Report of Committee on Sample Shipping Integrity and Cost
In Reply Refer To:
Mail Stop 412 March 20, 1992
OFFICE OF WATER QUALITY TECHNICAL MEMORANDUM 92.06
Subject: REPORTS--Report of Committee on Sample Shipping
Integrity and Cost
BACKGROUND
The Office of Water Quality (OWQ) recently appointed an Ad Hoc
Committee to address problems experienced by the Water Resources
Division related to sample shipping integrity and cost. This
Committee met on December 16, 1991, at the National Water
Quality Laboratory (NWQL) in Arvada, Colorado. The Committee
addressed the assigned tasks in workmanlike fashion, and made
concrete recommendations to solve the existing problems. They
are to be congratulated for an excellent job performed in an
expeditious manner. A copy of their report is appended to this
memorandum.
IMPLEMENTATION
The Committee recommended a two-phase implementation of
solutions to problems. "Short-Term Solutions" are based on
ideas generated by the Committee, and incorporate unofficial
guidelines issued over the years by the NWQL. The OWQ requests
that all short-term solutions be implemented immediately upon
receipt of this memorandum.
The committee also proposed "Long-Term Solutions" to some
problems. The OWQ will evaluate these recommendations over the
next year and will report decisions to the Division in a future
memorandum.
David A. Rickert Chief,
Office of Water Quality
Key words: sample shipping
This memorandum does not supersede any previous Office of Water
Quality Technical Memorandum.
Distribution, A, B, S, FO, PO
RECOMMENDATION OF
COMMITTEE ON SAMPLE SHIPPING INTEGRITY AND COST
The National Water Quality Laboratory (NWQL) has experienced
persistent and continuing problems arising from receipt of
samples which are leaking (or have leaked) due to the use of
improper packaging and shipping procedures by the Districts.
Shipping vendors will not deliver these packages to the lab.
The packages must be picked up personally by lab personnel.
This involves significant expenditure of time and expense
(potential hazardous materials considerations often coming into
play) . Additionally, recent U.S. Postal Service regulations
have removed the franking privilege for sample shipment,
imposing an additional expense element at a time when many
Districts and the Water Resources Division (WRD) as a whole are
experiencing financial strains. Because sample packages could
previously be sent via franked mail, there was only limited
awareness of alternate shipping costs. In order to address
these twin problems of sample shipping integrity and cost, the
Chief, Office of Water Quality, formed an Ad Hoc committee on
Sample Shipping Integrity and cost. The report of this
committee follows.
The Ad Hoc Committee on Sample Shipping Integrity and Cost met
on December 16, 1991, at the National Water Quality Laboratory
(NWQL). The following people attended:
Joseph D. Broadus, Tech Support, NWQL, Chairman Doris Adair,
Colorado District Marguerite Cheney, Tech Support, NWQL James
Futrell, Hydrologic Instrumentation Facility (HIF) Will Lanier,
Supply Management Group, NWQL Vernon Norman, Central Region
Peggy O'Mara-Lopez, Log-in Group, NWQL Frank Wells, Texas
District
The Committee decided that the Water Resources Division requires
a two-phase implementation for solutions to existing and long-
range sample shipping problems. The first, short-term phase
would be implemented as soon as the final committee report is
released; the second, long-term (1+ years) phase would be
implemented as a result of development of new or modified
shipping containers, materials, and procedures.
The short-term solution is the implementation of new ideas
generated by the Committee, in addition to unofficial guidelines
issued over the years by the Log-in Group at the NWQL.
Short-Term Solutions (0-1 year)
Goals:
- Assure that sample integrity is maintained.
- Reduce shipping costs wherever possible.
- Provide immediate, Divisionwide recommendations for
the shipment of samples to the NWQL.
- Assure that all shipping requirements are met so that
full and continuous service can be provided from shipping agents.
Three recommendations were developped by the committe to meet
these goals:
1. Provide Recommended Shipping Procedures to insure
integrity and minimize cost.
2. Determine default account numbers for each District
office. These are available from the NWQL billing data base.
This will facilitate prompt and accurate cost accounting.
3. Establish a computer data base of District contacts
and default account numbers to know immediately who is
responsible for shipping containers from each office: name,
prime ID, position title, telephone number.
Resolution of these recommendations follows:
Recommendations to District Offices for Shipping Samples to the
NWOL
Shipping Containers
1. Ship all unchilled samples (both inorganic and radchem) in
disposable cardboard boxes. These boxes are available through
GSA. To assist Districts in obtaining the best boxes for
shipping samples to the NWQL, National Stock Numbers (NSN's) for
three different sized boxes are listed below:
NSN 8115-00-183-9505 6" x 4" x 4"bundle of 25$ 4.32
NSN 8115-01-017-6054 11.25" x 8.75" x 10"bundle of 25$12.20
NSN 8115-00-117-8344 14.75" x 12" x 9.5"bundle of 25$16.29
Districts should use the most appropriately sized carton for the
size and number of bottles being shipped. This will result in
cost-effective shipping.
2. When samples are to be shipped in a cooler, carefully
inspect the cooler for leaks or damage. Spouts must be sealed,
preferably with silicone or epoxy. Broken and/or leaking
coolers must be replaced. As part of our program to enhance
relations with the Post Office and private carriers, Log-in
Group personnel will discard any damaged coolers which arrive at
the NWQL and notify the owners.
3. With a permanent waterproof marker, label the inside of each
cooler and cooler lid with the current return address and
telephone number in case the shipping label is separated from
the cooler. Both the shipping agent and the NWQL need to know
where a cooler is from, to ensure that it is correctly delivered
and/or promptly returned.
4. Ship all nutrients in dedicated coolers. Label the inside
of each cooler and cooler lid "nutrients only". The NWQL
recommends the round Gott coolers as the most durable and leak-
proof. These coolers currently are available through local
vendors and come in three sizes:
1 gallon - holds 1 to 5 250-ml bottles plus adequate ice
3 gallon - holds 6 to 15 250-ml bottles plus adequate ice
5 gallon - holds 15 to 30 250-ml bottles plus adequate ice
Preparing Samples for Shipment
1. Label each bottle with permanent, waterproof marker, or use
pre-printed labels that will remain securely attached to the
bottles. Labeling should include station I.D., date and time
collected, bottle type, and Field ID (FID), if applicable. This
label stock (SMS) is available from DENSUPPLY.
2. Securely fasten each cap. Do not tape the caps. When caps
are taped, there is a real threat of contamination -
particularly to organic volatile samples.
3. As samples which require chilling are collected in the
field, they should be kept chilled. Pack the samples in fresh
ice for shipping. Coolers should contain at least 30 percent
ice (more in hot weather)
4. When sending multiple sets of samples in one container,
label each set of sample bottles with a letter of the alphabet;
A, B, C, etc. (each bottle in the set should have the same
letter as others in the set). This makes it quicker and more
efficient for Log-in to match up sets of samples. Put the
corresponding letter code in the upper right hand corner of the
log form. Rubber band sets of samples together or put them in
mesh bags. These procedures will help prevent sets of samples
from being mismatched or mixed up. Sorting bottles in the Log-
in Group according to 15-digit station ID's is very difficult.
Preparing Log Forms for Shipment
For the NWQL to quickly and efficiently log-in and analyze
samples, Districts must send in log forms that are accurate,
legible and complete. When log forms are inaccurate, can't be
deciphered, or are missing data, the samples are logged-in only
after the problem is resolved. This can be a detriment to
timely and accurate analysis. Therefore, when sending in log
forms, the following guidelines must be followed:
1. Log forms must be filled out in permanent, waterproof black
ink. If the log forms get wet, ink from felt tip and other
types of markers tend to disappear or smudge and the information
can't be read.
2. Each log form must include the collector's name and
telephone number, and also the name and telephone number of an
alternate who has knowledge of the samples. If problems occur
and the collector or the alternate is not available, either the
District QW Specialist or the District Chief will be contacted.
3. Check all log forms carefully for correct lab codes and
schedules. Lab codes and schedules are constantly changing due
to method changes at the lab, as well as other factors. Copies
of log forms from last year's project may contain incorrect lab
codes, schedules, or other information. When possible, use
"SPN", a Prime software package, to keep requests updated and
current.
4. At the bottom of each log form, indicate the total number of
sample bottles collected and being sent to the NWQL so that Log-
in can determine if sample sets were split into separate
containers.
5. Include types of bottles shipped at the bottom of the log
form, i.e., RU, FU, FA, FAM, GCC, etc. (see Table 1). This may
resolve problems in cases where the bottles shipped and the
analyses requested don't match up.
Table 1. --Sample Type Definition
RU Raw, untreated
FU Filtered, untreated
FA Filtered, acidified with HNO3
FAM Filtered, preserved with potassium dichromate solution
FAB Teflon bottle, filtered, acidified with ultrex HNO3
RC Raw, chilled, preserved with HgCl2 solution
FC Filtered, chilled, preserved with HgCl2 solution
RA Raw, preserved with HNO3
RAM Raw, preserved with potassium dichromate solution
RAH Raw, preserved with HNO3
RAE Raw, preserved with HNO3, EPA digestion at lab
LC880 Filtered, chilled, preserved with NaOH
LC23 Raw, chilled, preserved with NaOH
LC89 Raw, preserved with zinc acetate
RCB Raw, chilled, untreated
CU Carton, unchilled
CC Carton, chilled
GCC Glass, Chilled, Organics
BGC Bottom material, glass, chilled, organics
GCV Glass vials, chilled, volatiles
LC127 Glass, raw, chilled, preserved with H2504
LC52 Glass, raw, chilled, preserved with CuSO4
TOC Total organic carbon, raw, chilled
DOC Dissolved organic carbon, filtered, chilled
SOC Silver filter from carbon filtration, chilled
VOA Vials, chilled, organic volatiles
RADON Vials, radon, preserved with scintillation cocktail
6. When shipping multiple containers, include copies of the
original ASR forms (log sheets) with the appropriate lab codes
and schedules circled to correspond with the bottles shipped in
that container.
7. Never send a sample without a log form!
8. Place log forms in a sealed plastic bag (doubled
ziplock or whirlpack) and fasten the bag to the inside of the
cooler lid with filament tape.
Packaging of Samples
1. Line all containers, including those without ice, with
doubled (one bag inside the other) heavy-weight trash bags.
After samples and ice (if required) are placed in the doubled
bag, seal each bag with a tied knot, or by gathering, folding
over the top of each bag, and securing with filament tape. This
will prevent either ice/water or samples from leaking outside of
the container.
2. To prevent breakage when samples are sent in coolers, ship
all glass bottles in foam sleeves or in a foam box designed for
shipping. Foam sleeves are available from DENSUPPLY (see
Attachment A, "National Water Quality Laboratory Field Supply
Schedule"). If glass bottles are sent in a carton, arrange the
bottles so that they do not touch each other; i.e., use
cardboard inserts, foam sleeves, etc. Always use adequate
packing materials!
3. When shipping with other inorganic samples, wrap FAM's and
RAM's (see Table 1 for Sample Type Definition) in bubble packs
or insert them into foam sleeves and enclose them in double
ziplock bags. This will prevent cross contamination and
breakage. FAM's and RAM's should never be shipped with nutrient
samples, or samples requesting chromium analyses.
4. Volatiles should be sent in bubble-pack sealable bags or in
foam sleeves. These supplies are available from DENSUPPLY. (See
the Attachment A, "National Water Quality Laboratory Field
Supply Schedule ")
5. The NWQL will not accept the use of "blue ice" or other
types of commercial/refreezable containers. They do not keep
samples adequately chilled, nor is it cost effective to return
these items to Districts.
6. Ice/water and packing materials do not mix and should
be kept totally separate. Do not mix foam peanuts with ice for
any shipping.
7. The NWQL vill not accept samples shipped in vermiculite.
Various analytical sections of the NWQL have expressed concern
that this material may cause contamination. Elements contained
in vermiculite include aluminum, magnesium, silica, and calcium.
8. When feasible, the Log-in Group will return mesh bags, foam
sleeves, rubber bands, etc., that are shipped to NWQL in coolers
from Districts. These items add minimal weight to the return
shipment.
9. The NWQL will not return cardboard cartons or other
shipping materials sent in disposable containers.
10. Each shipper must provide return address shipping labels in
the cooler, along with the log forms. The labels and log forms
should be placed in sealed plastic ziplock or whirlpack bags and
fastened to the inside of the cooler lid with filament tape.
The account to be billed for the return shipment should be
clearly marked on the shipping label. If no label is provided or
an incorrect account is on the label, the District's default
account will be charged the shipping fees.
11. Never send a bottle without the log form! A correct
and complete log form is essential for timely and accurate log-
in of samples.
12. Securely tape the entire cooler to help prevent
leakage and to maintain cooler integrity.
13. When shipping a single set of samples in multiple
containers, the outside shipping label must indicate the number
of containers being shipped. As an example, for three
containers, the first container would be labeled 1/3, the second
2/3, and the third 3/3.
14. Log-in will monitor incoming shipments, determine
improperly packed shipments, and set up a data base. A summary
of this information will be made available to individual
Districts via quarterly and yearly reports.
15. In case of problems, Log-in will immediately inform by EDOC
the collector or project chief. If problems persist, the Head,
Technical Support Unit at the NWQL, or the Chief, NWQL, will
contact the District Chief to achieve resolution.
Shipping Samples to the NWQL
The first question identified by the committee was the need for
a definition of "time dependent samples" and a shipping plan
based on this time dependency. To answer this question, a
meeting was held between NWQL personnel and the Committee
Chairman. The attendees were:
Joseph D. Broadus, Sample Shipping Committee, Chairman
Nancy Driver, Quality Management Chief, NWQL
Merle Shockey, Inorganic Program Chief, NWQL
Ralph White, Supervisory Chemist, Organic Program, NWQL
A sample time dependency table (Table 2) was established at this
meeting. The table was designed to meet NWQL requirements based
on the need for quality data, and at the same time to meet all
of the official requirements such as USGS-TWRI standard methods,
other federally approved methods, such as EPA methods; and
federally mandated program requirements, such as NAWQA and NPDES.
Districts sending water samples to the NWQL should use Table 2,
"Shipping Table for Assorted Sample Types", as a guide when
shipping time dependent samples. For specific recommendations,
see Table 3, "NWQL Sample Types". Following are currently
recommended shipping methods. Federal Express is the current
contract carrier.
*OVERNIGHT - Federal Express [Air) (priority) or official
contract carrier
*NEXT DAY - Federal Express [Air) (standard)
* 2-3 Days - Federal Express [Economy) or U.S. Postal
Service (USPS) [First Class Mail)
*4-5 Days - United Parcel Service (UPS) [Ground) USPS [Fourth
Class Mail)
Table 2. --Shipping Table for Assorted Sample Types
--------------------------------------------------------
| AIR | SURFACE |
--------------------------------------------------------
| | Use Disposabel cartons |
--------------------------------------------------------
| |Firstl UPS | USPS 4th |
| Overnight FEDEX |Class| | Class Mail |
-----------------------------------|Mail |------------------------
| Sample | Priority | Standard |orMail 4-5 Days | UPS 4-10 |
| Type | | |FEDEX| | Days |
===================================================================
| RU | | | | x | x |
-------------------------------------------------------------------
| FU | | | | x | x |
-------------------------------------------------------------------
| FA | | | | x | x |
-------------------------------------------------------------------
| FAM | | | | x | x |
-------------------------------------------------------------------
| FAB | | | | x | x |
-------------------------------------------------------------------
| RC | | x | | | |
-------------------------------------------------------------------
| FC | | x | | | |
-------------------------------------------------------------------
| RA | | | | x | x |
-------------------------------------------------------------------
| RAM | | | | x | x |
-------------------------------------------------------------------
| RAH | | | | x | x |
-------------------------------------------------------------------
| RAE | | | | x | x |
-------------------------------------------------------------------
| LC880 | | x | | | |
-------------------------------------------------------------------
| LC23 | | x | | | |
-------------------------------------------------------------------
| LC89 | | x | | | |
-------------------------------------------------------------------
| RCB | | x | | | |
-------------------------------------------------------------------
| CU | | | | x | x |
-------------------------------------------------------------------
| CC | | x | | | |
-------------------------------------------------------------------
| GCC | | x | | | |
-------------------------------------------------------------------
| BGC | | x | | | |
-------------------------------------------------------------------
| GCV | | x | | | |
-------------------------------------------------------------------
| LC127 | | x | | | |
-------------------------------------------------------------------
| LC52 | | x | | | |
-------------------------------------------------------------------
| TOC | | x | | | |
-------------------------------------------------------------------
| DOC | | x | | | |
-------------------------------------------------------------------
| SOC | | x | | | |
-------------------------------------------------------------------
| VOA | | x | | | |
-------------------------------------------------------------------
| RADON | x | | | | |
-------------------------------------------------------------------
| LC995 | | | x | | |
-------------------------------------------------------------------
| CHY | | | x | | |
-------------------------------------------------------------------
| TISSUE | | | x | | |
-------------------------------------------------------------------
Table 3.--NWQL Sample Types
To ensure sample integrity and for the best quality data, the
NWQL recommends the following shipping schedule for various
sample types.
Priority Overnight Shipping (Air)
Radiochemical
Radon Samples - 3.8 day half life (Mineral Oil added)
Standard overnight Shipping (Air)
Time Dependent Samples - Unchilled
Inorganic Sulfide/LC 89 (Zinc Acetate added) - 250 ml
polyethylene bottle (poly bottle)
Time Dependent Samples (Chilled)
(All need to be shipped in ice and maintained at 4 degrees C.)
Inorganic
COD/LC76 - Sulfuric Acid added) - 125 ml glass bottle
Cyanide/LC23, 880 - (Sodium Hydroxide added) - 250 ml poly bottle
Organic
GCC - 125 ml, 1 L glass bottle
Carbon
RCB/LC96 (MBAS) - 250 ml poly bottle
DOC/LC 113 - 125 ml glass bottle
TOC/LC 114 - 125 ml glass bottle
SOC/LC 305 - round petri dish (5g) - 1/4"x 2" diameter
Phenols/LC 52 - (Copper Sulfate/Phosphoric Acid added)
-1 L glass bottle
Oil & Grease/LC127 - (Sulfuric Acid added)
- 1 L glass bottle
Nutrients (preserved with mercuric chloride)
Must be shipped segregated from mercury samples (FAM's & RAM's)
RC - (raw chilled/HgCl2 added) - 250 ml brown poly bottle -
(replace by 125 ml brown poly bottles by April 1992)
FC - (filtered chilled/HgCl2 added) - 250 ml brown poly bottle
Volatiles (must be shipped segregated from all other samples
GCV - 40 ml glass vial
All nutrient samples are to be shipped segregated from other
samples in dedicated coolers.
Next Day Shipping (Air)
Frozen Samples
(The following samples are shipped in coolers, packed with dry
ice)
Organic Chlorophylls - 40 ml glass vial (5g)
Tissue Samples
Non Time Dependent Samples - chilled
(Need to be shipped in ice and maintained at 4 degrees C.)
RadChem LC 995 - (HgCl2 added) - 1 L glass bottle
Must be shipped segregated from mercury samples (FAM's & RAM's).
Can be shipped with nutrient samples preserved with mercuric
chloride.
Surface Shipping (4-10 day delivery)
Non Time Dependent Samples - Unchilled
Inorganic Samples
RU (raw untreated) - 125 ml, 250 ml, 500 ml poly bottle
FU (filtered untreated) - 125 ml, 250 ml, 500 ml poly bottle
FA (filtered acidified) - 125 ml, 250 ml, 500 ml poly bottle
FAB (filtered acidified) - 250 ml teflon bottle
FAM/LC 226 (filtered, potassium dichromate/nitric acid blend)
-250 ml glass bottle
CU/Sediment samples - 1/2 L wide-mouth glass or plastic jar
Radchem Samples
RUR (raw untreated) - 500 ml, 1 L, 1/2 gal. poly bottle
FAR (filtered/acidified) - 500 ml, 1 L, 1/2 gal. poly bottle
LC 489 & 1574 - 125 ml poly or glass bottle
Misc lab codes - 1 L glass bottles, 1 L wide-mouth poly bottle
Attachments B-F are shipping tables showing examples of zones
and rates originating from the NWQL in Arvada, Colorado. Since
rates vary with each location, each shipping activity center
must obtain local rate charts from UPS, USPS, and Federal
Express. Individual comparisons will have to be made to
determine the most expedient and economical shipping method to
use.
Labels Addressed to the NWQL
Shipping agents often express concern about the nature of
deliveries made to the NWQL. To facilitate an immediate
response by the NWQL Safety Officer (Regional Safety Office) to
inquiries, the committee has prepared a list of "codes" to be
included on shipping labels. The code is to be placed on the
outside shipping label of containers shipped to the NWQL by
District personnel.
A single letter or combination of letters marked on the shipping
address label will indicate the type(s) of samples present in
the container.
The coding is as follows:
A - Acidified Sample Shipment
M - FAM/RAM Shipment
N - Nutrient Shipment
S - NPDES Samples
A District should also attach labels to containers indicating
GLASS, KEEP UPRIGHT, and/or DO NOT FREEZE, etc., when
appropriate.
"Merchandise Return Mail" (MRM) Labels Addressed to the NWQL
MRM labels are now available for use in shipping samples from
the field to the NWQL. MRM is a convenient way to ship samples
to the NWQL when other options do not exist. Labels must be
obtained from DENSUPPLY or OCALAMAN and are available for First
Class (Priority) or Fourth Class (Routine) mail. These labels
are site specific to NWQL. No postage is required when the MRM
label is used on packages taken to local Post Offices and
shipped to the NWQL.
To facilitate cost accounting, the project/account number and
user code to be charged for postage must be included in the
space provided on the MRM label. Each account will be billed
monthly for MRM postal charges.
Return Address Shipping Label
Each collector must provide a return address shipping label for
each cooler sent to the NWQL. The label should be inside the
sealed plastic bag, along with the log forms. To facilitate
delivery by the United Parcel Service (UPS), the label must
include a street address and an account number and user code for
billing purposes. UPS does not ship to P.O. Boxes; therefore, a
street address must be provided. Coolers received without a
return address label or account number will be charged to the
District's default account number. These return address labels
are standard Department of Interior-USGS shipping labels (#9-
160a)
Tracking Shipments to the NWQL
Districts may enclose a self-addressed, stamped postcard to
track sample shipping times. Log-in will fill in the date of
arrival and temperature and/or condition of a cooler upon
arrival at the NWQL. This should help Districts determine if
guaranteed shipping times are being fulfilled by shipping agents.
Returning Coolers
Coolers are returned to originating locations via UPS. The
return label, provided by the collector, is put on the outside
of the emptied and sealed cooler. The account number on that
label is billed for return shipping fees. Charges accumulate and
are billed to each project/account number monthly.
To order containers and supplies from NWQL, EDOC a request to
DENSUPPLY or OCALAMAN:
1.List each item ordered exactly as described in Table 4.
2.State the number of units ordered.
3.Give the account number to be charged.
4.Give the name and address to which supplies should be sent.
Supplies suggested in this report and their recommended source
of supply are listed in Table 4 or in Attachment A. This
reflects current information available and will be updated as
needed.
Table 4
----------------------------------------------------------------------------------------------
| NSN/Catalog No. | Source | Item Description | Unit of | Cost |
| | | | Issue | |
==============================================================================================
| | Local | Gott Coolers | | |
----------------------------------------------------------------------------------------------
| | Local | Ziplock/Whirlpak Bags | | |
----------------------------------------------------------------------------------------------
| | Local | Plastic Liner Bags (Trash Bags) | | |
| | | | | |
| | | | | |
----------------------------------------------------------------------------------------------
| 8115-00-183-9505 | GSA | Cardboard Boxes | 25/bundle | $ 4.32 |
| | | | | |
| | | (6"x4"x4") | | |
----------------------------------------------------------------------------------------------
| 8115-01-017-6054 | GSA | Cardboard Boxes | 25/bundle | $12.20 |
| | | | | |
| | | (11.25"x8.75"x10") | | |
----------------------------------------------------------------------------------------------
| 8115-00-117-8344 | GSA | Cardboard Boxes | 25/bundle | $16.29 |
| | | | | |
| | | (14.75"x12"x9.5") | | |
----------------------------------------------------------------------------------------------
| 9-160a | DOI | Shipping Labels | | |
----------------------------------------------------------------------------------------------
| | Local | Labels (GLASS, DO NOT | | |
| | | FREEZE, etc) | | |
----------------------------------------------------------------------------------------------
All other supplies mentioned are available from DENSUPPLY or
OCALAMAN (see Attachment A).
NWQL Services catalog
The NWQL Services Catalog will be updated yearly and distributed
through the mail system or electronically when feasible. This
is the District's catalog of NWQL services available, including
sources of field supplies and costs, sample sizes and types,
available analyses and costs, etc.
NWQL Contact Personnel
Log-in - Peggy O'Mara-Lopez - FTS 775-8059 or (303) 467-8059
(Questions relating to log-in and condition of shipments as
received by NWQL.)
Supply Management - Will Lanier - FTS 775-8065 or (303) 467-8065
(Questions relating to cost accounting and availability and cost
of supplies.)
Technical Support Unit - Joe Broadus, Chief - FTS 775-8056 or
(303) 467-8056 (All other questions.)
Long-Term Solutions (1+ yrs)
Committee Goals:
- Meet all Federal shipping regulations.
- Reduce shipping costs, wherever possible.
- Assure that sample integrity is maintained.
- Standardize the Division's shipping procedures and
shipping materials.
- Provide long-range planning, recommendations, and
implementation.
- Develop a cost analysis system, monitor carrier
performance, and maintain "best way" sample shipments.
Lab Goals:
- Review sample receipt policy and issue update guidelines.
- Establish sample acceptance criteria.
- edesign current Analytical Services Request form.
- Improve sample preparation and preservation techniques.
The committee recognized that some problems could not be
resolved immediately and decided that the long-term solutions
could only be achieved through research and development of new
or modified shipping containers, materials, and procedures.
The primary long-term recommendation for the Division was to
hire a "Packaging Supervisor" as soon as possible.
Packaging Supervisor's Function
- Provide Division-wide expertise in packaging and
shipment of various sample types and chemicals. This could be
achieved by one of the following options:
o Assign responsibilities to provide advice (probably on
a part-time basis) to a person with extensive knowledge of the
Division's shipping problems and appropriate solutions.
o Identify long-term problems requiring design or
redesign of shipping containers and award a short-term contract
to packaging engineering consultants with design expertise.
o Hire a packaging supervisor to be responsible for both
of the responsibilities identified above.
- Physically reside at NWQL or wherever field supplies
are located
- Test packaging materials to insure that samples are
not contaminated, and that preserved samples don't contaminate
other samples or the environment
- Supervise Division field packaging and supply contracts
- Consult with both lab and field personnel on special
shipping projects
- Maintain performance records and provide analysis and
reports
- Resolve vendor/Division shipping problems
- Resolve legal issues (is knowledgeable of laws and
regulations regarding shipping)
- Design containers, materials, and procedures for
recycling
- Cost items and shipping materials to minimize shipping
expenses while maintaining package and sample integrity
Ideas and recommendations generated by the committee to be
implemented by the Packaging Supervisor include:
Shipping Containers
- complete the ongoing conversion to round coolers with
screw on lids (Gott) as soon as possible;
- Standardize packaging
- recommend container sizes and types based on number of
sample bottles, bottle size, and sample type
- provide long distance shipping containers that will
keep chilled samples for up to 5 days at 4 degrees C.
(EnduroTherm Insulated Container, E-90)
- investigate utility of light-weight milk crate with a
disposable styrofoam box that can be sealed with RTV silicone
rubber and disposed of at the NWQL
- buy on contract shipping containers and materials to
be provided by NWQL (Ocala or HIF)
bar-code shipping labels if possible
Packaging
- utilize closed-cell foam for bottle separation
- consider special interior designs based on bottle
types and sizes
Recycle Disposable Materials
- determine means to recycle sample containers, shipping
containers, and shipping materials -establish procedures so that
disposable containers would not be returned to the field offices
by the NWQL; they would be recycled at the NWQL
Review Other Federal Agencies (OFA) Shipping Procedures
- determine which Federal regulations apply to the
shipment of WRD samples and modify any procedures necessary to
comply with the regulations
- survey other Federal agencies' shipping requirements
and procedures
- compile this information and re-evaluate WRD procedures
Cost Minimization Considerations
The NWQL should further evaluate its time dependent requirements
to see if some cost saving can be achieved by converting to
longer delivery times. The NWQL should also study ways to reduce
sample volume requirements; this should be an ongoing process.
The Division should do a cost analysis to determine our current
shipping costs (FY 1992). It would be determined at a later
date who would conduct this survey. The FY 1992 costs will
provide a baseline for future cost comparisons. An analysis of
this information may provide WRD with a means to justify some
major changes in packaging and shipping procedures. One way to
track these costs, using established financial programming,
would be to:
- establish an object class for sample shipping costs, -
establish an object class for shipping materials costs.
Then, monitor these costs as changes are made. If the number of
pieces shipped could also be recorded, we could establish an
average cost per container.
Supplies and prices are now located on the WRD Intranet at http:/
/1stop.usgs.gov/