B08_140G0223Q0112_Attachment_1_Performance_Work_Statement.pdf

Attachment 1

Solicitation: 140G0223Q0112

PERFORMANCE-BASED WORK STATEMENT

FOR USGS LABORATORY AUDITING SERVICES

INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

A. INTRODUCTION

As part of a continuing effort to demonstrate scientific accountability, the U.S. Geological Survey (USGS) requires an

Indefinite Delivery/Indefinite Quantity (IDIQ) contract for quality assurance laboratory auditing services of the USGS Energy

Resources Program (ERP), USGS Mineral Resources Program (MRP), or other USGS laboratories.

The USGS provides impartial, independent scientific information describing the water, biology, energy, climate change, hazards, and mineral resources of the earth. The USGS adheres to the Office of Science Quality and Integrity’s USGS

Fundamental Science Practices (FSPAC, 2011) to provide policies and procedures for ensuring the quality and integrity of data released to the public. However, the Fundamental Science Practices (FSP) guidelines are not specific to the generation of data in a laboratory environment. The EMMA has implemented a Quality Management System (QMS) to extend FSP to laboratory operations. The policies and procedures of the QMS assure that oversight, checks and balances, and documentation requirements are in place and operational. A significant aspect of the EMMA QMS is ensuring proper documentation and related quality requirements are met and maintained by the laboratories working to the QMS. Transparency, through documentation of process and outcome, ensures that ethics and scientific integrity are maintained. A basic tenet of sound quality management is formal auditing by an external examiner at appropriate intervals to verify that its operations are consistent with these accepted standards of laboratory practice. This performance work statement is being implemented to ensure that these requirements are being met.

The ERP and MRP have five laboratory centers that are funded in-part and subject to management and technical oversight by

ERP and MRP. The laboratories are managed by Science Centers in Reston, Virginia, Denver, Colorado, Menlo Park, California, Spokane, WA, Stanford, CA, and Anchorage, Alaska. Laboratories in these locations, as well as satellite laboratories (outside of the geographic location of the Science Center), measure organic and inorganic constituents in aqueous, and solid-phase samples submitted for analysis in support of USGS ERP and MRP studies. Most of the laboratories are located at the Denver Federal Center in Lakewood, CO, and the USGS National Center in Reston, VA.

The ERP laboratories support ERP needs for geochemical, inorganic, and organic analyses. In addition to the primary function of providing analyses for ERP funded scientists, the laboratories provide geochemical expertise and analytical support to

Federal, State and County agencies, universities and foreign research organizations. The ERP laboratories are located at the

Denver Federal Center in Lakewood, CO and the USGS National Center in Reston, VA.

The ERP laboratories methodologies and instrumentation focus on source rocks, coal, petroleum, surface water, and groundwater systems geochemistry applied to national and global energy resource assessment projects, geologic framework research, environmental contamination associated with energy resource occurrence and exploitation, and petroleum systems studies. Laboratory projects support petroleum processes research, geochemistry of solid fuels, analysis of samples world-wide for major, minor, and trace elements in coal, overburden, minerology of rocks and shales, water, coal assessment methodology-research, hydrocarbon maturation, and fossil fuel environmental research including the evaluation of natural sources of greenhouse gases, prediction and monitoring of fossil-fuel quality, and baseline studies of fossil fuel in the environment. The laboratories are on the cutting edge of new methodology and method development to achieve these goals.

The data generated and the expertise of ERP personnel developed over years of analyzing such a unique and varied energy-related sample suite remains a critical support component of ERP projects. Furthermore, ERP personnel devote a significant amount of time improving existing techniques as well as developing new standard procedures to meet the needs of ongoing and future scientific studies.

The MRP laboratories support the needs of the MRP by providing inorganic geochemical analyses, isotope (radiogenic, stable, noble gas) analyses, mineralogical analyses, mineral and rock age determinations (in addition to geophysical methods and other data). Many rock samples requiring routine, major, minor, and trace element data are analyzed by contract with a commercial laboratory. Samples submitted for geochemical analysis are entered into an electronic system for sample tracking and sample reporting. In addition to the primary function of providing analyses for supporting MRP funded scientists, the laboratories also provide geochemical, mineralogical, and geophysical data and expertise to Federal, State and County agencies, universities, and foreign research organizations. The MRP laboratories are located on the Denver Federal Center in Lakewood, CO, the

USGS National Center in Reston, VA, the Geology, Minerals, Energy, and Geophysics (GMEG) Science Center in Menlo

Park, CA and Spokane, WA, at Stanford University, Stanford, CA, at the University of Arizona in Tucson, AZ, and the Alaska

Science Center in Anchorage, AK.

The MRP laboratories and instrumentation support research focused on the geochemical, mineralogical, and geophysical characteristics of rocks, minerals, ores, soils, sediments, and water as applied to national and global mineral resource assessments, geologic framework studies, ore deposit studies, and environmental studies related to both natural occurrences of, and impacts related to the extraction of mineral resources. The MRP laboratories are on the cutting edge of developing new methodology and techniques to achieve these goals.

The analytical data generated by MRP personnel are based upon methods sometimes developed by USGS scientists, and such methods based upon years of analyzing unique and varied mineral sample suites remain a critical support component of projects within the MRP. Furthermore, MRP personnel devote a significant amount of time improving and extending existing techniques as well as developing new standardized procedures to meet the needs of on-going and future scientific studies.

Since the sample suite analyzed in USGS laboratories is world-wide, it is vital that the Quality Management System utilizes many of the applicable elements of good laboratory practices such as those specified in ISO/IEC 17025, “General

Requirements for the Competence of Testing and Calibration Laboratories,” to maintain international credibility as a lead agency in inorganic and organic analytical geochemistry and other techniques. EMMA has developed a QMS tailored to the specific needs of its laboratories, incorporating those elements that are most applicable from the international standards

(ISO/IEC 17025, ISO/IEC 9001:2015, NQA-1, and The NELAC Institute). Therefore, ERP and MRP have not incorporated the international standards in their entirety into their QMS rather they have used a graded approach. Finally, EMMA QMS policies serve as the audit criteria for ERP and MRP laboratory audits.

Additionally, USGS laboratory personnel are required to follow Department of Interior (DOI) and USGS policies regarding ethics, integrity and scientific conduct.

Historically, the audits were performed by the incumbent, NEPTUNE AND COMPANY, INCORPORATED under USGS

Contract G17PC00081:

[https://www.fpds.gov/ezsearch/search.do?indexName=awardfull&templateName=1.5.3&s=FPDS.GOV&q=inG17PC00081].

The actual requirements will be described in individual task orders which may vary in level of effort based on the

Government’s needs and available funding.

B. SCOPE/PURPOSE

Scope: The Contractor will provide services, non-personal, all equipment, labor, travel, and materials (unless otherwise provided herein) necessary for completing independent, external audit services for USGS laboratories.

Purpose: The goal of undertaking an independent, external audit is to establish with a high level of confidence that USGS laboratories are consistently producing data of known and documented quality. Since the sample suite analyzed in USGS laboratories is world-wide, it is vital that the Quality Management System utilizes many of the applicable elements of good laboratory practices to maintain international credibility as a lead agency in inorganic and organic analytical geochemistry and other techniques.

For the purposes of this IDIQ contract, the technical support required is described in Section D of this Performance-based

Work Statement (PWS). Funded task orders issued under this contract will specify the nature of the work to be performed, the desired results of work to be performed, and the standards to evaluate successful performance as described in the task order

Quality Assurance Surveillance Plan (QASP).

C. DEFINITIONS

Business Hours: Monday through Friday from 8:00 a.m. to 5:00 p.m. in the time zone where work is being conducted, when contract personnel working on-site will have access to USGS personnel and facilities.

Contracting Officer Representative (COR) and Technical Liaison (TL): A USGS government employee who is responsible for technical quality assurance of a contractor's performance. Authority to appoint or terminate the appointment of a COR or TL is vested in warranted Contracting Officers. COR must meet Departmental certification requirements for the duration of the contract per Department of the Interior Acquisition Regulation (DIAR) 1401.670.

Acronyms: A list of acronyms and their definitions are provided in Table 1.

Table 1. Performance Work Statement Acronyms.

Acronym Definition

CO Contracting Officer

COR Contracting Officer Representative

CPARS Contractor Performance Assessment Reporting System

DIAR Department of the Interior Acquisition Regulation

DOI Department of Interior

EMMA Energy and Minerals Mission Area

ERP Energy Resources Program (ERP), FSP Fundamental Science Practices

FSPAC Fundamental Science Practices Advisory Committee

FY Fiscal Year

GMEG Geology, Minerals, Energy, and Geophysics

IDIQ Indefinite Delivery Indefinite Quantity

ISO/IEC International Organization of Standardization / International Electrotechnical Commission

MRP Mineral Resources Program

NELAC National Environmental Laboratory Accreditation Conference

NQA Nuclear Quality Assurance

PM Program Manager

PWS Performance-based Work Statement

QASP Quality Assurance Surveillance Plan

QCP Quality Control Program

QMS Quality Management System

TL Technical Liaison

USGS U.S. Geological Survey

D. CONTRACTOR REQUIREMENTS

The contractor shall have the capability to perform all technical activities required for the successful and timely completion of highly complex and unique tasks involving laboratory quality assurance audits of ERP, MRP or other laboratory facilities and staff as described herein. The contractor shall be capable of performing successful contract management on a contract of this size and complexity. The contractor shall be capable of collaborating successfully with operational personnel. The Contractor shall provide approximately 40 - 3000 hours of task effort, during the first twelve (12) month (approximate) contract period and provide approximately 40 - 3000 hours of effort during each subsequent twelve (12) month option period (if exercised). All activities shall be performed as described in the task orders.

http://www.doi.gov/pam/1401.html#670

Laboratory Auditing Personnel: The contractor shall perform laboratory quality audits to the standards described in the task order PWS by highly qualified laboratory auditing personnel. These qualifications have direct impact to USGS laboratories and align with USGS mission completion, success and quality requirements

Auditor qualifications, demonstrating acceptable knowledge and experience, are outlined in Section G and provided in Table 2.

Audit personnel performance metrics are defined in the QASP attached to each task order. It will be necessary for the

Contractor to provide a representative (project manager) for their employees to serve as the primary point of contact for communication with the government COR and assist with problem resolution.

Table 2. Audit Team Roles, Responsibilities, and Qualifications.

Role Responsibilities Qualifications

Project Manager Perform project management associated with the contract and each awarded task order. Coordinate actions required for each audit and ensure audits are completed on time. Ensure task deliverables meet the expected quality. Organize and present the final report for each audit.

Previous experience managing audit contracts. Effective communication skills.

Principal/Lead Auditor Coordinate daily activities associated with each audit and ensure each audit is completed on time. Lead communication with the auditees. Organize and present audit findings and prepare the final report for each audit.

Previous experience conducting audit of laboratories with various levels of complexities. Familiarity with standards for laboratory standard operating procedures and data validation process.

Effective communication and writing skills.

Auditor Review and comment on technical SOPs and scientific documentation as required for each task. Perform audit under the coordination of the lead auditor, providing documentation of noted deficiencies.

Previous experience conducting audit of laboratories with various levels of complexities.

Auditor I Review technical SOPs and scientific documentation, with emphasis on methodologies and requirements including

Spectroscopy, Chromatography, Isotope analysis and X-Ray analysis, as required for each task. Perform audit under the coordination of the lead auditor, providing documentation of noted deficiencies.

Previous experience conducting audit of laboratories with various levels of complexities.

Auditor II Review technical SOPs and scientific documentation with emphasis on methodologies and requirements including wet chemistry, nutrient analyses, metals analyses and microscopy, as required for each task. Perform audit under the coordination of the lead auditor, providing documentation of noted deficiencies.

Previous experience conducting audit of laboratories with various levels of complexities.

E. QUALITY ASSURANCE SURVEILLANCE PLAN

The Government will include a QASP with each PWS associated with a task order. The Government will use the QASP to ensure the contractor performs to the quality and time standards described in the PWS task order.

The quality and timeliness of the contractor’s performance shall be evaluated using the QASP.

If/when performance falls below acceptable quality levels as defined in the Performance Standards in the QASP, then the designated contractor representative or Program Manager (PM) will be notified by the COR, TL or Contracting Officer (CO).

The contactor shall resolve substandard work within three workdays of being notified or as described in the task order QASP.

The COR or TL designated for each task order shall perform reviews of quality assurance measures in the task order QASP section to ensure that all tasks are being performed to the quality and time standards provided in the task order PWS. The

Government will document surveillance activities and results. When applicable, the Government will report the contractor’s performance in the Contractor Performance Assessment Reporting System (CPARS).

F. QUALITY CONTROL REQUIREMENTS

The contractor shall establish and maintain a complete Quality Program to ensure that the requirements of the contract are provided as specified. The Government will have a QASP to ensure contractor progress is made and to evaluate the contractor’s performance. The Government will document surveillance activities. When performance falls below acceptable quality levels as defined in the task order PWS, the designated contractor representative or PM will be notified.

The contractor shall provide a copy of their Quality Management Plan (QMP) with its proposal and adhere to the QMP during performance of the task orders of this contract. The contractor shall ensure that the quality and time standards of the task orders are provided as specified in the task orders.

The QMP must be approved by the COR/TL. Upon acceptance by the Government, the QMP will be incorporated into this contract and apply to this contract’s task orders. Changes to the contractor’s QMP must be approved by the COR or TL and incorporated into this contract bilaterally by the contractor and the CO.

G. STAFFING

The Contractor shall provide fully qualified staff capable of producing the required outcomes and results for meeting the specific performance standards of each task order. Contractor employees shall have the knowledge, skills, and certifications necessary to perform the required services in the task. Professional and highly skilled technical personnel are major factors in the successful performance of this contract.

The Contractor shall be responsible for providing necessary personnel to accomplish the tasks required herein by meeting the following:

a) Contractor: The Contractor shall demonstrate, through certification, training, and/or work history, that the auditors have significant experience conducting laboratory audits.

b) Principal or lead auditor: For all on-site and virtual audits a minimum of one (1) auditor shall be present and have principal or lead auditor certification and/or training from an accredited organization.

c) Auditors: All auditors shall demonstrate, through certification and/or training, their ability to conduct an audit through the application of principles and practices such as those contained in ISO 19011:2018, ISO 9001:2015, ISO

17025:2017 and as described in the PWS task order.

d) Inorganic and organic auditors, subject matter experts: The Contractor shall provide auditor(s) that are subject matter expert(s) in inorganic and organic geochemistry for these audits including either work experience, technical expertise, or a combination of both, which qualifies them to perform the activities defined in PWS task order.

The Contractor shall provide the USGS with resumes of proposed individuals which demonstrate the qualifications for performing audits as identified in Table 2. Resumes of proposed individuals are to be included with the quote and documentation provided for each task order.

H. GENERAL AUDIT REQUIREMENTS

a) Place of Performance: Services shall be performed off-site at the Contractor’s office(s), except for the on-site audit at the USGS laboratories in the Denver Federal Center in Lakewood, CO, the USGS National Center in Reston, VA, Menlo Park, CA, Spokane, WA, Stanford, CA, and the Alaska Science Center in Anchorage, AK.. USGS may audit additional satellite laboratories as defined by task orders.

b) Reimbursement: The Contractor’s task order quote shall include estimated travel related expenses associated with the task order. The Contractor shall be reimbursed for actual transportation costs and travel allowances of contractor employees not to exceed travel allowances in accordance with the travel cost principle in FAR 31.205 and Federal

Travel Regulations. Charges exceeding the amounts established in the Government Travel Regulations for individuals engaged in comparable functions may be disallowed as unreasonable unless approved in advance by the CO.

c) Period of Performance: The period of performance shall be from date of award for a period of one (1) year. The government may unilaterally exercise up to four additional 1-year contract extensions in the event the USGS determines available funds and bona fide need.

d) Government Furnished Property: None

e) Contractor Furnished Property: The Contractor shall furnish all personnel, services, and supervision to perform the requirements of this contract.

f) Contract/Task Meetings: If/when required in the task order PWS, the contractor representative, PM and/or alternate shall be required to meet or call at the discretion of the CO and/or COR during the term of the contract. The contractor may request a meeting with CO and/or COR when the contractor deems necessary.

g) Task Order Processing: Task order processing including proposal, evaluations, pricing, award, performance, payment, and terms and conditions are described Attachment 3.

I. SPECIAL CONSIDERATIONS

a) The work scope described in this contract and its task orders shall be performed by the contractor that has complete independence from organizations and laboratories being audited (i.e., no previous work history or connections to the

USGS in the past 5 years). Compliance by the Contractor and assigned auditors with this contract clause will ensure an independent and objective assessment result.

b) In the event the contractor is not able to perform the required tasks, the contractor shall inform the Government CO within two (2) business days.

c) If the Contractor finds clarification necessary with respect to task order standards, the Contractor shall direct them to the Government CO and the task order’s designated COR or TL.

d) Auditors shall be escorted while on-site in laboratory facilities.

e) There will be no direct access to USGS information technology systems by Contractor personnel. USGS personnel will be available to demonstrate and show any electronic data systems necessary to perform the audit.

f) Once onsite laboratory audits commence, the audits will be completed in each center prior to moving to the next location. These requirements are predicated on minimizing interruptions to ongoing laboratory testing. Waiver to this requirement shall be approved by the CO and the COR or TL.

J. SCHEDULING OF WORK

This is a labor hour contract. Contractor personnel will not be allowed to work at USGS facilities on-site during the periods when no federal management personnel are present. On-site work performed by contractor employees, outside the normal workdays (8:00 a.m. through 5:00 p.m. Monday through Friday in the time zone work is being performed), is subject to prior approval by the COR or TL. Building access outside the normal work hours/days may be limited.

K. CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all personnel, services, and supervision to perform the requirements of this contract.

L. LITERATURE CITED

FSPAC (Fundamental Science Practices Advisory Committee), 2011. U.S. Geological Survey Fundamental Science Practices:

U.S. Geological Survey Circular 1367, 8 p. https://doi.org/10.3133/cir1367.

M. TASK ORDER PROCESSING (PROPOSAL, EVALUATIONS, PRICING, AWARD,

PERFORMANCE, PAYMENT, TERMS AND CLAUSES).

Preliminary Proposal.

The contractor shall respond within 5 workdays with its preliminary proposal.

The contractor shall propose staffing, level of effort, and estimated travel required to perform auditing services in accordance with the PWS.

The contractor shall propose professional services pricing not to exceed the attached Professional Services Price Schedule.

The contractor shall propose labor services not to exceed the Department of Labor (DOL) Wage Determinations (WD)for the county/state where the services are to be performed.

The contractor shall propose estimated travel not to exceed the Federal Travel Regulation for the period of performance.

Government Proposal Evaluation.

The Government will evaluate the proposal to assure that the contractor’s proposed staffing and pricing will meet the PWS requirement and ensure funds are available.

If the proposal satisfies the PWS requirement and funds are available, then the CO will award a Firm-Fixed-Price Task Order.

If the proposal does not satisfy the PWS requirement or funds are not available, then the CO, COR or TL will return the proposal with requested adjustments.

Pricing.

The CO, the technical COR or the TL will provide the contractor with a PWS and the DOL WD of the performance locations for preliminary proposal including pricing.

Award.

Once the staffing, level of effort, and estimated travel required to perform auditing services in accordance with the PWS have been approved and the funds are available, the CO will award a Firm-Fixed-Price Task Order.

Contractor Performance.

The contractor shall perform the auditing services in accordance with the task order PWS and adhere to the quality and time standards of this contract and its clauses.

Payment(s).

The contractor shall invoice in accordance with the U.S. Treasury Internet Payment Platform (IPP) in accordance with the payment processes established in the task order.

Payments will be made in accordance with the Prompt Payment Act, 30 days in arrears (PP30).

Progress/ Milestone Payments may be established in the task order. If/when progress payments are not established in the task order, then the contractor shall invoice once upon completion of the task order.

Terms and Clauses.

This contract’s terms and clauses shall be applicable to the task orders. Contractor shall have a documented quality management plan and submit the plan as part of the proposal and adhere to the management plan when performing on this contract and this contract’s task orders.