United States
Environmental Protection
Agency
Office of
Solid Waste and
Emergency Response
Publication 9202.1-10-2
EPA 540-R-93-054
PB93-963272
March 1993
Superfund
&EPA Compendium of Good Ideas
Models of Success and
Lessons Learned
Volume 2
Source Book
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Publication 9202.1-10-2
March 1993
SUPERFUND
COMPENDIUM OF GOOD IDEAS
Models of Success and Lessons Learned
Volume 2
Source Book
Superfund Revitalization Office
U.S. Environmental Protection Agency
Washington, DC 20460
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NOTICE
The policies and procedures described in this document are intended solely for the guidance
of government personnel. They are not intended, and cannot be relied upon, to create any
rights, substantive or procedural, enforceable by any party in litigation with the United
States. The Agency reserves the right to act at variance with these policies and procedures
and to change them at any time without public notice.
Additional copies of this document may be obtained from the National Technical Information
Service (NTIS) at:
NTIS
5285 Port Royal Road
Springfield, VA 22161
(703) 487-4650
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COMPENDIUM OF GOOD IDEAS
Models of Success and Lessons Learned
VOLUME 2
TABLE OF CONTENTS
SECTION PAGE
INTRODUCTION • . vii
COOPERATIVE STREAMLINING
Removal and Remedial Cooperation 1
Site Assessment and Removal Cooperation 3
Site Assessment and Remedial Cooperation 4
ENFORCEMENT STREAMLINING
Enforcement Models ......:... '. . . . 5
Enforcement Resources . . .... 5
PRP Compliance Tools 7
Cost Recovery Support 10
PRP Searches 11
DOJ Relations 14
Voluntary Cleanups 15
Document Management . 16
REMOVAL
Cleanup Tools 17
Removal Enforcement 18
Staff Support 18
Information Exchange 19
Interagency Support 20
REMEDIAL
Cleanup Tools 21
Staff Support . , 22
Information Exchange 24
Interagency Support 24
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COMPENDIUM OF GOOD IDEAS
Models of Success and Lessons Learned
VOLUME 2
TABLE OF CONTENTS
(continued)
SECTION
CONTRACTS
PAGE
Improving Contractor Cost Effectiveness 26
Tracking Systems 29
Information Sharing 30
Training 31
Contract Management Tools 32
Contract Vehicles 36
Administrative Support Systems 39
INTERNAL COMMUNICATIONS
Administrative Support Systems 41
File Management 42
Specialty Work Groups 44
Local Area Network 45
Cooperative Efforts 45
Information Sharing 46
Communication Tools 48
Regional Priorities Initiatives 49
Information Resources 49
Site Teams 50
EXTERNAL COMMUNICATIONS
Public Meetings 51
Public Assistance 54
Communication Tools 54
Congressional Relations 58
Media Relations 59
International Relations 60
IV
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SECTION
STATES
COMPENDIUM OF GOOD IDEAS
Models of Success and Lessons Learned
VOLUME 2
TABLE OF CONTENTS
(continued)
PAGE
Leveraging State Resources . .
Improving State/EPA Relations
61
61
LIST OF ACRONYMS 63
GOOD IDEA TEAR SHEET
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ACKNOWLEDGEMENT
The Superfund Revitalization Office would like to thank the Regional staff and
management that participated in the SRO's Regional office visits and
contributed the good ideas for inclusion in this Compendium. Although too
numerous to thank individually, this compendium presents their good ideas.
Appreciation is also extended to the individuals that participated in the Regional
visits. These individuals include Sue Andersen, Barbara Bach, Bruce Bakaysa,
Felicia Barnett, Tai-Ming Chang, Filomena Chau, Lance Elson, Peter Feldman,
Tim Fields, Awilda Fuentes, Linda Garczynski, Lois Gartner, Mike Gifford,
Trish Gowland, Tim Grier, JoAnn Griffith, Ann Hamann, Ben Hamm, Pat
Hawkins, Robert Heffernan, Loren Henning, Stan Hitt, Ronald Jackson, Terri
Johnson, Ika Joiner, Sven-Erik Kaiser, Carolyn Kenmore, Amy Legare, Ken
Lovelace, Jim Maas, Shahid Mahmud, Jennifer Maloney, Richard Nalesnik,
Charles Openchowski, Pam Phillips, Ceil Price, Earl Salo, Joe Santarella, Ken
Skahn, Bill Steuteville, Chris Thomas, Patricia Tidwell, Jan Young, Stuart
Walker, Kay Waters, Ron Wiley, Candace Wingfield, and Kerry Wolferts.
This Compendium would not have been possible without the generous
assistance provided by all involved. Special thanks is also extended to Beth
Aschinger, Barb Dean-Hendricks, Pat Martz Kessler, and Cathy O'Connell for
their support in this effort.
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INTRODUCTION
Volume 2 of the Compendium of Good Ideas is designed to be a reference document for all
personnel involved in the implementation of the Superfund program. It contains numerous
entries that provide the user with some information about specific initiatives or activities
undertaken in the various EPA Regional offices. Each entry contains a brief description of
the activity, but these descriptions are not designed to "stand alone" as an information
source. Rather, the entries are designed to provide enough information to enable EPA staff
to make an assessment whether a particular entry is relevant to their needs and warrants
further investigation. A contact name and telephone number are provided for all entries. A
list of acronyms used in the text begins on page 63.
The entries contained in Volume 2 are organized into eight categories and further divided
into subcategories for ease of use. The eight major categories are as follows:
• Cooperative Streamlining
• Enforcement Streamlining
• Removal
• Remedial
• Contracts
• Internal Communications
• External Communications
• States
An "Idea Submittal Request" is attached at the end of Volume 2 to invite continued
participation in the sharing of ideas.
Vll
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COOPERATIVE STREAMLINING
REMOVAL AND REMEDIAL COOPERATION
Accelerated Cleanup;
Region 5 accelerated cleanup at the Sheboygan Harbor and River site in Sheboygan,
Wisconsin, by addressing the areas that presented direct contact risks first. In addition,
Region 5 issued a UAO under which the PRPs performed a follow-up removal to reduce
further any direct contact risks. By these actions, the Region eliminated the immediate risks
to the community and ensured continued cleanup.
Contact: Bonnie Eleder, Remedial Project Manager, Region 5
312/886-4885
Cooperation Equals Success;
The cooperative effort of the Region 5 Removal and Remedial programs on the Southeast
Rockford site included the RPM preparing the ROD, action memo, and funding package
within 35 days and the OSC coordinating the field activities. The Removal program supplied
an alternative water supply to affected residents in 1990. The Remedial program provided an
alternative water supply to additional residents and installed a groundwater treatment system
in 1991. The success of this combined effort increased Region 5's experience and expertise
on combined cleanup initiatives.
Contact: Ken Theisen, On-Scene Coordinator, Region 5
312/886-1959
Karen Veudl, Remedial Project Manager, Region 5
312/886-4739
Early Removal Activities at Non-NPL Sites;
Region 5 initiated removal activities early in the process at non-NPL sites in Ohio. !tii
addition, the oversight of longer-term PRP activities was transferred from OSC to RPM
(e.g., Summit Equipment and the Kent City Dump). Region 5 experienced good interaction
between RPMs and OSCs resulting in successful site work.
Contact: Steve Renninger, On-Scene Coordinator, Region 5
216/522-7260
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ARCS Contractor for Removal Actions;
After a PRP was pulled off a site, Region 6 used an ARCS contractor that was conducting an
RI at the NPL site to investigate another area of the site for a Removal action. Region 6 was
able to reduce costs by using a contractor that was already present at the site.
Contact: Craig Carroll, On-Scene Coordinator, Region 6
214/655-2299
Rotational Assignments;
OSCs and RPMs rotate assignments in Region 7. RPMs work with OSCs on removal
enforcement sites and OSCs work with RPMs on remedial projects that are similar to
removals. This rotation increases the knowledge of the RPMs and OSCs and provides each
with a better understanding of the other's job and the requirements that need to be met for a
site's transition from the Removal program to the Remedial program.
Contact: Nancy Johnson, Remedial Project Manager, Region 7
913/551-7703
Removal Assessment;
Region 9 combined data collection activities at the Westminster site. Data normally collected
during the remedial treatability study was collected during the removal assessment. This data
provided the Region with the information required to make a decision on cleanup activities
without conducting additional waste characterization or treatability studies. The Region
saved time and was able to expedite cleanup activities.
Contact: Dick Vesperman, Remedial Project Manager, Region 9
415/744-2232
Removal/Remedial Teamwork;
Region 9 used removal authority to remove tailings piles contributing to a surface water
mercury pollution problem at the Sulphur Bank Mercury Mines site. The Region is
performing an in-house RI/FS for the site, and the OSC is a member of the team. This is a
good example of the benefits and accomplishments that result from Removal/Remedial
program teamwork.
Contact: John Lucey, Remedial Project Manager, Region 9
415/744-2222
Carolyn d'Almeida, Remedial Project Manager, Region 9
415/744-2225
Contractor Coordination;
TAT and ARCs contractors, who are employees of the same company, worked together on a
post-ROD removal at an NPL site (Yakima Plating) in Region 10. Because the contractors
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worked for the same firm, the coordination was excellent and the competitive tendencies
which might be present with different contractors was greatly diminished. The result of this
effort was an accelerated construction complete.
Contact: Jim Everts, Chief, Superfund Response and Investigation Section, Region 10
206/553-1677
SITE ASSESSMENT AND REMOVAL COOPERATION
Efficient Data Use;
Region 4 uses the data gathered during NPL site removal certification for the pre-remedial
SI, when possible. This practice results in an efficient use of data, as well as time and cost
savings.
Contact: Charles Eger, On-Scene Coordinator, Region 4
404/347-3931
Smelter Screening Effort;
Under a SACM initiative, Region 8 grouped 34 abandoned smelter sites for screening and
preliminary sampling. Working with the State of Utah, the Region screened the sites, thus
allowing the Region to focus its resources on the 16 most hazardous sites.
Contact: Steve Hawthorne, On-Scene Coordinator, Region 8
303/293-1224
Wood Treatment Screening Effort;
Region 8 identified approximately 60 wood treatment facilities within the State of Montana
and conducted a screening based on site location and length of operation. Using this
screening tool, the Region determined that surface sampling was required at 75% of the
facilities. The sampling results were used to target and prioritize sites.
Contact: Steve Hawthorne, On-Scene Coordinator, Region 8
303/293-1224
Joint Site Inspection;
The TAT and FIT contractors in Region 10 conducted a joint site inspection at the Dead
Horse site and the Removal and Site Assessment programs made decisions together regarding
site work. The decisions were made using an approach similar to RDT. The SACM
initiative encouraged SAMs, RPMs, OSCs, ORC attorneys, and Community Relations staff
to coordinate their efforts and work as a team.
Contact: Jim Everts, Chief, Superfund Response and Investigation Section, Region 10
206/553-1677
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SITE ASSESSMENT AND REMEDIAL COOPERATION
Coordinated RI/FS and HRS Scoring;
Region 4 began coordinating the RI/FS with the HRS scoring at three pilot sites so that the
data collected during the RI/FS also can be used for the HRS package. The coordination of
these activities may streamline the Superfund process, since the site will be ready for the
RD/RA at the time of the NPL listing.
,4.
Contact: Robert Morris, Site Assessment Manager, Region 4
404/347-5065
ivestigation;
In Region 6, Lavaca Bay was targeted for the HRS and an expanded SI at the same time.
The Region worked with Headquarters and MITRE Corporation to develop a strategy for site
work before the construction work was started. These efforts streamlined pre-construction
activities at the Lavaca Bay site resulting in a savings of time and money.
Contact: Ed Sierra, Chief, Site Assessment Section, Region 6
214/255-6740
Swift Process Pilot Program;
The Region 9 Swift Process Pilot Program, combining PA/SIs, was initiated in April 1991.
The Region compared Swift Process site assessments performed by the Region's ARCS
contractors in FY 1992 against standard site assessments prepared by the Region's
ARCS/FIT contractors during FY 1992, FY 1991 and FY 1990. The pilot program indicated
a primary savings of calendar time by reducing the standard process time frame by 20 to 25
months, depending on whether or not sampling was required as part of the PA/SI. A savings
of 108 LOE hours, which equates to approximately $7,560 per site at the current ARCS
hourly cost, also was realized.
Contact: Paul LaCourreye, Environmental Scientist, Region 9
415/744-2345
Phased Ecological Assessment;
Region 9 completed a phased ecological assessment for the Montrose Superfund site. As part
of the phased approach, a detailed information search was performed before conducting field
activities. Since so much information already existed from the information search, time and
money was saved by not duplicating data collection activities in the field.
Contact: Nancy Woo, Remedial Project Manager, Region 9
415/744-2394
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ENFORCEMENT STREAMLINING
ENFORCEMENT MODELS
Model Orders for Site Access and Remedial Design:
The Region 1 ORC developed model Consent Orders for site access and RD, as well as a
model approach for access agreements. These models result in faster implementation of site
cleanups.
Contact: Greg Kennan, Associate Regional Counsel, Region 1
617/565-3446
Removal Action TQM Process;
Region 7 has established a TQM process for Removal actions. The TQM process resulted in
the development of model UAOs and AOCs. Additionally, the TQM process resulted in the
successful use of early action memos as decision documents to support enforcement actions
and a delay in the effective dates of UAOs to expedite and enhance AOC negotiations.
Contact: Craig Smith, Chief, Remedial Enforcement Section, Region 7
913/551-7683
Superfund Model Documents Binder;
The Region 9's Cost Recovery program developed a binder that contains all Regional
Superfund model documents. The binder is updated every six months and the Region is
currently in the process of adding a model access letter. The binder organizes the model
documents and provides staff with access to the most current models.
Contact: Kim Muratore, Environmental Protection Specialist, Region 9
415/744-2373
ENFORCEMENT RESOURCES
ORC Attorneys Dedicated to Removal Enforcement;
Region 1 dedicated two ORC attorneys to removal enforcement activities. These attorneys
are a great asset, providing experienced, continuous support to the Removal enforcement
process.
Contact: Don Berger, Chief, Emergency Planning & Response Branch, Region 1
617/860-4367
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American Association of Retired Persons as Civil Investigators:
Region 1 uses AARPs as experienced in-house CIs to provide an "overlapping knowledge"
for all sites. The use of in-house CIs has saved the Region time and money on enforcement
actions by alleviating the use of more expensive contractors.
Contact: Steven Novick, Chief, Enforcement & Preparedness Section, Region 1
617/860-4364
Two FTE Site Investigators;
Region 1 added two dedicated FTE site investigators to the Removal program. The addition
of the FTE investigators has enabled quick start-ups at sites and enabled OSCs to focus on
other responsibilities and duties. The dedicated site investigators work with and coordinate
efforts with PA/SI staff and the States ensuring that appropriate sites are referred for
Removal actions. As a result, 75 percent of State referrals result in PRP or Fund-lead
removals.
Contact: Steven Novick, Chief, Enforcement & Preparedness Section, Region 1
617/860-4364
ARAR "Peer Review Panel";
Region 1 set up a "peer review panel" of senior attorneys experienced in ARARs. This
panel reviews the proposed remedial decisions and the ARARs identified for these proposals
to see if they're legally appropriate. Additionally, the panel performs a "final check" on the
case attorneys' RODs, which results in better RODs.
Contact: Gretchen Muench, Senior Assistant Regional Counsel, Region 1
617/565-4904
Enforcement Coordinators Merge Legal and Technical Resources;
Region 1 added Enforcement Coordinators to the Removal program to arrange site access,
send notice letters, and determine where program dollars should be spent (i.e., whether
money should be spent on contractors or work should be done in-house). The addition of the
Enforcement Coordinators has successfully combined the efforts of the Region's legal and
technical resources.
Contact: Steven Novick, Chief, Enforcement & Preparedness Section, Region 1
617/860-4364
Development of a General Work Assignment;
Region 4 is issuing a general work assignment that is task-specific and accessible to multiple
WAMs to provide support for all enforcement-related activities (e.g., PRP search, title
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search, 104(e) letter database, etc.) at six sites. The general work assignment accelerates the
usual work assignment turnaround time and saves the Region time, money, and paperwork.
Contact: Greg Armstrong, Work Assignment Manager, Region 4
404/347-5059
Rotation of Staff Attorneys;
Region 6 rotated its new Superfund staff attorneys into the Cost Recovery Section. The
rotation of staff attorneys fostered understanding of the cost recovery process and promoted
team work between staff attorneys and cost recovery staff. Region 6 anticipates that this
process will be implemented again in the future following the reorganization of the ORC and
the hiring of new Superfund attorneys.
Contact: Buddy Parr, Chief, Cost Recovery Section, Region 6
214/655-6670
Region-Specific SOW Team;
Region 7 formed a team to write a Region-specific SOW for a TES contract. The team
consisted of a contract specialist, a RPM, an attorney, and a CI. The team effort enabled all
participants to contribute content specific to their expertise and requirements.
Contact: Maureen Hunt, Program Analyst, Region 7
913/551-7722
PRP Search Mentor Program;
Region 9 PRP search staff use a mentor program to train new CIs. Experienced
investigators are hired and then taught the specifics of the Superfund program and how to
conduct PRP searches. The costs associated with PRP searches are reduced by having
experienced CIs on staff.
Contact: Betsy Curnow, Chief, Case Development Section, Region 9
415/744-2378
PRP COMPLIANCE TOOLS
UAO Withdrawal;
Region 1 withdrew a UAO and the threat of a Fund cleanup at the Keefe Environmental
Services site. In this case, the Region believes that withdrawing the order and the threat of a
Fund cleanup was an effective incentive tool for compliance.
Contact: Bill Walsh-Rogalski, Chief, Superfund Office of Regional Counsel,
Region 1
617/565-3438
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"Participate and Cooperate" Orders;
Region 2 has been successful in issuing Participate and Cooperate Orders (PCOs) to non-
participating PRJPs when the Region has a solid case. These orders encourage non-
participating PRPs to work with cooperating PRPs towards site cleanup.
Contact: Alex Schmandt, Assistant Regional Counsel, Region 2
212/264-9794
Financed Cleanup;
Region 4 allowed PRPs to finance the cleanup of the City Industries site in Winter Park,
Florida, using installment payments. The PRPs paid the large capital costs up-front and will
pay the remainder of the costs through installments. This method of financing facilitated site
cleanup.
Contact: Jay Bassett, Remedial Project Manager, Region 4
404/347-2643
Pam Scully, Remedial Project Manager, Region 4
404/347-2643
RPMs Present at Depositions;
The Region 5 ORC attorneys are inviting RPMs to attend PRP depositions. During the
breaks, the RPM suggests additional questions for the ORC attorney to ask the PRP.
Through further questioning, the ORC attorney is able to obtain site information that may be
helpful to the RPM. This action has proven helpful to both ORC attorneys and RPMs.
Contact: Mary Beth Novy, Remedial Project Manager, Region 5
312/353-7556
CERCLA 109(b) Penalties;
Region 5 used CERCLA 109(b) administrative penalties at the Outboard Marine Corporation
site in Waukegan, Illinois. The use of these penalties discourages PRP violations of EPA
orders and encourages site cleanup.
Contact: Sean Mulroney, Attorney, Region 5
312/886-7150
Compliance Oversight Procedures;
Region 5 established procedures for monitoring and enforcing CERCLA administrative and
judicial orders and decrees to ensure that expeditious, effective, and consistent enforcement
actions are taken. These procedures assist staff in determining and documenting the
appropriate enforcement response to violations of terms and schedules stipulated in orders
and decrees. The Region developed clear guidance and procedures for the effective use of
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statutory authorities and enforcement mechanisms in settlement documents in response to an
Office of Inspector General audit report recommendation.
Contact: Jim Mayka, Chief, Michigan/Wisconsin Remedial Response Branch, Region 5
312/353-9229
Consolidation of In-House Deliverables;
Region 6 consolidated many interim deliverables through the use of an AOC at the Dutch
Town site. The consolidation of interim deliverables for the Dutch Town site and other sites
has streamlined and accelerated site activities. The Dutch Town site's activities have been
accelerated by approximately one year.
Contact: Cathy Gilmore, Remedial Project Manager, Region 6
214/655-6766
Use of AOCs;
Region 7's use of an AOC for the RD phase of cleanup allowed the design work to proceed
without a CD. The use of the AOC enabled the Region to avoid possible delays associated
with CDs. In addition, when a CD was reached for the RA, they were ready to proceed.
Contact: Diane Easley, Remedial Project Manager, Region 7
913/551-7797
Pre-ROD Remedial Design;
Based on public input on the proposed plan, Region 9 worked with PRPs at the Sacramento
Army Depot site to start the RD for source remediation concurrently with the drafting of the
ROD. The RD was finalized at the same time the ROD was signed, allowing cleanup
activity to begin immediately. This approach could be used at other applicable sites^to speed
up the remedial process, as long as the PRPs know that the remedy selection is not "final"
until the ROD is signed and are willing to take the risk that the selected remedy could
change.
Contact: Marlon Mezquita, Remedial Project Manager, Region 9
415/744-2363
Early Complaint Filings:
Region 10 files complaints as early as possible, especially when the District Court has a
policy of pressing parties to settle, either informally by pressure from the judges or formally
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by mediation. Region 10 has found that early filing accelerates settlements and avoids undue
delay in the cleanup process.
Contact: Edward Kowalski, Chief, Office of Regional Counsel Waste Branch,
Region 10
206/553-6695
COST RECOVERY SUPPORT
Cost Recovery Documentation;
Region 3 maintains and provides DOJ with documents demonstrating the resources expended
and the specific work activities undertaken at a particular site. This information enables the
DOJ to focus on the successful litigation of cases, rather than the gathering of necessary
documentation.
Contact: Leslie Vassallo, Environmental Protection Specialist, Region 3
215/597-3171
Administrative Cost Recovery Actions:
Administrative cost recovery actions in addition to judicial cost recovery actions are used by
the Remedial program in Region 6. The administrative actions are more cost effective and
faster than judicial cost recovery.
Contact: Mark Peycke, Chief, Superfund Office of Regional Counsel, Region 6
214/655-2134
PRP Briefings:
The financial management staff in Region 7 conduct briefings for PRPs on cost
documentation policies and procedures. This has proved to be a successful negotiation tool
since PRPs are more likely to accept oversight costs if they are briefed on policies and
procedures and trained on how costs are documented for future EPA cost recovery and PRP
contribution actions.
Contact: Doug Walther, Attorney, Region 7
913/551-7735
Cost Allocation Package;
Region 9 used a contracted accountant to prepare a cost package to allocate area-wide (e.g.,
South Bay) costs to individual sites. Of the 20 sites that received a cost allocation, 14 settled
and 6 were referred. Of the sites that were referred, 3 are settled and 3 are still active. The
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cost package has aided in the settlement of cost claims increasing the number of sites with
settling parties.
Contact: Betsy Curnow, Chief, Case Development Section, Region 9
415/744-2378
PRP SEARCHES
Use of NLECS:
Region 1 signed a contract with a State to gain access to the NLECS system to search for
persons potentially involved with a Superfund site. The NLECS system, which is accessed
through local police departments, provides the Region with a cost-effective research tool.
Contact: Dick Cyr, Civil Investigator, Region 1
617/573-9659
Eckhardt Report Information;
Region 2 used information found in the Eckhardt Report, a Congressional survey of waste
disposal conducted in 1979, to establish PRP connections to sites. The Eckhardt Report
information is sorted by site, company, county and state.
Contact: Mel Hauptman, Chief, Remedial Section, Region 2
212/264-7681
Title Search Support;
Region 2 directly contracts for title searches with local CIs and tide search companies instead
of using similar support provided under the TES contract. This activity was initiated
following a TQM group recommendation and has resulted in cost savings.
Contact: Erwin Smieszek, Project Officer, Region 2
212/264-4311
Face-To-Face Interviews:
In-house CIs in Region 4 collect PRP information through face-to-face interviews and visits
to the PRPs' place of business, rather than conducting telephone interviews. This direct
contact has increased the CI's success in gathering PRP and site information.
Contact: Sharron Coleman, Civil Investigator, Region 4
404/347-5059
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Generic Title and PRP Searches;
Region 5 developed generic guidance documents for removal site title searches and PRP
searches conducted by contractors. The title and PRP searches have a 300-hour limit. The
guidance documents help the contractors provide quality work while improving turn-around
time.
Contact: Carol Graszer, Enforcement Specialist, Region 5
312/353-7647
Concurrent Pulling of Title Documents and Initial Site Visit;
Region 6 has an agreement with their TAT contractor whereby the contractor searches title
documents to determine the site owner in conjunction with the initial site visit. The Region
maximizes resources by having the TAT contractor perform these activities simultaneously.
Contact: Mark Peycke, Chief, Superfund Office of Regional Counsel, Region 6
214/655-2134
Civil Investigators;
Region 9 includes CIs in site assessment scoping sessions to help identify potential issues and
sources of information. The Region also uses CIs at the front end of the site assessment to
help identify all of the sources of information available for the PRP search contractor's iise.
This accelerates the PRP search and results in the receipt of better information on the facility
operations. This information helps determine where disposal may have occurred and assists
the Region in conducting scoping sessions to help determine sampling requirements for the
RI/FS (e.g., Del Amo site).
Contact: Mark Calhoon, Investigator, Region 9
415/744-2376
PRP Information Sources;
Region 9 PRP search staff use on-line commercial databases to access public information
such as corporate filings, SEC documents, California property tax records, etc. to obtain
PRP information. This allows investigators to both identify PRPs and resolve corporate
issues from the office, without necessitating travel to the public record repositories.
Contact: Mark Calhoon, Investigator, Region 9
415/744-2376
Cliff Davis, Investigator, Region 9
415/744-2377
Historical Resources;
Region 9 uses archives and historical research such as newspaper archives, old telephone
books, old city guides, and industrial directories to obtain PRP information. The use of
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these materials assists in the identification of both PRPs and technical characterization of
sites.
Contact: Mark Calhoon, Investigator, Region 9
415/744-2376
Networking;
Region 9 staff conducting PRP searches, network within the Region as well as with other
enforcement agencies and Post Office Investigators. Networking with these contacts expands
the base of information available for conducting PRP searches.
Contact: Mark Calhoon, Investigator, Region 9
415/744-2376
Cliff Davis, Investigator, Region 9
415-744-2377
PRP Search SOW;
Region 9 developed a generic SOW for the performance of all PRP searches. The SOW has
helped achieve speed and consistency in their PRP searches.
Contact: Betsy Cumow, Chief, Case Development Section, Region 9
415/744-2378
Open Work Assignment
Through an open work assignment CIs and case developers are able to access contractor
support for limited, directed tasks. This enables the CIs and case developers to address
information gaps or support in-house PRP search activities without issuing individual site
SOWs.
Contact: Cliff Davis, Investigator, Region 9
415/744-2377
Mark Calhoon, Investigator, Region 9
415/744-2376
Title Search Databases;
Region 9 contractors conduct chain-of-title searches through on-line databases. Title search
information can be obtained within a 3-day to 7-day turnaround period using these databases.
Contact: Cliff Davis, Investigator, Region 9
415/744-2377
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Focused Information Management;
Region 10 focuses their information management at mega sites. For example, the
Geographic Information System (GIS) is used to provide a visual basis for identifying PRPs.
Focusing the information management provides the mega sites with direction, organization
and goals to follow in obtaining and managing site information. In addition, GIS information
is used to create maps for public hearings.
Contact: Ray Peterson, Geographic Information System Program Manager, Region 10
206/553-1682
PRP Information Repository;
In Region 10, the Cost Recovery program gathered information from three databases to
compile the universe of PRP searches. A single repository of information is now available,
which is more efficient to use and provides a central location for PRP search information.
Contact: Sharon Eng, Cost Recovery Coordinator, Region 10
206/553-2120
Phone Access Purchase Orders;
CIs in Region 10 are able to call authorized procurement officers and get purchase order
numbers over the phone to use for purchasing copies and records in the field. This allows
CIs to obtain necessary information and continue their work without delay.
Contact: Bob Atterman, Civil Investigator, Region 10
206/553-1855
DOJ RELATIONS
EPA/DO.T Relationship;
Region 3 and DOJ have developed a very positive working relationship. The Region and
DOJ have a MOU outlining roles, responsibilities, and turnaround time on referrals.
Regional management encourages staff to work towards building solid relationships, to solve
problems when they arise, and to take extra steps to meet DOJ's needs. Improved working
relations has helped speed up the enforcement process and has fostered mutual respect
between the Region and DOJ.
Contact: Seth Low, Associate Chief, RCRA/CERCLA Remedial Branch, Region 3
215/597-3977
Communication Between DOJ and the Region;
Region 5 conducts weekly phone calls between DOJ, ORC, and the appropriate WMD
representatives. The topic of these calls alternates between Superfund and RCRA filed and
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unfiled cases. These phone calls improve communication among the groups on the current
status of cases. . ....
Contact: Deborah Garber, Chief, Office of Regional Counsel, Region 5
312/886-6610
DQ.T Attorney in Region 5;
Region 5 currently has a DOJ attorney working on detail in the Regional office. The
Regional presence of a DOJ attorney has improved DOJ/Regional relations and streamlined
enforcement efforts.
Contact: Karen Peaceman, Assistant Regional Counsel, Region 5
312/886-5323
VOLUNTARY CLEANUPS
Combined EPA/State/PRP Efforts;
Region 9 is planning a pilot project that combines the efforts associated with voluntary
cleanups, State lead, and NPL deferrals. The State oversees the voluntary cleanup by the
PRPs with a State Order and the Region agrees not to place the site on the NPL. As a
result, sites are cleaned up voluntarily by PRPs to the same standards as NPL sites, but in
potentially less time and with less cost than sites on the NPL that are required to go through
the entire Superfund process.
Contact: Don White, Chief, Field Operations Branch, Region 9
415/744-2353
General Notice Letters;
Region 9 has had success in using General Notice Letters inviting PRPs to perform voluntary
cleanups at some removal sites without an Order. This saves the time and expense of going
through the enforcement process. The Region is able to conduct more Removal actions
through voluntary PRP cleanups.
Contact: Terry Brubaker, Chief, Emergency Response Section, Region 9
415/744-2293
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DOCUMENT MANAGEMENT
CBI Redaction;
Region 9 developed a process for CBI redaction (i.e., masking confidential information) to
be followed by individual contractors. This standardizes the redaction process and minimizes
EPA staff time spent monitoring redaction to prevent the release of CBI information.
Contact: Sharon Johnson, Environmental Protection Specialist, Region 9
415/744-2381
Cost Recovery Document Control;
The Region 9 Cost Recovery program retains only one copy of the cost recovery package in
the Region and only allows select personnel access to the original. This helps to maintain
document security of important cost recovery information.
Contact: Sharon Johnson, Environmental Protection Specialist, Region 9
415/744-2381
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REMOVAL
CLEANUP TOOLS
Multi-Media Checklist for all Region 2 Inspections;
Region 2 developed a multi-media checklist for use by all Region 2 inspectors, including
OSCs conducting SPCC and SARA Title III inspections. The checklist provides consistency
on all inspections.
Contact: Bruce Sprague, Chief, Response and Prevention Branch, Region 2
908/321-6656
Mobile Lab Provides Quick Analyses;
Region 4 uses a stationary Mobile Lab to analyze samples at removal sites. The Region also
uses the Mobile Lab to analyze site assessment samples resulting from "saturation
investigations" when there is a high density of sites located in a geographic area. The
Mobile Lab provides staff with next day turnaround time on sample analysis for known
contaminants.
Contact: John McKeown, Site Assessment Manager, Region 4
404/347-5065
Hurricane Andrew Preparation:
Region 4 mobilized its Disaster Field Office, 2 OSCs, and several TAT contractors to
Florida prior to the arrival of Hurricane Andrew. Using air surveillance and on-site
inspections, the OSCs identified two large spills and 15 smaller spills that required cleanup
and disposed of seven drums of hazardous materials of unknown origin. The proactive
mobilization enabled the Region to respond immediately and effectively to Hurricane
Andrew.
Contact: Mike Norman, Chief, Emergency Response Section, Region 4
404/347-3931
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REMOVAL ENFORCEMENT
ESP-Lead Removal Enforcement;
Region 1 made the BSD Removal program responsible for removal enforcement. This
resulted in the performance of Fund and enforcement-lead activities within the same division
and increased the number of removal enforcement actions from 1 to 10 per year.
Contact: Ira Leighton, Chief, Connecticut Waste Management Branch, Region 1
617/573-9650
STAFF SUPPORT
Site Investigators Acting as OSCs;
Region 1 provides site investigators with the authority to act as OSCs. The ability of site
investigators to perform some or all OSC roles provides flexibility and allows the Region's
OSCs to spend more time responding to removal sites.
Contact: Dorothy Girten, Site Investigator, Region 1
617/860-4304
Employee Training Tracking Program and Software;
The Removal program in Region 2 is in the process of developing a user-friendly database
to track employee training. The database will monitor employee participation in training
courses and identify future employee training activities.
Contact: John Witkowski, Chief, Technical Support Section, Region 2
908/321-6739
Disposal Guidance Manual;
Region 2 developed a Disposal Guidance Manual for OSCs and hired an FTE in the
Emergency Response Group to advise OSCs regarding the proper methods of transportation
and disposal of all waste types. The manual is a compilation of disposal, sampling, and
other regulations for various compounds that provides the advisor and OSCs with the
necessary information for site cleanup activities.
Contact: John Witkowski, Chief, Technical Support Section, Region 2
908/321-6739
Field Administrative Support Personnel;
Region 3 developed and implemented the widely acclaimed FAS personnel concept to provide
support to the Removal program. The FAS personnel provide the OSCs with administrative
record and contract management oversight support which allows OSCs to focus on the
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physical site work. Improved cost documentation and case preparation from FAS staff
directly contributes to successful cost recovery actions in the Region.
Contact: Chris Thomas, Enforcement On-Scene Coordinator, Region 3
215/597-4458
Contracts and Data Management Section;
Region 6 set up a Contracts and Data Management Section to provide OSCs with
administrative support. This Section prepares procurement requests, provides data for
CERCLIS input, performs QA on reports pulled from CERCLIS, cuts delivery orders,
certifies invoices, and maintains a database for tracking invoices submitted to the OSCs for
certification. They also maintain administrative records, collect the "original" OSC copy of
action memos and other documents to place in a central system, and provide the OSCs with
working copies of documents. The assistance provided by the Contracts and Data
Management Section enables OSCs to focus on non-administrative responsibilities.
Contact: Jo Ann Woods Gee, Acting Chief, Contracts and Data Management Section,
Region .6
214/655-2266
Rotating OSC Position;
Region 6 developed a rotating administrative OSC position where the OSC is responsible
only for administrative activities. While serving in the rotating administrative position,
OSCs are relieved of their site duties so that they can focus on administrative responsibilities
including serving as a liaison between the OSCs and management and between the Removal
and Remedial Branches. The rotating position enables the Region to standardize State work,
site documents, SACM initiatives/pilots, action memos, and other documents. The position
also provides for a direct line of communication between OSCs and management and
provides OSCs with administrative experience.
Contact: T. Craig Carlton, On-Scene Coordinator, Region 6
214/655-2220
INFORMATION EXCHANGE
Removal Program Retreats:
The Region 5 Removal program holds two 5-day retreats in January and February at State
capitols with mandatory attendance for Regional personnel. The States, OSCs, POs,
Enforcement Specialists, and support staff are invited to attend training while at these
retreats. The retreats provide a forum for learning and informal information exchange.
Contact: Robert Bowden, Chief, Emergency Response Branch, Region 5
312/886-6236
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QIG Involvement;
Region 9 OSCs invite the OIG to their sites to educate them on each individual site. In
addition, the individual IG is on the Removal program mailing list for administrative
documents, such as action memos. These efforts keep the OIG informed and familiar with
removal activities in the Region.
Contact: Terry Brubaker, Chief, Emergency Response Section, Region 9
415/744-2293
INTERAGENCY SUPPORT
U.S. Coast Guard Strike Team;
Region 4 uses the U.S. Coast Guard Strike Team for inland waterway oil spill cleanups.
The Region is considering expanding the use of the Strike Team to include hazardous waste
removal site activities. The Strike Team consists of experienced staff that provide quality
service at a reasonable cost.
Contact: Charles Eger, On-Scene Coordinator, Region 4
404/347-3931
Bureau of Reclamation;
The BuRec provides Region 8 with support in emergency response situations as well as
support for design and construction activities throughout the Removal program process.
Using the BuRec has helped the Region decrease its reliance on contractors while increasing
its Removal program capacity by 25 percent.
Contact: Gerry Bowles, Chief, Hazardous Waste Technical Assistance Office, Bureau
of Reclamation, Region 8
303/236-8646
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REMEDIAL
CLEANUP TOOLS
Cone Penetrometers;
Region 5 successfully used a cone penetrometer at the Organic Chemical site to measure
hydrocarbon concentration and produce a 3-dimensional representation of site contamination.
This technology can be widely applied to site characterizations and may possibly be used for
parameters other than hydrocarbons.
Contact: Tom Williams, Remedial Project Manager, Region 5
312/886-6157
Lightning ROD Pilot;
Region 6 initiated a Lightning ROD pilot project for three sites in November 1991 to
improve the quality and speed of site remediation. The pilot project combines the RI, FS,
and RD concurrently to shorten the time spent in preconstruction study and design. The
benefits of this pilot include saving time and resources and improving the quality of
Superfund work.
Contact: Carl Edlund, Chief, Superfund Program Branch, Region 6
214/655-6715
Legal Entity Established;
Region 7 established a community water system as a legal entity in order to obtain the right-
of-way for an alternative water supply at a Cherokee County site. The establishment of the
water system as a legal entity circumvented the issue of the Region acquiring "real property"
and enabled the community to be provided with an alternative water supply in a more timely
and less costly manner.
Contact: Mark Bogina, Remedial Project Manager, Region 7
913/551-7528
Joint Program Approach;
Region 8 used the information gathering authorities of the CAA and CWA to initiate site
characterization and feasibility work at the Annie Creek site. This innovative approach
facilitated timely information gathering which resulted in earlier start-up of field activities.
Contact: Anne Spencer, Remedial Project Manager, Region 8
303/293-1648
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Technical Meetings;
Technical representatives from Region 8 and PRPs meet to discuss deliverables and resolve
technical issues, without the presence of counsel; however, counsel is included during
strategy meetings. Technical issues are resolved more promptly since these issues are the
sole focus of the meeting and representatives are not side-tracked with legal issues.
Contact: Bert Garcia, Remedial Project Manager, Region 8
303/293-1526
State ARARS;
The Region 9 States are starting to define site-specific application and use of ARARs and
residential land use prior to the FS. As a result, the States' application of ARARs is
improving.
Contact: Dave Jones, Chief, Remedial Action Branch, Region 9
415/744-2266
Plug-In ROD;
The Plug-In ROD concept was designed by Region 9 for use at mega-sites with multiple,
similar operable units. The concept selects a standardized remedy and is appropriate if the
site contains a significant number of source areas, the source areas are similar in physical
characteristics, and a technical remedy is available that will apply to the majority of source
areas. The Plug-In ROD concept preserves flexibility in the Superfund process while
accelerating site cleanup and providing a sense of progress to PRPs and the public.
Contact: Jeff Dhont, Remedial Project Manager, Region 9
415/744-2363
Phased RPs;
Region 10 uses phased RDs where construction can be initiated on some phases while the
design is still in process for other activities planned at the site. For example, civil
engineering features such as roads and fences can be constructed before the design is
complete. The phased RD approach promotes continuous cleanup progress and accelerates
completion.
Contact: Bill Glasser, Chief, Superfund Site Management Section II, Region 10
206/553-7215
STAFF SUPPORT
In-House RI Preparation;
The in-house RI program is a great success in Region 4. Since 1985, Region 4 has
initiated/completed 14 in-house RIs (an average of two RIs per year), which have ranged
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from simple to complex. The staff enjoy the opportunities presented by the program and
benefit from the training experience. The program has proven to be cost-effective and
provides Region 4 with the ability to either take back or complete RI work initiated by
contractors when necessary.
Contact: Don Hunter, Environmental Scientist/Regional Expert, Region 4
706/546-3171
Bill Bokey, Chief, Hazardous Waste Section, Region 4
706/546-3299
Short Courses on Technical Subjects:
The Region 5 Technical Support Section is developing and conducting short courses on
technical subjects for RPMs and OSCs. These courses offer training opportunities in
technical subjects such as hydrogeology and risk assessments.
Contact: Steve Ostrodka, Chief, Technical Support Section, Region 5
312/886-3011
Work Plans;
Region 6 successfully uses work plans as project management and communication tools. A
standard work plan format was set up so work plans are done consistently for every site.
The major milestones and yearly projections for the sites are reviewed by the Section,
Branch and Division Chiefs at their monthly meetings. The Region's management of
projects has improved through the use of these work plans.
Contact: Stan Hitt, Chief, Texas Section, Region 6
214/655-6735
Risk Decision-Making Tools;
Region 6 provides PRPs and RPMs with risk decision-making tools including risk assessment
health guidance, tables on clean-up levels, and computer programs. These tools assist PRPs
and RPMs in addressing risk-related issues.
Contact: Cindy Kaleri, Remedial Project Manager, Region 6
214/655-6772
RPM Mentors;
In Region 8, senior RPMs are assigned "leadership" positions for specific sites and are
teamed with new RPMs to provide "mentoring" and backup for these sites. This is an
effective way for new RPMs to learn their roles and responsibilities.
Contact: Diana Shannon, Chief, Superfund Remedial Branch, Region 8
303/294-7630
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INFORMATION EXCHANGE
Incinerator Work Group;
Region 6 has an incinerator work group that meets to discuss incinerator issues and has
conference calls with Headquarters. The work group is attempting to determine the policies
and criteria for incineration at Superfund sites. The work group is a successful mechanism
for exchanging information within the Region and with Headquarters.
Contact: Earl Hendrick, Senior Remedial Project Manager, Region 6
214/655-8519
Peer Management Briefings:
Region 10 conducts a "Peer Management Briefing" on draft proposed plans. The briefing is
presented by RPMs and feedback is provided by Section Chiefs, Branch Chiefs, in-house
experts, Community Relations staff, and attorneys. The draft proposed plans have improved
as a result of the reviews and coordination between the offices.
Contact: Catherine Krueger, Chief, Superfund Management Section III, Region 10
206/553-6694
INTERAGENCY SUPPORT
USAGE Involvement;
Region 1 involves the USAGE District Office early in the Superfund process (i.e., before the
ROD is signed on Fund-lead sites when the USAGE is expected to be involved with the
RD/RA). This familiarizes the USAGE with the site for future activity including the ability
to provide comment on the RI/FS.
Contact: Rick Leighton, United States Army Corps of Engineers Liaison, Region 1
617/573-9654
Technical Support;
Region 5 entered into lAGs with 5 out of 6 of the USGS district offices. These lAGs
provide additional technical support to the Region including a USGS geologist on detail in
the Region 5 offices.
Contact: Steve Ostrodka, Chief, Technical Support Section, Region 5
312/886-3011
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Operating Agreement with the USACE;
Region 5 developed an operating agreement with the USACE North Central Division Office.
This agreement is helpful in defining roles, responsibilities, and reporting requirements for
the North Central Division PRP oversight assignments.
Contact: Frank Rollins, Chief, Ohio/Minnesota Remedial Response Section #1,
Region 5
312/886-0622
USACE Fact Sheets;
Region 5 and the USACE released two fact sheets for RPMs in September 1992. The first
fact sheet titled "Project Initiation, Exceptions, and Execution Guidance" assists RPMs in
preparation of lAGs by providing examples and specific points of contact within the USACE
district and division offices. The second fact sheet titled "Environmental Capabilities" serves
as a quick reference for RPMs on the support that the USACE can provide. The fact sheets
are intended to facilitate the Region's use of the USACE.
Contact: Ed Hanlon, Remedial Project Manager, Region 5
312/353-9228
USACE Rapid Response Unit;
Region 10 successfully entered into an IAG with the USACE Rapid Response program to
contract and oversee a Removal action at an NPL site. The Removal action finished under
budget and achieved site remediation goals for the project.
Contact: Kevin Rochlin, Remedial Project Manager, Region 10
206/553-2106
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CONTRACTS
IMPROVING CONTRACTOR COST EFFECTIVENESS
Contractor Performance on Risk Assessment Tasks;
Region 1 initiated a Regional project to improve cost-effectiveness of contractor performance
by reducing inflated time estimates on risk assessment tasks. The project developed a
standard time period to complete each risk assessment task, which is used to evaluate
contractors' cost estimates.
Contact: Anne-Marie Burke, Risk Assessor, Region 1
617/223-5528
Seven-Day Scoping Letter;
Region 1 RPMs use a "Seven-Day Scoping Letter" to ensure that the contractor shares an
understanding of a project's scope. All contractors are required to submit a "ball-park" cost
estimate within seven days following the work assignment kick-off meeting. This
requirement ensures that the contractor does not spend too much time developing a work plan
without a clear understanding of the project's scope.
, • : . - ' , i,
Contact: Maggie Leshen, Chief, Contracts Management Section, Region 1
617/573-5795
Program Management Cost Tracking System;
Region 1 developed a program management costs tracking system and required ARCS
contractors to submit estimates of program management costs for FY 1993. The estimates
were either approved or reduced by the Region, without negotiations. Oversight of
contractor performance includes evaluation of contractor's success in meeting their program
management goal. This practice enabled Region 1 to achieve the FY 1992 15 percent
program management cost goal.
Contact: Maggie Leshen, Chief, Contracts Management Section, Region 1
617/573-5795
Fixed-Price Term Contract;
Region 2 entered into a fixed-price term contract with the Suffolk County Water Authority
for miscellaneous services including paving streets, connecting water to residences, and
landscaping. This contract enabled the Region to conserve extramural dollars on the
performance of such services.
Contact: Stan Murphy, Contracting Officer, Region 2
212/264-1710
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Work Assignment Expenditure Limits;
Region 4 uses expenditure limits within individual work assignments to control contractor
spending. This enables the Region to monitor the dollars spent on each task in the work
assignment and make adjustments accordingly.
Contact: Nancy Bach, Contracting Officer/Supervisor, Region 4
404/347-2374
ERCS Contracts:
Region 4 recently awarded five ERCS contracts. Four of the contracts were negotiated as
cost-plus, fixed-fee contracts, three did not separately break out program management costs,
and no indemnification was offered. Even with these control mechanisms in the solicitations,
Region 4 was still able to get adequate competition.
Contact: Cedric Walker, Contracting Officer, Region 4
404/347-2374
Site-Specific Contract:
Region 4 awarded a fixed-price, site-specific contract for remedial work for construction and
operation and maintenance of a groundwater pump and treat system. Through this type of
contract, the Region is able to enhance competition and control the cost of cleanup work for
specific sites by shifting the risk of performance to the contractor.
Contact: Nancy Bach, Contracting Officer/Supervisor, Region 4
404/347-2374
Review of ERCS Invoices;
Review of ERCS invoices in Region 6 is conducted on a site-by-site, three-tier basis. The
first tier involves the OSC's certification that services are rendered on a daily basis and
provisional payment to the ERCS contractor. During the second tier, the OSC certifies
services rendered on a monthly basis and issues a letter indicating that the OSC concurs with
or disputes the invoiced costs. Under the third tier, the CO reviews invoices for cost
reasonableness. The three-tier ERCS invoice review process enables the Region to comply
with the Prompt Payment Act while ensuring that OSCs have the opportunity to conduct
comprehensive and thorough invoice reviews.
Contact: Jo Ann Woods Gee, Acting Chief, Contracts and Data Management Section,
Region 6
214/655-2266
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Superfund Comprehensive Accomplishment Plan;
Region 7 uses the SCAP as a budgetary tool. The SCAP is an effective budgetary tool since
contractor purchase requests (PRs) are not allowed to exceed the IGCE.
Contact: Patricia Price, Program Analyst, Region 7
913/551-7592
Cost-Management Reviews:
Region 7 conducts spot-checks on contractors' internal procedures (e.g., time cards) through
invoice review. The Region effectively monitors and controls contractor costs through this
approach.
Contact: Alma Eaves, Chief, Contracting Operations and Management Office, Region 7
913/551-7212
IGCE Spreadsheets;
A Region 7 CO created a spreadsheet to assist RPMs in estimating contractor costs. The
spreadsheet provides a task-by-task budget projection with the appropriate multipliers that
automatically adjust costs. These spreadsheets improved the efficiency and accuracy of the
IGCE preparation process.
Contact: Mary Jo Wallerstedt, Chief, Resources and Contracting Administration
Section, Region 7
913/551-7648
Three-Level Invoice Review Process;
Region 8 developed a three-level invoice review process that involves an invoice review
checklist, a cost suspension form, and a work plan approval form. The three-level process
improved the invoice review process and ensures that the Region does not pay for unjustified
or unreasonable costs.
Contact: Paula Cifke, Chief, Planning & Financial Section, Region 8
303/294-7158
Work Plan Review Teams:
Region 9 uses a team approach to review contractors' work plans. The team consists of
COs, POs, and RPMs. The team meetings are difficult to schedule, but pay off in long-term
time savings and fewer work plan revisions, resulting in substantial cost savings.
Contact: Jeri Simmons, Contracting Officer, Region 9
415/744-1697
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TRACKING SYSTEMS
Equipment Tracking
Region 1 developed a database system to track payments for and movement of government-
purchased equipment, so that equipment can be shared more easily between contractors.
These systems provide a central location for equipment-related information that helps the
Region manage equipment effectively.
Contact: Maggie Leshen, Chief, Contracts Management Section, Region 1
617/573-5795
Management Monitoring indicators;
Region 2 uses Management Monitoring Indicators to monitor contractor spending and to
conduct project management evaluations. The Management Monitoring Indicator is a ratio
system that breaks down the programs expenditures in dollars and hours (e.g., the program
management cost is divided by the total contract cost). This system allows Regional
management to track contract spending more effectively and plan accordingly.
Contact: Keith Kollar, Project Officer, Region 2
212/264-1576
Recommendation Tracking Mechanisms;
Region 6 developed work plans to track implementation of recommendations from the ARCS
Study, the Computer Sciences Corporation Inspector General Report, and the Standing
Committee on Contracts Management Report. The ARCS work plan was adopted by
Headquarters for use in tracking national implementation. Additionally, Region 6 established
a Regional Management Team on ARCS, a Regional Standing Committee that includes
representatives from all Division Offices, and a Hazardous Waste Division Standing
Committee to track implementation of recommendations. These efforts help ensure that the
recommendations are implemented and that the ARCS process will subsequently improve.
Contact: Betty Williamson, Chief, Superfund Management Branch, Region 6
214/655-2240
Monthly Performance Evaluation Option;
Region 9 RPMs have the option to record contractor performance on a brief evaluation form
provided with the monthly invoices and certifications. Tracking the contractor's performance
on a monthly basis provides the RPMs and POs with a useful aid when conducting required
performance evaluations.
Contact: Peter Orth, Chief, Contracts and Information Management Section, Region 9
415/744-2337
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Tracking Contractor Performance;
Monthly invoice review forms in Region 10 contain space for evaluating contractor
performance. That information is entered in a computer spreadsheet and returned to the
RPM to use in corresponding ARCS and TES performance reviews. Prior to completing
annual evaluations, monthly reviews are returned to the WAM to assist in the performance
evaluation. Tracking performance on a monthly basis has produced more thorough annual
evaluations of ARCS and TES contractors.
Contact: Kirk Robinson, Chief, Contracts and Information Section, Region 10
206/553-2104
INFORMATION SHARING
Working Relationship Between CQs and PQs:
Region 1 COs maintain computer disks with current information on their contracts (e.g.,
current issues, modifications, etc.) that can be accessed by other COs when a CO is absent.
Additionally, COs receive health and safety training and are familiar with the sites and the
Work performed. These actions have resulted in an excellent working relationship between
the COs and POs.
Contact: Hilary Kelley, Chief, Superfund Contracts Section, Region 1
617/565-4880
Yearly Meetings with ARCS Contractors;
Region 1 managers and contracts program staff met with ARCS contractors in the spring of
1992 to discuss the Region's priorities and goals and to exchange information. The Region
followed up with each contractor individually to obtain the contractor's feedback and
viewpoints. This interaction during the planning stage resulted in better contractor
performance because the contractor had a better understanding of Regional expectations and
the work to be undertaken.
Contact: Hilary Kelley, Chief, Superfund Contracts Section, Region 1
617/565-4880
Contract Advisories:
Region 4's Contracting Office issues "advisories" for ARCS contracts. These advisories
provide the Region's program staff with important information and tips regarding ARCS
contract management.
Contact: Nancy Bach, Contract Officer/Supervisor, Region 4
404/347-2374
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"Junk Yard Dog" Award:
Region 8 has instituted a "junk yard dog" award. This award is given to employees who
demonstrate extra effort in tracking work assignment costs, identifying questionable costs,
and preparing detailed SOWs and IGCEs. The additional efforts ensure that the Region
efficiently uses contractor dollars and the award provides recognition to staff with
outstanding performance.
Contact: Paula Cifke, Chief, Planning & Financial Section, Region 8
303/294-7158
TRAINING
"Contracts Awareness" Training;
Region 1 conducted a "Contract Awareness" Training to inform Regional employees of the
appropriate use of contractors (e.g., contractors are prohibited from performing personal
services). This training improved the awareness of Regional staff on contracting issues and
possible areas of vulnerability.
Contact: Hilary Kelley, Chief, Superfund Contracts Section, Region 1
617/565-4880
Invoice Review Training;
Region 2 conducts a half-day course every six months on invoice review procedures.
Regional management believe the training is a success because it provides training for new
staff as well as updates and provides refreshers for previous attendees.
Contact: Jill Hacker, Project Officer, Region 2
212/264-4197
Training Course for Technical Personnel:
With assistance from the Office of Acquisition Management (OAM) in Research Triangle
Park (RTP), Region 4 developed a two-hour training course on "Performance vs. Design
Specifications" to aid technical personnel in determining when performance standards can be
used in the SOW instead of relying on design specifications. Using performance standards in
the SOW tells the contractor what must be accomplished but does not prescribe the method
of performance, thus enhances competition, encourages technological development, and
invites innovative approaches.
Contact: Nancy Bach, Contracting Officer/Supervisor, Region 4
404/347-2374
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Invoice Review Training;
kegbn 4 developed Regional invoice procedures for the remedial contracts outlining roles,
responsibilities, and procedures of the PO, CO, and RPM and developed a 4-hour invoice
review training course with assistance from an Office of Acquisition Management (OAM)
trainer in Research Triangle Park (RTF). The training covered the theory and regulatory
basis behind invoice reviews and Regional invoices procedures and provided hands-on
tpdning in reviewing "sample11 invoices to assist staff in performing more expedient and
thorough reviews.
Contact: Nancy Bach, Contracting Officer/Supervisor, Region 4
404/347-2374
CONTRACT MANAGEMENT TOOLS
ARCS Contract Management Compendium;
Region 2 created an ARCS Contract Management Compendium of Procedures. The
Compendium formalized contracting management procedures, enhanced the efficiency in
contract management, and reduced the number of ARCS-related problems experienced by the
Region.
Contact: Jill Hacker, Project Office, Region 2
212/264-4197
Data Validation under ARCS;
Region 2 used a generic data validation work assignment under ARCS to improve data flow.
The TQM work group improved data flow through the use of a generic work assignment
requiring contractor data validation within 45 calendar days.
Contact: Keith Kollar, Project Officer, Region 2
212/264-1576
MOU Between Contracts and Program Divisions;
Region 3 has a MOU between the Contracts and Program Divisions to address roles and
responsibilities for COs, POs, WAMs, and RPMs in processing work assignments. The
MOU helps avoid duplication of effort and allows work assignments to be processed more
quickly.
Contact: Susan Janowiak, Chief, Contracts and State Oversight Section, Region 3
215/597-8573
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Routine Contractor Performance Discussions;
Region 4 holds performance evaluation discussions with fixed-price removal contractors three
times each year. The OSCs indicated that these discussions resulted in improved contractor
performance when problems were encountered:
Contact: Colette Botts, Project Officer, Region 4
404/347-2930
Monthly Contractor Meetings;
Region 4 POs and COs meet routinely every 30 days with the managers of ARCS
contractors. These meetings promote the establishment of a working dialogue and enhance
contractor performance by keeping the ARCS managers informed on contract requirements,
contract procedures, and any special provisions or requirements.
Contact: James Miller, Chief, Information and Contracts Management Section,
Region 4
404/347-2930
OSC on Performance Evaluation Board;
Region 5 has initiated a rotating assignment of an OSC involved in the ERCS contractors'
PEB as a voting member. The OSC provides the PEB and the evaluation process with actual
field experience with which to measure contractor performance.
Contact: Pat Bamford, Chief, Contracts Section, Region 5
312/886-2400
Performance Evaluation Reports:
Region 5 encourages the PERs for ARCS contractors to be issued early when problems occur
in order to document information for the PEB and put contractors on notice prior to award.
Region 5 also writes ARCS contractors' PERs for good performance, which leads to higher
contractor morale. These actions provide the PEB with the information necessary to evaluate
contractor performance accurately and build an allegiance with the ARCS contractors.
Contact: Tinka Hyde, Chief, Response Section #3, Region 5
312/886-9296
Work Assignment Kickoff Meetings;
Region 5 ARCS contracts managers hold kickoff meetings when work assignments are
initiated. The meetings may be held in-person or on the telephone and involve the PO, CO,
RPM, and sometimes the CRC. These meetings enable the Region to clarify the SOW
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through a discussion of specific site details, the Region's needs, and the Region's budget
expectations, thus minimizing the need for work plan revisions.
Contact: Tinka Hyde, Chief, Response Section #3, Region 5
312/886-9296
ARCS LOE Projection;
Region 5 has developed a remedial 10-year LOE utilization projection to determine work
distribution. Ttje projection aids the Region in long-term ARCS contract management.
Contact: Cynthia Wakat, Chief, Contracts Management Section, Region 5
312/886-7338
Contractor Progress Reports;
Region 5 is requesting contractors to provide more detail in their monthly progress reports,
including individual employee billings, hours, staffing, professional levels of LOE hours
worked, travel expenses, and other direct costs (ODCs). This additional detail enables
Regional staff to review invoices more thoroughly.
Contact: Tinka Hyde, Chief, Response Section #3, Region 5
312/886-9296
Development of Standard Work Assignments;
Region 6 is developing standard work assignment tasks (e.g., close-out task) for ARCS work
assignments. These standard tasks will assist Regional staff in the development of a
thorough scope of work and consequently may result in the development of better IGCEs.
Contact: Eye Boss, Contracting Officer, Region 6
214/655-6720
Work Plans for Time-Critical Actions;
Region 6 issues delivery orders to ERGS contractors requiring them to submit written work
plans to the OSC for time-critical actions. The submittal of written work plans enables the
OSC to better plan and monitor contractor activities and spending.
Contact: Jo Ann Woods Gee, Acting Chief, Contracts and Data Management Section,
Region 6
214/655-2266
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Monthly Progress Report Review Checklists;
The POs and COs in Region 6 developed checklists to use for review of monthly reports,
invoices, contractor performance, and deliverables for ARCS and ERCS contracts. The
checklists enable staff to conduct more comprehensive, consistent reviews.
Contact: Carlene Chambers, Chief, Contracts and Data Management Section, Region 6
214/655-6720
Performance Objectives;
Region 7 communicates performance objectives to contractors at the start of projects to
ensure that there is a clear understanding between the Region and the contractors regarding
the objectives of the specified work. Discussing performance objectives saves the Region
time and money by circumventing the mistakes that could result from poor communication.
Contact: Debbie Morey, Project Officer, Region 7
913/551-7593
Progress Report Format:
Region 9 recently revised the monthly ARCS progress report format and held a meeting with
their ARCS contractors to discuss the new format. The new narrative format clearly explains
expenditures and provides a greater level of detail on the work completed during the previous
month, including staff names and hours worked by task.
Contact: Judy Walker, Project Officer, Region 9
415/744-2334
Recycling Tniffofive;
Region 9 is supporting the initiative to develop a strong recycling program both in-house and
with its contractors. The SOW for each project specifies pollution prevention requirements
for contractors, including the submittal of double-sided documents on recycled paper and a
ban on plastic covers on reports and deliverables. The Region includes the contractors'
pollution prevention activity in their performance evaluation. As a result of the initiative,
one contractor has developed a strong recycling program in its corporate office and
contractors are delivering work in a recyclable form.
Contact: Matt Mitgard, Project Officer, Region 9
415/744-2335
LAN-Accessible Models and Forms;
Region 10 uses its computer capability for models and forms. The Region developed LAN-
accessible contract SOW models, performance evaluation forms, a computerized table
supporting the contract modification form, and automated purchase request forms. Use of
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the network simplifies preparation of standard materials. In addition, all materials can be
found in a centralized location and are in the same format.
Contact: Kirk Robinson, Chief, Contracts and Information Section, Region 10
206/553-2104
Mini Work Plan Process;
Region 10 uses a mini work plan approval process for controlling TES contractor costs.
When the Region issues a specific task to a contractor, they require that within three days the
contractor must submit an estimate of the cost and the time required to complete the task,
a^d at the same |me the Region prepares an IGCE. From this process, the Region
determines the amount of time and money needed to complete each task, which allows better
j", ,„ ' , iii|!"",.'' • J [| i , , :„ •"' :|:'| • ..'i, 'i J ,„. f
control and management of contractor expenditures.
Contact: Peter Rubenstein, Project Officer, Region 10
206/553-1067
Work Assignment Routing Slips:
Region 10 pre-printed work assignment routing slips that identify each reviewers role, what
needs to be done, and where to sign the forms. The approval process is streamlined by each
staff person focusing their review in the area specific to their role, as opposed to the entire
work assignment and work assignment approval occurs in a more timely fashion.
.;, ;' J ' , . -' ; .' • ;" ' .' • .' ' ; ;
Contact: Kirk Robinson, Chief, Contracts and Information Section, Region 10
206/553-2104
WAM Performance Award;
Region 10 created humorous awards called "WAMIES" to recognize WAMs with outstanding
contract management performance. "WAM of the Year," "Junk Yard Dog Awards," and
Others are created as needed to recognize positive initiatives. The award creates an incentive
among WAMs to do the best possible job and provides a morale boost to recipients.
Contact: Kirk Robinson, Chief, Contracts and Information Section, Region 10
206/553-2104
CONTRACT VEHICLES
Quick Turn-Around Method;
Region 2 uses a Rapid Analytical Services contract in site assessments before the "Funding
Authorization" since the contract provides CLP quality data in one week and sometimes
Within two days when the data is downloaded directly to the Regional office. In the future,
tjje Region anticipates that data will be downloaded directly (i.e., via modem) to OSCs in the
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field. This contract may serve as an alternative to ERGS subcontracted labs because of its
quick turnaround times.
Contact: Philip Guarraia, Quick Turnaround Method Coordinator, Region 2
908/321-6697
Fast Response Work Assignments;
Region 3 uses two fast-response work assignments under the TES contracts for title and deed
searches. The Region also has a 300-hour TES work assignment that the Removal program
can access to conduct site-specific work and initiate quick response projects. Through these
work assignments, Region 3 quickly obtains enforcement information and is able to respond
to immediate cleanup activity needs.
Contact: Susan Janowiak, Chief, Contracts and State Oversight Section, Region 3
215/597-8573
"Specifications Guide";
The States and Indian Tribes in Region 6 are presently working on standardizing the design
features for site cleanup to help speed up the process. The Region is developing a
"specifications guide" document that will have design features and RI/FS features
standardized for future use. This document will save the Region time and money because the
performance specifications for the contractors will be established and will prevent reinventing
the same specifications for a new site.
Contact: Steve Gilrein, Chief, Arkansas, Louisiana and New Mexico Section, Region 6
214/655-6710
Innovative Contract Vehicles;
In Region 6, the State of Texas is exploring the use of innovative contract vehicles. The
Region is considering the use of a single contract with a contractor to perform work at
several sites rather than having a separate contract for each site. Part of the process would
be to establish a stable of contractors available to do RI/FSs, RD/RAs, and possibly
operation and maintenance work. This process will enable the State to avoid contracting
delays and accelerate the cleanup process.
Contact: Carl Edlund, Chief, Superfund Programs Branch, Region 6
214/655-6664
Site-Specific and Purpose-Specific Contracting;
Region 7 uses special contracts (e.g., architectural and engineering, technical and design, and
security contracts) for site-specific and purpose-specific contracting. This type of contracting
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promotes competition by breaking up large work into smaller units and allows OSCs to
obtain appropriate experts.
Contact: Maicia. Trudeau, Contracting Officer, Region 7
913/551-7687
RECAP Contract;
Region 7 manages a RECAP contract awarded by Research Triangle Park (RTF) in March
1§92, that combines fixed-price delivery orders or ceiling-price delivery orders with
incentives or liquidated damages. The Region uses the fixed-price contracting mechanism
wjfien it has a definitive SOW and uses ceiling costs when the SOW contains uncertainties.
TJtie RECAP contract enables the Region to select the contract mechanisms that best meet the
needs of individual projects.
Contact: Marcia Trudeau, Contracting Officer, Region 7
913/551-7687
Equipment Storage and Management Contract;
Region 9 issued a two-year work assignment to an ARCS contractor for equipment storage
and management. A report was issued on the status of the project after the first year. The
report findings showed that consolidating the management and procurement of government
equipment resources through a central warehousing system is a more cost-effective method
than maintaining an individual equipment inventory with each contractor.
Contact: Matt Mitgard, Project Officer, Region 9
415/744-2335
Site-Specific Removal Contracts;
Region 9 successfully issued two site-specific removal contracts. The contract for the Blue
Water site saved approximately 50 percent of the originally estimated amount. Region 9
determined that site-specific contracts can be used successfully at sites with homogeneous
waste streams.
Contact: Terry Brubaker, Chief, Emergency Response Section, Region 9
415/744-2293
Flexible ES1( SOW;
Region 10 has a SOW with its contractors for ESIs that allows for any type of investigation
needed. This SOW fits well with the SACM initiative because it provides the flexibility to
adapt to SACM and changing needs.
Contact: Debbie Flood, Site Assessment Manager, Region 10
206/553-2722
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ADMINISTRATIVE SUPPORT SYSTEMS
Administrative Assistance Support for OSCs;
A three-person support staff provides Region 4 OSCs with administrative assistance in
tracking site costs, reviewing invoices, and monitoring the Removal Cost Management
System (RCMS). This support is a major help in managing the ERCS contract.
Contact: John Steiner, Chief, Removal Management Section, Region 4
404/347-3931
Progress Report Follow-Up;
The Region 5 Contracts Office has an Environment Protection Assistant follow up with staff
via reminder memos concerning the submittal of progress reports and invoice approvals. The
assistant sends a second memo (or "notice") when staff do not submit their progress reports
or invoice approvals on time. As a result of these follow-up efforts, 98 percent of the
invoices are approved and returned to the Contracts Management Section by the WAMs.
Contact: Tinka Hyde, Chief, Response Section #3, Region 5
312/886-9296
EPS Contract Management Support;
In Region 7, an EPS provides OSCs with contract management support. The EPS reviews
invoices, the administrative records, the RCMS, and the CERCLIS updates and notes
questionable cost items on contractor invoices for the OSCs attention. The EPS addresses
administrative activities for the removal process and enables OSCs to focus on removal
activities.
Contact: Larry Stafford, Project Officer, Region 7
913/551-5102
Data Review;
The BSD in Region 7 has used an BSD contractor to perform QA/QC review on a portion of
PRP-generated laboratory data. The ESD has also asked its contractor to prepare
requirements for data submissions on a site-by-site basis. The identification of PRP-
manipulated data can result in a significant fine assessed against the PRP.
Contact: Dale Bates, Chief, Environmental Services Division Support Branch, Region 7
913/551-5183
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Credit Card Procurements;
Region 10 successfully implemented quick procurement of small purchases with credit cards
by OSCs and CIs. Card holders have varying purchase authority based on job title and
procurement needs. The ability to use credit cards decreases the time and paperwork
associated with normal purchase request procedures.
Contact: Brenda Mirasol, Procurement Specialist, Region 10
206/553-1385
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INTERNAL COMMUNICATIONS
ADMINISTRATIVE SUPPORT SYSTEMS
Centralized Administrative Management Support System;
Region 1 operates a centralized administrative management support system for RPMs.
Specific tools developed under the support system include the Integrated Site Information
Form (ISIF) that allows for chronological entry of events and a RI activity tracking system
(i.e., MILSTONE) for program and project management. The support system assists RPMs
in managing their sites and evaluating site progress.
Contact: Lynn Gilleland, Information Management Coordinator, Region 1
617/573-9618
Regional Service Center:
Region 10 established a Regional Service Center to provide administrative support services
such as making arrangements for rental vehicles and copy machine repair. The center saves
staff time by providing one-stop shopping for administrative needs.
Contact: Jonelle Allamano, Chief, Administrative Management Branch, Region 10
206/553-2954
Region 10 information management staff enters and provides QA/QC for CERCLIS data. E-
mail reminders are sent out to RPMs and others on the information that needs to be provided
for CERCLIS data entry to ensure that data entry is completed in a timely manner. This
keeps CERCLIS up-to-date and accurate, which benefits all CERCLIS users.
Contact: Kirk Robinson, Chief, Contracts and Information Section, Region 10
206/553-2104
Computerized Tracking Svstemt
Region 10's Waste Division uses a computerized work request and tracking system for
requesting site work needed from BSD. This system allows BSD to prepare workload
projections and planning. In addition, the work request priority is entered into the system
based on the Region's prioritization scheme, so ESD can determine work priorities.
Contact: Carol Rushin, Chief, Superfund Remedial Branch, Region 10
206/553-7151
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FILE MANAGEMENT
Removal and Remedial Programs File Structures:
Region 1's Remedial and Removal programs maintain the same file structure for site
activities. This structure provides continuity for the site when it is placed on the NPL and if
the files are transferred from the Removal program to the Remedial program. The continuity
of the removal and remedial files also helps develop a complete administrative record.
'':"''ii"i !'i " ' ,i , ,11 , • " , ,i '
Contact: Pam Bruno, Information Management Coordinator, Region 1
617/860-4309
Successful Record Center;
Region 1 created a successful, stand-alone record center that features microfilm copies of
administrative records for all sites. There are additional features for priority sites, including
automated indexing for RPMs, key-wording, and provisions for bar coding and microfilming.
This system increases the ease of file access and the efficiency of information retrieval.
Contact: Margaret Meehan, Superfund Records Management Coordinator, Region 1
617/573-9647
Document Distribution Matrix:
Region 2 developed a document distribution matrix to track the recipient of each major
document and the number of copies needed throughout the life of specific projects. The
system provides a grid matrix that keeps all major documents accessible and includes the
names of applicable State and other agency (e.g., DOJ and USAGE) contacts for future
reference and use.
Contact: Chris Sebastian, Document Distribution Matrix Coordinator, Region 2
212/264-5256
Establishment of a Separate Liability File Room;
Region 2 maintains a separate file room for PRP liability files with government attorney and
RPM access, but no public access. The establishment of a separate liability file room, which
was recommenced by a TQM group, provides the Region with a way to secure enforcement
sensitive files.
Contact: Leslie Peterson, Chief, Planning & Information Management Section,
Region 2
212/264-9251
Establishment of an Efficient File Room;
Region 2 successfully reorganized the file room structure for CERCLA files to house and
maintain the site and administrative record files in the same room. The Region met with
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RPMs and managers during the development of the file structure to receive their input. The
Region developed a "Superfund File Tracking System" where all the files are bar coded. The
new structure allows RPMs one-stop access to the files and sets up a system for site attorneys
and all other interested parties to obtain access to the files.
Contact: Jennie Delcimento, Environmental Protection Specialist, Region 2
212/264-8676
Records Management;
Region 7 developed and successfully used a pilot "Superfund FOIA Database and Reports
Menu" with direct access for all parties with FJPA mainframe access authority (e.g., States
and other agencies). The Region also established a secure records management system and
amended the existing file structure to include EPA Federal Facility program terminology.
The Region is sharing its successful experience with States, contractors, and other agencies
(e.g., DOE and DOD). Direct access to the FOIA Database increases independent use,
resulting in more timely responses to FOIA requests. The addition of Federal Facility
program terminology ensures consistency and accuracy in records searching and retrieval
throughout the Superfund program.
Contact:
Diana Bailey, Information Management Coordinator, Region 7
913/551-7717
Barry Thierer, Waste Management Records Manager, Region 7
913/551-7515
Records Management System:
Region 9 developed a successful records management system. Part of the system, the Image
Trax software, provides document-level indexing in each file. In addition, files are bar-
coded, which provides a good retrieval system. The success of the system led to the
development of complete files.
Contact: Rob Stern, Program Management Team Leader, Region 9
415/744-2339
Designated Public File Review Area;
The Region 10 records center set up a review and copying area for the public. The area
provides the public and the Region with a location for public review and copying of files
where no enforcement strategy or confidential discussions take place. In addition, it
provided one area for consolidation of all records and provides a secure area that can be
locked down for records storage.
Contact: Lynn Williams, Superfund Records Coordinator, Region 10
206/553-2121
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SPECIALTY WORK GROUPS
Regional Multi-Disciplinary Work Group;
Region 1 established a Multi-Disciplinary Work Group to address technical issues. The work
group provides technical expertise on sites and enhances consistency in technical approaches
(e.g., unfilteredversus filtered groundwater, data validation, fish sampling techniques, and
field screening).
Contact: Anne-Marie Burke, Risk Assessor, Region 1
617/223-5528
Systenig Management Work Group;
Region 1 created a Systems Management Work Group to share information on various uses
of computer systems to more efficiently manage the technical and administrative aspects of
ffie Superfuhd and RCRA programs. Meeting on a quarterly basis, the group combines the
efforts of the 1MB and the WMD. They discuss the computer programs used, the software
systems developed, and the hardware problems experienced. Improved internal
communications allowed the RCRA and Superfund programs to develop joint software
programs (e.g., a system for cleanup levels).
Contact: Tina Hennessy, Program Assistant, Region 1
617/573-5701
RATS Conference Calls;
Region 2 participates in National Risk Assessment Teleconference for Superfund (RATS)
conference calls on a monthly basis. The calls enable risk assessors to exchange information
6n the various risk assessment issues and methodologies. These calls aid in developing
nationally consistent risk assessments.
Contact: Marina Stefanidis, Senior Scientist, Region 2
212/264-2737
Superfund Mine Waste Advisory Group:
Region 8 and representatives from other Regions created a Superfund Mine Waste Advisory
Group to provide expert technical, legal, and policy support regarding Superfund
niining/smelting waste issues. Regional representatives coordinate their efforts to enhance
consistency. The Advisory Group serves as an information base and provides direction on
streamlining the investigation and remediation efforts at mining and smelting waste Superfund
sites.
Contact: Mike Bishop, Remedial Project Manager, Region 8
406/449-5414
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LOCAL AREA NETWORK
Dial-fa LAN Access:
Region 4 staff have dial-in LAN access. This access enables staff to communicate with the
Region and stay up-to-date, while travelling.
Contact: Alan Kamali, Computer Specialist, Region 4
404/347-2316
Laboratory/Regional Link;
The Athens Laboratory in Region 4 has a LAN hook-up to the Regional office in Atlanta.
This hook-up results in improved communication and the ability to transfer data and
analytical results in a timely manner.
Contact: John Schacke, Local Area Network Administrator, Region 4
404/347-3426
Dial-In Computer Capability;
Region 10 has lap-top computers with dial-in capability for use in the field that are equipped
with a personal computer On-LAN program. This allows Regional staff to obtain or
exchange important information quickly and easily from any location.
Contact: Ken Kerner, Systems Program and Local Area Network Administrator,
Region 10
206/553-4017
Managers At LAN Meetings;
The Region 10 managers that are heavy LAN users are brought into the personal computer
coordinators group meetings where software development and hardware needs are discussed.
This allows program managers to provide input on what is needed to get their jobs done and
to provide feedback on current systems. In addition, the managers are provided with some
additional training, which places "mini-experts" in all program areas.
Contact: Sharon Nickels, Chief, Information Services Section, Region 10
206/553-6644
COOPERATIVE EFFORTS
Communication with ORC;
ORC and the Superfund program have developed a close working relationship in Region 3.
The Region has developed model orders for most repetitive actions, which has reduced
review time and reduced changes to the draft orders. The Removal program and ORC hold
weekly sessions to discuss information, problems, and successes. In addition, ORC and the
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Superfund program conduct joint training. Docket reviews are held at the Section and
Branch Chief levels to discuss RODs and PRP negotiations to define roles and
responsibilities.
Contact: Neil Wise, Chief, Superfund Removal & Preliminary Assessment Remedial
Branch, Region 3
215/597-9878
Community Relations Staff;
In Region 4, five community relations staff members are located in the Removal and
Remedial Branches and sit near OSCs and RPMs for easy access. One staff member works
with the Removal Branch while four staff members assist the Remedial Branch. Community
relations staff are involved early in the process and accompany the OSCs and RPMs at the
Sites, especially when difficult issues arise. The close proximity and involvement of
Community Relations staff results in more timely public relations and community
involvement.
Contact: fiiane Barrett, Community Relations Coordinator, Region 4
404/347-7791
MOA/MOy Between Divisions;
Region 5 uses MOAs/MOUs with other divisions (e.g., Water, Air, and ORC) to coordinate
activities. MOAs/MOUs detail roles and responsibilities, impose deadlines, and minimize
delays.
,,. I- ! '' I ' , , •. " .
Contact: Frank Rollins, Chief, Ohio/Minnesota Remedial Response Section #1,
Region 5
312/886-0622
MOU Between Participating Programs;
Region 6 developed one general MOU among all participating program staff, including EOs,
OSCs, and ORC attorneys. The MOU fostered a team approach to sites where the team
decides on the lead program office for each site. This approach reduced miscommunication
and increased flexibility for all programs.
Contact: Carl Edlund, Chief, Superfund Program Branch, Region 6
214/655-6715
INFORMATION SHARING
Hazardous Waste Sampling Training;
Region 4 developed a hazardous waste sampling training program for Regional, State and
oversight contractors' personnel that includes both classroom and field work training. This
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training provides personnel with the technical information needed to review sampling data,
and improves the consistency and quality of sampling activities.
Contact: Don Hunter, Environmental Scientist/Regional Expert, Region 4
706/546-3171
William Davis, Environmental Scientist/Regional Expert, Region 4
706/546-3390
Peer Review Groups:
Region 6 established successful peer review groups on RI/FS planning, risk assessments,
RI/FS review, ROD review, RD/RA planning, RD/RA review, and site completions. These
peer review groups have promoted the technical transfer of information within the Region.
Contact: Cathy Gilmore, Remedial Project Manager, Region 6
214/655-6766
Rotational Assignments;
In Region 7, the community affairs staff participate in rotational assignments with the OSCs
and RPMs and they participate in rotational assignments within the Public Affairs Office.
Rotational assignments provide for better internal communications and increase the Regional
staffs understanding of other staff roles and responsibilities.
Contact: Bob Morby, Chief, Superfund Branch, Region 7
913/551-7682
Guidance Expert;
Region 10 dedicated a staff person to review all guidance received from Headquarters.
When RPMs have questions on specific topics or available guidance, they can obtain
information from this guidance expert. In addition, the staff are informed and updated on all
guidance and the resulting impact on their work. . -
Contact: Judy Schwarz, Regional Guidance Expert/Environmental Protection Specialist,
Region 10
206/553-2684
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COMMUNICATION TOOLS
'''"'•,: ' ' L'l ' " V
Field Activity SOPs;
Region 4 developed extensive SOPs for field activities that are widely used by the Region,
the States, ARCjS contractors, and PRP consultants. These SOPs provide a desk reference
for work plan reviews and a field manual for the consistent performance of field activities.
Contact: Don Hunter, Environmental Scientist/Regional Expert, Region 4
7067546-3171
Contracts Newsletter;
Region 6's new internal Contracts Newsletter was published on June 19, 1992, with future
Issues planned. The Region also published the "Ten Commandments of Good WAMing,"
which includes a database for WAMs, spreadsheets for calculating costs, and information
available for tracking delays in signing funding documents. These efforts are intended to
improve communication between WAMs and to provide WAMs with guidance on the
jperformance of day-to-day activities.
Contact: Carlene Chambers, Chief, Contracts and Data Management Section, Region 6*
214/655-6720
Interim FOIA Response Procedures;
Through a fQM effort, Region 6 developed interim guidance on Superfund FOIA Response
Procedures that includes SOPs and encourages a team-approach in developing responses to
FOIA requests. The Region anticipates that the interim guidance on FOIA requests will
reduce the inadvertent release of enforcement-sensitive documents and promote a more
consistent response to FOIA requests.
Contact: Patrice Miller, Enforcement Officer, Region 6
2JL4/655-6712
!i" ,, , ,i j , „• i •,, •
Communication Tools;
Region 7 uses several communication tools including using ZAPs to outline roles and
responsibilities, sending POs to visit other Regions, and disbursing cash awards and
Certificates for excellence to RPMs. These tools improve communication and serve as
incentives for Regional staff.
Contact: Lowell Toole, Contracting Officer, Region 7
913/551-7639
Pegasus
As an interim mail package Region 9 is using "Pegasus Mail," a low-cost inter-LAN mail
package, which the Region believes is superior to "cc: Mail" and "Word Perfect Office."
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Pegasus Mail provides the Region with a low cost, effective tool to improve internal
communications.
Contact: Jeff Tackett, Chief, Systems Operations and Programming Section, Region 9
415/744-1803
REGIONAL PRIORITIES INITIATIVES
Prioritization Matrix;
Region 10 prioritizes its work load on an annual basis by using a priority matrix. The
matrix consists of five categories: mission values, affected community, program value (e.g.,
goals, SCAP), enforcement (e.g., CD or UAO), and efficiency (e.g., close to completing a
step in the process). This matrix helps to identify highest priority projects and ensure they
receive adequate attention from both the RPM and support services.
Contact: Carol Rushin, Chief, Superfund Remedial Branch, Region 10
206/553-7151
INFORMATION RESOURCES
Information Systems;
Region 6 uses the Geographic Information System (GIS) and Global Positioning System
(GPS) on site assessments and removals to obtain current site-specific geographic
information. These systems provide the Region with high-quality data within a quick
turnaround time.
Contact: Pat Hammack, On-Scene Coordinator, Region 6
214/655-2214
Multiple Use GIS;
Region 10 successfully uses the Geographic Information System (GIS) for multiple purposes.
The GIS identifies all available information regarding populations, ecosystems, RCRA and
NPDES permits, etc. in a geographic area. This system produces useful visuals for the
public and provides area-wide information for the site team to assist in identifying PRPs,
pollution sources and proximity to populations or sensitive ecosystems. The data also is
useful for MRS scoring packages.
Contact: Ray Peterson, Geographic Information System Program Manager, Region 10
206/553-1682
Global Positioning System;
In Region 10 the Global Positioning System (GPS), which positions sites by latitude and
longitude, ties in with the Geographic Information System (GIS). The GPS is used to
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confirm or correct site locations and locations of site features. The information obtained by
the GPS facilitates the mapping of sites.
IP, !• i 'ii 'i i '• ''"' ' '. ' ', ,'i•
Contact: Andy Hess, Environmental Scientist, Region 10
S06/871-8711
SITE TEAMS
Site/Case Team;
Region 1 set up Site/Case Teams consisting of OSCs, Enforcement Coordinators, and ORC
attorneys to identify removal-lead sites. The Teams remain together throughout the life of a
she. The OSCs work on both Fund and enfprcement-leajl sites, providing flexibility and a
smooth transition for sites frorn Fund to enforcement-lead, or vice versa, when necessary.
Contact: Steven Novick, Chief, Enforcement & Preparedness Section, Region 1
617/860-4364
Site Team Assignments;
kegion 8 forms site teams consisting of OSCs, ORC attorneys, and Enforcement Specialists
as soon as the peed for a Removal action is identified. The teams are site-specific, "cradle-
fo-grave" assignments that begin with the site assessment and extend through cost recovery.
All important decisions concerning the Removal action, including decisions to take public
positions and decisions to elevate issues within the Region, are made by the site team. The
feam approach maintains consistent strategy and site progress while eliminating delays
associated with bringing new team members up to speed.
Contact: Sharon Kercher, Chief, Removal Enforcement Section, Region 8
303/294-7037
Formalized Site Teams;
Region 10 has formalized the concept of using site teams that consist of RPMs, OSCs, ORC
attorneys, CIs, and technical support staff. The team members brainstorm on how to address
issues and whigh team members should address specific issues. In addition, the team uses
weekly "site update" bulletins to ensure good communication between the members of the
team. tA "site update" bulletin is a compilation of information from each team member
regarding their area in the project. The use of formalized site teams has resulted in more
information and expertise exchange between the members of the team.
|;f ' '.->,. "'I !,! • . "' ,.' , ,•• ' •;-; :V'. '., \ .;;_;;. .,; •. , ,';> '•'.'.,.£: ": /;.••'• r :.; , '. , ,, I' ;,. ;".;,,;
Contact: Mike Stoner, Chief, Superfund Site Management Section I, Region 10
206/553-2710
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EXTERNAL COMMUNICATIONS
PUBLIC MEETINGS
Proposed Plan Community Relations;
Region 1 holds public information meetings to present information and answer questions on
the proposed cleanup plan prior to the public comment period and public hearing. These
meetings provide the community with the opportunity to obtain a better understanding of the
proposed cleanup activities.
Contact: Dennis Huebner, Chief, New Hampshire & Rhode Island Waste Management
Branch, Region 1
617/573-9610
"Open-House" Meetings;
Region 1 conducts "open-house" meetings with town officials and PRPs to inform them of
events at specific Superfund sites and to tell them who to call at EPA for answers to
questions when there are problems. These meetings improve communications and are
particularly helpful at sites involving incineration as a remedy, since town officials typically
address the residents' concerns.
Contact: Paula Fitzsimmons, Chief, Massachusetts Superfund Section II, Region 1
617/223-5572
"Speakers Bureau";
The Region 1 WMD has a pool of speakers that serve as resources for presentations at
association meetings. The "speakers bureau" is a success because the individual with the
most knowledge on each topic gives the presentation, thus distributing this responsibility and
providing the most qualified speaker in each topic area.
Contact: Connie Dewire, Environmental Protection Assistant, Region 1
617/573-5719
Quality Service Calls;
Region 3 conducts "quality service calls" on participants of selected public meetings and
availability sessions to determine the effectiveness of these meetings. The information
gathered helps Region 3 improve or alter their communication methods used at meetings to
accomplish the highest level of public understanding and participation.
Contact: Dan Ryan, State Liaison Officer, Region 3
215/597-9816
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Non-NPL Site Public Meetings:
Region 4 site assessment staff have held public meetings at non-NPL sites to inform the
community about the Superfund process. At the meetings, fact sheets and other
communication tools are used to educate and prepare the public for the possible transition
from non-NPL site status to NPL site status.
*:•• ';:; •;*' •• ;. ",. \ , • • .- • , r ,. ::
Contact: Craig Benedik, Environmental Scientist, Region 4
404/347-5065
Public EPA Sessions;
Region 5 conducts public availability sessions and "open house days" at sites as an alternative
to public meetings. These sessions are a useful tool for providing information to community
members.
Contact: Toni Lesser, Chief, Community Relations Section, Region 5
312/886-6685
"Superfund 101" Class Offered to Community Members;
Region 6 conducts 3-hour "Superfund 101" training sessions for citizens and local residents
at newly listed Superfund sites to explain the Superfund listing and remedial process. The
class helps participants develop a better understanding of the Superfund process.
Contact:
prne
Region 6
214/655-2240
, Chief, Superfund Information Management Section,
Cnmmnnifv Relations for Potential Incinerator Sites;
Region 6 initiated community relation activities early at a potential incineration site to
prepare the community for a number of different remedies. The Region introduced the
incineration option early during a "Superfund 101" class for the site rather than at the time of
the ROD. The Region used a consistent team, including a RPM with relatives in the affected
community. The Region worked with the TAG group and tried not to create unrealistic
Views of remediation, These Regional efforts, conducted early in the process, provided an
open exchange of information between the Region and the community and prepared the
community for the possibility of an incineration remedy.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-6617
Open-House Meetings;
In addition to public meetings, Region 6 conducts open-house meetings with the community.
The informal format of these meetings encourage greater community participation since most
, •:,"' • ' 'i i, „ • ' , • " "n
'•' '••! ' • ' , '.52
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people are more comfortable talking on a one-on-one basis. The Region stated that it is
important to mention different methods of cleanups early in the process and to have RPMs
attend the workshops. Region 6 believes that the open-house meetings are an excellent
outreach tool that reach numerous individuals and enable the community to become familiar
with the EPA staff working on the site.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-6617
Workshop with PRPs;
Region 6 is currently formulating a letter and survey inviting PRPs who are experienced hi
performing RI/FSs to a workshop. The workshop will provide the Region and the PRPs with
an opportunity to get together to discuss the various aspects of the RI/FS process. From this
workshop the Region anticipates that they will be able to narrow the scope of possible
technology alternatives and provide for a smoother RD/RA transition.
Contact: Bill Luthans, Chief, Arkansas/Louisiana Enforcement Section, Region 6
214/655-6582
Public Meeting Teams;
All public meetings in Region 7 are attended by a team. Staff members from the appropriate
Divisions (i.e., Water, Air and Toxics, Environmental Services, Waste Management,
Congressional, Regional Counsel, and Public Affairs) and the ATSDR make up the teams.
Management also attends public meetings on an as needed basis. Approaching the public
meeting with a team approach gives the community valuable sources of information and
allows staff members to gain an appreciation of community concerns.
Contact: Rowena Michaels, Director, Office of Public Affairs, Region 7
913/551-7003
Property Transaction Seminar:
Region 10 has undertaken efforts to educate, communicate, and address the concerns of
people living near Superfund sites regarding property values and liability for the cleanup
costs of their property. To address these concerns, Region 10 joined with the Washington
Department of Ecology, the City of Tacoma, and the Town of Ruston to sponsor a seminar
on property transactions. This seminar, as well as other techniques such as fact sheets,
helped the Region and the community to work together more effectively and prevented or
minimized adverse impacts on the community during the cleanup of Superfund sites.
Contact: Michelle Pirzadeh, Community Relations Coordinator, Region 10
206/553-1272
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PUBLIC ASSISTANCE
Regional Assistance for TAG Applications;
Region 2's Grants Office, Community Relations Office, and RPMs provide up-front
Assistance to groups interested in applying for TAGs. This assistance promotes cooperation
among the community groups and the EPA. It also provides applicants with a better
understanding of the TAG program and reduces the possibility of receiving incomplete
applications.
Contact: Lillian Johnson, Chief, Community Relations Branch, Region 2
212/264-7054
Regional Assistance for TAGs;
A TAG Alignment Work Group in Region 6 selectively assists community groups to prepare
for TAGs before sites are listed on the NPL. The Region is able to award the grants as soon
as the sites are listed on the NPL because the work group streamlines the process and
provides assistance before the NPL listings.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-2240
COMMUNICATION TOOLS
,1 ' , • « •• ',',:."''
"Site Updates" for Citizens;
Region 2 developed a "site update" for the Hudson River PCB site, titled "River Voices,"
that provides a forum for citizens to express their concerns and share information with other
citizens. The "site update" is a successful community relations tool and has received
excellent response and positive feedback from the communities along the Hudson River.
Contact: Lillian Johnson, Chief, Community Relations Branch, Region 2
212/264-7054
Promoting Public Understanding;
To assist citizens in understanding ground water concepts, Region 4 communicates in simple
terms and uses aids such as the University of Wisconsin poster that depicts the ground water
cycle. The use of simple terms and aids helps citizens better understand ground water
concepts and thus participate more fully in the Superfund process.
Contact: Diane Barrett, Community Relations Coordinator, Region 4
404/347-7791
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Communication Tools;
Region 4 developed a series of community communication tools including "1-800" numbers,
emergency drills, weekly press briefings, and news releases on actions like removals. These
communication tools keep the public informed and result in a better rapport between the
Region and various communities.
Contacts: Marilyn Allen, Congressional Affairs Specialist, Region 4
404/347-3004
Administrative Record Locations;
Administrative Records in Region 4 are placed in Regional Information Repositories located
near the site in the same county. This placement accommodates the lack of space in the local
libraries and provides the community with additional access to site information.
Contact: Cynthia Peurifoy, Community Relations Specialist, Region 4
404/347-7791
Highlighting Success Stories;
A "Superfund Works" video, on the cleanup of the Pioneer Sand site, was developed by
Region 4 to highlight a successful cleanup to the community. This video helps Region 4
communicate the successes and positive outcomes of the Superfund program to communities
that are unfamiliar with the process or that have a negative perception of Superfund.
Contact: Patsy Goldberg, Remedial Project Manager, Region 4
404/347-2643
CERCLIS Fact Sheet:
A fact sheet was developed in Region 4 on the function of the CERCLIS database. The fact
sheet accompanies all CERCLIS reports that are prepared in response to FOIA requests. The
fact sheet enables the public to understand the distinction between the listing of a site on the
NPL and the listing of a site in CERCLIS.
Contact: Diane Barrett, Community Relations Coordinator, Region 4
404/347-7791
Develop Responses to National Incinerator Opponents;
Region 5 has discussed working with the Cincinnati, Ohio, Risk Reduction Engineering
Laboratory to develop responses to issues commonly raised by national incinerator
opponents. These responses would allow the Region to provide communities with additional
information on incineration issues.
Contact: John Perrecone, Community Relations Coordinator, Region 5
312/353-1149
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Outreach to Minority Populations:
Region 6 successfully implemented community outreach efforts with minority populations.
]Examples of these efforts include providing Spanish translations of both general and site-
specific fact sheets, using a Navajo translator at the Prewitt Refinery site in New Mexico,
and assisting citizens and minority contractors in Superfund communities obtain subcontracts
with EPA's cleanup contractors. These efforts have enhanced communications with minority
populations and enabled them to play a more active role in the Superfund process.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-2240
Issuance of Quarterly Update Reports;
Region 6 prepares quarterly reports on progress at Superfund sites and circulates them to
approximately 10,000 people on the Region 6 Community Relations mailing list. These
reports contain concise summaries of the background and remedial status of each NPL site,
and Region 6 contact names. The reports are useful as periodic updates to the print and
broadcast media on Superfund activities in Region 6.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-2240
Toll-Free Superfund Information Line;
Region 6 implemented a toll-free Superfund information line that provides direct no cost
Access to the Region. The toll-free line provides general Superfund program information,
access to reference and guidance materials, a means to report suspected trespassing on
Superfund sites, and a means to report new and suspected hazardous waste sites. The toll-
free number addresses a common concern that citizens cannot afford to call the Region for
the information they need.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-2240
Store-Front Offices;
Region 6 has located three operational store-front (or satellite) offices within the Region.
These offices provide Region 6 with a surrogate presence in the community, which reduces
travel costs and maximizes staff time to devote to site cleanup. Satellite offices are effective
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as a local information resource, community liaison mechanism, and a tangible symbol of
EPA's commitment to community involvement at Superfund sites.
Contact: Verne McFarland, Chief, Superfund Information Management Section,
Region 6
214/655-2240
Site Assessment Fact Sheet Models:
Region 6 developed a series of fact sheet models on all phases of the Superfund program
(e.g., PA, SI, ranking, and listing). The models were developed so fact sheets could be
prepared quickly in response to the high level of interest expressed by the media and
community at pre-remedial sites. Additionally, the contractors present at sites are able to
supply interested parties with copies of fact sheets thus providing information when the
contractors are not otherwise allowed to speak for the agency.
Contact: Roger Meacham, Press Officer, Region 6
214/655-2200
Mobile Information Center;
Region 7 uses a mobile information center to disseminate information at Superfund sites.
The center enables the Region to visit many communities with Superfund concerns and
provide them with information in a short period of time.
Contact: Rowena Michaels, Director, Office of Public Affairs, Region 7
913/551-7003
Site Visits;
Senior management in Region 7 visit all proposed NPL sites. These visits improve
community relations, since the community sees first hand that the EPA takes their site
seriously and has a genuine interest in the community's well being.
Contact: Rowena Michaels, Director, Office of Public Affairs, Region 7
913/551-7003
Early CRC Involvement;
At the Westminster site, Region 9 CRCs worked with the State on community relations
efforts. The State conducted door-to-door canvassing of Hispanic and Vietnamese
neighborhoods and used bilingual local officials to communicate in the native languages of
the residents. Due to the early involvement of the CRCs, the community is supportive of
EPA's removal decisions for the Westminster site.
Contact: Fraser Felter, Community Relations Coordinator, Region 9
415/744-2181
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Superfund Fact Sheets;
Region 9 fact sheets covering Superfund topics and progress on environmental cleanup are
mailed to Congressional offices, newspapers, and editorial groups on a regular basis. For
example, fact sheets on the successes in the Remedial program and on emergency response
arid removal activity have been issued. This effort distributes information on topics of
concern and increases public awareness of the Superfund program.
Contact: Dianna Young, Chief, Office of Community Relations, Region 9
415/744-2178
CONGRESSIONAL RELATIONS
Door-to-Door Congressional Briefings;
Region 2 began conducting door-to-door Congressional briefings on Capitol Hill in 1992.
The briefings provide an overview of the Superfund process in Region 2 and the status of
existing sites in the Congressional members' district or State. This public relations effort
increased awareness and understanding on the part of congressional members regarding the
Superfund process and sites in their States or districts.
Contact: Peter Brandt, Congressional Liaison, External Programs Division, Region 2
212/264-7834
Congressional Notification;
A preemptive congressional relations effort was conducted prior to issuing Special Notice
Letters to the PRPs at the Petro:Chem site in Region 8. The Region mailed each
Congressional office a letter and a fact sheet identifying the PRPs in their Congressional
district that would receive Special Notice letters. The Region prepared the Congressional
offices to handle concerns from constituents regarding the Special Notice Letters.
Contact: Patrick Bustos, Public Affairs Specialist, Region 8
303/294-1139
Bi-Monthly Congressional Briefings;
The Region 9 community relations staff provided information on the Norton Air Force Base
to Congressman Brown approximately twice a month. This gives the Congressman EPA's
status of the site, providing a complete picture and balancing the information provided by the
Air Force.
, ' ' •
Contact: Sunny Nelson, Congressional Liaison, Region 9
415/744-1562
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MEDIA RELATIONS
Media Training Program:
Region 8 prepared a Superfund Media Training Program video to prepare RPMs for
interactions with reporters during public meetings. Regional RPMs attribute the success of
three public meetings for different sites to this training program.
Contact: Wanda Taunton, Chief, Community Outreach Branch, Region 8
303/294-1144
Media Support:
The Region 9 Public Affairs Office issues a press release for all removal sites and helps set
up television interviews for OSCs. The assistance provided by the Public Affairs Office
relieves the OSCs from repeated media contact. The Public Affairs Office assists the OSCs
in preparing to respond to media concerns, resulting in good television interviews.
Contact: Virginia Donohue, Chief, Office of Public Affairs, Region 9
415/744-1585
Press Releases;
The Region 9 press office produces press releases for all Removal sites. These press
releases often contain standard paragraphs that provide the public with "numbers to date" on
the actions taken by EPA.
Contact: Virginia Donohue, Chief, Office of Public Affairs, Region 9
415/744-1585
Presentation Training;
The Region 9 community relations staff is offering public presentation training to Superfund
staff and managers. A private contractor provides this training at a cost of $6,000 for 12
people, on 2 occasions. This training provides the Superfund staff and managers with an
opportunity to practice and refine communication techniques.
Contact: Dianna Young, Chief, Office of Community Relations, Region 9
415/744-2178
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XNTERNAHQNAL RELATIONS
Information Exchange Program with Russia;
Region 8 implemented an information exchange program with Russia. As part of this
program, Region 8 evaluated the effectiveness of an integrated grouting technique developed
by a Russian company. This technique will be used to reduce the volume of acid mine
drainage generated and discharged through National Tunnel to Clear Creek in a
demonstration project. The information exchange introduced a "new" technology to the U.S.
that has been used successfully in Russia.
Contact: Jim Hanley, Remedial Project Manager, Region 8
303/293-1649
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STATES
LEVERAGING STATE RESOURCES
State Relations:
Region 1 entered into a Cooperative Agreement with the New Hampshire State Laboratory
for the laboratory to perform analyses for the Region. Region 1 believes it is a good idea to
use this laboratory since it provides high-quality data faster than CLP labs and has resulted in
improved relations between the Region and the State of New Hampshire.
Contact: Chet Janowski, Remedial Project Manager, Region 1
617/573-9623
New York's Environmental Quality Bond Act;
New York's Environmental Quality Bond Act enhanced the ability of Region 2 to obtain
settlements on sites that have municipalities as a PRP. Under the provisions of this Act, the
State of New York may pay up to 75 percent of the cleanup costs associated with a
municipality's PRP liability. A major criterion for a municipality's eligibility for funding is
a signed AOC or CD with the State of New York or the EPA. The Act set up a fund which
currently has $1.1 billion with $400 million earmarked for site cleanup costs. Cleanup at
several NPL sites in New York has proceeded using this fund.
Contact: Elena Kissel, Attorney, Region 2
212/264-4877
State Involvement in Site Assessments;
Region 4 and its States are partners in the site assessment program pursuant to the
Cooperative Agreements (CAs) they have signed. Additionally, integrated site assessments
are conducted under a proposed CA between Region 4 and Alabama where the State
performs PA/SIs while removal activities are conducted for the potential NPL listing of the
removal site. A similar CA may be entered into with Mississippi. Region 4 is fostering
EPA/State relations by maximizing State involvement in the site assessment process.
Contact: Mario E. Villamarzo, Chief, Site Assessment Section, South Unit, Region 4
404/347-5065
IMPROVING STATE/EPA RELATIONS
ROD Forum with New Jersey:
Region 2 conducted a 2-day ROD forum with the State of New Jersey to communicate the
essential and critical elements that must be included in a ROD and to become familiar with
the parameters under which the New Jersey Superfund staff must operate. The forum
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provided an environment for staff to identify ROD issues and to work toward resolution
together.
Contact: Charles Tenorella, Chief, Central New Jersey Section, Region 2
il2/264-9382
.; Hi! ' ,4
State Involvement;
Region 5 is participating in a number of ongoing initiatives directed at fostering a greater
level of State participation. Region 5 currently has a SMOA with 5 of the 6 States in the
Region and will have a SMOA with all 6 States by the end of fiscal year 1993. A SMOA
between the Region and a State helps resolve disputes, promotes understanding, and clarifies
the issues and roles of both parties.
Contact: Jim Mayka, Chief, Michigan/Wisconsin Remedial Response Branch, Region 5
312/353-9229
Michigan State Act 307;
Region 5 developed a position paper, with consideration of input from the State, regarding
the Michigan State Act 307. While the impact on future RODs is not yet fully defined, the
paper provides guidance to Regional staff on the status of Act 307 and its implementing
regulations as ARARs with respect to Federal response actions at Michigan Superfund sites.
Contact: Rodger Field, Chief, Office of Regional Counsel Solid Waste and Emergency
Response Branch, Section 1, Region 5
312/886-6851
QuarterlyMeetings;
Region 7 conducts quarterly meetings with all of the States in the Region to discuss
Superftmd and other issues. These meetings provide an avenue for an exchange of ideas and
resulted in improved relations between the Region and the States.
Contact: Ron McCuthepn, Chief, Emergency Planning and Response Branch, Region 7
913/551-5007
Quarterly Toxicology Meetings;
Region 9 and the State of California hold quarterly toxicology meetings. These meetings
provide an opportunity to discuss current issues and policies affecting both parties.
Contact: Dan Stralka, Regional Toxicologist, Region 9
415/744-2310
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LIST OF ACRONYMS
AARP
AOC
ARAR
ARCS
ATSDR
BuRec
CA
CAA
CBI
CD
CERCLA
CERCLIS
CI
CLP
CO
CRC
CWA
DOD
DOE
DOJ
EO
EPA
EPS
ERGS
BSD
ESI
FAS
FIT
FOIA
FS
FTE
FY
GIS
GPS
HRS
IAG
IG
IGCE
1MB
ISIF
LAN
American Association of Retired Persons
Administrative Order on Consent
Applicable, Relevant and Appropriate Requirements
Alternative Remedial Contracts Strategy
Agency for Toxic Substances and Disease Registry
Bureau of Reclamation
Cooperative Agreement
Clean Air Act
Confidential Business Information
Consent Decree
Comprehensive Environmental Response, Compensation, and Liability
Act
Comprehensive Environmental Response, Compensation, and Liability
Information System
Civil Investigator
Contract Laboratory Program
Contracting Officer
Community Relations Coordinator
Clean Water Act
Department of Defense
Department of Energy
Department of Justice
Enforcement Officers
Environmental Protection Agency
Environmental Protection Specialist
Emergency Response Cleanup Services
Environmental Services Division
Expanded Site Inspection
Field Administrative Support
Field Investigation Team
Freedom of Information Act
Feasibility Study
Full-Time Equivalent
Fiscal Year
Geographic Information System
Global Positioning System
Hazard Ranking System
Interagency Agreement
Inspector General
Independent Government Cost Estimate
Information Management Branch
Integrated Site Information Form
Local Area Network
63
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tOE
MO A
MOU
NLECS
NPDES
NPL
QAM
ppc
DIG
ORC
osc
PA
PA/SI
PCS
PCO
PEB
PER
PO
PR
PRP
QA/QC
RATS
RCMS
RCRA
RD
RD/RA
RDT
'"&
RI/FS
ROD
1RTP
SARA
SCAP
SEC
SI
SMOA
SOP
SOW
SPCC
SRO
TAG
TAT
TES
TOJM
Level of Effort
Memorandum of Agreement
Memorandum of Understanding
National Law Enforcement Communications System
National Pollutant Discharge Elimination System
National Priorities List
Office of Acquisition Management
Other Direct Cost
Office of inspector General
Office of Regional Counsel
On-Scene Coordinator
Preliminary Assessment
Preliminary Assessment/Site Inspection
Polychlorinated Biphenyl
Participate and Cooperate Order
Performance Evaluation Board
Performance Evaluation Reports
Project Officer
Purchase Request
Potentially Responsible Party
Quality Assurance/Quality Control
Risk Assessment Teleconference for Superfund
Removal Cost Management System
Resource Conservation and Recovery Act
Remedial Design
Remedial Design/Remedial Action
Regional Decision Team
Remedial Investigation
Remedial Investigation/Feasibility Study
Record of Decision
Remedial Project Manager
Researcji Triangle Park
Superfund Accelerated Cleanup Model
Site Assessment Manager
Superfund Amendments and Reauthorization Act
Superfund Comprehensive Accomplishments Plan
Securities and Exchange Commission
Site Inspection
Superfund Memorandum of Agreement
Standard Operating Procedures
Statement of Work
Spill Prevention, Control, and Countermeasure
Superfund Revitalization Office
Technical Assistance Grant
Technical Assistance Team
Technical Enforcement Support
Total Quality Management
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UAO
USAGE
USGS
WAM
WMD
ZAP
Unilateral Administrative Orders
United States Army Corps of Engineers
United States Geological Survey
Work Assignment Manager
Waste Management Division
Zone Administrative Procedure
* U.S. G.P.O.:1993-341-835:82021
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COMPENDIUM OF GOOD IDEAS
Models of Success and Lessons Learned
GOT A GOOD IDEA?
SEND IT IN!
To ensure action on your good idea, please provide the following information:
PROBLEM: "
ACTION TAKEN:
RESULT:
CONTACT NAME
AND PHONE NUMBER:
PLEASE SEND GOOD IDEAS TO:
Superfund Revitalization Office (OS-100)
U.S. Environmental Protection Agency
401 M Street, S.W.
Washington, D.C. 20460
Fax No.: 202/260-6606
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