EPA New England Regional Laboratory (Office of Environmental Measurement and Evaluation)

Announcement of the 2008 Equipment Loan Program for Volunteer Water Monitoring by EPA New England

1. PURPOSE OF AN EPA EQUIPMENT LOAN PROGRAM FOR VOLUNTEER WATER MONITORING
   
   The U.S. Environmental Protection Agency (EPA) has identified improved water quality monitoring as one of its highest priorities, in recognition of the value of monitoring data in guiding EPA's and the states' and tribes' efforts to improve the health of the Nation's waters. There are waters, however, that states, tribes and EPA are not able to monitor at all or only on at a very limited frequency. Here in New England, volunteer groups have played a valuable role in supplementing the available monitoring data. With this equipment loan program, EPA New England expects to support and enhance the work of existing monitoring groups and assist the start up of new groups who seek to monitor waters for which there is no current data.
   
   This year, the priority for equipment loans will be groups focusing on beaches and stormwater monitoring, although groups monitoring other waters will also be considered depending on number of applicants monitoring this year’s priority waters..
   
   This loan program is restricted to equipment only, and does not include expendable supplies (e.g. gloves, calibration standards, disposable pipettes, etc.).
   
   
2. EQUIPMENT EPA CAN PROVIDE TO VOLUNTEER MONITORING GROUPS
   
   Attachment A of this announcement contains examples of equipment that may be requested, with some estimated costs. The equipment loaned to each selected group this year will be limited to $2,500 in total value. This equipment will be available through a long-term loan of five years, on an annual renewal basis.
   
   
3. ELIGIBILITY OF VOLUNTEER MONITORING GROUPS
   
   The equipment loan program is open to all volunteer monitoring groups in New England, including those coordinated by states, tribes, municipalities, universities and other organizations. It is open to groups along a wide spectrum of experience levels – those that are just getting started as well as those with extensive and long-term experience. Higher priority will be given to groups which have not yet received equipment loans from EPA.
   
   As part of the loan program, selected groups will need to have a current Quality Assurance Program or Project Plan (QAPP). If a group is just getting started in monitoring, the QAPP will need to be approved by a deadline agreed upon by EPA, which will allow some time for a new group to become familiar with details of monitoring protocols and QA requirements.
   
   The goals of data use must be for a local application and for sharing with at least one state or tribal regulatory agency responsible for assessing water quality conditions and reporting to EPA. Groups collecting data only for educational purposes will not be eligible for this program.
   
   
4. SELECTION PROCESS
   
   In 2008, priority will be given to groups monitoring beaches and stormwater, and which have not yet received equipment loans.
   
   Organizations with different levels of experience that are eligible include:
   
   • Organizations that currently provide monitoring data to a state or tribal agency, and are seeking to upgrade the type of methods used, and/or expand the number or types of monitoring sites. Expanding coverage on a watershed basis will be highly regarded by EPA.
   • Small groups just getting started with monitoring who need equipment to get underway. Evidence of a commitment to undertake monitoring with a goal of producing data for long-term use is desirable.
   
   Minimum criteria for ranking applications include the following:
   
   • Complete application – applications that incomplete or missing information may not be considered.
   • Identification of the type and number of pieces of equipment. Cost estimates are very helpful, but EPA understands that final costs will be determined at the time of purchase. Groups are encouraged to provide a list of equipment in order of priority.
   • The group has an EPA or State approved Quality Assurance Project or Program Plan, or indicates the intention of having an approved QAPP by a reasonable deadline.
   • A description or map indicating location and number of sample sites for which equipment will be used.
   • A description of how the monitoring program will be improved.
   • A statement that indicates there has been agreement with a state or tribal regulatory agency about providing data for reporting under a Clean Water Act or other federal statutory program. If a group is just beginning its monitoring program, a statement regarding the contact the group is working with at the agency.
   • A statement identifying a goal of uploading useable data to EPA's national water quality data system, using a web-based approach. EPA will assist uploading the first year's data that is useable for sharing, if the group needs assistance. EPA expects data to be provided in a spreadsheet format (e.g., ACCESS, EXCEL, etc.)
   • A statement regarding maintaining equipment in useable condition, and notifying EPA concerning loss or damage.
   • A statement concerning the willingness to participate in an event highlighting the equipment loan program and World Monitoring Day.
   
   The application must also reflect agreement with additional conditions contained in this announcement.


5. CONDITIONS OF EQUIPMENT LOANS
   
   
   1. Each applicant selected may be asked, and if so agrees, to participate in a local press event announcing the loan program and/or associated with World Water Monitoring Day in the fall of 2008.
   2. Equipment can be loaned on a long-term basis of up to five years, renewable on an annual basis. After this period, an additional loan or return of equipment may occur.
   3. Applicant agrees to maintain equipment in good working condition.
   4. Equipment will be labeled as belonging to EPA and will remain EPA equipment for the duration of the loan.
   5. The applicant agrees to notify EPA upon loss or damage to the equipment. Damaged equipment may be repaired by EPA or may need to be returned to EPA without replacement, depending upon circumstances.
   6. A loan agreement will be signed by the responsible leader of the organization.
   7. Each group will be required to provide a brief (5 page maximum) annual environmental data report. The report will be due to EPA by April 1st of each year in which the monitoring equipment is on loan.
   8. Each applicant agrees to upload data to EPA's national water quality database, the Water Quality Exchange (WQX), which is a user-friendly web-based system replacing STORET. If not able to upload data, the applicant can provide data in a compatible format to EPA for uploading to WQX. If EPA uploads the data, the group will need to provide metadata and other organizational information as needed.
   
   
6. APPLICATION PROCEDURE & SCHEDULE
   
   Attachment B of this announcement has an outline of an application that can be used by groups. Applications should be limited to four pages, including an equipment list and a map of sites (if appropriate).
   
   Once applications are received, an Equipment Loan Application Review Committee within EPA New England will review and make recommendations on selections. EPA will seek input from State agencies regarding selections, if there is no conflict of interest, i.e., if a state program is not an applicant.
   
   Applications will be accepted through close of business May 27, 2008 with selections to be announced by June 27, 2008. Applications can be submitted through email (preferred) or in hard copy.
   
   Send applications to:
   
   Diane Switzer (switzer.diane@epa.gov)
   EPA New England
   OEME-ECA
   11 Technology Drive
   North Chelmsford, MA 01863
   For further information, please contact:
   
   Diane Switzer (switzer.diane@epa.gov)
   Phone: 617-918-8377
   
   or
   
   Katrina Kipp (kipp.katrina@epa.gov)
   617-918-8309

ATTACHMENT A

Examples of Water Monitoring Equipment (with estimated costs)*:

Item Number Item Description 1 Yellow Springs Instruments, Model 85 DO, Conductivity, Salinity & Temperature Meter,$1500 2 Yellow Springs Instruments, Model EC300 Conductivity, Salinity & Temperature Meter, $450 3 Yellow Springs Instruments, Model pH100, pH Meter, $350 4 Chekmite pH-20 pH Pen meter, $80 5 HB Instruments Envirosafe Thermometer $7 6 Alpha Horizontal Water Sampler, 2.2 liter, $450 7 LaMotte Sediment & Water Sampling Kit, $450 8 USGS Pygmy Current Meter (<5 ft/sec) w/ Digitizer, $1450 9 AA Current Meter (0.112-19.31 ft/sec) with Digitizer, $1600 10 Top Setting Wading Pole for Current Meter, 6 ft., $400 11 Barometer, watch style, $60 12 Boreal Microscope, 10X, $250 13 Secchi Disk, $25 14 Silva Compass, $40 15 Kestral Pocket Weather Meter (Wind speed, Temperature, Wind chill) with replacement impeller, $120 16 Macroinvertebrate Sampling Pan, $7 17 Forceps, $1.50 18 D-frame Dip Net, $70 19 Lufkin 100’ Nyclad Steel Tape (feet/inches), $45 20 Garmin GPS 76CSx Meter with accessories, $600

*The mention of brand names does not constitute recommendation of a specific company.

ATTACHMENT B

APPLICATION FOR EQUIPMENT LOAN OUTLINE

1. NAME OF GROUP (S)
   
   Provide the name, address, and responsible leader of each group, with contact phone numbers, email addresses, and fax numbers. Indicate if this is a single group's effort, or a collaboration of two or more groups. Provide the name and lead contact information for each group.
   
   
2. WATERS THAT WILL BE MONITORED
   
   
   1. Indicate whether this is a new group and/or monitoring effort. If this is an existing group, provide a brief statement of past experience and use of data.
      
      
   2. State the purpose and intended use of data for your current project, and what environmental results the group is helping to achieve. Provide a brief description of the current water quality monitoring in the area, and whether the new monitoring effort will supplement existing work or provide data for areas not currently monitored.
      
      
   3. Provide the names of the waterbodies, the watershed and states in which waters are located. Indicate whether sample collection sites have location information (i.e. latitude & longitude) associated with them, and whether the information has been identified by use of GPS or other means. Include a map or sketch of the waterbody and collection sites if useful.
   
   
3. WATER QUALITY CHARACTERISTICS THAT WILL BE MONITORED
   
   
   1. Identify the parameters that the group monitors, or plans to monitor, and those for which the equipment will be used.
      
      
   2. Explain if monitoring will include collection of surface water samples, profiles through the water column, shallow water and/or deep water, and if there is one or multiple stations within each waterbody.
      
      
   3. Indicate if the group has a current Quality Assurance Project Plan (QAPP) that has been approved by EPA or another agency. If the monitoring program is in a start-up phase, indicate whether the group will work with EPA's Quality Assurance Office in developing a QAPP as a goal of the monitoring program
   
   
4. EQUIPMENT NEEDS – SPECIFIC TYPE AND QUANTITY
   
   List the equipment needed including any known specifications or requirements the group has. Expendable supplies cannot be included with equipment. Please see Attachment A for examples of equipment, although the list should not be considered the only equipment for which a group may apply. Since the purchase price may be different at the time of ordering than listings in supply catalogs might indicate, it is acceptable to provide a list that initially exceeds the loan limit of $2,500, as long as the order of priority, from highest to lowest, is indicated.
   
   
5. EXPECTED USE OF DATA
   
   
   1. Explain briefly how data will be used. Will it be shared a state agency, with other organizations, be used for annual reporting, a watershed report, or some other purpose?
      
      
   2. EPA New England expects groups borrowing EPA equipment to agree that data meeting quality assurance requirements is to be uploaded to the national STORET(WQX) system for long-term storage and access by other potential data users. EPA will provide assistance in this as needed, including data spreadsheets as needed. Generally data should be uploaded within 6 months after QA checks are final. Indicating agreement with this goal is a condition of the equipment loan.
   
   
6. CONCURRENCE WITH EQUIPMENT LOAN CONDITIONS
   
   
   1. A Long-Term Equipment Loan Agreement will need to be signed by the responsible leader for the group and by EPA New England. This agreement will constitute a loan for up to a five-year period. After five years, a new agreement or return of the equipment may be necessary. Identify the person who agrees to represent the group for the equipment loan..
      
      
   2. Deliverables include brief progress reports, a data summary, and uploads to the national STORET/WQX system.