CN-370000-GC130-T8.pdf

Funding Information:

Org. Code E.O. Object Code Budget Entity Appropriation

Category Grant # Project # Year Amount

☐ Additional Funding Information attached on separate page.

Rev. 8/26/2020

STATE OF FLORIDA

DEPARTMENT OF ENVIRONMENTAL PROTECTION

Task Assignment This Task Assignment (TA) is entered into between the Parties named below, pursuant to Contract Number: .

1. TA Number: TA Completion Date:

TA Description:

2. Parties State of Florida Department of Environmental Protection

(Department)

Department Project Manager: Department Project Manager Phone:

Contractor Name: (Contractor ) ntractor’st ’s Project Manager: ontractor’s t’s Project Manager Phone:

3. Project Number:

(If different from TA Number)

Project Location(s):

Project Name:

4. As consideration for the services rendered by Contractor under the terms of this TA, the Department shall pay the Contractor on the following bases, up to the Total TA Value as indicated below:

☐ Fixed Price:

☐ Fixed Unit Rate: (Extended Price)

☐ Cost Reimbursement:

Total TA Value:

5. The Parties agree to comply with the terms and conditions of the underlying the Contract, and the following attachments which are hereby incorporated by reference:

Attachment 1:

☐ Additional Attachments (if necessary):

IN WITNESS WHEREOF, this TA shall be effective on the last date signed below.

State of Florida Department of Environmental Protection CONTRACTOR Department Name:

Title:

Secretary or Designee

(Authorized Signature) (Authorized Signature) Date:

☐ Additional signatures attached on separate page.

GC130

8 Expiration June 30, 2023

The Contractor will provide administrative staff and services to the Department according to Contract GC130. Please see the attached pages for itemized Tasks.

Robert Perlowski 8502458917 Contractor Contractor

Contractor Contractor

Contractor Contractor

Contractor

NorthStar Contracting Group

NorthStar Contracting Group

Kristy Trueblood 8502226446 ext.5003

Tallahassee Florida

Administrative Services

✔ $ 700,797.88

$ 700,797.88

Scope of Work

Kristy Trueblood

NorthStar Contract Manager

2/17/2023

Kristy Trueblood Digitally signed by Kristy Trueblood Date: 2023.02.17 12:31:51 -05'00'

Jessica Kramer, Deputy Secretary

Jessica Kramer Digitally signed by Jessica Kramer Date: 2023.03.02 12:01:36 -05'00'

3/2/2023

Contract No. GC130GC1030 17 of 55

DEP Contract No. GC130GC1030

ATTACHMENT A – SCOPE

1. Purpose. This Contract is to provide administrative services on a task assignment basis. Task Assignments may include anywhere from 0% to 100% of the work under each individual task shown in the scope of work. Any such Task Assignment shall be issued at the Department’s sole discretion considering the overall determination of contractor’s performance and compliance, cost, available capacity, and efficiency. No task shall be assigned to a contractor which would give rise to a conflict or an appearance of a conflict of interest. The Contractor shall provide administrative services for the DEP Division of Waste Management (DWM). These services cover a broad range of activities including, but not limited to the following: site priority scoring and liaison with the Department of Health (DOH) potable well surveillance program, requesting deductible payments and Limited Contamination Assessment Reports (LCAR) required for site manager assignment of eligible sites within funding range, performance of site file and database Quality Assurance, contractor qualification, utility bill processing, indexing, and scanning and electronic transfer of documents, off-site contamination notification processing, general administrative and accounting assistance, and other special projects as assigned by the contract manager.

For all assigned tasks, the Contractor shall copy the DEP Contract Manager as applicable, on all correspondence related to DWM programs. These copies must be provided or mailed at the same time as the original correspondence is mailed.

Performance of some of the tasks assigned under this contract may require the Contractor to temporarily house DEP site files at their office location. The Contractor shall protect and maintain security for all such files held in their possession.

The Contractor further agrees to return any specific file within one (1) business day after a request by the site manager or other DEP personnel. The Contractor must obtain and maintain electronic access to the appropriate DEP networks and databases in accordance with DEP’s information systems technical requirements. The Contractor will require its staff to abide by DEP security policies when accessing DEP’s buildings and systems. Also, a mandatory online training course, titled “Information Security Awareness Training” is required for all staff within the first 30 days of contract initiation.

2. Scope of Service. This Scope of Work is intended to provide a framework for mutual understanding of the administrative services to be provided to the Department of Environmental Protection (DEP) by the Contractor and standards related to those services. It is not designed to detail activities that may be performed under the Scope of Work.

Instructions and guidance will be provided in the Task Assignment by the DEP Contract Manager, as necessary, to supplement the information herein due to the level of detail involved and to accommodate the development of technology facilitating process implementation. Additionally, due to the complexity of the DEP programs, services related to this scope that are not specifically outlined herein may be purchased under this Contract at the negotiated fixed unit or hourly rates, if the services are integral to the performance of the DEP and are administrative in nature. New tasks mutually agreed upon with fixed unit or hourly rates may be added by a Task Assignment Change Order (TACO) to an existing Task Assignment Request for Change (RFC) to an existing Task Assignment. The DEP Contract Manager has the sole discretion to execute task assignments for any of the services described herein, on an as needed basis.

The Contractor shall be responsible for arranging pickup and delivery of DEP paper files and for maintaining files in its possession in a proper and secure manner. The Contractor may also be required to contact the DEP site manager listed in Storage Tank Contamination Monitoring (STCM) and/or Environmental Restoration Integrated Cleanup (ERIC) database, and may be required to contact property owners, the cleanup contractor(s), or responsible parties (RP) to obtain copies of documents missing from the DEP facility files.

For all tasks, herein, the Contractor will correctly insert into the correct DEP OCULUS file all facility-specific documents generated or received during these tasks. Contractor shall perform appropriate quality assurance by ensuring that each document was correctly added to OCULUS and properly indexed (QA). The Contractor will provide reports to DEP as requested (usually electronically) and without additional charge regarding each task in this contract.

Deliverable and reporting requirements include, but may not be limited to, the work products listed below. These reports shall be provided to the DEP Contract Manager unless otherwise indicated. The Contractor will provide to the DEP Contract Manager notification summary reports as required in the task or written procedures. Notification summary reports will include all information necessary for the DEP Contract Manager to locate and verify that required deliverables for the task have been completed. For all documents, the DEP received date will be the date that the document populates in OCULUS. Contractor must invoice DEP at least monthly for those deliverables completed and, when applicable, with required documents in the correct OCULUS facility file prior to invoicing. As applicable for each task, the Invoice will include a summary report of the number of documents inserted into the correct OCULUS facility file, pages scanned or copied on a unit rate basis, or pay rate and hours worked. All invoices for amounts due under this Contract shall be submitted in detail sufficient for State of Florida audit purposes. It is the responsibility of the Contractor to maintain all

Contract No. GC130GC1030 18 of 55 records necessary for audit purposes and provide such documentation within three (3) business days of DEP’s request.

Compensation amounts, Performance Measures and Financial Consequences shall be specified in each executed Task Assignment Form, or TACO in accordance with Section 287.058, F.S.

3. Definitions.

• Abandoned Tank Restoration Program (ATRP): An eligibility program created in 1990 by the Legislature to address of out-of-service or abandoned tanks that have contamination associated with previous operations.

• Agency Term Contractor (ATC): a contractor who has been awarded an agency term contract to provide petroleum contamination site response action services by the Department.

• Conditional Closure: Site closure with conditions pursuant to Chapter 62-780.680, F.A.C. (contamination remains and a restrictive covenant must be recorded).

• Conditional Closure Agreement (CCA): An application is submitted agreeing to a Conditional Closure and allows the owner to recommend an ATC to conduct work. (requires a declaration of interim restrictive covenant be recorded).

• Contractor Selection Sheet (CSS): used by the property owner (or RP) to select an ATC to perform work pursuant to a cost-share agreement in the PRP that meets the 25% or higher cost share requirement pursuant to Chapter 62- 772, F.A.C., Procurement Procedures for the Petroleum Restoration Program.

• Current Property Owner: see Property Owner

• Deductibles: payment from property owner or RP, required by certain eligibility programs prior to starting work on a discharge.

• Department of Environmental Protection (Department or DEP): The Florida Department of Environmental Protection is Florida’s lead agency for environmental management and stewardship.

• Department of Health (DOH): The Florida Department of Health is Florida’s lead agency to promote and improve the health of all people in Florida.

• DWM Accounting Manager – DEP employee responsible for day-to-day accounting functions for programs in DWM.

• DEP Contamination Locator Map (CLM): CLM is a web based map that allows users to locate waste cleanup sites near homes, neighborhoods, businesses or any identified location.

• DEP Contract Manager: Department assigned individual who manages the Administrative Services Contract.

• Department of Financial Services (DFS): Florida Department of Financial Services

• Discharge: includes, but it not limited to, any spilling, leaking, seeping, pouring, misapplying, emitting, emptying, releasing or dumping of petroleum or petroleum products which occurs and which affects lands and/or the surface and ground waters.

• Division of Waste Management (DWM): a division with-in the Department.

• Drycleaning Solvent Cleanup Program (DSCP): state-funded cleanup program for eligible drycleaner and wholesale supply facilities established by Section 376.3078 F.S.

• Eligible Discharge: a discharge that qualifies for IPTF funding

• Environmental Restoration Integrated Cleanup (ERIC): DWM database containing information related to contaminated site cleanup for programs in the division.

• Facility: a property for which discharge report(s) have been submitted indicating there have been one or more petroleum discharge(s); identified by a nine digit “facility identification” number system, assigned by the Department.

• Facility Identification Number (FAC ID#): a nine-digit numbering system which assigns a separate number to each known registered Petroleum Contamination Source Property. This numbering system is generated by the Department.

• Florida Accounting Information Resource (FLAIR): The State of Florida accounting system.

• Funding Cap: The maximum funds which may be expended from the Inland Protection Trust Fund for a discharge.

• Hand Delivery: Pick up and drop off of required documents at least once daily during normal business hours Monday through Friday.

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• Inland Protection Trust Fund (IPTF): the trust fund established by the Legislature which provides all funds for the petroleum prevention and cleans-up program established by Section 376.3071, F.S.

• Limited Contamination Assessment Report (LCAR): An LCAR is required to support the proposed course of action and to estimate the cost of the proposed course of action.

• Local Program: a local government or state agency contracted to provide administration of Petroleum Cleanup Site Management for a particular county(ies).

• Low-Scored Site Initiative (LSSI): A voluntary program funded for sites with a priority ranking score of 29 or less.

• MyFloridaMarketPlace (MFMP): The State of Florida eProcurement program

• OCULUS: an electronic document management system used by the Department to store documents

• Petroleum Cleanup Participation Program (PCPP): a cost-sharing cleanup program providing rehabilitation funding assistance from the IPTF for property currently contaminated by discharges of petroleum or petroleum products from petroleum storage systems occurring before January 1, 1995 in accordance with Section 376.3071(13), F.S.

• Petroleum Restoration Program (PRP): The PRP is a DEP program that encompasses the technical oversight, management, and administrative activities necessary to prioritize, assess, and cleanup sites contaminated by discharges of petroleum and petroleum products from stationary petroleum storage systems.

• Petroleum Liability and Restoration Insurance Program (PLRIP): a cleanup program (enrollment 1988-1998) providing rehabilitation funding assistance from the IPTF.

• Potable Well Survey (PWS): Well surveys conducted by DOH.

• Priority Score: Petroleum contamination sites are scored to reflect potential risk to human health and the environment and are given a priority score that ranks the site.

• Priority Funding Range: Priority Score of eligible sites that are currently being funded.

• Property Owner: Real property owner of a facility.

• Protected Information: Includes information that is exempt or confidential and exempt under the Florida Public Records Act, Chapter 119, F.S., or other Florida Statutes; “personal information” as defined in section 501.17(1)(g), F.S., and information that is protected by the Health Insurance Portability and Accountability Act (HIPAA) or Gramm- Leach-Bliley Act (GLB) or other federal laws or regulations.

• Purchase Order: Purchaser’s authorization used to formalize a purchase transaction with a vendor in MFMP.

• Site Access Agreement (SAA): allows the Department and the Agency Term Contractor (ATC) personnel to enter a property to perform petroleum cleanup services.

• Site Manager: is responsible for all aspects of oversight and management of the work being conducted for an eligible discharge.

• Site Manager Summary Report (SMSR): a report that lists facility information.

• Site Rehabilitation Completion Order (SRCO): An order issued upon completion of site rehabilitation.

• Site Rehabilitation Funding Allocation (SRFA): A SRFA is a mechanism authorized by Section 376.30714, F.S. to combine the cleanup efforts of the Department and private parties through a negotiated agreement when a new ineligible discharge of petroleum products occurs at a site with pre-existing contamination that has been determined eligible for State-funded cleanup.

• Source Property: a property for which discharge report(s) have been submitted indicating there have been one or more petroleum discharge(s); identified by a nine digit “facility identification” numbering system, assigned by the Department.

• Storage Tank Contamination Monitoring (STCM): DEP database containing information related to Petroleum and Drycleaning storage systems and petroleum contaminated sites.

4. Tasks.

TASK 1: OCULUS and STCM and/or ERIC Review and Preparation of Site Manager Summary Report (SMSR) and Geographic Information Category A – Facilities with no prior program reports, work orders, or purchase orders.

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Category B – Facilities with prior program reports, work orders, or purchase orders that have already been through a Task 1 Category A or C review process.

Category C – Facilities with prior program reports, work orders, or purchase orders that have never been through a Task 1 Category A or B review process.

The Contractor will not exceed the number of items designated by annual task assignment for each of the different categories (A, B and C) without prior written approval by the DEP Contract Manager.

Description

The follow QA tasks must be completed on the facility file and facility information in STCM and/or ERIC, and OCULUS.

DEP Contract Manager will notify Contractor on the parameters required for a query and Contractor will prepare and submit to DEP Contract Manager for approval.

A. Facility Information Review. Within fifteen (15) business days of approval to proceed, the Contractor will review the STCM and/or ERIC, database for all DEP eligibility determinations, cleanup history, technical documents and correspondence, and rereview elements in any previous OCULUS and STCM and/or ERIC reviews and maintain evidence of all pre-and post-database edits. The Contractor will also compare the STCM and/or ERIC database to OCULUS to ensure that all reports noted as being received in STCM and/or ERIC are in OCULUS. If a document is missing, a placeholder document should be correctly inserted into OCULUS and QA describing what is missing (see Exhibit A). The Contractor must submit all proposed database edits, with an explanation of the reason for the edit, to the DEP Contract Manager for written approval prior to making changes to STCM and/or ERIC. If the Contractor reads that DEP has made the determination that cleanup is not required, or that one or more of the discharges is a re-report of a previous discharge and if this has not been accurately reflected in STCM and/or ERIC, then the Contractor will notify the DEP Contract Manager of STCM and/or ERIC discrepancies for evaluation. If research finds a change in the name or address of current property owner, then the Contractor will contact DEP Storage Tanks Registration Section to request an update to STCM and/or ERIC.

B. OCULUS Review. Within fifteen (15) business days of approval to proceed, the Contractor will perform and complete a review of all pages of a document in the OCULUS facility file to ensure that each document is complete. If document is incomplete, contact the site manager (if one has been assigned) to see if a paper version exists and if not, a placeholder document should be correctly inserted into OCULUS and a QA description of what is missing (see Exhibit A). Contractor shall ensure that the OCULUS file meets the requirements for an official State record per Florida Statute 119. The Contractor will use taxonomy and rules of procedure established and approved by the DEP the following link: http://depedms.dep.state.fl.us/Oculus/jsp/login/OculusTaxonomy_1_01.xlsx ) to include but not limited to addition and deletion of documents in OCULUS and maintaining evidence of all OCULUS edits. Contractor will remove document place holders if a document is found during this review.

C. Contractor will use DEP Contamination Locator Map (CLM) to identify other programs which may have current contamination on the facility property. In addition, contractor shall review OCULUS not only in the OCULUS catalog “PRP Storage Tanks” but also in the catalogs “Hazardous Waste” and “Waste Cleanup” using the site address, site name and any additional facility identification numbers identified through CLM for Hazardous Waste or Waste Cleanup sites.

D. SMSR. Within five business days of facility information and OCULUS review (Tasks 1A and B above), the Contractor will prepare a written Site Manager Summary Report (SMSR) (see Exhibit B) using STCM and/or ERIC, and OCULUS. The SMSR will be used by the current or future assigned DEP site manager, or as a final summary report to be placed in OCULUS for facilities at which all required DEP cleanup has been completed.

E. Geographic Information. Within five (5) business days of facility information and OCULUS review Tasks 1A and B above), the Contractor will research, gather and enter in to the correct facility file in OCULUS the following documents: the topographic map (showing a minimum 8,500 meters horizontal and a minimum of 6,000 meters vertical from point of discharge), aerial photo(s), Summary Count of parcels in County Map View by the Department of Revenue (DOR) Land Use Code and map (minimum radius of 1,500 feet from point of discharge) potable well summary that correspond to land use map(s), and publicly non-copyrighted online maps and aerials of the facility, if available (see Exhibit C).

Deliverables

Within ten (10) business days of facility information and OCULUS review (Tasks 1A, B and C above) the Contractor will correctly insert into the correct OCULUS facility file, and QA all facility-specific documents generated or received during this task, including the following:

http://depedms.dep.state.fl.us/Oculus/jsp/login/OculusTaxonomy_1_01.xlsx

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1. Copies of facility specific e-mails, telephone logs and correspondence.

2. Copies of pre- and post-validation screenshots of the STCM and/or ERIC database screens.

3. Electronic copies of DEP Contract Manager authorizations for changes to STCM and/or ERIC database when applicable.

4. If applicable, a list of all discharges that have been issued Site Rehabilitation Completion Orders (SRCOs), conditional and unconditional, or Low-Score Site Initiative (LSSI) No Further Action Orders.

5. A list of all facility-specific documents that were identified as missing as a result of comparing STCM and/or ERIC, to

OCULUS.

6. The SMSR which includes the following:

a. A listing of each petroleum discharge reported, and its DEP eligibility status, the priority score, and the status of the assessment or remediation of each discharge, including DEP determinations that cleanup is not required or that the discharge is a re-report of a previous discharge.

b. A list of each Hazardous Waste or Waste Cleanup discharge reported and the status of assessment or remediation of each discharge, including DEP determination that cleanup is not required or that the discharge is a re-report of a previous discharge.

c. For facilities with a combined discharge, a listing of all combined discharges in STCM and/or ERIC, and the reason for combined status, if known.

d. Identification of Site Rehabilitation Funding Allocation (SRFA) discharges.

e. Details on the current use of the subject facility or former facility including ownership, maps identifying the facility and surrounding land use, and potable wells in the area with information obtained from data in STCM and/or ERIC, the County Property Appraiser's Offices and their websites, and Florida Department of Health (DOH), as well as any other sources of information assigned by the DEP Contract Manager.

f. The status of all DEP required deductibles payments, if applicable, and any payment plans for each eligible discharge.

g. Identification of any discharge eligible for the Petroleum Cleanup Participation Program (PCPP) that are within the DEP funding range where DEP has not received a Limited Contamination Report (LCAR).

h. The cumulative amount previously paid by the State of Florida – Inland Protection Trust Fund (IPTF) for cleanup including a spending breakdown for Reimbursement, State Cleanup, Preapproval, Procurement, utilities, and National Pollutant Discharge Elimination System (NPDES) permits and Compensation Agreements and any lump sum payments made for SRFAs. If applicable, also indicate the amount previously paid for cleanup from Federal Leaking Underground Storage Tank (LUST) grant funds. The report will summarize situations and issues where multiple eligible discharges may complicate evaluation of applicable spending.

i. The State restoration funding cap for each eligible discharge, if applicable, and the available amount remaining for State funded cleanup, cost share amounts, deductibles required and status of deductible payments.

j. A listing of technical documents for each open petroleum or petroleum products discharge and associated reviews and approvals by the date and cleanup task including references to apparent missing or incomplete documents.

7. The maps and documents collected from Task 1.E.

Documentation

At least once a month, the Contractor shall submit the following documents:

• A notification summary report (see Exhibit D) including all information necessary for the DEP Contract Manager to locate and verify that each required document (including the SMSR) is correctly inserted into the correct OCULUS file and QA or that reports identified as missing in OCULUS are shown as being received in STCM and/or ERIC. The summary report will also include the reason the review was performed, and whether it was a Category A, B or C review.

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Task 2: Contractor Recommendation or Selection Sheet (CSS) Processing and Tracking Description

Within five (5) business days of receipt of a CSS submitted to Contractor from the public or from DEP, the Contractor will determine whether the CSS was completed and verify the information in STCM and/or ERIC, and public websites. The Contractor shall review each CSS received to ensure that the document is properly executed, notarized (if required) and unaltered. Contractor will also verify that the facility listed on the CSS is either a LSSI site or a site where the owner/RP is paying 25% or more of the costs of cleanup (such as most PCPP and some SRFA sites). Concurrently, the Contractor will confirm that the recommended cleanup contractor, taking care to look at the exact name and address of the contractor, is included and qualified in the STCM and/or ERIC database.

Within five (5) business days of receipt of the CSS, the Contractor shall also determine whether the facility is already assigned to a DEP site manager and cleanup contractor, not assigned to a DEP site manager or cleanup contractor but within DEP priority funding range, or not assigned to a DEP site manager or cleanup contractor and below DEP priority funding range. Then the Contractor shall also confirm the identification of the current property owner(s) and other RP(s) from public online sources, and determine, from DEP’s OCULUS and STCM and/or ERIC, whether the deductible, lump sum payments, and cost share payments have been paid, if applicable, and check on any active work orders or purchase orders. If the new CSS reflects a change in facility address, or owner name or address then the Contractor will verify this information from public online sources and then contact DEP Storage Tanks Registration Section to request an update to STCM and/or ERIC.

If the CSS reflects a change in the current property owner, RP or designated cleanup contractor, then the Contractor shall also send electronic or written notification of the change to the former owner, former RP, or former designated cleanup contractor, as applicable, and the current DEP site manager using a DEP template letter provided by DEP within 10 business days of receipt of the CSS. The Contractor will update STCM and/or ERIC (as necessary), correctly insert into the correct OCULUS facility file and QA the CSS form, property appraiser’s information, and any other applicable documents. In all cases, the Contractor shall keep on file the original CSS.

If the CSS has deficiencies that can be resolved by email or telephone, if email or telephone information is available, the Contractor will contact, within five business days of receipt of the CSS, the current property owner, RP or identified cleanup contractor, whichever is appropriate, and inform the CSS applicant of what is necessary to correct the deficiencies and provide a deadline to provide a response or new CSS to the Contractor. Any deficiencies that cannot be resolved by email or telephone, the Contractor shall send written notification and a copy of the CSS to the person that signed the CSS discussing each deficiency and include a deadline to provide a response or a new CSS to the Contractor.

If the facility is not a LSSI site or a site where the owner/RP is paying 25% or more of the costs of cleanup (such as most PCCP and some SRFA sites), then a rejection letter on DEP letterhead, using a DEP template letter provided by DEP, will be sent by the Contractor to the applicant, and property owner, if different from the applicant.

The Contractor will also track, in an electronic spreadsheet or database, the status of each CSS throughout the review process. If the property owner or RP is contacted regarding deficiencies in the CSS and does not respond within the designated time frame, then the Contractor will follow up, within five business days of the deadline, by final certified letter return receipt requested on DEP letterhead, using a DEP template letter provided by DEP. If the person that signed the CSS does not respond by the deadline, then the Contractor will follow-up by email or telephone, if email or telephone information is available, at least one time. The Contractor shall document all attempts to contact the person that signed the CSS and will correctly insert all documents relative to these attempts into the correct OCULUS facility file, and QA, and notify the cleanup contractor that the CSS is incomplete using a DEP template letter provided by DEP.

Within five (5) business day of receipt of a CSS for a Low-Scored Site Initiative (LSSI) site: The Contractor will, in addition to the CSS validation process above, verify that an assessment and/or limited remediation plan cost proposal has also been received by the DEP per ss. 376.3071(12)(b)(3), F.S. The CSS and the assessment and limited remediation plan cost proposal must both be received at the same time to be considered a complete submittal. Omission of either of these items will result in the CSS being incomplete. If Contractor receives an incomplete CSS, or receives a CSS without an assessment and limited remediation plan cost proposal, then the Contractor will correctly insert the CSS into the correct OCULUS facility file as incomplete, and notify the entity that submitted the CSS and the property owner, if different from the applicant, by letter with a copy to the recommended cleanup contractor that the CSS submittal was incomplete and the entire package must be re-submitted. Copies of the rejection letters along with the incomplete CSS will be correctly inserted into the correct OCULUS facility file, and QA. If a copy of an assessment and limited remediation plan cost proposal is received with a complete CSS then it will be correctly inserted into the correct OCULUS facility file, and QA, along with the CSS. The Contractor will notify the DEP Contract Manager and LSSI contact person after correctly inserting a complete CSS with the assessment and limited remediation plan cost proposal into the correct OCULUS facility file and

QA.

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Deliverables

Within five (5) business days of determining whether a CSS is complete or incomplete, the Contractor will correctly insert into the correct OCULUS facility file, and QA all facility-specific documents generated or received during this task to include the following:

1. Copies of the CSS(s).

2. Copies of all phone logs, or deficiency or rejection correspondence and e-mails sent to the person that signed the CSS or others involved in this CSS (designated contractor, RPs, etc.).

3. Copies of research work papers (which must be typed, legible and understandable), phone logs and review checklists.

4. Lists and correspondence requesting STCM and/or ERIC updates for new facility name or address information to the DEP Storage Tanks Registration Section.

Documentation

Within ten (10) business days of receipt of a complete CSS or determination that a CSS is incomplete, the Contractor shall submit the following documents for Task 2:

• A notification summary report (see Exhibit E) including all information necessary for the DEP Contract Manager to locate and verify that a CSS was reviewed and determined to be complete or incomplete and that each required document is in its individual OCULUS facility file and properly indexed.

Task 3: Deductible Collection and Tracking for Discharges Eligible under the Abandoned Tank Restoration Program (ATRP) Description

When requested in writing by the DEP Contract Manager, and within five (5) business days of the request, the Contractor will review STCM and/or ERIC, and OCULUS to ensure that the ATRP deductible required by the eligibility order has not already been paid (or has not been otherwise reduced or waived by DEP order). If not already fully paid, the Contractor will prepare a letter and invoice (see Exhibits F and G) for payment of the deductible required by DEP Rule 62-769, F.A.C.

and mail by certified mail, return receipt requested to the current property owner as determined by a review of the OCULUS facility file, STCM and/or ERIC, and the appropriate County Property Appraiser’s website.

Deductible request letters are mailed to the current property owner unless, because of Contractor’s review of the facility file in OCULUS or information from the current owner, the Contractor is aware of an agreement where a 3rd party has agreed to pay the deductible. In that case, the Contractor will send the request to the 3rd party and copy the property owner. If there has been no response or payment by the specified deadline, then the Contractor will attempt to contact the current property owner or, if applicable, the other entity by follow-up phone call, e-mail, or mail sent by regular US mail advising of the consequence of the DEP referring the demand for payment to the Florida Department of Financial Services (DFS) and subsequent referral to a private collections agency. If the current property owner or other entity, as appropriate, indicates a financial hardship in paying the deductible in full at one time, then Contractor shall provide information within five (5) business days of request by the current property owner or other entity regarding how to request a payment plan or how to request a reduction (variance) or waiver of the deductible.

In cases where the current property owner or other entity requests a payment plan, the Contractor will advise the current property owner of the process to request a deductible payment plan which can be paid over a 12-month period, or longer per PRP Program Administrator (PA) discretion. The Contractor will receive such requests, and within five (5) business days of receipt, prepare a memo to the PA which explains the basic background of the request and provide to the DEP Contract Manager who will discuss with PA. DEP Contract Manager will inform Contractor whether to prepare a letter using a DEP template provided by DEP approving or denying the request and plan (if the plan is approved by DEP, an invoice must be attached) for PA’s signature. Contractor shall prepare the letter and provide to Contract Manager to obtain PA signature. The DEP Contract Manager will return the signed letter to Contractor to mail. The Contractor will track, in an electronic spreadsheet each request and payment plan to ensure that terms and timeframes are met. The Contractor will notify the DEP Accounting Office by email of any deductible payment plan and coordinate the tracking of all deductible payments and payment plans with the DEP Accounting Office.

In cases where the current property owner or other entity requests a reduction (variance) or waiver of the deductible, the Contractor, within 24 hours of receipt of a request for a reduction or waiver (which should include supporting documentation), the Contractor will deliver the request to the DEP Contract Manager for further processing and a decision. DEP Contract Manager will notify the Contractor of the decision. Contractor shall track, in an electronic spreadsheet, the dates of all letters sent and correspondence received, as well as the date request is forwarded to the

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DEP Contract Manager and the date that the Contract Manager notifies the Contractor of a decision. However, they will not insert original or copies of financial documents related to waiver requests into OCULUS.

Contractor will track all deductible payment notifications received from DEP Accounting Manager, in an electronic spreadsheet, (see Exhibit H), and prepare a report monthly. If a payment is not received within 30 calendar days as agreed to in the payment plan or deductible reduction decision, the Contractor will prepare a failure to pay letter, using a DEP template letter provided by DEP, and send to DEP Accounting Manager for written approval prior to sending to current property owner or other entity.

If the deductible has not been paid after the required notices and deadlines for paying the deductible in full or in payments have passed, then the Contractor will prepare a collection referral using the DFS spreadsheet template provided by DEP.

Contractor shall complete and email the DFS spreadsheet to the Contract Manager for review and further processing to

DFS.

Deductibles or initial installment payment must be paid within 120 calendar days from the initial request or they must be referred to collections. Any subsequent installment payments must be paid with 90 calendars (as per the payment plan) or they must be referred to DFS. The Contractor will track, in an electronic spreadsheet, all payment notices to current property owner or 3rd party, if applicable, and referrals to DFS.

Deliverables

Within five (5) business days of a deductible request, receipt of a property owner’s claim of a potential financial hardship, DEP’s referral of a deductible to DFS, DFS’s informing DEP of its forwarding a deductible claim to a private collections firm, or Contractor’s sending a failure to pay ATRP deductible letter, the Contractor will correctly insert into the correct OCULUS facility file, and QA all facility-specific documents generated or received during this task, as applicable:

1. Copies of deductible request letters with the deductible invoice and any other attachments to the letter.

2. Requests received from the current property owner or other entity requesting a payment plan, variance or waiver of deductible.

3. Telephone logs of all incoming and outgoing calls regarding this task.

4. Copies of emails regarding this task.

5. DEP’s order responding to requests for waiver or variance.

6. Copies of Collection Referrals sent to the DEP Contract Manager.

7. Copies of DEP Collection Referral reviews.

8. Copies of collections referral with the DFS spreadsheet template.

9. Copies of failure to pay ATRP deductible letters.

Note: All protected information received by the Contractor must be hand delivered to DWM.

Documentation

Within ten (10) business days of DEP’s request for deductible processing, the Contractor shall submit the following documentation for Task 3:

• A notification summary report (see Exhibit I) including all information necessary for the DEP Contract Manager to locate and verify that a letter(s) was sent requesting a deductible plus all subsequent correspondence regarding such request and that the document is in its individual OCULUS facility file and properly indexed.

Once a month, the Contractor shall submit the following documents for Task 3:

• A copy of the Deductible Payment Tracking spreadsheet (see Exhibit H) and a notification summary report (see Exhibit J) including all information necessary for the DEP Contract Manager to verify that each required document (other than the deductible request letter) is in its individual OCULUS facility file and properly indexed and to locate and verify that follow-up attempts were made to collect a deductible, information regarding how to request a payment plan, variance or waiver of the deductible was provided to the current property owner or other entity, if applicable, failure to pay deductible letters were sent, and collection requests were referred to DFS, if applicable.

Task 4: Deductible Collection and Tracking for discharges eligible under the Petroleum Liability and Restoration Insurance Program (PLRIP) and Drycleaning Solvent Cleanup Program (DSCP)

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Description

When requested in writing by the DEP Contract Manager, and within five (5) business days of the request, the Contractor will review STCM and/or ERIC, and OCULUS to ensure that the PLRIP deductible(s) indicated on the eligibility order(s) has not already been paid. If not already fully paid, the Contractor will prepare an invoice (see Exhibit K) for payment of the deductible required by Section 376.3072, and 376.3078, F.S. on DEP letterhead and mail by certified mail return receipt requested to the current property owner as determined by a review of the OCULUS facility file, STCM and/or ERIC and the appropriate county Property Appraiser’s website. Deductible request letters are mailed to the current property owner unless, because of Contractor’s review of the facility files in OCULUS, the Contractor is aware of an agreement where a 3rd party has agreed to pay the deductible. In that case, the Contractor will send the request to the 3rd party and copy the property owner. If neither party pays the deductible, Contractor will mail a request to the PLRIP applicant. DWM Accounting Manager will notify the Contractor when a deductible payment is received and the Contractor will track, in an electronic spreadsheet, deductible requests and applicable deadlines, and receipt of the fully paid deductible or deductible payments.

Contractor will mail deductible requests as described in the paragraph above. If there has been no response by the addressee by the specified deadline, then Contractor will attempt to contact the next entity (beginning with current property owner, then other RP(s) or PLRIP or DSCP applicant, as applicable), by a follow-up letter advising of the consequence of referral to DFS for forwarding to a contracted collections agency, and then email and telephone, at least one time, if an email address or telephone number is available.

For PLRIP eligible discharges, in cases where the current property owner claims a financial hardship, the Contractor will advise the current property owner of the process to request a deductible payment plan which can be paid over a 12-month period, or longer per PRP PA discretion (if longer than 12 months’ interest may be added). The Contractor will receive such requests from the owner, prepare a memo to the PA which explains the basic background of the request and provide to the DEP Contract Manager who will discuss with PA. DEP Contract Manager will inform Contractor whether to prepare a letter using a DEP template letter provided by DEP approving or denying the request and plan (if the plan is approved by DEP, an invoice must be attached) for PA signature. Contractor shall prepare the letter, and forward to Contract Manager to obtain PA signature. The DEP Contract Manager will return the signed letter to Contractor to mail. The Contractor will track, in an electronic spreadsheet, each request and payment plan to ensure that terms and timeframes are met. The Contractor will notify the DEP Accounting Office by email of any deductible payment plan and coordinate the tracking of all deductible payments and payment plans with the DEP Accounting Office.

Monthly the Contractor will record all deductible payment notifications received from the DEP Accounting Manager, and track, in an electronic spreadsheet, all deductible payments. If a payment is not received within 30 calendar days as agreed to in a payment plan, the Contractor will prepare a letter using a DEP template provided by DEP and send to DEP Accounting Manager for approval prior to sending to current property owner or other entity.

If the deductible has not been paid after the required notices and deadlines for paying the deductible in full or in payments have passed, then the Contractor will prepare a collection referral using the DFS spreadsheet template provided by DEP Contractor shall complete and email the DFS spreadsheet to the Contract Manager for review and, if approved, the Contractor will refer to DFS. Deductibles or initial installment payment must be paid within 120 calendar days from the initial request or they must be referred to collections. Any subsequent installment payments must be paid within 90 calendars (as per the payment plan) or they must be referred to DFS. For PLRIP and DSCP eligible discharges, the Contractor will track, in an electronic spreadsheet, all payment notices to current property owner or 3rd party, if applicable, and referrals to DFS.

Deliverables

Within five (5) business days of a deductible request, receipt of a property owner’s claim of a potential financial hardship, DEP’s referral of a deductible to DFS, DFS’s informing DEP of its forwarding a deductible claim to a private collections firm, or Contractor’s sending a failure to pay PLRIP or DSCP deductible letter, the Contractor will correctly insert into the correct OCULUS facility file, and QA all facility-specific documents generated or received during this task, as applicable:

1. Copies of deductible request letters with the deductible invoice and any other attachments to the letter.

2. Requests received from the current property owner, RP or PLRIP applicant for deductible payment plan.

3. Telephone logs of all incoming and outgoing calls regarding this task.

4. Copies of emails regarding this task.

5. Copies of deductible payment approval letters.

6. Copies of collection referrals sent to the DEP Contract Manager.

7. Copies of DEP collection referral reviews.

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8. Copies of collections referral to DFS with the DFS spreadsheet template.

9. Copies of failure to pay PLRIP or DSCP deductible letters.

Note: All protected information received by the Contractor must be hand delivered to DWM.

Documentation

Within ten (10) business days of DEP’s request for deductible processing, the Contractor shall submit the following documentation for Task 4:

• A notification summary report (see Exhibit L) including all information necessary for the DEP Contract Manager to locate and verify that a letter was sent requesting a deductible and the deductible request letter is in its individual OCULUS facility file and properly indexed.

Once a month, the Contractor shall submit the following documents for Task 4:

• A copy of the Deductible Payment Tracking spreadsheet (see Exhibit H) and a notification summary report including all information necessary for the DEP Contract Manager to verify that each required document (other than the deductible request letter) is in its individual OCULUS facility file and properly indexed and to locate and verify that follow-up attempts were made to collect a deductible, information regarding a payment plan was provided to the current property owner, RP, PLRIP applicant or DSCP applicant, that deductible payment plans are being tracked, and collection requests were referred to DFS, if applicable.

Task 5: PCPP LCAR Solicitation and Tracking Description

When requested in writing by the DEP Contract Manager, and within five business days of the request, the Contractor will prepare a written request on DEP letterhead, using a DEP template letter provided by DEP, to the property owner, unless, because of Contractor’s review of the facility files in OCULUS, the Contractor is aware of an agreement where a 3rd party has agreed prepare the LCAR. In that case, the Contractor will send the request to the 3rd party and copy the property owner. The letter must identify the contact for submittal of the LCAR to the Contractor. Once an LCAR is received by the Contractor, it will be forwarded to the DEP Contractor Manager for DEP assignment and technical review. Contractor will track, in an electronic spreadsheet or database, deadlines for submitting a PCPP LCAR (Complete CSS’s, see Task 2 above, will be held and not assigned until the LCAR is received.) If neither party prepares the LCAR, Contractor will mail a request to the PCPP applicant.

If, after 60 calendar days, there is not response to the first letter, then the Contractor will make a second attempt to contact the property owner and 3rd party, as applicable, by email and telephone, at least one time, if an email address or telephone number is available. If no contact is made or no resolution has been achieved after another 30 calendar days, a follow-up letter using a DEP template letter provided by DEP will be sent to the property owner. If no LCAR is received within 120 calendar days of the original request letter, then the Contractor will prepare a DEP referral packet with documentation of every attempt to obtain the LCAR and forward the referral packet to the DEP Contract Manager.

If the property owner (or RP, if applicable) requests a time extension to submit the LCAR, then the Contractor can grant such extension in writing (copying the contractor performing the LCAR, if known) up to a maximum of 90 calendar days from the original LCAR due date. Any requests to extend the LCAR due date more than a total of 90 calendar days Contractor must forward to the DEP Contract Manager for review. DEP Contract Manager will notify the Contractor of DEP’s decision and the Contractor shall then notify the property owner (or RP, if applicable) of the decision in writing (email or by regular US mail) copying the contractor performing the LCAR, if known.

If the property owner (and RP, if applicable) claims that they may qualify as indigent and are unable to pay for some or all of costs associated with the LCAR or their PCPP cost share then upon request of the property owner (and RP, if applicable), the…