BIT Instructions and Helpful Hints

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Cleanup Instructions

If cleanup activities were performed at the site/property, the information is entered under one of the four tabs (Cleanup Details, Contaminants Addressed, Media Addressed, and Comments as indicated on each screen. The instructions below are meant to assist you with filling out the required information.

 

Cleanup Details tab

Cleanup Activity Start Date: Enter the date the first cleanup contractor mobilized to the property. Cleanup activities include, but are not limited to demolition for environmental reasons; emergency removals; drum/barrel removals; soil, water, and groundwater treatment; institutional controls; capping; and operation and maintenance activities. Use the Site Assessment page to enter information on cleanup planning, and supplemental assessment, if applicable.

 

Cleanup Activity Completion Date: Enter the date final cleanup activities at the property were completed to a regulatory risk-based standard. This typically occurs when one of the following conditions applies:

 

(1) A "clean" or "no further action" letter (or its equivalent) has been issued by the state or tribe under its voluntary response program (or its equivalent) for cleanup activities at the property; or

 

(2) The cooperative agreement recipient or property owner, upon the recommendation of an environmental professional, has determined and documented that on-property work is finished, and any needed institutional or engineering controls are in place and functional. Ongoing operation and maintenance activities or monitoring may continue after a cleanup completion designation has been made.

 

Acres Cleaned Up: Enter only the acreage for the portion of the property that has been addressed by environmental cleanup activities. A property is considered cleaned up when it is made available for reuse as a result of the environmental cleanup activity.

 

Landowner: Current landowner's name.

 

Number of Cleanup Jobs Leveraged: This number includes short-term jobs (i.e., with a duration of less than one year) typically leveraged during the cleanup and remediation stage. Only actual jobs should be reported; planned or expected jobs should not be reported until they are realized. Note: Cleanup jobs directly paid for by a U.S. EPA cooperative agreement should not be reported here, only jobs leveraged as a result of a U.S. EPA cooperative agreement.

 

Public Health and Environmental Threat Code: Optional; not required for the EPA Property Profile Form. This is your internal code, if applicable.

 

Summary of Results for all Assessments: For reference only. This box is automatically populated with your input from the Site Assessments page. Modify as appropriate.

 

Cleanup Progress: Select an Activity performed at the site and the Source of Funding for Activity from the associated drop-down menus. Select the Associated EPA Grant from the drop down menu, if applicable. Enter Funds Allocated, and approximate Start and Completion Dates for the activity selected. Note that the Source of Funding Activity drop down and the Associated EPA Grant drop down are pre-populated based on what you entered in the Funding Summary section. The Balance Remaining in Funding Source will calculate automatically based on your input in the Funding Summary section and the $ value entered under Funds Allocated. Use the New button to input the data as a row in the table. To edit rows, click on the row, add new values in the date entry fields used before, and click the Update button. To delete a row, click on the row and then on the Delete button. If there are multiple funding sources associated with cleanup at this site, enter the appropriate information for each funding source. Make sure funding sources are active at the time the cleanup activity is performed (i.e., the work is performed after the funding award date).

 

Summary of Results (Cleanup Progress): Provide a summary of all cleanup activities and results to date.

 

Contaminants Addressed tab

Contaminants marked as Found on the Site Assessment page, Contaminant Information tab, will automatically populate the table Selected Contaminants Removed/Addressed and the Found box will be checked here automatically as well. For these contaminants, Indicate that they are addressed/removed” by checking the Addressed box, if a determination was made by a state/tribal program or environmental professional that no cleanup, further action, and or site work is required.

 

Media Addressed tab

Media marked as Affected on the Site Assessment page, Contaminant Information tab, will automatically populate the table Selected Media Addressed and the Affected box will be checked here automatically as well. For media displayed as Affected, indicate that they are addressed by checking the Addressed box, if a determination was made by a state/tribal program or environmental professional that no cleanup, further action, and or site work is required.

 

Complaints

Here you will enter details regarding to any enforcement actions at a given site. There are two tabs for this section, Complaint Details andAssociated Events. The instructions below are meant to help you fill out the requested information.

 

Complaint Details tab

 

Select Record: The name(s) of your data record(s) will appear in the drop-down menu as soon as you name your data record(s).

 

New Record Name: Here you can indicate the site name or any other identifier for your complaint information. Type your record name in the text box.

 

Delete/Rename : You may rename a data record by selecting "Rename Record", or delete your record by selecting "Delete Record".

 

Complainant: The party complaining

 

Responsible Party: Owner of the property/site the complaint is made against

 

Associated Events tab

Associated events to this enforcement will automatically show up on this page, if you entered appropriate information on the Inspection and/or Enforcement pages.

 

ALWAYS click Save Changes before leaving this page to save your data.

 

Enforcement

Here you will enter details regarding to any enforcement actions at a given site. There are two tabs for this section, Enforcement Details and Associated Events. The instructions below are meant to help you fill out the requested information.

 

Enforcement Details tab

 

Select a Record: The name(s) of your data record(s) will appear in the drop-down menu as soon as you name your data record(s).

 

New Record Name: Here you can indicate the site name or any other identifier for your enforcement information. Type your record name in the text box.

 

Delete/Rename: You may rename a data record by selecting "Rename Record", or delete your record by selecting "Delete Record".

 

Associated Events tab

Associated events to this enforcement will automatically show up on this page, if you entered appropriate information on the Inspection and/or Complaints pages.

 

ALWAYS click Save Changes before leaving this page to save your data.

 

Inspection/Oversight

Here you will enter details pertaining to any inspections performed at a given site. There are two tabs for this section, Inspection Details and Associated Events. The instructions below are meant to help you fill out the requested information.

 

Inspection Details tab

 

Select a Record: The name(s) of your data record(s) will appear in the drop-down menu as soon as you name your data record(s).

 

the text box.

 

Delete/Rename: You may rename a record by selecting Rename Record, or delete your record by selecting Delete Record.

 

Associated Events tab

Associated events to this inspection will automatically show up on this page, if you entered appropriate information on the Enforcement and/or Complaints pages.

 

ALWAYS click Save Changes before leaving this page to save your data.

 

Institutional and Engineering Controls Instructions

Institutional Controls are administrative tools that can be used as part of a cleanup or containment action to help minimize the potential for exposure to contamination and/or restrict land or resource use. For more details on institutional controls, please refer to EPA guidance (the current February 2003 draft guidance is entitled "Institutional Controls: A Guide to Implementing, Monitoring and Enforcing Institutional Controls at Superfund, Brownfields, Federal Facility, UST and RCRA Corrective Action Cleanups") or contact your EPA Regional Representative.

There are two tabs for this section, Institutional Controls Details and Engineering Controls. The instructions below are meant to help you fill out the requested information.

 

Institutional Controls tab

 

Institutional Control Required?Check Yes, No, or Unknown. If Yes, select which category(ies) of institutional controls were chosen as part of the cleanup or containment activity.

 

Categories (and examples):

1. Informational Devices (e.g., state registries, deed notices, advisories)

2. Enforcement/Permit Tools (e.g., orders, permits, consent decrees);

3. Governmental Controls (e.g., zoning, building codes, drilling permit requirements)

4. Proprietary Controls (e.g., easements, covenants)

 

Comments: Provide information pertaining to each category selected.

 

Indicate whether Institutional Controls are in Place & Date: check Yes, No or Unknown. If yes, indicate when institutional control(s) was/were implemented/recorded/issued/listed, as appropriate.

 

Additional ICs Information: Enter any other appropriate information.

 

Engineering Controls tab

Engineering Controls are physical methods to help minimize the potential for exposure to contamination, such as caps and barriers. Appropriate Engineering controls should reflect the specific contamination and exposure potential circumstances of a given property, including consideration of reasonably anticipated future uses, and mechanisms in place to modify engineering controls, if necessary, based on future changes in use.

 

Engineering Controls Required? Check Yes, No, or Unknown. If Yes, select which category(ies) of engineering controls were chosen to help minimize the potential for exposure to contamination.

 

Categories (and examples):

 

1. Cover Technologies (capping)

2. Engineered Barriers (slurry walls, sheet piling, synthetic membranes)

3. Immobilization Process (in-situ solidification, in-situ stabilization, encapsulation)

4. Security (guard, fences, public notices)

5. Other (enter any other engineering control that is not previously covered)

 

Comments: Provide information pertaining to each category selected.

 

Indicate whether Engineering Controls are in Place & Date: Check Yes, No or Unknown. If yes, indicate when the engineering control(s) was/were implemented/recorded/issued/listed, as appropriate.

Depending on the type of engineering control(s) to be implemented at a property the term "in place" could include, for example: the completion of construction of the cap, completion of the in-situ stabilization, and/or completion of the construction of the fence.

 

Additional ECs Information: If information about engineering controls at this site is available online, please provide the World Wide Web address. Provide any other additional information on engineering controls at the property.

 

Redevelopment/Reuse

Here you will enter site specific redevelopment/reuse information. There are 3 tabs under which you may enter information: Redevelopment/Reuse Details, Current Infrastructure (not required for the Property Profile Form) and Property Highlights & Other.

 

For the purposes of EPA Property Profile Form reports, this section should be updated by all cooperative agreement recipients as redevelopment activities are undertaken or leveraged funds are committed for the property during the term of the cooperative agreement. Items should only be updated when real accomplishments are realized (e.g., anticipated leveraged funding should not be reported until it is committed to the property).

 

The instructions below are meant to help you fill out the requested information.

 

Redevelopment/Reuse Details tab

 

Redevelopment Start Date: This date can be triggered by a variety of events (e.g., infrastructure preparation, property preparation, groundbreaking ceremony). Environmental cleanup activities necessary to prepare the property for redevelopment should not be considered a trigger for the redevelopment start date (i.e., redevelopment can start before or after cleanup).

 

Redevelopment Completion Date: The completion date can be triggered by a variety of events (e.g., completion of the project, grand opening ceremonies).

 

New Acres of Greenspace Created: Provide only the acreage for the portion of the property that constitutes greenspace. Greenspace typically refers to vegetated or water-covered space that is in a natural or unbuilt condition, meaning not covered with buildings, roads, or other paved areas, thus providing environmental, recreational, and other benefits (e.g., parks, wildlife refuges, nature trails, wetlands, fields, forests, parks, wildlife refuges, urban forest canopies, playing fields, playgrounds, nature trails, ponds, stormwater best management practices (http://www.epa.gov/ost/stormwater).

 

Site Size: pre-populated based on information provided on the Site Information page.

 

Number of Redevelopment Jobs Leveraged: Provide information relating to the jobs leveraged by the EPA cooperative agreement at the property. This number also includes short-term jobs (i.e., with a duration of less than one year) typically leveraged during the construction stage, and long-term jobs that typically occur as a result of the new or enhanced reuse at the property (i.e., with a duration of more than one year). Only actual jobs should be reported; planned or expected jobs should not be reported until they are realized.

 

Current Use/History/Past Ownership: Pre-populated based on information provided upon the Site Information page.

 

Located on Floodplain: Optional, not required for EPA Property Profile Form reporting purposes.

 

Contains Wetlands: Optional, not required for EPA Property Profile Form reporting purposes.

 

Environmental Assessment Results: Pre-populated based on information provided on the Site Assessment page.

 

Environmental Cleanup Progress: Pre-populated based on information provided on the Cleanup page.

 

Future Use: Indicate the type and amount of acreage of future use(s). For properties with more than one future use (i.e. mixed use), provide information for all categories that apply and indicate the proportional acreage of each future use. The total amount of future use acreage should correspond with the Site Size (Total Acreage) field. Indicate whether the property has multi-story building by checking the appropriate check box. If yes, indicate also the square footage for each type of reuse for the multi-story building (e.g. a three story building with first floor commercial and remaining floors residential, plus a green roof).

 

Examples for

 

Greenspace: Agricultural site, field, forest, nature trails, park, playing fields, playground, pond, recreational area, stormwater management practices (example rain gardens), green roof, urban forest canopy, wetland, and wildlife refuge

 

Residential: Housing

 

Industrial: Chemical plant, foundry, machine shop, incineration, landfill, manufacturing (general), mill (general), mining, petroleum (distribution/storage), power generating plant, utility, warehouse, water treatment/sewage plant, wood products site

 

Commercial: Automotive (dealership), dry cleaning facility, bank, museum, office, laundromat, recycling center, retail, service station, storage facility, public services, places of worship, schools, transportation center (bus, rail, etc.)

 

Redevelopment and Other Leverage: For EPA Property Profile Form reporting purposes, the term "leveraged" refers to those non-EPA brownfields cooperative agreement funds and activities that have some link or nexus to the efforts of an EPA cooperative agreement-funded activity, or where the EPA cooperative agreement-funded activity was a catalyst for the leveraged accomplishments.

 

Select an Activity, i.e. Redevelopment/Reuse, and the Source of Funding for Activity from the associated drop-down menus. Select the Associated EPA Grant from the drop down menu, if applicable. Enter Funds Allocated, and approximate Start and Completion Dates for the activity selected. Note that the Source of Funding Activity drop down and the Associated EPA Grant drop down are pre-populated based on what you entered in the Funding Summary section. The Balance Remaining in Funding Source will calculate automatically based on your input in the Funding Summary < section and the $ value entered under Funds Allocated. Use the New button to input the data as a row in the table. To edit rows, click on the row, add new values in the date entry fields used before, and click the Update button. To delete a row, click on the row and then on the Delete button. If there are multiple funding sources associated with redevelopment/reuse activities at this site, enter the appropriate information for each funding source. Please make sure funding sources are active at the time the redevelopment/reuse activity is performed (i.e., the work is performed after the funding award date).

 

Current Infrastructure tab

Info under this tab is not required for Property Profile Form.

 

Property Highlights & Other tab

Include an overall summary of redevelopment goals and accomplishments related to all funding in the Redevelopment/Reuse section. Information relating to the cooperative agreement award criteria (e.g., community benefit, sustainable reuse/brownfields prevention, reduction of environmental threats, use of existing infrastructure, community involvement, implementing EPA initiatives such as Clean Energy/Energy Efficiency, Water Efficiency, Diesel Emission Reduction. Construction & Demolition Materials Recycling, Low Impact Development and/or Green Remediation) should be highlighted as much as possible. The cooperative agreement recipient may also want to highlight any innovative or unique issues, activities, technologies, or approaches; any disenfranchised or sensitive populations impacted; planned or actual reuse(s); and/or any other significant accomplishments or upcoming events, such as groundbreaking or ribbon cutting ceremonies, associated with the targeted property.

 

In addition, the cooperative agreement recipient should provide information relating to any allowable, but non-assessment/cleanup activities (e.g., health monitoring studies, insurance) funded and/or leveraged through the cooperative agreement at the targeted property.

 

EPA will use this additional information for use in its evaluation of the success of the cooperative agreement and for its use in developing communications materials to promote the brownfields program and grants.

 

Sampling

In this section you will enter sampling information pertaining to your site. The instructions below are meant to help you fill out the requested information.

 

Select a Record: The name(s) of your data record(s) will appear in the drop-down menu as soon as you name your data record(s).

 

New Record Name: Type your selected data record name in the text box. Here you can indicate what the sampling data you’ll enter pertain to, i.e. quarterly sampling, groundwater sampling, etc. Example: 2nd quarter 2009 groundwater sampling.

 

Delete/Rename Record: You may rename a data record by selecting Rename Record or delete your record by selecting Delete Record.

 

Category/Media: Indicate sampled medium, i.e. soil, ground water, surface water, air, etc.

 

New Sample: After you enter the data, click the New Sample button. This will save your input data and a table will appear on the page displaying your data. If you enter more sampling data for this event, they'll be added to this table.

 

Update: You may update entered data by clicking this button.

 

Delete:You may delete entered data by clicking this button.

 

Summary of Sampling Efforts and Results: Enter appropriate text.

 

ALWAYS click Save Changes before leaving this page to save your data.

 

Site Assessment

If an environmental assessment was performed at the site/property, the information is entered under one of the four tabs (Assessment reports, Contamination Info, Cultural/Historical Information, and Comments) as indicated on each screen. The instructions below are meant to assist you with filling out the required information.

 

Note: Information requested under the Cultural/Historical Information tab is optional; it is not required by EPA for Property Profile Form reporting.

 

Assessment Reports tab

 

Cleanup Required: Check Yes, No or Unknown. Indicate whether cleanup is required as soon as sufficient assessment has been conducted to make such a determination. An “environmental cleanup” is defined as any cleanup that is required at a property as a result of contamination by any hazardous substance, petroleum product, controlled substance, or solid waste at levels that pose a threat to human health and the environment.

 

If a “No Cleanup Required” determination is made, document the date of the “No Further Action/Cleanup Completion” provided by a state voluntary response program (if applicable) at Site Data>Cleanup>Cleanup Details; and/or provide an explanation in the Summary of Results on this screen, and in the Property Highlights field at Site Data> Redevelopment/Reuse>Property Highlights & Comments.

 

State & Tribal Brownfields/Voluntary Response Program Information: If your site is enrolled in a State or Tribal program, un-check the box and provide the requested information.

 

Assessment Progress: Select an Activity performed at the site and the Source of Funding for Activity from the associated drop-down menus. Select the Associated EPA Grant from the drop down menu, if applicable. Enter Funds Allocated, and approximate Start and Completion Dates for the activity selected. Note that the Source of Funding Activity drop down and the Associated EPA Grant drop down are pre-populated based on what you entered in the Funding Summary section. The Balance Remaining in Funding Source will calculate automatically based on your input in the Funding Summary section and the $ value entered under Funds Allocated. Use the New button to input the data as a row in the table. To edit rows, click on the row, add new values in the date entry fields used before, and click the Update button. To delete a row, click on the row and then on the Delete button. If you have multiple activities under a Source of Funding , please enter the required data for all of them. If there are multiple funding sources associated with assessment activities at this site, enter the appropriate information for each funding source. Please make sure funding sources are active at the time the assessment activity is performed (i.e., the work is performed after the funding award date).

 

Note: EPA Cleanup or Revolving Loan Funds are primarily for cleanup activities, but can be used for supplemental assessment and for cleanup planning. EPA Assessment Grants may be used in part for cleanup planning activities.

 

Activities and Start/Completion Dates:

 

 

Contamination Info tab

Select Contaminants, Media Affected, Receptors/Targets, and Contamination Pathways identified during site activities from the respective drop down menus. If no contaminants were detected during site assessments, select the No Contamination option from the drop-down menu.

 

Selected Contaminants: The REC (Recognized Environmental Condition) checkbox will be checked automatically if you select a contaminant. If a REC actually exists for the selected contaminant, also check the Found box. If no REC actually exists for the selected contaminant, un-check the box.

 

Media Affected: Select the appropriate media, if respective levels of contaminants are actionable under state, tribal, and/or federal standards. To the extent that the future reuse plans impact whether the contamination of the media is actionable, provide a brief description under the Assessment Reports tab, Summary of Results and at Site Data>Redevelopment/Reuse>Property Highlights & Other. If the types of contaminants and/or media affected are not yet determined, select Unknown. Update this section when contaminants present and media affected become known, as assessment activities progress. If no media are affected, select No Media Affected from the drop-down menu.

 

Note: The Receptors/Targets and Contamination Pathways entries are optional; they are not required for PPF reporting purposes.

 

Cultural/Historical Information tab

Information requested under this tab is optional; it is not required by EPA for Property Profile Form reporting.

 

Comments tab

Enter any comments you may have regarding the assessments topic.

 

Site Information

The Site Information screen contains four tabs under which information may be entered. These are Site Details, Ownership, Property Profile Form (PPF) Status & Approvals, and Comments. The instructions below will assist you in adding information that is used to generate the PPF report that you may then submit to EPA.

 

Site Details tab

 

Site Name: The site name is automatically filled in. The name of the site/property was specified when you added a site to this program under Site Inventory Data.

 

ACRES Property ID: It is important to input the ACRES Property ID number if a Property Profile Form (PPF) has been submitted for this site. Enter the ACRES Property ID number as indicated on the property screen in the EPA ACRES web site. See PPF Status & Approvals tab for more information.

 

Address: This means the address of the property/site. The street address provided should reflect the primary entrance to the property. If no street address is available, please report the names of the streets for the intersection closest to the primary property entrance.

 

Legal Description: Optional, not required for Property Profile Form reporting.

 

Directions to get to the Site: Optional, not required for Property Profile Form reporting.

 

Ownership tab

Note that Site Size field is pre-populated based on your input under the Site Details tab.

 

PPF Status and Approvals tab

Enter the requested information if you have an EPA grant.

 

Comments tab

Here you may enter any comments you see fit.

Funding Summary

 

Here you will enter information regarding your project funding. The instructions below are meant to help you fill out the requested information.

There are three tabs associated with this page: Funds/Grants, Funding Distribution, and Comments. On the Funds/Grants tab you will enter your information. The Funding Distribution tab is for reference only, no data can be entered. You may enter additional information/comments on the Comments tab.

 

 

Funds/Grants tab

 

 

Select a Grant: The name(s) of your grant(s) will appear in the drop-down menu as soon as you name your grant(s). New Grant Name: Type your selected grant name in the text box and click New Grant. Name grant records with the funding source and award date (e.g., EPA Assessment 10-08), to facilitate Property Profile Form (PPF) reporting and tracking of leveraged funding in general. The grant name will now show up when you use the Select a Grant drop-down menu.

 

Delete/Rename Grant: You may rename a grant by selecting Rename Grant or delete your record by selecting Delete Grant.

 

Fund/Grant Recipient Name: Use the official name of the funding recipient. For EPA Cooperative Agreements, this should be the recipient named in the agreement documentation, unless otherwise directed by the EPA Regional Representative. For State and Tribal property-specific activities, enter the State or Tribe name. Regional EPA personnel using BIT for data related to TBAs (Targeted Brownfield Assessments): indicate the requester or contractor name.

 

Fund/Grant Number: Enter the award number associated with the funding or grant. For EPA cooperative agreements, enter the award number provided in the agreement documentation (e.g., BF 00000000). For State and Tribal property-specific cooperative agreements, enter the response program number (e.g., RP 00000000). Regional EPA personnel using BIT for data related to TBAs: enter the Contract number.

 

Fund Amount: Enter total amount of funds associated with this funding. Funds may be allocated using the BIT pages for Assessment, Cleanup, and Redevelopment/Re-use. For reference, all allocations made to sites (or an individual site) can be viewed on the Funding Distribution tab on this page. Note: Only State, Tribes and EPA managing a TBA program should enter a dollar amount.

 

Start Date and End Date: Enter the Start and End Date for the funding/grant period, based on the award documentation.

 

Source of Funding: Indicate the source of funding using the dropdown menu. The TBA selection is to be used by EPA Regional/State/Tribal personnel only.

 

If EPA, Funding Type: If you have EPA funding, indicate the type of EPA funding (e.g., hazardous substances, petroleum, or a combination of both).

 

Parent Grant: For Property Profile Form (PPF) reporting purposes, indicate the one active (or most recently active) EPA Cooperative Agreement that is being leveraged with funds in this specific funding summary. You may confirm the leveraged activities are performed after the EPA funding award date by checking the Funding Distribution tab on this page.

 

EPA funding sources cannot be designated as “parents” of other EPA funding sources. Only EPA Regional/State/Tribal personnel with a TBA (Targeted Brownfield Assessment) program, should select an EPA TBA as a “Parent Grant.”

 

Fund/Grant Contact: Please enter contact information for the organization issuing the grant/funds.

 

ALWAYS click Save Changes before leaving this page to save your data.

 

 

Funding Distribution tab

 

 

This tab is for reference only, no new data can be entered. Funding allocations made to sites (or an individual site) can be viewed here. Funding allocations to sites are entered on BIT pages for Assessment , Cleanup, and Redevelopment/Re-use.

 

ALWAYS click Save Changes before leaving this page to save your data.

 

 

Comments tab

 

 

Any additional information may be entered here.

 

ALWAYS click Save Changes before leaving this page to save your data.