Attachment III SOW Lab Services.pdf

UNITED STATES INTERNATIONAL BOUNDARY

AND WATER COMMISSION (USIBWC)

NOGALES FIELD OFFICE

SCOPE OF WORK (SOW) FOR LABORATORY

SERVICES CONTRACT

FINAL VERSION :

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TABLE OF CONTENTS

ARTICLE 1 – GENERAL INFORMATION…………………………………………… 4

General Scope

1. The Plant 4

2. Plant Location 5

ARTICLE 2 – GENERAL PROVISIONS ………………………………………………. 5

2.1 Contractor 5

2.2 Government Representatives 7

2.3 Codes and Standards 7

ARTICLE 3 – COORDINATION ……………………………………………………… 8

3.1 Facility Compliance 8

3.2 Pre-commencement Meeting 8

ARTICLE 4 – SUBMITTALS …………………………………………………………

4.1 Certificates and QA Manual 9

4.2 Laboratory Reports 9

4.2 Monthly Invoices

ARTICLE 5 – LABORATORY SERVICES………………………………………… 10

5.1 General Requirements 10

5.2 Ground Water 11

5.3 WET Tests 12

5.4 Bacterial testing 14 5.5 Deliverables 14

ARTICLE 6 – PAYMENTS ………………………………………………….. 16

ATTACHMENTS …………………………………………………………

1 ATTACHMENT I – UNIT RATES (PER ANALYTE)

2 ATTACHMENT II -- COMPOSITE RATES (PER LAB REPORT) 3

ATTACHMENT IIII – AZPDES (EFFLUENT DISHARGE PERMIT

3 ATTACHMENT IV – APP (AQUIFER

PROTECTION PERMIT)

ARTICLE 1 – GENERAL INFORMATION

1. GENERAL SCOPE:

The United States section of the International Boundary and Water Commission (USIBWC) operates and maintains the Nogales International Wastewater Treatment Plant (NIWTP) in

Rio Rico, Arizona. This contract is for comprehensive laboratory services for all the requirements of the USIBWC Nogales Field Office; including, but not limited to, environmental requirements for wastewater, surface water, groundwater and solid waste.

The plant operates under the Arizona Pollutant Discharge Elimination System (AZPDES) permit and the Arizona Aquifer Protection Permit (APP). The current APP and AZPDES

(Compliance Permits) were signed on June 4, 2009 and March 31, 2014 respectively. The current AZPDES and APP are attached here and form an integral part of this agreement. The permits were issued to both the City of Nogales and USIBWC as joint operators; however, this contract is for providing laboratory services exclusively to the USIBWC. Sampling and testing are mainly for regulatory compliance purposes as stipulated in the referenced permits; however additional sampling and testing may be required for other events including process trouble shooting, pretreatment and any other requirement along the US-Mexican border in Arizona.

A new AZPDES permit is expected to be issued in early 2020. That permit will set-forth the

AZPDES requirements for testing. Once issued, it will be considered an integral part of the agreement. Once the new permit comes into effect a copy should be provided to the contractor.

2. THE PLANT:

The Nogales International Waste Water Treatment Plant (NIWWTP) is an activated sludge treatment plant with nitrification, de-nitrification and effluent filtration. The plant treats the wastewater from the communities of Nogales, Arizona, Nogales, Sonora and Rio Rico, Arizona. The treatment plant removes nitrogen and organic compounds before discharge to the Santa Cruz River.

Raw sewage is processed through coarse screens, vortex grit removal units, fine Screens, aeration basins, clarifiers, sand filters and ultra-violet disinfection units; and then discharged into a tributary of the Santa Cruz River.

The plant treats the Waste Activated Sludge (WAS) by drum thickening followed by an open pit aerobic digestion. Digested sludge flows to a storage pond to be pumped into one of two belt filter presses for polymer assisted dewatering. The final dewatered sludge is then conveyed from the filter presses into sludge hauling trucks for disposal at an approved municipal landfill.

3. PLANT LOCATION:

The USIBWC NIWTP is located in Rio Rico, Santa Cruz County, just north of Nogales, Arizona. The treatment plant is situated between the Santa Cruz River that is to the east and

Arizona Highway 19 to the west. There is a railroad track between the highway and the treatment plant. Of particular importance to the contractor, rail road deliveries block the rail road crossing to the plant at random times for various commercial deliveries. The secondary crossing which is located at about half a mile to the south of the main entrance remains open most of the time; however, it may also be blocked for short periods. The contractor is deemed to have allowed for that in the proposal.

ARTICLE 2 – GENERAL PROVISIONS

2.1 CONTRACTOR

1) The terms “Contractor” shall mean the main Contractor. The term “Laboratory” shall mean any and all laboratories providing services under this contract. All services shall be performed by laboratories normally engaged in providing the type of services specified herein. The laboratory shall have the required facilities, equipment and personnel to ensure the satisfactory execution of the services. Furthermore, the laboratory shall meet the following requirements:

A. The Contractor shall be certified by the Arizona Department of Health

Services for the Wastewater program; and shall maintain such certification throughout the duration of this agreement.

B. All subcontractors performing any part of the services under this agreement shall be approved by USIBWC and certified by the Arizona department of Health Services.

C. The laboratory shall have facilities within 100 miles (one hundred miles) from Nogales International Wastewater Treatment Plant. Such facilities shall be properly equipped and staffed to analyze parameters with relatively short holding times such as E-Coli.

D. The Contractor shall provide copies of Certificates issued by ADHS within the last 12 months under R9-14-609 for both the contractor and subcontractor(s) engaged in providing services under this agreement. The certificates shall demonstrate proficiency in testing and analysis of each parameter to be sampled under this contract.

E. The laboratory shall have a Laboratory Information Management

System (LIMS) at least capable of logging, scheduling and tracking of samples; samples processing and quality control; inspection, approval and generation of laboratory reports.

2) All services shall be performed by qualified personnel with experience in laboratory services and certified for testing the parameters listed under this contract in accordance with the test methods stated in the respective permits.

3) The Contractor shall designate and assign a project manager to represent the contractor under this contract. The contractor representative shall be authorized to make legally binding agreements.

4) The contractor and its subcontractors’ laboratory equipment shall be suitable for analytical methods with Limits Of Quantitation (LOQ) lower than the

Assessment Levels (AL) as further detailed in the permits with the following exception:

Where, as of the date of this solicitation, industry wide LOQ in the wastewater and water industries for an analyte is above the assessment levels in the AZPDES and APP Permits, the offeror shall identify the analyte, its LOQ and the Laboratory Limit of Detection (LOD)

Laboratory Reporting Limit (DL). All such analytes shall be listed, as part of the offer, in a separate table showing the name, the MDL, the

LOQ and the Offeror’s Laboratories’ Reporting Limit for each. The offeror MUST still submit the written certification as stated in the

Evaluation Factors; however, the above tabulation will be verified and analytes with industry wide LOQ above the assessment levels in the permits will not be part of the evaluation of the offer

5) Neither the Laboratory nor its representatives, direct or indirect, shall release or publish any laboratory results or other information derived from the work performed under this contract without specific written approval of the

Contracting Officer (CO).

6) A new AZPDES permit is expected to be issued in early 2020. That permit will set-forth the AZPDES requirements for testing. Once issued, it will be considered an integral part of the agreement

2.2 GOVERNMENT REPRESENTATIVES:

1) The USIBWC’s representatives for this Contract are the Contracting Officer

(CO) and the Contracting Officer’s Representative (COR).

2) The Contracting Officer (CO) is responsible for the Contract, including its terms and conditions. The CO is authorized to enter into and administer the

Contract, change or terminate the Contract, and make determinations and findings relating to the Contract.

3) The CO shall notify the Contractor in writing of the COR appointment and the limits of the COR authority.

4) The COR is the USIBWC’s representative in direct regular contact with the

Contractor. The COR is the Contractor’s initial Point Of Contact with USIBWC during the performance of this Contract.

5) The COR shall monitor the Contractor’s performance under the Contract, and ensure that the Contractor delivers what is stipulated in the Contract.

6) The Operators of the NIWTP will be in direct daily contact with the Contractor concerning sampling schedules, sampling containers, delivery of samples and other practical requirements within the scope of this contract.

2.3 CODES AND STANDARDS

1) The Contractor is solely responsible for compliance with all applicable Federal, State and Local laws, codes, standards, regulations and ordinances including, but not limited to, the requirements of the latest updates of the Environmental

Protection Agency (EPA) Regulations on Test Procedures for the Analysis of

Pollutants, 40 CFR Part 136; EPA publication SW-846, Test Methods for

Evaluating Solid Waste; EPA Method 1669 Sampling Ambient water for Trace

Elements; 40 CFR 122.45© Calculating NPDES permit conditions – Metals;

and HACH method 10014 for Chlorine; all as stipulated in the plant’s permits

(AZPDES and/ or the APP).

2) A new AZPDES permit is expected to be issued in early 2020. That permit will set-forth the AZPDES requirements for testing. Once issued, it will be

3) The Contractor shall sample, preserve and handle all samples in accordance with 40 CFR 136 as outlined in the compliance permits.

4) Any violation by the contractor’s employees, agents or representatives of any

Local, State or Federal requirements related to the services under this contract shall be the sole responsibility of the contractor.

5) The laboratory shall be responsible for the payment of fines and/ or civil penalties levied against the USIBWC or the City of Nogales by any regulatory agency having jurisdiction as a result of the Laboratory’s failure to comply with the requirements of this contract.

ARTICLE 3 – COORDINATION

3.1 FACILITY COMPLIANCE:

The Contractor shall coordinate all activities with the COR and the NIWTP Operators in order to insure the following:

1) The timely sampling, laboratory analysis and reporting to meet the compliance requirements of the regulatory permits.

2) The availability of the appropriate sampling containers at the Plant at least one week before the date for taking the samples.

3) Alternative sampling schedules to meet the permits compliance requirements while accommodating Federal Holidays and/ or any other event.

4) Alternative sampling and / or action on handling samples that are not deemed

“intact” when received at the laboratory.

3.2 PRE-COMMENCEMENT MEETING:

1) The Contractor shall be available for pre-commencement meeting with the COR and the NIWTP Operators within one week of receiving the COR letter.

The meeting shall be initiated and coordinated by the COR.

2) The Contractor shall bring to the meeting copies of the certificates issued by

ADHS within the last 12 months under R9-14-609 for both the contractor and all subcontractor(s) engaged in providing services under this agreement; unless such documents were submitted with the contractor’s proposal

3) The Contractor shall bring to the meeting samples of its laboratory reports; and shall coordinate with USIBWC any amendments as stated under item 2 of subarticle 5.1.

ARTICLE 4 – SUBMITTALS

4.1 DOCUMENTS:

1) The Contractor shall submit, at or before the pre-commencement meeting, copies of Certificates issued by ADHS within the last 12 months under

R914-609 for both the contractor and all subcontractor(s) engaged in providing services under this agreement. The certificates shall demonstrate proficiency in testing and analysis of each parameter to be sampled under this contract.

2) The contractor shall submit, at or before the pre-commencement meeting, copies of Quality Assurance manuals for all the laboratories engaged in providing services under this contract.

4.2 LABORATORY REPORTS:

1) The Contractor shall submit regular Laboratory Reports as described under subarticle 5.5 “Deliverables” of Article 5 (Laboratory Services).

2) Upon commencement of the services, the Contractor shall coordinate with the COR regarding the layout of the reports and any alternative parameters’ names that differ from the names in the compliance permits.

4.3 MONTHLY INVOICES:

1) Each month, the Contractor shall submit an invoice for the services completed and reported during the previous month. The invoice shall be based on the laboratory reports submitted by the contractor and accepted by USIBWC in accordance with the contract rates in attachments I and II.

2) The monthly invoice shall be based first on the rates for laboratory reports in

Attachment II. The unit rates in Attachment I shall be used to adjust the invoice for any parameters added or omitted from any reports.

3) The monthly invoice shall not include any payments for pending or completed tests, analysis or any other services for which the corresponding laboratory reports were not submitted by the contractor and accepted by the USIBWC.

ARTICLE 5 – LABORATORY SERVICES

5.1 GENERAL REQUIREMENTS:

I. The Contractor shall furnish all labor, material, supplies, equipment, and personnel to perform the laboratory services under this contract except for the following:

a. Sample collection of influent, effluent, and river water which shall be carried out by USIBWC.

b. Courier service for delivering samples collected by USIBWC to the nearest laboratory (within 100 miles).

II. The Contractor shall collect ground water samples from the wells listed in section 5.2.

III. The Contractor shall deliver pre-labeled sample containers, preservatives

(excluding ice), security seals, field labels and Quality Control/Quality

Assurance samples as required for all samples to the NIWTP at Rio Rico, at least one week before the scheduled sampling date.

IV. For parameters sampled on a weekly or bi-weekly schedule during any calendar month, sampling containers shall be delivered at least three business days before the beginning of the month.

V. The Contractor shall provide Chain-of-custody forms for the Whole

Effluent Tests (WET) and ground water sampling.

VI. The contractor shall deliver additional sampling containers to the NIWTP, upon request by the COR or Operators of the NIWTP, within three calendar days of such a request.

VII. Testing, analysis and reporting of samples under this agreement shall be strictly in accordance with the AZPDES and APP Permits including any future updates.

VIII. The Contractor shall report parameter names and units of measurement as shown in the AZPDES and APP Permits.

IX. The Contractor shall provide a combined telephone and email notification of any exceedances that any of the permits requires that such exceedances are to be reported.

X. The contractor shall follow the testing methods referenced in the AZPDES and APP Permits. The contractor shall submit all proposed changes to the testing methods to USIBWC for approval.

XI. A new AZPDES permit is expected to be issued in early 2020. That permit will set-forth the AZPDES requirements for testing. Once issued, it will be

5.2 GROUND WATER:

I. The Contractor shall take ground water samples and perform tests analysis and reporting at three (3) monitoring wells. Each monitoring well consists of 6 inches pipe bore casing with a depth of up to 50 feet. Pipe bore is secured with plug and combination lock provided by USIBWC. Sampling, testing, analysis and reporting shall be in accordance with the APP at the

Points of Compliance shown in the APP as follows:

Sampling Point

Sampling Point Identification Latitude Longitude

3 North East side of WWTP and down gradient of the WWTP

31° 27" 20" N 110°58' 02"W

4 450 feet North/West and down gradient of AZPDES effluent discharge point and the NWWTP.

31 o 27' 26"N 110° 58 '02"W

5 1900 feet northwest and down gradient of the AZPDES effluent discharge point and

31° 27' 36"N 110° 58' 28"W

II. The Contractor shall measure and record the Static Water Level prior to sampling and shall purge each well as described in the APP. The Contractor shall provide all the resources required including electrical and potable water sources.

III. The Contractor shall conduct ground water sampling in strict compliance with the schedule given in the APP; and shall coordinate each visit to the wells with the NIWTP Operator at least one business day in advance.

5.3 WHOLE EFFLUENT TOXICITY (WET) TESTS:

I. Quarterly and Semiannual WET Tests: Composite 24-hour sampling is initiated on the first Sunday of the first full week of the month for analysis of chronic toxicity. A week with Government holidays is not considered a full week. Samples are packaged for shipping by the USIBWC on Monday, Wednesday, and Friday for shipment via overnight courier on Monday, Wednesday, and Friday for receipt of samples on Tuesday, Thursday, and

Saturday. Toxicity tests shall be conducted on the effluent samples in accordance with USEPA approved methods as described in Part IV of the

AZPDES Permit. As stated in the AZPDES Permit, toxicity tests shall be conducted quarterly on three species: the waterflea, Ceriodaphnia dubia

(survival and reproduction test); the fathead minnow, Pimephales promelas

(larval survival and growth test); and the green alga, Pseudokirchneriella subcapitata (formerly known as Selenastrum capricornutum and

Raphidocelis subcapitata)( growth test). Similarly, semiannual river water toxicity teats shall be conducted on the same species except the green alga.

II. Toxicity Identification Evaluation: In addition, a TIE (Phase I and

II) may be required if the toxicity tests show chronic toxicity per the permit under Part IV, Section D. The CO may authorize Phase I, II, and III TIE.

This testing shall be conducted with the species demonstrating chronic toxicity. Costs for these tests should be included in the contract; however, the quantity will be zero as this testing may or may not be required.

The Laboratory shall use USEPA guidance documents, USEPA approved methods and quality control/quality assurance procedures for the type of analysis required. The Government will collect any required field samples and deliver these to the Contractor as stated above.

The Phase I TIE shall, at a minimum, include the following tests:

1. initial toxicity test

2. baseline test

3. pH adjustment test

4. pH adjustment /filtration test

5. pH adjustment/aeration tests

6. pH adjustment and C18 solid phase extraction (SPE) test

7. EDTA addition test

8. sodium thiosulfate addition test

9. graduated pH test

Phase II - Based on the results of the TIE, the USIBWC will review the data and determine if additional tests are required. The Contractor shall not complete any additional testing unless directed to do so by the CO.

Table I provides a list of Phase II parameters that may be added.

Phase III – Based on the results of the TIE, the USIBWC will review the data and determine if additional tests are required. The Laboratory shall complete confirmation testing of chronic toxicity on the effluent in accordance with EPA guidance. Specific tests will be based on the toxic compounds identified during the Phase I and Phase II evaluations. The confirmation process may include, but are not limited to: correlation, symptoms, relative sensitivity, spiking, mass balance, and miscellaneous procedures.

Laboratory personnel shall be responsible for providing a complete evaluation and interpretation of the results of the TIE tests. The

Laboratory shall provide all results and the evaluation/interpretation of the results within 30 days of sample delivery to the laboratory.

5.4 BACTERIAL TESTING:

I. E Coli and Total Coliform: Bacteria sampling has a holding tome of 6 hours.

The contractor and its subcontractors are required to have a laboratory that is capable of analyzing bacteria located within 100 miles from the NIWTP.

5.5 DELIVERABLES:

I. The Contractor shall deliver verified and signed analytical laboratory reports via email to the COR, and the NIWTP Operators including the Area

Operations Manager, the Assistant area Operations Manager and the

Operations Supervisor as follows:

1. The contractor shall e-mail Laboratory reports electronically to the said

USIBWC representatives as soon as the reports are available but not more than 21 calendar days after the receipt of samples. Reports shall be attached as pdf files and also submitted as Excel files.

2. The Contractor shall further post the reports electronically on line within the same period. The Laboratory LIMS shall generate Laboratory reports remotely accessible by USIBWC. The contractor shall give USIBWC remote full free access to the on line reports.

3. Analytical Report shall be verified in accordance with the contractor’s approved QA/QC procedures and shall include the quality control/ quality assurance data.

4. Reports shall also include all the monitoring information stated in subarticle II – D of the AZPDES.

II. Besides the electronic reports, the Contractor shall deliver original verified hard copies of up to 10% of the laboratory reports upon request by USIBWC at no additional charge. The Contractor is deemed to have allowed for that in his proposal.

III. The contractor is deemed to have correctly identified the parameters

(analytes) that are to be included in each periodic report. Notwithstanding the requirements of the compliance permits, the weekly influent and effluent reports shall include Total Nitrogen.

IV. Laboratory Information Management System (LIMS): The laboratory shall maintain a LIMS system capable of exporting USIBWC laboratory data into an Excel format. The LIMS or laboratory shall maintain all data created for all sampling locations for a minimum of 7 years to be provided in Excel format.

ARTICLE 6 - PAYMENT

6.1 The Contractor shall submit a monthly invoice requesting payment for services provided and for which laboratory reports were submitted and accepted during the previous month. The monthly invoice shall be subject to the following:

1) The contractor is deemed to have included all direct and indirect costs and profits in the unit rates per parameter in Attachment I. The unit rate for each individual laboratory report in Attachment II shall be the sum of the unit rates of all the parameters included in the report. The contractor is deemed to have identified all the parameters required in a given report, and shall be bound by the rates in attachment II for sampling ground water, as well as for analyzing and reporting on all the required parameters sampled by either the Contractor or

USIBWC.

2) Attachment II shall be based solely on the parameters included in the report in accordance with the requirements of the AZPDES and APP Permits, and the unit rates for parameters in Attachment I.

3) The monthly invoice shall be calculated from the unit rates for laboratory reports in attachment II, except for additions or omissions of individual parameters in which case the unit rates in attachment I shall be used for the subject additions or deletions.

4) The unit rates in attachment I shall further be used for any additional laboratory analysis and reports requested by USIBWC and reported by the contractor. Any such additional services shall be reported and invoiced separately.

5) Each month, the contractor shall submit an invoice for the laboratory reports submitted by the contractor and accepted by USIBWC during the previous month. The monthly invoice shall not include any payments for pending or completed tests, analysis or any other services for which the corresponding laboratory reports were not submitted by the contractor and accepted by the

USIBWC.

6) USIBWC shall process the invoice for payment in accordance with the terms of this contract.