HomeMy WebLinkAbout2005-176 Agrmt - RVCOG
INTERAGENCY COOPERATIVE FUNDING AGREEMEr-JT
FOR A BEAR CREEK WATERSHED
NON-POINT SOURCE POLLUTION (TMDL) SAMPLING PR()JECT
June 29, 2005
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THIS AGREEMENT is made and entered into by and between the ROGUE VALLEY COUNCIL OF
GOVERNMENTS, a voluntary intergovernmental association, hereinafter referred to as RVCOG, and the
following state and local agencies:
City of Ashland, City of Central Point, City of Jacksonville, City of Medford, City of Phoenix, City of Talent,
Jackson County, Oregon State Department of Agriculture, and the Oregon State Department of Forestry hereinafter
referred to collectively as the Designated Management Agencies (DMAs). All participants included in this
agreement are hereinafter referred to collectively as the PARTIES, WITNESSETH THAT:
WHEREAS, the DMAs have been placed under an Implementation and Compliance Schedule by the Oregon State
Department of Environmental Quality which directs that they correct non-point source pollution problems in the
Bear Creek Watershed in order to meet the requirements of the U.S. Clean Water Act; and
WHEREAS, the Department of Environmental Quality's directive includes requirements that the DMAs work
collectively by using a watershed approach to resolve the non-point pollution problems within the Bear Creek
Watershed; and
WHEREAS, the DMAs have agreed to collectively employ the RVCOG to administer and manage the
implementation of a water quality testing program which targets the identification of non-point pollution sources
along Bear Creek.
NOW THEREFORE, for and in consideration of the terms, conditions, stipulations and covenants herein contained,
the PARTIES do mutually agree as follows:
A. TIME OF PERFORMANCE
This agreement shall take effect on July 1, 2005 and terminates on June 30, 2006. At that time, pending
available funding and a finding of continuing need, this agreement may be amended, terminated or extended
per Section "E" below.
B. DMAs RESPONSIBILITIES
1. Each DMA will make payment to the RVCOG not to exceed the amount allocated in the Total Cost
column (Table 1 below).
2. Each DMA will make payment as follows: 50% of the amount shown in the Total Cost column
as designated for their jurisdiction (Table 1 below) to RVCOG by September 15,2005. The
remaining 50% shall be paid upon invoice from R VCOG after completion of the sampling but
prior to providing written reports as shown in item CA.
3. Each DMA will support the RVCOG in its administration and management of the Bear Creek
Non-point Pollution (TMDL) Sampling Project by providing advisory and technical information
concerning their jurisdictional area and in developing/establishing watershed based policy
decisions.
4. Each DMA will send an authorized representative to the RVCOG regularly scheduled meetings
to discuss the progress and the needs of the TMDL program. In addition, each DMA will sc;md a
representative to any additional meetings deemed necessary by the TMDL Committee.
5. The participation of the DMAs in this program does not negate their individual responsibilities under the
TMDL program. Rather this program is designed to assist the DMAs to meet their individual
responsibilities.
Table 1
Year 2005-2006 budget and explanation
for the TMDL Water Quality Monitoring Program
Designated
Management Supplies and Personnel and
Agency Storm Sewer} Equipment Administration T ot:als
Ashland $1,380.00 $1,550.00 $2,541.57 $5,471.57
Central Point $920.00 $1,550.00 $1,847.76 $4,317.76
Jacksonville $920.00 $1,400.00 $1,367.98 $3,687.98
Medford $1,840.00 $1,550.00 $6,055.10 $9,445.10
Phoenix $920.00 $1,550.00 $1,311.11 $3,781.11
Talent $920.00 $1,550.00 $1,159.11 $3,629.11
Jackson County $0.00 $1,550.00 $4,404.84 $5,954.84
Dept. of Agriculture $0.00 $0.00 $1,000.00 $1,000.00
Dept. of Forestry $0.00 $0.00 $0.00 $0.00
RVCOG $0.00 $880.00 $3,700.00 $4,580.00
Totals: $6.900.00 $11.580.00 $23.387.48 $41.867.48
ICost based upon $460 per storm drain tested.
C. RVCOG RESPONSIBILITIES
1. RVCOG will receive, administer, and expend funds to hire and supervise the number ofindividual(s)
necessary to complete the project as described in Attachment A to this document.
2. RVCOG will be responsible for daily administration and oversight of the project.
3. RVCOG will complete the work program as described in Attachment A to the satisfaction of the
DMAs. RVCOG will be responsible only for water quality monitoring and not for any particular
DMA meeting DEQ requirements.
4. RVCOG will provide periodic written reports.
5. RVCOG will be granted ownership of all equipment purchased under this agreement but will make the
equipment available to the DMAs on an as-available, on-going basis upon request of individual DMAs.
6. RVCOG will notify the DMAs of any problems occurring with the project which require departure from
the work program described in Attachment A; this notification will allow the PARTIES to cooperate in
addressing how any necessary changes will be made.
7. RVCOG will develop a quality assurance program with DEQ.
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D. PROJECT COORDINATORS
1. Administration of this agreement for the DMAs shall be accomplished by:
· Ray Jaindl, Oregon Department of Agriculture, 635 Capitol St., N.E., Salem, Oregon, 97301-5232
Phone: 986-4713.
· Dan Thorpe, Department of Forestry, 5286 Table Rock Road, Central Point, Oregon, 97502. Phone:
664-3328.
· James Olson, Public Works, City of Ashland, 20 East Main St., Ashland, Oregon, 97520. Phone:
488-5587.
· Jim Wear, Public Works Director, City of Phoenix, 1000 South B St., Phoenix, Oregon, 97535.
Phone: 535-2226.
· Joe Strahl, Public Works Director, City of Talent, 204 East Main St., Talent, Oregon, 97540. Phone:
535-3828.
· Bob Pierce, Public Works Director, City of Central Point, 155 S. Second St., Central Point, Oregon,
97502. Phone: 664-6325.
· Jeff Alvis, Public Works Director, City of Jacksonville, 180 North 3rd St., Jacksonville, Oregon,
97530. Phone: 899-8236.
. Roger Thorn, Utility Engineer, City of Medford, 411 West 8th St., Medford, Oregon, 97501. Phone:
774-2100.
· Ken Cote, Jackson County Courthouse, 10 South Oakdale Room 100, Medford, Oregon, 97501.
Phone: 776-7554.
2. Administration of this agreement for RVCOG shall be accomplished by:
· Greg Stabach, Project Manager, Rogue Valley Council of Govemments, PO Box 3275, Central Point,
Oregon, 97502. Phone: 664-6674.
E. AMENDMENTS AND TERMINATION
1. AMENDMENTS - Amendments or changes to the provisions of this contract in whole, or in part, shall
be reduced to writing and signed by the appropriate PARTIES. Unless amended in this way, this document
constitutes the entire agreement between the PARTIES.
2. EFFECTIVE DATE and DURATION - The passage of the contract expiration date (as given in Section
A) shall not extinguish or prejudice the RVCOG's, or a DMA's, right to enforce this contract with respect
to any default or defect in performance that has not been cured.
3. TERMINATION - (a) Any DMA may terminate their contractual involvement with the RVCOG, if
through mutual consent, upon 30 days notice in writing and delivered by certified mail, or in person. Any
such termination of this contract shall be without prejudice to any obligations or liabilities of either party
already accrued prior to such terminations. (b) Any DMA may terminate the whole, or any part, of this
agreement with RVCOG by written notice of default: (i) If RVCOG fails to provide services called for by
this contract within the time specified herein or any extension thereof, or (ii) IfRVCOG fails to perform
any of the other provisions of this contract or so fails to pursue the work as to endanger performance of this
contract in accordance with its terms, and after receipt of written notice fails to correct such failures within
10 days, or such longer period as may be authorized. The rights and remedies of any DMA provided in the
above clause related to defaults (including breach of contract) by RVCOG shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
4. ACCESS TO RECORDS - The DMAs and their duly authorized representatives shall have access to the
books, documents, papers, and records of RVCOG which are directly pertinent to the specific contract for
the purpose of making audit, examination, excerpts and transcript.
3
5. COMPLIANCE WITH APPLICABLE LAWS - RVCOG shall comply with all federal, state, and local
laws and ordinances applicable to the work under this contract.
6. EQUIPMENT OWNERSHIP - Upon termination of this agreement all property or equipment
purchased under this agreement will become the sole possession of the RVCOG.
7. CONDITIONS OF FINANCIAL NON-PARTICIPATION - The costs shown in Table 1 ;are
allocated by DMA based upon the receipt of full funding provided by all DMAs listed. If in the
event that a DMA decides not to participate and full funding for the program is not realized, the
agreement will need to be amended as per Section E.1. above. RVCOG reserves the right to
terminate this contract in whole or in part.
F. PAYMENTS
1. The DMAs certify that the funds required by their commitment under this agreement are available until
June 30. 2006 at the time of the signing of this agreement.
2. The DMAs will make payment not to exceed the Total Cost column in Table 1 above as indicated for
each respective DMA and noted in Section B (1) above. The payment schedule will be made in accordance
with Section B (2) above.
3. Unless amended otherwise in writing, no other obligations for payments from the DMAs to RVCOG are
stated or implied under this agreement.
G. REPORTS and RECORDS
1. RVCOG will provide the DMAs with a copy of all documents, studies, reports, and materials developed
under this agreement.
H. MERGER CLAUSE
This contract and attached exhibits constitute the entire agreement between the PARTIES. No waiver,
consent, modification or change of terms of this contract shall bind either party unless put in '.vciting and
signed by both parties. Such waiver, consent, modification or change, if made, shall be effective only in the
specific instance and for the specific purpose given. There are no understandings, agreements, or
representations, oral or written, not specified herein regarding this contract.
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ATTACHMENT A
I. LOCATIONS MONITORED
1. In this study RVCOG will conduct instream water quality monitoring at the following sites:
*
The mouths of Ashland Creek, Bear Creek (Kirkland Road), Butler Creek, Coleman Creek~ Griffin Creek,
Jackson Creek, Larson Creek, Lone Pine Creek, Neil Creek, Payne Creek, and Wagner Creek. (TMDL
Run)
*
Headwaters of Bear Creek, Ashland Creek at Lithia Park, Bear Creek at South Valley View Road, Bear
Creek at West Valley View Road by Lynn Newbry Park, Bear Creek at Fern Valley Road R.V. Park,
Lazy Creek at Highland Road, Bear Creek at Ninth Street, Bear Creek at Pine Street, Jackson Creek at
Scenic Road, Baby Bear Creek at Bear Creek Park. (Routine Run)
*
The Irrigation Diversions for the Talent, Medford and Rogue River Valley Irrigation Districts.
2.
The total number of regular monitoring locations will be 24. These monitoring locations will be reviewed
on approximately a quarterly basis with changes made only through agreement of all the PARTIES.
3.
Additional "hot spot" monitoring will be completed on those tributaries which exhibit any unusual high
readings of the parameters being measured or following report of concerns. The purpose of the "hot
spot" monitoring will be limited to identifying the general location of the source of pollution
contamination only. The appropriate DMA will be notified of the problem and its general location in
order to take action to correct the contributing problem.
4.
This program will also include the monitoring of storm drains. The number of sites per Dl\,[A are as
follows: City of Ashland (3), City of Central Point (2), City of Jacksonville (2), City of Medford (4), City
of Phoenix (2), City of Talent (2). Some locations are currently being changed, but the nwnber of sites
per city is the same. Exact locations of sites will be determined between each DMA and RVCOG. The
scope of this contract agreement does not include follow-up monitoring for identified prob:lems. Any
additional monitoring by RVCOG will need to be negotiated on a case by case basis.
II. SAMPLING FREQUENCY
1. Sampling will be performed at the TMDL sites on a twice monthly basis during the "non-compliance"
season (April 1 to October 31) and once monthly during the "compliance" season. The total number of
sampling runs under this contract will be 19.
2. Sampling will be performed at the Routine sites on a monthly basis. Total number of sampling runs will
be 12.
3. "Hot Spot" monitoring will occur on an as needed basis.
4. The Storm Drain monitoring program will visit each sample collection site a maximum of 3 times
and samples will be collected if effluent is flowing from the site. The first samples will be taken
during "dry weather flows" before the first rains of the season. The second set of samples will be
collected soon after the first storm event of the season that creates surface runoff and the third
sample will be taken approximately 60 days after sample number two.
III. PARAMETERS SAMPLED
1. The TMDL parameters sampled and tested include: Temperature, Conductivity, E. coli, pH, Turbidity,
Total Suspended Solids (TSS), Dissolved Oxygen, Ammonia, and Total Phosphate.
2. Routine parameters: Temperature, Turbidity, Total Suspended Solids (TSS), E. coli, and pH. Note: Only
E. coli samples are collected at Site Routine 10 (Baby Bear Creek).
3. Storm Drain monitoring program will sample and analyze for total phosphate, BOD5, pH, conductivity,
temperature, turbidity and E. coli. Where practical flow will be estimated at each site.
IV. METHODS
1. The sampling and testing procedures used will be approved in writing by the Department of
Environmental Quality. The program will operate under a QA/QC program in collaboration with the
DEQ and the results from the program will meet or exceed the requirements of the DEQ. The equipment
used in the testing of these parameters has been received under a DEQ grant and approved by DEQ. The
lab used for analysis will be provided by the City of Medford Wastewater Treatment Laboratory. This
contract is conditional UDon the availability of this lab.
2.
The general analysis methods that will be employed are:
Temperature - measured by meter, calibrated thermometers and/or continuous instream recorders.
Conductivity - measured by conductivity meter.
Fecal Coliform - measured using membrane filter and incubation method.
E. Coli testing will be made with the Colilert system with approval ofDEQ
pH - measured by pH meter.
Turbidity - using calibrated turbidity meter.
Total Suspended Solids - filter through 0.4 urn filter and determine filtrate weight after drying.
Dissolved Oxygen - measured by modified W inkIer titration method.
Ammonia - phenate method with final concentration determined using spectrophotometer.
Phosphorous-modified ascorbic acid method with final concentration determined using a
spectrophotometer
BOD5 - 5 day incubation at 68F using Poly Seed inoculum as described in Standard Methods
Flow - determined using calibrated staff gauges placed in the stream bed or by use of a
calibrated collection device in the case of storm drain sampling.
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V. REPORTS
1. Reporting will be done in three formats. First, ongoing meetings (approximately quarterly) will occur
with the DMAs, DEQ, and RVCOG. Second, ongoing technical meetings will be performed in
conjunction with DEQ. Third, reports will be provided as per Section C:4, RVCOG
RESPONSIBILITIES.
Riverwalk Monitoring Scope of Work 2005
SCOPE OF SERVICES
RIVERWALK WETLAND PROJECT MONITORING
The following is the scope of services for the Rogue Valley Council of Governments
monitoring activities for the monitoring the Riverwalk wetland.
Monitoring activities are summarized below:
1. Baseline Data Collection
2 . Training for staff
Baseline Data Collection - $2,787 (for three sites) or $1,962 (for two sites)
This portion of the monitoring plan will document baseline conditions in the wetlands at
two to three locations depending on flow conditions. Samples will be collected twice a
month from July through October and once a month through January for a total number
of 11 sampling runs and up to 33 samples collected. Samples will be analyzed for E.coli,
temperature, turbidity, pH, conductivity, total suspended solids, and total phosphate.
Specific Elements:
. Establishment of two or three monitoring locations. Primary monitoring sites will
be located at the culvert (inflow), pond outflow (outflow), and prior to discharge
in Bear Creek (BC). The BC site will be monitored only when flow is entering
Bear Creek.
. Samples will be collected twice a month for four months and once a month for an
additional three months. Samples will be analyzed for E.coli, temperature,
bacteria, pH, conductivity, and TSS.
Deliverables:
1. Collection of up to 33 samples (depending on flow conditions and needs of the
City).
2. Analysis of samples for E.coli, temperature, bacteria, TSS, turbidity, conductivity,
pH, and total phosphate.
3. Summary of all data collected.
Training for City Staff and Technical Assistance for monitoring design and sampling
$665
This portion of the scope of services will include up to 14 hours of staff time for training
of City staff in monitoring techniques, technical assistance for monitoring design and
additional sample collection, and presentation of results as needed.
RVCOG June 2005
1
Riverwalk Monitoring Scope of Work 2005
Additional monitoring options:
· Monitor discharge entering the wetland and exiting at one or both of the outlets.
Discharge would be used to calculate loadings of selected parameters (e.g.,
phosphorus) into and exiting the wetland.
· Analyze for additional parameters (e.g., biological oxygen demand).
. Use temperature loggers to monitor temperatures in the system.
· Add up and downstream monitoring locations on Bear Creek to evaluate the
impacts (if any) of the wetland return flow.
· Monitor storm events. Collect additional samples during a significant rainfall to
evaluate wetland system function.
. Increase the length of the data collection period.
RVCOG June 2005
2
INTERAGENCY COOPERATIVE FUNDING AGREEMENT
FORA
BEAR CREEK WATERSHED
NON-POINT SOURCE POLLUTION (TMDL) SAMPLING PROJECT
THIS AGREEMENT is made and entered into by and between the ROGUE VALLEY
COUNCIL OF GOVERNMENTS, hereinafter referred to as RVCOG, and the following state
and local agencies:
City of Ashland, City of Central Point, City of Jacksonville, City of Medford, City of
Phoenix, City of Talent, Jackson County, Oregon State Department of Agriculture,
and the Oregon State Department of Forestry,
The PARTIES, by signature of their respective authorized representatives, hereby acknowledge
that they have read this contract, understand it, and agree to be bound by its terms and conditions.
IN WITNESS WHEREOF, the PARTIES have caused this agreement to be executed by their
authorized representatives:
Date
g-- / yr /" J=-_
I
~~
City of Ashland Represent ve
LA. -^^-
(I, /2-'1 ( OS
Michael Cavallaro, Executive Director RVCOG
Date
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Page 1 /1
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
06217
VENDOR: 000506
RVCOG
POBOX 3275
CENTRAL POINT, OR 97502
SHIP TO: Ashland Public Works
(541 ) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
FOB Point:
Terms: Net 30 days
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Paula Brown
Confirming? No
BILL TO: Account Payable
20 EAST MAIN 8T
541-552-2028
ASHLAND, OR 97520
,JI...,
E 260.08.17.00.60660
SUBTOTAL
TAX
FREIGHT
TOTAL
8 922.57
0.00
0.00
8,922.57
~~
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A IzeCl51gnatufe
VENDOR COPY
REQUISITION
CITY OF
ASHJLAND
Department PW - so
Vendor Rogue Valley Council of Governments
PO Box 3275
Central Point, OR 97502
Account No. 260.08.17.00.606600
Date 8-Aug-05
Requested Delivery Date now
Deliver To Jim Olson
Via PAULA BROWN
260.08.17.00.606600
$ 5,471.57 (* Note: Please allow approximately two(2) weeks for delivery on items not
generally caried in stored, and approximately two (2) months on printing jobs.)
$ 3,451.00
Item No. Quantity Unit Description Use of Purchasing Office Only
Unit Price Total Price PO No.
1 ea 1 Interagency Agreement RVCOG $ 5,471.57 6170
TMDL Sampling Project
FY06
July 1, 2005 to June 30, 2006
Add:
Riverwalk Wetland Project Sampling and
Monitoring for Project No. 2003-14 $ 3,451.00
$ 8,922.57
Job No.
Unit No.
I hereby certify that the above items are necessary for the operation
of this department and are budgeted
(r~~
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~ $~
-<.
Issued By
Date
Received By
for Kari:
BID !R.FP I EXEMPT:
Contract Start Date:
Contract Completion Date:
Insurance on file:
Project No:'
EXEMPT (Govt)
July 1,2005
.June 30, 2006
YES t NO
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G:Pub-wrks/admin/stormwater/requisition RVCOG TMDL FY05.xls
c,.(y OF
ASH[LAND
August 8, 2005
Greg Stabach
Project Manager
RVCOG
POBox 3275
Central Point OR 97502
RE: TMDL AGREEMENTS
Dear Greg:
Enclosed is a fully executed original interagency cooperative agreement for tlhe Bear
Creek Watershed TMDL Sampling Project. Appended to the agreement is the scope of
services for the Riverwalk Wetland Project Monitoring Project. Also enclosed are copies
of the payment memorandum for the following invoices:
1. Invoice No. 06-3874 for the first half of the TMDL Project for FY 2006;
2. Invoice No. 05-3884 for the first year of the Phase II Outreach Prograrn;
3. Invoice No. 05-3883 for the second half of the Phase II Outreach Program;
4. Invoice No. 05-3882 for the second half of the TMDL Project for FY 2005.
Payment should be made shortly. If you have any questions, please feel free to call at
488-5347.
Sincerely,
--(/zI/----
ames H. Olson
City Surveyor I Project Manager
cc: Joe Strahl
Pieter Smeenk
Kari Olson
Engineering
20 E. Main Street
Ashland, Oregon 97520
www.ashland.or.us
G:\pub-wrks\eng\dept-admin\Waters\RVCOG Itr to Stabach re TMDL Agreements 8 8 05.doc
Tel: 541/488-5347
Fax: 541-/488-6006
TTY: 800/735-2900
'1r4.
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REQUISITION
CIT,r OF
ASHl~AND
Department PW - SD
Vendor Rogue Valley Council of Governments
PO Box 3275
Central Point, OR 97502
Account No. 260.08.17.00.606600
Date 8-Aug-05
Requested Delivery Date now
Deliver To Jim Olson
Via PAULA BROWN
260.08.17.00.606600
$ 5,471.57 (* Note: Please allow approximately two(2) weeks for delivery on items not
generaIly caried in stored, and approximately two (2) months on -printing jobs.)
$ 3,451.00
Item No. Quantity Unit Description Use of Purchasing Office Only
Unit Price Total Price PO No.
1 ea 1 Interagency Agreement RVCOG $ 5,471.57 6170
TMDL Sampling Project
FY06
July 1, 2005 to June 30, 2006
Add:
Riverwalk Wetland Project Sampling and
Monitoring for Project No. 2003-14 $ 3,451.00
$ 8,922.57
Job No.
Unit No.
I hereby certify that the above items are necessary for the operation
of this department and are budgeted
(r/-=@J)
--
~
t.-
..,..-
Issued By
Date
Received By
for Kari:
BID IRFP I EXEMPT:
Contract Start Date:
Contract Completion Date:
Insurance on file:
Pr()ject No:
EXEMPT (Govt)
July 1,2005
June 30, 2006
YES t NO
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na
G:Pub-wrks/admin/stormwater/requisition RVCOG TMDL FY05.xls