Attachment_1-Performance_Work_Statement.docx

SOL-CI-15-00006

ATTACHMENT 1

PERFORMANCE WORK STATEMENT (PWS)

TECHNICAL SUPPORT FOR NATIONAL AQUATIC RESOURCE SURVEYS

A. Background

The United States Environmental Protection Agency (EPA), states, and numerous other partners are conducting National Aquatic Resource Surveys (NARS) to collect data on water quality conditions. NARS was developed in response to the Government Accountability Office (GAO) and other independent reviews calling for improved water monitoring and reporting. The NARS are designed using state-of-the art survey techniques to randomly select sites to represent the conditions of aquatic resources at multiple spatial scales. Field crews use the same and often innovative protocols at all sites to ensure that results are nationally comparable. For many of the indicators selected, scientists analyze the results against reference conditions derived from water bodies judged to have been the least disturbed by human activities. This survey program provides statistically valid data and information vital to describing water resource quality conditions across the country, how these conditions vary with geographic setting, and the extent of human and natural influences.

Current plans focus on a different water body type each year (rivers and streams are combined into a single survey during two summers). For example, as shown in the table below, EPA and its partners plan to survey, wetlands in 2016, the nation’s lakes in 2017, and rivers and streams in 2018 and 2019, and coastal waters in 2020. However, EPA and its partners are also considering alternative strategies such as monitoring multiple water body types each year.

NARS Projected Schedule

Lab/Data Analysis

* Wetlands contract support for field activities for 2016 will be in place before award of the contract.

EPA and its partners conduct preliminary work to select indicators, appropriate field sampling techniques, and laboratory procedures. In addition, States participate in designing the surveys through consultation during the development and implementation of the surveys for each water body type.

EPA’s Office of Water, in partnership with the States[footnoteRef:1], and supported by its contractors, collects biological, chemical, and physical data from lakes, wetlands, coasts and estuaries, and rivers and streams. Teams then collect thousands of samples of water, sediment, and fish during the summer index period. [1: The term “State” in this PWS is intended to include Tribes, interstate commissions, and territories.

Field measurements and samples are collected by trained teams. Typically, each field crew is comprised of three to four members and, depending on the survey, may require botany, fish, and other experts. The number and size of crews depends on the duration of the sampling window, geographic distribution of sampling locations, number and complexity of samples and field measurements, Agency priorities, and other factors. Field methods for the surveys are generally designed to be 1) completed in one field day at each site, and 2) consistent with past survey procedures, although there may be some modifications in the future that would require different procedures and more field days. Depending on the time needed for both the sampling and traveling for that day, an additional day may be needed for pre-departure and post-sampling activities (e.g., cleaning equipment, repairing gear, shipping samples, and traveling to the next site). Remote sites with lengthy or difficult approaches may require extended time to gain access. Field crews need to acquire permission to access sites on private property, as well as permits to access and sample federally protected land. Field crews also need to obtain any applicable licenses and permits required to collect biological specimens.

Logistics for the surveys are challenging. Because the surveys require consistency in sample collection, EPA, supported by its contractor, supplies crews with sampling materials determined to be necessary for the particular survey’s needs. The materials generally include equipment not readily available and materials that the crews use only once such as large coolers, sample bottles, gloves, preservation chemicals (some are hazardous), shipping labels to the EPA-contract laboratories, and packaging. Depending on the type of samples that the crew collects, the laboratories must receive the samples within hours, days, or weeks. Also depending on the type of sample, the laboratory shipments may contain hazardous materials (e.g., if hazardous preservatives are mixed with the sample), wet ice, and/or dry ice. The contractor must coordinate with shipping companies to determine a process for collecting the samples from the field crews and ensuring that they are received by the laboratory in timely manner. This process must be viable for sites around the country.

Laboratories identify and measure contaminants, toxicity, and aquatic organisms in the samples of water, sediment, plants, and other biological samples. These evaluations are performed in accordance with specified methodologies, and adherence to strict quality assurance and quality control (QA/QC) requirements. EPA and its contractors often research and evaluate different laboratory methods for validity, ease of use, expected comparability of results between laboratories, and accuracy. In addition, recent research and development indicates a movement to field equipment that can provide measurements without the need to send samples to laboratories.

Quality assurance is a major component of the surveys. For each survey, quality assurance begins with clear documentation of the objectives, requirements, and protocols, including the development of a Site Reconnaissance Document, a Field Operations Manual, and a Laboratory Operations Manual. Each manual describes in detail the roles and responsibilities of all survey participants. EPA develops the Survey Quality Assurance Project Plan (QAPP), which is an overarching document that refers to all of the manuals and implementation procedures, and covers all steps in the process from field work to data verification. The Survey QAPP serves as the one reference with standard operating protocols and guides for any questions or concerns that come up during sample collection and analysis, and data review and verification. Quality assurance implementation includes standardized training for all crew members followed by field assistance visits. Laboratory audits are also performed. However, the contractor shall not be responsible for conducting audits.

EPA, supported by its contractors, is continuously researching and evaluating its protocols for the surveys. Lessons learned from one survey are used to improve the next. In addition, EPA evaluates new research and innovative practical applications for potential use for future surveys.

B. General Requirements

Support under this contract will have the following general characteristics:

1. Deliverables

Each initial deliverable shall be provided to the EPA Task Order Contracting Officer Representative (TOCOR) in draft form for review and comment. The documentation shall be labeled with the name of the contractor and the EPA contract number. (For example, a memorandum explaining the results of a field monitoring procedure shall be placed on company letterhead and the subject line will include the phrase “EPA Contract EP-C-xx-xxx”.) Databases shall contain metadata describing the variables, the origin of the data (e.g., EPA surveys), version control information, and other relevant documentation. Computer programs shall identify the origin of the input data sets (e.g., version X supplied by EPA on a specific date).

In developing the deliverables, the contractor shall use software and database packages that are relevant for the particular use and generally accepted by experts as being reliable and efficient for that purpose. When specified in task orders, the contractor shall ensure that documentation, computer programs, and databases are created using, or can be easily converted to, Agency standard software formats (e.g., MicroSoft Office, R[footnoteRef:2]) to facilitate EPA use and review. Also, when specified in task orders, the contractor shall incorporate data from multiple file formats into a single, logical structure as part of the deliverable. [2: R is a programming language and software environment for statistical computing and graphics. The R language has become a standard among statisticians for developing statistical software and is widely used for statistical software development and data analysis.]

2. Communications

The contractor shall provide logistical support for the EPA-led workgroups in the form of conference calls, webcasts, and workgroup meetings for other aspects of the PWS. The contractor shall ensure the timely communication of relevant project information to affected parties.

The contractor will provide support for the implementation of meetings, workshops, and conferences that address NARS technical planning, training, data analysis, and technical tool transfer. The contractor shall use the provision at 1552.223–71, or language approved by the contracting officer that is substantially the same as that provision, when soliciting quotes or offers for meeting and conference services on behalf of the EPA. [As part of its support for these events, the contractor will provide travel assistance for non-federal presenters and subject matter experts required to achieve the conference/meeting objectives and according to Agency requirements. The contractor also shall participate in the meetings; arrange for other experts’ participation in meetings; and document proceedings. Meetings will vary in size, location, topics, and level of documentation.

3. Quality Assurance

The contractor shall perform the necessary quality assurance (QA) and quality control (QC) activities to meet the quality objectives for a project or task. The contractor's Quality Management Plan (QMP) shall be submitted with the contractor's proposal. The QMP shall be in accordance with the EPA QA/R-2. The approved QMP shall be incorporated into the contract. After contract award, the contractor shall abide by its own QMP and EPA’s Quality Assurance Project Plan developed for each survey. The contractor also shall abide by the Agency’s Field Operations Guidelines (see “Field Operations Group Operational Guidelines for Field Activities” http://www2.epa.gov/irmpoli8/epa-qa-field-activities-procedures).

C. Technical Support Services

The contractor shall provide support in the following technical support service areas. Specific requirements of the tasks will be identified in task orders coordinated and reviewed by the EPA Contracting Officer Representative (COR) and issued by the EPA Contracting Officer (CO).

1. Pre-Survey Planning The contractor shall support EPA in research and planning for each survey.

a. Indicator Parameters The contractor shall support EPA in researching appropriate indicator parameters that best represent water quality and specific survey objectives in each water body. The contractor shall conduct literature searches and evaluations. The contractor shall organize, index, and assess the available information, as well as identify data gaps and discrepancies or inconsistencies in the data sources and provide the resulting technical information in a designated format.

b. Site Selection

The contractor shall support EPA in researching appropriate statistical designs and criteria for site selection and site acceptability criteria.

c. Methods Development

The contractor shall support EPA in determining methods and protocols for gathering samples and other related information by field crews. The contractor shall research, develop, and evaluate methods of specimen collection, time period of collection, and duration of the collection effort to ensure reproducible results. The contractor also shall evaluate the practicality of the methods for field sampling in a variety of conditions. The contractor shall determine probable biases and sources of error due to sampling methods employed and recommend modifications to minimize error. The contractor also shall conduct and evaluate pilot studies designed to test different sampling techniques.

The contractor shall support EPA in researching and developing appropriate measurement procedures for the indicator parameters. These procedures include traditional methods used by laboratories, probes, and new innovation(s). The procedures also include methods that can be used by the field crew. The contractor shall determine probable biases and sources of error due to methods used for measurement. The contractor shall recommend modifications to minimize error.

d. Field Forms

The contractor shall support EPA in researching and developing field forms that collect the necessary information but minimize the requirements for the field crews. The contractor shall research and develop electronic collection that will be efficient and cost-effective.

e. Standard Operating Procedures – Manuals Development

The contractor shall support EPA in documenting the Survey Quality Assurance Project Plan and its Standard Operating Procedures in plain English for the survey participants. Typically, the QAPP and SOPs include: (1) Site Evaluation Guidelines; (2) Field Operations Manual; (3) Laboratory Manual; (4) Quality Assurance Project Plan; (5) Checklists for auditing field operations and laboratory analyses.

f. Site Evaluations

EPA will provide the list of candidate sampling sites to the contractor. Upon receipt of the list, the contractor shall support EPA and its partners in conducting site eligibility evaluations (e.g., using satellite imagery, publicly available databases, site visits, and other sources of information); discuss any eligibility rules; discuss how to exercise professional judgment when current conditions might not reflect typical conditions; and support EPA in identifying regulations pertinent to a site.

g. Field Training The contractor shall conduct training sessions critical to field crews’ performance of the sampling protocols and train crews for each survey. The training includes hands-on trainings of individual field crews; on-site verification of the training knowledge of individual field crews; and multi-day courses with demonstrations and practice sessions. The contractor shall contact the trainees; make all arrangements (except travel for participants); support the EPA in the development of and provide all necessary materials for the training sessions; and provide the EPA with lists of attendees. All contractor crews must attend the training. At the beginning of the sampling season, the contractor is responsible for overseeing selected crews to ensure that protocols are being implemented as specified in the field manuals and measurement data are meeting quality specifications.

2. Field Sampling (selected sites) The EPA COR will identify the sites for which States have requested assistance for field sampling. For these sites (typically 200-500 sites per year), the contractor shall conduct all field sampling-related activities such as collecting samples during the designated index periods and completing field evaluation forms. The sites will be located in various locations in the contiguous U.S., many of which will be located in remote wilderness areas that require hours of hiking to access. The contractor shall collect samples of water, sediment, macroinvertebrates, fish, and plants, in compliance with the survey protocols and applicable permits and licenses.

3. Sampling Logistics (all sites) The contractor shall be responsible for sampling logistics for all sites selected for the survey. These activities include the following activities:

a. Field Kits The contractor shall obtain, assemble, and distribute site kits to all field crews. The site kits shall contain all supplies necessary to sample each site and ship samples to laboratories. The contractor shall be prepared to issue last minute replacements of whole or partial kits. Kits typically include field forms (some water-resistent), containers, labels, instructions, shipping materials, pre-paid shipping labels, and sampling supplies. The contractor should recover unused and/or reuseable materials (e.g., coolers, nets).

b. Scheduling The contractor shall support EPA in developing a schedule for the field sampling phase that identifies all crews, sampling dates, and locations.

c. Sample Delivery The contractor is responsible for shipping all samples to the EPA-contract laboratories in a manner that is consistent with holding-time requirements and constraints. The contractor also is responsible for providing shipping materials that are protective of samples and comply with DOT shipping restrictions of potentials hazardous material. The process for collecting the samples from the field crews must be viable for sites around the country.

d. Tracking The contractor shall track the progress of survey operations, including state evaluations of selected sites; field crews in sampling activities and supplemental data submissions; and deliveries of samples to laboratories. The contractor shall coordinate with all laboratories to ensure all samples are received, processed, and analyzed according to the schedule, and that each laboratory has the appropriate and necessary sample-related information to conduct the analysis. The contractor shall provide copies of the tracking system and periodic summary reports.

e. Troubleshooting During field seasons, the contractor shall be available to answer questions, troubleshoot, and support field crews in completing the field protocols when they encounter problems. The contractor shall develop a process of fielding questions and providing feedback in a timely manner. The contractor staff shall be sufficiently knowledgeable about the field protocols, including site evaluation procedures, to provide guidance and assistance to the field crews throughout the field portion of the project.

4. Laboratory Analyses The contractor shall provide laboratory support services to determine the presence and concentrations of specified analytes in water, sediment, plant life, and other aqueous and solid samples. The contractor shall provide laboratory analysis of identification, enumeration and other required analyses for biological collections, including zooplankton, phytoplankton, diatoms, sediment diatoms, benthic macroinvertebrates, fish, and vegetation. The contractor shall provide support to EPA in selecting the appropriate performance and quality requirements. Once EPA establishes the requirements, the contractor shall ensure that the laboratory analyses adhere to the performance and quality requirements specified in each survey’s Laboratory Manual and QAPP. Depending on the type of laboratory analysis, the contractor shall evaluate field blanks, reference materials, spiked samples, duplicates, internal sorting verifications, and other widely accepted QA/QC measures.

5. Data Analysis The contractor shall apply appropriate analytical techniques for analyzing and modeling the data. The contractor shall research possible interpretations for unusual results and/or unique situations. The contractor shall perform literature reviews and incorporate relevant data from other sources, such as previous surveys, into the analyses. The contractor shall provide documentation that thoroughly describes the analysis techniques, data assumptions, and other details, so that anyone could independently reproduce the analyses and conclusions using available input data sets and the analysis documentation. In addition, the contractor shall disseminate data and analysis tools to our State/Tribal partners; migrate data into common formats to facilitate data sharing; disseminate data and other information to other interested parties such as States and general public. The contractor also shall support EPA in training others in the use of the analysis tools for NARS data.

6. Reports The contractor shall produce technical information and deliverables that include data summaries, fact sheets, summary reports for the general public, technical reports (including traditional (e.g., pdf) and interactive web-based formats), issue papers, and presentations, all written at a level suitable for the intended audience. The contractor shall provide comprehensive editing, developmental editing, copyediting, and proofreading (as these terms are defined in http://techwhirl.com/foundations-the-role-of-the-technical-editor/). The contractor shall clearly describe and document the data and information gathering activities; clearly display, characterize, and interpret the data and information collected; clearly explain the assumptions made; and clearly explain the methodological choices made both conceptually and in data selection. The written reports and other documents shall be organized, indexed, and cross-referenced so that anyone could independently reproduce the analyses and conclusions based on the information provided.

D. Information Technology Requirements

All work performed under this contract shall adhere to clause EPAAR 1552.211-79 “Compliance with EPA Policies for Information Resources Management,” which requires the adherence to all Agency directives for performance of any IRM related work. They include:

· IRM Policies, Standards and Procedures [http://www2.epa.gov/irmpoli8/]. The 2100 Series (2100-2195) of the Agency's Directive System contains the majority of the Agency's IRM policies, standards and procedures.

· Environmental Information Management System (EIMS) http://www.epa.gov/eims. A contractor developing or enhancing an information resource shall first conduct a thorough search of existing information resources, through means such as EIMS, to ensure development/enhancement of information resources does not duplicate existing information resources. If duplication is determined, the contractor shall consult with the EPA TOCOR to ensure that existing information resources are optimally utilized in conjunction with information resource being developed/enhanced by the contractor. For any development/enhancement of information resources, the contractor shall work with EPA on inserting/updating resource description information in the EIMS.

· Data Standards and Environmental Data Registry (EDR)[http://www.epa.gov/edr]. Any development/enhancement of information resources[footnoteRef:3], as well as any data products flowing to or from EPA information resources, must adhere to data standards detailed in the EDR. [3: “information resources” include systems, databases, and models/web applications that utilize information in OW systems and databases. ]

· Monitoring information submitted to EPA in an electronic format that adheres to the EPA's data standards for field collected or lab analyzed water monitoring data. Any ambient water quality, chemical, physical, biological, sediment, tissue, and ecological monitoring data collected as part of contract, grant, or cooperative agreement activities must be entered into EPA's electronic system. As of November, 2010, EPA's data standard for water monitoring data is represented by the Water Quality Exchange (or WQX), so all data submitted to the Agency must adhere to the WQX standard. All data entry occurs through the Water Quality Exchange (WQX) framework for data submission and the STORET Data Warehouse for data archival and retrieval.

· National Hydrography Dataset (NHD) Indexing [http://www.epa.gov/waters]. Data related to OW programs that is required to meet the EPA Latitude/Longitude Standard shall also be indexed to the NHD, using EPA OW standard formats available on the WATERS website. Exceptions include groundwater data and data that are related to points greater than two miles from the United States coastline. The WATERS website describes EPA tools and training that are available for NHD indexing.

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