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6383 - Laboratory Services for Waste Water Utilities, 3.Statement of Work/ Specifications The scope of work shall be finalized upon the selection of the Firm. The proposal submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope proposal submission will include, at a minimum, the following: TECHNICAL RESPONSIBILITIES AND REQUIREMENTS The City of Denton operates a wastewater utility and conducts watershed monitoring activities. The wastewater utility operates a collection system as well as two wastewater treatment plants (WWTP). The City’s Texas Pollutant Discharge Elimination System (TPDES) permit which regulates wastewater conveyance, treatment, and sludge disposal, requires sampling of the wastewater plants and industrial contributions. WWTP sampling for priority pollutants is conducted on a quarterly basis, and sampling of industrial discharges takes place throughout the year. Samples will be collected and submitted to the contract laboratory most weeks of the year. The number of samples submitted each week varies and on occasion can be up to forty samples. There shall be no limit to the number of samples that may be submitted to the Contractor on a weekly basis. As part of the WWTP requirements, the City also collects sludge and compost samples monthly. CONTRACTOR REQUIREMENTS Sample Containers The Contractor shall provide sample containers, preservatives, coolers, ice, sample labels, and custody seals at no additional charge. Delivery of sample containers shall occur within five (5) days or less of a request by City staff. The Contractor may provide a form for the purpose of requesting sample containers. Quality Control Sample Requirements The Contractor shall provide trip blank vials for volatile organic compound sampling and analysis with analyte-free water as needed and requirements and/or a schedule for the collection of duplicate samples for the use in quality control as necessary to meet method requirements. Quality control checks must be completed in accordance with the approved method. If the method does not contain specific QC/QA requirements, then those found in 40 CFR Part 136.7 are required. Sample Shipping The Contractor shall submit a sample shipping plan. All shipping, freight, and delivery charges are to be included in the bid price. Preference will be given to Bidders with the ability to provide a local facility and/or staff for sample drop off and supply delivery. A letter of delivery or acknowledgment must be sent electronically to the City point-of-contact within three days of sample receipt. All questions regarding analytical requirements should be directed to the City point-of-contact immediately by phone and/or email. If there is a discrepancy with the samples, the responsible party that collected the samples will be notified and the problem will be corrected before the analyses are performed. Laboratory Data Package A data package shall be furnished within the agreed upon turn-around time (TAT). The TAT will generally be the Contractor’s standard TAT unless noted otherwise on the chain-of-custody. The data package shall be addressed to the designated point of contact and shall include the following: Sample ID number Laboratory ID number Analytical results, including reporting units Analytical technique/method used Method detection level QA/QC for each method and analyte Dates and times of analysis, including extraction and/or preparation where appropriate Name of analyst Complete chain-of-custody records Laboratory sample check-in/log-in checklist Report signature Flags as necessary to note exceeding reporting limits, hold time, quality control outside control limits, and any other discrepancies or deviations Special Sample Handling Oil and grease and volatile organic compound samples may be collected by the City as a four-part grab to be composited in the laboratory. In accordance with the EPA method 1664 B, four 250 mL samples will be submitted to the laboratory for oil and grease. In the case of volatile organic compounds, a minimum of two 40 mL vials will be collected for each grab, and the laboratory should composite one aliquot from each grab prior to analysis. In these instances, the chain-of-custody will reflect the request for the samples to be composited in the laboratory prior to analysis. As required by the method, the City collects a sample for matrix spike analysis at each site where oil and grease is collected. These quality control samples are collected once per year or once for every 20 samples, whichever comes first. This should be reflected in the bid pricing.