RFI 2026005 - Septic System Smart Devices .pdf

Request for Information

Septic System Smart Devices

RFI # 2026005

RFI # 2026005 1 of 9 (Revised 04.25.22)

REQUEST FOR INFORMATION

Septic System Smart Devices

DEP Posting Number: RFI # 2026005

The Florida Department of Environmental Protection (“Department”) is issuing this Request for

Information (RFI), as defined in section 287.012(22), Florida Statutes (F.S.), to Interested

Entities concerning certain commodities and services relating to smart devices that automatically dispense biological treatments into septic tank systems to rejuvenate and/or maintain the health of the septic tank system. Please note that under section 287.012(22), F.S., responses to this request are not offers and will not be accepted by the Department to form a binding contract.

Interested Entities can view and download this RFI from the Vendor Information Portal (VIP) website at https://vendor.myfloridamarketplace.com/. Once at this site, the steps listed below should be followed to access the RFI.

• Click “Search Advertisements”

• Under the “Organization” search field, select the “Department of Environmental Protection”

• Scroll down and click on “Search”

• Click on the applicable RFI number https://vendor.myfloridamarketplace.com/

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TABLE OF CONTENTS

SCHEDULE OF EVENTS

Section 1.00 – INTRODUCTION

1.01. Purpose and Scope

1.02. Procurement Officer

1.03. Questions

1.04. Addenda

1.05. Submittal of Response

1.06. Public Records

1.07. RFI Process

SECTION 2.00 – TECHNICAL REQUIREMENTS

2.01 Overview

2.02 Background

2.03 Key Questions

SECTION 3. 00 – VENDOR CONTACT INFORMATION

SECTION 4.00 – COST INFORMATION

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SCHEDULE OF EVENTS

The following schedule will be strictly adhered to in all actions relative to this posting. The Department reserves the right to make adjustments to this schedule and will notify Interested Entities in the request by posting an addendum on the VIP. It is the responsibility of the Interested Entity to check the VIP on a regular basis for such updates.

DATES EVENTS METHOD

August 25, 2025 RFI Advertised Vendor Information Portal https://vendor.myfloridamarketplace.com/

September 2, 2025

5 pm EST

Questions Submitted in

Writing

Submit via email:

Attn: Sabina Flanagan, Procurement Officer E-mail: Sabina.Flanagan@FloridaDEP.gov

RFI NUMBER MUST BE IN SUBJECT LINE OF EMAIL

September 9, 2025 Answers to

Questions Posted Vendor Information Portal https://vendor.myfloridamarketplace.com/

September 23, 2025

5 pm EST

Response Due

Submit via email:

Attn: Sabina Flanagan, Procurement Officer E-mail: Sabina.Flanagan@FloridaDEP.gov

RFI NUMBER MUST BE IN SUBJECT LINE OF EMAIL

– Remainder of Page Intentionally Left Blank – mailto:Sabina.Flanagan@FloridaDEP.gov

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Section 1.00 – INTRODUCTION

1.01. Purpose and Scope. The Florida Department of Environment Protection (“Department”) is requesting information from Interested Entities with proven, verifiable, and documented expertise on smart devices that automatically dispense biological treatments into septic tank systems to rejuvenate and/or maintain the health of the septic tank system. This Request for Information (RFI) is being issued strictly for the purpose of gaining knowledge of the products and services available on the market.

THIS IS NOT A REQUEST OR INVITATION FOR COMPETETIVE BIDS, PROPOSALS OR REPLIES, AND NO

CONTRACT WILL BE AWARDED IN RESPONSE TO SUBMISSIONS.

If, as a result of the RFI, the Department decides to pursue contract(s) to provide any of the services mentioned and Interested Entities capable of providing such services are identified, a competitive procurement package may be developed and issued at a later date.

1.02. Procurement Officer.

Sabina Flanagan, Procurement Officer Bureau of Procurement & Contracting Services, Carr Building, Room 215 Florida Department of Environmental Protection 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 Telephone Number: (850) 245-2187 Sabina.Flanagan@FloridaDEP.gov

1.03. Questions. Any questions from vendors concerning this RFI shall be submitted in writing, identifying the submitter and RFI number, to the Procurement Officer no later than the time and date specified in the Schedule of Events. All inquiries must be submitted by email. All questions and answers will be posted on the VIP. It is the Vendor’s responsibility to periodically check the VIP. The Department bears no responsibility for any delays, or resulting impacts, associated with a Vendor’s failure to obtain the information made available through the VIP.

1.04. Addenda. If the Department finds it necessary to supplement, modify, or interpret any portion of the RFI documents, a written “Addendum” will be posted on the VIP. It is the responsibility of the Vendor to be aware of any Addenda that might have a bearing on their response.

1.05. Submittal of Response. Responses are due in accordance with VIP and Schedule of Events.

Vendors’ responses must be in writing and submitted electronically via email. Responses must be emailed to the Procurement Officer (Section 1.02). The naming convention for the subject line within your email is:

Subject Line: Your Company Name – DEP RFI # 2026005

Once received, all RFI responses and attachments shall become the exclusive property of the Department and will not be returned. The Department is not liable for any of the costs incurred by the Vendor in preparing and submitting a response.

The response package must contain a title page including the below contact information:

• Vendor/Company Name;

• Contact Name and Title;

• Address; and

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• Phone Number and email address.

To ensure a clear understanding of the products and service, the Department may use this RFI as the basis for requesting demonstrations. These demonstrations will be at the Department’s discretion and at no cost to the Department.

1.06. Public Records. Any material submitted in response to this RFI will become a public record pursuant to Chapter 119, Florida Statutes (F.S.), once it is shared with the Department. Any claim of confidentiality is waived upon submission, unless addressed as set forth below.

Disclosure and Ownership of Response Contents: A Vendor’s response to this RFI shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of Chapter 119, F.S. All information in a Vendor’s response (including, without limitation, technical and price information) will be a matter of public record, subject to the provisions of Florida’s Public Records Act, Chapter 119, F.S., regardless of copyright status. Submission of a response to this RFI shall constitute a waiver of any copyright protection which might otherwise apply to the Department’s production, disclosure, inspection and copying of such response and contract, or any part thereof, except those parts asserted to be exempt under Chapter 119, F.S. The response, upon submission shall be the property of the Department (except those parts asserted to be exempt in the manner set forth below), and the Department, in its sole discretion, shall have the right to use, reproduce, and disseminate the response. The Department reserves the right to use any and all information contained in a response received to this RFI.

Any content submitted to the Department which is asserted to be exempt under Chapter 119, F.S., shall be set forth on a page or pages separate from the rest of the response, and clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption, confidentiality, or trade secret specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption, confidentiality, or trade secret as applied to the portion of the response or other document in which the content is set forth.

Per Section 287.012(22), F.S., “Responses to these requests are not offers and may not be accepted by the agency to form a binding contract.” Vendors submitting information to this RFI are not prohibited from responding to any related subsequent solicitation. The Department reserves the right to use or reject any information supplied in response to this RFI.

1.07. RFI Process.

The Department will review and analyze information received in response to this RFI to determine the feasibility of issuing a competitive solicitation for these products/services. Any request for cost information received will be used solely to gain a perspective of the potential budgetary magnitude.

Responses to this RFI will be reviewed for informational purposes only and will not result in the award of a contract. Submitting a response to this RFI shall not disqualify a vendor for responding to any related subsequent solicitation.

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SECTION 2.00 – TECHNICAL REQUIREMENTS

2.01 Overview. Chapter 2025-198, Laws of Florida, provides funding for the Department to install smart devices that automatically dispense biological treatments into septic tank systems to rejuvenate and/or maintain the health of the septic tank system. Prior to solicitation for these devices and/or their installation, the Department seeks additional information about these devices and their installation.

2.02 Background. The appropriation provides, in relevant part, as follows:

From the funds in Specific Appropriation 1540, $1,000,000 in nonrecurring funds from the General Revenue Fund is provided to the department for installation of smart devices that automatically dispense biological treatments into septic tank systems to rejuvenate and/or maintain the health of the septic tank system. The Department shall have the devices installed on all septic tank systems located in state parks near Florida's natural springs. Where the required internet connections are not available to use smart devices, funds may be used to acquire the necessary satellite internet connection equipment.

Additionally, the department shall work with the Florida Gulf Coast University Water School to facilitate the installation of the smart devices on home septic tank systems of willing homeowners in the Peace River Basin where septic tanks have proven to be a leading cause of adverse water quality.

The Department shall provide an installation update and a report on the impact of the smart devices on the septic systems. The report shall be submitted to the Governor, the President of the Senate, and the Speaker of the House of Representatives by January 19, 2026.

The Department manages 175 state parks, of which 26 are near springs.

2.03 Key Questions. In order to solicit for the devices identified in the appropriation, the Department seeks additional information as specified in the questions below. Responsible vendors should answer each question to the best of their ability. Additional information about products or services may be provided.

• How do these smart devices operate, including specifically how they rejuvenate and/or maintain the health of the septic tank system? Please reference any independent or industry studies supporting any information provided.

• Are these smart devices safe for use in nutrient-reducing septic systems?

• Are these smart devices effective for use in nutrient-reducing septic systems?

• Where on the septic system are these smart devices installed (please be precise)?

• On what information does the smart device base its dispersant of the biological treatment (e.g., a timer, water quality characteristics, flow rates, or other trigger)?

• What criteria should the Department include in the solicitation in order to ensure that the smart systems will rejuvenate and/or maintain the health of the septic tank system?

• Is the smart device installed by the manufacturer or will the Department need to separately-solicit a vendor for installation?

• Are there size requirements associated with the smart devices such that different size septic systems may require different size devices? If so, please explain.

• What are the maintenance requirements of the smart device?

• What is the typical lifespan of the smart device?

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• What type of warranties should the Department include in its solicitation (for both the device and its installation)?

• Is the smart device sold with a proprietary biological treatment associated with a specific smart device or may the Department utilize any off-the-shelf biological treatment?

o If off-the-shelf, are there any limitations the Department should be aware of?

o If proprietary, what should the Department request in its solicitation to ensure its safety and efficacy?

• What quantity of biological treatment product should the Department anticipate utilizing for a year of operation in commercial- and residential-sized septic systems?

• What kind of internet connection is needed (speed and reliability requirements) for the smart device to operate correctly?

• Does the smart device require power and, if so, what amperage is necessary?

• What equipment or specialized tools are needed, if any, for installation of the device?

• As the Department is required to submit a report on the smart device on the septic system as specifically listed in the appropriation, what “impact” to the system would be anticipated from the installation and how might that impact may be measured?

• Based on your experience, are there any other requirements that the Agency needs to identify or take into consideration when procuring these services? If so, please identify what that might be.

• Has your company installed these devices in Florida? If yes, are there any special considerations that need to be taken into account?

Additionally, the Department requests any product brochures regarding the system and services, estimated cost breakouts, where available, to prioritize available funding if necessary. See Table 4.0.

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SECTION 3. 00 – VENDOR CONTACT INFORMATION

Providers are asked to provide the following information:

CONTACTS

Primary contact regarding this submission? Name:

Email Address:

Phone:

Title or Role in Organization?

Primary contact to schedule Presentation:

(If other than contact above)

Name:

Email Address:

Phone:

Title or Role in Organization?

Company Website URL:

Type of Organization (Corporation, Partnership, etc.):

How long has your company been in this type of business?

Years:

Months:

Location of Project Manager that would serve the Department:

City:

State:

Location of Regional Sales Manager that would serve the Department:

City:

State:

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SECTION 4.00 – COST INFORMATION

Providers are asked to provide the following cost information:

DESCRIPTION

PER/UNIT OF

MEASURE

Estimated per Unit Smart Device Cost:

Estimated Installation Cost assuming, for this RFI’s purposes, that internet and power is available:

Estimated maintenance cost over life of smart device:

Estimated biological treatment cost (materials) over 1 year: