PUR 7776 Single Source with Florida Onsite Wastewater Association, Inc..pdf

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DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

AGENCY: Department of Environmental Protection

TITLE: Single Source with Florida Onsite Wastewater Association, Inc.

Short description of the commodity or service desired: Procurement of Accelerated Certification Training (ACT) and advanced training in Onsite Sewage Treatment and Disposal Systems (OSTDS) as defined in section 381.0065, Florida Statues and Chapter 62-6, Florida Administrative Code to include a hands-on-training center (HTC) to conduct trainings for the Division of Water Resource Management Onsite Sewage Program. Florida Onsite Wastewater Association, Inc. (https://www.fowaonsite.com/training_center) has the only hands-on authorized training center in Florida, per the United States Environmental Protection Agency (EPA) listing of the wastewater training centers in the country (https://www.epa.gov/septic/training-centers-onsite-wastewater-treatment).

CONTACT

Name: Belinda Croft Address: 3800 Commonwealth Blvd., MS93, Tallahassee, Florida 32399 Telephone: 850.245.2467 Email: Belinda.Croft@FloridaDEP.gov

Internal tracking number, if any: 2023SS001

Date posted: July 21, 2022 Last day for receipt of information: August 11, 2022

This description of commodities or contractual services intended for purchase from a single source is posted in accordance with Sections 120.57(3) and 287.057(3), Florida Statutes, and will remain posted for a period of at least 7 business days.

Commodity or Contractual Service Required (commodity or United National Standard Products and Services Code (UNSPSC), manufacturer, model, and description, as appropriate):

86101508 Environmental Vocational Training Services

Quantity or Term (as appropriate):

11 months

Requestor (division, bureau, office, individual, as appropriate):

Florida Department of Environmental Protection (DEP), Division of Water Resource Management (DWRM), Onsite Sewage Program (OSP)

Performance and/or Design Requirements (e.g. intended use, function or application, compatibility, requirements; reference to policy, rule, statute or other act of the Legislature, etc., as appropriate):

The Florida Department of Environmental Protection does not have such a hands-on-training center (HTC), so one must be procured.

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381.0064 Continuing education program for installation and use of onsite sewage treatment and disposal systems.—

(1) The Department of Environmental Protection shall establish a program for continuing education which meets the purposes of ss. 381.0101 and 489.554 regarding the public health and environmental effects of onsite sewage treatment and disposal systems and any other matters the department determines desirable for the safe installation and use of onsite sewage treatment and disposal systems. The department may charge a fee to cover the cost of such program.

(2) The department shall by rule establish criteria for the approval of continuing education courses and providers, including requirements relating to the content of courses and standards for approval of providers, and may by rule establish criteria for accepting alternative nonclassroom continuing education on an hour-for-hour basis.

(3) Septic tank contractors and master septic tank contractors registered under part III of chapter 489 shall meet the continuing education requirements set forth in s. 489.554.

381.0065 Onsite sewage treatment and disposal systems; regulation.— (3)(i) Provide or conduct education and training of department personnel, service providers, and the public regarding onsite sewage treatment and disposal systems.

(3)(j) Supervise research on, demonstration of, and training on the performance, environmental impact, and public health impact of onsite sewage treatment and disposal systems within this state. Research fees collected under s. 381.0066(2)(k) must be used to develop and fund hands-on training centers designed to provide practical information about onsite sewage treatment and disposal systems to septic tank contractors, master septic tank contractors, contractors, inspectors, engineers, and the public and must also be used to fund research projects which focus on improvements of onsite sewage treatment and disposal systems, including use of performance-based standards and reduction of environmental impact. Research projects shall be applicable to and reflect the soil conditions specific to this state. Such projects shall be awarded through competitive negotiation, using the procedures provided in s. 287.055, to public or private entities that have experience in onsite sewage treatment and disposal systems in this state and that are principally located in this state.

381.0066 Onsite sewage treatment and disposal systems; fees.—

(2) (k) Research: An additional $5 fee shall be added to each new system construction permit issued to be used to fund onsite sewage treatment and disposal system research, demonstration, and training projects. Five dollars from any repair permit fee collected under this section shall be used for funding the hands-on training centers described in s. 381.0065(3)(j).

Scope of Work for the provision of Accelerated Certification Training (ACT) and advanced training in Onsite Sewage Treatment and Disposal Systems (OSTDS) as defined in section 381.0065, Florida Statues and Chapter 62-6, Florida Administrative Code to include a Hands- On-Training Center (HTC) to be used to conduct all or portions of the trainings for the Division of Water Resource Management Onsite Sewage Program. The Contractor will provide these services to the Florida Department of Environmental Protection (DEP).

Location: Florida Onsite Wastewater Association Training Center (https://www.fowaonsite.com/training_center)

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Location: Florida Onsite Wastewater Association Training Center (https://www.fowaonsite.com/training_center) 5115 State Road 557, Lake Alfred, FL 33850-

Contractor Qualifications and Experience:

The Contractor must possess the following minimum qualifications and experience:

1.1. Must have staff with five years of experience within the last 10 years providing professional education and training in the subject area comprising all regulatory aspects of onsite sewage treatment and disposal systems installed in Florida.

1.2. Must be a “public or private entities that have experience in onsite sewage treatment and disposal systems in Florida and that are principally located in Florida”, per Florida Statute

381.0065 (3) (j).

1.3. Must have staff with experience in the execution of projects like this.

This provision does not abrogate any statutory provision(s) that may require professional licensure, certification, or registration to perform duties associated with this contract.

2. Contractor Responsibilities:

2.1. Service Tasks: Contractor will perform the following tasks in the time and manner specified:

2.1.1. Schedule and conduct kick-off meeting with Contract Manager within 10 (ten) days of contract execution. Kick-off meeting discussion topics include, but are not limited to, reporting templates, reporting timeframes, and communication preferences. Submit meeting minutes within 5 (five) days after the meeting to the Contract Manager for review and approval.

2.1.2. Develop and maintain hands-on training center (HTC) as specified:

2.1.2.1. Provide an HTC for use as a training site for DEP and Department of Health (DOH) staff. The HTC must include, at minimum, the following OSTDS demonstration stations:

2.1.2.1.1. Full-scale OSTDS demonstration units of alternative drainfield systems and examples of aggregate used in conventional systems available onsite.

2.1.2.1.2. Cross-section units of septic tanks

2.1.2.1.3. Examples of advanced (aerobic and performance-based) treatment systems

2.1.2.1.4. Outlet filters used to filter effluent as it leaves the septic tank and before reaching the drainfield

2.1.2.1.5. Pumps used to distribute effluent to a drainfield or other part of an OSTDS

2.1.2.1.6. Distribution boxes and header pipes used to provide equal distribution of effluent to the drain lines

2.1.2.2. Conduct an evaluation of the HTC to ensure the demonstration centers are functional at least 20 business days before each ACT hands-on course start date. Submit a report to DEP’s Contract Manager documenting the condition of each OSTDS demonstration station at the HTC at least 10 business days prior to the scheduled ACT hands-on start date. Report must include at a minimum:

2.1.2.2.1. Descriptive name of each OSTDS demonstration station

2.1.2.2.2. Operational condition as either excellent, good, maintenance required: functional, maintenance required: non-functional, replacement or major overhaul required

2.1.2.2.3. Description of maintenance performed or planned

2.1.2.2.4. Name, signature, and date of report

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2.1.2.3. For each OSTDS demonstration station deemed either maintenance required: non-functional or replacement or major overhaul required by the evaluation, a Restoration or Replacement Action Plan (RRAP) must be submitted to DEP’s Contract Manager for review and approval. RRAP to include:

2.1.2.3.1. Detailed description of the identified deficiency or defect

2.1.2.3.2. Method to correct the defect or deficiency

2.1.2.3.3. Date the correction of the defect or deficiency will be completed

2.1.2.3.4. Confirmation that all corrections of defects or deficiencies are completed timely per the RRAP

2.1.3. Support DEP’s and DOH’s environmental health OSTDS Accelerated Certification Training (ACT) virtual and two-day hands-on training course as specified:

2.1.3.1. Recorded virtual training presentations will be provided to the Contractor and the Contractor is responsible for hosting the presentations online. Upon mutual agreement from the Contractor and the Contract Manager, DEP may provide updates to the presentations which the Contractor will record and replace the existing virtual presentations.

2.1.3.2. In coordination with DEP, the Contractor must schedule throughout the contract period a minimum of five virtual training sessions each followed by a two-day hands-on training program at the HTC. The Contractor will coordinate training dates with DEP’s Contract Manager in writing. The hands-on portions of the ACT training program normally occur in the months of August, October, February, April and June or as specified. The virtual portions of the ACT may be coordinated as a group of individuals taking the virtual portion at the same time or offered on-demand individually, as needed.

2.1.3.3. In the event of an ACT cancelation, rescheduling must occur in coordination with DEP’s ACT training staff and upon written prior approval from DEP’s Contract Manager.

2.1.3.4. Schedule additional ACT training courses, upon the request of DEP, at least 20 business days prior to the start date of the additional training course.

2.1.3.5. For both the virtual and the two-day hands-on training ACT sessions, two-thirds of all seats must be reserved for DOH and DEP’s OSTDS inspectors. A maximum of 30 seats must be offered for each virtual ACT course and a maximum of 15 seats must be offered for each of the two-day hands-on training sessions. Any unfilled reserved seats for DOH and DEP’s inspectors must be held until 15 business days prior to the start of each ACT course. Seats not confirmed by DOH and DEP’s inspectors may be released 15 business days prior to the start date of the first session of ACT hands-on training session and filled at the Contractor’s discretion.

2.1.3.6. Provide classroom facilities for each portion of the scheduled hands-on ACT training course with tables and chairs for a maximum of 15 students and four DEP instructors and the following equipment: digital projector, projection screen or surface, Wi-Fi or internet connection for instructor and hand-held calculators for 15 students.

2.1.3.7. DEP will provide the Contractor with agendas and course materials for the ACT courses in Portable Document Format (PDF) format. The Contractor will electronically send course materials as hyperlinks to attendees for both the virtual and hands-on trainings. Provide printed copies of the two-day hands-on training course materials to all registered students. Any updates increasing the number of printed pages require mutual agreement between the Contractor and the Contract Manager.

2.1.3.8. Provide access to all OSTDS demonstration stations. Provide access to DEP vetted field sites that will be used by students to practice correct soil evaluation methodology, soil

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identification techniques, soil boring practices, soil morphology determination and seasonal high-water table indicators identification.

2.1.3.9. Submit completed course evaluation forms in the format agreed to during the kick-off meeting for both the virtual and hands-on training session components to DEP’s Contract Manager within 15 business days of ACT course end date.

2.1.3.10. Submit a completion list for virtual training sessions and a daily attendance list for the hands-on training sessions to DEP’s Contract Manager within 15 business days of ACT course end date. Virtual training completion list will follow the format agreed to in the kick-off meeting and must specify which of the following categories each student belongs to:

2.1.3.10.1. Licensed professional engineer in Florida

2.1.3.10.2. Employee working under the direct responsible charge of a licensed professional engineer in Florida

2.1.3.10.3. DEP and DOH personnel

2.1.3.10.4. Registered septic tank contractor

2.1.3.10.5. Master septic tank contractor

2.1.3.10.6. Professional soil scientist certified and registered by the Florida Association of Environmental Soil Scientists

2.1.3.10.7. Environmental health professionals certified under Section 381.0101, F.S.

2.1.3.10.8. Other

2.1.3.11. The registration, training and exam process will occur as specified:

2.1.3.11.1. On the first Monday following the end of an ACT hands-on training week, the Contractor will open the next virtual training session to the next group of students. At a minimum, the Contractor must provide virtual training access to all registered students no less than 11 business days prior to the start of the two-day hands-on training session. The Contractor will notify registered students on how to access the virtual training and tell the students that the deadline for completion is by 5 p.m. Eastern Time the Friday before the following scheduled hands-on training session.

2.1.3.11.2. The Contractor will keep the virtual training portion accessible for each student to take the exams following the hands-on training session. Access remains open for students to re-watch the virtual trainings until the student has either passed the exam or has failed the exam twice.

2.1.3.11.3. New student registration for the virtual training closes 12 business days prior to the start of the first hands-on training session.

2.1.3.11.4. Within five business days of ACT registration closing, the Contractor will provide all hands-on course trainers, the Certified Environmental Health Professional (CEHP) Program Manager and the Contract Manager an electronic spreadsheet of all registered students.

2.1.3.11.5. The Contractor will confirm students have completed the virtual training courses before attending the hands-on training. If a student does not complete the virtual training courses prior to the hands-on training session, the Contractor must send an email notification to all parties (student, hands-on instructors, CEHP Program Manager and Contract Manager) indicating the student is not eligible for the hands-on portion of the training and why.

2.1.3.11.6. The Contractor will provide the attendance sheets to the course trainers in the morning the day after the completion of the hands-on training sessions. The ACT exams will be administered either online or in person by DEP. Students must take the exams after both virtual and hands-on ACT trainings have been completed. Exam results for each test taker must be provided by DEP to the Contractor within three business days of the testing close date. After two

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failed exam attempts, the student must reregister for the failed ACT course(s) and complete both the online and hands-on training to be eligible to sit for the exam another two times.

2.1.4. Develop, schedule and administer advanced OSTDS courses as specified:

2.1.4.1. Develop four new and unique advanced OSTDS courses, in-person or online, within the timeframe of the agreement. Each course must have six hours of instruction. Develop the course format (seminar, workshop, online or virtual). Prepare all training schedules and materials.

Provide a copy of the materials to attendees.

2.1.4.2. Receive prior approval for course content and trainers from DEP’s Contract Manager in accordance with DEP’s Policy on Requirements for Continuing Education Courses and Course Providers, September 2006 (attached). In addition, provide a copy of all course agendas to the CEHP Program Manager for continuing education determination per section 381.0101, F.S., for those who are CEHPs.

2.1.4.3. Schedule each of the four advanced OSTDS courses three times during the contract period. Upon agreement between both parties, schedule additional advanced OSTDS courses at least 20 business days prior to the start date of the additional training course.

2.1.4.4. Administer each scheduled advanced OSTDS course. Submit completed course evaluation forms and daily attendance lists in the format agreed to during the kick-off meeting for each in-person and online training to DEP’s Contract Manager within 10 business days of each advanced OSTDS course end date.

2.1.4.5. For advanced in-person or online OSTDS courses with limited seats, reserve two-thirds of available seats for DOH and DEP’s inspectors until 20 business days prior to the start of each advanced OSTDS course. Seats not confirmed by DOH and DEP’s inspectors 20 business days prior to the start date of each advanced OSTDS course, may be filled at the Contractor’s discretion.

2.1.4.6. Provide classroom facilities for each scheduled advanced training in-person course with tables and chairs for 30 students and instructors and the following audio-visual equipment:

digital projector and projection screen or surface.

2.2. Deliverables

Contractor will complete and submit the following deliverables to DEP in the time and manner specified:

2.2.1. Monthly: Provision of ACT and Advanced OSTDS training to include an HTC in the time and manner specified in Tasks 2.1.1 through 2.1.4 above.

3. Method Of Payment:

3.1. A purchase order will be issued to the Contractor.

3.2. The method of payment for this purchase order is unit rate.

3.3. The Contractor will not receive payment in advance for goods or services described in this scope of work.

3.4. The Contractor must submit an invoice monthly, within 10 business days following the end of the month, that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested.

3.5. The Contractor is responsible for the performance of all tasks and deliverables contained in this scope of work.

3.6. The Contractor may charge DOH and DEP students a cancelation fee of $20 per contact hour for any course contracted OSTDS trainings, when DOH and DEP employees register and

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do not cancel three business days in advance of any in-person training and the absence is not due to validated extenuating circumstances or illness.

3.7. In the event of cancelation less than three business days in advance or not attending (no-show) the training, the cancelation charge will be incurred by DOH and DEP students. The State Onsite Sewage Program Office will not pay for cancelation charges incurred by the student. The Contractor will be responsible for properly billing/invoicing the student for payment of cancelation fees. The Contractor will notify students, at the time of the course registration, of their financial responsibility should they fail to cancel within in the timeframe allowed or if they do not attend (no-show) the training. Cancelation fees must be paid prior to the student registering for another course provided under this contract. The Contractor reserves the right to decline the student access to future courses until the cancelation fee is paid in full.

4. Performance Measures And Financial Consequences:

All deliverables and related tasks must be completed 100% as specified. Failure to satisfactorily complete or submit a deliverable in the time and manner specified will result in a financial consequence as indicated:

4.1. Failure to complete and submit Tasks 5.1.1. through 5.1.4. in the time and manner specified will result in a payment reduction equal to 10 percent of the total monthly invoiced amount.

5. Contractor Travel Reimbursement: The Contractor will not be reimbursed for any travel expenses under this agreement.

Intended Single Source:

Florida Onsite Wastewater Association, Inc.

Estimated Dollar Amount:

Estimated to be $70,000.00 ($20.00/CE Hour)

Justification for single source acquisition (what is necessary and unique about the product, service or source; steps taken to confirm unavailability of competition, as appropriate):

Florida Onsite Wastewater Association, Inc. has the only authorized hands-on training center in Florida, per the United States Environmental Protection Agency (EPA) listing of the wastewater training centers in the country. (https://www.epa.gov/septic/training-centers-onsite-wastewater-treatment)

The Department of provide or conduct education and training of department personnel, service providers, and the public regarding onsite sewage treatment and disposal systems.

381.0064 Continuing education program for installation and use of onsite sewage treatment and disposal systems.— The Department of Environmental Protection shall establish a program for continuing education which meets the purposes of ss. 381.0101 and 489.554 regarding the public health and environmental effects of onsite sewage treatment and disposal systems and any other matters the department determines desirable for the safe installation and use of onsite sewage treatment and disposal systems. The department may charge a fee to cover the cost of such program.

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(2) The department shall by rule establish criteria for the approval of continuing education courses and providers, including requirements relating to the content of courses and standards for approval of providers, and may by rule establish criteria for accepting alternative non-classroom continuing education on an hour-for-hour basis.

(3) Septic tank contractors and master septic tank contractors registered under part III of chapter 489 shall meet the continuing education requirements set forth in s. 489.554.

Approved By (names & titles, as appropriate, e.g., requestor, requestor management, information systems, budget, purchasing):

Rhonda Massey, Operations/Budget Manager Keisha Akhavein, Support Services Director Belinda Croft, Purchasing Specialist Supervisor

Prospective vendors are requested to provide information regarding their ability to supply the commodities or contractual services described. If it is determined in writing by the agency, after reviewing any information received from prospective vendors, that the commodities or contractual services are available only from a single source, the agency shall: provide notice of its intended decision to enter a single-source purchase contract in the manner specified in Section 120.57(3), F.S.