35 X192220 Sample Identification Bcw

SPECIFICATIONS

Sample Identification and Enumeration of Aquatic Macroinvertebrate Samples

Collected Using Pennsylvania Department of Environmental Protection's Biological Data Collection Protocols

I. SCOPE OF WORK:

Purpose: The Pennsylvania Department of Environmental Protection (DEP),

Bureau of Clean Water, requires a contractor experienced in benthic

macroinvertebrate sample processing in accordance with current methodologies outlined in Water Quality Monitoring Protocols for Surface Waters, 2023. benthic

macroinvertebrate taxonomic identifications, sample inventory concepts, and state of the science Quality Assurance/Quality Control (QA/QC) procedures. DEP will have approximately 175 samples per year available for processing.

The sample processing must be done in a timely manner. The awarded

contractor must demonstrate the ability to handle the volume of samples to be submitted after bid opening and p ri or to award.

Any questions concerning the technical aspects of the specifications should be directed to Mark Brickner at 717 -783 -9719, or via e- mail at mbrickner@pa.gov.

Any questions concerning the bidding or contracting procedures should be

directed to Brian Franklin at 717 -787-2471, or via e- mail at brfranklin@pa.gov.

In addition to the experience described above, specific personnel experience requirements are defined in Section V.B.1 and 2.

This Information for Bid (IFB) is for the identification and enumeration of

approximately 175 aquatic benthic macroinvertebrate samples collected from streams and rivers throughout Pennsylvania that are representative of DEP's water quality monitoring program sampling and related tasks. Examples of

1

benthic macroinvertebrate sample types are those collected using DEP sampling methods described in the Biological Data Collection Protocols section of Water Quality Monitoring Protocols for Surface Waters, 2023. In addition, up to 20

previously identified DEP samples may be submitted for water quality program QA/QC purposes. These tasks are described in more detail in Section III and are summarized, as follows:

• Receive, inve nto ry a nd mai ntain bent hic ma cro inve rteb rate samples,

• Process, sort and sub-sample received samples,

• Identify and enumerate the sorted sub -samples,

• Identify and enumerate the DEP QA/QC sub-samples (as needed by DEP),

• Maintain proper identification bench sheets,

• Submit periodic status reports and bench sheets,

• Perform accepted quality assurance procedures, and

• Retain and return empty f ield sample jars, sorted and identified subsamples and any DEP QA/QC sub-samples.

II. BACKGROUND:

A. DEP Samples. All the samples to be processed under this Scope of Work are referred to as " Wadeable Riffle-Run Stream Macroinvertebrate Data

Collection Protocol" samples collected using Pennsylvania DEP

protocols, unless otherwise noted. Detailed processing requirements for these samples follow later in this Scope of Work.

1. Water Quality Monitoring Network (WQN) Samples. The WQN is Pennsylvania's long-term, fixed station network. Currently,

most of the WQN samples are collected by the United States

Geological Survey (USGS). As a result, the WQN samples are collected on a federal f iscal year basis. For the Scope of Work described above, the WQN samples were collected during the

Fall/Spring sampling window. Approximate number of samples in the WQN sample lot = 120 per year.

2

2. Other Survey Samples. The DEP Wadeable Riffle-Run Stream Macroinvertebrate Data Collection Protocol is also routine for

collecting samples for aquatic life use, cause/effect, large river,

special project surveys and some protocol development. Under this Scope of Work, the following number of routine samples are

anticipated:

a. Large River sample lots: 20 per year , and

b. Other Routine sample lots: 30 per year

B. DEP QA/QC Samples (if provided by DEP). As part of DEP's QA/ QC program, accuracy and proficiency of taxonomic identifications

performed as part of DEP's water quality monitoring and assessment

surveys must be checked periodically as required by Q A/Q C project plan protocols. The macroinvertebrate samples submitted for Q A/Q C analysis (up to 20) represent the final work product of sorted and sub- sampled

Macroinvertebrate samples that have already been identified and enumerated by DEP field staff, other agency staff and contracted

biologists. These samples are to be identified and enumerated by the contractor.

3

III. CONTRACT TASKS:

The contractor shall conduct the following tasks:

Task 1: Sample Handling –

A. Sample Receipt:

1. Sample Schedule:

a. Samples will be available to the contractor in a timely

manner to allow adequate processing time before the contract expiration date (6/30/ 26). However, in the event the

contractor is not able to complete the work on samples in hand by the contract expiration date, the contractor must request a contract e x t e n s i o n , in writing, as noted in

S ection VII. Contract Term: by 4 / 30 / 26 . It is possible that not all of a given year's WQN samples will be collected and available to the contractor in a timely manner. In that event, the contractor may need to request a contract extension as

described above.

b. DEP QA/QC samples (as needed): The 20 QA/QC samples, or portion thereof, may be submitted at any t ime during the contract term or contract renewals. Any QA/QC samples

submitted to the contractor, during any contract renewal,

shall be provided reasonable time to complete the taxonomic identification and data reporting requirements before the

contract renewal expires.

2. Upon notice that DEP has the contracted samples available, the contractor will be responsible for pick -up or arranging shipment and receipt of such samples. These samples will be preserved in 70+% (or greater) aqueous ethanol, which may be subject to

4

special shipment regulations. Therefore, the contractor will need

to demonstrate possession of a current courier service contract that accepts and ships ethanol-preserved samples.

3. The contractor shall make arrangements to receive ethanol-

preserved samples with their contracted courier, at which time DEP will promptly ship the QA/QC samples, as needed.

4. Upon receipt of each batch of samples or sample -lots, the

contractor must inventory the samples against the enclosed packing list and contact the sender if there are any discrepancies or

damage. Discrepancies must be corrected immediately prior to any samples being processed.

• Samples will be sent to the contractor in nalgene (or similar durable, non-glass plastic) containers preserved with 70+% (or greater) aqueous ethanol with field labels. All transfer, storage and handling of samples or sub -samples must be

done in 70% (or greater) aqueous ethanol.

• DEP QA/QC samples will be sent in smaller glass or non - glass containers preserved in 70+% (or greater) aqueous

ethanol with sample identification control labels.

B. Sample Descriptions/Sub-Sampling:

1. DEP Samples: DEP employs different f ield methods in the

collection of benthic samples, depending on stream type: typical " freestone" (" routine", which includes WQN, large river and other

wadeable r iffle- run streams); " limestone" and " low gradient". For contractor purposes, the primary difference between these samples is the sorting sub-sample size. This Scope of Work will include

only the freestone samples, as described above. Freestone

samples, henceforth referred to as " routine" or " Wadeable Riffle-Run Stream Macroinvertebrate Data Collection Protocol " samples,

will be sorted to a 200 ± 10% sub-sample size.

2. DEP QA/QC Samples: DEP QA/QC samples are benthic

specimens that have been sub-sampled, identified and enumerated as part of routine monitoring and assessment surveys.

3. Sample Processing: Equipment required for benthic sample processing is listed in Appendix A.

Sub-sampling for all sample types will be done uniformly with magnification, if necessary. The use of magnification can

minimize sorting efficiency variability due to differences in visual acuity between sorting technicians.

Magnification will be performed by the use of a dissecting scope or of an i lluminated round viewer. The contractor's staff performing

the sub- sampling must sign the data sheets in the same manner as the taxonomist performing the identifications. Refer to Appendix

A for detailed instructions for sample processing methods. A brief summary of specific sample processing treatment, required for each WQN sample type, is provided below:

a. Sorting: Routine samples are sorted using gridded pans in the same manner described in Appendix A (Sample

Processing). During the primary sorting steps, benthic

material is removed from a minimum of four (4) grids and placed in a second gridded pan (Pan2).

b. Sub-sampling: Once the required grids (at least four (4)) have been compiled, as described in a. above, the benthic materials are gently and evenly distributed throughout the Pan2 and sub- sampled. Following Appendix A guidance,

randomly select grids from Pan2, one (1) at a time. Remove and count identifiable benthic organisms until the target

number (200 ± 10%) is achieved.

Task 2: Identification of Macroinvertebrate Samples –

Generally, for all routine samples, all macroinvertebrates must be identified to the level set forth in the updated Appendix B: Minimum Standard Taxonomic Identification for Aquatic Invertebrates. However, on occasion, DEP may

require certain taxa to be identified to lower taxonomic levels than specified in

Appendix B. Specific to this Scope of Work, the samples subject to identification requirements are:

A. Routine Samples (except for Large River): Identify macroinvertebrates as described in Appendix B. (Approximately 158 samples),

B. Large River Samples: With the exception of Chironomidae and

Clitellata, identify macroinvertebrates as described in Appendix B.

Chironomid and Clitellata are to be identified to at least the genus taxon level. I t is understood that not all the midges and worms in a sample may be able to be identified to genus because of damage, size or other

character-obscuring factors. For these individual specimens, identification to the lowest taxonomic level short of genus is acceptable** (e.g. tribe, sub-family, family, etc.).

(** Notes on " lowest taxonomic level" enumeration: The contractor taxonomists must follow the " 200 ± 10%" guidance presented in

Appendix C2 - Benthic Macroinvertebrates; found in DEP's Water Quality Monitoring Protocols for Surface Waters, 2023. DEP's utility of the

enumerated taxonomic data is dependent on genus level identifications and specimen total counts. If a taxonomic group, such as 'family', is

identified and counted into, say three (3) genera and remaining

individuals identified to just their family taxon level, then only the three

(3) genera can be counted towards the 200 ± 10% requirement and used for " total taxa" and total count- dependent metrics. The non -genus

specimen taxon and total count information is effectively lost from our metric analyses.)

7

The contractor shall use a bench sheet similar to Appendix C to record benthic macroinvertebrate identification and enumeration.

In some cases, certain taxa (e.g. Chironomidae) requires only family level of identification. However, at the discretion of the DEP, the

contractor may be requested to separate the larvae of specific taxa from the sub-sample to be returned as a separate, preserved specimen sample, properly label-associated to the parent sample. DEP will identify any

sample set requiring this extra processing requirement. For the samples under this Scope of Work, no sample sets will require any unidentified

taxon-specific sub-samples.

Task 3: Reporting -

Sample processing status reports and materials shall be provided to the DEP project officer and will contain the following information:

On a Quarterly Basis:

A. A list of samples received for processing, identified by station/sample number, sample type (routine, WQN, large r iver or other DEP -provided identifiers) and sample date.

B. A list of DEP QA/QC samples received for processing identified sample number and sample type (QA/QC).

C. Sample processing status (e.g. not started, sorted, sub -sample

identification completed and waiting return, invoiced or 't o be invoiced").

As Sample-Lot Processing Allows:

8

D. Signed and dated bench sheets (reporting must be uniform) for submitted routine samples. Results will be reported on forms similar to Appendix

C. The contractor will check and correct the forms, as necessary, to

assure legibility by a person totally unfamiliar with technical terms (i.e., data entry personnel).

E. QA/QC Reports on the sub-sampling and identification of at least 10% of the samples for which the bench sheets are submitted (following the

contractor's QA/QC plan, as reviewed and approved by the DEP, as noted in Task 5 ).

F. Signed and dated bench sheets (reporting must be uniform) for submitted DEP QA/QC samples. Results will be reported on forms similar to

Appendix C. The contractor will check and correct the forms, as necessary, to assure legibility by a person totally unfamiliar with technical terms (i. e., data entry personnel).

Upon Final Taxonomic Identification and Enumeration:

G. Once the identification, enumeration, and internal QA/QC checks have been completed for each sample- lot, contractor shall utilize the

electronic format provided by DEP, to provide the final sample data, along with any outstanding items listed in Task 3: D-F, above.

Task 4: Materials to be Returned -

The following materials shall be retained and held until returned:

A. Preserved, identified sub-samples in small specimen vials designed for

9

long- term storage of alcohol-preserved specimens.

B. Preserved, identified DEP QA/QC samples.

C. Original Field Sample Jars: The contractor will return all sample jars washed, and in good condition, at a t ime mu tually- agreeable to DEP.

The contractor is responsible for notifying DEP and for shipping the materials when they are ready for return.

Task 5: QA/QC - Contract Standards -

Contractor should be familiar with procedures that are currently accepted as

" state-of-the-science" for environmental, macroinvertebrate sample processing and identification. After bid opening and prior to award of the contract,

contractors shall submit official documentation that demonstrates the QA/QC procedures utilized by their laboratory personnel for DEP review.

IV. REPORTS AND DELIVERABLES:

Status reports, bench sheets, quality assurance, documents, identified

sub- samples, and f ield jars shall be provided to DEP during the contract year, as described below:

A. Provide quarterly reports detailing sample handling and QA/QC , as

outlined in Section Ill Tasks 3 A & B, beginning with the f irst quarter after the contract has been awarded and continuing through end of the contract term.

B. Provide Macroinvertebrate Data and QA/QC information as outlined in Section Ill Tasks 3 D & E per sample-lot, once completed, prior to the end of the contract term. If it is necessary to extend the contract term,

the contractor must coordinate a delivery date, per sample -lot, with DEP.

C. Provide Macroinvertebrate Data information as outlined in

Section Ill Task 3 F (relating to DEP QA/QC), beginning the second

quarter after contract is awarded and continuing through end of contract term.

D. Provide invoices to the Bill to Address, at DEP, as listed on the Purchase Order.

E. Provide a final year-end annual report summary, within forty -five (45) days after the end of the contract term.

F. Return properly preserved sample specimens and original sample jars as described in I. Scope of Work.

V. CONTRACTOR QUALIFICATIONS:

The contractor must meet the following requirements:

A. Key Project Personnel:

The contractor shall identify key project personnel and provide

documentation of their training and experience. The contractor shall

notify the DEP of any new personnel assigned to the project and provide their credentials to the DEP before the personnel commence work on the

project.

B. Personnel Requirements:

1. Taxonomist Staff and Experience:

a. Two (2) or more qualified taxonomists on staff, on -site (in the same lab, or satellite facilities wholly owned and

controlled by the contractor), with f ive (5) years, full- t ime experience in eastern taxonomic identification per

taxonomist.

b. Taxonomic Certification is required. Taxonomic staff must hold active certifications under the Taxonomic Certification Program provided by the Society for Freshwater Science for eastern aquatic macroinvertebrates. For the samples

submitted under this the required certifications are:

i. Group 1: General Arthropods/eastern genera, and

ii. Group 2: EPT/ eastern genera

c. Taxonomic Certification is preferred. It is preferred that Taxonomic staff hold active certifications under the

Taxonomic Certification Program provided by the Society

for Freshwater Science, or three years' experience for eastern aquatic macroinvertebrates. For the samples submitted under this Scope of Work, certification or three (3) -years'

experience is required for:

i. Group 3: Chironomidae/ eastern genera, and

ii. Group 4: Oligochaeta

2. Technician Staff and Experience: Staff technicians performing processing, sorting, and sub-sampling tasks must have three (3) years of related experience in EPA RBP sample processing

methodology.

C. Miscellaneous Requirements:

Each quote must provide the following information:

1. A comprehensive list of taxonomic keys applicable to the

identification of eastern North American aquatic macroinvertebrate taxa that is in your possession.

2. Proof of ownership of the following:

a. Gridded sorting pans (subject to DEP approval),

b. High-grade compound microscopes,

c. High-grade dissecting microscopes,

d. Illuminated magnifiers, and

e. Appropriate l ight sources for working with the above equipment.

3. List all of the laboratory equipment that will be used in performance of the Scope of Work of this contract.

VI. BID AWARD:

The contract shall be awarded on a sample year basis in accordance with

Attachment A - Bid Award. Additionally, the contract shall be awarded to the lowest responsive/responsible bidder meeting all requirements of the

specifications. Only quotes from single contractors, not multiple - independent or associated entities shall be considered (no sub -contracting).

Estimated Quantities: Contract quantities herein are estimated only and may increase or decrease depending on the needs of the DEP.

VII. CONTRACT TERM:

The contract shall commence upon execution of the contract and terminate on

June 30, 2026. Further, the parties hereto may agree to renew this Contract for up to four (4) additional consecutive annual terms with a f inal termination date of June 30, 2030, upon the same terms and conditions set forth in the original

contract. If the contract is renewed, the unit prices may be increased by up to three percent (3%) of the prices currently in effect, upon mutual agreement

between DEP and the contractor. The contractor shall provide a written notice to DEP, at least sixty (60) days prior to the expiration date of the contract, of

their intent to renew.

VIII. PAYMENT TERMS:

Payment shall be made upon receipt of an itemized invoice for services rendered.

IX. BID SUBMISSION:

a. All Bids must be submitted electronically through the Department of General Services’ (DGS) eMarketplace website. The eMarketplace website is located at http://www.emarketplace.state.pa.us. DEP is not responsible for the maintenance of the eMarketplace website.

b. DGS’s Supplier Service Center (https://www.dgs.pa.gov/Materials-Services-Procurement/Supplier-Service-Center/ Pages/default.aspx) is available to assist vendors with registration, bidding, and account management. For questions regarding registration help, send an email to RA-PSC_Supplier_Requests@pa.gov or call (877) 435-7363, choose option 1. For questions regarding bidding help, send an email to srmhelp@pa.gov or call (877) 435-7363, choose option 2.

c. DEP is not responsible for the support or functionality of any Department of General Services website.