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.
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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.
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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.
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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
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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.
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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.
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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).
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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.
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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);
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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.
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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.
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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.
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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.
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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.
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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
-------
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.
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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.
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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
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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
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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.
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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.
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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.
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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
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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
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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
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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
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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
-------
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
-------
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
-------
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
-------
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
-------
(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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
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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
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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
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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
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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
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(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
-------
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.
-------
"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
-------
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.
-------
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.
-------
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.
-------
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,
-------
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
-------
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.
-------
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.
-------
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
-------
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
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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
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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
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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
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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
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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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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.
-------
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
-------
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
-------
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.
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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.
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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.
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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.
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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.)
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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
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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.
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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.
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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
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