Specs_and_Instructions_for_Toxicity_Analytical_Testing.pdf

12.04.23

TDEC Specifications Page 1

Division of Remediation – Oak Ridge Office

Environmental Sample Analytical Testing Services-General Biology

Specifications

TDEC Division of Remediation-Oak Ridge (TDEC DoR-OR) is seeking a multiyear (3-year contract with two (2) 1-year renewal options) contract for Remediation Related Analytical Testing of multiple types of environmental samples including but not limited to air, soils, water, vegetation, and biological samples such as fish tissue or benthic macro-invertebrates.

This ITB includes this “Specifications” sheet as well as 4 tabs /attachments in excel.

• Attachment 1 is the “Instructions Sheet”

• Attachment 2 is the “ITB Bid Sheet”

• Attachment 3 is the “Estimated Sampling Quantities”

• Attachment 4 is the “TDEC DoR-OR Standard Electronic Data Deliverable (SEDD) Format

Example”

Attachments 2,3, and 4 provide the lists and specifications of the testing the division will require.

Definitions:

EPA’s approved methods index can be found at the following two links for further description and definition of the listed EPA methodologies in this spec and bid sheet.

a) EPA approved methods index https://www.epa.gov/measurements-modeling/index-epa-test-methods,

b) EPA approved methods collections https://www.epa.gov/measurements-modeling/collection-methods#1

Scope:

1. Bidder is not required to perform analysis in a laboratory having a Radioactive Material

License (Rad License). Bidder shall provide Rad License upon request, if they maintain a

Rad License but before bid award:

https://www.epa.gov/measurements-modeling/index-epa-test-methods https://www.epa.gov/measurements-modeling/index-epa-test-methods https://www.epa.gov/measurements-modeling/collection-methods#1 https://www.epa.gov/measurements-modeling/collection-methods#1

TDEC Specifications Page 2

a. Bidders with Rad Licenses should make note in bid response that they have said license. It is not required for bid but is significantly beneficial in some portions of our work.

b. Note Department of Energy Laboratory Accreditation Program (DOELAP) accreditation is not required, but please note it in your response materials if you have it.

2. Turnaround times (laboratory receipt to analysis to invoicing) for requested tests

a. Bidding Laboratory should bid scope at standard turnaround time on Bid Sheet but shall have the capacity to support expedited turn times or rush testing orders on request if necessary. Bidding Laboratory can make a statement as to the cost for expedited analysis, but this will not be use in evaluating this ITB.

3. Bidder shall have ability to provide Level 4 Data Packages as defined by EPA, if requested but the anticipation is Level 2 Data Packages.

a. https://www.epa.gov/quality/epa-region-4-data-validation-standard-operating-procedures-contract-laboratory-program

4. Bidder shall provide Electronic Data Deliverables in the format provided by TDEC in this

ITB package. (Provided as “Attachment 4” titled “SEDD Required Format”).

a. For reference: SEDD is defined as a Standardized Electronic Data Deliverable and is described by the EPA as a standardized data delivery format with a hierarchal file created by the Laboratory Information Management System (LIMS) containing the information regarding chemical analysis of samples (EPA, 2023).

5. Bidder shall provide a sample bottle kit for collecting and shipping various environmental sample media including quality control samples.

a. Sample kit to include the following

i. sample bottles

ii. coolers, sample tags

iii. chain of custodies

iv. nano-pure water (when requested)

v. Temperature blanks

vi. Trip blanks (where appropriate)

vii. costs to include sample kit shipping to TDEC prior to sampling event.

6. Bidder for this grouping shall have the ability to analyze water toxicity tests using EPA approved methods.

TDEC Specifications Page 3

Shipping and Receiving of Samples:

1. Awarded Bidder shall provide sample bottle kit as described above. Sample kits shall include any required paperwork, including sample Chain of Custodies (COCs) if appropriate.

2. Awarded Bidder shall provide all sample containers with bottle sets / sample kits to

TDEC DoR-OR within 14 days of request.

3. Awarded Bidder shall be responsible for all sample disposition.

A responsive bidder will provide:

1. The completed ITB Bid Sheet

2. A cover sheet defining rad licenses (if appropriate), comments and list of assumptions if made.

3. A statement that the bidder is either able to return data in the SEDD format or not.

4. Annual escalation rates if applicable.

5. A statement as to the percent increase in price per analysis for expedited turnaround time.

TDEC Specifications Page 4

Instructions to complete the ITB Bid Sheet

Note these instructions are also provided on instructions sheet Tab in the excel file.

1. Complete the ITB Bid Sheet (Table) with a cost per test for each media type and associated line items in the highlighted areas.

a. Estimated sampling quantities presented on Attachment 3.

2. This bid sheet has one group. Group 6 is the smallest with only 2 cost boxes.

3. The State shall award one grouping to one Bidder. They will not split up the analysis to different labs from within the groupings themselves.

4. Lab shall include in the test prices, the costs for sample kits to be provided initially within 14 days of request shipped to the TDEC DoR-OR office located at 761 Emory Valley Rd, Oak

Ridge, TN, 37830.

5. TDEC DOR-OR shall cover the costs associated with shipping the samples and cooler back to the lab for analysis. The return shipping costs should not be included in the test costs.

6. Bidding Laboratory should bid scope at standard turnaround time on Bid Sheet but shall have the capacity to support expedited turn times or rush testing orders on request if necessary. Bidding Laboratory can make a statement as to the cost for expedited analysis, but this will not be use in evaluating this ITBIFP.

Unless otherwise noted standard turn times will be as follows:

I. Toxicity – maximum turn time 20 days