPIENT shall comply with any additional
specifications as may be outlined in the Scope of Work or confirmed in writing between
ECOLOGY and the RECIPIENT. The RECIPIENT is encouraged to implement sustainable
practices where and when possible.
7. DOCUMENTS
The RECIPIENT shall provide ECOLOGY with a minimum of three (3) copies of all documents
produced under the terms of this grant unless otherwise specified. Two hard copies and one
electronic copy should be provided.
8. PROJECT COMPLETION REQUIREMENTS
On completion of the project, the RECIPIENT shall submit the following information and
materials to ECOLOGY:
8A. Project Completion Report: The purpose of this report is to document that the project
and each of its elements has been completed. Four (4) hard copies and one (1) electronic
copy of a"Project Completion Report" are required as follows:
(1) Summary Account - The Completion Report must include a brief summary
account of the work accomplished under the grant with respect to each of the
surveys, studies, plans, and other tasks listed in the grant or any amendments to that
grant. It is also to include a notation of the exhibit or portion thereof containing the
product of that work task.
(2) Reports Maps, Plans, Exhibits, Etc. - The Completion Report must include a list
of all reports, maps, plans, and other documents prepared under this grant, indicat-
ing for each whether it is in published or unpublished form as defined in the grant.
8B. Graphic Record Alternative: With respect to models and published maps and plans,
such as aerial maps, maps, and plans which are colored or are too large to fold compactly,
photographs or copies may be submitted instead of the actual maps, models or plans. These
photographs or copies need to be 8" x 10" or larger and may be either in color or black and
white, whichever is necessary to show the content of the map, model or plan. Each such
photograph or copy shall be legibly identified as to the title and scale of the original
document, the municipality, or area covered, and the report or study to which it relates, and
shall contain a notation of the place where the original is located.
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Coastal Protection Grant No. G0900243
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8C. Transmittal of Maps, Plans, Etc.: The title, the grants number, the municipality or
county, and the report or study to which each map and plan relates shall be indicated on the
outside top fold of such map and plan. All maps and plans transmitted shall be folded to the
size of the report project.
8D. Data Documentation and Submittal: Upon grant completion, all data and data
documentation are to be submitted in accordance with the previously provided formats and
standards, or in formats as previously negotiated in a formal agreement between
ECOLOGY and the RECIPIENT.
8E. The Project Completion Report must be submitted with the Final Payment Request and
follow the format provided by ECOLOGY. Final payment will not be made without the
Project Completion Report.
9. ACCESS TO RECORDS AND RIGHT TO AUDIT
9A. The RECIPIENT agrees that the Auditor for the State of Washington shall, until the
expiration of three (3) years after expenditure of funds under this grant, have access to and
the right to examine any directly pertinent books, documents, papers, and records of the
RECIPIENT involving transactions related to this grant. The RECIPIENT agrees to include
the substance of this paragraph into all grants and subcontracts payable from contract funds
in whole or in part.
9B. The RECIPIENT agrees that payment(s) made under this grant shall be subject to
reduction for amounts charged thereto which are found after audit examination not to
constitute allowable costs under this grant. The RECIPIENT shall refund by check payable
to ECOLOGY the amount of such reduction of payments under completed or terminated
grants.
10. MAINTENANCE OF RECORDS
All required records shall be maintained until a state audit is completed and all questions arising
there are resolved, or three (3) years after completion of a project, whichever is sooner.
11. MINORITY AND WOMEN'S BUSINESS (MWBE) 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:
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a. Include qualified minority and women's businesses on solicitation lists.
b. Assure that qualified minority and women's businesses are solicited whenever they are
potential sources of services or supplies.
c. Divide the total requirements, when economically feasible, into smaller tasks or quantities, to
permit maximum participation by qualified minority and women's businesses.
d. Establish delivery schedules, where work requirements permit, which will encourage
participation of qualified minority and women's businesses.
e. 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 shall 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:
a. Name and state OMWBE certification number (if available) of any qualified firm receiving
funds under the invoice, including any sub-and/or sub-subcontractors.
b. The total dollar amount paid to qualified firms under this invoice.
12. SELECTION OF CONTRACTORS
It will be the responsibility of the Recipient to insure that any and all subs comply with the terms
and conditions of this agreement and that the State of Washington is named as an express third-
party beneficiary of such subcontracts with full rights as such.
13. FINANCIAL GUIDELINES
The RECIPIENT shall comply with ECOLOGY'S current edition of the "Administrative
Requirements for Ecology Grants and Loans." The RECIPIENT shall be responsible for
maintaining appropriate financial records throughout the life of the project and in accordance
with these guidelines.
14. PAYMENT REQUESTS
Payment will be made to the RECIPIENT for the grant amount upon execution of the grant
agreement and receipt of a signed Invoice Voucher (A19-lA).
Complete backup documents (to include but not limited to all invoiced costs, time sheets [signed
and dated by both employee and supervisor], etc.) MUST be maintained by the RECIPIENT.
These expenses will be kept in grant files according to budget task for a period of three years af-
ter project completion and made available at any time for inspection by ECOLOGY.
15. QUARTERLY REPORTING
The RECIPIENT must send quarterly progress and financial reports, including current
expenditures to ECOLOGY.
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Quarterly reports shall cover the periods and be due with 30 days following the end of the
quarter, according to the following schedule, regardless of the grant effective date:
Quarterl Re ortin Period
Date Quarterl Re ort is Due
January 1-March 31
A ri130
April 1-June 30
July 30*schedule may vary with fiscal year
closing
July 1-September 30
October 30
October 1-December 31
January 30
Quarterly reports shall convey essential information in a simple, concise manner through the use
of bulleted summary statements, lists, and tables and include the following:
1. A description of work performed during the quarter
2. Status of project schedule
3. Financial and funds disbursement status
4. Personnel changes
5. Any difficulties encountered during the quarter.
6. Cash Flow Estimate
ECOLOGY reserves the right to terminate this agreement, as specified in paragraph K.1. of the
General Terms and Conditions, for:
1. Failure to comply with quarterly reporting requirements, and
2. Failure to demonstrate satisfactory progress on elements and/or tasks as described in the Scope
of Work.
16. AMENDMENTS
A"letter" amendment is a written request by the RECIPIENT to 1) redistribute funds among
budget elements or fund shares; or 2) extend the project completion and expiration dates.
A formal amendment is required for any change to the scope of work or an increase to the total
eligible project cost and is signed by both parties.
Amendments are not required for administrative adjustments such as changes in telephone
numbers, addresses, project officers, supervisors, or contact persons for Ecology or the recipient.
The recipient must still notify Ecology of these changes.
17. FAILURE TO COMMENCE WORK
In the event the RECIPIENT fails to commence work on the project funded herein within four
months after the effective date of the grant agreement, or by any date mutually agreed upon in
writing for commencement of work, ECOLOGY reserves the right to terminate this agreement.
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18. GRANT CLOSEOUT
All products for this project shall be submitted to ECOLOGY on or before March 31, 2010, or
otherwise specified in the Scope of Work.
19. ALL WRITINGS CONTAINED HEREIN
This agreement, the appended "General Terms and Conditions", and ECOLOGY' S current
edition of "Administrative Requirements for Ecology Grants and Loans", contains the entire
understanding between the parties, and there are no other understandings or representations
except those set forth or incorporated by reference herein.
No subsequent modification(s) or amendments to this agreement shall be of any force or effect
unless in writing, signed by authorized representatives of the RECIPIENT and ECOLOGY and
made a part of this agreement.
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
Gordon White
Date
Program Manager
Shorelands Environmental Assistance Program
CITY OF AUBURN
Peter B. Lewis, Mayor
Date
~
Approved as to form only
Assistant Attorney General
Federal ID Number: 91-6001228
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