A07-Attach_5_Report_Rqmnts_&_Dlvrbls.docx

ATTACHMENT 5: REPORTING REQUIREMENTS AND DELIVERABLES

The Contractor shall provide reports and other deliverables as part of its sample data package. Contractor data packages shall include the following documentation:

1. Final Data Package (Submitted via PDF) – Data package shall comprise the following items:

0. Invoice for Services Rendered – Contractor shall submit original invoice as a separate attachment from rest of package.

0. Case Narrative – A summary description of the analytical operations that occurred during sample receipt and analyses. Case narrative should include quality control activities and corrective actions taken by lab personnel to address QC failures identified during sample analysis

0. Data qualifiers definition page.

0. Analysis report forms – These forms contain the results from measurement of those chemical parameters that are requested and specified in the Pickup Order/Delivery Order. Data are to be identified by the APHC Lab ID number and the corresponding field number. The analysis report forms shall also contain sample extraction date, sample analysis date, the method employed, and any data qualifiers by analyte.

0. Sample Receipt Documentation – sample receipt logs, temperature logs, pickup order forms, COC forms.

0. Quality Control Data Summary – This section shall include a summary of the QC data and evaluation of the data (recoveries, RPDs, etc) from laboratory control samples, spikes, duplicates, blanks, etc.

0. Raw data for all analysis measurements to include the following:

(a) Calibration data. This includes standard concentrations (initial and final), information regarding the preparation of working standards, calibration standard raw data (chromatograms, etc), the correlation coefficient, and tuning data.

(b) Instrument raw data (chromatograms, summary reports, etc) for all field and QC samples, clearly showing the parameter analyzed, method description, date of analysis, sample ID, dilution factor, identification of any manual integration, and runs selected for reporting.

(c) Sample preparation bench sheets showing sample masses, initial volumes, final volumes, etc (as applicable).

(d) Calculation Sheets (showing example calculations) clearly describing information pertinent to particular analysis (i.e. data calculations, units, final values, etc.)

(e) Copies of the appropriate logbook pages (sample preparation, moisture determination (if applicable), etc).

(f) Reported data shall be rounded off to two significant figures.

(g) Example Calculations – An example Calculation of each analysis being reported to demonstrate the process by which the final result was calculated.

(h) Use of MDLs, quantitation/reporting limits, and estimated values. Note the discussion in the next paragraph below does not apply to dioxin/furan reporting since dioxin/furan methods have a specific reporting format (using sample specific estimated detection limits (EDL), etc.). For dioxins/furans, estimated values (J-flagged as estimates) shall be reported between the EDL and quantitation limit (in both pdf report and EDD).

The contract laboratory must have the ability to report (pdf and EDD) results between the MDL and quantitation limit (QL) (or reporting limit). This will be the default reporting procedure. For these values, the Contractor shall:

· Ensure that any reported value between the MDL and QL meets method criteria for target compound/analyte identification.

· If target analyte identification criteria have been met, report the result (between the MDL and QL) in both the hard copy and EDD.

· For both the pdf copy and EDD, a J qualifier shall accompany these results, with the J flag indicating an estimated result.

· If a result is identified as a non-detect (because the result is below the MDL or due to other method requirements (target analyte criteria not being met, etc.), the EDD shall contain a “0” in the quantitative_result field. For the pdf copy, the laboratory’s standard identification for non-detects may be used (ND, <QL, etc). In the case of non-detects, a U flag shall accompany the data (pdf copy and EDD). Non-detects must not be reported as ‘less than’ or ‘non detect’ at the MDL.

Note: All complete data packages shall be archived at least five years after approval of data package by COR/Technical Representative.

A. PDF Instructions for the Complete “FINAL” Data Package – This PDF document will include the entire data package as described above, minus the invoice. Please provide the invoice via PDF as a separate file from Final report. Final package PDF and invoice PDF are emailed to the following address:

usarmy.apg.medcom-phc.mbx.dls-contract-hardcopies@mail.mil These will be due no later than 2:00 PM East Standard Time on the due date specified on the Pick up Order. Naming convention of hard copy file and invoice should at least include USAPHC Pick up Order number.

1. ELECTRONIC DATA DELIVERABLE (EDD) - The electronic data deliverable (EDD) and hardcopy report (pdf) are REQUIRED to be derived from the same data source. Information (sample numbers, field numbers, etc) and data (analytical results, units) must match. The process that generates the hard copy and EDD is REQUIRED to be validated to demonstrate that the process provides identical information and data.

Analytical Contract Lab Electronic Data Deliverables (EDD) Specifications Tab Delimited File Format Electronic Data Deliverable (EDD)

The electronic copy of the Data Package is commonly referred to as the contract Electronic Data Deliverable or EDD.

The electronic data deliverable (EDD) and hardcopy reports are required to use and have the same information (sample numbers, field numbers, etc.) and data (analytical results, units). The process that generates the hard copy and EDD is required to be validated to demonstrate that the process provides identical information and data.

The EDD will contain quantitated results in appropriate units, or reporting limits, for the requested chemical parameters. Sample data shall be identified by US Army PHC lab numbers. Please note that the contractor shall transfer the data electronically from their lab to the US Army PHC lab using the file format described below:

EDD Naming Convention

The database containing the EDD should be named using the following format:

Pickup Order #.txt

Example 1. The EDD for Pickup Order 112 would be as follows:

P112.txt

Contents of the tab delimited EDD file

The following table lists the fields in the tab delimited file along with the data type, the maximum size in characters and a description. Note: The EDD file shall contains only data, DO NOT include a header row consisting of a list of the field names.

Tab Delimited EDD Line Specifications:

File Delivery

The EDD file should be emailed to the following address:

usarmy.apg.medcom-aphc.mbx.dls-contract-data@mail.mil

Questions or comments regarding this guidance should be addressed to the COR.