ATC-PRP Teleconference Presentation on 1/22/15

ATC-PRP Teleconference Presentation on 1/22/15

ATC-PRP Teleconference Division of Waste Management Tallahassee, FL PETROLEUM RESTORATION PROGRAM January 22, 2015 ATC-PRP Teleconference Tallahassee, Florida January 22, 2015

1 Agenda AGENDA: 1. Welcome Diane Pickett 2. ATC Selection Process John Coates 3. New Site Access Agreement Stan Warden (procedure for having POs withdrawn for failure to obtain site access) 4. Importance of Due Dates Diane Pickett and Chris Bayliss (LSA Reminder Change Orders)

5. DEP Travel Form & Documentation for Invoices Sharon Lee 6. ADaPT Update Jamie Lopez (common mistakes and consequences of not submitting correctly) 7. Upcoming Master Contract Amendments Martin Ehlen 8. Open Questions and Answers 02/12/2020 2 WELCOME

DIANE PICKETT 02/12/2020 3 WELCOME 02/12/2020 4

WELCOME 02/12/2020 5 ATC SELECTION PROCESS JOHN COATES 02/12/2020

6 ATC SELECTION PROCESS 02/12/2020 7 NEW SITE ASSESSMENT AGREEMENT STAN WARDEN

02/12/2020 8 Procedure for Having Purchase Orders Withdrawn for Failure to Obtain Site Access Agency Term Contractors (ATC) that were unable to obtain site access and would like to have their Purchase Order (PO) withdrawn must: WHERE MONEY IS DUE FROM PRP ATC must submit a request for Change Order (CO) to remove the total cost of the PO, leaving any amount that is reimbursable from the PRP. 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,

in most cases, do not provide for reimbursement of costs where site access was not obtained. Generally, 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. WHERE MONEY IS NOT DUE FROM PRP ATC must request, in writing, that they would like for the PO to be cancelled. The written request 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, in most cases, do not provide for reimbursement of costs where site access was not obtained. Generally, 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. New Site Access Agreement For use by the Florida Department of Environmental Protection (Department) Agency Term Contractors (ATCs)

when working as an ATC for Source and Non-Source Properties Unless there are unique or extenuating circumstances, the new Site Access Agreement (Agreement) should not be altered The new agreement is between the Owner/RP and Department ATCs are no longer required to obtain the agreements from Owner/RPs No work shall be conducted until the Department is in possession of a fully executed Agreement between the Department and Owner/RP New Site Access Agreement Template: http://www.dep.state.fl.us/waste/categories/pcp/pages/announcements.htm 02/12/2020 10

INDEMNIFICATION (Paragraph 15 of New Site Access Agreement) The Department does not indemnify the Owner but acknowledges and accepts its responsibility under applicable law (Section 768.28, Florida Statutes) for damages caused by the acts of its employees while on the property of owner (see paragraph 16 of the New Site Access Agreement) The ATC has already indemnified the Department in its contract The Contractor should not enter into any agreement that conflicts with its indemnification of the Department Where no conflicts exist, any subsequent indemnification by the Contractor to any party

associated with the Permissible Activities is subservient and subordinate to the Contractors indemnification of the Department 02/12/2020 11 IMPORTANCE OF DUE DATES DIANE PICKETT/ CHRIS BAYLISS 02/12/2020

12 DEP DOCUMENTATION FORMS AND DOCUMENTATION FOR INVOICES SHARON LEE 02/12/2020 13 DEP Travel Form & Documentation for Invoices

Eligible for per diem when overnight travel is required Invoicing for per diem is based on $20 per daily quarter 12:00 midnight $20.00 Qtr 4 $20.00 Qtr 1 6:00 p.m.

6:00 a.m. $20.00 Qtr 3 $20.00 Qtr 2 12:00 noon DEP Travel Voucher The DEP Travel Voucher is found at this link: http://www.dep.state.fl.us/waste/categories/pcp/pages/announcements.htm

DEP Travel Voucher The DEP Travel Voucher is found at this link: http://www.dep.state.fl.us/waste/categories/pcp/pages/announcements.htm Must be completed and signed by the traveler Accepts Adobe electronic signature

Can be printed and signed in ink Must be included with deliverable to site manager Must be included with invoice billing for per diem Sample Travel Voucher ADaPT Automated Data Processing Tool JAMIE LOPEZ

Why do we need ADaPT? The requirements for ADaPT Electronic Data Deliverable (EDD) submittals is mandated in our Division of Waste Management (DWM) Quality Assurance Plan. The laboratory and field data that is received in the format of Electronic Data Deliverables (EDDs) will be validated by the Agency Term Contractor and DWM staff through ADaPT, then merged and uploaded to a database (REDD) in order for data analysis to be conducted. 19

What is ADaPT? ADaPT checks for the following: Critical or Non-Critical Errors in the EDD. Such as: Facility numbers match the Facility name. Each results and corresponding units are entered. Date sample and times are matching from the Lab EDD and Field EDD. Laboratory QC samples and holding times are included and then validated to ensure

accuracy and precision. If outliers exists ADaPT will add the necessary qualifier. 20 DWM Consolidated ADaPT User Guide The ADaPT consolidated DWM User Guide can be located on our DEP website. 21 DWM Consolidated ADaPT User Guide

The ADaPT consolidated DWM User Guide is a working copy and subject to change. 22 Responsibilities ADaPT EDDs are submitted to PRP via the FTP site. Ensure that the electronic copy of the Zip file with the Lab EDDs, the Lab EDD Error Log,

and Field EDD are named correctly. The zip folder should be named: 8515075}{11-18-2014}{przdd.txt And contain the following files: 8515075}{11-18-2014}{prldd.txt 8515075}{11-18-2014}{prldd_Errorlog.txt 8515075}{11-18-2014}{prfdd.txt or 8515075}{11-18-2014}{prfdd.csv 23 Corrected EDDs in Oculus Once the zip file is received on the FTP site the file is pulled and

reviewed (with in 24 hours) prior to upload. If no errors are present it is uploaded to Oculus. If the EDDs have Errors then the ADaPT Specialist will send an email to the site manager. The site manager will contact you to correct the EDDs and request for you to resubmit the corrected EDD to the FTP site. Notify the Site Manager via email when the corrected EDD is resubmitted. 24 Common File Naming Errors Common Errors

File named wrong Correct file naming convention 8517002}{01-14-2011}{przdd.zip Incorrect file naming convention 8517002}{01-14-11}{przdd.zip Incorrect file naming convention 8517002}{01-14-2014}{przdd.zip.zip Incorrect file naming convention 85175002}{01-14-2014}{przdd.zip 25 ADaPT Errors

A total of 464 files were reviewed in December. 46% of them were returned with Errors. Updating the following will assist in resolving some of these errors: Update ADaPT Version 8.1.01 Update Valid Values Table Update DWM Libraries 02/12/2020

26 ADaPT 8.1.01 UPDATE your computer with the latest ADaPT Version 8.1.01, DWM library and DWM Valid Values. 27 ATC ADaPT Training Event Date: Friday, January 30, 2015 Time: 9:00 am - 4:00 pm Location:

BOB MARTINEZ CENTER ROOM 603 2600 BLAIR STONE ROAD TALLAHASSEE, FLORIDA 32399-2400 Email [email protected] to register 02/12/2020 28 Contact Information PRP ADaPT Contacts George Smith (850) 245-7119

[email protected] James Fletcher (850) 245-7619 [email protected] Tamara Blyden (850) 245-8901 [email protected] Jamie Lopez (850) 245-8925 [email protected] 29

UPCOMING MASTER CONTRACT AMMENDMENTS MARTIN EHLEN 02/12/2020 30 OPEN QUESTIONS AND ANSWERS

OPEN QUESTIONS AND ANSWERS 02/12/2020 31

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