xvEPA
United States
Environmental Protection
Agency
Office of
Research and Development
Washington DC 20460
EPA 540 P-91 002
January 1991
Superfund
User's Guide to the
Contract Laboratory
Program
-------
9240.0-01 D
EPA/540/P-91/002
January 1991
User's Guide to the Contract Laboratory
Program
Office of Emergency and Remedial Response
U.S. Environmental Protection Agency
Washington, DC 20460
Printed on Recycled Paper
-------
Additional copies of this document can be obtained
from:
USEPA Sample Management Office
P.O. Box 818
Alexandria, VA 22313
NOTICE: The policies and procedures set forth here are
intended as guidance to Agency and other government
employees. They do not constitute rulemaking by the
Agency, and may not be relied on to create a substantive
or procedural right enforceable by any other person.
The Government may take action that is at variance with
the policies and procedures in this manual.
11
-------
TABLE OF CONTENTS
FOREWORD vii
CHAPTER 1 1
A. CLP Objective and Orientation 1
B. CLP Structure 1
CHAPTER II 6
A. Organic Routine Analytical Services 8
B. Inorganic Routine Analytical Services 8
C. Dioxin/Furan Routine Analytical Services 8
D. Special Analytical Services 8
E. Analytical Methodology Improvement/Development 18
CHAPTER III ,19
A. Analysis Request Procedures 19
B. Regional Organic/Inorganic Allocation System 23
C. Sample Documentation 23
D. Sample Packaging and Shipment 25
E. Procedures for Problem Resolution 26
CHAPTER IV 28
A. Shipment Management Program 28
B. Information Services 28
C. Enforcement Support 29
D. Cost Recovery Substantiation 31
E. Contract Compliance Screening (CCS) 31
F. Data Review Services 31
CHAPTER V 33
A. Laboratory Selection Process 33
B. Laboratory Startup Process 34
C. Laboratory Performance Evaluation 35
in
-------
CHAPTER VI 36
A. Laboratory Quality Control Criteria 36
B. Analytical Data Review 39
C. Laboratory Evaluation Samples 40
D. GC/MS Tape Audits 41
E. On-Site Laboratory Evaluations 41
F. Quality Assurance and Data Trend Analysis 42
G. Data Management 43
APPENDIX A 45
APPENDIX B 47
National Program Office 47
Sample Management Office 49
USEPA Region I 50
USEPA Region II 51
USEPA Region III 52
USEPA Region IV 53
USEPA Region V 54
USEPA Region VI ..55
USEPA Region VII 56
USEPA Region VIII 57
USEPA Region IX 58
USEPA Region X 59
Miscellaneous Information 60
Regional Sample Control Centers 61
Regional Technical Project Officers 62
APPENDIX C 63
Analytical References 63
Quality Assurance References 64
Safety References 65
Sampling References 65
Shipping References 65
INDEX 67
IV
-------
LIST OF FIGURES
Figure 1. Relationship of CLP Principals 2
Figure 2. Relationship of Other CLP Offices 2
Figure 3. Routine Analytical Services 6
Figure 4. Special Analytical Services 7
FigureS. Organic Routine Analytical Services, Multi-Media, Multi-Concentration 9
Figure 6. Organic Routine Analytical Services, Low Concentration Water 10
Figure 7. Organic Routine Analytical Services, Low Concentration Water - Volatiles Only....11
FigureS. Organic Routine Analytical Services, Multi-Media, High Concentration 12
Figure 9. Inorganic Routine Analytical Services, Multi-Media, Multi-Concentration 13
Figure 10. Inorganic Routine Analytical Services, Low Concentration Water 14
Figure 11. Inorganic Routine Analytical Services, Multi-Media, High Concentration 15
Figure 12. Dioxin/Furan Routine Analytical Services 16
Figure 13. RAS Analysis Request Procedures - User Information Required 20
Figure 13. SAS Analysis Request Procedures - User Information Required 21
Figure 15. Sample Tag 24
Figure 16. Additional CLP Enforcement Support 30
Figure 17. Cost Recovery Substantiation 17
Figure 18. Data Review Services 18
Figure 19. The CLP Laboratory Selection Process 33
-------
FOREWORD
This document has been prepared by the Contract Laboratory Program (CLP) Sample Management
Office (SMO) specifically for the guidance and direction of program clients. The CLP User's Guide is
designed to clarify procedures for CLP analysis. The CLP User's Guide acts as a reference for the
Regions and laboratory contractors to promote consistency in procedures throughout the Regions and
ensure the proper adherence to CLP requirements. This document along with the CLP Sampler's Guide
provides a thorough overview of the CLP.
Fifth Printing
Issued: January 1991
Vll
-------
CHAPTER I
BACKGROUND AND INTRODUCTION
In this chapter...
CLP Objective and Orientation
CLP Structure
Clients/Users
Regional Program Support
Analytical and Support Services Contractors
A. CLP Objective and Orientation
The Contract Laboratory Program (CLP) is
made up of contractor laboratories and supports
the Environmental Protection Agency's (EPA)
Superfund effort. It was begun under the 1980
Comprehensive Environmental Response,
Compensation, and Liability Act (CERCLA) and
continues under the 1986 Superfund Amendments
and Reauthorization Act (SARA). The CLP
provides a range of state-of-the-art chemical
analytical services of known quality on a high
volume, cost effective basis. The CLP is structured
to provide legally defensible analytical results
for use in supporting Agency enforcement actions.
The CLP can also meet other requirements of the
user community. Quality assurance procedures and
documentation designed for the intended purposes
of the data are part of all program activities.
Client orientation is a key factor in the design
and application of all CLP services and responses.
The CLP supplies analytical services in direct
response to requests from the EPA Regions, the
primary users of the program. States and other
Agency programs are also part of the CLP user
community.
The CLP objective is to develop, manage and
improve its analytical programs in support of all
Superfund requirements. This is accomplished by
increasing analytical capacity and improving
analytical program requirements and related
support services.
B. CLP Structure
CLP services involve numerous Agency
programs, contractors and other groups throughout
the country. These organizations are identified
and their role in the program described in the
following sections. Figures 1 and 2, "Relationship
of CLP Principals," and "Relationship of Other
CLP Offices," illustrate the interaction of these
groups in CLP operation. In addition, a directory
listing addresses and telephone numbers of key
program personnel is located in Appendix B.
1. Clients/Users
a. EPA Regions
The ten EPA Regions are the primary clients
of the CLP. Each Region has established a
Regional Sample Control Center (RSCC) that
schedules all Regional CLP analysis requests. The
RSCC balances Regional sampling with allocated
numbers of CLP sample analyses available each
month and prioritizes the Region's analytical
workload when conflicts occur. RSCC personnel
coordinate closely with the Sample Management
Office (SMO) throughout Regional sampling
events, assisting in tracking sample shipments to
the laboratory and resolving any problems that
arise. The RSCC also processes analytical
requests from state or other program users that are
located in the Region's geographical area.
b. States
Any state undertaking initial site
investigations and entering into cooperative
agreements [under the Resource Conservation and
Recovery Act (RCRA)- CERCLA Cooperative
Agreements] with the Government for clean up of
local waste sites can use CLP services. States must
access CLP analytical services through the RSCC.
Data packages are also distributed to states
through the RSCC.
c. Non-Super fund Clients
Program services are available to support
Non-Superfund clients. Non-Superfund analyses
and other support are provided by the CLP
through transfer of funds from the Non-Superfund
program. Non-Superfund clients currently include
other government agencies and EPA programs,
such as the Office of Acid Deposition, the Office
of Solid Waste, the Office of Water, and RCRA.
-------
CLP User's Guide
FIGURE 1. RELATIONSHIP OF CLP PRINCIPALS
CLP Clients/Users
I
RSCC
Analyses Scheduling and Prioritlzatlon
National
Program
Office/
Sample
Management
Office
Scheduling
SAS
Contracts
Contract
Compliance
Screening
Audit
Reports
Data
Invoicing
Contract Laboratories
FIGURE 2. RELATIONSHIP OF OTHER CLP OFFICES
Regional
TPOs
Problem
Resolution
1 Contract
Monitoring
Management Reportin
Program Admin. Support
SAS Work Assignments
Contract Status
RTP
Contracts
Contract
Procurement
Contract
Modifications
V. J
National
Program
Office/
Sample
Management
Office
EMSULV ^
QA/QC
Protocol
Development
Standards
QA Database
Audit Reports
Lab/Method Performance Reports
Evidence
Audit Team
Document
Audit
Contractor
-------
Chapter I - Background and Introduction
2. Program Management
a. National Program Office
The CLP is directed by the National Program
Office (NPO), in EPA Headquarters Analytical
Operations Branch (AOB), Hazardous Site
Evaluation Division (HSED), Office of Solid
Waste and Emergency Response (OSWER),
located in Washington, DC. The NPO is
comprised of the AOB Branch Chief and Deputy
Branch Chief, the Analytical Methods
Implementation Section (AMIS) Chief who also
serves as the National Program Manager, the
National Organics Program Manager and
National Inorganics Program Manager, the
Regional Operations Section Chief, the Quality
Assurance Coordinator, the Data Integrity
Specialist, the SMO Project Officer, and the ADP
Officer.
NPO responsibilities include:
overall management of the CLP in terms of
program objectives;
expansion and interface with clients and
other groups;
policy and budget formation and
implementation;
development and administration of CLP
analytical and support services contracts;
- development and technical review of
analytical protocols;
review of Special Analytical Services
subcontracts;
review of CLP-generated laboratory data;
monitoring and formal evaluation of
analytical and support contractors; and
direction of CLP quality assurance in
coordination with overall OSWER
quality assurance activities.
The National Program Manager (NPM)
assisted by the National Organics and Inorganics
Program Managers, in addition to directing the
AMIS section staff, is responsible for the
formulation of CLP policies and direction. By
communicating with Regional and Agency
communities on a continuing basis, the NPM keeps
all parties apprised of program activities and
receives input on program effectiveness. The NPM
and Organics and Inorganics Project Managers also
directs annual technical caucuses for the purpose
of reporting initiatives and progress of the past
year. AMIS is also responsible for development of
sample bottle specifications and data review
guidelines for all analytical services.
The Regional Operations Chief directs a staff
responsible for the Sample Management Office
contract, the Environmental Services Assistance
Teams contracts, and the Shipment Management
contract. In addition, the Regional Operations
Section tracks the supply and demand between
CLP capacity and client needs, and provides
budget support and administration. (Note: AMIS
manages this using information from ROS.)
The Quality Assurance Coordinator manages
all aspects of program quality assurance needed to
provide information to the Branch Chief and
Section Chiefs to determine if management's QA
expectations/needs are being met. The QA
Coordinator works closely with the Office of
Research and Development's Environmental
Monitoring Systems Laboratory in Las Vegas
(ORD EMSL/LV) in administering and improving
the QA program. The QA Coordinator interacts
with the APOs in refining and updating
analytical method QA. The QA Coordinator also
communicates with the Regions and other program
users to resolve QA issues related to analytical
data. For purposes of QA procedures review and
guidance development, the QA coordinator
conducts volunteer workgroups throughout the
year.
The APOs are responsible for administrative
and technical program decisions, contract
monitoring and contractor performance evaluation.
On a daily basis, the APOs work closely with the
Regional Technical Project Officers and contract
laboratories to resolve technical issues. The APOs
also direct the continuing effort to improve
contract language and to develop analytical
methodologies. For the purposes of CLP protocol
review, method development, and QC criteria
development, the APOs conduct volunteer
workgroups throughout the year.
The Data Integrity Specialist is responsible
for implementing Good Automated Laboratory
Practices into analytical services, developing
policy to protect the Government from alleged
fraud in the laboratory community, and heading
projects/workgroups focussing on the integrity of
Superfund analytical data.
-------
CLP User's Guide
b. Sample Management Office
The contractor-operated SMO provides
management, operations and administrative
support to the CLP. The primary objective of SMO
is to maintain optimal use of program analytical
resources. SMO activities fall into the following
areas:
sample scheduling and tracking;
Contract Compliance Screening;
Special Analytical Services
subcontracting;
laboratory invoice processing;
maintenance of CLP records and
management reporting;
procurement/IFB support and statement of
work production;
coordinating CLP meetings and
conferences; and
NPO management, technical, and
administrative support.
SMO routinely receives Regional analytical
requests, coordinates and schedules sample
analyses, tracks sample shipment and analyses,
receives and checks data for completeness and
compliance, processes laboratory invoices, and
maintains a repository of sampling records and
program data. In response to client requests for
specialized analyses, SMO subcontracts for
Special Analytical Services (SAS), scheduling
and tracking for SAS efforts as outlined above.
SMO maintains a comprehensive database of CLP
services, performance and utilization in order to
generate a variety of management and user
reports.
c. Office of Research and Development,
Environmental Monitoring Systems
Laboratory/Las Vegas (EMSL/LV)
ORD provides program QA support through
EMSL/LV. EMSL/LV assists in the following
functions:
performing preaward and postaward on-
site laboratory evaluations;
preparing performance evaluation (PE)
samples for preaward and postaward
laboratory performance evaluations;
evaluating preaward and postaward PE
sample data;
performing QA audits on CLP-generated
data including mass spectrometer data
tapes; and
assisting in the evaluation and
development of CLP analytical methods
and protocols.
EMSL/LV also operates the program's QA
database to conduct program and laboratory trend
analyses used in developing and updating contract
quality control criteria.
d. National Enforcement Investigations Center
The National Enforcement Investigations
Center (NEIC) advises the NPO in defining and
applying program enforcement requirements.
NEIC-developed sample custody procedures,
chain-of-custody records, sample tags, and
custody seals are used to maintain the integrity of
sample analyses for supporting Agency
enforcement actions. NEIC routinely performs
evidence audits of contract laboratories and
generates sample profiles used in Agency
enforcement litigation. A description of the
enforcement support provided by NEIC appears in
Chapter W, Section D.
3. Regional Program Support
The Regions play an integral role in program
activities, both as the primary CLP user and as a
key part of analytical program management. The
decentralization of program responsibilities to
the Regions is an effective means of directing
program operations nationwide. Extended
Regional participation in the program has and
will continue to increase the program's
responsiveness to Superfund requirements.
a. Regional Technical Project Officers
In 1984, Regional Administrators appointed a
CLP Technical Project Officer (TPO) for each
Regional office. Under the guidance of the NPO,
the Regional TPO monitors the contract
laboratories located in the Region. The TPO
works closely with the APO in responding to
identified problems in laboratory operations and
participating in on-site evaluations. The TPO is
the first line of contact for the laboratory for all
technical problem resolution and only reverts
technical problems to the NPO that appear to
have program implications.
-------
Chapter I - Background and Introduction
b. Regional Sample Control Centers (RSCC)
In 1984, each Region established an RSCC to
centralize scheduling of CLP sample analyses
within the Region. The RSCC is comprised of one
or more individuals. One individual is named as
the primary RSCC. The RSCC is responsible for
coordinating the level of Regional sampling
activities to correspond with the monthly
projected demand for analytical services. When
conflicts occur, the primary RSCC makes the final
determination of Regional analysis priorities.
The RSCC routinely places all Regional requests
for CLP analyses, coordinates with SMO during
sampling and sample shipment, and resolves any
problems concerning the samples. The RSCC also
serves as the central point of contact for questions
concerning Regional sampling efforts.
c. Regional/Laboratory Communication System
In 1983, the NPO established a system by
which the Regions and contract laboratories can
communicate in the most timely and direct manner
possible. Regional communication contacts
routinely call laboratory communication contacts
to resolve technical questions concerning program
data. This communication link also benefits the
laboratory by providing direct feedback on its
data product.
4. Analytical and Support Services Contractors
a. Analytical Contract Laboratories
The CLP's analysis contractors come from the
nationwide community of chemical analytical
laboratory facilities. To become part of the CLP,
laboratories must meet stringent requirements and
standards for equipment, personnel, laboratory
practices, and analytical and quality control
operations. Firm, fixed-price contracts are
awarded to the lowest responsive, responsible
bidders through the Government's Invitation for
Bid (IFB) process. Before a contract is awarded,
low priced bidders must successfully analyze
performance evaluation samples and pass a
preaward laboratory audit. After contract award,
laboratories are closely monitored to ensure
compliance with the terms and conditions of the
contract. Details of preaward and postaward
evaluations are addressed in Chapter V.
b. Shipment Management Program
The Shipment Management program was
created by the NPO in 1988 to provide a consistent
means of tracking the various shipping accounts
established for CLP use. The Shipment
Management contractor establishes, maintains
and monitors the shipping accounts for the
transportation of sample containers, sample
coolers, contract compliance screening results and
other items requested by the NPO. Further
information on the Shipment Management
program is provided in Chapter IV, Section B.
-------
CHAPTER II
DESCRIPTION OF ANALYTICAL SERVICES
In this chapter...
Organic Routine Analytical Services
Inorganic Routine Analytical Services
Dioxin/Furan Routine Analytical Services
Special Analytical Services
RAS Plus SAS
All SAS
Contract Delivery and Quality Control
Requirements
Analytical Methodology Improvement/
Development
Protocol Standardization and Improvement
Method Development
The CLP provides routine and specialized
analytical services to support a variety of
Superfund sampling activities. These activities
range from those associated with the smallest
preliminary site investigation to those of large
scale, complex remedial, monitoring and
enforcement actions. In response to the increasing
analytical demands of Regional clients, the CLP
has continually expanded its capacity for
standardized analyses through frequent contract
solicitations. On the average, the CLP provides
over 6,000 sample analyses per month through its
routine and specialized analytical services
programs. The CLP will continue to adjust
analytical capabilities and capacity in response
to client needs.
The CLP operates the following analytical
programs:
Organic Routine Analytical Services
(RAS),
Inorganic RAS,
Ğ High Concentration Organics
High Concentration Inorganics
Organics Low Concentration (Drinking
Water)
Inorganics Low Concentration (Drinking
Water)
Volatile Organics Low Concentration
(Drinking Water)
Dioxins/Furans
Special Analytical Services (SAS).
In the future, many other analytical programs
will be included under RAS:
Fast Turnaround GC Screen Organics
Air Toxics
Geotechnical
Water and Soil Characterization
Mixed Waste
Laboratories operating under firm, fixed-price
contracts with the EPA provide Routine
Analytical Services to Superfund clients. Non-
Superfund clients can also access RAS programs
once special funding arrangements have been
made.
Figure 3 summarizes RAS services. For
detailed analytical information, users are
instructed to consult the Region's Master Copy
FIGURE 3. ROUTINE ANAL YTICAL SER VICES
Concentration
Matrices
Fractions
Organic
Multi-Media,
Multi-
Concentratlon
Low, Medium
Water,
Soil/Sediment
Volatlles
(VOAs)
Seml-
volatlles
(SVs)
Pesticide/
Aroclors
Routine Analytical Services
Low
Concentration
Water
Low
Water
VOAs
SVs
Pesticide/
Aroclors
Low
Concentration
Water, VOA
Only
Low
Water
VOAs
High
Concentration
High
Water,
Soil/Sediment
VOAs
Eitractables
Aroclors/
Toxaphenes
Inorganic
Routine Analytical Service*
Multi-Media,
Multi-
Concentration
Low, Medium
Water,
Soil/Sediment
Total Metals
Dissolved
Metals
Cyanide
Lew
Concentration
Water
Low
Water
Total Metals ,
Cyanide
Total
Nitrogen
Fluoride
High
Concentration
High
Water,
Soil/Sediment
Metals
Cyanide
PH
Conduc-
tivity
Dloxin/
Furan RAS
Low, Medium
-------
Chapter II - Description of Analytical Services
Statements of Work under which CLP RAS
laboratory contractors operate.
Routine Analytical Services apply to the
analysis of water and soil/sediment samples.
Samples for analysis should be single-phase and
homogeneous with the exception of high
concentration analysis which may be multi-
phase. Sample matrices other than water or
soil/sediment are processed through the SAS
program.
Organic and inorganic low and medium
concentration RAS contract methods are used to
analyze low to medium sample concentrations for
organic target compounds and inorganic target
analytes, respectively. The sampler identifies
low and medium levels of concentration in the
field to determine sample collection volume and
packaging and shipment procedures. Low level
samples are considered to be those collected off-
site in areas where hazards are thought to be
significantly reduced by normal environmental
processes. Medium level samples, where a
compound or element may comprise as much as
fifteen percent of the total sample, are most often
those collected on-site in areas of moderate
dilution by normal environmental processes. The
contract laboratory performs preliminary
characterizations to determine the appropriate
analytical protocol (low or medium) to be used.
Organic high concentration RAS contract
methods are used to analyze high concentration
samples for organic target compounds. High
concentration samples are considered to be those
collected directly from drums, pits, ponds, lagoons
or areas where no dilution of waste is evident.
Required sample volume and container types
used for sample collection for RAS analyses are
detailed in the CLP Sampler's Guide. Contractors
should acquire sample bottles which meet EPA
quality assurance standards. These containers
may also be utilized in SAS projects as
appropriate.
Contract delivery requirements for each RAS
program are specified in the following sections.
The contract laboratory is required to deliver all
analytical results and quality control (QC) data
for each Sample Delivery Group (SDG) in one
data package. An SDG is defined by one of the
following, whichever occurs first:
each case of field samples; or
each twenty field samples within a case;
or
each fourteen calendar day (seven days
for low concentration inorganic) period
during which field samples in a Case are
received, beginning with the receipt of
the first sample in the SDG.
Laboratories are subject to liquidated damages
for late delivery and incentives for early delivery
of the data package.
The SAS program provides specialized
analytical services to Superfund and Non-
Superfund clients for organics, inorganics, dioxin
and other compounds in a variety of matrices.
SAS services are offered to meet specific
analytical requirements which do not fall under
RAS programs and are solicited through
individual fixed-price subcontracts awarded to
qualified laboratories.
Figure 4 outlines the services available under
the CLP's SAS programs. The client should
carefully consider the provisions of each CLP
analytical program during the planning stages of
a sampling event to determine the applicability
of the analysis to user needs.
FIGURE 4. SPECIAL ANALYTICAL SERVICES
RAS Plus SAS Examples
Fast Turnaround Analysis by RAS Organic or Inorganic IFB
Protocol
RAS Organic Analysis with Additions/Adjustments to IFB Protocol
RAS Inorganic Analysis with Additions/Adjustments to IFB Protocol
RAS High Concentration Analysis with Additiona/Adjustments to
IFB Protocol
All SAS Examples
Organic Analysis Per Non-RAS Protocols, Matrices, Compounds
Inorganic Analysis Per Non-RAS Protocols, Matrices, Compounds
Dioxin Analysis
Special Topics Analysis (As Requested)
NOTE: The client is responsible for
designating IFB method adjustments for "RAS Plus
SAS" requests and for supplying suitable
analytical protocols for "All SAS" requests.
Additionally, the client must provide quality
assurance/quality control procedures and criteria,
and must specify data delivery schedules. All
information must accompany the client's request
for SAS services.
The CLP QC program for RAS laboratory
analysis is structured to provide consistent results
of known and documented quality. Sample data
packages contain QC documentation that allow an
experienced chemist to determine the quality of
-------
CLP User's Guide
the data and its applicability to each sampling
activity. In addition, laboratory contracts contain
provisions for sample reanalysis if specified QC
criteria are not met by the contract laboratory.
Each CLP laboratory is also encouraged to develop
additional internal QA/QC procedures.
The minimum QC requirements of the RAS
programs consist of both an initial and ongoing
demonstration of laboratory capability to
generate acceptable performance with the
contract methods. The contract laboratory must
demonstrate that instrument calibration criteria
have been met, that interferences from the
analytical system are under control, and that
spike and duplicate recoveries falling outside
contract acceptance windows are attributable to
sample matrix interferences and not to laboratory
analytical errors. The QC requirements for each
RAS program are provided in the following
sections.
A. Organic Routine Analytical Services
Organic Routine Analytical Services are
comprised of four analytical contracts which
allow the analysis of different media and
concentrations. Figures 5-8 detail each of these
four analytical contracts.
B. Inorganic Routine Analytical
Services
Inorganic Routine Analytical Services are
comprised of three analytical contracts which
allow the analysis of different media and
concentrations. Figures 9-11 detail each of these
three analytical contacts.
C Dioxin/Furan Routine Analytical
Services
Dioxin/Furan Routine Analytical Services are
detailed in Figure 12.
D. Special Analytical Services
In addition to the standardized analyses
available under the RAS program, SMO provides
Regional clients with specialized analyses under
the SAS program. While these analytical
services are beyond the scope of RAS contract
protocols, they are consistent with CLP objectives.
Services provided through the SAS program
include fast turnaround analyses, verification
analyses, analyses requiring lower detection
limits than RAS methods provide, identification
and quantification of non-TCL constituents,
general waste characterizations, analysis of
nonstandard matrices and other specific analyses.
As part of the SMO contract with EPA, Viar
and Company solicits, awards and administers
SAS subcontracts. By utilizing subcontracts, SMO
can procure specialized services in a timely
manner on an as-needed basis. Due to the often
unusual nature of SAS requests, users must plan
their projects in advance to allow SMO sufficient
time to procure these services.
For each SAS request, the client provides
SMO with the necessary analytical methods,
QA/QC requirements and acceptance criteria in
writing. SMO procures SAS by subcontracting
with laboratories with RAS contracts in the
appropriate analytical program. When RAS
laboratories cannot meet the analytical
requirement of the SAS, requests are solicited to
other laboratories which have indicated the
ability to meet program performance
requirements. RAS contract laboratories are
evaluated for current RAS performance before
they are considered for SAS solicitations, and are
not solicited for SAS work if deficient in this
area. Other laboratories qualify to perform
certain types of SAS work by successfully
completing performance evaluation sample
analyses or by justification of unique analytical
capability.
Once the laboratory community is determined,
SMO provides the community with the particular
requirements of the SAS. Laboratories are asked
to bid firm, fixed-price(s) for the performance of
specific types of analyses on a defined number of
samples.
A laboratory's ability to bid for SAS work and
the prices being bid may vary depending on the
size or scope of the analytical request, data
turnaround requirements and analytical
parameters of a particular task, weekly RAS
sample loading, and laboratory operating
conditions at the time of solicitation. SMO
evaluates laboratory bids in terms of bid price and
responsiveness to the specified task. The SAS is
awarded to the lowest bidding laboratory which
responds to the client's analytical requirement. A
written, individual SAS subcontract agreement is
then made between the laboratory and Viar.
8
-------
Chapter II - Description of Analytical Services
FIGURES. ORGANIC ROUTINE ANALYTICAL SERVICES, MULTI-MEDIA, MULTI-CONCENTRATION
SOW Reference
Concentration
Matrices
Fractions
Compounds
Identified &
Quantified
Volumes Required
and Required and
Preservation
Techniques
Contract Delivery
Requirements
Data Package
Contents
Analytical
Procedures
QA/QC Summary
Statement of Work for Organics Analysis
Multi-Media. Multi-Concentration
Document Number OLM01.0
Low or Medium
Water
Soil/Sediment
Volanles (VOAs)
Semivolatiles (SVs)
Pesticide/Aroclors
Target Compounds
Library Matches of 10 volatile components
Library Matches of 20 semivolatile components
Consult Sampler's Guide or Regional instructions
Deliverable
Updated SOPs
Sample Traffic Reports
Sample Data Summary
Package
Sample Data Package
Complete SDG File
Quality Assurance Plan
Data in Computer Readable
Form
GC/MS Tapes
Extracts
Delivery Schedule
45 days after contract receipt
3 days after receipt of last sample in SDG
35 or 14 (see contract) days after receipt
of last sample in SDG
35 or 14 (see contract) days after receipt
of last sample in SDG
35 or 14 (see contract) days after receipt
of last sample in SDG
Submit copy within 7 days of written
request by APO
35 or 14 (see contract) days after receipt
of last sample in SDG
Retain for 365 days after data submission,
or submit within 7 days after receipt of
written request by APO and/or EMSL/LV
Retain for 365 days after data submission.
or submit within 7 days after receipt of
written request by APO or SMO.
Description
Updated copies of all required SOPs
submitted with prebid PE sample results.
SOPs must address any and all issues of
laboratory performance and operation
identified through the review of PE
sample data and evaluation of
Bidder-Supplied Documentation.
See "Data Package Contents."
See Exhibit B, Sections 111 and IV of
SOW.
The QAP must present, in specific terms,
the policies, organization, objectives,
functional guidelines, and specific QA
and QC activities designed to achieve the
data quality requirements in the contract
See Exhibit H of SOW.
1. SDG Narrative
2. Traffic Reports
3. Volatiles Data
4. Semivolatiles Data
5. Pesticide/Aroclor Data
Sample Preparation and Storage
GC/MS Analysis
GC/EC Analysis
Matrix Spike
Matrix Spike Duplicate
Per Sample Delivery Group For Each Matrix and Concentration On Per-Fraction Basis
Various Instrument QA/QC (see SOW)
-------
CLP User's Guide
FIGURE 6. ORGANIC ROUTINE ANALYTICAL SERVICES, LOW CONCENTRATION WATER
SOW Reference
Concentration
Matrices
Fractions
Compounds
Identified &
Quantified
Volumes Required
and Preservation
Techniques
Contract Delivery
Requirements
Data Package
Contents
Analytical
Procedures
Statement of Work for Low Concentration Water for Organics Analysis
Document Number OLC01.0
Low
Water
Volatiles
Semivolatiles
Pesticides/Aroclors
Target Compound List
10 non-surrogate organic compounds for volatile
20 non-surrogate organic compounds for semivolatile
Consult Sampler's Guide or Regional instructions
Deliverable
Updated SOPs
Sample Traffic Reports
Sample Data Summary
Package
Sample Data Package
Complete SDG File
Data in Computer Readable
Form
GC/MS Tapes
Extracts
QAPlan
Delivery Schedule
45 days after contract receipt
3 days after receipt of last sample in SDG
21 days after receipt of last sample in SDG
21 days after receipt of last sample in SDG
21 days after receipt of last sample in SDG
21 days after receipt of last sample in SDG
Retain for 365 days after data submission,
or submit within 7 days after receipt of
written request by APO and/or EMSL/LV
Retain for 365 days after data submission,
or submit within 7 days after receipt of
written request by APO or SMO
Submit witin 7 days after receipt of
written request by APO
Description
Updated copies of all required SOPs
submitted with prebid PE sample results.
SOPs must address any and all issues of
laboratory performance and operation
identified through the review of PE
sample data and evaluation of
Bidder-Supplied Documentation.
See "Data Package Contents."
See Exhibit B, Sections ni and IV of
SOW.
See Exhibit H of SOW.
The QAP must present, in specific terms,
the policies, organization, objectives,
functional guidelines, and specific QA
and QC activities designed to achieve the
data quality requirements in the contract.
1. SDG Narrative
2. Sample Traffic Reports
3. Volatiles Data
4. Semivolatiles Data
5. Pesticides/Aroclors Data
GC Analysis
GC/MS Analysis
GC/EC Analysis for pesticides/Aroclor
Surrogate Spike Recovery
Laboratory Evaluation Sample
Blanks
GC/MS Instrument Performance Checks (BFB and DFTPP)
Initial and Continuing Calibration Data
10
-------
Chapter II - Description of Analytical Services
FIGURE 7. ORGANIC ROUTINE ANAL YTICAL SERVICES, LOW CONCENTRATION WATER -
VOLATILES ONLY
SOW Reference
Concentration
Matrices
Fractions
Compounds
Identified &
Quantified
Volumes Required
and Preservation
Techniques
Contract Delivery
Requirements
Data facKage
Contents
Analytical
Procedures
V^W*- nummary
Statement of Work for Low Concentration Water for Volatile Organics Analysis
Document Number OLV01.0
Low
water
. Volaules
Target Compounds
10 non-surrogate organic compounds
Consult Sampler's Guide or Regional instructions
UellveraDle
Update SOPs
Sample Traffic Reports
Sample Data Summary
Package
Sample Data Package
Complete SDG File
Data in Computer Readable
Form
GC/MS Tapes
QAPlan
Delivery schedule
45 days after contract receipt or within 14
days of request by APO/TPO
3 days after receipts of last sample in SDG
7 days after receipt of last sample in SDG
7 days after receipt of last sample in SDG
7 days after receipt of last sample in SDG
7 days after receipt of last sample in SDG
Retain for 365 days after data submission,
or submit within 7 days after receipt of
written request by APO and/or EMSL/LV
Submit within 7 days after receipt of
written request by APO
Description
Updated copies of all required SOPs
submitted with prebid PE sample results.
SOPs must address any and all issues of
laboratory performance and operation
identified through the review of PE
sample data and evaluation of
Bidder-Supplied Documentation.
See "Data Package Contents."
See Exhibit B. Section HI of SOW
See Exhibit H of SOW
1. SJLXi Narrative
2. Sample Traffic Reports
3. Volatiles Data
Sample Preparation and Storage
GC/MS Analysis
Diamt Analysis
Laboratory Control Samples
Performance Evaluation Samples
Various Instrument QA/QC (see SOW)
11
-------
CLP User's Guide
FIGURES. ORGANIC ROUTINE ANALYTICAL SERVICES, MULTI-MEDIA, HIGH CONCENTRATION
SOW Reference
Concentration
Matrices
tractions
Compounds
Identified &
Quantified
Volumes Required
and Preservation
Techniques
Contract Delivery
Requirements
Contents
Procedures
Statement of Work for Organics Analysis
Multi-Media, High Concentration
SOW No. Rev. 9/88 including Rev 4/89
High
Water
Soil/Sediment
Volanles
Ex tractable;
Aroclors/Toxaphenes
Target Compounds
10 volatile components
20 extractable components
Consult Sampler's Guide or Regional instructions
Deliverable
Contract Start-Up Plan
Updated SOPs
Sample Traffic Reports
Sample Data Summary
Package
Sample Data Package
GC/MS Tapes
Extracts
Complete Case File Purge
Delivery Schedule
7 days after contract award
120 days after contract award
35 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
Retain for 365 days after data submission,
or submit within 7 days after receipt of
written request by APO and/or EMSL/LV
Retain for 365 days after data submission.
or submit within 7 days after receipt of
written request by APO or SMO
Submit 180 days after data submission or
7 days after receipt of written request by
APO or SMO
Description
Proposed schedule for receiving samples
starting with the 30th calendar day after
award and ending with the date the
contractor is capable of receiving the full
monthly sample allotment stipulated in
the Contract
Updated copies of all required SOPs
submitted with prebid PE sample results.
SOPs must address any and all issues of
laboratory performance and operation
identified through the review of PE
sample data and evaluation of
Bidder-Supplied Documentation.
See "Data Package Contents."
Includes all laboratory records received or
generated for a specific Case that have
not been previously submitted to EPA as
a deliverable. These items include but are
not limited to: sample tags, custody
records, sample tracking records, analysts
logbook pages, bench sheets.
chromatographic charts, computer
printouts, raw data summaries, instrument
logbook pages, correspondence, and the
document inventory.
1 . Case Narrative
2. Traffic Reports
3. High Concentration Volatiles Data
4. Extractables Data
5. Aroclor/Toxaphene Data
GC/MS Analysis
GC/EC Analysis
Following Sample Preparation/ Extraction
Matrix Spike Sample Analysis (per 20 single phase units/14 calendar days, whichever most frequent)
Method blank (per Case/20 units/14 calendar days/extraction, whichever most frequent)
12
-------
Chapter II - Description of Analytical Services
FIGURE 9. INORGANIC ROUTINE ANAL YTfCAL SERVICES, MUL TI-MEDIA, MUL TI-CONCENTRA TION
SOW Reference
Concentration
Matrices
Fractions
Compounds
Identified &
Quantified
Volumes Required
and Reservation
Techniques
Contract Delivery
Requirements
Data Package
Contents
Analytical
Procedures
QA/QC Summary
Statement of Work for Inorganics Analysis
Multi-Media, Multi-Concentration
Document Number ILM01.0
Low or Medium
Water
Soil/Sediment
Total Metals or Dissolved Metals
Cyanide
Metals
Cyanide
Consult Sampler's Guide or Regional instructions
Deliverable
Updated SOPs
Sample Traffic Reports
Sample Data Package
Data in Computer Readable
Form
Complete SDG File
Quarterly/Annual
Verification of Instrument
Parameters
Quality Assurance Plan
Delivery Schedule
45 days after contract receipt
3 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
Quarterly: 15th day of January, April,
July, October
Submit copy within 7 days of written
request by APO
Description
Updated copies of all required SOPs
submitted with prebid PE sample
results. SOPs must address any and
all issues of laboratory performance
and operation identified through the
review of PE sample data ana
evaluation of Bidder-Supplied
Documentation.
See "Data Package Contents."
See Exhibit H of SOW.
See Exhibit B, Sections 111 and IV of SOW.
The Contractor shall perform and report
quarterly verification of instrument
detection limits and linear range
methods specified in Exhibit E for each
instrument used under this contract
For the ICP instrumentation, the
Contractor shall also perform and report
annual interelement correction factors
(including method of determination),
wavelengths used and integration times.
The QAP must present, in specific terms, the
policies, organization, objectives, functional
guidelines, and specific QA and QC
activities designed to achieve the data
quality requirements in the contract.
1. Cover Page
2. Sample Data
3. Sample Traffic Reports
Following Sample Preparation/Distillation
ICP Analysis
Flame, Graphite Furnace and Cold Vapor AA Analysis
Cyanide Analysis
1U1MU5 Analysis (at beginning and end ot analysis run or minimum or twice per K fir shift, whichever is more frequent
Spiked Sample Analysis (per matrix/concentration)
Duplicate Sample Analysis (per matrix/concentration)
LCS Analysis (per group/batch)
ICP Serial Dilution (per group/batch)
Other QA/QC (see SOW)
13
-------
CLP User's Guide
FIGURE 10. INORGANIC ROUTINE ANALYTICAL SERVICES, LOW CONCENTRATION WATER
SOW Reference
fractions
Compounds
Identified &
Quantified
Volumes Required
and Preservation
Techniques
Contract Delivery
Requirements
Data Package
Contents
Analytical
Procedures
QA/QL iiummary
Statement of Work
Low Concentration Water for Inorganic Analytes
Document Number ILCO 1 .0
Low
Water
Total Metals
Cyanide
Total Nitrogen
23 indicated elements
Cyanide
Total Nitrogen
Fluoride
Consult Sampler's Guide or Regional instructions
Deliverable
Updated SOPs
Sample Traffic Reports
Sample Data Package
Data in Computer Readable
Format
Complete SDG File
Quarterly/Annual
Verification of Instrument
Parameters
ICP/MS Diskettes/Tapes
Quality Assurance Plan
45 days after contract receipt
3 days after receipt of last sample in SDG
14 days after receipt of last sample in SDG
14 days after receipt of last sample in SDG
14 days after receipt of last sample in SDG
Quarterly: 15th day of January, April,
July, October
Retain for 365 days after submission; or
submit them within 7 days of written
request by APOorEMSL
Submit within 7 days of written request
byAPO
Updated copies of all requires SOPs
submitted with prebid PE sample
results. SOPs must address any and
all issues of laboratory performance
and operation identified through the
review of PEsample data and
evaluation of Bidder-Supplied
Documentation.
See "Data Package Contents."
See Exhibit H of SOW.
See Exhibit B, Sections in and IV of SOW
The Contractor shall perform and report
quarterly verification of instrument
detection limits and linear range
methods specified in Exhibit E for each
instrument used under this contract.
For the ICP instrumentation, the
Contractor shall also perform and report
annual interelement correction factors
(including method of determination).
wavelengths used and integration times.
The QAP must present, in specific terms,
the policies, organization, objectives,
functional guidelines, and specific QA
and QC activities designed to achieve the
data quality requirements in the contract.
1 . Cover Page for the LC-lnorganic Analyses Data Package
2. Sample Data
3 . Sample Traffic Reports and Cover Sheet for each sample
ICP Analysis
ICP/MS Analysis
Graphite Furnace, Flame, and Cold Vapor AA Analysis
Cyanide, Total Nitrogen, and Fluoride Analysis
ICjf and l(J.tYMi> Interference Check; Sample (1C6) Analyses
Matrix Spike Sample Analysis (S)
Duplicate Sample Analysis (D)
Laboratory Control Sample (LCS) Analysis
Performance Evaluation Sample (PES)
Serial Dilution Analysis (L)
Internal Standards for ICP/MS
Instrument Detection Limit (IDL) Determination
rnterelement Corrections for ICP and ICP/MS
Hydride ICP (HYICP) and Furnace AA QC Analysis
Other QA/QC (see SOW)
14
-------
Chapter II - Description of Analytical Services
FIGURE 11. INORGANIC ROUTINE ANALYTICAL SERVICES, MULTI-MEDIA, HIGH CONCENTRATION
SOW Reference
Concentration
Matrices
fractions
Compounds
Identified &
Quantified
Volumes Required
and Preservation
Techniques
Contract Delivery
Requirements
UatafacKage
Contents
Analytical
Procedures
QA/QC Summary
Statement of Work for Inorganic Analysis
Multi-Media, High Concentration
Document Number IHC01.0
High
Water
Soil/Sediment
Metals
Cyanide
pH
Conductivity
Target Analyte List
Consult Sampler's Guide or Regional instructions
Deliverable
Updated SOPs
Sample Traffic Reports
Sample Data Package
Data in Computer Readable
Format
Complete SDG Hie
Quarterly/Annual
Verification of Instrument
Parameters
Quality Assurance Plan
Delivery Schedule
45 days after contract receipt
3 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
35 days after receipt of last sample in SDG
Quarterly: 15th day of January, April,
July, October
Submit within 7 days of written request
byAPO
Description
Updated copies of all requires SOPs
submitted with prebid PE sample results.
SOPs must address any and all issues of
laboratory performance and operation
identified through the review of PE
sample data and evaluation of
Bidder-Supplied Documentation.
See "Data Package Contents."
See Exhibit H of SOW.
See Exhibit B, Sections 111 and IV of SOW.
The Contractor shall perform and report
quarterly verification of instrument
detection limits and linear range methods
specified in Exhibit E for each instrument
used under this contract. For the ICP
instrumentation, the Contractor shall also
perform and report annual interelement
correction factors (including method of
determination), wavelengths used and
integration times.
'ITie QAP must present, in specific terms,
the policies, organization, objectives,
functional guidelines, and specific QA and
QC activities designed to achieve the data
quality requirements in the contract
1. LioverJfage
2. Sample Data
3. Sample Traffic Reports
UJF Analysis
HYICP Analysis
CVAA Analysis
Cyanide Analysis
pH Analysis
Following Sample Preparation/Extraction
ICP Interference Check Sample (ICS) Analyses.
Matrix Spike Sample Analysis (S).
Analytical Spike Sample Analysis (A).
Duplicate Sample Analysis (D).
Laboratory Control Sample (LCS) Analysis.
Method Detection Limit (MDL) Determination.
Interelement Corrections for ICP (ICP).
Hydride ICP (HYICP) QC Analysis.
15
-------
CLP User's Guide
FIGURE 12. DIOXIN/FURAN ROUTINE ANALYTICAL SERVICES
SOW Reference
Concentration
Matrices
Compounds
Identified &
Quantified
Volumes Required
Contract Delivery
Requirements
Contents
Procedures
Statement of Work for Analysis of Polychlorinated Dibenzo- p-Dioxins (PCDD) and Polychlorinated
Dibenzofurans (PCDF), Multi- Media, Multi-Concentration
Document Number DFLM01.0
At least 10 parts per trillion for water samples or 10 parts per billion for soil, fly ash and chemical waste samples.
Water
Soil
Fly Ash
Chemical Waste
Total tetrachlorinated Dibenzo- p-dioxins
Total pentachlorinated Dibenzo- p-dioxins
Total hexachlorinated Dibenzo- p-dioxins
Total heptachlorinated Dibenzo- />-dioxins
Total octachlorinated Dibenzo- /ğ-dioxins
Total tetrachlorinated Dibenzofurans
Total pentachlorinated Dibenzofurans
Total hexachlorinated Dibenzofurans
Total heptachlorinated Dibenzofurans
Total octachlorinated Dibenzofurans
17 specific "2,3,7,8-substituted PCDDs/PCDFs"
2 L for Water samples
3 oz. for Soil, Fly Ash and Chemical Waste samples
Deliverable
Updated SOPs
Sample Traffic Reports
Sample Data Summary
Package
Sample Data Package
Complete SDG File
Quality Assurance Plan
GC/MS Tapes
Extracts
Delivery Schedule
45 days after contract receipt
3 days after receipt of last sample in SDG
45 days after receipt of last sample in SDG
45 days after receipt of last sample in SDG
45 days after receipt of last sample in SDG
Submit within 7 days of written request
byAPO
Retain for 365 days after data submission.
or submit within 7 days after written
request by APO or EMSl^LV.
Retain for 365 days after data submission.
or submit within 7 days after written
request by APO or SMO.
Description
Updated copies of all required SOPs
submitted with prebid PE sample results.
SOPs must address any and all issues of
laboratory performance and operation
identified through the review of PE
sample data and evaluation of
Bidder-Supplied Documentation.
See "Data Package Contents."
See Exhibit B, Section n of SOW.
The QAP must present, in specific terms,
the policies, organization, objectives.
functional guidelines, and specific QA
and QC activities designed to achieve the
data quality requirements in the contract.
1. SDG Narrative
2. Traffic Reports
3. PCDD/PCDFData
High Resolution GC/Low Resolution MS
Matrix Spike Sample Analysis (S)
Duplicate Sample Analysis (D)
Other QA/QC (see SOW)
16
-------
Chapter II - Description of Analytical Services
SAS requests are separated into two basic
categories, "RAS Plus SAS" and "All SAS". These
categories are utilized in defining client requests
and pursuant SAS solicitation and contract award.
Analytical services available through the SAS
program are described below.
1. RAS Plus SAS
a. Fast Turnaround
Fast turnaround requests require the
application of existing RAS analytical
parameters, methodologies and detection limits
with a shorter timeframe for performance of
analysis and/or delivery of data. Procurement for
fast turnaround SAS is dependent upon program
sample load, laboratory capacities and
laboratory operating conditions at the time of the
request. Because of constant fluctuations of these
factors, it may not be possible to obtain fast
turnaround service on an unlimited basis. Fast
turnaround contracts are solicited only in
situations of demonstrated need and are used
primarily to support EPA emergency actions and to
meet impending litigation deadlines.
The following illustrates common "RAS Plus
SAS" fast turnaround requests. The SAS portion is
underlined:
RAS organic target compound analysis
with data delivery in seven days.
RAS inorganic target compound analysis
with data delivery in fourteen days.
b. Special Requirements in Addition to RAS
A client may need to access the standardized
RAS programs and add to the contract
requirements. The following examples illustrate
common "RAS Plus SAS" requests. The SAS
portion is underlined:
(1) Organic
Organics RAS TCL analysis with
additional non-target compounds.
Pesticide target compound analysis with
minor alterations or additional procedures
applied.
(2) Inorganic
Metals and cyanide analyses with special
rigorous sample homogenization
requirements.
Metals analysis at lower detection limits
than required by the RAS requirements.
RAS metals and cyanide analysis with
minor alterations or additional
analytical procedures applied.
(3) High Concentration Organic
RAS High Concentration Analyses
RAS analysis at lower detection limits
than required by the High Concentration
protocol.
2. All SAS
CLP clients frequently request types of
analyses that are not directly applicable to the
RAS program. These requests occur most often
with samples of difficult or unusual matrices and
measurements of analytical parameters not
provided through the RAS program. The SAS
program accommodates unusual analytical
requests on an "All SAS" basis. Complete
methodology and QA/QC specifications must
accompany the request. These types of analyses
include, but are not limited to, the following:
Volatile target compound analysis at
lower detection limits than required by
the IFB.
Seven TCL Aroclors analysis only (i.e., not
the entire IFB pesticide fraction).
Non-target compound analyses.
RAS compound /analyte analysis by non-
RAS methods.
Specified RAS elemental analysis only
(e,g., cadmium, mercury and selenium).
Metals analysis by non-RAS methods.
Air samples (e.g., tenax, charcoal and
florisil tubes) for specific organic
analyses.
Methods comparison/evaluation studies.
Asbestos analysis.
Acid deposition parameters.
Non-Superfund analytical services of any
type.
Geotechnical/Geophysical tests on soil
samples.
Radioactivity analyses.
Leaching procedures (TCLP, EPTOX).
Wet chemistry procedures.
Physical tests.
17
-------
CLP User's Guide
3.
Bioassays.
RCRA parameters.
"Explosives" Analyses.
Others as defined by client.
Contract Delivery and Quality Control
Requirements
SAS contracts require delivery schedules for
sample extraction, analysis and data reporting,
and require laboratory QC procedures and
reporting of QC parameters as defined by the
client requestor. Delivery and QC requirements as
detailed in RAS program contracts may be used as
a guide but must be specified by the client at the
time of request. The requestor must specify all
deliverables required to ensure that the
appropriate data packages are received. Clients
are encouraged to maintain a high level of QC in
all analysis requests, unless there is substantial
reason for deleting certain QC requirements.
E. Analytical Methodology
Improvement/Development
1. Protocol Standardization and Improvement
In order to maintain state-of-the-art
protocols and accommodate newly defined or
changed requirements of the Superfund effort, CLP
participants are constantly refining and
improving analytical protocols. To accomplish
this, program participants submit comments and
suggestions to the NPO. The NPO reviews all
submitted information and considers
recommendations for program modification on a
periodic basis.
Since 1982, the NPO has planned technical
meetings to utilize all available resources in
updating analytical program methodologies and
data reporting requirements. Technical meetings -
such as workgroups, and caucuses - are initiated by
the NPO on a periodic basis. Participants include
the Regions, NPO, EMSL/LV, EMSL/Cincinnati,
NEIC, SMO, contract laboratories, program
support contractors, other EPA programs, and
other government agencies, as appropriate. These
meetings are instrumental in improving CLP
protocols and ensuring that deliverables meet user
needs.
EPA personnel review the discussions of the
technical meetings and compile recommendations
for protocol changes. Following NPO approval of
recommended changes, existing laboratory
contracts are modified by the Contracting Officer
to include the recommended revisions. Whenever
possible, all laboratory contracts within an
analytical program are changed simultaneously to
maintain consistency within the program. NPO-
approved protocol revisions are included in any
new IFB solicitations.
2. Method Development
Development of new analytical methods may
be initiated by a newly identified or redefined
Agency analysis requirement. Analytical
methods utilized in the CLP are based on
methodologies developed and approved by EPA.
The NPO, EMSL/LV, the Regions, and the
contractor community have historically
contributed to the development of new program
analytical methodologies. Methods are reviewed
by several sources and are tested prior to
implementation to the extent possible to meet
program requirements.
18
-------
Chapter III - Utilization of Analytical Services
CHAPTER IH
UTILIZATION OF ANALYTICAL SERVICES
In this chapter...
Analysis Request Procedures
RAS Initiation Process
SAS Initiation Process
Procedures for Making Changes to Analytical
Requests
Regional Organic/Inorganic Allocation System
Sample Documentation
Sample Traffic Report
SAS Packing List
Sample Number
Sample Tag
Chain-of-Custody Record
Sample Packaging and Shipment
Packaging Requirements
Shipping Instructions
Shipment Coordination
Procedures for Problem Resolution
Resolving Problems Concerning Sample
Shipment and Analysis
Resolving Problems Concerning Analytical
Data
The CLP provides clients with prompt access
to laboratory services through a documented
system of sample scheduling and tracking.
Individuals interested in obtaining CLP
analytical support must contact their Regional
EPA office's RSCC. SMO coordinates the
scheduling of sample analyses through the CLP
and tracks the progress of samples from collection
through final data production.
The RSCC is established by the EPA Regional
Administrator and is centered in each Region's
Environmental Services Division or Waste
Management Division (see Appendix B). The
RSCC, consisting of one or more individuals,
places analytical requests. SMO is authorized to
accept analytical requests only through the
RSCC. In addition, the RSCC is responsible for
ensuring Regional compliance with the CLP's
projection/allocation system. The primary RSCC
determines analytical priorities for the Region
when conflicts occur.
SMO seeks to effectively match the
analytical needs of program clients with the
capabilities of contract laboratories. To this end,
SMO tracks current utilization, availability of
resources and laboratory performance limitations
for each program.
The success of the CLP scheduling process
depends on two factors:
ongoing communication among the RSCC,
field sampler, SMO and laboratory
personnel, and
correct use of sample scheduling and
tracking documents by the RSCC, field
sampler and laboratory personnel.
A. Analysis Request Procedures
1. RAS Initiation Process
a. User Information Required
To initiate a RAS request, the RSCC or
Regional designee contacts the appropriate SMO
Coordinator by telephone or fax and provides a
complete description of the analytical
requirement. (SMO personnel are identified in
Appendix B.) The information SMO requires to
initiate a RAS request is listed in Figure 13.
The RSCC or designee is responsible for
estimating the number and types of samples and
the sample shipment dates for the analytical
request. Overestimation of the number of samples
to be collected or miscalculation of shipment dates
unnecessarily ties up available laboratory
capacity and lessens program responsiveness.
Underestimation of the number and types of
samples to be collected may result in unavailable
services for any additional analyses needed.
b. Lead-time Required
By noon EST on the Wednesday of the week
prior to the scheduled start of a planned sampling
activity, the RSCC or designee contacts SMO to
place a request for RAS services and to provide
scheduling information to SMO. Allowing this
lead-time makes laboratory scheduling and
resolution of sampling questions easier. It also
19
-------
CLP User's Guide
allows the sampler time to prepare the required
sample documentation prior to field activity, if
appropriate. Advance scheduling is available
and should be utilized whenever necessary. Late
scheduling requests (i.e., requests received
between Wednesday noon and Friday) are
accommodated with laboratory capacity
availability. To avoid possible shortfalls,
Regions are strongly encouraged to submit all RAS
scheduling requests by Wednesday noon, where
possible.
FIGURE 13. RAS ANAL YSIS REQUEST
PROCEDURES - USER INFORMATION
REQUIRED
Name of the individual RSCC, or designated requestor.
Name(s), association and telephone number(s) of sampling personnel
Name, city and state of the site to be sampled.
Superfund site/spill ID (2 digit alpha-numeric code).
Number and matrix of samples to be collected.
Type of analyses required.
Organic: Volatiles (VOAs), Low Concentration Water for
Semivolatiles (SVs), Organic Compounds: VOAs,
Pesticides/Aroclors. SVs, Pesticides/Aroclors.
Inorganic: Total Metals, Dissolved
Metals, Cyanide.
High Concentration Organic: VOAs,
Extractables, Aroclors/Toxaphenes.
High Concentration Inorganic
Metals, Cyanide, pH, Conductivity.
Scheduled sample collection and shipment dates.
Nature of sampling event
Preliminary Assessment
Site Investigation
Expended Site Investigation
Remedial Investigation/Feasibility
Study
Low Concentration Water for
Inorganic Analytes: Total Metals,
Cyanide, Total Nitrogen, Fluoride.
Low Concentration Water for
VOAsOnly: VOAs.
Dioxins/Furans.
Remedial Design
Remedial Action
Enforcement Lead
Emergency Response (Removal)
National Priorities List Delete
Operation and Maintenance
State Lead Preliminary Assessment
Suspected contaminants associated with the sample and/or site.
Other information which may affect sample scheduling or shipment (i.e.,
anticipated delays due to site access, weather conditions, sampling equipment)
Name(s) of Regional or contractor contacts for immediate problem resolution.
Other describe
State Lead Site Investigation
Slate
National Dioxin Study
Facility Assessment
Compliance Monitoring Effort
Enforcement
Ground Water Monitoring Task
Force
Resource Conservation and
Recovery Act
Office of Water
Clean Air
C.
Case Number Assignment and Laboratory
Scheduling
At the time of request, SMO assigns a
sequential Case number to each RAS sampling
activity for identification throughout sample
tracking and data production. A Case number
designates a group of samples collected at one site
or geographical location during a predetermined
and finite time period. The RSCC records the
Case number and uses it in referencing that request
throughout sampling and analysis.
SMO then schedules the requested analyses
through an appropriate RAS laboratory.
Laboratory selection is determined by
the types of analyses,
number of samples,
contract capacity,
sample balance among the various
laboratories, and
laboratory loading and instrument
conditions.
Laboratory selection is also based on the
Regional Distribution of Laboratories System
developed by the NPO and designed to minimize
the number of laboratories producing data for any
one Region. When possible, the nearest available
laboratory is assigned in order to minimize sample
shipping costs.
Once RAS laboratory assignments are made,
SMO contacts the RSCC or designee to confirm the
field investigation plans, identify the
laboratories to be used for the Case, and answer
any further questions regarding program
procedures or documentation. At that point, the
RSCC or designee must indicate all known or
anticipated sample scheduling changes. Any
further changes should be communicated to SMO
immediately upon identification to ensure the
timely resolution of conflicts and the optimal
allocation of program resources. After the initial
placement of the RAS request, the RSCC or
designee may assign a logistical contact, such as
the team leader in the sampling effort, to
coordinate with SMO in finalizing sampling
requirements, and initiating and arranging sample
shipment.
d. User Knowledge of Analytical Protocol
Each RSCC is responsible for gaining and
maintaining a working knowledge of current RAS
protocols and analytical services. SMO provides
each Regional TPO (listed in Appendix B) with
Master Copy notebooks of each RAS program IFB
Statement of Work (SOW). The Master Copy
notebooks are periodically updated to reflect
program protocol changes.
The SOW represents the" standardized
requirements that each individual RAS
laboratory is contractually bound to follow. The
analytical SOWs contain specific information on
20
-------
Chapter III - Utilization of Analytical Services
sample types suited to RAS analysis,
compounds identified and quantified,
analytical methods, protocols, detection
limits,
deliverable requirements, and
quality control requirements.
Program users should consult the appropriate
SOW to confirm that the RAS program is suited to
an analytical request.
2. SAS Initiation Process
a. User Information Required
Analytical requirements differing from RAS
parameters are processed through the SAS
program as described in Chapter II, Section D.
Initiating a SAS request is a two-part process.
The RSCC or designee sends a copy of the
SAS client request, appropriate
, attachments (if needed) and a copy
requested analytical method to SMO.
The RSCC or designee contacts the
appropriate SMO Regional Coordinator
by telephone and provides a complete
description of the analytical requirement.
The information SMO requires to initiate a
SAS request is listed in Figure 14.
FIGURE 14. SAS ANALYSIS REQUEST
PROCEDURES-USER INFORMATION
REQUIRED
Name of RSCC or client requestor.
Name(s), association and telephone number(s) of sampling personnel.
Name, city and state of the site to be sampled.
Superfund site/spill ID (2 digit alpha-numeric code).
Number and matrix of samples to be collected.
Specific analyses required/ appropriate protocols and QA/QC limits.
Required detection limits.
Matrix spike, matrix spike duplicate, duplicate or LCS frequency, if applicable.
Data turnaround and data format
Justification for fast turnaround request, if appropriate.
Scheduled sample collection and shipment dates.
Nature of sampling event.
State Lead Site Investigation
State
National Dioxin Study
Facility Assessment
Compliance Monitoring Effort
Enforcement
Ground Water Monitoring Task
Preliminary Assessment
Site Investigation
Expended Site Investigation
Remedial Investigation/Feasibility
Study
Remedial Design
Remedial Action
Enforcement Lead
Emergency Response (Removal)
National Priorities List Delete
Operation and Maintenance
State Lead Preliminary Assessment
Force
Resource Conservation and
Recovery Act
Office of Water
Clean Air
Suspected contaminants associated with the samples and/or site.
Other information which may affect sample scheduling or shipment (i.e.,
anticipated delays due to site access, weather condition, sampling equipment).
Name(s) of Regional or contractor contacts for immediate problem resolution.
Most SAS requests are made in writing using
the SAS client request form. In emergency
situations, the verbal request may be made prior
to a written request. Following the verbal request,
the RSCC must submit a completed SAS Client
Request form to SMO. This form serves as the
written record to clarify and confirm the client's
requirement for specialized analytical work.
The RSCC is responsible for estimating the
number and types of samples and the sample
shipment dates for the SAS request.
Overestimation of the number of samples to be
collected or miscalculation of shipment dates
unnecessarily ties up available laboratory
capacity lessening program responsiveness.
Underestimation of the number and types of
samples to be collected may result in unavailable
services for any additional analyses needed.
Depending on the size and extent of the
miscalculation, the entire request may have to be
resolicited and sampling plans postponed
accordingly. SAS solicitations result in binding
contracts. If the contract has been awarded, it
may not be possible to make changes.
b. Lead-time Required
When a sampling activity has been planned,
the RSCC contacts SMO and places the specific
written request for SAS services. Because SAS
services are individually procured on a
competitive basis, a minimum lead-time of two
weeks, from receipt of the request, is required to
process a properly completed SAS request. Three
to four weeks lead-time is strongly recommended
whenever possible. SAS solicitation will not be
started until the SAS requirements have been
completely defined by the RSCC. Modifications
to any SAS request will cause the entire process to
begin again. Fully defined requests initiated with
less than two weeks lead-time may not be
solicited and awarded in time to meet the original
shipment date.
Certain types of SAS requests require a longer
lead-time. A minimum lead-time of two to three
weeks is required for SAS requests which involve
distribution of protocols (see item d, below). A
minimum lead-time of four or more weeks is
recommended for large scale, analytically
complex or Non-Superfund SAS requests. Award
of Non-Superfund SAS subcontracts may only be
made after the appropriate funding process is
complete. The RSCC should contact SMO several
21
-------
CLP User's Guide
weeks in advance if there is a question regarding
the lead-time needed to schedule a particular
SAS request.
c. SAS Number Assignment and Laboratory
Scheduling
At the time of request, SMO assigns a
sequential SAS number to each SAS sampling
activity for identification throughout sample
tracking and data production. If SAS services are
being provided in association with RAS services,
SMO also assigns a Case number. Like the Case
identification, the SAS number designates a group
of samples collected at one site or geographical
location during a predetermined and finite time
period. The RSCC or designee records the SAS
number and Case number (if applicable) and uses
both numbers in referencing the request throughout
sampling and analysis.
SAS laboratory selection is based on a verbal
and written solicitation process for each
individual request. This solicitation results in a
written SAS award to the lowest qualified
bidder. Once SAS laboratory assignments are
made, SMO notifies the RSCC of the laboratories
that will be performing the analyses.
The nature of the SAS laboratory solicitation
process requires the RSCC to be as exact as
possible with all elements of a request at the time
of request. SMO understands that actual site
conditions can vary considerably from expected
conditions and necessitate changes in the sampling
plan. However, the requestor is responsible for
notifying SMO immediately of any changes to
allow sufficient time to amend the SAS contract(s)
to meet the changed needs. If an original request
is changed significantly, the original SAS
contract will be voided, and the entire analysis
effort will be resolicited. SAS resolicitation
requires additional time before sample shipment
can take place.
d. User Provided Analytical Protocol
At the time of request, the RSCC must provide
the analytical methodology and quality control
requirements to be utilized for the SAS request
before SMO can initiate a solicitation. For SAS
requests that are based on the use of amended RAS
protocols, the RSCC must specify modifications or
additions to these protocols. If such changes are
extensive, the client request preparer must submit
changes under the SAS to SMO in written form two
to three weeks in advance of scheduled sample
shipment. For SAS requests which require use of a
method that is not commonly available, the
RSCC must submit the method two to three weeks
in advance of sample shipment. Additional lead-
time is required for protocol distribution and
review by solicited laboratories.
SAS requests which cite well known
analytical publications do not require additional
lead-time for distribution since laboratories have
immediate access to this information. Examples
of frequently utilized method manuals are as
follows:
Methods for Chemical Analysis of Water
and Waste, USEPA, Current Edition, or as
specified.
Test Methods for Evaluating Solid Waste,
Physical/Chemical Methods, SW-846,
USEPA Office of Water and Waste
Management, Current Edition, or as
specified.
Standard Methods for the Examination of
Water and Waste Water, APHA,
AWWA, WPCF, Current Edition, or as
specified.
Further analytical references are supplied in
Appendix C. The RSCC should contact SMO
several weeks in advance if there is a question as
to whether a particular method will require
additional lead-time for distribution.
3. Procedures for Making Changes to Analytical
Requests
The RSCC or designated logistical contact
must immediately notify the appropriate SMO
Coordinator of all changes in sampling plans
before and during the sampling event and after
shipment of samples to the laboratory. Changes
in plans include changes in sample matrices,
numbers of samples, analyses requested, detection
limits, shipping dates, postponements or
cancellations. Failure to notify SMO of such
changes can result in delay in sampling to
accommodate scheduling changes, delay in start of
analysis due to conflicts, unsuitability of a
particular sample to an analytical program, or
analysis data inappropriate for client purposes.
22
-------
Chapter III - Utilization of Analytical Services
B. Regional Organic/Inorganic
Allocation System
The NPO has established an allocation
system to equitably apportion available
laboratory capacity to the Regions during periods
of heavy sampling activity and limited
laboratory capacity. Currently, capacity is
available for the projected sample demand;
however, when the allocation system is in effect,
all organic and inorganic RAS and "RAS Plus
SAS" Cases will be scheduled accordingly.
During the last month of each fiscal year
quarter, the NPO provides the RSCC with the
Region's monthly allocation of organic and
inorganic sample analyses for the following
quarter. The RSCC is responsible for planning
monthly sampling activities in accordance with
the NPO allocation.
Under the scheduling/allocation system, the
RSCC requests sample analyses for all planned
Regional sampling activities for a week on the
Wednesday of the prior week and assigns a
priority, if requested by SMO, to each request.
Upon receiving the Region's analytical requests,
SMO makes laboratory assignments for the week
and schedules received requests up to each
Region's allocation limit. Requests in excess of the
monthly allocations will not be processed by SMO
until all Regional requests which fall within
allocations have been placed at a laboratory. At
this time, any excess laboratory capacity for the
week is determined, and the NPO prioritizes
Regional sampling requests that exceed
allocations. SMO assigns available laboratory
capacity for sampling activities as prioritized by
the NPO. For additional information concerning
the allocation system, users should contact the
SMO Regional Coordinator or Analyst for their
Region (see Appendix B).
C Sample Documentation
Each sample processed by the CLP must be
properly documented to ensure timely, correct and
complete analysis for all parameters requested,
and most importantly, to support the use of sample
data in potential enforcement actions. The CLP
documentation system provides the means to
individually identify, track and monitor each
sample from the point of collection through final
data reporting. As used herein, a sample is
defined as a representative specimen collected at
a specific location of a waste site at a particular
time for a specific analysis. The term sample may
refer to field samples, duplicates, replicates,
splits, spikes or blanks that are shipped from the
field to a laboratory. Whenever questions arise,
samplers should contact SMO or the RSCC for
direction and clarification concerning the proper
completion and distribution of CLP paperwork.
1. Sample Traffic Report
RAS organic and inorganic samples are
documented with corresponding CLP sample
Traffic Reports (TRs), a four part carbonless form.
Each TR may document up to twenty samples
shipped to one CLP laboratory under one Case
Number and one RAS analytical program.
Samplers must complete the appropriate TRs for
every shipment of RAS samples to a CLP
laboratory. Copies of properly completed TR
forms are included in the CLP Sampler's Guide.
TR forms must also be used when an individual
sample is to be analyzed for both RAS and SAS
parameters. A SAS Packing List must not be used
for RAS + SAS Cases. Both the Case number and
the SAS number must be entered at the top right of
the form in order to clearly identify and track the
sampling event. Samplers must take caution not to
include the Case number on "All SAS" samples
taken at the same site. Additionally, the
sampler must briefly describe the SAS
requirement on each TR (e.g., "VOA - 1 ppb
detection limit").
Each TR form includes a Chain-of-Custody
Record. Information about the Chain-of-Custody
Record follows.
SMO provides TR forms to each Region
through the RSCC. The RSCC should contact
SMO two or more weeks in advance to order
additional TR forms.
2. SAS Packing List
For "All SAS" samples, samplers should use
the SAS Packing List (PL), a four part carbonless
form. The PL provides space to list up to twenty
samples on one form. SAS samples are numbered
using the SAS number followed by a two digit
number beginning with "01" (e.g., 4100-E-01,4100-
E-02, etc.). If the sampling activity extends over
several days and more than one PL is used, care
must be taken not to repeat sample numbers.
23
-------
CLP User's Guide
Regions should consult SMO to verify that the PL
is appropriate to use in their situation.
Alternatively, the samplers may also use TRs
for all SAS requests but must be careful to ensure
that RAS Case numbers do not appear on those
forms.
Each SAS PL includes a Chain-of-Custody
Record. Information regarding the Chain-of-
Custody Record follows.
SMO provides SAS PL forms to each Region
through the RSCC. The RSCC should contact
SMO two or more weeks in advance to order
additional SAS PL forms.
3. Sample Number
A unique sample number, recorded on the TR
and SAS PL, identifies each sample. Inorganic
and organic/VOA sample numbers have different
formats and are not interchangeable. Strips of
adhesive labels preprinted with individual
sample numbers are provided by SMO with TR
forms. Samplers must provide sample labels,
marked in indelible ink with the appropriate
SAS sample numbers, for use with "All SAS"
samples.
The sampler affixes the sample label to the
corresponding containers that make up the sample
and, if appropriate, to the outside of the metal
can in which the sample is packed (see Section D
for packaging requirements). The top edge of the
label should be placed at the level of initial
sample volume so that any loss of volume can be
easily detected. In order to protect the labels from
the effects of water and solvent, labels are
covered with clear, waterproof tape.
4. Sample Tag
Each sample removed from a waste site and
transferred to a laboratory for analysis must be
identified by a sample tag which contains specific
sample information as defined by NEIC. Sample
tags are retained by the laboratory as physical
evidence of sample receipt and analysis. Sample
tags may be obtained through the Regional office;
in some instances, sampling contractors may be
required to provide their own sample tags. An
example sample tag is shown in Figure 15.
Additionally, the sample tag contains
appropriate spaces for noting that the sample has
been preserved and indicating the analytical
parameter(s) for which the sample will be
analyzed. After the sample tag is completed,
each tag is securely attached to the sample
container. Samples are then shipped under chain-
of-custody procedures as described in the
following section.
5. Chain-of-Custody Record
In accordance with Agency enforcement
requirements, official custody of samples must be
documented from the time of collection until the
time of introduction as evidence during litigation.
The Chain-of-Custody Record is not a separate
document and is included as part of the Sample
Traffic Reports and SAS Packing Lists.
FIGURE 15. SAMPLE TAG
'8
6 Ğğ
O
fcs
Preservative:
Y CD N CT
ANALYSES
BOO Artons Solids
TSS)(TOS)(SS)
COO. TOO. Nutrients
Phenolic*
Metal*
Cyanide
VOAorgaract
Pesticides
TagN
7712
A sample is considered to be in an individual's
custody if any of the following criteria are met: 1)
the sample is in your possession or it is in your
view after being in your possession; 2) it was in
your possession and then locked up or sealed to
prevent tampering; or 3) it is in a secured area.
The team member performing the sampling is
responsible for the care and custody of the
collected samples until they are dispatched
properly. In follow up, the sampling team leader
reviews all field activities to confirm that proper
custody procedures were followed during the field
work.
The Chain-of-Custody Record is employed as
physical evidence of sample custody. The
sampler completes a Chain-of-Custody Record to
24
-------
Chapter HI - Utilization of Analytical Services
accompany each cooler shipped from the field to
the laboratory. Chain-of-Custody Record forms
can be obtained through the Regional office.
The sampler records the project number,
samplers' signatures and the Case and/or SAS
number as header information on the Chain-of-
Custody Record. The commonly known name of the
site should not be included since CLP laboratories
may perform work for the responsible party of
that site. For each station number, the sampler
indicates date, time, whether the sample is a
composite or grab, station location, number of
containers, analytical parameters, CLP sample
number(s) and sample tag number(s). When
shipping the samples, the sampler signs the
bottom of the form and enters the date and time
the samples are relinquished. The sampler enters
shipper name and airbill number under the
"Remarks" section on the bottom right of the form.
The custody record is completed using
waterproof ink. Any corrections are made by
drawing a single, ball-point pen line through,
initialing and dating the error, then entering the
correct information. Erasures or use of fluid
correction procedures are not permissible.
The original signature copy of the Chain-of-
Custody Record is enclosed in plastic (with CLP
sample documentation) and secured to the inside
of the cooler lid. A copy of the custody record is
retained for the sampler's files. Whenever
samples are split with a source or government
agency, a separate Chain-of-Custody Record
should be prepared for those samples to indicate
with whom the samples are being split and
sample tag serial numbers from splits.
Shipping coolers are secured and custody seals
are placed across cooler openings. As long as
custody forms are sealed inside the sample cooler
and custody seals remain intact, commercial
carriers are not required to sign off on the custody
form.
The laboratory representative who accepts
the incoming sample shipment signs and dates the
Chain-of-Custody Record to acknowledge receipt
of the samples. Once tfte sample transfer process
is complete, the laboratory is responsible for
maintaining internal logbooks and records that
provide a custody record throughout sample
preparation and analysis.
D. Sample Packaging and Shipment
1. Packaging Requirements
Samples processed through the CLP must be
packaged for shipment in compliance with the
most current U.S. Department of Transportation,
state, local, and commercial carrier regulations.
All required government and commercial carrier
shipping papers must be filled out and shipment
classifications made according to these
regulations. (Consult Appendix C for shipping
references.)
Waterproof, metal or hard plastic ice chests
or coolers are the only acceptable type of sample
shipping container. Inside the cooler, sample
containers must be enclosed in clear plastic bags so
that sample tags and labels are visible. Water
and soil samples suspected to be of medium/high
concentration or soil samples suspected to contain
dioxin must be enclosed in a metal can with a
clipped or scalable lid (e.g., paint cans). The
outer metal can must be labeled with the number
of the sample contained inside. Containers which
do not fit into paint cans should be double bagged.
Shipping containers should be packed with
noncombustible, absorbent packing material (e.g.,
vermiculite) surrounding the sample bottles or
metal cans containing samples to avoid breakage
during transport. Earth or loose ice should never
be used to pack samples; earth is a contaminant,
and ice melts resulting in container breakage.
Water samples for low level organic analysis
and low/medium level cyanide analysis must be
cooled to 4° C with ice when shipped. Shipping
with ice is optional for soil samples for
low/medium level organic analysis or
low/medium level cyanide analysis. Ice is not
required in shipping high concentration water or
soil samples for organic analysis or for any
matrix/concentration samples for metals or dioxin
analysis. Ice should be in sealed plastic bags to
prevent melting ice from soaking packing material
which, when soaked, makes handling of samples
difficult in the laboratory.
Low level inorganic and VOA water samples
require chemical preservation. Users should
consult Chapter II as well as the analytical
method and Regional requirements for
preservation techniques.
TRs, SAS PLs, Chain-of-Custody Records, and
any other sample documentation accompanying
25
-------
CLP User's Guide
the shipment must be enclosed in a waterproof
plastic bag and taped to the underside of the
cooler lid. Coolers must be sealed with custody
seals in such a manner that the custody seal would
be broken if the cooler were opened.
Shipping coolers must have clearly visible
return address labels on the outside. Shipping
coolers that are labeled in this manner will be
returned to the sampler by the laboratory within
fourteen days following laboratory sample
receipt.
2. Shipping Instructions
All samples should be shipped through a
reliable commercial carrier, such as Federal
Express, Emery, Purolator or equivalent.
Sampling offices are responsible for sample
shipping charges.
Samples for organic analysis must be shipped
for overnight delivery. If shipment requires more
than a 24-hour period, 40 CFR sample holding
times might be exceeded, thus compromising the
integrity of the sample analysis. Samples for
inorganic RAS analysis should be held until
sampling for the Case is complete and then
shipped for two-day delivery. In the inorganic
RAS program, three days is the recommended
period for collection of a Case of samples.
The NEIC/Denver and the ERT/Cincinnati
hazardous waste site manuals provide extensive
information on EPA-approved sample packaging
and shipment techniques. References for these
materials are provided in Appendix C. In
addition, general questions concerning sample
packaging and shipment may be directed to SMO.
To facilitate return of the coolers, shippers
should clearly mark the name and address of
return destination on the coolers. Use of stencils
and paint is highly recommended for permanent
identification.
3. Shipment Coordination
To enable SMO to track the shipment of
samples from the field to the laboratory and
ensure timely laboratory receipt of samples, the
sampler must notify SMO of all sample shipments
on the day of shipment. At that time, the
sampler should provide the following
information:
Sampler name and phone number.
Case number and/or SAS number of the
project.
Exact number(s), matrix(ces) and
concentration(s) of samples shipped.
Laboratory(ies) to which samples were
shipped.
Carrier name and airbill number(s) for the
shipment.
Method of shipment (e.g., overnight, two-
day).
Date of shipment.
Suspected contaminants associated with
the samples or site.
Any irregularities or anticipated
problems with the samples, including
special handling instructions, or
deviations from established sampling
procedures.
Status of the sampling project (e.g., final
shipment, update of future shipping
schedule).
Sample shipments made after 5:00 p.m. EST
should be called in to SMO at the start of business
the next day (8:00 a.m. EST). SMO must be
notified by 3:00 p.m. EST Friday of sample
shipments intended for Saturday delivery. CLP
laboratories remain open to receive Saturday
shipments only upon advance notification by SMO
and only when shipment information has been
provided to SMO by the sampler.
The success of sample shipment coordination
depends on the proper use and handling of the
sample tracking forms and timely, complete
communication among the RSCC, samplers, SMO
and laboratories. Any postponements,
cancellations, changes in the number or type of
samples to be collected or changes in shipping
dates must be communicated to SMO immediately.
E Procedures for Problem Resolution
1. Resolving Problems Concerning Sample
Shipment and Analysis
Program laboratories notify SMO of problems
with sample receipt or during sample analysis.
SMO immediately contacts the RSCC to relay the
problem and to assist in formulating a solution.
SMO then contacts the laboratory involved to
communicate the recommended action and to
authorize processing of the sample(s) in question.
Timeliness is the key to problem resolution since
26
-------
Chapter III - Utilization of Analytical Services
delays could affect contractual time requirements
for sample extraction and analysis and, if
extreme, could invalidate the analysis.
Users should refer general questions regarding
sample shipment, required sample analysis,
laboratory contracts or the status of data
deliverables on a particular Case or SAS to the
appropriate SMO personnel through the RSCC.
Technical questions regarding contract analytical
procedures should be' referred to the TPO of the
laboratory or the APO if the TPO is unavailable.
2. Resolving Problems Concerning Analytical
Data
In the CLP's Regional/Laboratory
Communication System, authorized Regional
personnel can contact specified laboratory
personnel to resolve questions regarding the final
data package. This system may only be used after
laboratory data submission and may never be used
to initiate additional analytical work to resolve
data questions. All communications between
laboratories and Regional contacts are recorded by
each party on a Telephone Record Log.
Documented information includes Case and/or
SAS number, individuals making contact, subject of
the discussion and its resolution. As a follow up,
the Region and laboratory send copies of
completed telephone logs to SMO, where the logs
become a permanent part of the Case/SAS file.
Telephone Record Logs are available from SMO.
Prior to the laboratory's submission of the
final data package, client queries regarding those
analyses or data are handled by SMO through the
RSCC. Depending on the nature of the question,
SMO will respond or will direct the client to the
appropriate NPO official for resolution.
Comments regarding laboratory performance,
whether positive or negative, should be directed
in writing to the TPO of the laboratory with a
copy provided to the APO.
27
-------
CHAPTER IV
AUXILIARY SUPPORT SERVICES
In this chapter...
Shipment Management Program
Sample Coolers
Contract Compliance Screening Results
Information Services
Backlog Status Reports
Sample Status Information
General Program Information
Enforcement Support
Generation of Known Quality Data Suitable
for Use in Enforcement/Litigation
Additional CLP Enforcement Support
Cost Recovery Substantiation
Contract Compliance Screening
Data Review Services
The CLP provides several supplementary
services that have developed as a natural
extension of the program's analytical services. A
description of each auxiliary service and the
procedures for accessing the service are provided
in the following sections.
A. Shipment Management Program
The Shipment Management Contractor
establishes, maintains and monitors all shipping
accounts for the transportation of CLP materials.
Currently, the Contractor coordinates accounts for
the shipment of sample containers, sample coolers
and contract compliance screening results. Other
items that are routed for CLP use may also be
addressed by this program at the request of the
NPO.
1. Sample Coolers
Field samplers package samples into coolers
for transportation to contract laboratories per the
procedures specified in Chapter III, Section D.
Sampling contractors are responsible for clearly
marking a return address on the outside of each
cooler. Contract laboratories are required to return
each cooler to the indicated sampling office
within fourteen days of sample receipt. The
Shipment Management Contractor is responsible
for tracking and paying for cooler shipments from
the laboratories to the sampling offices.
2. Contract Compliance Screening Results
After reviewing each data package via the
Contract Compliance Screening (CCS) process (see
Section F), SMO distributes the results to
EMSL/LV, the appropriate Region and the
appropriate laboratory. SMO also sends a copy of
the air carrier manifest to the Shipment
Management Contractor who uses the manifest to
verify and pay shipping invoices. If any problems
arise regarding the shipment of CCS results, both
SMO and the Shipment Management Contractor
should be notified immediately.
B. Information Services
1. Backlog Status Reports
SMO distributes the Laboratory Sample
Backlog Status Report and Regional Sample
Backlog Status Report. These reports show the
status of each sample until it is complete or
continues to be incomplete for a maximum of 180
days. These reports are distributed twice monthly
to all TPOs, RSCCs and Contract Laboratories.
a. Laboratory Sample Backlog Status Report
The Laboratory Sample Backlog Status
Report is available by laboratory contract.
Information is presented by laboratory contract
number and Case number. Contract type and
Regional Lab location are indicated for each
contract. SDG number; sample number; sample
suffix; data due date (DDD); data receipt date
(DRD), if applicable; number of days late, if
applicable; data complete date (DCD) and a
status message are also indicated.
The sample suffix column is used to
distinguish additional analyses performed on an
original sample. These codes include:
B
M
D
Q
R
Blanks
Matrix
Duplicate
Requested Rerun
Replicate
28
-------
Chapter IV - Auxiliary Support Services
X = Automatic Rerun
L = Laboratory Control
Sample
There are six sample status messages.
Samples only appear under one status message.
The status messages are as follows:
(1) Data Not Due - This message indicates
that samples have been received by the
laboratory, but the data have not been
received and are not yet due.
(2) Data Late - This message indicates that
the due date has past and data have not
yet been delivered by the laboratory. If
this message appears in the status column
for a sample, the number of days late will
appear in the days late column.
(3) In CCS Review - This message indicates
that data for a sample have been received
and the results of the Contract
Compliance Screen have not been sent to
the laboratory.
(4) In 10 Day Resolution Period - This
message will appear in the Status column
for any sample data which have been
received, screened and screening results
sent to the laboratory, but the 10 day
resolution period has not yet passed. The
resolution period is 10 days from the date
the laboratory receives the screening
results. The laboratory has 10 days to
resolve any noncompliance issues,
including technical noncompliance and
incompleteness.
(5) Incomplete After XX Days - This message
will appear when data have been
received, screened and the 10 day
resolution period has passed, and the
sample data remain incomplete. The
number of days since the lab received the
initial screening results is printed in the
status column. This sample will continue
to appear on the backlog list until it
remains incomplete for 180 days.
(6) Complete - This message will appear in
the Status column for any sample made
complete since the last Backlog Status
Report was generated.
b. Regional Backlog Status Report
The Regional Sample Backlog Status Report
is very similar to the Laboratory Report. The
status information is presented by Client, rather
than by laboratory. The laboratory code name
and contract type are listed for each sample next
to the sample suffix column.
Both the Laboratory and Regional Sample
Backlog Status Reports include three totals at the
end of each report. The "total number of
outstanding samples" includes samples for which
data are not due, late, in 10 Day Resolution period
or are incomplete. The "total number of samples
late" includes only those samples which do not
have an initial data receipt date. If data were
received, but were incomplete, it would not count
in this category. "Total Number of Samples
Incomplete" refers to samples that either are in
the 10 Day Resolution Period or remain
incomplete after the 10 day resolution period has
passed.
2. Sample Status Information
After scheduling analysis, SMO tracks
samples from shipment through data reporting
via manual and computerized tracking systems.
SMO maintains ongoing communication with the
TPOs, RSCCs and laboratories regarding sample
status and responds to inquires from concerned
parties, as appropriate.
3. General Program Information
Under the direction of CLP management, SMO
serves as the program's information center for
incoming calls and correspondence. Program
participants and other interested parties may
request from SMO information and materials on
program services and procedures. SMO provides
this information when possible and refers callers
to the proper sources for additional information.
C Enforcement Support
1. Generation of Known Quality Data Suitable
for Use in Enforcement/Litigation
One major objective of Superfund is to recover
costs incurred in the investigation and clean up of
hazardous waste sites from responsible parties.
The process by which these parties are identified
and determined to be responsible often involves
litigation. Frequently, procedures necessitate the
use of CLP data generated from the analysis of
samples collected at a given site. The CLP
supports these and other enforcement requirements
of Superfund by ensuring that CLP analytical data
are documented and available for litigation.
Through NEIC, the CLP has established detailed
29
-------
CLP User's Guide
procedures and documentation to ensure that
sample data meet Agency enforcement standards.
Each CLP analytical contract requires the
laboratory contractor to implement a
comprehensive document control system and to
employ strict chain-of-custody documentation
procedures in the receipt and handling of samples
throughout the analytical and data reporting
process. The laboratory must have the following:
written standard operating procedures for
receipt and log-in of samples,
maintenance of sample security after log-
in,
tracking of samples through all steps of
preparation and analysis, and
organization and assembly of all sample-
related documentation on a Case-specific
basis.
At a minimum, required document control and
chain-of-custody records include
custody records,
sample tracking records,
analyst logbook pages,
bench sheets,
chromatographic charts,
computer printouts,
raw data summaries,
instrument logbook pages,
correspondence and document inventory.
Before a laboratory is awarded a CLP contract
and continuing periodically throughout the life of
the contract, NEIC audits each laboratory
facility to ensure compliance with chain-of-
custody and document control requirements. In
addition to facility audits, NEIC reviews
laboratory data and evidence documentation on a
regular basis.
2. Additional CLP Enforcement Support
Court appearances and other mandated
deadlines often do not allow sufficient time for
completion of the normal complete SDG File, data
package, and traditional file purge package
submission, review and audit process. In this
event, enforcement activities require direct CLP
support. Data package evaluation and/or
testimony from laboratory or CLP personnel may
also be needed. Through SMO, the CLP has
established procedures to coordinate and respond
to short term (no more than 180 days) enforcement-
related requirements. These procedures are
detailed in Figure 16.
OWPE provides this CLP information along
with documentation gathered from other sources
to the Regional case development team in the full
cost recovery package.
FIGURE 16. ADDITIONAL CLP ENFORCEMENT SUPPORT
Request
through
NPO
Lead
Time
2 weeks
Request Procedures
Submit the enforcement-
related request in a
memorandum to the NPO.
NPO reviews the
memorandum, determines the
CLP response, and forwards
the request and directions to
SMO.
If a request requires
immediate response, the
requestor should contact
SMO directly by telephone
and follow up with a written
request memorandum to the
NPO.
Requestor Information
Required
Name and telephone number
of Regional contact
coordinating the enforcement
activity
Case/SAS number(s) of
specific site sampling(s)
Sample number(s)
Date(s) of sample collection
Laboratories) that
performed the analysis
Type of support needed
Documentation Provided
By CLP
Arranges for the timely
delivery of all laboratory and
evidence documentation
relating to specific sample
analyses (within a minimum of
seven days of request, if
designated).
Obtains information relating
to sample analysis or handling
not specifically required
under laboratory contracts.
Assists in arranging for
expert testimony by
laboratory or CLP personnel.
Augments Regional resources
for analytical data review.
30
-------
Chapter IV - Auxiliary Support Services
FIGURE 17. COST RECOVERY SUBSTANTIATION
Request
through
OWPE
*>
Lead
Time
4-6
weeks
Request Procedures
Complete a Cost Recovery
(CR) checklist
Mall completed CR checklist
to OWPE
OWPE collects and organizes
cost-related documentation
Requestor Information
Required
Name and state of site
Site/Spill ID
Date the cost report is
needed
Documentation Provided
By CLP
Financial Summary ,for Cost
Analysis
Summary of Invoices,
Vouchers and Canceled
Checks
Routine Analytical Services
Cost Report
* Routine Analytical Services
Case Sample List
* Special Analytical Services
(SAS) Cost Report
Copies of all SAS-Related
Canceled Checks and
Laboratory Invoices
D. Cost Recovery Substantiation
The CLP provides documentation for program
analytical costs to the EPA's Office of Waste
Programs Enforcement (OWPE) in support of
Superfund cost recovery efforts. These procedures
are detailed in Figure 17.
E. Contract Compliance Screening (CCS)
SMO performs CCS on all RAS data produced
by the CLP. Modified CCS can also be performed
on a case-by-case basis on "RAS Plus SAS" or "All
SAS" data.
CCS is a structured review which determines
completeness of data deliverables and compliance
of QA/QC parameters with contract
specifications. The primary objectives of CCS are
to resolve identified discrepancies in a timely
manner and to identify the liquidated damages
category for data not in compliance. Data which
meet all CCS criteria at initial receipt are
recommended for 100% payment of the amount
due. Data with CCS defects are recommended to
have some payment withheld, either
temporarily or permanently, depending on the
nature and extent of the defect identified.
CCS procedures are applied to organic,
inorganic and dioxin data. CCS results are
produced on a fast-turnaround basis (fifteen days)
and identify compliance discrepancies by code,
criterion, fraction and sample. Results are
distributed to the relevant laboratory, Region and
EMSL/LV.
Results are accumulated in the CCS Database
in order to produce routine and requested
summaries of laboratory performance and
compliance trends.
F. Data Review Services
A full range of review services are used to
assess CLP data. Objectives of the review services
are:
To determine the useability and
limitations of data given particular field
or policy assessment criteria.
To maximize the amount of useable data
by identifying critical properties of data
and by resolving or proposing solutions to
analytical or quality control problems.
To provide systematic and standardized
data quality assessment and status
summary to determine method, laboratory
and program performance.
These review services are performed by a
number of operations:
Review for data useability is performed
by Regional personnel and contractors.
Recommended review procedures have
been standardized and organized into
functional guidelines for evaluating CLP
data. EPA Data Validation Workgroups
have produced specific documents for
review of organic, inorganic and dioxin
analyses.
31
-------
CLP User's Guide
FIGURE 18. DATA REVIEW SERVICES
Request
through
SMO,
APO,
RSCC
Lead
Time
2 weeks
Request Procedures
Complete SMO Data Review
Request memorandum
Submit copies of the
memorandum to SMO (Attn:
Data Review Team), the SMO
APO and the RSCC.
Upon APO approval, SMO
schedules the review and
notifies the requestor of the
date of scheduled completion.
Data review cannot be initiated
until all deliverables lor the
subject Case(s) have been
received from the laboratory.
Requestor Information
Required
SMO Case number
Site name
Analytical laboratory name(s)
Number of samples
Sample list
Type(s) of review requested
Requested date for review
completion
User name and contact
* IntGndod USG of d3ls
Documentation Provided
By CLP
An evaluation report that
includes a sample/result matrix
and supporting statistics and
documentation is produced for
each type of review. For each
sample fraction, the report
indicates whether the data are
considered acceptable,
acceptable given qualifications
noted or unacceptable.
Reasons for the designation
are discussed and complete
data review forms for each of
the areas of performance are
included in the report to the
client.
Comprehensive QA review is performed
by EMSL/LV on specific data packages.
Review and assessment of some program-
wide QA results are also performed by
EMSL/LV to evaluate method and
laboratory performance and the quality of
analytical data.
Under direction of the CLP management,
EMSL/LV and/or SMO may perform
additional data review to assess a
problem Case or provide a second opinion
on data useability.
Under direction of the CLP management,
SMO third party data reviews may be
used to resolve disputes, especially for
SAS cases.
All requests for SMO data review services
should be placed using the SMO Data Review
Request memorandum available from SMO.
Request procedures are detailed in Figure 18.
Copies of the request should be submitted to SMO
(Attention: Data Review Team), the SMO PO and
the RSCC. Upon authorization by the APO, SMO
schedules the review and notifies the requestor of
the date of scheduled completion. (Data review
cannot be initiated until all deliverables for the
subject Case(s) have been received from the
laboratory.)
32
-------
CHAPTER V
LABORATORY SELECTION AND STARTUP
In this chapter...
Laboratory Selection Process
Qualification Requirements
Bidder Responsibility
Laboratory Startup Process
APO
APO/TPO/SMO/Laboratory Communication
Laboratory Performance Evaluation
Performance Evaluation Sample Analysis
On-site Laboratory Evaluation
Corrective Action
A. laboratory Selection Process
From time to time, when EPA needs to replace
existing IFB contract resources where contracts are
due to expire, to increase capacity over what is
currently provided under existing contracts, or to
initiate a procurement for a new type of analysis,
EPA solicits laboratories for the CLP. This
process is summarized in Figure 19. EPA solicits
bids from interested laboratories, evaluates each
laboratory on the basis of the criteria listed
below, and awards contracts to qualified, low-
bidding laboratories.
1. Qualification Requirements
a. Bid Price
The first criterion for laboratory selection is
bid price. Following bid opening, the bid prices
are reviewed and evaluated by NPO and
Contracts Management Division (CMD) officials.
The lowest competitive bidders will be sent
performance evaluation (PE) samples at the
direction of the Contracting Officer (CO).
b. Preaward Performance Evaluation Sample
FIGURE 19. THE CLP LABORATORY SELECTION PROCESS
Bid Sol
Bid Evaluation
Contract Av\
Bidders are required to
aubmrtvwth PE sample
results
1) functional descnptions
and detailed resumes of
key personnel,
2) inventory of laboratory
equipment and description
of laboratory space, and
3) written Standard
Oper
iting Procedures.
33
-------
CLP User's Guide
Analysis
The second criterion for laboratory selection is
acceptable preaward PE sample analysis. PE
samples are sent to laboratories at the direction of
the CO.
PE samples, distributed by EPA, are
representative of the types of field samples that
the laboratory would be routinely analyzing under
the subject procurement. The laboratory is
required to analyze PE samples according to
contract procedures set forth in the IFB and to
report PE sample data according to IFB
requirements. The turnaround time for PE sample
data submission is indicated in each IFB. Bidders'
PE sample data are evaluated by NPO and
EMSL/LV personnel for compliance with contract
requirements and accuracy of determination of
compounds at the levels known to be in the PE
samples. Analysis results are rated by a
scoresheet developed by the EPA; currently, the
acceptable performance score is seventy-five
percent.
2. Bidder Responsibility
a. Bidder-Supplied Documentation
At the time of submission of PE sample data,
bidders are required to submit documented
evidence that they have the internal procedures,
equipment and personnel in place for successful
performance of contract requirements. Required
documentation includes:
functional descriptions and detailed
resumes of key personnel;
inventory of laboratory equipment;
description of laboratory space; and
written Standard Operating Procedures
(SOPs).
Submitted documentation is reviewed by NPO
and EMSL/LV personnel and is utilized by the
EPA in performance of the site evaluation. After
contract award, bidders are required to submit
revised SOPs to the APO.
b. Laboratory Site Evaluation
NPO, TPO, CMD, EMSL/LV and NEIC
personnel participate in on-site evaluations of
laboratory facilities of bidders which scored
acceptably on the PE sample analyses and are
within the EPA-determined competitive range.
The results of the on-site evaluation are
considered in the final determination of bidder
responsibility for contract award.
B. Laboratory Startup Process
Laboratories are expected to be capable of
receiving full contract sample requirements upon
award. At award, laboratories must provide
standards in compliance with the performance
specifications supplied in the contract.
1. APO Review of First Data Packages
Initial data packages are targeted for
immediate review and evaluation by the APO,
EMSL/LV and the Region. This intensive review
focuses on any problems the laboratory may have
in applying methodologies or in reporting data.
The APO and TPO supply feedback to the
laboratory concerning the status of the data and
work with the laboratory in identifying and
remedying problems. Depending on the extent of
the problems found during the review of an initial
data package, the APO or TPO may visit the
laboratory facility and work on-site with
laboratory personnel to rectify problems.
2. APO/TPO/SMO/Laboratory Communication
Telephone communication is the most widely
applied method for problem-solving and
maintaining efficient laboratory operations
during both the laboratory startup phase and
throughout the performance of the contract. In
general, the laboratory notifies SMO
immediately upon identification of any problem
regarding the samples. Any questions regarding
difficulties encountered in analysis should be
addressed to the TPO of the Region of sample
origin with SMO serving as a go-between to record
resolution of the issue. SMO routinely resolves
sample-related problems in coordination with the
Regional client and refers technical problems to
the APO or TPO, who then contacts the laboratory
to resolve the problem. The resolution and any
specific actions taken are reported to the
appropriate SMO personnel who records this
information as part of the permanent Case record.
The laboratory also records the problem and
resolution in the narrative portion of the sample
data report so that the Region will consider this
information when evaluating and using the data.
34
-------
C Laboratory Performance Evaluation
1. Performance Evaluation Sample Analysis
EPA may distribute PE samples to contract
laboratories for analysis. EMSL/LV evaluates
the laboratories' PE sample data, and the NPO
uses this evaluation in formally assessing
laboratory contract performance. Additionally,
EMSL/LV enters PE sample data into the
program's QA and Results Database. These data
are utilized, along with other laboratory data, in
trend analyses and evaluation of contract QC
criteria. Refer to Chapter VI, Section C for a more
detailed description of PE samples.
2. On-site Laboratory Evaluation
Regional, NEIC and EMSL/LV personnel visit
each contract laboratory facility in order to
evaluate laboratory procedures or to identify
laboratory problems for correction. The frequency
of on-site evaluation depends, in part, upon
laboratory performance. The APO and TPO
utilize the evaluation reports which result from
these on-site visits in identifying and remedying
laboratory performance problems. Chapter VI,
Section E details the on-site laboratory
evaluation process.
3. Corrective Action
The APO and TPO, work closely with each
laboratory to correct identified laboratory
performance problems. Depending on the scope of
the problems, the laboratory may be placed on
temporary hold and will not receive additional
samples for analysis until the problem has been
corrected.
If the laboratory's noncompliance to contract
performance or delivery requirements continues,
the NPO may request the CO to initiate a contract
action such as a Show Cause Notice or a Cure
Notice.
Chapter V - Laboratory Selection and Startup
A Show Cause Notice requires the Contractor,
within a ten-day period, to present any facts the
government can use to determine if the
Contractor's failure to perform arose without any
fault or negligence on the part of the Contractor.
The Contractor must submit substantial evidence
to demonstrate that the contract should not be
terminated for default. A recovery plan is
generally included as part of the Contractor's
response to the Show Cause Notice. NPO and
CMD officials review the Contractor's response
and proposed recovery plan to determine whether
the Contractor has presented sufficient evidence
to demonstrate timely remedy of the
noncompliance. Following this review, if the
Contractor has presented acceptable evidence
toward recovery, the government issues a Cure
Notice to the Contractor.
A Cure Notice specifies the Government-
accepted recovery plan that the Contractor must
follow to avoid contract termination. The
recovery plan includes actions and time schedules
for completion of each step of the recovery process,
and specifies an overall time period acceptable
for completion of recovery.
Should the Contractor not comply with the
recovery schedule, the Government's next and
final step may be contract termination for default.
In addition to terminating the laboratory's
contract, this action affects the evaluation of the
laboratory's responsibility for award under future
CLP solicitations.
35
-------
CHAPTER VI
PROGRAM QUALITY ASSURANCE
In this chapter...
Laboratory Quality Control Criteria
Standard Operating Procedures
Quality Assurance Plan
Analytical Standards Traceability
Requirements
Analytical Data Review
Contract Compliance Screening
Regional Data Review
Laboratory Evaluation Samples
GC/MS Tape Audits
On-Site Laboratory Evaluations
Quality Assurance On-Site Evaluation
Evidentiary Audit
Discussion of the On-Site Team's Findings
Corrective Action Reports For Follow-Through
to Quality Assurance and Evidentiary Audit
Reports
Quality Assurance and Data Trend Analysis
Data Management
Quality assurance (QA) and quality control
(QC) are integral parts of the CLP. The quality
assurance process consists of management review
and oversight at the planning, implementation,
and completion stages of the environmental data
collection activity. The QA process ensures that
data provided are of the quality required. The
quality control process includes those activities
required during data collection to produce the
data quality desired and to document the quality
of the collected data.
During the planning of an environmental data
collection program, QA activities focus on defining
data quality criteria and designing a QC system to
measure the quality of data being generated.
During the implementation of the data collection
effort, QA activities ensure that the QC system is
functioning effectively, and that the deficiencies
uncovered by the QC system are corrected. After
environmental data are collected, QA activities
focus on assessing the quality of data obtained to
determine its suitability to support enforcement or
remedial decisions.
A complete QA/QC program includes internal
laboratory QC criteria that must be met to ensure
acceptable levels of performance. These
performance levels are determined by QA review.
External review of data and procedures is
accomplished by the monitoring activities of the
NPO, the Regions, SMO, NEIC and EMSL/LV.
Laboratory evaluation samples, magnetic tape
audits and laboratory on-site evaluations provide
an external QA reference for CLP. A feedback loop
supplies the results of the various review
functions to the contract laboratories through
direct communication with the APOs and TPOs.
The following sections describe overall QA/QC
operations and how the CLP meets the QA/QC
objective.
A. Laboratory Quality Control Criteria
1. Standard Operating Procedures
In order to obtain reliable results, adherence
to prescribed analytical methodology is
imperative. In any operation that is performed on
a repetitive basis, reproducibility is best
accomplished through the use of Standard
Operating Procedures (SOPs). As defined by the
EPA, an SOP is a written document which
provides directions for the step-by-step execution
of an operation, analysis, or action which is
commonly accepted as the method for performing
certain routine or repetitive tasks.
SOPs prepared by the Contractor must be
functional: i.e., clear, comprehensive, up-to-date,
and sufficiently detailed to permit duplication of
results by qualified analysts. All SOPs, as
presented to the Agency, must reflect activities as
they are currently performed in the laboratory. In
addition, all SOPs must:
Be consistent with current EPA
regulations, guidelines, and the CLP
contract's requirements.
Be consistent with instrument
manufacturers' specific instruction
manuals.
36
-------
Chapter VI - Program Quality Assurance
a.
Be available to the EPA during an On-
Site Laboratory Evaluation. A complete
set of SOPs shall be bound together and
available for inspection at such
evaluations. During on-site evaluations,
laboratory personnel may be asked to
demonstrate the application of the SOPs.
Provide for the development of
documentation that is sufficiently
complete to record the performance of all
tasks required by the protocol.
Demonstrate the validity of data
reported by the Contractor and explain
the cause of missing or inconsistent results.
Describe the corrective measures and
feedback mechanisms utilized when
analytical results do not meet protocol
requirements.
Be reviewed regularly and updated as
. necessary when contract, facility, or
Contractor procedural modifications are
made.
Be archived for future reference in
useability or evidentiary situations.
Be available at specific work stations as
appropriate.
Be subject to a document control procedure
which precludes the use of outdated or
inappropriate SOPs.
SOP FORMAT:
The format for SOPs may vary depending upon
the kind of activity for which they are prepared,
however, at a minimum, the following sections
must be included:
Title Page
Scope and Application
Definitions
Procedures
QC Limits
Corrective Action Procedures, Including
Procedures for Secondary Review of
Information Being Generated
Documentation Description and Example
Forms
Miscellaneous Notes and Precautions
References
b. SOPs Delivery Requirements
Within forty-five (45) days of contract
receipt, a complete set of SOPs, relevant to the
contract shall be sent to the Technical Project
Officer, SMO and EMSL/LV. Also, during the
term of performance of the contract, copies of SOPs
which have been amended or new SOPs which
have been written shall be sent to the Technical
Project Officer, EMSL/LV (quality assurance
SOPs) and NEIC (evidentiary SOPs).
2. Quality Assurance Plan
The Contractor shall establish a quality
assurance program with the objective of providing
sound analytical chemical measurements. This
program shall incorporate the quality control
procedures, any necessary corrective action, and
all documentation required during data collection
as well as the quality assessment measures
performed by management to ensure production of
acceptable data.
As evidence of such a program, the Contractor
shall prepare a written Quality Assurance Plan
(QAP) which describes the procedures that are
implemented to achieve the following:
Maintaining data integrity, validity, and
useability.
Ensuring that analytical measurement
systems are maintained in an acceptable
state of stability and reproducibility.
Detecting problems through data
assessment and establishing corrective
action procedures which keep the
analytical process reliable.
Documenting all aspects of the
measurement process in order to provide
data which are technically sound and
legally defensible.
The QAP must present, in specific terms, the
policies, organization, objectives, functional
guidelines, and specific QA and QC activities
designed to achieve the data quality requirements
in each contract. Where applicable, SOPs
pertaining to each element shall be included or
referenced as part of the QAP. The QAP must be
available during on-site laboratory evaluation
and upon written request by the Administrative
Project Officer.
The following elements should be contained in
the Quality Assurance Plan.
37
-------
CLP User's Guide
A. Organization and Personnel
1. QA Policy and Objectives
2. Q A Management
a. Organization
b. Assignment of QC and QA
Responsibilities
c. Reporting Relationships
d QA Document Control Procedures
e. QA Program Assessment Procedures
3. Personnel
a. Resumes
b. Education and Experience Pertinent
to this Contract
c. Training Progress
B. Facilities and Equipment
1. Instrumentation and Backup
Alternatives
2. Maintenance Activities and Schedules
C. Document Control
1. Laboratory Notebook Policy
2. Samples Tracking/Custody Procedures
3. Logbook Maintenance and Archiving
Procedures
4. Case File Organization, Preparation
and Review Procedures
5. Procedures for Preparation, Approval,
Review, Revision, and Distribution of
SOPs
6. Process for Revision of Technical or
Documentation Procedures
D. Analytical Methodology
1. Calibration Procedures and Frequency
2. Sample Preparation/Extraction
Procedures
3. Sample Analysis Procedures
4. Standards Preparation Procedures
5. Decision Processes, Procedures, and
Responsibility for Initiation of
Corrective Action
E. Data Generation
1. Data Collection Procedures
2. Data Reduction Procedures
3. Data Validation Procedures
4. Data Reporting and Authorization
Procedures
F. Quality Control
1. Solvent, Reagent and Adsorbent
Check Analysis
2. Reference Material Analysis
3. Internal Quality Control Checks
4. Corrective Action and Determination
of QC Limit Procedures
5. Responsibility Designation
G. Quality Assurance
1. Data Quality Assurance
2. Systems/Internal Audits
3. Performance/External Audits
4. Corrective Action Procedures
5. Quality Assurance Reporting
Procedures
6. Responsibility Designation
3. Analytical Standards Traceability
Requirements
The U.S. Environmental Protection Agency
may not supply analytical reference standards
either for direct analytical measurements or for
the purpose of traceability. All contract
laboratories may be required to prepare from neat
materials or purchase from private chemical
supply houses those standards necessary to
successfully and accurately perform the analyses
required in this protocol.
a. Preparation of Chemical Standards from the
Neat High Purity Bulk Material
A laboratory may prepare their chemical
standards from neat materials unless their
contract specifies otherwise. Commercial sources
for neat chemical standards pertaining to
compounds listed on the Target Compound List are
given in the Appendix C of the "Quality
Assurance Materials Bank: Analytical Reference
Standards" Seventh Edition, January 1988.
Laboratories should obtain the highest required
purity when purchasing neat chemical standards;
standards purchased at less than 97% purity must
be documented as to why a higher purity could not
be obtained.
b. Purchase of Chemical Standards Already in
Solution
Solutions of analytical reference standards
can be purchased by Contractors provided they
meet the following criteria:
1. Laboratories must maintain the following
documentation to verify the integrity of
the standard solutions they purchase:
a. mass spectral identification
confirmation of the neat material
b. purity confirmation of the neat
material
c. chromatographic and quantitative
documentation that the solution
38
-------
Chapter VI - Program Quality Assurance
standard was QC checked according to
the following section
2. The Contractor must purchase standards
for which the quality is demonstrated
statistically and analytically by a
method of the supplier's choice.
The laboratory is responsible for the quality
of the standards employed for analyses under this
contract.
c. Requesting Standards From the EPA
Standards Repository
Under special or emergency circumstances
only, solutions of analytical reference materials
can be ordered from the U.S. EPA Chemical
Standards Repository, depending on availability.
The Contractor can place an order for standards
only after demonstrating that these standards are
not available from commercial vendors either in
solution or as a neat material.
d. Documentation of the Verification and
Preparation of Chemical Standards
It is the responsibility of each laboratory to
maintain the necessary documentation to show
that the chemical standards they have used in
the performance of CLP analysis conform to the
requirements previously listed. Weighing
logbooks, calculations, chromatograms, mass
spectra, etc., whether produced by the laboratory
or purchased from chemical supply houses, must be
maintained by the laboratory and may be subject
to review during on-site inspection visits.
Documentation of standards preparation may be
required to be sent to EPA for verification of
contract compliance. In those cases where the
documentation is supportive of the analytical
results of data packages sent to EPA, such
documentation is to be kept on file by the
laboratories for a period of one year.
B. Analytical Data Review
Upon completion of analysis and data
reporting, the contract laboratory simultaneously
sends a copy of the complete data package to
SMO, EMSL/LV and the Regional client. Each of
these groups performs complementary aspects of
data review. SMO CCS review identifies
contractual discrepancies; EMSL/LV review
determines technical quality and consistency; and
Regional data review relates useability of the
data to a specific site.
1. Contract Compliance Screening
CCS is one aspect of the Government's
contractual right of inspection of analytical data.
CCS examines the Contractor's adherence to the
contract requirements based on the sample data
package delivered to the Agency.
CCS is performed by the Sample Management
Office (SMO) under the direction of the EPA. To
assure a uniform review, a set of standardized
procedures have been developed to evaluate the
sample data package submitted by a Contractor
against the technical and completeness
requirements of the contract.
CCS results are mailed to the Contractor and
all other data recipients. The Contractor has a
period of time to correct deficiencies. The
Contractor must send all corrections to the
Regional Client, and SMO.
CCS results are used in conjunction with other
information to measure overall Contractor
performance and to take appropriate actions to
correct deficiencies in performance.
2. Regional Data Review
Contract laboratory data are generated to
meet the specific needs of the Regions. In order to
verify the useability of data for the intended
purpose, each Region reviews data from the
perspective of end-user, based upon functional
aspects of data quality. General guidelines for
data review have been developed jointly by the
Regions and the National Program Office. Each
Region uses these guidelines as the basis for data
evaluation. Individual Regions may augment the
basic guideline review process with additional
review based on Region-specific or site-specific
concerns. Regional reviews, like the sites under
investigation, vary based on the nature of the
problems under investigation and the Regional
response appropriate to the specific circumstances.
Regional data reviews, relating useability of
the data to a specific site are part of the
collective assessment process. They complement
the review done at the Sample Management
Office, which is designed to identify contractual
discrepancies and the review done at EMSL/LV
which is designed to evaluate Contractor and
method performance. These individual
evaluations are integrated into a collective
review that is necessary for program and
laboratory administration and management and
39
-------
CLP User's Guide
may be used to take appropriate action to correct
deficiencies in the Contractor's performance.
C Laboratory Evaluation Samples
Although intralaboratory QC may
demonstrate Contractor and method performance
that can be tracked over time, an external
performance evaluation program is an essential
feature of a QA program. As a means of measuring
Contractor and method performance, Contractors
participate in interlaboratory comparison studies
conducted by the EPA. Results from the analysis
of these laboratory evaluation samples will be
used by the EPA to verify the Contractor's
continuing ability to produce acceptable
analytical data. The results are also used to assess
the precision and accuracy of the analytical
methods for specific analytes.
Sample sets may be provided to participating
Contractors as frequently as on an SDG-by-SDG
basis as a recognizable QC sample of known
composition; as a recognizable QC sample of
unknown composition; or not recognizable as a QC
material. The laboratory evaluation samples
may be sent either by the Regional client or the
National Program Office, and may be used for
contract action.
Contractors are required to analyze the
samples and return the data package and all raw
data within the contract required turnaround
time.
At a minimum, the results are evaluated for
compound identification, quantification, and
sample contamination. Confidence intervals for
the quantification of target compounds are based
on reported values using population statistics.
EPA may adjust the scores on any given laboratory
evaluation sample to compensate for
unanticipated difficulties with a particular
sample. Contractors are required to use the
NIST/EPA/MSDC mass spectral library to
tentatively identify a maximum number of non-
target compounds in each fraction that are present
above a minimal response. Tentative
identification of these compounds, based on
contractually described spectral interpretation
procedures, is evaluated and integrated into the
evaluation process.
A Contractor's results on the laboratory
evaluation samples will determine the
Contractor's performance as follows:
1. Acceptable, No Response Required (Score
greater than or equal to 90 percent):
Data meet most or all of the scoring
criteria. No response is required.
2. Acceptable, Response Explaining
Deficiency(ies) Required (Score greater
than or equal to 75 percent but less than 90
percent):
Deficiencies exist in the Contractor's
performance.
Within 14 days of receipt of notification
from EPA, the Contractor shall describe
the deficiency(ies) and the action(s)
taken to correct the deficiency(ies) in a
letter to the Administrative Project
Officer, the Technical Project Officer and
EMSL/LV.
3. Unacceptable Performance, Response
Explaining Deficiency(ies) Required
(Score less than 75 percent):
Deficiencies exist in the Contractor's
performance to the extent that the
National Program Office has determined
that the Contractor has not demonstrated
the capability to meet the contract
requirements.
Within 14 days of receipt of notification
from EPA, the Contractor shall describe
the deficiency(ies) and the action(s)
taken to correct the deficiency(ies) in a
letter to the Administrative Project
Officer, the Technical Project Officer and
EMSL/LV.
The Contractor shall be notified by the
Administrative Project Officer or
Technical Project Officer concerning the
remedy for their unacceptable
performance. A Contractor may expect,
but EPA is not limited to, the following
actions: Reduction of the number of
samples sent under the contract, suspension
of sample shipment to the Contractor, a
site visit, a full data audit, analysis of
remedial PE samples, and/or a contract
sanction, such as a Cure Notice.
Note: A Contractor's prompt response
demonstrating that corrective actions
have been taken to ensure the Contractor's
capability to meet contract requirements
will facilitate continuation of full sample
delivery.
40
-------
Chapter VI - Program Quality Assurance
D. GC/MS Tape Audits (Organks Only) 1. Quality Assurance On-Site Evaluation
Periodically, EPA requests from Contractors
the GC/MS magnetic tapes corresponding to a
specific case in order to accomplish tape audits.
Generally, tape submissions and audits are
requested for the following reasons:
Program overview
Indication of-data quality problems from
EMSL/LV, SMO, or Regional data
reviews
Support for on-site audits
Specific Regional requests
Depending upon the reason for an audit, the
tapes from a recent case, a specific case, or a
laboratory evaluation sample may be requested.
Tape audits provide a mechanism to assess
adherence to contractual requirements and to
ensure the consistency of data reported on the
hardcopy/floppy diskettes with that generated
on the GC/MS tapes. This function provides
external monitoring of Program QC requirements
and checks adherence of the Contractor to internal
QA procedures. In addition, tape audits enable
EPA to evaluate the utility, precision, and
accuracy of the analytical methods.
The GC/MS tape shall include raw data and
quantitation reports for samples, blanks,
laboratory evaluation samples, initial
calibrations, continuing calibration, BFB and
DFTPP associated with the case requested.
Upon request of the Administrative Project
Officer or EMSL/LV, the required tapes and all
necessary documentation shall be submitted to
EPA within seven days of notification.
E On-Site Laboratory Evaluations
At a frequency dictated by a contract
laboratory's performance, the Administrative
Project Officer, Technical Project Officer or their
authorized representative will conduct an on-site
laboratory evaluation. On-site laboratory
evaluations are carried out to monitor the
Contractor's ability to meet selected terms and
conditions specified in the contract. The
evaluation process incorporates two separate
categories: Quality Assurance Evaluation, and an
Evidentiary Audit.
Quality assurance evaluators inspect the
Contractors facilities to verify the adequacy and
maintenance of instrumentation, the continuity of
personnel meeting experience or education
requirements, and the acceptable performance of
analytical and QC procedures. The Contractor
should expect that items to be monitored will
include, but not be limited to the following items.
Size and appearance of the facility
Quantity, age, availability, scheduled
maintenance and performance of
instrumentation
Availability, appropriateness, and
utilization of SOPs
Staff qualifications, experience, and
personnel training programs
Reagents, standards, and sample storage
facilities
Standard preparation logbooks and raw
data
Bench sheets and analytical logbook
maintenance and review
Review of the Contractor's sample
analysis/data package inspection
procedures
Prior to an on-site evaluation, various
documentation pertaining to performance of the
specific Contractor is integrated in a profile
package for discussion during the evaluation.
Items that may be included are previous on-site
reports, laboratory evaluation sample scores,
Regional review of data, Regional QA materials,
GC/MS tape audit reports, results of CCS, and
data trend reports.
2. Evidentiary Audit
Evidence auditors conduct an on-site
laboratory evaluation to determine if laboratory
policies and procedures are in place to satisfy
evidence handling requirements as stated in
Exhibit F. The evidence audit is comprised of the
following three activities
a. Procedural Audit
The procedural audit consists of review and
examination of actual standard operating
procedures and accompanying documentation for
the following laboratory operations:
41
-------
CLP User's Guide
sample receiving,
sample storage, sample identification,
sample security, sample tracking (from
receipt to completion of analysis) and
analytical project file organization and
assembly.
b. Written SOPs Audit
The written SOPs audit consists of review and
examination of the written SOPs to determine if
they are accurate and complete for the following
laboratory operations:
sample receiving,
sample storage,
sample identification,
sample security,
sample tracking (from receipt to
completion of analysis) and
analytical project file organization and
assembly.
c. Analytical Project File Evidence Audit
The analytical project file evidence audit
consists of review and examination of the
analytical project file documentation. The
auditors review the files to determine:
The accuracy of the document inventory
The completeness of the file
The adequacy and accuracy of the
document numbering system
Traceability of sample activity
Identification of activity recorded on the
documents
Error correction methods
3. Discussion of the On-Site Team's Findings
The quality assurance and evidentiary
auditors discuss their findings with the
Administrative Project Officer/Technical Project
Officer prior to debriefing the Contractor. During
the debriefing, the auditors present their findings
and recommendations for corrective actions
necessary to the Contractor personnel.
4. Corrective Action Reports For Follow-
Through to Quality Assurance and
Evidentiary Audit Reports
Following an on-site evaluation, quality
assurance and evidentiary audit reports which
discuss deficiencies found during the on-site will
be forwarded to the Contractor. The Contractor
must discuss the corrective actions taken to resolve
the deficiencies discussed during the on-site visit
and discussed in the on-site reports in a letter to
the Administrative Project Officer, Technical
Project Officer, EMSL/LV (response to the quality
assurance report) and NEIC (response to the
evidentiary report) within 14 days of receipt of
the finding or within the time agreed upon
between the Administrative Project
Officer/Technical Project Officer and the
Contractor. If SOPs are required to be written or
SOPs are required to be amended, the Contractor
must provide the SOPs to the Technical Project
Officer, EMSL/LV (quality assurance/technical
SOPs) and NEIC (evidentiary SOPs) within 30
days of receipt of the finding or within the time
agreed upon between the Administrative Project
Officer/Technical Project Officer and the
Contractor.
If the Contractor fails to take appropriate
corrective action to resolve the deficiencies
discussed in the on-site reports, a Contractor may
expect, but the Agency is not limited to, the
following actions: reduction of the number of
samples sent under the contract, suspension of
sample shipment to the Contractor, a follow-up
site visit, a full data audit, analysis of remedial
PE samples and/or contract sanction, such as a
Cure Notice.
F. Quality Assurance and Data Trend
Analysis
Data submitted by laboratories are subject to
review from several aspects: compliance with
contract-required QC, useability, and full data
package evaluation. Problems resulting from any
of these reviews may determine the need for a
GC/MS tape audit, an on-site laboratory
evaluation and/or a remedial laboratory
evaluation sample. In addition, QC prescribed in
the methods provides information that is
continually used by the Agency to assess sample
data quality, Contractor data quality and
Program data quality via data trend analysis.
Trend analysis is accomplished by entering data
into a computerized data base. Statistical reports
that evaluate specific anomalies or disclose
trends in many areas are generated from this
database.
Program-wide statistical results are used to
rank laboratories in order to observe the relative
42
-------
Chapter VI - Program Quality Assurance
performance of each Contractor using a given
protocol against its peers. The reports are also
used to identify trends within laboratories. The
results of many of these trends analyses are
included in overall evaluation of a Contractor's
performance, and are reviewed to determine if
corrective action or an on-site laboratory
evaluation is indicated in order to meet the
QA/QC requirements of the contract.
Contractor performance over time is monitored
using these trend analysis techniques to detect
departures of Contractor output from required or
desired levels of quality control, and to provide an
early warning of Contractor QA/QC problems
which may not be apparent from the results of an
individual case.
As a further benefit to the Program, the data
base provides the information needed to establish
performance-based criteria in updated analytical
protocols, where advisory criteria has been
previously used. The vast empirical data set
produced by contract laboratories is carefully
analyzed, with the results augmenting
theoretical and research-based performance
criteria. The result is a continuously monitored set
of quality control and performance criteria
specifications of what is routinely achievable and
expected of environmental chemistry laboratories
in mass production analysis of environmental
samples. This, in turn, assists the Agency in
meeting its objectives of obtaining data of known
and documented quality.
G. Data Management
Data management procedures are defined as
procedures specifying the acquisition or entry,
update, correction, deletion, storage and security
of computer readable data and files. These
procedures must be in written form and contain a
clear definition for all databases and files used to
generate or resubmit deliverables. Key areas of
concern include: system organization (including
personnel and security), documentation operations,
traceability and quality control.
Data manually entered from hard-copy must
be reevaluated through quality control measures
and the error rates estimated. Systems should
prevent entry of incorrect or out-of-range data and
alert data entry personnel of errors. In addition,
data entry error rates must be estimated and
recorded on a monthly basis by reentering a
statistical sample of the data entered and
calculating discrepancy rates by data element.
The record of changes in the form of corrections
and updates to data originally generated,
submitted, and/or resubmitted must be documented
to allow traceablilty of updates. Documentation
must include the following for each change:
Justification or rationale for the change.
Initials of the person making the change
or changes. Data changes must be
implemented and reviewed by a person or
group independent of the source generating
the deliverable.
Change documentation must be retained
according to the schedule of the original
deliverable.
Resubmitted diskettes or other
deliverables must be reinspected as a part
of the laboratories' internal inspection
process prior to resubmission. The entire
deliverable, not just the changes, must be
inspected.
The Laboratory Manager must approve
changes to originally submitted
deliverables.
Documentation of data changes may be
requested by laboratory auditors.
Lifecycle management procedures must be
applied to computer software systems developed
by the laboratory to be used to generate and edit
contract deliverables. Such systems must be
thoroughly tested and documented prior to
utilization.
A software test and acceptance plan
including test requirements, test results
and acceptance criteria must be
developed, followed, and available in
written form.
System changes must not be made directly
to production systems generating
deliverables. Changes must be made first
to a development system and tested prior
to implementation.
Each version of the production system will
be given an identification number, date of
installation, date of last operation and
archived.
System and operations documentation
must be developed and maintained for
43
-------
CLP User's Guide
each system. Documentation must include System operation and maintenance
a users manual and an operations and including documentation and training.
maintenance manual. . Database integrity, including data entry,
Individual(s) responsible for the following data updating and quality control.
functions must be identified: . Data and system security, backup and
archiving.
44
-------
APPENDIX A
LIST OF ACRONYMS
AA Atomic Absorption
AMIS Analytical Methods Implementation Sections
AOB Analytical Operations Branch
APO Administrative Project Officer
AR Authorized Requestor
B/N/A Base, Neutral, Acid Extractable Compounds
CCS Contract Compliance Screening
CEAT Contractor Evidence Audit Team
CERCLA Comprehensive Environmental Response, Compensation and Liability Act
CLP Contract Laboratory Program
CMD Contracts Management Division
CO Contracting Officer
CR Cost Recovery
CRQL Contract Required Quantitation Limit
DCD Data Complete Date
DDD Data Due Date
DR Delivery Request
DRD Data Receipt Date
EMSL Environmental Monitoring Systems Laboratory
EPA Environmental Protection Agency
ERT Environmental Response Team
ESAT Environmental Services Assistance Teams
FIT Field Investigation Team
FR Federal Register
FSCC Fused Silica Capillary Column
GC/EC Gas Chromatography/Electron Capture
GC/MS Gas Chromatography/Mass Spectrometry
HRGC High Resolution Gas Chromatography
HRMS High Resolution Mass Spectrometry
HSED Hazardous Site Evaluation Division
ICP/MS Inductively Coupled Plasma/Mass Spectrometry
45
-------
CLP User's Guide
IDL Instrument Detection Limit
IFB Invitation for Bid
LCS Laboratory Control Sample
NEIC National Enforcement Investigations Center
NIST National Institute for Standards and Technology
NPM National Program Manager
NPO National Program Office
ORD Office of Research and Development
OSWER Office of Solid Waste and Emergency Response
OWPE Office of Waste Programs Enforcement
PE Performance Evaluation
PEST Pesticides
PL Packing List
QA Quality Assurance
QAP Quality Assurance Plan
QC Quality Control
QTM Quick Turnaround Method
RAS Routine Analytical Services
REM Remedial Action Team
ROS Regional Operations Section
RSCC Regional Sample Control Center
SARA Superfund Amendments and Reauthorization Act
SAS Special Analytical Services
SDG Sample Delivery Group
SICP Selected Ion Current Profile
SIM Selected Ion Monitoring
SMO Sample Management Office
SOP Standard Operating Procedure
SOW Statement of Work
SV Semivolatile
TAT Technical Assistance Team
TCL Target Compound List
TIC Tentatively Identified Compound
TPO Technical Project Officer
TR Traffic Report
VOA Volatile Organics Analysis
46
-------
APPENDIX B
CLP DIRECTORY
National Program Office
USEPA Analytical Operations Branch (OS-230)
401 M Street, SW
RoomM-2624
Washington, DC 20460
202/382-7906 FTS 382-7906
Hans Crump-Weisner, Branch Chief
202/382-7906 FTS 382-7906
Joan Fisk, Deputy Branch Chief
202/382-3115 FTS 382-3115
Howard Fribush, CLP Project Officer
202/382-2239 FTS 382-2239
Karen Bankert, CLP Project Officer
202/382-7942 FTS 382-7942
Angelo Carasea, National Organic Program Manager, CLP Project Officer
202/382-7911 FTS 382-7911
Michael Hurd, National Inorganic Program Manager, CLP Project Officer
202/382-7908 FTS 382-7908
Russell, McCallister, CLP Project Officer
202/382-7908 FTS 382-7908
Lynn Beasley, Regional Operations Section, Acting Chief
202/475-8607 FTS 475-8607
Patricia Wiltshire, SMO Project Officer
202/382-7943 FTS 382-7943
David Eng, ADP Officer
202/382-4619 FTS 382-4619
Jim Baron, QAC
Chuck Sands, Data Integrity Specialist
USEPA Contracts Management Division (MD-33)
Alexander Drive
Research Triangle Park, NC 27111
Janet Simmons, Contract Officer, Acting Procurement Branch Chief
919/541-4081 FTS 629-4081
Marian Bernd, Contract Officer
202/382-0532 FTS 382-0532
Vira Burnett, Contract Officer
919/541-3045 FTS 629-3045
Larry Presnell, Contract Officer
919/541-3166 FTS 629-3166
47
-------
CLP User's Guide
USEPA Environmental Monitoring Systems Laboratory (EMSL/LV)
944 East Harmon Avenue
Las Vegas, NV 89108
Mailing Address:
P.O. Box 93478
Las Vegas, NW 89193-3478
Data To:
EMSL/LV Executive Center
944 East Harmon Ave.
Las Vegas, NV 89119
Attn: Data Audit Staff
USEPA National Enforcement Investigations Center (NEIC)
Denver Federal Center 53, E-2
P.O. Box 25227
Denver, CO 80225
303/236-5111 FTS 776-5111
USEPA Environmental Monitoring Systems Laboratory (EMSL/Cincinnati)
26 W. Martin Luther King Dr.
Cincinnati, OH 45268
48
-------
Appendix B - CLP Directory
Sample Management Office
Mailing Address:
USEPA Contract Laboratory Program
Sample Management Office
P.O. Box 818
Alexandria, VA 22313
703/557-2490 FTS 557-2490
Street Address:
Viar and Company, Inc.
300. N. Lee Street
Alexandria, VA 22314
703/684-5678
Sample Management Office Regional Coordinators and Analysts
Analyst
Terri Shaughnessy
Diane Cutler
Diane Cutler
Terri Shaughnessy
Region VI
Region VII
Region VIII
Region IX
Region X
Coordinator
Vikki Denslow
Bret Elderd
Elenor McLean
Tom Sigler
Loren Minnich - SAS
Blake Henke RAS
Elenor McLean
David Mack
Monica McNeil
Susan Grove
David Mack
Terri Shaughnessy
Terri Shaughnessy
Diane Cutler
Diane Cutler
Diane Cutler
Terri Shaughnessy
49
-------
CLP User's Guide
USEPA Region I
*USEPA Region I, WMD
J.F. Kennedy Federal Bldg
(HPC-CAN7)
Boston, MA 02203
(617) 573-5707 FTS 833-1707
. USEPA Region I, ESD
60 Westview Street
Lexington, MA 02173
(617) 860-4300
FTS 828-6300
*Nancy Barmakian
Michael Hurd
Deb Szaro, Moira Lataille
David Tordoff
*Don Smith
*Nancy Smith
Leonard Wallace
"Heidi Ellis
*Nancy Barmakian
John Carlson
*Rick Leighton
*Kathy Castagna
FTS 883-1797
FTS 382-7908
617/860-4312
617/860-4362
FTS 833-1648
FTS 833-1697
617/860-4694
617/573-5798
FTS 883-1797
617/860-4300
FTS 883-1654
FTS 833-1609
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
50
-------
Appendix B - CLP Directory
USEPA Region II
*USEPA Region II
26 Federal Plaza
New York, NY 10278
(212) 264-2525
FTS 264-2525
USEPA Region II, BSD
Woodbridge Avenue
Building 209
Edison, NJ 08837
(201) 321-6754
FTS 340-6754
*Shaheer Alvi
Angela Carasea
Lisa Gatton
Michael Polito
Amy Brochu
*Ben Conetta
Richard Salkie
Philip Guarraia
Shaheer Alvi
Michael Polito
*Cathy Moyik
*Derval Thomas
FTS 264-2221
FTS 382-7912
FTS 340-6676
FTS 340-6652
FTS 906-6802
FTS 264-6696
FTS 340-6657
FTS 340-6997
FTS 264-2221
FTS 340-6652
FTS 264-8123
FTS 264-1829
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
51
-------
CLP User's Guide
USEPA Region III
*USEPA Region III,
Superfund Branch
841 Chestnut Street
Philadelphia, PA 19107
(215) 597-0992
FTS 597-0992
USEPA Region IE, CRL
839 Bestgate Road
Annapolis, MD 21401
(301)266-9180
*Fran Burns
*Roy Schrock
Angela Carasea
Stevie Wilding
*Steve Jarvela
*Bob VanFossen
*Tony Dappalone
*Margaret Jennis
Dennis Carney
Colleen Walling
*Bill Hagel
*Bob VanFossen
*Elaine Speiwak
*Jeff Barnett
FTS 597-4750
FTS 597-0913
FTS 382-7911
FTS 266-9180
FTS 597-7915
FTS 597-3152
FTS 597-3153
FTS 597-3437
FTS 597-0992
301/266-9180
FTS 597-3435
FTS 597-3152
FTS 597-8183
FTS 597-6688
ARCS Project Officer
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
52
-------
Appendix B - CLP Directory
USEPA Region IV
*USEPA Region IV
Superfund Branch
345 Courtland Street., N.E.
Atlanta, GA 30365
(404) 347-4727
FTS 257-4727
USEPA Region IV, BSD (ASB)
Analytical Support Branch
College Station Road
Athens, GA 30613
(404) 546-3111
FTS 250-3111
*Doug Thompson FTS 257-2234
Howard Fribush FTS 382-2239
Tom Bennett FTS 250-3112
*Fred Stroud FTS 257-3931
*Narindar Kumar FTS 257-5065
'Deborah Vaughn-Wright FTS 257-5065
*Doug Lair FTS 257-3931
Bill Bokey FTS 353-2270
*Ken Meyer FTS 257-2234
'Carol Monell FTS 257-3931
*Doug Thompson FTS 257-2234
*Rowena Sheffield FTS 257-2234
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
53
-------
CLP User's Guide
USEPA Region V
USEPA Region V, BSD
536 S. Clark Street
Tenth Floor, 5SCRL
Chicago, IL 60605
FTS 353-3808
*USEPA Region V, WMD
230 S. Dearborn Street
12th Floor (HR-12)
Chicago, IL 60604
(312) 886-7579
FTS 886-7579
*Susan Heston
*Stephen Nathan
*Carl Norman
Russell McCallister
Pat Churilla
Jackie Van Bosse
Charles Brasher
Gail Nabasny
*Jeanne Griffin
*Mary Gade
Jan Pels
Gail Nabasny
Steve Faryan
*Eva Howard
*Lorraine Kosik
*Fred Norling
FTS 886-9553
FTS 886-5496
FTS 886-5495
FTS 382-2239
FTS 353-2313
FTS 353-1908
FTS 353-7625
FTS 353-1056
FTS 886-3007
FTS 353-9773
FTS 353-2720
FTS 353-1056
FTS 353-9351
FTS 886-7274
FTS 353-6431
FTS 886-4510
ARCS Project Officer
ARCS Project Officer
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, CERCLA
TES Project Officer, RCRA
54
-------
Appendix B - CLP Directory
USEPA Region VI
*USEPA Region VI Laboratory
10625 Fallstone Rd
Houston, TX 77099
(713) 983-2100
FTS 730-2100
USEPA Region VI
First Interstate Tower
1445 Ross Avenue
Dallas, TX 75202
(214) 665-6491
FTS 255-6491
Julie Brown FTS 255-6720
Michael Hurd FTS 382-7908
'William (BJ.) Verrett FTS 730-2139
Chris Petersen FTS 255-2270
Ed Sierra FTS 255-6491
Jana Harvill FTS 255-6740
Charles Gazda FTS 255-2270
Jim Mullins FTS 255-2270
*Myra Perez FTS 526-9425
Eve Boss FTS 255-6720
Chris Petersen FTS 255-2270
Karen Witten FTS 255-6720
Rena McClurg FTS 255-6780
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
55
-------
CLP User's Guide
USEPA Region VII
*USEPA Region VH
726 Minnesota Avenue
Kansas City, KS 66101
FTS 276-7050
(913) 236-2800
USEPA Region VH, ESD
25 Funston Road
Kansas City, KS 66115
FTS 757-3881
(913) 236-3881
FAX (913) 236-2934
Rebecca Thomas
Karen Bankert
Larry Marchin
Ronald McCutcheon
Pete Culver
Ron McCutcheon
Shelley Welker
William Keffer
Nicole Roblez
Karen Flournoy
Paul Doherty
Maureen Hunt
Paula Eager
FTS 757-2856
FTS 382-7942
FTS 757-3881
FTS 757-3888
FTS 757-2856
FTS 757-3888
FTS 757-2856
FTS 757-3888
FTS 757-3881
FTS 757-2856
FTS 757-3888
FTS 757-2856
FTS 757-2852
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
56
-------
Appendix B - CLP Directory
USEPA Region VIII
USEPA Region VIII
999 18th Street, Suite 500
Denver, CO 80202-2405
FTS 330-1720
(303) 293-1720
*Denver Federal Center
Building 5
Wl Entrance, 2nd Floor
Denver, CO 80225
FTS 776-5064
(303) 236-5073
Montana EPA Office
301 South Park
P.O. Drawer 10096
Helena, MT 59626
FTS 585-5414
(406) 449-5414
Graig Hargreaves
Jeff Mashburn
Russell McCallister
Steve Callio
Mike Zimmerman
Gerald Snyder
Paul Arell
John Giedt
Floyd Nichols
Tammy Kozak
Greg Hargreaves
Jim Knoy
Sam Marquez
Rolland Lech
FTS 330-1187
FTS 330-7156
FTS 382-7908
FTS 330-7511
FTS564-7081
FTS 330-7504
FTS 330-7598
FTS 330-7142
FTS 330-7167
FTS 330-7507
FTS 330-1187
FTS 330-7162
FTS 330-7151
FTS 564-1516
ARCS Project Officer
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
57
-------
CLP User's Guide
USEPA Region IX
USEPA Region IX, OPM, P-3-2
1235 Mission Street
San Francisco, CA 94103
FTS 556-6458
(415) 556-6458
FAX (415) 556-6874
Laboratory
*USEPA Region DC
944 East Harmon Avenue
Las Vegas, NV 89119
Peter Rubenstein FTS 454-0307
Karen Bankert FTS 382-7942
Kent Kitchingman FTS 556-5033
Chris Weden FTS 454-8132
Douglas Frazer FTS 454-7305
Lisa Nelson FTS 454-7701
Kathleen Shimmin FTS 454-7745
RobbyHedeen 415/744-1244
Rob Stern FTS 454-7406
William Lewis FTS 454-7464
Judy Walker FTS 454-0748
Lucy Mlenar FTS 454-8386
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Region Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
58
-------
Appendix B - CLP Directory
USEPA Region X
USEPA Region X, ESD
1200 Sixth Avenue
M/S ES-095
Seattle, WA 98101
FTS 399-1200
(206) 442-1200
Laboratory
*USEPA Region X
P.O. Box 549
Manchester, WA 98353
FTS 399-0370
(206) 442-0370
Joanne LaBaw
Howard Fribush
*Gerald Muth
Jeff Webb
William Longston
John Osborn
David Bennett
James Everts
Carolyn Wilson
Joanne LaBaw
Carl Kitz
Mike Slater
Shirley Towns
FTS 399-2594
FTS 382-2237
FTS 399-0370
FTS 399-1196
FTS 399-1196
FTS 399-0837
FTS 399-2103
FTS 399-1196
FTS 399-1632
FTS 399-2594
FTS 399-1196
FTS 399-0455
FTS 399-2586
ARCS Project Officer
CLP Administrative Project Officer
CLP Technical Project Officer
ERCS Deputy Project Officer
ERCS Deputy Project Officer
FIT Regional Project Officer
NPL Coordinator
Regional Response Team Coordinator
Regional Sample Control Coordinator
REM Project Officer
TAT Deputy Project Officer
TES Project Officer, CERCLA
TES Project Officer, RCRA
59
-------
CLP L/ser's Guide
Miscellaneous Information
Cooler Returns
T. Head and Company
950 Herndon Parkway
Suite 230
Herndon,VA 22070
703/473-3886
ERT Edison
USEPA Environmental Response Branch
GSA Raritan Depot
Woodbridge Avenue
Edison, NJ 08837
FTS 340-6649,6689,6743
60
-------
Appendix B - CLP Directory
Regional Sample Control Centers
Address
USEPA Region I, WMD
J.F. Kennedy Federal Bldg.
Boston, MA 02203
USEPA Region II, ESD
Woodbridge Ave. Bldg. 209
Edison, NJ 08837
USEPA Region III, CRL
839 Bestgate Rd.
Annapolis, MD 21401
USEPA Region IV, ESD
Env. Compliance Branch
College Station Road
Athens, GA 30613
USEPA Region V, ESD
536 S. Clark St.
Tenth Floor, CRL
Chicago, IL 60605
USEPA Region VI
Monterey Park PI. Bldg. C
6608 Hornwood Dr.
Houston, TX 77074
USEPA Region VII, ESD
25FunstonRd.
Kansas City, KS 66115
USEPA Region VIII
999-18th St.
12th Floor
Denver, CO 80202
USEPA Region IX, OPM
215 Fremont St.
San Francisco, CA 94105
USEPA Region X, ESD
1200 Sixth Ave. E/S 095
Seattle, WA 98101
Regional Sample Control
Coordinator
Heidi Ellis
Philip Guarraia
Colleen Walling
Bill Bokey
Jan Pels
Myra Perez
Nicole Roblez
Tammy Kozak
Robbie Hedeen
Carolyn Wilson
Phone Number
617/573-5798
FTS 833-1798
201/321-6997
FTS 340-6997
301/266-9180
404/546-3300
FTS 250-3300
312/353-2720
FTS 353-2720
713/953-3425
FTS 526-9425
913/236-3881
FTS 757-3881
303/294-7507
FTS 330-7507
415/744-1244
206/442-1632
FTS 399-1632
61
-------
CLP User's Guide
Regional Technical Project Officers
Region I
Region n
Region HI
Region IV
Region V
Region VI
Region VH
Region Vni
Region IX
Region X
Deb Szaro, Moira Lataille
Lisa Gatton
Stevie Wilding
Tom Bennett
Pat Churilla
William (B.J.) Verrett
Larry Marchin
Steve Callio
Kent Kitchingman
Gerald Muth
617/860-4312
FTS 340-6676
FTS 266-9180
FTS 250-3112
FTS 353-2313
FTS 730-2139
FTS 757-3881
FTS 330-7511
FTS 556-5033
FTS 399-0370
62
-------
APPENDIX C
REFERENCES
NOTE: The references in this appendix are supplied for general information purposes and do not
necessarily represent methods or procedures utilized in the CLP.
Analytical References
American Public Health Association, American Water Works Association, Water Pollution Control
Federation. Standard Methods for Examination of Water and Wastewater. 14th ed. rev. 1975.
American Society for Testing and Materials. Annual Book of ASTM Standards. Part 31, Standard
D3223-73; 1976 (p. 343).
Bishop, J.N. Mercury in Sediments. Ontario Water Resources Comm. Toronto: 1971.
Brandenberger, H.; Bader, H. The Determination of Nanogram Levels of Mercury in Solution by a
Hameless Atomic Absorption Technique. Atomic Absorption Newsletter 6:101; 1967.
Environmental Monitoring and Support Laboratory, U.S. Environmental Protection Agengy. Interim
Methods for the Sampling and Analysis of Priority Pollutants in Sediments and Fish Tissue. Cincinnati:
October 1980 (rev.).
Environmental Monitoring and Support Laboratory, U.S. Environmental Protection Agency. User's
Guide for the Continuous Flow Analyzer Automation System. Cincinnati: 1981.
Garbarino, J.R.; Taylor, H.E. An Inductively-Coupled Plasma Atomic Emission Spectrometric
Method for Routine Water Quality Testing. Applied Spectroscopy 33:3; 1979.
Goulden, P.D.; Afghan, B.K. An Automated Method for Determining Mercury in Water. Technicon.
Adv. in Auto. Analy. 2; 1970 (p. 317).
Hatch, W.R.; Ott, W.L. Determination of Sub-Microgram Quantities of Mercury by Atomic
Absorption Spectrophotometry. Analytical Chemistry 40:2085; 1968.
Kopp, J.F.; Longbottom, M.C.; Lobring, L.B. Cold Vapor Method for Determining Mercury. AWWA
64:20; January 1972.
Martin, T.D.; Kopp, J.F.; Ediger, R.D. Determining Selenium in Water, Wastewater, Sediment and
Sludge by Flameless Atomic Absorption Spectroscopy. Atomic Absorption Newsletter 14:109; 1975.
Martin, Theodore D. Inductively Coupled Plasma-Atomic Emission Spectrometric Method of Trace
Elements Analysis of Water and Waste. Method 200.7. Modified by CLP Inorganic Data/Protocol
Review Committee.
Office of Solid Waste and Emergency Response, U.S. Environmental Protection Agency.
Modification (By Committee) of Method 3050. SW-846, 2nd ed. Test Methods for Evaluating Solid
Waste; July 1982.
Organochlorine Pesticides and PCBs, Method 608; 2,3,7,8-TCDD, Method 613; Purgeables
(Volatiles), Method 624; Base/Neutrals, Acids and Pesticides, Method 625; Federal Register 44(233);
December 3,1979 (pp. 69501,69526,69532,69540).
Owerbach, Daniel. The Use of Cyanogen Iodide (CNI) as a Stabilizing Agent for Silver in
Photographic Processing Effluent Sample. Photographic Technology Division, Eastman Kodak
Company. Rochester, New York.
63
-------
CLP User's Guide
Technicon Industrial Systems. Operation Manual for Technicon Auto Analyzer IIC System.
Technical Pub. No. TA9-0460-00. Tarrytown, New York: 1980.
U.S. Environmental Protection Agency. Handbook for Analytical Quality Control in Water and
Wastewater Laboratories. USEPA-600/4-79-019.
U.S. Environmental Protection Agency. Handbook for Monitoring Industrial Wastewater. USEPA
Technology Transfer; 1973.
U.S. Environmental Protection Agency. Methods for Chemical Analysis of Water and Wastewater.
USEPA Technology Transfer; 1974.
U.S. Environmental Protection Agency. Methods from Chemical Analysis of Water and Waste.
USEPA-600/4-79-02; March 1979.
U.S. Environmental Protection Agency. Procedures Manual for Groundwater Monitoring at Solid
Waste Disposal Facilities. USEPA 530/SW-611; 1977.
Winefordner, J.D. Trace Analysis: Spectroscopic Methods for Elements. Chemical Analysis 46: 41-
42.
Winge, R.K.; Peterson, V.J.; Fassel, V.A. Inductively Coupled Plasma-Atomic Emmission
Spectroscopy Prominent Lines. USEPA-600/4-79-017.
Wise, R.H.; Bishop, D.F.; Williams, R.T.; Austern, B.M. Gel Permeation Chromatography in the
GC/MS Analysis of Organics in Sludges. Municipal Environmental Research Laboratory, U.S.
Environmental Protection Agency. Cincinnati.
Quality Assurance References
American Chemical Society Committee on Environmental Improvement, and Subcommittee on
Environmental Analytical Chemistry, "Guidelines for Data Acquisition and Data Quality Evaluation
in Environmental Chemistry", Analytical Chemistry, Volume 52, Number 14, December 1980.
Environmental Monitoring Systems Laboratory, U.S. Environmental Protection Agency, Analytical
Reference Standards and Supplemental Data: The Pesticides and Industrial Chemicals Repository,
EPA-600/4-84-082, October 1984.
Environmental Protection Agency, "Guidelines Establishing Test Procedures for the Analysis of
Pollutants Under the dean Water Act; Final Rule and Interim Final Rule and Proposed Rule", 40 CFR
Part 136, Federal Register, Vol. 49, No. 209., pp 43234-43442, October 26, 1984.
Fisk, J.F. and Manzo, S.M. "Quality Assurance/Quality Control in Organics Analysis", Proceedings
from the Water Pollution Control Federation Meeting, May 1986.
Health Effects Research Laboratory, U.S. Environmental Protection Agency, Manual of Analytical
Methods for the Analysis of Pesticides in Humans and Environmental Samples, EPA-600/8-80-036, June,
1980.
Health Effects Research Laboratory, U.S. Environmental Protection Agency, Manual of Analytical
Quality Control for Pesticides and Related Compounds In Human and Environmental Samples-Second
Revision, EPA-600/2-81-059, April 1981.
Laidlaw, R.H., "Document Control and Chain of Custody Considerations for the National Contract
Laboratory Program," Quality Control in Remedial Site Investigations: Hazardous and Industrial
Solid Waste Testing, Fifth Volume, ASTM STP 925, C.L. Perket, ed., American Society for Testing and
Materials, Philadelphia, 1986.
Moore, J.M. and Pearson, J.G. "Quality Assurance Support for the Superfund Contract Laboratory
Program", Quality Control in Remedial Site Investigation: Hazardous and Industrial Solid Waste
Testing, Fifth Volume, ASTM STP 925, C.L. Perket, ed., American Society for Testing and Materials,
Philadelphia, 1986.
64
-------
Appendix C - References
Office of Monitoring Systems and Quality Assurance, U.S. Environmental Protection Agency,
"Interim Guidelines and Specifications for Preparing Quality Assurance Project Plans", QAMS-005/80,
December 1980.
Office of Solid Waste and Emergency Response, U.S. Environmental Protection Agency, Test
Methods for Evaluating Solid Waste, Third Edition, SW-846, November 1986.
U.S. Environmental Protection Agency. Guidelines Establishing Test Procedures for the Analysis of
Pollutants Under the Clean Water Act; Final Rule and Interim Final Rule and Proposed Rule. 40 CFR
Part 136. Federal Register 49(209); October 26,1984 (pp. 43234-43442).
Safety References
Committee on Chemical Safety. Safety in Academic Chemistry Laboratories. American Chemical
Society Publications. 3d ed. rev. 1979.
Department of Health, Education and Welfare, Public Health Service, Center for Disease Control,
National Institute for Occupational Safety and Health. Carcinogens-Working with Carcinogens. Pub.
No. 77-206; August 1977.
Occupational Safety and Health Administration. OSHA Safety and Health Standards, General
Industry (29 CFR 1910). OSHA 2206. rev. January 1976.
Wallace, R.A.; Fulkerson, W.; Shults, W.D.; Lyon, W.S. Mercury in the Environment-The Human
Element. Oak Ridge National Laboratory. ORNL/NSF-EP-1; January 1971 (p. 31).
Sampling References
Environmental Response Team, U.S. Environmental Protection Agency. Field Monitoring and
Analysis of Hazardous Materials. EPA Training Manual. Course No. 165.4. Cincinnati: 1980.
Huibregtse, K.R.; Moser, J.H. Handbook for Sampling and Sample Preservation of Water and
Wastewater. USEPA-600/4-76-049; 1976.
Municipal Environmental Research Laboratory, U.S. Environmental Protection Agency. Samplers
and Sampling Procedures for Hazardous Waste Streams. EPA-600/280-018. Cincinnati: 1980.
National Enforcement Investigations Center. Enforcement Considerations for Evaluation of
Uncontrolled Hazardous Waste Sites by Contractors. EPA Office of Enforcement. Denver: 1980.
Office of Solid Waste and Emergency Response, U.S. Environmental Protection Agency, Sampler's
Guide for the Contract Laboratory Program, First Edition,, December 1990.
Olson, D.M.; Berg, E.L.; Christensen, R.; Otto, H.; Ciancia, J.; Bryant, G.; Lair, M.D.; Birch, M.;
Keffer, W.; Dahl, T.; Wehner, T. Compliance Sampling Manual. Office of Water Enforcement, EPA
Enforcement Division, Compliance Branch; 1977.
Weber, C.I. Biological Field and Laboratory Methods for Measuring the Quality of Surface Waters
and Effluents. USEPA-670/4-73-001; 1973.
Shipping References
Federal Express Corporation, Hazardous Materials Department. Telephone: 1-800-238-5592.
U.S. Department of Transportation. A Guide to the Federal Hazardous Materials Transportation
Regulatory Program; 1983.
U.S. Department of Transportation. U.S. Department of Transportation Regulations. 49 CFR, Parts
100-199; October 1,1978.
65
-------
INDEX
AMIS3
Analytical data 1-8, 17-23, 27-31, 34-43
Analytical Methodologies
Development 18
Improvement 18
Analytical Operations Branch (see AOB)
Analytical Standards Traceability
Requirements 38
AOB 3
APO 3,4,27,32-36
Case Number 20,23
CCS 5,28-31,39,41
CERCLA1
Chain-of-custody 4,24-26,30
Chemical Standards 38, 39
CLP 6
Clients 1
Non-Superfund clients 1,7
Objective and Orientation 1
Structure 1,2
User community 1
Users 1
CMD 33-35
CO 33-35
Comprehensive Environmental Response,
Compensation, and Liability Act (see
CERCLA)
Contract Compliance Screening (see CCS)
Contract Delivery Requirements 7
Contract Laboratory Program (see CLP)
Contracting Officer (see CO)
Contracts Management Division (see CMD)
Cost Recovery 29,31
EMSL/LV 3,4,18,28,31-42
Enforcement 30
Environmental Monitoring Systems
Laboratory in Las Vegas (see
EMSL/LV)
Environmental Services Assistance Team
(see ESAT)
EPA
Regions 1
Evidentiary Audit
Analytical Project File Evidence Audit
42
Procedural Audit 41
Written SOP s Audit 42
GC/MS Tape Audits 41
H
Hazardous Site Evaluation Division (see
HSED)
High Concentration RAS
Inorganic 6,16
Organic 6, 7,12
HSED 3
J
IFB 33, 34
Inorganic RAS 8
High Concentration 6,16
Low Concentration Drinking Water 6,
14
Multi-Media, Multi-Concentration 6, 7,
13
Invitation for Bid (see IFB)
Data package 1, 7,18, 27-34, 39-41
Data reporting 18,23,29,30, 38,39
Data review 3,31, 32,39,41
Data Review Request 32
Data usability 31, 32, 37, 39,42
Dioxin/Furan RAS 6,8,16
Laboratory 1-8, 17-43
Laboratory capacity 19, 20-23, 33
Laboratory Evaluation Samples 40
laboratory selection 33
Laboratory Selection Process 33
Laboratory Startup 34
Liquidated damages 7
Low Concentration Drinking Water RAS
Inorganics 6,14
Organics 6,10
Volatile Organics Only 6, 11
67
-------
CLP User's Guide
N
R
National Enforcement Investigations
Center (see NEIC)
National Program Office (see NPO)
NEIC 4,18,24, 26, 30, 34-37,42
NPM3
NPO 3-5,18, 20, 23, 27, 28, 33-36
Office of Acid Deposition 1
Office of Solid Waste 1
Office of Solid Waste and Emergency
Response (see OSWER)
Office of Waste Programs Enforcement 31
Office of Water 1
Organic RAS 8
High Concentration 6, 7,12
Low Concentration Drinking Water 6,
10
Low Concentration Drinking Water for
Volatiles Only 6, 11
Multi-Media, Multi-Concentration 6, 7,
9
OSWER 3
PE Samples 33, 34,35
Performance Evaluation Samples (see PE
Samples)
Problem Resolution
Analytical data 27
APO/TPO/SMO/Laboratory
Communication 34
Cure Notice 35
First data package 34
Performance 35
Sample Analysis 26
Sample Shipping 26
Show Cause Notice 35
Program Information 29
Program Utilization
RAS 19
SAS21
_Q
QA 3,4, 8,17, 31-43
QA Coordinator 3
QAP37
QC 3, 7, 8,17,18, 31, 35^3
Quality Assurance Plan (see QAP)
Quality Control (see QC)
RAS 6-8,17- 24, 26, 31
Case Number 20,23
Dioxin/Furans 6,8
Initiating a RAS Request 19
Inorganic 6,8,13,14,16
Laboratory selection 20
Lead-time required 19
Organic 6, 8-12, 20
Scheduling 19, 20
Traffic Report 23, 26
User knowledge of protocol 20
RCRA1
Regional Organic/Inorganic Allocation
System 23
Regional Sample Control Center (see
RSCC)
Reports
Laboratory Sample Backlog Status
Report 28
Regional Sample Backlog Status
Report 28, 29
Resource Conservation and Recovery Act
(see RCRA)
Routine Analytical Services (see RAS)
RSCC 1, 5,19-29, 32
Sample Delivery Group (see SDG)
Sample Management Office (see SMO)
Sample Number 24
Sample Packaging 25
Coolers 5,25-28
Sample Shipping 26
Coordination 26
Problem Resolution 26
Return of coolers 26
Sample Tag 24
SARA1
SAS 4,6- 8,17,18, 21-27, 31, 32
All SAS 7
Changing a SAS request 22
Client Request Form 21
Delivery requirements 18
Eligible laboratories 8
Fast turnaround 17
Initiating a SAS Request 21
Laboratory availability 8, 17
Laboratory selection 8, 22
Lead-time requirements 21
Packing List 23, 26
RAS plus SAS 7
SAS Number 22,23
68
-------
Index
Scheduling 22
User provided analytical protocol 22
SAS Number 22,23
SAS Packing List 23, 26
Scheduling
RAS19,20
Regional Organic/ Inorganic Allocation
System 23
SAS 8,17, 22
SDG7,28,30,40
Shipment Management Program 5,28
Site evaluation 34, 35, 41,42
SMO 1,4,8,18- 41
SMO Coordinator 19
SOPs 34,36,37,38,41,42
SOW 20, 21
Special Analytical Services (see SAS)
Standard Operating Procedures (see SOPs)
Statement of Work (see SOW)
States 1
Superfund Amendments and
Reauthorization Act (see SARA)
Technical Project Officer (see TPO)
TPO 4,20,27-29,34-36
Traffic Report 23, 26
69
kv.S. GOVERNMENT PRINTING OFFICE: Iğ9I - 548-187/40569
------- |