SOLICITATION NOTICE
B -- Macroinvertebrate Samples
- Notice Date
- 11/24/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Rtp Procurement Operations Division, 109 T W Alexander Drive, Rtp, NC 27711
- ZIP Code
- 27711
- Solicitation Number
- RFQ-RT-05-00061
- Response Due
- 12/27/2004
- Archive Date
- 1/27/2005
- Description
- NAICS Code: 541710 THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION. QUOTES ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. This solicitation is a TOTAL SMALL BUSINESS Set Aside. The North American Industry Classification System (NAICS) Code is 541710-Research and Development and the small business size standard is 500 employees. The solicitation number is RFQ-RT-05-00061, and the solicitation is being issued as a Request for Proposal. (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 01-25. A firm, fixed-price purchase order with a not-to-exceed line item is anticipated to result from the award of this solicitation consisting of a twelve month period of performance. This procurement is for processing benthic macroinvertebrate samples collected from western streams and rivers in the US. Background: The U.S. Environmental Protection Agency (EPA), as part of its Western Environmental Monitoring and Assessment Program (EMAP) project, has collected benthic macroinvertebrate (BMI) samples from streams and rivers in 12 western states ranging from small 1st-2nd order headwater streams to 6-7th order rivers. The states are: WA, OR, ID, MT, ND, SD, WY, CO, UT CA, NV, and AZ. Approximately 400 to 600 BMI samples were collected per year for four years. Two types of samples are collected from most sites: (1) a quantitative riffle sample and (2) a quantitative systematic multi-habitat sample. The riffle sample is a composite of eight 1 ft2 kicknet (500 micron mesh size) samples; the multi-habitat sample is a composite of 11 one square foot kicknet samples at systematically located transects. The multi-habitat sample includes a mixture of erosional and depositional habitats. Enough material is collected to contain at least 500 organisms in each composite sample. Samples are preserved in ethanol (to achieve a final concentration of 70% to 90%), shipped in one liter plastic bottles (HPDE) from the field to Corvallis, OR, then to the contractor to process the samples. Although the target is to have a maximum volume of each sample equal one liter or less, our experience is that many samples require several bottles. This survey of western streams and rivers was originally scheduled to cover four years. However, recently, the field effort was extended for one(1) additional year, with approximately the same macroinvertebrate field sampling effort requiring laboratory processing. This contract is intended to cover processing samples collected during this final year of field sampling. Objective Statement: The contractor shall provide the necessary personnel, facilities and equipment and otherwise do all things necessary for, or incidental to, counting and classifying benthic macroinvertebrates in samples provided by EPA and shall provide to EPA datafiles containing the counts and taxonomy of each sample processed. Task Description: 1.Sample Receipt. The contractor shall inspect all samples upon receipt and record the condition of each sample on a standardized tracking form that EPA will include in each shipment. A copy of this form shall be returned to EPA via FAX, e-mail attachment, or mail. 2. Sample Processing. The contractor shall count and classify the organisms in an unbiased, representative subsample of each composite sample to achieve enumeration of 500 (+/- 50) organisms and record the fraction of the sample processed or process the entire composite sample if it contains 500 or fewer organisms. At least 10X magnification shall be used in sorting invertebrates from debris, and a gridded tray or Caton-type splitter shall be used (or an equivalent method that will produce consistent subsamples). In addition, a "large-rare" sweep of the subsample not counted shall be conducted (see Vinson and Hawkins, 1996. J. North Am. Benth. Soc. 15:393-400). Counts from the large-rare search shall be maintained separate from the 500-count subsample. The contractor shall exclude organisms that are obviously not benthic macroinvertebrates such as planktonic microcrustaceans (e.g., Daphnia), terrestrial species, and obvious "accidentals". Preserve these organisms, unsorted, in a separate vial. All sorted and counted specimens from each processed sample shall be archived in one or more vials; the unsorted portion shall also be archived. Archived samples shall be preserved in 70% ethanol and vials labelled with a unique sample identifier. Ten percent of the samples shall be archived as follows as part of quality assurance: each taxon sorted and identified shall be retained in a separate vial containing 70% ethanol, with a unique sample identification label and taxonomic identification. In addition, the contractor shall maintain a reference collection (voucher collection) of all identified taxa. The contractor shall archive the unsorted/uncounted portion of each sample until such time as the data are verified/validated. The contractor shall be responsible for disposal of this portion of the sample after data verification. The contractor shall return the vials with sorted/counted specimens to EPA at the end of the contract. 3.Taxonomic Resolution. The contractor shall standardize to a minimum level of taxonomic resolution to be achieved in all samples specified in Table 1. The contractor shall classify to a finer level of resolution if it is relatively straightforward. All complete and fragmented individuals shall be counted if at least the head part is present. Along with larvae, pupae and adults shall be identified and enumerated provided there is the ability to identify to the same taxonomic level as larvae. We seek a standardized level of taxonomy across all samples; at the same time we recognize that for some taxa, this goal is not reasonably achievable. These circumstances shall be noted in a comments portion of the data files described next. Data Files. Benthic data shall be summarized in two separate files: 1. A "sample information file", prepared in a matrix format, with rows (records) representing individual samples and columns (fields) representing variables associated with each sample. The information in this file is applicable to an entire sample, and includes the following: a. Information from the EPA sample label, including: (1) EMAP stream identification code (ID code); (2) EMAP sample identification number; (3) EMAP habitat type (targeted riffle habitat or reach-wide); (4) Date of sample collection; (5) The total number of containers included in the sample; b. Date sample was received by contractor, c. Contractor laboratory sample ID code (if different from EMAP ID or sample identification number) d. Data qualifiers (flags) and comments regarding condition upon receipt or issues arising from laboratory processing and identification, e. Date sample processed, f. Date all IDs were completed, g. Proportion of sample subsampled to obtain required count (500 +/- 10%); 2. The second data file shall contain the count data for all samples, and shall be organized as a matrix with each row (record) representing an individual taxon in a sample, and each column (field) representing variables associated with each record. The first four variables uniquely identify each sample and allow for merging with the sample information file. These variables include: a. EMAP stream identification code (ID code); b. EMAP sample identification number; c. EMAP habitat type (targeted habitat or reach); d. Date sample collected; e. Individual variables that collectively provide the complete taxonomic information for each taxon, beginning with phylum and ending with the lowest taxonomic level assigned to a taxon, from Table 1 (species or higher depending on the taxon), including any intermediate levels (e.g., tribe, subfamily, etc.);f. The unique taxon name assigned (generally genus plus species); g. Any taxon codes that might be assigned by the laboratory (i.e. that link to a lookup table of complete taxonomic information); h. The number of individuals counted as part of the big/rare search; i. The number of individuals counted as part of the subsampling effort, or from the large-rare search; j. A variable code, such as "distinct", to indicate whether taxa not classified to the specified level in Table 1 are distinct from other taxa not classified to that level in the sample; k. Any data qualifiers (flags) and associated comments pertaining to the identification of the individual taxon, including those that address the issue related to "undetermined" taxa presented under "Taxonomic Resolution". Data files are to be submitted electronically in spreadsheet format (e.g. Microsoft EXCEL; SAS data files or compatible) either on diskette, CD-ROM or via internet (e.g., ftp or attachments to e-mail). NOTE: Individual spreadsheet files for each sample (i.e., "electronic benchsheets") are not acceptable. In addition, placing information or data in "text boxes" inside spreadsheet files is not acceptable. Contractor shall maintain a paper copy of the electronic files as well as a back-up electronic copy at a separate location (to prevent loss of data in the event of a catastrophe, e.g., fire, flood, earthquake). Quality Assurance/Quality Control. 1. Sample processing: Subsampling and sorting procedures shall be controlled and evaluated so that no more than 10% variation in taxonomic lists and counts is introduced. A process such as the use of replicate subsampling/processing of 5% of the samples could be used to quantify error rates and demonstrate achievement of this performance objective. 2. Taxonomy: Contractor shall randomly review the taxonomic: Identifications of 10% of the samples weekly using a separate taxonomist. Uncertain taxa shall be sent to one or more outside experts for confirmation. 3. Contractor shall assure that data entry is correct. 4. The contractor shall use a list of published taxonomic references with prior EPA approval. Deliverables. Electronic (and paper, if requested) files containing data on benthic macroinvertebrate samples received from EPA are due within 9 months after samples are received from EPA. A QA report summarizing achievement of Performance Objectives is due with submission of the electronic data files within 9 months after samples are received from EPA. List of samples received from EPA 30 days prior to completion of this order. Voucher samples 30 days prior to completion of this order. QA samples for distribution to outside experts for taxonomic verification on request within 6 months after the effective date of the order. Period of Performance. The period of performance is 12 months after the effective date of the purchase order. Proposal Instructions and Evaluation Criteria: The Government intends to award a single purchase order to the responsible offeror whose technically acceptable proposal offers the 'Best Value' to the Government price and other factors considered. For this requirement 'best value' will be determined based on technical capability, past performance and price. For this combined synopsis/solicitation, technical capability and past performance when combined are significantly more important than price. As offers become more equal technically, the evaluated price becomes more important. This procurement shall be awarded based on the following 'best value' criteria: Technical Capability: 1. Demonstrated Ability and Qualification of Personnel to perform the requirements of the SOW. 2. Knowledge and Approach to the Statement of Work: (a) Each offeror's proposal must demonstrate a full and complete understanding of the requirements of the Statement of Work. The offeror's understanding must include identification of the types of problems that are likely to occur during performance and demonstration of how it proposes to overcome problems to accomplish the work. The contractor shall outline and describe its procedure for solving the problem posed by the following question: "How does your laboratory deal with the problem of keeping taxa that are not classified to the level specified in the contract distinct from sample to sample, as described in the section "TAXONOMIC RESOLUTION" in the Statement of Work?" A method is necessary to indicate whether unidentified genera in samples are the same as or different from unidentified genera in other samples.(b) Demonstrated ability to meet the requirement to complete processing samples within 8 months after receipt of samples (c) Demonstrated ability to report results in spreadsheet format as specified in this solicitation. 3.) Contractor Experience: Offerors will be evaluated based on their experience in the identification, counting and vouchering of benthic aquatic macroinvertebrates collected in western U.S. rivers and streams. Offerors shall include at least the following information regarding samples from western U.S. rivers and streams: (a) Years of processing samples; (b) Number and expertise of taxonomists on staff; and (d) Number of samples currently processed per year. 4.) Quality Assurance/Quality Control: (a) The offeror shall submit a copy of its "Quality Assurance/Quality Control" Manual or Plan (electronic version is acceptable) that shall be used to assure the integrity of its data, particularly relative to the specific needs EPA has for documenting the QA results to meet the quality objectives specified in the sections on SAMPLE PROCESSING and QUALITY ASSURANCE/QUALITY CONTROL of the Statement of Work. The QA/QC plan shall demonstrate how the contractor will document the accuracy and precision of counts and taxonomic identifications. If electronic, the document shall be in Word or WordPerfect format. The QA/QC Plan shall describe the procedures by which the following Performance Objectives will be achieved: 1.) Sample Processing: Subsampling and sorting procedures shall be controlled and evaluated so that no more than 10% variation in taxonomic lists and counts is introduced 2.) Taxonomy: The offeror shall randomly review the taxonomic identifications of 10% of the samples weekly using a separate taxonomist. Due to diversity of samples, uncertain taxa shall be sent to one or more outside experts for confirmation. 3.) The contractor shall assure that data entry is correct. 4.) Offerors shall submit a list of proposed published taxonomic references. EPA QA Guidance and Forms are listed at the bottom of the EPA procurement home page. PAST PERFORMANCE: Proposals shall be evaluated on performance under existing and prior contracts/subcontracts/orders for services similar to that described in the Statement of Work. For each project/contract/order, offerors must include in their proposal: (1) a list of contracts performed within the last three (3) years; (2) brief synopsis which includes the date the work was performed and the client for whom the work was performed (include client name, address, point of contact and telephone number). The Government's evaluation shall focus on the quality of service, timeliness of performance (ability to meet deadlines) and overall customer satisfaction. PRICE: The total not-to-exceed price for the entire effort must be included in the initial proposal for a maximum of 800 samples. The following FAR provisions apply to this solicitation: 52.212-1, Instructions to Offerors--Commercial Items. All offerors are to include with their offer a completed copy of provision 52.212-3, Offeror Representations and Certifications -Commercial Items. The following FAR clause applies to this acquisition: 52.212-4, Contract Terms and Conditions-Commercial Items. The following additional FAR clauses which are cited in clauses 52.212-5 are applicable to the acquisition: 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; 52.222-36, Affirmative Action for Handicapped Workers; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era; 52,225-1, Buy American Act, 52.225-3, Buy American Act--North American Free Trade Agreement, 52.232-34, Payment by Electronic Fund Transfer-Central Contractor Registration. Offerors should review any other information posted with this Request for Proposal on EPA's website at the following address: http://www.epa.gov/oam/rtp_cmd. Arrow down to the REQUEST FOR QUOTATION section and click on the solicitation. Please submit two copies of the technical and price proposal to U.S. Environmental Protection Agency, RTP Procurement Operations Division (E105-02), Attn: Robin S. Harris, Contract Specialist, Research Triangle Park, NC 27711. The courier delivery address is U.S. Environmental Protection Agency, Attn: Robin S. Harris (E105-02), RTP Procurement Operations Division, 4930 Page Road, Durham, NC 27703. Technical questions are due via email to harris.robin@epa.gov by December 9, 2004. All offers are due by December 27 , 2004, 12:00 p.m., EDT. No telephonic or faxed requests will be honored.
- Record
- SN00713283-W 20041126/041124212307 (fbodaily.com)
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