SOW - Food Testing and Analysis Services - Final.pdf

Statement of Work Chemical Nutrient Analysis Service

1. Background: The Combat Feeding Division (CFD), part of the U.S. Army Combat Capabilities Development Command (DEVCOM) Soldier Center is the Department of Defense’s centralized source for all research, development, engineering, and integration of joint service combat rations, food service equipment and field feeding systems. CFD’s primary mission is to ensure Warfighters have the tactical, nutritional and logistical advantage required to survive and win on the battlefield. Although CFD already has an in-house Nutrient Analysis Lab (NAL), there is currently a short-term need to outsource select nutrient analysis services for ingredients and ration components.

2. Requirements: The contractor shall be able to analyze samples for the analytes in Table 1 with the preferred methods listed below or equivalent* with the listed limits of quantification (LOQ). The main analytes that will be requested are 1) selenium, 2) vitamin B12 (cobalamin) and 3) total dietary fiber. However, the contractor must also have the ability to analyze for any of the other analytes listed below, in case CFD has a need to have those analytes determined as well. This SOW is for an indeterminate quantity of samples (25-100), up to $25K during the period of performance. No more than 25 samples would be sent at one time.

Table 1: Nutritional Analytes / Preferred Methods / LOQs Analyte Preferred Method(s) Limits of Quantification (LOQ) Selenium AOAC 2011.19 50 ppb Vitamin B12 (Cobalamin) AOAC 2014.02 2 ppb Total Dietary Fiber AOAC 991.43 0.2% Vitamin A (total) AOAC 2011.07 ≤30 IU/100g Vitamin D AOAC 2011.11 or 2012.11 ≤1 µg/100g Vitamin E AOAC 2012.09 ≤ 1 µg/100g Vitamin K AOAC 999.15 ≤5 µg/100g Vitamin B1(Thiamin) AOAC 2015.14 ≤20 µg/100g Vitamin B2 (Riboflavin) AOAC 2015.14 ≤30 µg/100g Vitamin B6 (Pyridoxine) AOAC 2015.14 ≤10 µg/100g Vitamin B9 (Folate) AOAC 2013.13 ≤5 µg/100 g Amino Acid Profile AOAC 982.30/994.12/988.15 ≤0.05% Calories Bomb Calorimeter Report to 0.1 kcal/100g Calcium AOAC 2011.14 ≤0.1 mg/100 g Iron AOAC 2011.14 ≤0.05 mg/100 g Magnesium AOAC 2011.14 ≤0.02 mg/100 g Phosphorus AOAC 2011.14 ≤0.01 mg/100 g Potassium AOAC 2011.14 ≤1.5 mg/100 g Sodium AOAC 2011.14 ≤0.1 mg/100 g Zinc AOAC 2011.14 ≤0.005 mg/100 g

AOAC: Association of Official Analytical Chemists

Analyses and results shall be completed and delivered to the government no later than 14 calendar days after receipt of samples. Contractor shall prepare a data report for each set of samples that has been analyzed to include sample name/ID, method used, results, units of measure, limit of quantification and date of analysis.

*If the contractor proposes to use a different method than the preferred methods listed, than that method must be specified in their proposal as well as the LOQ of that method. If the method is not an industry standard method (publicly available), then please attach a copy of the method in the proposal.

During market research the price ranges in Table 2 were determined to be reasonable per analyte (dependent on the method proposed). Contractor’s proposals must include the cost/test and the proposed method w/ LOQ. A cost/test can be outside of this range, but the proposals will be evaluated based on the demonstrated ability of the contractor to meet the requirements, proposed methods with LOQ and the cost/test.

Table 2: Reasonable Costs/Analyte (dependent on the method proposed)

Analyte Cost Range Selenium $20-100 Vitamin B12 (Cobalamin) $160-225 Total Dietary Fiber $186-300 Vitamin A (total) $125-200 Vitamin D $260-450 Vitamin E $120-210 Vitamin K $190-300 Vitamin B1(Thiamin) $100-$145 Vitamin B2 (Riboflavin) $100-165 Vitamin B6 (Pyridoxine) $140-225 Vitamin B9 (Folate) $170-225 Full Amino Acid Profile $500-625 Calories $25-50 Calcium $20-40 Iron $20-55 Magnesium $20-40 Phosphorus $20-40 Potassium $20-40 Sodium $20-40 Zinc $20-55

a. General Requirements

In-House Capacity: The contractor must have the in-house capacity (personnel, equipment, etc.) to perform the analyses requested. Contractors acting as pass throughs to larger labs will not be accepted.

Accreditation: The contractor shall maintain active ISO/IEC 17025 accreditation for the duration of the contract. The accreditation scope must cover the specific nutritional tests requested.

Analytical Methodology: All testing must utilize validated, industry-standard methods (e.g., AOAC International, USP, AACC, or equivalent recognized methods). If an alternative method is used, the contractor must provide scientific validation prior to testing.

Sample Custody & Tracking: The contractor must maintain a documented chain of custody from sample receipt at the facility until final disposal.

Communication & Support: The contractor shall designate a primary point of contact (POC) or project manager to handle inquiries, clarify test results, and resolve sample receipt issues within 24 hours.

Storage Conditions: Upon receipt, the contractor shall store all samples under the conditions specified by the government (e.g., ambient, refrigerated at 4°C, or frozen at -20°C) to prevent nutrient degradation before analysis.

Sample Retention: The contractor must retain the remaining homogenized sample material for a minimum of 30 calendar days after the final report is delivered, allowing the government to request re-testing if anomalies are found.

Disposal: After the 30-day retention period, the contractor shall safely dispose of the food samples in accordance with local environmental regulations at no additional cost to the government.

b. Specific Requirements:

Table 3: Specific Requirements

Requirement Specific Action/Deliverable Performance Standard Test Execution Perform agreed upon test on ingredient or food product Results must be accurate and within the validated LOD for the method

Standard Turn Around Time Deliver completed report within standard turnaround time

< 14 calendar days from the date of sample receipt

Expediated Turn Around Time

Deliver completed report within expediated turnaround time

< 5 calendar days from date of sample receipt

Data Reporting Report submitted electronically for each set of samples submitted

Must include Sample ID, method used, result, unit of measure** and date of analysis

Contractor should include standard turnaround time, and expediated turnaround time times in their proposal, as well as cost/test for standard and expediated turnaround time times.

Table 3: Preferred Units of Measure for Reporting** Analyte Units of Measure Selenium µg/100g Vitamin B12 (Cobalamin) µg/100g Total Dietary Fiber g/100g Vitamin A µg RAE/100g Vitamin D µg/100g Vitamin E mg/100g Vitamin K µg/100g Vitamin B1 (Thiamin) µg/100g Vitamin B2 (Riboflavin) µg/100g Vitamin B6 µg/100g Vitamin B9 µg/100g Amino Acid Profile mg/100g Calories kcal/100g Calcium mg/100g Iron mg/100g Magnesium mg/100g Phosphorus mg/100g Potassium mg/100g Sodium mg/100g Zinc mg/100g

3. Period of Performance: The estimated period of performance is for one year (12 months) from date of award.

4. Travel: Travel is not anticipated under this contract.

5. Security: A security clearance is not required for this work.

6. Personnel Qualifications: It is essential the contractor have expertise as a chemical analytical laboratory w/ subject matter experts in food science and instrumental analysis with a full understanding of how different food materials affect the analytical method/protocol.

a. General Experience. The laboratory must follow Association of Official Analytical Chemists (AOAC) guidelines or equivalent and assure all contractor personnel assigned to perform procedures in the laboratory have demonstrated experience in food analytical methods and are trained on SOPs for specific methods and in order to ensure reproducibility and thus comparability of results between sample treatments and over time.

b. Specialized Experience: The contractor must have facilities and experienced personnel ready in order to conform to receiving and analyzing samples on a periodic basis. The contractor must employ AOAC or other proven analytical methods and methods used must be currently ISO 17025-certified. All instruments shall be evaluated for peak shapes, sensitivity and proper run conditions prior to sample analysis. Each analytical run must include a series of standards and controls to monitor the performance of the analytical instrument and to minimize any drift that may occur during the course of the run.

7. Government Furnished Equipment/Information/Computer Utilization: CFD will provide ingredients and prototype ration components to the contractor for analysis.

8. Other Direct Costs (ODCs): None.

9. Deliverables:

After each set of samples is received by the contractor, a report will be delivered within 14 calendar days with the sample name/sample ID, method used to analyze the sample, and the results in the preferred units of measure.

Results will either be delivered to the government by use of the contractor’s on-line ordering/results portal or website or emailed directly to the following individuals:

Katherine Kensil; katherine.r.kensil.civ@army.mil Dr. Ees (Satchithanandam Eswaranandam); satchithanandam.eswaranandam.civ@army.mil

10. Place of Performance: The place of performance for this work will be the contractor’s laboratory/facility.

11. Contract Management/Activity Report: The contractor shall be responsible for managing and overseeing the activities of all Contractor personnel used in performance of this contract.

The Contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective research or scientific services performed in accordance with the requirements contained in the statement of work.

12. Invoicing: The contractor shall bill in WAWF after data reports for each sample set are submitted to Natick. All invoices during this period of performance shall not excess the total cost of the contract.

Invoices shall include:

Sample Name/ID(s) analyzed Analytical Test(s) run Cost/Test Total Cost mailto:katherine.r.kensil.civ@army.mil mailto:satchithanandam.eswaranandam.civ@army.mil