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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

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
Examples of Procurement Options
  • Purchase order
  • Sole source solicitation
  • Request for Quotation (RFQ)
  • Request for Proposal (RFP)
  • Basic Ordering Agreement (BOA)
performance based contracting
Performance-based Contracting
  • QA acceptance criteria
  • Market research
  • Appropriate incentives, if applicable
  • Past performance
contract process for rfp
Contract Process (for RFP)
  • Planning
  • Request for proposal
  • Laboratory selection – technical criteria
  • Price comparison
  • Debriefing of unsuccessful vendors
  • Award
contract process for rfp5
Contract Process (for RFP)
  • Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

planning
Planning
  • Determine needs and requirements
    • Establish Data Quality Objectives (DQOs)
    • Establish Measurement Quality Objectives (MQOs)
planning7
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
planning8
Planning
  • Specify contractual requirements
    • Licenses and certifications
    • Data reporting and communications
    • Sample re-analysis requirements
    • Sample management
    • Subcontract allowances
    • Liquidated damages
contract process for rfp9
Contract Process (for RFP)

Planning

  • Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

request for proposal
Request for Proposal
  • Prepare contractual document
    • Technical requirements
    • Generic requirements
    • Scoring criteria
  • Advertise in Commerce Business Daily
  • Schedule pre-proposal conference
proposals
Proposals
  • Copy of Quality Manual
  • Methods and supporting documentation
  • Personnel
  • Instrumentation
  • Laboratory facilities
  • Licenses and Accreditations
  • Experience – including contacts
contract process for rfp12
Contract Process (for RFP)

Planning

Request for proposal

  • Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

Award

laboratory selection technical criteria
Laboratory SelectionTechnical Criteria
  • Establish Technical Evaluation Committee (TEC)
  • Evaluate proposals
  • Submit pre-award proficiency samples
  • Perform on-site audit
proposal evaluation
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
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
Pre-Award Audit

To determine if the laboratory’s representation (proposal) is realistic when compared to the actual facilities.

pre award audit17
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 audit18
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 rfp19
Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

  • Price comparison

Debriefing of unsuccessful vendors

Award

price comparison
Price comparison
  • Price of analyses reviewed
  • Labs in final stage of selection can rebid with “best and final offer”
contract process for rfp21
Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

  • Debriefing of unsuccessful vendors

Award

debriefing of unsuccessful vendors
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 rfp23
Contract Process (for RFP)

Planning

Request for proposal

Laboratory selection – technical criteria

Price comparison

Debriefing of unsuccessful vendors

  • Award
contract management
Contract Management

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

laboratory assessment ongoing evaluation of performance
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
end of contract
End of Contract
  • All data received
  • All invoices paid
  • All records requested and received
  • Summary report on performance of vendor
marlap recommends
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 recommends28
MARLAP recommends

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