Attachment 5 - Final Report and Electronic Data Deliverable (EDD) Requirements.docx

Attachment 5 - Final Report and Electronic Data Deliverable (EDD) Requirements Radiological Sample Analysis Services

Contractor data packages shall include the following documentation:

A. Complete Data Package (Submitted via PDF) – Data package shall comprise the following items:

a. Invoice for Services Rendered – Contractor shall submit a PDF of the invoice for each pick-up order/report submitted.

b. Case Narrative – A summary description of the analytical operations that occurred during sample receipt and analyses. Case narrative should include quality control activities and actions taken by lab personnel to eliminate problem areas identified during sample analyses.

c. Analysis report forms – These forms contain the results from measurement of those chemical parameters that are requested and specified in the Pickup Order/Delivery Order. Data are to be identified by the DCPH-A Lab ID number and the corresponding field number.

d. Sample Receipt Documentation – sample receipt logs, temperature logs, pickup order forms, COC forms.

e. Quality Control Data Summary – This section shall include data from spikes, duplicates, blinds, reagent blanks, system calibrations, etc.

f. Raw data for analytical measurements to include the following:

i. Chemical parameter analyzed; NIOSH, OSHA, or other method description; date of analysis of samples.

ii. Calibration and stock standards (including method of preparation and standardization) with accompanying readings.

iii. Summary sheet to include designation of samples by DCPH-A number

iv. Summary sheets for quality control samples

v. Any instrument adjustments to include periodic base line adjustments or adjustments in attenuation/sensitivity.

vi. Copies of instrument print outs as applicable

vii. Calculation sheet clearly describing how positive results were calculated.

viii. Tabulation of instrument detection/Limit of Quantitation (LOQ) which have been determined by the contract laboratory and reported on Data Report Form. (Raw data must show that at least one standard was analyzed at or below detection limit for data to be valid).

B. PDF Instructions for the Complete “FINAL” Data Package – This PDF document will include the entire data package as described above, minus the invoice. Please provide the invoice via PDF as a separate file from Final report. Final package PDF and invoice PDF are emailed to the following addresses: DHA APG Pub Health - A Mailbox LAB COR at dha.apg.Pub-Health-A.mbx.lab-cor@health.mil and DHA APG Pub Health - A Mailbox DLS-Contract-Hardcopies at dha.apg.Pub-Health-A.mbx.dls-contract-hardcopies@health.mil

C. These will be due no later than 2:00 PM Eastern Standard Time on the due date specified on the Pick-up Order. Naming convention of hard copy file and invoice should at least include the lab queue (acronym) and the DCPH-A Pick up Order number, both of which will be provided on the documentation.

D. Preliminary Sample Analysis Results (pdf file) – Due one day before Complete Hard Copy Data Package pdf, for High and Top Priority Turn Around Time requests (see C.2.2 General Requirements). These preliminary pdfs will contain final, numerical results in appropriate units, for the requested chemical parameters. Sample data shall be identified by DCPH-A lab number and field ID number.

E. Electronic Data Deliverable (EDD) - The electronic data deliverable (EDD) and Final PDF report are REQUIRED to be derived from the same source. Information (sample numbers, field numbers, etc.) and data (analytical results, units) must match. The process that generates the final report and EDD is REQUIRED to be validated to demonstrate that the process provides identical information and data.

a. Note: for instances where site specific matrix spike (MS) / matrix spike duplicates (MSD) are requested, LIMS limitations may not permit EDD reporting of the MS/MSD. Specific directions will be supplied on a case-by-case basis by the COR.