BPM004422 Solicitation Requirements.pdf

Request for Proposal

Notice Page

Arizona Department of Environmental Quality (ADEQ)

1110 W. Washington Street Phoenix, AZ 85007

Solicitation Requirements (rev 12/21) Page 1

Solicitation Number: BPM004422

Description: Statewide Environmental Laboratory Services

Solicitation Due Date and Time: As indicated in APP

Pre-Offer Conference: Pre-Offer Conference will not be conducted

Proposals will only be accepted online in “The State’s e-Procurement System” at https://app.az.gov until the “Bid/Offer Due Date” indicated in “The State’s e-Procurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s e-Procurement System to the State’s e-Procurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in “The State’s e- Procurement System”.

It is the responsibility of the supplier/offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

https://app.az.gov/ https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

Table of Contents

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 2

Notice Page

Table of Contents

Solicitation Summary 3

Scope of Work 5

Pricing Document 19

Special Terms and Conditions 24

Uniform Terms and Conditions 52

Exhibit to the Scope of Work – Separate Attachment

Exhibit 1 - 0154.000 Addressing Spike and Surrogate Recovery as They Relate to Matrix Effects in Water, Air, Sludge and Soil Matrices Policy

Exhibit 2 - 0170.000 Implementation of EPA Method 5035 - Soil Preparation for EPA Methods 8015B, 8021B and 8260B

Exhibit 3 - Arizona Data Qualifiers – Revision 4.0

Exhibit 4 - ADEQ Temperature/Preservation Guidance Policy

Exhibit 5 – Evaluation of Contractor Performance

Solicitation Summary

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 3

Solicit ation Summary

1. What the State is Soliciting?

The Arizona Department of Administration, State Procurement Office (the State), as authorized under A.R.S. § 41-2501 is seeking to establish one or more “statewide” contracts to provide Statewide Environmental Laboratory Services.

The State anticipates awarding contract(s) with the intent to secure service coverage statewide. Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the solicitation, unless the Offeror expressly restricts an item or combination of items in its Proposal, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such basis will result with the best value and in the best interest for the State. The State may otherwise determine at its sole discretion that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM004422 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Uniform Terms and Conditions

2.1.1.7. Exhibits

2.1.2. Attachment: BPM004422 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Uniform Instructions to Offerors

2.1.3. BPM004422 Solicitation Attachments (Forms)

2.1.3.1. Attachment 1: Offer and Acceptance Form

2.1.3.2. Attachment 2: Boycott of Israel Disclosure

2.1.3.3. Attachment 3: Confidential Information

2.1.3.4. Attachment 3 Supplement: Confidential Information Designation

2.1.3.5. Attachment 4: Conformance Statements

2.1.3.6. Attachment 5: Key Personnel

2.1.3.7. Attachment 6: Letter of Insurability

2.1.3.8. Attachment 7: Organization Profile

Solicitation Summary

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 4

2.1.3.9. Attachment 8: Proposed Subcontractors

2.1.3.10. Attachment 9: Experience and Capacity Questionnaire

2.1.3.11. Attachment 10: Experience References

2.1.3.12. Attachment 11: Method of Approach

2.1.3.13. Attachment 12: Pricing Sheet

2.2. The State may issue a Solicitation Amendment at any time after solicitation publication, and before the proposal due date. It is the responsibility of the supplier/offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Scope of Work – May 5, 2022

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 5

Scope of W ork

1. Background and Objectives The State of Arizona is seeking a pool of qualified Contractors to conduct routine analytical services provided by commercial laboratories. The objective of laboratory analyses is to compile accurate and usable data in a timely manner for State Agencies (hereafter referred to as Agency, except where otherwise specified) to effectively monitor and implement appropriate procedures to comply with Federal and State laws and regulations concerning the environmental analysis for the State of Arizona.

2. Statement of Work

2.1 The Contractor shall have the requisite experience and expertise to provide environmental analytical laboratory services on a statewide basis, as specified in the Scope of Work set forth herein, to the Agency. The Contractor shall perform a broad range of environmental analyses relative to stormwater, wastewater, ambient and safe drinking water, soils, air, fuel, solvents, non-aqueous fluids, soil gases, and hazardous materials for inorganic and organic analyses, microbiological parameters, and other specialty analyses (i.e. radiochemicals, asbestos, pharmaceutical analyses, pesticides, per- and polyfluorinated substances (PFAS) and perfluorooctane sulfonic acids (PFOS) etc.). The Contractor shall also perform fish tissue analyses when requested by the Agency.

2.2. In addition to the analyses mentioned on 2.1, the Arizona Department of Transportation (ADOT) requires the following services of the Contractor:

● Analyze air/bulk/wipe filter metal samples according to current EPA RCRA methods.

● Analyze TCLP metal samples in accordance with current EPA methods.

● Analyze solid metal samples in accordance with current EPA methods.

● Analyze stormwater, surface water, groundwater, wastewater, drinking water samples for metals using current

EPA methods.

● Analyze environmental (inorganics and organics) using current EPA methods.

● Analyze pesticide samples using current EPA methods.

3. State of Arizona Certification

The Contractor and any Subcontractor(s) shall be licensed by the State of Arizona, Arizona Department of Health Services (ADHS), Office of Laboratory Licensure, Certification and Training for all requested analyses for compliance testing for the duration of the Contract. The Contractor shall meet the laboratory licensure requirements as stipulated in the ARS §36-495 et seq. for all compliance-related testing. The Agency reserves the right to examine any certifications reported, including National Environmental Laboratory Accreditation Program (NELAP) and Environmental Protection Agency (EPA) certifications/accreditations.

3.1 The Contractor shall also provide the Procurement Officer verbal notification of any change of license status, certification status, censure, fine, revocation, or any investigation by the Arizona Department of Health Services and/or the United States Environmental Protection Agency (if applicable), within 24 hours of notification by the certifying/licensing agency followed by written notification within 48 hours of the certifying/licensing agency's notification to the Contractor. The Contractor shall do the same for its Subcontractor(s) if the Subcontractor has analyzed any compliance samples for the Agency during the course of this Contract.

3.2 The Agency reserves the right to review audits/licensing status at any time during the contract period. It is not necessary to submit these audit reports as they will be reviewed on-site at the office of ADHS Laboratory Licensure Services.

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 6

3.3 If any laboratory has been found to falsify data during an ADHS audit within the past two years for any project being performed in their laboratory, whether for compliance or otherwise, the laboratory may be removed as a Contractor for the duration of the contract period. This applies to all data including sample results and QC data.

4. Laboratory Services and Analytical Requirements

All compliance testing shall be done using methods licensed by the ADHS and approved by EPA unless given prior approval by the Agency to use an alternate test method. The Contractor shall meet reporting limits required by Local, State and Federal regulations or Agency project-specific data quality objectives (DQO's).

4.1 A full description of any anticipated or realized problem areas shall be communicated to the program sample submitter or their designee prior to analyses of any sample so that appropriate corrective action can be coordinated.

Analytical or sample problems encountered during/subsequent to the analyses of any sample shall also be immediately communicated via telephone or email to the program sample submitter or their designee. Written communication of these problems and any corrective action taken shall be included in the case narrative submitted with the final sample results. All verbal and written notification about results that are not final shall include designation as "preliminary" and documentation of QAQC issues as appropriate.

5. Laboratory Safety

The Contractor shall comply with all applicable federal, state, and local regulations regarding occupational safety and health as a condition of this contract.

6. Introductory Meeting

Contractors are required to have a meeting with Agency program representatives, if requested, at the beginning of contract term to cover topics of general utility including the supply of bottles, labels, and acids, sample submissions and drop-offs, required entries on Chain of Custody forms, the use of standardized suites, data qualifiers to be used, and points of contact for invoicing, lab issues, and data questions.

7. Sample Scheduling

All sample scheduling shall be set up with the laboratory by Agency Project Managers. Questions pertaining to invoices and other project correspondence should also be directed to the appropriate Agency Project Manager.

7.1 Rush Services: Turn-Around-Time (TAT) for rush samples begins when the samples are received in the laboratory.

Final Results are expected on the due date. Rush TAT is assessed in calendar days. Holidays are not included when calculating TAT. If Rush TAT is not met, the Contractor shall waive the Rush TAT charge and bill at the standard TAT cost.

7.2 Emergency Services: Emergency Services will be required in instances when it is imperative to have results as soon as possible. The Contractor may be required to work through nights, weekends and holidays in such cases. These instances will be clearly communicated to the laboratory either verbally or on the COC. Holidays ARE included when calculating Emergency Services TATs. Emergency Services shall be billed at the rush charge rate.

8. Sample Containers/Supplies

The Contractor shall provide all the necessary new or certified-clean sample bottles and sample labels as required to perform field sampling. Reagent grade preservatives shall be added to the appropriate sampling container by the Contractor prior to field sampling, unless otherwise requested. For protocols where preservatives need to be added in the field, reagents shall be provided, along with any necessary indicator papers and any appropriate transfer devices, Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 7 i.e. pipettes, bulbs, etc. Sample containers shall be pre-labeled identifying the analyses type requested and preservative used or to be added, unless otherwise requested.

The Contractor shall provide labels that will accommodate the following information: the field ID number, the date and time the sample was taken, and the name or initials of the sampler. The Contractor shall supply any necessary trip blanks. The Contractor shall monitor all supply bottles and/or containers for cleanliness through a quality assurance and quality control (QAQC) program and keep the records available for future reference.

8.1 The Contractor shall provide for delivery of sample container sets and pickup of field samples as requested, at no additional cost to the Agency. The Agency and Contractor will establish a mutually agreed upon sample container delivery and sample pick up times on a project specific basis. The Contractor shall provide all necessary shipping containers (e.g., ice chests, sample racks, etc.) upon request.

8.2 The Agency may request sample kits to be built with appropriate bottles for requested analyses. If the Contractor requires a handling fee for the assembly of kits, the fee shall be specified in the “Pricing Sheet”. The Agency shall cover all shipping costs associated with kit distributions. The Contractor shall supply receipts and billing/invoicing for shipping costs including any pre-paid return labels in such cases.

9. Chain of Custody The Contractor shall provide chain of custody (COC) forms and COC seals for bottles and coolers. A copy of the completed COC form for each sample set shall be included with the final report. The Contractor shall assume responsibility and provide adequate security for all the samples placed in its custody, their associated extracts and the data generated. Limited and controlled access to all Contractor areas shall be maintained. If required by the project, the Contractor shall maintain sample and extract COCs within the laboratory through the use of appropriate documentation and forms.

10. Sample Control

The Contractor shall provide a contamination-free, and climate-controlled work space for the receipt of samples. The Contractor shall demonstrate and document that the samples have been received in a properly preserved condition (for e.g. monitoring temperature at the time of receipt, monitoring pH and monitoring chemical preservation to the extent possible). It is the responsibility of the Contractor to notify the Agency’s Project Manager within twenty-four

(24) hours for those samples received outside of 0°- 6°C that require such temperature constraints. All samples and their associated extracts shall be stored under conditions that will ensure their integrity and preservation. In the absence of project-specific criterion, samples and their associated extracts shall be stored for a minimum of 30 days after receipt of the final data report for those samples.

10.1 The Contract shall follow the provisions of ADEQ’s Temperature/Preservation Guidance Policy as described in Exhibit 4.

10.2 If the requirements of Exhibit 4 are not followed, the data may be considered unacceptable for compliance or enforcement purposes.

11. Holding Times/Sample Retention and Disposal

The Contractor shall adhere to all required extraction/digestion and analysis holding times as required by the promulgated methods. Extraction/digestion holding times shall be defined from the date/time of sample collection in the field to the date/time when the sample is first exposed to the extraction/digestion solvent. Analysis holding times shall be defined from the date/time of the sample collection in the field to the date/time of sample analysis.

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 8

11.1 Laboratories are required to maintain documentation that clearly shows the dates and times for all sample handling/manipulation processes. Sufficient time should be allowed for the re-preparation or re-analysis of samples within holding times should calibration, method, or quality control failures occur. If the sample holding time has been exceeded prior to analysis, the Contractor shall contact the Agency Project Manager or designee within 24 hours to obtain permission to proceed with the analysis.

11.2 The Contractor shall comply with all Federal, State, and local regulations for disposal of samples and associated laboratory waste.

11.2.1 The Contractor/Subcontractor shall retain all samples, COC or not, for a minimum of 45 (forty-five) days from the time that the final report is issued to the Agency. Samples submitted under COC procedures will continue to be subject to those procedures until final disposal.

11.2.2 Samples not under COC may be disposed of in accordance with the Contractor's/Subcontractor's disposal procedures.

11.2.3 The Agency reserves the right to retrieve any sample(s) during the retention period.

11.2.4 Should long term retention of samples be necessary, the Contractor/Subcontractor in conjunction with the Agency will make appropriate arrangements.

11.2.5 Arizona state agencies shall not be charged any disposal fees by the Contractor.

12. Reporting of Analytical Results

The Contractor shall submit all analytical results according to the reporting time frames established in the Contract or in the applicable regulatory time frames established in rule, if shorter, or mutually agreed upon reporting time frames, if different than those stated in the following paragraph.

12.1 The Contractor shall make available verbal (or if requested pdf) preliminary test results within 24 hours after completion of analyses, as requested by the Agency. All verbal and written notification about results that are not final shall include designation as "preliminary” and notification of any QA/QC issues as appropriate. Unless the Contractor notifies the submitter upon sample submission or immediately upon encountering a laboratory problem preventing timely reporting as outlined in Section 4.1 (e.g., equipment failure), the following standard TAT schedule and late penalties shall be in effect. Computer-generated final reports for sample results with a standard TAT shall be submitted to the Agency within 14 calendar days of laboratory receipt of each sample. The Contractor shall discount the cost of services invoiced by 25% for analyses reported more than ten (10) calendar days late and 50% for analyses reported more than seventeen (17) calendar days late. The Contractor shall apply the discount to the invoice at the time of submission for payment, whether on a monthly or a per job basis. The discount percentage, amount, and the reason for the discount shall be clearly identified on the invoice. All analysis shall be considered routine unless the Contractor determines that the requested analysis is specialty and requires more than fourteen (14) calendar days to complete. The Contractor shall notify the Agency that the requested analysis is a specialty analysis, in such cases.

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 9

12.2 Fines or penalties levied against the Agency by State or Federal government due to late submission of analyses results that are the result of the Contractor exceeding the above specified delivery times shall be paid by the Contractor.

12.3 Any Subcontracted laboratory conducting any portion of testing shall be required to be clearly identified as "Subcontractor" and noted on all report forms. The original Subcontractor analyses reports shall be sent by the Contractor to the Agency. The Subcontractor analyses reports shall contain all of the information on each individual analysis report and batch information for associated samples that is required of the Contractor. Items to be included are listed below.

12.4 Each individual analysis report shall include the following at a minimum:

● Client name and address,

● Project name & site location, if known,

● Name and location of laboratory at which the test was performed (to include phone and facsimile numbers),

● Field sample identification number correlated to the unique laboratory sample identification number;

● Date and time of sample collection,

● Date sample received,

● Date and time sample batch was extracted or prepared,

● Date and time of sample analysis,

● Matrix (soil, water, oil, etc.),

● Percent moisture or percent solids, if required by the method,

● Statement of whether the sample results are reported on an "as received" or on a "dry weight" basis,

● Concentration units,

● Dilution factors - All reported data shall reflect any dilutions or concentrations, and the dilution factor, if applicable, shall be noted on the analytical report,

● Analysis results including identity and quantity of analyte(s) present,

● All necessary Arizona Data Qualifiers for results, where appropriate,

● Surrogate results/recoveries,

● Practical Quantitation Limits / Method Reporting Levels with reporting levels adjusted for sample-specific factors,

● Only when an ADEQ Project Manager specifies, shall the lab report values between the Method Detection Limit

(MDL) and the Reporting Level (RL) / Practical Quantitation Limit. Estimated values shall be reported with the Arizona Data Qualifier "E4", and with any other appropriate Arizona Data Qualifiers. In addition, it must be indicated on the report that the reported values have been evaluated down to the MDL,

● Preparation, cleanup and analysis method numbers used,

● The following shall apply to the use of footnotes and for any data qualifiers assigned on analytical reports:

▪ All deviations from the referenced method and/or,

▪ The laboratory's quality assurance/quality control manual and/or,

▪ The laboratory's SOP is noted on the final report to the client.

● Official signature and title of person authorizing report release,

● Statement of containers that VOC soils were received in.

12.4.1 Each work order and associated report shall include the following documentation at a minimum:

12.4.1.1.A cover letter shall have the signature of the Contractor's Laboratory Director or designee and include the following:

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 10

● A list of any rejected samples and reason(s) for the rejection,

● The type of analysis and analytical method number with comments corresponding to that analysis (if "no comments" apply, a statement to that effect shall be included),

● A listing of any Subcontractors used and the analyses that they performed,

● A discussion of any problems or any unexpected deviations from the SOP encountered during sample preparation and/or analyses (including, but not limited to, any lab contamination events),

● Definitions of all Arizona data qualifiers, application of all data qualifiers to results as appropriate, and the name of a contact person with phone, facsimile numbers and an e-mail address, if available, to discuss the sample analyses.

● All calibration deviations or deviations of QC sample results from appropriate acceptance limits (i.e. method and SOP criteria) shall be noted and associated corrective actions taken by the laboratory should be discussed.

● Any other factors that could affect the sample results (e.g., air bubbles in VOC sample vials, excess headspace in soil VOC containers, the presence of multiple phases, sample temperature and sample pH excursions, container type or volume, etc.) shall be noted.

12.4.1.2. Applicable acceptance criteria; method QC data shall include but is not limited to the following:

● Sample duplicate results,

● Matrix spike/matrix spike duplicate results/recoveries,

● Method blank and trip blank results for each applicable constituent requested,

● All spike target concentration levels,

● The measured spike concentration and calculated recoveries,

● All measures of precision, including relative percent difference, and

● All control limits for bias, and precision, and all spike compounds analyzed.

12.4.1.3. The COC as submitted, plus Subcontractor’s COC if applicable.

12.4.2 In the event that errors have occurred in the final report issued to the Agency, the Contractor shall immediately verbally notify Agency Project Manager associated with that sample analysis report. The Contractor shall also reissue, at their own expense, corrected hard copies and computer electronic copies as necessary. All reissued reports shall be labeled "revised", and shall clearly identify the field sample number/laboratory number for the previous report and include an explanation of the revision.

12.5 Higher Level Data Packages: The Contractor shall agree to periodic inspection of the analytical data for precision, completeness and accuracy. A project manager may be designated as the laboratory contact for the Agency, but the Agency reserves the right to speak to the individual analyst having performed specific analyses if/when it is necessary to seek clarification of data results.

12.5.1 Most Higher-Level Data packages (i.e. Level III and Level IV) should be requested at the initial time of analysis request. If any Agency requests Level III and/or Level IV services, the Contractor shall provide prices for this service to the Procurement Officer for a contract amendment before services can be provided. In the event that a request for a Higher-Level Data package is requested by the Agency it should be delivered to the Agency within twenty (20) business days of the request. They are to include, but not be limited to, the following applicable items:

● A case narrative/cover letter including, but not limited to, the items listed in Paragraph 12.4.1 (Reporting of

Analytical Results) an explanation for all items that are missing from the data package and comments which are applicable but not detailed in Paragraph 12.4.1 (Reporting of Analytical Results) or within this paragraph.

● Completed COC documents, including air bill numbers, a copy of the bill of lading, copies of internal tracking documents, as applicable;

● Documentation of the sample condition upon receipt (as a separate form or on the COC);

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 11

● Laboratory submittal sheets;

● Laboratory final report;

● Completed ADEQ DWAR form, if applicable;

● Raw data of standards, samples and quality control parameters (hard copy plus electronic data, as applicable, if requested) including but not limited to the following:

▪ Documentation of chemical/physical preservation consistent with current federal/state regulations.

▪ Sample preparation/digestion/extraction/clean-up worksheets with the following information included:

o Identification of the lab's SOP or regulatory method reference;

o Date/time of sample preparation/digestion/extraction/clean-up;

o Sample preparer's signature or initials;

o Initial pH of sample, if and as appropriate;

o The pH adjustment(s), if and as appropriate;

o Initial and final volumes;

o Inclusion of method blank, lab fortified blank, lab fortified matrix, quality control sample (any and all, if and as required by reference method); · o Spiked amount and concentration of spiking solution (e.g., 1 ml of 0.05 ug/ml compound X);

o Surrogate amount and concentration of surrogate solution (e.g., 1 ml of 0.5 ug/ml compound Y), if required;

o Comment section to include any unexpected deviations from the laboratory's SOP, observations on sample behaviors, suspected matrix interferences, etc.;

o Worksheets/spreadsheets and example calculations, any other manually recorded data;

o Instrument run/injection log;

o Initial calibration raw data, also indicating type of calibration (external standard or internal standard) and the calibration algorithm (linear regression or quadratic fit or other);

o All applicable checks including, but not limited to: daily tuning with verification of having met acceptance criteria, instrument performance check, laboratory performance check, spectral interference check, ICP interference check sample;

o All blanks including, but not limited to: initial calibration blank, continuing calibration blank, instrument blank, laboratory reagent blank or method blank, trip blank/travel blank or field reagent blank;

o Initial calibration verification and continuing calibration verification(s) data;

o Surrogates and internal, standards clearly identified;

o Internal standard area and retention time summaries;

o All laboratory fortified preparations, as applicable, including but not limited to: laboratory fortified blank, laboratory fortified blank duplicate, laboratory fortified matrix (matrix spike), laboratory fortified matrix duplicate (matrix spike duplicate), laboratory control sample and secondary source standard and/or quality control sample or reference sample (source external to lab), and post-digest spikes;

o Sample duplicate data, if applicable;

o All Instrument printouts, including, but not limited to: instrument quantitation reports, chromatograms, enhanced spectra of target analytes and tentatively identified compounds (TICs) with the associated best match spectra for MS data (for samples);

o System monitoring compound results;

o ICP serial dilution data;

o Percent recoveries, relative percent differences (RPDs), all measures of precision and all control limits for bias and precision for all applicable parameters and acceptance criteria for all applicable parameters, if not already established by the method/data quality objective (DQO);

o All items listed under Paragraph 8 that have not been specifically mentioned in this section.

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 12

12.5.2 Copies of the following items are not required to be supplied with a routine data package, but are to be made available to the Agency upon request:

● The laboratory Quality Assurance (QA) Manual under which analyses are performed;

● The Standard Operating Procedure (SOP) under which analyses are performed;

● Method detection limits (MDLs) studies;

● Instrument detection limits (IDLs) studies;

● ICP linear range studies;

● Equipment maintenance logs;

● Reagents/media quality control records;

● Standard preparation logs in addition to certificates that verify each standard's purity or concentration;

● Any proficiency results/data;

● Retention time acceptance windows;

● Applicable control charts;

● Glossary of terms;

● Any other document/data pertinent to any Agency analyses, not covered by the previously mentioned items.

13. Electronic Transfer of Reporting Results

Agency programs will have the discretion of choosing hard copy, electronic media or both to report analytical sample results. The Contractor shall be prepared to report analytical results via Internet/email or on suitable electronic media to Agency. The submittal of electronic data is in no way intended to be meant as a substitute for the requirements in Section 12 (Reporting of Analytical Results) regarding reports. Electronic data shall contain the same information as described for the hard copy. Routine sample analyses reports shall be electronically transferred via the Internet (if specifically requested by the Agency) as requested. Preliminary test results shall also be electronically transferred if requested. The time frames for the reporting of electronic results shall be the same as those described in Section 12.

13.1 Suitable electronic media is defined as compact disc, DVD or USB flash drive. If transmitted by disc in lieu of the internet, each disc shall have a transmittal form documenting laboratory report numbers contained on the disc, the name of the file, its size, and its creation date.

13.2 For ADEQ, electronic data will be provided in a standard format as specified by the program requesting the electronic data. At a minimum, the Contractor shall follow the guidance and submission templates provided on ADEQ’s website for submission of groundwater and surface water quality data at: https://www.azdeq.gov/AZWQDB/Help

13.3 Formats shall not be changed unless both the Contractor and the Agency agree.

13.4 All electronic delivery options shall include QA/QC data.

13.5 A 25% penalty shall be imposed on ADEQ job invoices where electronic data is requested but not provided. If the Contractor has not supplied a requested electronic data deliverable by the time of results reporting (by email or hard copy), the Contractor shall apply the discount to the invoice at the time of submission for payment, whether on a monthly or a per job basis. The discount percentage, amount, and the reason for the discount shall be clearly identified on the invoice.

13.6 Contractor agrees to cooperate with ADEQ and all other State Agencies in the establishment of any data portals for the rapid dissemination of data. Including but not limited to ADEQ’s new water quality database. The portal will allow https://www.azdeq.gov/AZWQDB/Help

Solicitation No. BPM004422 Statewide Environmental Laboratory Services

Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 13

Contractors to provide direct uploads of electronic data to ADEQ’s water quality database. ADEQ will notify the Contractor when capability becomes available and will work with the Contractor to achieve this aim.

14. Record Keeping and Retention

The Contractor shall maintain all raw and final data and supporting quality control data (including electronic data) for all test results for a minimum of five years after the final report date or as required by State and Federal regulations and shall contractually require each Subcontractor to retain all raw and final data and supporting quality control data (including electronic data) for the same time frame. All raw and final data and supporting quality control data (including electronic data) for all test results shall be retained longer than the previously mentioned time frames at the Agency’s request. All records shall be subject to inspection and audit by the State at reasonable times. The Contractor shall provide a copy of any archived final report within five business days if requested by the Agency. The Contractor shall provide copies of the raw data within 15 business days or within a mutually agreed upon time frame.

All record keeping and retention requirements as stated in A.A.C. R9-14-615 are also applicable.

14.1 The Contractor and their Subcontractor(s) shall not disclose data or disseminate the contents of the final or any preliminary report without the written permission of the Agency. The Contractor and their Subcontractor(s) shall establish and maintain procedures and controls that are acceptable to the State for the purpose of assuring that no information contained in its records or obtained from the State or from others in carrying out its functions under the Contract shall be used by or disclosed by the Contractor/Subcontractor(s), its agents, officers, or employees, except as required to perform duties under the Contract. Persons requesting such information shall be referred to the State.

The Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of the Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the State or designated within the Contract.

15. Contractor Capability and Capacity

During the term of this Contract, the Contractor shall maintain the necessary capability and capacity to provide the specified laboratory services within the required TATs. If the Contractor cannot provide the service directly, the Contractor is responsible for ensuring services from their Subcontractor specified in response to this Proposal. The Contractor and any Subcontractor(s) shall provide for access by State personnel and their authorized representatives to audit the lab to assure the accuracy and precision of laboratory results related to the work performed.

15.1 The Contractor may find it necessary to transfer part of its workload to another laboratory which is not a Subcontractor. The Agency Project Manager shall be informed of this necessity. The Agency reserves the right to direct the transfer of Agency samples to laboratories of its choosing. The Contractor shall be responsible for transporting the samples to the appropriate laboratories at no expense to the Agency. The Agency also retains the right to retrieve samples after lab submission and submit to other labs if necessary.

16. Quality Assurance and Quality Control

A laboratory shall maintain a quality system appropriate for the type, range, and volume of analytical services it provides. The elements of this quality system shall be documented within a Laboratory Quality Assurance Manual or related documentation. Laboratory management is responsible for communicating the stated policies and practices to laboratory personnel, ensuring all information is clearly understood and implemented.

16.1 The Contractor shall maintain a Quality Assurance Program that consists of, but is not limited to:

● Having a Quality Assurance Manual;

● Appropriate standard operations manual(s) for each procedure;

● Participation in appropriate proficiency testing programs;

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● COC documentation;

● Performance of periodic audits (system and technical);

● Monitoring of method performance (sensitivity, precision and bias);

● Corrective actions to ensure maintenance of a quality system.

16.2 Each preparatory batch and analysis sequence shall include the appropriate batch and matrix-specific QC samples and standards: e.g. method blanks, laboratory control samples, matrix spikes, matrix duplicates, matrix spike duplicates, surrogate spikes, and other method specified QC. All QC shall meet the appropriate method-specific objectives and ADHS required internally developed criteria. These items shall be detailed in the laboratory's SOP and/or QA Manual. All re-preparation and reanalysis necessary due to method failure shall be performed at no cost to the Agency. If the situation is not corrected, and results reported, then the corresponding data shall be flagged, and a discussion of the impact included within the case narrative. Failure of method QC or QAPP/internal laboratory QC, if stricter (if agreed to by a QAPP or Project), may result in the rejection of all affected data.

16.2.1 Laboratory Quality Assurance Manual: The laboratory shall have and maintain a written Quality Assurance Manual which describes the general and specific procedures used within the laboratory to achieve scientifically valid and legally defensible data. The Quality Assurance Manual shall present the laboratory's policies, organization, objectives, functional guidelines, and specific QA/QC activities designed to achieve the data quality requirements needed when running methods that are or may be used for compliance purposes. The Contractor shall submit a copy of their QA/QC manual upon request. This plan shall address, at a minimum, the following elements:

● QA policy and objectives;

● Organizational structure/chart of laboratory management, identifying the relationship between management, laboratory personnel, and QA personnel;

● Resumes of key laboratory personnel;

● Quality assurance procedures, i.e., determination and monitoring of method QA performance, systems/internal audits, customer complaints' resolution, performance/external audits, interlaboratory comparisons and proficiency programs, corrective action procedures, and QA reporting procedures;

● Data generation, data review and reporting of results: data collection procedures, data reduction procedures, data evaluation procedures, data review procedures/levels, data reporting/authorization procedures;

● Corrective action of QC problems, decision processes/procedures/responsibility for retesting or initiation and implementation of corrective action;

● Laboratory record keeping procedures, i.e., notebook policy, sample tracking and custody procedures, laboratory QA/QC Manual and SOP organization and control;

● Quality control procedures, i.e., solvent/reagent checks, reference material analysis, internal QC checks/program, verification of electronic data management systems;

● Maintenance and calibration of instruments;

● Documentation and use of standard reference materials in analyses, standards' preparation procedures;

● Determination of method detection limits (Refer to 40 CFR 136, Appendix B);

● Sample preservation, holding times, and sample containers used;

● Sample bottle preparation and QC testing program;

● Documentation of chemical/physical preservation consistent with federal/state regulations;

● Laboratory reporting levels;

● List of parameters for which they hold ADHS license and certification;

● Describe use of and procedures for data flags/qualifiers.

16.2.2 Contractor shall have a QA Manual from their proposed subcontractor on file. The manual can be requested by the

Agency at any time.

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16.3 Laboratory Standard Operating Procedures (SOPs): Laboratories shall maintain written, management-approved laboratory-specific SOPs for all methods and general operations. Simply referencing a given method or method number is not sufficient.

SOPs shall describe the specific operational and analytical procedures as normally implemented by the laboratory.

The SOPs shall conform to ADHS Office of Laboratory Licensure, Certification and Training requirements. Each SOPs shall have a unique identifier. All applicable SOPs shall be kept current and represent the laboratory's current implementation of the method. Retired SOPs shall be maintained on file by the laboratory as long as the associated data is required to be kept, in case data quality questions arise later. Submission of the SOPs may be required before sample testing can be initiated on any given project. These documents shall be amended should deficiencies be noted during review.

16.4 Certification of the quality of data reporting requires the agreement and assent of the Agency receiving sample results. ADEQ may have reason to question the accuracy of results and request re-runs based on, but not limited to the following factors:

● Deviation from historical norms for the location,

● Difference/incompatibility from/with field parameter readings,

● Incompatible or inconsistent chemical associations reported,

● Failure of replicate samples to agree according to ADEQ’s acceptable agreement criteria.

16.4.1 ADEQ surface water programs’ criteria for acceptable agreement between replicate samples is defined as less than 20% relative percent difference (RPD) between replicate samples. The following cases are presented where acceptable agreement criteria are applicable:

● ADEQ split samples;

● ADEQ duplicate samples;

● ADEQ-submitted blind control blank or spike samples.

16.4.2 Acceptable agreement criteria do not apply in the following cases:

● Trace (low-level) metal analyses;

● Analytes’ replicate averages that are less than 2 times the method reporting limit;

● Analytes where one replicate sample is reported as a non-detect or less-than value and the other is reported as a value less than 2 (two)times the method reporting limit.

16.4.3 The Contractor agrees that all re-run analytical tests done at an ADEQ program’s request in excess of two (2) % of the total tests grouped by individual parameter of concern cumulatively considered by program from the beginning of the evaluation period shall be free of charge to the ADEQ program. The Contractor agrees to clearly identify re-run samples on invoices submitted for payment, but the Contractor need not attempt to apply any discounts on individual invoices. Requests for repayment by check or credit from the Contractor based on the number of re-runs exceeding the threshold shall be submitted from agency programs on a quarterly basis with said interval considered the evaluation period as requested by the Agency. The evaluation period shall begin anew after the preceding evaluation period has elapsed. The percentage threshold is applicable on program-specific basis. Tracking of sample numbers and percentage thresholds will be the responsibility of each Agency program.

16.4.4 For a re-run percentage during an evaluation period that is higher than 2% for any parameter of concern and at an

ADEQ program’s request, the Contractor agrees to a mutual investigative process in exploring the nature and origin of the quality deficiency in the data and in documenting and instituting corrective actions where necessary.

16.4.5 Where the mutual investigative process has been invoked and corrective actions necessary for the Contractor have been determined and documented, any additional re-runs required for the parameter of concern for the remainder of the fiscal year still not meeting the acceptable agreement criteria for replicate samples after the re-run shall result in

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Arizona Department of Environmental Quality

Solicitation Requirements (rev 12/21) Page 16 the Contractor discounting 100% of the originally-invoiced test from the total due for the invoice. The credit will be requested and applied in the standard evaluation period request for credit.

16.4.6 Re-run numbers, percentages, and credits shall be a part of the Contractor’s Performance Review.

16.5 Repeated failure by the laboratory to analyze the sample(s) in a timely manner and/or to report results within acceptable QC limits can result in cancellation of the Contract.

17. Proficiency Testing Programs

For the Contractor testing environmental samples for compliance with/attainment of standards including but not limited to wastewater, ambient and safe drinking water, soils, air, fuel, solvents, non-aqueous fluids, soil gases, and hazardous materials for inorganic and organic analyses, microbiological parameters, and other specialty analyses for chemical and/or microbiological contaminants:

17.1 The Contractor shall participate in proficiency testing programs as designated by ADHS and Agency programs. The Contractor shall notify the Procurement Officer and Agency Project Manager of any failure of a proficiency test during the contract period.

18. External Quality Control (QC) Check Samples

If requested by the Agency, once per year, the Contractor and Subcontractors shall participate in an external QC testing program offered by a reputable Vendor for all types of analyses the Contractor is providing to the Agency. The QC Testing Program or the Agency will provide the QC sample(s). The Contractor shall perform the analysis at their expense.

19. External Blind Samples

The Agency may submit QC samples (blind, double blind, or otherwise) to the laboratory as part of the regular sampling and QC procedures. QC samples will be prepared by a vendor experienced in supplying such samples.

19.1 The laboratory will be required to submit a written report on any deficiencies and corrections associated with the QC samples within an individual sampling group.

19.2 The laboratory may be required to analyze a second set of QC samples at their cost should the lab fail to analyze the initial set within acceptable QC limits established by the Agency.

20. ADEQ Policies and Analytical Requirements:

The Contractor and any Subcontractor(s) shall adhere to the ADEQ Policy numbers for ADEQ analyses:

a. 0154.000 Addressing Spike and Surrogate Recovery as They Relate to Matrix Effects in Water, Air, Sludge and

Soil Matrices Policy (Exhibit 1);

b. 0170.000 Implementation of EPA Method 5035 - Soil Preparation for EPA Methods 8015B, 8021B and 8260B

(Exhibit 2);

c. Arizona Data Qualifiers – Revision 4.0 or as may be modified (Exhibit 3);

d. ADEQ Temperature/Preservation Guidance Policy (Exhibit 4).

20.1 The Contractor and any Subcontractor(s) shall adhere to the following ADEQ analytical requirements for ADEQ analyses:

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20.1.1 Cleanup Procedures: If significant non-target interference exists, corrective action shall include implementing appropriate organic cleanup procedures. Dilution techniques shall not be used in preference to cleanup procedures for organic methods.

20.1.2…