INVITATION TO BID

26-007

WATER QUALITY SAMPLING, ANALYSIS, AND REPORTING

SERVICES

November 7, 2025

OWNER:

BOARD OF COUNTY COMMISSIONERS

SANTA ROSA COUNTY, FLORIDA

BOBBY BURKETT – DISTRICT I

KERRY SMITH – DISTRICT II

RHETT ROWELL – DISTRICT III

RAY EDDINGTON – DISTRICT IV

COLTEN WRIGHT – DISTRICT V

26-007

INVITATION TO BID

WATER QUALITY SAMPLING, ANALYSIS, AND REPORTING

SERVICES

Solicitation advertised utilizing Santa Rosa County Procurement & Purchasing Ordinance 2023-06 adopted June 19, 2023

I. Notice to Respondents II. Bid Instructions, Submittal Requirements, and General Requirements

III. Insurance IV. Scope of Work V. Pricing Table

VI. Vendor Questionnaire and Submission Attachments:

A - Appendix I Landfill Locations

B - Appendix II Permits and RAPs

C - Appendix III Well Construction and Sampling Info

D - 26-007 Draft Contract

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1. Notice to Respondents

1.1. Summary

MEMORANDUM

TO: Company Addressed DATE: Friday, November 7, 2025

FROM: Santa Rosa County Procurement Office

SUBJECT: 26-007 Water Quality Sampling, Analysis, and

Reporting Services

Notice is hereby given that the Santa Rosa County Board of County Commissioners is seeking bids for Water Quality

Sampling, Analysis and Reporting Services.

A non-mandatory pre-bid meeting will be held via Teams on November 20, 2025 at 10:00 a.m. All interested parties are strongly encouraged to attend.

Specifications may be secured through the Santa Rosa County Procurement Portal at https://procurement.opengov.com/portal/santarosafl Questions concerning this request should be submitted through the procurement portal by 12:00 pm on Wednesday, November 26, 2025.

Please submit all bids through the procurement portal at https://procurement.opengov.com/portal/santarosafl by

10:00 am on Monday, December 8, 2025, at which time will be publicly opened via Teams.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids for sound documented reasons, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

2. Bid Instructions, Submittal Requirements, and General Requirements

2.1. Pre-Bid Activity

Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County

Administrator, Commissioners, County staff, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, https://procurement.opengov.com/portal/santarosafl

4 | P a g e attachments, terms and general conditions or instructions, or any issue must be directed in writing, via the County e-Procurement Portal located at https://procurement.opengov.com/portal/santarosafl.

All questions or inquiries must be received no later than the last day for questions stated in 26-007Water Quality

Sampling, Analysis, and Reporting Services & Legal Notice. Any addenda or other modification to the bid documents will be issued by the County prior to the date and time of bid closing, as written addenda, and will be posted to the

Santa Rosa County e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/santarosafl.

Such written addenda or modification shall be part of the bid documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of all addenda. No respondent may rely upon any verbal modification or interpretation.

2.2. Preparation of Bid

The respondent shall submit bids in accordance with the public notice. The respondent shall submit bids in accordance with bid documents and must be listed on the Division of Corporations website (Sunbiz) for the FEIN provided.

Any proposal which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice may be rejected.

A bid submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A bid submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

A bid submitted by an individual shall show the respondent’s name and official address.

A bid submitted by a joint venture shall be executed by each joint venture in the manner indicated on the bid form.

The official address of the joint venture must be shown below the signature.

The bid shall contain an acknowledgement of receipt of all addenda, the numbers of which shall be filled in on the form. The address and telephone number for communications regarding the bid shall be shown.

If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. A state contractor license number for the State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

The bid shall be based upon the completion of the Work according to the drawings and specifications, together with all addenda thereto.

2.3. Submittal of Bid

A bid shall be submitted no later than the date and time prescribed in the solicitation and shall be accompanied by the bid security and other required documents. Applicable bond documents may be uploaded, but any physical checks presented must be delivered to the Procurement Office prior to the Bid Opening. Offers by email, facsimile, or telephone will NOT be accepted.

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2.4. Electronic Document Format Requirement

All electronic documents submitted in response to this solicitation shall be provided in searchable PDF format. The

County reserves the right to deem proposals that do not comply with this requirement as non-responsive or to require resubmission in the proper format within a specified timeframe. This requirement applies to all attachments, forms, and supporting documentation uploaded to the County’s Procurement Portal or otherwise submitted electronically.

2.5. Integrity of Bid Documents

Respondents shall use the original documents provided on the Santa Rosa County e-Procurement Portal and enter information only in the spaces where a response is requested. Respondents may use an attachment to the documents if sufficient space is not available. Any modifications or alterations to the original documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a submittal. Any such modification or alteration that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

2.6. Withdrawal of Submittals

Any Respondent may withdraw its Submittal, either personally or by written request, at any time prior to the scheduled time for opening Submittals.

2.7. Interpretation

No oral interpretation will be made to any Respondent as to the meaning of the drawings or specifications. Every interpretation made to a Respondent will be in the form of an Addendum to the specifications. Addenda will be furnished to each Respondent, but it shall be the Respondent’s responsibility to make inquiry as to Addenda issued.

All such addenda shall become part of the contract and all Respondents shall be bound by such Addenda whether received by the Respondent.

2.8. Bids to Remain Subject to Acceptance

All responses will remain subject to acceptance or rejection by Santa Rosa County for sixty (60) calendar days after the day of the response opening. The County may, in its sole discretion, release any response and return the bid security prior to the end of this period.

2.9. Conditional and Incomplete Bids

Santa Rosa County specifically reserves the right to reject any conditional response.

2.10. Addition/Deletion of an Item

The County reserves the right to add or delete any item from this response or resulting contract when deemed to be in the County’s best interest.

2.11. Specification Exceptions

Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the proposal specifications. Respondent must also explain any deviation from the proposal specification in writing. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

2.12. Familiarity with Laws

All applicable Federal and State laws, County and municipal ordinances, orders, rules, regulations and General

Terms and Conditions of all authorities having jurisdiction over the project shall apply to the solicitation

6 | P a g e throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

2.13. Examination of Documents and Site

It is the responsibility of the respondent to inspect the site, scope of the work, and to understand the relevant documents, such as drawings, specifications, addenda, and any other information that may affect the execution of the work and the resources needed. Respondents should ensure that they have a clear and comprehensive knowledge of all the conditions and requirements that may impact the performance of the work under the contract.

2.14. Right to Reject

The County reserves the right to waive informalities in a submission, to reject any or all submissions with or without cause, and accept the submission that in its judgment is in the best interest of the County.

2.15. Disqualification of Respondents

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its response:

• Submission of more than one response for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Incomplete work which in the judgment of the County might hinder or prevent the respondents prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

2.16. Discrimination

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a response on a contract to provide goods or services to a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

2.17. Review of Procurement Documents

Per Section 119.071 (1)(b)-2., Florida Statutes, sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

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2.18. Compliance with Florida Statute 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a) Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO

THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (850) 983-1857, susant@santarosa.fl.gov; 6495 CAROLINE STREET, SUITE M, MILTON, FLORIDA 32570.

2.19. Suspension or Termination for Convenience

The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period as the County may determine, or to terminate all or a portion of the Contract for the County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay, or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which

Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this

Contract.

2.20. Failure of Performance/Delivery

In case of default by the Vendor, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the Vendor responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the Vendor from the response list for duration of one (1) year, at the option of the County.

2.21. Audit

If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this bid from the date of the award through three (3) years after the expiration of contract.

2.22. Non-Collusion

Respondent certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful, or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

2.23. Public Entity Crime Information

Pursuant to Florida Statute 287.133, a respondent may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity more than the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

mailto:SUSANT@SANTAROSA.FL.GOV

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Note: For respondent’s convenience, this certification form is enclosed and is made a part of the solicitation package.

2.24. Investigation of Respondent

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

2.25. Form of Agreement

The Contract form shall be provided by the Procurement Office. The successful contractor shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and return to the County

Procurement Office all required contract documents. The awarded contractor shall also provide the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Santa Rosa County

Risk Management before the successful contractor proceeds with the work.

The contractor is responsible for submitting along with their response any exceptions it has to the standard terms of contract, within the attached sample contract. Failure to submit exceptions at time of submittal of the bid will be considered a waiver by the respondent to contest or request exception to the contract provisions. Any exceptions to the standard terms of contract will be taken into consideration as part of the County’s review of the response. The County reserves the right to reject bids depending on the substance of the exceptions.

2.26. Bid Guarantee

Each response must be accompanied by a Certified Check or Bid Bond in the amount of five percent (5%) of the

Base Bid, and copies of all required licenses. Such Bid Bond or Check is given with the understanding and agreement that it guarantees:

(1) that the bidder will not withdraw his/her bid for a period of 60 days after the bids have been opened; and, (2) that if his bid is accepted, the Bidder will enter into the written Contract with Santa Rosa County and furnish the required Performance Bond Payment Bond Insurance Certificates, within 10 days after receipt of Notice of Award of his bid. Pursuant to Florida Statutes, Section 255.05, should the contract exceed $200,000, the Contractor shall be required to execute and record performance and payment bonds. These bonds must state the name and principal business address of both the principal and the surety and a description of the project sufficient to identify

it. In the event the bidder fails to comply with any of these conditions and requirements in whole or in part, the full amount of the bond or check shall be automatically forfeited to Santa Rosa County as damages on account of the default of the bidder.

3. Insurance

Vendor/Contractor agrees to carry and keep in force for the entire term of the contract with Santa Rosa County, and any extensions thereof, the following minimum levels of insurance coverage for any claims that may result from or relate to the services or products provided by Vendor/Contractor.

Workers’ Compensation: The contractor shall provide a workers' compensation insurance policy that meets the statutory requirements of the Florida Workers' Compensation Law. The policy shall also include employer's liability coverage with a minimum limit of $100,000 per accident, $500,000 per policy for occupational disease, and $100,000 per employee for occupational disease. The contractor shall furnish a certificate of insurance as evidence of such coverage before commencing work under this contract.

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Commercial General Liability: The business shall maintain a commercial general liability insurance policy with minimum limits of $1,000,000 for each occurrence and $2,000,000 in the aggregate, covering bodily injury and property damage. The policy shall include the following coverages:

a. Premises/operations liability

b. Products/completed operations liability

c. Contractual liability

d. Liability for independent contractors

Business Auto Liability: The Contractor shall maintain a minimum amount of $500,000 for each occurrence of bodily injury and property damage liability. This amount may be provided by a Combined Single Limit policy or a Split limit policy with at least $500,000 per person, $500,000 per accident and $500,000 for property damage.

This policy shall cover the following types of vehicles:

a. Vehicles owned by the Contractor or its employees

b. Vehicles rented or leased by the Contractor for the performance of the contract

c. Vehicles operated by the Contractor or its employees but not owned, rented, or leased by them

Additionally, the Contractor shall obtain a Special endorsement to extend the coverage to any contractual liability arising from the contract.

Before signing any contract or agreement, the contractor must provide certificates of insurance that meet the following criteria:

a. Santa Rosa County must be included as an additional insured on all coverages related to the contractor's work.

b. Santa Rosa County must receive a written notice at least 30 days before any cancellation or change of any insurance policy.

c. The contractor is responsible for ensuring that all subcontractors comply with the same insurance requirements.

d. These are the minimum requirements that may be modified depending on the nature and risk of the work.

If there are any exceptional circumstances, the county administrator or his designee has the authority to adjust these requirements.

4. Scope of Work

4.1. Description of Services

The scope of services described in these specifications will include sample collection, preservation, transportation, analysis, and documentation for surface water, groundwater, leachate, and miscellaneous sampling events at landfills located within Santa Rosa County, Florida. All activities will be in accordance with Florida Administrative

Code (FAC), chapters 62-300, 62-500, 62-700, and 62-701, and the Florida Department of Environmental Protection

(FDEP) Standard Operating Procedures for Field Activities SOP-001/01 dated January 1, 2017, revised 2004, and

COUNTY requirements. The VENDOR shall maintain current knowledge of and comply with any updates, revisions, 10 | P a g e or amendments to applicable regulations and SOPs that occur during the contract term. Any non-compliance with regulatory requirements shall be the sole responsibility of the VENDOR and may result in contract termination. The sampling frequencies vary from semi-annually to annually for each of the permitted solid waste facilities and may include unscheduled regulatory-directed events. Sampling services shall be supervised by COUNTY staff.

Sampling points may include, but are not limited to, surface water, groundwater, landfill leachate, National

Pollution Discharge Elimination System (NDPES), and groundwater remediation systems sampling points. A current

Comprehensive Quality Assurance Plan for Sampling and Analysis approved by FDEP for all services is required. The

VENDOR shall provide proof of FDEP approval of their Quality Assurance Plan prior to contract execution and shall maintain this approval throughout the contract term. Any suspension or revocation of FDEP approval shall constitute grounds for immediate contract termination. The VENDOR shall be responsible for coordinating sampling events with the Santa Rosa Environmental Office and the Florida Department of Environmental Protection as necessary.

The VENDOR will provide all required equipment needed to perform the specified sampling activities, including but not limited to water quality meters, sampling pumps and controllers, balers, sample bottles, and coolers. The

VENDOR will also perform all necessary actions to obtain the required samples, including but not limited to well purging, sample collection, collection of field parametric data, preparation and submission of sample collection logs and chain of custody forms, and transportation of samples to a VENDOR-provided laboratory, certified by the

Florida Department of Environmental Protection. The VENDOR warrants that all sampling procedures will be performed in strict accordance with applicable SOPs and that any deviations will be immediately reported to the

COUNTY with written justification.

The VENDOR will be responsible for evaluating the attached permits to determine, for each sampling event and facility, the parameters required for collection, analysis, and reporting, including, but not limited to, all field parameters, collection documentation and chain of custody, timelines for submission of data and reports, and notifications to regulatory agencies before commencing the event. The VENDOR guarantees the accuracy and reliability of all analytical results and shall be liable for any costs associated with re-sampling and re-analysis due to VENDOR error, contamination, or procedural non-compliance.

The VENDOR will provide or contract all analytical services for each sample event and provide one copy of sample results in hardcopy and electronic format (CD or DVD) and FDEP ADAPT format (CD or DVD). All laboratory results must be signed by a qualified certifying laboratory official.

The VENDOR will prepare and submit to the Florida Department of Environmental Protection (Department) a Water

Quality Monitoring Report as required by the applicable Facilities Permits. The required water quality monitoring reports and all groundwater, surface water, and leachate analytical results shall be submitted electronically. Water quality monitoring reports shall be submitted in Adobe PDF format. The water quality data Electronic Data

Deliverable (EDD) shall be provided to the Department in an electronic format consistent with the requirements for importing the data into the Department's databases. The VENDOR shall be solely responsible for any costs, penalties, or enforcement actions resulting from late, incomplete, or non-compliant report submissions to FDEP.

Water Quality monitoring reports shall be signed and sealed by a Florida-registered professional geologist or professional engineer with experience in hydrogeological investigations and shall include the following:

a) Cover letter;

b) Summary of exceedances and sampling problems, if any (e.g., variation from SOP field criteria);

c) Conclusions and recommendations;

d) Groundwater contour maps;

e) Chain of Custody forms;

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f) Water levels, water elevation table;

g) Ground Water Monitoring Report Certification, using the appropriate Department form;

h) Appropriate sampling information on Form FD 9000-24 (DEP-SOP-001/01); and,

i) Laboratory and Field EDDs and error logs, as applicable.

The professional geologist or professional engineer signing and sealing reports must be identified in the bid submission and approved by the COUNTY. Any changes to the designated professional must be approved in writing by the COUNTY at least 30 days before implementation.

In addition, all dates, reports, and EDDs delivered to the Department shall be provided in hard copy and electronic media (CD or DVD) to the Santa Rosa County Environmental Office. All laboratory analyses must also be submitted in electronic format using MS Excel and in the reporting format provided and used by the Santa Rosa County

Environmental Department. The VENDOR shall provide technical support and format conversion services at no additional cost to ensure compatibility with COUNTY systems and requirements.

Santa Rosa County requires that all properly completed field data, lab analyses, chain-of-custody forms, FDEP

ADAPT ,and Santa Rosa County electronic data format be delivered to the Santa Rosa County Environmental

Department six weeks (42 days) from the beginning of the three landfill semi-annual sampling events (on or before May 1st & November 1st).

All reports to FDEP must be approved by the Environmental Manager before submittal. The VENDOR shall allow sufficient time for COUNTY review and approval, with initial drafts submitted at least 10 business days before FDEP submission deadlines. The VENDOR shall incorporate all COUNTY comments and revisions at no additional cost.

• Bid Submittal Requirements

1. Provide a summary of staff capabilities (and resources), including resumes of key staff who will be performing the project tasks if awarded. Professional qualifications of the key management and technical personnel must include appropriate education, training, and registration/certification. All key personnel must remain assigned to this project for the duration of the contract unless replacement personnel with equal or superior qualifications are approved in writing by the COUNTY.

2. Provide a list of up to 5 landfill water quality projects, with a summary of each that demonstrates the firms experience in water quality sampling and analysis using FDEP standard operating procedures (SOPs) for sampling and timely delivery of analyses. Provide references with each project. References must include contact information for project managers. The COUNTY reserves the right to contact references and conduct site visits to verify experience and performance.

• Field Sampling and Analyses

Santa Rosa County's Solid Waste Department will employ and pay for services of a professional environmental or engineering firm, and its subcontracted sampling group if used, to perform the specified water quality sampling and testing at two (2) closed landfills (Holley, & SRC Class III Landfills) and one (1) active Class I landfill (Central Class I

Landfill). Locations and permit documents that list the permitted wells and their sampling and analysis parameters of the disposal facilities are shown in Appendices II & III respectively. Assessment and remediation wells, influent/effluent sampling points, and their sampling and analysis parameters are listed in Appendix III by landfill.

Well construction information is listed in Appendix IV by landfill. The VENDOR acknowledges receipt and understanding of all appendices and agrees that any discrepancies or questions regarding site conditions, well

12 | P a g e access, or sampling requirements shall be raised during the bid process. Post-award claims of unforeseen conditions will not be grounds for additional compensation unless specifically approved in writing by the COUNTY.

4.2. Quality Assurance/Quality Control

All bidders of the specified work herein must be authorized to operate in the State of Florida and must provide proof of such at the time of submitting their bid.

• Laboratory Certification

The laboratory performing the specified analysis must have NELAC certification.

• Proof of Certification

Proof of NELAC certification for the laboratory and Plan Approval shall be provided in the bid submittal. Upon selection, the successful bidder shall provide two complete copies of the approved NELAC certification and or acknowledgement and acceptance of FDEP SOP protocols to the Santa Rosa County Environmental Manager.

• VENDOR Proof of Certification

If the bidder engages a subcontractor to perform sampling or various specified laboratory analysis, then the subcontractor shall be identified, along with the work they are to perform, and proof of an approved State SOPs.

4.3. Laboratory and Field Monitoring-Staff

The bidder shall provide a listing of all key personnel utilized for field monitoring and laboratory analysis. This listing shall include but not be limited to all principals, project/program managers, quality assurance/quality control managers, chemists and field monitoring personnel. Resumes for key personnel shall also be included in the bid.

4.4. Testing Equipment

All equipment utilized in the field monitoring program and laboratory shall be calibrated at reasonable intervals with devices of accuracy traceable to either National Bureau of Standards (NBS) standards or accepted values of natural physical constants. Copies of field equipment calibration logs shall be made available to the County upon request during the sampling period and will be submitted to the Santa Rosa County Environmental Department at the time of final data submission.

4.5. HEALTH AND SAFETY PROGRAMS

Certification

Persons performing water sampling must take appropriate precautions to ensure that proper personal protection is maximized and minimize the probability of sample contamination. The VENDOR must have a standard health and safety program that all persons are required to be familiar with. Evidence of OSHA HAZWOPER 40-hour initial

13 | P a g e training and current annual refresher training of sampling personnel must be furnished before starting the sampling program.

The VENDOR shall assure that proper equipment is provided, which meets OSHA and industry standards. The

VENDOR will be provided with previous analyses showing known contaminants before the sampling event. The required equipment will be determined on a site-specific basis by the contracted sampling firm.

At a minimum, the sampling personnel will have available for immediate emergency use

• clean, potable water

• soap portable emergency eye wash

• basic first aid kit

• sampling team vehicles/personnel shall also be equipped with communication devices such as cellular phones

Training

This program requires proper training for field sampling personnel. This training will minimize risks to personal health and safety and ensure accurate, high-quality sampling events. These aspects are discussed in the following sections. The successful bidder shall provide a copy of the laboratory's training and health and safety program for review by the Santa Rosa County Environmental Manager.

Health and Safety

The training shall include the identification of possible sources of personal injury and contamination, as well as the selection and use of specific personal protection procedures and equipment to reduce or eliminate these risks.

Sampling

Personnel engaged in sampling activities must be trained in the proper selection and use of sampling equipment, as well as sampling procedures and techniques, which include requirements of regulatory agencies and these specifications. The laboratory's sampling crew must follow current FDEP Standard

Operating Procedures, including any other future revisions.

4.6. SAMPLE COLLECTION

The Vendor or VENDOR's sampling crew shall observe all FDEP guidelines while collecting samples from each sample point specified by Santa Rosa County. The VENDOR shall contact the Santa Rosa County Environmental

Department Office and the Florida Department of Environmental Protection Northwest District's Solid Waste

Department a minimum of three (3) weeks before the start of semi-annual water quality sampling.

Field instruments must be calibrated according to factory instructions. All field calibrations will be kept in a field log according to FDEP's guidelines on calibration procedures. This information will be included in the final material given to the Santa Rosa County Environmental Department.

Landfill location maps are located in Appendix II. Sampling locations for groundwater, leachate detection, leachate, and storm water discharge sampling points are listed in Landfill Permits, Appendix III. Assessment and recovery wells, influent/effluent sampling points, and their sampling and analysis criteria are also included with the

14 | P a g e individual landfill sites in Appendix IV. Additional groundwater monitoring wells and leachate collection sampling locations may be added to the sampling program in accordance with future requirements. Well construction information is listed by landfill in Appendix IV.

Sampling personnel will follow good housekeeping practices during collection. Any litter generated by the sampler must be picked up and disposed of properly. Any materials left in the wells that are used for sample collection

(tubing, etc.) must not inhibit the COUNTY’s ability to collect depths or additional samples in between contracted sampling events.

4.7. SAMPLE CONTAINERS, PRESERVATION AND HANDLING

The VENDOR is responsible for providing all equipment and materials, including but not limited to collection bottles, preservatives, meters, pumps, and coolers, to successfully complete each sampling event. Sample containers and field equipment will be decontaminated and cleaned by the laboratory in accordance with their approved NELAC certification or SOP accepted by FDEP. Collected samples will be transported to the laboratory in accordance with their approved SOP accepted by FDEP.

4.8. CHAIN-OF-CUSTODY PROTOCOL

Chain-of-custody protocol is necessary to ensure the integrity of samples from the time of collection to data reporting. Chain-of-custody protocol includes proper sample labeling, sample sealing, sample storage, and the chain-of-custody record. The VENDOR's SOP shall state the specific procedures of sample custody, and the VENDOR shall adhere to these procedures.

Chain-of-custody records will be completed to document sample possession. A written record of sample container possession and transfer must be documented using a chain-of-custody record. The Santa Rosa County

Environmental Department shall approve the chain-of-custody form before the start of the sampling program. A copy of the completed chain-of-custody form shall be included in the final sampling and laboratory analysis report furnished to the County after each sampling event. Any broken or compromised chain-of-custody must be reported to the Santa Rosa County Environmental Manager within 24 hours of discovery. Re-sampling necessitated by chain-of-custody failures shall be performed at the VENDOR's expense.

4.9. LABORATORY ANALYSIS

Collected samples will be submitted to a NELAC-certified laboratory for analysis. Appendix III provides a copy of the permits, which give a list of the field and lab chemical parameters for each respective Santa Rosa County landfill. A list of all assessment and remediation wells, influent and effluent points, their list of parameters, and analytical methods required by FDEP Waste Management under assessment or remediation is located in Appendix IV.

4.10. QUALITY ASSURANCE/QUALITY CONTROL PROCEDURES

The Contractor will follow the FDEP SOPs (DEP-SOP-001/01, January 2017) when identifying quality assurance/quality control procedures that should be performed to document the accuracy and precision of the sampling and laboratory analyses. Procedures identified in the CompQAP or State SOP shall include both field and laboratory programs. All VENDORs performing sampling and or laboratory analysis shall have an (FDEP Approved)

CompQAP or SOP. The VENDOR shall notify the Santa Rosa County Environmental Manager within 24 hours of any

QA/QC failures, exceedances of control limits, or data quality issues identified during analysis.

The Santa Rosa County Environmental Manager must be updated by the contracted analytical laboratory whenever its NELAC certification status has been revised or updated.

4.11. REPORT PREPARATION

Field and Analytical Reports

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Within 30 days after sample collection, a complete report in standard FDEP format must be submitted to Santa

Rosa County's Environmental Department for review. This report must include the following information:

Field and lab analytical results for all sampling locations, duplicates, blanks, and matrix spikes (MS/MSDs) shall be tabulated and checked for accuracy according to laboratory FDEP accepted SOPs. Analytical parameters should be reported in the same order as listed by FDEP using FDEP's form #62-900(2) and produced by FDEP ADAPT software.

All laboratory results must be signed by a qualified certifying laboratory official.

A complete report of field activities, which will summarize all activities that took place during the sampling event must be submitted to the Environmental Manager for review. At a minimum, the report should include methods used in purging and sampling for each well location, field instrument calibration logs, Site GMS number, Well Test

Site number for FDEP landfill permitted monitoring wells, order of sampling, method of field filtration, location where duplicates were obtained, and other information pertinent to the field activity on the FDEP AP(l) form. The field FDEP AP(l) form report must be signed by the field personnel.

An initial round of water levels must be taken from all monitoring wells at each landfill before the start of a water quality sampling event. This initial round of water levels must be taken within 24 hours after beginning. These water levels must be submitted to the County Environmental Department upon their completion. Verification of total well depth may be requested by the County for each landfill and must be carried out during the next sampling event.

A summary table of field-measured data must be submitted, which will include sample location GMS and Well Test

Site numbers as applicable, sample order, static water elevation in feet referenced to MSL datum, volume of water in casing, volume purged, sampling method, dissolved oxygen, temperature, specific conductance, and pH.

Properly filled FDEP-approved groundwater monitoring field datasheets for each sampling location must be submitted with the final report.

Copies of all chain-of-custody forms utilized during the sampling event must be properly completed and submitted with the final report.

Copies of all results of laboratory CompQAP analysis run during the time samples were being analyzed.

All reports shall be submitted to Santa Rosa County's Environmental Office within 30 days after completion of field sampling in one packet at one time unless prior agreement with the County has been made. The packet shall completely identify which landfill, public utility, location at a creek, or private pond the reports relate to, and the laboratory shall note any substantial changes in quantities detected of parameters analyzed from previous semi-annual analysis.

All reports prepared and submitted by the VENDOR shall comply with FDEP reporting requirements, including all required content, forms, certifications, and formatting specified therein. Additionally, reports shall follow the organizational structure, formatting conventions, and presentation methods established in previous reports submitted to Santa Rosa County for the respective landfill facilities to ensure consistency across reporting periods.

The VENDOR shall:

• Review recent semi-annual water quality reports, annual remedial action reports, and technical reports for each facility before preparing initial submittals. This review shall establish familiarity with the County's established formatting, data presentation methods, section organization, and reporting conventions.

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• Maintain consistency with previous reports regarding table formats, figure styles, data visualization methods, appendix organization, and section numbering systems unless otherwise directed by the County

Environmental Manager. Year-over-year consistency facilitates comparative analysis and expedites regulatory review.

• Use identical or substantially similar section headings, data table structures, summary presentation formats, and analytical parameter ordering as utilized in previous submittals.

• Submit all draft reports to the Santa Rosa County Environmental Manager for review and approval at least ten (10) business days before the regulatory submission deadline. Each draft report submission shall clearly identify the applicable regulatory deadline date in the submittal email. This County review process is mandatory and allows for quality control, accuracy verification, consistency checking, and compliance confirmation before submission to regulatory agencies.

• Incorporate all County comments and corrections within three (3) business days of receiving review comments, and resubmit the revised report for final County approval. All reports to FDEP must be approved by the Environmental Manager before submittal.

• Understand that no report shall be submitted to FDEP, USEPA, or any regulatory agency without prior written approval from the Santa Rosa County Environmental Manager.

The County will provide the VENDOR with electronic copies of previous reports upon contract award to serve as templates and reference materials. Any proposed deviations from established reporting formats must be submitted in writing to the County Environmental Manager for approval during the review process.

Regulatory Agency Report Characterizations

Results of sampling events will be submitted to the regulatory agency within the time frame specified in the permit conditions for the given facility. The data will be entered on the form required by FDEP by the VENDOR. The

VENDOR will also send the FDEP ADAPT files to the proper office in FDEP Tallahassee.

Regulatory Reporting

The VENDOR will prepare and submit various regulatory reports required by the Florida Department of

Environmental Protection (FDEP), the US Environmental Protection Agency (USEPA), or other regulatory agencies as required by the County's Solid Waste and NPDES Permits. Reports may include, but are not limited to, Semi-Annual

Water Quality Reports related to sampling activities, annual or bi-annual technical reports, groundwater remediation, and NPDES reports. The VENDOR shall sign and seal all reports that require certification by a Florida

Registered Professional Geologist or Engineer. The VENDOR shall also respond to, via email or written correspondence, regulatory agencies' questions or concerns related to water quality sample events, reports, submittals, or the analytical methods used in regulatory reporting at no additional cost to the County. Below is a table that contains a list of reports to be submitted:

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Reports and Due Dates Reports Due Dates

CENTRAL LANDFILL WACS ID 12300

Semi- Annual Water Quality Reports September 1, & March 1

Annual Remedial Action Report April 30 NPDES Annual Site Assessment Report December 1 2.5-Year Technical Report July 1, 2027

SRC CLOSED CLASS III LANDFILL WACS ID 12312

Semi- Annual Water Quality Reports February 1 & August 1 Annual Remedial Action Report August 1 5-Year Technical Report August 1, 2028 Stabilization Report August 1, 2028

HOLLEY LANDFILL WACS ID 12299

Semi- Annual Water Quality Reports February 1 & August 1

Annual Remedial Action Report November 1 5-Year Technical Report April 1, 2027 Stabilization Report April 1, 2027

The VENDOR shall maintain a report tracking log documenting all submissions to regulatory agencies, including submission dates, confirmation of receipt, agency responses or requests for additional information, and resolution status. This tracking log shall be provided to the Santa Rosa County Environmental Manager quarterly or upon request.

5. Pricing Table

Lump Sum Bid Statement

The quantities and bid item descriptions included in the bid tab are the engineer's ESTIMATE ONLY and are to be used as a guide. All quantities are in-place measures unless otherwise stated. The contractor shall provide their price for each item, which shall include incidentals, labor, transportation, compaction, etc. The schedule of unit prices must be included in the bid package. If bid items are not included in the bid tab, it will be the contractor's responsibility to identify the items and include the item with a unit price in the bid package. Scrivener errors or other bid tab errors must be brought to the attention of the County during the open question period. No adjustments will be made to the bid tab after the question period closes.

The contractor shall provide a bid price based on the plans and specifications. The unit prices provided by the contractor in the bid tab are for informational purposes only and will be used for change orders and progress payments.

CENTRAL LANDFILL

(WACS ID 12300)

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Semi-Annual Field Sampling Events 2 Per Event

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Line Item Description Quantity Unit of

Measure Unit Cost Total

2 Semi-Annual Laboratory Analysis 2 Per Event

3 Semi-Annual Water Quality Reports 2 Per Report

4 Annual Remedial Action Reports 1 Per Report

5 NPDES Annual Site Assessment Report 1 Per Report

6 2.5 Year Technical Report (prorated annually)

0.4 Per Report

TOTAL

HOLLEY LANDFILL

(WACS ID 12299)

Line Item Description Quantity Unit of

Measure Unit Cost Total

7 Semi-Annual Field Sampling Events 2 Per Event

8 Semi-Annual Laboratory Analysis 2 Per Event

9 Semi-Annual Water Quality Reports 2 Per Report

10 Annual Remedial Action Report 1 Per Report

11 5-Year Technical Report (prorated annually)

0.2 Per Report

12 Stabilization Report (prorated annually)

0.2 Per Report

SANTA ROSA CLASS III LANDFILL

(WACS ID 12312)

Line Item Description Quantity Unit of

Measure Unit Cost Total

13 Semi-Annual Field Sampling Events 2 Per Event

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Measure Unit Cost Total

14 Semi-Annual Laboratory Analysis 2 Per Event

15 Semi-Annual Water Quality Reports 2 Per Report

16 Annual Remedial Action Report 1 Per Report

17 5-Year Technical Report (Prorated annually)

0.2 Per Report

18 Stabilization Report (Prorated annually)

0.2 Per Report

ADDITIONAL SERVICES (AS NEEDED BASIS)

Measure Unit Cost Total

19 Emergency/Unscheduled Sampling

Event 1 Per Event

20 Additional Well Sampling 1 Per Well

21 Regulatory Consultation 1 Per Hour

6. Vendor Questionnaire and Submission

All electronic documents submitted in response to this solicitation shall be provided in searchable PDF format. The

County reserves the right to deem proposals that do not comply with this requirement as non-responsive or to require resubmission in the proper format within a specified timeframe. This requirement applies to all attachments, forms, and supporting documentation uploaded to the County’s Procurement Portal or otherwise submitted electronically.

6.1. Solicitation Requirements*

I certify that I have read through the solicitation, in its entirety, and verify that I understand all materials provided.

☐ Please confirm

*Response required

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6.2. Scrutinized Company Certification*

I certify this respondent is not participating in a boycott of Israel, is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies…