QR 40506 - Contract Laboratory Services.pdf

October 14, 2024

Interested Firms

Re: Quote Request, 40506 – Contract Laboratory Services

Dear Contractor , The St. Johns River Water Management District (District) desires to procure the services of a laboratory that is certified and qualified to perform specified water analyses on groundwater and surface water samples. Due to the importance of this work, these services must be provided in an accurate and timely manner. The contract(s) will be work order based. Respondents’ laboratory must be located within 200 miles of the District headquarters in Palatka, Florida. The laboratory address must be the primary location where analyses will be performed. Contractor must perform all analyses. Subcontracting is not allowed.

The initial term of this agreement will be three years with the option of two twelve-month renewals.

Minimum Qualifications:

Respondents must meet the minimum qualifications below and all supporting documentation must be submitted with the response to this quotation request:

a. Proof of firm’s ability to do business in the state of Florida. (Respondent-provided documentation must be included with quote response.)

b. Respondent must have completed at least two (2) projects of a similar nature (performing nutrient, mineral, physical, and metals analyses on groundwater and/or surface water samples as outlined in the Statement of Work) in the past five (5) years by the individual, firm, or project manager assigned to the project. Each project must have had a project value of at least $75,000. (District-provided form, Qualifications - Similar Projects Form).

c. Respondent must have no less than 5 years of experience on projects of the nature specified above.

d. Respondent must provide three (3) client references. At least two (2) of the references must be from the similar projects listed in sub-paragraph (b) above. No more than one (1) of the references may be from completed District projects. If a District project is cited, do not request a letter from District staff.

e. Respondent’s laboratory must be located within 200 miles of the District headquarters in Palatka, Florida. The laboratory address must be the primary location where analyses will be performed. A secondary/branch lab may be utilized if approved by the District.

QR 40506

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WHERE TO DELIVER RESPONSE

Respondent must submit its Response in electronic format (no paper copies) either by: uploading to DemandStar directly at www.demandstar.com OR to Central Bidding directly at www.centralbidding.com (NOT BOTH); OR (2) delivering all files on a single pin/thumb/jump drive either by mail or hand delivery in a sealed envelope labeled as follows:

SEALED BID – DO NOT OPEN

Respondent’s Name:

Quote Request: 40506 Opening Time: 2:00 p.m.

Opening Date: October 29, 2024

Breanna Pierce, Procurement Specialist St. Johns River Water Management District Office of Financial Services 4049 Reid Street Palatka FL 32177

DO NOT SUBMIT YOUR QUOTE BY EMAIL OR MORE THAN ONCE – THIS WILL RESULT IN THE

BID BEING REJECTED AS NON-RESPONSIVE.

Recommendation for award shall be based on the lowest bidder that meets all requirements of this quote request.

If you need assistance or have any questions about submitting your quote, please email Breanna Pierce at BPierce@sjrwmd.com or call (386) 643-1168.

NOTE: Please check the box provided below if you are unable to provide a quotation for this project at this time and return this page by email to my attention at BPierce@sjrwmd.com.

I am unable to provide a quotation at this time for the following reason(s):

Respondent’s Signature Respondent’s Company Name http://www.demandstar.com/ http://www.centralbidding.com/ mailto:BPierce@sjrwmd.com

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The District is a political subdivision of the state of Florida, whose boundaries cover all or portions of 18 counties, and is tax exempt (Tax ID No. 85-8012643710C-3; expires March 31, 2028). Respondent shall provide an estimate of all applicable taxes and fees in its quote, including a list of taxes and fees that fall under the District’s exemption.

1. Opening of Quotes

a. The Florida Public Records Act, §119.071(1)(b), Fla. Stat., exempts sealed quotes from inspection and copying until such time as the District provides notice of an intended decision pursuant to §120.57(3)(a), Fla. Stat., or until 30 days after opening of quotes, whichever is earlier. This exemption is not waived by the public opening of quotes.

b. Unless otherwise exempt, Respondent’s quote is a public record that is subject to disclosure upon expiration of the above exemption. If any information submitted with the Quote is a trade secret as defined in §812.081, Fla. Stat., and exempt from disclosure pursuant to §815.04, Fla. Stat., Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its submittal and explain the basis for such exemption. The District reserves the right, in its sole judgment and discretion, to reject a submittal for excessive or unwarranted assertion of trade secret confidentiality and return the submittal to Respondent.

c. Respondents shall bear all costs associated with preparing and submitting responses to this Quote Request. The District will, in no way, be responsible for these costs, regardless of the conduct or outcome.

2. Inquiries and Addenda

a. District staff are not authorized to orally interpret the meaning of the Quote Request package, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the District, the interpretation or correction must be given by the Procurement Specialist and must be in writing. The Procurement Specialist may orally explain the District’s procedures and assist Respondents in referring to any applicable provision in the Quote Request documents, but the Respondent is ultimately responsible for submitting the quote in the appropriate form and in accordance with written procedures.

b. Every request for a written interpretation or correction must be received at least nine days prior to opening of quotes in order to be considered. Requests must be submitted by email to BPierce@sjrwmd.com. Interpretations, corrections, and supplemental instructions will be communicated by written addenda to this solicitation posted by Onvia DemandStar to all prospective Respondents (at the respective addresses furnished for such purposes) not later than five days prior to the date fixed for the Quote Request opening.

f. Submission of a quote constitutes acknowledgment of receipt of all addenda. Quotes will be construed as though all addenda had been received. Failure of the Respondent to receive any addenda does not relieve Respondent from any and all obligations under the quote, as submitted. All addenda become part of the Agreement.

3. Award Procedures

a. Section 286.0113, Fla. Stat., exempts from being open to the public, any portion of a meeting at which: (1) a negotiation with a Respondent is conducted pursuant to a competitive solicitation; (2) a Respondent makes an oral presentation as part of a competitive solicitation; (3) a Respondent answers questions as part of a competitive solicitation; or (4) negotiation strategies are discussed.

Also, recordings of, and any records presented at, the exempt meeting are exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision or until 30 days after opening the Quotes or final replies, whichever

- 4 -occurs earlier. A complete recording shall be made of any portion of an exempt meeting. No portion of the exempt meeting may be held off the record.

b. Pursuant to §286.0113 Fla. Stat., if the District rejects all quotes and concurrently provides notice of its intent to reissue the competitive solicitation, the recording and any records presented at any exempt meeting shall remain exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation or until the District withdraws the reissued competitive solicitation. A recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial District notice rejecting all quotes.

c. The District will examine the quotes to determine completeness. Obvious mismatches with regard to technical or commercial requirements will be rejected at this time.

d. If two or more quotes are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with §287.087, Fla. Stat., via the Drug-Free Workplace Form;

or (2) by lot.

e. In the event the Successful Respondent(s) fail to enter into the Agreement or the Agreement with said Respondent is terminated within 90 days of the effective date, the District reserves the right to negotiate with the other respondents in ranked order, if available, and award an Agreement.

f. All Respondents will be notified of the District's intent to award or decision to award the Agreement.

For the purpose of filing a protest under §120.57(3), Fla. Stat., the time period will commence as provided in “Notices and Services Thereof.”

4. Disqualification of Respondents

Any of the following causes will be considered as sufficient grounds for disqualification of a Respondent and rejection of the Quote:

a. Contacting a District employee or officer other than Alan Weaver, the procurement specialist assigned to this solicitation action, about any aspect of this Quote Request before the notice of intended decision is posted.

b. Submission of more than one quote response for the same subject matter by an individual, firm, partnership, or corporation under the same or different names;

c. Evidence of collusion among Respondents;

d. Submission of materially false information with the Quote;

e. Information gained through checking of references or other sources which indicates that Respondent may not successfully perform the Work;

f. Respondent is failing to adequately perform on any existing contract with the District;

g. Respondent has defaulted on a previous contract with the District;

h. The evidence submitted by Respondent, or the District’s investigation of Respondent, fails to satisfy the District that Respondent is properly qualified to carry out the obligations of the Agreement in a manner acceptable to the District and within the time period specified;

i. Any other cause that is sufficient to raise doubt regarding the ability of a Respondent to perform the Work in a manner that meets the District’s objectives for the Work.

5. Rejection of Quote

a. Quotes must be emailed to the specified location and received during the time specified on page 1 in order to be considered timely. Untimely quotes will not be considered. Quotes will be considered http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=%22open%20government%22&URL=0100-0199/0119/Sections/0119.07.html

- 5 -irregular and may be rejected if they show material omissions, alterations of form, additions not called for, conditions, limitations, unauthorized alternate quotes, or other material irregularities. The District may consider incomplete any quote not prepared and submitted in accordance with the provisions specified herein, and reserves the right to waive any minor deviations or irregularities in an otherwise valid Quote.

b. The District also reserves the right to reject any and all quotes when it determines, in its sole judgment and discretion that, it is not in its best interest to award the agreement.

6. Public Entity Crimes/Discriminatory Vendors

In accordance with §287.133 and §287.134, Fla. Stat., a person or affiliate who has been placed on the convicted or discriminatory vendor lists following a conviction for a public entity crime or placement on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or Contractor under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in §287.017 for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted or discriminatory vendor lists.

7. Diversity Opportunities

The District is committed to the opportunity for diversity in the award and performance of all procurement activities. The District encourages its primary respondents to make a good faith effort to ensure that women and minority-owned business enterprises (W/MBE) are given the opportunity for maximum participation as second and lower tier participants. The District will assist Respondents by sharing information on W/MBEs to encourage their participation.

8. Prohibition Against Considering Social, Political, or Ideological Interest in Government Contracting

Notice is hereby provided that pursuant to Section 287.05701, Florida Statutes, the District (1) will not request documentation of or consider a Respondent’s social, political, or ideological interests when determining if the Respondent is a responsible respondent and (2) may not give preference to a Respondent based on the Respondent's social, political, or ideological interests.

9. Notices and Services Thereof

a) The District will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this solicitation on Onvia DemandStar at DemandStar.com, Vendor Registry at vendorregistry.com, Central Bidding at centralbidding.com or the District’s website at sjrwmd.com.

b) Notices will be posted for a minimum of 72 hours following the time at which they are deemed received. The time period for filing a Notice of Protest pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, commences at the time notices are deemed received.

c) As a courtesy to Respondents, the District may send copies of the notices of intended agency decisions via email or facsimile to Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

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10. Protest Procedures

a) Pursuant to§120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by the terms, conditions, or specifications contained in a solicitation, including addenda, must file a written Notice of Protest within 72 hours after its posting.

b) Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by a District decision or intended decision to award a contract, or to reject all bids, proposals, or qualifications, must file a written Notice of Protest within 72 hours after posting of the decision or intended decision.

c) Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.004, Fla. Admin. Code, the protester must also file a Formal Written Protest within ten days after the date the Notice of Protest is filed with the District. The Formal Written Protest must state with particularity the facts and law upon which the protest is based. Pursuant to §287.042(2)(c), Fla. Stat., any person who files an action protesting the decision or intended decision must post with the District Clerk at the time of filing the Formal Written Protest a bond, cashier’s check, or money order made payable to the St. Johns River Water Management District in an amount equal to one percent (1%) of the District’s estimated contract amount.

d) No additional time will be added for mailing. All filings must comply with Rule 28-106.104, Fla.

Admin. Code, and must be addressed to and received by the District Clerk at the District Headquarters in Palatka, Florida within the prescribed time periods. The District will not accept as filed any electronically transmitted facsimile pleadings, petitions, Notice of Protest, or other documents.

e) The District’s acceptance of pleadings, petitions, Notice of Protest, Formal Written Protest, or other documents filed by email is subject to certain conditions set forth in the District’s Statement of Agency Organization and Operation (issued pursuant to Rule 28-101.001, Florida Administrative Code), which is available for viewing at sjrwmd.com. These conditions include, but are not limited to, the document being in the form of a PDF or TIFF file and being capable of being stored and printed by the District.

f) Failure to file a protest within the time prescribed in §120.57(3), Fla. Stat., or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120, Fla. Stat. Mediation under §120.573, Fla. Stat., is not available.

Thank you for your consideration of this request.

Attachment 1 – Statement of Work Attachment 2 – Cost Schedule Attachment 3 – Qualifications: Documentation Forms & Similar Project(s) Attachment 4 – Insurance Requirements

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ATTACHMENT 1 — STATEMENT OF WORK

CONTRACT LABORATORY SERVICES

I. INTRODUCTION/BACKGROUND

The St. Johns River Water Management District (District) laboratory provides groundwater and surface water sample analysis services for District projects throughout the 18 counties in the District, and also for other agencies through cooperative agreements. These projects support the District’s core missions and initiatives. There are occasions when specific samples cannot be analyzed at the District; and there are times when the District laboratory experiences overload and cannot perform the analyses in a timely manner. In these events, the District laboratory must send samples to contracted laboratories to perform the analyses.

The results of the analyses are given to the District in a format specified by the District to meet all necessary requirements.

The District requires the services of a laboratory to provide flexibility in obtaining laboratory services for District projects.

II. OBJECTIVES

The objective is for a Contractor to provide the District with the services of a laboratory who is certified and qualified to perform specified water analyses on groundwater and surface water samples as described in this Statement of Work and exhibits attached to this Statement of Work. Contractor must also provide the results in the formats specified in this Statement of Work. Due to the importance of this work, these services must be provided in an accurate and timely manner.

III. SCOPE OF WORK

Contractor shall provide specified water analyses on groundwater and surface water samples consisting of freshwater and saline samples on an as needed basis. The District’s Project Manager will work with Contractor to determine time frames and will give specific instructions related to the analyses to be performed by email or telephone. The District makes no guarantee as to the actual number of samples that will be submitted. The specific tasks to be performed by both the District and Contractor associated with this Agreement are in the Task Identification section of this Statement of Work.

Contractor must perform all analyses. Subcontracting is not allowed. Analyses of samples at other laboratories within the Contractor’s organization (secondary laboratories) is not considered subcontracting of analyses for the purposes of this Agreement.

IV. TASK IDENTIFICATION

District Responsibilities

1. Samples will be collected by District personnel or their designees using clean bottles that shall be provided by the District.

2. The District will pay shipping costs for all samples, containers, and coolers from District Headquarters in Palatka to the Contractor. The distance to the Contractor from District headquarters shall not be greater than 200 miles.

The District may include quality check samples with samples. Failure to report accurate results, as determined by the limits set by the vendor of the quality check standards, is basis for termination of the Agreement.

Contractor Responsibilities

1. Contractor is responsible for shipping costs for samples sent to other laboratories (secondary

- 8 -laboratories) within the Contractor’s organization.

2. Contractor shall pay all return cooler shipping fees.

3. The District will give Contractor at least 48 hours’ notice of proposed on-site audits. Contractor shall take immediate and effective corrective action to correct all quality assurance problems. Contractor shall consistently provide the District with accurate and timely data that meets all quality assurance requirements of this Agreement; FS 403.0625 Environmental laboratory certification; water quality tests conducted by a certified laboratory; and Florida Department of Health/National Environmental Laboratory Accreditation Conference (FDOH/NELAC) certification. Recurring performance problems shall be grounds for termination of the Agreement.

4. At the request of the District, Contractor shall follow the Legal Chain of Custody procedures in Contractor’s NELAC-approved Quality Manual.

5. Unless an alternate procedure has been approved in writing by the District, Contractor shall perform all services for this Agreement in accordance with the procedures established in Contractor’s approved NELAC Quality Manual.

6. Analyses shall be performed by one of the methods of analysis appropriate to the text listed in Exhibit 1 of this Agreement.

7. Chlorophyll analyses shall include results for chlorophyll-a uncorrected, chlorophyll-a corrected, chlorophyll-b, chlorophyll-c, pheophytin, and chl-a/pheo ratio.

8. With the exception of chlorophyll, all analyses shall be performed within time frames established in Code of Federal Regulation, Title 40, Part 136, Section 3, Table II. The majority of the samples submitted for chlorophyll analysis will not be filtered in the field. Chlorophyll filtration of samples shall be performed by the Contractor within 2 hours of sample receipt. Chlorophyll analysis of the frozen extract shall be performed within 28 days of sample collection.

9. All time frames shall be calculated with respect to the date/time of collection in the field. The District Project Manager may authorize the analysis of samples that have exceeded the established time frames provided such data is clearly flagged by Contractor as being out of time frame. Out of time frame data shall be denoted by reporting the value with a “Q” qualifier code (see Exhibit 3). If determined the Q qualifier is the fault of the Contractor, the District reserves the right to not pay for the Q qualified analytical data.

10. Contractor shall perform and report replicate analyses on every tenth District sample or a minimum of one replicate per run, whichever is greater.

11. Contractor shall perform and report matrix spike analyses on every 20th District sample, or a minimum of one matrix spike per run, whichever is greater unless specified differently by method.

• If the matrix spike fails because the original sample exceeded the concentration of the high standard, then the sample should be diluted. The matrix spike does not need to be repeated or replaced with a different spiked sample.

12. Contractor shall also perform and report analyses of a Method Blank at the beginning of run, after every ten District samples, and at the end of the run.

• Contractor Method Blanks shall be less than or equal to the Required Method Detection Limit (MDL). No data shall be reported for which the Method Blank exceeds the Required MDL (or is less than the negative-MDL). This requirement exceeds the NELAC requirements (Blank < 10% of lowest sample concentration), but should be readily achievable if MDLs are determined correctly and the method is in control. These criteria are deemed appropriate for the type of analyses done under this Agreement.

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• All method blanks for analytes that typically require digestion shall be digested (e.g., metals, TP/TKN).

• Method Blanks are batch related. If samples are digested (e.g., metals or TP/TKN), all samples in the digestion batch are related. All Method Blanks in the batch must pass (i.e., less than or equal to the required MDL but not less than the negative of the required MDL), otherwise the batch fails. If there is no sample prep (e.g., an autoanalyzer run), then only the samples since the last acceptable Method Blank fail if a Method Blank fails.

13. Contractor shall perform analyses of a commercial Quality Control Check Standard (QCCS) at the beginning of each analytical run, and report QCCS target value, result, % Recovery, and Control limits in the format specified in this agreement (see Exhibit 2). The Quality Control Check Standard (QCCS) is a check standard from a second source that is not used in the preparation of the calibration standards, and is required to verify the calibration. Also, per item 22 of Exhibit 2, the vendor name, catalog number and lot number of the QCCS must be reported.

14. Contractor shall analyze a Continuing Calibration Verification Standard (CCVS) at the beginning of each run, after every 10 samples, and at the end of the run. Contractor shall report CCVS target value, result, % Recovery, and Control limits in the format specified in this Agreement. The CCVS can be the LCS.

15. Contractor shall analyze at least one Limit of Detection Check Standard (LDCS) per run (concentration 3-6 times the Required MDL, approximately equal to the Practical Quantitation Limit (PQL). Contractor shall report LDCS target value and result in the format specified in this Agreement. The LDCS is a low- level check standard at a concentration approximately equal to the PQL. The control limits for LDCS recovery are 70 - 130%.

• Additionally from the NELAC standard under 1.7.1.2.d:

• Instrument continuing calibration verification shall be performed at the beginning and end of each analytical batch, and at the frequency defined in the method except:

• if an internal standard is used, calibration verification shall be performed at the beginning of each analytical batch, and the frequency defined in the method:

• a second source initial calibration verification that passes the continuing calibration verification criteria may be used in place of a continuing calibration verification standard.

• a laboratory control sample (LCS) may be used in place of a continuing calibration verification (CCV) (but not as a replacement for a failing CCV) for methods where the calibration goes through the same process as the LCS (use the continuing calibration verification acceptance criteria).

16. All QA data shall be reported with the associated sample data.

• QCCS and CCVS results are batch related and must fall within the Contractor’s control limits.

• The name of the vendor and lot number of the QCCS must be reported in Exhibit 2, Item 16

(Sample Comments).

• Method Blanks are also batch related and must be less than or equal to the required MDL but not less than the negative of the required MDL.

• Replicates are sample related and must be performed on District samples. If QA data for replicate samples reported with values near or below MDL fail the Contractor’s control limits for Replicate RPD control limits (see Item No. 41), yet passed the Replicate Absolute Difference

- 10 -limits (see Item No. 42); it is not necessary to rerun the replicate and the corresponding sample and no Result Comment is required in Item No. 22. Either the actual calculated value for RPD (not an arbitrary assignment such as zero) must be reported or the RPD must not be reported (that is, as nothing or a NULL entry) in Item No. 37. If QA data for the replicate samples reported with values near or below MDL fail BOTH the Replicate RPD control limits (Item No.

41) and the Replicate Absolute Difference limits (Item No. 42), appropriate corrective action shall be taken and the sample and replicate shall be reanalyzed. If the replicate QA continues to fail, Contractor shall report the original sample value with a “J” qualifier code and include an explanation in the “Result Comments “field. (see Exhibit 3). Matrix Spikes are sample related and must be performed on District samples. If QA data for matrix spike samples do not fall within Contractor’s control limits, appropriate corrective action shall be taken and the sample and matrix spike shall be reanalyzed. Matrix spikes shall be re-prepared (and redigested when applicable) for reanalysis. If matrix spike QA continues to fail, Contractor shall report the original sample value with a “J” qualifier code and include an explanation in the “Result Comments” field. When a matrix spike on a diluted sample fails, no reanalysis is required and the Contractor shall report the matrix spike sample value with a “J” qualifier code and include an explanation in the “Result Comments” field. (see Exhibit 3).

Note: Batch runs may contain other client samples; however, the replicates and matrix spikes for the batch run must be performed on District samples.

17. Contractor shall analyze field blanks that will be clearly labeled and submitted by the District or their designees. In the event that the results for any of the field blank analyses, exceed two times (2X) the District’s required MDL or (2X) the negative MDL, Contractor shall reanalyze the field blank.

Contractor shall report both the initial value and rerun value, using the “I”, “R”, and “RX” Test Types, and using different date/times of analysis to distinguish between the results. Contractor shall include a statement in the “Result Comments” field (Exhibit 2, Data Reporting Format, Item 22) for the initial result indicating the reason for reanalysis. If the rerun confirms the original value, Contractor may bill the District for the cost of reanalysis at the prices listed in the Project Cost Schedule.

18. Contractor shall immediately reanalyze samples for results that exceed the limits listed below.

Contractor shall not report data that exceeds these limits unless the values have been confirmed by reanalysis. Contractor shall report both the initial value and rerun value, using the “I”, “R”, and “RX” Test Types, and using different date/times of analysis to distinguish between the results.

Contractor shall include a statement in the Result Comments field (Exhibit 2, Data Reporting Format, Item 22) for the initial result indicating the reason for reanalysis. The statement shall include the initials of the staff creating the comment and the date of the comment. Contractor may be required to do other reruns on any analyte based on criteria meeting specific District needs.

Contractor may bill the District for the cost of a reanalysis that confirms the original results.

• PO4 > TP

• NH4 > TKN Dissolved Analyte>Total Analyte by more than 2X Contractor’s absolute replicate range

• Field Blanks greater than + or - 2X District’s MDL listed in Cost Schedule

19. Contractor shall report the MDL, PQL, and dilution factor in the designated fields (Exhibit 2, Data Reporting Format, Items 29, 30, and 26). The reported values for MDL and PQL shall exclude all calculation factors such as dilution.

20. With the possible exception of saline samples, Contractor shall not report results from diluted samples at concentrations below the high standard, thereby unnecessarily increasing the MDL and

PQL.

21. Reported values for samples, blanks and QC shall not be less than the negative MDL for the reported

- 11 -analyte. The District considers excessively negative results an indication of significant negative bias at low levels.

22. Reported values shall not be greater than the high Calibration standard (or 90% of the Linear Dynamic Range for EPA 200.7 and 200.8) unless the sample has been diluted sufficiently to bring the diluted result within the working range.

23. Contractor shall ensure that sample collection, prep and analysis dates and times are reasonable and consistent prior to issuing the data report.

24. At the District’s request, Contractor shall perform modified “high volume” methods for Total Suspended Solids and Volatile Suspended Solids. “High-Volume” alternate methods for TSS and VSS are described in Exhibit 4. FDOH/NELAC certification is not required for these alternate methods. The alternate methods are listed separately on the Cost Schedule (Attachment E).

25. Contractor shall, within 14 calendar days of a written request, provide the District with electronic copies of ancillary data not previously reported.

26. All reanalyses shall include re-digestion for analytes requiring sample digestion, i.e., metals, TP, TKN.

27. At the request of the District, Contractor shall either reanalyze samples for analytes requested or, within 48 hours of a telephone request, ship samples at Contractor’s expense, to the District laboratory in Palatka, Florida. If a reanalysis is requested, the cost of analysis listed in the proposal schedule shall apply and the results of reanalysis shall be received by the District within 14 calendar days of the reanalysis request. Contractor shall report both the initial value and rerun value, using the “I”, “R”, and “RX” Test Types. Contractor shall include a statement in the “Result Comments” field (Exhibit 2, Data Reporting Format, Item 22) indicating the reason for reanalysis, e.g., “District Request”. The statement shall include the initials of the staff creating the comment and the date the comment was created.

28. Contractor shall store samples for at least 45 days after providing the District with a final report of results of analysis or reanalysis. Contractor shall be responsible for disposing of the samples after holding period. Storage conditions must be consistent with standard sample storage and preservation conditions to preserve sample integrity for potential reanalysis. All samples for which refrigeration is required for sample preservation shall be stored at ≤ to 6ºC.

29. At Contractor’s expense, Contractor shall return empty sample coolers to the District headquarters or other specified District locations within 7 days of sample receipt.

30. For all analysis requiring sample digestion (i.e., metals and TP/TKN), the holding time shall be calculated based on the date of sample collection and the date of sample analysis (not the date of sample digestion).

31. For all metals, TP/TKN, and chlorophyll analysis, Contractor shall report the date of sample prep or digestion in the “Prep Date/Time” field (Exhibit 2, Data Reporting Format, Item 32), and the sample prep number in the “Sample Prep Batch ID” field (Exhibit 2, Data Reporting Format, Item 34).

32. If data is reported from a sample that was improperly preserved, Contractor shall include the “Y” data qualifier code in the report (Exhibit 2, Item 20).”

33. Balance weighings for TDS and TSS Analyses shall be performed in accordance with Standard Methods, most recent edition. The cycle of drying, cooling and re-weighing to obtain a constant weight shall be repeated until the weight change is less than 0.5 mg. All weighings for TDS, VSS and TSS analyses shall be captured electronically from the balance by either a computer software program or printer. Electronic weight data shall be available for verification.

34. Due to coverage area of delivery Contractor the mileage has been set at a not to exceed distance of 200 miles from District’s Palatka Headquarters.

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V. TIME FRAMES AND DELIVERABLES

This Agreement will expire September 30, 2021. Specific time frames as they apply to completion of tasks, milestones, and deliverables shall be sent to Contractor by email from the District’s Project Manager.

General time frames and deliverables are as follows:

1. Data reports, including results and associated quality assurance data, shall be submitted to the District Project Manager or his/her designee in electronic format via e-mail. The average data reporting time frame (re-calculated monthly) shall be less or equal to 28 days. In addition, at least 90% of data reports shall be submitted to the District within 35 days or less of the shipment of sample(s). Reporting time frames will be based on the date the samples were shipped to the Contractor (as recorded on the chain of custody form) and the date the electronic data report was received by the District. All data shall be reported with units as specified in the Cost Schedule, Attachment E.

2. Results of reanalysis requested by the District shall be delivered to the District in electronic format via email within 14 calendar-days or less of a rerun request.

3. If the Contractor is unable to meet the reporting time frames, Contractor shall contact the District prior to the reporting deadline to confirm the delay and request an extension.

4. The results of the sample analyses and quality assurance results shall be submitted to the District Project Manager or designee in electronic media via e-mail in the format specified in Exhibit 2.

5. All Quality Assurance data reported to the District must meet the Contractor’s Precision Control Limits and Recovery Control Limits. Otherwise, an appropriate Data Qualifier and explanation shall be included. The explanation shall include the initials of the staff creating the comment and the date the comment was created.

6. Reported MDL must be less than or equal to the Required MDL.

7. Contractor shall provide proof of Environmental Contractor Certification to the District and maintain certification during the duration of the Agreement. Should Environmental Contractor Certification cease or change, Contractor shall notify the District Project Manager within two business days after receipt of notification from FDEP or FDOH. Contractor shall at all times remain in compliance with

F.S. 403.0625 Environmental Contractor Certification; water quality tests conducted by a certified laboratory.

8. Contractor shall provide the District with updated copies of their approved NELAC Quality Manual, Environmental Contractor Certification Performance results, and copies of all audits performed by FDEP/ FDOH during District on-site audits of the Contractor. Each must be sent when completed by email.

9. Contractor shall use the “T” and “W” qualifier codes. In accordance with this method of reporting, Contractor shall report as the “Result” (Exhibit 2, Data Report Format, Item 19) the raw data result for values below the MDL, including negative values. Negative values shall not be less than the negative MDL.

10. Contractor shall provide deliverables and meet time frames as described in Task Identification. In the event that data submittals contain missing results and/or values that do not meet Agreement requirements, the data report is not considered complete until Agreement requirements are met. The District shall hold payment until the data report is revised, resubmitted, and approved.

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EXHIBIT 1 – APPROVED METHODS FOR INORGANIC WATER ANALYSES

Analyte Methods

Alkalinity SM2320B

Ammonia* EPA350.1 Rev2.0(1993), SM4500-NH3 G Chloride EPA300.0 Rev2.1(1993), EPA300.1 Rev1.0(1997), SM4500-

Cl-E

Conductivity EPA 120.1(Rev1982), SM2510B

Fluoride EPA300.0 Rev2.1(1993), EPA300.1 Rev1.0(1997), SM4500- F-C

Sulfate EPA375.2 Rev2.0(1993), EPA300.0 Rev2.1(1993), EPA300.1 Rev1.0(1997), SM4110 B

Total Dissolved Solids SM2540C

Total Kjeldahl Nitrogen EPA 351.2 Rev2.0(1993)

Total Organic Carbon SM5310B

Total Phosphorus† EPA365.1 Rev2.0(1993), EPA365.3(Issued1978), EPA365.4(Issued1974)

Total Suspended Solids SM2540D

Volatile Suspended Solids SM2540E

* Distillation not required † Either persulfate digestion or block digestion acceptable Note: Contract Lab revision year for Methods must conform to most recent approved Title 40, Chapter 1, Subchapter D, Part 136 Code of Federal Regulations (CFR) Guidance Establishing Test Procedures for the Analysis of Pollutants

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EXHIBIT 2 — DATA REPORTING FORMAT

Data reported in electronic form shall be in an Excel spreadsheet with exactly 45 columns and a header row as described below. Data for each QCBatch ID (Exhibit 2, Data Reporting Format, Item 5) shall be submitted in a separate Excel file attached to an e-mail sent to the District.

Items 1-2 are related to the contract lab Items 3-7 are related to the batch Items 8-17 are related to the sample Items 18-34 are related to the parameter Items 35-44 are related to quality assurance. Item 45 is related to the instrument used.

The first record in the file must be the following header record:

ContractID,Results_User2,AELInvoiceID,AELApprovedBy,Results_User1,AELBatchID,AELIssueDate,QC Code,Results_User3,Site,CollectDate,CollectTime,SampleNumber,AELSampleID,AELReceivedDate,Order De tailsCommnt,Param,Test,NumericResult,Qualifier,Units,ResultsCommnt,Method,AnalysisTime,AnalysisEm pl oyee,Dilution,SigFigs,Results_User4,MethodExtractVolume,ExtractVolume,PrepMethod,SampleDetails_Us er 1,SampleDetails_User2,SampleDetails_User3,Target_Val,Percent_Recovery_Val,Relative_Percent_Diff_Va l, Absolute_Difference_Val,Upper_Recovery_Limit_Val,Lower_Recovery_Limit_Val,RPD_Limit_Val,Absol ute _Limit_Val,Related_Sample_Reference_ID,Matrix_Spike_Level_Val,Instrument

Item No.

Field Name Field Type Max Field Length

Comments

1 ContractID Character 40 Lab Vendor ID assigned by the District (e.g., “XYZ “)

2 Results_User2 Number Lab Vendor Number assigned by the District (e.g., “3579”)

3 AELInvoiceID Character 20 4 AELApprovedBy Character 40 Name and Title of person responsible for approving the AEL’s data before it is issued to the District (e.g., Michael Green-QA Officer)

5 Results_User1 Character 10 Batch ID assigned by the District (e.g., QC20140123)

6 AELBatchID Character 20 AEL’s unambiguous reference linking samples analyzed together

7 AELIssueDate Date Date format is mm/dd/yyyy, (e.g., 01/12/2014)

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Item No.

Field Name Field Type Max Field Length

Comments

8 QC_Code character 7 SAMP, LDCS, CCVS, HRCS, MRCS, LRCS, QCCS, MS, MSD, REP, MBLK, ICS, LCS, LCSD

SAMP – (regular sample); Report result LDCS – (Limit of Detection Check Standard ) Report both target value and result. Do not report Station Name.

CCVS – (Continuing Calibration Verification Standard, an in-house standard); Report target value, result, % Recovery and applicable limits.

Do not report Station Name.

HRCS – (High Range Continuing Calibration Verification Standard, an in-house standard);

Report target value, result, % Recovery and applicable limits. Do not report Station Name.

MRCS – (Midrange Continuing Calibration Verification Standard, an in-house standard);

Report target value, result, % Recovery and applicable limits. Do not report Station Name.

LRCS – (Low Range Continuing Calibration Verification Standard, an in-house standard);

Report target value, result, % Recovery and applicable limits. Do not report Station Name.

QCCS – (Quality Control Check Standard, a standard from outside source); Report result, target value, % Recovery and applicable limits. Do not report Station Name.

MS – (Matrix Spike); Report result, parent sample ID, % Recovery and applicable limits MSD – (Matrix Spike Duplicate); Used only as a duplicate. Report result, parent sample ID, RPD, absolute difference, and applicable limits (both absolute and relative) REP – (Sample Replicate); Report result, parent sample ID, RPD, absolute difference, and applicable limits (both absolute and relative) MBLK – (Method Blank); Report value. Do not report Station Name.

ICS – (Inter-element Check Standard (for metals));

Report result, target value, % Recovery and applicable limits. Do not report Station Name.

LCS – (AEL Control Standard); Report result, target value, % Recovery and applicable limits. Do not report Station Name.

LCSD – (LCS Duplicate); Used only as a duplicate. Report result, parent sample ID, RPD, absolute difference, and applicable limits (both absolute and relative). Do not report Station Name.

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Item No.

Field Name Field Type Max Field Length

Comments

9 Results_User3 character 3 ‘Yes’ or ‘No’. Based on check of preservation at sample receipt at lab, including whether properly cooled/frozen, acid to pH<2, etc. If ‘No’, add a brief explanation in Sample Comments, Item 16

10 Site character 25 Station Name provided by the District that represents the site or location where the sample/observation was collected

11 CollectDate Date Date format is mm/dd/yyyy, i.e. 01/12/2014

12 CollectTime Date Format is hh:mm, based on a 24-hour clock (e.g., 15:00)

13 SampleNumber character 25 Provided by the District (e.g., L20140123-001)

14 AELSampleID character 20 AEL’s unambiguous sample identifier that must be unique within the Batch ID.

15 AELReceivedDate Date Format is mm/dd/yyyy, (e.g., 01/12/2014)

16 OrderDetailsCommnt character 240 Comments pertaining to conditions at the container level. Cannot contain commas or single quotes.

17 Param character 25 Provided by the District (e.g., TDS)

18 Test character 25 Concatenation of Item 1 plus the matrix designator ‘WATR’ for water and Item 18 separated by the underscore ‘_’ character, (e.g.,.

XYZ_WATR_TDS)

19 NumericResult number Result for QC Sample Type listed in Item 8. Same units specified in Item 21. Include all calculation factors (e.g., dilution factor).

20 Qualifier character 10 District/FDEP qualifiers related to result (see Exhibit 3)

21 Units character 12 Provided by the District

22 ResultsCommnt character 240 Comments specifically related to the result. Cannot contain commas or single quotes. For QCCS samples, the vendor name, catalog number and lot number of the QCCS must be reported in the format <Vendor Name>_<Catalog Number>_<Lot Number> (e.g.,. ABC Science_A12345_140156)

23 Method character 20 Description of method. (e.g., EPA 200.7)

24 AnalysisTime Date Format is mm/dd/yyyy hh:nn, based on a 24-hour clock, (e.g.. 01/12/2014 15:00). The actual time is required only if the holding time is < 48 hours, otherwise report the time as 00:00

25 AnalysisEmployee character 30 Name or initials or ID number

26 Dilution number Enter ‘1’ if undiluted – otherwise enter dilution factor

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Item No.

Field Name Field Type Max Field Length

Comments

27 SigFigs number The number of significant figures in the result value (Item 19); integers only.

28 Results_User4 character 2 I = initial, RR = rerun or reanalysis without reextraction or redigestion, RX = reanalysis with reextraction or redigestion

29 MethodExtractVolume number Report MDL (without adjusting for dilution factor). Report in same units specified in Item 21.

30 ExtractVolume number Report PQL (without adjusting for dilution factor).

Report in same units specified in Item 21.

31 PrepMethod character 20 Prep method (for Metals, TP, TKN, and Chlorophyll) – Enter Analytical Method (Same as Item 23)

32 SampleDetails_User1 Date Format is yyyy_MM_DD hh:nn, based on a 24-hour clock, (e.g. 2013_06_24 15:00). The actual time is required only if the holding time is < 48 hours, otherwise report the time as 00:00. Note:

This format is different from other dates in the file.

33 SampleDetails_User2 character 20 Name or initials or ID number of prep analyst

34 SampleDetails_User3 character 20 For metals, TP, TKN, and Chlorophyll - AEL’s unambiguous lab ID linking samples prepared together.

35 Target_Val number Required for QC Sample Types QCCS, LDCS, CCVS, HRCS, MRCS, ICS, LRCS, or LCS

36 Percent_Recovery_Val number Based on result vs. target value

37 Relative_Percent_Diff_Val number Required for QC Sample Types REP, MSD, or

LCSD

38 Absolute_Difference_Val number Required for QC Sample Types REP, MSD, or LCSD. Report in same units specified in Item 21.

39 Upper_Recovery_Limit_Val number Applicable Upper Control Limit (UCL) for Recoveries

40 Lower_Recovery_Limit_Val number Applicable Lower Control Limit (LCL) for Recoveries

41 RPD_Limit_Val number Applicable limit for replicate/duplicate RPD (REP, MSD, or LCSD)

42 Absolute_Limit_Val number Applicable limit for absolute difference of replicates/duplicates (REP, MSD, LCSD) in same units as specified in Item 21.

43 Related_Sample_Reference_

ID

character 20 AEL’s Sample ID of related ‘parent’ for spike and replicate/duplicate results

44 Matrix_Spike_Level_Val number Report in same units specified in Item 21

45 Instrument character 50 Unique ID for the instrument used in the analysis.

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Definition of Terms

LCS (Lab Control Sample): calibration verification check standard, LCS, are batch related in the same way that Method Blanks are batch related. If the LCS fails, the batch fails.

LDCS (Limit of Detection Check Standard): Low-level check standard at a concentration approximately equal to the PQL. The control limits for LDCS recovery are 70 - 130%

MBLK (Method Blank): A Method Blank must be analyzed at the beginning of the run, after every 10 samples, and at the end of the run. Method Blanks are batch related. If samples are digested (e.g., metals or TP/TKN), all samples in the digestion batch are related. All Method Blanks in the batch must pass (i.e., less than or equal to the required MDL but not less than the negative of the required MDL), otherwise the batch fails. If there is no sample prep (e.g., an autoanalyzer run), then only the samples since the last acceptable Method Blank fail if a Method Blank fails.

QCCS (Quality Control Check Standard): Check standard from a second source that is not used in the preparation of the calibration standards, and is required to verify the calibration

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EXHIBIT 3 — FDEP AND SJRWMD DATA QUALIFIER CODES

The following codes shall be used when reporting data values that either meet the specified description outlined below or do not meet the quality control criteria of the laboratory. Codes used exclusively by the SJRWMD are identified as ‘SJRWMD Internal Code’. All other codes are FDEP codes.

SYMBOL MEANING

A Value reported is the mean (average) of two or more determinations. This code shall be used if the results of two or more discrete and separate samples are averaged. These samples shall have been processed and analyzed (e.g. laboratory replicate samples, field duplicates, etc.)

independently. Do not use this code…