DRAFT_PWS Water Testing and Analysis_Apr 2025.pdf

Performance Work Statement Water Sampling & Analysis

Kirtland Air Force Base April 2025

BACKGROUND

1. In accordance with Air Force Instruction 48-144, Drinking Water Surveillance Program, which implements Environmental Protection Agency (EPA) regulations promulgated under the authority of the Safe Drinking Water Act (SDWA) and Air Force Policy Directive (AFPS) 48-1, Aerospace Medicine Enterprise, the Bioenvironmental Engineering Flight (BEF) is responsible for performing drinking water surveillance associated with the protection of public health. BEF is also responsible for developing a Drinking Water Sampling, Analysis, and Monitoring (SAM) Plan. Kirtland Air Force Base (AFB) BEF does not have an in-house laboratory or technical expertise to conduct analysis of EPA/New Mexico Environmental Department – Drinking Water Bureau (NMED-DWB) compliance drinking water samples. Due to the short “hold” times between sample collection and analysis of samples, a local EPA/NMED-DWB certified laboratory is necessary to perform analysis. Shipping samples outside the local area could potentially result in sample “hold” time being exceeded, thus invalidating samples and potentially receiving a Notice of Violation (NOV) from the EPA/NMED-DWB. The local laboratory will need to be certified to perform drinking water compliance sample analyses pursuant to the New Mexico water supply regulations. The laboratory will routinely be audited by a recognized National Environmental Laboratory Accreditation Program (NELAP), and then approved by the State of New Mexico, accordingly. The laboratory will need to upload sample results into the Safe Drinking Water Information System (SDWIS) and ensure that analytical processes comply with the SDWA, state regulation NMAC 20.7.10 and federal regulations 40 CFR 141 & 142.

2. The laboratory will provide sample bottles with the appropriate preservative for sampling events. The laboratory will conduct microbiological, chemical, and radiological analyses of water samples. Sample results will then be electronically submitted by the laboratory to the New Mexico Environmental Department-Drinking Water Bureau (NMED-DWB) with a simultaneous courtesy copy electronically sent to the BEF.

3. To better improve the SDWA sampling, analysis, compliance and reporting program, the BEF needs additional flexibility and options. Below are the requirements of our proposed SDWA Compliance Sampling & Analysis Contract.

DESCRIPTION OF WORK

4. The Contractor shall provide laboratory services including the furnishing of all materials, equipment, supplies, facilities, utilities, supervision, and quality control required for the analysis and reporting of results regarding samples collected by the BEF. Furthermore, the Contractor shall provide transportation, delivery and pickup of water samples, as well as unused or prepared sample bottles and coolers provided to the Government.

5. All equipment and procedures used for the performance of laboratory analysis shall be in conformance with the SDWA, state regulation NMAC 20.7.10 and federal regulations 40 CFR 141

& 142 and regulatory program guidelines cited by the Environmental Protection Agency (EPA), New Mexico Environmental Department (NMED), NELAP and Department of Defense Environmental Laboratory Accreditation Program (DOD ELAP). The Contractor shall follow and meet the quality control and assurance requirements for the performance of the tests as stated in test method and regulatory program documents.

6. The Government may inspect for analysis and reporting compliance at their discretion. The Government reserves the right to terminate this contract should the Contractor lose state certification.

SOURCES OF ANALYTICAL METHODS APPROVED FOR NATIONAL DRINKING

WATER REGULATIONS

7. All Safe Drinking Water Act (SDWA) samples shall be analyzed using an approved method as directed by the United States Environmental Protection Agency (USEPA) and acceptable to the NMED-DWB. The Contractor shall ensure that only USEPA/NMED approved methods of analysis are used for the samples provided by the Government. These approved methods are identified in 40 CFR 141.23 and Appendix A to Subpart C of Part 141*, and are subject to revision.

The Contractor is required to stay up-to-date on any changes to the approved analytical methods.

SAMPLE ANALYSIS PER CONTRACT YEAR

8. The Contractor shall provide the laboratory services including the furnishing of all materials, equipment, supplies, facilities, utilities, supervision, and quality control required for the analysis and reporting of sample results for the following constituents/parameters:

NOTE: Contract years may include increased samples and sampling frequency based on NMED requirements/updates, thus requiring additional sample analysis not known at the time of this contract submission.

For Solicitation Purposes: The Sampling Schedule will be released to the awardee.

9. If the Contractor or the Government determines that a report was submitted to the NMED and/or the BEF that contains errors or erroneous information, such as typos, wrong location code, etc., the Contractor will immediately rectify the error and re-submit the report to the Government and

NMED.

10. Unless otherwise noted, all rework caused by failure of the Contractor to prepare or analyze a sample according to the appropriate sampling and analysis methods, improper quality control and/or quality analysis, improperly generating sample reports, such as with typos, etc., shall be accomplished at the expense of the Contractor.

SPECIFICATIONS AND STANDARDS

11. All sample collection, sample handling and laboratory analysis of all samples shall be performed in accordance with the EPA, NMED, NELAP and DOD ELAP. The Contractor will maintain a Quality Assurance/Quality Control (QA/QC) program approved by the USEPA and

NMED-DWB.

WRITTEN, TELEPHONE AND ELECTRONIC REPORTS

12. All compliance sample results must be uploaded into the NMED-DWB Safe Drinking Water Information System (SDWIS) within 30 calendar days of sample analysis date. The test results submittal (to the Government) shall be in typed form and shall include, but is not limited to, the following information: Attachment of example provides information required in report.

13. Additionally, report must include completed Chain of Custody form and Laboratory supervisor signature certifying the adequacy and accuracy of procedures and test results. Submit completed reports to the BEF Environmental Protection Specialist and the BEF Flight Commander; and if requested by the Government, a hard copy to 377th Operational Medical Readiness Squadron/SGXB, 1850 Maxwell Blvd, Building 589, Kirtland AFB NM 87117 or via telephone at

(505) 846-4259. Reports shall be completed and emailed or mailed within 30 calendar days of receipt of samples. The Contractor shall ensure all written and electronic reports contain, at a minimum, the following documents: cover letter addressed to the NMED-DWB, completed chain-of-custody forms, and sample results (analytical) report. The following information must be contained within these three documents; date sample taken, date sample received, client name (Kirtland AFB), client sample number, sample location (or ID), laboratory ID number, sample type (matrix), analytical test method, analytical test name, associated Safe Drinking Water Information System (SDWIS) numbers, test results, reporting (detection) limit, units of detection (measurement), Maximum Contaminant Level (MCL), sampling point and identification of lab analyst.

14. Electronic reports shall be titled using the following format: “KAFB_Date (YYYYMMDD) _Sample Type.pdf”. For example, the report file (pdf) for Volatile Organic Compound (VOC) samples taken on January 19, 2015 would be: KAFB_20150119_VOCs.pdf. The Contractor shall upload all sample results into the NMED-DWB database within 30 days of completion of analysis.

15. The Contractor shall report to the Government via telephone at (505) 846-4259 or

(505) 220-1005, or contact the Kirtland Air Force Base Command Post at (505) 846-6395 (relay that the BEF needs to be reached) in the following instances: Telephone reports shall be made as soon as possible when abnormal results are revealed during analysis. Specifically, the Contractor shall make same-day telephone reports whenever any analysis results is a violation of the primary drinking water Maximum Contaminant Levels (MCL) for drinking water samples, or within 3 business days in the event an analysis is determined to exceed the Maximum Contaminate Level Goal (MCLG), or a Secondary Drinking Water Standard.

CHAIN-OF-CUSTODY

16. The Contractor shall receive and maintain samples under proper chain-of-custody procedures.

All associated document control and inventory procedures shall be developed and followed.

Documentation, as described therein, shall be required to show that all procedures are being strictly followed. The Contractor shall use only a NMED approved Chain-of Custody form. The Contractor shall establish and use appropriate procedures to handle confidential information received from the Government.

SAMPLE SHIPPING

17. Samples may be shipped routinely to the Contractor through an overnight delivery service.

However, as necessary, the Contractor shall be responsible for any shipping, handling or processing required for the shipment and/or receipt of samples, including pick-up of samples at /or the nearest servicing airport, bus station, or other carrier service (i.e. Federal Express) within the Contractor's geographical area. The Contractor shall be available to receive sample shipments at any time the delivery service is operating, including Saturdays. The Contractor shall pick up collected samples at the BEF location, currently building 589 on Kirtland AFB. The BEF shall contact the Contractor no less than 3 hours before requested pick-up time. On Monday through Friday, the requested pick-up time must be between the hours of 1000 and 1600. Requests from the Government for pick of samples prior to 1000 hours shall be made the business day prior to the pick-up date.

18. The Contractor shall accept all samples submitted for analysis, provided that the total number of samples received in any contract year does not exceed the annual limitation expressed in this contract. Should the Contractor elect to accept additional samples, the Contractor shall remain bound by all contract requirements for analysis of those samples accepted. The Government will reevaluate the estimates for annual sampling requirements at the end of each contract year and submit any changes to the Contractor.

19. Laboratories do not typically receive samples on Fridays. Therefore, all SDWA compliance sampling during a given week is planned by BEF so that samples can be picked up no later than Wednesday of any given week. In the case that a positive bacteriological result is confirmed, BEF will coordinate with the laboratory to make specific arrangements to have emergency samples analyzed over the weekend if necessary. To contact the BEF over the weekend, the on-call technician can be reached at (505) 220-1005, or if not available, the Kirtland Air Force Base Command Post at (505) 846-6395 (relay that the BEF needs to be reached).

PERSONNEL

20. The Contractor shall be adequately trained and adequately manned at all times during the performance of the contract to ensure that Government receives data and services that meet the terms and conditions of the contract.

20.1 The Contractor’s Management will ensure that all employees, to include any sub-contractor employees, performing work in support of this contract receive Operations Security (OPSEC)

Awareness training. The training must be accomplished prior to entering the work site on day one of the work effort. The government (i.e., Contracting Officer, Unit Security Assistant, Unit OPSEC Coordinator, or 377 Air Base Wing OPSEC/Signature Manager (377 ABW/SMO)), can provide a tailored lesson plan for use by the Contractor’s Management to ensure training requirements are met. It is critical that contractor employees fully understand the importance of not discussing work details associated with this work effort, such as: actions or activities observed, the statement of work, as-built or other drawings, etc., in public or outside of the worksite. The Contractor’s Management will track all training by employee name and date the training was provided using a spreadsheet or similar document, such as a sign-in roster, and provide a copy to the assigned Contracting Officer.

INSTRUMENTATION

21. The Contractor shall maintain facilities and instrumentation to meet analytical requirement for all sampling methods. The Contractor may use a Third-Party (Sub-Contractor) to conduct any aspect of this contract as long as the Third-Party has the capability to meet all the terms and conditions of the contract.

DELIVERABLES

22. DELIVERABLES ARE TO BE REPORTED TOTAL AND COMPLETE. Concurrent delivery is required. Delivery shall be made such that all designated recipients & NMED-DWB receive items on the same calendar day. This includes any resubmission of both the hardcopy and electronic deliverable. The date of delivery of the sample results etc., or any sample within the group of samples, is the date all samples have been delivered. If the deliverables are due on Saturday, Sunday, or Federal holiday, they shall be delivered on the next business day.

Deliverables received after this timeline will be considered late. The Contractor is required to electronically submit all required sample analysis results to the NMED-DWB and BEF simultaneously.

RESUBMISSION OF DATA

23. If submitted documentation does not conform to the above criteria, the Contractor shall resubmit such documentation with deficiencies corrected, at no additional cost to the Government.

The Contractor shall respond within seven (7) calendar days to written requests from data recipients for additional information or explanations that result from the Government's inspection activities unless otherwise specified in the contract.

BILLING

24. The vendor will submit invoices into the Wide Area Workflow at https://wawf.eb.mil/ no more than once monthly for services performed during the previous month.

UNREGULATED CONTAMINANT MONITORING RULE 5 (UCMR 5)

25. The “EPA uses the Unregulated Contaminant Monitoring (UCM) program to collect data for contaminants suspected to be present in drinking water, but that do not have health-based standards set under the Safe Drinking Water Act (SDWA)”. Every five years EPA reviews the list of contaminants, largely based on the Contaminant Candidate List.” The Contractor shall analyze any samples, for any contaminants or parameters required under the UCMR and submitted by the Government. The Contractor shall be an EPA approved laboratory for UCMR and have completed a (UCMR) Laboratory Approval Program application and Proficiency Testing (PT) criteria for the methods needed for analysis.

SERVICES SUMMARY

26. The contractor is responsible for all of the items in the PWS, in addition to the items listed in the Service Summary.

SS

Item Performance Objective PWS

Para Performance Threshold Method of Assessment

1 Contractor shall correctly prepare and/or analyze a sample according to the appropriate sampling and analysis methods

7 Contractor shall have no more than 1 incidences per month of failure to perform as identified by customer complaint. All customer complaints shall be substantiated by the CO.

Customer complaint

2 Contractor shall submit accurate reports within 30 calendar days of sample analysis date to the NMED and/or BEF that are free from errors such as typos, wrong location code, etc., 9 Contractor shall have no more than 1 incidences of failure to perform per month as identified by customer complaint and no more than 1 late document per month. All customer complaints shall be substantiated by the

CO.

Customer complaint

3 Contractor shall respond to written requests from data recipients within seven (7) calendar days for additional information or explanations that result from the Government's inspection

23 Contractor shall have no more than 1 incidences of failure to perform per month as identified by customer complaint. All customer complaints shall be substantiated by the CO.

Customer complaint

4 Contractor shall ensure all compliance sample results are uploaded into the NMED-DWB Safe Drinking Water Information System (SDWIS) within 30 calendar days of sample analysis date.

12 Contractor shall have no more than 1 incidences of failure to perform per month as identified by customer complaint. All customer complaints shall be substantiated by the CO.

Customer complaint