Request for Proposals (RFP)

For

Installation & Maintenance of Potable Water Filtration Systems

RFP 2026011

Procurement Officer:

Wanda Norton Purchasing Analyst, Department of Environmental Protection Bureau of Procurement & Contracting Services - Procurement Section

3800 Commonwealth Blvd., MS #93 Tallahassee, FL 32399-3000

Email: Wanda.Norton@FloridaDEP.gov

Installation & Maintenance of Potable Water Filtration Systems

Rev. 07/30/24

Table of Contents 1 Introduction

1.1 Solicitation Objective

1.2 Background and Program Information

1.3 Anticipated Contract Term & Renewals

1.4 Definitions

1.5 Draft Contract

1.6 Procurement Officer

1.7 Special Accommodations

1.8 Timeline of Events

1.9 List of Attachments and Forms

2 RFP Process

2.1 Vendor Responsibilities

2.2 Who May Respond

2.3 Overview of the RFP

2.4 Conformance to Requirements

2.5 Limitation on Vendor Contact with Agency During Solicitation Period

2.6 Addenda/Amendments to the RFP

2.7 Contract Formation

2.8 Disclosure of Response Contents

2.9 Withdrawal of Responses

2.10 Administrative Cure Process

2.11 Clarification Process

2.12 Information from Other Sources

2.13 Firm Response

2.14 Right to Reject

2.15 Cancellation, Non-Award, and Withdrawal

2.16 Misrepresentations

2.17 Licensure & Registration

2.18 Replacement and Alternate Responses

2.19 Exclusivity

2.20 Diversity

2.21 Bid Protests

3 Response Instructions

3.1 MyFloridaMarketPlace (MFMP) Vendor Registration

3.2 Pre-Response Conferences and/or Site Visits

3.3 Submission of Responses

3.4 Response Content Requirements

3.5 Economy of Presentation

3.6 Confidential Response Materials and Redacted Submissions

4 Scope of Work

4.1 Scope of Work

4.2 Definitions

4.3 General Contractor Responsibilities and Requirements

4.4 Material Specifications

4.5 Deliverables

4.6 Invoicing and Payment

4.7 Subcontracting Reimbursement

4.8 Performance Measures and Acceptance Criteria

4.9 Department’s Responsibilities

4.10 Annual Inflation Adjustment

5 Evaluation Criteria

5.1 Evaluation of Volume I, Past Performance

5.2 Evaluation of Volume II, Technical Response

5.3 Evaluation of Volume III, Rate Schedule

5.4 Available Points

5.5 Compilation of Evaluation Scores

6 Award

6.1 Basis of Award

6.2 Florida-Based Business Preference

6.3 Award Preferences for Equal Scores (Ties)

6.4 Recommendation of Award

6.5 Posting of Decision

6.6 Execution of Contract

6.7 Failure to Perform the Contract

1 Introduction The Florida Department of Environmental Protection (the Department or DEP) hereby issues this Request for Proposals (RFP) to contract for Installation & Maintenance of Potable Water Filtration Systems. The Solicitation will be administered through the Vendor Information Portal (VIP).

Respondents interested in submitting a Response must comply with all of the terms and conditions described in this RFP.

1.1 Solicitation Objective

The Department intends to enter into a contract using the Attachment 1, Draft Contract, for Installation & Maintenance of Potable Water Filtration Systems, hereby incorporated by reference. The Department intends to make a single award, however the Department reserves the right to award to one Respondent or multiple Respondents, or to make no award, as determined to be in the best interest of the State.

1.2 Background and Program Information

The Water Supply Restoration Funding Program was created by the Florida legislature in the mid-1980s and the Water Supply Restoration Funding (WSRF) Program continues to be funded by the Water Quality Assurance Trust Fund and the Inland Protection Trust Fund for the restoration of safe drinking water to well owners impacted with potential health hazards due to man-made contamination. This Contract is for services to provide labor, filtration systems, and filter maintenance to provide safe drinking water for potable well owners in Florida impacted by contamination exceeding health advisory levels.

Services are required by the Department to provide labor, filtration systems, and filter maintenance to provide safe drinking water for potable well owners in Florida impacted by contamination exceeding health advisory levels.

1.3 Anticipated Contract Term & Renewals

The initial term of the Contract will be five (5) year(s) with up to five (5) renewal year(s). At the discretion of the Department, the Contract may be renewed subject to the terms and conditions specified in the Contract.

1.4 Definitions

The “General Contract Conditions” Form PUR 1000 (PUR 1000) and “General Instructions to Respondents” Form PUR 1001 (PUR 1001), found in Rule 60A-1.002, Florida Administrative Code (F.A.C.), are hereby incorporated by reference and can be accessed at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state _purchasing_pur_forms. The following definitions apply to this RFP:

Business Days - Monday through Friday, inclusive, except for State government holidays.

Confidential Information - Any documents, data, or records that are confidential and not subject to disclosure pursuant to Chapter 119, Florida Statute (F.S.), the Florida Constitution, or any other authority.

Contract - The agreement that results from this competitive procurement, if any, between the Department and the Contractor.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Contractor(s) - The Respondent(s) that will be awarded a Contract pursuant to this Solicitation.

Respondent – An entity that submits a Response to this RFP.

State - The State of Florida.

1.5 Draft Contract

Awarded Respondent(s) must provide the contractual services sought by this RFP in accordance with the terms, conditions, and Scope of Work detailed in the Draft Contract. All Respondents should carefully review the Draft Contract prior to submission of a Response. Any questions related to the Draft Contract should be submitted as a formal question in accordance with the instructions contained in this RFP.

1.6 Procurement Officer

The Procurement Officer is the Department’s sole point of contact for information regarding this RFP from the date of release until an Agency Decision is posted on the VIP. Violation of this provision may be grounds for rejecting a Response.

Refer ALL inquiries in writing to the Procurement Officer by email. Responses to timely questions posed to the Procurement Officer will be posted on the VIP, at https://vendor.myfloridamarketplace.com/ in accordance with Section 2.3.1.2 below.

The Department will not talk to any Respondents or their agents regarding a pending solicitation.

Questions will NOT be answered via telephone.

1.7 Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Department’s Procurement Officer. Requests for accommodation for meetings must be made at least five (5) Business Days prior to the meeting.

1.8 Timeline of Events

The following schedule will be strictly adhered to in all actions relative to this Solicitation. The Department reserves the right to modify this schedule and will notify participants in the Solicitation by posting an addendum to this Solicitation on VIP. It is the responsibility of the Respondent to check VIP on a regular basis for such updates.

Event Date Time* Location/Method

RFP Advertised 1/26/26 N/A Vendor Information Portal Questions Due 2/9/26 5:00 PM Email to Procurement Officer Answers Posted (Anticipated)

On or about:

2/16/26 Vendor Information Portal

Responses Due 3/3/26 3:00 PM

Department of Environmental Protection DEP Procurement Section, Room 215 3800 Commonwealth Blvd, MS93 Tallahassee, Florida 32399-3000

Public Opening 3/4/2026 10:00 AM

Teleconference by calling +1 850-629-7330

Phone Conference ID: 527 113 336# The number will be active 5 minutes before the meeting.

https://vendor.myfloridamarketplace.com/

References Contacted Between: Telephone and/or Email 3/9/26 3/13/26

Award Date (Anticipated) On or about:

3/23/26 Vendor Information Portal

*All times are Eastern Time Zone.

1.9 List of Attachments and Forms

The Attachments, Exhibits, and Forms below are incorporated by reference. Copies of these documents are available in the VIP advertisement that accompanies the RFP posting. If a Form requires electronic completion or filling in, such as a Microsoft Excel spreadsheet, an electronic copy can be obtained by contacting the Procurement Officer.

Attachment Title 1 Draft Contract 2 Past Performance Evaluation Form 3 Work Order Forms 4 Work Change Justification Form 5 Invoice Form 6 Water Supply Restoration/Replacement Fund (WSRF) Application 7 Filter System Agreements and Diagrams 8 Schematics of Granulated Activated Carbon Filter (GAC) Types

Form Title A Business Response Form B -Reserved- C Client Reference Form D Rate Schedule E Award Preference Form F -Reserved- G Forced Labor Attestation Form

2 RFP Process

2.1 Vendor Responsibilities

Vendors should carefully read the entire RFP, all attachments, and any addenda before submitting a Response. Vendors interested in submitting a Response must comply with all instructions, terms, and conditions of this RFP to be considered for Award.

Vendors are responsible for understanding all terms and conditions of this RFP, its attachments, addenda, and proposed resulting Contract. If a Vendor does not understand these requirements, Vendor should submit formal questions to the Department in accordance with Section 2.3.1.2.

2.2 Who May Respond

Vendors who possess the financial capability, experience, and personnel resources described in this RFP are invited to submit Responses. Vendors on the Convicted, Suspended, Discriminatory Vendor List(s), the Antitrust Violator Vendor List(s), and/or the Scrutinized List(s) of Prohibited Companies may not submit a Response.

2.3 Overview of the RFP

The RFP is a method of competitively soliciting a commodity or contractual service under Chapter 287, F.S. The RFP process involves three phases: Solicitation, Minimum Mandatory Requirement Review and Evaluation.

2.3.1 Solicitation Phase

2.3.1.1 Pre-Response Conference and Site Visit (If Applicable) The Department may hold an optional or mandatory pre-response conference or site visit as part of the process as indicated in Section 3.2.

Anyone attending a pre-response conference or site visit is required to register their attendance in a means provided by the Department at the time and location of the meeting. Respondents who fail to attend or who are not represented at a mandatory conference or site visit will be determined Non- Responsive.

Note: Any answers to questions given at any conferences or site visits are not binding and do not alter the RFP. Only questions submitted in accordance with the instructions below and answered on the VIP are considered binding.

2.3.1.2 Question and Answer Period

Respondents may submit questions regarding the terms, conditions, and requirements of the RFP to the Procurement Officer via email by the deadline listed in the Timeline, Section 1.8 of the RFP. No question will be answered/considered after the deadline.

Questions will not constitute a formal protest of the specifications or of the Solicitation. Answers to questions will be posted on the VIP.

All emails shall have the Solicitation number in the subject line. The Department recommends that questions be submitted in the following format:

RFP Section RFP Page # Question

2.3.1.3 Submission of Responses

Once the Department posts the answers to the questions, Respondents may begin submitting Responses as indicated in Section 3.4; however, Respondents are encouraged to submit their Responses no earlier than five (5) days prior to the submission deadline. Responses must be submitted by the deadline listed in the Timeline above.

2.3.1.4 Public Opening

The Department will open the Responses in a public meeting at the date, time, and location noted in the Timeline, Section 1.8. The Procurement Officer will review the entire Response to ensure that all required volumes were timely submitted, however prices will not be read aloud at the public opening.

2.3.2 Minimum Mandatory Requirement Review Phase

2.3.2.1 Administrative Review

All responses will be reviewed by the Procurement Officer to ensure that Responses contain all mandatory Forms and are complete. Complete Responses will be sent to the Evaluation Team for their qualitative review.

2.3.2.2 Responsibility Review

The Department will review the Responsibility section of the Respondent’s Business Response Form, Form A, for affirmative responses and attached documentation, if any. Answers in the affirmative are not, in themselves, grounds for declaring a vendor as Non-Responsible; the Department may seek additional clarification and decide whether the circumstances of the case warrant declaring a Respondent Non-Responsible. Respondents deemed Non-Responsible are not eligible for Contract Award.

2.3.3 Evaluation Phase

2.3.3.1 Technical Response Evaluation

The Department will evaluate Responses from responsive and responsible Respondents that meet the Minimum Mandatory requirements listed in Form A, Business Response Form, and provide the documentation required in this Solicitation. All Respondents and Responses that meet the minimum mandatory requirements reviewed by the Procurement Officer will be evaluated according to the Evaluation Criteria in Section 5. Each evaluation team member will work independently using the Evaluation Criteria contained Section 5, to review and score Respondent’s Technical Response. Upon completion of the Technical Response evaluation, the evaluators will submit their scores to the Procurement Officer for tabulation.

A Respondent’s Response is the only material which will be considered by the evaluators. No oral or written representations, prior conversations, meetings, projects, or outside information, other than what is specifically requested to be in a Response, will be considered by the evaluators.

2.3.3.2 Past Performance

The Respondent’s references will be contacted by the Department by telephone during normal working hours (8:00 AM - 5:00 PM) as indicated in the Timeline. The Department will make up to two (2) attempts to call before making one attempt to contact the references by email. If the contact person cannot be reached following the three (3) attempts, or if the Respondent fails to provide a reference, the Respondent will receive a score of zero (0) for that reference.

2.3.3.3 Rate Schedule Evaluation

The Procurement Officer will review the Rate Schedule and apply the scoring criteria as contained in the Evaluation Criteria in Section 5.

2.3.3.4 Compilation of Scores

After the evaluation phase, the Procurement Officer will compile the final evaluation scores and use them to develop the recommendation of award.

2.4 Conformance to Requirements

In order to be considered for Award, Responses submitted to the Department must conform in all material aspects to the requirements set forth in this RFP, including the requirement set forth in Form D, Rate Schedule. Responses failing to conform in all material aspects to the requirements included in this RFP, including the requirement set forth in Form D, Rate Schedule are Non-Responsive and are not eligible for Award, at the sole discretion of the Department.

This is a request for proposals. The proposal must not include any proposal to negotiate, or any proposed terms and conditions that supersede, conflict with, take exception to, supplement, or materially change, the terms and conditions set forth in this RFP or the documents that will comprise the Contract. Any questions regarding the terms, conditions, or requirements of this RFP or the Contract can be raised during the Question and Answer Period described in Section 2.3.1.2 of this RFP.

Respondents that fail to comply with the requirements of this paragraph may, at the sole discretion of the Department, be deemed to be Non-Responsive.

2.5 Limitation on Vendor Contact with Agency During Solicitation Period Respondents to this Solicitation or persons acting on their behalf may not contact, between the release of the Solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this Solicitation, except in writing to the Procurement Officer or as provided in the Solicitation documents. Violation of this provision may be grounds for rejecting a Response.

2.6 Addenda/Amendments to the RFP

The Department reserves the right to modify this RFP by issuing addenda and/or amendments. All changes to the RFP will be made through addenda or amendments posted on the VIP. It is the responsibility of the Respondent to check for any changes on the VIP. Issuance of written Addenda and/or amendments is the only method by which a solicitation may be modified.

2.7 Contract Formation

The Department will issue a notice of award, if any, to successful Respondent(s). No contract shall be formed between the Department and the awarded Respondent until both parties sign the Contract. The Department will not be liable for any costs incurred by a Respondent in preparing or producing its Response or for any work performed before the Contract is effective.

The Contract will consist of the Draft Contract as attached, which will incorporate the Scope of Work/Technical Specifications, below in Section 4, relevant portions of the Response submitted by the awarded Respondent (if any), and the Rate Schedule submitted by the awarded Respondent. If there is any discrepancy between the Scope of Work/Technical Specifications and the incorporated relevant portions of the Response, the terms most favorable to the Department shall prevail.

The Department objects to and shall not consider any additional terms or conditions submitted by a Respondent, including any appearing in documents attached as part of a Response, except those identified in the Contract. The Respondent shall bring any perceived inconsistencies among any of the provisions of the RFP and its attachments to the attention of the Department prior to the submission of its Response. At any time during the Solicitation, the Department may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract. The Contract that results from this Solicitation will be posted on the Florida Accountability Contract Tracking System (FACTS) website in accordance with section 215.985, F.S., “Transparency Florida Act.”

2.8 Disclosure of Response Contents

All documentation produced as part of the RFP will become the exclusive property of the Department and will not be returned to the Respondent unless it is withdrawn prior to the Response opening in accordance with Section 2.9. Once the Procurement Officer opens the Response, the Response may be disclosed pursuant to a public records request, subject to any confidentiality claims and the timeframes identified in section 119.071(1)(b), F.S.

2.9 Withdrawal of Responses

The Respondent may withdraw or modify a Response at any time prior to the due date by submitting a request to the Procurement Officer.

2.10 Administrative Cure Process

In the interest of maximizing competition, the Response qualification and cure process seeks to minimize, if not eliminate, Respondent disqualifications resulting from nonmaterial, curable deficiencies in the Response that are identified in the Minimum Mandatory Review Phase. Therefore, the Department may, in its sole discretion, notify Respondents whose qualifying information or documentation does not meet the requirements of the RFP and allow for the correction of errors and omissions prior to making a final determination of responsiveness. Timely cures made pursuant to this section will be accepted by the Department.

2.11 Clarification Process

The Department may request clarification from the Respondent for the purpose of resolving ambiguities or questioning information presented in the Response. Clarifications may be requested throughout the Solicitation process. The Respondent’s answers to requested clarifications must be in writing and must address only the information requested. Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department in the requested clarification.

2.12 Information from Other Sources

The Department reserves the right to seek information from outside sources regarding the Respondent, the Respondent’s offerings, capabilities, references, and the Respondent’s performance, if the Department determines that such information is pertinent to the RFP. The Department may consider such information throughout the Solicitation process including, but not limited to, determining whether the award is ultimately in the best interest of the State. This may include, but is not limited to, the Department engaging consultants, subject matter experts, and others to ensure that the Department has a complete understanding of the information provided pursuant to the Solicitation.

2.13 Firm Response

The Department may make an award within one hundred and eighty (180) days after the date of the opening, during which period responses shall remain firm and shall not be withdrawn. If award is not made within one hundred and eighty (180) days, the Response shall remain firm until either the Department awards the Contract, or the Department receives from the Respondent written notice that the Response is withdrawn. Any response that expresses a shorter duration may, in the Department's sole discretion, be accepted or rejected.

2.14 Right to Reject

The Department may reject any Response not submitted in the manner specified by the Solicitation documents. Respondents whose past performance, current status, or Response does not reflect the capability, integrity, or reliability to fully, and in good faith, perform the requirements of Contract may be rejected as Non-Responsible and are not eligible for Award.

2.15 Cancellation, Non-Award, and Withdrawal

When the Department determines that is it in the best interest of the State, it reserves the right to:

• Cancel this Solicitation.

• Make no Award and reject all responses.

• Withdraw the Solicitation at any time, including after an award is made.

• Withdraw or amend its Notice of Award at any time prior to execution of a contract, including, but not limited to situations in which the Contractor(s) fails to execute the contract.

• Re-procure services.

2.16 Misrepresentations

All information submitted, and all representations made, by the Respondent in a response may be relied upon by the Department in determining Responsibility of a Respondent for Award. Any misstatement or omission, whether intentional or not, may be treated by the Department as a fraudulent concealment of the true facts relating to the Response. Such misrepresentation will be a basis for the Department to disqualify the Respondent as Non-Responsible, and bar the Respondent from participation in any re-solicitation pertaining to this subject matter (regardless of whether the re-solicitation resulted from Respondent’s misrepresentation) and may be punishable under law, including, but not limited to, Chapter 817, F.S.

2.17 Licensure & Registration

Prior to the execution of a Contract, the selected Respondent must be properly licensed to do business within the State, and all entities must be appropriately registered with the Florida Department of State, if required by federal or state law.

2.18 Replacement and Alternate Responses

The Department will only consider one (1) Response per Respondent, unless otherwise indicated in Section 3. Respondents may submit revised Responses at any time prior to the Response Due Date as specified in the Timeline of Events. Revised Responses must include a statement, signed and dated by an Authorized Signatory, withdrawing all prior Responses from the Respondent. Alternate commodities and/or contractual services may be proposed only if permitted in accordance with the instructions contained in this Solicitation. The Department is under no obligation to consider alternate commodities and/or contractual services to those requested in this Solicitation if not specifically requested as part of a Response and may reject a Response making such offers as Non-Responsive.

2.19 Exclusivity

This Solicitation will not result in an exclusive license to provide the commodities and/or contractual services described in this Solicitation or the resulting Contract. The Department may, in compliance with applicable laws, contract with other vendors to provide the same or similar commodities and/or contractual services if the Department determines that doing so will serve the State’s best interests.

2.20 Diversity

The State is dedicated to fostering the continued development and economic growth of minority-owned, veteran-owned, and woman-owned businesses. Participation of a diverse group of Respondents doing business with the Department is central to the State’s effort.

The Office of Supplier Development (OSD) has been established within the Florida Department of Management Services (DMS) to certify qualifying minority-owned, veteran-owned, and woman-owned business enterprises (CBEs). CBEs are encouraged to participate in the State’s procurement process as both prime Respondents and subcontractors. Non-CBE Respondents are encouraged to partner with CBEs for Contract performance.

2.21 Bid Protests

Failure to file a protest within the time prescribed in section 120.57(3), F. S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Documents received after normal working hours (Monday-Friday, 8:00 a.m. - 5:00 p.m., Eastern Time) will be filed the following business day.

All filings must be made with the Agency Clerk ONLY and are only considered "filed" when stamped, physically or digitally, by the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

The Agency Clerk's address is:

Agency Clerk, Office of General Counsel Department of Environmental Protection 3900 Commonwealth Boulevard, Douglas Building, MS#35 Tallahassee, Florida 32399-3000 Email: Agency_clerk@floridadep.gov

-The remainder of this page intentionally left blank-mailto:Agency_clerk@floridadep.gov

3 Response Instructions This section contains the General Instructions and Special Instructions to Respondents. The “General Instructions to Respondents” Form PUR 1001 is incorporated by reference and can be accessed at https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state _purchasing_pur_forms.

The terms of the PUR1001 are controlling for this RFP, except for the following sections, which are inapplicable:

Section 3. Electronic Submission of Responses Responses shall be submitted in accordance with Section 3.4 of this Solicitation.

Section 5. Questions Questions shall be submitted in accordance with Section 2.3.1.2 of this Solicitation.

Section 14. Firm Response.

This paragraph is superseded by Section 2.13 of this Solicitation.

Section 15. Clarifications/Revisions.

This paragraph is superseded by Section 2.11 of this Solicitation.

Section 16. Minor Irregularities/Right to Reject.

This paragraph is superseded by sections 2.10, 2.14 and 6.1 of this Solicitation.

Section 17. Contract Formation.

This paragraph is superseded by Section 2.7 of this Solicitation.

Section 20. Protests.

This paragraph is superseded by Section 2.21 of this Solicitation.

3.1 MyFloridaMarketPlace (MFMP) Vendor Registration

Prior to execution of the Contract by the Department, the Contractor must be registered with MFMP.

Information about the registration process is available on, and registration may be completed at https://vendor.myfloridamarketplace.com/.

Prospective vendors who do not have internet access may request assistance from MFMP Customer Service within DMS.

The following United Nations Standard Products and Services Code(s) (UNSPSC) are provided to assist potential Respondents in their registration efforts:

Code Title 40161500 Filters 40161600 Purification 40161800 Filter media 41113700 Electronic and Communication Measuring and Testing Instruments https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://vendor.myfloridamarketplace.com/

47101500 Water Treatment and Supply Equipment 47101600 Water Treatment Consumables 70171501 Water Quality Assessment Services 70171601 Water Quality Management 72154501 Heavy Equipment Maintenance and Repair Service 83101506 Water Treatment Services

3.2 Pre-Response Conferences and/or Site Visits

The Department will not hold a Pre-Response Conference or a Site Visit.

3.3 Submission of Responses

Respondents shall deliver Responses to the Department’s office designated in the Timeline of Events before the date and time specified. Any Response that is received after the exact time specified in the Timeline of Events is late. Late Responses, as well as Responses submitted through email or by facsimile, are Non-Responsive and will not be evaluated. All Response materials must be packaged so that each box shipped to the Department does not exceed 25 pounds.

Response packages must be marked to show the Respondent's name and address, the Solicitation number, and the date and time Responses are due. If multiple packages are shipped, package sequences (i.e. 1 of 3, 2 of 4, etc.) must also be indicated on the outside of the package.

Responses must be submitted by U.S. Mail, United Parcel Service (UPS), Federal Express (FedEx), private courier, or hand delivery. Electronic mail (e-mail) submission or facsimile transmission of responses are NOT authorized and will NOT be accepted.

3.4 Response Content Requirements

Respondent’s Responses must be submitted in hard and electronic copies divided into volumes containing the information specified below:

Volume Name Copies Volume I Business Response One (1) Original Volume II Technical Response One (1) Original Volume III Rate Schedule One (1) Original CD/DVD/USB Electronic Copy of Response One (1) copy of each Volume CD/DVD/USB Redacted Electronic Copy of Response (if applicable) One (1) Redacted copy of each Volume

3.4.1 Volume I, Business Response

Respondents must prepare a Business Response volume in the order outlined below.

Volume I Business Response Page Limit Tab A Executive Summary Two (2) Tab B Required Forms None

3.4.1.1 Tab A: Executive Summary

Respondents must prepare and include an Executive Summary that summarizes the key points from the Respondent’s Business and Technical volumes. The Executive Summary must begin with company/division’s street address; and size of business, CBEs status, and a summary of the key points from the Respondent’s Response. If the Respondent is a current or former Contractor to the Department, the Respondent will notify the Department of the contract number and the Department’s contract manager in its Executive Summary.

3.4.1.2 Tab B: Required Forms

Respondents must complete and submit Form A, Business Response Form.

Respondents must complete Form C, Client Reference Form, for three (3) Clients to whom Respondent has provided commodities and/or contractual services of similar scope and size as those identified in the RFP. The three (3) completed Client Reference Forms shall be attached in this Tab. Respondents shall not list the Department as a reference. Current or former Contracts with the Department indicated in the Executive Summary will not count as one of the three references.

Respondent gives Department permission to contact client references and obtain their opinion of the Respondent’s past performance using the questions listed on Attachment 2. The Respondent acknowledges that Department will record the client’s opinion on Attachment 2, and that the completed form will become a public record.

Respondents must complete and submit Form G, Forced Labor Attestation.

3.4.2 Volume II, Technical Response

The Respondent must prepare and submit a Technical Response volume detailing their qualifications, capabilities, and a description of the commodities and/or contractual services that they will provide to the Department. The Technical Response must contain complete responses to all items. If a portion of any section is omitted, the Response may be deemed Non-Responsive at the sole discretion of the Department.

Volume II Technical Response Tab A Introduction Tab B Background and Organizational Structure Tab C Qualifications and Experience

3.4.2.1 Tab A: Introduction

Respondents must provide a general description of how the Respondent will accomplish the overall goal of this Solicitation.

3.4.2.2 Tab B: Background and Organizational Structure

Respondents should provide information on the historical background of the Respondent and on the Respondent’s organizational structure. This should include years in operation and years involved in work related to this Solicitation.

3.4.2.3 Tab C: Qualifications and Experience

Respondents should present the qualifications of the Respondent and Respondent’s team. The following topics must be addressed:

a) Each Team member’s experience and examples of qualifications to perform assigned tasks should be outlined. The resume or curriculum vitae for the proposed project manager and principal point of contact must be provided;

b) Respondent’s past experience developing solutions to common potable water filtration issues (i.e.

high Iron levels or other issues);

c) Respondent’s experience with customer service related to water filtration systems; and

d) Respondent’s knowledge of and experience with the types of potable water filtration systems and media used to treat contamination.

3.4.3 Volume III, Rate Schedule

The Respondent must complete and submit the Form D, Rate Schedule, without alteration, using the instructions provided. The Rate Schedule is to be organized as directed on the Form and must contain complete responses to all items. If a portion of any section is omitted, the Rate Schedule may be deemed Non-Responsive at the sole discretion of the Department. The Respondent must not submit their own forms, including quote forms or other documents, in lieu of Form D.

3.5 Economy of Presentation

Responses must be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this Solicitation without the use of marketing materials, white papers, fancy or flashy graphics, case studies, or other promotional materials. The emphasis of each Response should be on completeness and clarity of content.

3.6 Confidential Response Materials and Redacted Submissions

In addition to the public records requirements of the PUR 1001, section 19, if the Respondent considers any portion of its Response to be Confidential Information or exempt under Chapter 119, F.S., or other authority (Public Records Law), then the Respondent must simultaneously provide the Department with an unredacted version of the materials and a separate redacted copy of the materials the Respondent claims as Confidential Information or exempt and in an index, as described in Section 3.6.1.

The Respondent shall mark the unredacted version of the document as “Unredacted version – contains Confidential Information” and place such information in an encrypted electronic form or a sealed separate envelope.

3.6.1 Redacted Submissions

If submitting a redacted version of its Response, the Respondent shall mark the cover of the redacted copy with the Respondent’s name, Department’s solicitation name, and number, and the words “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are Confidential Information or exempt from Public Records Law. An entire Response should not be redacted. An entire page or paragraph which contains Confidential Information or exempt material should not be redacted unless the entire page or paragraph is wholly Confidential Information or exempt from Public Records Law. In the Redacted Copy, the Respondent shall redact and maintain in confidence any materials the Department provides or seeks regarding security of a proposed technology system or information subject to sections 119.011(14), 119.071(1)(f), and 119.071(3), F.S.

In addition, the Respondent should submit a separate index listing the Confidential Information or exempt portions of its Response. The index should briefly describe in writing the grounds for claiming exemption from the Public Records Law, including the specific statutory citation for such exemption.

The Redacted Copy will be used to fulfill public records and other disclosure requests and will be posted on the FACTS website. In addition, the Department will follow the procedures described in Attachment 4, Public Records Requirements, of the Draft Contract.

By submitting a Response, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its Response are Confidential Information or otherwise not subject to disclosure. If the Respondent fails to submit a Redacted Copy of its Response, the Department is authorized to produce the entire unredacted Response submitted to the Department in response to a public records request.

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4 Scope of Work

4.1 Scope of Work

The Contractor shall provide labor, supervision, equipment, materials, and expertise required for the installation, exchange, maintenance and removal of Potable Water Filtration Systems in the location(s) (“Work Sites”) throughout the State of Florida in the timeframe(s) as specified in each assigned Department Work Order Form (Work Order) (Attachment 3). The Work Order is generated based on Florida Department of Health (DOH) sampling results on potable water wells that have been identified as having levels of specific constituents above the Maximum Contaminant Level (MCL), Health Advisory Level (HAL), or determined to be a health hazard to the Work Site Owner/Resident. Work will be directed by the Water Supply Restoration Funding (WSRF) Program. If connecting to a public water system is not possible, the Contractor will install and maintain a filtration system(s) in accordance with this Scope of Work (SOW) to remove the contaminant(s) from the existing well water supply. (Service).

4.2 Definitions

In this Contract, the following terms shall be defined as set forth below:

Business Hours: The hours are between 8.00 a.m. and 5.00 p.m. on Business Days.

Emergency Work: Is work initiated by a customer call and/or complaint or by the Department when a filter is leaking, and property damage may occur due to the leak, or a customer is without water due to a State Filter issue.

Owner/Resident: Property Owner and/or the person residing at a work site.

Regular Work: Is work directed/initiated by the Department by way of generated Work Orders including filter installations, exchanges, removals, and other materials and services.

State Filter (filter): A filter system provided and maintained by the Department pursuant to section 376.30(3)(C), Florida Statutes (F.S.), due to health‐related, man‐made sources of contamination.

Unscheduled Work: Work initiated by customer call/complaint or by Department where filter issues are identified that do not warrant an immediate response and can be worked into regular work activities.

Work Order: A document generated and provided to the Contractor by the Department, except for weekend emergency work, to be used by the Technician completing the work and which specifies the materials, services, and other conditions related to performing work at a work site.

State Holiday(s): State holiday(s) defined pursuant to section 110.117, F.S.

4.3 General Contractor Responsibilities and Requirements

The Work Sites will be located throughout the State of Florida. 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. The Department will provide the Contractor with information about the Owner/Resident requests and installed systems. This information system is maintained by the Department with information received from the DOH, the Owner/Resident, and the Contractor.

The Contractor shall provide the services described below and perform all work related to this Contract in accordance with the requirements set forth below, as applicable.

1. The Contractor's Contract Manager must be available (normal business hours) during normal Business Hours to have necessary and meaningful dialogue with the Department's Contract Manager on all contract‐related issues.

2. The Department will correspond with the Contractor by email or by phone. Issuance of Work Orders (Attachment 3) and important written correspondence shall be done by email or by certified mail, as needed, to maintain proper records of receipt dates. Email and phone conversations shall be employed for day‐to‐day interactions/clarifications. The Contractor shall use similar protocols in dealing with the Department on contract‐related issues.

3. The Contractor shall provide to the Department and current and potential Owner/Residents, a toll‐ free number for service calls on a 24‐hour basis.

a. The WSRF Program phone number shall be displayed on a sticker with the Department name and logo in a readable format and prominently displayed on all filter systems installed, exchanged, or maintained by the Department.

b. The Contractor shall remove, paint over or cover (on each site visit) previous Contractor's stickers, or damaged stickers, on all existing Departmental filter systems, and verify that the WSRF’s program telephone number is correct and readable to the Owner/Resident.

c. Upon the next site visit, the previous labels/stickers shall be removed and replaced with the new identification labels/stickers as needed to maintain legibility.

4. There must be a staff member familiar with all filter types and filter‐related issues available to answer Owner/Residents’ calls during Business Hours. At all other times (or when call volume is high during business days), there must be an answering machine (or answering service) to receive calls.

The Contractor shall respond to all unanswered Owner/Residents’ calls, within twenty-four (24) hours of the call being received. All answering machine recordings or answering service calls shall be saved and/or documented. The Contractor shall keep a telephone log of all incoming calls answered by the Contractor’s staff. The log shall include the date, name, address and nature of the call. When an Owner/Residents’ call results in a service call, details of the call shall be transferred to the Work Order. The Contractor shall have staff available to perform filter installations, exchanges and service calls during Business Hours and after hours to meet emergency needs. Unless unique circumstances exist, the Contractor shall coordinate work with the Owner/Resident. The Owner/Resident must be present for installing or servicing filters to be located inside the residence. This may require work after regular work hours (i.e., 5:00 p.m.) or on Saturdays if needed. There is a reasonable expectation the Owner/Resident will make themselves available during business hours for installation and service of filters located inside the residence. If the Owner/Resident believes scheduling the appointment during business hours presents undue hardship, a request to perform work outside of business hours will be considered by the Department. The Contractor will communicate to the Owner/Resident to contact the Department in writing to explain how this creates an undue hardship.

The Department will then decide if an undue hardship exists. If a hardship is determined to exist, the Contractor will provide installation and service outside normal business hours within reason. The Department has discretion to determine reasonableness of the proposed scheduling time.

5. Every Contractor employee installing and exchanging filters shall be a licensed plumber or a Water Quality Association Certified Installer (Certified Installer) or supervised by a Certified Installer. The Contractor shall provide a list of all employees and a timeline for uncertified employees to become certified.

6. The Contractor shall complete background checks for all employees performing work at Work Sites before the employee is sent out to any Work Site. This information is to be maintained by the Contractor, to be available to the Department upon request. The Contractor shall maintain this information for the duration of the Contract. For the purposes of this Contract, the Contractor shall not have employees/individuals convicted of any felony offense provide services at any Department‐ funded site. Travel Time Labor Rates.

a. The Contractor shall be compensated for Travel Time Labor for emergency maintenance trips only when such travel time cannot reasonably be scheduled, in accordance with the Rate Schedule. Unscheduled or emergency work is defined as resulting from Owner/Resident’s call/complaint and the resulting response/work is not done as part of a regular filter exchange/installation work travel. Travel Time Labor is defined as the labor costs for such additional travel to and from the site for travel time that deviates from normally scheduled work travel routes and must be in accordance with the Rate Schedule. The Travel Time Labor Rate in the Rate Schedule will be rounded up to the nearest (quarter) ¼ hour increment for portions of an hour, so travel will be billed in (fifteen) 15‐minute increments.

b. Travel costs are included in the fixed cost amounts of this Contract in the Rate Schedule, Travel Time Labor Rate, per Hour Rate Schedule. No other travel will be reimbursed under this Contract.

c. When emergency work is requested by Owners/Residents, the Contractor shall use its best effort to resolve emergency issues by phone with the Owner/Resident and/or the Department to minimize the required travel by incorporating this work with scheduled filter installations and exchanges.

d. The Contractor shall make commercially reasonable efforts to establish agreements with local plumbers to respond to emergencies in areas distant from the Contractor’s office(s). Such agreements can be used to respond to emergency calls received from a site located more than two (2) hours from the Contractor’s office(s) if: (1) at the time of the call the Contractor’s technicians are not working in the area; (2) the problem cannot be resolved over the phone;

and (3) the problem may result in the loss of drinking water or property damage. The Contractor shall provide to the Department’s Contract Manager all contact information for local plumbers used for unscheduled or emergency work. Contractors will respond to emergency work for program filters for the length of the contract term. Travel Time Labor will be recorded on the Work Order Form (Attachment 3) and start/stop from points of departure from the travel route for scheduled exchange/installation work or to and from the Contractor’s headquarters, whichever is less.

7. The Contractor may charge for additional labor hours at the additional Maintenance Labor Hourly Rate for work done above and beyond the fixed prices listed on Rate Schedule. Such labor shall be reviewed and approved only for the time spent onsite performing repairs discovered during regular filter exchanges, and unscheduled or emergency maintenance work that is required for effective functioning of filtration systems.

8. Maintenance Labor Hourly Rates in Rate Schedule shall be rounded up to the nearest (quarter) ¼ hour increment for portions of an hour, so labor will be billed in (fifteen) 15‐minute increments.

9. If an Owner/Resident does not honor an appointment time as recorded on the Work Order, the Department may pay the Contractor for up to a maximum of thirty (30) minutes of waiting time at the Travel Time Labor Rate during which the Contractor’s technician must make good faith attempts to contact the Owner/Resident.

10. Work Orders.

a. For any work to be performed pursuant to the Contract, the Contractor shall obtain a Work Order from the WSRF program, except for Emergency Work that is reported between 5 pm Friday and 5 pm Sunday.

b. The Work Order includes the site details (type of filter at the site, existing issues, type of work required) and the contact information of the Owner/Resident (site address, phone number). The technician records all work completed and notes the conditions/issues found at the site. The Department will provide Work Orders for all work, except emergency work reported between 5 pm on Friday and 5 pm on Sunday. Handwritten Work Orders are only allowed for emergency work reported between 5 pm on Friday and 5 pm on Sunday.

c. The Department may at its discretion require the use of a “Work Change Justification Form” (Attachment 4) for changes to the existing work order by the Contractor. If deemed necessary by the Department, this form must be completed and signed prior to payment of relevant Contractor invoices (Attachment 5).

d. The Department may at its discretion allow the Contractor to initiate/complete additional work without prior approval while on-site that is outside the initial Work Order (such as the installation or exchange of a filter designed to remove Iron), if such work is necessary to ensure the filter in the initial Work Order can function properly. The Contractor may then submit a request for the appropriate Work Order.