Rapid Process Improvement
Posted September 11, 2015
The Petroleum Restoration Program (PRP) has just completed a follow-up Rapid Process Improvement (RPI) event on the current
procurement process. Specifically, this RPI focused on the procurement process from the creation of the scope of work to the issuance of a
The goal of the event was to significantly decrease the amount of time it takes to issue a purchase order through MFMP. The
event was successful in removing 59 duplicative or unnecessary steps from the current process, and has established more clearly defined roles
and responsibilities for program staff. The event also resulted in a more concise and user friendly scope of work template and table. The new
scope of work template, scope of work table, and all corresponding guidance documents can be found on our
in the Helpful Documents and Tips section.
The PRP will begin using the revised scope of work forms and simplified process for all newly created purchase orders. In the
meantime, PRP staff will also be working diligently to complete processing those scopes of work that have already been drafted, but for which
a purchase order has not yet been issued. This approach will allow the scopes of work that are currently being processed to be completed without
taking extra time to rewrite those items that have already been partially reviewed and processed.
Please direct any questions or comments regarding the new procurement procedures to Program Manager Stephanie Gudeman at
Petroleum Cleanup Program Monthly Dashboard Update
Posted September 3, 2015
The Petroleum Restoration Program Monthly Dashboard Update is a tool used by our program to define metrics and set goals
on restoration of contaminated discharges at petroleum facilities to provide the best value for the taxpayer. These reports contain high
level summary information rather than detailed transactions to communicate the state of the business.
We have incorporated valuable information associated with two pillars of the Program: the encumbrance activity and the
current eligible discharges status. The encumbrance section outlines monthly projections and the actual results. The current eligible
discharge status depicts aggregate information regarding count of discharges broken down in three categories: rehabilitated, undergoing
rehabilitation, and awaiting rehabilitation. The dashboard groups eligible discharge status by score to ensure that Program resources
are aligned with the Department goals.
Low Score Assessment and Springshed Facility List (Scored <30)
Posted September 3, 2015
Notice of Proposed Rule 62-772.300 and 62-772.401
in the Florida Administrative Register
Posted August 7, 2015
The Department of Environmental Protection, Petroleum Restoration Program has published a Notice of Proposed Rule in the Florida Administrative Register on August 4, 2015 for proposed changes to Chapter 62-772, Procurement Procedures for the Petroleum Restoration Program, Rules 62-772.300 and 62-772.401, including revised referenced Contractor Performance Evaluation Forms.
The Notice of Proposed Rule may be accessed directly by clicking
This notice has links to the referenced Contractor Performance Evaluation form number 01 and the Site Owner/Responsible Party Contractor Performance Survey form number 02.
Site Access Agreements
Posted July 30, 2015
No work shall be conducted at a site until the Department is in possession of a fully executed Agreement between the
Department and Owner. The new Site Access Agreement should not be altered with the exception of filling in the necessary information
on the forms. Any changes or alterations to the standard access agreement must be made in a separate Exhibit, and not on the original
agreement. See links below for Site Access Agreements for on-site (source) and off-site (non-source) agreements. In both cases, the
owner has the option of either using the long or short version of the form. In addition, please see the instructions for filling-out
the onsite long form. The cover page for the off-site long form may be utilized.
On-site Access (Source)
Off-site Access (Non-Source)
Advance Cleanup (AC) Applications and Awards
Posted July 13, 2015
Remediation Equipment Runtime Requirements
Posted June 12, 2015
A Project Managers Guide has been drafted to clarify the ATC requirement to achieve a minimum of 80% runtime
for all remediation systems, and to define what is to be considered "approved" downtime. It takes into account many contingencies
such as shutdown for monitor well sampling and delays caused by DEP which are considered "approved" downtime.
Notice of Application Period for Advanced Cleanup Program (AC)
Updated May 5, 2015
The Department of Environmental Protection (Department) announces it will have an Advanced Cleanup (AC) Application period beginning May 1, 2015 and ending at 5:00 pm on June 30, 2015. Applications for individual sites or bundled sites will be accepted. For this application period, the Department will allocate $10 million.
Any questions or additional comments regarding the AC program can be referred to Environmental Administrator Ken Busen at (850) 245-8745 or via email:
The April 30, 2015 posting of this Notice contained an error in the “Addendum to AC Application for Bundled Sites for a Performance Based Contract”. This posting will supersede the April 30th posting. Site Closure with Conditions will be accepted as a form of cost savings for the site.
Agency Term Contractors Teleconference
Posted April 10, 2015
The FDEP Petroleum Restoration Program will hold a Lync Teleconference on Friday April 17, 2015 from 1:30-3:00 p.m. EST.
- Welcome – Diane Pickett
- RCI Update – John Coates
- Site Access Agreement – Diane Pickett
- ATC Amendments – Natasha Lampkin
- eQuotes – Kyle Kilga
- Open Questions and Answers
Teleconference # 888-670-3525 then key-in participant code 5635144315 and press #
LYNC Connectivity: Sign into Lync by clicking
"Join Lync Meeting" before 1:30 p.m. EST on 4/17/2015.
Once you click the Lync meeting hyperlink you will see a "Join Meeting Audio", window as shown below. Don’t "Join Audio". Instead, click the "OK" button under it.
Petroleum Restoration Program ATC Selection Process
Updated April 10, 2015
The Department is announcing a modification to the Petroleum Restoration Program ATC Selection Process. This modified
selection process will be effective Apr. 20, 2015.
Pursuant to paragraph 2.B of the Department of Environmental Protection’s (Department) agency term contract for petroleum
contamination site response action services (Contract), the Department hereby provides notice to its Agency Term Contractors (ATC) of a
revision to the Relative Capacity Index (RCI) assignment of work flowchart.
ATC-PRP Lync/Teleconference Presentation on 1/22/15
Posted January 23, 2015
Petroleum Restoration Program: Discharge Status as of 1/16/2015
Posted January 20, 2015
DEP Travel Form for Contractors Use For Supporting Documentation To Invoices
Posted December 29, 2014
The DEP Travel Form available below is to be used by PRP Contractors when necessary. Please note:
Contractors are only eligible for the Per Diem option when overnight travel is required. Invoicing will be based on a $20 per daily quarter basis.
For example: A Contractor leaves the office at 9:00 a.m. on Day 1 and returns to the office the next day at 7:00 p.m., the calculation would be as follows:
- Day 1: 9:00 a.m. falls in the second daily quarter of 6:00 a.m. to Noon, the contractor would be eligible for Qtrs. 2, 3 and 4 on Day 1. (3 @ $20 per quarter = $60)
- Day 2: 7:00 p.m. falls in the fourth daily quarter of 6:00 p.m. to Midnight, the contractor would be eligible for Qtrs. 1, 2 , 3 and 4 on Day 2. (4 @ $20 per quarter = $80)
- Total per diem for payment: $60 + $80 = $140
- Open the “Travel Per Diem Drawing” hyperlink below to assist in understanding the calendar day per diem quarters.
- The signature lines set-up on the travel form will accept the Adobe electronic signature option. However, if a Contractor does not have this
Adobe option available for use, the form can be printed and signed in ink, then scanned and emailed with their invoice request.
PRP Administrator Announcement
Posted December 19, 2014
I am pleased to announce the selection of Ms. Diane Pickett as the new Administrator of the Petroleum Restoration Program effective
January 2, 2015. Diane has extensive experience with contaminated site cleanup in the public and private sector, management, regulatory,
as well as supervisory experience. Diane worked for Amoco and Mobil in the 80s, an engineering consulting firm in Tallahassee during the
1990s, and has worked for the Water and Waste Divisions since the late 90s. She is a registered Professional Geologist in the State of
Florida having received her Bachelor of Science and Master’s degrees in Geological Sciences from Michigan State University and Florida
State University, respectively.
Please join me in welcoming Diane to her new post.
Jorge Caspary, P.G.
Division of Waste Management
State of Florida Department of Environmental Protection
Application of Direct Exposure Soil Cleanup Target Levels
Posted December 18, 2014
This memo provides guidance on the application of direct exposure soil cleanup target levels (SCTLs) at sites undergoing cleanup in
accordance with Chapter 62-780, F.A.C. It clarifies division procedures with regard to management of soil at different depths and
appropriate methods for addressing site closure requirements for soil.
Expiration of the Requirement of Sworn Statements (Affidavits) From the Owners and Responsible Parties for State Funded Cleanup Sites
Posted December 5, 2014
Due to the expiration of the requirement, the Petroleum Restoration Program (PRP) is no longer requiring sworn
statements (Affidavits) from the Owners and Responsible Parties (Owner/RPs) for State Funded Petroleum Cleanup Sites. This eliminates
the statutory requirement for ATCs to obtain the affidavits from Owner/RPs.
Effective immediately, if an ATC is currently required to submit affidavits before work can be conducted
and was not able to obtain them, the ATC should submit requests for Change Orders (CO) to the Site Managers to modify the purchase orders.
Typically, the affected purchase orders were issued between July 1, 2013 and June 30, 2014. Please note, the ATC contract does not allow
reimbursement for any costs and fees associated with the affidavits that were not obtained.
Procedure for Having Purchase Orders Withdrawn for Failure to Obtain Site Access
Posted December 5, 2014
Effective immediately, if an Agency Term Contractors (ATC) has been unsuccessful at obtaining site
access and prefers to have their Purchase Order (PO) withdrawn, they must submit a request for Change Order (CO) to remove the total
cost of the PO. The request for CO must include a detailed account as to the attempts to gain site access as well as any responses
from the Owner/RP. Please note, the terms of the ATC Contract do not provide for reimbursement of costs where site access was not
obtained. The PRP is authorized to reimburse site access efforts only where the ATC was able to obtain and submit fully executed
Site Access Agreements to the PRP.
Change in Procurement Procedures for Add-on Vapor Phase Carbon
Posted November 14, 2014
PRP Purchase Order, Invoice Processing, Purchase Requisition, and Change Order Training Presentations
Posted November 14, 2014
Streamlined Department Subcontractor Consent and Removal Process
Posted October 8, 2014
The Petroleum Restoration Program has reviewed the process for evaluating proposed changes to the list of identified
subcontractors under an Agency Term Contract (ATC) for petroleum contamination site response action services. Contractors may propose
to add or remove subcontractors to those currently identified on page 1 of their ATC in accordance with the procedures outlined in this notice.
Relative Capacity Index and Other Process Refinements
Posted October 7, 2014
The Petroleum Restoration Program continues to work actively with stakeholders. In response to recommendations from external and
internal parties, the Department is announcing a refined and updated the Relative Capacity Index (RCI) formula, along with additional process
PRP Rapid Process Improvement Implementation Plan
Updated January 20, 2015
The Petroleum Restoration Program recently underwent a Rapid Process Improvement exercise designed to streamline procurement workflow,
standardize activities, and ensure that the Program incorporates performance and risk-based cleanup principles to its mission. To that
end, please find below a link which will take you to the plan, which lays out the solutions to be implemented and their projected
completion dates. Updates will be posted once a week by close of business on Mondays.
Relative Capacity Index (RCI) Evaluation as of 08/18/14
The PRP is continuing its evaluation of the structure and function of the Relative Capacity Index (RCI).
A revised formula is not available at this time, but will be announced on this page as soon as revisions are completed.
PRP Lowers Funding Eligibility Score to 30
Posted August 18, 2014
Effective August 18, 2014, the Petroleum Restoration Program (PRP) will lower the score for funding eligibility
for sites in the PRP from 46 to 30. This change is being made to increase the pool of potential candidate sites for assessment
and remediation. PRP will not be assigning ATCs work from this group of sites immediately, but it is anticipated that assignments
will begin shortly.
PBC - Intent to Participate
Posted August 18, 2014
The Petroleum Restoration Program (PRP) has made a number of revisions to the Performance Based Cleanup (PBC) process. The attached
materials provide information regarding the new PBC process and allow your company the opportunity to announce its intent to be involved in PBC.
Please note, if your company is not currently interested in participation in PBC, you may submit the attached form any time in the future. Enrollment
will be open 365 days of the year.
THIS IS NOT THE PAC/AC PROGRAM FOR PBC BUNDLES OF 20 OR MORE FACILITIES
- PBC allows for the negotiation of the cleanup approach/technology, total price of cleanup, closure endpoint, milestones (task completions),
and milestone payments (% of total cost). All stakeholders benefit from timely, aggressive and innovative cleanups. There are also benefits to
be gained from reduced reporting requirements and Department oversight.
- PBC contracts will be considered in a variety of situations, see attached PBC Information Sheet.
- PBC contracts will be negotiated based on “Best Value” and only the active/current task or milestone(s) cost will be included in the RCI encumbrance.
- The PRP will pay utility costs outside of the PBC agreement, however, the ATC will be required to show that utility requirements are appropriate
to system needs. In addition, costs must be factored into the PBC proposal.
Please review the attached information. Send all inquiries to the PBC shared mailbox by September 10, 2014 at 5:00 pm at
Response to all questions/comments will be posted September 17, 2014.
Preliminary Pre-Approved Advance Cleanup (PAC) Applications and Awards
Posted July 30, 2014
The following Table represents the preliminary list of those sites for which PAC funding may be available for the recent PAC
period ending June 30, 2014. A finalized list will be provided once all applications are assessed for completeness, correctness and acceptability.
We are currently in the process of further review of the LCARs and cost savings portion of the applications.
PAC Applications and Awards Table
Petroleum Restoration Program Invoice and Change Order Training
The Petroleum Restoration Program announces a public meeting to which all persons are invited. PRP staff will provide Invoice and Change Order
Training. ATCs are encouraged to have their Billing Agents, Invoice Processors and Change Order Writers to be in attendance as the training will be geared to
the performance of these tasks. All draft documents are subject to change.
Supplemental Remedial Effort as Part of the Long Term Monitoring Phase
Posted July 23, 2014
In an effort to improve its service to site owners/responsible parties and taxpayers, the Petroleum Restoration Program (“Program)” is undertaking an in-depth review of its portfolio of facilities to determine which sites are naturally attenuating. These sites are in one of the following phases: Long Term Natural Attenuation Monitoring, or Monitored Natural Attenuation, (LTM or MNA respectively), and are normally the last phase of remediation prior to facility/discharge closure.
Our review indicates that there are 338 discharges that have been in a monitoring phase for more than 5 years, which is longer than the 42-month period outlined in the Section 376.3071(5)(c), Florida Statutes. In the majority of these cases, their lifecycle cost efficiency is questionable. Many of these facilities have been locked in that phase for years with no end in sight for the owners and the Program. The Program also believes that in the majority of these cases, site closure may be achieved faster by implementing residual source removal or injection of biological/chemical amendments than waiting for Natural Attenuation mechanisms to reduce groundwater concentrations of contaminants to a point that will allow closure.
Over the next 12 to 36 months, the Program would like to bring as many as these facilities as possible to final closure by motivating our Agency Term Contractors to consider a supplemental remedial effort as part of the LTM phase. To achieve this goal, the Contractor would propose one of the above remedial strategies for any number of their facilities/discharges in LTM under a Performance Based Contract (PBC). We believe that taking this proactive step provides the following benefits to all parties:
- Owners would have accelerated closure for their properties;
- Agency Term Contractor’s PBCs are excluded from encumbered balances for Relative Capacity Index (RCI) computations;
- The Program would achieve a substantial number of closed discharges; and
- The Program’s long-term lifecycle costs would be controlled.
The Program acknowledges that an initial capital investment may be necessary to achieve discharge closures using these supplemental remedial strategies. However, the PRP believes that, where feasible, enhancing natural attenuation and achieving discharge closure in a shorter timeframe would be more economical than monitoring a discharge potentially for decades.
If you would like to discuss this memorandum further, please contact Grant Willis at
PRP Guidance on Contractor Performance Evaluations for
Petroleum Contamination Site Response Action Services
PRP Automated Data Processing Tool (ADaPT) User Guide
The Petroleum Restoration Program (PRP) has posted the Automated Data Processing Tool (ADaPT) User Guide on the
Division of Waste Management ADaPT page. Please contact your lab and let them know they must begin submitting the electronic
data deliverables via ADaPT, as it is now a requirement of the FDEP Petroleum Restoration Program for data submissions.
Please refer to the
PRP ADaPT User Guide
for further instructions.
Notice of Expiration of Affidavit Requirement from the "Proviso"
The requirement for owners, responsible parties, cleanup contractors and subcontractors to sign a statement under
oath that "no compensation, remuneration, or gift of any kind, directly or indirectly," had been solicited or received in exchange
for designation in connection with the cleanup of an eligible site expired June 30, 2014. Likewise, the requirement for cleanup
contractors and subcontracts to sign a statement under oath that they had never "paid, offered, or provided any compensation in
exchange for being designated or hired to do cleanup work" also expired June 30, 2014. Consequently, the PRP will not be requiring
these "affidavits," as these statements have been called, on any task assignments or purchase order issued after June 30, 2014. Any
work issued to contractors prior to that date containing the affidavit requirement must be honored and the appropriate affidavits
submitted. While the affidavit is no longer required, the prohibition remains that a "site owner or operator, or his or her designee,
may not receive any remuneration, in cash or in kind, directly or indirectly, from a rehabilitation contractor performing site cleanup
activities" under the PRP.
Contractor Response to June 11, 2014 RCI Public Workshop
Posted July 1, 2014
Please find on the link below, the responses the Department received as a result of the RCI Public Workshop on
June 11, 2014. These comments have been formatted for the report but none of the content has been altered.
The Petroleum Restoration Program has read all of the comments thoroughly and a summary of the comments, although
not inclusive may be found below:
- A number of contractors would like to leave the RCI formula as is for the remainder of the calendar year. They are of the
opinion that more data needs to be collected and that we must make gradual changes rather than abandoning or completely rewriting
- Common opinions on altering the formula included raising or eliminating the $3M bond cap; isolating the encumbrance balance
based upon region or limiting it to a specified time frame; including a performance or technical capability variable; and increasing
the weight of schedule rank on the RCI score.
Three of the contractors proposed completely new formulas: FGS, ARCADIS, and URS. Two of the formulas have introduced
a new term that relates to performance. Please note that although the Department received these proposed formulas, we are looking at
them for consideration only. Other refinements to the formula have been suggested and the Department will evaluate ALL responses.
There were also some additional requests such as, making the process more transparent and giving the contractors access
to selection data. There were also requests to bring in outside consulting for further analysis and development of the current formula.
We thank everyone for their participation and feedback and want to ensure that you know we are evaluating all of the
comments and taking everything into consideration. At this point, we also want to let you know that we are not making any commitment
to any changes until we have time to run our own numbers and analyze them. Afterwards, the PRP will present any recommended changes
to our leadership for a decision.
» RCI Meeting Responses
MyFloridaMarketPlace (MFMP) System Down Times
Posted June 20, 2014
The MFMP system is anticipated to be off-line, starting at 6:00pm on June 30, 2014 due to the Department of
Management Services (DMS) computer programming requirements for the new fiscal year. It will come back on line at various
dates and times for specific functions as shown below. As a result, PRP must pause production/processing of Purchase Requisitions,
eQuotes, Invoices, Change Orders, RCI runs, and Direct Assignments. As soon as MFMP is back online, the PRP will resume these
- MFMP Buyer will be down starting Monday, June 30, at 6:00 p.m. Eastern time and is anticipated to be available again by Thursday, July 3.
- MFMP Sourcing will be down starting at Monday, June 30, at 6:00 p.m. Eastern time and is anticipated to be available again on Saturday, July 5.
- Vendor Bid System will be down starting Monday, June 30, at 6:00 p.m. Eastern time and is anticipated to be available again by Wednesday, July 2.
- MFMP Analysis will be down starting at Monday, June 30, at 6:00 p.m. Eastern time and is anticipated to be available again by Monday, July 7.
** Please note that if PRP receives programming updates from DMS, the information above may be edited as necessary.
LSSI Clarification of 10 Site per Fiscal Year Limitation
Posted June 5, 2014
The DEP is authorized pursuant to Section 376.3071(11)(b), FS to provide funding for the Low Score Site Initiative (LSSI).
Funding is limited to 10 sites in each fiscal year for each responsible party or property owner. This does not preclude a site owner
from participating in the LSSI for a site that has a responsible party which has already met its 10 site limit; nor does it preclude a
responsibly party from participating in the LSSI for a site if the site owner has already met the 10 site limit.
ATC Contractors and Subcontractors
Posted May 21, 2014
As the Department specified in the solicitation for the Invitation to Negotiate (ITN), a prime Agency Term Contractor (ATC)
cannot be a prime ATC in a region and commit to be a subcontractor to another prime ATC in the same region. This restriction is still
necessary to eliminate the potential for any conflict of interest between prime ATCs and subcontractors. However, a prime ATC (Company A)
in one region can be a subcontractor for another prime ATC (Company B) in a different region as long as ATC (Company A) is not also a prime
in that region. (A contractor that submitted an ITN response to be a prime ATC but was not awarded a contract may be a subcontractor to an
ATC prime contractor.)
Additionally, the agency term contract provides that an ATC can only subcontract work to those identified in the agency term
contract. An ATC must obtain prior written consent of the responsible Site Manager and thereafter the Department’s Contract Manager on a case
by case basis to make any changes to its subcontractor list. Such a request must be justified based on reasons like the following: documented
subcontractor performance issues; an identified subcontractor goes out of business; or work not listed in Attachment D is needed. The Department
reserves the right to reject any proposed subcontractor based upon the Department’s prior experience with the subcontractor, subcontractor’s
reputation, or the Department’s lack of adequate assurance of performance by the proposed subcontractor. In addition, changes to the subcontractor
list is subject to a conflict of interest review.
PRP Purchase Requisitions
Updated October 1, 2015
Please note that the attached files are subject to change as determined by the Department.
PRP Site Managers Workshop in Orlando,
Florida (March 25-26, 2014)
Posted March 28, 2014
Status of PRP "Invitation to Negotiate" Solicitation #2014004C
Posted March 4, 2014
Negotiations with responding contractors under DEP Invitation to Negotiate (ITN) Solicitation # 2014004C
has been successfully concluded. All the responding eligible ITN contractors have been selected and are now recommended for agency contracts as
MyFloridaMarketPlace master agreements. As noted in the Petroleum Restoration Program (PRP) website announcement at the
PRP ITN Work Assignment page,
calculations of Relative Capacity Index (RCI) will be made to determine awards for site work through direct assignment.
Please note that PRP staff will contact RCI selected contractors regarding next steps as quickly as possible, which thereafter
involves receiving scopes of work that proceed through the issuance of Purchase Orders in MyFloridaMarketPlace as required under Section
287.057 (22) Florida Statutes. Thereafter, the first task of securing affidavits must be completed before any site work can begin.
As of 8 am Tuesday March 4, 2014 the Department has 128 fully executed contracts and directly assigned 78 sites for a total of
$1,947,914. Once all contracts are executed, the Department will initiate subsequent scope assignments thru the issuance of MFMP Purchase
Orders for tasks up to $195,000 using the RCI formula. For work assignments greater than $195,000 the PRP will identify the top three or
more eligible contractors based on the highest RCI scores and request quotes from them. Communication with awarded eligible contractors
will initially be conducted through email with the PRP Contracts Group, c/o Martin Ehlen at
Standard Attachments for eQuotes Posted Before
January 2014 for Low Score Assessment (LSA)
Posted January 17, 2014
MyFloridaMarketPlace (MFMP) Requirements
The Department of Environment Protection has a requirement that all vendors doing business
with the Petroleum cleanup Program be registered through MyFloridaMarketPlace. If you have not taken this step, please proceed to the
following web site:
SCORING NON-ELIGIBLE SITES
The purpose of this notice is to clarify the initiative the Program has undertaken to score non-eligible petroleum contaminated sites.
In order to provide DEP District offices with a tool to help them prioritize their enforcement effort with respect to non-eligible sites
which have no activity, the Program is having non-eligible sites scored.
This score is for DEP enforcement purposes only and the scoring of the noneligible sites is not to be considered as a cleanup prioritization
for the responsible parties of these non-eligible sites.
All non-eligible discharges are required to be cleaned up in accordance with Chapter 62-780, F.A.C.
Any score that is assigned to a non-eligible site is for internal DEP use only.