Contracting for Laboratory Services

Ann Mullin ClevelandUS Geological Survey

Presented to the Environmental Protection Agency

Science Advisory BoardApril 23, 2002

Examples of Procurement Options

Purchase order

Sole source solicitation

Request for Quotation (RFQ)

Request for Proposal (RFP)

Basic Ordering Agreement (BOA)

Performance-based Contracting

QA acceptance criteria

Market research

Appropriate incentives, if applicable

Past performance

Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

Planning

Determine needs and

requirements

Establish Data Quality Objectives (DQOs)

Establish Measurement Quality

Objectives (MQOs)

Planning

Specify technical requirements – Statement of Work (SOW)

AnalytesMatricesMeasurement Quality Objectives (MQOs)QC and PT samplesRadiological holding and turnaround timesNumber of samples and schedules

Planning

Specify contractual requirementsLicenses and certifications

Data reporting and communications

Sample re-analysis requirements

Sample management

Subcontract allowances

Liquidated damages

Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

Request for Proposal

Prepare contractual document

Technical requirements

Generic requirements

Scoring criteria

Advertise in Commerce Business

Daily

Schedule pre-proposal conference

Proposals

Copy of Quality ManualMethods and supporting documentationPersonnelInstrumentationLaboratory facilitiesLicenses and AccreditationsExperience – including contacts

Contract Process (for RFP)

PlanningRequest for proposal

Laboratory selection – technical criteriaPrice comparison

Debriefing of unsuccessful vendors

Award

Laboratory SelectionTechnical Criteria

Establish Technical Evaluation

Committee (TEC)

Evaluate proposals

Submit pre-award proficiency samples

Perform on-site audit

Proposal Evaluation

Past performanceTechnical meritUnderstanding of the requirementsAdequacy and suitability of laboratory equipment and resourcesAcademic qualifications and experience of personnelRelated experience with similar contracts

Pre-Award Proficiency Samples

Samples Site-specific matrixWell characterized materialsMethod validation reference materials

CostSpecified in RFP

ScoringPass/FailSliding scale

Pre-Award Audit

To determine if the laboratory’s

representation (proposal) is realistic

when compared to the actual facilities.

Pre-Award Audit

Sample securityChain of Custody (COC)

MethodsSOPs available to every analyst

Method validation documentationVerification of documentation included in proposalsQA/QC issues

Pre-Award Audit

Internal QCCheck files and records

TrainingTraining logs

InstrumentationCalibration recordsNumber and age (condition)Maintenance contracts

PersonnelSample tracking

Contract Process (for RFP)

PlanningRequest for proposalLaboratory selection – technical criteria

Price comparisonDebriefing of unsuccessful vendorsAward

Price comparison

Price of analyses reviewed

Labs in final stage of selection can

rebid with “best and final offer”

Contract Process (for RFP)

PlanningRequest for proposalLaboratory selection – technical criteriaPrice comparison

Debriefing of unsuccessful vendorsAward

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

Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

Contract Management

“Communication is key to the

successful management and

execution of the contract.”

Laboratory Assessment Ongoing Evaluation of

Performance

Quantitative monitoring of laboratory’s performance

Internal QC sample resultsExternal QA sample resultsPE sample results

Operational aspectsDesk auditsOn-site audits

End of Contract

All data received

All invoices paid

All records requested and received

Summary report on performance of

vendor

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.”

MARLAP recommends

“All members of the TEC have a

complete technical

understanding of the subject

matter related to the proposed

work.”