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Contracting for Laboratory Services

Contracting for Laboratory Services. Ann Mullin Cleveland US Geological Survey Presented to the Environmental Protection Agency Science Advisory Board April 23, 2002. Examples of Procurement Options. Purchase order Sole source solicitation Request for Quotation (RFQ)

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Contracting for Laboratory Services

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  1. Contracting for Laboratory Services Ann Mullin Cleveland US Geological Survey Presented to the Environmental Protection Agency Science Advisory Board April 23, 2002

  2. Examples of Procurement Options • Purchase order • Sole source solicitation • Request for Quotation (RFQ) • Request for Proposal (RFP) • Basic Ordering Agreement (BOA)

  3. Performance-based Contracting • QA acceptance criteria • Market research • Appropriate incentives, if applicable • Past performance

  4. Contract Process (for RFP) • Planning • Request for proposal • Laboratory selection – technical criteria • Price comparison • Debriefing of unsuccessful vendors • Award

  5. Contract Process (for RFP) • Planning Request for proposal Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors Award

  6. Planning • Determine needs and requirements • Establish Data Quality Objectives (DQOs) • Establish Measurement Quality Objectives (MQOs)

  7. Planning • Specify technical requirements – Statement of Work (SOW) • Analytes • Matrices • Measurement Quality Objectives (MQOs) • QC and PT samples • Radiological holding and turnaround times • Number of samples and schedules

  8. Planning • Specify contractual requirements • Licenses and certifications • Data reporting and communications • Sample re-analysis requirements • Sample management • Subcontract allowances • Liquidated damages

  9. Contract Process (for RFP) Planning • Request for proposal Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors Award

  10. Request for Proposal • Prepare contractual document • Technical requirements • Generic requirements • Scoring criteria • Advertise in Commerce Business Daily • Schedule pre-proposal conference

  11. Proposals • Copy of Quality Manual • Methods and supporting documentation • Personnel • Instrumentation • Laboratory facilities • Licenses and Accreditations • Experience – including contacts

  12. Contract Process (for RFP) Planning Request for proposal • Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors Award

  13. Laboratory SelectionTechnical Criteria • Establish Technical Evaluation Committee (TEC) • Evaluate proposals • Submit pre-award proficiency samples • Perform on-site audit

  14. Proposal Evaluation • Past performance • Technical merit • Understanding of the requirements • Adequacy and suitability of laboratory equipment and resources • Academic qualifications and experience of personnel • Related experience with similar contracts

  15. Pre-Award Proficiency Samples • Samples • Site-specific matrix • Well characterized materials • Method validation reference materials • Cost • Specified in RFP • Scoring • Pass/Fail • Sliding scale

  16. Pre-Award Audit To determine if the laboratory’s representation (proposal) is realistic when compared to the actual facilities.

  17. Pre-Award Audit • Sample security • Chain of Custody (COC) • Methods • SOPs available to every analyst • Method validation documentation • Verification of documentation included in proposals • QA/QC issues

  18. Pre-Award Audit • Internal QC • Check files and records • Training • Training logs • Instrumentation • Calibration records • Number and age (condition) • Maintenance contracts • Personnel • Sample tracking

  19. Contract Process (for RFP) Planning Request for proposal Laboratory selection – technical criteria • Price comparison Debriefing of unsuccessful vendors Award

  20. Price comparison • Price of analyses reviewed • Labs in final stage of selection can rebid with “best and final offer”

  21. Contract Process (for RFP) Planning Request for proposal Laboratory selection – technical criteria Price comparison • Debriefing of unsuccessful vendors Award

  22. Debriefing of Unsuccessful Vendors • Letters sent to unsuccessful bidders • Individual debriefing arranged between TEC and contractor reps. • Formal protest requires legal council for both sides

  23. Contract Process (for RFP) Planning Request for proposal Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors • Award

  24. Contract Management “Communication is key to the successful management and execution of the contract.”

  25. Laboratory Assessment Ongoing Evaluation of Performance • Quantitative monitoring of laboratory’s performance • Internal QC sample results • External QA sample results • PE sample results • Operational aspects • Desk audits • On-site audits

  26. End of Contract • All data received • All invoices paid • All records requested and received • Summary report on performance of vendor

  27. MARLAP recommends “Technical specifications be prepared in writing in a single document designated as a SOW for all radioanalytical laboratory services, regardless of whether the services are to be contracted out or performed by an Agency’s laboratory.”

  28. MARLAP recommends “All members of the TEC have a complete technical understanding of the subject matter related to the proposed work.”

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