Attachment_No._8_TO1_Attachment_C_Fort_Ord_Doc_Distrib_Instr.pdf

Attachment C – Fort Ord Document Distribution Instructions

Fort Ord Documents Distribution Instructions

Page 1 Rev. Nov-2014

The instructions below are provided to help you with distributing documents that are intended for the Administrative Record, regulatory agencies and public members.

Questions / Comments:

Lindsay Alexander (ITSI Gilbane)

Fort Ord Administrative Record Coordinator

831-393-9693 adminrecord@fortordcleanup.com

Table of Contents

Memo and Distribution List Instructions

Document Review Periods

Providing Copies to the Administrative Record

Opening Paragraph Examples for Transmittal Memos

Regulatory Agency and Public Distribution Preferences

BRAC Mailing and Shipping Addresses mailto:adminrecord@fortordcleanup.com

Page 2 Rev. Dec-14

Memo and Distribution List Instructions

1. Open the appropriate transmittal memo template for your report version (Draft-Draft Final or Final) and update the highlighted information – the title of the document, the explanation paragraph and the comment end date. *See page 4, titled “Opening

Paragraph Examples for Transmittal Memos” for wording suggestions.

2. Use the distribution list template included in your files to create a distribution list which will accompany the transmittal memo, report and disks.

3. Each recipient should receive a copy of the memo and distribution list.

Document Templates Included

Transmittal Memo – Draft – Draft Final.dotx

Transmittal Memo - Final.dotx

Distribution List with Mail Merge Fields.dotx

Distribution List with Mail Merge Fields and Approval Signature.dotx

Files You Will Need

Fort Ord Documents, Distribution Matrix.pdf

Exceptions

Preliminary Drafts - Each Pre-Draft is treated differently. Work with your

BRAC/USACE Project Manager to determine distribution, type and review period and the comment recipient.

Proposed Plans and Decision Documents - Drafts for these types of documents do not go to the Admin Record or the Public. Work with your BRAC/USACE

Project Manager to determine distribution, type and review period.

Page 3 Rev. Dec-14

Document Review Periods (comment end date)

HTW

Documents

MR

Documents

Draft 60 days 30 days

Draft Final 30 days 30 days

Shipping

Post Office Boxes

Some of our public members use post office boxes. FedEx cannot deliver to a post office box and it is recommended that you ship these via U.S. Postal Service.

Providing Copies to the Admin Record

The Admin Record should always get a COMPLETE printed copy of every report. If only a few pages have changed in between versions, then it is fine to send just the revised pages with an explanation.

How many copies does the Admin Record need?

Most Reports/Documents

Draft = 1 complete paper copy with 1 matching CD

Draft Final = 1 complete paper copy with 1 matching CD

Final = 1 complete paper copies with 2 matching CDs

Exceptions

Burn Related = 2 complete paper copies with 2 matching CDs (for each version)

Public Notice Documents = 2 complete paper copies with 2 matching CDs

Page 4 Rev. Dec-14

How to Prepare the Report Disk

On the disk (CD or DVD):

- include the full report and appendices as ONE PDF

- include the Transmittal memo and distribution list as a separate PDF

(see screenshot below)

Page 5 Rev. Dec-14

Opening Paragraph Examples for Transmittal Memos *Below are wording suggestions that can be adapted to specific reports and are meant to illustrate the general level of detail.

Remedial Design

Example

Draft Final Operable Unit Carbon Tetrachloride Plume, Lower 180-Foot Aquifer Remedial Design, Former Fort

Ord, California

This remedial design addresses the remediation of groundwater within the Lower 180-Foot Aquifer of the

OUCTP at the former Fort Ord. The remediation will utilize monitored natural attenuation (MNA) to ensure that all remedial action objectives (RAOs) are met. Groundwater modeling was conducted as part of this RD to evaluate the fate and trans-port of the OUCTP in the Lower 180-Foot

Aquifer and to evaluate the time frame required to achieve cleanup goals.

Tech Memo

Examples

Final Technical Memorandum, Eucalyptus Road Phase II including the UXO Support Work Plan and Soil

Management Plan

This technical memorandum has been prepared in support of the proposed Eucalyptus Road Phase II work to be conducted by the Fort Ord Reuse Authority (FORA). The Eucalyptus

Road Phase II includes the area for the proposed alignment of

Eucalyptus Road, plus a 50-foot -wide work area on both sides of the new alignment.

Final Technical Memorandum, Site Assessment

Approach, BLM East/Post-1940 (Northern Portion), Remaining RI/FS Areas, Former Fort Ord, California

This technical memorandum presents the results of the pre-field data evaluation and describes the approach for conducting the site assessment of the BLM East/Post-1940

(Northern Portion). This final version of the Technical

Memorandum addresses comments from the U.S.

Environmental Protection Agency (EPA) on the Draft

Technical Memorandum dated May 21, 2010.

Remedial Action

Report Example

Draft MRS-BLM Units 18 and 22, Munitions and

Explosives of Concern, Remedial Action Report, Former

Fort Ord California

Page 6 Rev. Dec-14

This Remedial Action (RA) Report describes the work elements and results for the munitions and explosives of concern (MEC) remedial action conducted at Munitions

Response Site (MRS) - Bureau of Land Management (BLM)

Units 18 and 22. The general scope of the remedial action, as defined in the Track 3 ROD, is to manage “the potential risk to future land users from MEC at the Impact Area MRA.”

RI/FS Work Plan

Example

Draft Final Group 4 Remedial Investigation/Feasibility

Study Work Plan, East Garrison Munitions Response

Areas, FORA ESCA Remediation

This Group 4 Remedial Investigation / Feasibility Study

(RI/FS) Work Plan describes the cleanup of munitions and explosives of concern (MEC) on portions of the former Fort

Ord in Monterey County, California. Group 4 is composed entirely of the Future East Garrison Munitions Response Area

(MRA). The objective of this work plan is to outline the steps that will be taken to evaluate MEC, assess safety risks, and evaluate alternatives to reduce potential safety risks to future property owners and the general public.

Burn Plans Final MRS-BLM Units 15, 21, 32 and 34 Prescribed Burn

Plan, 2010

Munitions Response Site-Bureau of Land Management

(MRS-BLM) Units 15, 21, 32 and 34 were identified for prescribed burn implementation for 2010 or later depending on weather conditions. This burn plan acts as a set of guidelines of intended activities for 2010. Actual conditions during the event may result in a dynamic response and may require deviations from the guidelines which are set in this burn plan.

Site Specific Work

Plan

Final Site Specific Work Plan, Munitions and Explosives of Concern

Remedial Action MRS-BLM Units 15, 21, 32 and 34

This work plan outlines the site-specific procedures for a

Munitions and Explosives of Concern (MEC) Remedial

Action at Munitions Response Site—Bureau of Land

Management Units 15, 21, 32 and 34 located in the

Impact Area at the former Fort Ord.

Page 7 Rev. Dec-14

Burn After Action

Report

Final Prescribed Burn 2009 MRS-BLM Units 14 and 19

After Action Report

In the fall of 2009, the U.S. Army completed prescribed burns of approximately 500 acres in the impact area of the former

Fort Ord. The prescribed burns were performed during two separate burn events totaling three days of burning. This after action report (AAR) documents the actual events of the operations and any events that differ from projected events stipulated in the burn plan.

Annual

Groundwater

Report

Final 2009 Annual Groundwater Treatment Systems, Operation Data Summary Report, January through

December 2009, Operable Unit 2 and Sites 2 and 12

Groundwater Remedies (Volumes 1 and 2)

This annual evaluation report for the Former Fort Ord covers the Operable Unit 2 (OU2) groundwater remedy for the period of January 1 through December 31, 2009 and presents a discussion of OU2 system performance, an evaluation of monitoring data, including treatment plant operations data, and a hydraulic capture analysis during the 2009 annual reporting period.

Annual Report of

Quarterly

Monitoring

Draft Annual Report of Quarterly Monitoring, October

2008 through September 2009, Groundwater Monitoring

Program, Sites 2 and 12, OU2, and OUCTP, Former Fort

Ord, California

This report includes groundwater data collected during quarterly and annual groundwater monitoring activities at wells associated with Sites 2 and 12, Operable Unit 2 (OU2), Operable Unit Carbon Tetrachloride Plume (OUCTP), and other areas not affiliated with an operable unit from October

2008 through September 2009. Data presented in this report were collected over four quarterly monitoring events. Data for the December 2008, March 2009, and June 2009 monitoring events were presented in individual quarterly monitoring reports.

Report of Quarterly

Monitoring

Report of Quarterly Monitoring, October through

December 2009, Groundwater Monitoring Program, Sites

2 and 12, OU2 and OUCTP, Former Fort Ord, California

This report includes groundwater data collected during quarterly activities at wells associated with Sites 2 and 12, Operable Unit 2 (OU2), Operable Unit Carbon Tetrachloride

Plume (OUCTP), and other areas not affiliated with an operable unit for the period of October through June 2009.

Page 8 Rev. Dec-14

Detailed discussions of groundwater monitoring results are presented in the Annual Reports of Quarterly Monitoring.

Site Specific Plan Draft Site Specific Restoration Plan: Historic Areas 18, 19, 22, 23, 27, 27A, 29, 33, 36, 39/40, and 43 Former Fort

Ord, California

This Site Specific Restoration Plan was prepared for Historic

Areas (HA) 18, 19, 22, 23, 27, 27A, 29, 33, 36, 39/40, and 43.

The plan was prepared following the strategy presented in Final Habitat Restoration Plan for

Site 39 Inland Ranges, prepared by Shaw Environmental, Inc.

(Shaw 2009). The restoration plan provides the general restoration approach to all sites. The site specific plan addresses details of the restoration specific to the site’s location, terrain, habitat or vegetation types, and adjacent habitat features. General information that applies to each historic area is presented and contains the detailed information needed for the restoration activities. For each area, the information provided includes a description of the topography and surface water flow, habitat, plant palette, restoration procedures, as well as figures depicting site location, topography, aerial features, and a conceptual landscape plan.

Who Receives Reports?

See Separate document titled

“Fort Ord Documents, Distribution Matrix, rev date.pdf” for recipient document preferences listed in a tabular format.

Page 9 Rev. Dec-14

How to send mail and packages to the BRAC Office

The quick distinction is whether you are sending regular mail (through USPS) or through a company like UPS or FedEx.

Regular letters, comment letters and packages being sent via regular *US postal service mail* delivery, MUST use the following address:

Fort Ord BRAC Office c/o: NAME HERE

P.O. Box 5008

Monterey, CA 93944-5008

Packages being sent via *UPS, FedEx, CalOvernight/OnTrac*, etc., you may ship to our physical location:

Fort Ord BRAC Office c/o: Administrative Record, Room 101

4463 Gigling Road

Seaside, CA 93955

Note: when sending multiple copies of a report to the BRAC office, address the package to the Administrative Record, Room 101 and clearly label which binder or disk goes to who – and Lindsay will distribute within the office.