NCD980602163_20021231_Warren County PCB Landfill_SERB C_Patrick Barnes - Community Advisor Contract, 1999 - 2002-OCR

, .
·~~~·A ---;~~
.--,;,, ---NC DEN R
North Carolina Department of Environment and Natural Resources
DIVISION OF PURCHASE AND SERVICES
Michael F. Easley, Governor Laird A. Davison, Director William G. Ross, Jr., Secretary
December 31, 2002
AMENDMENT NO. 2
AMENDMENT TO CONTRACT NUMBER N200018
BETWEEN
PATRICK A. BARNES
AND THE
NORTH CAROLINA DEPARTMENT OF ENVIRONMENT
AND NATURAL RESOURCES
Pursuant to paragraph ten (10) of Contract Number N200018, the Department of
Environment and Natural Resources and the Contractor mutually agree to change the
contract as follows:
Article 2 is revised as follows:
uThe DEPARTMENT hereby agrees to pay the CONTRACTOR as indicated on the Revised
Estimated Payment Schedule for a sum of money not to exceed ONE HUNDRED SIXTY-
ONE THOUSAND THREE HUNDRED FIFTY-FOUR DOLLARS ($161,354.00), said sum to
be full and complete compensation for services to be rendered under this agreement."
The contract is being reduced from $199,100.00 to $161,354.00 based on the "Revised
Scope of Services for PCB Landfill Technical Community Advisor for the period from
November 1, 2002 through September 30, 2003" and the MRevised Estimated Payment
Schedule" as described in Attachment A which are incorporated as part of Amendment
No. 2 to Contract No. N200018.
Article 2(b) is revised as follows:
"Invoices are to be submitted to the Contract Administrator not later than the fifth day of the
month for work done during the previous month. Final invoice must be received by the
DEPARTMENT within 45 days after the end of the contract period."
Article 6 is revised as follows:
"The services of the CONTRACTOR are to commence on the 15th day of June, 2002 and
shall be undertaken and completed in such sequence as to assure their expeditious
completion in light of the purposes of this agreement, but in any event, all of the services
.required hereunder shall be completed by the 30th day of September, 2003."
1605 Mail Service Center, Raleigh, North Carolina 27699-1605
Phone: [phone] \ FAX: [phone] \ Internet: www.admin.enr.state.nc.us/purchase/
An Equal Opportunity/ Affirmative Action Employer• 50 'I, Recycled I 10 % Post Consumer Paper
Amendment No. 2
Contract No. N200018
December 31, 2002 ---
Article 20 is revised as follows:
"Patricia M. Backus is designated as the Contract Administrator (project coordinator) for the
State. However, any changes in the scope of the contract which will increase or decrease
the CONTRACTOR'S compensation shall not be effective until they have been approved by
the DEPARTMENT Head or Authorized Agent."
It is the intent of this amendment to address the provision(s) noted only, and in no way
should this amendment be construed to further modify this contract.
Please indicate acceptance by your signatu~re below.
Approved: Q,r.,.,,/'I_ , /4: / /
<-~Jt {;, ..,._ .... "" ~~J{, 1£..,,'l.,rf.,~
Laird A. Davison, DENR Patrick A. Barnes
Return one (1) duplicate original to:
Purchase & Contract Section
DENR Division of Purchase and Services
1605 Mail Service Center
Raleigh NC 27699-1605
cc: Brenda Rivers/Pat Backus, DENR DWM
DENR Office of the Controller
DUPLICATE ORIGINAL
1605 Mail Service Center, Raleigh, North Carolina 27699-1605
Phone: [phone] \ FAX: [phone] \ Internet: www.admin.enr.state.oc.us/purchase/
An Equal Opportunity / Affi~tiv• Action Employer • 50 '/, Recycled I 10 •;, Post Consumer Paper
..
ATTACHMENT A
REVISED SCOPE OF SERVICES FOR PCB LANDFILL
TECHNICAL COMMUNITY ADVISOR
Period from November 1, 2002 thru September 30, 2003
The following tasks and the associated fees are estimates based on previous work activities. If
during the course of execution of this scope of work the Warren County PCB Landfill
Community Advisory Board desires the presence or services of the Technical Community
Advisor, such work can be performed provided it meets the intent of the contract and the overall
budget is not exceeded. The advisor will coordinate this work with the state and provide
separate written documentation of such activities.
• Task 1: Attendance at Project and CAB Meetings
Under this task the Technical Community Advisor (Advisor) is authorized to attend monthly project meetings
between the Detoxification Contractor, Oversight Contractor, and the Department of Environment and Natural
Resources (DENR) Project Manager; attend monthly meetings of the Community Advisory Board (CAB); and visit
the site to review the progress of the detoxification and inspect the condition of the site. His purpose under this task
is to access whether community concerns are being addressed. The Advisor will inform the DENR Project Manager
of any concerns and may offer advice based on these concerns. He is also tasked to help clarif}1 any technical issues
in non-technical terms for the community. The Advisor will provide monthly reports (both oral and written) of these
efforts to the community at the CAB meeting and to the newsletter staff.
TASK DESCRIPTION REMAINING
ID BUDGET
1.1 Attendance at CAB meetings before Completed
detoxification contractor is selected
1.2 Attendance at CAB meetings after $800 per month for
detoxification contractor is selected eleven months
TOTAL REMAINING FOR TASK $8,800
Rc11uircments for pavment: The Advisor must include in his monthly invoice a copy of his report presented to the
CAB. The report should be at least one page in length. The monthly status report that accompanies his invoice
should summarize his attendance at the listed meetings, any comments he feels appropriate concerning the meetings,
and any infonnation from these meetings that should be passed on to DENR or the community. If no i11formatio11 is
provided, it will he assumed that there are no community concerns for that period of time that need to he
addressed. The Advisor has the option to participate by phone for the monthly progress meeting in months when a
CAB meeting is not scheduled in order to make an unannounced site visit at a different time during the month.
♦ Task 2: Document Review and Presentation
Proper communication is key to the success of any project. As in the past, under this task, the Advisor will review
various technical documents and communicate their meaning to the general community. Under this task the Advisor
is permitted to review all analytical results obtained from the treated soil and air monitoring. These records are
available at the site in the Earth Tech/DENR trailer. The Advisor will also review all correspondence provided by
the state concerning the progress of the project. The Advisor will provide monthly reports (both oral and written) of
these efforts to the community at the CAB meeting. The goal of the reports will be to provide an independent view
as to whether or not the detoxification process is meeting the historical concerns of the community.
Page 1 of 4
Revised Scope of Services for PCB Landfill Technical Community Advisor
December 31, 2002
TASK DESCRIPTION REMAINING
ID BUDGET
2.1 Review during the construction phase Completed
2.2 Review during the treatment phase $200 per month for
eleven months
TOTAL REMAINING FOR TASK $2,200
Requirements for pnment: The Advisor must include information from this task review in his monthly report to
the community. The monthly status report that accompanies his invoice should summarize any comments or issues
he feels appropriate based on his review. If no information is provided, it will be assumed that there are no
community concerns for that period of time that need to be addressed and that the project is meeting the
historical concerns of the community.
♦ Task 3: Technical Assistance in Screening and Identifying Local Resources
All tasks completed.
TASK DESCRIPTION REMAINING
ID BUDGET
3.1 Conduct Local Business Information Session Completed
3.2 Prepare Local Business Resource Book Completed
3.3 Train and Suooort CIC and Job Developer Completed
3.4 Advise CIC and Job Developer Completed
3.5 Provide Assistance to Local Contractors Completed
3.6 Assist Job Developer and Educate Residents Completed
♦
• Task 4: Measuring and Monitoring Outreach Performance
Some work was conducted under this task, however, the project manager for Shaw, the detoxification contractor,
supplies a spreadsheet that include the amount spent under the contract in the community and with minority
businesses.
TASK DESCRIPTION REMAINING
ID BUDGET
4.1 Develop Svstem to Measure Performance Completed
4.2 Evaluate and Modify Completed
4.3 Assist Community in Assessing Economic Impact Completed
♦ Task 5: Newsletter Preparation and Distribution
Tasks have been completed. Advisor is to provide information to Warren Family Institute for the newsletter under
reporting requirements of Task 1.2 and Task 2.2.
TASK DESCRIPTION REMAINING
ID BUDGET
5.1 Prepare Newsletter Completed
5.2 Prepare and Assist CIC with Newsletter Completed
5.3 Contribute Information to Newsletter Completed
Page 2 of 4
;
Revised Scope of Services for PCB Landfill Technical Community Advisor
December 31, 2002
• Task 6: Miscellaneous Assistance
Tasks 6.1-6.3 are considered completed. Four new tasks, 6.4-6.7, have been created.
While visiting Warrenton each month, the Advisor is authorized under Task 6.4 to schedule a few hours to be
available to the community at the PCB CAB office. The Advisor will ask the CAB secretary to advertise the office
time in the newsletter and local paper. The Advisor will inforn1 the DENR Project Manager of any concerns and
may offer advice based on these concerns.
Task 6.5 covers the presence of the Advisor at the Performance Demonstration Test. The results of this test will
detemune whether Midwest Soil Remediation obtains a national TSCA permit. It is important that the Advisor be
present to observe and report to the community the activities associated with this key event.
Task 6.6 covers the assistance of the Advisor during the site cleanup verification sampling. This sampling is
required under TSCA for Region IV. The Advisor will be consulted during the development of the sampling plan
for his concurrence. However, the DENR project manager will make the final decision of where to sample based on
the requirements of TSCA Region IV and the advice of the Advisor, qualified DENR personnel, and Earth Tech. the
oversight contractor. The sampling event will be scheduled to concur with a monthly meeting so that the Advisor
can participate in the event during a monthly visit to Warren County.
Task 6.7 is for miscellaneous assistance that might be needed by the DENR. Prior approval for any work under
this task from Pat Backus or Mike Kelly is required or it will not be paid.
TASK DESCRIPTION REMAINING
ID BUDGET
6.1 Assistance with Redevelopment Plans Completed
(,.2 Assistance Requiring Technical Expertise Completed
6.3 Investigate Special Commw1ity Concerns Completed
6.-t Availability at CAB Office for Community $400 per month for 11
Questions months
6.5 Observation of Performance Demonstration $2 ,400 for one event
Test for Community
6.6 Assistance during site evaluation sampling $1 ,600 for one event
6.7 Prior Approved Miscellaneous $1 ,000
TOTAL REMAINING FOR TASK $9,400
Rcyuircments for payment: The Advisor must include information from tl1ese activities in his monthly report to
tl1e community. The monthly status report tl1at accompanies his invoice should summarize any comments or issues
he feels that are community concerns. If no information is provided, it will he assumed that there are no
community concerns for the work that was performed In addition, the Advi.w,r must document that he received
prior approval from either Pat Backus or Mike Ke/(11 for any amount invoiced against Item 6. 7. Wzt.hout this
documentation ofprior approval, he will not he paid for work claimed under this task.
♦ Task 7: Travel and Lodging
Most of the previous tasks will require the Advisor's presence in Warren County. The Advisor lives in Orlando.
Florida. It is estin1ated that he will nlake one trip a month to Warren County and will require one day of lodging and
a rental car for travel from RDU airport.!_o Warren County. An additional trip will be allowed during the month in
which tlle performance demonstration test occurs. Travel, lodging and subsistence are allowed expenses. Allowable
subsistence and lodging expenses will be the same as is allowed for state employees listed in tl1e Budget Manual of
the State of North Carolina. Reimbursements will be made in compliance with applicable policies as contained in
the Budget Manual of tl1e State of Nortl1 Carolina. Pages from tl1e Travel Policies and Regulations section of tl1e
Page 3 of 4
Revised Scope of Services for PCB Landfill Technical Community Advisor
December 31 , 2002
Budget Manual that address subsistence rates, lodging, transportation by common carrier, and transportation by
rental vehicle were included in the original contract.
TASK ID DESCRIPTION REMAINING
BUDGET
7 Travel Ex'J)enses $500 per ten months
$1000 for on month
TOTAL REMAINING FOR TASK $6,000
Requirements for payment: In his monthly invoice the Advisor must include a detailed listing of expenses.
Receipts for air travel, lodging, and car rental must be included. Reimbursements will be made in compliance with
applicable policies as contained in the Budget Manual of the State of North Carolina.
Page 4 of 4
Tasks 2 3 4 5 6 7 Revised Estimated. .,1ent Schedule Description Contract I Earned to Estimate Date INV 19" INV 20'' INV 21" INV 22" INV 23" INV 24" INV 25" INV 26" INV 27" INV 28" INV 30" INV 31" "' -·~·?:~~~::fr~·:] I5,.·, ~~·· ·< i....-, Period from 10/01/2002 11/01/2002 12/01/2002 01/01/2003 02/01/2003 03/01/2003 04/01/2003 05/01/2003 06/01/2003 07/01/2003 08/01/2003 09/01/2003 to 10/21/2002 11/31/2002 12/31/2002 01/31/2003 02/28/2003 03/31/2003 04/30/2003 05/31/2003 06/30/2003 07/31/2003 08/31/2003 09/30/2003 Attendance at CAB & SCO Meetings I 40,000I 26,5501 1,6001 8001 BODI BODI 8001 BODI 8001 __ 8DOL _ 8001 8001 1,2001 1,200 1.11 3,200 I 3,200 1.21 36.soo I 23,350 1,600 800 800 Document Review and Presentation 5,200 I 4,100 200 200 200 2.1 3.200 I 3,200 2.2 2.000 I 1,500 200 200 200 Technical Assistance/Local Resources 431200 I 34,230 0 0 0 3.1 9,600J ____ 9,772 3.2 9,600 L __ 9.sos 3.3 4.soo I _ _4,soo 3.4 0 3.5 15,000 8,550 3.6 4,200 1,300 Measuring and Monijoring Outreach 13,000 2,980 0 0 0 4.1 2,880 2,880 4.2 0 4.3 10,120 100 Newsletter Prep and Distribution 22,600 20,145 0 0 0 5.1 7,200 7,200 5.2 7,200 7,920 5.3 8,200 5,025 Miscellaneous A_p__1>_roved Assistance 30,000 22,228 200 400 400 6.1 6,000 1,080 6.2 18,500 16,198 6.3 5,500 4,950 6.4 0 200 400 400 6.5 0 6.6 0 6.7 0 Travel and lodgin__g_ 45,100 21,160 961 500 500 Transportation I I 15,894 961 500 500 Subsistence I I 4,549 Other I I 717 !-·.···,, 1,900 . 161,354 PAYMENTS Check Date I:" "'•': Amount•,, TOTAL L_~'._2f; ___ t_'i 800 200 200 0 0 0 2,800 400 2,400 1,000 1,000 ; j)}i~ :;: 4,800 800 800 200 200 200 200 0 0 0 0 0 0 400 400 400 400 500 500 500 500 '•ff~T~s~i~,,,~Jj~\~,:~". I r,itt . p1,9DOI " '1:900 800 200 200 0 0 0 400 400 500 500 t. ~i{•'i 1,900 800 800 800 800 800 200 200 200 200 200 200 200 200 200 200 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 400 2,000 400 0 1,000 400 400 400 1,600 1,000 500 500 500 500 500 500 500 500 500 500 .,.~r,1'1:-:-;;.:·r:·"' -~ir~~~?.L,: :~~'fr~ 1,900 3,500 2,900 .'.{:::.:: '.:v~0";'!l~DIW~ } :, ',l\"i~!)r"]04;'.§ \F;' l::'l';'?;s't.,:r,w;;rt,~ December 31, 2002) I r'· ' '
l ..
REQUEST FOR EXCEPTION TO CONTRACT RE# _______ _
1. Ptoject Title: Warren County PCB Landfill Technical Community Advisor
2. Division: Waste Management
3. Source of Funds: Appropriations:$ 199,100 Receipts: ...._ ____________ _
Federal: ~--------Match Required:=-----------
4. Budget Codes: GL Company: 1604 GL Account: 53-2199 GL Center: _ __.4_._7=2.a:a..5 ___ _
5. Is there a deadline for obligation of these funds? If so, date: _______ _
6. Type of contract requested: Contract for Services ___________ _
Award of DENR Grant Funds _________ _
Amendment to existing contract/grant ____ ✓ __ _
7. Proposed Vendor/Recipient: __ ---:..P-=a=tr=ic=k.:...;A:....:..:..... :B.::.a:..:.rn.:.::e::.:::s"-'-P.:..;:. G""'.'-----------------
8. Summary of work/activities to be performed under this contractual arrangement:
Services needed to provide technical assistance and support for outreach activities of the PCB Landfill
Detoxification Project. See attachments for revised scope of services and contract changes.
9. Justification of Need for Contract:
A) Was this vendor selected through a competitive process? ___ Yes ___ Will Be
First contract with vendor as a science advisor was through a competitive process. This contract was sole
source based on experience with first contract.
B) Explanation of why this work cannot be performed within the resources of the DENR Agency:
Technical Community Advisor must be independent and therefore could not be from DENR.
C) Is there a State Agency/University that could perform this work? ....:!__ Yes ___ No
D) If Yes , provide a list of those agencies:
Various UNC System Universities
E) Contacts made to determine the ability of other state agencies/universities to perform this work (name of
contact, agency, telephone number and response):
None
F) If not utilizing another state agency/university, state the reason:
The community does not consider any state agency/university to be independent.
G) Calculation of available funding for this contract. Include amount available and amount previously
obligated/approved to be obligated:
Original contract cost= $199,100
Revised contract cost= $161,354
Funds to be unemcumbered = $37 ,746
SUBMITTED BY: __ ....a..P-=a=tr""'ic .... i a;a..;,;.M.;.;.. -=B=a=c=ku=s'--_ Phone: [phone] x308 Date: 11/27/02
Phone: [phone] x308 Contact Person for questions regarding this contract: ___ -'-P=a"-t =B-=a=ck;.;..;u=s'-_
APPROVALS:
□ Approved D Disapproved ______________ Division Director
□ Approved D Disapproved ______________ SPA
□ Approved D Disapproved ______________ Chief Deputy
Date Transmitted to Purchase and Services: _____________ _
FORM 2800
, AGREEMENT INFORMATION & CONTRACT BUDGET
ENCUMBRANCE
DENR DIVISION OF PURCHASE AND SERVICES
1.
A.
PARTIES TO THIS AGREEMENT
DENR Division of:
Waste Management
Division Section
Division
Address (MSC#, City, State, Zip)
1646 Mail Service Center
Raleiah l\lr. 27699-1646
Division Contract Administrator
Patricia M. Backus, P.E.
Telephone No.
[phone] ext 308
. .. . .. -·. . . .. ' . -.... . . .. . . . .. '. . . . . . . . . ................. -. - -......•.. . .... .. . ... . . ......... ····-•-·· -······ .,t t>IVISiQN AP~R_Q\iAL (MA.NWl,l:O~:V)) .......... ·-.'.'..... . . . . . . . . . ................. ' ........ ' ......•...
·······•··•······••··•••·••············•• ........... ························ ................................... ---........ •···················· . ···············"·• ........ ·-· ............... ·-···--···• ..... . .. ·····--·-···· . . . ................ --··· -·•·· ........................................... -. . . -····· ........ .
piviiloii Director/Authorized Agent . . > Date
*DENR CONTRACT NO: N200018
*PURCHASE ORDER NO:
REVISION NO:
B.
Contractor (Name Contract Issued To:)
Patrick A. Barnes, P.G.
I.R.S. Number or Social Security Number
063-62-1412
Address (to which checks will be mailed)
4755 Anderson Rd.
(City, State, Zip)
Ortando, FL 32812
Please check one of the following:
I Check if Applicable
Private and/or
-Nnn-Profil
.:!_ African American owned Woman owned _Handicapped owned
_ Hispanic owned _ Other minority owned _None of the above
Contractor Contact Person/Key Personnel:
Patrick A. Barnes, P.G. I Telephone Number
[phone]
3. DIVISION CONTRACT COORDINATOR: __ -""B,.,,re:.und..,a.._R,_,_i'""ve,.,.r.,._s ___________ PHONE NO: ___ {9~1=9}-7~3=3--4=9~9~6~x2=0~4
4. FISCAL YEAR: ___ .,_FY-'--"'0=2--=0=3 _____ _
5. START DATE: ___ ~J~u~n-e_1~5~2~0~00~ ________ (Contractor cannot begin work until contract is executed by DENR)
6. TERMINATION DATE: September 30, 2003 (Limit to time required; contract cannot exceed 3 years)
7. CURRENT CONTRACT AMOUNT: __ ---',._1,.,,9'""9~1'--"0'""0 _________________________ _
8. *AMENDMENT AMOUNT: {$37,746) (Indicate Previously Assigned Contract No. & PO in appropriate block ABOVE)
9. REVISED CONTRACT TOTAL :$ $161,354 (Original Amount+ Amendment Increase/Decrease)
10. UNENCUMBRANCE (Balance remaining in Contract that will not be paid to Contractor): $ ____ ___;$:o:..:3,:..:7_._,7.,_4.,_,6=---------
11. ITEM DESCRIPTION 12. DENR CONTRACT AMOUNT
Contract Purpose/Brief Narrative: (Estimate of Expenditures each FY if multiple
year contract)
Services needed to provide technical assistance and support for outreach activities of the PCB
Landfill Detoxification Project
FY 00-01 $88,483
FY 01-02 $29,078
FY 02-03 $37,093
FY 03-04 $ 6,700
13.
CFDA CODE: (Catalog of Federal Domestic Assistance Code, if applicable)
14.
GL COMPANY: 1604 GL ACCT: 53-2199 GL CENTER 47~5
GL COMPANY: GL ACCT: GL CENTER
GL COMPANY: GL ACCT: GL CENTER
GL COMPANY: GLACCT: GL CENTER
15
Federal Funds State Funds Contractor Match Other Funds TOTAL PROJECT COST
$ $161 ,354 $ $ $161 ,354
16.
Division Budget Officer (Mandatory Signature) Date
I
I
Changes for Contract Amendment
These are items from the contract that I am requesting be modified based on the change in scope, funding,
etc. The changes ate highlighted.
Change:
Reason:
Change:
Reason:
Change:
Reason:
Change:
Reason:
Change:
Change:
2. The DEPARTl\1ENT hereby agrees to pay the CONTRACTOR as indicated on the
b~1sitt•~~~iim&iti~rv•••11111~~~
sum to be full and complete compensation for services to be rendered under this agreement.
Change in scope of services.
Consistent with detoxification contract. No confusion on when due. Easier for me to track
project budget.
6. The services of the CONTRACTOR are to commence on the 15m day of June, 2000, and
shall be undertaken and completed in such sequence as to assure their expeditious
completion in light of the purposes of this agreement, but in any event, all of the services
required hereunder shall be completed by the $O:Wffiivit$e&aribit200:J.
Corresponds with end of detoxification contract. Email from Kathy Norris indicated that
Laird Davison has given approval to request beyond three years to avoid to preparing
another an1endment.
20. J:¾jfiqffi:M:;~ij¢@$ is designated as the Contract Administrator (project coordinator)
for the State. However, any changes in the scope of the contract which will increase or
decrease the CONTRACTOR'S compensation shall not be effective until they have been
aooroved by the DEPARTl\1ENT Head or Authorized Agent.
I've been doing it for the past two and a half years.
Scope of Services -Revised Scope is included in package.
Estimated Payment Schedule -Revised Payment Schedule is included in package.
REVISED SCOPE OF SERVICES FOR PCB LANDFILL
TECHNICAL COMMUNITY ADVISOR
Period from November 1, 2002 thru September 30, 2003
♦ Task 1: Attendance at Project and CAB Meetings
Under this task the Technical Community Advisor (Advisor) is authorized to attend monthly project meetings
between the Detoxification Contractor, Oversight Contractor, and the Department of Environment and Natural
Resources (DENR) Project Manager; attend monthly meetings of the Community Advisory Board (CAB); and visit
the site to review the progress of the detoxification and inspect the condition of the site. His purpose under this task
is to access whether community concerns are being addressed. The Advisor will inform the DENR Project Manager
of any concerns and may offer advice based on these concerns. He is also tasked to help clarify any technical issues
in non-technical terms for the community. The Advisor will provide monthly reports (both oral and written) of these
efforts to the community at the CAB meeting and to the newsletter staff.
TASK DESCRIPTION REMAINING
ID BUDGET
1.1 Attendance at CAB meetings before Completed
detoxification contractor is selected
1.2 Attendance at CAB meetings after $800 per month for
detoxification contractor is selected eleven months
TOTAL REMAINING FOR TASK $8,800
Requirements for pa,·ment: The Advisor must include in his monthly invoice a copy of his report presented to the
CAB. The report should be at least one page in length. The monthly status report that accompanies his invoice
should summarize his attendance at the listed meetings, any comments he feels appropriate concerning the meetings,
and any infomiation from these meetings that should be passed on to DENR or the community. If no information is
provided, it will be assumed that there are no community concerns for that period of time that need to be
addressed. The Advisor has the option to participate by phone for the monthly progress meeting in months when a
CAB meeting is not scheduled in order to make an unannounced site visit at a different time during the mont11.
♦ Task 2: Document Review and Presentation
Proper communication is key to the success of any project. As in the past, under this task, the Advisor will review
various technical documents and communicate their meaning to the general community. Under this task the Advisor
is permitted to review all analytical results obtained from the treated soil and air monitoring. These records are
available at t11e site in t11e Eart11 Tech/DENR trailer. The Advisor will also review all correspondence provided by
t11e state concerning the progress of tlle project. The Advisor will provide monthly reports (both oral and written) of
these efforts to the community at tlle CAB meeting. The goal of the reports will be to provide an independent view
as to whet11er or not tlle detoxification process is meeting the historical concerns of the community.
TASK DESCRIPTION REMAINING
ID BUDGET
2.1 Review during the construction phase Completed
2.2 Review during the treatment phase $200 per month for
eleven montlls
TOTAL REMAINING FOR TASK $2,200
Page 1 of 4
Revised Scope of Services for PCB Landfill Technical Community Advisor
November 27, 2002
Requirements for pavment: The Advisor must include information from this task review in his monthly report to
the community. The monthly status report that accompanies his invoice should summarize any comments or issues
he feels appropriate based on his review. If no information is provided, it will be assumed that there are 110
community concerns for that period of time that need to be addressed · and that the project is meeting the
historical concerns of the community.
♦ Task 3: Technical Assistance in Screening and Identifying Local Resources
All tasks completed.
TASK DESCRIPTION REMAINING
ID BUDGET
3.1 Conduct Local Business Information Session Completed
3.2 Prepare Local Business Resource Book Completed
3.3 Train and Support CIC and Job Developer Completed
3.4 Advise CIC and Job Developer Completed
3.5 Provide Assistance to Local Contractors Completed
3.6 Assist Job Developer and Educate Residents Completed
♦ Task 4: Measuring and Monitoring Outreach Performance
Some work was conducted under this task, however, the project manager for Shaw, the detoxification contractor,
supplies a spreadsheet that include the amount spent under the contract in the community and with minority
businesses.
TASK DESCRIPTION REMAINING
ID BUDGET
4.1 Develop System to Measure Perfom1ance Completed
4.2 Evaluate and Modify Completed
4.3 Assist Community in Assessin_g Economic Impact Completed
• Task 5: Newsletter Preparation and Distribution
Tasks have been completed. Advisor is to provide information to Warren Family Institute for the newsletter under
reporting requirements of Task 1.2 and Task 2.2.
TASK DESCRIPTION REMAINING
ID BUDGET
5.1 Prepare Newsletter Completed
5.2 Prepare and Assist CIC with Newsletter Completed
5.3 Contribute Information to Newsletter Completed
♦ Task 6: Miscellaneous Assistance
Tasks 6.1-6.3 are considered completed. Four new tasks, 6.4-6.7, have been created.
While visiting Warrenton each month, the Advisor is authorized under Task 6.4 to schedule a few hours to be
available to the community at the PCB CAB office. The Advisor will ask the CAB secretary to advertise the office
Page 2 of 4
Revised Scope of SeIVices for PCB Landfill Technical Community Advisor
November 27, 2002
time in the newsletter and local paper. The Advisor will inform the DENR Project Manager of any concerns and
may offer advice based on these concerns.
Task 6.5 covers the presence of the Advisor at the Performance Demonstration Test. The results of this test will
determine whether Midwest Soil Remediation obtains a national TSCA permit. It is important that the Advisor be
present to observe and report to the community the activities associated with this key event.
Task 6.6 covers the assistance of the Advisor during the site cleanup verification sampling. This sampling is
required under TSCA for Region IV. The Advisor will be consulted during the development of the sampling plan
for his concurrence. However, the DENR project manager will make the final decision of where to sample based on
the requirements of TSCA Region IV and the advice of the Advisor, qualified DENR personnel, and Earth Tech, the
oversight contractor. The sampling event will be scheduled to concur with a monthly meeting so that the Advisor
can participate in the event during a monthly visit to Warren County.
Task 6.7 is for miscellaneous assistance that might be needed by the DENR. Prior approval for any work under
this task from Pat Backus or Mike Kelly is required or it will not be paid.
TASK DESCRIPTION REMAINING
ID BUDGET
6.1 Assistance with Redevelopment Plans Completed
6.2 Assistance Requiring Technical Ex'Pertise Completed
6.3 Investigate Special Community Concerns Completed
6.4 Availability at CAB Office for Community $400 per month for 11
Questions months
6.5 Observation of Performance Demonstration $2,400 for one event
Test for Communitv
6.6 Assistance during site evaluation sampling $1 ,600 for one event
6.7 Prior Approved Miscellaneous $1,000
TOTAL REMAINING FOR TASK $9,400
Requirements for pavment: The Advisor must include information from these activities in his monthly report to
the community. The monthly status report that accompanies his invoice should summarize any comments or issues
he feels that are community concerns. If no information is provided, it will be assumed that there are no
community concerns for the work that was performed In addition, the Advisor must document that he received
prior approval from either Pat Backus or Mike Kelly for any amount invoiced against Item 6. 7. W,t/wut this
documentation of prior approval, he will not be paid for work claimed under this task.
♦ Task 7: Travel and Lodging
Most of the previous tasks will require the Advisor's presence in Warren County. The Advisor lives in Orlando,
Florida. It is estin1ated that he will make one trip a month to Warren County and will require one day of lodging and
a rental car for travel from RDU airport to Warren County. An additional trip will be allowed during the month in
which the performance demonstration test occurs. Travel, lodging and subsistence are allowed expenses. Allowable
subsistence and lodging expenses will be the same as is allowed for state employees listed in the Budget Manual of
the State of North Carolina. Reimbursements will be made in compliance with applicable policies as contained in
the Budget Manual of the State of North Carolina. Pages from the Travel Policies and Regulations section of the
Budget Manual that address subsistence rates, lodging, transportation by common carrier, and transportation by
rental vehicle were included in the original contract.
TASK ID DESCRIPTION REMAINING
BUDGET
7 Travel Expenses $500 per ten months
$ 1000 for on month
TOTAL REMAINING FOR TASK $6,000
Page 3 of 4
Revised Scope of Services for PCB Landfill Technical Community Advisor
November 27, 2002
Requirements for payment: In his monthly invoice the Advisor must include a detailed listing of expenses.
Receipts for air travel, lodging, and car rental must be included. Reimbursements will be made in compliance with
applicable policies as contained in the Budget Manual of the State of North Carolina.
Page 4 of 4
Barnes Contract Adj THk• De,crtptlon Contract I Ea med to Estimate Date INV19•• INV20•• INV 21 .. INV22•• INV 23 .. INV 24 .. INV2S-INV2&•• INV 27•• INV28•• INV 30.. I • INV 31 .. .::::::::t:::::;.:::::::.:: :·:n:=:;=(=/l::l:(?ET:=:::::Jj/f:::}'t] ::/=/:}/::::::'-:l}}:}/:/::::;:J::::=:t'f'-':'·':t''*''fa;'''::{•'•'•'-:::::J}:fr:idllifilnrntrnwwr::::t1TY:STFl':I:Uft: Period from I •-· •·----1 · ·· ··----1 ·-· ----1 ·· ··----, -· ··----1 -· ··----1 to 10/1/?00?I 11/1/?00?I 1?/1/?00?I 1/1/?nml ?/1/?0011 1/1/?0011 4/1/2003 5/1/2003 6/1/2003 7/1/2003 8/1/2003 9/1/2003 10/21/2002 11/31/2002 12/31/2002 1/31/2003 2/28/2003 3/31/2003 4/30/2003 5/31/2003 6/30/2003 7/31/2003 8/31/2003 9/30/2003 Attendance at CAB & SCO Meet~ 40,000 26,550 1 600 800 800 800 800 800 800 800 800 800 1200 1 200 1.1 3,200 3,200 1.2 36,800 23,350 1,600 800 800 800 800 800 800 800 800 800 800 800 2 I Document Review and Presentation 5,200 4,700 200 200 200 200 200 200 200 200 200 200 200 200 2.1 3,200 3.200 2.2 2,000 1,500 200 200 200 200 200 200 200 200 200 200 200 200 3 IT echnir.al Assistance/Lor.al Resources 43,200 34,230 0 0 0 0 0 0 0 0 0 0 0 0 3.1 9,600 9,772 3.2 9,600 9,808 3.3 4,800 4,800 3.4 0 3.5 15,000 8,550 3.6 4,200 1,300 4 I Measuring and Monitoring Outreach 13,000 2,980 01 0 0 0 0 0 0 0 OI 0 0 0 4.1 2,880 2,880 4.2 0 4.3 10,120 100 5 !Newsletter Prep and Distribution 22,600 20,145 0 0 0 0 0 0 0 0 0 0 0 0 5.1 7,200 7,200 5.2 7,200 7,920 5.3 8,200 5,025 6 I Miscellaneous A_l)J)_roved Assistance 30,000 22,228 200 400 400 2 800 400 400 400 400 2 000 400 0 1,000 6.1 6,000 1,080 6.2 18,500 16,198 6.3 5,500 4,950 6.4 0 200 400 400 400 400 400 400 400 400 400 6.5 0 2.400 6.6 0 1,600 6.7 0 I I I I 1,000 7 !Travel and LodJli_rlg_ 45,100 21,160 9611 5001 5001 1,000 500 500 500 500 5001 500 500 500 TranSJ)_ortatlon 15,894 9611 5001 5001 1,000 500 500 500 500 5001 500 500 500 Subsistence 4,549 Other 717 ··, (::=:=: ... · : : .: .... ,· ..... :.: .·': ·· .. \..'.L:::;::::=nmmrnrnmn::::21u::::w::::::::]?::2nc:J::::::::::.:nu·r::r::::i??:l::vx<;;+:::=:1:n::>FW:::::::=:·:::1:::n+vu=:rtt.<>.':;::1:.:,.~::,.:.\AX/:?C:a;L2z1ih I TOTAL I 199,1001 131,9931 2,9611 1,9001 1,9001 4,8001 1,9001 1,9001 1,9001 1,9001 3,5001 1,9001 1,9001 2,900 161,354 I .. ::· c~~=~·r'TTTTrn,oo,r Update 10/31/2002
Ma ~ 16 0 2 04:23p Barn es, Ferl and~ Assoc. (407J 896 -·1822
North Carolina Department of Environment and Natural Resources
DIVISION OF PURCHASE AND SERVICES
Michael F. Easley, Governor Laird A. Davison, Director William G. Ross, Jr., Secretary
......... , •·•• ... "-·
April 2, 2002
AMENDMENT NO. 1
, .. "' AMEN,DME~if to" c'bNTRA'ct''NOMB'ER 'N10CJ0'18 ' , ·
BETWEEN
PATRICK A. BARNES
AND THE
NORTH CAROLINA DEPARTMENT OF ENVIRONMENT
AND NATURAL RESOURCES
Pursuant to paragraph ten (10) of Contract Number N200018, the Department of
Environment and Natural Resources and the Contractor mutually agree to change the
contract ending date from June 14, 2002 to June 14, 2003.
It is the intent of this amendment to address the provision(s) noted only, and in no way
should this amendment be construed to further modify this contract.
Please indicate acceptance by your signature below.
Approved:
Return one (1) duplicate original to:
Purchase & Contract Section
DENR Division of Purchase and Services
1605 Mail Service Center
Raleigh NC 27699-1605
cc: Brenda Rivers/Pat Backus, DENR DWM
DENR Office of the Controller
1605 Mail Service Center, Raleigh, North Carolina 27699-1605
Phone: [phone] \ FAX: [phone] \ Internet: www.admin.cnr.state.nc.us/purchase/
An Equal Opportunity/ Affirmative Action Employer• 50 % Recycled I 10 % Post Consumer Paper
p.2
North Carolina
Department of-Environment and NaturaIBesources ~,,_A_
Division of Waste Management
Michael F. Easley, Governor NCDENR
William G. Ross Jr., Secretary
Dexter R Matthews, Director
TO:
DATE:
COPIES TO:
FROM:
SUBJECT:
MEMORANDUM
Michael Bryant
DENR Division of Purchase and Services
March 27, 2002
Mike Kelly, Dexter Matthews, Brenda Rivers
Pat Backus~
Extension ofDENR Contract Number N200018
DENR Contract N200018 is a personal services contract with Patrick Barnes to provide
assistance to DENR and the Warren County community on the PCB Landfill Detoxification
Project. The scope of services includes attendance at project and community meetings, review
and interpretation of technical documents for the community, identification of local
subcontractors, assistance to local and minority subcontractors, newsletter preparation, travel and
support for miscellaneous DENR-approved activities. This contract is scheduled to expire on
June 14, 2002.
The work performed under this contract is closely tied to the actual detoxification. The original
contract schedule was developed before a contractor had been selected for the detoxification. Mr.
Barnes has worked with DENR to modify his scope of services and contract schedule to match
the actual needs as the project has progressed. As such, some contract activities have not been
completed and approximately $95,000 of the $ I 99,100 budget remains.
Mr. Barnes' services will be needed until the detoxification project is complete. Assuming that
both Phases I and II are completed, his services will be required for approximately another year.
The remaining budget is sufficient to provide the services during the additional time. Therefore,
by the letter I am requested that you extend this contract until June 14, 2003.
If you need additional information or have questions, please contact me.
[Fwd: Contract Expiration(s) Within 90 Days]
Subject: [Fwd: Contract Expiration(s) Within 90 Days]
Date: Mon, 25 Mar 2002 08:56:32 -0500
From: Brenda Rivers <[e-mail]>
To: PAT BACKUS <[e-mail]>
Subject: Contract Expiration(s) Within 90 Days
Date: Thu, 21 Mar 2002 17:52:59 -0500
From: [e-mail]
Organization: NC-DENR
To: BRENDA RIVERS <[e-mail]>
The following contract(s) assigned to Division of Waste Management
will expire within 90 days. Please verify the information in this
notification and if incorrect, please notify Pat Powell.
N200018 6/15/2000 -6/14/2002, Admin: Mike Kelly
Please contact the Contract Administrator listed on each of
these contracts to determine if the work is on schedule or
if an amendment to the contract will be necessary. If an
amendment is necessary, please submit the necessary paperwork
to Michael Bryant, Division of Purchase and Services,
Purchase and Contract Section, as soon as possible.
Please note -contracts cannot be amended after the contract
expiration date. Also, no contract can go beyond a
three (3) year period.
Please send any comments/recommendations, concerning the contractor,
to the Division of Purchase and Services.
Contact the Division of Purchase and Services, Purchase and
Contract Section, if you have any questions.
1 of 1 03/2712002 10:59 AM
JAMES E . HUNT JR.
GU'/ERSCR
L AIRD D AVISON
June 22. 2000
ivl r. P2trick A. B2rne:o
L!.755 Anderson Ro2::
Ori2ndo. Fioride 32512
De:::, iVlr. Berne:o
NORTH CAROLINA DEPARTMENT OF
ENVIRONMENT AND -NATURAL RESOURCES
DIVISION OF PURCHASE AND SERVICES
::r:c:osec ere two duoiic2r::c on~in2is of Comr2ct No. N200018 betw::c::cn P2tric:-:
.c.. Eanes 2nd the De!J2ii:me:it cf E:i vi ronmem 2nd N2tur2i Resource:o. I woL.:ic
:::::creci2te your heving the:o::c c:cc:.m,ents executed 2nd re:urning one i-:) origin:::
5,g ned dccume:ir re r.1;1 office wirhin 30 d2ys. Until Suen tme th2, this ccnli2c: ~
:oign ed by 2ii 02nie:o 2no i::c:ur:-.e:. t:ie crccsss fer c2,;me:ir c2nnot ce
:cr,tr2ct P.,dmirii:0,,2:cr i'vlike Ke:!;.'. OENF. Oivisior; cf V\/es,'2 M2n2•~'2'T:'2:i, .
.\i2 ii S::c:·1ic e Ce:iT '=" R2Ie:g:-: i',;C 27::99-1 cde cncr.'2 (919) 71::-3ci.~
Ple:::sa note -untii one origi n2I signed contr2c: is rsturned tc th e fc ilc'Ni11s;
2ddrcs2. invoic2s will not t::e procass2c:
DENR Division:; Furch ese en d S:e,../:cs:o
1605 Meil Service Center
Re leigh , NC 27c99-1605
Sincerely.
~I,~ •
,_:::.--,-,--; 1l~1 _i ) -~\-\. ~ ,. i ,\ l
}.~"v'lichae! G . Bryant
\i Purchase and Contrect Section
:kn
cc: Brenda Rivers, DENR Waste Management
Pat Backus, DENR Waste Management
1605 MAIL SERVICE CENTER. RALEIGH, NORTH CAROLINA 27699-1605
www.enr.state.nc.us/ENR PHONE [phone] FAX 919-71 s-oss4
AN EQUAL OPPORTUNITY/ AFFIRMATIVE ACTION EMPLOYER -50% RECY CLED/10 010 POST-CONSUMER P APER
I . .. ' STATE OF NORTH CAROLINA
COUNTY OF WAKE
\.JVl'il I 1,T"\\J I l'ilV. 1"1"-UUU IU
CONTRACTOR'S FEDERAL 1.D.
OR SOCIAL SECURITY NO.
063-62-1412
CFDA CODE: N/A
THIS AGREEMENT, made and entered into this 13th day of June, 2000,
by and between Patrick A. Barnes, hereinafter referred to as "CONTRACTOR", and
North Carolina Department of Environment and Natural Resources, hereinafter referred
to as "DEPARTMENT";
\JV I TN ES S ETH: ----------
THAT WHEREAS, the CONTRACTOR has submitted to the
DEPARTMENT a proposal for the performance of certain technical or professional
services: and
WHEREAS, the DEPARTME NT desires to enter into a contract with th e
CONTRfa,CTOR to perform the services set out in the proposa l;
NOW, THEREFORE, for and in consideration of the mutual promises to
each other, as hereinafter set fo rth . the parties hereto do mutually agree as fo llows:
1. The CONTRACTOR hereby agrees to serve , in a manner
satisfactory to the DEPARTMENT, as a technical community advisor for the PCB
Landfill Project in Warren County as described in Attachment A which is incorporated
as part of this contract. The activities and services to be performed pursuant to this
contract are of a very sensitive nature req ui ring substantial coordination by the Contract
fa.dmi nistrat or. To protect against disru ption of the purpose th at the services to be
performed under this contract are intended to support, the CONTRACTOR shall cons ult
with and obtain the consent of the Contract Administrator befo re releasing information
accumulated or created under this contract or before discussing the services performed
under this contract with persons outside the DEPARTMENT.
2. The DEPARTMENT hereby agrees to pay the CONTRACTOR as
indicated on the Estimated Payment Schedule for a sum of money not to exceed ONE
HUNDRED NINETY-NINE THOUSAND ONE HUNDRED DOLLARS ($199,100.00),
said sum to be full and complete compensation for services to be rendered under this
agreement.
(a) Payment for services will be made upon receipt of an invoice
from the CONTRACTOR documenting the costs incurred in the performance of work
under this contract.
(b) Invoices are to be submitted to the Contract Administrator at
least quarterly. Final invoice must be received by the DEPARTMENT within 45 days
after the end of the contract period.
1 of 4
CONTRACT NO. N200018
(c) Amended or corrected invoices must be received by the
Office of the Controller within six months after the end of the contract period. Any
invoices received more than six months after the end of the contract period will be
returned without action .
3. The CONTRACTOR represents that he has, or will secure at his
own expense, all personnel required in performing the services under this agreement.
Such personnel shall not be employees of the DEPARTMENT.
4 . None of the work to be performed under this contract which
involves the specialized skill or expertise of the CONTRACTOR or his employees shall
be subcontracted without prior approval of the Contract Administrator. The Contract
Administrator must approve all subcontracts.
5. The CONTRACTOR is an independent contractor and assumes all
responsibility for self and does, therefore, hold harmless the Contract Administrator for
the DEPARTMENT, the DEPARTMENT or any other state government persons for
payment of federal and state taxes and any other required payments. This Agreement
wil l in no way be construed to constitute an employer/employee relationship.
6. The services of the CONTRACTOR are to commence on the 15th
day of June, 2000, and shall be undertaken and completed in such sequence as to
assure their expeditious completion in light of the purposes of this agreement, but in
any event, all of the services required hereunder shall be completed by the 14th day of
June, 2002 .
7. If, through any cause, the CONTRACTOR shall fail to fulfill in timely
and proper manner the obligations under this agreement, the DEPARTMENT shall
th ere upon have the right to terminate this contract by giving written notice to the
CONTRACTOR of such termination and specifying the reason thereof and the effective
date thereof. In that event, all finished or unfinished documents, data, studies, surveys,
drawings, maps, models, photographs, and reports prepared by the CONTRACTOR
shall, at the option of the DEPARTMENT, become its property, and the CONTRACTOR
shall be entitled to receive just and equitable compensation for any satisfactory work
completed on such documents and other materials. The CONTRACTOR shall not be
relieved of liability to the DEPARTMENT for damages sustained by the DEPARTMENT
by virtue of any breach of this agreement, and the DEPARTMENT may withhold
payment to the CONTRACTOR for the purpose of set off until such time as the exact
amount of damages due the DEPARTMENT from such breach can be determined.
8. The DEPARTMENT may terminate this agreement at any time by
notice in writing from the DEPARTMENT to the CONTRACTOR. In that event, all
finished or unfinished documents and other materials shall, at the option of the
DEPARTMENT, become its property. If the contract is terminated by the
DEPARTMENT as provided herein, the CONTRACTOR will be paid in an amount which
bears the same ratio to the total compensation as the services actually performed bear
to the total services of the CONTRACTOR covered by this agreement, or for each full
2 of 4
CONTRACT NO. N200018
day of services performed where compensation is based on each full day of services
performed, less payment of compensation previously made. The CONTRACTOR shall
repay to the DEPARTMENT any compensation he has received which is in excess of
the payment to which he is entitled herein.
9. The parties to this contract agree and understand that the payment
of the sums specified in this contract is dependent and contingent upon and subject to
the appropriation, allocation, and availability of funds for this purpose to the
DEPARTMENT.
10. The DEPARTMENT may, from time to time, request changes in the
scope of the services of the CONTRACTOR to be performed under this agreement.
Such changes, including any increase or decrease in the amount of the
CONTRACTOR'S compensation , which are mutually agreed upon by and between the
CONTRACTOR and the DEPARTMENT, shall be incorporated in written amendments
to this contract.
11. The CONTRACTOR shall ensure that all publications produced as
a result of this contract are printed double-sided on recycled paper.
12. Any information, data, instruments, documents studies or reports
given to or prepared or assembled by the CONTRACTOR under this agreement shall
be kept as confidential and not divulged or made available to any individual or
organization without the prior written approval of the DEPARTMENT.
13. The filing of a petition in bankruptcy or insolvency by or against the
CONTRACTOR shall terminate this agreement.
14. The CONTRACTOR shall not assign or transfer any interest in this
agreement.
15. In accordance with Federal regulation CONTRACTOR certifies that
he will not engage in the unlawful manufacture, distribution, dispersing, possession, or
use of a controlled substance in the performance of this contract.
16. No reports, maps or other documents produced in whole or in part
under this agreement shall be the subject of an application for copyright by or on behalf
of the CONTRACTOR.
17. It is agreed between the parties hereto that the place of this
contract, its situs and forum, shall be Wake County, North Carolina, and in said County
and State shall all matters, whether sounding in contract or tort relating to the validity,
construction, interpretation and enforcement of this agreement, be determined.
18. The CONTRACTOR agrees that the State may have the right to
audit the records of the CONTRACTOR pertaining to this contract both during
performance and for 36 months after completion or termination. The CONTRACTOR
3 of 4
vUI\J I l"V-\v I I\JU. N..!UUUHS
must retain all records relating to this contract and allow employees or agents of the
DEPARTMENT to inspect such records during the period of time set out herein.
19. The CONTRACTOR agrees that he shall be responsible for the
proper custody and care of any State owned property furnished him for use in
connection with the performance of his contract and will reimburse the State for its loss
or damage.
20. Mike Kelly is designated as the Contract Administrator (p roject
co ordinator) for the State. However, any changes in the scope of the contract which
will increase or decrease the CONTRACTOR'S compensation shall not be effective untii
th ey have been approved by the DEPARTMENT Head or Authorized Agent.
IN WITNESS WHEREOF, the CONTRACTOR and the DEPARTMENT
have executed this agreement in duplicate originais. one of which is reta ined by each of
the parties. the day and year first above written.
:::JNTRACTOR
,· , :_.,;' ,/.,----..
Ey /~/2~,.1 ~p'~-
Contractor's SigTa°ture
,;:~,z{ e,,L//. ,?f'.77?v~-___,~
Typed Name
W ITNESS:
Approved as to Form:
Attorney General of North Carolina
0JORTH CAROLINA DE?ARTi'vlEi'lT 0~
=NVlRONMENT AND NATU;;.AL
RESOURCES
,,; Bill Holman. Secretary
4 of 4
Department Head's Signature
or Authorized Agent
WITNESS:
Signature
OUPLICATF ORIGINAL
ATTACHMENT~/) __
SCOPE OF SERVICES FOR PCB LANDFILL
TECHNICAL COlVIMUNITY ADVISOR
+ Task 1: Attendance at Project and CAB Meetings
Under this task the Technical Community Ad,isor (Advisor) will attend monthly project meetings between
the Detoxification Contractor and the Department of Environment and Natural Resources (DENR) Project
Manager and will attend monthly meetings of the Community Advisory Board (CAB). His purpose at the
project meetings will be to access whether community involvement as outlined in the Community Outreach
and Involvement Plan and other community concerns that may arise during the project are being addressed.
The Advisor will meet with DENR Project Manager and the Community Involvement Coordinator after the
project meeting to discuss any concerns from the meeting and any advice based on the concerns. He will
also help clarify any technical issues in non-technical terms for Community Involvement Coordinator. The
Advisor will provide monthly repons of these effons to the community at the CAB meeting. Based on the
current detoxification schedule. meetings involving the Detoxification Contractor will not commence until
approximately month four of the advisor's contract.
Estimated cost for task: Total cost of S35.200. Per month cost: S 800 for months 1-4 of contract and
S 1.600 for months 5-24 of the contract.
Requirements for payment: The Advisor must include in his monthly invoice a brief report summarizing his
anendance at the listed meetings. any comments he feels appropriate concerning the meetings. and any
information from these meetings that should be passed on to DENR or the community. He should also
include an estimate of cumulative percent completion for each subtask as identified on the included Gantt
cl.J.art and a copy of any ,vritten material tl.J.at he pro,ided at any of tl.J.ese meetings.
·> Task 2: Document Review and Presentation
Proper communication is key to the success of any project. As in the past under this task. the Ad,isor will
re\·iew various technical documents and communicate their meaning to the general community. Th.is
inciudes presenting the results of design documents as well as assisting \vith explanation of the Request fo r
Proposal and contracting process. Tne Ad,isor ,,ill provide monthly reports of these effons to the
community at tl.J.e CAB meeting.
Estimated cost for task: Total cost is S21 ,600. Per month cost is S 1,600 for months 1-10 of contract and
S400 for months 11-24 of the contract.
Requirements for payment: In his monthly invoice the Advisor must include a briefreport summarizing his
efforts under this task. He should also include an estimate of cumulative percent completion for each
subtask as identified on the included Gantt chart and a copy of any written material that he provided as a
part of this task.
♦ Task 3: Technical Assistance in Screening and Identifying Local Resources
A major component of the approved Community Outreach and Involvement Plan is involving local
businesses and residents in the financial benefits of the project The Advisor will assist the Community
Involvement Coordinator and Job Developer in the identification of local firms that may be needed in the
detoxification project. The Advisor will help inform local businesses of other resources (such as the North
Carolina Institute of Minority Economic Development and Region K-Certified Development Company)
which may enhance their capacity to participate in the detoxification project. He will provide consulting
services to the Community Involvement Coordinator and Job Developer about job requirements and
recommended training for workers to help facilitate their effort in the screening of potential project work
force applicants.
The Advisor \vill prepare a Local Business Resources notebook containing information about local
businesses. This notebook will be an expanded version oftbe list found in AppendLx 2 of the Community
Outreach and Involvement Plan and contain contact information for firms and listing any peninent
info1TI1ation such as contractor licenses the firms have or Historically Underutilized Business certification.
This initial notebook should be completed by the end of August and reviewed monthly during the
construction phase to update information on firms that indicated they where in the process of obtaining
licenses or certifications that might enhance their ability to participate in the project. The Advisor is
encouraged to use the PCB Community Advisory Board office secretary to help in this effort
The Advisor will conduct an information session for local firms to inform them of information they can
provide; such as licenses, certifications, and equipment; to put in the Local Business Resources notebook.
At the session the Advisor will also identify some of the resources available to firms that are listed in the
Community Outreach and Involvement Plan. The Advisor will inform the resource agencies of this
meeting so they can send representatives and/or materials if they choose. This session should be completed
by the end of the third month of the contract.
Tile initial effon ,,ill be extensive and require the emironmental. small business and minority business
expenise of the Advisor. After the initial effon. howe';er, it is felt that the Community Involvement
Coordinator and the Job Developer can maintain the Local Business Resources notebook. The Advisor will
be expected to advise them on how to do this. Tue Ad,·isor ,,ill remain available after the initial effo n to
advise the Community Involvement Coordinator and Job Developer should they have questions.
The Advisor will notify the DENR Project Manager if there is a need for funds for the duplication of
materials or other expenses for the information session. Tue DENR Project Manager will arrange for these
services outside this contract.
Estimated cost for task: Total cost is S43,200. Per month cost is S6,400 for months 1-3. S3,200 for months
-1--6 and S800 for months 7-2 4 of contract.
Requirements for payment: In his monthly invoice the Ad,-isor must include a brief repon summarizing his
cffons. He should also include an estimate of cumulative percent completion for each subtask as identified
on the included Gantt chart. The Advisor \vill pro,-ide a Local Business Resources notebook and conduct a
local business information session by the end of the third month of the contract
♦ Task 4: Measuring and Monitoring Outreach Performance
The outreach goals and objectives of this project have been clearly communicated in the Community
Outreach and Involvement Plan. However, in order to maximize the achievement of these goals by the
Detoxification Contractor, routine monitoring and measurement must be performed. The Advisor working
with the DENR Project Manager will create a system to properly gauge the success of the outreach effon
and to report the findings to the community. This system will be developed in the first three months of the
Advisor's contract. The system should include a fonn (such as a spreadsheet) for the Detoxification
contractor to fill out and provide at monthly project meetings. For the remainder of the task, he will
evaluate the success of the mechanism in monitoring outreach performance and advise of any changes
required. After the construction phase, less of an effort will be required and monitoring by the Advisor will
be considered a part of Task 1 or Task 6.
Estimated cost for task: Total cost is $9,600. Per month cost is $1,600 for months 1-6.
Requirements for payment: In his monthly invoice the Advisor must include a brief report summarizing his
efforts. He should also include an estimate of cumulative percent completion for each subtask as identified
on the included Gantt chart. The Advisor ,vill provide a system for monitoring outreach performance by
the end of the third month of the contract
+ Task 5: Newsletter Preparation and Distribution
Over the two year life of the project, the results of activities outlined in the above tasks as well as general
consUllction progress will be communicated to the public through a monthly newsletter. Toe ne,vslener
will also include information on redevelopment of the site following the detoxification. Preparation of a
newsletter is one of the responsibilities listed in the grant application for the Community Involvement
Coordinator. However, the Coordinator will probably not have a technical background and will need
assistance in preparing the technical sections of the newsletter. The Coordinator has not been hired as of
the beginning ofthis contract and more assistance ,vi.11 be needed in the first si.-x months of the project to
prepare the initial newsletters. It is expected that the Coordinator ,vill be able to take over full
responsibility for preparing the newsletter by the sixth month of this contract. After that tl1e Advisor will
provide input to the newsletter based on his involvement in the preceding tasks.
Funds were allocated in the Community Involvement Coordinator grant for materials and duplication. The
Ad,·isor ,vill notify the DENR Project Manager if there is a need for funds for that purpose .. Toe DENR
Project Manager will arrange for these services outside this contract.
Estimated cost for task.: Total cost is S21,600. Per month cost is $2,400 for months 1-6 and S--1-00 for
months 7-24 of the contract..
Requirements for payment: In his monthly invoice the Advisor must include a briefrepon summarizing his
efforts. The Advisor should include an estimate of cumulative percent completion for each subtask as
identified on the included Gantt chart and a copy of any wr:inen material that he pro,ided as a pan of this
task.
-> Task 6: Miscellaneous Assistance
Based on previous experience, the assistance of the advisor may be needed to assist in various acti,ities
such as the assistance to the CAB in writing lcners requiring technical or business expertise, or to address
other issues that may arise during the project. During the first si.-x months of the contract. the Advisor's
assistance will be needed to help the community stan e:-.--ploring redevelopment opportuniti es.
Estimated cost for task: Total cost is 522,800. Per month cost is $2,000 for months 1-3 and S800 for
months 4-24 of the contract.
Requirements for payment: In his monthly invoice the Advisor must include a brief report summarizing his
efforts. The Advisor should include an estimate of cumulative percent completion for each subtask as
identified on the included Gantt chart and a copy of any written material that he provided as a part of tliis
task.
+ Task 7: Travel and Lodging
Most of the previous tasks will require the Advisor's presence in Warren County. The Advisor lives in
Orlando, Florida. It is estimated tliat he will make two trips a month to Warren County and that his stay
will be approximately five days per visit. Travel, lodging and subsistence are allowed expenses.
Allowable subsistence and lodging expenses will be the same as is allowed for state employees listed in the
Budget Manual of tl1e State of North Carolina. Reimbursements will be made in compliance with
applicable policies as contained in the Budget Manual of the State of North Carolina Pages from the
Travel Policies and Regulations section of tl1e Budget Manual that address subsistence rates, lodging,
transportation by common carrier, and transportation by rental vehicle are attached for reference.
Estimated cost for task: Total cost is $45,100. Per month cost is $2,200 for months 1-17 of the contract
and S 1, I 00 for months 18-24 of the contract
Requirements for payment: In his monthly invoice the Advisor must include a detailed listing of expenses.
Receipts for air travel, lodging, and car rental must be included. Reimbursements will be made in
compliance with applicable policies as contained in the Budget Manual of the State of North Carolina.
I '
I
IVONTHOF I
CONTRACT
I I
1 I S
2 i $
3 I S
4 !S
5 !S
6 !S
7 I $
8 I S
9 I $
10 I $
11 I S
12 I S
13 1s
14 !$
15 I S
16 1$
17 I S
18 !$
19 I $
20 I S
21 I S
22 I S
23 I S
24 1s
I
ESTI!\'IATED PAYMENT SCHEDULE
FOR TECHN1CAL COIVIMUNITY ADVISOR
TASK NUMBER !
I I
I I I
I I TOTALFOR
! I I 1 2 3 4 I 5 6 I 7 11/DNTH
I I ! I ! I I
8CO $ 1,6CO I S 6,4CO I S 1,6CO I S 2,4CO I $ 2,COJ I S 2.2CO I S 17,CCO
8CO $ 1,6CO $ 6,4CO I S 1,6CO I S 2,4CO I $ 2,COJ I S 2,2CO I $ 17,CCO
8CO $ 1,6CO I $ 6,4CO i S 1,6CO I $ 2,4CO I $ 2,CCO I S 2.2CO I S 17,CCO
8CO I $ 1,6CO I $ 3,2CO I S 1,6CO I S 2,4CO I S eco I S 2.2CO I S 12EOO
1,6CO I$ 1,6CO I S 3,2CO i S 1,6CO I S 2,4CO I S ECO I S 2,2CO I S 13.4CO
1,6CO I $ 1,6CO I S 3,2CO ! S 1,6CO I S 2,4CO I $ ECO I S 2,2CO I S ,-4CO l..J ..
1,6CO I $ 1,6CO I $ 8CO i I S 4CO IS 2CO I S 2,2CO I S 7ACO
1,6CO $ 1,6CO I $ 8CO i i S 4CO I $ 8CO I S 2,2CO I $ 7,4CO
1,6CO I$ 1,6CO I $ 8CO I I S 4CO $ 8CO I S 2,2CO I $ 7,4CO
1,6CO $ 1,6CO I $ 8CO , I S 4CO I S 8CO I S 2,2CO I $ 7,4CO
1,6CO $ 4CO I S 8CO ! I S 4CO I $ 8CO I S 2,2CO I $ 6.2CO
1,6CO $ 4CO I $ ECO , I S 4CO I S 8CO i S 2,2CO I $ 6.2CO
1,6CO $ 4CO I S BCO : 1S 4CO I S 8CO i S 2,2CO I $ 6.2CO
1,6CO $ 4CO I $ 8CO i i S 4CO I $ ECO I S 2,2CO I $ 6,2CO
1,6CO $ 4CO I $ BCO : !$ 4CO I $ 8CO I S 2.2CO I S 6.2CO
1,6CO $ 4CO I $ 8CO ! I S 4CO I $ BCO I S 2.2CO I S 6.2CO
1,6CO I $ 4CO I S 8CO : ,s 4CO I $ 8CO I S 2.2CO I S E.2CO
1,6CO I $ 4CO I $ BCO ' I S 4CO I $ BCO I S 1, 1 CO I S 5.1CO
1,6CO $ 4CO $ 8CO I I S 4CO $ 8CO I S 1, 1 CO I $ 5,1CO
1,6CO $ 4CO I $ 8CO I I S 4CO $ 8CO I S 1, 1 CO I $ 5,1CO
1,6CO $ 4CO $ sco I I S 4CO $ 8CO I S 1,1CO $ 5,1CO
1,6CO $ 4CO $ 8CO i I S 4CO $ 8CO I $ 1,1CO $ 5,1CO
1,6CO $ 4CO $ 8CO I I S 4CO $ 8CO I $ 1,1CO $ 5,1CO
1,6CO $ 4CO $ 8CO I I S 4CO $ 8CO I $ 1,1CO $ 5,1 CO
I I I
TOTAL I
CONTRACT $35,200 I I $ 21.e00 s 43.200 I s 9,6CO I S 21 ,600 I $ 22,000 I $45,100 I $ 1 S'9.1CO
Project performance will be analyzed by the DENR Project Manager using the earned value method. A
Gantt chart is included which breaks the project tasks into subtasks which will be used in the analysis.
-·-----.. Project Name: Technical Con Task ID Task Name Schedule St.irt Sr.he: 1.0 Attendance at Project and CAB Meetings · ----06/15/0( -··-1.1 Before Detoxification Contractor hired 06/15/00 1.2 After Detoxification Contractor hired ----10/15/00 2.0 Document Review and Presentation 06/15/0( .. --3.0 Technical Assistance for Local Resources 06/15/0( --4.0 Measuring Outreach Performance 06/15/0[ 4.1 Develop system to measure performanco ----06/15/00 ---~-4.2 Evoluato ond modify system 00/15/00 5.0 Newsletter Preparation and Distribution 06/15/0( ---5.1 Prepare newsletter 06/15/00 5.2 Prepare and/or assist CIC in preparing nowslcttor 0!)/·15/00 5.3 Contribute information to newsletter ---i21f5100 -· 6.0 Miscellaneous Assistance 06/15/0[ 6.1 Assistance in starting redevelopment pl,ms 06/15/00 6.2 Assistance requiring technical expP.rtise ---06/1 5/00 -Travel and Lodging ---06/15/0( -· 7.0 7.1 Travel and lodging 06/15100 ---·---·~·-----··--PMB -Proposed Timeline 06/04/00 --· --· -~--·----,munity Advisor dnle r:inish 06/14/02 10114/00 OG/1~/02 . 06/14/02 06/14/02 ----1-12/14/00 ~mnr ·· J · 1 ·17-Ars-,o-TN. 1 · n --= ::J ' ==i ~= . _j~T1 ~/0011 VT/77777777777A ----------·2no1 \ ~uu~ F 1--M --pq-M7 7 ,-rr-A -,s·-r-o--p;JT o-7-1r1MTA-1MT 'J. 17'-I---I-771 I-12111100 06/14/0, X;,h?.!~.1~-· on,T,i,oo 12/14100'' 06/14102 06/14/02' riii/14100 Ofi/14/02 ·o6t14/02 Ofi/14/02 :.D ~ t~-1-4--?ll»JJJ?//?JJ7?77?7J??/?7?l/ 'T/7/T//T/7./7./T//T/T/77./.77./.T./TLTLT/7/2/ 77/////////, '2ZL2ZZZLLLZL277ZZZZZZZZZZZZll70ZZZZZZVZ7LLLLLL7./7T/ZZLZZZ.Lf LLLL2777LZ ----~-~--I
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGHvrENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Travel Policies and Regulations
Purpose
SECTION 5
PAGE 1
Stahltory regulations for per 'diem, transponation, and subsistence allowances for state
depamnents, agencies, boards, commissions, committees, and councils are contained in
G.S. 138-5 , 13 8-6, and 138 -7. It is the intent of this section to provide statements of
policy to enable state depamnems and agencies a comprehensive reference for uniform
interpretation to pay or reimburse allowable state travel expenses penaining to official
traYel and subsistence.
E mployee Responsibility
An employee traveling on official st:i.te bu.siness is expected to exercise the same care in
incurring expenses that a prudent person would exercise if traveling on personal business
and expending personal funds. Excess costs, circuitous routes , delays, or luxury
accommodations and sef\'ices unnecessary, unjustified, or for the convenience or personal
preference of the employee in the performance of official state bu.siness are not acceptable
under this standard. Employees \Yill be responsible for unauthorized costs and am·
additional expenses incurred for personal preference or convenience.
Trani Policies for State Employees
Per Diem Compensation
Per diem compensation is not applicable for state employees.
Subsistence Rates
1l1e maximum allowable statutory rate (G.S. 138.6) for meals and lodging is S81.00 for
in-state travel and $93 .00 for out-of-state travel. The Payment of sales tax, lodging tax,
local tax, or service fees applied to the cost of lodging is allowed in addition to the lodging
rate and is to be paid as a lodging expense.
The employee may exceed the part of the ceiling allocated for lodging without approval
for overexpendihlre provided that the total lodging and food reimbursement that the
employee is entitled to for that day does not exceed the maximum allowed daily
subsistence.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE2
The following schedule shall be used for reponing allowable subsistence expenses incurred
while traveling on official state business:
Breakfast
Lunch
Dinner
Lodging (actual, up to)
Total
Authorization for Lod~iing
In-State
S 6.00
S 8.00
S14.00
S53.00 (actual. uo to)
S81.00
Out-of-State
S 6.00
S 8.00
SI 6.00
S63.00 factual. uo to\
S93.00
W1itten appronl by the department head or his or her designee must be obtained in order
to qualify for reimbursement fo r overnight stays. Supervisory personnel cenifying the
reimbursement request as necessary and proper must require documentation from the
traveler to substantiate that the overnight lodging \\"as necessary and accomplished. The
travel must involve a travel destination located at least 35 miles from the employee's
regularly assigned duty station (Yicinity) or home. whichever is less.
Reimbursement for Lodging:
E::ich employee is responsible fo r his or her own request for reimbursement. The tr::ivci
must involve a travel destination located at least 35 miles from the employee's regularly
assigned duty station (vicinity) or home, whichever is less. Requests for reimbursement
should be filed within 30 days after the travel period ends for which the reimbursement is
being requested. Specific dates of lodging must be listed on the reimbursement request,
and substantiated by a receipt from a commercial lodging establishment, not to exceed S53
per night for in-state lodging or S63 per night for out-of-state lodging. Reimbursement for
lodging in an establishment treated as an apartment building by state or local law or
regulation is not allowed unless approved by the Office of State Budget and Management
in advance.
Telephone access fees for business calls are considered a miscellaneous expense.
Telephone access fees for personal calls are not reimbursable. Baggage handling tips may
be claimed as "Miscellaneous." Excessive tips must be documented with a receipt.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STA TE BUDGET AND MANAGE:tv1ENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Excess Lodging
SECTION 5
PAGE3
Excess lodging authorization for instate, out-of-state, and out-of-country travel must be
obtained in advance from the depanment head or his or her designee. Excess lodging is
allowed when the employee is in a high cost area and unable to secure lodging within the
current allowance, or when the employee submits in writing an opinion that his/her
personal safety or security is unattainable within the current allowance. Excess lodging
authorization is not allowed for reason of convenience or personal preference for the
employee. The employee may exceed the pan of the ceiling allocated for lodging without
approval from department head of his or her designee provided that the total lodging and
food reimbursement does not exceed the maximum daily subsistence.
Penalties and Charges Resulting from Cancellations
Penalties and charges resulting from the cancellation of travel reservations (including
airline or hotel reservations and conference registration) shall be the depanrnent's
obligation if the employee's traYel has been approved in advance and the cancellation or
change is made at the direction of and/or for the convenience of the department. If the
cancellation or change is made for the personal benefit of the employee, it shall be the
employee's obligation to pay the penalties and charges. However, in the event of accidents.
serious illness. or death within the employee's immediate family or other c1itical
circumstances beyond the control of the employee. the depanment may pay the penalti es
and charges.
Authorization for Meals
Written approval by the depanmem head or his or her designee must be obtained in order
to qualify for reimbursement for meals. Supervisory personnel cenifying the
reimbursement request as necessary and proper must require documentation from the
traveler to substantiate that the payment for meals was necessary and accomplished.
Reimbursement for Meals
Each employee is responsible for his or her own request for reimbursement. Tips for meals
are included in the meal allowance. Each meal reimbursement rate must be listed on the
reimbursement request. Times of departure and arrival must also be listed on the
reimbursement request. The costs of meals included in other related activities (registration
fees, conference costs, hotel registration, etc.) may not be duplicated in
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGE1\1ENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE4
reimbursement requests. If requested, each employee may be reimbursed for
breakfast even if their lodging establishment offers a free continental breakfast
Meals during Overnight Travel
A state employee may be reimbursed for meals including lunches. while on official state
business when the employee is in overnight travel status. The travel must involve a travel
destination located at least 35 miles from the employee's regularly assigned duty station
(vicinity) or home, whichever is less.
i\leals during Daily Travel
Employees may be reimbursed for meals for panial days of rravei \\·hen in overnight travel
status and the panial day is the dav of depanure or the day of return. The following
aopl ies:
• Breakfast: depan duty station prior to 6:00 a.m and extend the
workday by 2 hours.
0 Lunch: depan duty station prior to Noon ( day of depanure J or
return to duty station after 2:00 p.m. (day of return).
c Dinner: depan duty station prior to 5 :00 p.m. 1 day of depanure I or
return to duty station after 8:00 p.m. (day of return) and
extend the workday by 3 hours.
0 The travel must involve a travel destination located at least 35 miles
from the employee's regularly assigned duty station (vicinity) or home.
whichever is less.
Allowances cannot be paid to employees for lunches if travel does not involve an
overnight stay; however, employees can be eligible for allowances for the breakfast and
evening meals when the following applies:
• Breakfast (morning): depart duty station prior to 6:00 a.m and extend
the workday by 2 hours.
• Dinner (evening): return to duty station after 8:00 p.m and extend the
workday by 3 hours.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STA TE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGES
• The travel must involve a travel destination located at least 35 miles
from the employee's regularly assigned duty station (vicinity) or home.
whichever is less.
• Allowances for the breakfast and evening meals for employees working
nontraditional shifts must have prior approval of the Office of State
Budget and Management.
l\leals and Day-to-Day Activities
Stare employees may not be reimbursed for me:.1ls e:.1ten in conjunction with a congress.
comerence. assembly, convocation or mee,ing. or by whatever name called. of the
employees within a single state depanment, institution or agency, or ben-veen the
employees of two or more state departments, institutions or agencies to discuss issues
relating to the employee's normal day-to-day business activities.
!\Ieals for Required Employee Attendance
. ..\. st:.1te employee may be reimbursed for meals. including lunches. when the employee's
_1ob requires his attendance at the meeting of a board, commission. committee . or co uncil
in his official capacity and the meal is preplanned as part of the meeting for the entire
board, commission. committee or council. Such board, conmlission. conm1ittee. or council
must include persons Other than the employees of a single state department. ins~ituri on. or
agency.
l\leais and Commercial Air Travel
Employees are allowed to claim reimbursement for meals even though they are shown and
offered as a pan of one's flight schedule on a commercial airline.
Excess Meals
No excess reimbursement will be allowed for meals unless such costs are included in
registration fees and/or there are predetermined charges, or the meals were for out-of-
country travel. The depanrnent head or his or her designee may grant excess subsistence
for meals for out-of-country travel.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Convention Registration
SECTION 5
PAGE 6
State law allows reimbursement of the actual amount of convention registration fees as
shown by a valid receipt or invoice [G.S. 138-6(a)(4)].
Passports
Reimbursement for cost incurred in obtaining or renewing a passport may be made to an
employee who, in th e regular course of his duties, is required to travel overseas in the
furtherance of official state business. Passport expenses are chargeable to the same fund
that supports the employee's trip.
Transportation by Common Carrier
Reimbursement fo r air. rail. or bus fare is limited to actual coach fare, su bstantiated by
receipt.
Transportation by International Flights
Employees traveling internationally on o\·erseas flights may be reimbursed acrual business
class fare (substantiated by re ceipt) \Yith prior approval of th e department he::id or his or
her designee.
Pe nalties and Charges Resulting from Cancellations
Penalties and charges resulting from the cancellation of airline reservations ( or other navel
reservations) shall be the department's obligation if the employee's travel has been
approved in advance and the cancellation or change is made at the direction of and for the
convenience of the department. If the cancellation or change is made for the personal
benefit of the employee, it shall be the employee's obligation to pay the penalties and
charges. However, in the event of accidents, serious illness, or death within the
employee's immediate family, or other critical circumstances beyond the control of the
employee, the department shall pay the penalties and charges.
Super Saver Rates
When traveling by common carrier to conduct official state business, employees traveling
to their destination earlier than necessary and/or delaying their return to avail the state of
reduced transportation rates may be reimbursed subsistence for additional travel days if,
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 7
in the opinion of the depanment head or his or her designee, the amount saved due to the
early and/or delayed travel is greater than the amount expended in additional subsistence.
When the reduced airfare rates require staying overnight one Saturday night, to be eligible
for reimbursement, the state employee must stay overnight on the Saturday closest to the
first or last day of official state business to which the employee is attending.
With sufficient justification, the department head or his or her designee can make an
exception to this requirement prior to travel commencing.
Frequent Flyer Miles
Frequent flyer miles earned by a state employee while traveling on state business at state
expense are the propeny of the state. Frequent flyer miles accumulated by an indiYidual
state employee during previous state business trips should. to the extent possible. be used
by the state employee accumulating the frequent flyer miles while traveling on future state
business trips.
Coupons or Certificates for Reduced Air Fare
Coupons or cenificates for reduced air fare if ac quired by a state employee while traveling
on state business at state expense are the propeny of the State and should be used. ro the
extent possible, by the state employee on future state business nips.
Fees and Service Charges
With sufficient justification and documentation and with approval of the department head
or his or her designee, state employees can be reimbursed for usual, customary, and
reasonable fees and services charges imposed by travel agents for assistance in making
travel arrangements.
Transportation by Personal Vehicle
Map mileage is reimbursable. Mileage is measured from the closer of duty station or
point of departure to destination (and return). The business standard mileage rate set by
the Internal Revenue Service (currently set at 31 cents per mile, but it will be raised to
32.5 cents per mile effective January 1, 2000) will be paid. Parking fees, tolls, and
storage fees are reimbursable. Receipts are required. When it is in the best interest of
the State to do so and/or because of budgetary considerations, state agencies may
reimburse travelers at rates lower than those allowed by the rules and regulations as
I .
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGErvfENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGES
herein stated in the State Budget Manual. Also, if a state employee's position
qualifies him or her for a permanently assigned state vehicle and the employee
chooses to drive his or her personal vehicle, then the agency can reimburse the
employee at the Motor Pool rate (23 cents) not the IRS rate.
Transportation by a Rental Vehicle
Rental vehicles may be used; however, rental vehicles are not to be used at state expense
solely for the convenience or personal preference of the employee. A receipt is necessary
fo r reimbursement.
Transportation by Chartered Aircraft
The use of ch:mer aircraft must be approved by the depanmem head or his or her
designee, provided the following is substantiated and put in writing:
• A state aircraft is not available or not appropriate for the size of the
pany traveling or the destination airpon.
e The use of a chaner flight is more economical than a conuncrcial flight.
0 The use of a chaner flight 1s necessarv because of unusual travel
circumstanc :s.
Transportation by Use of Aircraft Owned by a State Employee
Reimbursement for costs incurred in the use of aircraft, owned by a state employee. on
official state business may be approved by the department head or his or her designee.
provided the following is substantiated and put in writing:
" The use of the aircraft owned by a state employee is necessary because
of unusual travel circumstances and is not for the sole convenience of
the employee who owns the plane.
• The use of the aircraft, owned by a state employee, at the rates
published below is cheaper than any other method of air travel.
• The allowable reimbursement rate for aircraft owned by a state
employee is $.68 per mile per passenger.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Transportation by State Vehicle
SECTION 5
PAGE9
Procedures for obtaining and using state vehicles owned by the Division of Motor Fleet
Management (Department of Administration) are set out in the Rules and Regulations
provided by that division. Every individual who uses a permanently assigned state owned
passenger motor vehicl e, pickup truck, or van to drive between his official workstation
and his home, sha11 reimburse the state for these trips at a rate computed by the
Department of Administration.
Non-state Employee Riders
Non-state employees may accompany s,me employees in state-o,vned vehicles \Yhen they
have a business interest in the purpose of the trip and their presence is related to state
business. Students of state universities. colleges, and institutions may be passengers in
state-owned vehicles to attend athletic events and other activities officially sanctioned by
the institution. provided the proper account is reimbursed at the standard mileage cost rate
by the student activity fund inYolved. Spouses and children of state employees may
accompany them in state-owned vehicles, if ample space is available and al l n·avel is
strictly for official state business [G.S. 143-341.8( i)(7)]. Hitchhikers are not pennitted to
ride in state-owned Yehicles.
Transportation by State Vehicle at Destination
At the employee's destination. state-mrned Yehicles may be used prudently ior travel to
obtain meals, but not for private purposes or for entenainment while off duty. No
common carrier or public transponation fares are reimbursable on a nip on which an
employee uses a state-owned vehicle, unless it is shown that such transponation was more
economical in a panicular situation.
Commuting
No reimbursement sha11 be made for the use of a personal vehicle in commuting from an
employee's home to his duty station. (No mileage reimbursement is allowed to employees
on "call back" status. For the state's policy on compensation to employees on "call back"
status, see the State Personnel Manual.)
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Travel to/from Airport at Employee's Duty Station
SECTION 5
PAGE 10
Reimbursement for travel between the emp loyee's duty station and the nearest airline
terminal ( or train/bus station if applicable) and for parking may be made under the
following circumstances. For travel by:
• Taxi or Airport Shuttle -Actual costs with receipts.
• Private car -the business sta ndard mileage rate set by the Internal
Revenue Services for a maximum of two round trips with no parking
charge, or fo r one round trip with parking charges. Receipts are
required for airport parking claims.
0 Use of P ublic Transportation -In lieu of using a taxi or airport
shuttle, employees can be reimbursed without receipts S5 fo r each
one-way trip either from the airport to hotel/meeting or fro m the
hotel/meeting to th e airport.
TraYel to/from A irport at Employee's Destination
Reimbursement for travel to and fr om the airline terminal ( or train/bus station if
applicable) at the employee's destination mav be made where travel is via most
economical mode available as listed bel O\\:
• T axi or Airpo11 Shuttle sen-ice -Actual costs with receipts.
• Rental vehicles -may be use d with the prior approval of th e
department head or his or her designee; however,
rental vehicles may not be used for the sole
convenience of the employee (receipt required).
• Use of Public Transportation -In lieu of using a taxi or airport
shuttle, employees can be reimbursed without receipts S5 for each
one-way trip either from the airport to hotel/meeting or from the
hotel/meeting to the airport.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Travel Involving Trips Other than to and from the Airport
SECTION 5
PAGE 11
The actual cost of taxi and shuttle service fares are reimbursable when required for travel
on official state business. The request must be documented with a receipt. The use of
public transportation is reimbursable up to $5 per one way trip.
A uthorization for Out-of-Country Travel
All out-of-country travel must be authorized by the depanmem he ad or such depanment
official designated by him or her.
Travel Advances
All employees who travel on state business may be issued adnnces when aurho1izcd by
the depamnent head or his or her designee in order that personal funds \\·ill not be
required. Fiscal records must be maintained by the depanment for proper control.
Eligibility for advances and reponing requirements are as follO\vs:
0 State Employees who han been issued state credit cards for tra\·el
purposes should not be issued travel advances, unless there is
substantiated justification.
" Travel advances for occasional travel must not exceed the estimated
cost of the trip and may not be issued more than five working days
prior to the date of depanure. Advances must be deducted from the
reimbursement request on the travel expense report which shall be
submitted within 30 days after the travel period or June 30, whichever
comes first.
• Travel advances for regularly $Cheduled travel for employees who
travel each month, an annual advance of funds equal to the average
monthly expense may be made. All reimbursement requests shall be
filed and paid monthly for incurred expenses and the advance must be
repaid as ofJune 30 annually or earlier if required by the agency. If it is
determined that the monthly reimbursement has averaged less than the
annual advancement, the advance must be reduced to the newly
established amount.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Travel Policies for State Officials
Political Functions
SECTION 5
PAGE 12
From time to time state officials. both elected and appointed, attend functions or meetings
that are political in nature. The following policies are intended to be guidelines for the
payment from state funds for travel and subsistence costs surrounding the attendance of
state public officials at political functions or meetings:
Travel Related to a Political Function
?\:o state funds may be used to pay traYe! and1or subsistence costS for a state offici::il ,,·hile
::irrending a political function or meeting. In the event a state-o,vned aircraft is used. the
reimbursement rate will be the acru::il operating cost rate per flight hour. If a state-owned
,·ehicle is used. the reimbursement rate to the state will be the motor pool rate.
Travel Related to Official State Business that includes Political Functions
If a trip includes both official state business and political functions or meetings. stare funds
may be used to pay up ro one-half of the rraYel and/or subsistence costs. In the e\'ent that
a state-owned aircraft is used. the cost to the state will be charged at the regular rate per
flight hour and the charge ro a non-st::ite source ,,·ill be at the actual operating cost rate
per flight hour. If a state-owned vehicle is used. the reimbursement rare tO the state \\'ill
be the motor pool rate.
All Other Travel
Travel reimbursement policies and regulations for all other travel for state officials is the
same as for state employees.
Travel Policies for Members of State Boards, Commissions, Committees, and Councils
(Other than Licensing Boards and Members of the General Assembly)
Per Diem Compensation
Pursuant to G.S. 138-S(a)(l), non-state employees who are members of state boards,
commissions, committees, and councils shall receive $15 per day of official service. State
employees and members of all state boards, commissions, and councils whose salaries or
any ponion of whose salaries are paid from state funds shall receive no per diem
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGE~NT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 13
compensation from state funds for their services. It is the responsibility of the fiscal
officer of the Board, Commission, Comminee, or Council to insure that such per diem
compensation is not pai d to state employees.
Subsistence
Meal subsistence for non-state employee members of state boards, councils, conm1issions.
or committees is a daily, lump-sum allowance payable per day of official service. Th e
subsistence reimbursement for actual lodging expenses must be documented by a receipt
of actual lodging expenses from a commercial establishment. Meals and lodging are to be
reimbursed as follows:
In-State Trani:
• S28 fo r meals.
• Actual expenses up tO S53 lodging documented by a receipt of acrual
lodging expenses for a commercial lodging establishment.
Out-of-State Travel:
• S30 for meals.
• Actual expenses up t0 S6 3 lodging documented by a receipt of acrual
lodging expenses for a commercial lodging establishment.
Excess Subsistence
Authorization for excess expenses for in-state or out-of-state travel may be granted by the
department head or board chairperson head or his or her designee when such costs are
included in registration fees and/or there are predetermined charges.
Authorization for Out-of-state travel
Expenses for out-of-state travel on official business shall be reimbursed only upon
authorization obtained in the manner prescribed by regulations governing out-of-state
travel for state employees.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Transportation
SECTION 5
PAGE 14
Transportation policies and regulations are the same as for those for state employees.
except that a mileage reimbursement rate set by any other law by reference to G. S. 138-
6(a)( I) is established at 25 cents a mile, not the IRS rate.
Subsistence of State Employees serving as Board Members
As allowed under G.S. 13 8-6, a state employee who is a member of a state board.
commission, committee or council that operates from funds deposited with the State
Treasurer. may be reimbursed for actual cost of any meal (including lunch) eaten while on
offic ial state business if the meal is preolanned ::is pan of the meeting for the entire board.
commission. committee. or council. HO\\"e\·e r. \Yben an o\·emight stay is required. the
s,1te employee is limited to a daily reimbursement as follO\\-S:
Subsistence
In-State Travel
o S28 for meais.
• Actual expenses up to S53 lodging documented by a receipt of actual
lodging expenses for a commercial lodging establishment.
Out-of-Stare
o S30 for meals.
• Actual expenses up to S63 lodging documented by a receipt of actual
lodging expenses for a commercial lodging establishment.
No Overnight Stay
When an overnight stay is not required. the state employee is allowed actual cost of any
meal (including lunch) eaten while on official state business if the meal is preplanned as
part of the meeting for the entire board, commission, committee or council.
Other Meals
If the employee is eligible for reimbursement for any other meal, that reimbursement is
limited by the same reimbursement amounts and regulations as those allowed for in-state
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 15
and out-of-state travel by a state employee who 1s not a member of a state board,
commission, committee, or council.
Meetings
Refreshments, i.e., coffee, soft drinks, cookies, doughnuts, may be served at official board
meetings. Reimbursement may be paid from state funds for actual cost not to exceed
S4.00 per member and required staff, per meeting per day. "Required Staff' shall be
defined as an employee who, in the regular course of his duties, is expected to attend the
meeting and any other employee whose presence is necessary to accomplish a purpose of
rhe meeting.
TraYel Policies for Licensing Boards (Other than State E mpioyees)
Per Diem Compensation
Pursuant to G.S. 938-5 , non-state employee members of licensing boards sh::ill rccein:
SI 00. 00 per d::iy of official serYice. Stare employees and members of all licensing boards
\\·hose salari es or any porrion of w hose sal::iries ::ire paid from state funds shall recei,e no
per ciiem compensation from s,are funds for their services. It is the rcsponsibi iiry of the
budget officer of the li ce nsing board to insure that such per diem compensation is nor p::iid
to state employees.
Subsistence
Subsistence polici es and regulations are the same as for those fo r srnte employees.
Convention Registration
Convention registranon policies and regulations are the same as for those for state
employees.
Transportation
Transportation policies and regulations are the same as for those for state employees,
except that a mileage reimbursement rate set by any other law by reference to G. S. 138-
6( a)(l) is established at 25 cents a mile, not the IRS rate.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Meetings
SECTION 5
PAGE 16
Refreshments, i.e., coffee, soft drinks, cookies, doughnuts, may be served at official board
meetings. Reimbursement may be paid from state funds for actual cost not to exceed
S4.00 per member and required staff, per meeting per day. "Required Staff' shall be
defined as an employee who, in the regular course of his duties, is expected to attend the
meeting and any other employee whose presence is necessary to accomplish a purpose of
the meeting.
Travel Policies for Members of the General Assembly Serving on State Boards.
Commissions. Committees, and Councils
Per Diem Compensation
Pursuant to G.S. 120-3. l. per diem compensation is not applicable.
Subsistence
. ..\ member of the General Assemblv shall receive a subsistence allowance for me;:ils and
lodging at J daily r::nc ( \Yhich is curren,iy S 104) equ;:il to the m;:ixirnum per diem rJte for
federal employees traveling to R;:ileigh. ?\.C.. JS set out at 58 Federal Register 67959
(December 22. 1993 ). while the Gener;:il A.ssembly remains in session. and. except as
otherwise proYided in this subsection \\·hen. \\'ith the approval of the Speaker of the House
in the c;:ise of Representatives or the President Pro Tempore of the Senme in c;:ise or
Senators. the member is:
0 Traveling as J represernanve of the General Assembly or of ns
committees or commissions.
• Otherwise in the service of the state.
Excess Subsistence
A member who is autho1ized to travel. whether in or out of session, within the United
States but outside of North Carolina may elect to receive, in lieu of the amount provided
in the preceding paragraph, a subsistence allowance of twenty-six dollars (S26.00) a day
for meals, plus actual expenses for lodging when evidenced by a receipt satisfactory to the
Legislative Services Officer, not to exceed the maximum per diem rate for federal
BUDGET .MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 17
employees traveling to the same place, as set out at 58 Federal Register 67950-67964
(December 22, 1993) and at 59 Federal Register 23702-23709 (May 6, 1996).
Transportation
A member will receive a travel allowance at the rate equal to the business standard
mileage rate set by the Internal Revenue Service in Rev. Proc. 93-51 , December 27, 1993,
(29 cents) whenever the member travels. \Yhether in or out of session. as a representative
of the General Assembly or of its committees or commissions. with the approval of the
Legislative Services Commission.
Convention Registration
Convention regi.stranon policies and regu1auons are the s:ime :is for those ror state
employees.
Travel Policies for !\on-State Employees
Non-state Employees
!'\on-state employees traveling on offici:il srate business whose expenses are paid by the
state are subject to these regulations. including statutory subsistence al]O\vances. to the
s:ime extent as are state employees. Travel expenses for members of a non-employee's
family are not eligible ro be paid by the s::ire. l\io travel advances \\ ill be m:ide to non-
state employees.
Prospective Professional Employees
A depanmem head or his or her designee is authorized to approve reimbursement of
transponation expenses of prospective professional employees visiting state depanmems
for employment interviews. These expenses are limited to transponation and subsistence
for 3 days (5 days if one is a Saturday) at the in-state rate. Excess lodging expenses may
be approved by the depanment head or his or her designee .
Students
Students at stare institutions who travel on official state business other than for athletic
events or student organizations and whose expenses are paid or reimbursed by the state
are subject to these regulations, including statutory subsistence allowances, to the same
extent as are state employees. Travel by students for the purpose of participating in
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 18
athletic contests and activmes of student organizations must be paid from funds
supponing the particular organization or activity.
Attendants
Payment of travel and subsistence expenses (motel and meal costs) for attendants for
handicapped employees while traveling on official state business may be reimbursed to the
same extent as are state employees if advance approval is obtained from the department
head or his or her designee.
Expert Witness Fees
. ..\ny person \\·i10 is used by :my state depamnem, agency. commission. commmee.
licensing board. or council as an expen wimess may be reimbursed by said group a fee
agreed upon by both parties. All travel costs will be reimbursed the same as fo r state
employees. The source of funds used for such expenditures should comply with G.S. l43-
23(a2)(2). unless otherwise directed by the General Assembly.
Conferences. Seminars, \Vorkshops. Training Sessions and Retreats
External Conference Definition
External conferences are those that mYoive the attendance of persons other than the
employees of a single state department. institution or agency. Payment for meals is
allowable if included in the registration fee. but such fee must not consist excJusiYely of
meal or it will not be allowable unless meeting overnight travel c1iteria. Conferences
sponsored or co-sponsored by a state depanment are authorized when thev meet the
limitations and requirements listed belo,Y.
Requirements and Limitations for External Conferences
The conference is planned in detail in advance, with a formal agenda or curriculum.
There is a written invitation to participants, setting fonh the calendar of events. the social
activities, if any, and the detailed schedule of costs.
Assemblies should be held in state facilities; however, non-state facilities can be rented and
the cost charged to a state agency without allocation to panicipants' daily subsistence
allowances.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 19
Registration fees may be charged by the sponsoring department to panicipants for costs of
external conferences.
Registration fees may not include costs of entenainment, alcoholic beverages, setups, or
flowers. Registration fees collected and not used to defray expenses of the panicular
conference may not be used for other programs and must reven to the general or highway
fund as applicable (G.S. 138-6(a)(4).
Sponsoring depanmems may provide refreshments for "coffee breaks" provided there are
twenty or more panicipants and costs do not exceed fo ur dollars (S4.00) per panicipant
per day.
When assemblies are to be held under the sponsorship of a state depanmem in which the
funding for all participants is budgeted. lump-sum payments to a conference center or ::m
organization may be made upon wrinen authorization from the depanment head or his or
her designce. The authorization must proYide the following:
• The purpose and duration of the conference.
• The number of persons expected to anend.
0 The speciric meals to be sef\'ed at the conference (law prohibits lunches being
proYided ta state empioyees unless reg,.stranon fees are charged ,o all
attendees;.
• The approximate daily subsistence cost per person.
• The name of the conference center, hotel. caterer, or other orgamzation
providing the service.
It is the responsibility of the depanmems to ensure that reimbursement for meals included
in the lump-sum payment is not also included in reimbursement payments made to state
employees who are conference panicipants.
Internal Conference Definition
Internal conferences are those that involve the attendance of employees within that
panicular department, institution or agency only. No payment for meals is allowable
unless overnight travel criteria are met. A routine staff meeting is not an internal
conference.
I •
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Requirements and Limitations for Internal Conferences
SECTION 5
PAGE 20
• The conference is planned in detail in advance, with a formal agenda or curriculum.
• There is a written invitation to panicipams, setting fonh the calendar of events and the
detailed schedule of costs.
• No excess travel subsistence may be granted for internal depanmemal meetings.
conferences, seminars, etc., and such meetings must be held in state facilities w hen
aYailable. No registration fee may be charged.
" Sponsoring depanmems may proYide refreshments for "coffee bre:iks" pro\ icied there
:ire twenty or more panicipants and costs do not exceed four dollars ( S-J..00 ) per
p:inicipant per day.
o .-\ depanmem can not use state funds to suppon or undennite a meeting. assembly.
conference. seminar. rally, celebration. or similar function by whatever name called
that promotes any cause or purpose other that the mission and objectiYe of the
depanmem.
Training Session Definiiion
::mployee training inYolYes courses that de\·elop :in employee·s k.110\Yledge. skill. zrnd
:ibiiiry to pcrfom1 the duties of his,her present job: such JS, courses on computer usage or
management skills development. These courses generally haYe a set fee. are of relatiYely
shon duration. and are not pan of a curriculum the employee is panicipating in leading to
an educational degree.
Requirements and Limitations for Training Sessions
• Fees for training courses that pro\'ide training in specific areas are charged m the
Accounting system to "Employee Training" under "Other Services."
• Depanments sponsoring training sessions may provide refreshments for "coffee
breaks" provided there are twenty or more panicipants and costs do not exceed four
dollars (S4) per panicipant per day.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Management Retreat Definition
SECTION 5
PAGE 21
.--\. management retreat is a meeting or series of meetings consisting of a depanment or
di,ision head and his or her top assistants and coworkers. Retreats are sometimes held at
a sire other that the usual workplace and are held no greater that once a year.
Requirements and Limitations for Management Retreats
S,are employees who are elected by a ,;ore of the people or appointed by the goYemor. the
presid ent of The University of North Carolina. the chancellors of the constituent
insrirutions of the university, the executive director of Uni,·ersity of Non h Carolina
Hospitals at Chapel Hill. chaimnn of the State Board of Education. and the presidcm of
the Community Coll ege System may authorize an annual management ren-e a:.
Expenditures are pe m1issible in a manner as if it \Yere an intern al conference.
Informal Meetings with Guests of Department Heads
Informal Meeting Definition
,..\n infom1al meeting is a meeting consisting of a depanmem head and his or her designce
::md non -state employees during which official state business is the discussed for the
ma_ioriry of the meeting. lnfom1al meetings are one-time occurrences and are not held on
a recurring or routine basis.
Requirements and Limitations for informal meetings
State employees w ho are elected by a \'Ote of th e people or appointed by the go,-emor. the
president of The University of Nonh Carolina. the chancellors of the constituent
institutions of the university, the executive director of University of North Carolina
Hospitals at Chapel Hill, chairman of the State Board of Education, and th e president of
the Community College System. or their designee when given prior written approval by
the depamnent head for a specific event, may be reimbursed from state funds for actual
costs of meals for themselves and individuals ,vho are not state employees who are their
guests, when accompanying them in the course of conducting official state business. Cost
of meals and other expenses for family members of the above referenced state officials are
not reimbursable.
I .
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGErvfENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Telephone Calls
Long Distance
SECTION 5
PAGE 22
Employees are not allowed to charge long distance phone calls to the state for calls made
of a personal nature, except as stated below. All long distance calls that are to be paid by
the state are those m ade pursuant to the employee conducting official state business.
Reimbursement
Official phone calls are reimbursable under "\-Iiscellaneous." IndiY idual calls O\'Cr S5 .00
must be identified as to point of origin and destination.
Allowable Person al Calls
.-\.n employee who is in uan:1 status for ~,o or more consecuti\'e nights in a week is
allowed one personal long distance telephone call fo r each two nights for \\·hich
reimbursement to the employee may not exceed S3.00 for each in-state cal l or S5.00 for
each our-of-state call.
Employee emergency calls
Employees may use the state nern·orK syste;11. state credit card. or may be reimbursed for
a personal long distance call( s) if such callt s l is;are of an emergency narure as determineci
by the depanmem. An example is a call made when an employee calls home to infom1
someone that the travel period has been extended beyond original plans due to unforeseen
reasons.
l\lobile Telephones
Because mobile telephone charges (cellular and digital) are based on measured use. no
personal calls should be made on mobile telephones except in case of emergency as
determined by the depanment. Mobile telephone calls to conduct official state business
should only be used when more economical means of telephoning are n ot reasonably
availabl e.
If an employee uses his/her personal mobile telephone in conducting state business. the
employee can be eligible for reimbursement. In order for the agency to reimburse the
employee, the employee must indicate on his;her telephone bill the reimbursable calls.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEivIENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 23
individuals called, and nature of calls and submit the telephone bill to their supervisor for
approval. If the supervisor approves the calls as state business related, the agency will
reimburse the actual billed cost of the call.
Us e of Telephone with Computer Hook-ups
Employees traveling on official state business needing to transmit data. including e-mail.
via their computers should use the m ost efficient manner available. including services
Gvailable through the State's Infonnation Technology Services (ITS) access.
Exceptions
. ..\ny exception to the rules Gnd regulations as herein stated in the Swte Budge, (\fanual.
except those expressly delegated. must be Gpproved in advance by the Office of St::ttc
Budget and Management.
Definitions
Employee's Duty Station
"Duty station" is defined as the headquarters or job location at which the employee spends
the majority of his or her working hours [G.S. 138 -6(a)(l)]. For an employee in rr:r,el
s:arus. the duty station should be the point \\"here traveling begins the majority of the time
( home or office). The designation of an employee's home as the duty stGtion by a
department head requires prior approval by the Office of State Budget and ivlanagernem
(OSBM) on an annual basis. (For additional information. see on Designation of Duty
Station Report.) Departments, institutions, and agencies must make one submission for
the entire department, institution or agency by the second week in December of each
preceding calendar year of all employees whose home is also their duty station. When
hiring new employees or designating the home as the duty station of current employees
during the calendar year, a revision to the annual report must be submitted to OSBM for
its prior approval. Employees assigned to regional offices or who are living in state-
owned facilities should not be listed on the report.
External Conference
External conferences are those that involve the attendance of persons other than the
employees of a single state department, institution, or agency. Payment for meals is
allowable if included in the registration fee, but fee must not consist exclusively of meal or
it will not be allowable unless meeting overnight travel criteria.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEi'vfENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Informal Meeting
SECTION 5
PAGE 24
An informal meeting is a meeting consisting of a department head and his or her designee
and non-state employees during which official state business is the discussed for the
majority of the meeting. Informal meetings are one-time occurrences and are not held on
a recurring or routine basis
Internal Conference
Internal conferences are those that inYolYe the attendance of employees \\·ithin that
panicular depanmem. institution. or agency only. No payment for me::ils is allowable
:mless oYcrnigh: tran:I criteria arc met. .--\ routine staff meennr: is not an internal
conterencc.
:\Ianagement Retreat
.--\ managernen retreat is a meeting or series of meetings consisting of ::i depanmem or
diYision head and his or her top assistants and coworkers. Retreats are sometimes held at
a site other that the usual workplace and are held no greater that once a year.
Out-of-Country Travel
Out-of-country travel status be~ns \\·hen the employee leaves the country and remains i;1
effect umil the employee returns to the country. If the employee and other qualified
official travelers use hotel and meal facilities located outside Nonh Carolina. but \\"ithin
the continental United States. immediately prior to and upon returning from out-of-
counrry travel but during the same traYel period. out-of-state subsistence rates shall apply.
Out-of-State Travel
Out-of-state travel status begins when the employee leaves the state and remains in effect
until the employee returns to the state. However, in-state allowances and reimbursemem
rates apply when employees and other qualified official travelers use hotel and meal
facilities located in North Carolina immediately prior to and returning from out-of-state
travel during the same travel period.
Per Diem Compensation
Applicable only to members of state boards, commissions, committees and councils who
do not receive any salary from state funds for their services.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGHvfENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Registration Fees
SECTION 5
PAGE 25
The registration fee is typically made for defraying the cost of speakers, building (room)
use, handout materials, breaks and lunches at conferences and conventions. These tees are
charged to other services "Registration Fees." The agency may require itemization and/or
documentation of expenses. An employee can not be reimbursed for meals included in a
registration fee.
Required Staff
Required staff is a state employee \Yho, in the regular course of his or her duties is
expected to attend the meeting and any orhe, s,ate employee \\·hose presence is necess::iry
t0 accomplish a purpose of the meeting.
Subsistence (I\leals and Lodging)
Subsistence is an allowance related to lodging and meal costs. and gratuities thereon.
General Statute 138-6 provides for allowances to be p::iid in ::imounts or rates specified .
For purposes of detennining eligibility for aliO\\·ances . travel status means being ::t\\'::tY
from the employee's normal duty station or home. The duty station is defined as the
location or near vicinity of the employee's work pl::tce. To be eligible for allowances in
connection with travel. the emolovee musr be acnng m offici::il c::ip::icity as required by
his/her work aci\·ities.
Training Session
Employee training involves courses that deYelop an employee ·s knowledge, skill. and
ability to perform the duties of his/her present job: such as, courses on computer usage or
management skills development. These courses generally have a set fee, are of relatively
short duration, and are not part of a curriculum the employee is participating in le::iding to
some educational degree.
Transportation
Includes personal automobile, taxi, bus, train. airplane, motor pool charges, auto rental,
tolls, and parking fees. All travel expenses must be incurred by and for state employees or
other eligible travelers in conducting official state business in order to be eligible for
reimbursement.
BUDGET MAl\TUAL
STATE OF NORTH CAROLINA
OFFICE OF STA TE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE 26
When travel by car is determined to be feasib le, a state-owned vehicle. when available,
should be used instead of a private vehicle. State depanments must determine whether or
not state-owned vehicles are considered to be available. State depanments must
periodically reYiew employee duty stations (see paragraph below on "Duty Station") for
the purposes of determining cost effectiveness of having a state vehicle pem1anemly
assigned to the geographical area ( depanmem/instirutions duty station location or
Yicinity). If found to be cost-effectiYe. state-owned vehicles shou ld be requested for
:issignment on a pem1anent basis.
Travel Period
1:-J\·el period is ciefined as the calendar momil ciurin~ \\·ilich ,he traYcl ended.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Personnel
EFFECTIVE DATE: October 1, 1999
fiscal Policies and Regulations Related to Personnel
Salary Control
SECTION 6
PAGE 1
The Salary Control Unit in the Office of State Budget and Ivlanagemem serves as a control
point fo r all matters regarding salary. I ts functions include:
" The establishment and maintenance of records necessary to prc\·cm the
overcommitment of budgeted salaries.
--;-1ie Drocessing and aDDro\·al of all budget rc':isions inYoh·ing saiary rcs erYc r:-:insr':r.3.
e The compiiation of data on position coums :rnd Yacancics.
Lnless autho1iry has been delegated to an agency. all budget rcYisions !BD-606) related to
salary go through this unit for approYal. Although this unit maintains records on salary
reserve balances for control purposes. each depanmental budget officer is charged \Yith
maintaining salary control records ( salary rescrYc l.
Salary Reserve
A.dditional information can be found in Section 3. Bud~er Execution. page 1 :.
u nempioyment Compensation
Chapter 96 of the General Statutes of Nonh Carolina provides for full unemployment
insurance for all Nonh Carolina employees. both private and public.
Fiscal management of all state agencies should be knowledgeabl e of its requiremems and
provisions. The state personnel manual provides infom1arion relating to c !aims and
services for employees.
Under the provisions of G.S . 96.9(d). the State of Nonh Carolina elected in lieu of paying
premiums, to become liable for unemployment compensation payments made on its behalf
by the Employment Security Commission. Among the requirements is the provision that
remittances shall be paid by each employing unit (department) within 25 days of invoicing
(G.S. 96.9(f)(l )). Late payments are subject to a 10% penalty.
(' l,
'OR ASSISTANCE• SEE l'NSTltUc:TIO~ 0/11 .MCI
/f.C. Dlplnmcnt or Emilormait and Namral Jlaourccs
• 1~~, ,,r Pun:bue and Services
AGREEMENT INFORMATION
1. PARTIES TO nus AGREEMENT:
A.
DiftlioD Waste Management
lactkm Division
Addrm (PO Bal, Scmt. City, Sease, Zip) 1646 Mail Service Center
Ceatract Admtntsrntor Telepboae Number
2. DIVJSION APPROVAL (MANDATORY)
di.:.cf.~ Division DirectorikithorizeAieru Date
.. •••• •• .,,..,. •1'-• l~NI ,F
0lalract No.
-Coamct Sysem No. 1'urebuc Order No.
Vmlor Number
I
Casndor Patrick A. Bames , ··~ ..... . . ·-., ~--.
U.S. Number• SodaJ &ecm1ry Namber a.ck ii' Applicable 063-62-1412 -PVIINon-Profit
.uctr.. (t• wWdi dleca wm 11e adtd) <Saeet. PO Bo1>
4755 !. .-'!_, _ .. ,. Road
(Cily. Slaic. Zip)
Orlando. FL 32812
Pleut cbtck t111t or &be IDllowinc:
lL Afriwl American owned _ Woman owned _Handicapped owned
_ Hispanic owned _Odler minority owned _None of &ht above
Contractor CaDlact Penon: Telephone Number
Patrick A. Barnes 407-282-5649
l>MSION COl'n'RACT COORDINATOR:J.at.....Ea.clcus--------PHONE NO: 919-733-4996 ext 204
( i PURPOSE OF AGREEMENT: Iecboi caJ Camnmi tr Advisor for PCB Landfill Project in Warren Co.
4.
5.
TIME PERIOD OF AGREEMENT: BeiiMini Date06 I 15 /J.000
(CO~TRACT CANNOT EXCEED 3 YRS.) Mo Day Year
AGREEMENT STATUS: ..!.,_ New _ Continuin& Revised
Endin& Date QL., 14 / 2002
Mo Day Year
Year of Initial A&reement ____ _
6. NEEDSTATEMENT: Services needed to provide teclmical assistance and support for
outreach activities of PCB Landfill Detoxification Project
1 7. JUSTIFICATION: Contractor chosen by Division and PCB Cormnmity .Advisory Board based
on expertise. See attachnents for more detail.
8. flSCAL INFORMATION: Does this 11reemem involve disbursement of funds? .z_ from DENR _ 10 I>ENR. _ l\o
I ~· 199,100 I :--·
SUBHEAD: GL Company I k O 4
Budget Code 49916
GLAccount
Budget F\md
s S199 .100
536989 GL Center_4..:...-'1_~-~-----
4725
I PVRCHASE AND SERVICES USE ONLY
1 PAYMENT SCHEDULE:
DENR 2500 (Revised 1199)
...
1,: ' .
IIEPAll'l'MEPff or DMRONMENI' AND NAnJLU. D50tJllCES AGRFFlrfFWI' POLICY
1be Secmuy of lbe ~ of F.nviromDeDl and Namral Resources must approve all agreemems including contracts illvolvma lhe disbunemcm of funds. Only me SeweWy of 1be Dcpanmem may ol>Jipte lbe qency to a wrinen l&fCCDlcnl.
AD requests for eontrac:tslacreemmts MUST be seat to the Division ~ Purchase and Senices, Purcbase and Contnct
Section.
1be requesting Division must ~lete DENR 2500. One copy of DENR 2500 is to be orei,ared for each contract. DENR 2500 is to be ~ by die division ~ible for neac,tialion of a camract and is to &e used as a cover for each com:ract
submitted 10 ibe Division of Purchase and Services.
PURPOSE:
PREPARATION:
DISPOSITION:
INS'lllUCDONS FOR COMPLETING AND ROUTING DENR 2500 . -~ .. • • • ·i:,..,
1be blocks in die upper ri&h1 hand ~on of die form (FOR DENR USE ONL Y{m for use
by tbe Division of Purchaie and Services for kkntification and c:omrol purposes.
lsems 1-8 are completed by lbe ~ division/section for all qreemems. Correspondence
and payments will be mailed to the address abowD in Item 1.B.
FOR DENR USE ONLY (COMPLETED BY DPS AND/OR CONTROLLER)
Comract No. Auigned by Purchase and Services
Contract System No.
Purchase Order No.
Auipd by DENR Office of the Controller
Auigned by DENR Office of tbe Controller
Vendor Number Assigned by DENR Office of the Controller
PARTIES TO nus AGJU:EME?trr (COMPLETED BY REQUESTING DMSJON)
Item l(A)
Item l(B)
Item 2
Item 3
Item 4
Items
Item 6
Jaem 7
Iaem 8
Enter the Division and Section raponsible for the agreement (include
complete address and Telephone No.).
Identify the state agency, provider, private organization, etc., requested to
enter into a contract with the Dcpanment. Enter the address, name and
ielephone number of a contact person within the designated contracting
organization. Indicate if African American owned, Women owned,
Handicapped owned, Hispanic owned, other Minority owned or None of the
Above.
IRS Number is mandatory for processin&.
Agreement must have requesting Division's Approval to be processed.
Describe generally the purpose of the agreement and refer whenever possible
to the persons or conditions that will lrcnefit from the agreement.
List the beginning and ending dates of the agreement. These dates are
n1remely important. No contnct work can . begin prior to a fully
executed (signed) contract bcin& in place with DENR.
Check the block which appropriately describes the status of the proposed
agreement. If the agreement is a revision of a prior agreement or a
~~n!inuation of a prior agreement, enter the year the agreement was first
mmated.
State why ~e. service is necessary and why ii cannot be performed by
resources within the Depanment.
State why tbe specific comractor is being requested.
Check the appropriate box. Jndicate in the space provided the total funds to be
disbursed when applicable. The contract is wrinen only for the amount
DENR will be paying the Contractor.
PURCHASE AND SERVICES USE ONLY-DO NOT COMPLETE 1lllS BLOCK.
Copies of this agreement should be retained five (5) years or until audit requirements are
sausfied.
Additional copies of DENR 2500 may be ordered from: N.C. Depanment of Environment and Natural Resources
Division of Purchase and Services
P.O. Box 27687
Raleipi, NC 27611-7687
Couner 52-01-00
)
'
.. i,c. \... ueparuncm ,JI .C.OVlrOWDC:Dl iWU 1,iU.UliU ~goun;c:s
Division of Purchase and Services Page_of _
. CONTRACT BUDGET
Contract No. ------
Contract System No. _______ _
Waste MaMgement
Division/Section/Program
For Fiscal Year 99100 -0l/02
Purchase Order No. ____ _
i.;. ::;.:.;,,..... . ~ ....... ·· .. . .,;._,,.
Revision No. __
Purpose: Teclmical Ccmnunity Advisor ---------------Patrick A. Barnes
Patrick A. Barnes
Tow Bud&et:
or
Amendment S 199,100 -------------------------------
ITEM DESCRIPTION
Teclmical Ccmmmity Advisor
for PCB Landfill Detoxification
(MANDATORY IF FEDERAL JU."DING)
CFDACODE:
(CATALOG OF FEDERAL DOMESTIC ASSISTANCE
CODE)
1,0~ S369B9 1:/:.'ldS
GL GLAccount GL Center
Company
{
I
2482 (Revised 1/99)
CONTRACTOR
AMOUNT
Of Aoolicablc)
Division/Section Head
or Authorized A&ent
(Mandatory)
DE1''R CONTRACT
AMOU1''T
$199,100
fnu1,,(i(~
Division Budget Officer
(Mandatory)
• .. ,
PURPOSE: Thia fonn hu been deYeloped for UH by personnel responsible for reporting detailed contract Information for' use by the· ... Oiviaion of Purchase and Services (DPS).
PREPARATION: (Type Al Fields)
1.
2.
3.
4.
5.
e.
7.
8.
9.
10.
11.
12.
Effective Date:
Termination Date:
Page_of_
Oivilion/Sec:tion/Program:
Contract No.:
£XCEl'TION:
Contract System No.:
EXCEPTION:
Purchase Order No.:
EXCEPTION:
Fw:al Year:
Revision No.:
Contractor:
Purpose:
Contractor Contact:
. Enter contract beginning date • format: MM/DD/VY
Enter contract ending date •format: MM/DD/VY
Example: Page 1 of 1 or Page 1 of 3
Enter the Division/Section/Program to which the Contractor will provide aarvices
' ~-:~. IAave Blank-Auignad by Division of Purchase and Services ~ "-:. ... .,
FIU IN WITH CONTRACT NO. ASSIGNED •Y 0/#S WHEN INCREASING/DECREASING ORIGINAL
CONTRACT AMOUNT
IAave Blank--Auigned by Office of the Controller
FILL IN WITH NO. ASSIGNED •Y THE OFFICE OF THE CONTROUER WHEN
INCREASING/DECREASING ORIGINAL CONTRACT AMOUNT
Leave Blank-Auigned by Office of the Controller
FIU IN WITH NO. ASSIGNED aY THE OFFICE OF THE CONTROUER WHEN
INCREASING/DECREASING ORIGINAL CONTRACT AMOUNT
Enter Fiscal Year of contract • Example: 98-99.
Enter two-digit number • Example: Revision No. Ql.
Use when increasing/decreasing contract amount
Vendor to whom contract is awarded
An abbreviation of the purpose of the contract. Limited to ten C101 positions
Individual assigned by the Contractor (not a DENR employee)
13. · Total Budget or Total expend•ble budget. When submitted as a budget revision, enter the NET change. Amendment
14.
15.
16.
17.
18.
19.
20.
•: When change Is negative or minus • use M suffix, l.e ., < t 1 1000 > M
Item Description:
Contractor Amount:
DENR Contract Amount:
CFDA CODE:
GL COMPANY
GL ACCOUNT
GL CENTER
Division/Section Head:
Division Budget Officer:
Use: 8100 GENERAL SERVICES
Budgeted amount of Contractor funding • if applicable
Budgeted amount of State funded item (amount DENR is to pay Contractor)
Catalog of Federal Domestic Assistance Code • Example: 66-274
MANDATORY IF FEDERAL DOLLARS ARE EXPENDED IN CONTRACT
Obtained from and/or provided by requesting Division's Budget Officer
(All GL Information Is mandatory on Iha 2482)
MANDATORY ORIGINAL SIGNATURE BY AUTHORIZED INDMDUAL
Form wm be rttumed to Division If original aignatura la not provided.
MANDATORY ORIGINAL SIGNATURE BY AUTHORIZED INDMDUAL
Form wUI be returned to Division If original signature la not provided.
DISTRIBUTION: Submit Form 2482 to the Division of Purchase and Services with Form 2500 (Agreement Information) when a contrac
is requested to be issued.
Submit Form 2482 with • memo to the Division of Purchase and Services with explanation of why a contract amendm· ·
la required to increase or decrease funding in a contract.
DISPOSITION: Retain for five (51 years or until pending audit require~nts are satisfied.
Additional copies of this form.may be requested from: NC Dept. of Environment and Natural Resources ·
Division of Purchase and Services
PO Box 27687
Raleigh, NC 27611•7687 COURIER BOX 52·01-00
,---03/29.2000 15:09 PAGE 02
• !JI
Tim ia(onudma it M dee! -ar1let .., Wp 4Mcraiat ➔etlter die wons ii All anploycc or -iadepcnknt
t.ODtracrm fat aocial ae.aarity ud income ia MthboWm, purpaeca. 11aia QUESnONNAIRE a1aoald be
completed far ey indMdua1 OD a persoul acNU IIJ'WDCDl for whkh there may be a qucation at to
employmcal tar IWU&.
lf you UC certam AD cmploye/cmployer r~l1rion,J.ip mlU betweo the $tat.e an.d Ule Worker, complt..te on.1y
itr-.ml 1 • A OD tiua u.d tht aCl1 pasc of this queaionn,i~ mad &ign. mlc. and daLC tDc ~ DD PliC 7.
All ilems ahoald be UA"ered, marW •Uabae_ • or 1>oea a0t apply.• If you Deed mere ap~ fot -Jlemaru·
CD the 1aat paF, atacll uom.er &hut. U you ued help iD. complam& dm form, conlaC the Slate C=trolkr's
Office at (919)-733-0178.
i NCDENR -Division of Waste Manag~ent
ApAl!JNUM
1646 Mail Service Center
Raleigh, NC 27699-1646
Patrick A. Barnes
Werku'a Name
..
4755 Anderson Road
Orlando, FL 32812
\.\' oriw-'1 Addrea•
063-62-1412
Won.al"'• Social Security Sumbu
Daie Won:u't ~ faa-formcd F-rom 06/15/2000 To Q6/14/2002
( Moruh. dlz\•, vctv I
nc~ix t!l~ a;:::::,"• bl.li~s.s The Division of Waste Management reg,1] ates the
rnanggement of solid and hazardous wastes and petroleum underground storage tanks,
_and the cleanup of old sites contaminated by chemicals.
(!) Ple~e iut ~: worke:'a oc.::.ipwari or titk .
Independent science advisor
(b) De._-roc th: •erk pcrlc:ccd by tlua mdividw .
The science advisor works with the state and comrm.mity to help interpret and
and corrment on remediation activities and decisions. He will also be aiding
in the recruitment and use of local workers and businesses for the proJect.
(c) :Pl:ue attacl\ a ·Job A1u:10un.:e:nc:it• for w, poiition, iI available.
Scope of Work is attached.
3. (a) If the -..erk ... doh.C ur.cicr a wtir.e.::1 &g!t:.m:~t or contract. plcue a1t.1ch a copy.
Contract is attached. ·
(b) If th: a;re::mit wu not ill Mi~ ~be ~ win, ud condiriom or ~ 111ork arrang=ncnt.
Does not apply
(c) If the Mnt&1 wor.iifta uras,~nt dilfi:.n:.d iG uy w.iay from du: 111rittaa qrumeiit. aplain the
d.iirc~ ~y they oc::.urred &Dd the d&tc or da~ ol ,uch clwigc.
Does not apply •
(d) Jue anv ~:-wor~r• = th.ia c.a1qmy ~ ,'riuen a,poc:mei1ta « con~? I£ ac who are thcv' Yes. 'Mr. Barnes and Mr. Joel Hirshhorn were previously under' contract··
as iudeneodeot science advisors for this project.
OSCI-JJ9 1
•. t
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Jl9-715-0684 NCDE~/Pl.RCHASING
.. • • I PAGE 03
,.,. n,·. 1.-1,.--lel•tl•tNp a-•--•'re
-4. At daia ,oint. if J0111 arc atilfitd tk above aw.cl wmm pr~ sema adtz a pcnoaal scnk.c
-.,cemcat. II • employee lot parpo6" ol PICA* TMOfflC Ta withholdin& atop llc:rc and So to paae 7
9Dd lip. title, ud au,~ ccni&adoL If~ uris6«:d. pleM,-wnpJet.c the qneltM)Gntire.
1b fo11owmg gneatiooe vc correlated to caacspaDd wilh the 20 COMMON UW FACl'OJlS aet f.onh iD the
IRS ~tiON u heiDg ia4icatM ~wbetllcr or MC u rm~/eaplayer rdarioecip mu. For Y~ or No
QuettiOD&, please ckck one.
1. IPiSTILUCTIONS
(a) Ia tbe wacbr pw.n ~ in dle way ta: won it to be done'l (Yes_ or No ......... x_) u,-, ai~ apec:i&c cza,aplu .. _____________________ _
(b) Auacb rcpr~acnlat.ive copie. of uiywrinc:, Dl,ltnJCOon! or proc=dures.
Does not apply
(c) Doc.a yow a£CDC)' have the riabt towns:~=~ w.c.d by tb.c worcr or dircd. that pc.non on
~ to do the 'Wad1 (Ye:!-_ or No~)
E.J::pwn you: IQ&'et An independent science advisor for the purpose of gi ying
....£Q__1111Illility professional opinions that are not infJueuced by tbe ag0ocy The
qnaJificatioos tor an independent science advisor require that be be abJe
act and make decisions without supervision.
2. TJtU'.","lSG
(2) u 1..;e work=:-givc.n tra.il:i.in£ b~· ycur age~::.~ :Y:5_ c,t So.2L) If yes, pleue =-s-,r.-er the foll!>wm.g:
What kind? _____________________________ _
How often~------------------------------
(b) Wu the worker required to work .,;.ih a tr~ e:nployet o! &&ency? (i'e1_ or No...2L)
(c) Wu tu worker required to attend ata.ff m~7 (Yea_ or-No_,!__)
:3. •~-n:GR..\l'lON INTO BUSl?\"'£SS oPE.JtAnO~"S
(a) Dou the opc:1tion of the ~cy'• bU&~ require tb.&t tbe worker be aupcrvaed or controlled in the
pc:forman.ee of the aemu? (Yes or !iic;..!_}
F:spJ•io your an1WC: The quaIIT:i.cations for the position require someone
that can work independently to meet the objectives of the contract scope
.i. SER.VICES llSI>ER.ED PERSOSALL\'
(a) u it Wlde:stDC>d Lhat t~ worker will perform~ tcrvicca pcn.oo.ally and not~ or dclep~?
(Yea~ or No __ )
E.q,~ ycur anawcr The contract is specifically with an individual for
professional services. No other individuals or firms are listed on the
contract •
OSCP,,,,,,JJ~ ., ..
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03/29/::0,M 15: 09 19-715-0684 NCDE&~/PLRCuAeING ..,...,_. "V -·--,....,_, , .. m. ~ esWaalJ Qa•tltGu1rt
.5. RD.ING. SUPDVISING. AND P A'YING ASSIS'LUlIS
Doeadlewarbrh\telldpcn? (Ye& "-orNo__)
JC yea:· Arc lac1pen laired by. ~--Worku_.L.
If lurcA by ri.e wocku1 it lhe -s=cY'• appronl aec:c,,wy1 (Yu __ or No x )
Wllopa,-tachelpera7 Agaw:y, __ Watker x .
Ate aociaJ acc:urity tuz:a ud Federal mcomc IIX widilt.dd from lbc ~per,· wag=s'7
{Yea .....x.-or No____)
If yes: Who reporu aad pa)'I thcac tuea? A&enl:'J _ Worb::r _x __
PAGE 04
W'lao rcpona 1be helpcn' income1 to ihc htunal R.eveJWC sm;c.e? A«t:oJ:J __ Worker _x _
lf the worur pa)'I the he1pen, doca ll,c tpDc:y repay the work.er? (Ye.a __ or No ...,.x.,...,__)
Wu.t aemcea do the h:lpcn per!crm? clerical suppport
Wbo evaluates th: helpc.n' pcrforman~? W0tbr x Agcn:y __
f:. co'h·TI?iUl?<iG REUTJO.NSRJP
The as:n~· c:,,aaa:.a me wor~r:
1. X Tc ~:form and c::,mplcte. pautic-.tlllr job csuy.
1. __ _ To 11o"Orit at a job f~ an huiencit.e pc..--iod of time.
3. __ _ 0th= (:.xplJ.ir.) ____________________ _
1. SET HQl!llS OF WORK
(a) >..re Kl houri c!~·cri: prc&er~ fer tu work::? (Y~_No~)
(b) Doe! th: wor~ ~ a Li:De r:::.ord to th.: aa:ncy? (Yes_ So~)
.AUadi rc:;,rcst11UL"--= ~pies o! tizne rcporu..
~-Ft1.L-TIME U:Q'(j'J'Rl:D Varies depending on
( :1) Hov.· tr.ID)' how, l wc:k llC>C$ the worker spcrid pcrlor:ning ~ for tbc ~~ task
(b.) lf. _..__ full . . 1 • "" Services needed do not require full-time tt:M ui&U -tmlC, p~~ ~ am Woy. ___________________ _
effort.
(c) If l:s& th.an Ml-time, na.mt the month, and aur:lbcr of cia)" worked meat± zonth dunil£ th.is ~rio<l of
employmczu. This will vary over the life of the contract.
9. DOING won ON £MPLO\"EJl'S PR.!MJS[S
(a) At ,·hat lueatioa arc the 1er.'ias pedonncd? Agency __ Worker__ ** See Remarks.
(b) ~'bo wc~ed the place whc:·: the work wu dotu~7 .A&eDcy __ Workc: __ ** See Remarks.
(c) Doea 1.bit worker uacmbll: ~ pror..caa • produc:: at home or away from du: &geDCj-'1 p~c: cf bwm.e!.57
(Yea __LNo __)
Jfyu:
V.'bo ~ materials or 1oods uacd by d,..e worker, A,ae11cy_ Worker__,:_
la~ .-orw fun:.ished a paneni., er offic.e equipment or ,ive.n in.nruaiozu to !!)11091· in miJ&g the
Fodu::: oc pr~ the acm.ce? (Ye.a-:So x )
la 1h.e worka reqwrcd to rcrur-a the fi.nahcd produa u, 1hc aa:ney or some~ dw.gnatcd by the
~ (Yca_2S,_~o __ )
OSCP,n,,J,; 3
03/29. ·.:-000
.,
15:09 7 15-0584 NCDE&~/PLFCHASING PAGE 05 OJ!k, oJ,,., Sltll, C,Cll)Tl,~
, .. 319 • ..... ,.., •• dtuld, ~--•'"
10. ORDU 01 SIQDENCI SET
(a) la the worm required to fDllaw a mamac ar Khedulc eceNitbc-4 by ~(Yes__No_x_)
llyca. 1M1At ia tu ro~ "'tchedwc? ____________________ _
(b) la the wed.ct &ec: to ddumiac dae ~ ar arckt ~ aequeat:e of work 10 foJloiw or ia he &= to
dlOOK wh~ ar i.o--lbe vmrk ia to be ~mplilhed? (Ye...,!._ No_)
lfyea,pleucc:xplaiD. The detoxjfjratjrn prc~ecr scbeduJe wiJJ gromm rbe
overall sequence and schedule of the worker's activities. However, on a
~ay-to-day basis, the advisor is free to c;hoose bow he schedules ms time
11. ORAL oa warrn:.."i REPORTS to accomplish contract tasks.
{a) Doc:a tlsc worker report 10 tlsc AgCDC)' or iu rc?rc.&:nwiYc1 (Yea _x__ No )
How oft:n7 Monthly
For wr.at purpo,e7 ___ T_o,.__u_.pda ____ t_e_a,_g_e __ n_c_.y ___ o_n_c.o ... rn_.p_l_e_t_i..;..on_o ... f_a_c_t_i v_1_· t_1_· e_s_an_d_e_xpe ___ n_s_es
1~ ..,11.1.t u::AQZl::-(iD pcrs.on, in wrnm;. by-t:l:~ ::.c.)~ __ wr_1_· t_t_e_n __________ _
(a) Type cl p1y •·or.ker r:c::v:s:
Not available. Contract is
not in place yet.
SiW1'_Commwion_Hourly ,,..&£'! __ Pi~,a,'Ork_Lump Sum.....2L_Othe:-__ _
If c,t.llcr, C-i)w.n
(b) I! th: &g:~C"f wc:::ker aJ.i.o...,.cd a dra~ •~wit or advanc.:1 against pay? (Y~a_,.No~
If ~s; ls the v.·orl:er paid 1w:h adtl~c.:.s oc • regular ba.w: (Y:.a __ No_)
How doc1 tiu:: 'MlTW ,,pay au.ch-~~: ___________________ _
(c) Was wo:kc::-fillm.g a J)08itioa est1bluhed m th.: a;=cr, bl)dgc!? (Ycs _ No--L.)
13. PA''iMJ:!li"T OF B'L'Sl~"'£.SS OR TllA\'ELING tl."JIESSE
(11) la the worku eliJi'b~ for• pc~ paid \"acations_ lia.leavc., ct~ (Ycs_No_:_)
I! yes. speci..')'
(l-) Does the &gCZJ~ carry work.men's compe:mti® msw-an:: OD tac ~rk.er? (Ye,_ No2._ )
(c) D°"' ~ 9iCD::Y dcdua aocial ICCU'ity tu frOD2 am.owns p&id to work.er? (Yc:s ___ No x ·,
(d) Doe.I u,.c ~c:y cicdu.a Federal m'-Omc tu:$ from amo\lCC& paid worker1 (Yc:.s _ No x )
(e) Hew doe.I the a,ency report~ .-ork.t.r', iDcomc U> the :W~-nal ltcvcnuc Seniice? [ Form W-..,· --,
_F0~ 1099; _Docs ~ot repatt; -.LOtiac:-(specify) _____________ }
(f) Doc.a th= agcn.:y botid the worke:7 (Y~ _ .:-,io _2L._)
1SC FOl"fft J!9
. '
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15:09 .9-715-0684 NCDE~/Pl.RCHASING PAGE 06 'W1..,. -., --·-_ ......
' ________ _!•?--:~31'~--~ .. ~~--=· r~•=•~•~'-':■:d:•:-':z•_::Oa~_....===•:1,-:.,. _______ ~
14. nraNISIUNG '?00lS AND MATDlAL
(a) Stat.e the kizad and ftlue olrooll au cqmpmat 6lnmlaed by. The ac~:._~N~on~e;;_ _______________________ _
~ wor~r Typical busine~s SJJJ;lport ec,p1i pneor sucb as desk, computer,
printer, telephone, etc. -----------------------(b) Slat& &la.e kmd aod ft}~ ol 1upplicl ead aateriala flniaheA by: Tbea,eru;y._.JJl,liW;:... ___________________ _
Tne-.ukcr Typical pusiness suJ;lPlies s11cb as. paper, pens, etc
(c) wi,,, cxpcDK1 ar, iDc:urrcd by ibc worku in UM: performance o£ 1ervicca for tllc qency? ____ _
Travel, local transportation~ lodging, meals and incidentals
( d) Doca the -,ency rcimbunc: &.be •orm for MY ezpcuc,7 (Yu 2._ No_)
Uy:upecify the reimbuned apeas:s Travel 1 ocaJ rcaosportatj OD, J odging,
roeaJs and incidentals
'C SJGSIFlCA.'-t'T I~"'VESTML~"T
(a) Doe, cl~ work.er ha,-e a ma.new ul\'eitme.:I m I busineu re~ted to the ~'!.ZS pe-.-formcd~
X C'fca_?--o_UwoW11 )
(b) Ia a lier.nae n.cu.uary for tb.c v.-ark'? (Y:a_~o~Unknown x )
If ye1, what kiod of liGcJUc is r:quit~? ______________________ _
By v.·ho~ ia it is.aced? ___________________________ _
By ,a.•h!im ia ~ li":lK fee pa.id? ______________________ _
(c) Doc., Lh.e worker have ma.lpraaiu inlurG~? (YCJ _so_ Uo.bc·,.11 x ).
( d) If yea, ii the c.o.t of~ insura.nu paid for ~ the ar-:icy _ or worker __ '!
!6. WORKING FOR MOR£ TilA.'i 0?11"£ AGESC\' OR FIRM AT A Tl .. fE V . d d.
(a) Apprcmm.a.tcly how many bour, a day d~ tht •·orur pe....fonn ICMUS for th: -St:IC)~ries etpee l.Ilg
Oil dSA
(b) Doc.. the worxer perform a.unilaz .eni~ fer othcn? (Yr.a_ No_ t:~-n __x_)
Ifyei; Arc lheae acrvi=, perfonn,d on a daily buia for otAc: aacucics or~ genc:al public?
Perc:ntaac of time 1pcn1 in pcrfanni.q ~ K1'Vic:s for:
Thia &geDcy, _____ Gc:i:r&l l'ublic. ____ Unbov.i, (~cl:). _____ _
Docs the liJ:DC)' have priority 011 the work:r'1 time? (Yei _No_)
Jfao, e:,cp-·------------------------------
(c) la the work.er prohibited from CDIZlpc:izia with \lu: a,e:u:y citha' while pe:-!Qrmi.a.g sc:'\icu or during
acy lat.er period'? (Yt:j _So~
osc 1'-.!J9
,---1 03/29i ~D00 15:09 '1-715-0584 NCDE~/Pl.F?CHASING PAGE 07
.....
• • Har 18 •gs
Oflk1 of 1M Stat, 0111b'Olhr
fona Sit • b)loya.at lelars..lalp Qwt1ou1Cre
11 :C6 P.07
• ,-.,. .• 17. M.UJNG SRVIC£5 AV,\JLA9LE TO GENEIAL PDBUC
(•) Does the. warku petform ae:ni=a f« die 91CKY iwkr.
1k ar..JW:)"• buaiDc&i aamc ______ _
T1IA: wod:er'a ~ iwne Patrick A Barnes 00,er(spcafy) _____________________ _
(b) Docs ~ worm advcrtiae or maincaiil • bu,,ineu 1iatiDa iD &he telephone directory, l trade joumal, etc.
(Yea_No_ tlabown_:__)
tf --#4'-' yea,.,---:.---------------------------
(c) Poc.s ~ worker represent bimael! or henclf to th.e aencral public M bc.ini in blWlle.s& to perform Lhc
sur.e e:-aimilu SG.""'ic.ea? (Yea_!_ No_ l!wOW%2 _)
li~·;s, ~.:79,· ____________________________ _
(d) :Cvea t!.: -...orur hn: bis or bcr awn wp or otric:7 (\'ea~ No_ Unbown _)
!!yea., "-n.c:-c ____________________________ _
(c) DtU ~ ~ rcpr~,enc the Yt-orw u 11:1 emplcye..e of the Su.cc to the public7
(Ye~_so~UnknoW13_)
U .n.o, ~ ia the. ..,'Orker n:pt~ll1e ______________________ _
(f) Hmi., clid the a.ency lurn of the worker·, s:~'.' He was previously employed as an
independent science advisor after selection based on responses to a
~-RJGHT ro DlSCHAltGE request for proposals.
{a) w ti:.: 1£CZl')' dacbargc Lhc worur al a:iy time without incurring liability? (Yes2,._ No_) una. c;:,wn. __________________________ _
19. RJGHT TO ttR.MtsAtt
(a) CaD LI:.: WOThr t:r=inale Lh.e a.cmc.ei at any time -..ilhout incurrin& liability? (Ye£_!_ No_)
lf na, :xplain ___________________________ _
03/29;2000 15:09
,, . I r;19-715-0584 NCDE&NR/PURCHASING
..... -'17 ---P411----, --
20. PEUl7>110NOFPJlOPITORLOSS .
(Cu the w«kcr ioaa.r a loM ill die performance. a the performance of the~ for the agctM:)'7
(Y~_No x )
PAGE 08
l!Jt',~·--------------------------
Attach~ umca and addrcuca of~ total nu:ber of WOl"U-""Z in this dtia from page 1, or the name.sand
. addre..ca of 10 wdi workt:n jf there are mDf'C tbz1 10.
Attach a detailed explanatioa of why you bclie\'e th: work.er ia an iodcpeudent ~Dtrac:tor or i, a.n employee of
the agcncy. _ _:Th:.:.:::e:....:.:w::.o.::.rk::.e~r:;_:1:.:· s~an::.:....:in;:.::::d,;;.epe~n~d:!:e~n~t;;...:;c~o:!.:n~t•rlalla,lill,c~to~r...._.be~c""'ai.l,11 ... slliie-.ibliii,e_WJ11.· J_,Ji-.i.D.u.A,1,1,t_· .be=.. .... u.:.s .. i vu;g!,-
. •·-· _facilities or egw,prnept or the di yi si on. The w01:::k9;r:;: u,ill bs determining hie
work schedule and hm1rs of work The worker wi J J ~ot bs &UopQrv:i.see ~ t.he
division. The worker will he compensated based AD d&linQrsbJe& aad4iiomplstioH
-~f tasks rather than hours worked.
i ,:::E~TIFY ch.it all copies of c.octracu and all &Ul::1e:.s su'bmiucd he:~th arc cn:e, corrcc.L, and t.atoplcte tc.
the. tic!l of my .lt·lO'lilokcig: aiid belief.
(Sir.ti: ~~~ lb, ~,.A, /4:::::'.'.'.'.
(TC:( PCB Landfill Project Manager
(Add."!!!; 1646 Mail Service Center; Raleigh, NC 27699-1646
(TelepJ,one Nurnu.,:\ _ __,,(....,9 __ 19"""").....;..7.;:;.;33;;..--'4=9-=--96,_.,;:ex=t-:3;;..;;0;..;;8 ______ _
*** Remarks
9. DOING WORK ON EMPLOYER'S PREMISES
The nature of the job will dictate the location of the work.
done at the worker place of business, some work will be done
and some work may be done at the state-owned landfill.
Some work will be
at public meetings,
The products assembled by the worker will be written documents such as reports,
letters, and newsletters.
.., .
Estimated cost for task: Total cost is $45,100. Per month cost is $2,200 for months 1-17 of the contract
and $1,100 for months 18-24 of the contract
Requirements for payment: In his monthly invoice the Advisor must include a detailed listing of expenses.
Receipts for air travel, lodging, and car rental must be included. Reimbursements will be made in
compliance with applicable policies as contained in the Budget Manual of the State ofNorth Carolina.
NONTHCF
CONTRACT 1
1 $ 80'.)
2 $ 80'.)
3 $ 80'.)
4 $ 80'.)
5 $ 1,600
6 $ 1,600
7 $ 1,600
8 $ 1,600
9 $ 1,600
10 $ 1,600
11 $ 1,600
12 $ 1,600
13 $ 1,600
14 $ 1,600
15 $ 1,600
16 $ 1,600
17 $ 1,600
18 $ 1,600
19 $ 1,600
20 $ 1,600
21 $ 1,600
22 $ 1,600
23 $ 1,600
24 $ 1,600
TOTAL
CONTRACT $ 35,AX>
ESTIMATED PAYMENT SCHEDULE
FOR TECHNICAL COMMUNTIY ADVISOR
TASKNUNBER
2 3 4 5 6
$ 1,600 $ 6,400 $ 1,600 $ 2,400 $ 2,00J
$ 1,600 $ 6,400 $ 1,600 $ 2,400 $ 2,00J
$ 1,600 $ 6,400 $ 1,600 $ 2,400 $ 2,00J
$ 1,600 $ 3,200 $ 1,600 $ 2,400 $ 80'.)
$ 1,600 $ 3,200 $ 1,600 $ 2,400 $ 80'.)
$ 1,600 $ 3,200 $ 1,600 $ 2,400 $ 80'.)
$ 1,600 $ 80'.) $ 400 $ 80'.)
$ 1,600 $ 80'.) $ 400 $ 80'.)
$ 1,600 $ 80'.) $ 400 $ 80'.)
$ 1,600 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$ 400 $ 80'.) $ 400 $ 80'.)
$21,600 $ 43,AX> $ 9,600 $21,600 $ 22,1:ro
TOTAL.FOR
7 NONTH
$ 2,200 $ 17,axJ
$ 2,200 $ 17,axJ
$ 2,200 $ 17,axJ
$ 2,200 $ 12,600
$ 2,200 $ 13,400
$ 2,200 $ 13,400
$ 2,200 $ 7,400
$ 2,200 $ 7,400
$ 2,200 $ 7,400
$ 2,200 $ 7,400
$ 2,200 $ 6,200
$ 2,200 $ 6,200
$ 2,200 $ 6,200
$ 2,200 $ 6,200
$ 2,200 $ 6,200
$ 2,200 $ 6,200
$ 2,200 $ 6,200
$ 1,100 $ 5,100
$ 1,100 $ 5,100
$ 1,100 $ 5,100
$ 1,100 $ 5,100
$ 1,100 $ 5,100
$ 1,100 $ 5,100
$ 1,100 $ 5,100
$45,100 $ 199,100
Project performance will be analyzed by the DENR Project Manager using the earned value method. A
Gantt chart is included which breaks the project tasks into subtasks which will be used in the analysis.
Project Name: Technical Community Advisor Task ID Task Name Schedule Start Schedule Finish zuuu .. uv' zuuz .J .J A s 0 N D .J ,. Ill " Ill .J .J A 8 u N u .J ,. Ill A Ill .J .J 1.0 !Attendance at Project and CAB Meetings 06/15/0( 06/1410, 1.1 Before Detoxification Contractor hired 06/15100 10/14/00 u 777. '777, TT,> 7,1-, 1.2 After Detoxification Contractor hired 10115/00 06/14/02 ,,, 'F/ ,,, ,, ,,. ,,, ,,, ,, ,, ,,, ,,, ,,. ,,, ,,, ,,, ,,, ,,, •n 2.0 Document Review and Prnantatlon 06/15/0( 06/1410, 3.0 Technical Assistance for Local Resources 06/15/0( 06/1410. 4.0 Measuring Outreach Performance 06/15/0( 12/1410C 4.1 Develop system to measure performance 06115100 09/14/00 r ,,, ,,, ,,._, 4.2 Evaluate and modify system 09/15100 12/14/00 ,,, 5.0 Newsletter Preparation and Distribution 06/15/0( 06/14/0.; 5.1 Prepare newsletter 06/15/00 09114/00 VT, '7TH, •.r;r,,z TA-, 5.2 Prepare and/or assist CIC in preparing newsletter 09115100 12114/00 ,, ,,, " 5.3 Contribute information to newsletter 12/15100 06/14/02 ,,, ,,, // ,, '/ '// ,,, ,,, // ,,. ,,,, ,,, ,,,, ,,, ,,,, ,,, ,,,,, ,,, ,,,, 6.0 Miscellaneous Assistance 06/15/0( 06/1410, 6.1 Assistance in starting redevelopment plans 06/15100 09/14/00 r ,,, ,, ,,, ,. 6.2 Assistance requiring technical expertise 06/15100 06/14/02 ~T. 'TT TT CT •TT •= = ,,, ,,, // ,,, '// ,,, ,, ,,, ,,, ,,, ,, ,,, ,,, ,, ,,, ,, ,,, 7.0 Travel and Lodging 06/15/0(] 06/1410. 7.1 Travel end lodging 06/15100 06/14/02 ~T 'FT TT ,, ,, 'TT 'TT ,, '/ ,,, '/ ,,, '/ '/ ,, ,,, ,,, // '/ ,,, '/ '/ ,,, '/ 'A PMB -Proposed Timeline 06/04/00
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Travel Policies and Regulations
Purpose
SECTION 5
PAGEl
Statutory regulations for per diem, transportation, and subsistence allowances for state
departments, agencies, boards, commissions, committees, and councils are contained in
G.S. 138-5, 138-6, and 138-7. It is the intent of this section to provide statements of
policy to enable state departments and agencies a comprehensive reference for uniform
interpretation to pay or reimburse allowable state travel expenses pertaining to official
travel and subsistence.
Employee Responsibility
An employee traveling on official state business is expected to exercise the same care in
incurring expenses that a prudent person would exercise if traveling on personal business
and expending personal ftmds. Excess costs, circuitous routes, delays, or luxury
accommodations and services unnecessary, unjustified, or for the convenience or personal
preference of the employee in the performance of official state business are not acceptable
under this standard. Employees will be responsible for Wlauthorized costs and any
additional expenses incurred for personal preference or convenience.
Travel Policies for State Employees
Per Diem Compensation
Per diem compensation is not applicable for state employees.
Subsistence Rates
The maximum allowable statutory rate (G.S. 138.6) for meals and lodging is $81.00 for
in-state travel and $93.00 for out-of-state travel. The Payment of sales tax, lodging tax,
local tax, or service fees applied to the cost of lodging is allowed in addition to the lodging
rate and is to be paid as a lodging expense.
The employee may exceed the part of the ceiling allocated for lodging without approval
for overexpenditure provided that the total lodging and food reimbursement that the
employee is entitled to for that day does not exceed the maximum allowed daily
subsistence.
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE2
The following schedule shall be used for reporting allowable subsistence expenses incurred
while traveling on official state business:
Breakfast
Lunch
Dinner
Lodging (actual, up to)
Total
Authorization for Lodging
In-State
$ 6.00
$ 8.00
$14.00
$53.00 <actual, up to)
$81.00
Out-of-State
$ 6.00
$ 8.00
$16.00
$63.00 (actual, up to)
$93.00
Written approval by the department head or his or her designee must be obtained in order
to qualify for reimbursement for overnight stays. Supervisory personnel certifying the
reimbursement request as necessary and proper must require documentation from the
traveler to substantiate that the overnight lodging was necessary and accomplished. The
travel must involve a travel destination located at least 35 miles from the employee's
regularly assigned duty station (vicinity) or home, whichever is less.
Reimbursement for Lodging
Each employee is responsible for his or her own request for reimbursement. The travel
must involve a travel destination located at least 35 miles from the employee's regularly
assigned duty station (vicinity) or home, whichever is less. Requests for reimbursement
should be filed within 30 days after the travel period ends for which the reimbursement is
being requested. Specific dates of lodging must be listed on the reimbursement request,
and substantiated by a receipt from a commercial lodging establishment, not to exceed $53
per night for in-state lodging or $63 per night for out-of-state lodging. Reimbursement for
lodging in an establishment treated as an apartment building by state or local law or
regulation is not allowed unless approved by the Office of State Budget and Management
in advance.
Telephone access fees for business calls are considered a miscellaneous expense.
Telephone access fees for personal calls are not reimbursable. Baggage handling tips may
be claimed as "Miscellaneous." Excessive tips must be documented with a receipt.
BUDGET MANUAL
STA TE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
Convention Registration
SECTION 5
PAGE6
State law allows reimbursement of the actual amount of convention registration fees as
shown by a valid receipt or invoice [G.S. 138-6(a)(4)].
Passports
Reimbursement for cost incurred in obtaining or renewing a passport may be made to an
employee who, in the regular course of his duties, is required to travel overseas in the
furtherance of official state business. Passport expenses are chargeable to the same fund
that supports the employee's trip.
Transportation by Common Carrier
Reimbursement for air, rail, or bus fare is limited to actual coach fare, substantiated by
receipt.
Transportation by International Flights
Employees traveling internationally on overseas flights may be reimbursed actual business
class fare (substantiated by receipt) with prior approval of the department head or his or
her designee.
Penalties and Charges Resulting from Cancellations
Penalties and charges resulting from the cancellation of airline resetvations (or other travel
resetvations) shall be the department's obligation if the employee's travel has been
approved in advance and the cancellation or change is made at the direction of and for the
convenience of the department. If the cancellation or change is made for the personal
benefit of the employee, it shall be the employee's obligation to pay the penalties and
charges. However, in the event of accidents, serious illness, or death within the
employee's immediate family, or other critical circumstances beyond the control of the
employee, the department shall pay the penalties and charges.
Super Saver Rates
When traveling by common carrier to conduct official state business, employees traveling
to their destination earlier than necessary and/or delaying their return to avail the state of
reduced transportation rates may be reimbursed subsistence for additional travel days if,
BUDGET MANUAL
STATE OF NORTH CAROLINA
OFFICE OF STATE BUDGET AND MANAGEMENT
SUBJECT: Travel Policies and Regulations
EFFECTIVE DATE: October 1, 1999
SECTION 5
PAGE8
herein stated in the State Budget Manual. Also, if a state employee's position
qualifies him or her for a permanently assigned state vehicle and the employee
chooses to drive his or her personal vehicle, then the agency can reimburse the
employee at the Motor Pool rate (23 cents) not the IRS rate.
Transportation by a Rental Vehicle
Rental vehicles may be used; however, rental vehicles are not to be used at state expense
solely for the convenience or personal preference of the employee. A receipt is necessary
for reimbursement.
Transportation by Chartered Aircraft
The use of charter aircraft must be approved by the department head or his or her
designee, provided the following is substantiated and put in writing:
• A state aircraft is not available or not appropriate for the size of the
party traveling or the destination airport.
• The use of a charter flight is more economical than a commercial flight.
• The use of a charter flight is necessary because of unusual travel
circumstances.
Transportation by Use of Aircraft Owned by a State Employee
Reimbursement for costs incurred in the use of aircraft, owned by a state employee, on
official state business may be approved by the department head or his or her designee,
provided the following is substantiated and put in writing:
• The use of the aircraft owned by a state employee is necessary because
of unusual travel circumstances and is not for the sole convenience of
the employee who owns the plane.
• The use of the aircraft, owned by a state employee, at the rates
published below is cheaper than any other method of air travel.
• The allowable reimbursement rate for aircraft owned by a state
employee is $.68 per mile per passenger.
SCOPE OF SERVICES FOR PCB LANDFILL
TECHNICAL COMMUNITY ADVISOR
♦ Task 1: Attendance at Project and CAB Meetings
Under this task the Technical Community Advisor (Advisor) will attend monthly project meetings between
the Detoxification Contractor and the Department of Environment and Natural Resources (DENR) Project
Manager and will attmd monthly meetings of the Community Advisory Board (CAB). His purpose at the
project meetings will be to access whether community involvement as outlined in the Community Outreach
and Involvement Plan and other community concerns that may arise during the project are being addressed.
The Advisor will meet with DENR Project Manager and the Community Involvement Coordinator after the
project meeting to discuss any concerns from the meeting and any advice based on the concerns. He will
also help clarify any technical issues in non-technical terms for Community Involvement Coordinator. The
Advisor will provide monthly reports of these efforts to the community at the CAB meeting. Based on the
current detoxification schedule, meetings involving the Detoxification Contractor will not commence until
approximately month four of the advisor's contract.
Estimated cost for task: Total cost of $35,200. Per month cost: $ 800 for months 1-4 of contract and
$1 ,600 for months 5-24 of the contract.
Requirements for payment: The Advisor must include in his monthly invoice a brief report summarizing his
attendance at the listed meetings, any comments he feels appropriate concerning the meetings, and any
information from these meetings that should be passed on to DENR or the community. He should also
include an estimate of cumulative percent completion for each subtask as identified on the included Gantt
chart and a copy of any written material that he provided at any of these meetings.
♦ Task 2: Document Review and Presentation
Proper communication is key to the success of any project. As in the past, under this task, the Advisor will
review various technical documents and communicate their meaning to the general community. This
includes presenting the results of design documents as well as assisting with explanation of the Request for
Proposal and contracting process. The Advisor will provide monthly reports of these efforts to the
community at the CAB meeting.
Estimated cost for task: Total cost is $21,600. Per month cost is $1 ,600 for months 1-10 of contract and
$400 for months 11-24 of the contract.
Requirements for payment: In his monthly invoice the Advisor must include a brief report summarizing his
efforts under this task. He should also include an estimate of cumulative percent completion for each
subtask as identified on the included Gantt chart and a copy of any written material that he provided as a
part of this task.
♦ Task 3: Technical Assistance in Screening and Identifying Local Resources
A major component of the approved Community Outreach and Involvement Plan is involving local
businesses and residents in the financial benefits of the project The Advisor will assist the Community
Involvement Coordinator and Job Developer in the identification of local firms that may be needed in the
detoxification project. The Advisor will help inform local businesses of other resources (such as the North
Carolina Institute of Minority Economic Development and Region K-Certified Development Company)
which may enhance their capacity to participate in the detoxification project. He will provide consulting
services to the Community Involvement Coordinator and Job Developer about job requirements and
recommended training for workers to help facilitate their effort in the screening of potential project work
force applicants.
The Advisor will prepare a Local Business Resources notebook containing information about local
businesses. This notebook will be an expanded version of the list found in Appendix 2 of the Community
Outreach and Involvement Plan and contain contact information for finns and listing any pertinent
information such as contractor licenses the firms have or Historically Underutilized Business certification.
This initial notebook should be completed by the end of August and reviewed monthly during the
construction phase to update information on firms that indicated they where in the process of obtaining
licenses or certifications that might enhance their ability to participate in the project The Advisor is
encouraged to use the PCB Community Advisory Board office secretary to help in this effort
The Advisor will conduct an information session for local finns to infonn them of information they can
provide; such as licenses, certifications, and equipment; to put in the Local Business Resources notebook.
At the session the Advisor will also identify some of the resources available to firms that are listed in the
Community Outreach and Involvement Plan. The Advisor will inform the resource agencies of this
meeting so they can send representatives and/or materials if they choose. This session should be completed
by the end of the third month of the contract
The initial effort will be extensive and require the environmental, small business and minority business
expertise of the Advisor. After the initial effort, however, it is felt that the Community Involvement
Coordinator and the Job Developer can maintain the Local Business Resources notebook. The Advisor will
be expected to advise them on how to do this. The Advisor will remain available after the initial effort to
advise the Community Involvement Coordinator and Job Developer should they have questions.
The Advisor will notify the DENR Project Manager if there is a need for funds for the duplication of
materials or other expenses for the information session. The DENR Project Manager will arrange for these
services outside this contract.
Estimated cost for task: Total cost is $43,200. Per month cost is $6,400 for months 1-3, $3,200 for months
4-6 and $800 for months 7-24 of contract.
Requirements for payment: In his monthly invoice the Advisor must include a briefreport summarizing his
efforts. He should also include an estimate of cumulative percent completion for each subtask as identified
on the included Gantt chart. The Advisor will provide a Local Business Resources notebook and conduct a
local business information session by the end of the third month of the contract
♦ Task 4: Measuring and Monitoring Outreach Performance
The outreach goals and objectives of this project have been clearly communicated in the Community
Outreach and Involvement Plan. However, in order to maximize the achievement of these goals by the
Detoxification Contractor, routine monitoring and measurement must be performed. The Advisor working
with the DENR Project Manager will create a system to properly gauge the success of the outreach effort
and to report the findings to the community. This system will be developed in the first three months of the
Advisor's contract. The system should include a form (such as a spreadsheet) for the Detoxification
contractor to fill out and provide at monthly project meetings. For the remainder of the task, he will
evaluate the success of the mechanism in monitoring outreach performance and advise of any changes
required After the construction phase, less of an effort will be required and monitoring by the Advisor will
be considered a part of Task 1 or Task 6.
Estimated cost for task: Total cost is $9,600. Per month cost is $1 ,600 for months 1-6.
Requirements for payment: In his monthly invoice the Advisor must include a brief report summarizing his
efforts. He should also include an estimate of cumulative percent completion for each subtask as identified
on the included Gantt chart. The Advisor will provide a system for monitoring outreach performance by
the end of the third month of the contract
♦ Task S: Newsletter Preparation and Distribution
Over the two year life of the project, the results of activities outlined in the above tasks as well as general
construction progress will be communicated to the public through a monthly newsletter. The newsletter
will also include information on redevelopment of the site following the detoxification. Preparation of a
newsletter is one of the responsibilities listed in the grant application for the C.Ommunity Involvement
C.Oordinator. However, the C.Oordinator will probably not have a technical background and will need
assistance in preparing the technical sections of the newsletter. The C.Oordinator has not been hired as of
the beginning of this contract and more assistance will be needed in the first six months of the project to
prepare the initial newsletters. It is expected that the C.Oordinator will be able to take over full
responsibility for preparing the newsletter by the sixth month of this contract After that the Advisor will
provide input to the newsletter based on his involvement in the preceding tasks.
Funds were allocated in the C.Ommunity Involvement Coordinator grant for materials and duplication. The
Advisor will notify the DENR Project Manager if there is a need for funds for that purpose .. The DENR
Project Manager will arrange for these services outside this contract
Estimated cost for task: Total cost is $21,600. Per month cost is $2,400 for months 1-6 and $400 for
months 7-24 of the contract ..
Requirements for payment: In his monthly invoice the Advisor must include a brief report summarizing his
efforts. The Advisor should include an estimate of cumulative percent completion for each subtask as
identified on the included Gantt chart and a copy of any written material that he provided as a part of this
task.
♦ Task 6: Miscellaneous Assistance
Based on previous experience, the assistance of the advisor may be needed to assist in various activities
such as the assistance to the CAB in writing letters requiring technical or business expertise, or to address
other issues that may arise during the project. During the first six months of the contract, the Advisor's
assistance will be needed to help the community start exploring redevelopment opportunities.
Estimated cost for task: Total cost is $22,800. Per month cost is $2,000 for months 1-3 and $800 for
months 4-24 of the contract.
Requirements for payment: In his monthly invoice the Advisor must include a brief report summarizing his
efforts. The Advisor should include an estimate of cumulative percent completion for each subtask as
identified on the included Gantt chart and a copy of any written material that he provided as a part of this
task.
♦ Task 7: Travel and Lodging
Most of the previous tasks will require the Advisor's presence in Warren C.Ounty. The Advisor lives in
Orlando, Florida. It is estimated that he will make two trips a month to Warren C.Ounty and that his stay
will be approximately five days per visit Travel, lodging and subsistence are allowed expenses.
Allowable subsistence and lodging expenses will be the same as is allowed for state employees listed in the
Budget Manual of the State of North Carolina. Reimbursements will be made in compliance with
applicable policies as contained in the Budget Manual of the State of North Carolina Pages from the
Travel Policies and Regulations section of the Budget Manual that address subsistence rates, lodging,
transportation by common carrier, and transportation by rental vehicle are attached for reference.
QUALIFICATIONS OF PATRICK BARNES
TO SERVE AS TECHNICAL COMMUNITY ADVISOR
In 1982 a landfill pennitted under the Toxic Substances Control Act was constructed in Warren
County, North Carolina The pmpose of the landfill was to contain soil that had been contaminated from
the illegal spraying of liquids containingpolycblorinated biphe:nyls (PCB) along 210 miles of road in North
Carolina. The contaminated roadsides were listed as a Superfund site and the Warren County PCB Landfill
was the selected remedy. Many in the community feh that the Warren County was the selected location for
the landfill because it has a predominantly minority population and is one of 1he poorer counties in the
state. Residents and civil rights leaders vehemently protested the location of the landfill in Warren County.
That community activism was considered the "watershed event'' that brought environmental justice to the
national level
The governor of North Carolina at 1he time, James B. Hunt., Jr., wrote a letter to the citiz.ens promising
that the state would "push as hard as it can for detoxification of the landfill when and if the appropriate and
feasible technology is developed." A study conducted in the mid-1980s concluded that no such technology
was available. When Governor Hunt was re-elected in 1994, a Joint Warren County/State PCB Landfill
Working Group (Working Group) was established to study the status of the landfill and determine the
feasibility of detoxification. Several members of the community were appointed to the Working Group to
represent local interests while the Department of Environment and Natural Resources Division of Waste
Management (DWM) represented the state's interests. The community members did not have the technical
backgrounds associated with environmental remediation. The Working Group requested that an
independent science advisor be hired. A request for proposals was issued for the position with
qualifications included the following:
♦ The ability to provide a variety of skills necessary to objectively offer scientific advice to
members of the working group concerning the PCB Landfill
♦ A demonstrated knowledge of toxic substances with emphasis on PCBs, dioxins, and furans.
• Academic training in a relevant science or engineering field.
• A demonstrated working knowledge and technical ability to coordinate scientific and technical
experts and -information in the areas required for the efforts in evaluating and detoxifying the PCB
Landfill.
♦ The ability to communicate and translate technical and scientific information into terms
understandable to the public while maintainine scientific or technical accuracy and objectivity.
♦ Demonstrated experience with clients who did not possess extensive technical backgrounds.
♦ The ability to draft, review and interpret various technical documents and write reports for the
Working Group.
♦ The ability and commitment to attend scheduled meetings and attend special or non-routine
meetings upon request by the Working Group.
Mr. Patrick A Barnes and Mr. Joel Hirshhorn were selected from the respondents to the request and
were hired to serve as independent science advisors during the evaluation of the existing landfill and the
selection of an appropriate detoxification technology. Their contracts ended with the selection of a
detoxification technology.
The selection of a detoxification technology completed the mission of the Working Group. A new
Citizens Advisory Board (CAB) was established in 1999 whose mission is to work together to complete
detoxification of the landfill. The remaining phases of the detoxification project are treatment and
restoration/demobilization. The treatment phase will include completion of the remediation design, site
preparation, obtaining required pennits, excavation of landfill materials, demonstration testing of the
process, soil treatment, process wastewater treatment, and monitoring/testing of air, soil, and water. The
restoration/demobilization phase will include backfilling of material; reclamation of the site; and
decontamination, dismantlement, and demobiliz.ation of the equipment The CAB feels that there is a need
for a technical community advisor during this phase based on their experience during the technology
selection phase. The DWM would like to support that request through a personal services contract with
Mr. Patrick A. Barnes.
The requirements for a technical community advisor during the remaining phases of the detoxification
and redevelopment project are essentially the same as were required for an independent science advisor
during the technology selection phase as noted above. Experience during that phase also indicated that the
person chosen for the personal service contract must be able be work cooperatively with the DWM, CAB,
and community while providing independent. objective technical support to the c0Dm1unity.
Mr. Barnes has the qualifications required as can be noted from reviewing his attached resume. Mr.
Barnes is a professional geologist registered in the States of Florida and North Carolina In addition to his
work with the PCB Landfill in Warren County, he has experience consulting on numerous hazardous waste
assessment issues and as a technical advisor on remediation projects including the Wingate Superfund site
in Fort Lauderdale, Florida and the Love Canal site in New York. He has been involved in several
c0Dm1nnity involvement efforts including Restore Orlando, the African American Olamber of Commerce
of Central Florida and the Fort Lauderdale Wingate Superfund site. Mr. Barnes has received several
awards for his efforts including the Nations Bank Amos Tuck Business Scholarship Award for individuals
dedicated to business growth and community economic development in minority communities, the African
American Chamber of CoDllllerce of Central Florida award for Businessman of the Year honoring the
African American businessman most dedicated to business growth and community outreach, and the
African American Chamber of CoDllllerce of Central Florida Professional Service Company of the Year
Award for outstanding dedication to professional service of its client.
As an independent science advisor during the selection of the detoxification technology he worked
with the DWM and community representatives and gained the trust and respect of both. The CAB
specifically requested that Mr. Barnes be hired based on his previous performance. He has coDllllunicated
technical infonnation in a manner that the local community can understand.
During the Phase III Final Design for the PCB Detoxification project. Mr. Barnes, as an employee with
Barnes, Ferland, and Associates, prepared the Community Outreach and Involvement Plan for the project.
This plan contains pertinent information, resources and programs that may be used to facilitate and/or
enhance the positive impact of the project on the Warren Count community. It presents an approach to
maximiz.e local business involvement and economic benefits associated with the detoxification and
redevelopment of the PCB Landfill To prepare this plan, he contacted many community organizations
including those involved with education, business, religious, community development. labor and
contractors. The DWM and CAB want the local community to benefit as much as possible from the
financial opportunities provided by the detoxification project. As the author of this plan, Mr. Barnes has
personal understanding of the plan and its implementation. In addition Mr. Barnes can be technical and
business resource for the Community Involvement Coordinator and Job Developer who will support the
detoxification effort through an EPA grant.
The DWM feels that the selection of Mr. Barnes is justified because he is has the required technical
background and experience; the detailed knowledge of the history, objectives, and requirements of the
detoxification project; and had proven himself successful in working and communicating with both DENR
and community.
PATRICK A. BARNES, P.G.
PRESIDENT/SENIOR HYDROGEOLOGIST
AREAS OF SPECIALIZATION
As President of BF A, Mr. Barnes is respoDS1ble for the management of all day-to-day activities, client liaison and
market development. He also manages the water resource needs for several of BF A's municipal clients. He has
designed and conducted numerous large-scale site water resource evaluations, managed several numerical and
analytical groundwater flow analyses for contamination and water supply projects. He has also designed and
performed hydrogeological investigations for many municipal and haz.ardous waste landfills. Mr. Barnes works
extensively in the minority community and has functioned as the minority business utili:zation coordinator for
several multi-million dollar municipal construction projects. With TAMS Consultants, Inc. of New York, he was
responsible for the analysis and characteri:zation ofhaz.ardous conditions at several superfund (CERCLA) sites. At
the Lamont-Doherty Geological Observatory of Columbia University, Mr. Barnes was involved in various aspects
of environmental and scientific research.
EXPERIENCE
Barnes, Ferland and Associates, Inc., President
Dyer, Riddle, Mills & Precourt, Inc., Manager, Hydrogeology Dept.
TAMS Consultants, Inc., Project Hydrogeologist
Lamont & Doherty Geological Observatory, Research Assistant
EDUCATION
S.U.N.Y. at Stony Brook, B.S. Geology, 1985
Graduate Study in Seismology, Geophysics and Water Resources
PROFESSIONAL REGISTRATION
Professional Geologist, FL
Professional Geologist, NC
CERTIFICATION
OSHA certified for hazardous materials handling and site supervision.
ASSOCIATIONS
Florida Association of Professional Geologists Board Member
Association of Ground Water Scientists and Engineers -NGW A
National Society of Black Engineers
African American Chamber of Commerce Board Member
Restore Orlando Board Member
AWARDS
1994-Present
1988-1994
1986-1988
1985-1987
• Nations Bank -1998 Winner of the AMOS TUCK Business Scholarship Award. One of two awardees
selected by Nations Bank in the southeast. The award is given to individuals dedicated to business growth
and community economic development in minority communities.
• African American Chamber of Commerce of Central Florida -1997 Businessman of the Year -The award is
given to the African America businessman most dedicated to business growth and community out reach.
• Black Business Investment Fund -1997 Honored Business Award-This award is given to successful
graduates of the BBIF outreach program. Graduation indicates ones ability to survive in the mainstream
business community
BFA
• National Society of Black Engineers -1996 Businessman of the Year-This award is given to the owner of an
engineering business that has experienced tremendous growth over the past year.
• African American Chamber of Commerce of Central Florida -1996 Professional Service Company of the
Year-This honor is given to the company that exemplifies the outstanding dedication to professional service
of its clients.
• National Society of Black Engineers of Central Florida Alumni Extension -1995 Entrepreneur of the Year-
this award is given to the member that demonstrates the most entrepreneurial sprit.
COMMUNITY INVOLVEMENT
• Restore Orlando -Board of Directors. Restore Orlando is a community-based Christian organization
dedicated to rebuilding improvised areas of Orange County.
• African American Chamber of Commerce of Central Florida -Founding member, served as Vice Chairman
and Chairman of several committees including economic development and resource.
• National Society of Black Engineers -Central Florida -Founding member and active participant in pre-
college incentives.
• Florida Association of Professional Geologists -Founding member currently serving on the Board of
Directors and as Treasurer.
• Joint Warren County PCB Landfill Working Group -Served as Science Advisor to community desiring to
detoxify the landfill. Successfully provide technical services needed to communicate the often complex,
project issues to the citizens and aided in securing funding for remedial design of the landfill.
• Fort Lauderdale Wingate Superfund Site -Served as Technical Advisor charged with incorporating the
community's concerns into remedial design of the facility.
HAZARDOUS WASTE/ CONTAMINATION ASSESSMENT EXPERIENCE
• Warren County PCB Landfill -BF A Project Manager -Facility Site Investigation and Detoxification Design.
Also served as Science Advisor responsible for review and analysis of technical information concerning the
safety of the State's PCB Landfill. Developed and implemented a field Sampling Plan to characterize the
condition of the facility and communicated the results to the Community and State officials.
• Fort Lauderdale Community Development Commission (CDC) -Community Technical Advisor working
under an EPA Grant to assist the CDC in understanding the technical ramifications of the proposed Superfund
remedy to the former Wingate incinerator. Worked to reopen the Record of Decision and incorporate issues
important to the residents of the Wingate area.
• FOOT -Performed contamination screening, evaluations for PD&E studies for several road-widening projects
including S.R. 776, U.S. 41 and S.R. 78. This work included Phase-I transaction audits of over 100
properties. Phase II assessment activities were required at several of the sites.
• NYSDEC -Love Canal Emergency Declaration Area -Sample collection and handling, health and safety
monitoring, landfill liner placement inspection, facility closure activities inspection, monitoring well design
and construction inspection, and community relations.
• NJDEP -International Flavors and Fragrances Plant (CERCLA) -Monitoring well construction supervision,
groundwater, surface water and sediment sampling, health and safety personnel monitoring and surface
geophysical survey design and supervision.
BFA
• NJDEP-GEMS Landfill RI/FS (CERCLA) -Monitoring well construction supervision, groundwater, surface
water and sediment sampling, health and safety personnel monitoring, decontamination activities supervision,
aquifer testing, and groundwater treatment systems pilot testing.
• USEPA -Bridgeport Rental and Oil Services (BROS) Lagoon RI/FS (CERCLA) -Performed soil and
sediment sample handling site characterization and health and safety monitoring. RI/FS report development.
• NJDOT -Glassboro Landfill -Developed field sampling and testing plan, performed monitoring well
construction supervision and sampling. Supervised geophysical survey including soil resistivity and terrain
conductivity.
• Armonk, NY RI/FS -Prepared field sampling and testing plan. Performed sampling and sample handling for
monitoring wells, lake sediment, and hazardous waste containers, also performed field screening of samples
using a portable gas chromatograph.
• City of Palm Bay (fire station) -Developed and implemented a CAR and RAP for leaking underground fuel
tanks. Remedial methods included groundwater withdrawal, treatment and reintroduction. Treatment was
accomplished with air stripping and treated water was discharged in the shallow aquifer through infiltration
wells.
• City of Titusville -Implemented contamination assessment activities and developed a CAR for the City's
police station.
• Brunetti Property Landfill Impact Assessment -Designed and implemented a field sampling and testing plan
to determine the effect of the Orange County landfill on directly adjacent ground and surface water bodies.
• SCEA -Wrights Road C&D Landfill -Developed groundwater impact assessment plan. Developed and
implemented groundwater and soil remedial action plan. Contaminants included primarily heavy metals.
• SCEA -Upsala Road Landfill Contamination Assessment -Developed a CA field sampling and testing plan.
Supervised monitoring well construction and sampling activities. Developed recommendation based on
results. Contaminants included primarily pesticides.
• Lake County -Astatula I and II Landfill Contamination Assessment -Developed field sampling and testing
work plans as well as quality assurance and health and safety plans. Designed and implemented surface
geophysics investigation program using terrain conductivity and field screening using photo gas
chromatograph.
City of Ormond Beach Municipal Landfill-Developed permitted and implemented a comprehensive ground
and surface water, monitoring plan to assess the current and long term potential impact of the facility on the
neighboring environment.
• City of Palm Bay -Performed over 33 Phase I and II contamination assessments for real estate transactions.
• City of Ormond Beach -Principal in Cllarge of UST contamination assessment activities and the development
ofremedial action plans for three (3) City-owned facilities.
WATER RESOURCE EVALUATION/ SUPPLY EXPERIENCE
• City of Edgewater -Well field development impact assessment, consumptive use permitting and construction
management services. Development of a well field groundwater flow model using the PLASM flow code.
BFA
• Orlando Utilities Commission -Principal in Charge ofBFA's work activities related to the development and
implementation of a lower Floridan aquifer testing program for south and southeast Orange County, and
construction of production wells at the Conway and planned southeast Water Treatment Plants.
• City of Jacksonville -Principal in Olarge of BFA's activities in the development of an aquifer testing
program and construction for the planned Ridenour Well field improvements.
• Utilities Commission. City of New Smyrna Beach -Project Manager for wellfield design and impact
assessment modeling, permitting, development of supporting documents, administrative hearing assistance,
well specifications and construction management services.
• City of Lakeland -Wellfield site aquifer testing and impact assessment modeling. Production well
construction management, environmental monitoring and mitigation plan development.
• City of Titusville -Project Manager for development of groundwater resource management plans for the Area
II and Area III well fields, sustainable yield determination through groundwater flow/solute modeling, and
consumptive use permitting.
• City of Titusville -Project Manager for water resource and sources evaluation, RO feasibility evaluation and
future wellfield expansion area determination. Developed and implemented a detailed hydrogeologic testing
program.
• Florida Cities Water Company -Performed Waterway Estates wellfield and aquifer testing, water use
permitting, and saline interface monitoring activities. Wellfield design specifications and construction
management.
• Venice Gardens Utility -Development and implementation of an injection well mechanical integrity test to
determine the operational status of the Utility's brine injection well.
• City of Ormond Beach -Project Manager for aquifer testing, groundwater flow modeling and consumptive
use permitting, also performed well field design and construction management.
BFA
Project Name: Technical Community Advisor Task ID Task Name Schedule Start Schedule Finish 2000 ~UUl 2uu2 J J A s 0 N u J t-M A M J J A s u N u J F M A M J J 1.0 Attendance at Project and CAB Meetings 06/15/00 06/14/02 1.1 Before Detoxification Contractor hired 06/15/00 10/14/00 Vh 1////// //////, ////// ~ 1.2 After Detoxification Contractor hired 10/15/00 06/14/02 '1//// //////, 1////// 1////// //////, ////// //////, '1/////, ////// //////, '////// //////, '///// '/////, ////// //////, '//J 2.0 Document Review and Presentation 06/15/00 06/14/02 3.0 Technical Assistance for Local Resources 06/15/00 06/14/02 4.0 Measuring Outreach Performance 06/15/00 12/14/00 4.1 Develop system to measure performance 06/15/00 09/14/00 r/,,., 1////// //////, ~ 4.2 Evaluate and modify system 09/15/00 12/14/00 '-V/, 1////// //////, '1/,1 5.0 Newsletter Preparation and Distribution 06/15/00 06/14/02 5.1 Prepare newsletter 06/15/00 09/14/00 Vh 1////// '1/////, ~ 5.2 Prepare and/or assist CIC in preparing newsletter 09/15/00 12/14/00 '-V/, 1////// //////, ~ 5.3 Contribute information to newsletter 12/15/00 06/14/02 /// //////, '1/////, //////, ////// //////, '1/////, //////, //////, 1////// //////, '1/////, 1////// 6.0 Miscellaneous Assistance 06/15/00 06/14/02 6.1 Assistance in starting redevelopment plans 06/15/00 09/14/00 Vh 1////// '1/////, 1//A 6.2 Assistance requiring technical expertise 06/15/00 06/14/02 1///, '1/////, //////, ////// //////, 1/////, //////, /////// 1////// //////, '1/////, /////,/ /////// /////, ////// ////// '////// //A 7.0 Travel and Lodging 06/15/00 06/14/02 7.1 Travel and lodging 06/15/00 06/14/02 r//, '////// '/////, ////// /////,/ //////, 1////// //////, 1/////, '1////// ////// //////, 1////// //////, '1////// 1////// //////, ////// ////// '1////// 1//A PMB -Proposed Timeline 06/02/00
Project Name: Technical Community Advisor March 2001 April 2001 May 2001 June 2001 July 2001 August 2001 September 2001 October 2001 November 2001 Task ID Task Name Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Units Units Units Units Units Units Units Units Units 1.0 Attendance at Project and CAB Meetings 17h $1,677 16h $1,576 16h $1,624 16h $1,576 16h $1,624 16h $1,600 16h $1,576 16h $1,624 16h $1,576 1.1 Before Detoxification Contractor hired 1.2 After Detoxification Contractor hired 17h $1,677 16h $1,576 16h $1,624 16h $1,576 16h $1,624 16h $1,600 16h $1,576 16h $1,624 16h $1,576 2.0 Document Review and Presentation 17h $1,677 9h $936 4h $406 4h $394 4h $406 4h $400 4h $394 4h $406 4h $394 3.0 Technical Assistance for Local Resources 8h $839 8h $788 8h $812 8h $788 8h $812 8h $800 8h $788 8h $812 8h $788 4.0 Measuring Outreach Performance 4.1 Develop system to measure performance 4.2 Evaluate and modify system 5.0 Newsletter Preparation and Distribution 4h $419 4h $394 4h $406 4h $394 4h $406 4h $400 4h $394 4h $406 4h $394 5.1 Prepare newsletter 5.2 Prepare and/or assist CIC in preparing newsletter 5.3 Contribute information to newsletter 4h $419 4h $394 4h $406 4h $394 4h $406 4h $400 4h $394 4h $406 4h $394 6.0 Miscellaneous Assistance 8h $839 8h $788 8h $812 8h $788 8h $812 8h $800 8h $788 8h $812 8h $788 6.1 Assistance in starting redevelopment plans 6.2 Assistance requiring technical expertise Sh $839 Sh $788 Sh $812 Sh $788 Sh $812 Sh $800 Sh $788 Sh $812 Sh $788 7.0 Travel and Lodging 2 $2,306 2 $2,167 2 $2,233 2 $2,167 2 $2,233 2 $2,200 2 $2,167 2 $2,233 1 $1,580 7.1 Travel and lodging 2 $2,306 2 $2,167 2 $2,233 2 $2,167 2 $2,233 2 $2,200 2 $2,167 2 $2,233 1 $1,580 All task totals: 55h $7,758 45h $6,649 41h $6,293 39h $6,107 41h $6,293 40h $6,200 39h $6,107 41h $6,293 39h $5,520
Project Name: Technical Community Advisor June 2000 July 2000 August 2000 September 2000 October 2000 November 2000 December 2000 January 2001 February 2001 Task ID Task Name Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Units Units Units Units Units Units Units Units Units 1.0 Attendance at Project and CAB Meetings 4h $427 8h $812 8h $800 8h $788 13h $1,251 16h $1,576 16h $1,624 16h $1,600 15h $1,523 1.1 Before Detoxification Contractor hired 4h $427 8h $812 8h $800 8h $788 4h $373 1.2 After Detoxification Contractor hired 9h $877 16h $1,576 16h $1,624 16h $1,600 15h $1,523 2.0 Document Review and Presentation 9h $853 16h $1,624 16h $1,600 16h $1,576 16h $1,624 16h $1,576 16h $1,624 16h $1,600 15h $1,523 3.0 Technical Assistance for Local Resources 34h $3,413 65h $6,496 64h $6,400 46h $4,597 32h $3,248 32h $3,152 19h $1,932 8h $800 8h $761 4.0 Measuring Outreach Performance 9h $853 16h $1,624 16h $1,600 16h $1,576 16h $1,624 16h $1,576 7h $747 4.1 Develop system to measure performance 9h $853 16h $1,624 16h $1,600 7h $723 4.2 Evaluate and modify system 9h $853 16h $1,624 16h $1,576 7h $747 5.0 Newsletter Preparation and Distribution 13h $1,280 24h $2,436 24h $2,400 24h $2,364 24h $2,436 24h $2,364 13h $1,339 4h $400 4h $381 5.1 Prepare newsletter 13h $1,280 24h $2,436 24h $2,400 11h $1,084 5.2 Prepare and/or assist CIC in preparing newsletter 13h $1,280 24h $2,436 24h $2,364 11h $1,120 5.3 Contribute information to newslette, 2h $219 4h $400 4h $381 6.0 Miscellaneous Assistance 11h $1,067 20h $2,030 20h $2,000 13h $1,330 8h $812 8h $788 8h $812 8h $800 8h $761 6.1 Assistance in starting redevelopment plans 6h $640 12h $1,218 12h $1,200 Sh $542 6.2 Assistance requiring technical expertise 4h $427 8h $812 8h $800 8h $788 8h $812 8h $788 8h ~812 8h $800 8h $761 7.0 Travel and Lodging 1 $1,173 2 $2,233 2 $2,200 2 $2,167 2 $2,233 2 $2,167 2 $2,233 2 $2,200 2 $2,094 7.1 Travel and lodging 1 $1,173 2 $2,233 2 $2,200 2 $2,167 2 $2,233 2 $2,167 2 $2,233 2 $2,200 2 $2,094 All task totals: 79h $9,067 150h $17,256 148h $17,000 122h $14,397 110h $13,228 110h $13,198 81h $10,311 52h $7,400 50h $7,042
Project Name: Technical Community Advisor December 2001 January 2002 February 2002 March 2002 April 2002 May 2002 June 2002 Totals Task ID Task Name Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Total Cost Total Cost Units Units Units Units Units Units Units 1.0 Attendance at Project and CAB Meetings 16h $1,624 16h $1,600 15h $1,523 17h $1,677 16h $1,576 16h $1,624 7h $723 $35,200 1.1 Before Detoxification Contractor hired $3,200 1.2 After Detoxification Contractor hired 16h $1,624 16h $1,600 15h $1,523 17h $1,677 16h $1,576 16h $1,624 7h $723 $32,000 2.0 Document Review and Presentation 4h $406 4h $400 4h $381 4h $419 4h $394 4h $406 2h $181 $21,600 3.0 Technical Assistance for Local Resources Sh $812 Sh $800 Sh $761 Sh $839 Sh $788 Sh $812 4h $361 $43,200 4.0 Measuring Outreach Performance $9,600 4.1 Develop system to measure performance $4,800 4.2 Evaluate and modify system $4,800 5.0 Newsletter Preparation and Distribution 4h $406 4h $400 4h $381 4h $419 4h $394 4h $406 2h $181 $21,600 5.1 Prepare newsletter $7,200 5.2 Prepare and/or assist CIC in preparing newsletter $7,200 5.3 Contribute information to newsletter 4h $406 4h $400 4h $381 4h $419 4h $394 4h $406 2h $181 $7,200 6.0 Miscellaneous Assistance Sh $812 Sh $800 Sh $761 Sh $839 Sh $788 Sh $812 4h $361 $22,800 6.1 Assistance in starting redevelopment plans $3,600 6.2 Assistance requiring technical expertise Sh $812 8h $800 8h $761 8h $839 8h $788 8h $812 4h ~361 $19,200 7.0 Travel and Lodging 1 $1,117 1 $1,100 1 $1,047 1 $1,153 1 $1,083 1 $1,117 0 $497 $45,100 7.1 Travel and lodging 1 $1,117 1 $1,100 1 $1,047 1 $1,153 1 $1,083 1 $1,117 0 $497 $45,100 All task totals: 41h $5,177 40h $5,100 38h $4,853 42h $5,347 39h $5,023 41h $5,177 18h $2,303 $199,100
FROM THE DESK OF
PATRICK A. BARNES, P.G.
April 26, 2000 ..
Mr. Mike Kelly ti=F';.;ax:##77'.,Q-:Z-;:,,!'-";::;-:::~:-f;,,,;.;;ax:--;,.-,--------l
State of North Carolina
Department of Environment and Natural Resou,,.,v..,
1601 Mail Service Center
Raleigh, N.C. 27699-1601
SUBJECT: Scope of Work for Personal Services Contract
Dear Mike:
PCB Landfill Detoxification Project Technical (Science) Advisor
and Other Issues
As both you and Pat Backus have indicated there are several issues associated with the
PCB Landfill Detoxification Project that can be addressed by a Technical or Science
Advisor position. Attached is a draft scope of services to perform such services as well
as the necessary project community outreach.
In preparing the original budget for this project an amount of $200,000 was allocated to
perform Science Advisor services during construction. As you know, I am extremely
interested and excited about the opportunity to perform these services for the
community and the State.
As I mentioned to you during the last community meeting, I believe that there i$ overlap
between the services of such an Advisor and those of a Construction Manager (CM).
However, I am in no way advocating that all the CM activities be necessarily assigned to
the Technical Advisor. There is merit to having a separate contract with a firm to fully
address the comprehensive management issues. The unfortunate reality is, the State
cannot rely on any selected construction firm to provide the necessary QA/QC of their
own work. There is no conflict of interest between a Community Technical Advisor and
the CM because both are charged, to some degree, with oversight of the construction
process. The major difference is one would be responsible for developing the human
side of the project while the other addresses the construction side.
We hope that when the CM project is advertised BFA has an opportunity to sl.i:>mit our
qualifications and experience either in a prime role or as a sub-consultant to a NC
based remedial CM company. In either case, I think we would provide valoo to the
State. I know you don't know us as a CM firm but I assure you we have supstantial
experience in that regard. We are in the process of obtaining reciprocity for 'fr P.E.s
Mr. Mike Kelly
April26,2000
Page2
and certification for BFA. I apotogize for not completing it sooner, but truly I was under
the impression that it was not required because the selected construction firm would
have to customize the design for their particular needs. In other words, we were
essentially developing what's known in the industry as a detailed design criteria
package.
Over the years, we have worked very hard together for both the State and the
community to help keep the project on track without potentially fanning the flames. I
believe that is a goal we both sincerely share. During the process I have tried not just to
obtain the respect of the State and the community, but to prove our technical value to
the project. I can only hope I have accomplished that.
The primary purpose of this letter is to transmit a scope of services for the 1echnical
Community Advisor as I promised. Attachment A is a task by task scope and Table 1
summarizes the associated fees. The total proposed budget is $451,200 for the
services outlined. It is different from the amount originally proposed because the scope
is much broader. This includes all anticipated travel and other direct costs. It is
recommended that the fee be paid monthly based on a 24 month schedule.
Please review it and call me if you have any questions. As usual, I took fbrward to
assisting the State on this very, very important pro·
Patrick A. Barnes, P.G_
PAB/pgs/+1JMK
cc: Pat Backus, NCDENR
Task 1:
ATTACHMENT A
SCOPE OF SERVICES FOR PCB LANDFrLL
CONSTRUCTtON PHASE DETOXIFICATION TECHNtCAL ADVISOR
General Coordination and Meetings
Under this task the Advisor will provide clear coordination of technrcal project issues
which affect both the selected Contractor and the community. For example, this task 'eJ · "(,
includes regularly communicating with the Contractor and the State to determine what lJ-l/Y". ,->;'; ~
the project needs are and determining what, if any of those needs can be met by the '"1
, ,
community resources. Once identified, the Advisor will work with all parties to facilitate '7'
a mutually agreeable arrangement. Monthly reports of such efforts will be provided at I c ,
the CAB meeting.
This task also includes the Advisor working closely with the CAB and the State to
investigate avenues for potential funding. These services include letter writing on behalf ?
of the CAB and correspondence with State and Federal officials as may be necessary. _, "' ; , £,.• , ,
c{,.~ 1_/_,,
The Advisor will make an effort to attend all regularly scheduled project meetings as
well as special meetings given a 10 day notic~ period.
C /-·· ,j , --r ' .)(..../ :.,,IJ't .(. ·-...:::... t. ,' --t ,.· ;' : -. <~ I
Task 2: Document Review and Presentation
Proper communication is key to the success of any project. As in the past, under this
task, the Advisor will digest various technical project documents and communicate their
meaning to the general community. This includes presenting the results of design
documents as well as assisting with explanation of the RFP and contracting process.
When the construction activities are underway, this task will cover data review and the
preparation of summaries submitted to the community.
Task 3: Resource Screening and Capacity Building
A major component of the approved Community Outreach Plan was involving the local
business and residents in the project. Under this task the Advisor will lead this effort of
outreach from the perspective of the project's technical requirements. The Advisor will
work with the Warren Family Institute (WFI) to perform final screening of potential
project work force applicants. It is assumed that the identification and initial screening
activities will be performed by the WFI.
Whenever possible, local firms will be pre-qualified to participate in the cohstruction
activities. The Advisor will also, when practical, work to enhance the capacity of a local
firm to enable them to maximize their potential involvement.
PBAttA -1-
Avenues for developing new locally based business entities that can participa e on the
project will be evaluated under this task.
Task 4: Training Assistance
As indicated in the Community Outreach Plan, the selected Contractor is being asked to
provide training to potential site employees. Under this task the Advisor will work with
both the Contractor and the local work force to facilitate the outreach effort. This type of
facilitation is necessary because of the potential for a considerable communication gap
between the two groups.
Task 5: Monitoring and Measuring Outreach Performance
The outreach goals and objectives of this project have been dearly communicated.
However, in order to maximize the probability that the selected contractor attempts to
achieve them, routine monitoring and measuring must be performed. The Advisor
working with the State's Project Manager will devise a mechanism to properly gage the
success of the outreach effort and to report the findings to the community.
Task 6: Assistance with Redevelopment Planning
As we move closer to construction, the reuse of the property will become a more
important issue. Under this task, the Advisor will work with the CAB to investigate the
merits of various redevelopment options. This task includes attendance at meetings,
letter writing and correspondence with various project stakeholders.
Task 7: Newsletter Preparation and Distribution
Over the two year life of the project, the results of activities outlined above in tasks 1
through 6, as well as general construction progress, will be communicated to the public
through a monthly newsletter. The project's Technical Advisor will be responsible for
assembling the pertinent information and the development and dissemination of that
newsletter.
PBAttA -2-
I -
TABLE 1
COMPENSATION BUDGET
Project Activities
Correspondence with State as necessary to
execute the Scope of Services
Correspondence with CAB and Community as necessary
to execute the Scope of Services
Correspondence with tocal contractors. vendors, etc.
and construction firm as necessary to execute the Scope of Services
Correspondence with WFI as necessary to execute
the Scope of Services
Meeting Attendance as necessary to execute the
Scope of Services -assumes 4/month
Data Review and Presentation as indicated in Task 2
Monthly Newsletter Preparation as indicated in Task 7
Direct Costs (Monthty)
Newsletters* -500 copies/month@
@ $1,400/mo.
Air Travel -$300/trip )( 2 trips
Lodging, Meals -$100/day@ 10 days/month
Car Rental -10 days @ $60/day
Total Direct Costs (Monthly)
*Note: The newsletter will be printed by a local firm
~verage
Houts/Month
16
8
40
16
16
24
~
152 hrs
~ $100/hr
$15,200
$ 1,400
IS 600
$ 1,000
$ 600
$ 3,600
$ 15,200
·+ 3 600
18,800
24mo.
$ S1,200
,
{
1
fax
!umber of pages including cover
•;heet
'hone
3X PhOM --.,-~1/ 1 l 1 ?--~ <
,c-
IECT:
q KS:
Barnes, Ferland and Associates , Inc.
3655 Mag uni'.! B!vd. Suite 1 SO
Orlando. Flotida 32803
P:n----n:• [phone]
f~w~ Phone (407} 896 ___ -1_82_2~---
FYI O See Attached O Urgent O For your review O Reply ASAP O Ple.ase comment
r -~'---~!!!1!!1!!!!!1-~IWA!!!!"" !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!F!!!!!!R!!!!!!!!!O!!!!!!!!!M!IJ!!l!!!!T!!!!!!!!!H!!IIIE_D_E_S_K_O_F!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!ll!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!"!'!"llll
I PATRICK A. BARNES, P.G. ii
i
I I
April 17, 2000
. Mike Kelly
,ate of North Carolina
2partment of Environment and Natural Resources
501 Mail Service Center
--~!eigh , N.C. 27699-1601
_ ,_:8JECT: Scope of Work for Personal Services Contract
~Jr Mike:
P r:':9 Landfill Detoxification Project Technical (Science) Advisor
,"l nd Jther Issues
.. ;)Cth yet; :~,-;: ?at Backus have indicated there are se'Jerai iss ues associated with the
·;s Landfo! Geloxification Project that can be addressed by a Technical or Science
.·visor posit1c1
_:,reparing the t udget for this project an amount of $200.000 was allocated to perform
. .;ch services during construction. As you know, I afT' extremely interested in
~:forming these services for the community and the State .
, I mentioned to you during the last community meeting . I believe that there is overlap
0 t,1✓een the se:vices of such an Advisor and those of a Construction Manager (CM).
-:;Never, I am in no way advocating that all the CM activities be necessarily assigned to
-:? Technical Advisor. There is merit to having a separate contract with a firm to fully
_·:dress the comprehensive management issues. The unfortunate reality is, the State
· _:,nnot rely on any selected construction firm to provide the necessary QNQC of their
·m work. There is no conflict of interest between a Commun ity Technical Advisor and
-:: CM because ~,oth are charged, to some degree, with oversight of the construction
.cess The .. ~2r:r difference is one would be responsible for developing the human
.9 of the proir::~:! v,,~ile the other addresses the construction side.
·~ hope that when the CM project is advertised BFA has an opportunity to submit our
,.;alifications and experience either in a prime role-or as a sub-consultant to a NC
. .:,sed remedial CM company. In either case, I think. we would provide value to the
tste. I know you don't know us as a CM firm but I assure you we have substantial
.q;erience in that regard. We are in the process of obtaining reciprocity for our P.E.s
· 'H1 r.P.rtifir.:::itinn for A~A I apologize for not completing it sooner, but truly I was under
'·-e impression that it was not required because the selected construction firm would
l,9J,d
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+hf'" ~l'O
GLl v.ct-
j \"100 e_ If\
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.5M I(..>.>;>
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ltiiiiiiiiiiiiiiiiii.z..
Mike Kelly
.:,r ji 17, 2000
,· •ge 2
·. ve to customize the design for their particular needs. In other words, we were
::;entially devekiping what's known in the industry as a detailed design criteria
-ckage.
T1ase recall that on several occasions Ted Hortenstine asked if we would be required
'.lull permits and the response was always no, because a potential bidder might want
:·iandle sorr'li)thing a little differently. We are very familiar with the p~ocess you are
.. ,rrently going through and we do not anticipate having a problerri-meeting its
· '·'quirement.
I was a little surprised by the comments you made which seemed to imply that my
·mtinued invo!vement in the project is a result of me being black. I am not ashamed to
'/ that that was part of the reason I was initially asked to propose for the Science
Jvisor position. That is called outreach. I always believed the project leaders (you
luded) felt tt·,at such outreach was desirable. Over the years, I have worked very
::;r d for both the State and the community to help keep the project on traek without
1tentially fanning the flames. I believe that is a goal we both sincerely share. During
<::: process I have tried not just to obtain the respect of the State and the community,
t to prove our technical value to the project I thought I had accompllshed that.
· ,e primary purpose of this letter is to transmit a scope of services for the Technical
-J mmunity Advisor as I promised. Attachment A is a task by task scope and Table 1
,rn marizes the associated fees. The total proposed budget is $451,200 for the
,_;rvices outlined. This includes all anticipated travel and other direct costs. It is
·f:::ommended t~0,it the fee be paid monthly based on a 24 month schedule.
, ··i?ase revie•/,.' it and call me if you have any questions. As usual, I look forward to
·"'sisting the State on this very, very important project.
Sincerely,
Patrick A. Barnes, P.G.
·' ,if:Jlp<;;Sf4-13MK
Pat Backus, NCDENR
ATTACHMENT A
SCOPE OF SERVICES FOR PCB LANDFILL
CONSTRU CTION PHASE DETOXIFICATION TECHNICAL ADVISOR
G~n-e ral Coordination and Meetings
::::r this task the Advisor will provide clear coordination of technical proje<:rt issues
._::-i affect both tne selected Contractor and the community. For example, this task
-~ -:des regularly communicating with the Contractor and the State to determine what
oroiect needs are and determining what, if any of those needs can be met by the
1nu.nity ;,e:;, __ ,rc8s. Once identified , the Advisor v.;ill •.;,.:,r i with all parties to facilitate
·utua!ly ;:;~re ~able arrangement. Monthly reports ot such efforts will be provided at
:::::AB meetir;
task aisc i:i c:ud es the Advisor working closely with the CA.B and the State to
sJgate avenues for potential funding. These services inc!ude !etter writing on behalf
·, ~ CA3 and correspondence with State and Federal officials as may be necessary
0 Advisor wiil make an effort to attend all regularly scheduled project meetings as
l .3s special meetings given a 10 day notice period.
Doc1,Jment Review and Presentation
per commu nicc1tion is key to the success of any project. As in the past. under this
" , the Advisor vv il! digest various technical project documents and communicate their
.;:1:1ing to the ~:1:~neral community. This includes presenting the results of design
· ·.uments as v. -:-!: 8S assisting with explanation of the RFP and contracting process .
.=;n the cons~:-1.:,:~io n activities are undervvay, this task will cover data review and the
· ;·aration of summaries submitted to the community
Rssource Screening and Capacity Building
-,ajor compone;,t of the approved Community Outre:::ich Plan was involving the local
,in ess a:id re si dents in the project. Under this task tile ,A,dvisor will lead this effort of
-:,each from the perspective of the project's technical requirements. The Advisor will
:,rk with the \Narren Family Institute (WFI) to perform final screening of potential
· <jl'~ct work force applicants. It is assumed that the identification and initial screening
· ~:ivities will be performed by the WFI.
. :1enever possible, local firms will be pre-qualified to participate in the construction
--~:vities. The Advisor will also , when practical, work to enhance the capacity of a local
;; ::1 to enable them to maximize their potential involvement.
-1 .
-;nues for developing new locally based business entities that can participate on the
· · ,ect will be evaluated under this task.
:3 r< 4: Training Assistance
· .. indicated in the Community Outreach Plan, the selected Contractor is being asked to
-~vide training to potential site employees. Under this task the Advisor will work with
_ -·:: the Contractor and the local work force to facilitate the outreach effort. This type of
:tation is ne --~'=~Sary because of the potential for a considerable communication gap
-:,;cen the tvm groups.
. _-,sk 5: Monitoring and Measuring Outreach Performance
. 2 outre2..:1, ;,pals and objectives of this project have been clearly communicated.
·-':✓ever. w cr,J;.3r to maximize the probability that the selected contractor attempts to
· :-::ve the:n ry Jtine monitoring and measuring must be performed . The Advisor
:,; ng with the State's Project Manager will devise a mechanism to properly gage the
,::ess of the outreach effort and to report the findings to the community.
Assistance with Redevelopment Planning
_ we move cioser to construction, the reuse of the property will become a more
:extant issue. Under this task, the Advisor will work with the CAB to investigate the
,, ts of various redevelopment options. This task includes attendance at meetings,
~r writing and correspondence with various project stakeholders.
::k 7: Nev,r:::letter Preparation and Distribution
· ~r the two r ~-'-:?ir i;fe of the project, the res ~..i:ts c f activities outlined above in tasks 1
·::c.:gh 6, as ,\':.=:di as general construction progress , \Viii be communicated to the public
· ·J,.;gh a .'71or:thi~r newsletter. The projects Technica: A.cv1sor will be responsible for
.. ':embling the pertinent information and the development and dissemination of that
-... wsletter.
-2-
~oject Acti'.Jiti8s
TABLE 1
COMPENSATION BUDGET
::;-;-espondence with State as necessary to
·.· ':"cute the Scope of Services
_ Arespondence with CAB and Community as necessary
execute the Scope of Services
· ;·espcnder.c::: with local contractors, vendors. etc.
Average
Hours/Month
16
8
40
:; constr:.iction fi rm as necessary to execute the Scope of Services
-_;rrespondence with WFI as necessary to execute
=-Scope of Services
.:9ting Artend a~ ~:e as necessary to execute the
~::;pe of Services -assumes 4/month
-:;,a Review and Presentation as indicated in Task 2
~nth!y Newsiener Preparation as indicated ·ri Ta:-
16
16
24
10 +-I @ 1
ISi (,on ~
~ 152 hrs k......---~------X $1 00/hr
>,vsletters· -500 copies/month@
@ $1,400/mo.
? o,frrc
..::-11,1 'l0/<1';-.. (!3
· Travel -S300,'trip x 2 trips //~ -1;;.. -<'.j SA-
dging, Meals -$100/day@ 10 days/m onth
. ;r Rental -10 days@ $60/day
io/1,,/,-1,.,,, >< 1ot1.tJ -PJ, · Total Direct Costs (Monthly)
1/J AA< /..-i.,.. '--_J.·_"3_ ·e · Th ,oc,,zoo byalocal firm
$
$
$15,200
$ 1,400
$ 600
$ 1,000
$ 600
$ 3,600
15,200
+ 3.600
18,800
24 mo.
51,200
Patricia M. Backus, PE
Division of Waste Management
401 Oberlin Road, Suite 150
Raleigh, NC 27605
Phone: [phone] ext. 308
Fax: [phone]
Fax
To: Michael Bryant
Fax: [phone]
Phone: [phone]
Re: BFA Assistance with RFP
Michael,
.. --~.-?JIL ;:41 · llllllllllllllllllllllllllllllllli.
NCDENR
From: Pat Backus
Pages: 6
Date: 03/08/00
CC:
I asked Pat Barnes to provide more details of how BFA could assist the state in preparation of a RFP.
BFA is an environmental consulting firm and would not be bidding on the remediation project for the
landfill. The PCB Landfill Detoxification Project involves a significant amount of construction type •
activities and the project specifications for that part of the work are written in a construction industry
format. Since our meeting several weeks ago, I've tried to become better educated on contracting and
writing bid documents. Every reference I've found on construction contracting indicates that the
architectural-engineering firm involved with the design is hired to help in the manner that Pat has
described. BFA was this type of firm for the final design. Because they were involved with the final
design they are uniquely qualified to provide this support. (I am almost certain that the State
Construction Office does this also. You may want to check with them for reference.) While successful
soil treatment is the goal of the project, I think there is enough construction involved to warrant some
flavor of a construction type approach in bidding and contracting.
Mike Kelly and I reviewed Pat's proposal. The proposal for preconstruction assistance seems
reasonable and would help the state issue a better quality RFP and deal with the responses in a timely
fashion. In addition to being the standard way of dealing with the construction aspects of this project,
contracting with BFA would also provide a continuity of the technical advisory support to the
community. Pat Barnes has been working with the community for several years and his opinions are
respected and trusted by the community. Pat has a personal commitment to the community and has
indicated to me that he intends to stay involved whether we contract with him or not. We know that
there will be some tough decisions ahead and I think is it to the state's advantage to have someone
outside of state government who has a technical background and community respect to be involved in
the RFP process.
How can we proceed with this issue in a timely manner?
,
.... •~,r ■ ~ 11. ---,... ....__. .........
Date
···-··-•---_.,, ------j __ , .. ..,,j: __ --··--NUmUVI" Ql p~g~~ 1111w1uu1119 11,;uv~,
sheet
To:
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f--'h K II'. I"\ vJ lU
Phone
I I _,,
~
I
0-----~--•--.,J """.-.A l\.cel'\.r.i .. ♦nn IP111-1o Ddl lltf::>, rt:I ldl IU AIIU ,.._,;:,_,..,..,,,. l C.:>, II Iv.
3655 MaAuire 8!vd. $u!te 150
Orlando, Florida 32803 .
From:
-~ i '~--r~ Tr t CJ~ -J...) av n e..s
Phone
i: !:IV C,i,"'\no. . --. ··-··-
[phone]
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Va\-Ba~k:uS ( 9 19) J 15 -3 Coos ,,,
"lll IA ,crrT• ..,..,,_~.., .... -...
r R~MARKS:
n FYI ✓ See Attached n Urgent n FQr y9ur review
! I I n P!ea5e r-omment !
•_.*~""'A «>.-:-~ Environmentai consuitan~
2-=8 --::z::rn.: = = =--
a ...... -.... l:,arlsinrl ::,nrl A.&&Dciates. Inc. &;;1Q111v~, • v.-• .. ••--••...---------. _
March 6, 2000
Mr. Mike Kelly
State oiNorih Caroiina
~ . , .. -_..., __ ---• ,....,c 'f:\_'T.,:--~_,,,.c=i.T'\.+ -a.,..,rl 1'..T~·h1t"'!;l l R P:~f\llrr..P.s uc:::pi1ru11t;i,1,..1,L v1. L'l.&.Ya.1."'.1..1.1.1..1.""'.1. ... L -....a-A ... -~--__________ _
1 ~f\1 ll.6"~1 Ci.:....,.,.:"'°' ,.,,::::aT'l♦A1"
1 UV 1 J.VJ,(1.1.J. ...:,\,,,,.1, v .J.'lw'-'--'"""&.4~...,.•
Raleigh, N.C. 27699-1601
Dear Mike:
BFA #99-001
As requested by Pat Backus, this is a ta~k by ta~k proposal to provide assistance t0 the State
during the RFP development and bidding process for the PCB Landfill detoxification. I have
also included a scope of work to assist during the construction phase.
As discussed in my ietter to you dated February 14, 2000, it is GUStomai-y for the pn::;j~t G'.'.'ner to
retain the services of t..lle de:,ign firm to assist with the project bidding and even the construction
is particularly important ♦ ... :, given tne pro_po::;eu
~ .., "' • ~ ... 1~ •"-------•~·-•!---1--......... -.&-+·i.._ .. -........ :o.,..+C" ,,.,. k.a.11,:a,,,,., th,. .f,.·,11,-,\X!f·no .uaseQ On 0Uf expeilCilCC Wll,U Lilt; l,;Ull::)UU\;UUU ,l)Ua;>c UJ. VUl\.l f-'"'.I"''"''" "'"' •-'~"-~•-... ~ ,.v••-··•••o
tasks w•ll be necessary.
Preconstruction Services
rasK 1: .;i.ssisiance wiii, ii.FF veve:upmiiii
Bf .A. will work closely with the State to help ensure that a.n RFP is developed which is consistent
_-, with the State's contracting practicc:zs and tb.e tecimicai anci ourreacn goais u:i:' l~ic pii.",j.;.::;L. '.,V~
will review the information collected, thus far by the State, compare i.t with typical ianguage
used in recent similar J.tFPs ,ve ha"'e in-house an.d make rec-on1mendation.s to the State. \\l'nere
applicable, under this task we will also make consistent with the historical desires of the
r .n.,.,...n,11"1tv. ---------., .
BF A will al!'io work with the State to heip accommodate the desires expressed by the cotrtitiUi1ity
into the RFP. It is assumed that e-mail and conference calls will be used to fa.cilitate the
i11volv~me1it of the CAB rnembsrs.
It is asimm~d that this task -will be completed within 30 days of the State's notice to ofoceed. . , • I
3655 Maguire Boulevard • Suite 150 • Orlando. Fioricia 32603
Offi~A (407) 8!ats-l:StjUlj • Fax i4u7j o;o-~ c:;2~
Mr. Mike Kelly
March 6, '.2000
Task 2: Bid Forms and Front-End Documents
BF A will assist the State with developing potential modifications tc standard
documents to accommodate the goals and objectives of this project.
f"r.nnt_,o.f'\rl 1.1 \..'J.I.\. ..... aa,A
T·t ; .. 1.!., .... __ 1_ TIT.IA __ ..:.11 ,-.';:_..._,.._ ... ~ ..... .u.,.. ..... ,.:..,._..,,.+1.--.. ...... ~ ...... ,...,;,...,9"1 ,-1,-.,,.,.,._..,..,.::.,n+C" n 1t"\t'1 r•i\t'\£\t¥1ir•tiAn C-T\Pf'ifl,-,,~tinriQ in I l't"'\f"lJ=l'T'Tnl~ ·~~" ""'r'IS.Jl '-AIIII ,~.,1 ... ~1v 1r.v1r:'N 111r: L1r.:-,.,1>,-"II LlllL.LJIIIL..llL."") illl\..l VV11.3L.1.'-4'-'t...1.V.1.a ..:,v.._,....,. .... .J.. ................ '\J .............. . .._...._,._....,.A ...... .,,_..., ,._.._......,..._.._, .._,,,..._ • • .. ,.-.,-..•. -.-.----J --• --. • --------o -------------. .. .. •
~nncert. vvith the State~s star1dard nractices to deten11in.e the format ru1d c,on.te.nt of the project~·s
bid-f~~-For exanmle. whether a~particular item is bid in a unit price or a lump sum format will
be considered and e;al~ated, It i.s ~ssumed that BF A will develop the final bid fonn.
---..... ~ .. It is also assumed that all quantities to be potentially used in the b1d. term w111 t>e ta1<en trom
work previously performed.
This task will occur concurrently with Task 1 and will take no more than 30 days.
C"" .......... .,..,.r Aw~w:a.n JlJ,l,liH r11 ,,..,.,,., .• ,, r ., ••·-,,._,,,,_ ••~••·• ....... ., -------------·-o ~--------,.,
.... • ..i ... -i __ ..._ ... i _ -c--. .... _ ..... _ ---~i i L _________ !Li-'-;'_ ... ...,._._ ......... ~ ................ .,.J-............. ~ ........ --.--•· L.-.. .......... ~ ... -..-n:·: A ,,ri l l 111S assumeo lOJil lU~ i::)l,ilC Wlll llt: rc::;po11:;1u1c lUl }'1UJl.1..l auv1.a1;,,;;;ui,;;u.~, uvvvcvc.1, ,_, •. ,. VYUl
r.u ,a:le.hl. "" fla...+"''f""t'\t'\ -tho -tnlln,'.\Mnn• C."4 • 1,,1,.1..1."4"-"A'°' LV 1.1-& .a.._,,..1..a.& ~ ... -A'-'.&.._..._,•• &&.1.e,•
3. l Pre-Bid Meeting. BF A will have representatives present at the project pre-bid meeting to
assist in describing project technical requirements and respond to questions.
" 2 R-so-n~ ..... '17n'""•"'-n .... !".l.., .. :,..._s Be .................. e .... + ......... 0 ,..,.,,.__"".....__1•".'I"';.,.,., '""+ ... +~~ "'""*'";.:.nt ;t ~ ... ~ .... +~,""';V-..... t..:a,? ... ,T .c ..,. U lU LU VY 1LLC1l \.,lU\;~UU11 • \.,<l.U.O:, V .1. l.lJ..",:, ~u.11.1.p1.~.i\.ll..J' v.1. U.J.'-' p.1.VJ'-''-'~ •'->..:;:t .......,,a.,L,1,"-'A!-"c:.&.u .... '-...1..
that notential bidders v~till have seve.ral auestions about the desi~n during the biddi ng ----process. BF A will respond to all pertinent questions by wTiting to ensure proper rcvic\v
1 .. ii ___ ... _, _ _L:_i i_:_j_j ___ _ oy 41..U puLenmu muucns
~ ~ PrP.n:Jre: Aridenc1nn;~ HFA wHl ;;.~.:;i .;:t the Si;itf: ir1 nre.narit11J hld addendnrns llt::t;~~~~trv tn ,... --.--.-.-,... ----,-~---------- -··--- ------------------~--,-----o ----·-··-· ······ ...... ···--.,
clai-ifv the detoxification desil:m and fonnallv address issues identified bv potential
bidders.
3.4 Document .Production. BFA will reproduce docmnents as may be necessary to ensure
di$tribution of both plans and specifications to interested potential bidders. Whenever
possible, docwuents wili be provided in electronic fom1at to t.½.e State. The cost ot the ~
bid te production will be transferred to the bidder. ---__ _,,_.. ___ ,._. _,. ~ ----....
It is asaumed that the biddins process will be completed within 60 dayiil.
Task 4: Bid Tabulatio11 Evaluation and Award
TT-'°'...,. 1,._,:,-1 ""'"""',:_,._ D"C" J\ ,.,,.;11 '"'"'".:n+ +~.G ~♦"+.a.·-+ ..... t-..,,1n+;...,_ +1,,,-i...:,.:a,... r>'nr.'h +'-',.,+ r\ .....,,... _ _,~.,. c:nr"h•~+;,...,._ ,...,._+ 1 lt n l l l 1 111 1 ,., .. ,.,., •• '" .. I :Ill r"II L...,., •• ,., .. ,.,.,,., 1 111. •• , • ..,,L . I l l • .., ••••• ,., ........ ,,, ••• , ........ "'111'1..II 1114'"11 r"9. ...... , .... , 1..v ..-1111,r-1 1111,, .. ?, -r~-----------·c, ----··-------------~ ----... -... ---.... ---·-·c:, ·-------.... ...,.....-...... ,., ....... --... _. r -----r ... ,.. -· -.-.-----~ ....... ----
CO-tS by category ca.'! be made.
-,-
I
l\ ,f~ 11.ira .... l(" Pllv lVJ..J.. ~Y.LJ.A..'-' .,....__&&J
• ,_ ,. r """""',-,. Maren O; L.UUV
Page 3
After the State has amved at a reco·mmendeU uwwd~ BFA ':-.-1.!! "..;'~!'!-~ ~Af!th rh~ :-;r~r.e to
'~·0!!1..TE~micate the results to the community through the CAB. One CAB meeting is ruiticipated
under this task.
h is anticipated that this task wiii take i G days to complete. -------·
Task 5: Pre-Construction Meeting
BFA will ~tte~d t.11.e project's pre-rorrstrnGtkm meeting. The ~oal of the pre-constn1ction
......... tinn le. tn introilnce nroiect team members to the selected contractor and review the Ll..l""""'-",._~t;:, .a.u •-,..,,._ ------r , .. ~ construction reauirements. It i.s anticipated that a representati.ve from the CAB. the Cow1ty,
W~u1~ii f.ruuily I~~tit'~te ;!..~d ~!h~! ~!~~h0l<l~rs will be present for the kick-off of fo~
construction activities. BF A will prepare minutes for the meeiing.
Task 6: Geot~chnical InvestiRation ?
As discussed during the design. process, prior to construction the State must furnish iite specific
eeotechnicai data4 Th.at data w-ili be i1eeded by L.~e pote.ntial bidder to gain a complete ..,,
understanding of tb.e site:s suitaoiiiiy for foe cu11~u--,-u~iiuii !viid5 ~~i~i:v~~~d. I!:.~de:-!_h.!~ !~~~ BF_A.
will develop a scope of work for the potential geotechnicai contractor and plaoe stakes ai
P' roposeo .. tes·T ,.1ocat"~ons·. T"lT:' ,I. __ _::'i +'i,.. .... _ ..... 1....t-.~~~ 1 ~; .. ·t :i .f-rnl'Yl 1,-.. ,.-..~~ ,-.,-,r1tr-~1 t:.f1t i:;: ~nii Wi~!13.i7e thi;;: \. .a. or/-\. W 111 UlC:11. UUlt.UlJ. ... , l.J.lUO:, .1.1. V1..l.l •.v-u . .L _.._.. ............................ -... ..., .............. ----------c:,. ..._ -.. .....
effort for the State, Because the actual cost will be determined by formal quotes, we recomrnend
th.::.t the Stat:: .acco!!'~tr!.O·,i:ite t½.t cost of this t?-5k wit½ an allowance,
In addition to the two meetin~s discussed in Tasks 3 and 5, BF A anticipates the need for two
additional meetings to coordin.ate with the State and the community.
--...-.-. • ~ I r , ~ 1 • • . • ,._ t. 1 • 1 . • 1 •' J:S.t-A 1s a1so 1meresieo. ui assi:ttiiig i:11.10i,gu t"'i.3 ..:0r..::;!~.::t1c:;. p::;~e~~ ::;y p!"C'!!:l!hg pr0gr~~;.
rnanagement, construction engineeri:.1g 3..11.d ma.11agement servi~es, A.d.ditionally, BFA pro poses
to f,if!(:ti0n ~s th~ s11nnort mechfuT}.iSm for 1naximizing tb.e use of !oc-al contracto:r~ on the uroiect. A A -~ -.•
Specifically, BF A proposes to assist the State by perfonning the following tasks.
T ,.,..l,. 1., ... 14..:tn, .£.
Once · a construction contract has been awarded; BFA wili provide general adxninistrative
• i .: • ,.. .. .. I... . . T • .J , C 1, . services aur1ng conS·iiUCtiUii iOC UlC U.CtVAiijCat;uu prGj~~t ;t l~ ~~U.r::le~ !._!1-:.!' th~ ,.-;..,r.~;;)~;-;v ~t·.c~~:•
_ .. ... "".. •" ,. ~ • • • • • ....... o...a..&-.................... ··----o ---r--
Ot v,iork shaiJ t,e prov1aea ror one (1) constr...1ct1on co11tract '..AJ1tl1 a 18-mont.11 d1.rrat.ion.
1.1 Provide a technical constmction professional to work with the Contractor and ensure
..
Mr. Mike Kelly
March 6. 2000
P~o~ 4 . -e-.
Outreach and Invoivement Pian::.
\.\tithout sacrificin§ t.lie project teiz:hnit;:al goals in any way.
1.2 Atte:nd a maximum of 18 monthly progress meetings with the State and Contractor and
provide minutes of the meeting.
1.3 Provide consultation and advice to the State during the construction process.
1.4
1.5 Provide clarificati.on and interpretation of the spedfk&.tion~ and drav.'ingg.
l.6 Review 1thoo drawin~s. detaiied ccn:istruction drawings, and roateriai samples submitted . -. "· --. by the Contractor for generai conformance wim mi: lic~ig.'"i i;Gii.C~pt .:;ft!~~ p!";;je:t.
~ -~ "'!""": 1 --..L -___ -1 ...i,d, ..... ____ :_.A +~~ :-:.~-"'~~"!'n~;;;h, !'!.f ~!!}!\:":iti-;~;:. i.;:;;fr.-:-;::;]~ ;j~d A,.,n;•·n·t"lot"lt nrn1,n~,:-.,i 1. / r,vaiuau: w1u u~t.c:111111..l.ic:: u1\,,, A'-""""P"u.v.1..u"J -· .., __ ..,~;.~~;..=-..;.;.;.~=---..:...:.:..:..:.:... :-:-.-. .-.. -'-~.!...!!uun .. ..-!H. _!-'!.' .. '!·''""'..,. __
i.10
1 •• • .ll
1.12
l 11
.l,o.l....J
1-1,, ♦hlllQt r..,nnt-rQr♦nr VJ \..•.•-_.._._ • .,.., __ &-_-. •
T'\ ...... : _j_ -J;"'J;OVlUC ~
r ""'-T .. 1 "-T "l~T'T,"'\ V.&. .L"'IIIV>~.a
prnjc-et i con$trncted in accordance with the specifications and State requirements.
Provide other prof~::;~lQn~J staff as may be rn:r{'.:ss1:1,ry t0 ensure on behaif oft~ State that
the detoxification effort is performing in accordance with the project objectives.
BF A will review the Contractor's
recommendation to the State.
payment requests and prov1de
Revie'.v and monitor the pro~ess ~f d1e w~rk .versus. scheduled construction ,u1d advise
"-'--Cl ... :--•--!""'"".·--.1.._ ----... n.r,.-. .n.-.,....1 T't. ... l"\hlAfl'\C' a-H,u,tit"u,. ~lll"h nt"t,orP.Q~ ~llV ~LctlC: ~ I.\.J '-..1..a.ic;; p.1u~,\.,,~.:> Q.H~ .t-'.a.vv.a. ............ ., '"4 ........ --......... 0 '-"----..-. r---0 ... -...........
Review and report to tie Siate claim.s for cost and time extensions subrrJtted by the
Contractor. Assisi: tnl! Sti:itc with
contract change order, as required.
.. 1. .... Ull:;'.•
r,...~.,b.-.t tu:n n: fin~1 im:n~r.tfr,rix of the comnleted nroiect with representatives of the ......,....,~,.---~ .......... ,-,, ............... _ .. -·-r---·--~---------... ~ .. ..,
State. Tne first irtsoection will be to develop a punch list fer the Con.tractor and the
second inspection wiJl be to confim1 that items on the punch list have been adequately
,._..,1,..:a_.,..,.,.,_~ "i-.-u ♦\...-r'n .... -t.-.r.r.1"1-n.-if' i+ 1Q ~PtPrn,lnA-1 fhAt th~ ~nntra.etc,r l.-.,as. fulfilled 11,:~ O.U\.M90~._,,.... '--'J 'r.a.•-'-"'-'••---•-,.• _.....,. _ _...,._.,,.,,.._,._..,...,_ ....... ------------------·-·· .., -
obiigations, BrA will recommend. final acceptance of the project. Folh.Jwing final
acceptance BF A wiii review me iinai pay requesi: aiiu rcc6ii'iiiiciij ~ii~ c..lJ.lVU.tt! (;!' fa~~:
!"'~~imPnt.
: I
I
I ~~~ ..-:::>....-~ "'?-= -sn, z:;tC'iitt rr:
1
Mr. Mike Kelly
'f',_,f.,.,.~k::.. '1f\f\f\ IVl,l"llLI I II_ L.\1\S\6 -' -------'7 ----
Page 5
l. 14 Prepare record drawings from information prnvided by BF A's on-site representative, the
~+ t ; Q1"\P.PtnrQ ~nf'1 th,=,, r'Att1'-r'!ll,-..f'A1'" r1~1~T'\Po::lf'~nn ,-·hp r1;...-nenc;l"'lo'nC' j~,...a.,.;""'"' Qn.4 ~ 1 .. ,,'>.,.; ....... n ,....+ ... ►-~...a"e .. n~Y"" ...... ~....,.a...r ....... .a.-.""' ...... ""' .._~"" .... .1,......,,~ .... ""'"' ... '"'"'"" .... U .1'11.JLLI...J.J..le 1.1.,.tu ~.• .. • .. 1 •. 1. -'--'·'-')·'·"-'·'· ... ···', _,._,._,"' 1--1,J11 u.J.!\.-l T.!.'... ~!.l'!.!'_J.;. .. ,_,.,!
all facilities constructed. BF A will not be responsible for field verification of the
...... ..-,·v•r~,-fo,~ :;.._,$.,,..........,...~♦~--T\-..r.:. Ct+,..♦.o. .. -.r!11 -=n~!...-r.o ,.....,..-. ,...-.+ ....,-t'-.... 1.,,,-_..._ __ .._,..] ___ !"Ll-----.l ._, ____ -/·"l'\
!11uv1~n,A1 ~1.a n11_1_!rr:11.~-~-'.• .. ~.· .!..• .. •.1.-•• _,1_':!'.'-.. · ~!!!!'-·'-·I_·!~•-·'-'!!'-·~'.:..-~ I_'.!.!!!)'!~ !i::}-'~c.J!...!!...!~!!..!!!:,:r: ~.!!..! ~!!!':~ ~-"?)
sets of prints of the record drawings.
Prn,,Jf'ipr, T'\l"f"liPl"t l"'P.ri1hl'!'l:t1An ·ti'\ r~{rn l ,;lfnY"'lr aru:::ann~.c:a.c, n,13rf,;.f,,~,,u·" T'h'=ll;-.f'~o ....,..,.n;.o,,♦ ~ .r" ,...,.,. ................. i =•= .., .__-. .-.--y.-.-J---. __ .._IL>,._..__._...,~_.,-... .., 1.v ,.._....,C""".4·""'1.'-'&.,J w~""'&.1.""'•'-'" '-'"".1.1,.L.J.J.1.L.I~ I..L.l<LL L.1...1..._,. }-'.I.VJ'-'""" 1.'.> ~V111.l-'1'-'\A,,.
and in general compliance with permits issued by the regulatory agencies an.d submit
rPnnirPrl r.Prlifif'~tinn rlnf'llt'M,:>nf~ tn t'h,=, .. ,.,....,l<>tr..-., on.:>,...,..,.,,,.
---~--""··""·--..., ..... ,._,...._ .... ,._ __ ~.1.-..1. ... ---a.a..&,1.,1.--.,,1.,1.'-"" .,_V ...,_,a.'lra,t .1.'-'~'-'"..&.'-41."\J..L! L,L!:"-"·.&.J.W&.~.,~.
1.16 Prepare a concise detoxification sununary report for the State; and regul;nory agency's
records. The report will 1:;ontain all pertinent dat~ collected du.ring the detoxification
Compensation
Pre-Construction Services
Ta~~ 1: Assistance with ~.fP Develonmem and r:omm1mirv r.nnnlin~tinn
Task 2:
Task 3:
Task 4;
·rask 5:
& --···-·· ------------., ---------·----
Bid Form Development and Front-En.d Documents Assistance
Services During Bidding
Bid. Tabulatjon, Evaluation and Award
Pre-Construction Meeting and Stakeholder Coordination r-,,..._,...,.._1,.. ___ :, __ ,
,, .. JC:::u u::~~U~ll..:<U
AJlrnvant""P fA...,. l,,r~l ,.,..i:ar,,,♦,c:a,.-t,-~,...ol /.:-.....\ ........ .,.._ .... -.-. .. --..__ ... ,. ___ _., t:,"-''-"'""""' .. .Ll.-'""""".L A,.1.l.&&&.)
Meetings (Direct Costs)
·1u1AL
~ 11n no ~-' . . ................
1 :nn nn _.,.,__,,..,,.._.. . .._.. . .,
4)80,00
2,520.00
1,060.00
,C AAA A n. O ,VVIJ.VV
2.i40.00
$37,500.00
T h~VP. nr.t "inr hi,1r.1 thA ,--.: ..... ,~t~ f,-,r f~-,u r,,rtr~,...,;..;n,_ "D~n/"j--• .. --
----• -.................. _ .. ____ ........ ~ V'-"1,:1\•~ ..I.V'i. '-&..I,"-' ~v.o..:,u. U\.,\.lU.11 .1 1,1.a~c ~e1v1~c; Ua\;iliiiC l ii~VC: iiOi. h.aci i:Ile
opportun.ity to discuss it fully with either you or Pat. ttowever, if the State is interested in
retaining a firm to provide construction administration, the approach outlined is one we typicaiiy
Thanks for the opportunity to prepare this pre-construction services scope i:md cost estimate. The
scope outlined is diiectly in line with the work we performed for the State a.s an independent
Advisor to the Ww-ren County community. We hope that this can be processed in that va~e,
Yres1dent
cc:
i I I
I i 'SZil'.4 . -.&.-.
::;;;,.,,;;,,a:;;::::;;;;;;,.,,,,.,;;;;:-;;:;:~
I
' ..BF A Environmental Consultants
Barnes, Ferland and Associates, Inc.
March 6, 2000
Mr. Mike Kelly
State of North Carolina
Department of Environment and Natural Resources
1601 Mail Service Center
Raleigh, N.C. 27699-1601
BFA #99-001
SUBJECT: BFA Assistance with RFP, Bidding Process and Construction Process
Dear Mike:
As requested by Pat Backus, this is a task by task proposal to provide assistance to the State
during the RFP development and bidding process for the PCB Landfill detoxification. I have
also included a scope of work to assist during the construction phase.
As discussed in my letter to you dated February 14, 2000, it is customary for the project owner to
retain the services of the design firm to assist with the project bidding and even the construction
management process. This is particularly important given the proposed aggressive
implementation schedule ..
Based on our experience with the construction phase of other projects we believe the followin g
tasks will be necessary.
Preconstruction Services
Task 1: Assistance with RFP Development
BF A will work closely with the State to help ensure that an RFP is developed which is consistent
with the State's contracting practices and the technical and outreach goals of the project. We
will review the information collected, thus far by the State, compare it with typical language
used in recent similar RFPs we have in-house and make recommendations to the State. Where
applicable, under this task we will also make consistent with the historical desires of the
community.
BF A will also work with the State to help accommodate the desires expressed by the community
into the RFP. It is assumed that e-mail and conference . calls will be .used to facilitate · the
involvement of the CAB members.
It is assumed that this task will be completed within 30 days of the State's notice to proceed.
3655 Maguire Boulevard~~ Suite 150 • Orlando, Florida 32803
Office (407) '8~6-8608 • -Fax (407}'896-1822
Mr. Mike Kelly
March 6, 2000
Page 2
Task 2: Bid Forms and Front-End Documents
BF A will assist the State with developing potential modifications to standard · front-end
documents to accommodate the goals and objectives of this project.
Under this task, BF A will closely review the design documents and construction specifications in
concert with the State's standard practices to determine the format and content of the project's
bid form. For example, whether a particular item is bid in a unit price or a lump sum format will
be considered and evaluated. It is assumed that BF A will develop the final bid form.
It is also assumed that all quantities to be potentially used in the bid form will be taken from
work previously performed.
This task will occur concurrently with Task 1 and will take no more than 30 days.
Task 3:' Services during Bidding
It is assumed that the State will be responsible for project advertisement; however, BF A will be
available to perform the following:
3.1 Pre-Bid Meeting. BFA will have representatives present at the project pre-bid meeting to
assist in describing project technical requirements and respond to questions.
3 .2 Respond to Written Questions. Because of the complexity of the project it is anticipated
that potential bidders will have several questions about the design during the bidding
process. BF A will respond to all pertinent questions by writing to ensure proper review
by all potential bidders
3 .3 Prepare Addendums. BF A will assist the State in preparing bid addendums necessary to
clarify the detoxification design and formally address issues identified by potential
bidders.
3 .4 Document Production. BF A will reproduce documents as may be necessary to ensure
distribution of both plans and specifications to interested potential bidders. Whenever
possible, documents will be provided in electronic format to the State. The cost of the
bid reproduction will be transferred to the bidder.
It is assumed that the bidding process will be completed within 60 days.
Task 4: Bid Tabulation Evaluation and Award
Upon bid closing, BF A will assist the State in tabulating the bids such that a proper evaluation of
costs by category can be made.
B.FA
• Mr. Mike Kelly
March 6, 2000
Page 3
After the State has arrived at a recommended award, BF A will work with the State to
communicate the results to the community through the CAB. One CAB meeting is anticipated
under this task.
It is anticipated that this task will take 10 days to complete.
Task 5: Pre-Construction Meeting
BF A will attend the project's pre-construction meeting. The goal of the pre-construction
meeting is to introduce project team members to the selected contractor and review the
construction requirements. It is anticipated that a representative from the CAB, the County,
Warren Family Institute and other stakeholders will be present for the kick-off of the
construction activities. BF A will prepare minutes for the meeting.
Task 6: Geotechnica/ Investigation
As discussed during the design process, prior to construction the State must furnish site specific
geotechnical data. That data will be needed by the potential bidder to gain a complete
understanding of the site's suitability for the construction loads anticipated. Under this task BFA
will develop a scope of work for the potential geotechnical contractor and place stakes at
proposed test locations. BF A will then obtain 3 bids from local contractors and manage this
effort for the State. Because the actual cost will be determined by formal quotes, we recommend
that the State accommodate the cost of this task with an allowance.
In addition to the two meetings discussed in Tasks 3 and 5, BF A anticipates the need for two
additional meetings to coordinate with the State and the community.
Construction Phase Services
BF A is also interested in assisting through the construction process by providing program
management, construction engineering and management services. Additionally, BF A proposes
to function as the support mechanism for maximizing the use of local contractors on the project.
Specifically, BF A proposes to assist the State by performing the following tasks.
Task 1: General Services During Construction
Once a construction contract has been awarded, BF A will provide general administrative
services during construction for the detoxification project. It is assumed that the following scope
of work shall be provided for one (1) construction contract with a 18-inonth duration.
1.1 Provide a technical construction professional to work with the Contractor and ensure
maximum outreach to the Warren County community as stipulated in the "Community
..BFA
' Mr. Mike Kelly
March 6, 2000
Page 4
Outreach and Involvement Plan". It is our aim that all outreach will be accomplished
without sacrificing the project technical goals in any way.
1.2 Attend a maximum of 18 monthly progress meetings with the State and Contractor and
provide minutes of the meeting.
1.3 Provide consultation and advice to the State during the construction process.
1.4 Prepare sketches and drawings to resolve actual field condition conflicts encountered.
1.5 Provide clarification and interpretation of the specifications and drawings.
1.6 Review shop drawings, detailed construction drawings, and material samples submitted
by the Contractor for general conformance with the design concept of the project.
1. 7 Evaluate and determine the acceptability of substitute materials and equipment proposed
by the Contractor.
1.8 Review laboratory, shop and test reports of materials and equipment utilized.
1.9 Provide a full-time State of North Carolina Professional Engineer to ensure that the
project is constructed in accordance with the specifications and State requirements.
Provide other professional staff as may be necessary to ensure on behalf of the State that
the detoxification effort is performing in accordance with the project objectives.
1. 10 BF A will review the Contractor's monthly payment requests and provide a
recommendation to the State.
1.11 Review and monitor the progress of the work versus scheduled construction and advise
the State as to the progress and problems affecting such progress.
1.12 Review and report to the State claims for cost and time extensions submitted by the
Contractor. Assist the State with the negotiations and prepare and submit the final
contract change order, as required.
1.13 Conduct two (2) final inspections of the completed project with representatives of the
State. The first inspection will be to develop a punch list for the Contractor and the
second inspection will be to confirm that items on the punch list have been adequately
addressed by the Contractor. If it is determined that the contractor has fulfilled his
obligations, BF A will .recommend final acceptance of the project. Following final
acceptance BF A will review the final pay request and recommend the amount of final
payment.
..BFA.
'· . Mr. Mike Kelly
March 6, 2000
Page 5
1.14 Prepare record drawings from information provided by BFA's on-site representative, the
State inspectors and the Contractor delineating the dimensions, location and elevation of
all facilities constructed. BF A will not be responsible for field verification of the
provided information. The State will receive one set of mylar reproducibles and three (3)
sets of prints of the record drawings.
1.15 Provide project certification to regulatory agencies certifying that the project is complete
and in general compliance with permits issued by the regulatory agencies and submit
required certification documents to the regulatory agencies.
1.16 Prepare a concise detoxification summary report for the State and regulatory agency's
records. The report will contain all pertinent data collected during the detoxification
project.
Compensation
Pre-Construction Services
Task 1: Assistance with RFP Development and Community Coordination
Task 2: Bid Form Development and Front-End Documents Assistance
Task 3: Services During Bidding
Task 4: Bid Tabulation, Evaluation and Award
Task 5: Pre-Construction Meeting and Stakeholder Coordination
Task 6: Geotechnical
Allowance for local geotechnical firm)
Meetings (Direct Costs)
TOTAL
$ 5,440.00
3,260.00
12,300.00
4,780.00
2,520.00
1,060.00
6,000.00
2.140.00
$ 37,500.00
I have not included the costs for the Construction Phase services because I have not had the
opportunity to discuss it fully with either you or Pat. However, if the State is interested in
retaining a firm to provide construction administration, the approach outlined is one we typically
use.
Thanks for the opportunity to prepare this pre-construction services scope and cost estimate. The
scope outlined is directly in line with the work we performed for the State as an independent
Advisor to the Warren County community. We hope that this can be processed in that vane.
cc: Pat Backus, NCDENR
Barnes nd an
Patrick A. Barnes, P.
President
JAMES 8 . HUNT JR.
GOVERNOR
BILL HOLMAN
SECRETARY
WILLIAM. L . MEYER l
DIRECTOR
NORTH CAROLINA DEPARTMENT OF
ENVIRONMENT AND NATURAL RESOURCES
DIVISION OF WASTE MANAGEMENT
December 16, 1999
MEMORANDUM:
TO :
FROM:
SUBJECT:
MICHAEL BRYANT, DENR
CONTRACTS & PURCHASING
PAT BACKUS ./Jni,,/,
DWM r··--
EXTENTION OF CONTRACT WITH ETG ENVIRONMENT AL
(DENR Contract No. N9008)
The department's contract with ETG Environmental for the Phase III final design for the
detoxification of the Warren County PCB Landfill ends on January 31, 2000. A topographic
survey of the site, which was essential to many of the design drawings, took much longer to
complete than estimated. This task was part of the critical path of the project and delayed • 1 completion of the project by approximately six weeks. ETG has indicated that they will be
finished with the entire project and provide all the plans and deliverables for our review by
January 27, 2000.
1-.:-• .: -~~ ··.: ....
~· . ~. -:~·::, -~ ~ t':y
:· .:':~~;;~}-~1
Our contract with ETG states that the final payment will be made only after the state has
approved the completed final design documents. Through this letter, I am requesting that the
contract be extended by six weeks to March 13, 2000, to permit the department to thoroughly
review these documents and resolve any outstanding issues.
Please call me if you have any questions. Thank you for your help in this matter.
1646 MAIL SERVICE CENTER, RALEIGH, NORTH CAROLINA 27699-1646
401 OBERLIN ROAD, SUITE 150, RALEIGH, NC 27605
PHONE [phone] FAX [phone]
AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER • 50% RECYCLED/I 0% POST-CONSUMER PAPER
'