Addendum No. 1 - Q & A, & Modifications.pdf

DEP Solicitation No. 2026011 Addendum No. 1 Page 1 of 7

ADDENDUM No. 1

FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION

DEP Procurement Section

3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000

February 24, 2026

Addendum To: DEP Solicitation No. 2026011, entitled “Installation & Maintenance of Potable Water Filtration Systems”

The Department hereby answers questions posed by prospective Vendors. This addendum does not need to be returned with the response.

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

1.

Hello, could you please provide approximate service/ installation locations or locations for each of the line items?

Please refer to Section 4.3 General Contractor Responsibilities and Requirements.

“The need is identified by DOH water sampling results that reveal that the potable water wells have levels of specific contaminants above the MCL or HAL. Work will be directed through Work Orders (Attachment 3) on an as-needed basis.”

2.

Attachment 1, Section 8.b - -

Invoice Reduction Penalty - Force Majeure Exceptions Question: Attachment 1, Section 8.b states invoices will be reduced by 1% per day for missed deadlines. Given that emergency work involves unpredictable site conditions, Owner/Resident availability issues, and weather events beyond the Contractor's control, will the Department:

• Excuse delays caused by documented Owner/Resident unavailability, weather, or site access issues?

• Provide a grace period or cap on the maximum penalty percentage?

Please refer to Section 4.3 General Contractor Responsibilities and Requirements 4.3.10.k, 4.5.1.a.xiii, 4.5.1.a.xiv, 4.5.2.a.iv, 4.8.3., Addendum No. 1 Page 2 of 7

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

3.

Section 4.3.10.d -

Additional Work Approval and Payment Risk Question: Section 4.3.10.d allows the Contractor to "initiate/complete additional work without prior approval while on-site" if necessary for proper filter function, then submit a Work Order request which the Department "may refuse to issue...if the work was not necessary." This creates significant financial exposure. Can the Department:

• Provide clear criteria or dollar thresholds requiring prior approval?

• Establish a pre-approval process (phone/email) to avoid disputed charges?

• Clarify what constitutes "not necessary" additional work?

Please refer to Attachment 4, Work Change Justification Form of the RFP.

Refer also to Section 4.3 General Contractor Responsibilities and Requirements, 4.3.10.d, 4.3.10.e and 4.3.10.f

4.

Section 4.3.10.j-k -

Work Order 30-Day Hold and Unresponsive Residents Question: Section 4.3.10.j-k prohibits holding Work Orders for more than 30 days but requires returning Work Orders if work cannot be completed within 30 days. If an Owner/Resident is chronically unresponsive despite documented contact attempts, will the Department:

• Accept returned Work Orders without penalty or performance marks against the Contractor?

• Provide guidance on handling unresponsive Owner/Residents?

• Clarify whether this is considered a Contractor performance failure?

Please refer to Section 4.3 General Contractor Responsibilities and Requirements, 4.3.10j and 4.3.10k.

Addendum No. 1 Page 3 of 7

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

5.

Section 4.8.3 -

30-Day Warranty Scope and Exclusions Question: Section 4.8.3 requires the Contractor to return and repair filter issues within 30 days at no cost unless caused by force majeure. Does this warranty exclude:

• Owner/Resident misuse or tampering?

• Pre-existing conditions not discoverable during initial work?

• Water quality changes beyond the system's design parameters?

Please refer to the Revised Scope of Work (SOW) Section 4.8 Performance Measures and Acceptance Criteria attached separately.

6.

Section 4.3.10.e-f -

System Sizing/Design Responsibility and Liability Question: Section 4.3.10.e-f requires the Contractor to verify system size matches site conditions and contact the Department if discrepancies exist. If the Department-specified filter size is undersized for actual demand, or if site conditions require costly modifications not anticipated in fixed pricing, who bears financial responsibility:

• The Department (design responsibility)?

• The Contractor (installation responsibility)?

• Is the fixed price adjusted for Department design errors?

Please refer to Section 4.3 General Contractor Responsibilities and Requirements, 4.3.7, 4.5.5.c, 4.5.6. and Section 4.8.3.

No. The fixed price is not adjusted.

7.

Section 4.2 -

Emergency Work 48-Hour Clock Start Time Question: Section 4.2 requires emergency work completion "within 48 hours of receiving emergency work order from the Department." If an Owner/Resident calls on Friday evening (when handwritten work orders are permitted per Section 4.3.1), and the Department issues the formal Work Order on Monday, when does the 48-hour clock start:

• From the Owner/Resident's initial call?

• From when the Department issues the formal Work

Order?

• Are weekends excluded?

Please refer to Section 4.5 Deliverables, 4.5.5.b.

Addendum No. 1 Page 4 of 7

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

8.

Section 4.3.6 -

Travel Time Labor - Geographic Scope Definition Question: Section 4.3.6 allows Travel Time Labor only when travel "cannot reasonably be scheduled" and deviates "from normally scheduled work travel routes." For a statewide contract, how does the Department define:

• "Normally scheduled work travel routes"?

• Geographic boundaries where travel time is or is not compensable?

Please refer to Section 4.3 General Contractor Responsibilities and Requirements, 4.3.6, a, b,& c.

9.

Parts/Materials Not on Rate Schedule - Pricing Methodology Question: For repair and maintenance work requiring parts not specifically listed in the Rate Schedule (pumps, valves, specialty components), what pricing methodology should be applied:

• Cost plus a specified percentage markup?

• Contractor's standard retail pricing?

• Prevailing market rates with documentation?

Please refer to Section 4.5 Deliverables, 4.5.6.

10.

Annual Volume Estimates for Staffing/Pricing Question: To properly staff and price this contract, can the Department provide estimated annual volumes for:

• GAC filter exchanges by type (approximately how many per year)?

• RO and I/X system exchanges?

• Ratio of emergency vs. scheduled maintenance calls?

• New installations vs. exchanges vs. removals?

• Current active filter inventory count by type?

These are only historical estimates and are subject to change:

GAC filters and RO – Approximately 1 per year; Active 215 GAC and 660 RO.

Salt delivery (I/X) – Semi-Annual; Active 24.

Emergency versus Scheduled is not currently tracked due to fluctuation.

New installations of filters were 119 (for last year), exchanges 590 (projection for 1/1/2026-12/31/2026), and removals – 11 (for last year)

Addendum No. 1 Page 5 of 7

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

11.

Geographic Distribution of Filter Sites Question: What percentage of current filter sites are located more than 2 hours from major metropolitan areas (Tallahassee, Tampa, Jacksonville, Miami, Orlando)?

These are only historical estimates and are subject to change:

Work will be state-wide. Tallahassee/Leon – 11 sites;

Tampa/Hillsborough – 122 sites; Jacksonville/Duval – 10 sites; Miami/Dade – 23 sites; Orlando/Orange – 17.

Remaining sites are not located within these metropolitan areas.

Approximately 84% of the work will be outside of these metropolitan areas.

12.

Section 4.3.11.e -

GAC Media Reactivation - Approved Facilities and Transport Costs Question: Section 4.3.11.e requires GAC media reactivation with proof submitted upon request. Are there approved reactivation facilities in Florida? If facilities are out-of-state, are transportation costs:

• Included in the fixed exchange price?

• Separately billable?

• Or is disposal in approved landfills acceptable if reactivation is not economically feasible?

Please refer to Section 4.5 Deliverables, 4.5.2.b.x

13.

Regarding line item #3: Is there a standard or reference design available for the Insulation House?

Please refer to Section 4.4 Material Specifications, 4.4.9.

14.

Regarding line item #4: Is there a standard or reference design available for the Freeze House?

See answer to question no. 13

15.

Regarding line items #84, #124, and #146: Could you please clarify if these water meters are mechanical or electronic?

Please refer to Section 4.4 Material Specifications.

16.

Regarding line item #157: Could you provide additional specifications or details for this item?

Please refer to the Revised SOW Section 4.2 Definitions attached separately.

Addendum No. 1 Page 6 of 7

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

17.

Transition Period and Inventory Database Access Question: If awarded, what transition period will be provided including:

• Access to current filter inventory database and site locations?

• Historical maintenance records and site-specific notes?

• Owner/Resident contact database?

• Overlap with incumbent contractor for knowledge transfer?

Information is available in Oculus under: Catalog “Water Supply Restoration” then Profile “Restoration” and then select the “Document Type” needed and the full history will be available based on the Document Type.

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Addendum No. 1 Page 7 of 7

In accordance with Section 2.6, Addenda/Amendments to the RFP, the Department hereby formally amends the Solicitation. The amendments are attached separately within the Vendor Information Portal and are indicated in blue with strikethrough for deletions and underlines for additions.

The following document has been amended:

• Addendum No. 1 – Revised RFP 2026011: (Scope of Work) and (Timeline of Events)

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