U.S. Environmental Protection Agency, 26 W. Martin Luther King Dr., Cincinnati, OH 45268

B -- HALO ACETIC ACID ANALYSES SOL CWX016 DUE 020100 POC Mike Hennessey 513-487-2032 E-MAIL: EPA Contracts Management Division, Cincinnati, OH, hennessey.mike@epamail.epa.gov. This is a combined synopsis/request for quote. It replaces the synopsis dated 1/6/00 for solicitation CWX016. The objective of this purchase order is to provide the analysis of HAA 300 samples from the in-house projects examining disinfection/disinfection byproducts. The order will also include an option for an additional 100 samples. Quotes shall include a price for both the basic requirement of 300 samples and for the optional quantity of 100 samples. The prices shall include the cost of picking up the samples from the EPA laboratory in Cincinnati. Quotes shall also include as a separate line item the price for attending a project review meeting in Cincinnati within three weeks after award of the order. Samples will primarily be natural water samples that have undergone ozonation or chlorination treatments. The samples are from in-house research projects and prolonged travel time could endanger (by loss or transformation) the HAA species in solution. The samples need to be received and extracted quickly to preserve their integrity. Therefore, the samples must be transported via automobile to a laboratory no more than two hours driving time from Cincinnati. In order to be considered qualified, vendor shall meet the following minimum requirements: (1) use EPA Method 522.2 (EPA Standard method using the acidic methanol procedure), as opposed to the Standard Method 6251 (diazomethane derivatization method); (2) Analyses of all 9 HAAs; (3) The lab should be certified for the HAA-5 analysis within the state they are located; (4) Minimum reporting levels (MRLs) of 1-2 ppb for all analytes, except TBAA, which can have a MRL of as much as 5 ppb; (5) Chain of custody of the samples shall be directly from EPA personnel to contract lab personnel; (6) 3 week maximum turn-around time on the reports; (7) Reports shall be delivered in hardcopy and ASCII or Microsoft Excel format. The vendor shall analyze 300 samples. A rate of approximately 10-15 per week is anticipated. However, there may be as many as 20 in some weeksand some week there may be no samples. The option for the additional samples exercised unilaterally by the Government. When samples are produced for analysis, the vendor shall pick up the samples at the AW Breidenbach Environmental Research Center, 26 W. MLKing Drive, Cincinnati, OH and transport them by automobile to the lab. Samples shall be held in a cold room until extraction and analysis. Extraction and analysis of HAA-9 by EPA 552.2 should be performed within 14 days of pick-up. Within 72 hours of sample pick-up, the vendor will notify/confirm the EPA PO of the receipt of the samples. The analysis reports of the HAA analyses shall be delivered to Project Officer (PO) within 21 days receipt of the samples. Reports shall be in hard copy format, and in ASCII or Excel format.. During the period of performance of the contract, the contractor shall inform the PO by telephone of any problems that may effect the performance of the contract. Corrective actions shall then be made. QA/QC -- The contractor shall meet with the EPA PO for the project review within three weeks of the purchase order award date. At this time, draft copies of forms for "Chain of Custody", "Sample Analysis", and "QA/QC" will be reviewed. The vendor shall comply with the QA/QC requirements as delineated in Attachment AA. Revisions, based on the EPA PO's comments shall be submitted within two weeks. ATTACHMENT AA -- QA REQUIREMENTS -- All method specific QA/QC requirements shall be implemented in the performance of contract samples. This includes, but is not limited to, requirements for sample storage, holding times, use of laboratory performance check standards, initial demonstration of capability, performing a method detection limit study, calibration (both initial and continuing calibration checks), assessment of surrogate and internal standards. If any method specific QC protocol does not meet method specific criteria, and if corrective actions can not resolve the failure, then sampling analysis shall stop until the Project Officer, or his designee, can be contacted for guidance. Because these are requirement of the method, analysis of any of the above are not directly chargeable as an analysis. In addition to method specific requirements, the following additional guidance is provided for performing spikes and laboratory duplicates. Spike sample analysis requirements: Samples from this contract shall be spiked at a frequency so that 5% of the total contract specific samples are spiked. The selection for spiking should be fairly randomized to be performed approximately every 20th sample. Spiking on specific samples may be requested by the Project Officer and would be indicated either in a memorandum, e-mail, or on chain of custody sheets. Acceptable spike recovery is considered as being in the range of 70-130%. If this spike recovery is not met, and corrective actions can not bring the recovery into acceptable limits, the laboratory shall immediately contact the Project Officer for advice on how to proceed. Laboratory duplicate analysis requirements: Samples from this contract shall be duplicated at a frequency so that 5% of the total contract specific samples are duplicated. The selection for duplication should be fairly randomized to be performed approximately every 20th sample. Duplication on specific samples may be requested by the Project Officer and would be indicated either in a memorandum, e-mail, or on chain of custody sheets. Acceptable relative percent difference (RPD) is considered as being less than 20% when samples have concentrations above the low standard of the calibration curve. If this RPD is not met, and corrective actions can not bring the RPD within acceptable limits, the laboratory shall immediately contact the Project Officer for advice on how to proceed. Sample extracts shall be stored at 4oC and protected form the light before analysis. Extracts shall be saved for two weeks post analysis, and kept in dark storage at 4oC until disposed of. Data package requirements: The following items shall be provided in all data packages delivered to the Project Officer: 1. A listing of all samples and the results of each sample analysis, listing the specific analytes included in Method 552.2. Additional information to be included is sample collection date, sample extraction date, and sample analysis date.; 2.Results that require additional explanation (e.g., estimated values, values where there was a QC result that failed criteria, etc.) shall be clearly flagged, with an accompanying definition of each flag utilized; 3. A full and complete reporting of spike and duplicate sample analyses, including the percent recovery and RPD, respectively; 4. A copy of the chromatogram shall be included for each sample; 5. A copy of all initial calibration curves (the first time generated and any full calibrations performed throughout the contract period that have direct association with contract samples) and any continuing calibrations, along with an assessment of the acceptability of the complete full calibration or calibration check; 6. The results of any and all QC checks performed that are directly associated with contract samples. This includes laboratory performance check standards, quality control samples, surrogates (if used), and laboratory reagent blanks. This does not include initial demonstration of capability of the method detection limit study. These last two items shall be supplied to the Project Officer prior to sample analysis; 7. Any case narrative necessary for communicating any anomalies or other information that the laboratory deems as pertinent or might be needed by the Project Officer to aid in the interpretation of data presented. Records Management -- The laboratory shall maintain records of all raw data and laboratory notebooks for a period of one-year after completion of the last sample associated with this contract. Records that shall be maintained include, logbooks, extraction records, chain of custody records, chromatograms, quantitation reports, etc. In short, all records that are needed to reconstruct the entire analysis/reporting system specific to the laboratory. The following clauses are applicable to this RFQ: EPAAR 1552.233-70, NOTICE OF FILING REQUIREMENTS FOR AGENCY PROTESTS; FAR 52.204-2, TAXPAYER IDENTIFICATION (JUN 97); FAR 52.213-4(A), 52.213(B)(1), 52.213(B)(2), 52.213(C), 52.213(D), 52.213(E), 52.213(F), 52.213(G), 52.213(H), TERMS AND CONDITIONS-SIMPLIFIED ACQUISITIONS (OTHER THAN COMMERCIAL ITEMS) (FEB 98); The award will be made to the lowest priced vendor that meets all of the minimum requirements specified above. Quotes shall include sufficient documentation to demonstrate compliance with the minimum requirements specified above. Quotes may be submitted via fax at 513-487-2109. An alternate number is 513-487-2004. Quotes must be received no later than 2/1/00. Posted 01/21/00 (W-SN417470). (0021)

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