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Performance-Based Work Statement
Analytical Control Facility

Organic Contract

October 2012-December 2017


Table of Contents

Part 1 - General Information

Part 2 - Definitions and Acronyms

Part 3 - Quality Control / Quality Assurance

Part 4 - Government Furnished Property Equipment, and Services

Part 5 - Contractor Furnished Items and Services

Part 6 - Specific Tasks

Part 7 - Reports

Part 8 - Services Summary


PART 1 - GENERAL INFORMATION

1.0.   General:   This solicitation will result in contracts to provide Technical Science- Analytical Services in Support of the Fish and Wildlife Service.  The primary goal of the Fish and Wildlife Service (Service), a Bureau of the Department of the Interior, is the conservation and sound management of sport fishery and wildlife resources for the benefit of present and future generations of Americans. Attainment of this goal requires continual collection, analysis and synthesis of new information on which wise and timely management decisions can be based. As a part of this decision making process, the Service has the responsibility for determining the effects of environmental contaminants on organisms and their habitats. A significant part of this responsibility requires the determination of trace amounts of organic compounds in fish tissue, wildlife, invertebrates, plants, water, soil, and sediments.
1.1.   Description of Services/Introduction:  The Service is seeking analytical capability to perform organic analyses especially organochlorine pesticides and PCB analyses, as well as other organic analyses, in soil, sediment, animal or plant tissues, and water. The Service is fully aware that there may be no technically qualified analytical lab available which can accommodate the annual estimated quantity of samples stated herein (especially when the seasonal nature of the sample submissions is considered). Moreover, it is possible that the number of samples may be significantly higher during some years because of year to year inconsistencies in demand and available funding. Therefore, the Service is prepared to award multiple contracts in order to assure that there will be sufficient analytical capability to meet the estimated annual need. 
Due to the ever changing analytical needs the Service will be awarding contracts to analytical labs that can perform all the required analyses as well as to analytical labs that may not provide all the Mandatory analyses in “Section 1.4.2-4” but have proven proficiency in performing analyses of some of the Non-Mandatory analyses referred to in “Section 1.4.8”.
1.2.  Background: As the Nation's principal conservation agency, the Department of the Interior has responsibility for most of our nationally owned public lands and natural resources. This includes protecting our fish and wildlife, preserving the environmental and cultural values of our nation's parks and historical places, and providing for the enjoyment of life through outdoor recreation.
Some studies conducted by the Service may be used in litigation cover a wide spectrum of contaminant problems and geographic areas. These include studies involving organic compounds derived from agriculture, mining, energy development, industrial, and other activities. Because of the diversity of studies and the unique requirements of individual studies, "catalogs" of samples submitted for analyses may vary considerably.

    • Objectives: 

1.3.1. In accordance with the requirement listed herein, the Contractor shall be responsible for all aspects of this effort and shall furnish all necessary services, materials, labor, and supplies not otherwise indicated to be furnished by the Government.
1.3.2. The contractor must have available, all of the equipment required to perform the analyses as proposed. This will include Gas Chromatographs, Gas Chromatograph/Mass Spectrometers as well as the equipment needed to prepare the samples for analyses and the freezer capacity to store the samples before and after the analysis.
1.3.3. Due to the nature of the field sample collection season, most of the samples submitted, under this program, arrive at the laboratory over a very short period of time each year. The laboratory should not plan on even sample submissions over the course of the year. The Service has tended to issue over 60% of its analytical delivery orders during the months of July, August and September. The samples tend to arrive within 30 days of the issuance of the delivery order. Submissions tend to drop to near zero during October, November, and December, and slowly increase starting in late January. A large freezer capacity is needed to store the samples and offerors should be prepared to perform analyses within the required time-frames. The lab daily capacity for sample processing should be included in the proposal.
1.3.4.   Extracts/digests of samples submitted for analysis will be retained for one year after the analytical report is accepted. The contractor will be required to store up to one year, all un-analyzed portions of samples (up to 200g) submitted for analysis during the period of performance until disposition is approved by the Service Contracting Officer Technical Representative (COTR). Method of storage will be by freezing at or below -20 degrees Celsius. Disposition includes either disposal or return to the submitter.
1.3.5.   Often the contractor will receive samples that will require additional analyses to be performed at another laboratory. In these cases the contractor is required to homogenize the samples and forward, at government expense, the appropriate subsample, to the other laboratories within three weeks after receiving the samples. Samples are "received" when all of the following criteria have been satisfied as stated in Section 6.1.1.
1.3.6.   The Contractor’s technical proposal will be incorporated herein by reference into any contract awarded as a result of this solicitation. In the event of a conflict between the provisions of the technical proposal and any other clause of this contract (including, but not limited to, the statement of work), the conflict shall be resolved in accordance with FAR 52.215-33, Order of Precedence.
The detailed technical content of the proposal is an important factor in the selection of the Contractor for award of this contract. It is agreed therefore, that in the performance of this contract, the Contractor shall not deviate from the approved methodologies without the prior approval of the COTR. If it is necessary for the Contractor to deviate from the approved procedures in order to comply with the requirements of this contract, the contract shall be modified at the discretion of the Government at no increase in cost/price or extension of the delivery schedule.
1.4.   Scope of Work:
1.4.1.   The contractor is required to analyze the samples in a manner that meets the quality controls standards stated herein. Deviations from the contractor’s approved methods will require the prior approval of the COTR.
1.4.2  Organochlorine Scan:
Offeror will fully describe the methods to be used for analysis, and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction (Soxhlet for tissues and sediments/soils, and mixing for water), cleanup (Gel Permeation Chromatography and/or Florisil column chromatography), separation of pesticides from PCBs (Silica gel column chromatography) and quantitation by capillary gas chromatography with electron capture detection and confirmation by mass spectrometry.
1.4.2.1  An organochlorine scan shall include quantitation of the following compounds:


pp'-DDE 

alpha BHC

gamma chlordane

pp'-DDD

beta BHC

cis-nonachlor

pp'-DDT

gamma BHC

trans-nonachlor

op'-DDE

dieldrin

endrin

op'-DDD

heptachlor epoxide

mirex

op'-DDT

oxychlordane

toxaphene

HCB

alpha chlordane

PCB-TOTAL

1.4.3  Quantitation of Individual Aroclors
Upon request, the contractor will analyze PCB fraction and provide quantitation of PCB’s as Aroclor 1242, 1248, 1254, and 1260.
1.4.4  Congener Specific PCB Scan
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction, cleanup (including carbon column for planer PCB’s) and quantitation by Capillary Gas Chromatography with Electron Capture Detection and/or by Mass Spectrometry.
An Individual Congener scan shall include quantitation of all of the PCB Congeners. It is understood that some co-elutions will occur. Offeror should specify which congener co-elutions are expected using their method. PCB congeners will be designated using the Ballschmiter-Zell numbering system.
This analysis will usually be ordered with the Organochlorine Scan but on rare occasions it may be ordered by itself. If ordered in conjunction with an organochlorine scan, it is assumed that much of the sample preparation work would only be done once and a discount would be offered.
1.4.5 Additional Required Determinations

  • Each analysis of a tissue sample will include quantitation of the percent lipid.
  • All samples shall be pre-weighed before homogenization providing an initial whole weight. If this step could not be performed, a justification should be provided in the case narrative.
  • For each non-water sample, the percent moisture will be determined.
  • All sample preparation and analysis must be performed within the EPA required holding times.
  • Upon request, the contractor is required to analyze soil/sediment samples for Grain size reported as a minimum percent clay, sand, and silt (other breakdowns which are not mandatory may also include gravel, coarse sand, fine sand and etc…).  The contractor is also required to analyze soil/sediment for Total Organic Carbon.

1.4.6   Full Data Report
Upon request, the contractor will provide a paper report that includes copies of all raw data. The report will include copies of all records related to the analysis that exists at the laboratory. Specifically any existing documents related to receipt of the samples, logs on sample storage and preparation, reports on instrument calibration, instrument printouts, calculation sheets, data summaries, internal QC documents, analyst notes or any other information about the sample in question. The request for a full data report can be made before or after the analysis.
1.4.7. Rapid Turnaround
Upon request, the contractor will provide analysis on a rapid turnaround basis for an additional charge. Rapid turnaround requires the final report to be submitted to the Service within 20 calendar days of receipt of the samples whereas the normal turnaround time is 75 days.

      • Non-Mandatory Analyses; Periodically the Service has a need for other organic determinations.

1.4.8.1 Aliphatic and Aromatic Hydrocarbon Scans
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction, separation of aliphatics from aromatics (silica/ alumina column chromatography), and quantitation aliphatics by Capillary Gas Chromatography using Flame Ionization Detection and quantitation of aromatics by Gas Chromatography/Mass Spectrometry using Selected Ion Monitoring.
1.4.8.1a An aliphatic scan shall include quantitation of the following compounds:


n-decane

n-undecane

n-dodecane

n-tridecane

n-tetradecane

n-pentadecane

n-hexadecane

n-heptadecane

n-octadecane

n-nonadecane

n-eicosane

n-heneicosane

n-docosane

n-tricosane

n-tetracosane

n-pentacosane

n-hexacosane

n-heptacosane

n-octacosane

n-nonacosane

n-triacontane

n-hentriacontane

n-dotriacontane

n-tritriacontane

n-tetratriacontane

Pristine

phytane

 

1.4.8.1b An aromatic scan shall include quantification of the following compounds:


naphthalene

C1-naphthalenes

C2-naphthalenes

C3-naphthalenes

C4-naphthalenes

biphenyl

acenaphthalene

acenaphthene

fluorene

C1-fluorenes

C2-fluorenes

C3-fluorenes

phenanthrene

anthracene

C1-phenanthrenes

C2-phenanthrenes

C3-phenanthrenes

C4- phenanthrenes

dibenzothiophene

C1-dibenzothiophenes

C2-dibenzothiophenes

C3-dibenzothiophenes

fluoranthene

pyrene

(C1-fluoranthenes+C1-pyrenes)

benz(a)anthracene

chrysene

C1-chrysenes

C2-chrysenes

C3-chrysenes

C4-chrysenes

benzo(b)fluoranthene

benzo(k)fluoranthene

benzo(e)pyrene

benzo(a)pyrene

perylene

indeno(1,2,3-cd)pyrene

dibenz(a,h)anthracene

benzo(g,h,i)perylene

2-methylnaphthalene

1-methylnaphthalene

2,6-dimethylnaphthalene

2,3,5-trimethylnaphthalene

1-methylphenanthrene

 

1.4.8.2 Organophosphate and Carbamate Pesticides
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction, and quantitation by Capillary Gas Chromatography using a Nitrogen-Phosphorous Detector for carbamates and Flame Photometric Detector for organophosphates.
1.4.8.2a Organophosphate Scan
An organophosphate scan shall include quantification of the following compounds:


acephate

azinphos-methyl

chlorpyrifos

coumaphos 

demeton

diazinon

dichlorvos

dichrotophos 

dimethoate

disulfoton

EPN

ethoprop

famphur

fensulfothion

fenthion

fonofos

malathion

methamidophos

methyl parathion

mevinphos

monocrotophos

parathion

phorate

terbufos

trichlorfon

     

1.4.8.2b Carbamate Scan
A carbamate scan shall include quantitation of the following compounds:


aldicarb

carbaryl

carbofuran

methiocarb

methomyl

oxymyl

1.4.8.3 Dioxin and Furan Analysis
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction, cleanup, and quantification by High Resolution Gas Chromatography-High Resolution Mass Spectrometry. Offeror should propose a full Dioxin/Furan scan which includes:


2,3,7,8-TCDD

1,2,3,7,8-PeCDD

1,2,3,7,8,9-HxCDD

1,2,3,6,7,8-HxCDD

1,2,3,4,7,8-HxCDD

1,2,3,4,6,7,8-Hp-CDD

OCDD

2,3,7,8-TCDF

1,2,3,7,8-PeCDF

2,3,4,7,8-PeCDF

1,2,3,7,8,9-HxCDF

1,2,3,6,7,8-HxCDF

1,2,3,4,7,8-HxCDF

2,3,4,6,7,8-Hx-CDF

1,2,3,4,6,7,8-Hp-CDF

1,2,3,4,7,8,9-HpCDF

OCDF

 

A simplified scan of 2,3,7,8 TCDD & 2,3,7,8-TCDF should also be offered.

1.4.8.4 Polybrominated Diphenyl Ethers
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. PBDE scan is required to include PBDE 209. Generally quantitation is performed using Gas Chromatography-Mass Spectrometry.  The recommended PBDE Scan includes quantification of the following: 


PBDE 17

PBDE 99

PBDE 183

PBDE 28

PBDE 100

PBDE 190

PBDE 47

PBDE 128

PBDE 203

PBDE 66

PBDE 138

PBDE 206

PBDE 71

PBDE 153

PBDE 209

PBDE 85

PBDE154

 

1.4.8.5 Perfluorinated Compunds
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. The most requested is Perfluorooctane Sulfonate (PFOS).  Generally quantitation is performed using LC/MS. Recommended Perfluorinated Compounds are as follows. 


PFHeA

PFNA

PFBS

PFHxA

PFDA

PFHxS

PFHpA

PFUnA

PFOS

PFOA

PFDoA

 

1.4.8.6 Endocrine Disruptor/Pharmaceutical & Personal Care Products
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally quantitation is performed using LC/MS.  The recommended analyte list includes quantification of the following: 


Acetominophen

Progesterone

Gemfibrozil

Estrone

Atrazine

Sulfamethoxazole

Ibuprofen

Bisphenol A

Caffeine

Testosterone

Naproxen

17 alpha estradiol

DEET

Trimethoprim

Iopromide

17 beta estradiol

Diazepam

Methadone

Triclosan

Meprobamate

Hydrocodone

Siclofenac

Salicylic Acid

Pentoxifyline

Oxybenzone

Dilantin

Estriol

Fluoxetine

1.4.8.7 Alkylphenols
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally quantitation is performed using GC/MS. 

1.4.8.8 Chlorinated PCBs by HRGC/HRMS
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction and cleanup and quantitation by High Resolution Gas Chromatography-High Resolution Mass Spectrometry.
An Individual Congener scan shall include quantitation of all of the PCB Congeners. It is understood that some co-elutions will occur. Offeror should specify which congener co-elutions are expected using their method.
1.4.8.9 WHO 12 Chlorinated PCBs by HRGC/HRMS
Offeror will fully describe the methods to be used for analysis and must supply evidence that such methods meet the quality control standards stated below. Generally methods involve solvent extraction and cleanup and quantitation by High Resolution Gas Chromatography-High Resolution Mass Spectrometry.
An Individual Congener scan shall include quantitation of the following PCB Congeners.


PCB 81

PCB 118

PCB 126

PCB 157

PCB 77

PCB 114

PCB 167

PCB 169

PCB 123

PCB 105

PCB 156

PCB 189

1.4.8.10 Other Non-Mandatory Analyses
On occasion the Service has a need for other organic determinations. These have included:      


Chlorphenoxy Acid Herbicides

Total Petroleum Hydrocarbons

Volatile Organics

SemiVolatile Organics

Organotins

Oil and Grease

Atrazine Metabolites

Polychlorinated Terphenyls

Triazine Herbicides

Explosive/Munitions

Aromatic Metabolites in Bile

HRGC/MS PBDEs

It is not required that an offeror provide these Non-Mandatory services, but if any offeror desires to do so, they should provide method descriptions and prices. The non-mandatory section is not limited to the listed analytes and procedures. Offerors should include in their proposal any organic analyses they wish to offer the Service

1.4.8.11 Additional Analyses Proposed
Also, offerors may propose additional analytes and/or previously listed analytes at lower detection limits. Any method that is routinely performed and would be considered an organic analysis can be offered. Methods, prices, detection limits and quality assurance data should be provided for each matrix.
1.5.  Period of Performance:  The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month Option Years beginning at the date the contract is awarded.

1.6.  General Information: 

      • Quality Control/Quality Assurance:  The contract shall develop and maintain an effective quality control/quality assurance program to ensure services are performed in accordance with the FWS.  The contractor shall implement procedures within the guidelines of the Statement of Work (Part 3) in order to prevent and ensure non-recurrence of defective services.  The contractor’s quality control/quality assurance is the means by which the analytical lab assures that their work complies with the requirement of this contract.  The contractor’s QA/QC plan shall follow the guidelines include in Part 3 of this statement of work.  The quality control/quality assurance plan shall be submitted as part of the analytical proposal. 
      • Place of Performance:  The work to be performed under this contract will be performed at various analytical facilities.
      • Special Qualifications:   The contractor shall be responsible for ensuring all employees possess education and experience qualifiers for each labor category needed for this project.
      • Post Award Conference/Periodic Progress Meetings:  The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.  The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance.  At these meeting the Contracting Officer will apprise the contractor of how the Government views the contractor’s performance and the Contract will apprise the Government of problems, if any, being experienced.  Appropriate action shall be taken to resolve outstanding issues.  These meetings shall be at no additional cost to the government.
      • Contracting Officer’s Representative (COR):  The (COR) will be identified by a separate letter.  The COR monitors all technical aspects of the contract and assists in contract administration.  The COR is authorized to perform the following functions:  assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretation of technical requirements; monitor Contractor’s performance and notifies both the Contracting Officer and Contractor of any deficiencies, A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitation of the COR, especially with regard to changes in cost or price, estimates or changes in deliver dates.  The COR is not authorized to change any of the terms and condition of the resulting order.
      • Key Personnel:  The following personnel are considered key personnel by the government:  Contract Manager/Alternate Contract Manager.  The contractor shall provide a contract manager who shall be responsible for the performance of the work.  The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer.  The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.
      • Data Rights:  The Government has unlimited rights to all documents/material produced under this contract.  The documents and materials may not be used or sold by the Contractor.  The Contractor shall request permission to publish or make public any data relating to this contract.

PART 2 - DEFINITIONS AND ACRONYMS

2.0.  DEFINITIONS
2.1.  DEFINITIONS:  As used throughout this SOW the following terms shall have the meaning set forth below:
2.1.1. ACF- The Analytical Control Facility (ACF) is a U.S. Fish & Wildlife Service (Service) field station, under the Division of Environmental Quality.  ACF is dedicated to providing high quality environmental chemistry support to the Service and other Department of Interior Bureaus.
2.1.2. Analyte- A substance or chemical constituent that is determined in an analytical procedure.
2.1.3. Blank Spike- An analytical control sample consisting of all reagents that are included with a group of samples and has been spiked with a known quantity of the analyte(s) of interest.
2.1.4. Blank Spike Duplicate- A duplicate of an analytical control sample consisting of all reagents that are included with a group of samples and has been spiked with a known quantity of the analytes(s) of interest.
2.1.5. Catalog- A catalog is essentially a work request to have a number of samples analyzed for environmental contaminants.  ECDMS (See 2.1.7) is used to create a catalog when a submitter needs to have a set of samples analyzed for environmental contaminants.  Catalogs contain biological and site specific information about the requested analysis, cost code information, and special handling or processing that is needed.
2.1.6. COTR-Contracting Officer Technical Representative
2.1.7. ECDMS (Environmental Contaminants Data Management System)- A Web based application that is part of the Environmental Conservation On-line System (ECOS) suite of applications used by the Service.  ECDMS is used to store biological, geographical, chemical and administrative data from samples collected to assess environmental pollution.  This system allows environmental contaminant biologists and other USFWS personnel to both store and retrieve contaminant data on fish and wildlife and their supporting habitats.
2.1.8. Lab Generated Sample- A sample that is created in the lab that is usually clean of analyte and can be used for a blank, duplicate or spiking.
2.1.9. Matrix/Matrices- The components of the sample other than the analyte.  Matrices included in this contract are tissue, soil/sediment, plant and water.
2.1.10.   Matrix Duplicate - An intra- laboratory split of the same sample from a group. They are used to document the precision of a method in a given sample matrix. 
2.1.11.   Matrix Spike - A sample from the analytical group consisting of all reagents included with a group of samples and has been spiked with a known quantity of the analyte(s) of interest.
2.1.12.   Percent Moisture - The quantity of water in a mass; expressed in percentage by the weight of water in the mass.
2.1.13.   Spiked Duplicate or Matrix Spike Duplicate - Intra- laboratory split samples spiked with identical concentrations of target analytes(s).  The spiking occurs prior to sample preparation and analysis.  They are used to document the precision and bias of a method in a given sample matrix.                                     
2.1.14.   Whole weight - The original mass of sample that was received at the analytical lab before homogenization.


PART 3 - QUALITY CONTROL/QUALITY ASSURANCE

3.0.  Quality Control/Quality Control
3.1.1.   Offerors must supply a copy of a quality assurance plan which describes the steps used to assure a valid analysis. The operation of the laboratory must be in conformance with applicable portions of the Good Laboratory Practices regulations as stated in 40 CFR,part 160. Specifically:
SUBPART B Organization & Personnel

  • 160.29 a,b,d,e
  • 160.31 a,b,d,e,f
  • 160.33 b,c,f
  • 160.35 a,b.6

SUBPART C Facilities

  • 160.41
  • 160.51

SUBPART D Equipment

  • 160.61
  • 160.63 a,b,c

SUBPART E Testing Facilities Operation

  • 160.81 a(SOPs must exist and deviations must be documented),b.3,b.5,b.11,c
  • 160.83

SUBPART G Protocol for and Conduct of a Study

  • 160.130 e

SUBPART J Records and Reports

  • 160.185 a.6 (see reporting requirements)

Additionally, the plan must address the following topics and meet any minimums listed (for the purposes of this program, all samples are treated as one of four matrices, animal tissue, plant material, soil/sediment, or water):
3.1.2.   Assuring a Valid Sample.

  1. Sample validation upon receipt: condition, identification, and integrity.
  2. Storage requirements: time and conditions before and after analysis.
  3. Maintaining the Chain of Custody of the samples.
  4. Actions required if problems arise in A or B above must be clearly defined in Standard Operating Procedures. Especially if a storage system failure occurs

3.1.3.   Assuring a Valid Measurement Process.

  1. Only validated methods should be used. Validation includes, at a minimum:
    1. Calculation of the Method Detection Limit for each analyte in each matrix.
    2. Documentation that minimum acceptable precision has been achieved.
    3. Documentation that minimum acceptable accuracy has been achieved.
    4. Standard Operating Procedures must be up-to-date, and followed.
    5. A state of control must be demonstrated through control charts covering both precision and accuracy
  2. Instrument Calibration.
    1. Standards must be "in-date" as defined in a Standard Operating Procedure.
    2. Standard curves must be run for each analyte where practical. SOP’s will clearly state when quantitation of an analyte is based on the instrumental response of another.
    3. Standard curves must be established with at least three points, in addition to zero.
    4. Linearity must be established with a regression coefficient of >.995
    5. Mid-range calibration standards must be analyzed after every tenth sample and the last injection of any run must be a standard.
    6. Standard curves must be analyzed at the beginning and end of a run, and at least daily for multi-day runs.
  3. Samples must be quantified within the demonstrated linear range for the analytical run.
  4. Limit of detection measurements must be made at least annually. This limit is considered the minimum limit of detection. It is recognized that on an infrequent basis, it may be necessary to adjust detection limits upward to account for interferences in the samples. In such cases the lab will consult with the COTR.
  5. Control charts demonstrating a state of control in both precision and accuracy will be established and maintained for each matrix. These charts may be requested at any time by the COTR.

3.1.4.   Assuring Precision.
Samples will be analyzed in duplicate at a rate of 5%, with at least one duplicate per matrix per analytical run. This requirement is waived when there is insufficient sample to perform a matrix duplicate analysis.  During this occurrence the lab is required to include a spiked blank duplicate (spiked duplicate/lab generated duplicate) to assure precision of the data set.
3.1.5.  Assuring Accuracy.

  1. At a rate of 5 %, with at least one spike per matrix per analytical run, a sample will be fortified with a known quantity of analyte and analyzed as part of the run. The spike level should be between 10 and 50 times the limit of detection, or the expected analyte concentration, whichever is higher. If there is insufficient sample to analyze a spike of the submitted samples, the laboratory is required to include a spiked blank/lab generated spike to assure accuracy of the data set.
  2. At a rate of 5%, with at least one per analytical run, a procedural blank will be analyzed.

3.1.6.   Limits of Detection
For the purposes of this contract, the Limit of Detection is the "Method Limit of Detection" as described by the Environmental Protection Agency in 40 CFR Part 136, Appendix B. In summary, the limit of detection is defined as the Student's t for 99% confidence times the standard deviation of seven replicate measurements of the same low level sample.
The following is a list of the analytes to be determined under the Organic contract and the minimum acceptable limit of detection in tissues, soils/sediments, and water for that scan. The minimum acceptable limit assumes an adequate weight of sample was submitted for analysis.

Minimum Acceptable Limits of Detection


Analytes

Tissue(a)

Soil/Sediment(b)

Water(a)

Single Component Organochlorines/PCB’s (c)

0.01

0.01

0.001

Multiple Component Organochlorines/PCB’s (d)

0.05

0.05

0.005

PCB Congeners

0.00001

0.00001

e

Aliphatic Hydrocarbons

0.01

0.01

0.001

Aromatic Hydrocarbons

0.01

0.01

0.001

Organophosphate/
carbamate pesticides

0.05

0.05

0.0005

2,3,7,8-TCDD and TCDF

 0.000001

0.000001

e

Other Dioxins and Furans

 0.000010

0.000010

e

Polybrominated Diphenyl Ethers

0.010

.0010

e

(a) Parts per million (Wet Weight)
(b) Parts per million (Dry Weight)
(c)Such as p,p'-DDT
(d) Such as toxaphene or PCB-TOTAL or PCB-1254
(e) As low as possible (to be determined when and if samples are submitted)
Offerors should list the Limits of Detection routinely obtained in their laboratory for all elements for which analyses are routinely performed.

      • Precision and Accuracy Acceptance Criteria

The principal measure of accuracy used to assess the quality of data submitted will be the recovery of spiked analyte. The average recovery of most organochlorine, organophosphate, and carbamate pesticides, PCBs, aliphatic and aromatic hydrocarbons from spiked tissue should be between 80 and 120 percent. The average recovery of Dioxins, Furans and individual PCB congeners from spiked tissues should be between 60 and 110 percent.
Additionally, when charted, the spike recoveries must indicate that the procedure is in a state of control. Approximately 95% of the points should be within 2 standard deviations of the mean. In computing the averages, only valid spikes will be used. In a valid spike, the amount of analyte added is at least as much as was present in the sample originally. It is understood that some of the more volatile analytes, such as HCB or naphthalene, will not meet this criterion. In the proposal, the offerer should list those compounds for which the proposed method will not meet this requirement.
Separate charts are to be maintained for each matrix and for each analyte.
The principal measure of precision will be the average relative percent difference (RPD) between duplicates. It is understood that an acceptable RPD will change depending on the proximity of the analyte concentration to the limit of detection. Data reported under this contract will be evaluated according to the table below based on the average analyte concentration of the duplicate pair.
Duplicate Analyses Acceptance Criteria


Concentration
(Mutiples of LOD)

Maximum Acceptable Average Relative Percent Difference

Pesticides

Petroleum Hydrocarbons

Dioxins/Furans

0-2 * LOD

200%

200%

200%

2-10 * LOD

17.3%

17.3%

43.3%

>10 * LOD

8.64%

8.64%

20.1%

Additionally, when charted, the RPD’s must indicate that the procedure is in a state of control. Approximately 95% of the points should be within 2 standard deviations the mean.
Separate charts are to be maintained for each matrix and for each analyte. Separate charts can be maintained for each concentration group or, alternatively, a Range Ratio chart can be maintained.

  • Average moisture and lipid RPD’s should be less than 5%
  • Average Total Organic Carbon RPD’s should be less than 10%
  • Average grain size RPD’s should be less than 20%

In computing the Relative Percent difference, if the concentration of analyte is less than the limit of detection, take 50% of the limit of detection for use in the calculation.
In addition to the quality control performed in conjunction with the actual analyses, the Service will on a periodic basis send proficiency check samples to the laboratory. These samples may or may not be labeled as such. The contractor will be paid for performing these analyses. Any group of samples analyzed by the contractor is subject to call back to the Service for reanalysis in one of its own laboratories. The service will, on occasion, request copies of all raw data for the purpose of conducting a data audit. It is a requirement that the contractor take whatever steps are necessary to correct any deficiencies uncovered.
Contractor shall provide copies of control charts to the COTR on request.
Inspections of the facilities or site audits (both announced and unannounced) will be made at the discretion of the Service.
Confirmation of Analyte Identification by Mass Spectrometry
It is required that the identity of compounds analyzed by gas chromatography (unless the detection is by mass spectrometry) be analyzed by mass spectrometry, for the purpose of confirming analyte identification at a rate such that both of the following are met.

  • 10% of the samples in a single submission are analyzed
  • One (1) sample per matrix is analyzed

If all of the analytes are less than the detection limit for performing the mass spec confirmations, this requirement is waived. The maximum acceptable mass spectrometric limit of detection is ten times the limit stated above for the various analytes.
Confirmations should be based on GC/MS by Electron Impact (EI) Mass Spectrometry using full scanning or multiple ion scanning with 3 or more ions monitored. It is assumed that the analyst possesses the chemical being confirmed and that all comparisons are made with analyses of the specific material.
To report an analyte as "CONFIRMED", the spectrum must contain at least three of the major ions. It is usually best that these be the heavier ions since these are less likely to be subject to interference. For the above ions to be accepted, their mass chromatographic peaks should be at least three times the background noise, they must be coincident with each other and match the retention times of the standard run under the same conditions. The relative abundances of the three selected ions must be within 30% of the expected abundances of these ions as determined from analysis of a standard of the compound run on the same instrument and under the same conditions. The three ions must be either selected from separate and unique isotopic cluster groups or if they are within a cluster group the isotopic peaks should be in the correct proportions and the isotopic ratio tolerance match to the standard should be no greater than 20%.
A concentration estimate should accompany the spectral determination and it should be within an order of magnitude of the concentration reported using gas chromatography.
To report an analyte as "TENTATIVELY CONFIRMED" the spectrum must contain at least two of the more abundant ions. For the above ions to be accepted their mass chromatographic peaks should be coincident with each other and match the retention time of the standard run under the same conditions. One of the two ions must be the highest mass which occurs at > 20% of the base peak. The two ions must be selected from either separate and unique isotopic cluster groups or, if they are within a cluster group, the isotopic peaks should be in the correct proportions.
A concentration estimate should accompany the spectral determination and it should be within an order of magnitude of the concentration reported using gas chromatography.
If an analyte appears to be present at a concentration higher than the limit of detection for mass spectrometry, based on gas chromatography and provided that the identity of that compound cannot be confirmed or tentatively confirmed by mass spectrometry, it should be assumed that the result from gas chromatographic analysis is due to an interference. The report should be adjusted (for all samples controlled by the mass spectral sample in question) to read < the former result. The detection limit is redefined as the apparent concentration due to the interference.
3.1.8.   Corrective Actions
It is required that whenever a quality control sample does not meet the standards listed above, that the procedures be reviewed by the contractor in an attempt to ascertain the cause of the error. If errors are found, the analyses shall be repeated from the point of the error. If no errors can be found and the quality control failure appears to indicate that most of the scan is questionable, the analyses shall be repeated. If it appears the quality control failure impacted a small number of the analytes within the scan, the Fish and Wildlife Service Quality Assurance Officer shall be contacted for a decision. Any corrective action must be applied to all samples analyzed concurrently with the sample which initiated the action.
It cannot be stated strongly enough that simply flagging quality control errors is NOT a sufficient action.
3.1.9.   Access to Methods Used
Much of the data provided under the contract will be submitted as part of a scientific publication and/ or used in litigation. It is required that successful offerors provide the Service with either a literature citation that completely describes the methods used or provides the Service with an electronic copy of the procedures used which will be published by the Service on the World Wide Web.


PART 4 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

4.  GOVERNMENT FURNISHED ITEMS AND SERVICES:
4.1.  The Government will list items and services provides by the Government for each task order.


PART 5 - CONTRACTOR FURNISHED ITEMS AND SERVICES

 
5.  CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:
5.1.  General:  The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under PART 4 of this SOW and the following.
5.1.1.   Hard-copy publications and/or e-files of papers, reports, findings, manuals, proceedings and/or other documents, as appropriate and requested.


PART 6 - SPECIFIC TASKS

6.  SPECIFIC  TASKS:
6.1.1. For each individual catalog all samples:

  • Even if shipped in different boxes, arrive at the laboratory intact (not broken) and properly labeled.
  • Shall have the sample identification number as listed in the ECDMS “Working Catalog Report”.
  • Shall match the work described in the delivery order.
  • The lab provides the Service with a lab integrity report indicating when the samples were received, any problems encountered and how they were resolved (for example, broken sample jars, unmatched sample labels, and etc.), and the lab approval date. 

6.1.1a   Sample Types
Sample types to be submitted include:

  • Animal tissues (whole bodies or organs, fish, wildlife, blood, serum, invertebrates and eggs)
  • Plants
  • Sediment/Soil
  • Water
  • Other matrices will at times be submitted

6.1.2.   Sample Homogenization
The Contractor must be capable of homogenizing samples with the following wet weight ranges:

  • Animal or plant matrices - up to 5 kg
  • Soil or sediment - up to 5 kg

While most samples will weigh from 30 g to 1 Kg, on occasion samples may exceed the ranges listed above. If problems occur in homogenizing such samples, advice is available from the COTR. Samples should be homogenized so that replicate analyses meet the criteria listed under Quality Control Section.


PART 7 - REPORTS

7.0.   Reports
7.1.    Lab Integrity Report.
For each catalog (set of samples) received, the lab is required to provide the Service with a lab integrity report consisting of the following:

  • Lab Receipt Date – The date that the samples were received at the lab.  This includes samples received from other labs as aliquots.
  • Any problems encountered with regard to the samples, paper work, sample integrity, sample labels, missing samples, broken samples, and so forth.
  • How any problems encountered were resolved.
  • Lab Approval Date – The date that all aspects of the catalog and samples are correct and all problems have been resolved.
  • The initial lab integrity report with the lab receipt date shall be completed within 48 hours of sample receipt.
  • The lab must provide an updated projected completion date (PCD)  and justification of lateness using ECDMS when the results are not received based on the computed PCD.

Furthermore, the lab is required to provide the lab integrity report using the Service’s secure Internet application ECDMS.  For additional information on ECDMS and the functions included relating to the lab integrity report, See “Section J”.  

7.1.2.          Reporting Sample Results 
The Fish and Wildlife Service has a secure Internet application (ECDMS) for reporting sample analyses and QA/QC results. All sample results will be reported using ECDMS with the exception certain non-routine analyses.

Section J details the specifications, the data format, and method of transfer that will be used.  The contractor may be required to modify the report format at no-additional costs, as further development of the system takes place or requirements change.

Special Note – The Service is updating our analytical results reporting requirements, with the goal of making them simpler for labs to report their results electronically.  This process is not yet complete and may not be complete by the time contacts are awarded.  In the interim, we are willing to work with each lab to come up with the best way to report all analytical and QA/QC results.  Most, if not all the analytical fields currently reported by our contact labs will still be required.  See Section J for details of the reporting formats that are currently being used.

7.1.3.  Routine Paper Reports
Paper reports shall be provided to the Service upon request. These reports must include the following:

    1. A Description of the samples, their condition on receipt, and storage prior to analysis.
    2. A brief summary of the analytical procedures.
    3. Analytical results, reported as ppm dry weight, or as % in the case of moisture, TOC, or grain size determinations. Water samples are reported on a wet weight basis.
    4. Quality Assurance Report including:
      1. Results of procedural blank analyses.
      2. Results of duplicate analyses, including a computation of the average, and the relative percent difference.
      3. Results of spiked sample analyses, including the percent recovery, and the amount in the original sample.
      4. Estimate of the limit of detection, on a sample by sample basis. (This shall be included in the results section).
      5. Discussion of any problems with the analyses.

PART 8 - SERVICES SUMMARY

8.0   SERVICES SUMMARY: 
The Government has the right to inspect all services required in the contract.  The purpose of the Services Summary is to define performance evaluation and payment procedures.  The Performance Objective (Column 1) describes what the government will survey.

Performance Objective

FWS Section

Performance Threshold

Methods of Surveillance

Confidence level

Part 3

>  95%

Ongoing

Facility evaluation

Part 3

95%

Periodic Surveillance

Turnaround Time

1.4.7

90%

Ongoing

Technical Analysis

Part 1, 3, 7, 6

100%

Periodic Surveillance

Quality Control Plan

Part 3

100%  Compliance

Random Sampling