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REQUEST FOR QUALIFICATIONS CITY OF DOUGLAS, BROWNFIELD “DOUBLE-DOWN INITIATIVE” REVITALIZATION PROJECT (EPA Brownfield Assessment Grant for Petroleum and Hazardous Substances) DOUGLAS, WYOMING Submittal Deadline: 3:00 p.m. local time, October 17, 2018 ---PAGE BREAK--- Page 2 of 23 Section One Introduction and Summary The City of Douglas (hereafter “City”) will accept written submittals for: City of Douglas, WY, Brownfield “Douglas Double-Down Initiative” Revitalization Project (EPA Brownfield Assessment Grant for Petroleum and Hazardous Substances) The City of Douglas invites firms to submit qualifications from a multi-disciplinary environmental contractor firm or firms to provide the following; including but not limited to; project management, environmental inventory and assessment, brownfield grant management, stormwater/floodplain mitigation and management, redevelopment/economic assessment and public information, and outreach related to its EPA Brownfield Assessment for Petroleum and Hazardous Substances. The purpose of this grant will be for an assessment of petroleum/hazardous substance contaminated sites for an area known as the “Douglas Double-Down Initiative”. Brownfields throughout this study area likely contain, or are suspected to contain, contamination from petroleum or other hazardous sources. The sites will be those identified by the contractor, staff or through other documents as priority redevelopment areas. This project seeks to propel the revival of Douglas’s downtown which sits at the geographic heart of the community. Environmental pollution is woven into the fabric and history of this otherwise vibrant, culturally diverse and up-and-coming neighborhood, which today, continues to be burdened with the community’s largest concentration of known and suspected brownfield sites. Originally platted in 1886, Douglas was established as a rail station to supply warehousing and retail in support of ranches and later railroad crews. Over the years, the community grew to support transportation of goods and visitors headed to Yellowstone. In more recent decades, the mineral extraction industry fed the local economy due to proximity to several large coal mines to the north, along with oil and gas fields and uranium deposits. During World War II, Douglas served as home to an internment camp from 1943-1946. Although some tourism is generated within the community through the State Fairgrounds, museums, and access to the North Platte, these resources are not driving economic diversification. Within the city limits, the original core of Douglas is our target area. Specifically, we are focused on Block 2 of Census Tract 9564. We believe that addressing the target-area brownfields will enhance the health and welfare of residents living in poverty as well as seniors. This area is at the crossroads of commerce, encompassing the core of downtown and the railroad industry corridor. The original city includes a mix or land uses, including public institutions, the library, city hall, the medical center, and post office. Historic neighborhoods abut the 8-block commercial core. Transecting the target area is US Highway 87, a historic motorway with remnants of filling stations, garages and repair shops that harken back to the boom days. Also nearby these brownfields are industrial sites adjacent to the railroad corridor, adding to the diversity of uses and contaminants adjacent to aging homes and apartments. With these concerns in mind, the City of Douglas will incorporate site reuse option analyses and apply real estate strategies to prioritize opportunities and ensure the most feasible and beneficial sites/redevelopment areas are selected for environmental site assessment and site cleanup/reuse ---PAGE BREAK--- Page 3 of 23 planning. Initiation of this grant will establish an effective brownfield program, engage the community and “Double-Down Initiative” stakeholders, and create a comprehensive brownfield inventory, prioritize revitalization opportunities, perform Phase I and Phase II Environmental Site Assessments (ESAs), and conduct planning activities. With this organizational infrastructure, the City will develop a process to assess and remediate sites and facilitate public-private partnerships necessary to complete the revival of the “Double-Down Initiative” neighborhood. The project will include assessment activities at sites identified first through the inventory process, and then through Phase I ESA and, finally, Phase II investigations. Written, sealed submittals must be submitted to the City of Douglas, Attn: Karen Rimmer, City Clerk; P.O. Box 1030, 101 North 4th Street, Douglas, WY 82633 no later than 3:00 p.m. local time on October 17, 2018. Copies of the Request for Qualifications may be obtained by contacting Clara Chaffin, Community Development Director; phone (307) 358-2132 or online at Section Two Project Information The City of Douglas invites firms to submit qualifications to provide EPA Brownfield Grant project management, environmental inventory and assessment, and public information and outreach related to its EPA Brownfield Assessment grant for Petroleum and Hazardous Substances, the purpose of which will be for an assessment of potentially contaminated sites for an area known as the “Double-Down Initiative”. Brownfields throughout the “Double-Down Initiative” likely contain, or are suspected to contain, contamination petroleum sources and/or other hazardous substances. These sites will be those identified by the contractor, staff or through other documents as priority redevelopment areas. The three-pronged goal of this project is to propel the “Double-Down Initiative” revitalization, improve the quality of life for its residents, and to remove any real or perceived barriers to private investment. The successful contractor/sub-contractor/team will bring experience and insight to a partnership with the City to successfully administer the grant award, explore other funding opportunities or/and brownfield initiatives and programs to achieve project goals as outlined within the grant application in accordance with Work Plan (also approved by the EPA & Attached: Attachment A) and all US Environmental Protection Agency requirements as noted within the Cooperative Agreement. Modifications to the approved Work Plan will be entertained if the approach is beneficial to the community, improves performance, improves compliance or maximizes the grant funding. The successful contractor is expected to perform many tasks including, but not limited to, the following: Prepare and maintain schedules and budgets for all activities associated with this grant award consistent with the Work Plan (Attachment with review and approval by the City prior to submission. (The City expects the contractor to perform overall grant management but the City will maintain control over all grant management items.) Prepare and manage site assessment studies and prepare appropriate reports as required by the grant. ---PAGE BREAK--- Page 4 of 23 Conduct necessary background research related to contamination and applicable master plans. Conduct necessary field/on-site investigation, including necessary sampling and lab analysis. Include public and private opportunities for citizen outreach and participation that would, in all steps of the project, serve to keep the public informed and engaged. These outreach and education efforts will include; but will not be limited to, public meetings, creation of innovative and informative education and outreach materials and strategies, and the development of an attractive and user-friendly web site. Evaluation of cleanup options and risk assessment analysis and costs. Preparation of all written plans, including but not limited to Quality Assurance Project Plans, Sampling and Analysis plans, etc. in compliance with USEPA regulations and best practices. Develop a list of potentially eligible sites for investigation and prioritize the list of sites through the use of a “Brownfield Advisory Committee”. The Brownfield Advisory Committee will help the contractor evaluate sites based on environmental need, site issues, complexity, economics, and neighborhood effect, among other factors. Conduct Phase I and Phase II environmental assessments in the project area and deliver to the City and Wyoming DEQ completed Phase I and Phase II environmental site assessment reports in print and a compiled and printable electronic format (e.g. PDF). Perform project management, implementation, and/or technical oversight. Provide professional advice regarding environmental issues associated with land reuse/redevelopment and related matters. Identify “Double-Down Initiative” revitalization initiatives beyond basic redevelopment and reuse for land. Culturally significant resources, geographic importance, and public art are examples of possible initiatives that could be used in addressing contamination issues. Attend meetings within the community as necessary and as requested, such as neighborhood meeting, stakeholder meetings, Planning Commission and/or City Council. Prepare presentations to provide information about the project’s progress as requested. Any additional meetings shall also be identified, with each meeting recommended including a cost proposal for facilitation. Finally, a generic meeting cost proposal is required from all applicants to assess and aid elected officials in possible request for additional meetings throughout the process. Develop preliminary budget, financing options, and implementation plans for cleanup and reuse of identified sites. Promote redevelopment sites through outreach and actives like developer outreach forums and creation and dissemination of education and outreach materials. Complete contaminant characterization and risk assessments as determined necessary, following Phase II activities and as funds allow. ---PAGE BREAK--- Page 5 of 23 Prepare and assist the City with all EPA grant programmatic and administrative reports, updates, and grant close-out documents and provide evidence of previous experience managing EPA Brownfield Grants. Prepare Quality Assurance Project Plans (QAPPs) and associated Field Sample Plans (FSPs) and Crosswalks, as well as Health and Safety Plans (HASPs). Develop strategy to discuss the EPA Brownfield Program with affected landowners in City. Prepare and submit to the EPA Site Eligibility Determinations on behalf of the City. The request for qualifications describes the selection process and documentation required for submitting proposals for this project. Any firm failing to submit a proposal in accordance with the procedures set forth in this Request for Proposals may be considered non-responsive. Section Three Project Schedule and Budget Time is of the essence for this project. Per the grant award the City of Douglas has 3 years to complete the project and spend all money associated with the grant. The statement of qualifications submittal and selection process has been designed to maximize the time a contractor will have to investigate and complete necessary studies within the allotted timeframe. The fiscally responsible entity is the City of Douglas. Participation of affected property owners is expected. Section Four Submittal Information Proposals must include the following information organized in the order as presented below and shall be identified with the tab titles and sub titles provided below. All RFQ’s submitted shall follow the approved Work Plan as attached. The submittal shall be limited to a maximum of forty (40) pages, 8½” x 11” (pages up to 11” x 17” are acceptable if folded to 8½” x 11”), single sided, not smaller than 11 point type. The cover letter, table of contents, and any tabs do not count toward the page limits. Project cut sheets, including photos, are included in the page limits; submittals exceeding the page limits may be considered non-responsive. At a minimum, firms submitting proposals should have verifiable expertise and proven experience in the following areas: • EPA Brownfield Assessment Grant project and grant management; • Environmental inventory and assessment • Technical capacity to conduct environmental studies or manage environmental studies; • Stormwater/floodplain mitigation and management; ---PAGE BREAK--- Page 6 of 23 • Redevelopment/economic assessment and public information projects; • Real Estate Financing/Development; and • Public Participation/Consensus-Building. 1. Tab Title: Introductory Requirements a. Sub Title: Transmittal Letter Proposals must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project within the approved timeframe. b. Sub Title: Project Understanding A statement describing the applicant’s understanding of the project and any special skills the applicant will bring to the project. 2. Tab Title: General Information a. Sub Title: Company Information i. Firm name ii. Business address iii. Primary contact name, email and telephone number iv. Year established v. Wyoming registration or certification information (if applicable) vi. Type of ownership (e.g. corporation, LLC, sole proprietorship, etc.) vii. Total size and breakdown of firm personnel by category principals, engineers, architects, project managers, construction managers, superintendents, estimators, schedulers, and other technical, clerical). (A firm organizational chart would be useful.) b. Sub Title: Experience/Qualifications i. Provide a summary highlighting the firm’s qualifications and special expertise to provide the services/deliverables requested in the Request for Qualifications. ii. Describe the lead firm’s experience in successfully completing similar environmental projects, including projects of this scope, and success in working with DEQ and EPA. iii. State the lead firm’s annual average volume (in dollars) of similar projects for the past five years and plans for the next 12 months, including this project. iv. Describe the types of projects or services normally performed by the lead firm and the relative value of each for the past five years. v. Describe the experience of the lead firm, expressed both in number of projects and in total dollar volume, in completing new facilities and major renovations. vi. Provide information on background and experience on similar projects. vii. Describe your approach and techniques for claims/disputes avoidance and mitigation. ---PAGE BREAK--- Page 7 of 23 viii. Provide background of key members of each firm in the team and their specific experience in previous projects that would relate to this project. ix. Describe any specific skills the applicant team would bring to this project. x. In preparing team members’ Statement of Qualifications, the proposing firm shall clearly identify the team member’s role on the referenced project. If the proposing firm is representing an individual’s experience while employed at another firm, the firm of record for the project and the individual’s role shall be clearly identified. c. Sub Title: Proof of Insurance i. Provide proof of the following: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance Applicant shall provide proof of workers’ compensation coverage for all employees working on this project such as Wyoming Worker’s Compensation Certificate of Good Standing. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not less than five hundred thousand dollars ($500,000) per employee for each accident and disease. Applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any subcontractor. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect City from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub Applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. d. Sub Title: Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. ---PAGE BREAK--- Page 8 of 23 3. Tab Title: Project Approach, Schedule and Presentations a. Describe your approach for completing this project specifically for the City of Douglas, Wyoming. Include how you would provide access to staff locally (in-person visits, phone, email, skype, etc.) throughout the project if you are not located in Douglas or do not have offices in the City. b. Provide narrative detailing the applicant’s philosophy and approach to complete the project and Work Plan as attached. c. Provide an overall project schedule including the timing of major tasks and progress reports. d. Describe the applicant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials, and other interested parties. e. Describe deliverables for the overall project and each phase of the project as detailed. f. Provide any additional information or methods believed to be relevant to indicate the applicant’s ability to successfully complete this project. 4. Tab Title: Grant Administration Summarize the firm’s proven ability, technical expertise and willingness to administer and manage all aspects of the EPA grant compliance for the City, including, but not limited to, all necessary reporting. 5. Tab Title: Modifications to the Work Plan The Work Plan has been approved by the EPA; however, the City welcomes a discussion of detailed approaches or suggested refinements to the Work Plan. Describe project expenditures by task and plan component, indicate which individuals/firm(s) would perform which activities, and describe proposed communications and public involvement processes in detail. 6. Tab Title: Project Team a. Sub Title: Organization Provide an organization chart for your project team indicating firm management team, task specific discipline team members (firms) and individual design discipline team component leaders (architects, engineers, etc.) Give a brief description of the roles of the personnel on the project and list their current location and the length of service with their respective firms. All management and team members listed within the proposal must be the personnel who will actually be assigned to the project. All positions should be filled with personnel of a quality, expertise and experience level of the personnel commensurate with the requirements of the proposal. ---PAGE BREAK--- Page 9 of 23 b. Sub Title: Experience For each of the individual design team members named above, briefly discuss experience, registrations, and education. Address experience on work for projects of similar type, size and complexity, and experience working with design teams, the public, regulatory agencies, and local communities. Submit resumes for all key positions including the contractor team. c. Sub Title: Availability Briefly discuss the availability of all key personnel for the scheduled time frame of the proposed project. Additionally, discuss the capacity of the proposed team to accomplish the work. d. Sub Title: Project Understanding Describe your team’s general understanding of the project and your role in the project team. Include any special issues that you believe may affect the project or may affect your performance of the services/deliverables. Discuss your team’s approach to completing the project. Discuss the major challenges to successful completion and how your project team proposes to approach them. e. Sub Title: Relationship History Describe how long the project team and the lead organization have worked together and detail sample projects that the project team and lead organization have completed together. If this will be the first time the project team and lead organization will be working together, describe a process by which the lead organization will assure effective and efficient communications with this new relationship. 7. Tab Title: References Provide references from at least three similar projects within the last three years. References are to include the name of a project contact along with the reference’s position, email address and telephone number. Each reference is to include a description of the services provided to the client and the applicant’s specific role. 8. Tab Title: Fee Schedule The proposal shall include an anticipated schedule and time/material cost estimates for the activities listed in the Work Plan by deliverable. Time should be allowed in the schedule to review and revise draft deliverables and for preparation of final documents. Hourly billing per contractor title/position, reimbursable expenses, and price schedule for each firm/sub-contractor involved shall be included. 9. Tab Title: Disclosures a. Any professional or personal financial interest that is or could be a conflict of interest in representing the City, including but not limited to any arrangements to derive additional compensation from various investment and reinvestment projects, including financial contracts. ---PAGE BREAK--- Page 10 of 23 b. Certify if the applicant or any of the owners or principals is/are subject to any pending or threatened litigation and/or sanctions. The certified statement should cover the size and scope of any pending litigation and/or sanctions. If no litigation is pending, include a statement to that effect. c. Ownership interest or management of any other company providing same or similar services as provided herein. The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submittal information. 10. Copies Provide four hard copies and one CD or flash drive containing the entire submittal in .pdf format. Section Five Selection & Contracting Process Proposals will be reviewed by the City, and depending on the number of RFQ’s received, and the quality and completeness of the submittals, a formal, in-person interview process may be undertaken, as determined by the City. The City may contact any or all of the submitting firms to request additional information during the selection process. After a firm is chosen, the City will negotiate a contract with the firm. In the event a satisfactory agreement cannot be reached, negotiations will be terminated and another firm may be selected. All proposals received will be considered public information by the City of Douglas. Firms are advised that any information considered to be privileged, a trade secret, or confidential, should not be revealed in the proposal. Proposals will be made available to anyone requesting them after the selection process has been completed, and the contract has been awarded. 1. Review of Proposals Following an initial screening of the proposals, the review committee will select what it considers the most highly qualified firms to provide the services/deliverables required for the proposed project. Selection will be based on the evaluation criteria set forth below. The firms/teams submitting proposals will be reviewed, and the review committee will then recommend the most qualified firms. ---PAGE BREAK--- Page 11 of 23 The selection criteria will be the basis for the list of most qualified firms, but may not be limited to the following: a. Qualifications and Experience of Key Personnel; b. References for Firm and Project Team; c. Project Scope and Scope Alterations; d. Project Schedule; e. Current and prospective workload; f. Capacity to accomplish the work in required time; g. Responsiveness to the RFQ; and h. Proposed fee. In accordance with EPA’s Program for utilization of Disadvantaged Business Enterprise (DBE) Program, Small (SBE), Minority (MBE), and Women’s Business Enterprises (WBE), the contractor must ensure that the six affirmative steps are followed in extending subcontracting opportunities to qualified MBE/WBE firms (see 40 CFR 35.6580(a)). 2. Submission Final submissions will be reviewed by the City of Douglas for a recommendation to the Douglas City Council. Based on the recommendations of the review committee and subject to approval by the Douglas City Council, the City of Douglas intends to enter into a Professional Services Agreement with the recommended lead firm for the project. 3. Interviews (if required) If the City of Douglas determines that interviews are required in the best interest of the Project, interviews will be conducted for the purpose of determining which of the firms is the most highly qualified for the project; which firm has the project personnel best able to complete the scope of services/deliverables; which firm most fully understands and is able to perform as project contractor as envisioned by the City of Douglas. Key personnel from proposing firms to be assigned to the project are required to be present and participate in the interview. In addition to the material requested herein, and information which may be requested by the review committee, the firms shall be prepared to demonstrate the firm’s approach to management of the project based on their understanding of the City’s adopted Master Plans, codes, and requirements of the EPA related to the Work Plan and reporting; the firm’s ability to perform the services within a fully integrated professional team; and the firm’s past performance of similar services in similar team situations. The interviews may include an interactive work session. ---PAGE BREAK--- Page 12 of 23 A short list will be developed of firms that will be interviewed based on the evaluation criteria noted above in step one and step two. The list will be provided in alphabetical order without any ranking. 4. Selection of Successful Firm & Negotiation of Professional Services Agreement After the successful firm is selected, the City of Douglas will negotiate an Agreement for Professional Services. The agreement will include, but may not be limited to the following elements: • Project Scope of Work/Deliverables; • Term of Contract; • Contract Sum (not to exceed); • Responsibilities of Contractor (Firm); • Responsibilities of City of Douglas; • Indemnification of City of Douglas; and • Insurance Proposals cannot be withdrawn from consideration for a period of sixty (60) days after the submittal deadline of October 17, 2018. 5. City Council Approval of Agreement & Notice to Proceed The City of Douglas will forward the Final Agreement for Professional Services to the City Council for their consideration and approval. The successful lead firm and other team members will be required to attend the Council meeting with the City of Douglas staff to answer any questions concerning the proposal, the project, or the Firm’s qualifications. The agreement shall not be binding upon the City of Douglas or the Firm, and no services shall be performed under the terms of the proposal or the agreement until the agreement has been reduced to writing and approved by the City of Douglas. After approval, the City of Douglas shall issue a Notice to Proceed with the work upon the receipt and acceptance of all required agreement submittals and requirements. 6. Notifications The City of Douglas will provide timely notifications in writing (letters and/or emails) of the following actions to firms responding to the Request for Qualifications as follows: • Selection of short-listed firms for interviews (if required); • Firms not short-listed; • Selection of recommended firm; and/or • Douglas City Council approval. ---PAGE BREAK--- Page 13 of 23 7. Procedures Requirements Any firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive. All costs incurred by firms choosing to participate in this RFQ process shall be borne by the proposing firms. All proposals submitted regarding this RFQ are the property of the City of Douglas and will only be returned to the firm(s) if requested in writing to the City of Douglas at the sole discretion of the City of Douglas. Late submittals shall not be accepted. It is the responsibility of the firms to ensure that the proposal arrives at the City of Douglas, prior to the date and time stated in this RFQ. 8. City Rights The City retains the right to reject any or all proposals, with or without cause. The City of Douglas reserves the right to reject any proposal which is unbalanced. The City reserves the right to consider and rely upon factors other than pricing in its selection process. The City reserves the right to award this project to the firm that best fits the requirements outlined in the request for proposals. The City reserves the right to waive any informality in any submittal and/or reject all requests for proposals, and to accept the proposal that is in the best interest of the City. The City reserves the right to undertake or award supplemental or successor agreements for work related to this agreement or this project. The City reserves the right to waive informalities in the proposals or fees and to reject any and all proposals and re-advertise the project at any time prior to Douglas City Council approval of the recommended firm and the negotiated agreement. The City reserves the right to eliminate a submittal based on current and anticipated workload. The City reserves the right to terminate the contract of the selected firm for cause as identified in the executed Professional Services Agreement. All costs incurred in the preparation of the Request for Proposal process shall be borne by the proposing firm. Proposals submitted in response to this Request for Qualifications shall become the property of the City of Douglas. If the City and the selected lead firm cannot agree on the contract, the negotiations will be terminated, and the City reserves the right to begin negotiations with the next highest ranked proposer. ---PAGE BREAK--- Page 14 of 23 Section Six Schedule Written questions regarding this RFQ should be submitted to Clara Chaffin, Community Development Director, at [EMAIL REDACTED] no later than October 10, 2018. Responses to questions will be emailed to everyone who submitted questions and/or who notified the City they would like to receive responses. Responses to questions will be posted on the City of Douglas website at douglas.civicplus.com/bids.aspx. No other contact will be made regarding this RFQ with any City staff, City Council, Agents, Applicants, etc. during the RFQ process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFQ must be received in a sealed envelope clearly marked “RESPONSE TO QUALIFICATIONS, CITY OF DOUGLAS, BROWNFIELD “DOUBLE-DOWN INITIATIVE” REVITALIZATION PROJECT” by 3:00 PM on or before October 17, 2018. Proposals may be mailed or hand delivered. From a review of the statements of qualification received, the City intends to evaluate the proposals and possibly invite one or more firms to be interviewed before making a final selection of a firm for the projects. The City will notify selected firms of the date and times of any interview. The City reserves the right to make a selection based solely on statements of qualifications received. If it is determined that interviews are not to be held, the ranking will be solely based on review of proposals submitted. Dates are approximations for the process steps and are subject to change. All proposals are to be submitted to: City of Douglas Attn: Karen Rimmer, City Clerk P.O. Box 1030 101 North 4th Street Douglas, WY 82633 The anticipated schedule for proposal evaluation the project is as follows. The City reserves the right to change or alter the schedule. Changes to the schedule will be published on the City of Douglas website at RFQ Published in the Douglas Budget – September 12 and September 19, 2018 (the RFQ will be available on the City of Douglas website until October 17, 2018) Last Day for Questions – October 10, 2018 RFQ Responses Due – October 17, 2018 no later than 3:00 PM local time If Interviews are Required: Notifications of Interviews (if required) – No later than October 24, 2018 Interviews Conducted (if required) – Week of October 29, 2018 Staff Recommended Firm to City Council for Approval – November 13, 2018 ---PAGE BREAK--- Page 15 of 23 Begin to Execute Contract – November 14, 2018 If Interviews are Not Required: Staff Recommended Firm to City Council for Approval – October 22, 2018 Begin to Execute Contract – October 23, 2018 ---PAGE BREAK--- Page 16 of 23 ATTACHMENT A – EPA APPROVED WORK PLAN (Remainder of Page Intentionally Left Blank) ---PAGE BREAK--- ASSESSMENT WORKPLAN City of Douglas, WY Workplan for CERCLA Section 104(k) Assessment Cooperative Agreement October 1, 2018 – September 30, 2021 1. GOAL 3 Healthy Communities and Ecosystems Objective 3.2 Communities – Sustain, Clean Up, and Restore Communities and the Ecological Systems that Support Them Sub-objective 3.2.3 – Assess, Clean Up and Redevelop Brownfields CFDA – 66.818 Assessment, Cleanup, and Revolving Loan Fund Grants OBJECTIVE: The Douglas Double-Down Initiative, demonstrates how we've come together with a broad cross-section of community leaders to identify a place-based strategy to transform our economy, starting with our underutilized brownfields. Linking revitalization with strategies for developing economic sustainability is central to enhancing the lives of both our people and places. Within the City Limits, the original core of Douglas is our target area. Specifically, we are focused on Block 2 of Census Tract 9564. We believe that addressing the target-area brownfields will enhance the health and welfare of residents living in poverty, including seniors. This area encompasses the core of downtown and the railroad industry corridor. 2. FUNDING $200,000 Hazardous Substances; $100,000 Petroleum 3. BUDGET HAZARDOUS Task 1 Grant Management Task 2 Community Outreach Task 3 Inventory & Planning Task 4 Assessments Task 5 Remedial Planning Total Travel $2,280 $2,280 Contractual $8,220 $9,500 $13,000 $146,000 $21,000 $197,720 Total $10,500 $9,500 $13,000 $146,000 $21,000 $200,000 PETROLEUM Task 1 Grant Management Task 2 Community Outreach Task 3 Inventory & Planning Task 4 Assessments Task 5 Remedial Planning Total Travel $2,280 $2,280 Contractual $4,220 $5,500 $9,000 $70,000 $9,000 $97,720 Total $6,500 $5,500 $9,000 $70,000 $9,000 $100,000 ---PAGE BREAK--- Page 18 of 23 4. WORKPLAN TASKS Task 1: Cooperative Agreement Oversight Tasks Task 1 - Cooperative Agreement Oversight Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) Obtain QEP: • Prepare Request for Qualifications, evaluate applications, possibly conduct interviews, hire qualified environmental contractor (QEP) • Conduct annual performance evaluations on contractor • Obtain outside services for title searches, regulation interpretations, etc. Outputs: • RFQ for contractor; documentation of meeting of open competition; contract for scope of services • Performance evaluation reports, and applicable corrective actions Outcomes: • High quality products and services to meet project needs • Maintain a high level of work effort Oct. 2018 Oct. 2018 Retain highly qualified contractor team Reporting: • Prepare quarterly reports, MBE/WBE annually, and FFR form annually at the end of the reporting period • Enter site data in ACRES • Prepare final report and grant closeout material Outputs: • Quarterly reports and other forms; updated ACRES database; final report and closeout forms Outcomes: • Regular communication of project status and next steps; current database for congressional reporting Quarterly reports every quarter; MBE/WBE forms 3/30 & 9/30; ACRES updated when site activities occur Records: • Maintain grant files • Maintain site project files • Maintain financial records Outputs: • Accurate and complete files suitable for audit purposes Outcomes: • High quality project records reflective of the work performed Continuously throughout grant period; Maintain an administrative record for project • Requests for Reimbursements or Advances Outputs: • Forms submitted to Las Vegas for payment Outcomes: • Reduce unliquidated obligations Continuously throughout grant period; use invoice tracking spreadsheets and forms Training: • Attend EPA Brownfields Conferences and other related workshops Outputs: • Attend Brownfields conferences Outcomes: • Improve Brownfields knowledge and expand networking opportunities Autumn 2019 (Region 8 Meeting) or Attend 2019 EPA BF Conference in a location TBD ---PAGE BREAK--- Page 19 of 23 Task 2: Community Outreach Task 2 - Community Involvement Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) • Establish brownfields program advisory committee • Ensure that commitments made by community based organizations in proposal are implemented. Outputs: • Hold meetings, create agendas, attendance lists and meeting notes Outcomes: • An active and motivated workgroup driving brownfield initiatives Hold project planning meetings with team for first 18 months of grant Develop Outreach Materials: • Create brochure targeting private & public property owners, lenders and developers • Create FAQ fact sheet • Create and update project website • Create community relations plan (CRP) to provide to public and interested developers and property owners Outputs: • Create color brochures; FAQ insert(s); and easy to navigate and attractive project website Outcomes: • Up-to-date outreach tools to promote project work and disseminate information • Create a CRP at project initiation • Hold developer recruitment forum to “sell” redevelopment sites Late Winter 18/Early Spring 2019 First Qtr 2019 Feb. 2019 March 2019 April/May 2019 Implement outreach strategy in target areas: • Meet w/ local orgs. and/or attend local town meetings • Publish program info in local papers and post notices in town halls & community centers Outputs: • Give BF presentations at three meetings • several rounds of ads/postings in local target areas Outcomes: • Improve community knowledge on BF issues and identify potential BF sites Fall 18; Summer 19; Summer 2020 First Qrt 2019 and then Continuous Hold local meeting on Phase II ESA sites: • Project team and advisory committee evaluate Phase II ESA results, and potential cleanup and redevelopment plans Outputs: • Minimum one local meeting, presentation materials, attendance list Outcomes: • Encourage public participation and support of BF project(s) going forward Within 90 days following completion of report ---PAGE BREAK--- Page 20 of 23 Task 3: Site Inventory & Development Planning Task 3 - Site Inventory & Development Planning Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) Site inventory: • Gather recognized and potential brownfields sites in the redevelopment target area • Enter sites on GIS mapping tool Outputs: • GIS map of potential BF sites Outcomes: • Graphical capturing of BF sites for planning work • Create and maintain a project .ftp site to house project documents accessible to EPA, City, and QEP Dec/18 Soon after CA is executed by EPA and City. Site prioritization and eligibility determination: • Convene steering committee meeting to identify and prioritize sites • Choose initial sites for Phase I investigation in redevelopment area • Evaluate site access issues • Obtain EPA (or state) approval for Phase I/II cleanup planning through the site eligibility form Outputs: • Planning meetings; approx. 6-10 eligible sites identified in initial inventory search • Estimate 3-5 additional eligible sites identified during remainder of grant Outcomes: •Four to six brownfields sites identified with the highest redevelopment and community benefit potential in target area(s) •Approval of Petro & Haz Mat. SEDs Quarterly reports every quarter; MBE/WBE forms 3/30 & 9/30; ACRES updated when site activities occur 2-3rd qrt/2019 On-Going Records: • Maintain grant files • Establish and maintain administrative record • Maintain site project files • Maintain financial records Outputs: •Accurate and complete files suitable for audit purposes Outcomes: •High quality project records reflective of the work performed Continuously throughout grant period Requests for Reimbursements or Advances Outputs: • Forms submitted to Las Vegas for payment Outcomes: • Reduce unliquidated obligations Continuously throughout grant period Redevelopment Planning: • Identify brownfield-impacted areas within the redevelopment zone • Develop strategies for the reuse of existing infrastructure in the revitalization area Outputs: •Produce a map/plan identifying sites for future assess. and future redevelopment •Create a set of acquisition and redevelopment strategies for April 2019 May 2019 ---PAGE BREAK--- Page 21 of 23 assessment, cleanup and reuse measures Outcomes: •Future uses of at least six properties in the redevelopment area have been identified • Next steps to implement the plan have been identified Summer 2019 Sept 2019 Task 4: Environmental Site Assessments Task 4 – Phase I and Phase II Assessments & QAPP Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) Phase I investigations: • Conduct planning meeting with contractor to discuss approved sites • Confer with EPA for site specific sampling and analysis plans • Contractor obtains access agreement and performs Phase I investigation • Contractor submits draft Phase I report to project team members • Team reviews/comments on draft Phase I • Contractor submits final Phase I report to project team members Outputs: • Planning meetings • 7-10 Phase I ESA Reports • updated ACRES database Outcomes: • Three to four high potential Brownfields sites assessed through Phase I ESAs • Total acres assessed through Phase I ESAs throughout grant TBD Continuous TBD TBD Phase II preparation: • Meet with internal/external brownfield committee to review Phase I results and project direction • Obtain EPA approval to proceed with Phase II ESA assessment • Meet with contractor to Plan Phase II ESA assessments • Encourage contractor to maximize efficiencies and minimize negative impacts of site assessments by incorporating green and sustainable remediation (GSR) techniques that are applicable to Phase II assessment activities • Contractor submits EPA approved generic QAPP w/ updated organization chart Outputs: • Project planning meetings • Approved generic QAPP • Four to six sites approved for Phase II ESA assessments Outcomes: • Two to four high priority sites identified for further investigation and potential redevelopment Meetings bi- Jan. 2019 – Final approved QAPP TBD ---PAGE BREAK--- Page 22 of 23 Task 4 – Phase I and Phase II Assessments & QAPP Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) Phase II investigation: • Contractor submits draft site-specific sampling and analysis plan with reference to QAPP to project team for review and comments • EPA/state approval is obtained and contractor submits final site-specific QAPP addendum to team • Contractor performs field work according to plan • Grantee monitors site work and communicates any concerns with EPA/state • Grantee tracks green and sustainable site assessment efforts used during Phase II investigations • Contractor submits draft Phase II report to project team for review and comments • Contractor submits final Phase II report to project team • Project team & steering committee evaluate Phase II findings, and implement additional Phase II investigations as appropriate to delineate extent of contamination Outputs: • One approved site-specific QAPP Addenda (delineating extent of site contamination on 1 Brownfield site) including Sampling and Analysis Plan (SAP) and QAPP Crosswalk Document • Phase II report(s) documenting the results • Updated ACRES database • Green and sustainable efforts reported in quarterly reporting Outcomes: • Two to four high priority sites with complete Phase II assessments that are ready for cleanup and reuse planning • Total acres assessed through Phase II ESA assessments • Greener and more sustainable site assessment techniques utilized March 2019 TBD following Phase II ESAs ACRES updates after project completion TBD TBD Task 5: Remediation Reuse Planning Task 5 – Remediation Reuse Planning Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) Cleanup & reuse planning: • Throughout Phase II process, strategize with steering committee on reuse plans for the site • Conduct outreach to leverage developer/lender interest in the property • Meet with contractor to develop draft cleanup alternatives and remediation plans for the site Outputs: • Two or more internal cleanup and reuse planning meeting(s) • Two draft cleanup alternatives plans • Two draft remedial action plans • We will include green and sustainability language in ABCA • Updated ACRES database • One public meeting on project results Beginning in late 2018 and into 2019 Mid to late 2019 On-going end of 2019 ---PAGE BREAK--- Page 23 of 23 Task 5 – Remediation Reuse Planning Subtasks (Commitments) Anticipated Outputs (projected activities, deliverables, reports) and Anticipated Outcomes (projected results, effects, improvements) Anticipated Accomplishment Date(s) (Month/Year) Actual Accomplishment Date(s) • Incorporate reuse principles & techniques into Analysis of Brownfields Cleanup Alternatives (ABCA) report • Perform public outreach and involvement in cleanup and reuse planning • Potential for developer / lender workshop and transaction forum Outcomes: • 3-4 properties assessed through cleanup and reuse planning, and ready for cleanup and redevelopment • Acres ready for cleanup & redevelopment • Greener and more sustainable plans for cleanup Early 2019 TBD 5. QUALITY ASSURANCE Subsequent to our retaining of a Qualified Environmental Professional (QEP) by the City of Douglas, WY, a pre-QAPP telephone conference will take place with the City contact person, our QEP, and the EPA project manager. After the pre-QAPP meeting, a QAPP will be prepared by our QEP for review and consideration by the City. Upon approval, the QAPP will be forwarded to the EPA Region 8 offices for review and approval. We understand that prior to undertaking any Phase II assessments, the City of Douglas, WY will prepare and submit a Quality Assurance Project Plan (QAPP) which meets the approval of U.S. EPA Region 8 Brownfields Program. The QAPP will describe the project, the sampling and analytical strategies, and the methods and procedures that will be used in all Phase II assessments. QAPP approval will be obtained prior to performing any field activities. For each site a sampling and analysis plan and QA crosswalk will be submitted to EPA for approval. 6. PRE-AWARD COSTS The City of Douglas, WY is not requesting approval of pre-award costs for this cooperative agreement. 7. COMPLIANCE WITH OTHER FEDERAL REQUIREMENTS The City of Douglas, WY, as the CAR and grantee, will comply with other requirements including but not limited to the following: Disadvantaged Business Enterprise (DBE) requirements found at 40 CFR Part 33; OSHA Worker Health & Safety Standard 29 CFR 1910.120; the Uniform Relocation Act; Historic Preservation Act; Endangered Species Act; and Permits required by Section 404 of the Clean Water Act; Executive Order 11246, Equal Employment Opportunity, and implementing regulations at 41 CFR 60-4; Contract Work Hours and Safety Standards Act, as amended (40 USC 327- 333) and the Anti-Kickback Act (40 USC 276c) and Section 504 of the Rehabilitation Act of 1973 as implemented by Executive Orders 11914 and 11250.