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) 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) Analytes Matrices Measurement Quality Objectives (MQOs) QC and PT samples Radiological holding and turnaround times Number of samples and schedules
Planning Specify contractual requirements Licenses 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 Manual Methods and supporting documentation Personnel Instrumentation Laboratory facilities Licenses and Accreditations Experience – including contacts
Contract Process (for RFP) Planning Request for proposal Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors Award
Laboratory Selection Technical Criteria Establish Technical Evaluation Committee (TEC) Evaluate proposals Submit pre-award proficiency samples Perform on-site audit
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
Pre-Award Proficiency Samples Samples Site-specific matrix Well characterized materials Method validation reference materials Cost Specified in RFP Scoring Pass/Fail Sliding scale
Pre-Award Audit To determine if the laboratorys representation (proposal) is realistic when compared to the actual facilities.
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
Pre-Award Audit Internal QC Check files and records Training Training logs Instrumentation Calibration records Number and age (condition) Maintenance contracts Personnel Sample tracking
Contract Process (for RFP) Planning Request for proposal Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors Award
Price comparison Price of analyses reviewed Labs in final stage of selection can rebid with best and final offer
Contract Process (for RFP) Planning Request for proposal Laboratory selection – technical criteria Price comparison Debriefing of unsuccessful vendors Award
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 laboratorys performance Internal QC sample results External QA sample results PE sample results Operational aspects Desk audits On-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 Agencys laboratory.
MARLAP recommends All members of the TEC have a complete technical understanding of the subject matter related to the proposed work.