Sources Sought Synopsis Identification Number: W9128F24SE001
DESCRIPTION
THE PURPOSE OF THIS SOURCES SOUGHT SYNOPSIS IS TO COLLECT AND UTILIZE THE INFORMATION PROVIDED IN SUPPORT OF MARKET RESEARCH AND ACQUISITION PLANNING PURPOSES ONLY. THIS NOTICE DOES NOT CONSTITUTE A PRE-SOLICITATION NOTICE OF SOLICITATION ISSUANCE.
Response to this synopsis is strictly voluntary and will not affect any firm or corporation's ability to submit an offer if and when a solicitation is released. There is no bid package or solicitation document associated with this announcement. The requested information is for market research and planning purposes only and does not constitute a commitment, implied or otherwise, that a procurement action will be issued. No entitlement to payment by the Government of direct or indirect costs or charges will arise as a result of the submission of contractors' information. The Government shall not be liable for or suffer any consequential damages for any improperly identified proprietary information. Proprietary information will be safeguarded in accordance with the applicable Government regulations under Federal Acquisition Regulation (FAR) 3.104.
The US Army Corps of Engineers (USACE) Omaha District is seeking qualified members of all Small Business Concerns (SBCs) (Small Business (SB), Small Disadvantaged Business (SDB), Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), Woman-Owned Small Business (WOSB), Historically Underutilized Business Zone (HUBZone), and Section 8(a) Participants or small business-led teaming arrangements that qualify under the North American Industry Classification System (NAICS) Code 541380 – Testing Laboratories (having a size standard of $19M).
This synopsis constitutes a market research tool for the collection and analyses of information to determine the capabilities and capacity of interested contractors that are capable of providing services listed under NAICS code 541380 and are under the Environmental Laboratory Accreditation Program (ELAP) for use in the environmental restoration program.
SCOPE
1.0 PURPOSE
The services anticipated are for analytical services support for the United States (U.S.) Army Corps of Engineers (USACE) Omaha District Geotechnical Engineering and Sciences Branch Chemistry Section (CENWO-ED-GS), in terms of chemical analysis, toxicity testing, microbiological testing including mold identification, air testing, radiochemical testing and asbestos testing. The matrices of interest for analysis are soil, sediment, sludge, groundwater, surface water, biota, air, wipe samples, solid phase microextraction devices (SPMEs), and paint chips. These samples are primarily to be collected from Department of Defense (DoD) Formerly Used Defense Site (FUDS) environmental restoration program. The Contract Laboratory shall provide support to the USACE Project Chemist in terms of providing necessary protocol information required by hazardous waste investigation and remediation programs conducted by, or on behalf of the USACE Omaha District.
2.0 GENERAL DESCIPTION OF WORK REQUIRED UNDER THIS SCOPE OF WORK
The Contractor, operating as an independent Contractor and not as an agent of the Government, shall provide all necessary personnel, equipment and materials required to obtain technically valid and legally defensible environmental data that will meet or exceed the analytical method criteria and the most current version of the DoD Quality Systems Manual (QSM) for Environmental Laboratories. For all FUDS projects, the Contract Laboratory shall submit data to the FUDSChem portal, as described in Section 6.1.
If services cannot be provided by the Contract Laboratory, services may be sub-contracted to another laboratory. The sub-contracted laboratory shall meet all of the requirements for the Primary Laboratory as specified in this agreement. For each call order, indicate which analytical services will be contracted out and identify the Sub-contract laboratory(s) that will be performing the analyses and provide all pertinent certifications. Should a subcontracted laboratory only be responsible for a particular analysis (such as asbestos) it will only be required to be certified for that particular analysis upon approval of the CENWO-ED-GS (see Section 4.0).
Calls will be issued under the blanket purchase agreements (BPAs). The USACE Contracting Officer (KO) or Contracting Officer’s Representative (COR) will provide the Contractor with any site-specific information upon issuance of each call. Information provided by the USACE on any site will be dependent on the current status of the site. Each call will define the performance requirements of the Contractor. Calls may require, but will not be limited to, any combination of the requirements stated in Section 3.0 below.
The description of work stated herein provides a general understanding of the Contractor functions to be performed; individual calls will contain the specific performance based requirements. Technical requirements described herein in no way limit the activities that may be required under the terms of this contract.
3.0 QUALITY CONTROL REQUIREMENTS
In addition to the requirements outlined in this Scope of Services, all work performed under this contract shall meet the quality control requirements in most recent version of the DoD QSM for Environmental Laboratories (available at https://www.denix.osd.mil/ on the Environmental Data
Quality Workgroup page) per DoD Instruction 4715.15 (October 2015). Project libraries should at a minimum conform to the latest version of the DoD QSM, unless specifically overridden by the USACE Project Chemist based on project specific data quality objectives (DQOs). The libraries used for analysis and data review shall be provided as part of the data package (Section 6.0).
4.0 LABORATORY CERTIFICATION
Laboratories performing analyses in support of this procurement must have an established and documented laboratory quality system that conforms to ISO/IEC 17025:2005 as implemented by the DoD Quality Systems Manual for Environmental Laboratories (latest version). Laboratories must possess any required state or host nation certification and/or be accredited for each applicable test method under the DoD ELAP or by a nationally recognized laboratory accreditation body (e.g. NELAP), compliant with ISO/IEC 17011:2004. The Contract laboratory must retain current certification under the DoD Environmental Laboratory Accreditation Program (ELAP). The DoD ELAP provides a means for laboratories to demonstrate conformance to the DoD QSM as authorized by DoD Instruction 4715.15. (More information concerning ELAP can also be found at https://www.denix.osd.mil/ under Environmental Data Quality Workgroup). If the Prime Laboratory subcontracts another laboratory which holds a specific accreditation, the Prime Laboratory shall specify the media, analyte, method, and certification for which the sub-contracted laboratory is responsible. All data from the subcontracted laboratory shall be provided to the Prime Laboratory to be delivered to USACE CENWO-ED-GS in accordance with the analytical deliverable package requirements (see Section 6.0).
Asbestos:
The Contract Laboratory must be accredited under the National Institute of Standards and Technology (NIST) “National Voluntary Laboratory Accreditation Program (NVLAP)” for bulk asbestos analysis. The laboratory shall be fully equipped and use analysts with demonstrated proficiency conducting polarized light microscopy (PLM) in accordance with 40 Code of Federal Regulations (CFR) 763, Subpart E, Appendix E.
Lead:
Laboratory shall participate in the United States Environmental Protection Agency (EPA) National Lead Laboratory Accreditation Program (NLLAP) accredited by either the American Association for Laboratory Accreditation (A2LA) or the American Industrial Hygiene Association (AIHA) and shall successfully participate in the Environmental Lead Proficiency Analytical Testing (ELPAT) program to perform sample analysis. Laboratories selected to perform blood lead analysis shall be Occupational Health and Safety Administration approved. All Prime and subcontracted laboratories shall also identify any additional certifications they hold (State specific, etc.).
5.0 ANALYTICAL PROTOCOL
Analytical methods are from: Test Methods for Evaluating Solid Waste, USEPA SW-846, Third Edition, or other published methods such as Contract Laboratory Program (CLP), American Society for Testing and Materials (ASTM), 500/600 methods, EPA microbiological methods (http://www.epa.gov/ microbes/moldtech.htm) or other appropriate method manuals. The most recently published version of SW-846 will be used unless otherwise specified on a project specific basis. The laboratory should be aware of and comply with the project specific DQOs and applicable project requirements specified in task orders.
6.0 ANALYTICAL DATA PACKAGE
All data shall be submitted as electronic data deliverables (EDD) and shall have an electronic pdf “hard copy” report. Specific requirements for each are explained below. The electronic submissions, in the form of e-mail documents, files uploaded to FUDSChem, or CD’s are considered to be part of the analytical data package. A maximum of 28 days from sample receipt to delivery of the data package will be allowed, however, quicker turnaround of electronic submissions is favored.
6.1 Electronic Data Deliverables (EDDs)
All EDDs shall be submitted as Staged Electronic Data Deliverables (SEDDs) Stage 2a (5.2) which include all results, units, method, and instrument quality control data. If the laboratory has the capabilities to provide SEDD Stage 2b, 3 or 4, provide a separate table indicating costs associated with the deliverables. The most current version of SEDD shall be used in conjunction with the most current version of the DoD QSM valid values. For all FUDS projects, the SEDDs will be submitted to the FUDSChem portal, run through the compliance checker, and the laboratory must resolve any non-conformances (errors and warnings) with the project library and/or FUDSChem-required Valid Values or Submission Errors. The electronic library will be collectively developed between the USACE and the laboratory. The finalized library will be maintained by USACE, and a copy of the library used for each sample delivery group (SDG) shall be provided upon submittal of the electronic deliverables. Once the electronic deliverables and the “hard copy” pdf report have been uploaded to FUDSChem by the laboratory and project-specific USACE personnel have been notified via the FUDSChem upload portal that the SEDD and report are available, the USACE Project Chemist will review all data to ensure data completeness is appropriate for the validation process (See Section 6.3 for more specific details).
6.2 Electronic pdf “hard copy” report
The “hard copy” report format will follow the requirements set forth in Appendix A of the latest version of the DoD QSM v.5.0. Generally, there will be a cover sheet, table of contents, case narrative, analytical results, sample management records, quality assurance (QA)/quality control (QC) information and information for third-party review. The case narrative shall specifically address, but is not limited to: all abnormalities and deviations that may affect data quality of analytical results, any issue in the data package that potentially affects the usability of the data, identification of samples for which manual integration was necessary, numerical results were outside the limits of quantitation, and/or any other factor that could affect sample results (air bubbles or excessive headspace in volatile organic analysis (VOA) sample vials, presence of multiple phases, exceeds holding time, temperature and pH excursions, samples broken upon receipt, etc.) The final report should have a full complement of laboratory qualifiers as well as definitions for those qualifiers. Qualifiers should follow the most current version of the EPA National Functional Guidelines (www.epa.gov/superfund/programs/clp/guidance.htm) and the DoD QSM.
All hard copy reports must include all data to enable the Project Chemist to verify compliance with the latest version of the DoD QSM. An example of report elements required at a minimum for Methods 8260/8270 follows below:
• Sample Identification #, Matrix, Prep and Test Method utilized, associated batch information
• Case Narrative
• Chain of Custody, Sample Receipt Forms & Shipping documentation
• Telephone/ email records associated with actions taken on quality issues
• QC Verification for gas chromatography-mass spectrometry (GC/MS) (8260/827
Tuning
• BFB ion abundance criteria and relative abundance, injection date and time (CLP Form V)
• Breakdown Check (8270)
Responses and tailing factors must be reported for DDT, benzidine, and pentachlorophenol.
o Initial calibrations (ICALs)
• Date, time of analysis
• Show a minimum of 5 points used to determine ICAL
• Provide Response Factors (RF) and percent relative standard deviations (%RSD) for all analytes
• Indicate which samples were evaluated as system performance check compounds (SPCCs) and calibration check compounds (CCCs)
• Indicate method for calculation of calibration curve (linear, least square regression (with r value), non-linear regression (with r2 value & number of points used [6-second order, 7-third order]).
o Secondary Source Verification (ICV) • Provide RF and %RSD for all analytes
o Continuing Calibration Verification (CCV) • Date, time and frequency of CCV analysis
• Provide RF and %RSD for all analytes
• Indicate which samples were evaluated as SPCCs and CCCs
• Present percent drift (%D)
o Internal Standard Verification • Report Area counts and retention times as well as the upper (200%) and lower (50%) limits and the 12-hour standard for the ICAL (CLP Form VIII).
• Sample Results o Analysis results with proper units, reporting limit, method detection limit (MDL) (limit of detection, limit of quantitation), surrogates, % recovery, and QC limits, percent moisture (soils), etc.
• Qualification (flag) Definitions
• Third Party Document Review Items o Raw data (chromatograms, mass spec results)
o Supporting documentation (run logs, sample prep logs, standard prep logs, etc.)
6.3 Submittal Approval Process:
Within 10 business days of receipt of EDDs and the hard copy report, if data is of sufficient quality and completeness, the USACE Project Chemist will submit to the Laboratory a Memorandum of Approval. EDDs shall still be provided via email, share site, or FUDSChem as appropriate as soon as available. The calendar for approval begins when the hard copy report arrives at the USACE CENWO-ED-GS office. If any discrepancies are found during the data review, the Project Chemist will notify the laboratory of the deficiencies to determine corrective measures.
7.0 OTHER REQUIREMENTS
7.1 Sample Handling and Custody Requirements:
The Contract laboratory shall have a procedure documenting proper sample handling and custody of samples. A Cooler Receipt Form shall be completed and e-mailed to the USACE Project.
Chemist on the day the samples are received or logged in at the laboratory to communicate the condition of the samples upon receipt. Any problems, such as warm samples (>4oC + 2 oC), broken bottles, missing samples, air bubbles in VOA vials, etc. will require immediate notification by laboratory personnel to the USACE Project Chemist prior to sample analysis.
7.2 Input to the Quality Assurance Project Plan (QAPP)
In order to obtain data of sufficient quality to satisfy data quality objectives for scientifically and legally defensible data, the FUDS environmental restoration program requires a QAPP. The QAPP describes organizational pathways of communication, field sampling efforts and laboratory efforts. The Contract laboratory’s input will be required for inclusion in the QAPP. Following the requirements of National Environmental Laboratory Accreditation Conference Chapter 5 and DoD QSM, the Contract laboratory must have a Quality Assurance or Quality System Manual (QA/QSM). For completion of the QAPP, specific areas addressed in the QA/QSM may need to be expanded upon. The Contract laboratory shall provide all additional information required by the USACE Project Chemist.
• Project/Task Organization: A narrative or organizational chart showing key management and analytical personnel involved with the analysis as well as lines of communication among all project participants, USACE and the lab. Any key subcontractors will also need to be identified.
• Analytical Method Requirements: The laboratory shall perform MDL studies on an annual basis, and make these studies available upon request. The MDL and MDL check samples shall be extraction/digestion method specific and instrument specific and shall include any clean-up methods routinely used. Laboratory standard operating procedures (SOPs) must also be available for attachment to the QAPP as an appendix. The SOP must describe the equipment and apparatus utilized and any specific performance requirements associated with it. Further, the SOP shall describe the calibration, calibration verification, method QC elements, their acceptance criteria and procedures taken for corrective actions.
• Quality Control Requirements: Provide QA/QC checks done by the laboratory for both field QC samples, but also internal laboratory QC verification. The laboratory shall ensure that results from the laboratory internal quality control checks are reported with the associated batch of analytical data and that the sample results and the QC results can be easily correlated.
• Corrective Action: A description of corrective actions taken when results appear unusual, questionable, or the limits of acceptability are exceeded. Provide the limits of acceptability and propose and describe how re-establishment of control is demonstrated.
• Instrument /Equipment Testing, Inspection, and Maintenance Requirements: The laboratory will describe the implementation of the Preventative Maintenance systems and their schedule used to ensure the proper functioning of all laboratory and field apparatus. Identify all equipment by the manufacturer’s name, model number, and accessories. The laboratory should be prepared to provide the types of inspections, documentation, and testing procedures, etc. required for all equipment.
• Instrument Calibration and Frequency: For all instruments, the laboratory may have to describe the procedure used for calibrations and the frequency and types of calibration verification checks employed. The laboratory shall indicate how the records of calibrations are maintained and are traceable to the instrument and analyses.
8.0 RESPONSIVENESS
The laboratory shall identify the laboratory manager who has primary responsibility for project coordination and coordination of analyses. Especially when a short analytical turn-around time is required, the laboratory manager or designate should respond to USACE telephone or e-mail
requests for information on short notice. Unresolved inquiries could result in re-performance of analyses in order to obtain data of known quality.
SUBMISSIONS
Interested SBCs having the capabilities necessary to meet or exceed all aspects of NAICS Code 541380 having a size standard of $19 Million Dollars over three (3) Fiscal years for Testing Laboratories, and that can support the anticipated scope requirements as stated above, should submit a response to this sources sought synopsis. Submission information requested is outlined below:
1. A cover letter that includes the following:
a. Subject: Response to Sources Sought Synopsis W9128F24SE001
b. Name and address of your firm;
c. Firm's business size status (i.e. Small Business (SB), Small Disadvantaged Business (SDB), Women Owned Small Business (WOSB), Veteran Owned Small Business, Service Disabled Veteran
Owned Small Business (SDVOSB), Historically Underutilized Business Zone (HUBZone), Section 8(a));
d. A point-of-contact to include phone number and email address; and
e. Firm’s CAGE Code and UEI number.
2. A statement verifying that your firm is active under NAICS Code 541380.
3. A statement verifying that your firm is an accredited laboratory through the ELAP and, upon request, your firm can provide a current certificate showing proof.
4. In addition to the above, the Government requests comments from interested parties to the following questions:
a. Would your firm be interested in submitting a proposal considering the anticipated scope?
b. Does your firm have sufficient experience in the anticipated scope that would allow the government evaluator to assess your firm's capability?
c. How many task orders can your firm successfully perform and manage concurrently?
d. Would your firm most likely submit a proposal as a prime contractor OR as part of a teaming arrangement?
e. Are their tasks that your firm may subcontract to another firm? If so, please explain.
f. Does your firm have any other comments or suggestions that you would like to share with the Government?
Responses to this synopsis must be received no later than 8:00 a.m. Central Standard Time on 12 February 2024. Please e-mail responses to robert.e.tamisiea@usace.army.mil and courtesy copy christopher.r. kueffer@usace.army.mil.
Responses must include in the email subject line: RESPONSE TO SOURCES SOUGHT SYNOPSIS W9128F24SE001. Electronic responses via email are required and any information submitted is voluntary. Information requested and received in response to this notice will be used in planning future acquisitions; please do not send in any cost proposals or cost information. Request for proposals, if and when issued, will be available via the Internet at www.SAM.gov. As such, it is the potential offerors’ responsibility to monitor the above mentioned site for the release of any additional information.
Respondents will not be notified of the results of the market analysis and debriefings will not be available. It is the reader's responsibility to monitor the Government Point of Entry (GPE) via www.SAM.gov for any resultant or future solicitation package(s) that may be issued.
Results of the market research will be used to satisfy FAR Parts 5, 10, 19, and other applicable parts of the FAR and associated directives and guidance. Specifically, the results of the research will be used to analyze, evaluate, determine and document the capabilities of contractors to provide services as described in the Scope. The information gathered may be used by the Government in a variety of ways such as to document formal acquisition plans, prepare benefit and cost-type determination and justifications, and to determine industry best practices, technical and acquisition approaches.
Contracting Office Address:
USACE District, Omaha, 1616 Capitol Ave, Omaha, NE 68102-4901
Place of Performance:
VARIOUS locations CONUS
Point(s) of Contact:
Robert Tamisiea, robert.e.tamsiea@usace.army.mil
Chris Kueffer, christopher.r. kueffer@usace.army.mil.
