**SCOPE OF SERVICES**

**"Coulee Baton Micro Watershed Rural Sewer System Improvement
Project"**

**Between the Louisiana Department of Environmental Quality**

**And the**

**Acadiana Resource Conservation and Development Council**

**[Introduction]{.underline}**

Louisiana passed a law in 2000 requiring all septic systems to have an
approved Effluent Reduction System (ERS). The new law allows for six
different ERS types but the most common is absorption field lines. A
common misconception of the homeowner is that because they have never
had a blockage or odor problem that their system is functioning
properly. However, all of the soils in the micro watershed have severe
limitations with wetness and slow percolation limiting the effectiveness
of absorption field lines. In addition to poor soils, over 90% of the
homes in the micro watershed are more than 20 years old with inadequate
secondary treatment. A preliminary survey of the micro watershed found
that 55 of the 110 homes discharge directly into a public ditch with no
secondary treatment of sewage. Rural communities with aged septic
systems are known to be a significant contributor to nonpoint source
pollution. A failing septic system can discharge more than 75,000
gallons of untreated wastewater into ground and surface waters a year.

![](media/image1.jpeg){width="3.1798611111111112in"
height="2.433333333333333in"}

![](media/image2.wmf){width="1.1666666666666667in"
height="1.0694444444444444in"}A major limitation for the micro watershed
is assistance for homeowners with potentially failing rural sewage
systems. The Acadiana Resource Conservation and Development Council,
along with other partnering agencies, propose to develop a three phase
project that will:1)demonstrate properly functioning effluent reduction
systems 2)provide a cost share component for replacement and repair of
aged and or failing syestems for homeowners and 3)implement an
educational and outreach program that will highlight proper maintenance
of systems, and an explanation of how the systems work, in hopes the
homeowners will make better decisions about system maintenance and
replacement.

**[Specific Goals and Objectives]{.underline}**

The goal of this project is to address many of the issues and concerns
addressed in the Louisiana's Nonpoint Source Management Plan for 2000 in
the Statewide Educational Programs -- Home Sewage Systems Section.

1.  Homeowner education (page 105) will be accomplished with field days,
    educational talks and town hall meetings.

2.  Innovative Technologies (page 107) will be accomplished with the
    effluent reduction system demonstration.

3.  Improving water quality (page 104) will be addressed through the
    cost share program to replace aged and failing septic systems.

4.  Building partnerships with state and federal agencies and non
    profits (page 108) will be promoted by the 12 cooperating state,
    federal and non profit organizations working with the Coulee Baton
    Micro Watershed.

**[Deliverables]{.underline}**

The Acadiana Resource Conservation and Development Council agrees to
develop information packets which will announce the Sewer System
Improvement Project to potential participants. A town hall meeting will
be held within the micro watershed within 60 days of project initiation
to discuss project parameters, demonstration goals and to outline the
cost share program procedures. From the town hall meeting, participating
homeowners will be identified and a minimum of 3 representative home
septic systems will be selected for the effluent reduction demonstration
program. Field days will be conducted to demonstrate properly installed
and functioning systems, which will be followed by a detailed survey to
determine the type and condition of the homeowners current system.
Presentations will also be given on the proper maintenance of systems;
an explanation of how systems work; and how homeowners can help them
make better decisions about system maintenance and replacement. After
new systems have been demonstrated, the homeowner cost share program
will begin. Partnering with local homeowners and with the Vermilion Soil
and Water Conservation District, a total match of \$207,078 will be
available to accomplish this project. A maximum cost share of 60% will
be given for the replacement of up to 110 home sewage systems. The
homeowner will provide 40% cash match for the installation of their new
system. This is a voluntary program for homeowners, and although all
homeowners will be asked to participate in the program, it is unlikely
that 100% participation will be possible due to financial status of
homeowners, homes with properly running systems or homes which have
recently been repaired or replaced. The Acadiana RC&D Council will
communicate with LDEQ on all aspects of the project during the course of
the contract term. Quarterly reports, annual reports, invoices and
deliverables are to be submitted in a timely manner. Upon completion of
the project, a final report detailing the accomplishments, highlights,
and findings learned throughout project implementation are to be
submitted.

**[Monitoring Plan]{.underline}**

The LDEQ Project Manager will be responsible for determining if the
contractor is making progress by inspecting the project site, and also
by ensuring the time line of services is adhered to. Maintaining contact
with the contractor is imperative, and may be done so through the use of
email, mail, fax, or telephone. The Department also requires the
contractor to submit quarterly reports and also annual reports for all
activities accomplished during those reporting periods. A final report
is to be submitted highlighting accomplishments, obstacles, and
findings, once the project is completed. All work should be completed in
a timely matter.

**[Project Start and End Date]{.underline}**

This project will begin 14 days once final approval is given, and will
be completed by July 2009. The following tentative schedule of
activities will be followed:

> June 2008 Town Hall Meeting-Community Involvement

August 2008 Effluent Reduction System Selection and Installation

> October 2008 Field Day of new demonstration systems
>
> December 2008 Homeowner Cost Share Program
>
> July 2009 Final Report

#### 

#### 

#### [Project Element 1 -- Outreach and Education]{.underline}

**[Task 1.1:]{.underline}**

**[Town Hall Meeting-Community Involvement]{.underline}**

A major component of this project is outreach and education. All
residents within the micro watershed will be able to participate in a
town hall meeting where project parameters will be discussed. Town hall
meetings create environments where all partnering agencies and
organizations can interact with the homeowners and can provide needed
information and assistance in a non threatening way.

**Deliverable:** A detailed survey will be conducted with the homeowner
to determine the type and condition of the current system. A town hall
meeting will be held within the micro watershed within 60 days of
project initiation to discuss project parameters, demonstration goals
and to outline the cost share program procedures.

**Schedule:** Months 1 -- 2

**Payment:** Federal: \$3,221 Match: \$2,645 Total: \$5,866

**[Project Element 2 -- Effluent Reduction Demonstration
Systems]{.underline}**

**[Task 2.1:]{.underline}**

**[Effluent Reduction Selection]{.underline}**

From the survey results and town hall meetings, participating homeowners
will be identified and a minimum of 3 representative home septic systems
will be selected for the effluent reduction demonstration program.

**Deliverable:** These new systems will demonstrate the effective use of
a Rock Plant Filter, Spray Irrigation and or Gravel Filtration Beds. The
type of demonstration system used will be determined by soil type, space
limitations and home owner preference. The systems will be installed
following Louisiana Administrative Code Title 51 by certified
installers.

**Schedule:** Months 3 -- 6

**Payment:** Federal: \$20,687 Match: \$8,127 Total: \$28,814

**[Task 2.2:]{.underline}**

**[Field Day]{.underline}**

These demonstration systems will have an education and outreach
component. A field day will be held to demonstrate properly installed
and functioning systems. The field day will be open to the public with
the targeted audience being the state agencies involved with sewage
system oversight, private installers of septic systems and homeowners
from the surrounding watersheds.

**Deliverable:** At this field day presentations will be given on proper
maintenance of systems, explanation of how systems work, and how
homeowners can make better decisions about system maintenance and
replacement. Presentations will use the Home Sewer Awareness toolkit for
the following topics: "Saving Money by Maintaining Your Home Sewer
System", "Why Do Home Sewer Systems Fail?", and "The Hazards of Failing
Home Sewer Systems." Demonstrating properly functioning effluent
reduction systems will help alleviate the current misconceptions of
these systems. They will also allow homeowners and private installers to
see the systems in place and obtain needed knowledge to install
permitted sewer systems across the state.

**Schedule:** Months 5-9

**Payment:** Federal: \$4,021 Match: \$3,174 Total: \$7,195

**[Project Element 3 -- System Replacement Cost Share
Program]{.underline}**

**[Task 3.1]{.underline}:**

**[Homeowner Cost Share Program]{.underline}**

After new systems have been demonstrated, the homeowner cost share
program will begin. Once the program is announced and advertised the
application period will be open for 60 days. Homeowners will complete a
pre- application with the Vermilion SWCD. Pre applications will be
ranked based on age of system, type of discharge system currently used,
and potential volume contributed to the micro watershed. The ranking
criteria and application will be developed once the project is funded. A
SWCD employee will assist the homeowners in gathering the needed
information to receive a permit from the Louisiana Department of Health
and Hospitals. Homeowners will then follow proper procedures and obtain
all necessary permits.

**Deliverable:** Once permits are completed, a maximum cost share of 60%
will be given for the replacement of a minimum of 10 home sewage
systems. The homeowner will provide 40% cash match for the installation
of their new system. A certified installer will be used for all new
systems.

**Schedule:** Months 7-14

**Payment:** Federal: \$264,000 Match: \$182,632 Total: \$446,632

\*Note: For this task only, invoices may be submitted monthly for
reimbursement

#### [Project Element 4- Quarterly Reports, Annual Reports and Final Report]{.underline} 

The Acadiana RC&D Council will communicate with LDEQ on all aspects of
the project during the course of the contract term. Quarterly reports,
annual reports, invoices and deliverables are to be submitted in a
timely manner.

**[Task 4.1]{.underline}:**

**[Quarterly Reports]{.underline}**

Quarterly monitoring reports which include narrative documentation of
all project activities and results will be submitted to LDEQ.
Accompanying deliverables, as required by individual tasks upon their
completion, shall accompany monitoring reports. Comprehensive analysis
and interpretation of project results will be included in the monitoring
reports as available. Invoices must also accompany these monitoring
reports.

**Deliverables:** Monitoring reports, with attached deliverables, which
detail progress to date will be submitted throughout the duration of the
project and will specify any problems or issues encountered during the
course of the project.

**Federal Payment:** Payment provided by task accomplished (See Table 1.
Schedule and Cost by Task).

**Schedule:** Draft monitoring reports are due the 10^th^ of the month
following each calendar quarter (Jan. 10^th^, Apr. 10^th^, Jul. 10^th^,
and Oct. 10^th^) for all quarters until the final report is submitted to
EPA or the contract term period expires. Draft monitoring reports can be
submitted via electronic submission. Acceptable forms of electronic
submission are MS Word or MS Excel accompanied by a PDF version of that
quarterly report. Electronic submittal templates will be provided by the
LDEQ project officer.

In addition, final monitoring reports including an invoice/request for
payment are due via hard copy by the 30^th^ of each month following each
calendar quarter (Jan. 30^th^, Apr. 30^th^, Jul. 30^th^, and Oct.
30^th^) for all quarters until the final report is submitted to EPA or
the contract term period expires.

**Payment:** Federal: \$0 Match: \$3,500 Total: \$3,500

**[Task 4.2]{.underline}:**

**[Annual Report]{.underline}**

An annual report will be submitted to LDEQ documenting all project
activities during the corresponding federal fiscal year (Oct.1 -- Sept.
30). These reports will show the results achieved and the impact of BMPs
on water quality. Previously submitted deliverables may be referenced
rather than included in the annual report. In addition, cooperator is
required to present the progression of their project at the LDEQ in
Baton Rouge during the Section 319 annual project review session in
November.

**Deliverables:** Annual reports will document the results of project
accomplishments during that federal fiscal year. The annual report to
LDEQ should be an analysis of results, as applicable, rather than a
description of activities, and cooperator will make a presentation to
the LDEQ on project progress/status in November.

**Federal Payment:** Payment provided by task accomplished (See Table 1
Schedule and Cost by Task).

**Schedule:** **(1)** Annual reports are due by October 30^th^ following
the end of the reporting period. **(2)** Section 319 Project Review
Session - Beginning second (2^nd^) Wednesday and Thursday of November,
2008, and each second (2^nd^) Wednesday and Thursday of November
thereafter until the draft final report is submitted to EPA.

**Payment:** Federal: \$0 Match: \$3,500 Total: \$3,500

**[Task 4.3]{.underline}:**

**[Final Report]{.underline}**

Develop and submit a final report upon completion of the project to LDEQ
and eventual EPA approval. Upon incorporation of LDEQ revisions to the
draft final, triplicate copies of the final report and all deliverables
shall be submitted to LDEQ.

**Deliverables:** The Final project report will detail the
accomplishments, highlights, and findings learned throughout project
implementation. Provide final report to LDEQ and EPA for review,
comment, and approval. Once the report is EPA approved, provide a
digital copy and hard copy of the document.

**Federal Paymen**t: \$12,500 Match: \$3,500 Total: \$16,000

**NOTE: Ten Percent (10%) of the federal funds contracted will be
retained until the final report is completed and has been accepted by
DEQ and EPA.**

**Schedule:** Months 15-16. Final report draft is due and must be
submitted within 60 days prior to the contract end date. Failure to meet
this requirement will be considered an incompletion of task during
contract term period and will result in a 3% deduction of the federal
funds contracted from the final payment.

Final report addressing all comments, concerns, and revisions must be
approved by LDEQ and EPA before this task can be considered complete and
final payment of federal funds can be paid to the cooperator.

**Table 1. Schedule and Cost by Task**

+---+------------------------+------+------+------+------------------+
| * | **Description**        | **F  | *    | *    | **Schedule**     |
| * |                        | eder | *Mat | *Tot |                  |
| T |                        | al** | ch** | al** |                  |
| a |                        |      |      |      |                  |
| s |                        |      |      |      |                  |
| k |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Town Hall Meeting-     | \$3  | \$2  | \$5  | Months 1-2       |
| * | Community Involvement  | ,221 | ,645 | ,866 |                  |
| 1 |                        |      |      |      |                  |
| . |                        |      |      |      |                  |
| 1 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Effluent Reduction     | \$20 | \$8  | \$28 | Months           |
| * | Selection              | ,687 | ,127 | ,814 |                  |
| 2 |                        |      |      |      | 3-6              |
| . |                        |      |      |      |                  |
| 1 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Field Day              | \$4  | \$3  | \$7  | Months           |
| * |                        | ,021 | ,174 | ,195 |                  |
| 2 |                        |      |      |      | 5-9              |
| . |                        |      |      |      |                  |
| 2 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Homeowner Cost Share   | \    | \    | \    | Months 7-14      |
| * | Program                | $264 | $182 | $446 |                  |
| 3 |                        | ,000 | ,632 | ,632 |                  |
| . |                        |      |      |      |                  |
| 1 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Quarterly Reports      | \$0  | \$3  | \$3  | Due the month    |
| * |                        |      | ,500 | ,500 | following each   |
| 4 |                        |      |      |      | quarter          |
| . |                        |      |      |      |                  |
| 1 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Annual Report          | \$0  | \$3  | \$3  | Due October of   |
| * |                        |      | ,500 | ,500 | each year during |
| 4 |                        |      |      |      | project period   |
| . |                        |      |      |      |                  |
| 2 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+
| * | Final Report           | \$12 | \$3  | \$16 | Months 15-16     |
| * |                        | ,500 | ,500 | ,000 |                  |
| 4 |                        |      |      |      |                  |
| . |                        |      |      |      |                  |
| 3 |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
| * |                        |      |      |      |                  |
+---+------------------------+------+------+------+------------------+

**Totals \$304,429 \$207,078 \$511,507**

**Table 2. Budget by Category**

![](media/image3.wmf){width="5.086805555555555in"
height="6.316666666666666in"}

**[Budget Justification]{.underline}**

**Personnel Federal: \$25,929 Match: \$19,073**

The Acadiana RC&D Council will provide a project coordinator to oversee
all aspects of grant coordination between partners and LDEQ. The Council
will also have an administrative assistant working on budget, billing
and fiscal management. The Vermilion SWCD will also provide an
administrative assistant to assist with the cost share program and
assist homeowners with the protocols for installation of septic systems.
Both the Council and SWCD will utilize volunteer board members to serve
as match and to assist with outreach and field day activities.

**Fringe Benefits Federal: \$0 Match: \$5,720**

Fringe benefits are calculated as 26.5% of salaries

**Materials and Supplies Federal: \$270,000 Match: \$172,000**

Three (3) systems will be installed during the effluent reduction
demonstration portion of this project. Each system will cost \$4,500 and
they will be installed at no cost to the homeowner. \$2,500 will be used
to procure native wetland plant material and to cover other cost
associated with these atypical systems. One Hundred and Ten (110) homes
will be targeted for the installation of new home septic systems during
the homeowner participation portion of this project. Each system will
cost an average of \$3,750 installed by a licensed contractor. This cost
includes removal and disposal of old system. Each homeowner will pay 40%
of this installation cost.

**Outreach and Field Days Federal: \$8,500 Match: \$3,849**

Homeowner and septic system installers involvement is key to the success
of this project. This will be achieved through technology transfer,
field days, town hall meetings and public presentations. In kind match
will include travel and time to prepare information for these events.

Federal funds will not be utilized for travel expenses.

**Indirect Cost Federal: \$0.00 Match: \$12,156**

Indirect cost will include telephone, computer usage, supplies,
printers, printing, paper supplies, postage, duplication services,
renting of facilities, and liability insurance cost for events.

**[Match]{.underline}**

The Acadiana Resource Conservation and Development Council and the
Vermilion Soil and Water Conservation District with local homeowners
will provide \$207,078 in matching funds for the project.

**Table 3. Matching Funds**

  ---------------------------------- --------- --------- ------------------
  Matching Funds (40%)               2008      2009      Total

  Acadiana RC&D Council Inc.         9,768     8,750     18,518

  Vermilion SWCD                     5,250     11,310    16,560

  Homeowner/Stakeholder Match        86,000    86,000    172,000

  Total Matching Funds               101,018   106,060   207,078
  ---------------------------------- --------- --------- ------------------

**[Requested Funds]{.underline}**

The Acadiana Resource Conservation and Development Council is requesting
\$304,429 to complete the Coulee Baton Micro Watershed Rural Sewer
System Improvement Project. Partnering with local homeowners and with
the Vermilion Soil and Water Conservation District a total match of
\$207,078 will be available to accomplish this project. Total budget for
this project is \$511,507.