A-1 Statment of Work - DDSP Lab Analysis.pdf

ATTACHMENT 1 - STATEMENT OF WORK (SOW)

LABORATORY ANALYSIS SERVICES FOR DLA INSTALLATION MANAGEMENT SUSQUEHANNA

1.0 SCOPE OF WORK

DLA InstallaƟon Management Susquehanna has a requirement for a contractor to provide laboratory analysis services as set forth in this SOW. The contractor shall provide the necessary labor, material, equipment, transportaƟon, and supervision necessary to perform laboratory analysis on samples of wastes, fuel and other types of oil, sewage sludge, bulk asbestos samples, air monitoring casseƩes for asbestos, drinking, storm, and ground water, as well as radon tesƟng in air and water.

In some cases, such as the second weekly test requirements at the wastewater treatment plant, the contractor will be required to travel to the site, obtain samples, and pick up addiƟonal samples taken by installaƟon personnel for laboratory analysis. AƩachment 2, Annual LATL (Lab Analysis Test List), describes the sample types and maximum total number of each sample included in this contract. The contractor may not analyze the maximum number of samples idenƟfied in AƩachment 2 during the period of this contract. It is the contractor’s responsibility to make sure the number and/or type of sample analysis contained in AƩachment 2 is not exceeded.

All references in this SOW to “contractor personnel” include both contractor employees and subcontractor employees. This is a non-personal services contract to provide laboratory analysis and pickup services for DLA InstallaƟon Management Susquehanna. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the Government. The Government and the contractor understand the services to be provided under this contract by the contractor are non-personal services and no employer-employee relaƟonship exists between the Government and the contractor.

2.0 CONTRACTOR PERSONNEL CONDUCT AND INSTALLATION REGULATIONS

Contractor personnel shall conduct themselves in accordance with acceptable business decorum at all Ɵmes. The contractor shall remove any individual from the site whose conƟnued presence or employment on this contract is deemed by the ContracƟng Officer (KO) to be contrary to the public interest, deemed to adversely affect health, morale, welfare, or good order and discipline on the installaƟon, or is inconsistent with the best interests of naƟonal security.

The contractor and its employees shall abide by installaƟon parking and traffic regulaƟons. All vehicles shall be parked in designated parking areas only. The contractor and its employees shall conform to Federal, State, and installaƟon driving regulaƟons. Contractor employees will maintain an installaƟon pass to come on and off-site without an escort. Contact DM-FSE for informaƟon on obtaining an iniƟal or follow-up installaƟon pass.

3.0 GENERAL REQUIREMENTS

A. TesƟng Laboratory CerƟficaƟon

All laboratories performing analysis services under this contract must be NaƟonal Environmental

Laboratories AccreditaƟon Program (NELAP) cerƟfied and cerƟfied by the PA-DEP Laboratory AccreditaƟon Program. These programs provide accreditaƟon of environmental tesƟng laboratories to ensure the quality of analyƟcal data used for regulatory purposes. Each cerƟfied laboratory is provided with a cerƟficate number, which is issued for a period of two years, and a list of accredited analytes.

For radon tesƟng, the laboratory and any tesƟng technicians must maintain acƟve cerƟficaƟon with the PA-DEP Bureau of RadiaƟon ProtecƟon (Radon Division) in accordance with PA Title 25, Chapter 240.

During the term of the contract, the contractor shall be required to:

Maintain a valid cerƟficate.

Provide an updated cerƟficate and list of accredited analytes upon two-year expiraƟon.

Inform the KO if an applicaƟon for an amendment to the accredited analytes has been submiƩed.

Inform the KO if cerƟficaƟon has been revoked under the PA-DEP Laboratory AccreditaƟon

Program.

If a subcontractor is being used to perform the analysis, the above informaƟon also applies to that subcontractor. Both prime and subcontracted laboratories shall be ISO 17025 compliant as determined by a third party for conducƟng drinking water sample analyses in its laboratory. If during the term of this contract, the laboratory cerƟficaƟon is revoked, the contractor shall noƟfy the Government POC within 24 hours. RevocaƟon of laboratory cerƟficaƟon may result in terminaƟon of this contract.

B. TesƟng Laboratory LocaƟon

Due to emergency sampling events and rush turnaround Ɵmes requiring results to be provided to the Government within 24 hours, the contractor shall be located within a 60-mile driving distance from the Defense DistribuƟon Center, Susquehanna.

C. Laboratory Personnel QualificaƟons

Laboratory personnel shall be properly trained and cerƟfied to perform all tesƟng requirements in accordance with all applicable local, state, and federal regulaƟons.

D. Scheduled Service

The contractor shall perform scheduled services as specified herein. Scheduled service is defined as service required on a specific day, week, month, or period (on-call).

4.0 SPECIFIC REQUIREMENTS

A. Sample Containers

The contractor shall use only new sample-appropriate containers. The container shall be a PA-DEP and/or USEPA approved container for the consƟtuent being analyzed. The contractor shall provide new sample-appropriate containers to the Government POC for sample collecƟon to be performed by the Government. New sample-appropriate containers shall be cleaned to USEPA Contract Laboratory Program (CLP) requirements. In addiƟon to new sample boƩles, the contractor shall furnish labels, blank chain of custody (COC) forms, equipment, chemical reagents, and related items to perform all sampling requirements.

B. Sample CollecƟon and Pickup

Sewage Treatment Plant grab sample pickups will be generally once per week, on Wednesdays, between 0800 and 1200 hours. Since flow rates affect the weekday for sample pull, the Government reserves the right to change the day of collecƟon with a 24-hour noƟce to the contractor. Exact Ɵmes for pickups shall be coordinated with the Government POC. Periodically, pickups may be required more frequently. In these cases, the Government will noƟfy the contractor as soon as possible of the needed addiƟonal pickups. Every effort will be made to noƟfy the laboratory at least one working day prior to the required pickup.

Also, as deemed necessary, samples may be delivered by the Government to the contractor during normal business hours. The Government reserves the right to cancel a weekly pickup on an “as needed” basis during the contract period.

The contractor, where applicable, shall composite and collect samples at the Sewage Treatment Plant according to the flow rate occurring during the sampling period. Composite samples shall be made immediately following compleƟon of the automaƟc sampling period. Other grab samples shall also be taken at approximately the same hour. Prior to transportaƟon of the samples, they shall be properly preserved by refrigeraƟon and/or applicable preservaƟon techniques as specified in required rules and regulaƟons for the sample taken. Laboratory analysis of the samples shall begin within the Ɵmeframe specified in said rules and regulaƟons or within 24 hours following compleƟon of samples collecƟon to prevent degradaƟon.

If the plant is out of compliance, addiƟonal pickups may be required. This may conƟnue unƟl compliance is once again aƩained. A wriƩen analyƟcal report shall be submiƩed to the Government POC within 7 calendar days following sample collecƟon. If parameters exceed the limit specified in Appendix A (see AƩachment 3 – Non-Municipal Sewage) for the Sewage Treatment Plant (permit requirements), the contractor shall immediately noƟfy the Government POC by telephone upon compleƟon of the analysis.

Appendix A idenƟfies test methods in accordance with DLA InstallaƟon Management Susquehanna’s Permit. The contractor will analyze samples in accordance with this permit or equivalent analyƟcal methods. If an equivalent analyƟcal method is planned, the contractor must contact the Government within two days of planned use of the method.

The Government may request the contractor to perform analysis on samples obtained from sources other than the Sewage Treatment Plant influent and effluent. AddiƟonal pickups may be required (as frequently as one per day).

C. Bulk Samples of Asbestos

The contractor shall provide the necessary labor, material, and/or equipment to analyze bulk samples of asbestos for percentage and type of asbestos. The laboratory analyzing asbestoscontaining material (ACM) samples must be NaƟonal Voluntary Laboratory AccreditaƟon Program (NVLAP) cerƟfied.

Turnaround Ɵme for reporƟng results would normally be 5 days from the date of receipt of the sample.

Periodically, a faster turnaround Ɵme will be needed to report results within 24 hours from the date of receipt of the sample. The contractor shall fax or email all results to the Government POC.

D. Radon TesƟng

The contractor shall provide the necessary labor, material, deployment devices (such as charcoal canisters, liquid scinƟllaƟon vials, or conƟnuous monitors), and equipment to analyze radon levels in ambient air and drinking water sources. Turnaround Ɵme for reporƟng rouƟne radon results shall be 5 days from the date of device retrieval or receipt. Emergency 24-hour turnaround results shall be provided when requested by the Government POC. The contractor shall email or fax all radon analyƟcal data to the Government POC.

E. Sample Container Disposal

Unless otherwise instructed by the KO, the contractor is required to dispose of any unused sample volumes and used sample containers no earlier than 60 days following the submission of analyƟcal data.

Sample disposal and disposal of unused sample containers is the responsibility of the contractor and should be done in accordance with all applicable laws and regulaƟons governing the disposal of such material.

F. Quality Control Requirements

The contractor shall perform applicable Quality Control (QC) requirements for the type of analysis completed, including the following QC requirements with each lot of samples (lot meaning samples received per day from the Government):

1. Analyze a method blank.

2. One QC blank (ASTM Type II water) run through the enƟre procedure.

3. One QC spike (ASTM Type II water) run through the enƟre procedure (spiked with analyte).

4. For Gas Chromatograph/Mass Spectrometer (GC/MS) analyses only, run a QC blank spiked with surrogates.

5. All GC/MS samples shall be spiked with the following surrogates:

o VolaƟles: Toluene-D8, 4-Bromofluorobenzene, 1,2-Dichloroethane-D4 o

Semi-VolaƟles: Nitrobenzene-D5, Phenol-D6, Terphenyl-D14, 2,4,6Tribromophenol, 2-FluorBiphenyl, 2-Fluorophenol

For surrogate spike, intra-laboratory QC/QC spike duplicate, and matrix spike/matrix spike duplicate analysis, accuracy and precision criteria in the EPA methodologies shall be used to evaluate the recoveries and reproducibility of data generated by the laboratory. In the event the laboratory exceeds accuracy and precision criteria, the laboratory must employ previously wriƩen conƟngency plans to idenƟfy and resolve the discrepancies.

G. Data Deliverables / Analysis Reports

The Data Deliverables/Analysis Reports shall be submiƩed to the Government POC via email within the Ɵmeframes dictated by the Government POC (7 calendar days) throughout contract performance. Data Deliverables/Analysis Reports shall contain the following informaƟon:

1. Results of each sample to include compounds analyzed for but not detected.

2. Results of the method blank and QC blank.

3. Percent recovery of spiked compounds in the QC spike (or in the QC blank for GC/MS).

4. Percent recovery of surrogates in each sample.

5. Site where analyzed, analyst’s name, date of preparaƟon, and analysis method.

6. ALS standard EDD (Excel CSV files).

7. LeƩers of Receipt for each sample taken by the contractor or delivered by the Government.

All analysis reports will include the method of tesƟng used to aƩain results and will detect to the regulatory limits set forth in accordance with 40 CFR 261 Subpart C (CharacterisƟcs of Hazardous Waste).

AnalyƟcal techniques shall conform to 40 CFR Parts 401 through 503 and SecƟon 304(h) of the Clean Water Act and rules and regulaƟons promulgated thereunder, and shall be acceptable for saƟsfying the NaƟonal Pollutant Discharge EliminaƟon System (NPDES) Permits Part A reporƟng purposes idenƟfied in NPDES permits.

The contractor may be subject to performance audit inspecƟons by the USEPA, PA-DEP, and by the designated representaƟve for DLA InstallaƟon Management Susquehanna. All applicable laboratory cerƟficaƟons shall be furnished to the Government upon request. All rouƟne analysis results shall be provided within the designated Ɵmeframes. A RUSH turnaround of analysis (24 hours) will be required periodically. The RUSH turnaround quanƟƟes are inclusive of, not in addiƟon to, the total samples required as depicted in AƩachment 2, Annual LATL. Results of these turnarounds will be reported within the Ɵmeframes specified via telephone, facsimile, or email to the Government POC.

The contractor shall also maintain the following informaƟon in a separate file. The contractor shall furnish a copy of this informaƟon to the Government POC at contract compleƟon or when requested by the Government POC during the term of the contract:

1. Copies of all notebook pages related to these analyses (i.e., standard preparaƟon, sample preparaƟon, raw data, and relevant observaƟons).

2. Chromatograms, GC/MS quanƟtaƟon reports, and instrument outputs.

3. Chain of custody documents.

4. CalibraƟon reports.

The chain of custody will be signed, dated, and the Ɵme of pickup shall be noted. The designated turnaround period will begin with the Ɵme the sample was taken annotated on the chain of custody.

The Laboratory Director or Project Manager shall review all results and cerƟfy them as correct prior to delivery to the Government POC. If a subcontractor is being used, the subcontractor shall cerƟfy results and the contractor shall review and recerƟfy all data prior to delivery to the Government POC. The contractor shall only use subcontracted laboratories that have been approved and verified by the Government POC as properly NELAP and PA-DEP cerƟfied to perform the specific test method.

H. Standard OperaƟng Procedures (SOPs)

The laboratory shall have in place Standing OperaƟng Procedures for:

1. Sample receipt, handling, storage, and control.

2. Security, chain-of-custody, and document control.

3. Hazardous waste/sample disposal.

4. Sample analysis (to include types of analyses required preparaƟon, modificaƟons to established methods, peculiariƟes of instrumentaƟon, etc.).

5. CalibraƟon of standards traceability (show traceability of Standards to NaƟonal Measurement Systems, e.g., NaƟonal InsƟtute of Standards and Technology).

6. Ongoing or rouƟne laboratory operaƟons (including maintenance of instrumentaƟon, procurement of supplies, scheduling of calibraƟon for balances, thermometers, radon measurement systems and conƟnuous radon monitors, etc.).

7. Laboratory Safety and Chemical Hygiene (should address wearing of coats, gloves, goggles, handling of hazardous materials, eye lavaging, storage of hazardous materials, safety showers, fire safety, etc.).

8. Lab QA/QC (to include procedures for conducƟng in-house audits; procedures for allowing technicians and chemists to have an independent means of checking the quality of their results;

procedures for the development and implementaƟon of conƟngency plans; and procedures for the iniƟaƟon of correcƟve acƟon).

9. Data producƟon, reducƟon, transcripƟon, verificaƟon, review, distribuƟon, and in-house storage.

10. DeterminaƟon of detecƟon limits (contractor must show staƟsƟcal procedure for determinaƟon and periodic verificaƟon of detecƟon limits).

I. Quality Control Guidelines

The laboratory shall follow all quality control guidelines specified in the analyƟcal method. If no specific quality control is specified in the method, at a minimum the laboratory shall perform the following quality control operaƟons:

1. GC and LC instrument linearity calibraƟon for the method analysis.

2. Surrogate spike analysis (as required).

3. Intra-laboratory QC spike/QC spike duplicate and/or matrix spike/matrix spike duplicate analysis.

4. Method blank analysis.

5. GC/MS performance checks.

J. Laboratory FaciliƟes

All instrumentaƟon/technologies required in this contract should be present and effecƟvely operaƟng at the contract laboratory prior to the contract award. Minimum requirements for contract laboratory faciliƟes include:

1. Reagent water to meet ASTM Type II classificaƟon.

2. Class A volumetric glassware for all analyses.

3. Adequate fume hood system to provide safe storage of hazardous materials.

K. Compliance with Applicable Federal Environmental Statute Law

Nothing in this contract shall in any way abrogate, supersede, or in any way modify the contractor’s responsibility to comply with applicable Federal, state, or local Environmental Statute/s or Law/s.

L. Wide Area Work Flow (WAWF)

The contractor must aƩach an invoice and all analyƟcal results for all samples taken during the invoiced period when entering payment requests into Wide Area Work Flow for payment. Currently, the monthly billing cycle starts on the 14th of the month and ends on the 13th of the following month (i.e., the period January 14 – February 13 accounts for the February invoice).

End of Statement of Work (SOW)