SOW - ELAP Lab Accreditation.pdf

Statement of Work (SOW) For Laboratory Accreditation Services Contract

Background

The Department of Defense established the DoD Environmental Laboratory Accreditation Program (ELAP) in 2009 to provide a unified DoD program through which laboratories can demonstrate competency and document conformance to the international standard ISO 17025 as implemented by the DoD Quality Systems Manual for Environmental Laboratories (QSM). The DoD Environmental Data Quality Workgroup (EDQW) provides DoD ELAP program oversight, including writing and updating the DoD QSM.

Laboratories who perform testing for DoD sites in support of RCRA permits must be accredited in accordance with DoD ELAP. Pine Bluff Arsenal is subject to RCRA Permit 1H-RN3. The Environmental Laboratory performs the analyses to maintain compliance with the RCRA permit.

Objective

Laboratory accreditation by a DoD EDQW-approved accrediting body is needed to meet the requirements of the DoD ELAP.

PBA’s Environmental Laboratory currently is accredited to the DoD ELAP Standard.

The requirement is for continuing surveillance and reassessment of the Environmental Laboratory as part of an on-going laboratory accreditation effort.

Scope of Work

The DoD ELAP accreditation is a two-year cycle, where the first year includes an on-site assessment and the second year is a remote assessment with a possible site visit. The accrediting body’s role is to conduct assessments, issue assessment reports, monitor implementation of corrective action responses, and issue accreditation.

On-site assessment consists of the following actions by the contractor:

Off-site review of documents On-site assessment Assessment report given to the laboratory Review of responses to non-conformances and corrective action plans Issue certificate of accreditation

Off-site assessment is performed one year after accreditation granted to laboratory.

Off-site assessment consists of the following actions by the contractor:

Off-site review of documents Assessment report given to the laboratory Review of responses to non-conformances and corrective action plans, if necessary Annual scope maintenance

Contract Data Requirements Listing

The contractor is required to provide the Environmental Laboratory with an assessment report annually.

Period of Performance

The DoD ELAP accreditation is a two-year cycle, where the first year includes an on-site assessment and the second year is a remote assessment with a possible site visit. The request is to establish a four-year contract (base year plus three option years) to cover 2 accreditation cycles for these services.

Base year: 1 January 2025 – 31 December 2025 Option Year 1: 1 January 2026 – 31 December 2026 Option Year 2: 1 January 2027 – 31 December 2027 Option Year 3: 1 January 2028 – 31 December 2028

Place of Performance

This contract will be performed primarily at the contractor’s facility and partially at PBA.

Documents to be submitted to the accrediting body will be compiled by the Environmental Laboratory personnel at PBA.

For the onsite assessments, only three days of the assessment will be onsite at PBA’s Environmental Laboratory. All other supporting work by the contractor for the assessment will be performed at the contractor’s facility. For remote assessments, all of the work by the contractor will be performed at the contractor’s facility.

A Quality Assurance Surveillance Plan is provided.

OPSEC Requirements

Contractor and all associated sub-contractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition

(FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

Contractor and all associated sub-contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility, and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the local activity ATO).

This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 15 calendar days of contract award and within 15 calendar days of new employees commencing performance with the results reported to the COR NLT 15 calendar days after contract award.

Personnel will not be allowed on post until this training is complete.

Safety Requirements

The Contractor shall comply with the Occupational Safety and Health Administration (OSHA) standards, specifically 29 CFR 1904, 29 CFR 1910, and 29 CFR 1926. The Contractor shall comply with all applicable Federal, State, and local laws, regulations, and directives.

The Contractor is responsible for meeting the requirements of the PBA ISO 45001 Occupational Safety and Health Management System. Those requirements are:

o Report any hazards found to the COR immediately.

o If the Contractors’ activities/operations will impact PBA, inform the COR.

o If PBA activities will impact the contractor, inform the COR.

Any additional requirements beyond those prescribed by OSHA regulation shall be defined during the post award safety meeting.

All contractor personnel shall receive the Pine Bluff Arsenal General Safety Briefing prior to reporting to work. If proof of briefing attendance cannot be provided for any employee, that employee shall not be available to work until proof of attendance is provided. The safety briefing is provided at Pass and ID and is received while personnel obtain a badge for PBA access.

Limited emergency first aid, to prevent loss of life or limb, is available for contractor personnel at the U.S. Army Health Clinic for injuries sustained in the performance of their duties. This service is normally available from 7:30 A.M. to 4:00 P.M., Monday through Friday. For life threatening emergencies after duty hours, the closest emergency room is Jefferson Regional Medical Center. For any other injury, contractor personnel should contact their private physician.

No fire or flame producing device will be used on the Arsenal without prior approval of the Contracting Officer/COR and the Fire Chief.

Smoking is permitted only in authorized/designated smoking areas with the approval of the Contracting Officer/COR. Smoking is not permitted inside or within 50 feet of any Arsenal building.

Fire Protection. The contractor and his/her employees shall know where fire alarms are located and how to turn them on.

Work sites shall be kept free of debris and material which could cause injury to personnel in the area. When deemed advisable by the Contracting Officer/COR, signs shall be posted to warn of specific hazards.

Such other safety measures as the Contracting Officer/COR may determine to be reasonable and necessary for the protection of personnel and property will be enforced.

Environmental Compliance Requirements

Contractor shall comply with all applicable federal, state, and local environmental laws, statutes, regulations, executive orders, permits, Army regulations (with supplements), as well as Major Subordinate Command (MSC) and installation regulation, policy, Host Tenant Agreement, Interagency Service Support Agreement, or Status-of-Forces Agreement. Contractor shall immediately report any conflicts between applicable federal, state, local environmental laws, statutes, executive orders, and provisions of Army Regulation 200-1, and any specifications within this contract to the Contracting Officer Representative (COR).

Glossary of Abbreviations and Acronyms

DoD Department of Defense

EDQW Environmental Data Quality Workgroup

ELAP Environmental Laboratory Accreditation Program

ISO International Organization for Standardization

PBA Pine Bluff Arsenal

QSM Quality Systems Manual for Environmental Laboratories

RCRA Resource Conservation and Recovery Act