Within-Year Modification Request Form for FY 2008

 
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Table of Contents
Part 1. Administration and Budgeting
Section 1: General Administrative Information
Section 2: Description
Section 3: Related Projects
Section 4: Planning and Design
Section 5: Construction/Implementation
Section 6: Operations and Maintenance
Section 7: Monitoring and Evaluation
Section 8: Total Budget
Section 9: Project Documents
Part 2. Current Status of Modification Request
Part 3. Comments on this Modification Request


Part 1 of 3. Administration and Budgeting
Section 1: General Administrative Information
Process Information:
Date Proposal Submitted & Finalized Status BOG Meeting Date
June 16, 2008 Finalized July 9, 2008

Modification Type: FY 2008 Within-Year Ongoing
BPA Project Number: 199503300
BPA Project Name: O&M Yakima Basin Fish Screens
COTR/BPA Project Manager: Jay Marcotte
Agency, Institution or Organization Requesting Rescheduling: Bureau of Reclamation
Funding Type: expense
Project Leader: Scott Kline
Province: Columbia Plateau
Subbasin: Yakima
 
Contact Person
First Name: Scott
Last Name Kline
Address: 1917 Marsh Rd
City, State Zip: Yakima, WA 98901
Phone: 509-575-5848 x277
Fax: 509-454-5612
Email: skline@pn.usbr.gov

Administrative Contacts
Primary Administrative Contact Secondary Administrative Contact:
Name Tom Leonard Name Becky Neuman
Address: 1917 Marsh Rd Address: 1917 Marsh Rd
City, State Zip: Yakima, WA 98901 City, State Zip: Yakima, WA 98901
Phone: 509-575-5848 Phone: 509-575-5848
Fax: 509-454-5612 Fax: 509-454-5611
Email: tleonard@pn.usbr.gov Email: bneuman@pn.usbr.gov
Note: maintenance supervisor Note: Contract Specialist

Section 2a: Description (Species Information)
Target Species fish
resident fish
resident trout

Provide explanations as to why the following alternative funding solutions are not feasible and will jeopardize the project:
Reduction in existing scope of project: Maintaining the Phase II screens typically requires the entire funding allocated to it. Though the yearly budget is $96,000, the yearly expenses have been as high as $130,000 and is difficult to predict from year to year. Regular operation and maintenance is essential, which is a large portion of the funding. If enough funds ($25,000) were taken away from regular operation and maintenance in contract year 2008 to pay for the predesign work, it would result in screens operating out of criteria, irrigation districts not getting their water, and would increase the risk of complete screen failure.
Deferral of existing work elements to later date: Maintaining the Phase II screens typically requires the entire funding allocated to it. Though the yearly budget is $96,000, the yearly expenses have been as high as $130,000 and is difficult to predict from year to year. Regular operation and maintenance throughout the irrigation season is critical to keep these fish screens working properly. We are already underfunded to keep these screens functioning on a long-term basis and only have funding to deal with operation and maintenance to keep the existing screens functioning. To defer tasks planned for FY2008 into FY2009 to accommodate $25,000 worth of predesign work could jeopardize the proper function of the fish screens in FY2008.

Section 2b: Description (Location Information)
Location(s) at which the action will be implemented
Latitude Longitude Location Description
46 41 29.3 N 120 39 12.62 W Gleed Fish screens on Naches River near Naches, WA

Is this/Are these the same study location(s) that was/were identified in the original proposal? Yes

Condition/situation creating the need for the modification:
Is the situation the result of a catastrophic event that occurred within the existing location? No
Has a habitat/population/mechanical/structural dilemma developed in the proposed study location since the contract was signed with BPA? No

Section 2c: Description (Work Element Information)
What work elements in the existing proposal does the proposed modification address?
Work Element Work Element Title
186 Operate and Maintain Habitat/Passage/Structure Routine Operation and Maintenance of Fish Screens

Proposed action to achieve the objective(s) The Gleed Fish Screens have had problems meeting fish screen criteria for many years now according to Battelle's annual site evaluations and the observations made by the operation and maintenance personnel. Steps have been taken to attempt to meet screen criteria with modifications to the stoplog settings behind the fish screens, but these were not successful. This proposed action will begin with predesign of modifications or replacement of the existing Gleed screens. Once predesign is complete, we will better understand the options available and costs. If a good option includes simple modifications that we haven't thought of yet, we will try to work with in the existing O&M budget. If a good option requires further design and large amounts of funding, we will request another within-year modification request as soon as we know it is necessary and how much it will cost.

Does not implementing this modification jeopardize the ability to achieve existing biological objectives of this project, as well as other projects? Yes

Explain: This project allows fish screens to operate as close to criteria as possible. If the Gleed fish screens are not remodeled they will continue to operate out of criteria and juvenile fish passing the screens will continue to be exposed to entrainment into the canal system and then be unable to complete their life cycle, or they may be injured or killed as they pass by the screen face.

Section 2d: Description (BiOp Information)
NMFS and/or FWS Biological Opinion that this funding request addresses Strategy
NMFS &/or USFWS
How proposed actions will address the BiOp
(i.e., substrategy / limiting factor / metric to be achieved)
NMFS 2004 habitat reduce fish entrainment/mortality at irrigation diversions (in this case, just Gleed screens)

Section 2e: Description (Objectives)
Objectives of this proposed project
Objective
(abbreviation)
Full Description
protect fish from entrainment Redesign or modify the Gleed fish screens to reduce the potential for entrainment into the Gleed Canal, or reduce the potential for injury or death as they pass by the screens.

Section 3: Is This Funding Request Related to Other Projects in the Basin?

Other projects that are related to this request
Project # Project Title/Description Nature of Relationship
1992-009-00 EXP YAKIMA PH II/HUNTSVILL SCR O&M This related project is operated by the Washington State Department of Fish and Wildlife. They are responsible for the majority of the operation and maintenance duties at the Gleed Screen Site.

Section 4: Estimated Budget for Planning & Design phase for this request (request amount only)

Work element-based estimated budget
Planning & Design
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?
protect fish from entrainment Operate and Maintain Habitat/Passage routine operation and maintenance of fish screens (predesign and possibly implementation) Provide weekly site visits for operation and maintenance (and sometimes more frequently depending on the site). Provide minor maintenance (for example, screen cleaning), contractor (irrigator) monitoring, emergency repairs, and record keeping. At sites where the primary O&M duties are assigned to WDFW, Reclamation O&M tasks will be limited to: incorporating WDFW facilities into Reclamation's preventive maintenance record system, providing WDFW with preventive maintenance schedules, checksheets, daily activity logs and other forms and records as appropriate, preparing facility operation and maintenance manuals jointly with WDFW, inspecting and maintaining overhead gantry cranes, providing and maintaining lock systems, and providing electrical work as needed. WDFW will provide Reclamation with completed forms and logs which Reclamation shall enter into their historical maintenance records. none .5 $27,000 No

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Planning & Design
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Planning & Design
FY 2009 FY 2010 FY 2011 FY 2012
$ 0 $ 0 $ 0 $ 0

Section 5: Estimated Budget for Contruction/Implementation phase for this request (request amount only)

Work element-based estimated budget
Contruction/Implementation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Contruction/Implementation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Contruction/Implementation

Section 6: Estimated Budget for Operations & Maintenance phase for this request (request amount only)

Work element-based estimated budget
Operations & Maintenance
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Operations & Maintenance
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Operations & Maintenance

Section 7: Estimated Budget for Monitoring & Evaluation phase for this request (request amount only)

Work element-based estimated budget
Monitoring & Evaluation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Monitoring & Evaluation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Monitoring & Evaluation

Section 8: Total Budget Modification Request

Itemized Estimated Budget
Item Note FY 2008 Cost
Personnel civil engineer $25,000
Personnel biologist $2,000

Total Estimated Budget Modification
Total FY 2008 budget modification $27,000
Total FY 2008 budget for this project, including modification request $121,000

Outyear Budget Totals
  2009 2010 2011 2012
Planning & Design $ 0 $ 0 $ 0 $ 0
Total Outyear Budgets $ 0 $ 0 $ 0 $ 0

Cost sharing associated with this modification
Organization Item or Service Provided Amount ($) Cash or in-kind?

Section 9: Narrative, Maps and Project Documents
No documents are associated with this request

Part 2 of 3. Current Status of Modification Request
Meeting Date Status Record Entry Date Decision Group Adjustment Category Urgency Status Budget Impact Reconsider Date
7/9/2008  6/16/2008  NA      Submitted  $27,000   
Decision Comments Next Steps
   
7/9/2008  7/9/2008  BOG  Budget  CAT-5: Other  Under BOG Review  $27,000  11/20/2008 
Decision Comments Next Steps
  A decision will be made in November. 
7/9/2008  11/21/2008  BPA  Budget    BPA Approved  $27,000   
Decision Comments Next Steps
Council recommends and BPA approves the request of $27,000 which will be added to the 09 project year budget.   

Part 3 of 3. Comments on this Modification Request
There are no comments on this proposed modification.