SOW_SPDES_Spec_2024_2025_Lab_Testing.pdf

BROOKHAVEN SCIENCE ASSOCIATES

STATEMENT OF WORK

for SPDES Laboratory Testing at

BROOKHAVEN NATIONAL LABORATORY

Energy & Utilities Division

Facilities and Operations 70 Bell Ave.

Upton, N.Y. 11973

July 2024 – June 2025

CONTRACT DRAWINGS

None

SPECIFICATION INDEX

Contract Specifications Page(s)

Statement of Work WP 1-5 Quality Assurance – Appendices 1 Electronic Data Delivery – Exhibit 1 (Including Attachments 1-4) Chain of Custody Form – Exhibit 2

WP-1

STATEMENT OF WORK

Background In order to meet the State Pollutant Discharge Elimination System (SPDES) monitoring requirements mandated by the New York State Department of Environmental Conservation (NYSDEC), Brookhaven Science Associates, LLC (BSA) operator of Brookhaven National Laboratory (BNL) requires the services of an approved analytical laboratory for the analyses of various parameters as listed in Appendix 1 hereto. The estimated numbers of samples and the parameters to be analyzed are presented below. The specific contract conditions are summarized in this document and its exhibits. The final requirements for SPDES compliance testing are determined by NYSDEC and the operational requirements of BSA. Therefore the exact number of tests and the frequency is subject to change. A complete schedule shall be provided approximately April 1st of each year.

PARAMETER (method) No. of SAMPLES EPA METHOD

Ammonia 10 350.1 Rev. 2

Nitrite-N 60 353.2 Rev.2

Total Kjeldahl Nitrogen (TKN) 60 351.2. Rev. 2

Biological Oxygen Demand (BOD) 10 Standard Methods 5210B-2017

Nitrate-N 60 353.2 Rev. 2

Total Nitrogen 60 Standard Methods 4500-N

WP-2

VENDOR QUALIFICATIONS

A. The minimum contractor requirements for this Statement of Work (SOW) is certification for non-potable water chemistry by New York State Department of Health (NYSDOH) and the National Environmental Laboratory Program (NELAP) for the parameters listed in Appendix 1 herein.

B. A copy of the contractor’s current NYSDOH certification displaying the parameters certified along with copies of the contractor’s performance evaluation reports and NYSDOH audit reports for the last two (2) years shall be submitted to BSA’s Authorized Technical Representative(s).

SAMPLE COLLECTION

A. It is the responsibility of the Contractor to provide appropriate sampling containers with preservatives, as necessary, including sterilized containers for bacteriology. Upon contract award, a complete sampling schedule for various locations will be provided to the Contractor by BSA to facilitate shipment of appropriate containers prior to the sampling event.

B. Brookhaven National Laboratory Environmental Protection Division (EPD) Field Sampling Team will be responsible for proper sample collection and storage of sample bottles as appropriate. EPD will complete the Chain of Custody Form (COC) (attached hereto as Exhibit 2) for transfer to the Contractor Laboratory.

C. It is the responsibility of the Contractor for sample pick-up within twenty-four (24) hours from BNL Building 528 (EPD Field Sampling Team Offices), after telephone notification by BSA.

D. The BNL Chain of Custody form will be used to track the movement and storage of all

BNL samples. A designated Contractor Laboratory person shall sign and date the COC record accompanying each sample shipment, thereby documenting receipt of samples.

If any changes or corrections to a COC record are made after the COC is received by the Contractor Laboratory, the Contractor Laboratory shall send copies of the revised COC to BSA Representatives: Larry Singh, Warren Jensen, and Jason Remien.

WP-3

DATA DELIVERABLES

A. The data delivery date (turnaround) for ammonia shall be no later than fourteen (14) calendar days from Sample Date.

B. The data delivery date (turnaround) for all other parameters shall be thirty (30) calendar days or less.

C. The deliverables for this SOW are data, reported in electronic form (See WP-5) and as a PDF/A file. The data shall be reported as Sample Delivery Groups (SDGs). Each BNL COC must be reported as a separate SDG. For each sample in an SDG, all data reported on paper copy shall correspond exactly to the data reported electronically for that same sample. The final PDF/A data packages with required deliverables including QA/QC should be sent to the following address within the specified turnaround times:

Larry Singh Environmental Protection Division Building 462 P.O. Box 5000

BROOKHAVEN NATIONAL LABORATORY

UPTON NEW YORK, 11973-5000

Telephone: (631) 344-8125 E-mail: lsingh@bnl.gov

D. Summarized reports of analytical results (no QA/QC or raw data) for all samples for each batch are to be simultaneously sent to the following addresses:

Christopher Bruno, P.E.

Division Manager Energy & Utilities Division Building 452

P.O. BOX 5000

BROOKHAVEN NATIONAL LABORATORY

UPTON NEW YORK, 11973-5000

E-mail: cbruno@bnl.gov

Jason Remien Division Manager

Environmental Protection Division Bldg. 860

BROOKHAVEN NATIONAL LABORATORY

UPTON NEW YORK, 11973-5000

E-mail: remien@bnl.gov

WP-4

QUALITY ASSURANCE – QUALITY CONTROL

A. At a minimum, complete QA/QC, and method detection limits from all appropriate referenced methods listed must be strictly followed. BSA reserves the right to require additional QC checks when those listed are inconsistent with non-potable water data quality objectives. All reanalysis costs resulting from Contractor Laboratory error is the Contractor’s sole responsibility and at Contractor’s sole expense. Recurring testing and/or reporting errors or failures may result in termination of services at the sole discretion of BSA. The Contractor Laboratory will be responsible for payment of any fines levied against BSA due to late or incorrect sample data.

B. The deliverable list for each method as described in Appendix - 1 herein shall be strictly followed for data submission.

C. BSA reserves the right to audit the Contractor Laboratory regarding QA/QC methods at any time, if deemed necessary, and/or request NYSDOH ELAP audit results during the performance of any contract associated with this SOW.

D. In order to track the performance of the contractor, copies of the proficiency results for all certified categories from NYSDOH and from NIST designated supplier for WP/WS studies shall be sent to BNL annually.

E. The current QA/QC manual of the laboratory with the Statement of Qualifications shall be submitted to BNL after contract execution.

F. Written notification of any change in analytical method and/or instrumentation for BNL analyses will be provided before beginning any such analyses. This notification shall be accompanied by data validating the new method and/or providing a demonstration of initial proficiency for the instrumentation. Prior written approval by BSA must be received by the contractor before beginning any analyses of BNL samples.

G. In the event of any changes in certification status for an analyte or analytes covered under this SOW, the Contractor Laboratory shall inform the authorized BSA Technical Representative(s) by telephone within twenty-four (24) hours, and in writing no later than forty-eight (48) hours of said notification. In addition, after reinstatement of certification for those affected parameters, the Contractor Laboratory shall notify the Authorized BSA Technical Representative(s) of the same, in writing, prior to resuming analysis on BNL samples (NYS Public Health Law Section 502).

WP-5

ELECTRONIC DATA DELIVERABLES

Sample analysis results shall be provided to BNL in two electronic formats: as a PDF/A file and as an EDD specified separately in “Specifications for Environmental Information Management System (EIMS) Analytical Data Format” (Exhibit -1)

A. All electronic data deliverables (EDDs) shall be sent to the BNL Environmental

Information System (EIMS) project manager and the EIMS data management specialist via e-mail at the same time as the final data package or within thirty (30) calendar days of receipt of samples at the Contractor Laboratory, whichever is later.

Larry Singh Mary Phraner-Douglas lsingh@bnl.gov phraner@bnl.gov tel. (631) 344-8125 tel. (631) 344-2828

Revisions to the electronic format may be needed in the future based on program requirements. The Authorized BSA Technical Representative(s) will provide written notice of such revisions. Revisions shall be implemented within ninety (90) calendar days of written notice, at no additional cost to BSA.

SUBCONTRACTING

A. All the analyses required under this SOW shall be performed by the Contractor Laboratory unless subcontracting is authorized by prior written approval by BSA.

B. Any proposed subcontractors shall have approval of NYS Department of Health and

Suffolk County Department of Health Services.

mailto:phraner@bnl.gov

A-1

Appendix - 1

WET CHEMISTRY PARAMETERS

References:

Standard Methods for the Examination of Water and Waste Water, 23th edition (2017).

Minimum QA/QC required:

1) initial calibration

2) continuing calibration

3) method blank analysis

4) one duplicate analysis per sampling event on BNL sample

5) matrix spike analysis

Deliverables:

1) chain-of-custody

2) instrument hardcopy and other raw analytical data for all samples

3) initial calibration data

4) continuing calibration data

5) method blank data

6) duplicate analysis data

7) matrix spike data

8) laboratory control sample or LFB

A-2

WET CHEMISTRY PARAMETERS, METHOD REFERENCES AND DETECTION LIMITS:

PARAMETER EPA METHOD (19 ed.) DETECTION LIMITS ammonia (NH3) 350.1 Rev. 2 0.1 mg/L nitrate as N (N03) 353.2 Rev. 2 0.5 mg/L nitrite as N (N02) 353.2 0.5 mg/L TKN 351.2 Rev. 2 0.1 mg/L BOD SM5210B-2017 2 mg/L Total Nitrogen SM4500-N 0.1 mg/L