United States
Environmental Protection
Agency
Solid Waste And
Emergency Response
(OS-230)
OERR 9240.0-04-1
                        November 1989
Guidelines For Effective
Management Of The
Contract Laboratory
Program
Part One—Contract Award

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   GUIDELINES FOR EFFECTIVE MANAGEMENT OF THE
           CONTRACT LABORATORY PROGRAM

                     PART I

                 CONTRACT AWARD
                   JULY 1989
                  Prepared by:

        Emile I. Boulos,  Project Officer
       US Environmental Protection Agency
Office of Emergency and Remedial Response (OERR)
    Hazardous  Site  Evaluation Division (HSED)
       Analytical Operations Branch (AOB)
                  Prepared for:

       Joan Fisk, Chief, Organics Section
       US Environmental Protection Agency
Office of Emergency and Remedial Response (OERR)
   Hazardous  Site Evaluation Division  (HSED)
       Analytical Operations Branch (AOB)
                  Reviewed by:

          Joan Barnes,  EPA, HSED, AOB
              Frank Rzasa,  EPA, CMD
             Marian Bernd, EPA,  CMD
              Teresa Lau,  EPA, PCMD
           Donald J.  Roche, EPA,  NEIC
           James  Petty, EPA,  EMSL/LV
        Project Officers,  EPA, HSED,  AOB
 Quality Assurance Coordinator,  EPA, HSED, AOB

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                              TABLE OF CONTENTS

Section

1.0      Introduction and CLP Structure                                1

         1.1   CLP Structure                                           1
               1.1.1  Program Management                               1
               1.1.2  Regional Program Support                         5
               1.1.3  Clients/Users                                    6
               1.1.4  Analytical and Support Contractors               7
         1.2   Contract Award Document                                 7

2.0      Identifying Needs                                             9

         2.1   Definition and Objectives                               9
         2.2   Description of Process                                  9
         2.3   Key Personnel                                           10

3.0      Defining Requirements                                         11

         3.1   Definition and Objectives                               11
         3.2   Description of Methods Used to Determine Requirements   11
         3.3   Key Personnel                                           12
         3.4   Time Requirements                                       12

4.0      Developing the Procurement Request Package                    13

         4.1   Definition and Objectives                               13
         4.2   Description of Documents                                13
         4.3   Key Personnel                                           16
         4.4   Time Requirements                                       16

5.0      Soliciting and Awarding Contracts                             18

         5.1   Definition and Objectives                               18
         5.2   Description of the Contract Solicitation Process        18
         5.3   Description of the Contract Award Process               19
         5.4   Key Personnel                                           20
         5.5   Time Requirements                                       21

6.0      Special Types of Contracts                                    23

         6.1   Introduction                                            23
         6.2   Set-Asides for Small Business                           23
         6.3   Socially and Economically Disadvantaged                 23
               Business Enterprise Program   8(a) Contracts
         6.4   8(a) Contract Award                                     24

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                                  APPENDICES



Appendix        Contents                                              Page

A               Procurement Request (PR)  Package

                  Procurement Request Certification                  A-l
                  Procurement Abstract                               A-3
                  Procurement Request Rationale Checklist             A-4
                  IFB Schedule Information                           A-8
                  Qualification Requirements                          A-24
                  Bidder  Responsibility                              A-35
                  QA Review                                          A-64
                  Information to Bidders                              A-66
                  Planning PR Memorandum                              A-68

B               Procurement Schedule                                 B-l

C               Commerce  Business Daily                              C-l

D               Determination of Price Reasonableness                 D-l

E               Organizational Conflicts  of Interest                 E-l

F               Acquisition Regulation and Contract Types             F-l

G               Small Business Set-Asides and 8(a)  Program Memoranda  G-l

H               Pre-Award Audit Report/Recommendations                H-l

I               Start Up  Schedule Memorandum                         1-1

J               Welcome to Contract Laboratory Program  Package        J-l

K               Contract  Close Out                                   K-l

L               References                                           L-l

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1.0  INTRODUCTION AND CLP STRUCTURE

         The  Contract Laboratory Program  (CLP)  supports  the  Environmental
Protection Agency's (EPA) Superfund effort, originally under the 1980
Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA)
and presently 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 EPA enforcement actions.   In order to accomplish its environmental
goals, the CLP relies significantly on contractor support.  Project Officers
are the focal point in developing and technically administering CLP analytical
and support services contracts.  Consequently, the definition of Project
Officer roles and responsibilities is instrumental to Superfund's overall
success.

         This document  is  intended  to provide guidance to  Superfund
Headquarters Project Officers (POs)  and Regional Deputy Project Officers
(DPOs).  PO and DPO roles,  responsibilities, limitations, and the
interrelationships with other supporting parties are defined for every stage
of the management process.   Information in this document will provide POs and
DPOs with specific roles and well defined responsibilities that will enable
them to effectively manage the CLP.

         These guidelines  consist of two parts:

         Part I.     Contract Award Document
         Part II.    Contract Administration Document (Monitoring and
                     Enforcement)

         Each part consists of:

               Introduction and CLP Structure;
               Standard Operating Procedures  (SOP);
               Appendices; and
         •     References.

1.1  CLP STRUCTURE

         CLP services involve numerous Agency programs,  contractors and other
groups throughout the country.   These organizations are  identified and their
roles in the program described in the following sections.   Exhibit 1-1
provides a graphic overview of the  interrelationships  of  CLP  program
principals.

1.1.1  Program Management

         1.    National Program Office

               The CLP is directed by the National Program Office (NPO), in
               EPA Headquarter's Analytical Operations Branch (AOB),
               Hazardous Site Evaluation Division (HSED), Office of Emergency

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                                   EXHIBIT 1-1
          INTERRELATIONSHIP OF  PROGRAM  PRINCIPALS
                            CLP CLIENT/USERS
                                  RSCC
                        o Analyses Scheduling and Prioritization
  REGIONAL
    DPOs
  o Problem
   Resolution
  o Contract
   Monitoring
  Management Reporting]
Program Admin. Suppo
 SAS Work Assignment
       Contract  Statu
     RTP
 CONTRACTS
 o Contract
  Procurement
 o Contract
  Modifications
                   SAMPLES
                   SHIPPED
  ANALYSIS
  REQUESTS
  NATIONAL
  PROGRAM
   OFFICE/
   SAMPLE
MANAGEMENT
   OFFICE
 o Scheduling
 o SAS Contracts
 o Contract
  Compliance
  Screening
 o Audit Reports
 o Data
 o Invoicing
          EMSL/LV
         oQA/QC
         o Protocol
          Development
         o Standards
         o QA Data Base
Audit  Reports
Lab/Method Performance
 Reports
Audit  Reports
             NEIC

        o Contract
        Evidence Audit
        Team
        o Document Audit
        Contractor
                       CONTRACT LABORATORIES

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and Remedial Response (OERR),  located in Washington, DC.  The
NPO is comprised of a National Organics and Inorganics Program
Manager (NPM);  a Regional Operations Manager; a Quality
Assurance (QA)  Coordinator; and Organics, Inorganics and
Dioxin POs.

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 technical administration of
CLP analytical and support services contracts;  development and
technical review of analytical protocols; review of special
analytical services subcontracts and CLP-generated laboratory
data; monitoring and formal evaluation of analytical and
support contractors; and direction of CLP quality assurance in
coordination with overall OERR quality assurance activities.

The National Organics and Inorganics Program Manager (NPM),  in
addition to directing organics and inorganics 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 also directs annual technical caucuses
for the purpose of reporting initiatives and progress of the
past year.

The Regional Operations Manager directs a staff responsible
for the Sample Management Office (SMO) contract,  the
Environmental Services Assistance Teams (ESAT)  contracts,  and
the Shipment Management contract.  In addition,  the Regional
Operations Section manages the supply and demand between CLP
capacity and client needs and provides budget support and
administration.

The QA Coordinator manages all aspects of program application
of quality control procedures.  The QA Coordinator works
closely with EPA Headquarters  Office of Research and
Development (ORD) and the ORD's Environmental Monitoring
Systems Laboratory in Las Vegas (EMSL/LV) which provide QA
support to the CLP.  The QA Coordinator interacts with the POs
and EMSL/LV in refining and updating analytical method quality
control and audit procedures.

The POs are responsible for technical program decisions,
contract monitoring, and contractor performance evaluation.
On a daily basis, the POs work closely with the DPOs and
laboratories in resolving technical issues.   The POs also
direct the ongoing effort to improve contract language and
analytical methodologies.   For the purposes of CLP protocol
review and method development, the POs conduct volunteer
workgroups throughout the year.

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2.    Sample Management Office

      The contractor-operated SMO functions in direct support of the
      NPO by providing management, operations and administrative
      support to the CLP.  The primary objective of SMO is to
      facilitate optimal use of program analytical resources.  SMO
      activities fall into the following areas: sample scheduling
      and tracking; Contract Compliance Screening; Special
      Analytical Services (SAS) subcontracting;  maintenance of CLP
      records and management reporting; assistance in procurement,
      Invitation for Bid (IFB) development, and Statement of Work
      (SOW) production; coordination of CLP meetings and
      conferences;  and NPO management, and technical and
      administrative support.

    •  SMO routinely receives Regional analytical requests,
      coordinates and schedules sample analyses, tracks sample
      shipments and analyses, receives and checks data for
      completeness and compliance, and maintains a repository of
      sampling records and program data.  In response to client
      requests for nonroutine types of analyses, SMO subcontracts
      for SAS and schedules and tracks 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.

3.    Office of Research and Development, Environmental Monitoring
      Systems Laboratory at Las Vegas

      Program QA support is provided by EPA ORD through EMSL/LV.
      EMSL/LV functions as the quality assurance arm of the CLP,
      providing advice and support to the NPO.  Specifically,
      EMSL/LV assists in performing preaward and postaward on-site
      laboratory evaluations; prepares performance evaluation (PE)
      samples for preaward and postaward evaluations of laboratory
      performance; evaluates preaward and postaward PE sample data;
      and performs QA audits on CLP-generated data.  Additionally,
      EMSL/LV is responsible for: providing analytical reference
      standards to program laboratories through the contractor
      operated QA Materials Bank; operating the program's QA
      Database to conduct program and laboratory trend analyses used
      in developing and updating contract quality control criteria;
      and assisting in evaluation and development of CLP analytical
      methods and protocols.

4.    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
      utilized in the CLP to maintain the validity of sample

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               analyses for supporting EPA enforcement actions.  NEIC
               routinely performs evidence audits of CLP laboratories and
               generates sample profiles used in EPA enforcement litigation.

         5.    Contracts Management Division, Office of Administration and
               Resource Management, Research Triangle Park

               The Contracts Management Division (CMD) is responsible for the
               placement and administration of all contracts under the CLP.

1.1.2    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.

         1.    Regional Deputy Project Officers

               In 1984, Regional Administrators appointed a CLP technical DPO
               for each Regional office.  Under direction of the NPO, the
               Regional DPO assumes a portion of the responsibility for
               monitoring the laboratory contractors located in the Region.
               The DPO works closely with POs in responding to identified
               problems in laboratory operations and participating in
               laboratory on-site evaluations.

         2.    Regional Sample Control Centers

               In 1984, each Region established a Regional Sample Control
               Center (RSCC) to centralize ordering of CLP sample analyses
               within the Region.  The RSCC is comprised of one or more
               individuals designated as CLP Authorized Requestors (ARs),
               with one individual named as the Primary AR directing the
               RSCC.  The RSCC is responsible for coordinating the level of
               Regional sampling activities to correspond with the monthly
               projected demand for analytical services.   The Primary AR
               makes final determinations regarding Regional analysis
               priorities when conflicts occur.   RSCC ARs routinely place all
               Regional requests for CLP analyses,  coordinate with SMO during
               sampling and sample shipment,  and resolve any problems which
               arise concerning the samples.   The RSCC serves as the central
               point of contact for questions concerning Regional sampling
               efforts.

         3.    Technical Meetings

               Since 1982, the NPO &as^utilized technical meetings as a means
               to consistently employ the scope of available technical
               resources in updating analytical program methodologies and

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             • data reporting requirements.  Technical meetings are initiated
               by the NPO on a periodic basis and consist of workgroups,
               caucuses and an annual conference.  Participants of these
               sessions include EPA Regions, EMSL/LV, EMSL/Cincinnati, NEIC,
               contract laboratories, program support contractors, NPO, and
               other
               Government agencies and EPA programs.  These meetings have
               been instrumental in improving CLP protocols and orienting
               deliverables to user needs.

         4.    Regional/Laboratory Communication System

               In 1983, the NPO established a communication system between
               the Regions and contract laboratories as a routine method for
               Regional data review staff to obtain answers from the
               laboratories.  In this system, designated Regional
               communication contacts call designated laboratory
               communication contacts as needed to resolve technical
               questions concerning program data.  This communication link
               also benefits the laboratory by providing direct feedback on
               its data product.
1.1.3    Clients/Users

         1.    EPA Regions
               The ten EPA Regions are the primary clients of the CLP.  As
               described in the previous section, each Region has established
               an RSCC that schedules all CLP analysis requests for the
               Region.  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 SMO throughout
               Regional sampling events, assisting in tracking sample
               shipments to the laboratory and resolving any problems that
               arise.  In this role, the RSCC also processes analytical
               requests from state or other program users that are located in
               the Region's geographical area.

         2.    States

               Under RCRA-CERCLA Cooperative Agreements, any state
               undertaking initial site investigations and entering into
               cooperative agreements with the Government for cleanup of
               local waste sites can utilize CLP services.  States must
               access CLP analytical services through the RSCC, and data
               packages are distributed to states through the RSCC.

         3.    Non-Superfund Clients

               Program services are available to support non-Superfund
               clients.  Non-Superfund analyses and other support are

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               provided by the CLP through transfer of funds from the non-
               Superfund program to the CLP.  Non-Superfund clients currently
               include

               other Government agencies and other EPA programs, such as the
               Office of Research and Development, the Office of Solid Waste,
               and the Office of Water.

1.1.4    Analytical and Support Contractors

         1.    Contract Analytical 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, analytical operations and quality
               control operations.  Firm, fixed price contracts are awarded
               competitively to the lowest responsive, responsible bidders
               through the Government's IFB process.   Before a contract is
               awarded, low priced bidders must successfully analyze PE
               samples and pass a preaward laboratory audit.  After contract
               award, laboratories are closely monitored to assure compliance
               with the terms and conditions of the contract.

         2.    Environmental Services Assistance Teams

               In 1985, the NPO established ESAT to provide a wide range of
               technical, management and other related resource support for
               Superfund and non-Superfund Agency programs.  ESAT contractors
               assist the NPO and the EPA Regions in the following task
               areas: analytical support; data review; logistical and
               administrative support;  QA/QC support; management and
               reporting; and other task-related activities.

         3.    Shipment Management Program

               The Shipment Management program was established by the NPO in
               1988 in order to provide a consistent means of tracking the
               various shipping accounts established for CLP use.   The
               Shipment Management contractor is responsible for
               establishing, maintaining and monitoring the shipping accounts
               for the transportation of sample bottles,  sample coolers,
               sample data and other items as requested by the NPO.

1.2      CONTRACT AWARD DOCUMENT

         The purpose of this part is to provide guidance and direction to AOB
POs in procuring CLP  contracts.  The guidance  is  intended  to ensure  that  POs
understand the procurement  process  and their roles  and responsibilities  in
acquiring laboratory  contracts.

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         The  contract  award phase  of the Acquisition Cycle involves three
major stages:  preparing, soliciting, and awarding CLP contracts.   The first
stage involves identifying needs and developing the Procurement Request (PR)
package.  The second and third stages require the coordinated efforts of the
Contracting Officer (CO) and the PO to solicit and award the contracts.

         The  contract  procurement  process  is  discussed  in this part in terms
of the following steps:

         1.     Identifying needs;

         2.     Defining requirements;

         3.     Developing  the  procurement  request  package; and

         4.-    Soliciting  and  awarding contracts.

         This SOP  provides clear guidance  for each step of the contract
procurement process.  Each step is evaluated according to the following
elements:

         •      Definition  and  objectives;

         •      Description of  the  process;

         •      Responsible party(ies);

         •      Roles  and interrelationships of each party involved in  the
                procurement process;  and

         •      Time requirements.

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2.0      IDENTIFYING NEEDS

2.1      DEFINITION AND OBJECTIVES

         The first step of the procurement process is to identify a need for
issuing an IFB solicitation or IFB series.   Reasons for issuing IFBs include
replacing existing IFB contract resources when contracts are due to expire,
increasing capacity over that which is  currently provided under existing
contracts,  or initiating a procurement  for  a new type of analysis.

2.2  DESCRIPTION OF PROCESS

         1.    Replace Existing Resources

               Approximately six months before CLP contracts are due to
               expire, the NPO initiates the procurement process.  The first
               step is to look at current capacity in terms of the need for
               analytical services.  If the need is projected to continue or
               exceed current capacity, then a procurement to equal or
               increase capacity is initiated.

         2.    Increase Capacity

               When an IFB series is planned to replace existing resources
               which will be expiring,  or at any other time when a need for
               additional capacity is projected, the NPO must consider
               whether the next IFB series should be planned to achieve a net
               increase in existing capacity.  This can be accomplished by
               increasing the number of bid lots offered or by increasing the
               numbers of samples in a bid lot.  The appropriate approach is
               determined in the requirements definition stage of the
               procurement process.

         3.    New Analysis Type

               An IFB for a new type of analysis can be initiated at any time
               a particular need becomes apparent or is foreseen.  Three
               techniques are used: defining a new IFB requirement as a
               result of repeated SAS requests for a particular analysis;
               defining a new, more focused or specific IFB by separating
               certain methods from existing contracts; or using different
               methodologies for analysis of existing target compound(s).

               •     Repeated SAS Requests

                     SASs are subcontracted through the SMO which supports
                     the CLP.  Upon request, SMO assists the NPO in
                     evaluating potential IFB requirements by compiling
                     information regarding identical or similar SAS
                     requirements which are requested repeatedly by multiple
                     Regions and which consist of a significant number of
                     samples and high dollar value.  Additionally, any single

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                     SAS exceeding $100,000 must be evaluated for feasibility
                     for an IFB solicitation.  Based on this information, the
                     NPO determines the overall benefits to the Government of
                     issuing a new CLP IFB to provide this service.

                •     Separating Methods from Existing Contracts

                     A certain portion or analytical method of an existing
                     contract may be more useful and cost effective as a
                     separate contract service.  One example of this is the
                     development of the VGA Analysis IFB that was created by
                     separating VGA methods from the full organics contracts.
                     Regions, data users, programs, and SMO provide
                     information on requirements for focused IFBs to the NPO
                     which evaluates the needs and benefits of this type of
                     service.

                •     Different Methodology

                     A new analysis type or different level of analysis
                     (e.g., high resolution vs. low resolution) may be needed
                     instead of, or in addition to, the existing contracts.
                     Examples include -different methodologies, different
                     analytical techniques for  existing target compounds,
                     and new techniques for new compounds.  These
                     requirements are identified and evaluated by the NPO by
                     reviewing repeated SAS-only or SAS-plus IFB requests.

2.3  KEY PERSONNEL

         Responsible parties:  NPM, POs

         Other  Parties Involved:  EPA Regions

         Interactions and Interrelationships:

         The responsibility for identifying analytical needs rests with the
         NPM.   The NPM must interact with POs and CLP clients to identify
         needs  for present and future analytical services.  Technical
         caucuses have been used as a major source for identifying Regional
         needs  and also updating analytical program methodologies and data
         reporting requirements.
                                      10

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3.0      DEFINING REQUIREMENTS

3.1      DEFINITION AND OBJECTIVES

         The CLP has developed and refined a basic  IFB  structure  that  can be
applied successfully to many different types of analytical requirements.
Although a similar IFB structure is used, the actual requirements (e.g., types
of analyses, the numbers of samples,  numbers of samples per bid lot, and
number of bid lots available for award) can vary greatly and must be carefully
defined for each requirement.  The following tools are available to assist the
NPO in defining IFB requirements.

3.2  DESCRIPTION OF METHODS USED TO DETERMINE REQUIREMENTS

         1.     Trend Analysis

                Trend analysis is  one  of  the methods used by the NPO in
                evaluating  requirements for replacing existing contract
                resources.   If trends  show that existing contracts have not
                been fully  utilized and there is no  evidence that use will
                increase, the NPO  may  decide to decrease the size of the next
                IFB series.

                If trends indicate that additional capacity may be required,
                the NPO  should confirm the requirement by evaluating detailed
                Regional sampling  projections for the next quarter and, if
                necessary,  ordering a  special Regional survey to determine
                long term demand projections.  These efforts assist POs and
                the NPO  in  determining the proper capacity increase for the
                next IFB series.

         2.     Sampling Projections

                The NPO  always considers  the Regional sampling projections
                when determining  the size and scope  of an IFB requirement.
                SMO assists  the NPO in collecting and compiling information on
                analytical  demand  projections.

         3.     Special Region Survey

                If the analytical  requirement is new or there is a need to
                determine long term Regional requirements, the NPO may
                initiate a  special Regional survey to gain more information
                about the users' need  for the requirement.• These surveys
                assist the  NPO to  more accurately define the size and
                technical requirements of an IFB.

         4.     SAS Records

             '   The NPO often uses SAS records and Regional surveys to
                identify and define new analytical requirements.


                                      11

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3.3  KEY PERSONNEL

         Responsible Parties:  PO, NPM

         Other Parties  Involved:   EPA Regions

         Interactions and  Interrelationships:

         The  PO, working with  the  NPM,  is  responsible  for  defining  the
         requirements for  the  new  solicitation  in terms  of number of bid
         lots, size of  bid lots  (number of samples per bid lot), and the
         percentage of  total sample  price  for each analytical  fraction.  The
         NPM  is  responsible for  reviewing  and approving  these  requirements.

3.4  TIME REQUIREMENTS

         The  time  requirements for analytical IFB solicitations  are highly
variable, due to the complexity of the process.   The times given herein are
based on experience in processing recent CLP analytical IFB procurements.  The
time spent in this stage (Defining Requirements) will vary depending on
whether the subject requirement is an update of an existing requirement or a
new requirement.   Estimate  time:   from  2 weeks to  3 months.
                                       12

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4.0      DEVELOPING THE PROCUREMENT REQUEST PACKAGE

4.1      DEFINITION AND OBJECTIVES

         The PR package, also referred to as the  "25-point document",  is
prepared by the PO and defines all program requirements.  The PR package
contains all documentation required by EPA's CMD to begin the solicitation
stage of the procurement process (see Appendix A).

         The PR package consists of eleven documents:

         1.    Procurement Request Certification;

         2.    Procurement Abstract;

         3.    Procurement Request Rationale Checklist  (25-Point);

         4.    IFB Schedule Information;

         5.    Qualification Requirements;

         6.    Bidder Responsibility;

         7.    QA Review Form;

         8.    Information to Bidders;

         9.    Planning Procurement Request;

         10.   Statement of Work; and

         11.   Inspection of Deliverables.

4.2  DESCRIPTION OF DOCUMENTS

         1.    Procurement Request Certification

               The PR Certification contains four required statements that
               define the requirement's relationship to EPA's mission, define
               how the contract product will be used, state that the
               resources are not available through existing sources, and
               state that funding is available, committed, and appropriate
               for this work.  The PR Certification is signed by the Office
               of Solid Waste and Emergency Response (OSWER) Assistant
               Administrator  (AA) and serves as the final Program Office
               approval for the procurement package.

         2.    Procurement Abstract

              . The procurement abstract contains the information that will be
               published in the Commerce Business Daily (CBD) announcing  the
               solicitation.  It contains a concise description of  the IFB

                                      13

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      requirement and includes the contract's period of performance,
      number of samples per bid lot,  and maximum number of bid lots
      to be awarded for each IFB,  as  well as any requirement for PE
      samples and $1000 deposit.   This language has been
      standardized for each analytical program, and only the
      contract-specific parameters need to be updated.

3.    Procurement Request Rationale Checklist (25-Point)

      The PR 25-point Checklist is submitted with EPA Forms 1900-8
      and 1900-8A, which commit funds for the procurement.  The PR
      Checklist contains 25 items  to  be completed by the PO that
      describe the subject procurement.  All other portions of the
      procurement package are referenced as attachments to the PR
      Checklist.  If funding is not included with the PR package,
      the package should be clearly marked as a "Planning Purpose
      Document."

4.    IFB Schedule Information

      All parameters of the requirement which are not specifically
      addressed elsewhere in the PR Checklist are included here.
      (This may be done in the form of a "Draft IFB").   The
      following items are included: description of required
      supplies/services; minimum and maximum sample quantities per
      bid lot; maximum number of bid lots that can be awarded;
      monthly limitation on number of analyses; Performance/Delivery
      Schedule; government-furnished supplies and materials;
      liquidated damages; early delivery incentive; minimum bid
      acceptance period; and open market or small business set-aside
      designation.  POs must give particular attention to the
      Delivery Schedule requirements  to ensure that these
      requirements correlate with SOW descriptions.

5.    Qualification Requirements

      This document describes important technical requirements that
      the Government will use to determine bidders' technical
      qualification capabilities to satisfactorily analyze PE
      samples under the terms and conditions of the contract.  This
      attachment must contain the minimum acceptable PE sample
      score, PE sample turnaround time, and a copy of the PE sample
      scoring sheets.

6.    Bidder Responsibility

      This document describes in detail the factors that will be
      used by the Government in determining the responsibility of
      the bidder for purposes of contract award.
                             14

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7.     QA Review Form

      Completion of a QA Review for Extramural Reports form is
      required by CMD for any procurement over $20,000.  The QA
      Review Form is routinely completed for all CLP procurements.
      The QA Review Form asks for a listing of the QA requirements
      for projects involving environmental measurements and is
      signed by the QA Officer and PO.

8.     Information to Bidders

      The Information to Bidders includes information regarding the
      basis for award,  bidding instructions on completing the
      bidding section of the IFB and submitting bids,  PE sample and
      SOP requirements, and prohibition to subcontract.

9.     Planning Procurement Request

      This document is a planning procurement request only and is
      not a commitment of funds for the total estimated amount
      needed for the solicitation.   This request is attached to a
      memorandum that describes the reasons for requesting a new
      IFB.  The memorandum describes client needs,  benefits to the
      program, and type of solicitation required (i.e., open market,
      small business).   This planning PR must be signed by the OSWER
      AA.

10.   Statement of Work

      The SOW is the most important attachment to the procurement
      request.  The SOW tells the prospective contractor what work
      will be required and specifies facility,  equipment,  and
      personnel requirements.   The SOW  is a complete analytical
      protocol consisting of various exhibits that describe the
      specific analytical methodologies and the quality control
      criteria that are to be met.   The SOW also includes chain-of-
      custody and sample documentation  requirements and a Glossary
      of Terms to ensure proper understanding of the language
      utilized in the contract.   The wording in the SOW must be very
      specific, clear,  and easy to understand by prospective
      bidders.  An inadequate or poorly written SOW may result in
      unreasonable prices;  failure to obtain competition that might
      otherwise be achieved;  failure to obtain the desired effort
      from the contractor;  and a lengthening of the procurement
      process.  In addition,  the SOW affects the number of sources
      willing to submit proposals and the administration of the
      contract.  In the preparation of  the SOW,  care must be taken
      not to duplicate the provisions set forth in other parts of a
      contract.
                            15

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4.3  KEY PERSONNEL

         Responsible  Party:  PO

         Other  Parties  Involved:  CO

         Interactions and Interrelationships:

         It is  the responsibility of the PO "as  a representative  of  the NPO"
         to establish the technical requirements of the IFB and to work very
         closely with the NPM to  ensure that  the client's  needs are  met.  As
         directed by  the PO, SMO  assists the  PO  in compiling procurement
         information  and working  closely with the NPO,  EMSL/LV, CO,  and other
         assigned personnel to produce the procurement  package for the CO.
         The CO reviews the PR package to ensure completeness and compliance
         with all EPA regulations.

4.4  TIME REQUIREMENTS

         1.    Development of Procurement Package (exclusive of SOW)

                The time spent in this process will vary depending on whether
                the subject requirement is an update of  an existing
                requirement or a new requirement.  Estimate of time:   from
                three  (for an existing requirement) to eight weeks (for a  new
                requirement).  This includes preparation of a draft PR
                Package, PO review(s), incorporation of  PO changes, and final
                production of the PR Package.

          2.    Development of SOW

                The time required for this task will vary significantly
                depending on the particular requirement.  SOW development  can
                occur concurrently with PR Package development and generally
                continues until the IFB goes into printing.

                Numerous factors are involved in this task, all of which
                affect the timeline, including the following:

                •     Is a written SOW already in existence?  If yes, does it
                      require major additions, revisions, reorganization
                      and/or conversion between systems?

                •     How many parties are involved in developing the
                      technical aspects of the SOW, how clearly are their
                      roles  defined, and is SOW development at the same  level
                      of priority for all parties?

                      How many times does the SOW need to be revised?
                                       16

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•     How many parties are involved in the
      review/edit/approval process?  Will one or more review
      meetings need to be held?

      What is the CLP priority for the solicitation, and will
      priorities be adjusted during SOW preparation?

The estimated time for SOW preparation ranges from one to six
months up to one year or more (for new SOW development).
                      17

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5.0       SOLICITING  AND AWARDING CONTRACTS

5.1       DEFINITION  AND OBJECTIVES

          The  contract solicitation  and award stages  of the  procurement
process are primarily executed by the CO and are initiated upon receipt of the
approved final procurement package from the Program Office.  At this point,
the CO prepares a detailed Acquisition Plan which is subject to CMD approval.
The Acquisition Plan lays out the schedule for all IFB activities from CBD
announcement through contract award.  Prior to IFB issuance, the CO also must
acquire legal and CMD approval of the procurement.  The major steps in the
solicitation and award  of CLP contracts are described below.

5.2       DESCRIPTION OF CONTRACT SOLICITATION PROCESS

          1.   '  IFB Announced in CBD

                The CO submits the CBD announcement three  weeks  or more before
                the IFB will be issued.   The  announcement  must appear  in  the
                CBD at least 15 days before the IFB is  actually  issued to
                allow prospective bidders sufficient  time  to submit  the
                required written request for  the IFB.   The CBD announcement,
                as mentioned previously-,  is based on  the procurement abstract
                provided by the PO in the PR  package  and additional
                contractual requirements added by the CO as  a representative
                of CMD.

          2.     IFB Issued

                On the IFB issue date,  the IFB is mailed by CMD  to all
                requestors.   The IFB specifies a date by which bidders must
                submit questions concerning the IFB,  and also specifies the
                bid opening date and time.

          3.     IFB Amendments

                If bidders have submitted questions,  or if other factors
                require modification of the IFB to clarify or correct  any
                item(s)  that could affect bidding, the  CO  may issue  IFB
                Amendments prior to  the specified bid opening date to  correct
                or provide additional information.  Depending on the timing of
                the Amendment, the CO may delay the bid opening  to allow  the
                offerers sufficient  time to assimilate  changes to the
                requirements prior to bidding.   Bidders who have submitted
                bids  prior to issuance of an  Amendment  may retract and
                resubmit those bids.  Bidders also may  let the bid stand  by
                simply returning an  acknowledgement that the Amendment was
                received.

          4.     Bid Opening

                The CMD hosts the IFB bid opening on  the date and time

                                      18

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               specified in the IFB.  NPO representatives routinely attend
               each bid opening and record price information for immediate
               CLP management review.

         5.    Bidder Analysis of PE Samples and Submission of SOPs

               Requirements for PE sample analyses are specified in the
               Qualification Requirements (Attachment B) of the IFB.

               In accordance with a schedule predetermined by the PO, CO, and
               EMSL/LV, or any other parties involved in the preparation of
               PE samples, PE samples are shipped to bidders for analysis.
               PE sample data are evaluated and used by EPA as a primary
               factor in determining bidder qualification.  At the time of PE
               data submission, the bidder is also required to submit written
               SOP documentation, as described in the Preaward Bid
               Confirmations.  EPA reviews the appropriateness and use of
               SOPs as part of the bidder's site evaluation.

         6.    Bidder Site Evaluation

               An EPA team consisting of the CO, PO, and representatives of
               EMSL/LV, NEIC, and the responsible EPA Region may conduct an
               on-site evaluation of the bidder's facility to determine and
               verify the bidder's technical and management capabilities for
               purposes of contract award, as described in the "Bidders
               Responsibility" section of the IFB.

               An on-site evaluation of the bidder's facility will be
               conducted if the following criteria are met:

               •     Bidder has acceptable performance in analyzing EPA
                     provided PE samples, as described in the "Qualification
                     Requirements" section of the IFB;

               •     Bidder's sample bid price is determined to be reasonable
                     by CMD and NPO; and

               •     There are no personnel or organizational conflicts of
                     interest.

5.3  DESCRIPTION OF THE CONTRACT AWARD  PROCESS

         The CO may award a contract to a bidder if the following criteria
are met:
         1.    Bidder has performed acceptably in analyzing EPA provided PE
               samples.

         2.    Bidder's sample bid price is reasonable as determined by CMD
               with input from NPO upon request.
                                      19

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         3.    Bidder has no conflict-of-interest.

         4.    Bidder has acceptable site evaluation by EPA team.

         5.    Bidder has acceptable performance (existing CLP labs) as
               determined by:

               •     Quarterly PE sample analysis results; and

               •     Laboratory profile reports.

         6.    Bidder has enough capacity to analyze additional bid lot(s) of
               samples (existing CLP labs) as determined by that laboratory's
               PO (may require an on-site evaluation).

         7.    Small Business Administration concurrence is required in the
               CD's decision regarding the responsibility of small business.

         8.    The PO recommends contract awards through the NPM to the CO
               for bidders that have met the required criteria.  When the CO
               awards a contract to a laboratory, the laboratory must send a
               start-up schedule for PO approval.  The laboratory then is
               sent a "welcome package" which is a brief summary of various
               CLP information and procedures which the laboratory will need
               to implement the CLP contract.  From this point, the
               laboratory becomes part of the CLP community, interacting
               routinely with the PO, DPO, SMO, and CO as appropriate.

5.4  KEY PERSONNEL

         Responsible parties:  CO, PO

         Other Parties Involved:  EMSL/LV, NEIC, DPO

         Interactions and Interrelationships:

         The CO is the final responsible party for the completion and success
         of the IFB process.

         The PO plays the key role in this process.  Following are major PO
         roles  in the procurement process:

         1.    Defining requirements and developing the PR package for the
                CO;

         2.    Determining bidder's acceptable level of performance on the
               preaward PE samples;

         3.    Assisting CO  in determining bidder's responsiveness (e.g.,
               meeting all IFB requirements, including acceptable performance
                in analyzing  PE samples);


                                      20

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         4.    Assisting CO in determining bidder's responsibility  (e.g.,
               assisting in a preaward on-site laboratory evaluation to
               verify bidder's capability to perform in accordance  with  the
               terms and conditions of the contract, including verifying that
               the bidder has the required facility, equipment,  and
               personnel);

         5.    Recommending to the CO the appropriate number of  bid lots for
               contract award; and

         6.    Approving/disapproving the start-up schedule for  new
               contracts.
               EMSL/LV, NEIC, and the DPO are involved in the bidder's on-
               site evaluation for QA/QC and evidentiary audits  and assist
               the CO in evaluating a bidder's capabilities.

5.5  TIME REQUIREMENTS

         1.    CBD Announcement

               The CO submits the IFB announcement to the CBD approximately
               three weeks to one month prior to the date the IFB is
               scheduled to be issued.  The announcement must appear  in  the
               CBD a minimum of 15 days prior to IFB issuance to allow
               bidders sufficient time to submit written requests for IFB
               copies.

         2.    IFB Issuance

               The IFB will be issued 15-30 days following the IFB
               announcement in CBD, sometimes slightly longer.  A minimum of
               four weeks is required from when the CO receives  the final PR
               package (with AA approval) until the IFB is issued.  This time
               is for:  CO preparation of IFB Schedule (one week),  CMD
               management and legal staff approval of the package (one week),
               defining and incorporating any CMD-recommended changes (one
               week), and IFB printing (one week).

         3.    Prebid Conference

               If held, the Prebid Conference is generally scheduled  for two
               to three weeks following IFB issuance and is one  to  two days
               in length.

         4.    IFB Amendment

               IFB Amendments may be issued between IFB issuance and  bid
               opening.  If an amendment contains substantive changes, the CO
               may postpone bid opening to Callow bidders sufficient time to
               assimilate changes.  Otherwise, amendments do not affect  the
               IFB timeline.
                                      21

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5.    Bid Opening

      There are generally 30 days (sometimes longer) between IFB
      issuance and bid opening.  Bid opening, itself, takes place on
      a specified day and hour and generally takes one to two hours
      of time depending on the number of bids received.

6.    PE Sample Analysis

      Usually, routine analytical IFBs contain directions for
      purchasing PE samples.  Bidders may request FE samples as soon
      as they receive the IFB.  PE samples are generally shipped
      around ten days after IFB issuance.  PE data (and SOPs) are
      then due approximately five to ten days following bid opening.
      It requires one to two weeks for EPA review of PE sample data.

7.    Site Evaluation

      Bidders in the low price range who have passed the PE sample
      analysis may then be visited by AOB and CMD personnel to
      inspect the bidder's facility, equipment, personnel, and
      application of SOPs.  Site evaluations generally occur one
      month following bid opening and may require two to three weeks
      depending on the number of visits scheduled.

8.    Contract Awards

      When site evaluation reports have been reviewed and all
      previous steps have occurred, the CO, with PO concurrence,
      makes the final determination of bidder's responsibility for
      award.  All awards are generally finished within two months
      following bid opening.
                             22

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6.0      SPECIAL TYPES OF CONTRACTS

6.1      INTRODUCTION

         It  is the policy of the Government to aid, counsel,  assist,  and
protect, as much as possible,  the interests of small business concerns in
order to preserve free competitive enterprise and to place with small business
a fair proportion of the total Government contracts for property and services.

         In  accordance with the Small Business Act  (15 U.S.C. 637) EPA  is
required to establish and conduct programs to increase small business
enterprise participation in Government procurement.   A major program used to
accomplish these goals is the small business set-aside program.

6.2      SET-ASIDES FOR  SMALL BUSINESS

         A set-aside for small business  is the act  of reserving the entire
amount (total set-aside) or a portion (partial set-aside) of a procurement for
the exclusive participation of small business concerns.   The PO may recommend
that a requirement be met through a set-aside.  Determinations to set aside
EPA acquisition actions may be initiated unilaterally by the CO,  or they may
be made jointly by a representative of the Small Business Administration (SBA)
and the CO.   Where a set-aside is contemplated,  the PO will be requested to
advise and assist in evaluating the technical capabilities of small business
in connection with acquisition of property and services.

6.3      SOCIALLY AND ECONOMICALLY DISADVANTAGED BUSINESS ENTERPRISE PROGRAM
         8(a) CONTRACTS

         It  is the policy of EPA to enter  into contracts w^* th the SBA so as
to assist in the growth of small minority business concerns as designated by
the SBA.  The Office of Small and Disadvantaged Business Utilization is
responsible for implementing this policy and stands ready t^ assist all  Agency
personnel in furtherance of the small and disadvantaged business  utilization
program.

         Section 8(a) of the Small Business Act, as amended, authorizes the
SBA to contract with Federal agencies and then to subcontract the work to
socially and economically disadvantaged small business.   Any type of service
may be contracted for under the 8(a) program.

         SBA delegates the administration  of  8(a) subcontracts to the
procuring agency,  which results in certain differences in contract
administration.   For example,  Bilateral contract modifications must be
accomplished by tripartite agreement;  EPA,  SBA,  and subcontractor.

         It  is a special responsibility  of the Government to assist an 8(a)
contractor in becoming a viable business entity.   PO may become particularly
involved in spending extra effort in guiding and directing the firm's
performance.
                                      23

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6.4       8(a)  CONTRACT AWARD

          When  an 8(a) firm is  interested in the  CLP,  the  firm must have  the
facility, equipment, and personnel to be capable of performing the technical
requirements of the EPA contract.

          The only exceptions to normal  contracts under CLP are cost  and
number of samples, which must be negotiated with the firm under the section
8(a) negotiated contracting approach.

          The Government may expect to pay more for services performed by an
8(a) firm, but the price must still be reasonable.  The Government should give
some consideration to the number of samples, because the contractor might not
be able to handle the capacity  required  in an  IFB.  Therefore, the minimum and
maximum number of samples in the contract may  be less  and can be negotiated.

          EPA  (CMD)  has to request and be granted authority to negotiate  with
an 8(a) firm by SBA.  The 8(a)  firm must submit a proposal  (cost/sample
analyses, number of samples/month, and number  of instruments available) to the
EPA CO through SBA.

          An 8(a)  firm may be awarded a  contract,  if the following criteria
are met.

          1.     EPA reaches an  agreement with the 8(a)  firm through
                negotiation on  cost,  number of samples, and instrumentation.

          2.     8(a)  firm  has acceptable performance evaluation sample
                analyses.

          3.     8(a)  firm  has acceptable on-site  laboratory evaluations.

          If a  contract  is awarded, the  EPA will  contract with the SBA, and
the SBA,  in turn, will contract with  the 8(a)  firm.  After  award, SBA normally
grants EPA the authority  to administer a contract under the 8(a) program.
                                       24

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                                APPENDIX A

                                PR PACKAGE


   Contents                                                    Page

1. Procurement Request Certification                           A-l

2. Procurement Abstract                                        A-3

3. Procurement Request Rationale Checklist (25 points)         A-4

4. IFB Schedule Information                                    A-8

5. Qualification Requirements                                  A-24

6. Bidder Responsibility                                       A-35

7. QA Review                                                   A-64

8. Information to Bidders                                      A-66

9. Planning PR Memorandum                                      A-68
      Standard operating procedures,  forms,  letters,  memoranda,  reports,
herein are examples only and are subject to  change at any time,  as directed
by CLP management.

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                      Office of Solid Waste and Emergency Response


                      PROCUREMENT REQUEST CERTIFICATION
Section I
Project Title/Description:
Chemical Analytical Services for Multi-Media High Concentration Organics by Gas
Chromatography/Mass Spectrometry (GC/MS) and Gas Chromatography/Electron Capture
(GC/EC) Techniques.

Planning Identification Number:	
Section II

I have reviewed the subject Procurement Request and the accompanying documentation and
find that:

1)     The proposed scope of work conforms to OMB guidance and is central to the EPA
       mission in the following ways:

       This request represents a funding action to provide contracts which perform high level
       organics analysis in aqueous and non-aqueous media by GC/MS and GC/EC analysis
       procedures.  These contracts will provide a new capability in organic analysis for the
       National Contract Laboratory Program (CLP).

       The need for this new analytical capability is in direct response to  the sampling and
       analysis requirements of the ten EPA Regions, and REM, FIT, and TAT contractors
       in discharging their responsibilities to investigate and clean-up hazardous dump sites
       for CERCLA and SARA.

       This solicitation for the required multi-media high concentration organics analyses
       shall be open-market.


2.     The contract product will  be delivered in time to accomplish its purpose, and the
       product will be used by this program in the following specific ways:

       All CLP analytical contracts have contractually-stipulated deliverables  requirements;
       that is, certain scientific parameters (such as sample extraction and volatiles analysis)
       must be performed in accordance with strictly defined  analytical and QA/QC
       methodologies, and the final data package delivered within contract-dictated time
       frames. Negative considerations are  assessed for late delivery of data.

       Additionally, the Program Manager may require laboratories to validate analyses
       (duplicates, performance evaluation samples, etc.),  may withhold samples until
       delinquencies are corrected, and may exact harsher contract liquidation penalties.  All
       of these mechanisms have historically ensured the timely return of  the laboratory data
       product.
                                            A-l

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PR Certification (Cont. -2)

       The analyses provided through these contracts are critical to the program office in
       determining the scope and extent of contamination at potential and actual Superfund
       clean-up sites, and are an integral requirement in the entire hazardous waste site
       evaluation process.  Adequate analytical capacity must be available to satisfy the
       demands of the authorized EPA  requestors.

       Technical Officers of the Analytical Operations Branch, Hazardous Site Evaluation
       Division, serve as the Project Officers for specific laboratory contracts awarded under
       this procurement.


3)     The information to be developed or the resources to be provided by the contract are
       not available in EPA or from other sources.  We have checked the following sources
       to determine whether the information or resources are available:

       Regional and National EPA  laboratories.

       The existing information or  resources are inadequate for the following reason:

       The analyses provided by these contracts are unavailable through Agency  laboratories
       or  any other resources.  The contracts provide organics analysis results needed by EPA
       Regions and Superfund investigative and remedial action contractors. These analyses
       contracts are patterned after the analytical contract format designed and used for all
       CLP analytical contracts and provide a legally-defensible analytical data product
       appropriate for use in Agency enforcement actions.

4)     The funds proposed to be used are  available, committed and appropriate for this
       work.

       The appropriation number is	.

       The program element is	
 Assistant Administrator                                             Date
 Office of Solid Waste & Emergency Response
                                             A-2

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                                     Attachment 1

                                 Procurement Abstract
The  Environmental Protection Agency has a requirement for  chemical analysis  services  for
the analysis of hazardous waste field samples for multi-media, high concentration organics by
gas chromatography/mass spectrometry (GC/MS) techniques and gas chromatography/electron
capture (GC/EC) techniques for aroclors and toxaphene.

Contractors will be required to utilize approved analytical methods, to follow strict quality
control  procedures, and to  prepare and  submit data within 40 days in  accordance with a
defined format.  The analyses performed will be  primarily  Superfund-related, but  other
government programs  will utilize these services as appropriate.

This  procurement will result in the award of a minimum of one (1) and a maximum of three
(3) bid  lots.  Each  bid  lot  consists of a  maximum of 1,800 single phase unit analyses with
associated data packages and other deliverables.

This  procurement contains  a qualification requirement to  analyze a Performance Evaluation
(PE)  sample within a  thirty (30) day  turnaround period.   Requests  for PE samples  must be
submitted to  the following  address and  must be accompanied by a certified check in the
amount of $1,000.00 made out to the Environmental Protection Agency by (INSERT DATE):

       U.S. EPA
       c/o Marian Bernd
       Procurement Section J (PM-214F)
       401 M. Street,  S.W.
       Washington,  DC  20460
                                           A-3

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                   PROCUREMENT REQUEST RATIONALE CHECKLIST
              (to be submitted with EPA Forms  1900-B and 1900-BA)
Item 1:   The title Of this procurement is Chemical  Analytical  Services for Multi-Media
  High Concentration Organics by  Gas  Chromatography/ Mass  Spectrometry (GC/MS)  and Gas
  Chromatography/ Electron Capture (GC/EC) Techniques
Item 2:   This procurement request package contains the following
            documents:  (Check all applicable boxes and attach documents
            appropri ate.)
See Attachment #        Check       Description

      	                  ~      EPA  Forms 1900-B
      	*i                 "x7      Procurement Abstract*
      	A                 	x/      Statement or Scope of Work*
      	#2  &c.            	x/      Concise Technical  Proposal  Instructions*
       B                 	x/      Competitive Technical Evaluation  Criteria*
      	                     /      Justification  for Other Than  Full  and Open
                                    Competition  (JOFOC)
      	                     7      D&F  to provide full and open  competition
                                     after exclusion of sources  (see  FAR 6.7)
      	                 	/      Justification  for Management  Consulting
                                     Services*
       	                     7       Justification  of Need (Government-
                                     Furnished Property (GFP)  /Equipment)*
       	#2                 ~x/       Quality Assurance (QA)  Review Form
       	                    7       Recommended Sources List
       	|2                 "x7       Reports Description
         12                  "x7       Government-Furnished Property Description
       *  The PROJECT OFFICERS'  HANDBOOK provides guidance for preparing
          these documents.  Also, see Item 11.
  Item 3:  This procurement	/  requires _JL/ does not require management
  consulting services.  (If management consulting services are required, attach
  a justification as prescribed in EPA Acquisition Regulation 1537.205.)
  Item 4:  This procurement    / involves "xT/ does not involve legal
  analysis.  I    / have	/ have not discussed this  procurement with the
  Office  of  Legal and  Enforcement Counsel  (OLEC) which	/ concurs 	/ does
  not concur with proceeding with this procurement, this type of procurement is routi
      utilized and has met Agency  legal concerns.
                                       A-4

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                    PROCUREMENT REQUEST RATIONALE CHECKLIST

Item 5:  I 	/ anticipate or have knowledge of  x / do not anticipate  or  have
any knowledge of organizational conflict of interests issues related to this
procurement.  (If affirmative, describe conflict in an attachment.)

Item 6:  Listed below are special EPA employee(s) who are or will be
participating in EPA's processing or managing of this procurement, together
with a list of their non-Government employers.  Check here if none  x /.

      EPA Special Employees               Non-Government Employer
Item 7:  This procurement 	/ is  x / is not based on an Unsolicitated
Proposal.

Item 8:  To the best of my knowledge the work results of this proposed
procurement 	/ are  x / are not available from any other source.  (If the
results are available from another source, describe in an attachment.)  The
Project Officer	x/ has 	/ has not reviewed the Office of Pesticides and
Toxic Substance extramural activity report.  The PO x	/ has 	J has not
consulted the EPA Headquarters Library for relevant reports by previous
contractors.

Item 9:  The proposed Project Officer is  Emile Boulos.  Analytical Operations Branch
He/she  x / has 	/has not been certified as an EPA Project Officer.

Item 10:  I 	/ recommend  x / do not recommend prospective sources for this
procurement.  (If sources are recommended, list in an attachment.)
Item 11:  This procurement anticipates  x / a new contract award 	
additional work modification to existing contract no. 	.   It
also anticipates that it will be processed as a	x/ competitive procurement
	/ other than full and open competition.  (If other than full and open
competition is recommended;  (a) attach appropriate justification as described
in Part 1506 of the EPA Acquisition Regulation.  Also see sample format
(Figure (4) - (b) Attach the Project Officer's Certification that the data
provided in the justification is accurate and complete.

Item 12:  This proposed procurement is appropriate for 	/ total small
business set-aside 	/ total small business/labor surplus area (SB/LSA)
set-aside; or	/ partial SB/LSA set-aside;    / partial SB set-aside;  	/
8(a)set-aside;    / LSA set-aside; or	J none of the above (check only one).
Consult the Office of Small and Disadvantaged Business Utilization for
advice.)

Item 13a: The estimated period of performance is     30	months after the
effective date of the contract 	/ inclusive  x / exclusive of submission or
any final report which may be required.

                                         A-5

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                    PROCUREMENT REQUEST RATIONALE CHECKLIST

Item 13b:  The schedule of deliverable items  (excluding reports) is as
follows.  Check here if no deliverable items  are required 	/.
   SEE  ATTACHMENT  #2,  SECTION  F
                                                           Deli very
   Item No.         Description                 Quantity    Date
Item 14:  This procurement anticipates that  the  following options will  be
needed.  Check here if no options are anticipated  x  /.

                  Description of Option                     Term of  Option
  (Description may be indicated  in a  separate attachment)
 Item  15:   The  following  reports  are  required (describe  in  an  attachment).
 Check here if  no  reports are  required  	/.   For each separate  report
 required,  describe  the following:  SEE ATTACHMENT #2, SECTION F  & sow (ATTACHMENT A,
                                   EXHIBIT B)
     (a)   Type  of  report  (e.g., draft,  final, interim, special,  etc.)
     (b)   Descriptive  title  (e.g.,  monthly progress report)
     (c)   Minimum  content requirements
     (d)   Number of  copies required
     (e)   Distribution (with complete addresses of all recipients)
     (f)   Delivery schedule
     (g)   Number of  days  the government will  have to review,  comment,  approve
  (disapprove)  and return (as  appropriate)

 Here  specific  report  formats, containing the information above, are used
 repetitively,  "standard" formats are established or may be established with
 the servicing  CO.  Maximum  use of such standard formats is encouraged.
 Samples include monthly  or  other periodic progress reports,  financial and
 final reports.

 Item 16:    Peer review of Contractor-generated documents 	/ will  be
 	/ will not  be  required.
 Item 17:  Government property, data, or services  x / will  be furnished 	/
 will not be furnished under this procurement.  (If furnished, describe in
 attachment including quantity and date avail able.)SEE ATTACHMENT #2, SECTION G.S
                                        A-6

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                    PROCUREMENT  REQUEST RATIONALE CHECKLIST

Item 18:  Budget.  (An attachment may be used.)

     (a)  The total estimated budget for the basic effort and all options  is
          $  10.530,000.00    (maximum funding if all bid lots  are awarded)

     (b)  The estimated funding for the current  fiscal year is $	
     (c)  The estimated total cost of Other Direct Costs is $    None
          (If possible, indicate estimate of significant subitems such as
          travel, computer time, consultants, equipment and material.)

     (d)  For level of effort actions and other actions where hours, rather
          than an end product, are to be purchased, indicate for the basic and
          all option periods the number of hours required, by category, with
          definitions for each category.

Item 19:  This procurement	/ is   x/ is not subject to the requirements of
OMB Circular A-76.  (If A-76 applies, required documentation must be provided
with the PR.)

Item 20:  This procurement	J requires   x/ does not require priority
processing (a brief priority justification may be attached).

(To be completed by procurement office:)
          Approved      	/ Disapproved
Date                    Chief, Contracting Office

Item 21:  This procurement 	/ will  x /will not involve the testing of
human subjects in accordance with EPA Order 1000.17.

Item 22:  This procurement 	/ does 	x/ does not include acquisition of
membership in an association.  (If membership in an association is included,
attach a certification indicating that the primary purpose of membership is
to obtain direct benefits for EPA necessary to the accomplishment of its
functions or activities.)

Item 23:  This procurement 	/ is  x / is not for leasing of motor vehicles.
If affirmative, attach certification per FAR 8-1102.)

Item 24:  This procurement  x / is 	/ is not to be funded from more than
one appropriation.  (If affirmative, see Chapter 9 of this manual and
memorandum from the Comptroller and the Director, Office of Administration on
"Contracts Funded from Multiple Accounts--Procedures for Identifying Contract
Costs,"  May 15, 1985.

Item 25: This procurement    7 will 	x/ will not involve statistical surveys,
data collection using questionnaires, or statistical analysis of survey data.
                                        A-7

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                IFB Schedule Information for High Concentration Organics

              SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.I   REQUIRED SUPPLIES/SERVICES

The requirement of this contract is for the analysis of samples to determine the presence and
concentration of specified organic compounds.  To support this requirement, the Contractor
must  maintain  the technical  capability  to  perform the  contracted analytical services and
maintain an  acceptable  level of  personnel, equipment and  systems, as delineated  in  the
Statement  of  Work  (Attachment  A) and  Preaward  Bid  Confirmations (Attachment  B),
throughout the  period of contract performance.   The  Contractor shall analyze samples for
high concentration organics in aqueous and non-aqueous media.  Sample analysis shall include
preparation and  extraction of samples, followed by GC,  GC/MS   and GC/EC analysis to
identify and quantify analytes- present in the sample.

Contractor(s) shall be required to follow approved analytical methods, to follow strict quality
control procedures, and to submit analytical data in a standardized  format, as defined in the
Statement of Work (Attachment A).

The majority of samples analyzed under this contract will  be  collected from hazardous waste
sites nationwide for the purposes of enforcement and remedial action.  In enforcement cases,
which are both  civil and criminal  in nature,  the Government  bears the burden of proof.
Analytical data  provided under this contract may be utilized to support  such  litigation  and
therefore,  to  be in compliance  with this  contract, the  Contractor's  performance must  be
consistent with the general purpose of this contract and  the Contractor must adhere strictly to
all methods and procedures specified herein, so  that resultant analytical data will be usable
for such purposes.
                                             A-8

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B.2  SOLICITATION BID/CONTRACT PRICE (Bidder Complete)

NOTE:   Bidder must not submit a bid for quantities less than the maximum quantity for any bid lot specified
below.  For each bid lot, bidder must submit a bid for 1,800 phase unit analyses.

DESCRIP-                            MIN.              MAX.
TION OF                             PHASE            PHASE
SAMPLE                             UNIT              UNIT             TOTAL
UNIT             UNIT PRICE        QUANTITY        QUANTITY        BID PRICE

                                     Bid Lot 1
Phase Unit         $	           180                1,800            $	
Analysis

                                     Bid Lot 2
Phase Unit         $	           180                1,800            $	
Analysis

                                     Bid Lot 3
Phase Unit         $	           180                1,800            $	
Analysis

NOTE: Bids shall be evaluated on  the basis  of the Total Bid Price for the maximum phase unit quantity.
                                               A-9

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B.3   SUBUNITS

For a sample unit (single phase unit analysis), sample subunits are:

1)     Phase Separation                                               5%
2)     VGA Extraction & Screening                                   10%
3)     VGA Analysis By GC/MS                                      15%
4)     Extractable Extraction and Screening
       (SNA & Pesticide/PCB)                                        20%
5)     Extractable Analysis By GC/MS                                40%
6)     Aroclors/Toxaphene Analysis By GC/EC Only                   10%

The Contractor will  not always receive or be required to analyze full samples.  In this event,
for billing  purposes  the above subunit percentages of  the  full sample analysis unit price
shown in Clause B.2 - SOLICITATION BID/CONTRACT PRICE(S) will be used.

Depending  on  the requirements of the Government, the minimum sample quantity will  be
determined by any combination of the above subunits for a  total  of 180 sample units. Each
subunit will count 1/6 of a sample unit (full sample analysis).

In the event that only pesticides/PCB analysis  is required (i.e., no BNA  analysis is  required)
for a sample, pesticides/PCB analysis (including extract  preparation) shall be tollable at 50%
of the full sample analysis  price.

In  the event that only aroclors/toxaphene  analysis is  required for a  sample  (by GC/EC
techniques),aroclors/toxaphene analysis (including phase separation, extract preparation and
screening) shall be tillable at 35% of the full sample analysis price.

B.4  LIMITATION OF NUMBER OF ANALYSES

The maximum number of analyses per bid lot that the Government may require the
Contractor  to perform during any calendar month is:

            60 Single Phase Unit Analyses

            Data Package(s) and other deliverables associated with analyses performed in the
            calendar month period.

 B.5  INDEFINITE  QUANTITY AND FUNDING

 1.    This  is a Firm Fixed  Rate, Indefinite Quantity,  Delivery  Incentive contract for the
      supplies or services specified in B.I  REQUIRED SUPPLIES/SERVICES.

      The  dollar  value of  the  minimum  services (quantity  of phase  unit analyses)  the
      Government will be  obligated to purchase under this contract is $	.

      The  dollar  value of  the  maximum  services (quantity  of phase  unit analyses)  the
      Government will be  entitled to  purchase under this contract is $	

 2.    The  Sample Management Office (SMO)  may  schedule samples for analysis  up to the
      minimum services of the contract as set forth in Paragraph 1. of this clause.  The SMO
       is  NOT  authorized   to  schedule  any sample(s)  for analysis nor is the Contractor
      authorized or  required to accept samples  for analysis which would exceed the minimum
                                            A-10

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      services set forth in Paragraph 1. of this clause, except when the minimum is increased
      in  accordance with Paragraph 3. of this clause.  All samples scheduled for analysis by
      the SMO are subject  to the terms and  conditions of the contract and SMO may NOT
      make  any change to the price, time of delivery, or any other  terms and conditions of
      the contract.

3.      From time  to  time  the Contracting Officer  may unilaterally increase the minimum
       services set forth in Paragraph 1.  of this clause.  No increase in the minimum  quantity
       of single phase unit analyses nor  the sum  of such increases shall exceed the maximum
       (quantity of single phase unit analyses) specified in Paragraph 1. of this  clause.  The
       Contractor shall not accept samples for analysis from SMO  which,  when  added to all
       other samples previously scheduled for analysis, would exceed the  minimum  services
       (quantity of single phase unit analyses) unless an increase in the minimum services is
       authorized by the Contracting Officer. All such  increases  in the  minimum  services
       will be made by the Contracting Officer in a written modification to the contract.
                                            A-ll

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                     SECTION E -  INSPECTION AND ACCEPTANCE
E.I   INSPECTION OF SERVICES--FIXED-PRICE
      (FAR 52.246-4) (APR 1984)

      (a) Definitions.  "Services," as used in this clause, includes services
performed, workmanship, and material furnished or utilized in the performance
of services.

      (b) The Contractor shall provide and maintain an inspection system
acceptable to the Government covering the services under this contract.
Complete records of all inspection work performed by the Contractor shall be
maintained and made available to the Government during contract performance
and for as long afterwards as the contract requires.

      (c) The Government has the right to inspect and test all services called
for by the contract, to the extent practicable at all times and places during
the term of the contract.  The Government shall perform inspections and tests
in a manner that will not unduly delay the work.

      (d) If any of the services do not conform with contract requirements,
the Government may require the Contractor to perform the services again in
conformity with contract requirements, at no increase in contract amount.
When the defects in services cannot be corrected by reperformance, the
Government may (1) require the Contractor to take necessary action to ensure
that future performance conforms to contract requirements and (2) reduce the
contract price to reflect the reduced value of the services performed.

      (e) If the Contractor fails to promptly perform the services again or to
take the necessary action to ensure future performance in conformity with
contract requirements, the Government may (1) by contract or otherwise,
perform the services and charge to the Contractor any cost incurred by the
Government that is directly related to the performance of such service or (2)
terminate the contract for default.

E.2   INSPECTION AND ACCEPTANCE

1.    The Contracting Officer, or the duly authorized representative as
provided below are the only persons authorized to perform inspection of items
specified for delivery under Clause F.I - REPORTING REQUIREMENTS AND
DELIVERABLES.

2.    For the purpose of this Clause, the Project Officer named in the
administrative recitals of this contract is the authorized representative of
the Contracting Officer.

3.    For purpose of inspection and acceptance of items called for by this
contract, the Project Officer directs and is assisted by the Sample Management
Office  (SMO) for Contract Compliance Screening (as shown below) and
Headquarters or Regional data users for final determination of data
compliance.
                                      A-12

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Contract Compliance Screening (CCS)
CCS is a specific feature of the inspection process, and is performed on
hardcopy deliverables as outlined below.  CCS examines the data in order
to determine if the data are complete and if they are in compliance with
the contractual requirements.
ANALYTICAL  CCS
FRACTION    CRITERIA
  VOA
EXT
ARO
Tuning
Method Blank
Initial Cali-
  bration
Continuing
  Calibration
Surrogate
  Recovery
Control Matrix
  Spike Recovery
Internal Std.
  Areas
Spectra. Quant.
  Reports
Analy. Results
Traffic Reports

Tuning
Method Blank
Initial Calib.
Contin. Calib.
Surrog. Recov.
Control Matrix
  Spike Recov.
Internal Std.
  Areas
GPC Calib.
Spectra. Quant.
  Reports
Analytical
  Results
Traffic Reports

Initial Calib.
Contin. Calib.
Method Blank
Instrument Blk.
Surrog. Recov.
Control Matrix
  Spike Recov.
Analy. Sequen.
Pest. Retent.
  Times
   FORM/
DELIVERABLE

  5HA
  4HA

  6HA

  7HA

  2HA

  3HA

  8HA

  Raw Data
  1HA, 1HE
  TR copies

  5HB
  4HB
  6HB, 6HC, 6HD
  7HB, 7HC, 7HD
  2KB

  3HB

  8MB, 8HC
  9HA

  Raw Data
  1MB, 1HC
  1HD, 1HF
  TR copies

  6HE, 6HF
  7HE
  4HC
  4HD
  2HC

  3HC
  8HD

  9HB
  A-13
COMPLETE

    X
    X

    X

    X

    X

    X

    X

    X
    X
    X

    X
    X
    X
    X
    X

    X

    X
    X

    X

    X
    X

    X
    X
    X
    X
    X

    X
    X
                                                COMPLIANT
                                                                X
X
X
X
X
                                                                X
                                                                X
X
X
X
X
                                                                X

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                  Arcxclor Ident.       10H                 X           X
                  Diol Cartridge
                    Check             11H                 X           X
                  Analytical
                    Results           1HG                 X
                  Chromatograms,
                    Quant.  Reports    Raw Data            X
                  Traffic Reports     TR copies           X


      The hardcopy data reporting forms will be examined for the presence and
      consistency of all required information.  Where contractual limits or
      performance requirements apply,  the data on the reporting forms will be
      examined for compliance to  those requirements.   The form codes in the
      table above refer to the number at the top of the reporting form, i.e.
      3HA is the form code for Form V HCV, the high concentration volatiles
      tuning and mass calibration form.

      Mass Spectra and Chromatograms (including RICs).   The presence of all
      applicable mass spectra and Chromatograms is examined for every phase
      unit, blank, calibration, tune,  etc., as required in Statement of Work
      Exhibit B.  All header information (laboratory code, instrument ID,
      injection date, injection time,  EPA Sample ID)  and compound labeling are
      examined for presence and consistency.

      Quantitation Reports   The  presence of all applicable quantitation
      reports (GC/MS and GC) is examined for every phase unit, blank,
      calibration, tune, etc., as required in Statement of Work Exhibit B.
      All header information (laboratory code, instrument ID, injection date,
      injection time, EPA Sample  ID) and compound labeling are examined for
      presence and consistency.

      Traffic Reports   Required copies of Traffic Reports are examined for
      legibility of laboratory name, EPA Sample ID, SDG number, SSG receipt
      date, and signature verifying sample receipt at laboratory.

4.    Initial delivery to the Government of the Items specified in "F.I
REPORTING REQUIREMENTS AND DELIVERABLES"  shall be in accordance with the
delivery schedule in that clause  (F.I).

5.    (a) For the purposes of the following paragraphs, the term "day" when
modified by a specific number (such as "35th") refers to the specified number
of days after VTSR of the last sample of an SDG.  ("VTSR" and "SDG" are
defined in Clause F.I.).
      (b) For any sample, the Government will assess Liquidated Damages at the
rates set forth in Clause 1.6 against the sample unit price if the Contractor
fails to deliver Schedule Delivery Items nos. 5, 6, and 7 by the 35th day.
For purposes of this paragraph the inspection period is deemed to run from the
day after the Government's receipt of data until the day the Contractor
receives notification of the nonconformities.
            (i) For example, if the Contractor delivers fully conforming data
for a sample on the 39th day, then Liquidated Damages would run from the 36th
day to the 39th day at the rate shown in Clause 1.6,  Note 1.

                                      A-14

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            (ii) If the Contractor has initially delivered non-conforming data
on the 39th day and the Government notified the Contractor for the
nonconformities on the 44th day, then liquidated damages will be assessed from
the 36th day through the 39th day at the rate shown in Clause 1.6, Note  1.
Liquidated damages are suspended during Government inspection from the 40th
day through the 44th day.  If data is brought into conformance within the ten-
day correction period (See paragraph 6 below) an additional one time
Liquidated Damages charge will be assessed as shown in Clause 1.6, Note  2.
            (iii) If the Contractor has initially delivered non-conforming
data on the 39th day and the Government notified the Contractor of the
nonconformities on the 44th day, then liquidated damages will be assessed from
the 36th day through the 39th day at the rate shown in Clause 1.6, Note  1.
Liquidated damages are suspended from the 40th day through the 44th day.  If
data is not brought into compliance during the ten day correction period, and
the Government elects to accept that data, an additional one-time liquidated
damages charge will be assessed as shown in Clause 1.6, Note 3.
      (c) If the Contractor has initially delivered nonconforming data on
time, Liquidated Damages is suspended during the Government's inspection
period.  For purposes of this paragraph,  the inspection period is deemed to
run from the day after the Government's receipt of the nonconforming data
through the day the Contractor receives notification for the nonconformities.
            (i) For example, if the Contractor initially delivers
nonconforming data on the 35th day and the Government notified the Contractor
of the nonconformities on the 39th day, then Liquidated Damages are suspended
from the 36th day through the 39th day.  If data is brought into conformance
within the 10 day correction period liquidated damages will be assessed at the
one-time rate shown in Article 1.6, Note 2.
            (ii) If the Contractor initially delivers nonconforming data on
the 35th day and the Government notifies the Contractor of the nonconformities
on the 39th day, then Liquidated Damages are suspended from the 36th through
the 39th day.   If data is not brought into conformance within the 10 day
correction period,  and the Government elects to accept that data,  liquidated
damages will be assessed at the one-time rate shown in Article 1.6,  Note 3.

6.    If data deliverables are determined by the Government to be non-
compliant upon initial delivery the Contractor will have 10 calendar days from
date of notification of non-compliance to make the data comply with contract'
requirements.   The Government reserves the right to reject any deliverable
that (1) the Contractor has not resubmitted within the 10 day correction
period, or (2) is not substantially compliant after the contractor has
resubmitted the deliverable provided the Government makes a good faith
determination that the deliverable is not substantially compliant.

7.    Final acceptance or rejection will occur either within 30 days after
initial delivery of fully compliant data,  or within 30 days after the end of
the ten day period the Government has allowed the Contractor for correction of
nonconformities.
                                      A-15

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8.    During the contract period of performance, the Government may audit the
Contractor's operation, in order to determine the extent to which the
contractor is maintaining its ability to meet the terms and conditions of this
contract.  These audits may or may not be preplanned so that the government
auditors have the opportunity to observe how work in process is normally being
performed.  The Government will perform no more than ten (10) audits during
the contract period of performance.
                                      A-16

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                   SECTION F - DELIVERIES OR PERFORMANCE

F.I  REPORTING REQUIREMENTS AND DELIVERABLES

Performance and delivery are required to be made in accordance with the following schedule.
(Statement of Work, Exhibit B, specifies detailed item descriptions and delivery points).

                       PERFORMANCE/DELIVERY SCHEDULE
Item
No.

1
3


4


5
    Description

Sample Preparation,
Extraction, Screening and
Analysis per SOW Requirements

Sample Traffic Report
                                                              Time Required for
                                                           Performance Completion
                                         Quantity              and/or Delivery*

                                         N/A              As specified in SOW
Sample Data Summary
Package
Sample Data Package
GC/MS Tapes
           Extracts
                                         1 per              3 days after VTSR** of
                                         Sample            last sample in Sample
                                                           Delivery Group (SDG)***

                                         1 copy            40 days after VTSR** of
                                                           last sample in SDG***

                                         3 copies           40 days after VTSR** of
                                                           last sample in SDG***

                                         Lot               Retain for 365 days after
                                                           data submission; or
                                                           submit within 7 days after
                                                           receipt of written request
                                                           by PO or SMO during that
                                                           time

                                         Lot               Retain for 365 days after
                                                           data submission; or
                                                           submit within 7 days after
                                                           receipt of written request
                                                           by PO or SMO during that
                                                           time

                                         1 Package          Submit 180 days after
                                                           data submission or
                                                           7 days after receipt of
                                                           written request by PO or
                                                           SMO during that time

NOTE:  ALL RESULTS ARE TO BE REPORTED TOTAL AND COMPLETE (including
concurrent delivery of Items 3 and 4).  Delivery shall be made such that all designated
recipients receive the items on the same calendar day

*Time is cited in calendar days.

**VTSR  (Validated time of sample receipt) is the date of sample receipt at the Contractor's
facility, as recorded on the shipper's delivery receipt and Sample Traffic Report.

***Sample Delivery Group (SDG) is a group of samples within a Case (See SOW Exhibit A
for a detailed description of the SDG).  Data for all samples in the SDG are due
concurrently.
           Complete Case
           File Purge
                                          A-17

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F.2   PERIOD OF PERFORMANCE

The  period of performance of this contract is thirty (30) months from the effective date of
the contract.


                  SECTION G - CONTRACT ADMINISTRATION DATA

G.5   GOVERNMENT FURNISHED SUPPLIES AND MATERIALS

The  following items will be  furnished  to the  Contractor  by the Government for use in
performance of contract requirements:

Samples for Analysis - A sample consists of collection container(s) containing solid or liquid
material, or  a mixture.  When subdivided  according to  the protocol  (Statement of  Work,
Exhibit D), a sample can result in one or more of the following fractions:

     Volatiles Fraction
     Extractables (including BNA & Pesticide/PCB) Fraction

Field  sample blank(s)  shall constitute  separate distinct sample(s).   When the contents of
container(s)  are  divided to yield  duplicate  matrix spike sample(s),  the resulting set(s) of
fractions are considered to be separate distinct sample(s).

All  sample  shipments  to the Contractor   will  be scheduled  through  the CLP  Sample
Management Office acting on behalf of the Project Officer.

Unless otherwise instructed by the CLP Sample Management  Office, the Contractor shall
dispose of unused sample volume and used sample bottles/containers no earlier than sixty (60)
days following submission of analytical data.   Sample disposal and disposal of unused sample
 bottles/containers is the responsibility of the Contractor and should  be done in accordance
 with all applicable laws and regulations governing disposal of such materials

 The Contractor shall be required to routinely return sample  shipping containers (e.g., coolers)
 to the appropriate sampling office within fourteen (14) days following shipment receipt.  The
 Government  will pay reasonable costs for the return of shipping containers.   Contractor will
 be provided an account number with a carrier.

 Standards   The Government will supply primary  standards (calibration standards, surrogate
 standards, matrix  standards and internal standards), contingent upon their availability, only
 for   traceability and quantitative  verification  of  Contractor  standards.   Procedures  for
 obtaining Government provided standards are included in Exhibit E of the Statement of Work
 (Attachment A).
                                             A-18

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G.7  SPECIAL INVOICE INSTRUCTIONS
       (a)     Concurrently  with  submission  of  invoices  required  by  Clause  G.I,  the
              Contractor shall  provide  a fifth copy  of each invoice to the USEPA CLP
              Sample Management Office at the following address:
                     USEPA CLP SMO
                     P.O. Box 818
                     Alexandria, Virginia  22313
     (b)   The contractor shall separately invoice for the following items:
              (1)     Initial  Phase Unit  Analyses (including Control Matrix Spike, Spike and
                     Duplicate Sample Analyses and Reanalyses)
              (2)     Quarterly Reconciliations
           (3)   Miscellaneous   (other  than   initial   sample   analyses   or   quarterly
                reconciliations)
     (c)   When preparing invoices, the contractor shall include the following:
              (1)     For Initial Sample  Analyses Invoices:
                     (i)     Invoice Date
                     (ii)    Contractor Name
                     (iii)   Contract Number
                     (iv)   Case Number(s)
                     (v)    Sample Delivery Group (SDG) Number(s)
                     (vi)   The following information for each  sample being  invoiced,
                           sorted  and  identified by  Case Number,  SDG  Number  and
                           Sample Number
                                EPA Sample Number
                                Sample Subunit(s)  Analyzed  (see Contract Clause  B.3-
                                SUBUNITS)
                          Phase Unit Matrix (water or  soil)
                          Sample Unit (and/or Subunit, as applicable) Price(s)
                     (vii)   Extended Total Price of Invoice
           (2)   For Quarterly Reconciliation Invoices:
                     (i)     Invoice Date
                     (ii)    Contractor Name
                     (iii)   Contract Number
                     (iv)   Case Number(s)
                     (v)    Sample Delivery Group (SDG) Number(s)
                     (vi)   Reconciliation Report Number
                     (vii)   Total Price of Invoice
                                           A-19

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      (viii)       Attach copy of cited Reconciliation Report to invoice.
(2)    For Miscellaneous Invoices:
          (i)     Invoice Date
          (ii)     Contractor Name
          (iii)    Contract Number
          (iv)    Case Numbers)
          (v)     Sample Delivery Group (SDG) Number(s)
          (vi)    Reason for submission of miscellaneous invoice
          (vii)    Description of item(s) being invoiced, with full  explanation
          (viii)   Total Price of Invoice
                                   A-20

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1.3   POSITIVE INCENTIVE

Early delivery considerations shall be based on Contractor delivery of required sample data
(Delivery Schedule Items 3 and 4) prior to the contract required delivery date.  The incentive
limitation  is  expressed as a percentage  of the phase unit analysis  price.  Early  delivery
considerations apply to full sample analysis (five contract specified subunits) only.

                   EARLY  DELIVERY CONSIDERATION SCHEDULE

No. of Days Before Data
Delivery Due  Date of                                                   Total Incentive
Last Sample in SPG*                  Positive Incentive                     Limit

         1-10                         1% per day                       10% of full
                                                                       sample analysis

*Sample Delivery  Group (SDG)  is a group of samples within a Case (See SOW Exhibit A for
a detailed description of the  SDG). Data for all samples in the SDG are due concurrently.


1.4   LIQUIDATED DAMAGES - SUPPLIES, SERVICES, OR RESEARCH AND
      DEVELOPMENT (APR 1984)

(a)   If the Contractor fails  to deliver the supplies or perform the services (sample analysis)
      within the time specified in this contract, or  any  extension, the Contractor shall, in
      place of actual  damages,  pay to the  Government as fixed,  agreed,  and  liquidated
      damages, for each calendar day of delay the sum of  $100.00 per sample.

(b)   Alternatively, if  delivery or performance is so delayed, the Government may terminate
      this  contract in  whole or in part  under the  Termination for Default-Supplies  and
      Services clause  in  this contract  and in that event,  the Contractor  shall be  liable  for
      fixed, agreed, and liquidated  damages  accruing until  the  time the Government may
      reasonably  obtain  delivery  or  performance  of  similar supplies or services.   The
      liquidated damages shall be in addition to excess costs under the Termination clause.

(c)   The Contractor shall not be charged  with liquidated damages when the delay in delivery
      or performance  arises  out  of  causes  beyond  the  control and without the  fault or
      negligence of the Contractor as  defined in the Termination  for Default-Supplies  and
      Services clause in this contract.

NOTE 1:  When sample data (Delivery Schedule Items 5, 6 and  7)  packages are delivered
after the required  delivery date set forth in the Delivery Schedule the Government will assess
liquidated damages in accordance with  the following schedule up to a total  of $524.00.

              Day 1               $98.00 per sample
              Days 2-7            $27.00 per day  per sample
              Day 8               $75.00 per sample
              Days 9-15           $27.00 per day  per sample

Note 2:  The Government will assess a one-time liquidated damages charge of $49.00 per
sample for data (Delivery Schedule Items 5, 6 and 7) that were late because of initial
noncompliance, but were corrected by the  Contractor within the allowed period.
                                             A-21

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Note 3: A one-time liquidated damages charge of $148.00 per sample will be assessed for
data (Delivery Schedule Items 5, 6 and 7) which were late because of initial noncompliance,
and which data were never corrected, but the Government has elected to accept in its
noncompliant state.

Note 4: If partial samples are ordered the liquidated damages will be assessed at the
percentage shown under Clause B.3 Subunits.  For example if Volatiles (VOA) Preparation
and  Analysis is ordered the liquidated damages for three days would be $39.54 (26% of
$98.00 for day one and 26% of $54.00 for days two and three).

Note 5: The Government will not assess liquidated damages  that are greater than the value of
a sample.
                                               A-22

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     PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

                      SECTION J — LIST OF ATTACHMENTS

J.I   LIST  OF ATTACHMENTS (EP 52. 252-100) (APR 1984)

             Statement of Work -- Attachment A

             Preaward Bid Confirmations — Attachment B

             Information to Bidders ~ Attachment  C


                PART IV - REPRESENTATIONS AND INSTRUCTIONS
SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF
                                    OFFERORS


K.6  PLACE OF PERFORMANCE

In the  event  that  a  bidder  performs  the  contract analyses at more than one  physical
facility/location  the number  of bid  lots must, at  the minimum, match  the  number  of
facilities/locations performing the  contract analyses.  Each facility/location shall be required,
separately and independently, to meet all QA/QC requirements of this contract, as specified
in Exhibit E of the  Statement of Work and to submit  separate QA/QC documentation.

K.7  MINIMUM BID ACCEPTANCE PERIOD (FAR 52. 214-16) (APR 1984)

(c)    The  Government requires a minimum acceptance period of 120 calendar days.


SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

L.5  SET-ASIDE/SIZE-STANDARD INFORMATION (EP 52. 219-100) (APR 1984)

This solicitation includes the following set-aside and/or size standard criteria:

(a)   Percent of the set-aside:  0%

(b)   Type  of set-aside:  None

(c)    Size standard or other criteria:   less than 3.5 million dollars average  annual receipts
      for an  offerer's preceding 3 fiscal years.


                SECTION M - EVALUATION FACTORS FOR AWARD

M.I  CONTRACT AWARD—OTHER FACTORS—SEALED BIDDING
     (EPAAR 1552. 214-71) (APR 1984)

The Government will award a  contract  resulting  from  this solicitation  as stated  in the
"Contract Award" provision.  The other factors that will be considered are:

                     Preaward Bid Confirmations  - Attachment B
                                         A-23

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                                 ATTACHMENT C


                          QUALIFICATION REQUIREMENTS


The purpose of this attachment is to advise the bidder on the procedures that
the government will use to determine bidder's qualification capabilities to
perform sample analysis under the terms and conditions of this contract.

In order to determine, before award, the technical qualifications for
performing the tasks outlined in this contract, bidder laboratories will be
required to satisfactorily analyze preaward PE samples which constitute the
government's qualification requirement  (see FAR 9.200).  Acceptable
performance in analyzing  PE  samples  is  required for bidder laboratories to be
considered capable of meeting the operational and quality standards required
by this contract.  FOR THIS  SOLICITATION, ACCEPTABLE PERFORMANCE OF THE PE
SAMPLE HAS BEEN DEFINED AS A SCORE OF AT LEAST 75%.

PE sample data will be evaluated according to a full set of contract
requirements which include,  but are  not limited to:

          (a)  Identification of target compounds.

          (b)  Quantitation of identified target compounds.

          (c)  Reproducibility of analytical data.

          (d)  Accuracy of analytical data (percent recovery).

          (e)  Ability to maintain a contamination-free environment.

          (f)  Ability to perform mass spectral library searches.

          (g)  Understanding of documentation requirements.

          (h)  Understanding of reporting requirements.

 Bidders  will  be  given one to three  sets of qualification PE samples during
 the  evaluation,  upon request by the  Project  Officer and concurrence of the
 Contracting Officer.   Each sample will  be  evaluated separately, and each
 sample must receive  a passing  score  in  order for the laboratory to pass the
 Preaward Evaluation.

 The  Contracting  Officer  or his  designee will provide  instructions with the
 PE samples  for:

       o  30 day turnaround time for PE samples data.
       o  Analysis and reporting requirements.

 EPA will evaluate the data and reports  for compliance  with the acceptance
 criteria set by EPA using the  elements  and weighting in Appendix A, Sample
 Data Scoring.
                                       A-24

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                                                                  APPENDIX A
                    PREAWARD PERFORMANCE EVALUATION (PE)
                                DATA SCORING
EVALUATION CRITERIA
MAXIMUM POINTS POSSIBLE
   (50% 1st phase unit;
    50% 2nd phase unit)
I.        IDENTIFICATION

II.    '   QUANTIFICATION

III.     QUALITY CONTROL

IV.       REPORTING/DELIVERABLES

TOTAL POINTS
           800

           400

           600

           200

        2,000
                                      A-25

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         HIGH CONCENTRATION PREAWARD PERFORMANCE EVALUATION SAMPLE DATA SCORE SHEET
Laboratory

IFB   	
                                                      Date
SUMMARY:

I.    IDENTIFICATION


a.    Total number of I pts. deducted



b.    pts. awarded for I

II.   QUANTIFICATION


a.    Total number of II pts. deducted

b.    pts. awarded for II

      Total points awarded  for I and II,
      1st and 2nd Phase Units

III.  QUALITY CONTROL

a.    Total number of III pts. deducted

b.    pts. awarded for III
 IV.    REPORTING AND DELIVERABLES

 a.     Total number of IV pts.  deducted

       pts,
b.
                                       400 points    400 points
                                       1st Phase Unit 2nd Phase Unit
                                                                      1st Phase
                                                                         Unit
                                                                       2nd Phase
                                                                          Unit
                                       200 points    200 points
                                       1st Phase Unit 2nd Phase Unit
                                            600 pts.
                                            200 pts.
awarded for IV
 V.     SCORE

 a.    Total number of I,  II,  II,
      and IV pts.  awarded


 VI.   NUMBER OF DAYS LATE
                                                                                 out of
                                                                                 1200 pts
                                                                                  out of
                                                                                  600 pts
                                                                                  out of
                                                                                  200 pts
                                                                                 out of
                                                                                 2000 pts
                                               A-26

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IMPORTANT:    Points deducted will not exceed the maximum possible number of points.


I.    IDENTIFICATION (400 points for 1st Phase Unit;
                      400 points for 2nd Phase Unit)

A.    Target Compound List (TCL) identification [1st Phase Unit        1st Phase   2nd Phase
      Sample - 250 pts. max.; 2nd Phase Unit Sample - 250 pts. max.].     Unit        Unit

      Number of TCL compounds not identified (	1 x 250 pts.
      (Number of TCL compounds in study (     )/10
      — (	) points deducted.                                       	 	
      TCL false positives [1st Phase Unit - 100 pts.  max.;
      2nd Phase Unit - 100 pts.  max.].

       Number of TCL false positives (     ) x 25 points -
      (	) points deducted

      Tentatively Identified Compounds (TIC) identification
      [1st Phase Unit - 30 pts.  max.; 2nd Phase Unit - 30 pts.  max.].

      Number of TIC compounds not identified (	). x 30 pts.
      Number of TIC compounds in study (	)
      = (	) points deducted

      TIC false positives [1st Phase Unit = 20 pts.  max;
      2nd Phase Unit = 20 pts. max.].

      Number of false positives (	) x 2 points -
      (	) points deducted

                                    Total Number of I points deducted
II.   TCL QUANTIFICATION (200 points for 1st Phase Unit;
                          200 points for 2nd Phase Unit)

A.    TCL quantification including VOA, Extractables and
      Aroclor/Toxaphene fractions [1st Phase Unit - 200 pts.  max.;
      2nd Phase Unit = 200 pts. max.].

      Number of correctly identified TCL compounds
      	not within criteria (    )	 x 200 pts.
      Number of correctly identified TCL compounds (     )/5
      — (	) points deducted.

                                Total  Number of II points deducted
                                              A-27

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                                                                              Number of
                                                                              pts. deducted
III.  QUALITY CONTROL (600 points)

A.    Instrument Quality Control  (230 points  for VOA and
      Extractable fractions)

1.    Tuning (50 points)

      a.  DFTPP [25 pts. max.]

          1. For  any DFTPP performance tune;  analyzed separately or as           _
             part of the calibration standard,  with any ion abundance
             ratios outside criteria,  deduct 25 points.

          2. Failure to perform a DFTPP tune at the required frequency,
             deduct 25  points.

      b.  BFB [25 pts. max.]

          1. For any BFB performance tune; analyzed separately or added to
             reagent water, with any ion abundance ratios outside
              criteria,  deduct 25 points.

          2.  Failure to perform a BFB tune at the required frequency,
              deduct 25  points.

                                                                  III.A.I.  Subtotal

 2.     Initial  Calibration (75 points)

       a.  For initial calibration data  for VOA  or  Extractables fraction,
          with  System Performance Check Compound  (SPCC) average  relative
          response  factor  (RRF)  less than 0.300 for VOA fraction (less  than
          0.250 for Bromoform)  or less  than 0.050  for  Extractable fraction,
          or, with  Calibration  Check Compound (CCC) percent relative
          standard  deviation greater than 30.0%;

          For each  compound that is  not within  criteria,  deduct  25 points
          (75 points max.).

       b.  Failure to perform initial calibration at the required frequency
          for any fraction is so severe as to result in the deduction of
          250 points.

                                                                  III.A.2.  Subtotal
                                               A-28

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3.     Continuing Calibration (50 points)                                      Number of
                                                                              pts.  deducted

      a.  For continuing calibration data  for  the VOA or Extractables
         fraction, with System  Performance Check Compound  (SPCC) average
         relative response  factor  (RRF) less  than 0.300 for VOA fraction
         (less  than  0.250 for Bromoform)  or less than 0.050 for
         Extractables  fraction, or, with  Calibration Check Compound (CCC)
         percent difference greater than  25.0%;

         For each compound  that is not within criteria, deduct 25 points
         (50 pts. max.).
      b.  Failure  to  perform  continuing  calibrations for any fraction at
         the required  frequency will  result  in  the deduction of 25 points
         per fraction, not to  exceed  a  total of 50 points.

                                                                III.A.3.  Subtotal

k.     GPC Calibration (55 points)

      a.  If retention  time (RT) of bis(2-ethylhexyl) phthalate and
         perylene in the  calibration  standard (verification-loop 23)
         exceeds  ±5% of  the  initial calibration (loop 1) deduct 20 points.

      b.  If UV  trace of  the  calibration standard solutions (initial and/or
         verification) does  not yield a distinct peak for each of the
         calibration components (six(6)  peaks,  if optional polystyrene is
         used), deduct 20 points.

      c.  If one or more  compounds are detected  other than the calibration
         components  above 5% of the bis(2-ethylhexyl) phthalate and
         perylene, deduct 15 points.

                                                                III.A.4.  Subtotal

                                                                  III.A.  Subtotal

B.     Instrument Quality Control (125 points for Aroclor/Toxaphene
      fraction).

      NOTE:    A compound  meets the requirements  only when all (4-5)  peaks
              designated  in  the SOW meet the requirements.
                                              A-29

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                                                                              Number of
                                                                              pts.  deducted
1.    Initial Calibration (75 points)

      a.  If the linearity requirements for the Aroclors and Toxaphene are
          not met,  one of three ways,  on either column,  (50 pts.  max.)

          If any compound is not within criteria on either columns,  deduct       	
          25 points per compound (50 points max.).

      b.  If the retention time relative mean deviation (RMD) for any
          standard exceeds 0.5%, on either column,  (15 pts. max.)

          If any compound is not within criteria on either column, deduct 5      	
          points per compound (15 points max.)

      c.  If the instrument blanks and standards were not analyzed in the
          proper sequence, deduct 10 points.
      d.  Failure to perform an initial calibration, on either column, when
          required will result in the deduction of 125 points.
                                                                 III.B.I. Subtotal

 2.     Continuing Calibration (50 points)

       NOTE:   The  laboratory is allowed to  immediately  reanalyze  a failed
       performance  evaluation standard  and use  results  from  the  second
       analysis.

       a.  If  the  calibration factor  (CF) of  each peak in the 12 hour
          performance  evaluation standard exceeds 20% difference relative
          to  the  mean  CF of that peak  in the initial standards, on either
          column,  (25  pts.  max.)

          If  any  compound is not within criteria on either columns, deduct
          12.5 points  per compound (25 points max.)

       b.  If  the  retention time  (RT) of each peak in the performance
          evaluation standard is not within  ±1% of the mean RT of that peak
          in  the  initial standards, either column, (25 pts. max.)

          If  any  compound is not within criteria on either column, deduct
          12.5 points  per compound,  (25 pints max.).
                                                A-30

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                                                                        Number of
                                                                        pts. deducted
c.  Failure to perform a continuing calibration at the required
    frequency (once per 12 hours and at end of the analysis) on
    either column will result in the deduction of 50 points.

                                                           III.B.2. Subtotal

                                                             III.B. Subtotal

Sample/Method Quality Control (120 points for VGA and Extractable
                               fractions)

Method Blank Analyses (40 points)

Failure  to  perform  the  method  blank  analysis  for  any  of  the
fractions will result in the deduction of 40 points.

a.  VOA method blank contamination [20 pts.  max.].

    If one or more TCL compounds are detected in the method blank
    above the contract required quantitation limit (5x the CRQL for
    methylene chloride,  acetone, toluene,  and 2-butanone)  deduct the
    20 points.

b.  Extractables method blank contamination [20 pts. max.].

    If one or more TCL compounds are detected in the method blank
    above the contract required quantitation limit (5x the CRQL for
    phthalate esters) deduct 20 points.

                                                           III.C.I. Subtotal

Surrogate Recovery (40  points)

a.  VOA surrogate recovery [20 points max.]

    Failure to meet spike recovery criteria for any surrogate will
    result in loss of 20 points.

b.  Extractables surrogate recovery [20 points max]

    Failure to meet spike recovery criteria for any surrogate will
    result in the loss of 20 points.
                                                           III.C.2. Subtotal
Control Matrix  Spike  (40  points for VOA and Extractable
                       fractions)

a.  VOA   a failure to perform CMS for volatiles at proper frequency
    (once per 20 single phase units)  will result in the deduction of
    20 points.
                                         A-31

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                                                                              Number of
                                                                              pts.  deducted
      b.  Extractables    a  failure to perform CMS  for extractables at            _
         proper frequency  (once per 20 single phase units)  will result in
         the deduction of  20 points.

                                                                 III.C.3.  Subtotal

                                                                   III.C.  Subtotal

D.    Sample Method Quality Control  (125 points for Aroclor/Toxaphene Fraction)

1.    Surrogate Recovery (10 points)

      Failure  to  meet  spike  recovery criteria for any sample,  blank,  or      _
      control  matrix   spike   will  result   in   the  deduction   of   2.5
      points/occurrence  (10 points max.)

                                                                 III.D.I.  Subtotal

2.    Instrument Blank Analyses  (50  points)

      a.  If one  or more of the Aroclors or Toxaphene is detected in an          _
          instrument blank at greater than 0.5 times the CRQL,  deduct 25
          points  for each column, (50 pts.  max.)

      b.  Failure  to perform instrument blank analysis at the required           _
          frequency (once per 12 hours and at the  end of the analytical
          sequence) will result in the deduction of 25 points for each
          column,  (50 pts.  max.)

                                                                 III.D.2.  Subtotal

3.    Method Blank Analyses  (50 points)

      a.  If one or more of the Aroclors or Toxaphene is detected in a           _
          method blank at > CRQL, deduct 25 points.

      b.  Failure to perform method blank analyses at the required               _
          frequency (once per 20  samples) will result in the deduction of
          25 points.

                                                                 III.D.3. Subtotal

4.    Control  Matrix Spike,  (15 points)

      a.  Failure  to perform CMS  analyses at  the proper frequency (once per
          20 single phase units)  will  result  in the deduction of 7.5 points
          for each matrix, (15  pts.  max.).
                                                                 III.D.4. Subtotal

                                                                   III.D. Subtotal

                                             Total number of III points deducted



                                               A-32

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                                                                              Number of
                                                                              pts. deducted
IV.   REPORTING AND DELIVERABLES (200 points)

A.    BFB and DFTPP [15 points max. for BFB and 15 points max. for DFTPP]

      1.  Mass listing and bar  graph output submitted for  each  instrument
          and for every  12-hour period samples were  analyzed.    Deduct 15
          points for any BFB  violation and 15 pts.  for any DFTPP  violation.

B.    RICs and quantitation reports [40 pts. max.  for VGA and Extractable
      fractions].

      1.  Deduct 40  points maximum if any of  the required deliverables are
          not submitted  in accordance with the Statement of Work.   [RICs
          Maximum 20 points]  [Quant.  Reports Maximum 20 points]

C.    Mass spectra  [30 pts. max.]

      1.  Deduct 30  points maximum if any of  the required deliverables are
          not submitted  in accordance  with the Statement  of Work.    [15
          points-VOA,  15 points-Extractables. ]

D.    Contractual Forms I-VIII  [30 pts. max. for VOA and Extractable
      fractions]

      1.  Deduct 30  points  if  any of  the  required  deliverables are  not
          submitted  in accordance with the Statement of Work.

E.    Chromatograms and Quantitation Reports (40 points for
      Aroclor/Toxaphene fraction).

      1.  Failure to  submit  any chromatogram  or  quantitation report,  for
          all columns, as required by the Statement of Work will  result in
          the deduction of 5  points per occurrence,  (20 pts. max.)

      2.  For each  chromatogram failing  to  meet  the  specifications  of
          Exhibits D  and E regarding baseline, peak  response and on-scale
          peaks, deduct 10 points,  (20 pts.  max.)

F.    Contractual Forms I-X (30 points for Aroclor/Toxaphene fraction)

      For  each  of   the  required  deliverables  forms  not  submitted  in
      accordance with the Statement  of Work, deduct  10 points,  (30  pts.
      max.)

G.    Failure to submit any of the required deliverables in accordance
      with the Statement of Work, Exhibit B, will result in the deduction
      of 100 points per day late.

                                             Total number  of IV. points  deducted

NOTE:   This  is  a preliminary  score  sheet  which  may  be  subject to  minor
        modification when implemented.
                                              A-33

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COMMENTS
                                      A-34

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                                ATTACHMENT D
                            BIDDER RESPONSIBILITY
A.   Consideration in Determination of Bidder Responsibility

     The following factors may be considered by the government in
     determining the responsibility of the bidder for purposes of contract
     award under this solicitation.

     1.   Bidder's submission of written:

          (a)  standard operating procedures (SOPs),

          (b)  facility and equipment inventories,  and

          (c)  position descriptions and staff resumes.

     2.   Site evaluation of bidder's laboratory facility by Agency
          officials and/or Agency representatives.

     3.   Demonstrated experience of bidder in analyzing target compounds by
          contract-stipulated GC/MS methodology.

     4.   Performance of bidder on other Contract Laboratory Program
          analytical contracts (current).

     5.   Demonstrated ability of bidder to consistently perform volume
          analysis at the contract-stipulated monthly sample capacity.

     6.   Current laboratory loading's impact on ability to perform (in
          terms of attaining optimum distribution of program workload).

     7 -   Effect on potential laboratory performance of overall laboratory
          organization and management structure,  adherence to Good
          Laboratory Practices and organization of workflow.

B.   Description of Factors for Determining Bidder Responsibility

     1.   Evaluation of Bidder-Supplied Documentation

          At the time of submission of PE sample data results,  the bidder
          shall submit documented evidence that it has the personnel,
          equipment and internal procedures in place for successful
          performance of contract requirements.  Documentation shall include
          at a minimum:

          (a)  Functional descriptions of key personnel.

          (b)  Detailed resumes of key personnel,  including previous work
               experience and publications.
                                      A-35

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(c)  Inventory of laboratory capital equipment,  indicating which
     items of equipment will be assigned for use in this contract.

(d)  Description of laboratory space allocated for this contract,
     including dimensions and relative proximities of each area.

(e)  Standard Operating Procedures (SOPs) for:

      1.  Sample receipt and logging.

      2.  Sample and extract storage.

      3.  Preventing sample contamination.

      4.  Security for laboratory and samples.

      5 .  Traceability of standards.

      6.  Maintaining instrument records and  logbooks.

      7.  Sample 'analysis and data control systems.

      8.  Glassware cleaning.

      9.  Technical and managerial review of  laboratory operation
          and data package preparation.

      10.  Sample analysis, data handling and  reporting.

      11.  Chain-of-custody and document control, including Case
          file preparation.

 The bidder shall note that such documentation is  not required to
 conform specifically (i.e..  in every detail)  to this contract's
 requirements.  but shall be representative of standard  laboratory
 operations,  and shall give clear evidence of the  bidder's ability
 to successfully fulfill all contract requirements.

 Submitted documentation will be reviewed by EPA,  and verification
 of the  use of documented procedures in the laboratory  will be part
 of the  laboratory site evaluation.

 Laboratory Site Evaluation
                   •
 The bidder may be subjected to a preaward laboratory site
 evaluation.    The purpose of this evaluation is to:

 (a)  Verify the technical and management capabilities  of  the
      laboratory as  described in "Demonstration  of Bidder's
      Capability" (Appendix B).

 (b)  Discuss Performance Evaluation sample results.

 (c)  Provide guidance to correct weakness in the  laboratory
                             A-36

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     operations.

Appendix B, Event Sequence for PreAward Site Evaluation, describes
the protocol which will generally be employed by the government
during a site evaluation.  The government reserves the right to
deviate from the sequence of events described herein should
circumstances warrant such deviation.  Any such determination to
deviate will be made by the Contracting Officer.

Following the Event Sequence is the Laboratory Evaluation
Checksheet  (Appendix C), which will be completed by the government
as part of  the laboratory site evaluation.
                             A-37

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                                                                  APPENDIX A

                    DEMONSTRATION OF BIDDER'S CAPABILITY
I.   TECHNICAL CAPABILITY

     A.    Technical Functions

          1.    GC/MS Laboratory Supervisor
               a.   Responsible for all  technical  efforts  of the GC/MS
                   laboratory to meet all  terms and conditions of the  EPA
                   contract.

               b.   Qualifications

                    (1)   Education:

                                      Minimum of  Bachelor's degree in
                                      chemistry or  any physical science.
                    (2)  Experience:
                                       Minimum of three  years of laboratory
                                       experience,  including at least one
                                       year of supervisory experience.
          2.   GC/MS Operator Qualifications

               a.   Education:
                          Minimum of Bachelor's degree in chemistry or any
                          physical science.

               b.   Experience:

                          One year of experience in operating and
                          maintaining GC/MS/DS with degree in chemistry or a
                          physical science, or three years of experience in
                          operating and maintaining GC/MS/DS.

               Mass Spectral Interpretation Specialist Qualifications

               a.   Education:

                    o   Minimum of Bachelor's  degree in chemistry or any
                        physical science.

                    o   Training course(s)  in  mass  spectral  interpretation.

               b.   Experience:

                          Minimum of two years of experience.
                                       A-38

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GC Laboratory Supervisor

a.   Responsible for all technical efforts of the GC
     laboratory.

b.   Qualifications

     (1)   Education:
                        Minimum of Bachelor's  degree in
                        chemistry or  any physical science.
     (2)   Experience:
                       Minimum  of  three years  of laboratory
                       experience,  including at  least  one
                       year  of  supervisory experience.

Pesticide Residue Analysis Expert Qualifications

a.   Education:

           Minimum of Bachelor's degree  in chemistry or any
           physical science.

b.   Experience:

           Minimum of two years  of  experience  in operating
           and maintaining GC and interpreting  GC
           chromatograms.

Sample Preparation Laboratory Supervisor

a.   Responsible  for all  technical  efforts of  sample
     preparations to meet all terms and  conditions of the EPA
     contract.

b.   Qualifications:

     (1)  Education:

                       Minimum  of  Bachelor's degree in
                       chemistry or any physical science.
     (2)  Experience:
                        Minimum  of  three years  of laboratory
                        experience,  including at  least one
                        year  of  supervisory experience.
                       A-39

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         7.   Extraction/Concentration Expert Qualifications

              a.   Education:

                         Minimum of High school diploma and knowledge of
                         general chemistry.

              b.   Experience:

                         Minimum of one year of experience.

         8 .   Technical Staff Redundancy

              The bidder shall have a minimum of  one  (1) chemist available
              at any one time as a back-up technical  person with the
              following qualifications, to ensure continuous operations to
              accomplish the required work as specified by EPA contract.

              a.   Education:

                         Minimum of Bachelor's degree in chemistry or any
                         physical science.

              b.   Experience: Minimum of  one year in each of the following
                   areas -

                   o   GC/MS operation and maintenance for  volatiles and
                       semivolatiles analyses.

                   o   Mass spectral interpretation.

                   o   Extraction.

                   o   Pesticide analysis.

B.   Facilities

     The adequacy of the facilities and equipment is of equal importance as
     the technical staff to accomplish the required work as specified by the
     EPA contract.

     1.   Sample Receipt Area

          Adequate,  contamination-free,  well ventilated work space  provided
          with chemical resistant bench top for receipt and safe  handling of
          EPA samples.

     2.   Storage Area

          Sufficient refrigerator space to maintain unused  EPA sample volume
          for 60 days after data submission and. sample extracts for 365 days
          after data submission.  NOTE:  Volatile samples. Extractable
          samples,  sample extracts,  and standards must each be stored
          separately.
                                       A-40

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     3.   Sample Preparation Area

         Adequate,  contamination-free, well-ventilated work space provided
         with:

         a.   Benches with chemical resistant tops, exhaust hoods.  Note:
              Standards must be prepared in a glove box or isolated area.

         b.   Source of distilled or demineralized organic-free water.

         c.   Analytical balance(s) located away from draft and rapid
              change in temperature.

C.   Ins trumentation

     At a minimum, the Contractor  shall have  the following instruments
     operative and committed for the full  duration of the  contract.
                                      A-41

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1.   60 Phase Units/Month Capacity Requirements
Purpose Fraction
Analysis Volatiles
Extractables
|Aroclors/
j Toxaphene
1
GPC Cleanup | Extractables
1
1
Screening |
1
No. of
Ins t rument ( s )
1
1
1
1
1
| Type of
| Instrument
1
1
IGC/MS/DS with
(purge and trap
j device
1
| GC/MS/DS
1
IGC/EC with
| dual column
1
|GPC with UV
j detector
1
| GC/FID
1
     Note:  For bidding on two  (2) bid lots  or  more:

     o  Minimum of three (3) GC/MS/DS and three (3) GC systems are required at
        the time of on-site laboratory evaluation.

     o  An additional one  (1) GC/MS/DS and one (1) GC system with dual
        detectors are required as a back-up system at the time of on-site
        laboratory evaluation.

 2.   Instrument Redundancy Requirements for  60  Phase  units/Month Capacity

     The  Contractor shall  have  the  following instruments available
      (operational)  at any  one time  as a back-up system at the time  of on-site
     laboratory evaluation;
           Quantity

              One
              One
              One
Instruments

GC/MS/DS
Purge and Trap Device
GC with dual detectors (FID an EC)
      In addition,  the Contractor shall have an in-house stock of instrument
      parts and circuit boards to ensure continuous operation to meet contract-
      specified holding and turnaround times.
                                    A-42

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3.   Instrument Specifications

     Instrument specifications are described in detail in the Statement of
     Work (SOW) in the following Exhibits.

     o   Purge  and trap device  Exhibit D

     o   GC/MS/DS               Exhibits A and D

     o   GC                     Exhibit D
D.   Data Handling and Packaging

     The Contractor shall be able to submit reports and data packages as
     specified in the Statement of Work Exhibit B.   To complete this task, the
     Contractor shall be  required to:

     1.   Provide  space,  tables and copy  machines to meet the contract
          requirements.

     2.   Designate personnel.

II.  LABORATORY MANAGEMENT CAPABILITY

     The Contractor must  have an organization with  well-defined
     responsibilities for each individual in the management system to ensure
     sufficient resources for EPA contract(s)and to maintain a successful
     operation.  To establish this capability,  the  Contractor shall designate
     personnel to carry out the following responsibilities for the EPA
     contract.   Functions include, but are not limited to, the following:

A.   Technical Staff

     Responsible for all  technical efforts for the  EPA contract.

B.   Project Manager

     Responsible for overall aspects of EPA contract(s) (from sample receipt
     through data delivery) and shall be  the primary contact for EPA
     Headquarters Project Officer and Regional Deputy Project Officers.

C.   Sample Custodian

     Responsible for receiving the EPA samples (logging,  handling and
     storage) .

D.   Quality Assurance Officer

     Responsible for overseeing the quality assurance aspects of the data and
     reporting directly to upper management.

E.   Data Reporting and Delivery Officer

     Responsible for all  aspects of data deliverables:  organization,
     packaging, copying,  and delivery.
                                  A-43

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                                                                    APPENDIX B

               EVENT SEQUENCE FOR PRE-AWARD SITE EVALUATION

A.   Meeting with Laboratory Manager and Project Manager

     General discussion of purpose of site visit, purpose of analysis and
     current contract award status.

B.   Verification of Personnel

     Review qualifications of bidder personnel in place and committed to
     project.

C.   Verification of Instrumentation

     Review equipment in place and committed to project.  The bidder must
     demonstrate adequate equipment redundancy, as defined in Appendix C, to
     ensure capability .to perform the required analyses in the required time.

D.   Quality Control Procedures

     Walk  through laboratory  to  review  conformance to written SOP' s for the
     following:

       1.   Sample receipt and  logging.

       2.   Sample storage.

       3.   Preventing sample contamination.

       4.   Security  for laboratory and samples.

       5.   Traceability of standards.

       6.   Instrument records  and logbooks.

       7.   Sample analysis and data control systems.

       8.   Glassware cleaning.

       9.   Technical and managerial review of laboratory operation and data
           package preparation.

      10.   Sample analysis, data  handling and reporting.

      11.   Chain-of-custody and document control, including Case file
           preparation.

 E.   Review of Standard Operating Procedures  (SOPs)

      Review SOPs with Project Manager to  ensure that the  laboratory
      understands the scope and  requirements  of the program and adaption of
      SOP's to meet the requirements  of the contract.


                                   A-44

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F.   Identification of Needed Corrective Actions

     .Discuss with Project Manager the actions needed to correct weaknesses
     identified during site inspection,  PE sample analysis or production of
     reports (hard copy floppy diskette  and magnetic tapes) and documentation.
     Determine how and when corrective actions will be documented, how and
     when improvements will be demonstrated, and the bidder employee
     responsible for corrective actions.
                                   A-45

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                                                                         APPENDIX C
                     LABORATORY EVALUATION CHECKSHEET EXAMPLE*
Laboratory:




Date:
Type of Evaluation:
Contract Number:                       N/A




Contract Title:
Personnel Contacted:




                Name
 Laboratory Evaluation Team:




                 Name                                     Title
  Some items may not be applicable for preaward lab  evaluation.
                                        A-46

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I.   ORGANIZATION AND PERSONNEL
ITEM
Laboratory or Project Manager (individual
responsible for overall technical effort) :
Name:

GC/MS Laboratory Supervisor:
Name:
Experience: 3 years minimum requirement
Sample Preparation Laboratory Supervisor:
Name:
Experience : 3 years minimum requirement
GC/MS Operator:
Name:
Experience: 1 year minimum requirement
(3 years if no degree in physical science)
GC/MS Spectral Intrepretation Expert:
Name:
Experience : 2 years minimum requirement
Extraction Concentration Expert:
Name:
Experience: 1 year minimum requirement
Pesticide Residue Analysis Expert:
Name:
Experience: 2 years minimum requirement
1 1
YES | NO














COMMENT







                                       A-47

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I.  ORGANIZATION AND PERSONNEL (Continued)
1
ITEM
Do personnel assigned to this project
have the appropriate educational background
to successfully accomplish the object-
tives of the program?
Is the organization adequately staffed to
meet project commitments in a timely manner?
Was the Quality Assurance officer available
during the evaluation?
Name:

Does the Laboratory Quality Assurance
Officer report to senior management levels?
Was the Project Manager available during the
evaluation?
1
YES|





NO





COMMENT





 Additional Comments
                                        A-48

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II.   SAMPLE RECEIPT AND STORAGE AREA
ITEM
Is a sample custodian designated? If yes,
name of sample custodian.
Name:

.Are written Standard Operating Procedures
(SOPs) developed for receipt and storage
of samples?
Is the appropriate portion of the SOP available
to the analyst at the sample receipt/storage
area?
Are the sample shipping containers opened in a
manner which prevents possible laboratory
contaminat ion?
Are samples that require preservation stored
in such a way as to maintain their preservation?
Are volatile samples stored separately from
semivolatile samples?
Are adequate facilities provided for storage of
samples, including cold storage?
Is the temperature of the cold storage recorded
daily in a logbook?
Are temperature excursions noted and are
appropriate actions taken when required?
YES









1
|NO









COMMENT









                                       A-49

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II.  SAMPLE RECEIPT AND STORAGE AREA (Continued)
ITEM
Are the sample receipt/storage and temperature
logbooks maintained in a manner consistent with
GLP?
Has the supervisor of the individual main-
taining the notebook/bench sheet personally
examined and reviewed the notebook/bench sheet
periodically, and signed his/her name therein,
together with the date and appropriate comments
as to whether or not the notebook/bench sheet
is being maintained in an appropriate manner?
YES


NO


COMMENT


Additional Comments
                                       A-50

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III.  SAMPLE PREPARATION AREA

     When touring the facilities,  give special attention to:  (a) the overall
     appearance of organization and neatness, (b) the proper maintenance of
     facilities and instrumentation, (c) the general adequacy of the facilities to
     accomplish the required work.
ITEM
Is the laboratory maintained in a clean and
organized manner?
Does the laboratory appear to have adequate
workspace (120 sq. feet, 6 linear feet of
unencumbered bench space per analyst)?
Are the toxic chemical handling areas either
a stainless steel bench or an impervious
material covered with absorbent material?
Are contamination- free areas provided for trace
level analytical work?
Are contamination- free work areas provided for
the handling of toxic material (e.g., glove
box)?
Are exhaust hoods provided to allow contamina-
tion-free work with volatile materials?
Is the air flow of the hoods periodically
checked and recorded (i.e. , once per quarter? )
Are chemical waste disposal policies/procedures
well-defined and followed by the laboratory?
1
IYES








1
|NO








COMMENT








                                        A-51

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III.  SAMPLE PREPARATION AREA  (Continued)
ITEM 1
Can the laboratory supervisor document that
trace -free water is available for preparation
of standards and blanks?
Is the analytical balance located away from
drafts and areas subject to rapid temperature
changes?
Has the balance been calibrated and checked
within one year by a certified technician?
Is the balance routinely checked with the
appropriate range of class S weights before
each use and are the results recorded in a
logbook?
Are the solvent storage cabinets properly vented
as appropriate for the prevention of possible
laboratory contamination?
Are reagent grade or higher purity chemicals
used to prepare standards?
Are analytical reagents dated upon receipt?
Are reagent inventories maintained on a first-
in, first-out basis?
Are analytical reagents checked out before use?
Are fresh analytical standards prepared at a
frequency consistent with the IFB requirement?
Are reference materials properly labeled with
. concentrations, date of preparation, and the
identity of the person preparing the sample?
1
YES|











NO











COMMENT











                                        A-52

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III.  SAMPLE PREPARATION AREA (Continued)
ITEM
Is a spiking/calibration standards preparation
and tracking logbook(s) maintained?
Are the primary standards traceable to EPA
standards?
Do the analysts record bench data in a neat and
accurate manner.
Are the sample receipt/storage and temperature
logbooks maintained in a manner consistent with GLP?
Has the supervisor of the individual maintaining
the notebook/bench sheet personally examined and
reviewed the notebook/bench sheet periodically,
and signed his/her name therein, together with
the date and appropriate comments as to whether
or not the notebook/bench sheet is being
maintained in an appropriate manner?
Are standards stored separately from sample extracts?
Are volatile and semivolatile solutions properly
segregated?
Is the appropriate portion of the SOP available
to the analyst at the sample preparation area?
Is the SOP for glassware washing posted at the
cleaning station?
Is the temperature of the refrigerator/freezers
recorded daily?
Are temperature excursions noted and appropriate
actions taken when required?
1
|YES











1
(NO











COMMENT











                                        A-53

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III.  SAMPLE PREPARATION AREA (Continued)




Additional Comments
                                        A-54

-------
IV.  SAMPLE ANALYSIS INSTRUMENTATION

     A.    GC/MS/DS  Instrumentation

	Manufacturer    Model  / Revision
Installation Date
 GC/MS
 ID #
 GC/MS
 ID #
 GC/MS
 ID #
 Data System
 ID #
 NBS  Mass
 Spectral
 Library
 Data System
 ID #
 NBS Mass
 Spectral
 Library
 Purge and Trap
 ID #
 Purge and Trap
 ID #
                                       A-55

-------
A.   GC/MS/DS Instrumentation (Continued)
1
ITEM 1
Are manufacturer's operating manuals readily
available to the operator?
Is service maintenance by contract?
Are extensive in-house replacement parts
available?
Is preventative maintenance applied?
Is a permanent service record maintained in a
logbook?
Has the instrument been modified in any way?
Is the instrument properly vented or are
appropriate traps in place?
Is a glass jet separator in place and
operational?
Is raw data being archived and documented
properly (i.e. , magnetic tape) ?
Are in-house quality control charts maintained
and available for on- site inspection?
Is a split/ splitless capillary injector in
place?
1
YES|











NO











COMMENT











                                   A-56

-------
A.   GC/MS/DS Instrumentation (Continued)




Additional Comments
                                  A-57

-------
B. GC Instn
GC
ID #
GC
ID #
GC
ID #
GC
ID #
Data System
ID #
Data System
ID #
Data System
ID #
Data System
ID #
lamentation
Manufacturer












Model












Installation Date












Column (s}












ITEM
Are manufacturer's operating manuals readily
available to the operator?
Is service maintenance by contract?
Are in-house replacement parts available?
Is preventative maintenance applied?
'
YES




NO




COMMENT




A-58

-------
B.  GC Instrumentation  (Continued)
ITEM
Is a permanent service record maintained in a
logbook?
Has the instrument
Is the instrument
appropriate traps
been modified in any way?
properly vented or are
in place?
|YES



NO



COMMENT



 Additional Comments
                                       A-59

-------
V.   DATA HANDLING AND REVIEW
1
ITEM 1
Are data calculations spot- checked by a
second person?
Do records indicate that appropriate corrective
action has been taken when analytical results
fail to meet QC criteria?
Are computer programs validated before use?
Do supervisory personnel review the data and
QC results?
YES|




NO
--



COMMENT




 Additional Comments
                                        A-60

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VI.  QUALITY CONTROL MANUAL CHECKLIST
ITEM
Does the laboratory maintain a project
specific Quality Control Manual?
Does the manual address the important elements
of a QC program, including the following:
Personnel?
Facilities and equipment?
Operation of instruments?
Documentation of procedures?
Preventive maintenance?
Reliability of data?
Data validation?
Feedback and corrective action?
|YES










1
[NO










COMMENT










Additional Comments
                                       A-61

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VII.  SUMMARY CHECKSHEET
                      ITEM
I    I
IYES|NO
   Do responses  to  the evaluation indicate that
   project  and supervisory personnel  are aware of
   QA/QC  and its application to the project?
   Do  project and supervisory personnel place
   positive  emphasis  on QA/QC?
   Have  responses with respect to QA/QC  aspects
   of the project been,open and direct?
    Has  a cooperative attitude been displayed by
    all  project and supervisory personnel?
    Does the organization place the proper  emphasis
    on quality assurance?
    Have any QA/QC deficiencies been discussed
    before leaving?
    Is the overall quality assurance adequate to
    accomplish the objectives of the project?
    Has corrective action(s),  recommended during
    previous evaluations,  been implemented?   If
    not, provide details in Section VII.B.
                                                                 COMMENT
                                        A-62

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VII.  SUMMARY CHECKSHEET (Continued)
Additional Comments
                                       A-63

-------
               QUALITY ASSURANCE REVIEW FOR EXTRAMURAL PROJECTS

                                  (CONTRACTS)

     GENERAL INFORMATION

     Descriptive Title:  Chemical Analytical Services for Multi-Media High Concentration
                          Organics by GC/MS and GC/EC Techniques
     Sponsoring Program Office:  Office of Emergency & Remedial Response

     Approximate Dollar Amount:  $10,530,000.00

     Duration:  30 months
 II.  THIS  CONTRACT REQUIRES ENVIRONMENTAL MEASUREMENTS       X    	
         (If yes, complete form; if no, sign and              Yes     No
          submit with procurement request)


 III. QUALITY ASSURANCE REQUIREMENTS
       (Projects involving environmental measurements)        Yes    NO

     a.   Submission of a written quality assurance  (QA)
          program plan (commitment of the offerer's
          management to meet the QA requirements  of  the
          scope of work) is to be included in the
          contract proposal.                                 	    x
      b.   Submission of a written QA project plan  is  to
          be included in the contract proposal.

      c.   A written QA project plan is required  as a
          part of the contract.

      d.   Performance on available audit samples or
          devices shall be required as part of the
          evaluation criteria  (see list on reverse
          side).

      e.   An on-site evaluation of proposer's facilities
          will be made to ensure that a QA system  is
          operational and exhibits the capability  for
          successful completion of this project  (see
          schedule on reverse  side).

      f.   QA reports will be required  (see schedule on
          reverse side).
                                     A-64
QA Form QAR-C.   Revision

-------
  IV. DETERMINATION   (Projects involving environmental measurements)

      Percentage of  technical  evaluation points assigned
      to QA                                                      607,
      Project Officer estimate of percentage of cost
      allocated to  environmental measurements
                                    100%
           QC Reference       Split Samples   Required   FREQUENCY
Parameter Sampling  or Device        for         for
Measured	Available	  Cross-Comparison   Preaward   During Contract
          (Yes or No)         (Yes or No)     (Yes or No)


       SEE PREAWARD BID CONFIRMATIONS AND SOW, EXHIBIT E QA/QC REQUIREMENTS







QA System Audits are required: Preaward x
QA Reports are required: With Data Reports

: during contract: x
x : with Final Recort N/A

The signatures below verify that the QA requirements have been established.

QA Officer:                               Project Officer:
Signature
Date
Signature
Date
After signatures,  a copy of this form must be included with the Request for
Proposal and  sent  to the Contracts Office and a copy placed on file with
the QA Officer.
                                      A-65

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1FB No.                                                              ATTACHMENT D


                                 INFORMATION TO BIDDERS

1.    Basic Requirement

      This procurement, Chemical Analytical Services for Multi-Media High-Concentration
      Organics, calls for the award of a minimum of one (1) bid lot and a maximum of three
      (3) bid lots. One bid lot consists of a minimum of 180 and a maximum of 1,800 phase
      unit analyses and submission of data packages and other deliverables associated with the
      sample analysis.

           Requirement                         Maximum               Minimum

           Phase Unit Analysis                     1,800                   180

      Bidders are instructed, for each bid lot, to base their bids on the maximum quantity of
      phase unit  analyses specified above.  Bidders must not submit a  bid for quantities less
      than the maximum  quantity for any bid lot.  Bids submitted for less than the maximum
      quantity in a bid lot will render the bid non-responsive.

2.    Basis for Award

      The Government's total requirement is for a maximum of 5,400  phase unit analyses.
      Separation  of the requirements into bid lots is for the convenience of the bidders.
      Award(s) will be made to the responsive, responsible bidder(s) submitting the lowest
      price(s) of  all prices bid by  all vendors regardless of bid lot number.  (See Bidder
      Responsibility, Attachment C).

      The minimum and  maximum quantities shown above are for determining the
      Government's minimum and maximum obligation.

 3.    Multiple Award

      The Government reserves the right to make multiple awards until every bid lot has
      been awarded.  The determination of whether to award more than one bid lot up to
      the maximum of three bid lots will depend on the number of bids received and the
      responsibility of those bidders responding to the solicitation. This determination will
      be made at time of award.

      Bidders must submit one unit price per bid lot.  Bids shall be submitted in 5 copies
      (each with original signatures).  The package submitted shall include pages 1 through


      Unit bid prices and the total bid  priced shall be entered bv the bidder in Contract
      Schedule Clause B.2. SOLICITATION BID/CONTRACT PRICE. Should the bidder be
      awarded contract(s) based on these bid prices, such  bid prices shall be considered
      contract prices.

      Bidders are cautioned regarding submitting bids for more than one bid lot and should
      consider that one bid lot requires analysis of up to 60 phase units per calendar month.
      In cases where  the  bidder's  ability to provide this increased level of service is not
      clear-cut,  the determination of responsibility (See Bidder Responsibility, Attachment
      C),  may delay ultimate award or  cause the bidder to be deemed non-responsible if it is

                                             A-66

-------
      determined that the bidder is not capable of providing that level of service.  Therefore
      bidders shall only bid on the number of bid lots that thev have the capability to
      perform.

4.    Performance Evaluation (PE) Samples - Qualification  Requirement

      As a qualification requirement and in order to determine a bidder's technical
      qualifications for performing the tasks outlined in this Solicitation, bidder laboratories
      will be required to analyze PE Samples. Bidders will  be given one to three sets of PE
      Samples which must be satisfactorily analyzed in order for the bidder to be considered
      for award. (See Qualification Requirements, Attachment B).

5.    Standard Operating Procedures. Facility/Equipment Inventories &  Position
      Descriptions/Staff  Resumes

      Bidder(s) will  be required to submit  written documentation which  must demonstrate
      that the bidder is capable of providing analytical  services required by this contract
      (See Bidder Responsibility, Attachment C).

      Two copies of the  Bidder's Standard Operating Procedures must be delivered concurrently
      with submission of PE Sample data.

6.    Subcontracting or Joint Venture

      No subcontracting  or joint ventures are allowable under the  proposed contract.

7.    Technical Questions

      The bidder may submit specific questions in writing to the Contracting Officer
      regarding this solicitation within  ten (10) calendar days following IFB issuance. The
      EPA will respond to those questions  which may affect bidding. The questions and
      responses  will be sent to  all IFB recipients without referencing the source of the
      questions.
                                            A-67

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              UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                         WASHINGTON, D.C. 20460
                                                        OFFICE OF
                                               SOLID WASTE AND EMERGENCY RESPONSE
MEMORANDUM

SUBJECT:  High Concentration Organics IFB

FROM:     Emile I. Boulos,  Project Officer
          Analytical  Operations Branch
          Hazardous Site Evaluation Division

TO:       Joan F. Fisk,  Chief
          Organics Section
          Analytical  Operations Branch
          Hazardous Site Evaluation Division


     Attached planning procurement request is for the new high
concentration organics IFB.  This new analytical capability is in
direct  response to the ten  (10) EPA Regions' needs in discharging
their responsibilities to investigate and clean-up hazardous dump
sites for CERCLA  and  SARA.   Award of contracts will provide the
capability  to analyze samples for organic constituents which cannot
be  presently analyzed through Routine Analytical Services because
of  the  complexity (multi-phases) of samples and concentrations of
constituents beyond the analyzable range of the methods.  Large
demands for these analyses  are presently being made through the
Special Analytical Services  (SAS) process.

     This IFB  for the required multi-media high concentration
organic analyses  shall be an open market solicitation.
                                   A-68

-------
 (Shaded areas are for use of procurement office or.
                                        -ilyl
US Environmental Protection A(jfm,»
    Washington DC 2O46O
   Procurement
 Request/Order
                                                   Orrgin.jtof
                                              Em Le  I .   Boulos
                                           3  M.ni Code

                                           WH-548A
                                                           4 Telephone Nu Tiber

                                                            (202)  382-7342
                                                                                           'ltp O* H Hf]u ,,i

                                                                                            / 1 4  37
                               5 Date It^rn R^nuif

                                 A . S . A . P
6 Signature of Originator
                                                           7 Recommended Procurement Metr-.oo

                                                           I	I Competiiive  I	J O'^e' iha^ • jil and oo^f CC^D*?' r jr  i—• Soie c_,oufc-?
8 Deliver To IPro/ect Managerl
  Emile  I.  Boulos
                                 9 Address  U.S.  EPA,   401  M  St.,SW
                                          Washington,   DC    20460
                  '0 Mail Code

                   WH-548A
                                                                         Telepnone Numoer

                                                                         (202)   382-7?42
    12   | a Appropriation
  Financial I
    Data   I
                                        b Servicing Finance Office Vjmber
                  NOTE. Item 1 2(0} Oocumert ~,p- — Conva;-

                  I      Purchase Order =  'P '
              FMO Use
            Id II3 digits/
                                  Dl    Document
                                  Tl  Control Number
                                 (d|    (e116 digits/
Account Number
 (I) ffO digits.
                                                              Obiect
                                                              Class
                                                            ;gi f4 digits)
                                                                                                   Arrounr
                                                                                                  Oolliirs
                                                                                             $7,500 .  J<
13 Suggested Source IName. Address UP Code
                                                        >  Amount of money
                                                        committed is
                                                            ,	, Original
                                                            ^ Increase
                                                            _ Decrease
                                                                           15 For Small Purchases Only Contracting 0" ce is autho-
                                                                            rized to eiceed the amount shown in 8loc* 1 2(^i Dy ' Oco s
                                                                            S100 ^/nicnever is less
                                                     16. Approvals
a Branch/Office                              , Date

  James  S.   Vickery,  Chief,   AGB
                                                           d Property Management Officer 'Designee
                                                                                                       Date
b Division/Office                              Date
Stephen A.  Lingle,  Dir.,  HSED
c Funds listed in Block 12 and Block 1 5 /// any/ are     Date
  available and reserved /Signature of Certifying 0/ticiail
                                                           e Other /Specify/                               Date

                                                           Henry  L.   Longest,  II,  Dir.,  OEPR
                                                           f Other :Svrciry,                                Date

                                                           Jack  W.  McGraw,  DAA,   OS'.\:ER
17. Date of Order,
  19. Co/rtract Number (if any/
    '«&«(*•: ^ ^v»;-.. ,'• ^/ ^ .
                                                                                        20. Discount Terms
                                                     Point by On or before (Date)
                                                                           23. Person Taking Order/Quote and Phone No
                                                                                        '
                                                                    Order ^-,
                                                           D a^Purchase -•'."
                                                                                 Reference your quote (See fl/ocA 2J;
                                                                                 V -.  --;»-4      .. • '  r ; i  . 'V
                                                                                    •«•-<,•*.                ./•'  J
                                                           " Please furnish the above on the terms specified on bctn sides of this order and on
                                                           ' the attached sheets, if any. including delivery as indicated
                                                           0 b. .Delivery provisions on the reverse are deleted. The delivery order is
                                                               :8ubjeci to the terms and conditions of the contract (See Block J9j  . •
                                                                 -'-        •-•      •         •  '   '    •"
                                                                   i      .   -.-,-:.-.- •.•?,.3v'.
                                                                  Oral S:. UWtttle^.Dconfir'nninfl ••.''•.  A--fe-i^f'^S-*1
                                                                    •  -'.-'  -* -r-.v
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                                APPENDIX B

                            PROCUREMENT SCHEDULE
   Contents

1. Procurement Schedule
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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                                 "EXAMPLE"
                          PROCUREMENT SCHEDULE
                   HIGH-CONCENTRATION ORGANICS IFB
 1.   Draft PR package to PO (w/0 Preaward and SOW)          Aug. 13

 2.   Request to EMSL/LV for the prepartaion of pre-award     Aug 19
     PE samples

 3.   Planning PR                                           Aug. 26

 4.   Draft PR package to CMD (w/o Preaward and SOW)        Aug. 27

 5.   Draft SOW (VOA methods only to PO                     Sept. 18

 6.   Final PR package to CMD (w/o Preaward and SOW)        Sept. 22

 7.   Draft SOW (Extractables methods only)                    Oct. 1
     received form metaTrace

 8.   Draft SOW (Extractables only) sent for peer reivew          Oct. 8   Oct. 28

 9.   Final PO review of SOW                                 Nov. 30   Dec. 7

10.   Final SOW to PO                                       Dec. 18

11.   Final PR package (including Preward and SOW)             Dec. 21
     to CMD

12.   CMD review of PR documentation                        Dec. 23 -  Dec. 28

13.   Solicitation announced in CBD                           Dec. 28

14.   Solicitation in printing                                   Dec. 30 -  Jan.  13

15.   IFB issued                                             Feb. 1

16.   PE samples shipped                                     Feb. 10

17.   PE sample data due                                     March 10

18.   EPA review & score PE data                            Mar. 14 -  Mar. 25

19.   IFB bid opening                                        Mar. 1

20.   EPA reviews bids                                       Mar. 1  Mar.  3
                                       B-l

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21.   Perform site evaluations                                 Apr. 1 - Apr. 8



22.   Prepare/review site evaluation reports                     Apr. 13   Apr. 19



23.   Contracts awarded                                       Apr. 26   May 2
                                          B-2

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                                 APPENDIX C

                          COMMERCE BUSINESS DAILY


   Contents                                                    Page

1. Commerce Business Daily                                     C-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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         TUESDAY
         June 27,  1989
                                                                                                                                                                      issue  No. PSA-9871
                               A  daily list Of government procurement Invitation*, contract award*, and  sales  of  surplus  property.
                    U.S. GOVERNMENT
                     PROCUREMENTS
Tt* Commerce Busress Daly publishes, for Federal agencies, synopses of proposed con-
tract actens ttut eraed 125.000 n value.
                           Services
A Fjperimentat Developmental, Test  and Research Work
(research includes both bask and appfied research)

    National Institute of Environmental  Health  Sciences. Contracts
    and Procurement Management Branch. OM. AttK Mary  B.  Arm-
    stud. Contracting Otter. 79 T. W. AJezander Drive. 4401 Btdf.
    P08 1374, Research Triangle Park.  NC 27709.
  »- SKOAL MUTAGBucrnr sruoss WITH SAUWOQU s* NW B 89
17. Out 11 Aug 89 Contact Jam Patten*. Cortncl.Scaafel 919/5*11 7893 Mary
B Vmaod. Conlncbng Otta. Thn propel * be dm*) rt) Iw prase. In Rase L
It* Contractor shal demonstrate Us abcfty  to perform Ire Brace* rtqund by Ihe
statement ot ion In Phase I Ire contractor shal lest donah lor muusei»ty Tic
mjtajennty wang protnb nay refc*. but sftal rat be Invled to Ire Mownf they
•4 bt tataed to Ire nMual cremcah by the project otfcer n consultation nth the
ContractorTte eta* lea (Maron an) Ams. 19831 ft prercubatan lest (Mm and Ames.
 1981  Zeger. el al.. 1988) Reducbve metabolism (pnval and MitcheS 1982 Red. el al..
 1983)  A suspswr assay (Zeajer and SneMon. 1978i Testng ol gases and volatfe
(Bartsch. ft al   1979 McGregor. et il . 1989) Fjtraamg  an) tetng ol matins or
ampta substances, an) pretranary charactenzation ol the mutagenc tractions (Moh-
ttshamva. et aL. 1986: Schuette and levrtas. 1986) Preparaten and enzymatic anaty-
 a ol S-9 tor various species and organs The Sabnonela stare to be used shal be *
 leckd Iran Satanta strans G46. TA97. TA100. TA102. TAI04. TA1535. TA1537.
 7AI538, E. n* WP2 Straus, and other Saknonela or E. a* Straus But are deemed nee
 tssary b) the Freed otter or the Contractor. Tie number of strans and *e sequence
cal or chemnt class. Vanous eiogenous metabokc actnaton systems (59s) may be
used. These may ndute. but id not be tmted to. umduced S9 or Arodor ntuced S9
hmr&,imxrtbim^bmx>asBttStnviritn\'Ailtectan)ait>itt
Contractor, and shal be characterized as to enzymatic and metabok apatites. Phase I
 tt fjKnOa shal Jaiualiali to attty to utte Ihe feqund lest system n an eft-
 oot effactn. and rtproductte manner, and to evakiatt the data dennd ttmrnm.
 Dun^ ** W «» «»*» «< •» W >» «• •» t"**1 *« Contrador shal test up
 to IM cokd samples, ihch haw premrsty been tesftd by the HTP. usrj Satnoneta
 strare ml test crotaoh to be speofed by fte ProiKt Ortar. Di Proett Otfar « »sc dme » *our jear
                                                                   contract is antapatel The government estnules that the profd ml regun appro 02
                                                                   professional person fears and 08 tecrnal person ran per contract rtar M responsv
                                                                   Ue sources may submt i proposal >hch shal be considers) by the Agency (174)
                                                                        NASA/GSFC. Code 2M. GreenbeH, MD 20771
                                                                      A - Efl 2 AIRCRAFT DOPPUfi RADAR ANTENNA SYSTEM  SOI RfW
                                                                   33151/21 1POC lanes F C«cn.CcrtractS«caW. OCli 286-6993 Vak« A. Bun.
                                                                   Contract^ Otfar. (301) 28&3318. NASA/Goddard Space Fbjht  Center rf rssue Re-
                                                                   quest for Proposal (RfFfr 33151 721 1 on a competitive bass tor acqusrbon ol tin com-
                                                                   plete antenna systems to be used n an elemental coherent  pulse Doppfer radar
                                                                   ed « a nose^adome ol ft arcran The radar  oosspolanzation s essenbal tor the measurement, focal region match
                                                                   ng t»*nques •* be reqund tor the antenna feed horn. A demonstrated rar u.art tac*
                                                                   b*«yusriglcealrt(^iiulcr» be Ksued n tale My.

                                                                       Bureau o* Reclamation. Acquisition Operations Br, Code 07814,
                                                                       Den  Fed Ctr. FOB 25007. Denver CO 80225
                                                                     A-a PASO SOUR POND TEST PROJECT  Due 7/5/89 R Jackson. Contr
                                                                   SDK. 303/2364431. ft* Cock. Contr Ottar  303/23&8W5 Reroal ol no tor [J
                                                                   Paso Solar Pond Test Propl Ths ts an on pri{ coopntuve eftort betatm the Bureau
                                                                   ol Redamatm and pmatt rtuflry to erakak the toft and canonic tasttty of us«t{
                                                                   sorar salt pactert ponds to rwnsh process heat to generate dec OOMT. and to produce
                                                                   fres*ntei.  S«cs pronded nduk lie fac*ty. labor and math lor the second phase of ft
                                                                                          '
                                                                                                                                        05121 a only hrai capaUe ol prmomg the ix "hs is not a 'omal sa taeva. *>ms
                                                                                                                                        responini to Kio nora shouM tumsh deljW data concemns ther capabatcs and. n
                                                                                                                                        desired,  rtq a copy ol sol. nen H DKCrne< 3»ail IrwniEd Parses m,si rHconO
                                                                                                                                        to INs armcuixement «thm IS Hays 31 puoKaw "V -eta may be yti orhoal n>
                                                                                                                                        ta of the s^bfccl sol  Small purchase procecucs apcty -'4
                                                                                                                                            FDA, Headquarters Corrtn Branch, Div of Contn t Grants Man-
                                                                                                                                            agement,  HFA-512. 5600 Fishers Lan«. Part Building. Rm 3-30,
                                                                                                                                            RockvJk,  MO 20857
                                                                                                                                          A - CUNICAl CHARACTERIZATION OF A NEY»  STANDARD TUBERCULIN.
                                                                                                                                        PURIFIED PROTEIN DERIVATIVES Sol 223 -'I ;200  Due 09 ks, 39  >itatt
                                                                                                                                        Oons CasebrA XI 443U20.  >tr OH«r  Jeborjh  ihevcck. 301 4434420 The
                                                                                                                                        Food and Drug Admit. Center 'or Bctofra li^ifr and Research has oreoared a ne>
                                                                                                                                        tubercutn material IPPD-S2) and praccstt :o JM * as a replacement for the current ref
                                                                                                                                        erence starelard mattnal(s). The standard n f.~v\ai to assure proper performance of
                                                                                                                                        commercial tubercukn  Ocal Stan test  :'L-:« •< need to ce conducted n human
                                                                                                                                        beep. A 3-pont assay to determine rhe dose :f oroposed -w Standan) Tuberculr PPO-
                                                                                                                                        S2 «t»di 8 beequMfcnt to the curreni Standard Tuberculr. PPO-S  5 tubercutn units
                                                                                                                                        (TU). 8«eq«v3lence id be confirmed by corroamon sun lest rearms lo PPD-S and
                                                                                                                                            Detenu  Nudear  Afency.  6801  Terepaph Rd.  Aleiandna  VA
                                                                                                                                            22310- 339*
                                                                                                                                          A -ENGINEERING SERVICES TO SUPPORT UNDERGROUND NUCLEAR
                                                                                                                                        TESTING PCC toward Archer. Negotiator 202 325 -; 198 Thomas Vk^Se Conn Onv
                                                                                                                                        cer. 202.325-1200 OKA piars :c Mam ) at scwce noculotion POX11 to and
                                                                                                                                        DKA0018SC0002«ithtOC«r«edMiss*sjnoS<>ac( ji Fropcsed mooWuaon ft pn>
                                                                                                                                        nje 16 100 hrs aodti effort for er^neenr; seances ino lirretramt-mln hariMt on
                                                                                                                                        UGT events oisW elm. mnerai ouim  ire aslant anith  ^nencuted pencd ol cer
                                                                                                                                        formance « irom 10 Aug 89 "»u 30  Seo * WA believes that LOcUxed is the orty
                                                                                                                                        source able to I* !f«s fsghly specuiufS itgunmen: *"r other tim desmg consdera
                                                                                                                                        ton must Uy Oentity its capaodity to perform « Orfict Washxgton. DC 204029371. 'el 202(733  3238
                                                                                                                                         Purchase oroer must be accompaneo by payment Wax check payable to Sucennendent
                                                                                                                                         ol Documents i 'or -xm
                                                                                                                                         ery ol 'rst issue
                                                                                                                                          Service problems. Can  Sucermtenoeni  jf Dcanefls  ivemment Pnr.wj
                                                                                                                                          WasNnjton. DC Tel 202 275 3054
                                                                                                                                         Eifinboa. SuoicHotions eipire one year from the date ot the first issue. Cm
                                                                                                                                         eipintion notice is maled about 90 days beton ufiration date.
                                                                                                            in*><>aini-
                                                                    lions behef that the Umenly of Teas at El Paso, Orfa o) Research. El Paso IX 79968-
                                                                                                                                         Adams Chanfes. Send to Superintendent of Documents Government Prmtng Ofhot
                                                                                                                                         Washngton. DC 20402 9373. »nh entn mainj label from !>st issue reopved
                                                                                            C-l

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                                                                                      COMMERCE  BUSINESS DAILY
                                                                                   Issue No. PSA-9871; Tuesday, June 27.  1989
     FAA.  Contrt Div, 800  Independence  AM. SW, Rm 408  ALG-
     320*. Attn: 0 Farm. WnMnfton DC 20591
  A-WWOSMEAJI TRAINING APPLICATION Sol  D'FAOIJgflasm. u ^
OS POCDefym Funs. 202.2673637 Develop test prtf* sctranr* brefivj outtnts.
"KG ton* plans, models. Mm stall and process ftght on V »nhhear appnaton
Jevetop draft o) ground seta*. simulator advisory orculai 4jeo J5MM slides  16MM
•*n package Project prevnusly published Jul (8 Previous nnuatj rf be taxnd. On
x( resubmrt Interested orgaixatons sliouW nkafc n (her nqunes iMfw ihey«
•nlBestedrlt»WHK'tofcrtti«pwpo»dsUirn1tin|iarMlitii«ort»  Forsubtorv
™^pun»ses. cifanformatonalpuTjoses Requests tor :ap«s of t» RfP oackagt
shaild I* *«rrong and shajM ate BieRrT Number |I74|
    Commands.  Naval Air Syj Command. Code AIR-21522R.  Wash-
    ington. DC 20361-2150
  A-INTERFACE  INTEGRATION FOR AN/ALQ-16S(V)  W/ASPJ EQUIP
RACKS PRODUCTION Synopsis 501O89 R Klulh. 202 7*62799 Thf Nay* far 5rs
Cjmmana (NAVAJR) ntends to procure thru sole source negotiates, amnictor engineer
.ng tech svcs to ntegrate the AN/ALQ-165(V) «* ASPJ equp neks production. The cf
fort io nduoe complete interface dehnrbon and development if an Associate Contractor
Agreement *i be placed on BOA N0001987G0317 «th tt« s* developers  of AN< AlQ-
165 Consohdattd  Electron* Countermeasi/es. a  prt venture behveei Westr^house
Electronic Corp and ITT Awnes The POC at NAVAJR is AJR 21522R. R Wuth. 202 746-
2799(174)
    Hq Span Syt Div.  Ann:  PMTC.  Boi 92960. Los  Anfdci CA
    90009-2960
  A-COMMAND AND CONTROL  SUSTAINING ENGINEERING (CCSE) CON-
TRACT Contact Contr Negotiator. Mrya J8 Strosr.de;. 213/643-3703: Conn Officer Jo
seph Smonds. 213/643-3703 USAf Space Sys Dr. ntends to modify the command and
control sustanr«er$neenng contr F04690-8WOTJ04 on a sa scute basis "tti KM by
ertendng the basic period of perlormance one yr and Jddng ttiree sn-month opbons
TNs is not a request  tor cornpetrbve proposals. HoMver. tt proposals submitted «ithn
15 days ol thrs synopsrs iri be considered by the govt See Note 22. (173)
    Commander, Naval Air Syi Command, Codt AIR-21S23W. Wash-
    ington DC 20361-2150
  A - ECP TO AN/ARN-1M Synopsis 50176-89. Contact R Walter. 202;74f>2612.
Engnemg change to Die AN/ARN 138 n order to he compatifc nth the TON 500 TA-
un*. A sde source anrd is mended for Plessey Electronics Sys Corp. Waine. NJ 07474
under eratng contr N00019S5C0532 Ptesey « *« °»W» dwfoper «l sole mfr
* the A*. ARfl 138. See Note 22. (174)
    Directorate of RU> Contnctinf. WPAFB OH 45433-6503
  A - MANUFACTURING TECHNOLOGY SPECIAL STUDIES SO. F336IS89R
5708 OUt 071069 TO &redor* ol r!U Contractor^. Attn ASD.PURRC.ChnsWfcon.
fmght Patterson AFB OH 45133, Tdephone  Commercial (513) 255-7143 cr Aiitow
Witt Ths is a  rrodrficabon of the synopsis transmitted  on 06.12/89 RFP No
F3361549R5708   Manuractunng Technology Special Sludes. This modmcaten is
barfing the RfP release Me rram 89 June 26 to on or about 89 Jury 10


    DHHS/PHS/FDA/DCGM. Div of Contr and Grants Mjmt,  HFA-
    531.  5600 Fhhn Ln, Park Bldf. rm 3-30,  RodrvOt. MD 20857
  »-CORRECTION: DOCUMENT DEL SVC  Sol 223492203. Cor* Spec, ftta
Boxn. 301/4430424 Co* Ottor. M  Oeborah StnthClstk. The proposed contf is
;00%SAS8coram.(174)
 A ExptrirmrrUI,  IXvtlopirniitil. Test and Reteardt Work
 (rtMifdi Indudn both bank and applied rtiMidi) •
 PottrnU SourcM Soufht

     Diractanta for Control Syjt»m Contracb (SSO/PMTD), PO Boi
     92960. Lot Anptat AFB CA 9000*2960
   A-ENGJNEBWS SERVXQ  AND MODFKATION CONTRAa M SUP-
  POKT Of  THf AK  FOMX »TEUJTE CONTROL NET«ORK (AFSCN) Sol
  :^70189R0133. karn BnddocL contract nepotot 213.-643.J717 or Ama Saw
  m. camnctng oHn 2J3/6*J371i FoBown ol the engrannj services and mxtfr
  ^mntrtotlvapndiltnifslOlDKSO 30 Not 93) i/tao cr»yr opdxs (01
  > S3  30 No» 95)  The AFSCN cunntysuppore MI My crxrtn 000 sateMts by
  '•ans ol the ConsotdaUd Spn Tei Cjnte CSTCl  t* Ctnst*ca« Son Opntm
  »(CSOO. 11 na^Mw^rtamTiai^UHF (Mann radv antennas it
  -ne 'mole JacBn niton teatera tnu^on tt  mil a reran <*de chectot la-
  jt, RVCfl jnd a ormncatons mto on«W «sl oHntonand mam of
  •^nv*x*n u«*to. The iron tt bi u2n» Oaa nrmu tt m US. eomnnl Pn*n| Ona.
        «nhrttn K 20*02. Scond Qass pooap DM) at tjsnr«tn OC an)
        acaoonafrwnggtfmPOSniASTtR Sand ao*Bi innps B S*»-
        •-•nlen of Oaortrtv US tanmrant ftMnj Ob tuhn|fen. K
           gsvsiems  .1; •ye.-orn conpentrve Komsmon re corrTue -urrent 'eciw
  ,J^1?. *f5C*>"x''"« ^ »<«c« «e 1966  S, Fora A-rr-tace Corp
                                     e eiand.^ *f 5CN Dunrg lie last several
 etfoft «y compta TheOTtractor must be able Io manm jj;
 nj changes to (he AfSCN  The eftons to be  cnwded by the cor,,
 range c system engine-nngand cntegraton services geared t sustanr^e lehncii e^tc
 twness and rtegnh; of the AFSCN as Ml as delirwg and omtronrg n «neriaces to
 other space ground systems  The contractor -mist be capable o! pertcnm^ raeased i».
 e!s ol »njrwnng services jnd oala systems  'wftra/e inOsotlwre eofmwmi ana a*.
 jration effort, 'he cortractor rtl also be responsible 'or propcsmg ct«.-jes  yinq
 •ss>s ino implementing ies capaMities These changes ril range trom snepecutur s«i
 gle functor !as« to large comrehensne netwrt «)e capaWrhes  Werested contractors
 nust suorw jn uncdassrhed Statement ol  CaoaWity (SCO on !ne ojnterDisted acous
 W «thjn 30 calendar aft of puotanon of itus anrooncement  The SOC must demon
 strate the resioent caaWity and relevant apenenct!) as a successful prime contractor
 or manager ol a large compta and fjypamc systems or ranges 2) as a system engmeer
 « 'dect* kno^ei^e of satellite control ground station €0u«ment jnd xersnons «*
 land ano ^anwtend COTHL^ICJIIIXIS. oata hanolmg storage and transfer  and seo/e
 data distribution jnc .^stfay: 3) a study ana jevttop cacaWmes recured to support fu-
 ture oowstons  1. '3 «wk • i mirljry ocfi'nnal env«orment  !n jdottr  the SOC
 must oeroistrale "he caatufit/ 'o prwoe!, pe»sonr«l oossessng  jppropnate dearawts
 and eipenence to support 000 space ctfrjms of the Nghest natenaf pnonty and a top
 secret lac*ty dearanct. 2) both technical and managerial ejtwtise n the areas of sys-
 tems anaN». systems  engmenng  siitems-prrxp  sr* mtegraten and aorratm co-
 nhguratai and oata management sctrware aeveoonw! and ma«itenana syaems ef-
 fectiveness (i e retaWity mantamatnlit  safety  jnoTiuman enjineenng). trarmg. mt
 grated putncatnns management  preliminary aes^n  »'life cyde cost ano desgnto cost
 OTtere data  systems test support. «itegraled  logistics support and *ier suporl as n>
 Cured  TheSOC should rtlude Ihe contract nos.  if any. under «** snfar nri has
 baen accompfshed as wfl as the name, address and M nos. of the assayed contrad-
 ng officer  The synopsis s for «ifo ana planning purrxises orty itdoes not constitute a
 RfP Info •won  is based on the best nfor i*ti at the ttne of puphcam is suhect B
 rensnn. and s not bnlmg to the government The  government «t not recogno any
 costs associated  • the submission of the SOC It is antcpaled that a draft RfP •« be
 reJasid n the No. Dec 89 uneframe. A subsequent annouramen n the C80 «l be
 prmtedpnor to the issuance of any RFP. At mat tune, at responsible sources may submit
 a proposal tfuch  shall be consdered by Ihe agency Sjbmrl fa response  to attnfiC
 (W)
     National Institute  of  Hearth. Rcuarcr) Contracts Branch. 9000
     Rocfcvife PAi. BMf 31, Room 1B44, B«thesi
«w« io** tana. Tin proposa) requranent tt IK** i &&** of n*..r-i
« Oexttmrt t« advanced Mkvoai srsw* la spn ml ur» brad wu
•m Speaai vnptaxi •• »i *od «n 4pU rthads lor proosaii «ra tmu- • -r(
 -ai  t* .ir«ie »eCTve of a" «r> j
 :ijri' -rtvisoi i.-,tem 'or "ASA
 Oen -OKX sno moten  tiee ol JDca'enl fcwv". » irnars  •  i "»• 'O»W-&or  •ho contract « encourseeo 'c n'orr SASto - itj'emert must xsoit* in  a«areness  o* researe.    m»
 wnxtva 'or Wutm emis quamaM teiwson agrai 3) ^ocnwi ot Ngf Jd
 irtss show above. Note 25 (174)
     NAVFACCO, Building 90.  Code 271. Naval Canttniction Battalion
     tenter. Port Huenemt. CA 93043-5000
   A-OATA MONITORING/INFORMATION  SYSTEM Ret  8990:; 3* 26 Jul
 89 Contact  Dorrmga Ban. SOS 98$#65  'Tie Government rs uarq ntormatioi
 •hich may or may not lead to procurement ol a data monitoring nventory coma Marm
 aoon -thvort  system tor use r the JSMC Amchteus Tactical fuel System TV s«s-em
 shal be Doable of conecbng and sendnj rfomution  data up to hventy statute <*tK n
 3' 'erram The system shaU be operate r at dmahc conditions from  25 to 125 Fahrerv
 •w. The system shall operate n an automate mode and also alo» for free leit message
 input by  operators. The system  shat rtertace «rtt- the IN 'UYX43 Vi computer ana
 utitee enstng Marre Corps Communcauon Isuyrtf'. as much as oosstfc. "^spenve
 rtoested sources capable ol manufacturing such svstem are requested to submn a 'etter
 of merest and capabMy. along mth brochures and other descriptive literature nte above. (174)
H Expert and  Consultant Services

     USAJD/Mania. PMuppimt, Ramon Ma(sa]ruy Centw. 1680 Roi-
     as Blvd. Maiate. Mania. Philippines 1004, Attn: Wffiam Rtynokh
  H - EXPERT ANO CONSULTANT SERVICES H AVIATION, C80 Nonce Phis.
89 13. POC VWam Reynokh. Tel No 5217116. fjt 2430/2491  Notce tor prequakhca
nor of cmsuKants  The required techncal semces *f (Mfve a comprehensive revc* of
the PUipones Anatcn Sector, partcuiarty in the totamg areas pohcy formjabon. or
garazatntal structure. aviaMn lairs, and ensmg procedural requnments. The consult
ant •* ^neraly advise Ihe Secretary of Transportation and Communeatnns on aviation
marten at the eiecutne level tor the Govt of the Phtcpnes A ancussir of the consun
ant s tasks tofaK  ti the area of poicr formufatnn. the consiytant «l revn and pro
vne letommendanons on the mandate tor the aviation sector  Iris •* cover pokes n>
prong, among others, the possife pmaoarxr ot selected anorts and Ihe posstte der
egulatnn ol the adne ndustry The revm of the sector s orgaruatxnal strur^ure «* be
geared tonrds !he  improvement ot the managerial and easts* control and oardna
or* of the aviabon  sector  The sector s regulalory agencyes currently rturje the Cntf
Aeronautc 8oaro (CAB). A> Transrxnatnn Office (ATOL and the Nroy Aqun ntema-
hona! Airport (NAIA). ATO s the  DOTC  Agency inch ensures ai safety ana hanoles a
port marttenarxe. In the area of Anaoon  Law. the consultant •* itmnrnend revisions
for updatnj Repubbc Act 776 and revm the Drat! Anabon Code. In addfton. he «l rt-
vm and recommend remans IP ucdan cab econonv regulabons arc the CM! Anatm
AomnstratM orden. The lourth nuyor area nvofves the revn and lecommendabons ol
revisers r the procedures tor (A) acqunng operating permits and cerbttates for pubk
converuence. (B) fare, rate detemnaton. and (C) Wrong P*Xs and issuance of ctrtrrf
caies tor pubk convenence  The consulting servos •* be tor amnmumol  12 months
ana shall ncude an opbon to eitend Ihe servos for another 12  months for a mai con
tract cenod of 12 months. Interested ndmduafs should submit a copy ot Curriculum Vi-
tae. Statement of preveus «n eipenence. salary retry and proposed cornpensatnn
•edncal •rrtng samples and protesscnal references The consultant shouU be a ma-
ture, eipenenced sennr ettcutrve «ho has dean «0h m AviaMn Industry for nany yrs at
the eiecutive level prelerably «ith a US Gpvt Avabon Agencr. has a dear understand^
»vj the fSOtuhonal requnments of an tt Transport Agencr. and has had eipenence
•m deregutabon/pmauabcr of Govt-o«ied enirhes Background eipertnce n «gai or
econorrK analysis mild be hefpfuL Data  should be submitted n one :ts^al  ano  V
_3l*sov noon local tme of 21.  Jul89 An nto copy of Ihe proposal --vcoe sent a
ui»C M^a.PMcpnes.Ann  Michael C Demetn 074)
                                                                                                                                                  "?°S« "I Housfcit and Urban Development 15 S 20th SI. Oan-
                                                                                                                                               H - HMutcn!?M>tv Oaposition Branch. Btrrnin(ram Ai 35233
                                                                                                                                                      "-—WT AMD cuSTOOtAl SERVICES Sol 17 89062 Out S 3 89 =r
                                                                                                C-2

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                                APPENDIX D

                   DETERMINATION OF PRICE REASONABLENESS



   Contents                                                    Page


1. Determination of Price Reasonableness                       D-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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               DETERMINATION OF THE PRICE REASONABLENESS
This determination is based on the judgment of the Contracting Officer, with essential input
from the NPO.  This determination must be based on the lowest responsive and responsible
bid.  There are no stringent rules that can be applied in determining reasonableness, nor can
mathematical  formula  be devised for this purpose.   Reasonableness is based on  prior
experience, competition and the Government estimate.
                                       D-l

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                                APPENDIX E

                    ORGANIZATIONAL CONFLICTS OF INTEREST


   Contents                                                    Page

1. Organizational Conflicts of Interest                        E-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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    Reference:
    Contract Administration Handbook,
                1987
                                  CHAPTER 6


                     ORGANIZATIONAL CONFLICTS OF INTEREST


    Organizational conflicts of interest are situations that occur from time
to time with respect to EPA contracts.  It is always preferable to prevent
such conflicts from arising during contract performance by identifying the
possibilities during the pre-award phase and taking steps at that time to
avoid them.  However, sometimes, conflicts of interest cannot be foreseen
nor completely avoided prior to award and Project Officers need to be aware
of what they are and what to do about them if such situations do arise
during the performance of a contract.


6.1 Definition
         The FAR defines an organizational conflict of interest as a
    situation that exists "when the nature of the work to be performed
    under a proposed Government contract may, without some restriction on
    future activities,  (a) result in an unfair competitive advantage to
    the contractor or  (b) impair the contractor's objectivity in performing
    the contract work."  It is the latter situation which is of the most
    concern during contract performance.
         Any of a contractor's outside interests, be they organizational,
    financial, contractual, or of some other type, could affect its
    objectivity in performing work for EPA.  This is more likely to occur
    in contracts involving consultant or management support services, but
    the possibility exists in all contracts.  Regulations require that
    the Contracting Officer take immediate steps to avoid, neutralize, or

                                       E-l

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   mitigate any actual,  potential,  or apparent conflict of interest once
   notified of its existence.   Project Officers are required to notify
   their Contracting Officer immediately if they see or suspect a
   situation where a contractor's outside interests are affecting its
   independent judgement in performing work on an EPA contract, or if the
   appearance of such a conflict exists, even if the work performed by a
   contractor is not in fact,  biased or lacking in impartial judgement.

6.2 What to Look for
         All EPA contracts over $10,000 contain a clause requiring the
    contractor to disclose in writing to the Contracting Officer any
    actual or potential conflict of interest discovered after award of a
    contract.  Ideally, this would take care of all such situations and
    the Project Officer need not be further concerned.  However, many
    times, what may not be a conflict in the mind of the contractor could
    be a very significant problem in the opinion of the Agency, but if
    the contractor does not notify us, the Contracting Officer is not
    aware of its existence.  If the contractor is aware of such a
    situation and fails to notify the Contracting Officer, the contract
    may be terminated for default (see Chapter 18).  For these reasons,
    Project Officers must be "on the lookout" at all times during contract
    performance for situations which might be classified as organizational
    conflicts of interest, and must notify the Contracting Officer if a
    potential one is discovered.  If any doubt exists, the Contracting
                                       E-2

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Officer should be notified anyway, and he or she will obtain the
opinion of legal counsel before making a determination as to whether
or not an organizational conflict of interest exists.

       Project Officers should subject all such situations to the
following tests:
       (1)  Is the contractor being asked to perform work which will
            affect an industry of which it is a part, or from which it
            derives a substantial portion of its income?

       (2)  Is the contractor performing an analysis for EPA that
            it is also performing for a firm which will be affected by
            the results of that analysis?

       (3)  Is the contractor performing consulting services for an
            industry regulated by EPA at the same time as it under
            contract to EPA for any work on the same subject?

       (4)  Do the work results provided by a contractor appear to be
            lacking in complete objectivity from any aspect?

       (5)  On any Superfund contracts, can the contractor potentially
            be found liable as a responsible party on any site for
            which it is being asked to perform work for EPA?

       (6)  Is there any possibility that even the appearance of one of
            these situations might undermine the credibility of the
            work results in the eyes of the general public?
                                  E-3

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           If the answers to any of these questions is in the affirmative,
    an actual or potential conflict of interest probably does exist, and
    the Contracting Officer must be notified immediately.

6.3 Procedures in the Event of the Existence of an Organizational Conflict
    of Interest
         As stated above, if a determination is made that an actual,
    potential, or apparent conflict of interest does exist, the Contracting
    Officer must take immediate steps to avoid, neutralize, or mitigate the
    situation. This may take the form of a bilateral contract modification,
    under which the contractor agrees to refrain from performing any
    specific outside work for a certain period of time, or is barred from
    specific future EPA work for a specified period.  Or, the Contracting
    Officer may direct the Project OFficer not to assign a specific Work
    Assignment of Delivery Order to the contractor.  If the conflict is
    significant and the Contracting Officer is unable to resolve or avoid
    it, the contract may have to be terminated for the convenience of the
    Government, either in whole or in part, depending on the nature of
    the conflict.  Since all of these possibilities are less than
    desirable, it is far preferable to identify potential conflicts
    before award of the  contract, and take steps at that time to prevent
    all conflict of interest from occurring during performance of the
    work.
                                       E-4

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                                APPENDIX F

                 ACQUISITION REGULATION AND CONTRACT TYPES


   Contents                                                    Page

1. Acquisition Regulation and Contract Types                   F-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management,

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                   ACQUISITION REGULATION & CONTRACT TYPES

                                                    Reference :
                                                    Project Officers Handbook
                                                    April 1984

A.    Background

      1.    Contract Definition:

           The Federal Acquisition Regulations define a contract as  "a mutually binding legal
           relationship  obligating  the  seller  to furnish  supplies  or  services  (including
           construction) and  the buyer  to pay for them."  This basic definition  is applicable
           to all types of contracts.  For a contract to be legally enforceable, it must contain
           the following essential elements.   It  must  be: (1) An  agreement  (2) between
           competent  parties  (3) for  a valid consideration (4) to accomplish a lawful purpose
           (5) with terms clearly set  forth (6) in the form required by law.  If a contract does
           not meet these six. tests, the relationship is  not a legal one.

     2.    Contracting Officers:

           Contracting Officers are  agents   for the  United  States Government and  the
           Environmental   Protection   Agency,   while  Project   Officers  are   technical
           representatives  of the Contracting Officers - not  agents  -  who assist them in
           administering contracts.

           Contracting Officers have  to  enter into,  administer, or  terminate  contracts,  and
           may bind  the Government only to the extent of the authority delegated to them.
           Contracting Officers are the only persons  with the authority to enter into and sign
           contracts on behalf of the Government.  As agents  of the Government, their  acts
           bind  the Government to third  parties  (contractors) and also give the  Government
           rights against  the third parties.  Contractors also use  agents  to  carry  out  the
 An agent is a person authorized to act for another.
                                             F-l

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contract  and  deal  with  the  Government  regarding  its  administration   and
modification.

The other party  with  which  a  Government, contract is .made  may  be any  legal
entity  with the capacity to contract.  The various types are:

o    An individual
o    A partnership
o    A nonprofit organization
o    A private corporation
o    A State  or local Government
o    A joint venture (two or  more legal entities jointly and severally responsible
     for fulfilling the contract  obligations)
Any one of  these entities  could be an EPA contractor.   The  majority  of EPA
contracts are held with private corporations.

Duties of the Parties

One party to any  EPA contract will be the United  States of America, the  other
will be the contractor.  The parties to a contract bind themselves to the provisions
of that contract.  Besides the  specific written provisions, however, each party has
one  fundamental underlying duty common to all contracts.

      The Government has  the  basic duty  not  to unreasonably interfere with or
      delay the  contractor in his performance of the contract.  The Project Officer
      is responsible for ensuring that his or her actions do not violate this basic
      duty.  Any violation thereof constitutes a "breach of contract"  for which the
      contractor is legally  entitled to recover the amount of any damage caused
      him by the breach.   Generally, this  is -done through contract modification
      adjusting the cost or  price.

The following  actions are  examples of those which might  unreasonably  interfere
with or delay contract performance:
                                     F-2

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      a.    Failure to provide,  within the time required or in a condition  suitable for
           use, any Government property which the Government agreed to furnish;

      b.    Failure to provide access to Government  premises on which work must  be
           performed;

      c.    Issuing faulty specifications or Statements of Work that result in delaying the
           contractor; and

      d.    Unreasonably delaying Government approvals or consents that the contractor
           must obtain  in  order  to commence  or  continue  performance  under  the
           contract.

      Project Officers, Work Assignment Managers, and Delivery Order Officers must
      be certain that they are not delaying contract performance  by such  action  or
      inaction.

      The basic duty of the  contractor  is to  proceed diligently with performance of the
      contract.   This  basic duty comes to an  end only  when the contract is completed or
      terminated.  (If termination is only partial, the contractor  must diligently proceed
      with the  portion not terminated.)  Disagreements or disputes  do not relieve the
      contractor of the duty to proceed during the appeal process.

      The contractor's basic  duty to proceed may only be excused by sufficiently gross
      and material breach of  contract  by  the Government,  or by impossibility  of
      performance.  Their duty  to proceed  may also  be stopped or suspended by the
      Contracting   Officer's   issuance  of  a  Stop Work   Order  or,  under  a  cost
      reimbursement  contract, by the Limitation of Cost or Limitation of Funds clauses
      when contract funds are depleted.

3.     Role of the Contracting Officer

      The contracting officer is the only person who has the authority to:

      a.    sign a contract
                                         F-3

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           b.    obligate funds

           c.    issue work assignments

           d.    modify any contract terms or conditions

           e.    terminate a contract

           In  the  contract administration  phase,  the  role  of  the Contracting  Officer  is to
           monitor the  contractor's  progress (with the  assistance  of the  Project  Officer),
           ensure  that the contract's terms and conditions are being adhered to, and make any
           necessary contract modifications.  He or she must also  resolve  all disputes  that
           arise,   request  any  necessary audits,  negotiate  equitable adjustments,  and,  if
           necessary, terminate  the  contract.   Project Officers  should  use the Contracting
           Officer's knowledge and  expertise whenever questions arise, and involve  him or
           her to the fullest extent necessary.

           Contract Specialist

           This individual works for a Contracting Officer, processes all contract documents,
           and generally  performs the same functions without signatory authority.  Contract
           Specialists often  work  more  closely on  day to day,  routine  issues with  Project
           Officers than does the Contracting Officer, who has the ultimate  responsibility for
           the contracting process and performance on many contracts.
2 except Delivery Order Officers who have been issued a Contracting Officer's Warrant.
3 unless such authority has been delegated to the Project Officer (or designee)
                                                F-4

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4.     Contract Interpretation

      The  written terms of a  contract  govern,  no matter what  each party personally
      understands the  agreement to be.  The Contracting Officer is  the  only person,
      outside the courts or the  Boards of Contract  Appeals, who can or should  interpret
      a contract on behalf of the Government.   Project Officers should always defer to
      the Contracting Officer when called upon to  interpret the meaning of any contract
      provision.

5.     Accuisition Regulations

      Contracting personnel have  a wide variety of regulations and policies to follow.
      EPA contracting personnel and others who deal with contracts are governed  by all
      of the following:

      a.   The Federal Acquisition Regulation (FAR) is a single common regulation for
           use  by all executive agencies in their acquisition  of  supplies and services
           with appropriated funds.

           The FAR System was developed in accordance with the requirements  of the
           Office  of  Federal  Procurement  Policy Act  of 1974, as amended by  Public
           Law 96-83.   The  FAR was issued  within  applicable  laws under  the joint
           authorities  of  the  Administrator  of  General  Services,   the  Secretary  of
           Defense, and  the  Administrator for  the  National Aeronautics and  Space
           Administration,  under  the broad policy guidance of the Administrator for
           Federal  Procurement Policy.  The FAR is codified as  Chapter 1 of Title 48
           of the Code of Federal Regulations  with an effective date  of April  1, 1984.
                                          F-5

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           b.    The Environmental  Protection  Agency  Acquisition  Regulation  (EPAAR)
                implements the FAR where further implementation is  needed for  EPA and
                supplements  the FAR when coverage  is  needed. for subject  matter not
                covered in the FAR. The EPAAR is codified as Chapter 15 within Title 48
                of  the Federal  Acquisition Regulations System.   In addition,  EPA has
                established acquisition policies and procedures that are  disseminated through
                the EPA Contracts  Management  Manual and the Acquisition Handbook.  The
                EPAAR  generally  is   reserved   for   those   items   implementing   and
                supplementing the  FAR and for items of significant general interest which
                are  pertinent  to Government  contractual  relationships.   The  Acquisition
                Handbook is used for subjects of primary interest to acquisition personnel  in
                addition to those items already contained  in the  FAR and  EPAAR.   The
                Contracts  Management  is  reserved  for  subjects  of   particular interest  to
                Project Officers and other program  personnel  involved in  the acquisition
                process as  well as  acquisition  personnel.   It  generally  does not  address
                contractual relationships.

B.    Contract Types

      Although the  determination of contract type is the responsibility of  the  Contracting
      Officer, it  is  important  that  the  drafter of the  requirement   understand  the  basic
      differences between the  two contracts families (fixed-price and cost-reimbursement) and
      their relationships to  the  Statement of Work.  The primary difference between these two
      families of  contracts  is  that in the fixed-price arrangement the contractor is assuming
      the  cost risk  of  performance,  whereas  in  the  cost-reimbursement  contract  the
      Government assumes  the  risk.  Another important observation is that  the fixed-price
      contract is utilized only  when a definitive design or  performance specification exists.
      However, cost-reimbursement  contracts are to be utilized when definitive requirements
      do not exist, as in R&D,  and  the cost uncertainties of performance are  high.  Thus, if
      the drafter of  the SOW desires  to ensure performance within  available  dollars  through
      the use of  a fixed-price contract, a definitive Statement of  Work would have  to  be
      developed.   Remaining paragraphs  describe  contract  types frequently  utilized within
      EPA.
                                              F-6

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C.   Firm Fixed-Price Contract (CLP type Contract)

     1.    The firm  fixed-price contract provides for a  price  which is not subject  to  any
           adjustment by reason of  the cost  experience of the contractor in  the performance
           of  the  contract.  This type of contract,  when appropriately utilized, places the
           maximum   risk  upon  the  contractor.    Because  the  contractor assumes  full
           responsibility, in  the form of profits or losses, for  all the  costs under or over the
           firm  fixed price, it  has a maximum profit incentive  for effective cost  control in
           contract performance.  Use of  the  firm  fixed-price  contract imposes a minimum
           administrative burden on the contracting parties.

     2.    The firm fixed-price contract is suitable  for use in procurements  when reasonably
           definite design or performance specifications are available and whenever fair and
           reasonable prices can be established at the outset.
                                               F-7

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                                APPENDIX G

            SMALL BUSINESS  SET-ASIDES AND 8(a) PROGRAM MEMORANDA



   Contents                                                    Page

1. Small Business Set-Asides and 8(a) Program Memoranda        G-l
       Standard operating procedures, forms, letters, memoranda, reports,
 herein are examples only and are  subject to change at any time, as directed
 by CLP management.

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               UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                         WASHINGTON, D.C. 20460
                                                        OFFICE OF
                                               SOLID WASTE AND EMERGENCY RESPONSE
MEMORANDUM

SUBJECT:  Initiation  of  Negotiation Activities for


FROM:     Joan F. Fisk,  National  Organics Program Manager
          Analytical  Operations Branch
          Hazardous Response  Support Division

TO:       Marian Bernd,  Contracting Officer
          Procurement and  Contracts Management Division

                                                   is an 8(a)  firm
which has performed acceptably on the pre-award Performance
Evaluation sample for

     Please initiate  the process  with SBA through which EPA will
be allowed to negotiate  an 8(a) contract with

     A PR will follow immediately for minimum funding plus 10%
possible positive incentive at a  sample  price equivalent to the
highest price expected to  be  paid to an  awardee under
(51,059/sample).

cc:  Gary Ward, AOB
     Emile Boulos, AOB
                                   G-l

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               UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                          WASHINGTON, D.C. 20460
                                                        OFFICE OF
                                               SOLID WASTE AND EMERGENCY RESPONSE
MEMORANDUM

SUBJECT:  Response  to Cost Proposal on Solicitation No.
                     Organic Analysis

FROM:     Emile  I.  Boulos,  Project Officer
          Analytical Operations Branch
          Hazardous Site Evaluation Division

TO:       Marian Bernd,  Contracting Officer
          Procurement and Contracts Management Division
                                                                an
8(a)  firm,  has  performed acceptably on the pre-award performance
evaluation  samples for solicitation No.             I have
evaluated the data supporting costs (attached)  and I believe that
the proposed bid price per organics sample analysis of $1,050.00
is reasonable and acceptable.  This price is equivalent to the
highest  price that EPA paid for small business IFB No.

cc:   Joan Fisk
                                   G-2

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Direct Labor

      Person

MGR
QA/QC Director
Organics Manager
Inorganics Manager
QA/QC
Document Control
Sample Control
GC Operators
GC/MS Operators
Sample Prep

TOTAL
        Data Supporting Costs

Basis 2400 Samples - 30 Month Duration



Rate $/Month    Person-Months
  4,166.67
  4,166.67
  3,500.00
  3,166.67
  1,666.67
  1,666.67
  1,666.67
  2,166.67
  2,916.67
  1.375.00

  2,367.28
 30
 24
 30
 30
 17
 47
 47
 93
146
140

604
  125,000
  100,000
  105,000
   95,000
   28,333
   78,334
   78,334
  201,500
  425,834
  192.500

1,429,835
Overhead %
                Direct Labor
                    2,144,753
Other Direct Costs

Equipment Leasing
Supplies
Bank Debt Repayment/Equipment Purchases

TOTAL COST

Fee   10%

Cost + Fee

% of Cost attributed  to Laboratory Program - 50.4%

per Sample Cost =  .504 x  5,016,138/2,400 = $l,053/Sample

Bid Price  $l,050/Sample
                                           222,525
                                           523,513
                                           239.500

                                         4,560,126

                                           456.012

                                        $5,016,138
                                        G-3

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Proposed Ooeratina Level and Facilities
for
Solicitation No.
Facilities

Month of Operation

1
2
3
4

5
6
7
8
9
10
11
12

13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Maximum Samples
Delivered Per Month Total

15
25 • 100
30
30

50
50 180
50
50
60
60
60 240
60

90
90 360
90
90
90
90 400
90
90
90
90 440
110
110
110
110
110
110
110 330
110
Number of
GC

2
2
2
2

2
2
2
2
2
2
2
2

2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
GC/MS

2
2
2
2

2
2
2
2
2
2
2
2

3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
Instrument Redundancy
Requirements for:
30 Samples per Month
Reliable service contract
is required to provide
immediate services as
needed at the time of
contract award.
50-60 Samples per Month
.One (1) GC/MS/DS with
purge and trap device
.One (1) GC system are
required as a back up
systems to be in place
and operational within
(6) months from the
date of contract award.
90-110 Samples per month
The contractor shall have
.One (1) GC/MS/DS with
purge and trap device.
.One GC available and
operational at any one
time as a back systems
within twelve (12) months
from the date of Contract
Award .








                              Emile Boulos, PO
                       Analytical Operations Branch
                    G-4

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                                APPENDIX H

                   PRE-AWARD AUDIT REPORT/RECOMMENDATIONS


   Contents                                                    Page

1. Pre-Award Audit Report/Recommendations                      H-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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                    PRE-AWARD AUDIT REPORT/RECOMMENDATIONS
Project Officer
Solitation Number (s)^.
Laboratory Name
           Address
           Contact
           Phone Number
Date of Laboratory Audit   2/04/88
Results of Performance Evaluation Sample Analysis:
   Score  742  out of  lOOOpoints
   Discussion:

             SEE  EMSL/LV  Sample Data Report
Discussion of Laboratory  audit:

             SEE  EMSL/LV Lockheed  Audit  Report
 Discussion of Security Audit:

             SEE NEIC/Techlaw Audit Report
 Recommendations of Project Officer concerning contract  award:
    Number of bid lots:    None
    Discussion:
        SEE ATTACHMENT
 Additional Comments:  (use additional sheet if necessary)
                                        H-l

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                      ATTACHMENT I
I recommend no contract award be made to           laboratories
because they do not meet the technical requirements as specified
in IFB No.                        has deficiency' in two areas.
1.  Instrumentation:

    IFB states that, the contractor shall be required to have
    two (2) operational GC/MS/DS as a minimum instruments
    committed to the contract and one (1) GC/MS/DS as a back-up
    instrument within six  (6) months from the date of contract
    award.          had only one (1) GC/MS/DS instrument at the
    time of the pre-award  on-site laboratory evaluation.

    Despite the fact that  the Division Director  Mr.
    has provided the contracting specialist with a purchase order
    for two more instruments that will be in place when contract
    is awarded.  I  have evaluated         on the existing technical
    capability of the laboratories at the time of evaluation
    not on future planning which conforms with the IFB requirements

2.  Technical Staff:

    IFB states that the contractor must  have an organization
    with well-defined responsibilities for each individual in the
    management system to ensure sufficient resources for EPA
    Contract  (s) and to maintain a successful operation.  To
    establish this  capability, the contractor shall designate
    personnel to carry out the following responsibilities for
    the EPA contract.
 1.                had personnel  deficiencies  in two  laboratories

 A.   Sample preparation's laboratory:   No  personnel  assigned to this
     area according to the organization chart.

 B.   GC/MS laboratory:  Only one (1)  person assigned to  this area who
     has a number of other responsibilities,  (lab  supervisor,  GC/MS
     operator,  GC/MS mass spectral interpretation  and Project
     Manager for EPA contract).
                               H-2

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Conclusion:

According to the .contract specifications and as I have discussed
with the laboratories management,         did not demonstrate
the technical capability to carry out the responsibility for
EPA contract at this time for two specific reasons:

     1.  Insufficient number of instruments:  needs (2) more
         GC/MS/DS

     2.  Insufficient number of technical personnel:  needs
         one (1) person as a sample preparation supervisor.

         Two (2) persons as GC/MS operators.

                                              Project Officer
                                  Analytical Operations Branch
                                  Hazardous Site Evaluation Division
                                H-3

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                                                                WP-1602C
               PREAUARD PERFORMANCE EVALUATION SAMPLE DATA SCORING
Laboratory 	#15

IFB 	Full Orsanics
                                                    Date
                     5-12-87
SUMMARY:
I.   Identification
     Total number of I'pts. deducted
                                       150 points
                                       for water

                                          78.5
           150 points
           for soil

              67.9
b.   pts. awarded  for  I

II.  Quantification

a.   Total number  of II  pts  deducted       0

b.   pts. awarded  for  II

     Total points  awarded for I and  II, water and soil
              70.3
III.   Quality Control
300 ots,
 a.    Total  number of III-pts.  deducted    16.0

 b.    pts.  awarded for III


 IV.   Reporting/Deliverables             100  Dts.

 a.    Total number of IV pts. deducted    25	

 b.    pts.  awarded for IV


 V.    Score

 a.    Total number of I, II, III, and IV pts. awarded


 b.    Total pts. awarded


 VI.  Number of days lats
                                                                Water
                                                                71.5
                                 Soil
                                  82.1
                         150
                                                                           79.7
                         383  out of
                              600 pts.
                         28*  out of
                              300 pts
                          75  out of
                              100 pts
                              out of
                              1000 pts.
                          742   out of
                               1000 pts
                                          H-4

-------
IMPORTANT:   1)   Points deducted will not exceed the maximum possible number cf
                points .

I.   Identification (150 points for water sample;  150 points for soil samples.

NOTE:   If a Pest/PCBs compound is detected and not confirmed,  the compound
       will be  considered not identified and points will  be deducted.

A.   Target Compound List (TCL) identification (Water              Warer   Soil
    Sample = 100 pts. "max.;  Soil Sample = 100 pts. max.).

    Number of compounds not  identified ( 2/2 ) X  100 pts.
    (Number of  compounds in  study (32/32) /10
    = (62.5/62.5) pts. ded.                                        62.5    62.5

B.   TCL false positives (Water Sample = 30 pts. max.;
    Soil Sample = 30 pts. max.)

    Number of TCL false positives ( 4/0 ) X 3 points =
    (12/0 ) points deducted                                          12

C.   Tentatively Identified Compounds (TIC) identification
    (Water Sample = 10 pts.  max.; Soil Sample = 10 pts. max.)

    Number of compounds not  identified ( 4/2 ) X  10 pts.
    Number of compounds in study (20/14)
    = (2/1.4) pts.  ded.                                          _ 2_    1.

D.   TIC false positives (Water Sample = 10 pts. max.;
    Soil Sample = 10 pts. max.)

    Number of TIC false positives ( 2/4 ) X 1 point -
    (  2/4 ) points deducted                                           2
                              Total number of I pts.  deducted     78 .5    67 .9

II.  Quantif iuation of the TCL (150 points for water sample; ISO points for
     soil sample)

A.   TCL quantification include VOA, Semi-VOA, and Pesticides
     (Water Sample » 150 pts. max.; Soil Sample - ISO pts. max.)

  Number of compounds not vithin criteria ( 0/3 ) x 150 pts
  Number of compounds in study (32/32)/5
  = (0/70.3) pts. ded.                                             _ 0_  70.3

                           Total number of II pts deducted            0   70.3
                                         H-5

-------
III.  Quality  Control  (300 points)

A,    Instrument  Quality  Control  (150 points)                    Number  of
                                                                pts  deducted
1.  Tuning  (50 points)
    a.   DFTPP  (25 pts.  max.)

      1.  For  any DFTPP performance  tune  analyzed  separately or
          as part of the calibration standard with any critical
           ions abundance ratios  outside criteria deduct a maximum
          of 25 points. (Critical key ions  are: 68.  70, 197, 198,
          199, 441,  442,  443,  and 36,5).  .                             	0_

      2.  For  any DFTPP performance  tune  analyzed  separately or
          as part of the calibration standard with any non-critical
           ions abundance ratios  outside criteria deduct 2 pts.
           for  each to a maximum  of 25 pts.  (Non-critical key  ions
           are: 51, 127, and 275.)                                    	0_

      3.   Failure to perform a DFTPP tune at th-. required 12-hour
           frequency, deduct a maximum of  25 points.

    b.     BFB (25 pts. max.)

      1.   For any BFB performance tune  analyzed separately  or
           added to reagent water with any critical ions  abundance
           ratios outside criteria deduct  a maximum of 25 points.
           (Critical key ions are: 95, 96, 174,  175 176.  177.)

       2.  For any BFB  performance tune  analyzed separately or
           added to reagent water with any non-critical ions abund-
           ance ratios  outside criteria  deduct 2 points for each to
           a maximum of 25 points. (Non-critical key ions  are:  50,
           75,  173.)

       3.  Failure to perform a BFB tune at the 12-hour
           frequency, deduct a maximum of 25 pts.

     Initial Calibration  (50 points)

     a.   For initial calibration data for VOA or Serai-VOA with
         System Performance Check Compound  (SPCC)  average
         relative  response factor (RRF)  less than  0.300 for VOA
         fraction  (less than 0.250 for BromoformJ  or less than
         0.050 for Semi-VOA fraction, (15 pts. max.)

         // compounds not  within criteria, both fractions (  0  )
         Total number  of  compounds,  include both fractions  (_!*_
         X 15  pts  -  (   0  ) pts.  ded.
                                          H-6

-------
                                                          Number of
                                                         pts deducted
 For  initial  calibration  data  for VOA  or Semi-VGA with
 Calibration  Check Compound  (CCC) percent relative
 standard  deviation greater  than  301,  (20 pts.  max.)

 1'  compounds  not within criteria, both fractions  (  0  )
 Total  number of compounds,  include  both fractions (25   )
 X  20 pts.  =  (   0  ) pts.  ded.

 72-hour Calibration Requirements for  GC/EC
 {15  pts.  max.)

   If the  retention time  of  4 ,4 • -DDT is not >. 12  minutes
   on packed  CC  columns

   Number  of  items not within  criteria (  0  )  x  15  pts.
   Total number  of items  required (   9  )
   =  (   0   )  pts ded.

   If the  linearity of Aldrin,  Endrin, or Dibutylchlorendate
   in Evaluation Mixtures A, B. and  C  exceeds a 10%
   relative standard deviation (% RSD).

   Number  of  items not within  criteria (  0  )  x  15  pts.
   Total number  of items  required (   3  )
   =  (   0   )  pts ded.

.   If the  percent breakdown  for Endrin,4,4•-DDT or the
   combined peaks % breakdown  exceeds  20% in Evaluation  Mix B.

   Number  of  items not within  criteria (  0  )  x  15  pts.
   Total number  of items  required (   1  )
   =  (   0   )  pts ded.

.   If the  retention time  shift for Dibutylchlorendate
   exceeds a  2%  difference for packed  GC columns  (0.3%
   difference for capillary  column)  between the initial
   standard (Evaluation Mix  A) and Evaluation Mixtures B
   and  C,  individual standards Mixtures A and B and all
   multiresponse pesticide/PCBs analyzed during the 72-hour
   period.

   Number  of  items not within  criteria (  0  )  x  15 pts.
   Total number  of items  required (   9  )
   »  (   0   )  pts ded.
                                  H-7

-------
                                                              Number of
                                                            Pts.  Deducted
  5.   If the pesticide standards are not analyzed in the
      proper sequence, deduct 15 points.                            0

d.    Failure to perform initial calibration will result in
      the deduction of all the Quality Control points, which
      equals 300.                                                   0

Continuing Calibration (50 points)

a.  For continuing calibration data for VOA or Semi-VOA with
    System Performance Check Compound (SPCC) average relative
    response factor (RRF)  less than 0.300 for VOA fraction
    (less than 0.250  for Bromoform) or  less than 0.050 for
    Semi-VOA fraction, (15 pts. max.)

    V compounds not within criteria, both fractions (  1   )
    Total number of compounds, include  both fractions  (14   )
    X 15 pts. =  ( 1.0 ) pts. ded.                                 1.0

b.  For continuing calibration data for VOA or Semi-VOA with
    Calibration Check Compound (CCC) percent relative  standard
    deviation greater than 251 (20 pts. max.)

    // compounds not within criteria, both fractions (  0   )
    Total number of compounds, include  both fractions  (25   )
    X 20 pts. =  (  0   ) pts. ded.                                	0_

c.  72-hour Calibration Requirements for GC/EC (15 pts. max.)

   1.  If the retention time  of A,4'-DDT is not >_ 12 minutes  on
      packed GC  columns

      Number of  items not  within  criteria  (  0   )
      Total number of items  required  (  6   )
      X 15 pts.  -  (   0  )  pts. deducted.
                                      H-8

-------
                                                                  Number c:
                                                                Pts. Deducted
      2.  If the percent breakdown for Endrin,  4,4•-DDT or the
          combined peaks T. breakdown exceeds 20T. in Evaluation Mix B.
                     • :i
          Number of itigms not within criteria (   0  ) X 15 pts.
          Total number of items required (   2  )
          = (   0  ) pts. ded.                                        	C_

    d.   Failure to perform continuing calibration will result in
        the deduction of all the continuing calibration points,
        which equals 50 points.                                         0
B.   Sample/Method Quality Control (150 point-s)

1.   Surrogate Spike recovery (60 points) NOTE: Do not
    include Method Blanks.

    a.   VOA (30 pts. max.)

        Number of surrogate compounds not within criteria(0   )
        Total number of VOA surrogate compounds ( 12  ).
        X 30 pts. = (  0  ) pts. deducted                            	0_

    b.   Semi-VOA (30 pts. max.)

        Number of surrogate compounds not within criteria (0   )
        Total number of Semi-VOA surrogate compounds (24  ).
        X 30 pts = (__ _Q _ ) pts. deducted.

    c.   Points will not be evaluated for Pesticide/PCBs surrogate
        compound.

2.   Method Blank Analyses (75 points)

    Failure to perform the method blank analysis for any of  the
    fractions will result in the deduction of 75 points.

    a.   VOA surrogate recovery  (15 pts. max.)

        Number of surrogate compounds not within criteria (  0   )
        Total number of VOA surrogate compounds'(  6  )
        X 15 pts. « (  0  ) pts. deducted.

    b.   VOA method blank contamination  (15 pts. max.).

        If one or more TCL compounds are detected in the method
        blank above the contract required quantitation limit
        (5X the  CRQL for methylene chloride,  acetone, toluene,
        and 2-butanone) deduct  the maximum points, 15.

                                         H-9

-------
                                                                  Number of
                                                                Pts.  Deducted
    c.   Semi-VOA surrogate recovery (15  pts.  max.)
        Number of surrogate compounds not within criteria (   0  )
        Total number of Semi-VOA surrogate compounds (  12  )
        X 15 pts. = (  -Q  ) pts. deducted                            	0_

    d.   Semi-VOA method blank contamination (15 pts. max.)  If one
        or more TCL compounds are detected in the method blank
        above the contract quantitation limit (5 X the CRQL for
        phthalate esters) deduct the maximum points, 15.                0

    e.   Pesticide/PCBs method blank contamination (15 pts. max.)

        If one or more TCL compounds are detected in the method
        blank above the contract required quantitation  limit
        deduct the maximum points, 15.                                 15

3.  Matrix Spike/Matrix Spike Duplicate  (15 points)

    a.   Utilization of the wrong spiking concentration  in one or
        more of  the fractions will result in the deduction of 15
        points.                                                        NA

    b.   Failure  to perform matrix spike  or matrix spike
        duplicate analysis will result in the deduction of
        15 points.                                                     NA

                    Total number of  III  pts. deducted                 16.0

IV. Reporting  and Deliverables  (100  points)

A.  BFB and  DFTPP  (12.5  points  max for BFB and  12.5 points max .for DFTPP)

    1.  Mass listing  and bar graph output  submitted for each
        instrument  and for every 12-hour period samples were
        analyzed.   Deduct 12.5  points for  any  BFB violation
        and  12.5 pts  for any DFTPP violation

n   RICs,  Chromatograms, quantitation reports,. and  systejn print-
    outs  (25 pts. max.)

    1.  Deduct 25 points if  any of  the required deliverables are
        not submitted in accordance  with the statement of work.

C.  Mass  spectra (25 pts. max.)

    1.   Deduct 25  points if  any of  the required deliverables are
         not submitted in accordance with the Statement of Work.


                                          H-10

-------
                                                                  Number cf
                                                                Pts. Deducted
D.   Contractual Forms (25 pts. max.)
    1.   Deduct 25 points if any of the required deliverables
        are not submitted in accordance with the Statement of Work.    25

                               Total number of IV pts. deducted        25
                                         H-ll

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               UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                          WASHINGTON, D.C. 20460
                                                         OFFICE OF
                                               SOLID WASTE AND EMERGENCY RESPONSE
SUBJECT:  On-Site  Laboratory Evaluation Report

FROM:     Jimmie D.  Petty
          Chief, Quality Assurance Research Branch
          Quality  Assurance and Methods
             Development Division
TO:
Joan Fisk
OERR, WH-548A
     Attached is  the preaward organic analysis on-site laboratory
evaluation  report for
                      The evaluation was conducted on December 9,
1987.

     Please contact me at FTS 545-2381 if additional information
is needed.

Attachment

cc: w/attachment
John Tilstra, DPO, Region 8
                                   H-12

-------
 ^tf Lockheed Engineering and Management
      Services Company
      Environmental Program* Office
      1050 E. Flamingo Road, Suite 120, Las Vegas, Nevada 89119
                                             June 15, 1988
United States Environmental
Protection Agency
P.O. Box 93478
Las Vegas, NV 89193-3478


ATTENTION:  DR. J. D. PETTY


SUBJECT:    ROUTINE ORGANIC ON-SITE LABORATORY EVALUATION REPORT OF
                                    ON MAY 25, 1988.

Dear Dr. Petty:

The routine Organic On-Site Evaluation ot                         has been
completed. The following items must be given attention in order to improve
data integrity:

     CONTRACTUAL ITEMS

     1) Some of the laboratory personnel lack the appropriate education
        background for this project.

     2) The laboratory dose not generate alumina equivalency data.   The
        equivalency data will need to be generated and available for on-site
        inspection according to exhibit D, pg!5, section 1.5.8.

     3) The laboratory needs to finalize all SOPs and add all items that are
        outlined in exhibit E, section II, QA/QC Standard Operating
        Procedures.

     NONCONTRACTUAL ITEMS

     1) The supervisors need to consistently examine  and review all
        documentation.  They must sign and date these reviews and make
        apppropriate comments on the maintenance of the documents.

     2) The benches used by the laboratory are made of wood.   These benches
        are temporary and will be replaced during their present construction
        phase. This' could cause contamination of samples.

     3) The flow in the laboratory hoods need to be checked periodically
        and recorded.

                                    H-13

-------
Dr. J. D. Petty
ORGANIC ON-SITE LABORATORY EVALUATION REPORT
Page 2


     4) a. The laboratory needs to insure that all balances are checked each
           year by a certified technician and that the certification tags are
           on these balances.
        b. Daily  or before each weighing session the laboratory needs to use
           routine weights  (calibrated against class S weights) to check the
           balances operations.

     5) The laboratory  should maintain a logbook of lot numbers of solvents.
        This would be helpful if contamination of a lot was detected.

     6) The laboratory  needs to insure that all instruments are properly
        vented or appropriately traped.

    The Project Officer/Deputy Project Officer need to determine if the
    laboratory has properly identified all posible problems with their
    analysis of the QB  samples.  It appears as if all semivolatiles
    concentrations are  1/2 of what they should be.  If the laboratory
    has identified all  their problems then their QB 3 values should
    be in the Confidence Intervals.
 Details  of the above items may be  found  in the text of this report.

 An  evidentiary audit was conducted simultaneously by the Contract Evidence
 Audit  Team (CEAT)  Techlaw.  Their  findings will be provided in a separate
 report.
                                               Very truly yours,
                                                David C. Pudvah
                                                Scientific Supervisor
                                                Organic Laboratory  Performance
                                                Monitoring Section
 cc:   QA 6-147
      J.O.  70.02

-------
Laboratory:

Address:

City:                State:                      Telephone:

Type of Evaluation:  Routine On-Site Evaluation for Organic Analysis

Date of Evaluation:  May 25, 1988

Contract Number:                         Solicitation #

Contract Title:  Chemical Analytical Services for Organics



                           Personnel Contacted:


          Name                           Title:
                        Laboratory Evaluation Team:


            Name                         Title:

          David C. Pudvah           Scientific Supervisor, LEMSCO
          Carol Wood                Deputy Project Officer, USEPA Region 1
          Elio Goffi                Chemist, USEPA Region 1
          Keith Wegner              Staff Consultant, TECHLAW
          Chris Flanagan            Staff Associate, TECHLAW
                                       H-15

-------
Summary of Laboratory Evaluation
                   H-16

-------
Procedural Changes the Laboratory Should Implement

The following comments refer to the deficiencies noted in the Laboratory
Evaluation Checklist  (Attachment 1)

CONTRACTUAL ITEMS

1) Some of the laboratory personnel lack the appropriate education
   background for this project.

2) The laboratory dose not generate alumina equivalency data.  The
   equivalency data will need to be generated and available for on-site
   inspection according to exhibit D, pg!5, section 1.5.8.

3) The laboratory needs to finalize all SOPs and add all items that are
   outlined in exhibit E, section II, QA/QC Standard Operating
   Procedures.
NONCONTRACTUAL ITEMS

1) The supervisors need to consistently examine and review all
   documentation.  They must sign and date these reviews and make
   apppropriate comments on the maintenance of the documents.

2) The benches used by the laboratory are made of wood.  These benches
   are temporary and will be replaced during their present construction
   phase. This could cause contamination of samples.

3) The flow in the laboratory hoods need to be checked periodically
   and recorded.

4) a. The laboratory needs to insure that all balances are checked each
      year by a certified technician and that the certification tags are
      on these balances.
   b. Daily or before each weighing session the laboratory needs to use
      routine weights (calibrated against class S weights) to check the
      balances operations.

5) The laboratory should maintain a logbook of lot numbers of solvents.
   This would be helpful if contamination of a lot was detected.

6) The laboratory needs to insure that all instruments are properly
   vented or appropriately traped.
                                  H-17

-------
B.   Review of Quarterly Blind Performance Evaluation Samples  (QB)

     The Results of QB 1, QB 2, and QB 2 remedial were discussed with the
     laboratory personnel:

     QB 1 FY88:  The  final score was 65.9 percent.  The majority of points
     lost were due to analytical problems in the semivolatile  analysis.  The
     laboratory had 1 TCL not identified, 1 TCL misquantified, and 3 TIC
     contaminants.  It apppears as though the lab had identification
     problems  (incorrect RTs) and mass spectral interpretation problems.


     QB 2 FY88:   The final score was 39.5 percent.  The majority of points
     lost were due to misquantification  (all values were on the low side)
     for the semivolatile analysis.  The laboratory had zero TCL not
     identified,  13 TCL misquantified and 1 TCL contaminant.   It also had
     zero non-TCL not identified and 1 non-TCL contaminant.  It appears
     that the  lab had problems with quantification.  All the "hits" are
     below the CI.

     QB 2 FY88 REMEDIAL]  The final score was 83.4 percent.  The cofidence
     intervals for the remedial QB are set at -50 and +100 percent of the
     target value.  The majority of points were lost on the low
     quantification of the semivolatile  "hits".  The laboratory had 1 TCL
     not identified,  5 TCL misquantdified, and 1 TCL contaminant.  It also
     had zero  TIC misidentified and zero TIC contaminants.
 C.    Review of Magnetic Tape(s):

      A magnetic tape review was not available  at  the time of this
      on-site labortory evaluation.

 D.    Review of Data Audit Report

      The following comments refer to the Summary/Conclusion section  of  the
      data audit report for Case 8447 (Attachment  2).


      Report
      Item No.              Comments                     Action*

     Minor defects:

     ml - m6      These comments outline reporting errors           1
                  in the laboratory's data.   These were  all
                  minor in nature.  The laboratory was refered
                  to the contract  references for the corrections
                  to these defects.
                                        H-18

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  Report
  Item No.               Comments                      Action*

 Major defects

 Ml           Samples analyzed outside the holding times
              need to be identified to EPA. The Project Officer,
              Region, and SMO should be contacted when samples
              will exceed holding times.

 M2           Samples should be reanalyzed when internal
              standards are outside the limits for EICP
              area counts.

 M3           The RT shift for DBC could not be determined
              by the laboratory.  The DBC was diluted out.

 M4           The %D for pesticide calibration factors on
              quantitation and confirmation column were above
              contract criteria.  This would effect the
              quantification of the pesticides if "hits" were
              present

 M5           Incorrect quantification ion were used.  The
              laboratory should use the contract required
              or document why different ions were used in
              the narrative.

 M6           Response factor for Bromoform did not meet
              criteria.  Analysis should have stopped and
              the instruments recalibrated.

 M7           The % breakdown for endrin exceeded the 20%
              criteria.  Analysis should have stopped and
              the instruments recalibrated.

 M8           The matrix spike compounds were not utilized
              at the correct concentration.

 M9           Sample EQ928 should have been reanalyzed
              because two surrogates were out side criteria.


Major (usability)

M**l - M**6   All of these defects address the linearity and
              stability of their analytical systems.  There
              are many compounds for VGA and Semi-VGA That
              appear to be out of control.
                                   H-19

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E.   Review of Regional Data Audit Report

     A regional data audit was not discussed during this on-site due to the
     lengthy discussion on the QB scores.

F.   Review of Contract Compliance Screening  (CCS)

     The results of the CCS for Case 8447 were reviewed with the laboratory
     management.

G.  Contractual Issues to be Resolved by the Project Officer/Deputy Project
    Officer  (PO/DPO):

    The Project Officer/Deputy Project Officer need to determine if the
    laboratory has properly identified all posible problems with their
    analysis of the QB samples.  It appears as if all semivolatiles
    concentrations are 1/2 of what they should be.  If the laboratory
    has identified all their problems then their QB 3 values should
    be in the Confidence Intervals.
 * =   1.   No action required
      2.   Resubmission Required
      3.   Action Required by Project Officer
                                       H-20

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                                 Attachment 1

                       Laboratory Evaluation Checklist

I. Organization and Personnel   (page 1 of 2)
ITEM
Laboratory or Project Manager (individual)
responsible for overall technical effort)
Name:
Requires BS chemistry/ physical science +
3 yrs lab experience including 1 year as a
supervisor. (Preaward Appendix B-12)
GC/MS Operator
Name:
Name:
Requires BS chemistry/physical science + 1 yr
GC/MS/DS experience OR 3 yrs GC/MS/DS
experience. (Preaward Appendix B-12)
GC/MS Spectral Interpretation Specialist
Name:
Name:
Requires BS in chemistry/physical science + a
training course in mass spectral interpretation
+ 2 yrs experience (Preaward Appendix B-12)
GC Laboratory Supervisor
Name:
Requires BS chemistry/physical science +
3 yrs lab experience, including 1 year as a
supervisor. (Preaward Appendix B-13)
Pesticide Residue Analyst Specialist
Name:
Requires BS in chemistry/physical science + 2
years experience in operating/maintaining GC
and interpreting chromatograms . (Appendix B-13)
Q*
X

X


X

UNQ

X


X
X


COMMENT

VGA X SVOA
VGA SVOA X
posses
a BA in Chemistry
/Biology.
Both lack a mass
spectral training
interperation
course.
posses a BS in
Animal Science.

No resume
Provided
   Q - indicates the individual is qualified for this position.
   UNQ - indicates the individual lacks the minimum qualifications for the
         position.
                                     H-21

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I. Organization and Personnel    (page 2 of 2)
ITEM
Sample Preparation Laboratory Supervisor
Name:
Requires BS chemistry/physical science +
3 yrs lab experience, including 1 year as a
supervisor. (Preaward Appendix B-13)
Extraction Concentration Specialist
Name:
Requires High School diploma and a knowledge
of general chemistry. (Preaward Appendix B-14)

Is the sample custodian designated? If yes,
name of sample custodian.
Name:
Was the Quality Assurance Officer Available
during the evaluation?
Name:
Does the Laboratory Quality Assurance Officer
report to senior management levels?
Do personnel assigned to this project have the
appropriate educational background to success-
fully accomplish the objectives of the program?
Is the organization adequately staffed to meet
project commitments in a timely manner?
Were all key personnel available?
If not, list those not available.

Q

X
YES
X
X
X

X
X
UNQ
X

NO



X


COMMENT
Lacks 1 year of
supervisor
experience





See comment 1


  Iditional Comments:

   1)  Some of the laboratory personnel lack the appropriate education
      background for this project.
                                      H-22

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II. Sample Receipt and Storage Area  (page  1  of  2)
ITEM
Are written Standard Operating Procedures
(SOPs) developed for receipt and storage of
samples?
Is the appropriate portion of the SOP
available to the sample custodian at the
sample receipt/storage area?
Are the sample shipping containers opened in a
manner which prevents possible laboratory
contamination?
Are samples that require preservation stored
in such a way as to maintain their
preservation?
VGA-Exhibit D, Pg. VGA D-4 , Part A, Sec. 1.1
SVGA-Exhibit D, Pg. SV D-4, Part A, Sec. 1.1
Pest-Exhibit D, Pg. Pest D-4, Part A, Sec. 1.1
Are volatile samples stored separately from
semivolatile samples?
Are VOA holding blanks utilized at a frequency
consistent with IFB requirements and is the
data maintained for on-site inspection?
VGA-Exhibit D, Pg. VOA D-14, Sec. 2.2
Attach a copy of the VOA holding blank results
to this report.
Are adequate facilities provided for storage
of samples, including cold storage?
Is the temperature of the cold storage
recorded daily in a logbook?
Are temperature excursions noted and
appropriate actions taken when required?
Are corrective action SOP's posted on the cold
storage units?
YES
X
X
X
X
X
X
X
X
X
X
X
NO







X
COMMENT







See comment 2
                                      H-23

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II. Sample Receipt and Storage Area  (page 2 of 2)
                    ITEM
  Are the sample receipt/storage and temperature
  logbooks completed in a manner consistent with
  the laboratory's SOP?
  Has the supervisor of the  individual maintaining
  the document(s) personally examined and reviewed
  the document(s) periodically, and signed his/
  her name therein, together with the date and
  appropriate comments as to whether or not
  document(s) are being maintained in an
  appropriate manner?
YES NO
COMMENT
         See comment 3
Additional  Comments:

 2) The  laboratory needs  to add a  section to their SOPs stating the
    appropriate  actions to  be  taken when temperature excursions occure
    in the  cold  storage units.

 3) The  supervisors need  to consistently examine and review all
    documentation.  They  must  sign and date these reviews and make
    apppropriate comments on the maintenance of the documents.
                                       H-24

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III.  Sample Preparation Area   (page 1 of 5)

     When touring the facilities, give special attention to:  (a) the overall
appearance of organization and neatness, (b) the proper maintenance of
facilities and instrumentation, (c) the general adequacy of the facilities to
accomplish the required work.
ITEM
Is the laboratory maintained in a clean and
organized manner?
Does the laboratory appear to have adequate
workspace (6 linear feet of unencumbered
bench space per analyst?)
Are laboratory benches made of suitable
impervious materials or are they covered with
absorbent materials?
Are contamination-free areas provided for trace
level analytical work? (Confirm by blank data)
Are contamination- free work areas provided for
the handling of toxic materials (eg. glove
box)? (Confirm by blank data.)
Are exhaust hoods provided to allow
contamination-free work with volatile
materials? (Confirm by blank data)
Is the flow of the hoods periodically
checked and recorded in accordance with GLP?
(i.e., once per quarter)
Does the laboratory have a back up sonicator?
Are appropriate tips or horns available and
free of erosion?
(Reference: SV D-13,15 PEST D-16,18)
Manufacturer and Model Number of sonicator:
Tekmar
YES
X
X

X
X
X

X
X
NO


X





COMMENT


See comment 4



The laboratory
was informed that
the hoods need to
be checked
periodically .

                                     H-25

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III. Sample Preparation Area   (page 2  of 5)
ITEM
Can the laboratory supervisor document that
organic-free water is available for preparation
of standards and blanks? (Method blank data
must be available for confirmation of this.)
Is the analytical balance located away from
draft and areas subject to rapid temperature
changes?
Has the balance been calibrated and checked
within one year by a certified technician?
Are the balance (s) checked daily or before each
weighing session with the appropriate range of
weights and the results recorded?
Are the routine weights calibrated against
class S weights at least once per month and
the results recorded in a permanent notebook?
Are solvent storage cabinets vented or located
in such a way as to prevent possible laboratory
contamination? (Confirm by method blank data.)
Are reagent grade or higher purity chemicals
used 'to prepare standards?
Are analytical reagents dated upon receipt?
(Reference: Exhibit E, page E-6)
Are reagent inventories maintained on a
first-in, first-out basis?
(Reference: Exhibit E, page E-6)
Is the purity of the analytical reagents
verified before use?
(Confirm by reagent blank data)
YES
X
X


X
X


X
NO


X
X


X
X

COMMENT


See comment 5
See comment 5


See comment 6
See comment 6

                                      H-26

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III. Sample Preparation Area   (page 3  of 5)
ITEM
Are spiking /calibration standards preparation
and tracking logbook (s) maintained for:
Base-neutral/acids
(Exhibit E, Pg 8, Sec. 8)
(Exhibit D, Pg SV D-6, Sec. 4.7)
Pesticides
(Exhibit E, Pg 8, Sec. 8)
(Exhibit D, Pg Pest D-8, Sec. 4.7)
Volatiles
(Exhibit E, Pg 8, Sec. 8)
(Exhibit D, Pg VGA D-18, Sec. 4.6)
Are the primary standards traceable to EPA
reference standards for:
(Exhibit E, Pg 6, Sec. 5.1.3)
Base-neutral/acids
(Exhibit D, Pg SV D-26, Sec. 3.2)
Pesticides
(Exhibit D, Pg Pest D-32, Sec. 4.2.1)
Volatiles
(Exhibit D, Pg VOA D-17, Sec. 4.4)
Does the laboratory have an SOP for standards
traceability?
Are fresh analytical standards prepared at a
frequency consistent with IFB requirements for:
Base-neutral/acids (stock solutions - 12 months)
(Exhibit D, Pg SV D-31, Sec. 3.2)
Pesticides (stock solutions - 12 months)
(Exhibit D, Pg Pest D-32, Sec. 4.2.2)
Volatiles (gasses - 2 mo., others 6 mo.)
(Exhibit D, Pg VOA D-18, Sec. 4.4.5)
Are reference materials properly labeled with
concentrations, date .of preparation, and the
identity of the person preparing the sample
and/or is a traceable reference code number
used?
YES
>
X
X
X
X
X
X

X
X
X
X
NO


X


COMMENT


See comment 7


                                      H-27

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III. Sample Preparation Area   (page 4  of 5)
ITEM
Do the analysts record bench data in a neat
and accurate manner?
Are the sample preparation and temperature
logbooks completed in a manner consistent with
GLP?
Has the supervisor of the individual maintaining
the document (s) personally examined and reviewed
the document (s) periodically, and signed his/
her name therein, together with the date and
appropriate comments as to whether or not
document (s) are being maintained in an
appropriate manner?
Are standards stored separately from sample
extracts?
Are volatile and semi-volatile solutions
properly segregated?
Is the appropriate portion of the SOP available
to the analyst at the sample preparation area?
Is the SOP for glassware posted at the
cleaning station?
Is the temperature of the refrigerator/freezers
recorded daily?
Are temperature excursions noted and appropriate
actions taken when required?
Are corrective action SOP's posted on the cold
storage units?
YES
X
X

X
X

X
X
X
NO


X


X

X
COMMENT


See comment 3


See comment 7

See comment 2
                                       H-28

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III. Sample Preparation Area  (page 5 of 5)
ITEM
Does the laboratory utilize Gel Permeation
Chromatography (GPC) for sample extract cleanup?
If so, are injection and preventative
maintenance logs maintained in a manner
consistent with GLP?
Manufacturer/ Model / Calibration Method
Waters /712WISP/ UV fixed 254
YES
X
NO

COMMENT

  Additional Comments:

4) The benches used by the laboratory are made of wood.  These benches are
   temporary and will be replaced during their present construction phase.

 ) a. The laboratory needs to insure that all balances are checked each
      year by a certified technician and that the certification tags are
      on these balances.
   b. Daily or before each weighing session the laboratory needs to use
      routine weights (calibrated against class S weights) to check the
      balances operations.

6) The laboratory receives a weekly supply of solvents and does not keep
   an inventory.  The laboratory does not maintain a record of lot numbers.

7) The laboratory needs to develop a SOP that documents their analytical
   standards traceability procedures and outline the methods used to prepare
   these standards.
                                       H-29

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 IV.   Sample Analysis Instrumentation  (Page 1 of 6)

   A.  GC/MS Instrumentation
                                                            Purge_and_Trap
 Lab    Manufacturer    Model  Software/    Date     Manuf.   Lab      Date
 ID #                      .     Revision   Installed           ID #   Installed
  D    Hewlett-Packard   5970   RTE-6 E.02    -      Tekmar    D       10-86



Extr 1       Extrel     EQL400  REV 7.5      5/84
                                        H-30

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IV.  Sample Analysis Instrumentation   (Page  2 of  6) GC/MS  area
ITEM
Are manufacturer's operating manuals readily
available to the operator?
Does the laboratory purchase a service contract
for instruments used for the CLP?
Are extensive in-house replacement parts
available?
Does the laboratory perform regular preventive
maintenance on the instruments used for the CLP?
Is a prepared schedule for maintenance of the
instruments available for inspection?
Is a permanent service record maintained in a
logbook?
Is the instrument properly vented or are
appropriate traps in place?
Is raw data being archived properly
(i.e. magnetic tape storage)?
Is a log of the contents of the raw data
magnetic tapes available?
Does the laboratory have the necessary
equipment to perform heated purge and trap
analysis on low level soil samples?
Can the laboratory document the use of three
separate calibration curves for volatile sample
analysis? (water, low soil, medium soil)
Exhibit D, Pg. VOA D-19, sec. 5.3
YES
X
X
X
X
X

X
X
X
X
NO





X



COMMENT

The HP is on
service contract.
Extrel is servicec
in house.



The Extrel is not
properly t raped.



                                     H-31

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IV.  Sample Analysis Instrumentation   (Page 3 of 6) GC/MS Area
ITEM
Does the laboratory maintain quality control
charts, available to the instrument operator,
to monitor long term performance of the GC/MS?
EICP areas of VOA internal standards
Retention time of VOA internal standards
EICP areas of SVOA internal standards
Retention time of SVOA internal standards
Note, while this is no longer contractually
required, it is part of GLP.
Can the instrument operator demonstrate, using
the instrument run log, that corrective actions
have been taken when required (e.g., reruns)?
YES
X
X
NO


COMMENT
See comment 8

Additional  Comments:

8) The  laboratory retains all  the QA/QC  information in  logbooks but  does
   not  utilize this informatiion to  monitor  longterm performance.
                                       H-32

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IV.   Sample Analysis Instrumentation  (page 4 of 6)

     B.  GC Instrumentation
Lab
ID #
GC01


GC03


GC06


GC10


GC12
Manufacturer
    Model
 HP 5890A

 HP 5880A

 HP 5890

 HP 5890

 HP 5840
Detector
  Types
 BCD

 duel ECD

 Hall

 Hall

 ECD
  Date
Installed
  1987

  1986

  1988

  1987

  1983
                                                             Data_System_
Manuf.
Model
  Date
Installed
HP-LAS      2/88

HP-LAS      2/88

HP-LAS      2/88

HP-LAS      2/88

HP-LAS      2/88
                                      H-33

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IV.  Sample Analysis  Instrumentation   (Page  5  of  6)  GC  Area
ITEM
Are manufacturer's operating manuals readily
available to the operator?
Does the laboratory purchase a service contract
for instruments used for the CLP?
Are extensive in-house replacement parts
available?
Does the laboratory perform regular preventive
maintenance on the instruments used for the CLP?
Is a prepared schedule available for inspection?
Is a permanent service record maintained in a
logbook?
Is the instrument properly vented or are
appropriate traps in place?
Are Aroclor 1221 and 1232 standards run at
least once per month and the data maintained
for on site inspection?
(Exhibit E, Pg 55, Section 4.4.4.2)
Are data generated by the Alumina Equivalency
Check available for on-site inspection? If
yes, following criteria must be met:
(Exhibit D, Pgl5, Section 1.5.8)
Has the laboratory analyzed a diluted tribromo-
phenol standard to verify its retention time and
noted its absence on the alumina equivalency GC
chromatograms?
Is the percent recovery of all single component
pesticides greater or equal to 80% except for
endosulfan sulfate which must be greater than
or equal to 60% and endrin aldehyde which should
not be recovered?
YES
X

X
X
X
X
X

NO

X





X
COMMENT

In-house service
is used for the
instruments .





See comment 9
                                      H-34

-------
IV.   Sample Analysis Instrumentation  (Page 6 of 6) GC Area

       c.  Additional Comments

9)  The laboratory dose not generate alumina equivalency data.  The
   equivalency data will need to be generated and available for on-site
   inspection according to exhibit D, pg!5, section 1.5.8.
                                      H-35

-------
V. Data Handling  and Review
ITEM
Are data calculations spot-checked by a second
person?
Do records indicate that appropriate corrective
action has been taken when analytical results
fail to meet QC criteria?
Are computer programs validated before use?
Do supervisory personnel review the data and
QC results?
YES
X
X

X
NO


X

COMMENT




        c.   Additional Comments

   10)  Presently the laboratory does not use in house writen computer
       programs.  However,  the public domain disc  deliverable  software  is
       used to report the laboratory's data.
                                       H-36

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VI. Quality Control Manual Checklist
ITEM
Can the Quality Assurance Officer document
the analysis of blind laboratory QA samples?
Does the laboratory maintain a project specific
Quality Control Manual?
Are outdated portions of the QC Manual properly
archived?
Does the manual address the important elements
of a QC program, including the following?
a. Personnel?
b. Facilities and equipment?
c. Operation of Instruments?
d. Documentation of procedures?
e. Preventive Maintenance?
f . Reliability of Data?
g. Data validation?
h. Feedback and corrective action?
YES

X
X

X

X
X

X
X

NO
X




X


X


X
COMMENT
See comment 11




See comment 12


See comment 12


See comment 12
     i.  Additional Comments

 1) The laboratory has documentation on QA samples, but not on blind QA
    samples.

12) The laboratory needs to finalize all SOPs and add all  items that are
    outlined in exhibit E, section II, QA/QC Standard Operating Procedures.
                                      H-37

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VII. Summary
   B. Summary Checklist
ITEM
Do responses to the evaluator indicate that
project and supervisory personnel are aware of
QA/QC and its applications to the project?
Do project and supervisory personnel place
positive emphasis on QA/QC?
Have responses with respect to QA/QC aspects of
the project been open and direct?
Has a cooperative attitude been displayed by
all project and supervisory personnel?
Have any QA/QC deficiencies been discussed
before leaving?
Have corrective actions recommended during
previous evaluations been implemented? If not,
provide details in Section VII. B
YES
X
X
X
X
X

NO





X
COMMENT





N/A
The previous
evaluation was a
preaward .
      B.  Additional Comments
                                       H-38

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               UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                          WASHINGTON, D.C. 20460
                                                        OFFICE OF
                                               SOLID WASTE AND EMERGENCY RESPONSE
August 7, 1987
Mr. Howard Fribush
Project Officer  (WH-548A)
USEPA Headquarters
Office of Solid Waste and
    Emergency Response
Support Services Branch  (HRSD)
401 M Street SW
Washington, DC   20460

RE:  Transmittal of CEAT Pre-Award  Evidence Audit  Report for


Dear Howard:

Enclosed is a copy of the Contract  Evidence Audit  Team (CEAT-
TechLaw) evidence audit report  for  the pre-award audit conducted
at                                        on May 29,  1987.

Based on the results of the  audit and  examination  of the audit
documentation and procedures used,  the chain-of-custody,  document
control and evidence security procedures  followed  by      meet or
exceed Evidence Audit Requirements.  Exceptions to this statement
are expressed as findings in the attached report.

CEAT-TechLaw has conducted a management review of  the audit
report and audit workpapers.  The review  was made  in accordance
with generally accepted evidence auditing standards  and included
such tests of the documentation and other such auditing
procedures as were considered necessary in the circumstances.

The subject evidence audit report has  been received  and approved
by NEIC, and copies have been transmitted to the Regional Deputy
Project Officer and to the laboratory.
                                   H-39

-------
Mr. Howard Fribush
Page Two
August 7, 1987
If you have any questions,  please contact the  Project Officer,
Rob  Laidlaw,  or Don Roche at (303)  236-5122, FTS 776-5122.
Yours sincerely,
 Contract Evidence Audit Team
 Concurrence:
 National Enforcement Investigations Center
 rls
 Enclosure
 cc:  Mr. David Stockton, Region VI DPO
 IF:  111-001-
                                   H-40

-------
            LABORATORY PRE-AWARD EVIDENCE AUDIT REPORT
                Lawrence Reitsema  - Manager of Environmental
                                     Services L'2'*
                Dan DiFeo          - Manager - GC and GC/MS,33
                Daniel Pastalaniec - Laboratory Supervisor L'2r*
                Kim Towler         - Sample Custodian

USEPA/Contracts Division  - Washington D.C.
(202) 382-2311

                Kathy Seikel - Contracting Officer

USEPA/OERR  (HRSD) - Washington, DC
(202) 382-7911

                Howard Fribush - Project Officer

USEPA/Region VI - Houston, TX
(713) 954-6766

                David Stockton - Deputy Project Officer

EMSL/LEMSCO - Las Vegas, NV
(702) 798-2252

                Cecilia Parnell - Quality Assurance Investigator

NEIC-CEAT (TechLaw) - Denver, CO
(303) 233-1248

                P. William Rhyne - Staff Consultant,
                                   Contract Evidence Audit Team
1 Present at pre-audit briefing
2 Contacted during audit
3 Present at post-audit debriefing
This work was conducted on behalf of the Environmental Protection
Agency's (EPA) National Enforcement Investigations Center  (NEIC)
under EPA Contract 68-01-7369.
                               H-41

-------
                           INTRODUCTION

     The purpose of this pre-award audit was to determine if
laboratory policies and procedures are in place to satisfy
evidence handling requirements.  The report specifies the
corrective action needed to meet Agency Evidence Audit
Requirements.

     The pre-award audit of laboratory operations pertaining to
chain-of-custody and document  control procedures was conducted at
                                                              The
following operations, accompanying documentation and written
standard operating procedures  (SOPs) were reviewed:  sample
receiving, sample storage  and  security, sample tracking  (from
receipt to completion of analysis), and case file organization
and assembly.

                        EXECUTIVE  SUMMARY

                                                  was audited by
NEIC's Contract Evidence Audit Team  (CEAT-TechLaw) on May 29,
1987-  The scope of the audit  included review and examination of
     proposed  chain-of-custody and document control procedures
and accompanying documentation related to EPA Contract Laboratory
Program  (CLP)  volatile organics (VOA)  sample analyses.

     Written and actual standard operating procedures were
reviewed with  respect to Agency Evidence Audit Requirements
pertaining to  the CLP.

     The     pre-award evidence audit  resulted in the following
six observations and six recommendations.

Observations

          has  systems in place for sample receiving, sample
storage and  security, and  sample tracking.  These systems may
require modification to make  them consistent with the Evidence
Audit Requirements  for IFB WA-87-J005  and CLP written SOPs.  The
following  items were observed during the audit:

      1.   There are no written SOPs  for sample tracking  and case
           file organization and assembly.

      2.   Written SOPs  for sample receipt, sample storage and
          sample/laboratory security do not clearly describe the
          procedures used  by  the laboratory.

      3.   Information contained in weight and gas chromatograph/
          mass spectrometer (GC/MS)  logs is not  clearly
           identified.
                                H-42

-------
     4.   Errors were not corrected by drawing a single line
          through the error and initialing and dating the-
          correction.

     5.   All case-related data was not assembled in the case
          file.

     6.   Written additions and comments on data and other forms
          is not signed and dated by the author.

Recommendations

     The following recommendations were discussed by the CEAT-
TechLaw evidence auditor during the debriefing session conducted
at the conclusion of the audit:

     1.   Written SOPs for sample tracking and case file
          organization and assembly should be developed and
          implemented.

     2.   Written SOPs for sample receipt, sample storage, sample
          laboratory security should be revised to clearly and
          completely describe the procedures used by the
          laboratory.

     3.   Weight and GC/MS logs should have headings at the top
          of "the page to identify the recorded information.

     4.   Errors should be corrected by drawing a single line
          through the error and initialing and dating the
          correction.

     5.   All case-related data should be assembled in the case
          file.

     6.   Written additions and comments on instrument generated
          data and other forms should be signed and dated by the
          author.

     Routine evidence audits will be conducted during the
contract period of performance.  Corrective action on the above
items will be reviewed during the nest on-site audit.  Periodic
audits will be conducted to review continued conformance to
Evidence Audit Requirements.

     The pre-award audit was concluded on May 29, 1987.  Audit
participants are listed on the cover page of this report.

                         SAMPLE RECEIVING

     Samples will be received at the rear receiving door of the
laboratory by K. Towler, the designated sample custodian.  She
will sign for the samples, place the cooler under a hood, inspect
and open the cooler and remove the shipping documents.
                                H-43

-------
     Towler will then complete  the EPA Sample Log-in Checklist.
This list contains the  following  information:

      1.  Date and Time (received)
      2.  Case Number
      3.  Sdg. Number
      4.  SAS - Y/N, SAS  Number
      5.  EPA Sample Numbers
      6.  SPL Sample Numbers
      7.  EPA Chain-of-Custody  (COC)  for present?  Y/N
      8.  Airbill with  shipment?  Y/N, Airbill Number
      9.  EPA Traffic Report present? Y/N
      10.  EPA SAS Packing List  present?  Y/N
      11.  Custody seals present?  y/N, If yes, intact?  Y/N
      12.  Were all  samples tagged?   Y/N
      13.  Do  sample tag numbers match COC form/packing  list?
          Y/N  (If no, list tag  numbers below)
      14.  Do  all shipping documents  agree?
      15.  Condition of  shipping container
      16.  Condition of  sample bottles
      17.  Notes

      After  completion of  the EPA Sample Log-In Checklist,
 receiving information will be entered into  a  computer  system  used
 to notify personnel of  the samples'  arrival.  The  system will
 also generate weekly progress reports and invoices when analysis
 is complete.

      K.  Towler  will  also complete  a Sample Log-In Sheet which
 will be used to  notify  laboratory personnel of the analyses
 requested and special procedures to be  followed.

            sample number will be written on the  existing EPA
 sample on label  or on a label placed on the bottle by  the  sample
 custodian.   The  samples will then be placed into storage.

      Written SOPs for sample receipt have been developed and
 implemented.   The auditor read these SOPs and they did not
 clearly and completely describe the procedures used  for sample
 receipt.  These  SOPs  are documented in     Information Package in
 Response to Solicitation No. WA 87-J002 (February 1987).
 hereafter refereed to as     SOPs.

                           SAMPLE  STORAGE

      EPA samples will be stored in an upright refrigerator/
 freezer in the receiving area.   This refrigerator is labeled  "VGA
 Only."

      Samples will be identified with a five digit    sample
 number, and this number will be used to track the sample in the
 laboratory.  This number will be written  on the  existing sample
 label or on another label which will be attached to  the bottle.
                                H-44

-------
     Sample and laboratory security is maintained by keeping all
outside doors locked.  Entry is made by ringing a bell at the
front or back door and having a laboratory staff member open the
door.  Visitors are required to sign-in and are escorted while in
the laboratory.

     Written SOPs for sample storage and sample/laboratory
security have been developed and implemented.  These SOPs were
read by the auditor and they generally describe the procedures
used for storage and security.  These SOPs are documented in
       SOPs.

                         SAMPLE TRACKING

     Samples will be tracked through the laboratory from receipt
to completion of analysis by using the following documents:

Title

1.   EPA Sample Log-In Checklist
2.   Weight Log
3.   GC/MS Maintenance and Sample Log

     The EPA Sample Log-In Checklist was described in the sample
receiving section of this report.

     The Weight Log contains the following information:

     1.   Date
     2.   Client
     3.   Analyst's Initials
     4.   Sample Number
     5.   Amount Taken
     6.   Analysis

     The GC/MS Maintenance and Sample Log contains the following
information:

     1.   Date
     2.   Sequence File Number
     3.   Sample Description
     4.   Dilution with Description
     5.   Analyst

     During a review of these logs, the auditor observed that the
data recorded was not consistently identified and that errors
were obliterated and overwritten.

        does not have written SOPs addressing the tracking of
samples in the laboratory-
                               H-45

-------
               CASE FILE ORGANIZATION AND ASSEMBLY

     Case files will be stored in lockable file cabinets  in L.
Reitsema's office.  The files will be arranged by EPA case
number.

     Only data relating to the performance evaluation  (PE)
samples was available  for review, and this data had not bee
compiled into a complete case file.

     The auditor reviewed the data package for the PE samples and
observed that comments written on and additions to chromatograms
were not signed and dated by the author.

     Written SOPs  for  case file organization and assembly have
been developed and implemented.  The auditor read these SOPs and
they do not adequately describe the procedure at the laboratory
for case file organization and assembly.

                             SUMMARY
     A debriefing  session was held on May 29, 1987 with the
Contracting Officer, Project Officer, Deputy Project Officer and
                     personnel.  The      made the following
recommendations during the debriefing:

      1.   Written  SOPs for sample tracking and case file
          organization and assembly should be developed and
          implemented.

      2.   Written  SOPs for sample receipt, sample storage,
          sample/laboratory  security  should be revised to clearly
          and  completely describe the procedures used by  the
          laboratory.

      3.   Weight  and GC/MS logs  should  have headings at the top
          of the  page  to  identify the recorded information shown.

      4.   Errors  should be corrected by drawing a single  line
          through the  error  and  initialing and dating the
          correction.

      5.   All  case-related data  should  be assembled  in the case
           file.

      6.   Written additions  to  and  comments on instrument-
          generated data  and other  forms should be signed and
          dated by the author.
                                H-46

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                                APPENDIX  I

                       START UP SCHEDULE  MEMORANDUM
   Contents

1. Start Up Schedule Memorandum
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

-------
                                      March 24, 1988
Mr. Angelo Carasea, Project Officer
USEPA
WH-548-A
401 M Street, S.W.
Washington, D.C.   20460


Dear Mr. Carasea:

This correspondence is to request the following start-up schedule for
our Contact #68-W8-

                       April     10 Samples
                       May       20 Samples
                       June      30 Samples

From June  on  to the end of the  contract, we  should be able to take
the maximum  number of  samples  per month.   Please advise  me  as to
whether or not this would be acceptable.

                                      Sincerely,
                                   1-1

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                                 APPENDIX J

              WELCOME TO CONTRACT LABORATORY PROGRAM PACKAGE


   Contents                                                    Page

1. Welcome to Contract Laboratory Program Package              J-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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                                                 FILL-IN MASTER
                                                 IBM-AT, ASG, 5-W
                                                 PO-WELC.MAS
                                                 EPA LETTERHEAD
                                                 DUE DATE:
                                                 SUBMITTED BY:
MEMORANDUM

SUBJECT:   Welcome to the Contract Laboratory Program


FROM:           	         	
             Analytical Operations Branch
             Environmental Protection Agency

TO:
      The Analytical Operations  Branch (AOB)  is pleased to welcome you to the US EPA
Contract Laboratory Program (CLP).

      With the  award of your CLP EPA Contract No. 	 there  are two
very important items your laboratory must complete.  They are as follows:

      1.    Your laboratory must send a written start-up schedule to me for my approval
           within  one  week of award of your contract and be ready to  accept samples  for
           analysis within  30 days of contract award.  The agency reserves the  right  to
           require your laboratory to analyze up to the required number of samples per your
           contract from the date the contract was  awarded; however, every effort will be
           made to comply as closely as possible with the approved start-up schedule.

      2.    Your  laboratory must complete  the attached Laboratory Contact  Names  and
           Information form  and return it to Leslie Braun at the Sample Management Office
           (SMO).

      If  there are  any questions, please don't hesitate  to call  me at 703/382-7906 or call
Leslie Braun at 703/557-2490.   Also, a welcome  package containing pertinent information
will be sent from the SMO to  you in the near future.
Attachment

cc:     	, Deputy Project Officer, Region
       Jim Petty, EMSL
       Don Roche, NEIC
                                           J-l

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                LABORATORY CONTACT NAMES AND INFORMATION
Laboratory Name and Address:
Mailing Address:
   (if different from shipping address)
Area Code and Phone Number
Routine Analytical Services (RAS)
       Primary Scheduling Contact
       Secondary Scheduling Contact:
Special Analytical Services (SAS)
       Primary Scheduling Contact:
       Secondary Scheduling Contact:
SAS Contract Addressee:
Invoice Contact:
Contract Compliance Screening Contact:
Primary Communication Contact
Secondary Communication Contact:
Sample Custodian:
Technical Contact:
Lab Profile Package Contact:
Telefax Number (if applicable & automated):
                                                                             2/2/89
                                           J-2

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                                                                  April 3, 1989
«ADDRESS»
Dear «SALUTATION»:

     The Sample  Management Office (SMO) is pleased to  welcome your laboratory to  the
USEPA Contract Laboratory  Program (CLP).  Enclosed within this packet are  a  number of
Program forms,  an address list, and other information which is necessary for performance in
the CLP.  Below is a brief description of the enclosed forms  and lists.

1.   Organic Traffic Report

     Currently  there are  two versions of the Organic Traffic Report (OTR) in circulation.
     Both are attached.  The vertical OTR  will be phased out once the existing supply is
     exhausted, which is anticipated to  last  approximately three more months.   The unique
     CLP Sample Numbers correspond to  samples  received at a laboratory  under one Case
     No. and one EPA Contract  No. (not to exceed  20 samples  per either version of  the
     form) and will  be filled out by the sampler.  The unique CLP Sample Numbers used
     are five digit,  alphanumeric numbers that serve  as  the sample identifier  from sample
     collection  through analysis, data reporting and invoicing.  All  data generated must be
     labeled with these CLP Sample Numbers.  The sampler  also  completes blocks 1-5 and
     A-E (vertical OTR); blocks 1-4 and A-G (horizontal OTR).  During the log-in process,
     the laboratory prints the name  of the person logging in the samples, the date of sample
     receipt,  the  EPA Contract Number,  and the  unit  price the  under which the samples
     were scheduled  in blocks 6 or 7 of the  vertical OTR, and in blocks 5 or 6 of the  hori-
     zontal OTR. The laboratory also records the condition  of samples upon receipt in  block
     F of the vertical OTR and block H of the  horizontal  OTR.   If there  are any dis-
     crepancies between verbal orders and what was actually received at your laboratory, or
     if there are any problems  with the samples (i.e., sample breakage, insufficient sample
     volume, chain-of-custody problems...), contact SMO immediately.

     Organic Traffic  Reports are used  as evidence in enforcement actions, therefore it is
     extremely  important that sample condition be recorded in detail,  use of custody seals
     and sample tags noted,  and that these forms are completed accurately.  Return  the  top
     copy of the TR  to the  SMO within three (3) days after receipt with a sample delivery
     group (SDG) cover sheet and retain the remaining copy for your files.  If the situation
     arises where one OTR  contains samples from two SDGs photocopy the TR to  corres-
     pond with each SDG and enclose them  in the appropriate data package when reporting
     the data.
                                           J-3

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     In addition, all samples should be  accompanied by chain-of-custody forms.  Sign these
     forms in the appropriate space and retain in your sample/case specific files.  If samples
     are received without a chain-of-custody forms, immediately notify SMO.   For a more
     detailed discussion  of  chain-of-custody procedures, please consult Exhibit F of your
     contract.

2.   Organic Analysis Data Deliverables

     For each  sample analyzed,  a data package is to  be prepared in a legible manner  in
     accordance with contract requirements, and copies sent to the originating  Regional  or
     identified sampling office,  SMO and EMSL/LV.   Your  laboratory's reporting  code is
     located  at the end  of  this letter on page 5.   Please Note:  In addition to the Sample
     Data Package, a Sample Data Summary Package is supplied to SMO.  Consult Exhibit  B,
     Section  II.D of  the Statement of Work for the  specific forms required in  this Sample
     Data  Summary Package.  For data  sent to the Region or sampling office and SMO,
      records  must be kept documenting the date on which data were sent and the means  of
      shipment  (e.g., Federal Express, U.S. Mail, etc.).   In addition to the hardcopy  of the
      data package described in Exhibit B of the Statement of Work, submit to  SMO only a
      computer-readable  floppy  diskette  according to  the  specifications  of the contract.
      Hardcopy data and diskettes sent  to SMO are logged in upon receipt in order to docu-
      ment laboratory compliance with the contract delivery schedule.

3.    USEPA Regions/Users Data Delivery List (Addresses/Codes)

      This  list should be consulted when  submitting data to  the originating Region or sam-
      pling office.  If there is any doubt concerning the correctness of an address, contact
      SMO. Please send data to the attention of the person indicated.

4.    Cooler Return

      Return  sample  coolers within fourteen (14) days to the return  address  found  on  the
      outside  of the cooler  or  on the inside  of the lid.  If the return address is not  on  the
      cooler,  please  call SMO in order to  ensure return of  the  cooler to the appropriate
      Client.  Coolers are to be returned by United Parcel Service (UPS) under a third-party,
      billing  account.   In order to set up an  UPS account  for  returning sample  coolers,
      please contact Mr. John Carria of  T. Head & Company  at 703/478-3886.

      Note:  Contract laboratories are responsible for disposing of all extracts and remaining
      samples no earlier than  365 days  following data submission, in  accordance with  all
      federal, state and local statutes.
                                              J-4

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5.    Memo, Telephone Record Log and Authorized Regional Technical Contact List

      Several people in each EPA Region are authorized  to call  contract laboratories  after
      receipt  of final  data  concerning technical questions about  the data.  However,  all
      contract-related questions should be referred to the Project Officer or the Contracting
      Officer (CO).  All invoicing, Contract Compliance Screening (CCS), or  administrative
      questions should be directed to SMO.  The attached list of CLP Regional/Laboratory
      Communication System  Authorized Regional  Technical  Contacts will identify  those
      individuals  designated  to  call  the  laboratories.    Please  use  the  enclosed  CLP
      Regional/Laboratory Communication System Telephone Record  Log form to document
      each  conversation  with  a  Regional contact.   You  also  will  need to  identify  your
      Authorized Regional Technical Contacts who will handle questions from the Regions by
      completing  the attached CLP Regional/Laboratory  Communication  System Contacts
      form and returning it  to SMO. If you have any questions, please contact SMO regard-
      ing this matter.

6.    Invoicing Procedure

      Submit an original  and three copies of each  invoice to  the  Accounting Officer in
      Research Triangle Park (RTP), North Carolina, as well as one copy of each invoice to
      SMO.  EPA requests that you submit your  invoices on 8 1/2" by 11" paper.  Each in-
      voice must include your invoice number, invoice date, laboratory name,  EPA Contract
      Number,  contract description of  services (i.e., Case Numbers, Sample  Delivery Group
      (SDG) Numbers,  and  CLP Sample  Numbers with fractional breakdown), unit prices
      (including full  incentive)  and extended  totals.  SMO cannot  process invoices which
      include samples billed under more  than  one contract  or cost lot, or for which deliver-
      ables have not been received — including Organics Traffic Reports — and accepted by
      the Government.

      The laboratory is provided with  an Initial  Certification (1C) Report when the invoice
      process is completed.  This report  contains a breakdown of payment for each sample
      that includes  liquidated  damages and possible  early delivery  consideration (incentive).
      Also  included  in the package mailed to  the laboratory is an Invoice Summary Report.
      This report contains a summary of the amount disallowed, the amount  withheld due to
      liquidated damages charged, and the amount approved for payment.

      If you have questions  about an invoice and  your laboratory code begins with the letters
      A-F, please contact Marta Meixner at SMO; if your  laboratory  code begins with G-Z,
      contact John Reynolds at SMO.  After invoices are processed by SMO and approved by
      the PO,  payment status questions  should be  directed to the  EPA  Customer Service
      Department in RTP, North Carolina. Please complete the attached CLP Invoicing Con-
      tract form, noting the  name of your contact who will  receive these invoicing reports.

      At the same time that we mail a response to your invoice, the PO forwards a payment
      recommendation  to the EPA Funds  Control Group for coding.  The package then goes
      to your laboratory's Project Officer for review and signature.  It is then returned to the
      Financial Management Division in  RTP  to be assigned to a treasury schedule.  The
      whole process  is designed  to take 30 days from EPA's receipt of your invoice until a
      check is cut.  This assumes that acceptance  has occurred prior to receipt of the invoice
      at SMO.
                                            J-5

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7.    Technical DPO Concept

      Your laboratory has been  assigned a Regional Deputy  Project Officer (DPO) to  assist
      Headquarters in monitoring and improving technical  performance,  and resolving issues
      between your laboratory and the Clients.   CLP Deputy Project Officer Communication
      Summary forms are attached to document your conversations with the Regional DPOs.

8.    Contract Compliance Screening

      All Routine Analytical Services  (RAS) data are assessed by the SMO Contract Compli-
      ance Screening (CCS) group which identifies and  reports any incompleteness or contract
      noncompliance in data deliverables on  a  fast turnaround basis (an average of 7 days).
      The primary component of CCS is a computer-assisted inspection  of  the IFB-required
      diskette deliverables.   A copy  of the  CCS Summary Sheet - Organics is  sent to  the
      laboratory and the Regional  Client.  It  contains a detailed listing of all contractual dis-
      crepancies noted.  SMO's payment  for data delivered is  routinely determined by  the
      CCS status of deliverables.  It  is very  important to  resolve identified discrepancies as
      quickly as possible.   The  resubmissiqn and  reconciliation procedures  incorporated into
      the  CCS  operations require  a response from laboratories to  CCS  within  ten calendar
      days of laboratory receipt  of CCS results.

      A detailed description of CCS procedures is in your  EPA  contract.  The aim  of CCS is
      to ensure  timely  delivery of complete and compliant  data, and to provide  rapid and
      uniform resolution of  discrepancies.  If you have any questions  about CCS, call  the
      Organic CCS contacts listed in the CLP Directory.

 9.   SAS Capabilities Survey

      Under the SMO Special  Analytical Services program,  Viar and  Company procures
      laboratory support for analytical  service  requirements  which  cannot be supplied  under
      the  CLP IFB Routine Analytical  Services contracts.   Due  to the  volume and  variety of
      SAS requests, SMO has established a SAS Capabilities Index to aid SMO Coordinators in
      quickly and  efficiently identifying program laboratories  with particular SAS analytical
      capabilities.

      The SAS Capabilities Survey is  being finalized and will be mailed to your laboratory in
      the  near future.

  10.  SAS Standard Scope of Work

       The SAS  Standard  Scope of Work supplies general data reporting  requirements  and
       terms and conditions that a  laboratory  is subject to when  they are  awarded a SAS con-
       tract through a subcontract with Viar  and Company.  This Standard  Scope of Work is
       referenced in all Contract Letter(s) that a  laboratory  will receive  from  Viar for each
       SAS award.
                                             J-6

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11.   RAS Scheduling and Laboratory Start-Up

      The SMO is eager to work with you to ensure your laboratory's successful participation
      in  and contribution to the  CLP  organic  program.   Once  you are  ready to receive
      samples SMO will attempt to keep  sample loading at a moderate rate for the first month
      or  so or will adhere to the laboratory's start-up schedule.  This start-up schedule must
      be  provided by the laboratory  within seven days of your contract award  to your EPA
      Project Officer  and  SMO.   Scheduling of samples  takes  place on a  weekly basis
      according to a defined set of procedures.  In addition, your scheduling contact should
      phone SMO's primary scheduling  contact,  Terri Shaughnessy or Cindy Schreyer, with
      any information relevant to your laboratory's ability to receive samples in  a given week
      (i.e., personnel, instrument problems, laboratory facility being moved, etc.).

      All sample analyses performed by CLP laboratories are thoroughly  reviewed by  the
      EPA Regional  Clients  for  adequacy  of use  in  their  highly visible  and important
      remedial  and  enforcement efforts under  Superfund.   For  the  CLP to  successfully
      support this effort, it  is crucial  that  all data reflect  strict adherence  to stipulated
      contractual protocols,  deliverable terms, chain-of-custody and other requirements.
      In the past, some laboratories have experienced substantial delays in coming on-line due
to difficulties in obtaining all Target  Compounds  List (TCL) reference  standards.  Should
problems  develop in your attempt to obtain standards,  please  contact  your EPA  Project
Officer as soon as possible.  It  is important that all  initial calibration and  detection limit
studies be performed expeditiously so that your laboratory can begin to process samples.

      Please pass on this information to others in your facility  who may  require the informa-
tion presented.  If you have any questions, please do not hesitate to call.

                                                 Regards,
                                                 Maka Grogard
                                                 Viar and Company
                                                 Project Manager
Laboratory Reporting Code:  «CODE»

(See following page for List of cc and Enclosures.)
                                            J-7

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                                List of cc and Enclosures
cc:      Accounts Receivable Department
        Joan Fisk, CLP National Organic Program Manager & Chief Organics Section
        Angelo Carasea, CLP Project Officer, Organics Section
        Emile Boulos, CLP Project Officer, Organics Section
        Howard Fribush, CLP Project Officer, Organics Section
        Carla Dempsey,  QA Coordinator
        Debra Szaro, Deputy Project Officer, Region I
        Lou Bevilocqua, Deputy Project Officer, Region II
        Chuck Sands, Deputy Project Officer, Region III
        Tom  B. Bennett, Jr., Deputy Project Officer, Region IV
        Pat Churilla, Deputy Project Officer, Region V
        David Stockton, Deputy Project Officer, Region VI
        Debra Morey, Deputy Project Officer, Region VII
        Eva Hoffman, Deputy Project Officer, Region VIII
        Kent Kitchingman, Deputy Project Officer, Region IX
        Gerald Muth, Deputy Project Officer, Region X
        John Carria, T.  Head & Company
        Helen Holder, TechLaw/Denver
        Dick Thacker, SMO Program Manager
        SMO Analysts/Coordinators

 Enclosures:   Organic Traffic Report (vertical version) (1)
              Organic Traffic Report (horizontal version) (1)
              Data Package Labelling Memo  (9)
              Sample Management Office Directory (2)
              CLP National Program Office (4)
              USEPA Regions/Users Data Delivery List (Addresses/Codes) (1)
              Use of the CLP Regional Laboratory Communication System Memo (2)
              CLP Regional/Laboratory Communication System Authorized Regional
                   Technical Contacts (3)
               CLP Regional/Laboratory Communication System Telephone
                   Record Log  (1)
              CLP Regional/Laboratory Communication System Contacts form (1)
               CLP Invoicing forms (5)
               Regional Deputy  Project  Officers for CLP Technical Administration (1)
               CLP Deputy Project Officer Communication Summary form (1)
               Program Memos
               User's Guide to the CLP
               SAS Standard Scope  of Work
                                            J-8

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                                APPENDIX K

                             CONTRACT CLOSE OUT

   Contents                                                    Page

1. Contract Close Out                                          K-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and are subject to change at any time, as directed
by CLP management.

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                               SAMPLE MANAGEMENT
                           CLOSE OUT PROCESS SUMMARY
A.   The close out process of a contract begins three months after the contract end date.

B.   If there  are services a laboratory performed during the contract period that  have  not
     been invoiced SMO provides a list of these services and requests billing.

C.   All services already invoiced are reviewed one more time by SMO and any necessary
     adjustments are made at this time.

D.   Once everything is paid and balanced, SMO provides EPA's Contract Office with a form
     indicating that the Sample Management Office has finished the process and considers the
     contract  closed.

     1.    If  the contract ends in a negative amount (money due EPA) Contracts will also be
           notified at this time.

E.   Quarterly SMO  supplies  the  EPA Contract  Office  with a status definition "Close  Out
     Status Report" and  list.   These  reports let  EPA  know where  the contract is in  the
     process.  A copy of the status definitions is attached.
           USEPA PROCUREMENT & CONTRACTS MANAGEMENT DIVISION
                           CLOSE OUT PROCESS SUMMARY
A.    The  USEPA's  Procurement  and Contracts Management Division (PCMD) receives
      notification of  contract closeout from  the  Sample Management  Office.  PCMD  then
      requests the following from the Project Officer:

      o    Certification that  all  work required has been done

      o    Evaluation of performance

      o    Dollar amount recommended for payment

      o    List of any Government property involved

B.    PCMD verifies  payment of recommended  amounts and  makes  arrangements for  the
      disposition of Government property.
                                            K-l

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                       CONTRACT CLOSEOUT STATUS CODES


                                   (OCTOBER 1987)


1.    Identifying samples for which a Type-1  invoice has not been produced.

2.    Ensuring  funds available.  If funds not available,  the  contract is on  HOLD  STATUS
     pending CO action.

3.    Sent sample list along with memo requesting Type-1 invoice to laboratory.

4.    If no response after one month, request  is followed up by a phone call.

5.    Mailed memo to Laboratory  Management informing them of lack of  response to  request
     for final  invoice(s).   Copy of memo was also mailed  to lab PO, SMO's PO, CO  and
     laboratory's invoicing contract.

6.    No response  received after one  more month, mailed memo  to  CO  saying that  we are
     unable to initiate Contract  closeout  due to lack  of cooperation  by laboratory.  This
     contract is now on HOLD STATUS, pending CO action.

7.   Comparing sample vs. summary level database. Make corrections necessary to database,
     also due first review of Lab Invoice Report.

8.    Identifying  invoices  not  reconciled   and/or  posted.    Checking  for accuracy  and
     consistency in cost lots, case  numbers, regions, etc.

9.    Preparing Reconciliation  Report Summary.   Mailed  memo to laboratory  requesting
      invoices for  all outstanding RR's, (if applicable).

 10.   If no  response after one month, request is followed up by a phone call,  (if applicable).

 11.   Mailed memo to CO requesting action, due to lack of  response one month after phone
      call.  This contract is now  on HOLD STATUS, pending  CO action, (if applicable).

 12.   Final  review of Lab Invoice  Report for completeness.

 13.   Sent  RR summary invoice, memo and  site sheet to CO and copy to  the laboratory, due
      to  negative  balance  on contract,  waiting response of CO.   Contract now  on HOLD
      STATUS.

 14.   Waiting for  RTP notification on payment of final invoice before any  remaining funds
      can be deobligated.

 15.   Contract is  closed out.  Sent memo  and RR Summary to  laboratory and CO.   Any
      remaining funds can be deobligated.
     Contract is closed from SMO's vantage point.
                                           K-2

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                                 APPENDIX L

                                 REFERENCES

   Contents                                                     Page

1. References                                                   L-l
      Standard operating procedures, forms, letters, memoranda, reports,
herein are examples only and'are subject to change at any time, as directed
by CLP management.

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                            REFERENCES









1.    Project-officers Handbook,  1984




2.    Contract Administration Handbook,  1987




3.    SOP for CLP Analytical IFBs,  1988




4.    User's Guide to Contract Laboratory Program, 1986
                                 L-l

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