Performance work statement.pdf

PERFORMANCE WORK STATEMENT

Water Quality Analysis Contract

Purchase Order, FY2020

Water Management Section POC: Kamryn Tufts, kamryn.tufts@usace.army.mil, 304-857-3154

Table of Contents

BACKGROUND INFORMATION

PURPOSE

OVERVIEW

DESCRIPTION OF WORK

CONTRACT AMOUNT

TESTING QUANTITIES

COURIER SERVICE

SAMPLE SUBMISSION

SAMPLE CONTAINERS

SAMPLE ANALYSIS

METHODS OF ANALYSIS

ANALYTICAL DETECTION LIMITS

ANALYTICAL QUANTIFICATION

REPORTING AND ELECTRONIC DATA DELIVERABLES (EDDs)

SCHEDULE AND WRITTEN REPORTS

WATER CHEMISTRY, SEDIMENT, AND CHLOROPHYLL ANALYSES RESULTS

BENTHIC MACROINVERTEBRATE ANALYSIS INSTRUCTIONS & RESULTS REPORTING

ALGAE ANALYSIS INSTRUCTIONS & RESULTS REPORTING

QUALITY CONTROL PROCEDURES

QUALITY CONTROL PLAN

INTERNAL LABORATORY QUALITY CONTROL

DATA-RELIABILITY REPORTING

FAILURES OF ANALYTICAL PERFORMANCE

OTHER GENERAL REQUIREMENTS

CHARACTER

CONTRACTOR PERFORMANCE

USE OF INFORMATION

COORDINATION BETWEEN CONTRACTOR AND CONTRACTING OFFICER . Error! Bookmark not defined.

SECURITY REQUIREMENTS

FOR CONTRACTORS REQUIRING DOD COMMON ACCESS CARDS (CAC)

PRE-BID MEETINGS

FOREIGN NATIONALS

SAFETY

ACCIDENTS

INVOICING AND PAYMENT PROCEDURES

PRE-INVOICING

INVOICING AND PAYMENT

ATTACHMENT 1 – BID SCHEDULE .................................................................. Error! Bookmark not defined.

BACKGROUND INFORMATION

PURPOSE

The purpose of this document is to procure a water quality sample analysis contract in support of the Huntington District’s Water Quality Program mission. The contract cover the period from July 1, 2020 through September 30, 2020.

OVERVIEW

The Huntington District USACE operates a water quality monitoring program through which multi-purpose reservoirs and their respective watersheds are intensively monitored on a rotating 5-year schedule. Monitoring involves regular sample collection and measurement of physical water quality parameters (e.g.

temperature, pH, etc.) over the course of approximately 1 year. Timing, frequency, types of samples collected, and specific analyses are determined based on four specific flow periods as described in Table 1 below. The greatest workload for routine monitoring primarily occurs between June and October of each year.

However, special investigations such as those related to environmental events, could result in large numbers of samples in short periods, at off-peak times of the year, or require a rapid turnaround time.

The Huntington District Water Quality Program also routinely samples sediment and soil at dredge and disposal locations as part of the USACE Navigation Channel Maintenance Program. Locations are sampled once per year on a 3-year rotating schedule in order to maintain compliance with Clean Water Act Section 401 water quality certifications. This type of sampling generally occurs in late summer or early fall, but is subject to change based on environmental events, unusual weather conditions, or unforeseen stipulations from State regulatory authorities.

Table 1. Breakdown of sample collection over the course of a typical year. Analyses may differ seasonally.

Flow Period / Season Types of Samples Collected Analyses Frequency

Winter Flow (Dec-Feb)

Water: lake outflows and inflows

Solids, nutrients, total metals, ions, hardness Once

Spring High Flow (Mar-May)

Water: lake outflows and inflows

Solids, nutrients, total metals, ions, hardness Once

Summer Flow (Jun-Jul)

Water: Lakes, lake outflows, inflows; Chlorophyll

Solids, nutrients, total & dissolved metals, ions, hardness

Once

Summer/Fall Low Flow (Jul- Oct)

Water: Lakes, lake outflows, inflows

Solids, nutrients, total & dissolved metals, ions, hardness

Three times between Jul-Oct

Chlorophyll: Lakes Chlorophyll a, b, c;

pheophytin; algae biomass

Three times between Jul-Oct

Benthic macroinvertebrates:

lake outflows and inflows ID, enumeration Once

Sediment/soil: dredge and disposal locations

Organics, metals, nutrients, ions, particle size Once

DESCRIPTION OF WORK

CONTRACT AMOUNT

The Government reserves the right to place orders against this contract for any item or combination of items as described in the attached price breakout schedule (not exceeding the quantities provided). Services for each sampling, testing, etc. may be requested either verbally or in writing. Oral or telecommunication request will be issued only by the project personnel. Project personnel will notify contractor of the required sampling, testing, etc. The contractor shall coordinate access to obtaining sampling, testing, etc. with project personnel within 48 hours of request

TESTING QUANTITIES

Testing quantities shown on the price breakout schedule are estimates, but will not exceed the quantities provided. The Government may elect to purchase any number of each line item at its discretion. Each line item unit cost shall include all expenses related to that test, including but not limited to supervision, labor, QC, sample preparation, equipment usage and calibration, and submission of final results. No other payment will be made for each line item.

Project-specific needs will determine both the total quantities and types of tests. Therefore, the quantities listed are approximate and are provided as information only to assist in preparation of quotes. They are not guaranteed, however the actual quantities will not exceed the estimated quantities provided.

COURIER SERVICE

The Contractor shall provide a courier service to pick up samples from a Government-specified location, accept custody of said samples, and transport them to the Contractor’s facility for testing. Sample pick up may occur multiple times per week and may involve more than 100 sample containers at one pick up. Sample pick up may occur anywhere within the Huntington District boundaries (Fig. 1), but will primarily be at one of the two locations below:

US Army Corps of Engineers US Army Corps of Engineers Huntington District Office Water Quality Operations Center 502 8th Street 1744 R.C. Byrd Drive Huntington, WV 25701 Gallipolis Ferry, WV 25515

Figure 1. The extent of the Huntington District showing project locations, the headquarters office in Huntington, WV, and the Water Quality Operations Center at Robert C. Byrd Locks in Gallipolis Ferry, WV.

SAMPLE SUBMISSION

Samples will be submitted by the Government as “sample sets”. A sample set is considered a group of samples submitted to the Contractor at one time and distinguished from other sample sets on the accompanying chain of custody documents. Multiple sample sets with multiple chain of custody documents may be submitted at one time and will be considered separate sample sets in order to facilitate future reporting and invoicing. Each requirement will consist of one or multiple sample sets distinguished from each other as “Part 1”, “Part 2”, etc.

Upon acceptance of samples by the Contractor, it becomes the sole responsibility of the Contractor to ensure that samples are transported carefully and maintained at or below 6°C, as recommended by the U.S. Environmental Protection Agency (USEPA). The Contractor shall complete the chain of custody form for all samples at the time of sample login for purposes of noting problems with sample condition, insufficient volumes, or sample preservation. As soon as sample login is complete, the chain of custody form has the necessary signatures, and any sample information is noted, the Contractor shall email it to the Water Quality Team to the address provided on the chain of custody documents. The completed form shall also be included with the final analytical results package and/or EDDs.

SAMPLE CONTAINERS

Before sampling begins under this contract, the Contractor shall complete a brief reference spreadsheet specifying sample volumes, preservatives, types of containers (glass, plastic, etc.), and holding times required for each test listed in the attached line item schedule. The Contractor shall then provide suitable containers and appropriate preservatives for tests awarded on this contract. Any acid preservatives shall be supplied in vials to facilitate preservation in the field except in special circumstances. EXCEPTION: Containers for dredged material sampling may be pre-preserved with acid and/or other specific preservatives. The Contractor shall be responsible for delivery of sample containers and preservatives to the Government at any specified location, but delivery will be primarily to one of two addresses below:

US Army Corps of Engineers US Army Corps of Engineers Huntington District Office Water Quality Operations Center

SAMPLE ANALYSIS

The work required under this contract will primarily involve analysis of water, sediment/soil, chlorophyll, algae, and benthic macroinvertebrates samples.

Samples will be furnished by the Government, unless under extreme circumstances where sample collection by the Contractor may be required as described in this document. Any samples required for analysis of a dissolved constituent (excluding total dissolved solids) will be filtered in the field by the Government prior to receipt by the Contractor. In general the Contractor will not be required to filter a sample. Table 2 summarizes analyses required for each sample media under typical circumstances. The attached line item schedule provides a detailed list of all possible analyses and estimated quantities that may be ordered in a given contract year. Specific analyses and quantities will vary depending upon sample collection timing, staffing limitations, or unforeseen environmental circumstances.

Table 2. A summary of typical analyses that may be required for each sample medium.

Sample Medium Typical Required Analyses

Water Solids: TS, TSS, TDS; Nutrients: NO2-NO3, total P, NH4, TKN; Ions: Cl, Br, SO4, HCO3; Metals (total and dissolved):

Al, Fe, Mn, As, Ca, Cd, Cr, Cu, Hg, K, Mg, Na, Ni, Pb, Se, Zn, Ag, B, Ba, Be, Co, Sb, Sn, Sr, Ti, Tl, V; Acidity; Hardness

Sediment/soil, elutriate (water + sediment)

VOCs, SVOCs, PAHs, PCBs, Pesticides, Herbicides, Metals, Low level Hg, oil/grease, total phenols, Cl, hardness, NH4, NO2-NO3, NO2, particle size

Chlorophyll Chlorophylls a (corrected and uncorrected), b, c; pheophytin, algae biomass Algae Identification, enumeration, toxin analysis Benthic macroinvertebrates Identification, enumeration

The Government will indicate the work completion date (delivery date) and contract number on the paperwork accompanying each sample set. If there is more than one sample set, the sample set number will also be indicated on the paperwork. All analyses shall be completed and/or extracted within sample storage (holding times) or decomposition times. The Contractor is exempt from this requirement if it does not receive the samples from the Government within holding times. Any work listed in an order found not acceptable or incomplete, or if completion dates are missed, will result in the order being modified and reduced.

Invoices will only be processed after examination and approval of the Excel spreadsheet, bench sheets, identifications, and metrics and after any reductions for issues such as identification errors, incomplete information, analytical errors, or missed completion dates.

METHODS OF ANALYSIS

APHA, ASTM, USGS, and/or EPA approved methods shall be used whenever possible. For many of the line items, specific methods have been indicated and shall be followed. The Contractor may use other methods if agreed to in writing by the Water Quality Technical Lead prior to analysis. For tests with no method listed, the Contractor shall use APHA, ASTM, USGS or EPA approved methods to reach any specified detection levels, deviations from these methods require approval by the Water Quality Technical Lead.

ANALYTICAL DETECTION LIMITS

For each analysis, the Contractor shall report the lower limit of analytical detection. Terms commonly used to define this lower limit are the Method Detection Limit (MDL) or the Level of Detection (LOD). In some cases, the Government has specified the MDL (LOD) in the test descriptions. For other parameters not so noted, the Contractor shall use the MDL (LOD) specified in the test method. For all other cases, it is recommended that the Contractor submit prices for the lowest practically achievable MDLs.

ANALYTICAL QUANTIFICATION

The Level of Quantitation (LOQ) may be defined as the lowest limit at which an instrument and instrument operator can quantify given analyte concentrations with maximum accuracy and statistical confidence. The Contractor shall report both the MDL (LOD) and PQL (LOQ) on the EDD spreadsheets where applicable. In some cases, there may be no PQL applicable or the MDL may be equal to the PQL.

REPORTING AND ELECTRONIC DATA DELIVERABLES (EDDs)

SCHEDULE AND WRITTEN REPORTS

The schedule for submission of test results will be determined by the date on which samples are received by the Contractor. All samples will be furnished with an appropriate Chain of Custody form, on which a completion date will be clearly indicated. Completion dates shall be no later than 45 days (approximately 6 weeks) after samples are received by the Contractor, by which date test results shall be received by the Government in the correct and final format as described in this document. Extensions may be granted at the Government’s discretion.

All written reports shall be submitted to the Government in Microsoft Word 2007 or newer, Microsoft Excel 2007 or newer, or Adobe Acrobat PDF format. The Contractor shall not lock any file for editing or changes of any type, as these documents are Government property when complete and received by the Government.

WATER CHEMISTRY, SEDIMENT, AND CHLOROPHYLL ANALYSES RESULTS

The test result package delivered to the Government shall consist of an EDD of results in Excel comma separated value (.csv) format and a PDF file of all lab reports, bench sheets (where applicable), chain of custody forms, and associated lab QA/QC, including those from subcontracted labs. Lab reports shall contain explanatory pages that describe data qualifiers or problems encountered during the analysis process. The package shall be emailed when analysis is complete to the email address listed on the chain of custody forms.

The Contractor shall provide analytical EDDs to the Government for import into a database with minimal editing or modification required by the Government.

The Government requires EDDs to be in specific formats in order for results to be imported into a database. Table 3 below lists column headers, column order, and cell formatting required for import to be successful. The data columns must be in the order listed below in order for the database to recognize and successfully import the data. The Contractor shall organize and report results in the order in which they are listed on the chain of custody documents in order to facilitate internal review procedures by the Government.

QA/QC results shall be reported either on a second tab within each EDD spreadsheet or in a separate file that is appropriately identified. QC results shall be reported in the same format as Table 3.

Table 3. Required format for EDDs.

Column Header Column Letter Special Formatting Example Value Comments Observation ID A <Blank>

Location ID B 1XXX#### 1ACS0001

Observed Property ID C None Ammonia as N

Observed DateTime D M/D/YYYY hh:mm 1/1/2019 14:05

Analyzed DateTime E M/D/YYYY hh:mm 1/1/2019 14:05

Depth F Number 0

Depth Unit G None m depth is reported in meters Data Classification H Always "Lab" Lab

Result Value I Number 67.8 Or leave blank if no detection

Column Header Column Letter Special Formatting Example Value Comments Result Unit J None ug/L or mg/L

Result Status K <Blank>

Result Grade L <Blank>

Medium M None Water, sediment, fish tissue, etc.

Sample ID N LocationID_YYYYMMDDhhmmdd d

1ACS0002_201905141354008 "ddd" is depth in meters

Collection Method O <Blank>

Field: Device ID P <Blank>

Field: Device Type Q <Blank>

Field: Comment R <Blank>

Lab: Specimen Name S LocationID_YYYYMMDDhhmmdd d_Preservative

1ACS0002_201905141354008_

HNO3

Lab: Analysis Method T None Supplied by Contractor

Lab: Detection Condition U None "non-detect" if no detection, otherwise leave blank

Lab: Limit Type V <Blank>

Lab: MDL W Number

Lab: MRL X Number

Lab: Quality Flag Y None

Lab: Received DateTime Z M/D/YYYY hh:mm 1/1/2019 14:05

Lab: Prepared DateTime AA M/D/YYYY hh:mm 1/1/2019 14:05

Lab: Sample Fraction AB None Total or Dissolved currently there is no option in our database for "suspended" sample fraction

Lab: From Laboratory AC None Supplied by Contractor Enter the name of the laboratory that performed the analysis

Lab: Sample ID AD None Supplied by Contractor Enter the performance laboratory's sample

ID

Lab: Dilution Factor AE Number 1

Lab: Comment AF None Supplied by Contractor Enter any notes concerning the result QC: Type AG <Blank>

QC: Source Sample ID AH <Blank>

BENTHIC MACROINVERTEBRATE ANALYSIS INSTRUCTIONS & RESULTS REPORTING

Benthic analysis shall include sample preparation and picking of organisms, which includes separation of organisms from substrate material or plant material.

Organisms shall be enumerated and identified to the lowest taxonomic level possible, preferably to genus. Life cycle stage shall be noted. References and citations shall be noted for all identifications. Analysis shall also include standard metrics with percent abundance and number of individuals of each taxonomic level observed, percent dominant taxa, percent second dominant taxa, percent of each functional feeding group, Hilsenhoff Biotic Index (HBI), Beck’s Biotic Index, Simpson’s Taxonomic Index, Gleason’s Taxonomic Index, Margalef Taxonomic Diversity Index, Pielou’s Index, West Virginia Stream Condition Index (WVSCI), and Shannon-Weiner index. Metrics shall be calculated for family and genus levels. Analysis shall also include the Genus Level Index of Most Probable Stream Status (GLIMPSS).

First, select the sample to be sorted. If a sample is in two or more jars, the contents of the jars shall be combined before sorting is initiated. Samples collected in more than one jar will be labeled as "1 of 2", "2 of 2', etc'. Select a container that will hold the organisms after sorting is completed. Additional vials/bottles may be needed if the sample contains large organisms.

Prepare an internal label out of archival paper for the sample using permanent, alcohol proof archival ink (e.g., Pigma ink; regular ink will run if alcohol is spilled on the label) or a pencil. External labels may be omitted for samples stored in transparent glass containers, as long as the internal label is clearly visible. External labels shall contain the same information as required above. Place the external label on the bottle and apply clear tape over it for additional adhesion to the vial/bottle surface. The label shall include the following information:

Station code, stream name, date and time of original sample collection, county where sample was collected, name of sample collector, Contractor’s internal sample number, initials of sample processor, initials of taxonomist, number of grids sorted, and number of grids sorted for final sample.

If any of this information is missing from the original sample jar label or from the chain-of-custody, the Contractor shall notify the Water Quality Team (304-857- 3150) so the error can be corrected.

Open sample jar and pour contents into a #30 sieve (595 micron). Gently rinse sample jar into sieve and examine jar to make sure all detritus and organisms have been removed. Rinse the contents of the sieve in tap water to remove remaining alcohol and to rinse out fine sand and sediment. Carefully rinse any large detritus (i.e. leaves) or stones, ensuring all organisms on these items are returned to the sieve. Discard large leaves, gravel, or other materials after rinsing.

Place a 10” X 40”, 100-grid sorting tray on top of a 100-grid foam board/schematic with grids and numbers plainly visible through a transparent bottom. Pour the entire contents of the sieve into the gridded sorting tray. Add a small quantity of water and gently swirl or stir the sample materials until the contents are evenly distributed in the tray. Even distribution is extremely important in this step. If debris is clumped, the organisms will not be distributed evenly and the final subsample may not accurately represent the full sample. If the sample was divided into more than one jar (labeled as "1 of 2" and "2 of 2"), the jars are to be combined at this point. Only when the sample is evenly distributed throughout the gridded sorting tray shall it be considered ready for sub-sampling and sorting.

Using a random number generator, select the first grid to be sorted. Using the same concept as a "cookie cutter,” isolate the organisms within the chosen grid and scoop the contents of the grid place into a white enamel pan. Care is required not to damage any organisms during this step. Organisms with their head inside the grid are to be included within the grid. If you cannot discern which end is the head, then the organism belongs in the grid that contains the largest portion of the body. A minimum of five grids shall be sorted in order to ensure that a representative sub-sample has been obtained from the sorting tray. Fill a small container or vial with 75% alcohol for temporary storage of sub-sampled organisms. Contractor may use the properly labeled final storage vial if desired.

Using fine-tipped forceps and a 10x illuminated magnifier or magni-visor (sorter shall use magnification of at least 2x), remove all macroinvertebrates from the subsample and transfer to the alcohol filled sample container/vial. Keep a running tally of the number of organisms sorted. If there are a significant number of invertebrates that appear to be terrestrial, include them in the sample, but do not include them in the 300-organism count. The taxonomist shall verify whether these organisms are truly terrestrial or semi-aquatic. Do not include empty clam or snail shells, or parts of organisms that are easily disconnected from the specimen (legs, gills, etc.).

If leaves are present, be sure to examine both surfaces. Watch for unusual clumps of twigs, leaves, or sand, which may be protective cases for some organisms. If cases are found, both the case and the organism shall be sorted. If the organism is in the case, the case and organism shall be kept together. Empty cases shall be saved but not counted. If there is any doubt to the identity of an object (Is it a seed or a bug?), it shall be sorted and a senior biologist shall determine if it should be included in the count.

When all organisms appear to have been removed from the pan, agitate the contents of the pan and examine again. Often the agitation will expose an organism that was previously overlooked.

If 300 (+/- 20% which is 240 to 360) organisms have been picked from the initial five grids chosen, sub-sampling is complete. If fewer than 240 organisms have been picked, an additional grid shall be randomly chosen and sorted entirely, sorting shall not stop at 240 organisms, and the additional grid shall be fully picked.

(Note: Once a grid is started, it shall be fully picked). This is repeated until at least 240 organisms are obtained or until the entire sample has been sorted. All attempts shall be made (i.e., picking additional grids) to get close to 300 organisms in the subsample. If more than 360 organisms are obtained from the initial five grids, then those individuals shall be re-sub-sampled down to the 300 (+/-20%) goal. If a re-sub-sampling is necessary (sub-sampling a subsample that exceeds 360 organisms), record the number of grids sorted for each iteration of the sub-sampling process separately. This last step is very important as these values are used to calculate organism density and to determine sample comparability. The remainder of the sample shall be rebottled into the original sampling container with preservative and sent back to the Government.

If using a temporary storage container/vial, pour contents of the sub-sample into the final labeled bottle/vial. The Contractor shall ensure that all organisms in the bottle are fully submerged in the alcohol; if some remain on the vial sides, use a squirt bottle with alcohol to rinse them into the final container.

After a sample has been sorted, record the date and your initials in a sample logbook. The total number of organisms picked and the number of grids sorted shall be documented for each sample on the vial label and on the bench sheet. The Contractor is responsible for disposal of all leftover chemicals or solutions generated during sample prep.

Organisms shall be enumerated and identified to genus level, and life cycle stage noted. References and citations shall be noted for all identifications.

All specimens shall be returned to the Government. For each sample, a reference set of organisms (or microscope slides) shall be returned to the Government;

this container shall include one specimen of each taxon identified.

A senior biologist or taxonomist shall inspect the sorting pan after the initial sort for every subsample. Any overlooked organisms from the initial sort shall be recorded by the secondary sorter and added to the subsample to be identified. A sorting efficiency shall be calculated comparing the initial number of organisms from the primary sorter to any additional organisms found by the secondary sorter.

Sorting recovery errors cannot exceed 10% of the total individuals. If the sorter does not meet this standard, the sorted sample remnants shall be re-checked until the recovery limits are attained. A record of all samples that were sorted, a list of quality control (QC) checks and documentation of any corrective action taken shall be maintained by the Contractor to document the process. The Government reserves the right to review QC documentation upon request.

Ten percent of all samples (no fewer than five) shall be checked by a senior taxonomist for taxonomic agreement. Ninety percent taxonomic agreement shall be attained, if not, then the initial taxonomist and the reviewing taxonomist shall research the discrepancies until the ninety percent agreement has been attained.

Any discrepancies shall be reported in a QC report outlining the reason for the discrepancies and how a conclusion was derived.

The test result package delivered to the Huntington District shall consist of an Excel spreadsheet and written report file of results, matrices, references, and citations. All QC associated with sorting and identification of each sample shall be submitted with the results. A copy of the chain of custody form shall be returned along with any associated information or photographs. The package shall be sent as email attachments when analysis is complete. The remaining sample, all picked specimens, microscope slides, and each reference set shall be returned to the Government at one of the following locations.

US Army Corps of Engineers US Army Corps of Engineers Huntington District Office Water Quality Operations Center

The Contractor shall provide analytical results in an Excel spreadsheet for import by the Government into a database. The Excel spreadsheet shall match Government sample IDs to corresponding Contractor laboratory sample IDs and shall contain certain information as described below. The Government requires a specific format for the Excel spreadsheet to facilitate database import.

Results shall be grouped and organized in the spreadsheet in the following order: 1) Station ID, 2) Sample date and time, 3) Sample depth, and 4) Taxonomic level.

The Contractor shall insert analyses done by subcontractors into the spreadsheet with the corresponding primary contractor’s data. The subcontractor shall be identified and results shall be distinguished using the subcontractor’s lab ID and original sample ID number.

Table 4 lists the column headers in the order required for the EDD spreadsheet.

Table 4. Required format for benthic results EDDs.

Column Header Column Letter

Example Value Comments

Station ID A 1ACS0001 Provided by Govt Sample Date B 01/01/2019 Provided by Govt Sample Time C 14:05 Provided by Govt Sample Depth D 0 m Provided by Govt Taxon E Cheumatopsyche Lowest possible Life Cycle Stage F Larva Count G 87

Density H #/m^2 Lab Name I Lab actually performing analysis Lab Sample No. J Lab actually performing analysis Analysis Method or Protocol K Analysis Date M 02/01/2019 Analysis completion date Taxonomist N John Smith

The written report shall include a cover sheet showing sample information and Contractor lab sample numbers if applicable. It shall include introductory pages explaining any problems encountered during login or identification and enumeration, and completed chain of custody forms. It shall include all metrics, calculations, and references. This information shall be provided for all analyses, including any subcontracted work.

ALGAE ANALYSIS INSTRUCTIONS & RESULTS REPORTING

For test items requesting enumeration, algae shall be enumerated and identified by the Utermohl method to lowest taxonomic level possible, preferably to species. For each species, results shall include counts, calculated density, and biovolume. References and citations shall be noted for all identifications. All information necessary for density determinations shall be provided, i.e. chamber volume, settling volume, field area, etc. Depending on the species identified, toxin analysis shall be by enzyme-linked immunoassay (ELISA) or liquid chromatography-mass spectrometry (LC/MS). Leftover test material (chemicals, solutions) shall become the responsibility of the Contractor for proper disposal.

Contractor shall provide photomicrographs from the actual sample of at least three dominant cyanobacteria species (at the appropriate magnification) and one photomicrograph that is representative of the overall sample composition. References and citations shall be noted for all identifications.

The test result package delivered to the Huntington District shall consist of an Excel spreadsheet and written report file of results, references, and citations. If only identification is required, results shall be presented in a report format instead of a spreadsheet. Results of toxin analysis shall be reported in a report format. A copy of the chain of custody form shall be returned along with any associated information or photographs. The package shall be sent as E-mail attachments when analysis is completed.

The Contractor shall provide analytical results in an Excel spreadsheet for import by the Government into a database. The Excel spreadsheet shall match Government sample IDs to corresponding Contractor laboratory sample IDs and shall contain certain information as described below. The Government requires a specific format for the Excel spreadsheet to facilitate database import.

Results shall be grouped and organized in the spreadsheet in the following order: 1) Station ID, 2) Sample date and time, 3) Sample depth, and 4) Taxonomic level.

The Contractor shall insert analyses done by subcontractors into the spreadsheet with the corresponding primary contractor’s data. The subcontractor shall be identified and results shall be distinguished using the subcontractor’s lab ID and original sample ID number.

Table 5 lists the column headers in the order required for the EDD spreadsheet.

Table 5. Required format for algae analysis EDDs.

Column Header Column Letter

Example Value Comments

Station ID A 1ACS0001 Provided by Govt Sample Date B 01/01/2019 Provided by Govt Sample Time C 14:05 Provided by Govt Sample Depth D 0 m Provided by Govt Taxon E Microcystis Lowest possible Algal Unit Type F Filament, cell, or colony Allows for having two lines of information about one species if, for instance, colonies are counted but also individual cells (of the same species) that have separated from the colonies are counted.

Magnification G 4x Count H 87 Biovolume I um^3/L Density J cells/L Lab Name K Lab actually performing analysis Lab Sample No. L Lab actually performing analysis Analysis Method or Protocol M Analysis Date N 02/01/2019 Analysis completion date Taxonomist O John Smith

Include following items on a second worksheet in the Excel file, to show how density and biovolume were calculated:

Table 6. Requirements for reporting how density and biovolume were calculated.

Column Header Column Letter Description Cells per unit A Average number of cells in the cell (1), filament, or colony

Field Area B Area of counting field

No. of Fields C Number of fields counted within the chamber

Chamber D Counting chamber size Dilution E Dilution (“1” if no dilution) Cell biovolume F Biovolume of a cell Species units/mL G Number of filaments or colonies per milliliter

The report shall include a cover sheet showing sample information and Contractor lab sample numbers if applicable, introductory pages explaining any problems encountered during login or identification and enumeration, completed chain-of-custody form, and all metrics, calculation, and formulae. This information shall be provided for all analyses, including any subcontracted work.

QUALITY CONTROL PROCEDURES

QUALITY CONTROL PLAN

The Contractor shall provide a separate laboratory testing Quality Control (QC) plan to the Water Quality Technical Lead for approval before any laboratory testing work commences. The Contractor QCP will discuss the organization’s technical management philosophy relative to its commitment to quality. The Contractor’s Quality Control Program will include Quality Checks and Reviews and Technical Review. The Contractor QCP will identify the personnel responsible for quality review. As applicable, the plan shall address the schedule for instrument maintenance and calibration, the frequency of internal spikes, blanks, duplicates, and procedures that will be followed if a QC failure occurs. The plan shall report the acceptance range for relative percent difference of duplicates and the control limits for standards and spikes. The Contractor shall have written Standard Operating Procedures (SOP) available if, at any time, the Government needs to review them. It shall be the responsibility of the QC Officer to verify that testing and reporting meet all QC requirements. Every possible effort shall be made to ensure the lowest possible number of transcription errors or typographic errors in electronic files and on bench sheets. The Contractor shall be required to resubmit data files at its expense if errors occur.

A laboratory testing Quality Control Plan will be provided as part of the Contractor’s solicitation package and should contain the following key elements:

• Management Philosophy

• Management Structure – The Contractor QCP will identify the management of the firm that is responsible for quality.

• Management Approach – The Contractor QCP will define the specific management methodology the Contractor will follow during the performance of the work, including such aspects as, document management and control, communications, design coordination procedures, design checks and reviews, technical review, and managerial continuity and flexibility.

• Documentation – Internal review documents and associated comments and responses shall be retained in the Contractor's files, in auditable condition, and submitted to the Government upon request.

• Organizational Structure – The Quality Control Supplement will clearly show the interrelationships of management, design team components, and technical review, including all consultants. An organizational chart identifying by name the key design and agency technical review team members, showing their specific responsibilities related to the contract, contract will be included.

• Scheduling – A schedule will be included showing the sequence of events involved in carrying out specific tasks within the specified period of service.

The Contractor shall clearly show the review, technical review, and revision periods scheduled prior to submission.

• Quality Checks and Reviews throughout the process.

• Technical Review conducted by senior, technically qualified professionals.

• Contractor Statement of Technical Review.

INTERNAL LABORATORY QUALITY CONTROL

At a minimum, internal quality control samples shall be analyzed at rates stated in the specific methods or at higher rates if such rates are required to meet project specific data quality objectives. Analysis Reports shall show QC sample results and any written comments concerning QC samples or instrument performance. Any out-of-control recoveries of QC samples (as defined in the specific method) shall result in the QC samples and the affected Government samples (samples on the same analysis date) being re-analyzed at no additional cost to the Government. The Contractor shall flag data if there is insufficient volume of sample for reanalysis. Types of QC information required include:

• Laboratory Blanks (Method Blanks and Instrument Blanks) – Results shall be reported for each laboratory blank. All non-blank sample results shall be designated as corresponding to a particular laboratory blank in terms of analytical batch processing.

• Calibration – Initial calibration verification standards and continuing calibration verification standards shall be reported. The range of acceptance for standards shall be reported.

• Matrix Spike Samples – Matrix Spike recoveries shall be reported. All general sample results shall be designated as corresponding to a particular matrix spike sample. The report shall indicate what field sample was spiked even if it was not a Corps of Engineers project sample. The report shall also specify the control limits for matrix spike results for each method for each matrix.

• Laboratory Duplicates and/or Matrix Spike Duplicate Pairs – Relative percent differences shall be reported for all duplicate pairs as well as analyte/matrix specific control limits.

• Laboratory Control Standards (LCS) – LCS results shall be reported with the corresponding sample data and LCS control limits shall be specified.

DATA-RELIABILITY REPORTING

The Contractor shall provide quality-assurance/quality-control (QA/QC) information pertaining to samples analyzed under provisions of this contract. The Government will mix standards, splits, and blanks with regular samples as part of an external QC program; results of those analyses will be provided to the Contractor. The Contractor shall respond to any failure associated with these samples and shall resolve discrepancies to the satisfaction of the Government at no additional cost.

FAILURES OF ANALYTICAL PERFORMANCE

If it is determined that an internal laboratory QC failure, procedure failure, or instrument failure has occurred, all Government samples connected with that QC sample shall be reanalyzed at no additional cost to the Government. The Contractor shall also inform the Government of the length of time samples are retained before disposal so that the Government is aware of the availability of samples in the event any other analysis is necessary. All leftover test materials shall become the responsibility of the Contractor for proper disposal.

OTHER GENERAL REQUIREMENTS

CHARACTER

The Contractor shall perform all or part of the services described in this document and identified in the contract. Services for each sampling, testing, etc. may be requested either verbally or in writing. Oral or telecommunication request will be issued only by the project personnel. Project personnel will notify contractor of the required sampling, testing, etc. The contractor shall coordinate access to obtaining sampling, testing, etc. with project personnel within 48 hours of request. In performing the required services, the Contractor shall provide all supervision necessary for receiving assignments, planning, and supervising the work, checking work in progress, checking completed work to insure quality and conformance with Contract and Statement of Work requirements, and reporting results.

CONTRACTOR PERFORMANCE

The Government will review all work for technical quality, accuracy, completeness, and compliance with this Performance Work Statement. If any one of the services or products is non-compliant with any specific section of this Performance Work Statement, the Contractor shall provide a remedy within five business days to meet compliance, at no additional cost to the Government. No invoice payment will occur until sample testing, submittals, and reporting data are complete and meet the requirements outlined in this contract.

Data generated from analyses performed by the Contractor may be used for such purposes as enforcement activities or regulatory compliance monitoring, and therefore, shall be of performance quality suitable for use in legal proceedings. Accordingly, laboratory analytical staff shall be qualified to serve as expert witnesses, and be available as needed for depositions or court appearances. The Government will issue a modification to the order for those work efforts should a staff member need to make a deposition or court appearance.

If the Government determines at any time, despite agreed QC procedures, continued errors are occurring from a subcontracted lab the Contractor will be advised. The Contractor shall resolve the issues to the satisfaction of the Government. Should the Contractor be unable to resolve the issues, it shall propose a new laboratory for approval by the Water Quality Technical Lead. If the Contractor continues to allow or make errors after notice by the Government the contract will be terminated, and a negative evaluation will be placed in the contractor assessment database for new contracts affecting the ability of the Contractor to acquire new work.

A minimum of 51% of the work shall be accomplished by the prime contractor. At a minimum, the Contractor shall have sufficient employees and instruments to conduct the following analyses in-house and by the methods indicated in the attached line item schedule: water chemistry analyses for metals by ICP or ICP-MS, mercury, nitrate/nitrite, ammonia, total kjeldahl nitrogen, phosphorus, organic and inorganic carbon, solids, sulfate, chloride, bromide, hot peroxide acidity, total alkalinity, bicarbonate, and hardness.

If, during the course of the contract, the Contractor acquires better instrumentation to increase analytical performance, any changes in methods of analysis are subject to the approval of the Water Quality Technical Lead.

The Contractor shall immediately notify the Government in the event of work delays, instrument failures, decreases of available personnel that would affect work completion, or receipt of a number of samples that exceeds the short-term throughput capacity of the contract laboratory. If the Contractor determines that it will utilize a subcontractor for any work within this performance work statement, it shall submit a subcontractor for prior approval by the Water Quality Technical Lead. All work conducted by a subcontractor is subject to the same data quality level and requirements as the primary Contractor. It is the responsibility of the Contractor and its QC officer(s) to ensure that subcontracted work meets performance work statement requirements. The Contractor shall thoroughly inspect any work submitted to them by a subcontractor.

USE OF INFORMATION

Any information acquired, discovered, gleaned, calculated, or otherwise extending or expanding the knowledge of the Contractor or subcontractor(s) because this contract remains the sole intellectual property of the Government and shall not be used in any video, oral, or other presentation or publication without full and prior approval by the Government. Regardless, the Contractor shall use no specifics regarding projects in publications, or presentations to protect the security of the projects. The Contractor shall never use materials furnished by the Government in approved presentations by the Contractor or subcontractor(s).

SECURITY REQUIREMENTS

All Contractors and subcontractor employee(s) working on any contract who require access in and/or around any Huntington District facilities, projects, owned or leased facility/space shall receive authorization to be on site at these areas based upon a favorable background investigation in accordance with “Homeland Security Presidential Directive 12: Policy for a Common Identification Standard for Federal Employees and Contractors” (HSPD 12). The Huntington District Security Management Office shall submit contractor(s) personal information to complete the basic background investigation in order to make a recommendation to the Contracting Office of an employee’s suitability for work on Government property. The Procuring Contracting Officer (PCO) has the right to deny any contractor or subcontractor employee from working on any contract based upon the results of the background investigation provided by the Huntington District Security Management Office. The Government, Contractor, and subcontractors shall not permit any employee(s) access to drawings, blueprints, records, photos, sites, or projects until the Huntington District Security Management Office has completed an Operations Security (OPSEC) review of such items and determined they can be released.

FOR CONTRACTORS REQUIRING DOD COMMON ACCESS CARDS (CAC)

The documents listed below are required:

• Form SF-85: Questionnaire for Non-sensitive Positions (See http://www.opm.gov/forms/ to print form)

• Form FD-258: Contractor Fingerprint Card (one card for digital prints, 2 for ink prints; Note: a trained/qualified individual must take prints; ORI block on

FD-258 must be USOPM000Z

Contractor Fingerprint Cards (FD-258) may be obtained by contacting the Huntington District Security Management Office.

Contractor shall report any changes in personnel, or at any time conditions change at least 5 working days prior to individual(s) need to have access to the site.

The Contractor shall provide the same information as listed above for all new employees.

Following submission of paperwork, the Huntington District Security Management Office will conduct an initial criminal check based upon the information provided. If there are no issues, the Huntington District Security Management Office will make recommendations to the PCO or their Designated Representative. The Huntington District Security Management Office cannot give approval due to unfavorable report(s). The Huntington District Security

Management Office shall coordinate with Office of Counsel and will jointly make recommendations to the PCO and/or the Designated Representative should a background investigation come back with derogatory information. The PCO will make the determination whether to allow the Contractor personnel to work on the site based on Security and Office of Counsel recommendations, and the PCO will advise the Contractor of the decision.

PRE-BID MEETINGS

Any Contractor or subcontractor who plans to attend a pre-bid site visit to any Huntington District facilities, projects, owned or leased facility/spaces must be vetted by having a background investigation conducted by the Security Management Office prior to the site visit. Information for the background investigation must contain the following: a full legal name, complete SSN#, Date of Birth, Place of Birth (City and State). It is the Contractor’s responsibility to ensure the above information is accurate and legible, otherwise delays may occur.

FOREIGN NATIONALS

The Contractor shall provide the package listed above, as well as additional materials noted below for all Foreign Nationals. The Contractor is to expect additional time in the approval process for all Foreign Nationals due to the level of review and elevation of the review to Headquarters staff to complete. All Foreign Nationals must be cleared 30 to 45 days in advance of any site visit, tour or work on USACE owned/leased property. All Foreign Nationals must comply with the following paragraph:

In accordance with Engineering Regulation 380-1-18, “Technology Transfer, Disclosure of Information and Contacts with Foreign Representatives” dated 1 August 1996, Section 4, all foreign nationals who work on Corps of Engineers’ contracts shall be approved by the Headquarters US Army Corps of Engineers (HQ USACE) Foreign Disclosure Officer before beginning work on this contract; this regulation includes subcontractor employees. The Contractor shall submit to the Security Management Office, the names of all foreign nationals proposed for performance under this contract, along with documentation to verify legal admittance into the United States. Such documentation shall include at least one of the following: a U.S. passport, Certificate of U.S. Citizenship (INS Form N- 560 or N-561), Certificate of Naturalization (INS Form N-550 or N-570), Alien Registration Card with photograph (INS Form I-151 or I-551), Employment Authorization Card (INS Form I-688A), etc.

In order to assure forms are properly completed, and to minimize time delays, the Contractor is encouraged to work closely with the Huntington District Security Management Office. The Government will return for correction incomplete forms, illegible forms, etc. which will delay the contractor / subcontractor from beginning work. A scanned copy of a valid passport must be sent to the Security Management Office in order to formally request a visit to any Huntington District facilities, projects, owned or leased facility/spaces.

Security requirements are subject to change in accordance with HSPD-12, Office of Personnel Management, Engineering or Army regulation or policy changes, etc. The Government shall add any changes to security requirements by modification to the contract.

The Contractor shall contact the Huntington District Security Management Office by phone, letter, or email at the following numbers/addresses:

CELRH-SM

502 Eighth Street

Huntington, WV 25701

Scott E. Grandon: (304) 399-5661 or scott.e.grandon@usace.army.mil Stephen R. Curry: (304) 399-5695 or stephen.r.curry@usace.army.mil

Matthew D. Green: (304) 399-5294 or matthew.d.green@usace.army.mil Sandra L. Hardwick: (304) 399-5612 or sandra.l.hardwick@usace.army.mil

AT-OPSEC SECURITY REQUIREMENTS

Access and…