Policy for the Reimbursement of Costs for Quality Assurance of Water-Quality Analytical Laboratories In Reply Refer To: Mail Stop 412 February 3, 2000 OFFICE OF WATER QUALITY TECHNICAL MEMORANDUM 2000.02 Subject: Policy for the Reimbursement of Costs for Quality Assurance of Water-Quality Analytical Laboratories Purpose of Memorandum This memorandum provides a description of the process that will be used by the Branch of Quality Systems (BQS) beginning in fiscal year 2001 to recover costs directly related to the quality assurance/quality control (QA/QC) of water-quality analytical laboratories used by the Water Resources Division (WRD). Background All water-quality analytical laboratories that are used by WRD to provide analytical data to a public accessible data base, published in Open-File-Data Reports, or made available to the public without a method description, must be evaluated and certified by BQS. This policy was established in the Office of Water Quality Technical Memorandum 98.03 to ensure that WRD data are of known and documented quality. This certification must be done before the laboratory can analyze environmental samples for WRD. Re-certification of laboratories in the program will be done every three years. Regional Hydrologists are responsible for enforcing this policy. The laboratory evaluation and certification process covers the production (non-research) activities of: · The National Water Quality Laboratory (NWQL), Denver, Colorado · Laboratories under contract to the NWQL · Laboratories under contract or Cooperative Agreement with Districts · District laboratories including the Quality of Water Services Unit (QWSU), Ocala, Florida · National Research Program (NRP) laboratories Laboratory activities not covered by this process include: · Development of analytical techniques · Analysis for research purposes · Analysis for screening or reconnaissance purposes Costs for Quality Assurance of Water-Quality Laboratories There are two sources of funds to cover costs for the QA/QC of water-quality analytical laboratories: (1) Division Technical Support funds and (2) program funds. Division Technical Support funds will be used for Division Good activities. Division Goods are defined in Shapiro and others, 1999, as activities or products that benefit many customers and offices simultaneously without detracting or diminishing from the benefits received by any one customer and office. Division Good activities or products for QA of water-quality laboratories are the general planning of the QA process, management oversight, associated data base and WEB page activities, and similar actions needed to report results of these activities to the Division. Program funds (primarily from Districts) will be used to reimburse the BQS for all District Good activities. Shapiro and others, 1999, define District Goods as those activities or products that benefit primarily the District that purchases or pays for the activity or products. District Good activities for QA/QC of water-quality laboratories are activities needed to acquire written documentation required to review and evaluate specific laboratory QA plans, analytical methods, historical and current performance-evaluation data from the U.S. Geological Survey (USGS) standard reference sample intercomparison, other non-USGS performance testing, and any other pertinent QC data. Costs reimbursable to BQS include salaries, travel (if necessary), and other expenses directly related to laboratory reviews such as obtaining QC data, purchase of standards, and participation in the Standard Reference Sample program. Procedure Districts will request laboratory certification by notifying BQS when use of a new laboratory or method is planned. The BQS will develop a schedule for evaluating and certifying the laboratory in conjunction with the District and provide an estimate of the costs that will be charged to the District. Re-certification of laboratories already in the program will be scheduled by BQS every three years. BQS will notify affected Districts in the summer for the following fiscal year. The evaluation will include a laboratory review and submission of a proficiency sample for the methods used. General costs for a paper review range from $800 to $1,500. Depending on the size and complexity of the review, an on-site review also may be needed and would cost an additional $1,000 to $5,000. The proficiency sample costs will range from $50 to about $750. Proficiency samples for organic compounds will normally cost more than $350. Districts will reimburse the BQS for the cost of the review and proficiency sample upon receipt of the memorandum from BQS that identifies the status of the laboratory (see OWQ Technical Memorandum 98.03). BQS will generate a standard voucher to the District for payment of costs. The BQS recognizes the need to do these reviews as economically as possible and will respond to requests quickly to avoid delays in approvals. The acquisition, submission, and laboratory analysis of the proficiency sample frequently takes several weeks. District cooperation in helping to ensure that USGS data are of known and documented quality is appreciated. References Office of Water Quality Technical Memorandum 98.03 (Revised): Policy for the Evaluation and Approval of Production Analytical Laboratories, April 16, 1998 Shapiro, C. D., Gebert, W. A., Goddard, K. E., Pederson, G. L., Pratt, L. K., Yurewicz, M. C., 1999, The National Water Quality Laboratory—An analysis of funding: U.S. Geological Survey, Admin. Report, p.23-24. Janice R. Ward /s/ Acting Chief, Office of Water Quality This memorandum refers to OWQ Technical Memorandum 98.03. Distribution: All WRD Employees