Specifications include, but are not limited to: 1. Project Kick-off Meeting Public Health staff and the Contractor’s project team shall meet, in person or virtually, prior to project initiation to establish project manager responsibilities and to review the specifics of the required services. The Contractor must designate a capable and qualified project manager and an alternate, familiar with drinking water analytical methodologies. 2. Project Coordination A. The Contractor shall dedicate a project manager who will be directly responsible for the management of the contract and who is the primary Contractor contact for Public Health Madison & Dane County. B. The Contractor shall also provide Public Health Madison & Dane County the contact information of a backup project manager who will take over responsibilities in the project manager’s absence. C. The Contractor will coordinate with Public Health Madison & Dane County on how to submit samples to the laboratory and determine days and hours for sample submission. D. Public Health Madison & Dane County reserves the right to change the number of samples collected for testing. E. At the beginning of any new project, the Contractor will supply Public Health Madison & Dane County with a list of all upcoming projects scheduled with the Contractor, including ship dates for sampling supplies, number of samples, pricing, and analyses requested. F. The Contractor shall coordinate with Public Health Madison & Dane County to ensure that all scheduling of sample analysis meets applicable requirements and regulatory deadlines. 3. Sampling Supplies A. The Contractor shall supply all materials and equipment for safe and method-appropriate handling, collection, preservation and shipping of samples at no additional charge. Shipping of sample containers and supplies shall be suitable for the sample matrix and analytical method. B. The Contractor shall provide sample bottle kits specific to each sampling location in properly sized sample coolers. A typical sample bottle kit shall include: I. Properly sized sample coolers, pre-labeled sample bottles, II. preservatives appropriate for the analyses being performed, III. trip blanks, field blanks, and other required quality control IV. samples, V. sufficient blue ice or re-sealable bags for wet ice to allow samples to arrive at the appropriate temperature, VI. gloves, filters, hoses, etc. as appropriate for specific collection procedures, VII. sufficient packing material to prevent breakage during return shipping, VIII. chain of custody forms and sampling instructions, and IX. return shipping airbills or other sample submission instructions C. The Contractor shall pre-label all bottles with the analytical method, preservative (if any), and holding time. Public Health Madison & Dane County’s sampling personnel shall fill in the address sampled, sample date, and sample time on each bottle label. Public Health Madison & Dane County’s Laboratory will assign a unique identifier to each sample using the laboratory’s LIMS system. This number will be referred to as the Public Health Madison & Dane County Laboratory Sample ID Number. D. The Contractor shall deliver the sample bottle kits to Public Health Madison & Dane County as directed by Public Health Madison & Dane County’s sampling personnel. Deliveries shall be made no later than the day before sampling is to occur. The Contractor shall be held responsible for any fees, fines, or other costs associated with a delay in sampling incurred by Public Health Madison & Dane County due to a failure to delivery materials in a timely manner.
