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

B -- HALO ACETIC ACID ANALYSES SOL CWX016 DUE 021000 POC Mike Hennessey, 513-487-2032 E-MAIL: Office of Acquisition Management, Contracts Management, hennessey.mike@epa.gov. This is a combined synopsis/request for quote. It replaces the synopsis dated 1/21/00. The revised requirements delete the requirement for the vendor to be within two hours driving time of Cincinnati and adds a requirement for additional performance information to be submitted with the quote. The objective of this purchase order is to provide the analysis of 300 HAA9 samples from in-house EPA projects examining disinfectant/disinfection by-products. Samples will primarily be natural water samples that have undergone coagulation, filtration, ozonation and chlorination treatment. The order will also include an option for an additional 100 samples. Quotes will include a price for both the basic requirement of 300 samples, and for the optional quantity of 100 samples. A rate of approximately 10 -- 15 per week is anticipated. However, there may be as many as 30 in some weeks and no samples in other weeks. The option for the additional samples may be exercised unilaterally by the Government. Quotes will include (A) the cost for analyses of 300 samples, and (B) the cost of 100 optional samples. Quotes will also include (C) the additional cost of attending a one-day project review meeting in Cincinnati within three weeks after award of the contract. Additionally, the information (D) through (G) will be supplied with the quotes. The vendor will meet the following minimum requirements: (1) Use EPA Method 552.2, Revision 1.0 (1995), the EPA method using the acidic methanol procedure; (2) Analyses of all 9 HAAs listed in the method. Analysis of dalapon is not required; (3) QA/QC as described in ATTACHMENT AA; and (4) The schedules, Reporting Requirements and Records Management described below. The contractor will (Method 1) deliver to the EPA sample bottles and preservatives, and pick up samples from the EPA; or (Method 2) deliver to the EPA shipping containers, packing materials, ice packs, sample bottles, preservatives and prepaid mailing labels for overnight shipment to their laboratory. Delivery will be to the USEPA at the AW Breidenbach Environmental Research Center, 26 W. M.L. King Drive, Cincinnati, OH 45268. Method 1 is preferred. The PO will attempt to give several days notice of need for sample bottles/shipping materials. At a minimum, contractor will supply these within 48 hours of the request, excluding weekends. For Method 1, the PO will notify the contractor of the need for sample pick up the next day, excluding weekends. Along with the quote, (D) the vendor will notify EPA of the Method of sample pick up/delivery and, in the case of Method 2, the identity of the overnight carrier. Samples will be kept cold, near 4 degrees C, from sample pick up/shipment until extraction and analysis. Extraction and analysis of HAA9 by EPA method 552.2, Revision 1.0 will be performed within 14 days of pick up from EPA/shipment to the contractor. Within 24 hours of sample arrival at the contract laboratory, the contractor will notify the EPA Project Officer (PO) of the receipt of the samples. The reports of the HAA analyses will be delivered to the PO within 21 days of receipt of the samples at the contractor's laboratory. During the period of performance of the contract, the contractor will inform the PO by telephone or e-mail of any problems that may effect the performance of the contract. Corrective actions will then be made. Reports will be in hard copy and electronic format. The electronic format will be such that it can be downloaded into common spreadsheet format, e.g., Excel, QuatroPro, etc. The vendor will demonstrate expertise with recovery by providing, along with the quote, (E) control charts/tables for the recovery for each of BDCAA, DBCAA and TBAA in laboratory water for the most recent 6 months of analyses. Control charts/tables will describe the number of such tests performed, the spike concentrations, and the percent recoveries. Acceptable recoveries are in the 70% to 130% range. The vendor will demonstrate expertise with replication by providing, along with the quote, (F) control charts/tables forthe replication for each of BDCAA, DBCAA and TBAA in field (preferably) or laboratory water for the most recent 6 months of analyses. Control charts/tables will describe the number of such test performed, the mean concentrations, the percent relative differences (RPDs), and the type of water (field or laboratory) for which the replication was assessed. Acceptable RPDs are less than 25% when samples have concentrations above the method reporting levels (MRLs). The vendor will demonstrate their MRLs by providing, along with the quote, (G) charts/tables giving the MRLs representing the most recent 6 months of analyses for each of the nine HAAs. The MRL is defined as the lowest-concentration calibration standard for which accuracy and precision can be demonstrated. Charts/tables will give the MRLs and number of calibration standards upon which they are based. Acceptable MRLs are 1 -- 2.5 ppb for all analytes, with the exception of TBAA. TBAA's acceptable MRL is 2 -- 5 ppb. The contractor will meet with the EPA PO for project review within three weeks of the award date. At this time, draft copies of forms for "Chain of Custody", "Sample Analysis", and "QA/QC" will be reviewed. Preservatives and the electronic format of reporting will be discussed. The contractor will comply with the QA/QC requirements as delineated in Attachment AA and in EPA Method 552.2, Revision 1.0. Any revisions to QA/QC, based on the project review meeting, will be submitted to the PO within two weeks of the meeting. Prior to award, the EPA may require the vendor to analyze, at the vendor's expense, 3 to 5 QA/QC samples provided by the EPA. ATTACHMENT AA -- QA/QC REQUIREMENTS -- All method-specific QA/QC requirements described in EPA Method 552.2, Revision 1.0 will 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, demonstration of method detection limits (MDLs), calibration (both initial and continuing calibration checks), blanks, and assessment of surrogate and internal standards. If any method-specific QA/QC protocol does not meet method-specific criteria, and if corrective actions can not resolve the failure, then sample analysis shall stop until the PO can be contacted for guidance. Because these are requirement of the method, performance of any of the above QA/QC requirements are not directly chargeable as a sample analysis. In addition to method-specific requirements, the following additional guidance is provided for performing spikes and laboratory duplicates. Spike sample analysis requirements: The contractor will perform analysis of spiked laboratory waters at the frequency described in EPA Method 552.2, Revision 1.0. Acceptable spike recovery in laboratory water is considered as being in the range of 70% -130% as described in the method. If this spike recovery is not met, and corrective actions can not bring the recovery into acceptable limits, the laboratory shall immediately contact the PO to discuss remediation. Selected EPA samples will be designated for spiking with those analyses performed at EPA's expense, i.e., those samples will be a part of the EPA's 300 or optional 100 sample load. Laboratory duplicate analysis requirements: Samples from this contract will be duplicated at a frequency similar to that required for spikes of laboratory water, i.e., one duplication per extraction set or a minimum of 10% of the samples, whichever is greater. The selection for duplication will be randomized by the contractor, or the PO will designate the sample in a set picked/delivered for duplication. Acceptable relative percent difference (RPD) is considered as being less than 25% when samples have concentrations above the MRL. 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 to discuss remediation. Sample extracts shall be stored at 4 degrees C and protected form the light before analysis. Extracts shall be saved for two weeks post analysis, and kept in dark storage at 4 degrees C until disposed of. Reporting Requirements: The following items shall be provided in all data packages delivered to the PO: (1) A listing of all samples and the results of each sample analysis, listing the specific analytes included in Method 552.2, Revision 1.0. Additional information to be included are 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.) will 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 recoveries and RPDs, 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, QA/QC samples, surrogates (if used), and laboratory reagent blanks. This does not include initial demonstration of capability of the method detection limit (MDL) study. Demonstration of MDLs will be supplied to the Project Officer prior to analysis of any EPA samples. (7) Any case narrative necessary for communicating any anomalies or other information that the laboratory deems as pertinent or might be needed by the PO to aid in the interpretation of data presented. Records Management: The contractor will maintain records of all raw data and laboratory notebooks for a period of one-year after completion of the last sample associatedwith this contract. Records that shall be maintained include, log books, 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 and successfully completes analysis of 3 to 5 QA/QC samples, if required, with performance in accordance with (E), (F), and (G) 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 4:00P.M. EST, 2/10/00 Posted 02/01/00 (W-SN420594). (0032)

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