SRM_2693a_Processing_and_Bottling_Checklist__FINAL.xlsx
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- Preparation and Bottling of Coal
- Solicitation number
- SB1341-17-RQ-01910
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| SOW_FINAL.docx | DOCX document | |
| Provisions_and_Clauses.docx | DOCX document |
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Tasks
| Completion Events for Production of bottles of SRM 2693a | ||||||
| # | Completion Week Range | Event | Who | Task | Comment | |
| 1 | 0 | Contract Awarded | NIST | - | ||
| 2 | 1 | 2 | NIST ships drums of coal for processing to Contractor | NIST | 1 | Shipment will be requested within one day of contract award notification |
| 3 | 1 | 2 | Contractor notifies NIST TPOC of tentative schedule at least 8 days prior to scheduled start of the crushing of coal. | Contractor | 3 | Government reserves right, at its expense, to be present at Contractor's site. |
| 4 | 1 or 2 | 3 | Air-drying of coal in accordance with ASTM D3302 | Contractor | 4 | |
| 5 | 1 or 2 | 3 | NIST TPOC notified of coal initial & air-dried weight & conformance to ASTM D3302 | Contractor | 4 | |
| 6 | 1 or 2 | 4 | Coal crushed and pulverized to 100 % passing a 212 µm (No. 70) sieve. Retained material saved in sealed container for later shipment to NIST. | Contractor | 4 | |
| 7 | 3 | 4 | Prior to start of blending, NIST TPOC notified of gross sample mass after sieving. | Contractor | 4 | |
| 8 | 3 | 4 | Blend all of the coal that passes a 212 µm (No. 70) sieve to ensure that it is well-mixed. Recombine opposite portions produced by the blender. | Contractor | 5 | |
| 9 | 3 | 4 | Spin riffle the screened and blended material into eight (8) equal splits and weigh and record mass of each split. | Contractor | 6 | |
| 10 | 3 | 4 | Report mass of each split to NIST TPOC. | Contractor | 6 | |
| 11 | 3 | 4 | For an initial assessment of homogeneity, take one (1) grab sample of approximately 25 g from each of the eight (8) splits and perform duplicate moisture (mass loss at 107 °C), sulfur (as received and dry-mass basis), and ash (as received and dry-mass basis) measurements on test portions of each grab sample in accordance with ASTM standard procedures. Test portions for moisture shall be taken at the same time as the test portions for analytical determinations. | Contractor | 6 | |
| 12 | 2 | 4 | NIST ships the following to the Contractor: Pre-cleaned amber 125 mL (4 oz.) glass bottles and screw caps. These bottles have the following approximate dimensions: 10 cm ht., 2 cm ID mouth, and 4.5 cm OD base. NIST will ship sufficient amber glass bottles to the Contractor for spin-riffle bottling. An excess number of bottles (»325) will be shipped to allow for any breakage, bottle material wastage, and to serve as spacers to replace bottles pulled for a special shipment. | NIST | - | |
| 13 | 3 | 5 | Record the determined moisture, sulfur, and ash values to the nearest 0.001 %. | Contractor | 6 | |
| 14 | 3 | 5 | Report the measurement data and results for each grab sample duplicate test portion (8 X 2 = 16 total measurements for each constituent measured) to NIST TPOC. | Contractor | 6 | |
| 15 | 3 | 6 | NIST will have three (3) business days to review the measurement results to assess if the initial homogenization of the material is acceptable. If the test does not detect differences between the splits, the initial homogenization will be deemed acceptable; otherwise, it will be deemed to be not acceptable. | NIST | 6 | |
| 16 | 4 | 6 | If NIST determines that the initial homogenization of the material is not acceptable, NIST may require either: |
A. Bottling specific splits or
| B. Re-blending the material and repeat the spin riffling, measurements, and reporting stated in TASK 6. | NIST | 7 | ||||
| 17 | 4 | 6 | NIST will have three (3) business days to review new measurement results to assess if the homogenization of the material is acceptable, based on the same type of statistical evaluation previously used. | NIST | 7 | |
| 18 | 4 | 6 | If NIST determines that the homogenization of the material is still not acceptable, the Contractor and NIST shall reach an agreement on the acceptability of bottling of specific splits. | NIST & Contractor | 7 | |
| 19 | 4 | 6 | After the homogenization of the material is deemed acceptable by NIST & the Contractor, the Contractor shall identify the splits to be bottled and report the masses of each split (to the nearest 0.1 g) to the NIST TPOC. | Contractor | 8 | |
| 20 | 4 | 6 | Determine if the total mass of the splits is suitable for providing the exact number of bottles specified in the contract. Once the Contractor makes this determination, it must stop all processing of the material and report on this determination of suitability to the NIST TPOC. This report shall include the total mass of material to be bottled, the number of sublots, the number of runs of the spin riffler, the number of bottles in each sublot and run (which shall be the same for each sublot and each run), and the estimated average mass the bottles shall contain. Processing of the material shall not resume until a written bottle production and measurement plan (hereafter referred to as the “bottling plan”) to produce the bottles and perform measurements for acceptability testing is agreed to between the Contractor and the NIST TPOC. | Contractor | 8 | |
| 21 | 5 | 7 | NIST will have three (3) business days after receipt of the written bottling plan from the Contractor to approve the written bottling plan or request changes. | NIST | 8 | |
| 22 | 5 | 7 | If NIST requests changes to the bottling plan, the Contractor shall have two (2) business days to approve the NIST requested bottling plan or request additional changes. | Contractor | 8 | |
| 23 | 5 | 7 | If the contractor requests additional changes to the bottling plan, the Contractor and NIST shall agree on a final bottling plan for producing the specified number of bottles within two (2) business days. | NIST & Contractor | 8 | |
| 24 | 5 | 7 | Refer to details of the bottling plan in TASK 9 of the SOW | Contractor | 9 | |
| 25 | 5 | 7 | After a bottling plan to produce the specified number of bottles has been agreed to and any additional splits (if any) required by that plan have been completed, the Contractor shall separate the material that it will bottle from the material that will not bottle. | Contractor | 10 | |
| 26 | 6 | 8 | Place each of the spin riffled splits of material that will not be bottled into double-lined bags (each liner must be ≥ 4mm thickness). Secure each liner with zip-ties or another bag closure that minimizes any air within the bag and place the liner in a lined drum. The coal material shall not be exposed directly to the drum. | Contractor | 10 | |
| 27 | - | - | Option Line Item 0003 : The Offeror shall package the splits of material that will not be bottled using an alternative to the packaging specified in TASK 10, as long as the coal material is packaged in a primary liner of Mylar or plastic that is ≥ 4 mm thickness and the secondary liner is ≥ 4 mm thickness. | Contractor | 10 | |
| 28 | - | - | An alternative that includes packaging of non-bottled splits as nominal 20 lb. to 30 lb. (10 kg to 15 kg) units in sealed containers shall be considered by NIST to be technically acceptable. | Contractor | 10 | |
| 29 | - | - | Furthermore, an alternative that includes sealing the non-bottled splits under argon inside sealed aluminized bags (e.g., Mylar) is prefereable to NIST; however, other packagin methods will be considered. Additional costs, if any, for implementation of these alternatives, shall be factored into the fully burdened unit price for CLIN 0003. | Contractor | 10 | |
| 30 | 6 | 8 | Report to the NIST TPOC how the splits that were not bottled were packaged and the net mass of coal material in each of the packaged splits. | Contractor | 10 | |
| 31 | 6 | 8 | Identify each empty capped bottle to be filled following the procedure documented in TASK 9A. Identification of each bottle with the sublot number, run number, and the order of filling within the run cannot be applied in this step unless it conforms to the procedures documented in both TASKS 9A and 9B. If this identification of each bottle with the sublot number, run number, and the order of filling within the run does not conform to the procedures documented in both TASKS 9A and 9B, it shall be applied after the alcohol wipe described in TASK 13; however, a procedure must be in place to track the identity of each bottle for which an empty mass has been recorded. | Contractor | 11 | |
| 32 | 6 | 8 | Record the mass of each empty capped bottle that has been marked with identification (to the nearest 0.01 g) in a spreadsheet and send an electronic copy of the spreadsheet to the NIST TPOC. | Contractor | 11 | |
| 33 | 7 | 9 | NIST will provide the Contractor with a listing of the order in which the test portions will be taken and tested based on a random-sampling design. NIST will provide this listing to the Contractor no later than 5 business days after its receipt of the spreadsheet that the Contractor sends to the NIST TPOC as part of TASK 11. | NIST | - | |
| 34 | 9 | 11 | Process the remaining splits [150 kg to 270 kg (330 lb. to 600 lb.), depending on the number of bottles specified in the quotation] of the coal material by spin riffling all of this coal material into the number of sublots needed for bottling the number of bottles specified in the quotation. | Contractor | 12 | |
| 35 | 9 | 11 | The coal material in each sublot shall be spin riffled into bottles so that each bottle (must use pre-cleaned bottles and caps supplied by NIST) contains at least 50 grams and no more than 57 grams, while maintaining sufficient headspace in each bottle to allow for mixing of its contents, as specified in TASK 9C. Each sublot must represent a split produced in the final division by spin riffling. | Contractor | 12 | |
| 36 | 9 | 11 | Notify the NIST TPOC on the number of bottles filled, the number of sublots, the number of runs in each sublot, and the number of bottles in each run (the number of bottles in each sublot and each run shall be the same for each sublot and each run ). | Contractor | 12 | |
| 37 | 9 | 11 | Bottles shall be filled by spin riffling only. Coal material shall not be added to any bottle by methods other than spin riffling. Coal material shall not be removed from any bottle other than for removal of test portions, as specified in the bottling plan, for testing to meet stated requirements, as specified in the bottling plan. | Contractor | 12 | |
| 38 | 9 | 11 | After each bottle is filled and its cap secured, the Contractor shall wipe clean the exterior of each filled bottle and its cap with alcohol. After residual alcohol on the bottle and cap has dried, the contractor shall record the mass of the capped bottle filled with coal material (to the nearest 0.01 g). The contractor shall record the gross mass of each capped bottle (capped bottle filled with coal material, to the nearest 0.01 g) in the spreadsheet containing the empty mass of each capped bottle (TASK 11) and, within that spreadsheet, calculate net mass of coal material in each bottle (to the nearest 0.01 g). | Contractor | 13 | |
| 39 | 9 | 11 | Label each bottle by sublot number, run number, and bottling order within the run, as specified in TASK 9B, if this label has not been applied yet. The contractor shall add the identifying information on this label to the spreadsheet containing the bottle fill order and masses in a manner such that the fill order number and its corresponding identifying sublot number, run number, and bottling order in the run are matched together with the determined and calculated masses. | Contractor | 14 | |
| 40 | 9 | 11 | The contractor shall send an electronic copy of the updated spreadsheet to the NIST TPOC. | Contractor | 14 | |
| 41 | 9 | 11 | The Contractor shall store (away from dust or contamination) all labelled bottles in one of the containers (boxes) in which they were shipped (unless the container is not usable) according to fill order, and clearly identify the contents of each shipping container (e.g., sublot number, runs numbers, and bottles within the runs) on the top and at least one side on the shipping container. A paper or plastic based container other than the box in which the bottles were shipped from NIST is acceptable if it does not increase the likelihood of bottle breakage. Packaging the bottles from each run in separate containers is also acceptable. | Contractor | 15 | |
| 42 | 9 | 11 | The Contractor shall notify the NIST TPOC on the total number of bottles and the number of containers of bottles. | Contractor | 15 | |
| 43 | 9 | 11 | The Contractor shall remove the first and last bottles filled and one (1) bottle each from two (2) different middle sublots (4 bottles total) and record the net mass of each bottle (to the nearest 0.01 g) and replace each bottle with an empty upside-down bottle in the shipping container. | Contractor | 16 | |
| 44 | 9 | 11 | Then the contractor shall perform a screen test on the contents of each bottle at the exact sieve size specified in the contract [212 µm (No. 70) sieve], with the % retained on the sieve screen and % passing through to be reported to the NIST TPOC, along with the net mass (prior to performing the screen test), for each bottle. The contractor shall retain the residual contents of these bottles until NIST has received and accepted all of the prepared coal material (i.e., drums and filled bottles). | Contractor | 16 | |
| 45 | 9 | 11 | The Contractor shall remove the bottles specified for measurement in the bottling plan approved by NIST from the shipping container (replacing each removed bottle with an empty upside down bottle) and remove the measurement test portions from the bottles, as specified in the bottling plan. The number of bottles removed and number of replicate test portions measured will depend on the total number of bottles produced and the total number of sublots and runs. | Contractor | 17 | |
| 46 | 10 | 12 | The Contractor shall perform measurements of moisture, sulfur, and ash as specified in the bottling plan and report all of the measurement data, for each test portion, to the NIST TPOC. The contractor shall report the determined moisture, sulfur, and ash values to the nearest 0.001 %. | Contractor | 17 | |
| 47 | 11 | 13 | NIST will review this measurement data to determine if the material shows statistically significant signs of heterogeneity (as specified below) and the NIST TPOC will report back to the Contractor, within 6 business days of receipt of the measurement data. The NIST determination on whether the material shows signs of heterogeneity will be based on the results of a statistical test for differences between bottles at the 5 % significance level. The Contractor shall retain these bottles and residual coal material in them until testing is completed. | Contractor | 17 | |
| 48 | 11 | 13 | After NIST has notified the Contractor that the material meets the homogeneity criteria, the contractor shall prepare these retained bottles for shipment in a separate container, along with the special shipment noted in TASK 19. | Contractor | 17 | |
| 49 | 11 | 13 | Not more than 4 business days after the Contractor has completely reported, to the NIST TPOC both: |
A. the number of bottles filled, the number of sublots, the number of runs in each sublot, the number of bottles in each run, and the number of containers of bottles that the Contractor shall ship, and B. all of the measurement data, for each test portion, as specified in the bottling plan.
| The NIST TPOC will provide the Contractor with a list of the exact bottles (noted by sublot number, run number, and fill order in the run) that NIST is requesting that the Contractor pull for special shipment. The number of bottles requested for special shipment shall not exceed 300. NIST may request that the bottles be shipped to NIST and another location, as noted in TASK 19. | Contractor | 18 | ||||
| 50 | 12 | 14 | No later than 3 business days after the NIST TPOC has reported to the Contractor that statistically significant signs of heterogeneity have not been detected, the Contractor shall pull the exact bottles (noted by sublot number, run number, and fill order in the run) that the NIST TPOC has requested for special shipment and ready them for shipment. The Contractor shall replace each bottle pulled from the shipping container with an empty upside-down bottle. If NIST has provided the Contractor with the package(s) to ship these pulled bottles, the Contractor must use that package(s). | Contractor | 19 | |
| 51 | 12 | 14 | The Contractor shall notify the NIST TPOC on the number of containers in the special shipment, including the container of bottles used for the measurements to determine the degree of homogeneity, that shall be shipped with an itemized list that includes the gross weight of each container, and the total weight of the shipment. The Contractor shall ship, to NIST and possibly one other location (Quality Associates International Ltd., 6940 Mount Richardson Road, Sechelt BC V0N 3A4), the special shipment container(s) of bottles, packaged in a manner to minimize breakage of the bottles. The Contractor will arrange for pick-up and pay shipping costs | Contractor | 19 | |
| 52 | 12 | 14 | The packages of bottles containing the coal material from the spin-riffled sublots, the other spin-riffled splits (in double lined bags inside lined drums), and the sealed container with any retained material from the screening performed in TASK 4, shall be readied by the Contractor for shipment to NIST. | Contractor | 20 | |
| 53 | 13 | 15 | No later than eight (8) business days after the NIST TPOC has reported to the Contractor that statistically significant signs of heterogeneity have not been detected, the Contractor shall notify the NIST TPOC on the number of containers of bottles and drums that shall be shipped to NIST (in this second shipment) with an itemized list that includes the gross weight of each item and the total weight of the shipment. The Contractor will arrange for pick-up and pay shipping costs. | Contractor | 20 | |
| 54 | 14 | 17 | All of the bottles for special shipment to NIST and possibly one other location, shall be shipped by the Contractor within seventeen (17) weeks of the Contractor receiving, from NIST, the four (4) drums of bituminous coal described in TASK 1. | Contractor | 21 | |
| 55 | 15 | 19 | The Contractor shall be responsible for completing all required work, sending all reports on measurement data and results to NIST, and shipping all remaining material to NIST, within nineteen (19) weeks of the Contractor receiving, from NIST, the four (4) drums of bituminous coal described in TASK 1. This nineteen (19) week period fully takes into account the time required to complete all of the contract requirements, including the extra time that might be required for NIST to review measurement results and modifications to the processing (e.g., re-blending that might be required based on TASKS 6 and 7). | Contractor | 22 | |
| 56 | - | - | The Contractor must take precautions to minimize losses to breakage or other accidents and shall report the loss of any filled bottles to the NIST TPOC within two (2) business days of the loss. | Contractor | 23 |
&"-,Bold"&12&P&11 &"-,Regular" of &N &K00+000 .
TASK 9 Bottling plan
| Contractor's Written Bottling Plan list of required items based on Task 9 | |||
| Sec-tion | # | Action | |
| Gen- eral | 1 | The bottling plan will be agreed to and documented after the Contractor has stopped processing the material, as specified in TASK 8. The plan shall identify and track bottles throughout the bottling and packaging process until all bottles are sealed in shipping containers. In addition, this plan shall include documentation on the test portions to be removed to perform measurements for acceptability testing and how these measurements will be conducted. The number of bottles removed and the number of replicate test portions measured will depend on the total number of bottles produced and the total number of sublots. The total number of runs of the spin riffler shall be no more than 50 and the total number of bottles in a run of the spin riffler shall be at least 90. This written plan shall include the following items in sections A to E: | ` |
| A | 1 | Documentation of the procedure for identifying each empty capped bottle designated to be filled with coal material and recording the empty mass of the capped bottle that includes identification of each bottle. Identification shall be applied to the cap only. No identification shall be applied to the glass bottle. | |
| B | 1 | Brief documentation of how each capped bottle shall be labelled with the sublot number, run number within that sublot, and the order of filling within the run (e.g., identification on adhesive sticker on cap such as 4-2-95) must represent a split produced in the final division by spin riffling performed according to TASK 6 and the number of positions in the spin riffler equals the number of bottles in each sublot of material. | |
| 2 | The labelling cannot be applied to the glass bottle itself and shall remain on each bottle that is shipped to NIST. | ||
| 3 | The Contractor needs to take precautions such that the label will not be smeared, smudged, or removed by the alcohol wipe of the filled bottle, as specified in TASK 13. If it is possible that the label could be smeared, smudged, or removed by the alcohol wipe specified in TASK 13, the label shall be applied after that alcohol wipe, as specified in TASK 14. | ||
| C | 1 | Documentation of the procedure for tracking each bottle and monitoring the fill mass to make sure that each bottle contains between 50 grams to 57 grams, to maintain sufficient headspace to allow for mixing of the contents in the bottles provided. | |
| 2 | The minimum specifications to meet the fill mass task are that at least 98 % of the bottles shall contain at least 50 g and no more than 57 g of coal material (50 g ≤ 98 % of bottles fill mass ≤ 57 g). Within this task, at least 99 % of the bottles shall contain 57 g or less (< 1 % of the bottles contain more than 57 g). | ||
| D | 1 | Documentation of the number of bottles to be filled, the number of sublots, the number of runs in each sublot, the number of bottles in each run, the number of containers (e.g., boxes) of bottles (and number of bottles in each container) that shall be shipped to NIST. The containers shall include a subset of container(s) for a special shipment to NIST, as specified in TASKS 17, 18, and 19. | |
| E | - | Documentation on the test portions to be removed to perform measurements for acceptability testing and how these measurements shall be conducted (which shall depend on the total number of bottles produced and the total number of sublots and runs). This documentation shall include: | |
| i | The constituents to be measured, which shall be moisture (mass loss at 107 °C), sulfur (as received & dry-mass basis), and ash (as received & dry-mass basis). | ||
| ii | The ASTM standard method(s) that shall be used to perform the measurements. | ||
| iii | The nominal mass of the test portion for each constituent. | ||
| iv | The number of bottles that shall be removed for measurement (NIST will specify at least 24 and no more than 50, depending on the number of bottles, sublots, and runs) and the sublot, run, and position in that run for each bottle (selected by a random sampling approved by NIST). | ||
| v | The number of replicate test portions to be taken from each bottle (NIST will specify 2 to 4, depending on the number of bottles, sublots, and runs). | ||
| vi | The total number of measurements to be performed for each constituent, which shall be calculated from the number of bottles measured and the number of replicates taken from each bottle (NIST will specify at least 48 and no more than 100, depending on the number of bottles, sublots, and runs). | ||
| vii | Assignment of each specific measurement of a test portion to an analytical run and the position in that run (e.g., sublot 4, bottle 95, replicate 2, sulfur run 2, position 6), as specified by NIST. | ||
| viii | A statement regarding whether each analysis is performed in one continuous run or multiple runs and how drift during the analysis is to be monitored and quantified. Ideally, all analyses for a particular analyte should be performed in one continuous run. For homogeneity analyses, the calibration of the instrumentation is not critical; however, controls need to be in place to monitor any instrument drift. | ||
| ix | A description of how the corrections to a dry-basis will be applied. |
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