Attachment 1 - PWS 8 SEP 2020.pdf

Attachment 1: PWS RFQ: FA527020QB040

PERFORMANCE-BASED WORK

STATEMENT (PWS)

FOR

CHEMICAL/WATER ANALYSIS SERVICES

(Mainland Japan)

18AMDS/TPMF

KADENA AB, OKINAWA, JAPAN

Current as of:

8 September 2020

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 in Mainland Japan.

1.2. DRINKING WATER, INDUSTRIAL AND ENVIRONMENTAL HEALTH

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, the TPMF uses contractor labs in addition to in-house capabilities.

While TPMF serves many OCONUS locations, this agreement is mainly in support of DoD locations in Mainland Japan. The requirement that the contract lab be located inside Mainland Japan is based on hold-time limitations of samples that cannot be shipped out of country. In addition, physical collection of the samples is sometimes required needing contractor personnel to be located in Mainland Japan.

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, and miscellaneous pollutants/contaminants collected from various locations in and around existing Air Force or other military installations. Sample matrixes may be in pure or mixed states.

The contractor must have the capability to collect, pick-up and analyze samples at Misawa AB and Yokota AB. In addition the contractor must be able to receive and analyze samples ship through TPMF (Kadena AB).

The contractor must have the ability to analyze at least 95% of attached methods on Attachment

2. The contractor must have the ability to perform the analysis in-house or through a subcontract lab while meeting hold time and temperature limitations detailed in each method. The contractor

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

must perform at least 50% of the methods inside Mainland Japan. The contractor must have proper accreditation; (see 1.3.1) for each method they offer.

The contractor must have the ability to accept mailed samples from across Mainland Japan and any additional samples shipped by or through the TPMF (Kadena AB). These samples would ship through FedEx, DHL, Sagawa Express or Black Cat and must be accepted at the Contract Lab.

1.3. WORK PERFORMANCE.

1.3.1. Minimum Laboratory Requirements. All tests performed shall comply with international, federal, state, and 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 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 17025:2017. 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 must have the ability to physically collect and receive samples from DoD installations located in Mainland Japan, see Para. 4.7 of the PWS. Some samples will be collected by DoD personnel while other samples will require the contractor to collect the samples at the source. Received samples could be in mail, in-person, or require physical pick-up from the DoD installation.

1.3.2.2. When collecting samples, or providing sample collection kits, the contractor must follow the collection methods as detailed in the EPA, NIOSH or other governing body method instructions for all samples analyzed (i.e. JIS). The contractor shall supply all shipping labels and ensure they meet all 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, NIOSH or JIS approved methods, apparatus, and equipment for analyzing water, wastewater, soils, sludge, hazardous waste, oils, asbestos, swipes, bulk, air, and miscellaneous samples (See Attachment 2). The contractor is not required to perform all analysis types (see 1.2), 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 to TPMF within 30 working days.

1.3.2.5. The contractor shall utilize an approved price list. TPMF must issue a signed EC number (call number) to the contractor before any work is performed. The contractor can coordinate with the Mainland Japan Labs, but no work can proceed without a signed EC Number from TPMF.

1.3.2.6. 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; and any change in pricing must be approved by the Contracting Officer before it may be used.

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

d. Laboratory Conformance to DoD QSM

e. Data Management Plan

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. This is a report that shows what procedures and safeguards the contractor has put in place to ensure the data is reported correctly.

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.

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.

SECTION II. GOVERNMENT-FURNISHED PROPERTY AND

SERVICES

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

SECTION III. GENERAL INFORMATION

4.1. QUALITY ASSURANCE. All Contract Labs shall have a Quality Management Plan. All laboratories are subject to project-specific, on-site assessments by authorized representatives of TPMF. The TPMF representative shall provide an electronic report detailing all observation about the Contract Lab performance. When an observation indicates defective performance, the TPMF representative shall require the Contract Lab manager, or his/her representative at the site, to provide a written plan to fix the defect. The TPMF representative shall also evaluate the contractor’s performance through intermittent 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.

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 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.

Attachment 1: PWS RFQ: FA527020QB040

4.5. CONTRACTOR’S FAILURE TO PERFORM.

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

4.5.1.1. Accept the services at a later date.

4.5.1.2 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).

4.5.1.3. 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:

Mainland Japan: Misawa AB, Yokota AB, and through TPMF (Kadena AB).

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. TPMF will have the option of arranging for the sample(s) to be analyzed by another laboratory to the satisfaction of the DoD facility.

4.10. PROVIDED SAMPLES FOR LABORATORY TESTING. When samples are collected by DoD Personnel; 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. If the contractor collects the samples they shall create a chain of custody form with the same information.

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 samples 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 TPMF for review upon request.

4.13. TRAFFIC LAWS. Contractor personnel shall comply with the installations traffic codes when collecting samples on DoD installations.

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.

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