Rev_PWS_-_16-OSHA-DIT-NAT-0069_2016_-_(for_posting).doc

PERFORMANCE WORK STATEMENT

FOR

Technical Support on the Quality Control of Gravimetric Filter Processing for

DOL/OSHA Compliance Safety and Health Office (CSHOs)

FOR

OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION

DIRECTORATE OF SCIENCE, TECHNOLOGY AND MEDICINE

SALT LAKE TECHNICAL LABORATORY

I. INTRODUCTION

U.S. Dept of Labor, Occupational Safety and Health Administration, Salt Lake Technical Center, in Sandy, Utah strives to be recognized as the center of excellence for the evaluation and control of occupational health and safety hazards.

Mission To provide technical leadership, expertise and services in the evaluation and control of workplace hazards through:

· Field assessments and support

· Laboratory testing

· Emergency preparedness and response

· Website resources

· Consultation and guidance

Chemical sampling and analysis is used by occupational health and safety professionals to assess workplace contaminants and associated worker exposures. The validity of an assessment is based, in part, on the procedures used for sample collection and analysis, and data interpretation. In many instances these procedures use approaches that have been refined over many years and are accepted by the professionals as good practice. However, the multitude of variables within a specific workplace require the professional to exercise judgment in the design of a particular assessment.

Sampling and analysis hazards are addressed in specific standards for the general industry.

II.

BACKGROUND

The Department of Labor (DOL), OSHA, SLTC, Industrial Hygiene Chemistry (IHC) Division annually analyzes tens of thousands of samples submitted by Compliance Safety and Health Officers (CSHOs) evaluating worker exposure to regulated chemicals in workplaces all over the United State and the territories of Puerto Rico, Virgin Islands, and Guam. Analytical results provided by SLTC to CSHOs are often used as the basis for citations and these results must be accurate, precise, and defendable in court proceedings.

OSHA, SLTC has seen an increase in the silica sampling and is expecting it to continue to increase as a result of the new Silica Standard in 2016.

A significant number of samples (approximately 6,000 per year) are for worker exposure assessments to dusts (including silica and metals). These dust samples are collected on filters and exposure results are based on weighing the filter before and after sampling – the weight difference determines the mass of dust collected on the sample (gravimetric analysis). Because of the quantity of gravimetric analyses performed, SLTC has invested in high-tech robotics to process the pre- and post-weighing of filters. Although this automated technology increases the efficiency, accuracy, and precision of gravimetric analysis, it requires the use of specific, robotic compatible, filter capsules.

In addition to specialized analytical equipment and supplies, the actual assembly of the sampling device (fitting and sealing the filter capsule into a plastic cassette) also requires trained staff, specialized equipment, and quality control practices to test and ensure the integrity of each individual device. SLTC has determined that the most efficient way to accomplish this work is to contract with a private business to perform the sampling device assembly. Historically, the cost of the filter capsule is included in the assembly cost.

As part of the on-going analytical services provided by SLTC, gravimetric sampling devices are provided at any time to CSHOs upon request and submitted samples are analyzed within 15 days of when they are received. Because the shelf-life for the assembled sampling devices are essentially indefinite, they can be annually stockpiled and maintained in SLTC’s inventory. Maintaining an annual inventory also allows for quickly providing sample media to large scale events such as hurricane Katrina assistance efforts, with little effect on the supply for the regularly ongoing sampling. Therefore, SLTC must maintain an adequate inventory of sampling media at all times.

III.

TECHNICAL SERVICES REQUIRED

A.

Scope of Work

In coordination with SLTC analytical staff, this contract requires:

· Robotics compatible filter capsules be assembled and delivered to SLTC.

· SLTC staff will pre-weigh the filter capsules and return approximately 90% back to the contractor (the other 10% will be retained for internal quality control).

· The contractor will perform final assembly into acceptable sampling devices.

· The contractor will return the assembled devices to SLTC.

SLTC currently operates two J-KEM Corporation robots: designed and built a custom arm to manipulate gravimetric filter capsules. SLTC currently uses a custom filter capsule (ZEFON filter) comprised of an aluminum over-guard, PVC filter, and stainless steel filter support.

Once filter capsules are received by SLTC, on a time permit basis between routine duties, analysts at SLTC prepare and load the automated system with filter capsules for pre-weighing. Therefore, it is difficult to establish a time-line for SLTC analysts to complete the pre-weighing and return of the filter capsules to the contractor for final assembly into sampling devices.

To accommodate both parties, SLTC and the contractor will coordinate the supply of un-weighed filter capsules in agreed to lot sizes. As filter capsules are pre-weighed and accumulated at SLTC, minimum lots of 400 pre-weighed filter capsules will be returned to the contractor for final assembly.

An outline of the scope of work follows the sequence below:

1. Robotics compatible filter capsules will be delivered to SLTC on an agreed to schedule.

2. As time permits, SLTC staff will condition, pre-weigh, and give a unique bar-code for tracking to each filter capsule.

3. As they are accumulated, lots of not less than 400 pre-weighed filter capsules will periodically be returned to the contractor for proper assembly.

4. 90% of supplied filter capsules will be returned to the contractor for final assembly.

5. Final assembly will include robotics compatible holders (cassettes) and quality assurance inspection and testing to ensure acceptable performance.

6. Fully assembled sampling devices will be sent back to SLTC in their submitted lots.

7. The contractor will maintain and report inventory data with each shipment including lost, damaged, or destroyed sampling devices.

B. Deliverables and Schedule SLTC is requesting a contract to provide quality assured assembly of robotic compatible sample devices including filter capsules and cassettes.

The Contractor will be responsible for providing materials and services according to the schedule outlined below:

1. As outlined in the Delivery Order (Task Order), the contractor will provide the first batch of SLTC robotics compatible filter capsules comprised of a compatible over-guard, filter, and filter support.

2. Filters will be of 35 mm diameter, 5 um pore-size, low-ash PVC material compatible with OSHA analytical methods

3. The filter capsule will be comprised of an aluminum over-guard, a filter described in B.2 above, and a stainless steel “spider” support. The filter capsule will be compatible with existing SLTC robotics.

4. Within three weeks of a request by SLTC, the contractor will be able to provide additional filter capsules in quantities agreed to at the time of request.

5. SLTC will robotically condition and weigh the filter capsules, assign individual barcodes, and return 90% filter capsules to the contractor for final assembly (the remaining 10% will be used for internal quality control programs at SLTC).

6. SLTC will return pre-weighed, barcoded, and logged filter capsules to the contractor as they are processed in lots of not less than 400.

7. Within one week of receipt, the contractor will:

a. Assemble the filters capsules into appropriate plastic cassettes,

b. Visually inspect each assembled sampling device for quality including: cracked cassettes; ripped, folded or improperly seated filter capsules; and improperly taped cassette seals.

c. Perform a negative pressure integrity test to assure that each collection device is properly assembled, seated, and sealed, and

d. Return the assembled sampling devices to SLTC.

e. The contractor will include in the shipment a bar-coded inventory accounting for all filter capsules including those damaged, destroyed, or rejected by quality control for some other reason.

8. Shipments will be by common carrier.

C. Period of Performance Base year, 2016, to begin 30 days after receipt of contract and 4 option years to begin on the anniversary of the contract, 2017, 2018, 2019, 2020.

IV.

SPECIAL INSTRUCTIONS

Work shall be arranged and coordinated with government employee Point of Contact. No work will be done during authorized government holidays. Government Holidays for the period of performance are as follows:

Labor Day, Mon, Sep 5, 2016

Columbus Day, Mon, Oct 10, 2016

Veterans Day, Fri, Nov 11, 2016

Thanksgiving Day, Thu, Nov 24, 2016

Christmas Day, Mon, Dec 26, 2016

New Year’s Day, Mon, Jan 2, 2017

Martin Luther King, Jr. Day, Mon, Jan 16, 2017

George Washington’s Birthday, Mon, Feb 20, 2017

Memorial Day, Mon, May 29, 2017

Independence Day, Tue, July 4, 2017

VI.

KEY PERSONNEL - TBD

The following individuals are designated as key personnel for this contract:

Lecia A. McCollum

Phone:

(801) 233-4903

COR SLTC

Fax:

(801)233-5000

Norman Perdue

Phone:

(801)-233-4905 Purchasing Agent SLTC

Fax:

(801)233-5000