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For questions or changes call:
Renewal Certificate
12-24-2024
1984
01-19-2025
12:01 A.M. Standard Time at the address of the
Named Insured, but not prior to the time applied
for or, if this is a replacement declarations, not
prior to the time coverage change was requested.
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01-19-2026
12:01 A.M. Standard Time at the address of the
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THOMAS M PARODI
JULIE PARODI
2608 LAWNDALE CT
FAIRFIELD, CA 94534-7534
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P.O.Box 22221
Oakland, CA 94623-2221
55 1500 12 15
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2 HONDA 2019 SEDAN 19XZE4F98KE017970 JULIE Y
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Coverage /#
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+ 0
+ 0
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1,000,000 1,000,000 $360 $281 $320 $340
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10,000 $26 $47 $27 $24
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% 1,000,000 1,000,000 $197 $265 $177 $132
0 .
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1
* 100,000 $271 $200 $280 $267
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33#
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4
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($0 deductible)
100
NO COV
$162 100
NO COV
$371 100
NO COV
$382 500
INCL
$1,886
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33
.
62
500
INCL
$384
500
INCL
$812
500
INCL
$768
500
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$1,028
$
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$ Limit per day / max days $50/30 $52 $50/30 $52 $50/30 $52 $50/30 $52
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TOTAL PREMIUM PER VEHICLE
$1,452 $2,028 $2,006 $3,729
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- 4 $15,000 per deceased insured person
$
$6
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CA Surcharge: $0
CA Special Fraud Assessment Fee: $7.04
Total Premium: $9,228.04
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There is no coverage provided by this Policy while the following individual(s) operate a motor vehicle:
None
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1 THOMAS PARODI 0 Pt 46 8803 Mi 8803 Mi 94534 Business M 2 Christopher Parodi 0 Pt 12 11000 Mi 11000 Mi 94534 Commute S 3 JULIE PARODI 0 Pt 42 11000 Mi 11000 Mi 94534 Commute M 4 Undesignated 10000 Mi 10000 Mi 94534 Commute
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Discounts:
Mature Driver: None.
Good Driver: Item(s) 1, 2, 3, 4.
Multi Policy Home: Item(s) 1, 2, 3, 4.
Multi Car: Item(s) 1, 2, 3, 4.
New Driver: None.
Good Student: None.
-
SAFE CREDIT UNION
2295 IRON POINT ROAD STE 100
FOLSOM CA 95630
.
1STNORTHERNCALIFORNIACREDITUNION
5601STSTREET
BENICIA CA 94510
You may qualify for other products
and discounts. For more info call
your Insurance Agent
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House Agent Vallejo
(800) 922-8228
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The insurance afforded is only with respect to such of the preceding coverages as are indicated by specific premium charge or charges.
The limit of the Exchange's liability under each such coverage shall be as stated herein, subject to all the terms of the policy. The purpose for which the automobile is to be used is pleasure or business, subject to the exclusions in the policy, including the exclusion for wholesale and retail delivery.
RENEWAL CERTIFICATE - Extends this policy for the period shown under Policy Period upon payment of the premium.
AMENDED DECLARATIONS - In consideration of the premium adjustment indicated herein this policy is hereby amended only with respect to such changes as are indicated in the schedule of changes. The limit of the Exchange's liability under such amended coverage shall be as stated herein.
LOSS PAYEE(S) - Any loss under Physical Damage coverages is payable as interest may appear to the named insured and the Loss Payee in accordance with the loss payable agreement.
For your protection, California law requires that you be made aware of the following: Any person who knowingly presents false or fraudulent information to obtain or amend insurance coverage or to make a claim for the payment of a loss is guilty of a crime and may be subject to fines and confinement in state prison.
RATING INFORMATION DISCLOSURE EXPLANATION
(From Discounts/Messages Section on Previous Page)
ITEM (ITEM NUMBER): Item number is the number assigned to the vehicle shown on the Declarations.
RATED DRIVER: The driver assigned to a vehicle whose attributes (e.g., years driving experience, driving safety record and mari tal status) are used to develop the premium.
DRIV SAFETY RECORD (DRIVING SAFETY RECORD): The total number of points assessed the driver for "principally at fault chargeable accidents" with or without injury and/or vehicle code violation convictions (tickets). A "principally at fault chargeable accident" occurs when the driver of a vehicle is at least 51% at fault for an accident and the total monetary damages (whether paid or not) in the accident exceed:
Ɣ $750 or the accident resulted in death for losses occurring prior to 12/11/11 Ɣ $1,000 or the accident resulted in death for losses occurring 12/11/2011 or after Additional information on the number and types of incidents can be provided on request. Carriers use different point count systems for rating purposes. The number of points shown on your declarations would not necessarily match the number of points assigned by another carrier.
YRS DRIV EXP (YEARS DRIVING EXPERIENCE): The number of years a driver has been licensed to drive a motor vehicle anywhere in the world. However, a driver must have at least 18 months current driving experience in the United States, U.S. Territories, or Canada, before foreign country driving experience can be counted.
PRIOR ANN MILES (PRIOR ANNUAL MILES DRIVEN): The estimated number of total miles a vehicle was driven during the year just past.
FUTURE ANN MILES (FUTURE ANNUAL MILES DRIVEN): The estimated number of total miles a vehicle will be driven in the coming year.
VEH GARAGE ZIP (VEHICLE GARAGED ZIP CODE): The ZIP code of the location where the vehicle is garaged.
VEHICLE USAGE: Vehicles are assigned to one of five usage designations: Business Use, Work Commute, Farm Use, Farm Business Use or Pleasure.
MARITAL (MARITAL STATUS): "M" stands for Married, and "S" stands for Single.
DISCOUNTS: A reduced rate applies for each Discount listed. 'RFXVLJQ(QYHORSH,'
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Certificate Of Completion
Envelope Id: E7508A9A-0E7F-49EE-8CA6-5D92E5D7F406 Status: Completed Subject: Complete with Docusign: FY26 Parodi Consultant Professional Services Agreement (Revised 11-202...
Source Envelope:
Document Pages: 29 Signatures: 4 Envelope Originator:
Certificate Pages: 5 Initials: 6 Ayat Biltagi
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
555 Santa Clara St
Vallejo, CA 94590
[email protected]
IP Address: 71.128.39.127
Record Tracking
Status: Original
12/22/2025 12:19:53 PM
Holder: Ayat Biltagi
[email protected]
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Vallejo Location: Docusign Signer Events Signature Timestamp
Armond Sarkis
[email protected]
Risk Manager
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 24.4.214.230
Sent: 12/22/2025 12:25:10 PM
Viewed: 12/22/2025 1:49:56 PM
Signed: 12/22/2025 1:51:19 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Veronica Nebb
[email protected]
City Attorney
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2600:1700:4d70:3f40:a406:f293:f666:67e5
Sent: 12/22/2025 1:51:21 PM
Resent: 12/23/2025 9:23:34 AM
Viewed: 12/28/2025 6:15:17 PM
Signed: 12/28/2025 6:20:27 PM
Electronic Record and Signature Disclosure:
Accepted: 6/23/2021 5:11:28 PM
ID: efeca5c8-5bd2-4390-adf5-bad54db96447
Jason Ta
[email protected]
Chief of Police
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2600:6c52:6300:1949:ad42:1d78:22a7:674d
Signed using mobile
Sent: 12/28/2025 6:20:29 PM
Viewed: 12/29/2025 12:35:15 AM
Signed: 12/29/2025 12:35:41 AM
Electronic Record and Signature Disclosure:
Accepted: 12/29/2025 12:35:15 AM
ID: 6cd14d15-f309-4341-804d-3cc68a6668c9
Allen French
[email protected]
Purchasing Manager
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 66.223.107.245
Sent: 12/29/2025 12:35:43 AM
Viewed: 12/29/2025 10:45:03 AM
Signed: 12/29/2025 10:47:04 AM
Signer Events Signature Timestamp
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Andrew Murray
[email protected]
City Manager
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Uploaded Signature Image
Using IP Address:
2001:5a8:47c7:8c00:b49e:dca3:175e:52a4
Sent: 12/29/2025 10:47:05 AM
Viewed: 12/29/2025 11:01:30 AM
Signed: 12/29/2025 11:02:41 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Dawn G. Abrahamson
[email protected]
City Clerk
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 166.137.163.61
Sent: 12/29/2025 11:02:43 AM
Viewed: 12/29/2025 11:04:19 AM
Signed: 12/29/2025 11:04:27 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Angelina Joya
[email protected]
Deputy City Clerk
City of Vallejo
Security Level: Email, Account Authentication
(None)
Sent: 12/29/2025 11:04:29 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 12/22/2025 12:25:10 PM
Certified Delivered Security Checked 12/29/2025 11:04:19 AM Signing Complete Security Checked 12/29/2025 11:04:27 AM Completed Security Checked 12/29/2025 11:04:29 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Vallejo (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system.
Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 10/10/2019 1:09:10 PM Parties agreed to: Veronica Nebb, Jason Ta
Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.
How to contact City of Vallejo:
You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:
To contact us by email send messages to: [email protected]
To advise City of Vallejo of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your account preferences.
To request paper copies from City of Vallejo
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of Vallejo
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
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Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 26-____ N.C.
ADOPT A RESOLUTION APPROVING A FIRST AMENDMENT TO THE CONSULTANT AND
PROFESSIONAL SERVICES AGREEMENT WITH THE GUMSHOE GROUP FOR
BACKGROUND CHECK SERVICES INCREASING THE NOT-TO-EXCEED AMOUNT TO $300,000.
WHEREAS, the City of Vallejo entered into a Consultant and Professional Services Agreement (“Agreement”) with The Gumshoe Group (“Gumshoe”) for a not-to-exceed amount of $99,000 to assist the Vallejo Police Department (“VPD”) with background-check services through June 30, 2028 (City Contracts #26PD123); and
WHEREAS, these background-check services have increased significantly more than anticipated at the time of the Agreement; and
WHEREAS, the First Amendment allows VPD to improve its recruitment strategy, and to maximize processing efficiency; and
WHEREAS, the proposed First Amendment to the Agreement with Gumshoe is for a new not-to- exceed amount of $300,000;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Vallejo hereby approves the First Amendment to the Agreement with Gumshoe.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of Vallejo hereby authorizes the City Manager to execute said First Amendment to the Agreement with Gumshoe.
Adopted by the City Council of the City of Vallejo at a regular meeting held on June 23, 2026, with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ANDREA SORCE, MAYOR
ATTEST:
DAWN G. ABRAHAMSON, CITY CLERK
First Amendment to Agreement Between City of Vallejo and The Gumshoe Group Page 1 of 3 (Revised 01.2019)
Approved as to form:
By: for
Veronica Nebb, City Attorney
FIRST AMENDMENT TO
AGREEMENT BETWEEN
CITY OF VALLEJO
AND
THE GUMSHOE GROUP
This First Amendment to the Master Agreement made and entered into on November 1, 2025, hereafter referred to as Agreement, between The Gumshoe Group, a California corporation, therein referred to as Consultant, and the City of Vallejo, a municipal corporation, therein referred to as City, is made and entered into on this 1 st day of June 2026.
Consultant and City do mutually agree as follows:
1. Amendment to Exhibit B Section 1. Exhibit B Section 1 of the Agreement shall be modified to read:
Services: City agrees to pay Consultant, at the rate(s) specified below for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, for a total not to exceed three hundred thousand dollars and no cents ($300,000.00) at the rates shown in Attachment 1 of Exhibit B.
2. Integration. This First Amendment contains the entire agreement between the parties with respect to its subject matter and supersedes whatever oral or written understanding they may have had prior to the execution of this First Amendment. This First Amendment shall not be amended or modified except by a written agreement executed by each of the parties. Except as specifically revised herein, all terms and conditions of the Agreement shall remain in full force and effect, and CONSULTANT shall perform all duties, obligations and conditions required under the Agreement.
3. Inconsistencies. In the event of any conflict or inconsistency between the provisions of this First Amendment and the Agreement, the provisions of this First Amendment shall control in all respects.
4. Ambiguities. The parties have each carefully reviewed this First Amendment and have agreed to each term of this First Amendment. No ambiguity shall be presumed to be construed against either party.
5. Counterparts. This First Amendment may be executed by the parties in one or more counterparts all of which collectively shall constitute one document and agreement.
6. Authority. The person signing this First Amendment for Consultant hereby represents and warrants that he or she is fully authorized to sign this First Amendment
First Amendment to Agreement Between City of Vallejo and The Gumshoe Group Page 2 of 3 (Revised 01.2019)
on behalf of Consultant.
(SIGNATURES ARE ON THE FOLLOWING PAGE)
First Amendment to Agreement Between City of Vallejo and The Gumshoe Group Page 3 of 3 (Revised 01.2019)
IN WITNESS WHEREOF, the parties have entered into this First Amendment on the day and year first hereinabove appearing.
The Gumshoe Group
BY:
Ken Kramer
Chief Executive Officer
DATE:
(City Seal)
CITY OF VALLEJO,
a municipal corporation
BY:
Harry E. Black
City Manager
DATE:
ATTEST:
DAWN ABRAHAMSON
City Clerk
APPROVED AS TO CONTENT:
Jason Ta
Chief of Police
APPROVED AS TO FORM:
Veronica A. F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
Armond Sarkis
Risk Manager
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Date Originated:
· ͙͙͙ · · · ͙͔͘͝͝ · ͔͛͛Ǥ͚͘͜Ǥ͙͖͘͝ Department:3ROLFH'HSDUWPHQW
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Specializing in Pre-Employment Backgrounds
Rates as of July 1, 2025, | CA BSIS License # 188721
TThee Gumshoee Groupp
PRIVATE INVESTIGATIONS
Voice / Fax
(800) 669-7336
333 Sunset Ave., Ste 130
Suisun City, CA 94585
RATES FOR PUBLIC SAFETY
PRE-EMPLOYMENT BACKGROUND SERVICES
Background investigations are conducted in accordance with the minimum selection standards outlined in POST regulations. Agencies can establish more rigorous selection criteria. Our services can be customized to meet your agency’s specific needs or incorporate any modified standards.
Individual Services
Cost Service
$2000 / EA Peace Officer Background (CA POST Regulation 1953) or Public Safety Dispatcher (CA POST Regulation 1959)
$195 / HR Administrative / Personnel Investigations
$100 / EA POST-Oral Interview (CA POST Regulation 1952) $125 / HR Scheduling / Coordinating Medical and Psychological Examinations $400 / EA CVSA – Computer Voice Stress Analysis
LiveScan (Includes Rolling Fee) DOJ/FBI Fee paid by the agency.
Completion of all Waivers (Cost of Notary Included)
Included with
Background
If required, or not
provided by the
agency:
Digital photo
DMV Driving Records
Employment Credit Report (TransUnion, Experian, or Equifax) EDD Employment Records
+25% Expedited Service
Background investigations may sometimes require travel out of the service area to conduct reference checks, neighborhood checks, employment checks, or other associated investigations. If the amount exceeds $500, the contracting agency will be contacted for travel approval or alternative methods to accomplish the investigation.
Out-of-Area Travel Service Rates*
Cost Service (Out of Area Service Fees)
$0.75/Mile x Mileage Reimbursement Rate
$125 / Hour x Background Investigator Rate
Cost x1.1 x Air Travel, Car Rental, Hotel, etc.
Cost x1.1 x Daily Per Diem as outlined by GSA
x https://www.gsa.gov/travel/plan-book/per-diem-rates
*Locations beyond 75 miles of the contracting agency will be charged mileage, hourly, and other travel expenses. For all travel excess of $500 we will request pre-approval from the contracting agency. 'RFXVLJQ(QYHORSH,'
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PRIVATE INVESTIGATIONS
Specializing in Pre-Employment Backgrounds
CA BSIS License # 188721
GENERAL TERMS AND CONDITIONS
PRE-EMPLOYMENT BACKGROUND SERVICES
Billing and Payment Terms: Service payments shall be billed upon assignment completion. The client shall pay all undisputed amounts for Services within thirty (30) days of the invoice date. We will endeavor to limit the number of billings each month based on the volume of assignments.
Prorated terms: Services partially completed shall be prorated. A background service shall be considered completed once 50% or more of the work is complete, the candidate background interview has occurred, or we have been working on the file for 15 days. Prorated files will be billed at an hourly rate for actual hours incurred; at no time will the hourly prorated amount exceed the flat-rate pricing.
450 CA Labor Code: If any expense occurs by services provided relating to 450 of the labor code, said expense shall be billable and reimbursed by the agency.
Rate Increases: The service pricing is subject to increase at any time. Should the price of some or all our services change, the vendor shall provide you with at least thirty (30) days’ advance written notice specifying the amount of the price increase.
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THIS BUSINESS LICENSE DOES NOT PERMIT A
BUSINESS THAT IS OTHERWISE PROHIBITED.
Business Name
Business Location
Business Owner(s) License Number
Effective Date
Expiration Date
CITY OF VALLEJO
BUSINESS LICENSE
505 MERCHANT ST
THE GUMSHOE GROUP
PO BOX 1472
VACAVILLE, CA 95696-1552
For all inquiries regarding this license, contact HdL
Business Support Center at 707-302-6074.
"For Services Provided in the City of Vallejo, California Only"
KEN KRAMER
THE GUMSHOE GROUP
July 01, 2024
June 30, 2025
11708537
THE GUMSHOE GROUP :
Thank you for your payment on your City of Vallejo Business License. ALL LICENSES MUST BE AVAILABLE FOR INSPECTION UPON REQUEST. If you have questions concerning your business license, contact the Business Support Center via email at: [email protected] or by telephone at: (707) 302-6074.
Keep this portion for your license separate in case you need a replacement for any lost, stolen, or destroyed license. A fee may be charged for a replacement or duplicate license.
This certificate does not entitle the holder to conduct business before complying with all requirements of the Vallejo Municipa l code and other applicable laws, nor to conduct business in a zone where conducting such business violates law.
If you have a fixed place of business within the City of Vallejo please display the Business License above in a conspicuous place at the premises. Otherwise, every Business License holder not having a fixed place of business in the City shall keep the Business License upon his or her person, or affixed in plain view any cart, vehicle, van or other movable structure or device at all times if required by the Collector.
Starting January 1, 2021, Assembly Bill 1607 requires the prevention of gender-based discrimination of business establishments. A full notice is available in English or other languages by going to: https://www.dca.ca.gov/publications/ City of Vallejo
BUSINESS LICENSE
BUSINESS LICENSING
8839 N CEDAR AVE #212
FRESNO, CA 93720-1832 Date of Issue: 07/01/2024
11708537License Number: THE GUMSHOE GROUP
PO BOX 1472
VACAVILLE, CA 95696-1552
TO BE POSTED IN A CONSPICUOUS PLACE
AND
NOT TRANSFERABLE OR ASSIGNABLE.
2024 - 2025
TAX COLLECTOR’S OFFICE, City Hall, 555 Santa Clara St., Vallejo, CA. This certificate is evidence that the person (s), firm, or corporation named hereon has paid the tax required by Chapter 5.04 of the City of Vallejo Municipal Code for the type of business, the business address and for the p eriod indicated hereon. This certificate is issued without verification that the taxpayer is subject to or exempted from licensing by local, state, Federal or other agenci es. Issuance of this certificate is not an endorsement, nor a certificate of compliance with other ordinances or laws, nor an assurance that the proposed use is in confor mance with the City ’s building / Fire / Zoning regulations.
ServicesBusiness Type
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Important
Information
Agency
BIBERK
P.O. Box 113247
Stamford, CT 06911
The Gumshoe Group, LLC
Po Box 1472
Vacaville, CA 95696
Changes to Your Workers' Compensation Policy
Policy Number N9WC328072
with National Liability & Fire Insurance Company
Policy Period
From September 19, 2025 to September 19, 2026, 12:01 AM, standard time at the insured's mailing address.
Party Requesting the Change and Type of Endorsement
The Agent - Added Blanket Waiver of Subrogation effective 09/19/2025 State: CA;
Premium change: -22.00$
N9WC328072
The Gumshoe Group, LLC
1See Above
National Liability & Fire Insurance Company
Thank You Again for Choosing Berkshire Hathaway Insurers of biBERK! Call Customer Service at 844-472-0967 with any questions.
Endorsement
WC 99 00 13
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1.00 Blanket Waiver - Any person or organization for whom the Named Insured has agreed by written contract to furnish this waiver.
All CA Operations
N9WC328072
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Certificate Of Completion
Envelope Id: 27467436-CBFF-48A9-8EB2-E3B0F0E90CFC Status: Completed Subject: Complete with Docusign: Gumshoe Consultant Professional Services Agreement-Revised 12-2...
Source Envelope:
Document Pages: 33 Signatures: 4 Envelope Originator:
Certificate Pages: 5 Initials: 6 Ayat Biltagi
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
555 Santa Clara St
Vallejo, CA 94590
[email protected]
IP Address: 71.128.39.127
Record Tracking
Status: Original
12/23/2025 11:01:55 AM
Holder: Ayat Biltagi
[email protected]
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Vallejo Location: Docusign Signer Events Signature Timestamp
Armond Sarkis
[email protected]
Risk Manager
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 24.4.214.230
Sent: 12/23/2025 11:05:08 AM
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Signed: 12/23/2025 11:54:06 AM
Electronic Record and Signature Disclosure:
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Veronica Nebb
[email protected]
City Attorney
Security Level: Email, Account Authentication
(None)
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Using IP Address:
2600:1700:4d70:3f40:a406:f293:f666:67e5
Sent: 12/23/2025 11:54:08 AM
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ID: efeca5c8-5bd2-4390-adf5-bad54db96447
Jason Ta
[email protected]
Chief of Police
Security Level: Email, Account Authentication
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Signature Adoption: Pre-selected Style
Using IP Address:
2600:6c52:6300:1949:ad42:1d78:22a7:674d
Signed using mobile
Sent: 12/28/2025 5:05:24 PM
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Accepted: 12/29/2025 12:36:04 AM
ID: a78d9469-00c6-4b82-b9c6-5084eb24e0ad
Allen French
[email protected]
Purchasing Manager
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 66.223.107.245
Sent: 12/29/2025 12:36:22 AM
Viewed: 12/29/2025 11:05:14 AM
Signed: 12/29/2025 11:08:13 AM
Signer Events Signature Timestamp
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Andrew Murray
[email protected]
City Manager
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Uploaded Signature Image
Using IP Address:
2001:5a8:47c7:8c00:b49e:dca3:175e:52a4
Sent: 12/29/2025 11:08:15 AM
Viewed: 12/29/2025 11:20:22 AM
Signed: 12/29/2025 11:24:19 AM
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Dawn G. Abrahamson
[email protected]
City Clerk
City of Vallejo
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 166.137.163.61
Sent: 12/29/2025 11:24:20 AM
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Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
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Angelina Joya
[email protected]
Deputy City Clerk
City of Vallejo
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Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 10/10/2019 1:09:10 PM Parties agreed to: Veronica Nebb, Jason Ta
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CONSENT CALENDAR 8.I.
DATE: June 23, 2026
TO: Mayor and Members of the City Council
FROM: Gillian Haen, Assistant City Manager
SUBJECT: ADOPT A RESOLUTION APPROVING A CONSULTANT & PROFESSIONAL SERVICES
AGREEMENT WITH NINYO & MOORE FOR ENVIRONMENTAL ASSESSMENT AND
REUSE PLANNING ACTIVITIES FOCUSING ON BROWNFIELDS SITES WITHIN THE CITY OF VALLEJO IN AN AMOUNT NOT TO EXCEED $412,250 AND AUTHORIZE THE
CITY MANAGER TO EXECUTE THE SAME
RECOMMENDATION
Adopt a resolution approving a Consultant & Professional Services Agreement with Ninyo & Moore in an amount not to exceed $412,250 for environmental assessment and reuse planning activities focusing on brownfields sites within the City of Vallejo and authorize the City Manager to execute the same.
REASONS FOR RECOMMENDATION
The City of Vallejo (City) was awarded a U.S. Environmental Protection Agency (EPA) grant on September 9, 2025, to conduct Brownfield environmental site assessments within the city limits. Securing qualified consultant services is a key step in fulfilling the requirements and objectives tied to the City’s FY 2025-26 EPA Brownfield Assessment Cooperative Agreement Grant. The consultant was selected through a competitive Request for Proposals (RFP) process and demonstrated the requisite expertise in site preparation, cleanup planning and community engagement. This contract will establish the scope of work, the amount of the contract to not exceed $412,250 and set the contract period through June 30, 2029. Should the grant period be extended, an amendment to the contract will be considered, to extend Ninyo & Moore’s term, consistent with any EPA-approved extension period of the grant.
BACKGROUND AND DISCUSSION
As part of the City’s ongoing revitalization and economic development efforts, priority sites on the former Mare Island Naval Shipyard and Downtown Waterfront have been identified as Brownfields requiring environmental evaluation. The adaptive reuse and redevelopment of these historical assets require detailed environmental site assessments (ESAs) and robust reuse planning.
Upon identifying that the EPA’s Brownfields Assessment Cooperative Agreement Grant Program (Program) was a viable source of funding for the City to further its goal of redeveloping brownfield sites, a grant application in the amount of $500,000 was submitted to the EPA. The City was notified on September 9, 2025, by the EPA, that it was awarded the grant, in the entire requested amount of $500,000. This agreement will provide funding for the City to inventory, characterize, assess and conduct cleanup planning and community involvement related activities for brownfield sites in the City. The grant will be used for assessment and/or reuse planning of brownfield sites within the City.
The EPA’s Program provides funding assistance to local governments, to specifically address brownfield sites and to seek remediation to make the sites developable. This grant offers the funding to cover the costs of entering into an agreement with a consultant that will carry out the environmental site assessment, community outreach, and reuse planning for the eligible sites. The grant’s budget approved up to $412,250 for contracted
Date: June 23, 2026
Subject: ADOPT A RESOLUTION APPROVING A CONSULTANT & PROFESSIONAL SERVICES
AGREEMENT WITH NINYO & MOORE FOR ENVIRONMENTAL ASSESSMENT
AND REUSE PLANNING ACTIVITIES FOCUSING ON BROWNFIELDS SITES WITHIN THE CITY OF VALLEJO IN AN AMOUNT NOT TO EXCEED $412,250 AND
AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME
services, leaving the remaining $87,750 for staff and indirect costs associated with managing and implementing the grant.
On February 18, 2026, the City released an RFP for environmental assessment and reuse planning activities focusing on brownfield sites on Mare Island and Downtown Waterfront. On March 30, 2026, the City received 6 proposals. Of the 6 proposals, the City interviewed 4 of the top-ranked candidates on April 27, 2026. Ninyo & Moore was deemed the most qualified firm to perform this vital work through the scoring and interview process.
The scope of work will include:
1. Cooperative Agreement oversight and report updates
2. Community Involvement Plan, conducting community outreach and public involvement activities
3. Site identification, inventorying and characterizing Brownfield sites to identify contamination
4. Site assessment activities
5. Cleanup and reuse planning
The contract will carry a term of four years, with provisions to amend or extend the agreement to align with the active grant funding periods or future EPA grants, subject to standard City market surveys verifying price reasonableness.
FISCAL IMPACT
The total not-to-exceed amount for this contract is $412,250. These services are fully funded by the FY 2025- 26 Brownfield Assessment Cooperative Agreement Grant in the amount of $500,000 which was approved by City Council on November 18, 2025. This contract is subject to City Council approving the budget amendment, which will allow for the EPA grant funds to be budgeted. The EPA grant funds will cover the costs associated with this contract. This grant does not require a local match; therefore, all expenditures associated with the agreement will be covered 100% by the EPA grant, and not impact the General Fund.
ENVIRONMENTAL REVIEW
This action is exempt from CEQA because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline Section 15378.
ATTACHMENTS
1. Ninyo & Moore Reso Approving Agreement 06.23.26 - CAO Stamp
2. BF-97T40401-0_City of Vallejo_Award
3. Ninyo Moore Consultant Professional Services Agreement 6.16.26
CONTACT
Gillian Haen, Assistant City Manager
(707) 648-4163
Date: June 23, 2026
Subject: ADOPT A RESOLUTION APPROVING A CONSULTANT & PROFESSIONAL SERVICES
AGREEMENT WITH NINYO & MOORE FOR ENVIRONMENTAL ASSESSMENT
AND REUSE PLANNING ACTIVITIES FOCUSING ON BROWNFIELDS SITES WITHIN THE CITY OF VALLEJO IN AN AMOUNT NOT TO EXCEED $412,250 AND
AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME
[email protected]
Cathy Nubla, Administrative Analyst II
(707) 649-5454
[email protected]
RESOLUTION NO. ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING A
CONSULTANT & PROFESSIONAL SERVICES AGREEMENT WITH NINYO & MOORE
FOR ENVIRONMENTAL ASSESSMENT AND REUSE PLANNING ACTIVITIES
FOCUSING ON BROWNFIELD SITES WITHIN THE CITY OF VALLEJO IN AN AMOUNT NOT TO EXCEED $412,250 AND AUTHORIZING THE CITY MANAGER TO EXECUTE
THE SAME
WHEREAS, City of Vallejo (City) staff identified the U.S. Environmental Protection Agency (EPA) as a source of funding viable to further its goal of redeveloping brownfield sites; and
WHEREAS, the City submitted a grant application to the EPA in November 14, 2024 requesting $500,000 to conduct environmental assessment and reuse planning activities for brownfield sites; and
WHEREAS, on September 9, 2025, the EPA informed the City that it was awarded a Brownfield Community-Wide Assessment grant in the amount of $500,000; and
WHEREAS, this grant will provide funding for the City to inventory, characterize, assess and conduct cleanup planning and community involvement related activities for brownfield sites within the City; and
WHEREAS, on February 18, 2026, the City released a Request for Proposals (RFP) to seek for a consultant to do this work; and
WHEREAS, on March 30, 2026, the City received 6 proposals and interviewed 4 of the top- ranked candidates in April; and
WHEREAS, the RFP evaluation team selected Ninyo & Moore as the highest scoring firm to perform this vital work through the scoring and interview process; and
WHEREAS, the contract will carry a term of four years with a start date of July 1, 2026 through June 30, 2029 for an amount not to exceed $412,250 which is fully funded by the EPA Brownfield Assessment Cooperative Agreement Grant; and
WHEREAS, the remaining $87,750 is allocated for staff and indirect costs associated with managing and implementing the grant; and
NOW, THEREFORE, BE IT RESOLVED that the Council hereby approves the Consultant & Professional Services agreement with Ninyo & Moore for environmental assessment and reuse planning activities focusing on brownfield sites in an amount not to exceed $412,250 from July 1, 2026 through June 30, 2029.
PASSED AND ADOPTED by the City Council of the City of Vallejo this 23 rd day of June 2026, by the following vote:
AYES:
NOES:
ABSENT:
__________________________
ANDREA SORCE, MAYOR
ATTEST: _________________________________
DAWN G. ABRAHAMSON, CITY CLERK
BF - 97T40401 - 0 Page 1
U.S. ENVIRONMENTAL
PROTECTION AGENCY
Cooperative Agreement
GRANT NUMBER (FAIN): 97T40401
MODIFICATION NUMBER: 0
PROGRAM CODE: BF
DATE OF AWARD
09/04/2025
TYPE OF ACTION:
New
MAILING DATE
09/09/2025
PAYMENT METHOD:
ASAP
ACH#
90883
RECIPIENT TYPE:
Municipal
Send Payment Request to:
Contact EPA RTPFC at: [email protected]
RECIPIENT:
City of Vallejo
555 Santa Clara St.
VALLEJO, CA 94590-0658
EIN: 94-6000448
PAYEE:
City of Vallejo
555 Santa Clara St.
VALLEJO, CA 94590-0658
PROJECT MANAGER
Michael Nimon
555 Santa Clara St.
Vallejo, CA 94590
[email protected]:
707-648-4527Phone:
EPA PROJECT OFFICER
Daniel Moher
75 Hawthorne Street, LND-2-1
San Francisco, CA 94105
[email protected]:
415-972-3210Phone:
EPA GRANT SPECIALIST
Kimberli Smith
Grants Branch, MSD-6
75 Hawthorne Street
San Francisco, CA 94105
[email protected]:
415-972-3157Phone:
PROJECT TITLE AND DESCRIPTION
Brownfields Multi-Purpose Cooperative Agreement
See Attachment 1 for project description.
BUDGET PERIOD
10/01/2025 - 09/30/2029
PROJECT PERIOD
10/01/2025 - 09/30/2029
TOTAL BUDGET PERIOD COST
$ 500,000.00
TOTAL PROJECT PERIOD COST
$ 500,000.00
NOTICE OF AWARD
Based on your Application dated 11/14/2024 including all modifications and amendments, the United States acting by and through the US Environmental Protection Agency (EPA) hereby awards $ 500,000.00. EPA agrees to cost-share 100.00% of all approved budget period costs incurred, up to and not exceeding total federal funding of $ 500,000.00. Recipient's signature is not required on this agreement. The recipient demonstrates its commitment to carry out this award by either: 1) drawing down funds within 21 days after the EPA award or amendment mailing date; or 2) not filing a notice of disagreement with the award terms and conditions within 21 days after the EPA award or amendment mailing date. If the recipient disagrees with the terms and conditions specified in this award, the authorized representative of the recipient must furnish a notice of disagreement to the EPA Award Official within 21 days after the EPA award or amendment mailing date. In case of disagreement, and until the disagreement is resolved, the recipient should not draw down on the funds provided by this award/amendment, and any costs incurred by the recipient are at its own risk. This agreement is subject to applicable EPA regulatory and statutory provisions, all terms and conditions of this agreement and any attachments.
ISSUING OFFICE (GRANTS MANAGEMENT OFFICE)
ORGANIZATION / ADDRESS
U.S. EPA, Region 9, U.S. EPA, Region 9 Grants Branch, MSD-6 75 Hawthorne Street
San Francisco, CA 94105
AWARD APPROVAL OFFICE
ORGANIZATION / ADDRESS
U.S. EPA, Region 9, Land, Chemicals and Redevelopment Division, LND-1 R9 - Region 9
75 Hawthorne Street
San Francisco, CA 94105
THE UNITED STATES OF AMERICA BY THE U.S. ENVIRONMENTAL PROTECTION AGENCY Digital signature applied by EPA Award Official Ellen Blake - Acting Grants Management Officer DATE 09/04/2025
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EPA Funding Information
FUNDS FORMER AWARD THIS ACTION AMENDED TOTAL
EPA Amount This Action $ 0 $ 500,000 $ 500,000
EPA In-Kind Amount $ 0 $ 0 $ 0
Unexpended Prior Year Balance $ 0 $ 0 $ 0
Other Federal Funds $ 0 $ 0 $ 0
Recipient Contribution $ 0 $ 0 $ 0
State Contribution $ 0 $ 0 $ 0
Local Contribution $ 0 $ 0 $ 0
Other Contribution $ 0 $ 0 $ 0
Allowable Project Cost $ 0 $ 500,000 $ 500,000
Assistance Program
66.818 - Brownfields Multipurpose, Assessment,
Revolving Loan Fund, and Cleanup Cooperative
Agreements
Statutory Authority
CERCLA: Secs. 104(k)(2) & 104(k)(5)(E)
Regulatory Authority
2 CFR 200, 2 CFR 1500 and 40 CFR 33
Fiscal
Site Name Req No FY Approp.
Code
Budget
Organization PRC Object
Class Site/Project Cost
Organization
Obligation /
Deobligation
- 2509QE0065 25 E4 0900AG7 000D79 4114 - - $ 500,000
$ 500,000
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Budget Summary Page
Table A - Object Class Category
(Non-Construction)
Total Approved Allowable
Budget Period Cost
1. Personnel $ 80,000
2. Fringe Benefits $ 0
3. Travel $ 4,500
4. Equipment $ 0
5. Supplies $ 2,750
6. Contractual $ 412,250
7. Construction $ 0
8. Other $ 500
9. Total Direct Charges $ 500,000
10. Indirect Costs: 0.00 % Base $ 0
11. Total (Share: Recipient ______ % Federal ______ %)0.00 100.00 $ 500,000
12. Total Approved Assistance Amount $ 500,000
13. Program Income $ 0
14. Total EPA Amount Awarded This Action $ 500,000
15. Total EPA Amount Awarded To Date $ 500,000
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Attachment 1 - Project Description
Brownfields are real property, the expansion, development or reuse of which may be complicated by the presence or potential presence of a hazardous substance, pollutant, or contaminant.
This agreement provides full federal funding in the amount of $500,000.
Specifically, this agreement will provide funding to the recipient to inventory, characterize, assess, and conduct cleanup planning and community involvement related activities. Additionally, the recipient will competitively procure (as needed) and direct a Qualified Environmental Professional to conduct environmental site activities. Also, the recipient will report on interim progress and final accomplishments by completing and submitting relevant portions of the Property Profile Form using EPA’s Assessment, Cleanup and Redevelopment Exchange System (ACRES).
This project aims to revitalize two target areas, Mare Island and the Downtown Waterfront, through comprehensive environmental assessment, cleanup and reuse planning activities. Further, the recipient anticipates conducting 11 Phase I and 12 Phase II environmental site assessments, holding 12 community meetings, developing 6 site-specific cleanup plans/Analysis of Brownfield Cleanup Alternatives, developing 3 planning documents to initiate brownfields revitalization, and submitting 16 quarterly reports. Work conducted under this agreement will benefit the residents, business owners, and stakeholders in and near Vallejo, California.
No subawards are included in this assistance agreement.
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Administrative Conditions
General Terms and Conditions
The recipient agrees to comply with the current Environmental Protection Agency (EPA) general terms and conditions available at: https://www.epa.gov/grants/epa-general-terms-and-conditions-effective- october-1-2024-or-later
These terms and conditions are in addition to the assurances and certifications made as a part of the award and the terms, conditions, or restrictions cited throughout the award.
The EPA repository for the general terms and conditions by year can be found at: https://www.epa. gov/grants/grant-terms-and-conditions#general.
A. Federal Financial Reporting (FFR)
For awards with cumulative project and budget periods greater than 12 months, the recipient will submit an annual FFR (SF 425) covering the period from "project/budget period start date" to September 30 of each calendar year to the EPA Finance Center in Research Triangle Park, NC. The annual FFR will be submitted electronically to [email protected] no later than December 30 of the same calendar year. Find additional information at https://www.epa.gov/financial/grants. (Per 2 CFR § 200.344(b), the recipient must submit the Final FFR to [email protected] within 120 days after the end of the project period.)
B. Procurement
The recipient will ensure all procurement transactions will be conducted in a manner providing full and open competition consistent with 2 CFR § 200.319. In accordance with 2 CFR § 200.324, the recipient and subawardee(s) must perform a cost or price analysis in connection with applicable procurement actions, including contract modifications. State and Tribal government entities must follow procurement standards as outlined in 2 CFR § 200.317.
C. Indirect Costs
The Cost Principles under 2 CFR Part 200, Subpart E apply to this award. Since there are no indirect costs included in the assistance budget, they are not allowable under this Assistance Agreement.
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Programmatic Conditions
I. GENERAL FEDERAL REQUIREMENTS
NOTE: For the purposes of these Terms and Conditions, the term “assessment” includes eligible activities under the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) § 104(k)(2)(A)(i) such as activities involving the inventory, characterization, assessment, and planning relating to brownfield sites as described in the EPA-approved workplan.
A. Federal Policy and Guidance
1. Cooperative Agreement Recipients: By awarding this cooperative agreement, the Environmental Protection Agency (EPA) has approved the application for the Cooperative Agreement Recipient (CAR) submitted in the Fiscal Year 2025 competition for Brownfield Assessment cooperative agreements.
2. In implementing this agreement, the CAR shall ensure that work done with cooperative agreement funds complies with the requirements of CERCLA § 104(k). The CAR shall also ensure that assessment activities supported with cooperative agreement funding comply with all applicable Federal and state laws and regulations.
3. A term and condition or other legally binding provision shall be included in all subawards entered into with the funds awarded under this agreement, or when funds awarded under this agreement are used in combination with non-Federal sources of funds, to ensure that the CAR complies with all applicable Federal and state laws and requirements. In addition to CERCLA § 104(k), applicable Federal laws and requirements include 2 CFR Part 200.
4. The CAR must comply with Federal cross-cutting requirements. These requirements include, but are not limited to, DBE requirements found at 40 CFR Part 33 (as applicable); OSHA Worker Health & Safety Standard 29 CFR § 1910.120; Uniform Relocation Act (40 USC § 61); National Historic Preservation Act (16 USC § 470); Endangered Species Act (P.L. 93-205); Permits required by Section 404 of the Clean Water Act; Contract Work Hours and Safety Standards Act, as amended (40 USC §§ 327-333); the Anti- Kickback Act (40 USC § 3145); and Section 504 of the Rehabilitation Act of 1973, 29 USC §§ 793 and 794; 40 CFR Part 7, Subpart C. For additional information on cross-cutting requirements visit https:
//www.epa.gov/grants/epa-subaward-cross-cutter-requirements.
5. The CAR must comply with Davis-Bacon Related Act prevailing wage requirements and associated U.
S. Department of Labor (DOL) regulations for all construction, alteration, and repair contracts and subcontracts awarded with funds provided under this agreement by operation of CERCLA § 104(g).
Assessment activities generally do not involve construction, alteration, and repair within the meaning of the Davis-Bacon Related Act. However, the recipient must contact the EPA Project Officer if there are unique circumstances (e.g., removal of an underground storage tank or another structure and restoration of the site) that indicate that the Davis-Bacon Related Act applies to an activity the CAR intends to carry out with funds provided under this agreement. EPA will provide guidance on Davis-Bacon Act compliance if necessary.
Davis-Bacon Term and Condition for Brownfields
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1. Program Applicability
a. Program Name: Brownfields Program
b. Statute: Brownfields Direct Cleanup and Revolving Loan Fund Grants authorized by 42 U.S.C. 9604(k) are subject to Davis-Bacon and Related Acts (DBRA) as provided in 42 U.S.C. 9604(g)
c. Activities subject to Davis-Bacon:
i. Brownfield Sites Contaminated with Hazardous Substances: All construction, alteration, and repair activity involving the remediation of hazardous substances is subject to DBRA. This includes:
Excavation of contaminated soil;
Construction of caps, barriers, and structures which permanently house treatment equipment;
Installation of water supply wells/piping/connections;
Abatement of contamination in buildings; and
Demolition (if followed by new construction).
ii. Brownfield Sites Contaminated with Petroleum: DBRA prevailing wage requirements apply when the project includes:
Excavation of contaminated soil and/or tank removal if followed by paving and concrete replacement, or if it is an extensive soil excavation project; Construction of caps, barriers, and structures which permanently house treatment equipment; and
Installation of water supply wells/piping/connections and related excavation and replacement of contaminated soil.
d. Prevailing Wage Classification (e.g., Heavy Construction, Residential, Commercial) (optional):
• Heavy Construction: EPA has determined the “Heavy Construction” classification should be used when soliciting competitive contracts or issuing ordering instruments to existing contractors for:
Excavation and removal of contaminated soil;
Construction of caps or barriers;
Replacement of paving and concrete; and
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Installation of water supply wells/piping/connections.
• Building Construction: EPA has determined the “Building Construction” classification should be used when soliciting competitive contracts or issuing ordering instruments for the construction of:
Demolition (if followed by new construction);
Construction of structures which permanently house treatment equipment; and
Abatement of contamination in buildings (other than residential structures less than 4 stories in height).
• Residential Construction: EPA has determined the “Residential Construction” classification should be used when soliciting competitive contracts or issuing ordering instruments for the abatement of contamination in residential structures less than 4 stories in height.
2. Davis-Bacon and Related Acts
DBRA is a collection of labor standards provisions administered by the Department of Labor, that are applicable to grants involving construction. These labor standards include the:
• Davis-Bacon Act, which requires payment of prevailing wage rates for laborers and mechanics on construction contracts of $2,000 or more
• Copeland “Anti-Kickback” Act, which prohibits a contractor or subcontractor from inducing an employee into giving up any part of the compensation to which he or she is entitled; and
• Contract Work Hours and Safety Standards Act, which requires overtime wages to be paid for over 40 hours of work per week, under contracts in excess of $100,000.
3. Recipient Responsibilities When Entering Into and Managing Contracts:
a. Solicitation and Contract Requirements:
i. Include the Correct Wage Determinations in Bid Solicitations and Contracts: Recipients are responsible for complying with the procedures provided in 29 CFR 1.6 when soliciting bids and awarding contracts. ii. Include DBRA Requirements in All Contracts: Include the following text on all contracts under this grant:
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“By accepting this contract, the contractor acknowledges and agrees to the terms provided in the DBRA Requirements for Contractors and Subcontractors Under EPA Grants.”
b. After Award of Contract:
i. Approve and Submit Requests for Additional Wages Rates: Work with contractors to request additional wage rates if required for contracts under this grant, as provided in 29 CFR 5.5(a)(1)(iii).
ii. Provide Oversight of Contractors to Ensure Compliance with DBRA Provisions: Ensure contractor compliance with the terms of the contract, as required by 29 CFR 5.6.
4. Recipient Responsibilities When Establishing and Managing Additional Subawards:
a. Include DBRA Requirements in All Subawards (including Loans):
Include the following text on all subawards under this grant:
“By accepting this award, the EPA subrecipient acknowledges and agrees to the terms and conditions provided in the DBRA Requirements for EPA Subrecipients.” b. Provide Oversight to Ensure Compliance with DBRA Provisions: Recipients are responsible for oversight of subrecipients, and must ensure subrecipients comply with the requirements in 29 CFR 5.6.
5. The contract clauses set forth in this Term & Condition, along with the correct wage determinations, will be considered to be a part of every prime contract covered by Davis-Bacon and Related Acts (see 29 CFR5.1), and will be effective by operation of law, whether or not they are included or incorporated by reference into such contract, unless the Department of Labor grants a variance, tolerance, or exemption. Where the clauses and applicable wage determinations are effective by operation of law under this paragraph, the prime contractor must be compensated for any resulting increase in wages in accordance with applicable law.
II. SITE ELIGIBILITY REQUIREMENTS
All brownfield sites that will be addressed using funds from the cooperative agreement must be located within the geographic boundary (i.e., as discussed in the FY25 application) and described in the scope of work for this cooperative agreement (i.e., the EPA-approved workplan).
A. Eligible Brownfield Site Determinations
1. Prior to performing site work, the CAR must provide information to the EPA Project Officer about each
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site that will be addressed under this cooperative agreement. The CAR may use cooperative agreement funds to prepare information that is provided to the EPA Project Officer. The information that must be provided includes whether the site meets the definition of a brownfield site as defined in CERCLA § 101 (39), and whether the CAR is a potentially responsible party under CERCLA § 107, is exempt from CERCLA liability, and/or has a defense to CERCLA liability.
2. If the site is excluded from the general definition of a brownfield, but is eligible for a property-specific funding determination, then the CAR may request a property-specific funding determination from the EPA Project Officer. In its request, the CAR must provide information sufficient for EPA to make a property-specific funding determination on how financial assistance will protect human health and the environment, and either promote economic development or enable the creation of, preservation of, or addition to parks, greenways, undeveloped property, other recreational property, or other property used for nonprofit purposes. The CAR must not incur costs for assessing sites requiring a property-specific funding determination by EPA until the EPA Project Officer has advised the CAR that EPA has determined that the property is eligible.
3. Brownfield Sites Contaminated with Petroleum
a. For any petroleum-contaminated brownfield site that is not included in the CAR's EPA-approved workplan, the CAR shall provide sufficient documentation to EPA prior to incurring costs under this cooperative agreement which documents that:
i. the State determines there is “no viable responsible party” for the site; ii. the State determines that the person assessing or investigating the site is a person who is not potentially liable for cleaning up the site; and
iii. the site is not subject to any order issued under Section 9003(h) of the Solid Waste Disposal Act.
This documentation must be prepared by the CAR or the State, following contact and discussion with the appropriate state petroleum program official. Please contact the EPA Project Officer for additional information.
b. Documentation must include:
i. the identity of the State program official contacted; ii. the State official's telephone number;
iii. the date of the contact; and
iv. a summary of the discussion relating to the State's determination that there is no viable responsible party and that the person assessing or investigating the site is not potentially liable for cleaning up the site.
Other documentation provided by a State to the recipient relevant to any of the determinations by the State must also be provided to the EPA Project Officer.
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c. If the State chooses not to make the determinations described in Section II.A.3. above, the CAR must contact the EPA Project Officer and provide the necessary information for EPA to make the requisite determinations.
d. EPA will make all determinations on the eligibility of petroleum-contaminated brownfield sites located on tribal lands (i.e., reservation lands or lands otherwise in Indian country, as defined at 18 U.S.C. § 1151). Before incurring costs for these sites, the CAR must contact the EPA Project Officer and provide the necessary information for EPA to make the determinations.
III. GENERAL COOPERATIVE AGREEMENT ADMINISTRATIVE REQUIREMENTS A. Sufficient Progress
1. This condition supplements the requirements of the Termination and Sufficient Progress Conditions in the General Terms and Conditions.
The EPA Project Officer will assess whether the recipient is making sufficient progress in implementing the cooperative agreement 18 months and 30 months from the date of award. If EPA determines that the CAR has not made sufficient progress in implementing the cooperative agreement, the CAR, if directed to do so, must implement a corrective action plan concurred on by the EPA Project Officer and approved by the Grants Management Officer or Award Official. Alternatively, EPA may terminate this agreement under 2 CFR § 200.340 either for material non-compliance with its terms or with the consent of the CAR, depending on the circumstances.
Sufficient progress at 18 months is indicated when:
at least 25% of funds have been drawn down and disbursed for eligible activities;
a Qualified Environmental Professional(s) has been procured;
sites are prioritized or an inventory has been initiated (unless site prioritization or an inventory was completed prior to award);
community engagement activities have been initiated; and/or
other documented activities have occurred that demonstrate to EPA's satisfaction that the CAR will successfully perform the cooperative agreement.
Sufficient progress at 30 months is indicated when:
at least 45% of funds have been drawn down and disbursed for eligible activities;
assessments on at least two sites have been initiated; and/or
other documented activities have occurred that demonstrate to EPA's satisfaction that the CAR will successfully perform the cooperative agreement.
B. Substantial Involvement
1. The EPA Project Officer will be substantially involved in overseeing and monitoring this cooperative agreement. Substantial involvement, includes, but is not limited to:
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a. Close monitoring of the CAR's performance to verify compliance with the EPA-approved workplan and achievement of environmental results.
b. Participation in periodic telephone conference calls to share ideas, project successes and challenges, etc., with EPA.
c. Reviewing and commenting on quarterly and annual reports prepared under the cooperative agreement (the final decision on the content of reports rests with the recipient or subrecipients receiving pass-through awards).
d. Verifying sites meet applicable site eligibility criteria (including property-specific funding determinations described in Section II.A.2.), including when the CAR awards a subaward for site assessment. The CAR must obtain technical assistance from the EPA Project Officer, or his/her designee, on which sites qualify as a brownfield site and determine whether the statutory prohibitions found in CERCLA § 104(k)(5)(B)(i)- (iv) apply. (Note, the prohibition does not allow a subrecipient to use EPA cooperative agreement funds to assess a site for which the subrecipient is potentially liable under CERCLA § 107.) e. Reviewing and approving Quality Assurance Project Plans and related documents or verifying that appropriate Quality Assurance requirements have been met where quality assurance activities are being conducted pursuant to an EPA-approved Quality Assurance Management Plan.
Substantial involvement may also include, depending on the direction of the EPA Project Officer:
f. Collaboration during the performance of the scope of work including participation in project activities, to the extent permissible under EPA policies. Examples of collaboration include:
i. Consultation between EPA staff and the CAR on effective methods of carrying out the scope of work provided the CAR makes the final decision on how to perform authorized activities. ii. Advice from EPA staff on how to access publicly available information on EPA or other Federal agency websites.
iii. With the consent of the CAR, EPA staff may provide technical advice to the CAR's contractors or subrecipients provided the CAR approves any expenditures of funds necessary to follow advice from EPA staff. (The CAR remains accountable for performing contract and subaward management as specified in 2 CFR § 200.318 and 2 CFR § 200.332 as well as the terms of the EPA cooperative agreement.)
iv. EPA staff participation in meetings, webinars, and similar events upon the request of the CAR or in connection with a co-sponsorship agreement.
g. Reviewing and approving that the Analysis of Brownfield Cleanup Alternatives (ABCA), or equivalent state Brownfields program document, meets the Brownfields Program's requirements for an ABCA. h. Reviewing proposed procurements in accordance with 2 CFR § 200.325, as well as the substantive terms of proposed contracts or subawards as appropriate. This may include reviewing requests for proposals, invitations for bids, scopes of work, and/or plans and specifications for contracts over
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$250,000 prior to advertising for bids.
i. Reviewing the qualifications of key personnel. (EPA does not have the authority to select employees or contractors, including consultants, employed by the CAR or subrecipients receiving pass-through awards.)
j. Reviewing information in performance reports to ensure all costs incurred by the CAR and/or its contractor(s) if needed to ensure appropriate expenditure of grant funds.
EPA may waive any of the provisions in Section III.B.1., except for property-specific funding determinations. The EPA Project Officer will provide waivers to provisions a. – e. in Section III.B.1. in writing.
2. Effects of EPA's substantial involvement include:
a. EPA's review of any project phase, document, or cost incurred under this cooperative agreement will not have any effect upon CERCLA § 128 Eligible Response Site determinations or rights, authorities, and actions under CERCLA or any Federal statute.
b. The CAR remains responsible for ensuring that all assessments are protective of human health and the environment and comply with all applicable Federal and state laws. c. The CAR and its subrecipients remain responsible for ensuring costs are allowable under 2 CFR Part 200, Subpart E.
C. Cooperative Agreement Recipient Roles and Responsibilities
1. All additional sites selected for eligible activities throughout the period of performance (i.e., sites that were not identified in the workplan) must be located within the geographic boundary(ies) identified by the CAR in the workplan.
Criteria for selecting additional sites should consider the prioritization criteria identified in the FY25 application, the workplan, or developed during implementation of the workplan. Note, criteria developed during the implementation of the workplan should lead to the CAR addressing sites in areas with similar characteristics to the areas discussed in the FY25 application.
2. The CAR is responsible for ensuring that funding received under this cooperative agreement does not exceed the statutory $200,000 funding limitation for an individual brownfield site. The CAR may request a waiver of the $200,000 funding limitation based on the anticipated level of contamination, size, or status of ownership of the site. Waiver of this funding limit for a brownfield site must be submitted to and approved by the EPA Project Officer prior to the expenditure of funding exceeding $200,000. In no case may funding for site-specific assessment activities exceed $350,000 on a site receiving a waiver.
3. If the CAR's workplan includes eligible planning activities to prepare a brownfield site for reuse (see https://www.epa.gov/brownfields/information-eligible-planning-activities for eligible planning activities), the CAR must demonstrate meaningful community engagement in the reuse planning of brownfields assessed under the grant. Meaningful community engagement is demonstrated by actively including local nonprofit organizations, citizen leaders, or similar local groups/entities in brownfield reuse planning.
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4. CARs, other than state or Tribal entities, that procure a contractor(s) (including consultants) where the contract will be more than the micro-purchase threshold in 2 CFR § 200.320(a)(1) ($10,000 for most CARs) must select the contractor(s) in compliance with the competitive procurement standards in 2 CFR Part 200 (including the requirements for full and open competition). Additionally, all CARs (including State and Tribal entities), regardless of the contract amount, must comply with EPA's regulations at 40 CFR Part 33 as applicable. For additional information on these requirements, see https://www.epa. gov/grants/rain-2025-g02 and the “Utilization of Disadvantaged Business Enterprises” General Term and Condition of this agreement. These requirements also apply to procurement processes that were completed before the award of this cooperative agreement, to include if the CAR intends to submit payment requests for pre-award costs. See EPA's Best Practice Guide for Procuring Services, Supplies, and Equipment Under EPA Assistance Agreements and the Brownfields Grants: Guidance on Competitively Procuring a Contractor for additional information.
CARs may procure multiple contractors to ensure the appropriate expertise is in place to perform work under the agreement (e.g., expertise to conduct site assessment activities vs. planning activities) and to allow the ability for work be performed concurrently at multiple sites within the defined and approved geographic boundary.
5. The CAR must acquire the services of a Qualified Environmental Professional(s) as defined in 40 CFR § 312.10, if it does not have such a professional on staff to coordinate, direct, and oversee the brownfield site assessment activities at a given site.
6. Cybersecurity – The recipient agrees that when collecting and managing environmental data under this cooperative agreement, it will protect the data by following all applicable State or Tribal law cybersecurity requirements.
a. EPA must ensure that any connections between the recipient's network or information system and EPA networks used by the recipient to transfer data under this agreement are secure. For purposes of this section, a connection is defined as a dedicated persistent interface between an Agency Information Technology (IT) system and an external IT system for the purpose of transferring information. Transitory, user-controlled connections such as website browsing are excluded from this definition.
If the recipient's connections as defined above do not go through the Environmental Information Exchange Network or EPA's Central Data Exchange, the recipient agrees to contact the EPA Project Officer no later than 90 days after the date of this award and work with the designated Regional/ Headquarters Information Security Officer to ensure that the connections meet EPA security requirements, including entering into Interconnection Service Agreements as appropriate. This condition does not apply to manual entry of data by the recipient into systems operated and used by EPA's regulatory programs for the submission of reporting and/or compliance data. b. The recipient agrees that any subawards it makes under this agreement will require the subrecipient to comply with the requirements in Cybersecurity Section a. above if the subrecipient's network or information system is connected to EPA networks to transfer data to the Agency using systems other than the Environmental Information Exchange Network or EPA's Central Data Exchange. The recipient will be in compliance with this condition: by including this requirement in subaward agreements; and during subrecipient monitoring deemed necessary by the recipient under 2 CFR § 200.332(e), by inquiring whether the subrecipient has contacted the EPA Project Officer. Nothing in this condition requires the recipient to contact the EPA Project Officer on behalf of a subrecipient or to be involved in the negotiation of an Interconnection Service Agreement between the subrecipient and EPA.
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7. All geospatial data created must be consistent with Federal Geographic Data Committee (FGDC) endorsed standards. Information on these standards may be found at www.fgdc.gov.
D. Quarterly Performance Reports
1. In accordance with the regulations at 2 CFR Parts 200 and 1500 (specifically, 2 CFR § 200.329, Monitoring and Reporting Program Performance), the CAR agrees to submit quarterly performance reports to the EPA Project Officer within 30 days after each reporting period. Initially, quarterly performance reports will be submitted via email or via the optional Quarterly Reporting function tool within the Assessment, Cleanup and Redevelopment Exchange System (ACRES). The EPA Project Officer will notify the CAR when use of the Quarterly Reporting tool within ACRES is required. Once the EPA Project Officer notifies the CAR of required use, the CAR agrees to use this tool to input quarterly performance reports directly into ACRES within 30 days after each reporting period. The reporting periods are October 1 – December 31 (1st quarter); January 1 – March 31 (2nd quarter); April 1 – June 30 (3rd quarter); and July 1 – September 30 (4th quarter). If a due date falls on a weekend or holiday, the report will be due on the next business day.
These reports shall cover work status, work progress, difficulties encountered, preliminary data results, and a statement of activity anticipated during the subsequent reporting period, including a description of equipment, techniques, and materials to be used or evaluated. A discussion of expenditures and financial status for each workplan task, along with a comparison of the percentage of the project completed to the project schedule and an explanation of significant discrepancies from the EPA- approved workplan and budget shall be included in the report. The report shall also include any changes of key personnel concerned with the project that were approved by the EPA Grants Management Officer or Award Official. (Note, as provided at 2 CFR § 200.308, Revision of budget and program, the CAR must seek prior approval from the EPA Grants Management Officer or Award Official for a change in a key personnel (including employees and contractors) that are identified by name or position in the workplan. Prior approval means the written approval obtained in advance of a recipient taking an action by an authorized official of a Federal agency or pass-through entity of certain costs or programmatic decisions.)
2. The CAR must submit performance reports on a quarterly basis in ACRES using the Assessment Quarterly Report function. Quarterly performance reports must include:
a. A summary that clearly differentiates between activities completed with EPA funds provided under the Brownfield Assessment cooperative agreement and related activities completed with other sources of leveraged funding.
b. A summary and status of approved activities performed during the reporting quarter; a summary of the performance outputs/outcomes achieved during the reporting quarter; and a description of problems encountered during the reporting quarter that may affect the project schedule. c. A comparison of actual accomplishments to the anticipated outputs/outcomes specified in the EPA- approved workplan and reasons why anticipated outputs/outcomes were not met. d. An update on the project schedule and milestones, including an explanation of any discrepancies from the EPA-approved workplan.
e. A list of the properties where assessment and/or planning activities were performed and/or completed
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during the reporting quarter.
f. A budget summary table with the following information: current approved project budget; EPA funds drawn down during the reporting quarter; costs drawn down to date (cumulative expenditures); program income generated and used (if applicable) (i.e., program income received and disbursed during the reporting quarter and during the entire cooperative agreement, and the amount of program income remaining); and total remaining funds. The budget summary table must include costs that are charged to the “other” budget object class category (e.g., participant support costs, subawards, etc.).
The CAR shall include an explanation of any discrepancies in the budget from the EPA-approved workplan, cost overruns or high unit costs, and other pertinent information. If significant developments occur that negatively impact the Federal Award, the CAR shall include information on their plan for corrective action and any assistance needed to resolve the situation. The CAR shall include a statement on funding transfers among direct budget categories or programs, functions and activities that occurred during the quarter and cumulatively during the period of performance.
Note: ACRES reporting requirements may change over time, based on expansion of EPA's information collection authority, and the CAR is responsible for complying with the latest ACRES reporting requirements at the time of each quarterly performance report. The EPA Project Officer will notify the CAR when ACRES reporting requirements specific to Brownfields Assessment change. g. For local governments that are using cooperative agreement funds for health monitoring, the quarterly report must also include the specific budget, the quarterly expenditure, and cumulative expenditures to demonstrate that 10% of Federal funding is not exceeded.
Note: Each property where assessment activities were performed and/or completed must have its corresponding information updated in ACRES (or via the Property Profile Form with prior approval from the EPA Project Officer) prior to submitting the quarterly performance report (see Section III.E. below).
3. The CAR must maintain records that will enable it to report to EPA on the amount of funds disbursed by the CAR to assess the specific properties under this cooperative agreement.
4. In accordance with 2 CFR § 200.329(e), the CAR agrees to inform the EPA Project Officer as soon as problems, delays, or adverse conditions become known which will materially impair the ability to meet the outputs/outcomes specified in the EPA-approved workplan.
E. Property Profile Submission
1. The CAR must report on interim progress (e.g., assessments started, reuse planning activities started) and any final accomplishments (e.g., assessments completed, clean up required, contaminants found, institutional controls required, engineering controls required, leveraged dollars and/or jobs) by completing and submitting relevant portions of the electronic Property Profile Form using the Assessment, Cleanup and Redevelopment Exchange System (ACRES). The CAR must enter the data in ACRES as soon as the interim action or final accomplishment has occurred, or within 30 days after the end of each reporting quarter. The CAR must enter any new data into ACRES prior to submitting the quarterly performance report to the EPA Project Officer. The CAR must utilize the electronic version of the Property Profile Form in ACRES unless approval is obtained from the EPA Project Officer to use the hardcopy version of the Property Profile Form or its use is included in the approved workplan.
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F. Final Cooperative Agreement Performance Report with Environmental Results
1. In accordance with the regulations at 2 CFR Parts 200 and 1500 (specifically, § 200.329, Monitoring and Reporting Program Performance and 2 CFR § 200.344(a), Closeout), the CAR agrees to submit to the EPA Project Officer within 120 days after the expiration or termination of the approved project period a final performance report on the cooperative agreement via email; unless the EPA Project Officer agrees to accept a paper copy of the report. The final performance report shall document and summarize the elements listed in Section III.D.2., as appropriate, for activities that occurred over the entire project period.
IV. FINANCIAL ADMINISTRATION REQUIREMENTS
A. Eligible Uses of the Funds for the Cooperative Agreement Recipient
1. To the extent allowable under the EPA-approved workplan, cooperative agreement funds may be used for eligible programmatic expenses to inventory, characterize, assess sites; conduct site-specific planning, general brownfield-related planning activities around one or more brownfield sites; conduct outreach and community engagement; and for reasonable participant support costs associated with one community liaison per target area identified in the selected FY25 application. Refer to the EPA Guidance on Participant Support Costs for information regarding reasonable stipend amounts for community liaisons. Eligible programmatic expenses include activities described in Section V. of these Terms and Conditions. In addition, eligible programmatic expenses may include:
a. Determining whether assessment activities at a particular site are authorized by CERCLA § 104(k). b. Ensuring that an assessment complies with applicable requirements under Federal and state laws, as required by CERCLA § 104(k).
c. Preparing and updating an Analysis of Brownfield Cleanup Alternatives (ABCA) which will include information about the site and contamination issues, cleanup standards, applicable laws, alternatives considered, and the proposed cleanup.
d. Preparing a Community Involvement Plan which includes reasonable notice, opportunity for public involvement and comment on the proposed cleanup, and response to comments. e. Developing a Quality Assurance Project Plan (QAPP) as required by 2 CFR § 1500.12. The specific requirement for a QAPP is outlined in Implementation of Quality Assurance Requirements for Organizations Receiving EPA Financial Assistance available at https://www.epa. gov/grants/implementation-quality-assurance-requirements-organizations-receiving-epa-financial. f. Using a portion of the cooperative agreement funds to purchase environmental insurance for the characterization or assessment of the site. [Funds shall not be used to purchase insurance intended to provide coverage for any of the ineligible uses under Section IV., Ineligible Uses of the Funds for the Cooperative Agreement Recipient.]
g. Any other eligible programmatic costs, including direct costs incurred by the recipient in reporting to EPA; procuring and managing contracts; awarding, monitoring, and managing subawards to the extent
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required to comply with 2 CFR § 200.332 and the “Establishing and Managing Subawards” General Term and Condition; and carrying out community engagement pertaining to the assessment activities.
2. Under CERCLA § 104(k)(5)(E), CARs and subrecipients may use up to 5% of the amount of Federal funding for this cooperative agreement for administrative costs, including indirect costs under 2 CFR § 200.414. The limit on administrative costs for the CAR under this agreement is $25,000. The total amount of indirect costs and any direct costs for cooperative agreement administration by the CAR paid for by EPA under the cooperative agreement shall not exceed this amount. Subrecipients may use up to 5% of the amount of Federal funds in their subawards for administrative costs. As required by 2 CFR § 200.403(d), the CAR and subrecipients must classify administrative costs as direct or indirect consistently and shall not classify the same types of costs in both categories. The term “administrative costs” does not include:
a. Investigation and identification of the extent of contamination of a brownfield site; b. Design and performance of a response action; or
c. Monitoring of a natural resource.
Eligible cooperative agreement and subaward administrative costs subject to the 5% limitation include direct costs for:
a. Costs incurred to comply with the following provisions of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR Parts 200 and 1500 other than those identified as programmatic.
i. Record-keeping associated with equipment purchases required under 2 CFR § 200.313; ii. Preparing revisions and changes in the budgets, scopes of work, program plans, and other activities required under 2 CFR § 200.308;
iii. Maintaining and operating financial management systems required under 2 CFR § 200.302; iv. Preparing payment requests and handling payments under 2 CFR § 200.305; v. Financial reporting under 2 CFR § 200.328;vi. Non-Federal audits required under 2 CFR Part 200, Subpart F; and
vii. Closeout under 2 CFR § 200.344 with the exception of preparing the recipient's final performance report. Costs for preparing this report are programmatic and are not subject to the 5% limitation on direct administrative costs.
b. Pre-award costs for preparation of the proposal and application for this cooperative agreement (including the final workplan) or applications for subawards are not allowable as direct costs but may be included in the CAR's or subrecipient's indirect cost pool to the extent authorized by 2 CFR § 200.460.
3. Local Governments Only – If authorized in the EPA-approved workplan and budget narrative, up to 10% of the funds awarded by this agreement may be used by the CAR itself as a programmatic cost for Brownfield Program development and implementation of monitoring health conditions and institutional
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controls. The health monitoring activities must be associated with brownfield sites at which at least a Phase II environmental site assessment is conducted and is contaminated with hazardous substances.
The CAR must maintain records on funds that will be used to carry out this task to ensure compliance with this requirement.
B. Ineligible Uses of the Funds for the Cooperative Agreement Recipient
1. Cooperative agreement funds shall not be used by the CAR for any of the following activities:
a. Cleanup activities;
b. Site development activities that are not brownfield site assessment activities (e.g., marketing of property (activities or products created specifically to attract buyers or investors) or construction of a new facility);
c. General community visioning, area-wide zoning updates, design guideline development, master planning, green infrastructure, infrastructure service delivery, and city-wide or comprehensive planning/plan updates – these activities are all ineligible uses of grant funds if unrelated to advancing cleanup and reuse of brownfield sites or sites to be assessed. Note: for these types of activities to be an eligible use of grant funds, there must be a specific nexus between the activity and how it will help further cleanup and reuse of the priority brownfield site(s). This nexus must be clearly described in the workplan for the project;
d. Job training activities unrelated to performing a specific assessment at a site (i.e., on the job training) covered by the cooperative agreement;
e. To pay for a penalty or fine;
f. To pay a Federal cost share requirement (e.g., a cost share required by another Federal grant) unless there is specific statutory authority;
g. To pay for a response cost at a brownfield site for which the CAR or subaward recipient is potentially liable under CERCLA § 107;
h. To pay a cost of compliance with any Federal law, excluding the cost of compliance with laws applicable to the assessment; and
i. Unallowable costs (e.g., lobbying and purchases of alcoholic beverages) under 2 CFR Part 200, Subpart E.
2. Cooperative agreement funds shall not be used for any of the following properties:
a. Facilities listed, or proposed for listing, on the National Priorities List (NPL); b. Facilities subject to unilateral administrative orders, court orders, and administrative orders on consent or judicial consent decree issued to or entered by parties under CERCLA; c. Facilities that are subject to the jurisdiction, custody or control of the United States government except for land held in trust by the United States government for an Indian Tribe; or
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d. A site excluded from the definition of a brownfield site for which EPA has not made a property-specific funding determination.
V. ASSESSMENT REQUIREMENTS
A. Authorized Assessment Activities
1. Prior to conducting or engaging in any on-site activity with the potential to impact historic properties (such as invasive sampling), the CAR shall consult with the EPA Project Officer regarding potential applicability of the National Historic Preservation Act (NHPA) (16 USC § 470) and, if applicable, shall assist EPA in complying with any requirements of the NHPA and implementing regulations.
2. If funds from this cooperative agreement are used to prepare an Analysis of Brownfield Cleanup Alternatives (ABCA), or equivalent state Brownfields program document, the CAR must include information about the site and contamination issues (i.e., exposure pathways, identification of contaminant sources, etc.); cleanup standards; applicable laws; alternatives considered; and the proposed cleanup. The evaluation of alternatives must include effectiveness, ability to implement, and the cost of the response proposed. The evaluation of alternatives must also consider the resilience of the remedial options to address potential adverse impacts caused by extreme weather events (e.g., sea level rise, drought, increased frequency and intensity of flooding, etc.). The alternatives may additionally consider the degree to which they reduce greenhouse gas discharges, reduce energy use or employ alternative energy sources, reduce volume of wastewater generated/disposed of, reduce volume of materials taken to landfills, and recycle and re-use materials generated during the cleanup process to the maximum extent practicable. The evaluation will include an analysis of reasonable alternatives including no action. The cleanup method chosen must be based on this analysis.
B. Quality Assurance (QA) Requirements
Authority: Quality Assurance applies to all assistance agreements involving environmental information as defined in 2 C.F.R. § 1500.12 Quality Assurance.
When environmental data are collected as part of the brownfield assessment, the CAR shall comply with 2 CFR § 1500.12 requirements to develop and implement quality assurance practices sufficient to produce data adequate to meet project objectives and to minimize data loss. State law may impose additional QA requirements.
The recipient shall ensure that subawards involving environmental information issued under this agreement include appropriate quality requirements for the work. The recipient shall ensure sub-award recipients develop and implement the Quality Assurance (QA) planning documents in accordance with this term and condition; and/or ensure sub-award recipients implement all applicable approved QA planning documents.
1. Quality Assurance Project Plan (QAPP)
a. Prior to beginning environmental information operations, the recipient must:
i. Develop a QAPP (The QAPP is the document that provides comprehensive details about the quality assurance, quality control, and technical activities that must be implemented to ensure that project objectives are met. Environmental programs include direct measurements or data generation,
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environmental modeling, compilation of data from literature or electronic media, and data supporting the design, construction, and operation of environmental technology.), ii. Prepare QAPP in accordance with the current version of EPA's Quality Assurance Project Plan (QAPP) Standard,
iii. Submit the document for EPA review, and
iv. Obtain EPA Quality Assurance Manager or designee (hereafter referred to as QAM) approval.
For Reference:
• Quality Management Plan (QMP) Standard and EPA's Quality Assurance Project Plan (QAPP) Standard; contain quality specifications for EPA and non-EPA organizations and definitions applicable to these terms and conditions.
• EPA QA/G-5: Guidance for Quality Assurance Project Plans. • EPA's Quality Program website has a list of QA managers, and Specifications for EPA and Non-EPA Organizations.
• The Office of Grants and Debarment Implementation of Quality Assurance Requirements for Organizations Receiving EPA Financial Assistance.
3. Competency of Organizations Generating Environmental Measurement Data: In accordance with Agency Policy Directive Number FEM-2012-02, Policy to Assure the Competency of Organizations Generating Environmental Measurement Data under Agency-Funded Assistance Agreements, the CAR agrees, by entering into this agreement, that it has demonstrated competency prior to award, or alternatively, where a pre-award demonstration of competency is not practicable, the CAR agrees to demonstrate competency prior to carrying out any activities under the award involving the generation or use of environmental data. The CAR shall maintain competency for the duration of the project period of this agreement and this will be documented during the annual reporting process. A copy of the Policy is available online at https://www.epa.gov/measurements-modeling/documents-about-measurement- competency-under-assistance-agreements or a copy may also be requested by contacting the EPA Project Officer for this award.
C. Public Awareness
1. The CAR agrees to clearly reference EPA investments in the project during all phases of community outreach outlined in the EPA-approved workplan which may include the development of post-project summary or success materials that highlight achievements to which this project contributed. a. If any documents, fact sheets, and/or web materials are developed as part of this cooperative agreement, then they shall comply with the Acknowledgement Requirements for Non-ORD Assistance Agreements in the General Terms and Conditions of this agreement. b. If a sign is developed as part of a project funded by this cooperative agreement, then the sign shall include either a statement (e.g., this project has been funded, wholly or in part, by EPA) and/or EPA's logo acknowledging that EPA is a source of funding for the project. The EPA logo may be used on
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project signage when the sign can be placed in a visible location with a direct linkage to site activities.
Use of the EPA logo must follow the sign specifications available at https://www.epa.gov/grants/epa- logo-seal-specifications-signage-produced-epa-assistance-agreement-recipients.
To obtain the appropriate EPA logo or seal graphic file, the CAR should send a request directly to the EPA Office of Public Affairs (OPA) and include the EPA Project Officer in the communication.
Instructions for contacting OPA are available at https://www.epa.gov/aboutepa/using-epa-seal-and-logo. c. EPA Logo: If the EPA logo is displayed along with logos from other participating entities on websites, outreach materials, or reports, it must not be prominently displayed to imply that any of the recipient's or subrecipient's activities are being conducted by the EPA. Instead, the EPA logo must be accompanied with a statement indicating that the City of Vallejo received Federal financial assistance from EPA for the project. The recipient will ensure compliance with the sign specifications provided by the OPA available at https://www.epa.gov/stylebook/using-epa-seal-and-logo. As provided in the sign specifications from OPA, the EPA logo is the preferred identifier for assistance agreement projects and use of the EPA seal requires prior approval from the EPA.
d. Procuring Signs: Consistent with section 6002 of RCRA, 42 U.S.C. 6962, and 2 CFR 200.323, recipients are encouraged to use recycled or recovered materials when procuring signs. Signage costs are considered an allowable cost under this assistance agreement provided that the costs associated with signage are reasonable.
2. The CAR agrees to notify the EPA Project Officer listed in this award document of public or media events publicizing the accomplishment of significant events related to construction and/or site reuse projects as a result of this agreement, and provide the opportunity for attendance and participation by Federal representatives with at least ten (10) working days' notice.
3. To increase public awareness of projects serving communities where English is not the predominant language, CARs are encouraged to include in their outreach strategies communication in non-English languages. This includes translating the language on signs (excluding the EPA logo or seal) into the appropriate non-English language(s). Translation costs for this purpose are allowable, provided the costs are reasonable.
4. All public awareness activities conducted with EPA funding are subject to the provisions in the General Terms and Conditions on compliance with section 504 of the Americans with Disabilities Act.
D. All Appropriate Inquiries
1. As required by CERCLA § 104(k)(2)(B)(ii) and CERCLA § 101(35)(B), the CAR shall ensure that a Phase I site characterization and assessment carried out under this agreement will be performed in accordance with EPA's all appropriate inquiries regulation (AAI). The CAR shall utilize the practices in ASTM standard E1527-21 “Standard Practices for Environmental Site Assessment: Phase I Environmental Site Assessment Process” (or the latest recognized ASTM standard at the time the assessment is performed), or EPA's All Appropriate Inquiries Final Rule (40 CFR Part 312). A suggested outline for an AAI final report is provided in “All Appropriate Inquiries Rule: Reporting Requirements and Suggestions on Report Content” (Publication Number: EPA 560-F-23-004 (or the latest available publication)). This does not preclude the use of cooperative agreement funds for additional site characterization and assessment activities that may be necessary to characterize the environmental impacts at the site or to comply with applicable state standards.
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2. AAI final reports produced with funding from this agreement must comply with 40 CFR Part 312 and must, at a minimum, include the information below. All AAI reports submitted to the EPA Project Officer as deliverables under this agreement must be accompanied by a completed “All Appropriate Inquiries:
Reporting Requirements Checklist for Assessment and Multipurpose Grant Recipients” (Publication Number: EPA 560-F-23-017 (or the latest available publication)) that the EPA Project Officer will provide to the recipient. The checklist is available to CARs on EPA's website at https://www.epa. gov/brownfields/all-appropriate-inquiries-reporting-requirements-checklist-assessment-grant-recipients.
The completed checklist must include:
a. An opinion as to whether the inquiry has identified conditions indicative of releases or threatened releases of hazardous substances, and as applicable, pollutants and contaminants, petroleum or petroleum products, or controlled substances, on, at, in, or to the subject property. b. An identification of “significant” data gaps (as defined in 40 CFR § 312.10), if any, in the information collected for the inquiry. Significant data gaps include missing or unattainable information that affects the ability of the environmental professional to identify conditions indicative of releases or threatened releases of hazardous substances, and as applicable, pollutants and contaminants, petroleum or petroleum products, or controlled substances, on, at, in, or to the subject property. The documentation of significant data gaps must include information regarding the significance of these data gaps. c. Qualifications and signature of the environmental professional(s). The environmental professional must place the following statements in the document and sign the document:
‘‘[I, We] declare that, to the best of [my, our] professional knowledge and belief, [I, we] meet the definition of Environmental Professional as defined in 40 CFR § 312.10 of this part.''
‘[I, We] have the specific qualifications based on education, training, and experience to assess a property of the nature, history, and setting of the subject property. [I, We] have developed and performed the all appropriate inquiries in conformance with the standards and practices set forth in 40 CFR Part 312.''
Note: Please use either “I/my” or “We/our.”
d. In compliance with 40 CFR § 312.31(b), the environmental professional must include in the final report an opinion regarding additional appropriate investigation, if the environmental professional has such an opinion.
3. EPA may review checklists and AAI final reports for compliance with the AAI regulation documentation requirements at 40 CFR Part 312 (or comparable requirements for those using ASTM Standard 1527-21 or the latest recognized ASTM standard at the time the assessment is performed). Any deficiencies identified during an EPA review of these documents must be corrected by the recipient within 30 days of notification. Failure to correct any identified deficiencies may result in EPA disallowing the costs for the entire AAI report as authorized by 2 CFR § 200.339. If a recipient willfully fails to correct the deficiencies, EPA may consider other available remedies, including under 2 CFR § 200.339 and 2 CFR § 200.340.
E. Completion of Assessment Activities
1. The CAR shall properly document the completion of all activities described in the EPA- approved workplan. This must be done through a final report or letter from a Qualified Environmental Professional,
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or other documentation provided by a State or Tribe that shows assessments are complete.
F. Inclusion of Additional Terms and Conditions
1. In accordance with 2 CFR § 200.334, the CAR shall maintain records pertaining to the cooperative agreement for a minimum of three (3) years following submission of the final financial report unless one or more of the conditions described in the regulation applies. The CAR shall provide access to records, including subrecipients' records, relating to assessments supported with Assessment cooperative agreement funds to authorized representatives of the Federal government as required by 2 CFR § 200.337.
2. The CAR has an ongoing obligation to advise EPA if it assessed any penalties resulting from environmental non-compliance at sites subject to this agreement.
VI. PAYMENT AND CLOSEOUT
For the purposes of these Terms and Conditions, the following definitions apply: “payment” is EPA's transfer of funds to the CAR; “closeout” refers to the process EPA follows to ensure that all administrative actions and work required under the cooperative agreement have been completed.
A. Payment Schedule
1. The CAR may request advance payment from EPA pursuant to 2 CFR § 200.305(b)(1) and the prompt disbursement requirements of the General Terms and Conditions of this agreement. The CAR must pay subrecipients in advance provided the subrecipient complies with the requirements of 2 CFR § 200.305 (b)(1).
This requirement does not apply to states which are subject to 2 CFR § 200.305(a).
B. Schedule for Closeout
1. Closeout will be conducted in accordance with 2 CFR § 200.344. EPA will close out the award when it determines that all applicable administrative actions and all required work under the cooperative agreement have been completed.
2. The CAR, within 120 days after the expiration or termination of the cooperative agreement, must submit all financial, performance, and other reports required as a condition of the cooperative agreement. a. The CAR must submit the following documentation:
i. The Final Cooperative Agreement Performance Report as described in Section III.F. of these Terms and Conditions.
ii. Administrative and Financial Reports as described in the General Terms and Conditions of this agreement.
b. The CAR must ensure that all appropriate data have been entered into ACRES or all hardcopy
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Property Profile Forms are submitted to the EPA Project Officer. c. As required by 2 CFR § 200.344, the CAR must immediately refund to EPA any balance of unobligated (unencumbered) advanced cash or accrued program income that is not authorized to be retained for use on other cooperative agreements.
###END OF DOCUMENT###
Consultant and Professional Services Agreement (Revised 05-2025) Page 1 of 11
CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT
This Consultant and Professional Services Agreement (“Agreement”) is made at Vallejo, California, dated for reference this 16th day of June, 2026, by and between the City of Vallejo, a municipal corporation (“City”), and Ninyo & Moore Geotechnical & Environmental Consultants hereinafter referred to as “Consultant”, who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide the City professional services as specified in Exhibit A, entitled “Scope of Work.”
2. Payment. City shall pay Consultant for services rendered pursuant to this agreement at the times and in the manner set forth in Exhibit B, entitled “Compensation.” The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement.
3. Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement.
4. Indemnification. Consultant shall indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, to be performed under this agreement for Consultant’s or subcontractor’s tort negligence including active or passive, or strict negligence, including but not limited to personal injury including, but not limited to bodily injury, emotional injury, sickness or disease, or death to persons and/or damage to property of anyone, including loss of use thereof, caused or alleged to be caused by any act or omission of Consultant, or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for the full period of time allowed by the law, regardless to any limitation by insurance, with the exception of the sole negligence or willful misconduct of the City.
Consultant shall also indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, related to costs or
Consultant and Professional Services Agreement (Revised 05-2025) Page 2 of 11 benefits associated with California Public Employment Retirement System (CalPERS) membership where Consultant supplies a CalPERS member who CalPERS determines is subject to enrollment.
The provisions of this section shall survive the expiration or termination of this Agreement.
5. Insurance Requirements. Consultant agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Consultant.” Failure to maintain required insurance at all times shall constitute a default and material breach.
6. Accident Reports. Consultant shall immediately report (as soon as feasible, but not more than 24 hours) to the City Risk Manager any accident or other occurrence causing injury to persons or property during the performance of this Agreement. The report shall be made in writing and shall include, at a minimum: (a) the names, addresses, and telephone numbers of the persons involved, (b) the names, addresses, and telephone numbers of any known witnesses, (c) the date, time, and description of the accident or other occurrence.
7. Conflict of Interest. Consultant warrants and represents that to the best of its knowledge, there exists no actual or potential conflict between Consultant’s family, business, real property or financial interests and the services to be provided under this Agreement. Consultant shall comply with the City of Vallejo Conflict of Interest Code and not enter into any contract or agreement during the performance of this Agreement which will create a conflict of interest with its duties to City under this Agreement. In the event of a change in Consultant’s family, business, real property, or financial interests occurs during the term of this Agreement that creates an actual or potential conflict of interest, then Consultant shall disclose such conflict in writing to City. Every individual who performs services on behalf of Consultant pursuant to this Agreement must file a full Statement of Economic Interests (also known as Form 700) with the City Clerk if the work of the individual involves making a governmental decision whether to issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; authorizes the City to enter into, modify, or renew a contract; grants City approval of specifications for a contract; adopts or approves for the City any policy, standard or guideline; lobbies on behalf of the City, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code.
8. Independent Contractor. Consultant is an independent contractor.
Neither Consultant nor any of Consultant’s officers, employees, agents, or subcontractors, if any, is an employee of City by virtue of this Agreement or performance of any services pursuant to this Agreement. City shall have the right to control Consultant only insofar as the results of Consultant’s services rendered
Consultant and Professional Services Agreement (Revised 05-2025) Page 3 of 11 pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services pursuant to this Agreement.
9. Licenses, Permits, Etc. Consultant represents and warrants to City that all consultant services shall be provided by a person or persons duly licensed by the State of California to provide the type of services to be performed under this Agreement and that Consultant has all the permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that it shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession.
10. Business License. Consultant, and its subcontractors, has obtained or agrees to apply prior to performing any services under this Agreement to City’s Finance Department for a business license, pay the applicable business license tax and maintain said business license during the term of this Agreement. The failure to obtain such license shall be a material breach of this Agreement and grounds for termination by City. No payments shall be made to Consultant until such business license(s) has been obtained.
11. Standard of Performance. Consultant shall provide products and perform all services required pursuant to this Agreement in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by a member of Consultant’s profession currently practicing in California.
Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation applicable federal, state, and local laws and regulations, and all other contingencies or considerations.
Consultant’s responsibilities under this section shall not be delegated. Consultant shall be responsible to City for acts, errors, or omissions of Consultant’s subcontractors.
Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred beyond a project budget approved or amended by the City Manager or his or her designee.
Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Consultant is entitled to payment for such
Consultant and Professional Services Agreement (Revised 05-2025) Page 4 of 11 work, and not be construed as a waiver of any breach or acceptance by the City of any responsibility, professional or otherwise, for the work, and shall not relieve the Consultant of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Consultant.
12. Force Majeure. Neither party shall be considered in default of this Agreement to the extent performances are prevented or delayed by causes or circumstances beyond either party’s reasonable control, such as war, riots, strikes, lockouts, work slowdown or stoppage, acts of God, such as floods or earthquakes, and electrical blackouts or brownouts.
In the event that the Consultant is unable to meet the completion date or schedule of services, Consultant shall immediately inform the City Representative of this in writing. If additional time is required to perform the work, the City Representative may adjust the schedule.
13. Time is of the Essence. Time is of the essence in this Agreement. Any reference to days means calendar days, unless otherwise specifically stated.
14. Personnel. Consultant agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds for termination of this Agreement.
The payment made to Consultant pursuant to this Agreement shall be the full and complete compensation to which Consultant and Consultant’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Consultant nor Consultant’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Consultant. The City shall not be required to pay any workers’ compensation insurance on behalf of Consultant.
Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
15. General Prohibition on Assignment of CalPERS Members and Annuitants. Consultant shall not hire, employ, or use, as an employee, subcontractor or agent of Consultant (Assigned Individual) any California Public Employment Retirement System (CalPERS) member or annuitant in connection with the provision of services under this Agreement. Nor shall Consultant allow any of its subcontractors, agents, or other representatives to employ CalPERS
Consultant and Professional Services Agreement (Revised 05-2025) Page 5 of 11 members or annuitants for the purpose of performing work under this Agreement.
Failure to comply with the provisions of this section shall constitute a material breach of Consultant’s obligations under this Agreement and shall be grounds for termination.
The City Manager and the Human Resources Director may together approve an exception which they determine either: (i) meets the requirements of CalPERS relating to Independent Contractors; or (ii) where such Assigned Individual who is an Annuitant, has not, and will not, exceed 960 total hours in a fiscal year (July 1 to June 30) for all CalPERS employers combined, and satisfies all other CalPERS annuitant requirements. No Assigned Individual, regardless of CalPERS membership at the time the labor is provided, may exceed 1,000 hours in a fiscal year (July 1 to June 30).
16. Consultant Not Agent. Except as authorized under this Agreement or as City may authorize in a letter of authorization signed by the City Manager or his or her designee, Consultant shall have no authority, express or implied to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, under this Agreement, to bind City to any obligation whatsoever.
17. Term. The term of this Agreement shall commence on July 1, 2026 and shall continue in full force and effect until September 30, 2029.
City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of one year by written notice to Consultant. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed three years.
If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo.
If funds to effect such continued payment are not appropriated, Consultant agrees to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.
18. Termination or Abandonment by City. The City has the right, at any time and in its sole discretion, to immediately terminate or abandon any portion or all of the services to be provided under this Agreement by giving notice to Consultant.
Upon receipt of a notice of termination, Consultant shall perform no further work except as specified in the notice. Before the date of termination, Consultant shall deliver to City all City records and documents, all work product, whether completed or not, as of the date of termination and not otherwise previously delivered.
The City shall pay Consultant for services performed in accordance with this Agreement before the date of termination. If this contract provides for payment of
Consultant and Professional Services Agreement (Revised 05-2025) Page 6 of 11 a lump sum for all services or by task and termination occurs before completion of the work or any defined task which according to the performance schedule was commenced before the notice of termination, the fee for services performed shall be based on an amount mutually agreed to by City and Consultant for the portion of work completed in conformance with this Agreement before the date of termination. In addition, the City will reimburse Consultant for authorized expenses incurred and not previously reimbursed. The City shall not be liable for any fees or costs associated for the termination or abandonment except for the fees, and reimbursement of authorized expenses, payable pursuant to this section.
19. Products of Consulting Services. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Consultant resulting from services rendered pursuant to this Agreement, shall become the property of City. Consultant agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Consultant makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.
Documents submitted to the City in electronic format shall be formatted according to specifications provided by the City, or if not otherwise specified, in Microsoft Word, Excel, PowerPoint or other Microsoft Office Suite (2002) format as appropriate for the particular work product or, if directed by the City Representative in Adobe Acrobat PDF format.
20. Cooperation by City. City shall, to the extent reasonable and practicable, assist and cooperate with Consultant in the performance of Consultant’s services hereunder.
21. Assignment and Subcontracting. Consultant shall not subcontract, assign or transfer voluntarily or involuntarily any of its rights, duties or obligation under this Agreement without the express written consent of the City Manager or his or her designee in each instance. Any attempted or purported assignment of any right, duty or obligation under this Agreement without said consent shall be void and of no effect.
If subcontracting of work is permitted, Consultant shall pay its subcontractor within ten (10) days of receipt of payment by City for work performed by a subcontractor and billed by the Consultant. Use of the term subcontractor in any other provision of this contract shall not be construed to imply authorization for Consultant to use subcontractors for performance of any service under this Agreement.
The City is an intended beneficiary of any work performed by Consultant’s
Consultant and Professional Services Agreement (Revised 05-2025) Page 7 of 11 subcontractor for purposes of establishing a duty of care between the subcontractor and City.
Any subcontractor or assignee consented to by City shall be bound by all terms and conditions of this agreement and the same shall be incorporated into and made a part of any assignment or subcontractor agreement.
22. Successors and Assigns. All terms, conditions, and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this section is intended to affect the limitation on assignment.
23. Non-Discrimination/Fair Employment Practices.
(a) Consultant shall not, because of race, religious creed, color, sex, national original, ancestry, disability, medical condition, age, marital status or sexual orientation of any person, refuse to hire or employ, or to bar or discharge from employment, or to discriminate in compensation, or in terms, conditions or privileges any person, and every employee will receive equal opportunity for employment and shall be granted equal treatment with respect to compensation, terms, conditions or other privileges of employment, without regard to his race, religious creed, color, sex, national origin, ancestry, or disability, medical condition, age, marital status or sexual orientation.
Consultant warrants and represents it is an equal opportunity employer and agrees it shall not discriminate on the basis of race, religious creed, color, sex, national origin, ancestry, disability, medical condition, age, marital status or sexual orientation in the selection and retention of employees, subcontractors or procurement of materials or equipment.
In all solicitations either by competitive bidding or negotiations made by Consultant for work to be performed under any subcontract, including procurement of materials or equipment, each potential subcontractor or supplier shall be notified by Consultant of Consultant’s obligation under this Agreement relative to nondiscrimination and fair employment practices.
Consultant shall include the above provisions of this section in every subcontract, including procurement of materials or equipment.
(b) Consultant agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations and City ordinances and regulations hereinafter enacted.
24. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and
Consultant and Professional Services Agreement (Revised 05-2025) Page 8 of 11 shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:
If to City:
Harry Black
Interim City Manager
555 Santa Clara Street
Vallejo, CA 94590
If to Consultant:
Aubrey K. Cool, PG
Ninyo & Moore Geotechnical &
Environmental Sciences
Consultants
1301 Marina Village Parkway,
Suite 110
Alameda, CA 94501
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.
Routine administrative communications shall be made pursuant to section 1 of Exhibit A.
24. Integration Clause. This Agreement, including all Exhibits, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Agreement. This Agreement shall not be amended or modified except by a written agreement executed by each of the parties hereto.
25. Severability Clause. Should any provision of this Agreement ever be deemed to be legally void or unenforceable, all remaining provisions shall survive and be enforceable.
26. Law Governing. This Agreement shall in all respects be governed by the law of the State of California without regard to its conflicts of law rules. Litigation arising out of or connected with this Agreement shall be instituted and maintained in the courts of Solano County in the State of California or in the United States District Court, Eastern District of California, Sacramento, California, and the parties consent to jurisdiction over their person and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.
27. Waiver. Waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent or any other right hereunder.
Consultant and Professional Services Agreement (Revised 05-2025) Page 9 of 11
28. Ambiguity. The parties acknowledge that this is a negotiated agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are not to be construed against any party on the basis of such party’s draftsmanship thereof.
29. Gender. All pronouns and any variations thereof shall be deemed to refer to the masculine, feminine, neuter, singular or plural, as the identifications of the person or persons, firm or firms, corporation or corporations may require.
30. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
31. Compliance with Laws. Consultant will comply with all statutes, regulations and ordinances in the performance of all services under this Agreement.
32. Confidentiality of City Information. During the performance of services under this Agreement, Consultant may gain access to and use City information regarding, but not limited to, procedures, policies, training, operational practices, and other vital information (hereafter collectively referred to as “City Information”) which are valuable, special and unique assets of the City. Consultant agrees that it will not use any information obtained as a consequence of the performance of services under this Agreement for any purpose other than fulfillment of Consultant’s scope of work , to protect all City Information and treat it as strictly confidential and proprietary to City, and that it will not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party, other than its own employees, agents or subcontractors who have a need for the City Information for the performance of services under this Agreement, without the prior written consent of City, or as required by law.
Consultant shall treat all records and work product prepared or maintained by Consultant in the performance of this Agreement as confidential.
A violation by Consultant of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief.
Consultant’s obligations under this section shall survive the completion of services, expiration or termination of this Agreement.
33. News and Information Release. Consultant agrees that it will not issue any news releases in connection with either the award of this Agreement, or any subsequent amendment of or efforts under this Agreement, without first obtaining review and approval of said news releases from City through the City Representative.
Consultant and Professional Services Agreement (Revised 05-2025) Page 10 of 11
34. City Representative. The City Representative specified in Exhibit A, or the representative’s designee, shall administer this Agreement for the City.
35. Counterparts. The parties may execute this Agreement in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument.
36. Facsimile Signature; Electronic Signature. This Agreement shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise.
Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of this Agreement. The failure to send an original shall not affect the binding nature of this Agreement.
37. Authority. The person signing this Agreement for Consultant hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Consultant.
38. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:
Exhibit A, entitled “Scope of Work,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments
[SIGNATURES ON FOLLOWING PAGE]
Consultant and Professional Services Agreement (Revised 05-2025) Page 11 of 11
IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year shown below the name of each of the parties.
NINYO & MOORE GEOTECHNICAL
& ENVIRONMENTAL SCIENCES
CONSULTANTS
By: ____________________
Aubrey K. Cool, PG
Principal Geologist
DATE: __________________
(City Seal)
CITY OF VALLEJO,
a municipal corporation
By: ____________________
Harry Black
Interim City Manager
DATE: __________________
ATTEST:
By: ____________________
Dawn G. Abrahamson
City Clerk
APPROVED AS TO FORM:
By: ____________________ for
Veronica A. F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
By: ____________________
Armond Sarkis
Risk Manager
EXHIBIT A
SCOPE OF WORK
1. Representatives. The City Representative for this Agreement is:
Harry Black
Interim City Manager
City of Vallejo
555 Santa Clara Street
Vallejo, CA 94590
(707) 648-4109
[email protected]
The Consultant’s Representative for this Agreement is:
Aubrey K. Cool, PG
Principal Geologist
Ninyo & Moore Geotechnical & Environmental Sciences Consultants 1301 Marina Village Parkway, Suite 110
Alameda, CA 94501
(510) 343-3000 ext. 15202
[email protected]
All routine administrative communications between the parties will be between the above- named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Consultant Representative and City’s Representative.
2. Services to be Provided. The services provided shall be as set forth in Attachment 1 of Exhibit A, attached hereto and incorporated herein by this reference.
3. Time for Performance. Consultant will perform the services according to the schedule contained in Attachment [number] of Exhibit A. If the schedule calls for the services to be performed in phases or discrete increments, Consultant shall not proceed from one phase or increment to the next without written authorization from the City’s Representative. Consultant will complete all services by September 30, 2029.
5. No Set Work Hours. Consultant shall be solely responsible for determining the working hours of its individual personnel, employees, agents, and representatives within the limitations otherwise provided in this Agreement.
ATTACHMENT 1 OF EXHIBIT A
SCOPE OF WORK
Task 1 - Cooperative Agreement Oversight
REPORT UPDATES
Ninyo & Moore will submit EPA Grant required Quarterly Reports that will include a brief description of on-going project work and projects completed within the past quarter, project photographs, a discussion of lessons learned, requests for information, an updated budget table that will include the percentage of work conducted by category and an updated spreadsheet of the assessed sites. We will also input all current assessment data into the EPA’s ACRES database on a quarterly basis.
At the termination of the project, we will prepare a final summary report that will: outline the project status and discuss project achievements and lessons learned; discuss any outstanding issues relating to particular properties; and indicate which properties would be ready for redevelopment and which may need additional assessment.
Task 2 - Community Involvement
REFINE COMMUNITY INVOLVEMENT PLAN (CIP) TO DETAIL STRAGETIGES Refine Community Involvement Plan
Work with the City of Vallejo and EPA to refine the draft Community Involvement Plan (CIP) to include a culturally sensitive engagement strategy that combines targeted, innovative, and virtual outreach techniques. The CIP will be a living document that outlines project objectives, community demographics, key communications, target audiences, the overall narrative and supporting messages and include:
• Tactics: Direct, specific actions that will be taken to reach the target audience and reinforce the goal of disseminating accurate information on the site assessment and reuse planning process, areas where the community will have opportunities to provide input, and follow-up communications so the community can track the City’s progress. • Timelines: Specific dates identified for each tactic with some activities bundled to get information out quickly and reduce costs. • Assignments: Who is taking the lead, who needs to sign-off and who is executing the work in the community.
• Metrics: Key performance indicators to measure outputs and outcomes to define success and set benchmark tracking.
Outreach techniques that will be detailed in the refined CIP are broken into traditional, targeted, innovative and virtual components in the following sections.
Traditional Outreach Techniques
Assist the City of Vallejo in setting agendas, preparing presentations, facilitating and note taking for nine Brownfield Advisory Committee (BAC) meetings that will be held approximately every four months. Agendas and presentations will be structured to clearly describe the project status and areas where input from the BAC and/or larger community can be accepted.
Meeting notes will be provided 2 business days after each meeting and include clear action items with due dates to ensure that any actions and associated follow-up happen in a timely manner.
Targeted Outreach Techniques
To reach stakeholders that may not traditionally participate in the planning process, Craig Communications (Craig) recommends the following activities:
• Attendance at Pre-Existing Meetings: Presenting at existing community organization meetings, such as Chamber of Commerce, Lions Club and other meetings, are a great way to reach a larger section of the community as they have an established and active member base.
At these meetings, we can collect feedback on how to better reach traditionally hard-to-reach sections of the community and encourage attendees to share updates on the project with their stakeholder networks further expanding the reach of the project messaging and input opportunities. Proposal assumes attendance at 8 pre-existing meetings. • Grassroots Outreach: While meetings may work for some groups, other stakeholders may be wary of participating in a formal venue. To reach these groups, Craig can conduct area canvassing and coffee/kitchen table conversations in English and Spanish to help stakeholders who live in the immediate vicinity of the Mare Island and Southern Waterfront properties have a voice in the planning process.
• Strategic Partnerships: Partnering with community-based organizations, such as unsheltered-serving organizations and other nonprofits, and local schools to get project information to key community influencers, which allows them to send it to their constituents.
Innovative Outreach Techniques
Craig will leverage our and the City’s established relationships with key stakeholders to identify innovative ways to engage the community. This can include:
• Tabling at Community Events: Events like the monthly Vallejo Art Walk, weekly Farmers Market and annual community events such as Earth Day events, the July 4 parade and others provide an opportunity to reach large sections of the Vallejo community. By having a table at these events with friendly staff, flyers and easy methods to provide input (such as via surveys), we can boost awareness of the project and gather input from Vallejoans not living near the sites but still interested in the development of their city. This proposal assumes tabling at 4 community events. • Site Tours: Offering site tours to interested groups, such as the Chamber
of Commerce, Vallejo Main Street, Touro University California, Mare Island Community Association, etc., offers a way for people to see the sites in question and provide location-specific feedback about potential cleanup and reuse options. This can also help stakeholders better understand possible site constraints that may not come across as clearly in a traditional presentation.
• Walking Tours: Offering walking tours to interested community members can help them better understand possible site reuse efforts in context with larger development priorities. As there are multiple sites on Mare Island, this could be an effective way to discuss site assessments, cleanup priorities and reuse planning options for multiple sites at once.
This proposal assumes holding 4 site/walking tours.
Virtual Outreach Techniques
Virtual engagement is key to reach today’s 21st century audience. Many younger Vallejoans may be more willing to engage online than in-person. However, it is important to remember Vallejo’s digital divide – while virtual and social engagement may work for one group, relying solely on digital communications to reach seniors or residents in neighborhoods with limited access to broadband can perpetuate longstanding socioeconomic inequalities. To that end, Craig would combine virtual outreach techniques with the traditional, targeted and innovative in-person methods described above to ensure we are engaging with all interested community members. Virtual tactics that will be combined with in-person outreach include:
• Electronic Meetings: Whether through offering virtual standalone meetings or in-person meetings with a virtual component, including a Zoom or YouTube webinar option allows for greater participation from those in the community who might not be able to participate in-person due to other schedule commitments but can participate online from wherever they are. This proposal assumes meetings would be held virtually when that works for stakeholders and with a hybrid component when meeting in-person to increase stakeholder participation.
• Websites: Draft content and graphics for short webpages on the City of Vallejo and Nimitz Group websites that act as a central repository for all project information. The webpages will provide an overview of the project, current status, engagement opportunities, FAQs and links to key project documents. The webpage will also include a point-of-contact to call with questions or to schedule a briefing. This proposal assumes that Craig will develop webpage content, but the City and Nimitz Group will host the webpage on their existing sites.
• Social Media: Coordinating with the City’s Public Information Officer, develop a simple calendar, text and graphics for posts to the City’s Facebook and Instagram accounts at key stages in the outreach process.
This will include announcing the project to the community, notifying the community of BAC and other public meetings, and sharing key planning documents available for feedback.
• Community Surveys: Craig will prepare community surveys that can be provided both electronically or as hard copies at community
meetings/events. By providing an online option, we can expand the possible level of input compared with traditional hard copy surveys as online surveys are a quick and easy way to secure input.
Communications Collateral
• To support the outreach activities described above, Craig would work with the project team and the City of Vallejo to develop the following communications collateral. All collateral will be written in plain language with graphics used to facility understanding. Key public facing documents would be translated into Spanish.
• Talking points/FAQs: Talking points and frequently asked questions that provide key messages for the project and prepared responses to questions we are likely to receive, including those related to controversial issues (e.g., health concerns, cleanup construction impacts, traffic impacts from future development, etc.). These will be used by members of the project team during outreach and key messages from this document will be reflected in all other communications. • Fact sheet: A one-page document that summarizes the project, provides the current status and announces upcoming outreach opportunities and ways to provide feedback, and provides resources for more information.
This would be updated at key project milestones and disseminated at BAC meetings, community meetings and community events.
• Press releases: Press releases will be prepared announcing key opportunities for public input during the project, such as public meetings on the area-wide and/or site-specific cleanup and reuse plans. The proposal assumes the City Public Information Officer will coordinate publication with the appropriate papers.
• Presentations: Presentations will be prepared that provide an overview of the project, current status, schedule, areas where community members can provide feedback, how to provide input and/or how past feedback was incorporated. Presentations will be developed for BAC meetings, stakeholder briefings and public meetings.
Task 3 - Site Identification
SITE ELIGIBILITY CONFIRMATION
As the City identifies properties within the City limits for possible assessment under this grant, site eligibility will be confirmed with the EPA on an individual basis before commencing investigation activities, ensuring compliance with program requirements. To facilitate this process, Ninyo & Moore will work with the EPA caseworker to evaluate each site’s suitability and will prepare Property Profile Forms for EPA review and approval. Sites subject to this contract include properties within the City of Vallejo, as prioritized by the City and consistent with the EPA Brownfields Grant award to the City of Vallejo.
Task 4 - Site Assessment Activities
PHASE I ENVIRONMENTAL SITE ASSESSMENTS (ESAs)
Ninyo & Moore will conduct Phase I ESAs in accordance with the ASTM Standards on Environmental Site Assessments for Commercial Real Estate E1527-21, and the United States Environmental Protection Agency (EPA) proposed rule for All Appropriate Inquiry (AAI) standards as set forth in Title 40 of Code of Federal Regulation (CFR) Section 312.10). These assessments will provide an initial overview of site conditions and potential environmental concerns. The objective of the due diligence Phase I ESA is to identify Recognized Environmental Conditions (RECs), which are defined by ASTM as “the presence or likely presence of any hazardous substance or petroleum products in, on or at the property; 1) due to any release to the environment; 2) under conditions indicative of a release to the environment; or 3) under conditions that pose a material threat of a future release to the environment. Ninyo & Moore may recommend a Phase II ESA and corresponding Sampling Analysis Plan (SAP) if the results of the Phase I ESA indicate that potential RECs are discovered during our due diligence evaluation of the property. The specific range of services and work scope that Ninyo & Moore will provide for a typical Phase I ESA project under the contract includes the following:
• In accordance with the ASTM E1527-21 standard, it is the responsibility of the user of the report to conduct a review of recorded land title records and lien records for the site or engage a title company to review such records. Evidence of environmental liens and/or activity and use limitations on the site, if discovered during this review, must be provided to the environmental consultant (Ninyo & Moore). We will incorporate this information into our assessment. Alternatively, at the request of the city, Ninyo & Moore can purchase and review the land title, environmental lien and activity/use limitation records.
• In accordance with the ASTM E1527-21 standard, site-specific information will be requested from the user of the report in the form of a questionnaire (or an interview with a designated representative or current site owner, at your discretion) and incorporate that information into our assessment. The questionnaire or interview will include a request for the following information:
- information regarding environmental cleanup liens or activity and use limitations associated with the site;
- an opinion regarding the relationship of the purchase price to the fair market value of the property;
- a statement of commonly known information about the subject property; and
- a statement of any specialized knowledge or experience on the part of the purchaser or landowner.
• Review ownership records for the site, if provided by the client, to evaluate probable past site uses and the possible impact on the current environmental status of the site.
• Review readily available maps and reports pertaining to the site, which are provided by the client. Our report will include a one-to-two paragraph summary of each relevant previous environmental report.
• Conduct interviews with property representatives (if readily available) regarding the environmental status of the site.
• Perform a site reconnaissance (field review) to visually identify areas of possibly contaminated surficial soil or surface water, improperly stored hazardous materials, possible sources of polychlorinated biphenyls, and possible risks of contamination from activities at the site and adjacent properties.
• Review readily available historical documents, including aerial photographs (site and adjacent properties), topographic maps (site and adjacent properties), Sanborn Insurance Maps (sites and available adjacent properties), Building Department Records (site only), and reverse city directories (site and available adjacent properties), as appropriate.
• Review readily available publications and documents regarding the geology, soil, and groundwater conditions within the vicinity of the site and provide a summary of the relevant information in the Phase I ESA to help assess the potential for the site and surrounding properties to impact subsurface conditions.
• Review available regulatory local, State and Federal agency databases for the site and for properties located within a specified radius of the site.
The purpose of this review is to evaluate the possible environmental impact to the site. Databases will identify locations of known hazardous waste sites, landfills, and leaking underground storage tanks, permitted facilities that utilize underground storage tanks, and facilities that use, store, or dispose of hazardous materials.
• Although typically not within the ASTM requirements, Ninyo & Moore will also review radon data and wetland maps if they are readily available.
• If the site and/or adjoining properties are identified on a government records search, a review of readily available state and local regulatory agency files for the site and adjoining properties will be conducted.
Requests will be made to the San Francisco Bay Regional Water Quality Control Board (RWQCB), Department of Toxic Substances Control (DTSC), Solano County Environmental Health, the Bay Area Air District (Air District), and the local Fire and Building Departments. The purpose of the file review is to evaluate if a REC, Historical REC, Con-trolled REC or de minimis condition exists on site.
• Prepare the Draft Phase I ESA report for the property. The Phase I ESA report will document findings and provide opinions and recommendations regarding possible environmental impacts on the site. Color photographs obtained during the field review will be provided in the report.
• In accordance with ASTM E1527-21, the following, which is not intended to be all inclusive, represents typical out-of-scope items with respect to a Phase I ESA and are generally not ad-dressed by Phase I ESA unless requested by the client: lead-based paint; lead in drinking water; regulatory compliance; cultural and historic risk; industrial hygiene; health
and safety; ecological resources; endangered species; indoor air quality; and high-voltage power lines. In addition, other items that are not typically addressed include interpretations of zoning regulations, building code requirements, or property title issues.
PHASE II ESAs
The findings of a Phase I ESA often lead to recommendations for Phase II ESA follow-up investigation, which involves sampling and analysis to confirm the presence and extent of contamination. Alternatively, the city may request that Phase II ESA activities be conducted without a Phase I ESA. Phase II ESAs require site-specific levels of assessment, investigation, characterization, risk assessment, data management, and QA/QC to identify potential contamination, as well as comparing the results to applicable regulatory guidelines considering the planned end use of the property.
Ninyo & Moore’s Phase II ESA scope of work will follow EPA-approved SAP guidelines and will be dependent upon the specific findings and issues/potential issues believed to be associated with the project site. The Phase II ESA work scopes can be highly variable between project sites. Ninyo & Moore’s general methodology for conducting a Phase II ESA may include the following tasks, which are selected depending on the purpose and complexity of the project:
• Preparation of a site-specific and/or community health and safety plan that outlines the procedures to be followed during the site assessment that address potentially hazardous conditions, outlines the expected hazardous substances that may be encountered during field work, and discusses how to minimize the potential for accidents and exposure to hazardous chemicals that may be encountered during the performance of the project.
• Site reconnaissance to evaluate access issues, traffic control needs, and to identify and mark specific drilling and sampling locations. • Provide notification to USA North 811 to clear utilities where they enter the subject site. In addition, we conduct geophysical investigations where subsurface activities are planned for the purpose of identifying buried structures or abandoned USTs, sumps, pits, drums, etc., and to assess the location of underground utilities so that they can be avoided during field investigation.
• Soil gas surveys to evaluate the need for additional investigation in certain areas and to collect data for development of health risk assessments. Such surveys may include an assessment of subsurface soil gas and/or assessment of indoor air quality.
• Trenching in areas of potential contamination to evaluate the lateral and vertical distribution of contaminants.
• Soil sampling utilizing hand auger, direct-push borings, or other drilling methods.
• Groundwater sampling and/or monitoring well installation to collect groundwater samples in areas of concern.
• Collection and analysis of samples of various media for purposes of profiling for waste disposal or re-cycling options.
• Implementation of quality assurance/quality control (QA/QC) methods to ensure sample integrity and to provide site-specific data that is reliable and defensible.
• Support the City in all aspects of public and regulatory agency meetings. • Preparation of a Phase II ESA report that provides a detailed account of the work scope completed, the investigative methods employed to complete the work scope, the findings and results of the investigation, conclusions drawn from the data obtained, and recommendations regarding the logical and/or required next steps. Reports will be submitted to the City electronically as drafts, after which final reports will be submitted upon incorporation of the City’s comments, suggestions and specific edits.
REGULATED BUILDING MATERIAL (RBM) SURVEYS
Ninyo & Moore will complete RBM surveys, which will include the following:
• Project coordination and review of any relevant hazardous materials reports/information and/or project documents/ architectural diagrams provided by the City or property owner (past hazardous materials sampling reports, as-built diagrams, etc.), if available. • Visual assessment of accessible areas of proposed work areas to evaluate the possible presence of asbestos-containing materials (ACMs) and lead-containing materials (LCMs).
• Performance of bulk sampling, collection and analysis of suspect ACMs by polarized light microscopy (PLM). Sample analysis by an independent, state-certified laboratory for asbestos content will be conducted according to EPA protocols as found in the Asbestos Hazard Emergency Response Act (Code of Federal Regulations, Section 40, Part 763). • Collection of potential LCM samples and submittal of these samples for laboratory analysis by an independent, state-certified laboratory. Sample analysis for lead content will be conducted according to EPA protocol as found in SW-846, using EPA Test Method 7420.
• Collection of suspect polychlorinated biphenyl (PCB)-containing materials (PCBCMs) and submittal of these materials for laboratory analysis of PCBs via EPA Method 8082.
• Observance and quantification of miscellaneous hazardous building materials (fluorescent light tubes and associated light ballasts, air handling equipment, thermostats, etc.), which may contain gases, oils, mercury and/or poly-chlorinated biphenyls for example. These materials will not be sampled and/or tested for hazardous materials concentrations.
Universal waste classification and planned recycling are included in these activities.
• Preparation of a summary sampling report for the site buildings which will
describe our sampling protocols and the suspect materials assessed through Ninyo & Moore’s sampling activities. The report will include a site description, a sample location map, laboratory test information, tables summarizing the building materials assessed with estimated quantities of identified materials, and conclusions and recommendations.
QUALITY ASSURANCE PROJECT PLAN (QAPP)
Ninyo & Moore will prepare a QAPP to be used as a quality control document for the entire project to ensure consistency and reliability in data collection and analysis. The QAPP will be submitted to the EPA for approval prior to implementing Phase II ESA activities. It will include but not be limited to the following:
• Project Organization and Strategy - an organization chart with key project personnel and their project roles and a discussion of the project purpose, project area, schedule and budget.
• A description of the potential areas and sources of contamination and an evaluation of material reuse of disposal options. If there is potential for site remediation, a discussion of potential remediation goals, remedial options and costs will also be included.
• Standard Operating Procedures (SOPs) for field sampling, field and laboratory QA/QC procedure, and laboratory analysis. Much of this information will also be included in the SAP.
• Data Management – a discussion of managing field reports (daily field sheets, logbooks, boring logs, calibration forms, and laboratory chain-of- custody documents) and laboratory analytical data.
• Performance Audits - These will be conducted internally by project management to evaluate quality, schedule and budget of each project.
SAMPLING AND ANALYSIS PLANS (SAPs)
Ninyo & Moore will submit site-specific or area-wide SAPs to the EPA for approval prior to conducting Phase II ESA field activities. The SAPs will be work plans, detailing the sampling and analysis methodologies for the Phase II ESAs and will include the following:
• Descriptions of preparatory work, communication plan for involved stakeholders, proposed subsurface investigative and analytical methods, methods for data compilation and analysis and sampling requirements. • The sampling requirements will include a description of field methods and sampling options and procedures in select media including sampling equipment used, field testing, purging requirements, equipment decontamination procedures, sample preservation, and sample compositing.
• Sample handling, shipping and chain-of-custody documentation methods will be discussed in detail, including how samples will be collected and stored on site and shipped under chain-of-custody documentation to the
laboratory. In addition, a tabular representation of the number of primary, (field and lab) duplicate, trip and equipment blank samples to be collected; sample identification; container types; laboratory QA/QC requirements; laboratory analytical methods and associated reporting limits and holding times will be included.
• A discussion of instrumentation calibration, which will be conducted according to equipment specifications daily and recorded on the appropriate field form.
ACCESS AGREEMENTS
With the assistance of the city, Ninyo & Moore will approach, coordinate, and secure access agreements with relevant stakeholders to facilitate the execution of assessment activities at up to eight project sites. These agreements will establish the legal framework and logistical parameters necessary to conduct thorough inspections, assessment, and remedial planning in accordance with project requirements and applicable regulations.
HEALTH AND SAFETY PLANS (HASPs)
Ninyo & Moore will prepare HASPs that will include, but not be limited to, a hazard evaluation of site conditions (e.g., physical and chemical hazards), potential airborne contaminants, exposure pathways, action levels, personal protective equipment, security measures, monitoring programs, project personnel, and emergency response measures. A daily sign-in sheet and route to the nearest hospital will be included in appendices.
INADVERTENT DISCOVERY PLANS
The Inadvertent Discovery Plan (IDP) will be developed in accordance with the National Historic Preservation Act (NHPA) Section 106 (54 U.S.C. § 306108) and the Endangered Species Act (ESA) Section 7(a)(2) (16 U.S.C. § 1536) to establish protocols for the identification, protection, and management of unanticipated discoveries of historic properties and endangered or threatened species during project activities.
Historic Resources - NHPA §106 Compliance[BW6.1]
This plan addresses the potential inadvertent discovery of previously unidentified historic properties, including but not limited to:
• Archaeological sites and artifacts
• Human remains and associated funerary objects
• Historic structures or features
• Traditional cultural properties
Discovery Protocols
Upon discovery of potential historic resources, the following procedures shall be
implemented immediately:
• Halt all ground-disturbing activities within a minimum 50-foot radius of the discovery
• Secure the area to prevent unauthorized access or disturbance • Notify the Project Manager and designated cultural resources specialist within 24 hours
Notification Requirements:
• State Historic Preservation Officer (SHPO) within 48 hours • Consulting parties identified during the Section 106 process • Tribal Historic Preservation Officers (THPOs) for discoveries on or affecting tribal lands
• Federal lead agency
Assessment and Consultation:
• A qualified archaeologist shall assess the discovery within 5 business days • Coordinate with SHPO/THPO to determine NRHP eligibility • Develop treatment measures in consultation with relevant parties • Document findings and proposed mitigation measures
Human Remains Protocol:
In the event of discovering human remains:
• Immediately cease all activities and secure the location • Notify local law enforcement and county coroner
• Contact SHPO and potentially affected tribes within 24 hours • Comply with applicable state burial laws and the Native American Graves Protection and Repatriation Act (NAGPRA) if remains are Native American
Endangered and Threatened Species - ESA Compliance:
This plan addresses inadvertent encounters with species listed as endangered or threatened under the ESA, including:
• Federal-listed species and their critical habitats
• Species proposed for listing
• State-listed species of concern
Discovery Protocols:
Upon encountering a listed or potentially listed species, the immediate actions would be:
• Cease activities that may result in take, harm, or harassment of the species • Establish a temporary avoidance buffer appropriate to the species
• Document the encounter with photographs and GPS coordinates (from a safe distance)
• Notify the Project Manager and qualified biologist immediately
Notification Requirements:
• U.S. Fish and Wildlife Service (USFWS) and/or National Marine Fisheries Service (NMFS) within 24 hours
• California Department of Fish and Wildlife (CDFW) within 48 hours • Federal action agency (if applicable)
Assessment and Consultation:
• A qualified biologist shall assess the situation within 24 hours • Coordinate with USFWS/NMFS/CDFW to determine appropriate protective measures
• Implement species-specific avoidance, minimization, or mitigation measures • Obtain incidental take authorization if required
Species-Specific Considerations:
• The plan shall incorporate specific protocols for species with known potential occurrence in the project area, including seasonal restrictions, buffer zones, and handling procedures developed in consultation with regulatory agencies.
Training and Awareness:
All project personnel shall receive training on:
• Recognition of potential historic properties and listed species • Proper notification procedures
• Work stoppage requirements
• Legal obligations under NHPA and ESA
Documentation and Reporting:
All inadvertent discoveries shall be documented with:
• Detailed written descriptions
• Photographic documentation
• GPS coordinates and mapping
• Copies of all agency notifications and correspondence • Final disposition and resolution measures
Project Resumption:
Work within the affected area may resume only after:
• Appropriate agencies have been notified and consulted