Attachment 1 - PWS (DWAnalysis (Revised - 21 Nov 19).pdf

Attachment 1: PWS RFQ: FA527020QB003

PERFORMANCE-BASED WORK

STATEMENT (PWS)

FOR

DRINKING WATER ANALYSIS SERVICES

18AMDS/TPMF

KADENA AB, OKINAWA, JAPAN

Current as of:

21 November 2019

Attachment 1: PWS RFQ: FA527020QB001

SECTION I

DESCRIPTION OF SERVICES

1.1. GENERAL SCOPE. 18 AMDS Theater Preventative Medicine Flight (TPMF) provide environmental, occupational and hazardous waste support across Pacific Air Forces Command (PACOM). The contractor shall provide analytical services to support this mission on the Okinawan Island.

1.2. DRINKING WATER ANALYSIS SERVICE. TPMF provides analytical chemistry and occupational health services in support of operational requirements from Air Force installations Outside the Continental United States (OCONUS). TPMF provides analysis to meet requirements and regulations such as the Occupational Safety and Health Act (OSHA) of 1970, Safe Drinking Water Act (SDWA), Clean Water Act (CWA), Resource Conservation and Recovery Act (RCRA), and any other Federal, State or host-nation government requirements. In order to meet analysis workload and supplement available methods TPMF uses contractor labs in addition to in-house capabilities.

While TPMF serves OCONUS locations, this contract is in support of Okinawa Japan only. This is required due to the time constraints of many sample and test methods.

The contractor shall utilize best commercial practices in order to provide analytical processing of samples for organic, inorganic, conventional, general chemistry and radio-analytical laboratory services. Analytical processing encompasses the following: sample collection (as required/available), sample shipment, receiving, storage, analysis and disposal; Quality Control (QC); implementation and maintenance of Chain-of-Custody (COC)1; and analytical reporting.

Samples matrixes may include soils, sludge, air, bulk, commercial type products, water, wastewater, fuels, miscellaneous pollutants/contaminants collected from various locations in and around existing Air Force or other military installations. Sample matrixes can be in pure or mixed states.

The contractor must have the capability to collect and analyze samples in Okinawa Japan. The contractor is not required to perform each analysis listed on Attachment 2 (Price List). The contractor must have proper accreditation (see 1.3.1) for each method they offer.

1.3. WORK PERFORMANCE.

1.3.1. Minimum Laboratory Requirements. All tests performed shall comply with international, federal, state and/or host-nation government laws and regulations. Laboratories shall be accredited for each applicable test sample method by a nationally recognized laboratory accreditation body (NELAP) or appropriate host nation accreditation body to be compliant with ISO/IEC 17011:2004.

All laboratories must demonstrate the capability to generate acceptable results from the analysis

1 Chain of Custody is documentation that records sample movement from collection of the sample, to receipt at the laboratory, to final disposal.

Attachment 1: PWS RFQ: FA527020QB001 of proficiency-testing (PT) samples, using each applicable method in a specified matrix.

Laboratories must provide an established laboratory quality manual that complies with ISO/IEC 17025:2005. The laboratory must also maintain conformance to the Department of Defense (DoD) Quality System Manual (QSM): current version. All laboratories are subject to project-specific, on-site assessments by authorized representatives of TPMF.

1.3.2. Laboratory Technical Requirements.

1.3.2.1. The contractor shall have ability to collect and receive samples from DoD installations located on Okinawa Japan, see Para. 4.7 of the PWS.

1.3.2.2. The contractor shall be able to supply appropriate sample containers, shipping containers, packing materials, ice/refrigerants, preservatives, labels, proper markings/identification, custody seals, and COC forms upon request of the unit in question, for all samples analyzed. The contractor shall supply all shipping labels and other labels designed to meet all regulatory shipping requirements. Sample containers shall meet all applicable international, federal, state and/or local laws and regulations.

1.3.2.3. The contractor shall possess the capability to direct ship samples from the designated OCONUS DoD field location to the contract laboratory. The contractor shall sign a COC form upon receipt of samples.

1.3.2.4. The contractor shall provide their EPA or NIOSH approved methods, apparatus, and equipment for analyzing water, wastewater, soils, sludge, hazardous waste, oils, asbestos, swipes, bulk, air, and miscellaneous samples (See Price List, Attachment 2). The contractor is not required to perform all analysis types, but shall provide all of the methods they are accredited to perform (see 1.3.1). Chemical analysis shall be accomplished on a non-emergency/routine basis and less frequently on an emergency basis. The contractor shall provide emergency pickups only when requested by TPMF. All routine sample analyses shall be performed within sample holding time, and reports shall be delivered within 15 working days. All analysis shall be performed within the contractor will utilize an approved price list for primary and subcontract labs. TPMF must issue an EC number (call number) before any work is performed.

1.3.2.5. The contractor shall provide an example of new methods (tests) developed or matrix analyzed before testing under the new method is authorized. TPMF must authorize any new method in writing before it is approved.

1.3.3. Required Quality Systems Documentation. The contractor shall have the knowledge and possess experience with the following quality systems documentation. (CDRL A001, Quality Control Plan)

a. Contractor Laboratory Quality Management Plan

b. Project-Specific Quality Assurance Project Plan

c. Inter-laboratory comparison (PAT) program by independent 3rd party accrediting agency

Attachment 1: PWS RFQ: FA527020QB001

d. Laboratory Certification of Conformance to DoD QSM

e. Data Management Plan

f. Contractor Quality Control Report

1.3.4. Reporting Requirements.

1.3.4.1. The contractor shall provide their electronic data management system capabilities to minimize the potential for transcription errors.

1.3.4.2. At a minimum the contractor’s report shall provide clear identification of method used, anylate sought, preservatives used, sample source, data and time sampled, name of sampler, and sample identification number. In addition to the laboratory reports, the contractor shall provide examples of Electronic Data Deliverables (EDD) currently in use. The EDD should be comprehensive and generated from the same source as the laboratory reports. The specific format required during the contract period will be coordinated with the TPMF Laboratory Director or Quality Assurance Manager. (CDRL, A002, Sample Results)

1.3.4.3. The contractor shall provide a revised analytical report, if required, at no additional cost if the original report is found to be inaccurate. When revised data is provided to TPMF, it shall be marked with the word “Revised” in red letters. (CDRL, A002, Sample Results)

SECTION II

SERVICE SUMMARY

2.1. SERVICE SCHEDULE.

Performance Objective

PWS

Para

Performance Standard

Surveillance Method

Performance Laboratory Analysis shall be accomplished using applicable standards

1.3.1 100% compliance ANSI/ASQ E4-2004, Quality systems for environmental data and technology programs – requirements with guidance for use;

ISO/IEC 17025, DoD QSM: current version, General requirements for competence of testing and calibration laboratories; documentation of the application of project-specific quality assurance (QA) and quality control (QC) in accordance with the Uniform Federal Policy for Quality Assurance Project Plans; and, ISO/IEC 17011, Conformity assessment – general requirements for accreditation bodies accrediting conformity assessment documentation of the organization’s Quality System, in accordance with the Uniform Federal Policy for Implementing Environmental Quality Systems

Random Inspection and Customer Feedback

Attachment 1: PWS RFQ: FA527020QB001

Schedule Sample Analysis shall be accomplished in a timely manner

1.3.2.1, 1.3.2.2, 1.3.2.3, 1.3.2.4

Direct shipments of samples will be coordinated with TPMF; the contractor shall also provide transportation of all samples to their laboratory within close proximity to the DoD installation

95% Inspection

Quality Management Electronic Data Deliverables

1.3.4.2 Electronic Deliverables shall be transmitted

within 24 hours of completion to TPMF

95% Inspection

Quality Management Certification

1.3.3 100% Compliance of Laboratory Certification of Conformance Level II QA/QC data provided with data packages

95% Inspection

SECTION III.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

This Section is not applicable. No government property or services provided.

SECTION IV

GENERAL INFORMATION

4.1. QUALITY ASSURANCE. The government shall periodical evaluate the contractor’s performance by appointing a Quality Inspector (QI) to monitor performance to ensure services are received. The government shall record all observation about the service performance. When an observation indicates defective performance, the QI shall require the contract manager or his/her representative at the site to initiate the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment. The QI personnel shall also evaluate the contractor’s performance through intermittent on-site/document inspections of the contractor’s quality control program and receipt of complaints from base personnel.

4.2. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2018), for contractor’s failure to correct nonconforming services.

4.3. POINT OF CONTACT. The points of contact for TPMF are the Lab Director (632-8349) and the Quality Assurance Manager (634-3016).

4.4. CONTRACTOR PERSONNEL. The Contractor shall provide a point of contact that shall be responsible for the performance of the work. The point of contact shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual, in writing, to the Contracting Officer (CO) before the start date.

An alternate may be designated, but the Contractor shall identify the person when the alternate

Attachment 1: PWS RFQ: FA527020QB001 shall be the primary point of contact. POC shall have the knowledge to read, write, and communicate in English.

4.4.1. Minimum Personnel Requirements.

4.4.1.1. Quality Assurance Manager (QAM): The contractor QAM must possess a bachelor’s degree in an applicable basic or applied science and have at least 1 year of combined experience in the laboratory. If not a degreed chemist, the QAM must have at least 4 years of nonacademic experience and knowledge in the sampling and analysis of environmental media, and associated quality assurance. The QAM shall have documented training in statistics. Training in quality control procedures is strongly encouraged.

4.4.1.2. Project Chemist: The contractor project chemist must have a bachelor’s degree in chemical, environmental, biological sciences, physical sciences or engineering, with at least 24 college semester credit hours in chemistry and at least 2 years of experience in areas of environmental sampling and analytical testing relevant to the project. An advanced degree in one of the above disciplines may be substituted for the 2 years’ experience requirement. As applicable to the specific project, the project chemist must also have at least 1 year of combined experience in the laboratory to include knowledge of environmental analytical chemistry methodologies, remedial process chemistry, chemical fate and transport, and experience in the sampling and analysis of toxic/hazardous chemicals in environmental matrices.

4.5. CONTRACTOR’S FAILURE TO PERFORM.

4.5.1. If contractor fails to perform required services within the specific limitations, the government may,

4.5.2 . Accept the services at a later date.

4.5.3. Refuse to accept the services at a later date (in which case the government will bear no cost and make no payment for the missed service).

4.5.4. Procure the missed service, upon such terms and conditions as the contracting officer deems appropriate, from an alternate, responsible firm and the contractor shall be liable to the government for any excess costs incurred and to continue the performance as required thereafter.

4.6. TRAVEL. Travel is not required for this contract.

4.7. OCONUS FACILITIES. Samples may be received from facilities located in the following locations:

Japan: Kadena AB, Camp Foster, Camp Shields, Torri Station, and all other DoD installations on Okinawa Japan.

Attachment 1: PWS RFQ: FA527020QB001

TPMF also performs, or contracts out, analytical services for other US military services that have entered into a Memorandum of Agreement and have provided appropriate funds for the service.

4.8. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER.

The contractor shall continue the service to the government unless notified otherwise by the contracting officer.

4.9. ALTERNATE SOURCES. If routine services are disrupted for more than five (5) scheduled workdays due to unforeseen circumstances, the Contractor shall ensure that TPMF is notified of the situation and make arrangements for the sample(s) to be analyzed by another laboratory to the satisfaction of the DoD facility. If the Contractor is required to send the sample to another laboratory facility, the government will utilize the GPC to pay for these services.

4.10. PROVIDED SAMPLES FOR LABORATORY TESTING. TPMF or a DoD facility will provide the samples with date and time of collection, test name, facility location, and chain of custody form to the contractor for testing. The contractor could also be contracted to collect the samples.

4.11. RESPONSIBILITY OF CONTRACTOR FOR GOVERNMENT PROPERTY.

The contractor assumes full responsibility and shall indemnify the government for any and all losses or damages resulting in whole or representative of the contractor or subcontractor to any government property whole in their custody and care for services to be performed under the terms of this contract.

4.12. QUALITY CONTROL. The contractor shall utilize his or her own internal Quality Control processes in the performance of this contract. The quality control plan and supporting documentation shall be made available to the Government for review upon request, should there be repeated unsatisfactory performance. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor’s Quality Control procedures addressing the areas identified in paragraph 2, Services Summary.

4.13. TRAFFIC LAWS. Contractor personnel shall comply with the installation traffic code as specified in 18th Wing Instruction 31-204, Air Force Motor Vehicle Traffic Supervision.

4.14. DOD FREEDOM OF INFORMATION ACT (FOIA) PROGRAM. The contractor shall comply with the requirements of DoD Regulation 5400.7/Air Force Supplement, DoD Freedom of Information Act Program. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material. If the Contractor receives a FOIA request, the Contractor shall deliver the request immediately to the base FOIA manager (18 CS/SCBR) for processing. The FOIA manager will task a Government official who, as the authorized official, will make the decision on releasing Government records.

Attachment 1: PWS RFQ: FA527020QB001

FOR OFFICIAL USE ONLY (FOUO). The contractor shall create and maintain FOUO material IAW DoD 5400-7R, DoD Freedom of Information Act Program, Chapter 4, and AFI 33-129, Web Management and Internet Use, 3 Feb 05, paragraphs 8.1.3 and 8.1.4. Mark all documents meeting the requirements identified in DoD Regulation 5400-7/Air Force Supplement, paragraphs C3.2.1.2 thru 3.2.1.9 as “For Official Use Only” IAW instructions identified in paragraph C4.2.1. Safeguard all sensitive data IAW DoD Regulation 5400.7/Air Force Supplement, paragraph C4.4. When documents containing FOUO material are authorized for destruction, shred or tear the records so that the pieces cannot be reconstructed. Degauss or overwrite magnetic tapes or other magnetic media.

4.15. PRIVACY ACT PROGRAM. The Contractor shall create and maintain Privacy Act data IAW AFI 33-129, Transmission of Information Via the Internet, 3 Feb 05, Paragraphs 8.1.3 and 8.1.4; AFI 33-332 (all), Privacy Act Program, and supplements; and Privacy Act systems of records notice(s) (http://www.defenselink.mil/privacy/notices/usaf). The contractor shall not create or maintain a Privacy Act system of records prior to public notice. If the Contractor receives a Privacy Act request, the contractor shall be responsible for searching for the records and providing those records to a Government official who, as the authorized official, will make the decision on releasing the Government records.

4.16. CERTIFICATE/LICENSE. The Contractor must meet the minimum laboratory requirements listed in para 1.3.1. of this PWS and must provide proof of laboratory accreditation (i.e. accreditation certificate). These requirements also apply to the use of any laboratory under the same corporate umbrella, but at a different facility or location.

http://www.defenselink.mil/privacy/notices/usaf