Evaluation_Criteria_Statement_of_Work_attachment.docx
DOCX document 21 KB Posted
- Solicitation number
- 24-0687-RFP
- Issued by
- Pinellas County, Clewiston City, Florida
About this file
The document is an Evaluation Criteria Statement of Work for a laboratory testing and field sampling services contract with Pinellas County, Florida, focusing on comprehensive analytical services for water, solids, and chemical materials. The contract aims to establish a service agreement for laboratory testing across multiple domains including drinking water, non-potable water, and chemical materials testing, with specific requirements for communication, sample handling, analytical work, reporting, and quality assurance. The scope encompasses detailed protocols for bottle ordering, sample delivery, analytical procedures, report generation, and laboratory performance standards, with an emphasis on compliance with Florida Administrative Code (FAC) and federal regulatory requirements.
The contract opportunity does not specify exact pricing or funding sources within this evaluation criteria document, but it indicates a comprehensive approach to laboratory services that requires potential vendors to demonstrate robust capabilities in sample management, analytical precision, reporting flexibility, and regulatory compliance. The document outlines extensive evaluation criteria that vendors must address, including communication protocols, sample handling processes, analytical method capabilities, reporting formats, quality control procedures, and willingness to meet specific county requirements. Vendors will be assessed on their ability to provide electronic reporting, manage sample chain of custody, perform timely analyses within regulated hold times, and maintain high standards of laboratory performance across various testing categories.
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Other files
| File | Type | Posted |
|---|---|---|
| Laboratory_Testing_And_Field_Sampling_Services-_Water,_Solids,_And_Chemicals_(Addendum_#1_Revision).pdf | ||
| Attachment_A-_Certifications.xlsx | XLSX spreadsheet | |
| Non-Competitive_Oversight_Committee_Justification_Form.docx | DOCX document |
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Evaluation Criteria Statement of Work
1. Communication
1. Describe the proposer’s main point of contact(s) and their backups:
2. Working days and hours
3. Methods for communication
4. Turnaround for responses
5. Describe the Quality Assurance Manager/Officer’s (however named):
6. Working days and hours
7. Methods for communication
8. Turnaround for responses
9. Describe frequency and content for review of the proposer’s performance with the County Project Manager. Is proposer willing to provide a year-end summary report listing the issues incurred during the year as well has how issues were resolved so as to prevent future occurrences?
10. Describe how various types of communication are handled between the proposer and the County. Include any computer-based capabilities here as well. Describe response times for inquiries.
11. Bottle Orders
12. Sample Pickup & Delivery
13. New Projects’ Setup
14. Changes in Work
15. Quotes
16. Report Issues
17. Invoice Issues
18. QA/QC Issues
19. General Questions
2. Bottle Orders
1. Describe the process by which the County will order bottles.
2. List point(s) of contact for this service
3. List any computer-based system/client portal for ordering bottles
4. Include days/hours that this service (ordering) is available.
5. Describe types of bottles used: new, certified, re-used, etc. and the documentation that proves their fitness for use
6. Describe documents included with bottle orders
7. Include COC-related information; including formats available
8. Include bottle labelling information
9. Include how acids/preservation are tracked
10. Include how bottle lots are tracked
11. Include Analyte-Free Water information that is provided (i.e. type and containerization date)
12. Include how kits are packed to prevent breakage
13. Include a mechanism that can be utilized to detect preservation leakage upon receipt at the Pinellas County Laboratory
14. Describe how bottles and associated documents are delivered to the County and the frequency.
15. Describe the process to handle incorrect bottle orders or missing bottle orders. Include timeframe for delivering the corrected/missing bottles.
3. Sample Delivery
1. Describe the process by which the County’s samples will be picked up and delivered to the proposer primary laboratory facility.
2. List point(s) of contact for this service
3. List any computer-based system for this service
4. Include days/hours that this service (delivery) is available.
5. Describe the frequency of sample pickup and delivery
6. List response time after being notified of a sample pickup.
7. Describe responsibilities related to packing samples into coolers
8. Describe documents used for sample deliveries
9. Describe Chain of Custody (COC) usage
10. Describe ability to deliver all samples uncompromised within regulated hold times (per 40CFR136 Table II, DEP SOP FS1000 and/or specific method requirements) for all tests.
11. Describe how proposer notifies the County Point of Contact of the samples received, including the pertinent receipt, sample, and test information logged into the proposer’s LIMS
12. Describe the process to detect errors or omissions related to samples and/or COCs received at the proposer’s primary location; include notifications.
13. Describe how samples are logged into proposer LIMS; i.e. how are different groups of samples differentiated from each other.
14. Describe the processes by which the County’s samples will be delivered to all subcontracted laboratories (both internal to the parent organization as well as external to the parent organization).
15. Should the proposer not be able to provide Sample Delivery service during the dates/hours listed in 3.a.iii above, with proper notice, is the proposer willing to reimburse the County’s costs to deliver the samples to the proposer’s primary location?
16. Describe process used to ensure proper state licensure, safety record, and frequency of checks of proposer couriers.
4. Analytical Work
1. Referencing Attachment B, list analytes and/or methods that the proposer is unable to perform within their organization. Identify any analytes and/or methods that would be routinely sub-contracted outside of the proposer parent organization. Also, include prices for routinely sub-contracted tests on Attachment A.
2. Is the proposer willing to provide a statement that the proposer will adhere to the latest certification requirements as listed in FAC 64E-1? If willing, provide a statement to this effect.
3. Describe process of organizing County work/projects within proposer LIMS to ensure that reports and invoices are set up so that each project and associated samples are uniquely identifiable by project by the County. Also discuss whether proposer will be able to utilize County nomenclature.
4. Describe how the proposer ensures that all analytical work is performed within regulated hold times (per 40CFR136 Table II, specific method requirements, and FDEP SOP FS1000).
5. Describe the process for when sample preparation and/or analysis is performed outside of regulated hold times; include notification process.
6. What percentage of samples’ preparation and/or analysis was performed out of hold times related to proposer error in the 2023 calendar year? (percentage of prep/tests run out of hold compared to the total number of tests performed at the primary testing facility to be used for this contract).
7. Describe the process when analytical equipment that would normally be used for County sample analyses is unavailable (out of service); include notification process.
8. Describe the steps related to how analytical data is critically reviewed and approved prior to final reporting.
9. Describe the frequency of routine QC samples within batches. Describe the typical QC samples utilized. This should be broken into general lab areas, such as Nutrients, Metals, Wet Chemistry, Microbiology, Organics, and Radiochemistry for accuracy and clarity.
10. Is the proposer willing to run QC at a higher frequency for County projects?
11. Describe the steps (Corrective Actions) utilized when laboratory QC samples fail or trip blanks fail. This should be broken into general lab areas, such as Nutrients, Metals, Wet Chemistry, Microbiology, Organics, and Radiochemistry for accuracy and clarity. Is the proposer willing to provide this information upon request to the county?
12. Describe the use of Data Qualifiers and the source of the Data Qualifiers used. Include where these Data Qualifiers are defined.
13. Describe the protocol for the County to request reanalysis and any associated additional charges related to reanalysis.
14. Describe ability to meet analytical MDL (LOD) and PQL (LOQ) requirements as listed in FAC 62.550; also specifically list any exceptions by Method and Analyte. Describe ability for analytical MDLs (LODs) to be adequate to determine compliance with surface-water, groundwater and biosolids standards as listed in State and Federal regulations (i.e. FAC 62-302 Surface Water Quality Standards).
15. Describe how different sample matrices are analyzed within batches in relation to the associated QC samples.
16. Describe the process for County-requested special notifications (usually related to regulatory exceedences).
5. Reports & Invoices
1. Describe how reports and invoices are uniquely identified.
2. Describe how reports and invoices are unequivocally linked to each other for a single COC of samples/tests.
3. Does the proposer have the ability to send reports and invoices electronically to multiple recipients?
4. List the normal delivery timeframes for reports with invoices; list all timeframes for tests listed in Attachment B if there is more than one timeframe. Also include delivery timeframes for reports with invoices for sub-contracted work.
5. List the items that are included on invoices.
6. List the items that are included in reports. Include a description of how QC samples are associated with Pinellas County samples within reports. Describe how proposer’s reports comply with the requirements in FAC 62-160.340.
7. Does the proposer have the ability to deliver reports in the following formats on a regular basis:
8. Standard Laboratory Report (pdf) with related QC included - that meet all NELAC/TNI criteria (compliance with most recent FAC 64E-1)
9. FDEP WIN (Watershed Information Network) - latest version
10. FDEP Adapt (Automated Data Processing Tool) - latest version
11. FAC 62-550.730: all formats - latest versions
12. Describe items on pages 1 and 3 of the 62-550.730 Chemistry Report that the proposer is willing to fill out based on information provided on the associated COC.
13. Custom EDDs
14. UCMR (Unregulated Contaminants Monitoring Rule - 40 CFR Part 141) - latest version
15. Is proposer registered as an active user on the EPA CDX\SDWRS\UCMR# internet based reporting system?
16. Does the proposer provide Case Narratives with reports? If so, describe frequency and typical usage if not included with every report.
17. Does the proposer have on-line access/client portal for viewing data, reports, and invoices? If so describe the capabilities and security.
18. Describe any surcharges, waste disposal charges, environmental impacts fees, and any other fees that may be charged for work related to the items listed in Attachment A.
19. Discuss any charges related to proposer laboratory/method required Blanks (i.e., Trip Blanks, etc.).
20. Describe any differences in cost for work that proposer subcontracts:
21. Within their organization
22. Outside their organization
23. Describe how subcontracted data is reported.
24. Describe how subcontracted laboratories are paid and by whom.
25. Describe how long data and reports are retained.
6. Miscellaneous
1. Is the proposer willing to bear the costs related to resampling by the County should the proposer fail to analyze samples within hold time or obtain a questionable result due to:
1. Damaging a sample in their possession
2. Losing a sample
3. Contaminating a sample
4. Other proposer error
5. If willing, provide a statement to this effect.
2. Describe how long samples are retained after the final report and invoice are delivered to the County.
3. Is the proposer open to on-site inspections during normal business hours by the County with notice?
4. Is the proposer willing to submit prices for items listed in Attachment A? Also, provide how those prices may/may not change during the course of the contract period. If willing, provide a description of this process.
5. Is the proposer willing to accept work not listed in this RFP? Describe how this work will be quoted to the County.
6. Describe the process to be used when the proposer needs to substitute a test method for the one that was requested. Include documentation to be provided to the County and time frame for communicating this information.
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