Attachment 2 - PWS, PRS, QASP.pdf

PERFORMANCE WORK STATEMENT (PWS)

DRINKING WATER/WASTE WATER ANALYSIS

U.S. COAST GUARD TRAINING CENTER

PETALUMA, CALIFORNIA

DRINKING WATER/WASTEWATER ANALYSIS

SERVICE CONTRACT

PERFORMANCE WORK STATEMENT (PWS)

(BASE YEAR PLUS FOUR OPTION YEARS)

1.0 GENERAL

2.0 CONTRACTOR REQUIREMENTS

3.0 APPLICABLE DOCUMENTS

4.0 SERVICES

5.0 DELIVERABLES

6.0 QUALITY CONTROL REQUIREMENTS

7.0 QUALITY ASSURANCE REQUIREMENTS

8.0 GOVERNMENT FURNISHED PROPERTY

9.0 CONTRACTOR FURNISHED PROPERTY

10.0 RULES, LAWS AND REGULATIONS

11.0 REFERENCES

1.0 GENERAL

1.1 Background

1.1.1 Drinking Water. The United States Coast Guard Training Center Petaluma (TRACEN) owns and operates a public drinking water system as defined by the California Department of

Public Health. This system is charged with providing reliable and safe drinking water to the military and civilian personnel on the base. The state and federal regulations require routine testing and regularly report the results to the State Water Resources Control Board, Division of

Drinking Water. Different tests are required at different intervals, see Section 5, Deliverables.

Test result may require TRACEN to do additional testing to verify that we have solved the underlying problem. This is a rare occurrence but must be carried out quickly in order to assure the safety of the water supply.

1.1.2 Waste Water. TRACEN owns and operates waste water collection system and treatment facilities regulated by the California State and Regional Water Quality Control Board. This system is charged with collecting and treating raw sewage from TRACEN facilities and Two

Rock Elementary school. The activated sludge plant produces a secondary treated effluent, part of which receives tertiary treatment. Secondary treated water will be disposed of as agricultural irrigation of animal feed crop. The tertiary effluent will be used for landscape irrigation and beneficial use within the treatment facility. At specific points in the process, chemical and biological characteristics must be monitored. Specific lab test are required to be performed at a minimum frequency by a state certified laboratory see Section 5, Deliverables.

1.2 Scope

Coast Guard personnel will be responsible for drawing water samples and providing them to the contractor’s courier. The Contractor shall furnish supervision, labor, tools, equipment (other than government furnished equipment), and supplies to analyze TRACEN’s drinking water and wastewater as described in this Performance Work Statement (PWS).

The Contractor shall be responsible for transporting the water samples from TRACEN Petaluma to the testing facility and for delivering sampling bottles as needed. The testing facility will be responsible for providing the test results in accordance with the contract requirements.

1.3 Location

TRACEN is approximately nine miles northwest from downtown Petaluma, California at 599

Tomales Road, Petaluma, California 94952-5000. The Contractor shall perform all pick-ups at

TRACEN’s Wastewater Treatment Plant - Building 25

2.0 CONTRACTOR REQUIREMENTS

2.1 Certification Requirement. Environmental Laboratory Accreditation Program (ELAP) certification is preferred but National Environmental Laboratory Accreditation Program is acceptable. Accreditation must be kept current throughout the contract.

2.2 Personnel Requirements

2.2.1 The Contractor shall comply with all federal, state, and local laws regarding licenses, certifications, training, etc., of employees performing the specified services. Personnel shall have the appropriate licenses in their possession when operating vehicles under this contract.

Operators shall exercise due care while operating equipment and execute appropriate pre-operation and operational checks of equipment as required by Industry Standards.

2.2.2 All employees of the Contractor performing field services under this Contract shall wear uniforms or badges that include the employee's name or employee number and the Contractor's name. The Contractor shall provide a list of couriers within 15 days of contract award and as needed due to new personnel. Personnel must show ID, registration, and insurance to enter the facility.

2.2.3 The Contractor shall not employ any person who is an employee of the United States

Government if the employment of that person would create a conflict of interest or the appearance of a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of Homeland Security, USCG (either military or civilian), unless such person seeks and receives proper approval

3.0 APPLICABLE DOCUMENTS

The Contractor and their employees shall become acquainted with and obey all applicable USCG

Training Center Petaluma regulations and instructions. Copies thereof are available through the

Contracting Officer’s Representative (COR), upon request.

California Codes, Health and Safety Code, Environmental Laboratories, Section 100825-

10092

California Code of Regulations, Title 22 Social Security, Division 4. Environmental

Health, Chapter 19. Certification of Environmental Laboratories

COMDTINST M5100.29 Safety & Occupational Health Manual

COMDTINST M6000.1A Medical Manual, Chapter 7

COMDTINST 16478.1B Hazardous Waste Management

4.0 SERVICES

4.1 Courier Service

4.1.1 The Contractor shall perform all pick-ups during normal working hours between 10:00 a.m. and 2:00 p.m., seven days a week.

4.1.2 The Contractor shall provide daily courier service between TRACEN Petaluma wastewater treatment plant and the contracted Testing Lab. Samples shall be received from

Coast Guard personnel daily at the wastewater facility at 599 Tomalas Road, Petaluma, CA and transported to the contracted laboratory for analysis.

4.1.3 The courier shall periodically deliver sampling bottles and other materials as needed to collect future samples.

4.1.4 The courier shall sign and accept the package from the wastewater treatment plant operator at TRACEN Petaluma. The laboratory technician who receives the samples shall sign when they received the package. A copy verifying who handled the package and when it arrived at the laboratory shall be attached to the lab report.

4.2 Laboratory Testing

4.2.1 Drinking Water Analysis.

4.2.1.1 Routine drinking water testing includes the following tests and their frequencies listed on

Testing Frequency, Attachment 1.

4.2.1.2 Irregular/special (Optional). Additional testing may be required in certain circumstances and shall be billed under CLIN 0001F. Examples of situations that may require additional testing are provided below:

a) In the event of a positive test for bacteria in a routine sample, the Contractor shall test a minimum of 5 repeat tests within 24 hours of the repeat sample date.

b) In the event that a water user complains about their water, sampling may be called for at the judgment of the licensed system operator.

c) In the event of unexplained presence of water, sampling and lab testing may be required to determine the source and hazard if any.

29 CFR (OSHA) Labor

29 CFR 1910.120 Occupational Safety and Health Standards

40 CFR Protection of the Environment

40 CFR 260 Hazardous Waste Management System, General

5 USC Sec 552a Privacy Act of 1974

PL 94-580 Resource Conservation and Recovery Act

4.2.2 Waste water and monitoring well analysis

4.2.2.1 The permit under which TRACEN operates the treatment plant requires the sets of tests and their frequencies listed on the Testing Frequency, Attachment 1.

4.2.3 Tertiary water (effluent)

4.2.3.1 The permit under which TRACEN operates the treatment plant requires the sets of tests

4.2.3.2 Note: A test must be completed any day during which Tertiary Effluent EFF-002 is discharged for storage or reclamation. Each reclamation irrigation system will require testing any month that system is in use. Estimated 8 months out of the year.

4.2.4 Biosolids; sludge

4.2.4.1 The permit under which TRACEN operates the treatment plant requires the sets of tests

4.2.4.2 Provision for extra bio solid testing, as needed (Optional). This CLIN x004B is for miscellaneous tests required by federal, state, and local law and is a not-to-exceed (NTE) amount. Before the vendor orders those biosolid tests the vendor needs to get a quote for those tests and get the Contractor Officer Representative (COR) or Contracting Officer (KO)'s approval before proceeding. It is the vendor’s responsibility not to exceed the NTE amount on the Schedule of Prices. If the amount is going to exceed this CLIN, the vendor is required to contact the KO for instructions before proceeding.

4.3 Reports

4.3.1 Coliform and e-coli bacteria drinking water analysis

4.3.1.1 In the event of a negative test for Coliform and E-Coli bacteria (2 routine samples per month), the Contractor shall provide the test results within 7 days of the sample date unless required sooner by law.

4.3.1.2 In the event of a positive test for Coliform and E-Coli bacteria in a routine sample, the

Contractor shall notify the Water System Operator via cell phone AND email within 24 hours of the sample date unless required sooner by law. TRACEN will then take a minimum of 5 repeat tests. The Contractor shall pick-up the 5 repeat tests the following day during normal courier service and notify the Water System Operator within 24 hours of the sample date via phone and email to establish that the threat has been eliminated.

4.3.2 All other analysis

4.3.2.1 The Contractor shall provide all other Water and all Waste Water and Tertiary Water test results within 10 days of sample date unless required sooner by law.

5.0 DELIVERABLES

REPORT REF DUE DATE

ELAP accreditation or NELAP accreditation

2.1. With Proposal, ELAP every

other year, NELAP annual

List of Contractor employees 2.2.2. Within 15 days of Contract award and as updated

Sample bottles 4.1.3. As needed

Negative Drinking Water Coliform and E-Coli Bacteria Test results

4.3.1.1 within 7 days of sample date unless legally required sooner

Positive Drinking Water Coliform and E-Coli Bacteria Test results

4.3.1.2 within 24 hours of sample date unless legally required sooner

Repeat positive tests for Coliform and E-Coli Bacteria

4.3.1.2. Within 24 hours of sample date

unless legally required sooner

All Other Test results 4.3.2.1 within 10 days of sample date unless legally required sooner

Quality Control Plan 6.0 With Proposal and as updated

6.0 QUALITY CONTROL REQUIREMENTS

6.1 The Contractor, not the Government, is responsible for all quality control (QC) and management actions to meet the terms of the Contract. The Contractor shall establish an aggressive and complete quality control program to assure the requirements of the Contract are met. Submit a copy of the Contractor’s Quality Control Plan as part of the proposal and provide updates to the plan as they are developed and published. The Government performs quality assurance to monitor whether Contract standards are achieved.

7.0 QUALITY ASSURANCE REQUIREMENTS

7.1 The Government reserves the right to inspect the Contractor’s job performance at any time during the duration of this contract as outlined in the Quality Assurance Surveillance Plan

(QASP), Attachment 2. The Government Representatives may inspect each task as completed or vary the number of quality assurance inspections at their discretion. The Government will also investigate any complaints from various customers located on the installation. The Contractor shall be responsible for initially validating customer complaints. However, the Government representative shall make the final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). The Government reserves the right to inspect the

Contractor’s performance in its entirety to ensure services are received. If the Government discovers unsatisfactory performance, the Government's preferred course of action will be discussions with the Contractor. However, the Government may also take further actions as outlined in the Performance Requirement Summary (PRS), Attachment 1.

8.0 GOVERNMENT FURNISHED PROPERTY

8.1 The Government will collect the samples and make them available to the courier service.

9.0 CONTRACTOR FURNISHED PROPERTY

9.1 CONTAINERS: Sample bottles shall be provided by the testing laboratory with the correct labels and preservatives if needed. All residual materials shall be disposed of in a safe and environmentally responsible manner.

9.2 VEHICLES: All vehicles used by the Contractor in providing courier services shall be registered with the California Department of Motor Vehicles. All vehicles operated on

TRACEN Petaluma must strictly adhere to posted speed limits and all other base regulations pertaining to vehicle operations. All vehicles entering TRACEN Petaluma are subject to inspection by Base Security and/or Base and Military Police. Vehicles used to transport samples on Government property shall have identification placards or signs.

10.0 ATTACHMENTS

1) Testing Frequency

2) Performance Requirement Summary (PRS)

3) Quality Assurance Surveillance Plan (QASP)

Testing Frequency Drinking Water and Wastewater Analysis

TRACEN Petaluma

CLIN #

1 Drinking Water Daily weekly monthly semi-annual Annual Total annual tests

0001A Coliform and E-Coli bacteria, PWS Para 5.b.1) (2 routine samples per month)

2 24

0001B Fluoride, EPA Method 300.0, PWS Para 5.b.1) (1 sample per month)

1 12

0001C Disinfection Byproducts (TTHM & HAA5), PWS Para 5.b.1)(4 samples, 2 specific sites)

0001D Fluoride, 1 “raw water” sample, PWS Para 5.b.1) 1

0001E Lead and Copper, 10 samples from 10 specific sites, once triennually PWS Para 5.b.1)(every 3 yrs)

0001F Provision for extra testing as needed, PWS Para 5.b.1) 15

2 Waste Water & Monitoring Wells

0002A Secondary Effluent (EFF-001) grab sample - Total Coliform Organisms (MPN/100ml), Para 5.b.2) 1 365

0002B Influent (INF-001) composite sample - Biochemical Oxygen Demand, BOD, Para 5.b.2) 1 52

0002C Influent (INF-001) composite sample - Total Suspended Solids, TSS, Para 5.b.2) 1 52

0002D Secondary Effluent (EFF-001) composite sample - Biochemical Oxygen Demand, BOD5, Para 5.b.2) 1 52

0002E Secondary Effluent (EFF-001) composite sample - Total Suspended Solids, TSS, Para 5.b.2) 1 52

0002F Secondary Reclaim (REC-003) Total N, TDS, Chloride, Sodium, Boron, as needed 1 12

0002G Groundwater Monitoring Wells, MW-1 thru MW-8, (in June and November) Total N, TDS, Chloride, Sodium, Boron, Para 5.b.2)(8 wells x 2 times a yr) 2 16

3 Tertiary Water (Effluent)

0003A Tertiary Effluent (EFF-002) grab sample - Total Coliform Organisms (MPN/100ml), Para 5.b.2) 1 220

0003B Tertiary Effluent (REC-004, twice from May – October) Priority Pollutants, Complete list CTR (California Toxics Rule), Para 5.b.2) 2 2

0003C Tertiary Effluent (EFF-002) composite sample - Biochemical Oxygen Demand, BOD5, Para 5.b.2) 1 32

0003D Tertiary Effluent (EFF-002) composite sample - Total Suspended Solids, TSS, Para 5.b.2) 1 32

0003E Tertiary Effluent (REC-004): Total N, TDS, Chloride, Sodium, Boron, as needed 1 8

Attachment (1)

ATTACHMENT 2

PERFORMANCE REQUIREMENT SUMMARY (PRS)

FOR

1. The Government expects the contractor to perform all of the services required in the

Performance Work Statement (PWS) at an acceptable level. Whenever the Government learns of substandard performance, either through incidental inspections, direct observation, customer complaints, or any other mechanism, the preferred course of action will be discussions with the

Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. However, this Procurement Requirement Summary

(PRS) provides the mechanism by which the Government’s payment to the Contractor may be reduced in the event of substandard performance.

2. The Government's primary quality assurance procedures are based on timely pick-up of samples and delivery of test results within the required time frame.

3. When the number of defects in the Contractor's performance exceeds the allowable number of defects, the COR shall complete a Contract Discrepancy Report (CDR), enclosure 1 to this

PRS. In response to the CDR the Contractor is required to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future. The Contractor shall not be paid for services not rendered in accordance with the standards set for this Contract. A defect will not be counted when the service can be re-performed within 2 hours after notification by the COR. If the

Contractor is required to rework the services found by the Government to be unsatisfactorily performed, it will be at the Contractor’s expense.

4. The Contractor must perform in accordance with the Contract requirement at all times. As an added incentive to perform certain particularly important tasks, performance-based deductions may be taken when Contractor performance drops below an acceptable level. The criteria for acceptable and unacceptable are as follows: The COR can receive up to the amount of validated customer complaints for a particular building, as listed in column 4 of the PRS Summary Table, and the Contractor’s services are still considered acceptable. However, any complaint(s) received thereafter causes the services to be unacceptable.

5. Certain tasks are so critical that the Government has set quality standards that the Contractor must meet when it performs these required services. These standards are addressed in the following Procurement Requirement Summary Table.

Work

Requirement

Weight Performance

Standard

Maximum Allowable

Defect Rate

Surveillance

Method

Perform Scheduled testing IAW PWS

65% PWS –

Paragraph 5.b.

0 Defect per month customer complaint

Provide courier service

5% PWS -

Paragraph 5.a.

1 Defect per month customer complaint

Deliver new sample containers

5% PWS –

Paragraph 5.a.

2 Defect per month customer complaint

Provide test results in required time

25% PWS –

Paragraph 5.c.

0 Defect per month customer complaint

6. The Contractor must perform in accordance with the Contract requirements at all times. As an added incentive to perform certain particularly important tasks, performance-based deductions may be taken when the Contractor performance drops below an acceptable level. If the

Contractor fails to meet the Contract requirements specified in Scope of Work (SOW) and if the quantity of failures during any month is greater than the Acceptable Quality Level (“AQL”), then there will be a deduction from the Contractor’s monthly payment based upon this unacceptable level of performance.

7. Example of Deduction Amount to Contractor Payments.

a. Assume the maximum possible monthly payment for performing in accordance with the contract requirement for performance of regularly scheduled pick-ups is $5,000.

b. Assume that the AQL for maintaining the required collection schedule is 1 defect per month.

c. If attachment (1) required the Contractor to provide 13 scheduled collections per week (A collection is one (1) container). Then, there would be 52 collections during a normal four-week month.

d. The AQL for scheduled collections is 1 per month. Therefore, if the Contractor fails to provide collection twice in a month, there may be a performance-based deduction.

e. Assume that, during a given month-long period, the Contractor fails to perform 4 scheduled collections in a timely manner. This means that the Contractor has failed to perform in 7.6% (4 divided into 52) of the required monthly performances. This failure rate is greater than the AQL of 1 (1.9-%) collection, and therefore there will be a performance-based deduction from the Contractor’s monthly payment.

f. Assume that the weight given for maintaining the required collection schedule in attachment (1) is 60%.

g. The deduction in the Contractor’s monthly payment will be: the (maximum possible monthly payment) multiplied by the (weight of the specific work item) multiplied by the

(contractor’s actual failure rate). In this example, the deduction is ($5,000) x (60%) x

(7.6%) = $228.00.

h. Therefore, during this month, the Coast Guard would deduct $228 from the Contractor’s monthly payment.

Performance-based deductions may be cumulative. If the contractor’s performance falls below the AQL for more than one work requirement listed in the table, then the Coast Guard may take more than one deduction from the Contractor’s monthly payment.

Enclosure 1

U. S. COAST GUARD TRAINING CENTER

PETALUMA, CALIFORNIA

CONTRACT DISCREPANY REPORT (CDR)

1. Contract No._______________ DO#___________ 2. FY________ 3. Report # ______

4. TO: (Contractor/QCI) ________________________________________________

5. FROM: (COR/QAE) _____________________________________________

6. DATES: ___/___/___ ___/___/___ ___/___/___

Prepared | Oral Notification | Returned by Contractor | Action

Complete

7. Discrepancy or Problem [Describe in detail; include references to PWS paragraph or other contract clause or provision; attach continuation sheet if necessary; COR shall cite applicable QC program procedure(s)]

8. TO: (COR) ____________________________________________________

9. FROM: (Contractor) ________________________________________________

10. Contractor’s response as to cause, corrective action and actions to prevent reoccurrence

(attach continuation sheet if necessary):

11. Signature of Contractor’s Representative:

________________________________________________Date____________________

12. Government Evaluation; acceptance, partial acceptance, rejection (attach continuation sheet if necessary):

13. Government Actions: payment deductions, performance evaluation meetings, other actions)

14. Close-out Actions (contractor notified; by whom/date; follow-up actions pending)

ATTACHMENT (3)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

QUALITY ASSURANCE SURVEILLANCE PLAN

1.0 Introduction

This Quality Assurance Surveillance Plan (QASP) describes methods that the government will use to monitor whether the Contractor’s performance of the above contract is acceptable. The

QASP is the Government’s written plan for administering the Contract and monitoring major aspects of the Contractor’s performance. The QASP is not part of the Contract; it is provided to the Contractor solely for informational purposes and is subject to change by the Government at anytime during the contract performance period. Therefore, the Government reserves the right to perform more or less surveillance than is provided for in this QASP.

2.0 Purpose

The QASP establishes a method to evaluate the services the Contractor is required to furnish. It is designed to provide an effective method of monitoring Contractor performance for each listed objective on the Performance Requirements Summary (PRS) in the contract, The Government is concerned with the quality of the services provided, and not with the method that the Contractor uses to provide these services. If performance of any required service is unsatisfactory as a result of the Contractor’s actions or omissions, then the Government may reduce the contract payments to reflect the decreased value of the services received in accordance with the PRS and/or applicable FAR clauses.

3.0 Responsibility for Quality Control

The Contractor, not the Government, is responsible for quality control and management actions to meet the terms of the Contract. The Government performs quality assurance to monitor whether Contract standards are achieved.

4.0 METHODS OF QUALITY ASSURANCE (QA) SURVEILLANCE

4.1 Customer Complaints. Any base employee that observes unacceptable service, whether incomplete or not performed, for any performance objectives should immediately contact the

COR. The COR will record the complaint including date and time, customer name, phone number and the nature of the complaint. The COR will respond as soon as possible after receipt of a complaint to conduct a site visit to personally observe the reported defect. If the COR determines the complaint is valid, the COR will complete appropriate documentation to record the complaint and notify the Contractor of the defect, The COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COR if not corrected.

4.2 Deduction Methods. The Government will record all instances of substandard performance, whether through inspections, direct observation, customer complaint, or any other mechanism the Government’s preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. However, the Government may also take the following actions in addition to, or instead of, discussions with the Contractor:

QUALITY ASSURANCE SURVEILLANCE PLAN

a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance.

b. Payment deductions in accordance with the attached Performance Requirements

Summary (PRS).

c. Payment deductions in accordance with the applicable FAR clause(s).