99--Analytical Laboratory Services

Combined Synopsis/Solicitation Blanket Purchase Agreement For U.S. Army Corps of Engineers - Kansas City District HTRW Analytical LAB Services This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; price lists are being requested and a separate solicitation will not be issued. The Government reserves the right to cancel this combined synopsis/solicitation at any time. The U.S. Army Corps of Engineers (USACE), Kansas City District, HTRW Lab Analytical Services (CENWK-PM-E) has a need for certified laboratories with Department of Defense (DoD) Environmental Laboratory Accreditation Program (ELAP) certification. The Kansas City District intends to award multiple Blanket Purchase Agreements (BPAs) from this combined synopsis/solicitation to the offerors that provide the best value to the government. Best value will be determined by evaluating price and, as applicable, technical. Specifically, the government will review the contractor's price list to determine whether it provides fair and reasonable pricing for the items submitted, and, as applicable, will review the technical information submitted to determine whether the materials offered satisfy the requirements identified in the scope of work. This solicitation shall be a Small Business Set-Aside; the associated North American Industry Classification System (NAICS) code is 541380 quote mark Testing Laboratories quote mark and the business size standard is $15,000,000.00. As needed, these services will be acquired by placing calls against a BPA. The Contractor is responsible for supplying and delivering all services listed under each BPA to the various requested location of each order from the Kansas City District. The total ordering capacity under each BPA shall not exceed $1,500,000.00 and no call issued under any of the BPAs shall exceed $150,000.00. Each BPA shall be valid for a period of five (5) years or when the total dollar amount of all calls issued under the BPA reaches the agreement limit listed above, whichever comes first. The government will be obligated only to the extent of authorized purchases actually made under the BPA, not upon establishment of the BPA itself. Offerors submitting prices should refer to the Price List attachment for a list of materials needed to support the requirement. Prices are to be listed in the format provided in the Price Sheet. Prices should be listed per unit requested and should NOT include any fees for delivery. Delivery locations and fees will be negotiated at the placement of each call. If an offeror does not wish to provide a price for one or more of the products listed in the Price List, the offeror should write quote mark Not Available quote mark in place of the price for that particular item. Prices submitted shall remain good through 31 July 2016. Subsequently, prices will be updated annually and remain good for a period of one year. Offerors must include a completed copy of FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, with its quote. This provision is included in this combined synopsis/solicitation. If the offeror has up-to-date representations and certifications in the System for Award Management (www.SAM.gov) website, then this completed provision is not required to be submitted with the offeror's quote. Prices are to be submitted to Ms. Ronica Smith at contact@example.gov by 2:00PM Local Time Monday, July 13, 2015. No facsimile submittals will be accepted. VENDORS INTERESTED IN RESPONDING TO THIS RFQ MUST SUBMIT THEIR RESPONSE ON THE ATTACHED PRICE LIST, to include the additional submittal requirements identified below. Any questions regarding this synopsis/solicitation must be submitted by e-mail to the point of contact above. If you have questions about Government procurements in general or need assistance in the preparation of your quote, a local Procurement Technical Assistance Center (PTAC) may be able to help. The Procurement Technical Assistance Program was authorized by Congress in 1985 in an effort to expand the number of businesses capable of participating in the Government marketplace. To locate a PTAC near you, go to http://www.aptac-us.org TERMS AND CONDITIONS OF BPA Per the Federal Acquisition Regulation (FAR) 13.303-3(a), the following terms and conditions are mandatory: 1. Description of Agreement: The supplier shall furnish all services if and when requested by the Contracting Officer (or the authorized representative of the Contracting Officer) during the specified performance period (detailed in the Delivery Information Section) and within the stipulated aggregate amount of ONE MILLION FIVE HUNDRED THOUSAND DOLLARS AND ZERO CENTS (BPA MAX $1,500,000.00). 2. Extent of Obligation: The Government is obligated only to the extent of authorized purchases actually made under the BPA. 3. Purchase Limitation: The dollar limitation for each individual call under this BPA is ONE HUNDRED FIFTY THOUSAND DOLLARS AND NO CENTS (Call Limit $150,000.00). 4. Individuals Authorized to Purchase Under the BPA: A list of individuals authorized to purchase under this BPA, identified either by title of position, by name of individual or organizational component, will be furnished to the supplier by the contracting officer. 5. Delivery Tickets: All shipments under this agreement shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information: a. Name of supplier. b. BPA number. c. Date of purchase d. Purchase number. e. Itemized list of supplies furnished. f. Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information). g. Date of delivery or shipment. 6. Invoices: A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, indentifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets. Each invoice and/or invoice item (if more than one) will clearly state the BPA call number given by the ordering officer at the time of the call. Laboratory Qualifications Functional Area Qualifications: Each offeror shall comply with the requirements addressed in the most current version of the DoD Policy and Guidelines for Acquisitions Involving Environmental Sampling or Testing. Offeror's must have an established and documented laboratory quality system that conforms to ISO/IEC 17025:2005 as implemented by the most current version of the DoD Quality Systems Manual for Environmental Laboratories (QSM). Principal Laboratory Qualification: Offeror's (to include all subcontract laboratories) must participate in the DoD ELAP and hold a current ELAP accreditation before chemical or radiochemical analysis of samples is permitted. The DoD ELAP shall provide a means for the laboratory to demonstrate conformance to the DoD QSM. Recognized DoD ELAP accreditation bodies currently include the American Association for Laboratory Accreditation (A2LA), Perry Johnson Laboratory Accreditation, Inc. (PJLA), ANSI-ASQ Accreditation Board (ACLASS), and the Laboratory Accreditation Bureau (L-A-B). Secondary Laboratory Qualification: The Offeror, to include any subcontracted laboratory, must be either American Industrial Hygiene Associate (AIHA) or National Voluntary Laboratory Accreditation Program (NVLAP) certified to perform particular preparation and analysis (e.g., paint, soil [surfaces], dusts and air) of selected samples. Additional guidance and accreditation body information can be found at the following websites: AIHA website: http://www.aihaaccreditedlabs.org/aboutus/Pages/default.aspx NVLAP website: http://www.nist.gov/nvlap/index.cfm. No samples are to be analyzed by any laboratory not specifically designated and/or approved by the Contracting Officer and Ordering Officer. Any change of laboratory must be approved in writing by either the Contracting Officer or the Ordering Officer.The offeror shall ensure the Government is notified in writing of any changes in laboratory certification or accreditation status within 30 calendar days of the change. This written notification requirement applies, but is not limited, to suspension or revocation of certification or accreditation. Radioactive Material Handling Licenses Radiochemical analyses shall be performed by laboratory(s) participating in the National Materials Program. The offeror shall maintain appropriate licenses as required by the United States Nuclear Regulatory Commission (NRC) and state radiation safety regulatory programs. The offeror shall employ personnel with sufficient training, certification, and registration to perform all tasks in accordance with all applicable laws and regulations. Hazardous Materials Management and Laboratory Safety The offeror shall be responsible for the management and disposal of all samples and containers received by the laboratory and addressed under this agreement and associated orders. Chemical Data Quality Management Deliverables The offeror shall be responsible for assembling a general data report which includes, but is not limited to, discussions, tables, figures and charts detailing the condition of the samples when received by the lab, the results of the samples once analyzed, and quality control documentation used to address the quality of the data generated by the performing laboratory(s). The offeror and their subcontract laboratories will be capable of providing standard analyses for any one sample within 21 calendar days from receipt of the last sample; this will be considered a standard analysis or deliverable. The Contractor shall be capable of qualifying the results of this sample as final and reporting the results in correct electronic format to the Government for review within the 21 calendar day interval. Variations in delivery schedules and data deliverables will be addressed at a call level. Data Report The offeror's analytical data shall be submitted to the Contracting Officer or his representative as soon as possible after review by the offeror's Laboratory Quality Assurance Manager. The data deliverable shall conform to guidance issued in the DoD QSM and shall be assembled in the following format: (1) Transmittal Letter (2) Title Page (3) Table of Contents (4) General Case Narrative (5) Data Review Qualifier Flag Definitions (6) Sample Data Summary* (7) Quality Control Documentation for each analytical parameter or parameter group/batch (8) Chains of Custody and related documentation** * Sample Data Summary - Arrange in chronological order by date of sample collection. All parameter results for a particular sample shall be grouped together. ** Including field data forms (if required), cooler receipt forms and shipment documentation. All electronic data deliverables (EDDs) submitted by the offeror are required to be error-free and in complete agreement with the data report(s). Although CD-ROM is the preferred media for delivery, electronic files transmitted via Internet will be acceptable. The data shall be maintained electronically by the offeror for a period of two years. The offeror shall maintain all raw data associated with the analyzed samples for a period of five years. Upon request, the offeror shall provide a hard copy of the data report to the Government. The data report shall have consecutively-numbered pages. Staged Electronic Data Deliverables (SEDD) The offeror shall provide the Government with a uniform format for electronic delivery of analytical data for environmental projects. The offeror shall perform all tasks in accordance with the submittal of data deliverables generated by the Staged Electronic Data Deliverable (SEDD) software system (www.epa.gov/fem/sedd-geninfo.htm). At a minimum, the offeror shall assemble the data and submit it in a Staged Electronic Data Deliverable (SEDD) 2a level or other format specified by the Government (.pdf, .xls or .xml). . The Government will be responsible for submitting information necessary for the offeror to develop a common structure and dictionary as needed for each project or call. Guidance describing the various stages, processes and reporting used to verify and validate analytical data can be found in EPA 540-R-08-005 (January 2009). http://www.epa.gov/superfund/policy/pdfs/EPA-540-R-08-005.pdf Additional Data Reporting Requirements The offeror shall comply with the following requests with regard to data reporting: (a) Sample Receipt - The offeror shall complete and submit a quote mark Cooler Receipt Form quote mark for all shipments for purposes of noting problems in sample packaging, chain-of-custody, and sample preservation. (b) General Organic and Inorganic Reporting - For each analytical method run, the offeror shall report all analytes for each sample as a detected concentration or less than the specific limits of quantitation. Generally, all samples with out-of-control spike recoveries being attributed on matrix interference's shall be designated as such. All soil/sediment and solid waste samples shall be reported on a dry-weight basis with percent moisture also reported. The offeror shall also report dilution factors for each sample as well as the date of extraction (if applicable) and date of analysis. Internal quality control reporting shall confirm that the following information is included: (c) Laboratory blanks (method blanks and instrument blanks) - All analytes shall be reported for each laboratory blank. All non-blank sample results shall be designated as corresponding to a particular laboratory blank in terms of analytical batch processing. (d) Surrogate Spike Samples - Surrogate spike recoveries shall be reported with all organic method reports where appropriate (i.e. when the method requires surrogate spikes). The report shall also specify the control limits for surrogate spike results as well as the spiking concentration. Any out-of-control recoveries (as defined in the specified method) shall result in the sample being rerun (both sets of data are to be reported) or data being flagged. (e) Matrix Spike Samples - Matrix spike recoveries shall be reported for all organic and inorganic analyses. All general samples results shall be designated as corresponding to a particular matrix spike sample. The report shall indicate what field sample was spiked even if it was not a Government project sample. The report shall also specify the control limits for matrix spike results for each method for each matrix. (f) Laboratory Duplicates and Matrix Spike Duplicate Pairs - Relative percent difference shall be reported for all duplicate pairs as well as analyte/matrix-specific control limits. (g) Laboratory Control Standards (LCS) will be run for all analytes in all batches. Results shall be reported with the corresponding field sample data. Control limits for LCSs shall also be in compliance with the specifications provided. (h) Inorganic Quality Control - Post Digestion Spike and Serial Dilutions shall be performed and reported with the corresponding field sample data as addressed in the DoD QSM. (i) Field Duplicates and Field Blanks - These samples shall be identified as such by the Government. The Offeror will report them as any other field sample. Relative percent differences shall be reported for all field duplicate pairs. (j) Non-detect sample results shall be reported at the Sample Detection Limit (SDL) as defined by the Government in the QSM. In general, the SDL is the Limit of Detection (LOD) adjusted to reflect sample-specific actions such as dilution or use of smaller aliquot sizes, or to report results on a dry-weight basis. Government Expectations of the Laboratory Provide a list of required sample volumes, container types, preservation needs and holding times required for individual methods. Assemble and ship requested coolers, sample containers (pre-preserved, as applicable), labels, chain-of-custody forms, custody seals, temperature blanks, etc. to USACE. Prepare and analyze samples in accordance with the requested method and applicable holding time. Alert USACE immediately of broken or leaking sample containers, elevated sample cooler temperatures, broken custody seals, unintelligible chain-of-custody instructions, or other issues at the laboratory that will effect the quality or schedule of the sample results and deliverables. Submit final results and deliverables in correct electronic format to USACE within 21 calendar days or as specified in the call. Required Submittals Laboratory Quality Management Plan (LQMP), for Offeror and subcontractor laboratories DoD ELAP and ISO/IEC 17025:2005 Certifications as well as secondary certificates and licenses, as applicable (e.g. AIHA or NVLAP, NRC) Price Listing for Attached Analysis List; The bid for each line item will be all inclusive, and as applicable, for sample containers, materials, chemicals (preservation), handling & shipment, analyses, disposal, and reporting for standard 21 calendar day data deliverable. This BPA is designed to provide the USACE, Kansas City District flexibility to order a wide variety of analytical testing services, while also offering suppliers a simplified contracting format for describing available products, for filling orders, and receiving payments for services. Attachments: 1. Price List ___________________________________________________________________________________________ **These Items are not required for this Price List but may be required or requested at the Call Order Level in the Future** Additional Chemical Data Quality Management Deliverables. The offeror and their subcontract laboratories will also be capable of providing other premium services, including but not limited to: Expedited sample analyses and data delivery schedules (e.g. 1day, 2- day, 3-day, 7- day, 14- day turn-around-times). Sample preparation and analysis utilizing modifications to standard methods or non-standard method analyses. Assembly and submittal of varying Staged Electronic Data Deliverables (SEDDs) (e.g., Level 2a, 2b, 3 or 4 [Contract Laboratory Program or equivalent] formats). Editing, assembly and submittal of existing and future Electronic Data Deliverables (EDDs) to meet non-proprietary formats identified by the Government (e.g., FUDSChem [Formerly Used Defense Site Chemical Database]). Additional information regarding FUDSChem can be found at https://www.fudschem.com