TENDER SPECIFICATIONS - Europa EU
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Ref. Ares(2019)2471880 - 08/04/2019
EUROPEAN COMMISSION
JOINT RESEARCH CENTRE
Directorate D – Sustainable Resources
TENDER SPECIFICATIONS
Part 2- Technical Specifications
PROCEDURE no.: JRC/IPR/2019/OP/0040
Framework contract for the
"Provision of laboratory analyses of plant protection products and
antibiotic residues in soil samples"
Page 1 of 20PROCEDURE JRC/IPR/2019/OP/0040
FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
"Provision of laboratory analyses of plant protection products
and antibiotic residues in soil samples"
Framework contract
Technical Specifications
Invitation to tender no. JRC/IPR/2019/OP/0040
TABLE OF CONTENTS
1. INTRODUCTION....................................................................................................... 4
1. SERVICE REQUIREMENTS – ANALYSIS OF PLANT PROTECTION PRODUCTS
AND ANTIBIOTICS .................................................................................................. 5
1.1. Objective ........................................................................................................... 5
1.2. Framework Contract implementation ............................................................... 8
1.3. Description of services under Stage 1 (maximum 24 months) ....................... 10
1.3.1. Initial transportation of samples to the Contractor’s facilities ...................... 10
1.3.2. Storage of topsoil samples before and while analyses are carried out .......... 10
1.3.3. Identification and registration of topsoil samples .......................................... 11
1.3.4. Preparation of samples to perform the analyses ............................................ 11
1.3.5. Performance of analyses and quantification of concentrations...................... 12
1.3.6. Analytical quality control and validation of results ....................................... 12
1.3.7. Registration and delivery of the results of the analyses.................................. 13
1.3.8. Reporting and meetings .................................................................................. 14
1.3.9. Project coordination ....................................................................................... 16
1.4. Description of services under Stage 2 (24 months) ........................................ 17
1.4.1. Guarantee........................................................................................................ 17
1.5. Overview of time schedule.............................................................................. 18
1.6. Other general modalities and responsibilities ................................................. 19
1.6.1. Place of Work .................................................................................................. 19
1.6.2. Communication and meetings ......................................................................... 19
1.6.3. Data and support provided by JRC Unit ........................................................ 20
1.6.4. Quality assurance and control ........................................................................ 20
1.6.5. Property and Confidentiality of the Data, Tools and Results ......................... 20
1.6.6. Interferential risks ........................................................................................... 21
Page 2 of 20PROCEDURE JRC/IPR/2019/OP/0040
FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
1. INTRODUCTION
This procurement is related to the activity of the European Commission to develop a resource
efficient, low-carbon economy to achieve sustainable growth. In this context, the role of soil
resources on a sustainable model of economic growth has been well recognized by stakeholders and
policymakers. Soil has a role as a habitat and gene pool, serves as a platform for human activities,
landscape and heritage and acts as a provider of raw materials. The Soil Thematic Strategy1
(COM(2006)231) showed that soil degradation is a serious problem in Europe. Soil degradation has
negative impacts on natural ecosystems and climate, human health, as well as on our economy. It is
difficult to extrapolate current trends into the future based on the limited existing data. However, the
human-induced driving forces causing soil degradation are showing an upward trend. For instance,
land-use/cover changes and climate change (in the form of global warming and extreme weather
events) are exacerbating degradation processes such as erosion and landslides, organic carbon and
biodiversity decline, compaction, and salinization. Currently, the Roadmap to a Resource Efficient
Europe2 (COM(2011)571) provide a long-term framework for actions in many policy areas related
to climate change, energy, raw materials, agriculture, biodiversity and regional development. In all
of them soil plays a key role. At this point, LUCAS Topsoil Survey supplies the necessary soil data
to develop future actions towards a sustainable growth in Europe.
LUCAS3 (Land Use/Land Cover Area Frame Survey) is a survey carried out by the Statistical Office
of the European Union (EUROSTAT) to monitor land use/cover situation and changes over time in
Europe. The sampling is based on a regular grid across Europe defined as the intersection points of
a 2 x 2 km grid covering the territory of the EU, resulting in around 1,000,000 geo-referenced
points. In 2009, the LUCAS survey was extended by including a topsoil component. The aim of the
LUCAS topsoil component was to create a harmonised and comparable dataset of physical and
chemical parameters of topsoil in the EU for supporting policymaking. Circa 200,000 points from
the LUCAS grid were selected across 25 Member States (EU-27 except Bulgaria, Romania) as
representatives for the LUCAS soil component. From these 200,000 points, topsoil (0-20 cm)
samples were collected in 20,000 points following a standardized sampling procedure. Topsoil
samples were collected from natural and semi-natural environments (i.e. agricultural land, woodland
and grassland). Afterwards, samples were analysed for percentage of coarse fragments, particle-size
distribution, pH, electrical conductivity, organic carbon, carbonates, phosphorous, total nitrogen,
extractable potassium, cation exchange capacity, multispectral parameters and heavy metals in a
central laboratory with standard methods. The same methodology was extended in 2012 to Bulgaria
and Romania, where topsoil samples were collected and analysed. The Topsoil Survey was repeated
in 2015 in the EU-27 Member States. Furthermore, Topsoil Survey was extended to Albania,
Bosnia-Herzegovina, Croatia, Macedonia, Montenegro, Serbia and Switzerland. Overall, about
25,500 soil samples were collected in the LUCAS 2015 Survey. About 18,000 samples out of the
25,500 samples were collected in points also sampled in the LUCAS 2009/2012 Surveys. Topsoil
samples were collected with the standardized LUCAS sampling procedure and analysed for the
same physical and chemical parameters studied in LUCAS 2009 and 20124. The aim of the LUCAS
1 More info under http://ec.europa.eu/environment/soil/index_en.htm.
2 http://ec.europa.eu/environment/resource_efficiency/about/roadmap/index_en.htm
3 http://epp.eurostat.ec.europa.eu/statistics_explained/index.php/LUCAS_%E2%80%94_a_multi-purpose_land_
use_survey.
4 https://etendering.ted.europa.eu/cft/cft-display.html?cftId=1338
Page 3 of 20PROCEDURE JRC/IPR/2019/OP/0040
FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
Surveys is to compare the topsoil data between surveys and to detect possible changes on physical
and chemical parameters of topsoil at the EU territory over time.
In 2018, the Topsoil Survey was carried out again with the same set of points of the EU-28 Member
States surveyed in the previous LUCAS Topsoil Surveys (2009, 2012, and 2015). Overall, about
26,000 topsoil samples were collected in geo-referenced points located in natural and semi-natural
environments (i.e. agricultural land, woodland and grassland). A subset of these topsoil samples
(up to around 2500-3000 samples) will be considered by the Contractor for carrying out the
analysis of various plant protection products (PPPs) and antibiotics.
In addition, the European Parliament has raised serious concerns about the scale and situation of
lindanecontaminated sites in the EU. Lindane and other hexachlorocyclohexane (HCH) substances
were extensively produced and used in the EU as a broad spectrum insecticide until 2008Lindane
production and use is now banned in the EU due to its persistence, bio-accumulative and toxic
properties. However, high concentrations can still be found in production sites, waste deposits,
landfills and stockpiles of HCH and lindane in the EU according to several reports produced by the
European Parliament and the United Nations. In this context, the Commission would like to develop
a comprehensive inventory of lindane/HCH-contaminated sites to support their control and the
implementation of remediation procedures in the EU. A set of about soil samples (up to an
eventual maximum of 2500-3000 samples), taken in the context of the LUCAS 2018 survey
and from targeted areas, will be considered by the Contractor for carrying out the analysis of
various HCH substances in the implementation of the framework contract.
1. SERVICE REQUIREMENTS – ANALYSIS OF PLANT PROTECTION PRODUCTS AND ANTIBIOTICS
1.1. Objective
The objectives of the framework service contract are:
− Objective 1: to analyse the presence of plant protection products (PPPs), shown in
Table 1 and Table 2 (if offered), in up to around 2500-3000 soil samples taken in natural and
semi-natural environments (mineral and organic soils in agricultural land and grassland) in
the context of the LUCAS 2018 survey.
− Objective 2: to quantify concentrations of selected PPPs, as shown in Table 1 and Table
2 (if offered), in the soil samples analysed in objective 1.
− Objective 3: to analyse the presence and quantify the concentration of alpha-
hexachlorocyclohexane, beta-hexachlorocyclohexane and gamma-
hexachlorocyclohexane shown in Table 1 up to an eventual maximum of 500 soil samples
taken in targeted areas (production sites, waste deposits, landfills and stockpiles) across
Europe.
− Objective 4: to analyse the presence and quantify the concentration of antibiotics
shown in Table 1 up to an eventual maximum of 700 soil samples taken in natural and semi-
natural environments (mineral and organic soils in agricultural land and grassland) in the
context of the LUCAS 2018 survey across Europe.
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
The analysis shall be carried out following standard methods detailed in these technical
specifications. The results shall be reported according to the units of measurement and decimal
digits reported in the tables below.
Table 1. Core substances to analyse and quantify concentration
Indicative Presence in Concentration
Compound Units Decimals
LOQ1 (mg/kg) the sample (Yes/No2)
Plant protection products
Abamectin 0.005 ̶ 0.01 Yes
Aldrin 0.005 ̶ 0.01 Yes
AMPA 0.005 ̶ 0.01 Yes Yes mg/kg 2
Atrazine 0.005 ̶ 0.01 Yes Yes mg/kg 2
Atrazine-deisopropyl 0.005 ̶ 0.01 Yes Yes mg/kg 2
Atrazine-desethyl 0.005 ̶ 0.01 Yes Yes mg/kg 2
Azoxystrobin 0.005 ̶ 0.01 Yes Yes mg/kg 2
Boscalid 0.005 ̶ 0.01 Yes Yes mg/kg 2
Carbaryl 0.005 ̶ 0.01 Yes
Carbofuran 0.005 ̶ 0.01 Yes
Carbofuran, 3-hydroxy 0.005 ̶ 0.01 Yes
Carbofuran, -keto 0.005 ̶ 0.01 Yes
Chlordane alpha 0.005 ̶ 0.01 Yes
Chlordane gamma 0.005 ̶ 0.01 Yes
Chlordecone 0.005 ̶ 0.01 Yes
Chlorfenvinphos 0.005 ̶ 0.01 Yes
Chlorpyrifos 0.005 ̶ 0.01 Yes
Chlorpyrifos-methyl 0.005 ̶ 0.01 Yes
Clothianidin 0.005 ̶ 0.01 Yes Yes mg/kg 2
Cymoxanil 0.005 ̶ 0.01 Yes
Cyproconazole 0.005 ̶ 0.01 Yes Yes mg/kg 2
Cyprodinil 0.005 ̶ 0.01 Yes Yes mg/kg 2
DDD op 0.005 ̶ 0.01 Yes
DDD pp 0.005 ̶ 0.01 Yes
DDE op 0.005 ̶ 0.01 Yes
DDE pp 0.005 ̶ 0.01 Yes
DDT op 0.005 ̶ 0.01 Yes
DDT pp 0.005 ̶ 0.01 Yes
Deltamethrin 0.005 ̶ 0.01 Yes Yes mg/kg 2
Diazinon 0.005 ̶ 0.01 Yes
Dieldrin 0.005 ̶ 0.01 Yes
Difenoconazole 0.005 ̶ 0.01 Yes Yes mg/kg 2
Diflufenican 0.005 ̶ 0.01 Yes Yes mg/kg 2
Dimethomorph 0.005 ̶ 0.01 Yes
Diuron 0.005 ̶ 0.01 Yes
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
Indicative Presence in Concentration
Compound Units Decimals
LOQ1 (mg/kg) the sample (Yes/No2)
Endosulfan alpha 0.005 ̶ 0.01 Yes
Endosulfan beta 0.005 ̶ 0.01 Yes
Endosulfan sulphate 0.005 ̶ 0.01 Yes
Endrin 0.005 ̶ 0.01 Yes
Epoxiconazole 0.005 ̶ 0.01 Yes Yes mg/kg 2
Ethion 0.005 ̶ 0.01 Yes
Fenpropimorph 0.005 ̶ 0.01 Yes Yes mg/kg 2
Fluometuron 0.005 ̶ 0.01 Yes
Fluopicolide 0.005 ̶ 0.01 Yes Yes mg/kg 2
Fluroxypyr 0.005 ̶ 0.01 Yes
Fluzinam 0.005 ̶ 0.01 Yes Yes mg/kg 2
Folpet 0.005 ̶ 0.01 Yes Yes mg/kg 2
Glyphosate 0.05 Yes Yes mg/kg 2
Heptachlor 0.005 ̶ 0.01 Yes
Heptachlor epoxide 0.005 ̶ 0.01 Yes
Hexachlorobenzene 0.005 ̶ 0.01 Yes
Hexachlorocyclohexane, 0.005 ̶ 0.01 Yes Yes 3 mg/kg
3 23
alpha
0.005 ̶ 0.01 Yes Yes 3 mg/kg
Hexachlorocyclohexane, beta 3 23
Hexachlorocyclohexane, 0.005 ̶ 0.01 Yes Yes 3 mg/kg
3 23
gamma
Imazalil 0.005 ̶ 0.01 Yes
Imidacloprid 0.005 ̶ 0.01 Yes Yes mg/kg 2
Isoproturon 0.005 ̶ 0.01 Yes
Linuron 0.005 ̶ 0.01 Yes
Malathion 0.005 ̶ 0.01 Yes
Metalaxyl 0.005 ̶ 0.01 Yes
Metamitron 0.005 ̶ 0.01 Yes
Metconazole 0.005 ̶ 0.01 Yes Yes mg/kg 2
Myclobutanil 0.005 ̶ 0.01 Yes
Parathion 0.005 ̶ 0.01 Yes
Parathion-methyl 0.005 ̶ 0.01 Yes
Penconazole 0.005 ̶ 0.01 Yes
Pentachlorobenzene 0.005 ̶ 0.01 Yes
Pendimethalin 0.005 ̶ 0.01 Yes Yes mg/kg 2
Phthalimide 0.005 ̶ 0.01 Yes
Pinoxaden 0.005 ̶ 0.01 Yes
Pirimiphos-methyl 0.005 ̶ 0.01 Yes
Prochloraz 0.005 ̶ 0.01 Yes Yes mg/kg 2
Procymidone 0.005 ̶ 0.01 Yes
Propiconazole 0.005 ̶ 0.01 Yes
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
Indicative Presence in Concentration Units Decimals
Compound
LOQ1 (mg/kg) the sample (Yes/No2)
Prothioconazole 0.005 ̶ 0.01 Yes
Pyraclostrobin 0.005 ̶ 0.01 Yes
Quinoxyfen 0.005 ̶ 0.01 Yes
Simazine 0.005 ̶ 0.01 Yes
Tebuconazole 0.005 ̶ 0.01 Yes Yes mg/kg 2
Terbuthylazine 0.005 ̶ 0.01 Yes
Terbuthylazine-desethyl 0.005 ̶ 0.01 Yes
Thiamethoxan 0.005 ̶ 0.01 Yes Yes mg/kg 2
Triadimenol 0.005 ̶ 0.01 Yes
Trifloxystrobin 0.005 ̶ 0.01 Yes
Antibiotics
Colistin 0.006 ̶ 2 Yes Yes mg/kg 2
Enrofloxacin 0.006 ̶ 2 Yes Yes mg/kg 2
1
LOQ: limit of quantification
2
An empty cell means no quantification of concentration is required for the substance
3
The quantification of the concentration of this substance is only required for objective 3.
Note: The data of the analyses shall be reported on the air-dry soil mass basis.
Table 2: extra substances to analyse and quantify concentration
Compound
Analysis and quantification of Presence
concentration of substances in Indicative in the Concentration
Units Decimals
Table 2 (if offered) will be LOQ1 (mg/kg) sample
undertaken together with
substance in Table 1.
Quinoxyfen 0.005 ̶ 0.01 Yes Yes mg/kg 2
Dimoxystrobin 0.005 ̶ 0.01 Yes Yes mg/kg 2
Fludioxonil 0.005 ̶ 0.01 Yes Yes mg/kg 2
Fluquinconazole 0.005 ̶ 0.01 Yes Yes mg/kg 2
Myclobutanil 0.005 ̶ 0.01 Yes Yes mg/kg 2
Diquat 0.005 ̶ 0.01 Yes Yes mg/kg 2
Imazamox 0.005 ̶ 0.01 Yes Yes mg/kg 2
Lenacil 0.005 ̶ 0.01 Yes Yes mg/kg 2
1
LOQ: limit of detection
Note : The data of the analyses shall be reported on the air-dry soil mass basis.
1.2. Framework Contract implementation
The framework contract involves no direct commitment and, in particular, does not constitute an
obligation to order per se. Instead, it lays down the legal, financial, technical and administrative
provisions governing the relationship between the contracting authority and the contractor during its
period of validity.
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
The framework contract will be implemented through specific contracts that can be placed only after
the signature and entry into force of the framework contract
The services will be provided on the basis of specific contracts where the contracting authority,
specifies the quantity and quality/origin/composition of soil samples and the tasks that will have to
be carried out. In each case the process is initiated by the contracting authority by sending a request
for services.
Specific contracts can be placed by the Land Resources Unit of the Directorate-General Joint
Research Centre (JRC.D3) or the Land Use & Management of Directorate-General Environment
(ENV.D1),
These specific contracts will be implemented in two stages.
• Stage 1 will involve the following services:
o initial transportation of samples to the Contractor’s facilities
o storage of the soil samples before and while analyses are carried out
o identification and registration of samples
o preparation of samples for the performance of analysis
o performance of analyses and quantification of concentrations
o analytical quality control and validation of results
o registration and delivery of the results of the analyses
o reporting and meetings
o project coordination
It is foreseen that the first specific contract will have a duration of 24 months. The following ones,
if any, may be equal or shorter.
The details of the services in Stage 1, described in this Technical Specifications, are intended for the
foreseen first specific contract. The services in the following specific contracts, if any, will be
similar, although the conditions for the initial transportation, identification and registration of
samples, preparation of samples and reporting may be adapted on the basis of the quantity and
origin of the samples and of the duration of the specific contracts.
• Stage 2 of all Specific Contracts will have a duration of 24 months and will involve:
o a guarantee period (24 months)
Upon the signature of a Specific Contract, the Contractor shall undertake only the work
concerning Stage 1, the only Stage having come into force at that point. The contractor is
authorised to continue the performance of the contract in the second stage only with written
consent of the contracting authority.
For brand names indicated in the Technical Specifications, fully equivalent objects are accepted
only if the contractor provides evidence of the equivalence (as per its offer).
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
The results of the analyses will feed into the knowledge base that the European Commission wishes
to build in the context of policymaking in the areas of soil protection and management. The services
shall be carried out under the technical guidance of the Contracting Authority (JRC.D3 or ENV.D1).
1.3. Description of services under Stage 1 (maximum 24 months)
The tenderers shall present the working program in the technical offer on the basis of one
hypothetical specific contract for all the analysis in objectives 1, 2 and 4. The working
program shall include a Gantt chart with all services to carry out in Stage 1, including
transportation forecast, duration of services and timing for delivery of results, reports and meeting.
1.3.1. Initial transportation of samples to the Contractor’s facilities
The Contractor will work with air-dried and fresh (field-moist) samples of circa 50 g each. Soil
samples will be packed in labelled plastic bags.
Transportation of fresh samples
The Contractor shall arrange the shipment of about 600 samples (50 g each) stored at −20ºC in the
premises of the JRC (Ispra 21027, Varese, Italy) to the Contractor's laboratory. It is noted that this
amount of samples shall be transported in the first specific contract. In the following contracts, if
any, the number of samples may be similar or lower.
It is underlined that all organisational aspects, such as custom issues, and all costs of the take over
and dispatching of the soil samples to the Contractor's laboratory, are part of the present contract
under Contractor's responsibility.
The Contractor shall provide evidence (e.g. proofs of regulation/monitoring of temperature of the
truck during the transportation) for the timely and secure transport of samples from the premises of
the JRC Ispra to the Contractor’s laboratory.
The transportation of samples shall be done in a single shipment, within 20 working days from the
signature of the relevant specific contract.
Transportation of air-dried samples
The Contracting Authority will arrange the shipment of the air-dried samples to the Contractor’s
laboratory. The Contractor will receive air-dried samples within 20 working days from the signature
of the relevant specific contract.
1.3.2. Storage of topsoil samples before and while analyses are carried out
The Contractor shall store properly fresh and air-dried samples when they arrive at the laboratory.
Requirements
• The Contractor shall formally inform the Contracting Authority of the reception of fresh and
air-dried samples by email. The contractor shall send a reception document (in PDF
format), indicating the date of the samples’ reception at their premises and the number of
samples received within a week of the delivery.
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
• The laboratory shall have enough storage space to allow temporary storage of the incoming
topsoil samples prior to and pending further analyses.
• Air-dried samples shall be kept without preservative under normal room conditions (at a
temperature of 18-25ºC and at about 50% humidity), with minimal temperature and
humidity fluctuations, and shielded from incident sunlight.
• Fresh samples shall be kept without preservative, at a maximum temperature of 4 ºC, with
minimal temperature fluctuations. Temperature recording logbook shall be made available
for inspection, if requested by the Contracting Authority.
1.3.3. Identification and registration of topsoil samples
Soil samples will be labelled with an individual identification code (referred to as Soil_ID) in
numeric format and as ‘code 128’ barcode. Each Soil_ID is composed of five digits. The
Contracting Authority will provide the Contractor with a register of Soil_IDs, specifying which
analyses shall be performed at each subsample, no later than 10 working days from the signature of
the relevant specific contract.
Requirements
• The contractor shall identify each sample by reading its Soil_ID. To that end, a barcode
scanner that is able to read ‘code 128’ is required.
• The identification and registration of samples shall be completed 15 calendar days after the
delivery of samples in the Contractors’ facilities.
• The Soil_IDs of the received topsoil samples shall be communicated to the Contracting
Authority within 1 week from the end of the reading process. This will determine the exact
number of samples to be analysed.
1.3.4. Preparation of samples to perform the analyses
The Contractor will receive air-dried samples, sieved at 2 mm, and fresh samples, not sieved. The
samples have to be prepared for the various analyses in Table 1 and Table 2 (if offered).
Requirements
• The Contractor shall prepare the samples following the ISO 11464:2006 procedure or any
other validated procedure for their analysis.
• The Contractor shall describe in the offer what pre-treatments will apply to each type of
sample (air-dried and fresh samples).
• A full description of the pre-treatment of samples shall be included in the validation report
(see section 1.3.5 below).
• The Contractor shall pre-treat topsoil samples under stringent quality assurance and quality
control (QA/QC) procedures to avoid any cross-contamination among samples.
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1.3.5. Performance of analyses and quantification of concentrations
The Contractor shall analyse samples for the substances specified in Table 1 and Table 2 (if offered)
in a fully operational soil laboratory facility capable to handle soil samples.
The Contractor shall describe in the offer what analytical procedure they will use for the analysis of
substances specified in Table 1 and Table 2 (if offered).
The samples shall be analysed for all PPPs (except glyphosate and AMPA) and antibiotics with a
fully validated multi-residue method such as QuEChERS or equivalent, compliant to the
requirements listed in the Eurache Guide (2nd Edition, 2014)5. Glyphosate and AMPA shall be
analysed separately, with a fully validated procedure compliant to the requirements listed in the
Eurache Guide (2nd Edition, 2014)5. The full validation report of the entire analytical procedure
(analyses in Table 1 and Table 2, if offered) shall be available to the Contracting Authority for
revision no later than 3 months after the signature of the relevant specific contract. This report
shall include an Excel document (or 100% Excel-compatible) with the mass of each sample needed
for the analyses of substances specified in Table 1 and Table 2 (if offered). The mass of the
subsamples cannot exceed 50 g, due to sampling constraints.
The laboratory facility shall guarantee the completion of analysis in the specified timeframe
indicated in section 1.3.7.
It is noted that the extracts from soil samples analysed in the Objective 1 (these analysis are foreseen
to be included in the first specific contract) shall be stored in proper conditions for the duration of
this framework contract for their possible use in subsequent specific contracts.
The Contractor shall calculate the concentration of substances as indicated in Table 1 and Table 2
(if offered).
Requirements
• Analyses shall be done on a country by country basis.
• It is mandatory that the analysis of all samples for a single substance or a set of substances
shall be done in a single laboratory. Single substances can be analysed in parallel by
different laboratories.
1.3.6. Analytical quality control and validation of results
The Contractor shall specify in the offer what analytical quality control and data validation they will
apply in this project. The quality control criteria and validation parameters shall be in line with
those described in the Eurache Guide (2nd Edition, 2014).
Requirements:
5B. Magnusson and U. Ornemark (eds.) Eurachem Guide: The Fitness for Purpose of Analytical Methods – A
Laboratory Guide to Method Validation and Related Topics, (2nd ed. 2014). ISBN 978-91-87461-59-0. Available from
www.eurachem.org.
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FWC for provision of laboratory analyses of plant protection products and antibiotic residues in soil samples
A description of the analytical quality control and of the validation of results shall include at least:
• Analysis of reference quality control (QC) samples within each analytical batch for the
identification of system drift
• Analysis of blank samples for identification of matrix contribution
• Duplicate analysis of adjacent samples for repeatability check
• Use of control charts for monitoring of QC results
• Definition of the level of internal QC (i.e. 5% for routine analysis) applicable to analytical
batches.
1.3.7. Registration and delivery of the results of the analyses
The information generated through the analyses of each sample constitutes a set of attributes to a
specific location. The geographic coordinates of the points corresponding to the sampling location
are not provided. Special care has to be taken in the registration of the results of the analyses to
ensure that the data attributed to a Soil_ID are appropriately referenced in the database. The
Contractor shall register and deliver the results of the analyses to the Contracting Authority
according to the following requirements.
Requirements for the registration and delivery of results:
• Spectral data of each sample shall be registered and delivered to the Contracting Authority in
comma-delineated ASCII files. The file shall include the following information: Soil_ID,
Country, date of the measurement, method used and equipment used.
• Each file shall be identified with the Soil_ID and the ISO ALPHA-2 code of the country as
follows: 12548_BE.
• Concentration of each substance requested in Table 1 and Table 2 (if offered) shall be
delivered in an Excel (or 100% Excel-compatible) data workbook. The data workbook shall
have the schema detailed below.
Core fields
Column 1 ID of the sample (Soil_ID)
Column 2 Country (as indicated in the label)
Column 3 Concentration substance 1
Column 4 Concentration substance 2
Column 5 Concentration substance 3
[…]
Column $$ Comments / Observations
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• The results of the analyses shall be communicated in the format specified above to the
Contracting Authority on a monthly basis, in any case within one month from the
completion of the analyses on each soil sample.
• Analysis of substances in Table 1 and Table 2 (if offered) shall be completed no later
than 23 months from the signature of the relevant specific contract. It is noted that the
timing for the following contracts (if any) may be shorter.
1.3.8. Reporting and meetings
The language of communication between the Contractor and the Contracting Authority will be
English. All reports shall be written in English, the meetings will be held in English and the email
exchange will also be in English. The contractor is asked to submit all required reports
electronically to the specified contact person(s) of the Contracting Authority.
All reports shall include the following mandatory information: contractor, contract number, nature
of the report, subject, name of the author and original signature.
1.3.8.1. Project progress emails
The project progress emails are each a brief, bullet-point style summary of the project’s monthly
working progress to be sent together with the results of the analyses by the contractor to the JRC
on a monthly basis. These emails shall provide a concise summary of the previous month’s work
(including the status of the delivery of results, activities and meetings with dates, involved experts
and stakeholders, technical and administrative issues, etc.) and have to show the progress of the
work in relation to the project and the initial or adjusted working plan. These emails will help the
JRC to stay informed about the project status and, if necessary, to timely steer the project towards
the requested deliverables.
The project progress emails will also form the basis for the progress, interim and the final reports
(see below) that will give the chronological course of the project’s activities and achievements.
1.3.8.2. Validation report
A report describing a fully validated analytical procedure, compliant to the requirements listed in
the Eurache Guide (2nd Edition, 2014), for the substances specified in Table 1 and Table 2 (if
offered) shall be sent to the Contracting Authority within the time defined in the relevant specific
contract. This report shall include an Excel document (or 100% Excel-compatible) with the mass of
each sample needed for the analyses of substances specified in Table 1 and Table 2 (if offered).
The Contracting Authority will formally inform the Contractor of the approval of the validation
report by email within two weeks of its reception. Analyses of the soil samples shall not start before
the approval of the validation report.
1.3.8.3. Interim report
A technical report with a description of the on-going work, a list of any technical issues concerning
the processing of the samples, the methodologies and the database, and a brief presentation of the
main results to date shall be sent to the Contracting Authority after the signature of the relevant
specific contract/s by the month defined in each specific contract. At least 25% of all
measurements shall be completed for the technical report, unless otherwise defined in the relevant
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specific contract. The Contractor shall provide the JRC with an electronic version of the report, in
both Word and PDF format.
The interim progress report together with the monthly project progress emails will serve to decide
whether the project’s initial objectives are being achieved in line with the contract, including
possible adjustments and amendments made, as well as whether the remainder of the project can be
expected to be completed as foreseen.
The interim progress report together with the monthly project progress emails will be the basis for
the interim payment of the stage 16. The Contracting Authority shall formally inform the Contractor
of the approval of the Interim Report by email 2 weeks after its receipt. The approval of the
technical report is necessary for the interim payment.
1.3.8.4. Final report Stage 1
The Contractor will have 1 month after the end of the analyses and quantification of
concentrations to deliver the final report of the Stage 1 (by the end of the relevant specific
contract at the latest). The final report shall include, a presentation of the results of the analyses as
well as a full statistical evaluation of such results, and any particular observation (technical or
administrative) made during the work. The report shall also include and executive summary with the
following information: a description of the project, its purpose and scopes, a description of the
reports delivered to date, main results, conclusions and recommendations, key technical and
administrative details (i.e. limitations, assumptions), potential users and applications of the results
as defined in this call for tender and the expected benefits of the achievements. The executive
summary shall be written using non-technical language, targeting upper level management.
All results will be backed-up on CD-ROM/DVD and sent to the Contracting Authority together with
the final report. The Contractor is responsible for the implementation of a robust data processing
and back-up practice. Malfunctioning of equipment shall not lead to delays in providing data
according to the delivery schedule.
The Contractor shall provide the Contracting Authority with an electronic version of the report, in
both Word and PDF format. A final project meeting may be organized 2 weeks after the JRC
receives the Final report of Stage 1 (see section 1.3.8.7) of the relevant Specific Contract. The
Contracting Authority will formally inform the Contractor of the approval of the Final Report by
email 2 weeks after the meeting.
The final report (once approved by the Contracting Authority) will be, together with the rest of
reports delivered to date, the basis for the final payment of the Stage 1 of the relevant specific
contract7. The final payment will be done once the Final Report will be approved by the Contracting
Authority.
6 as per article I.6.2 of the Contract
7 as per article I.6.3 of the Contract
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1.3.8.5. Other reports
The Contracting Authority may request ad hoc analysis and short reports, which may be requested
on any specific issue, to guarantee the correct progress of the project.
1.3.8.6. Kick-off meeting
The Contractor and the Contracting Authority services shall hold a kick-off meeting at the
beginning of the framework contract which may be combined with the kick off meeting of the first
Specific Contract. The Contractor shall send templates of the workbook for the registration and
delivery of samples, the project progress emails and the reports five days before the meeting. The
appropriateness of the templates will be discussed in the kick-off meeting. The minutes of the
meeting shall be drafted by the Contractor and submitted, no later than one week after the meeting,
to the Contracting Authority for approval. The meeting minutes shall contain at a minimum: names
and details of all participants, statements made in agreement with or in contradiction to any general
consensus of the group and information and clear references on presentation given and sources used
in the meeting.
The Contracting Authority will communicate the contact person(s) responsible for this framework
service contract.
1.3.8.7. Final project meeting Stage 1
The final project meeting may be organized 2 weeks after the Contracting Authority receives the
Final report of Stage 1 of the relevant Specific Contract. The contractor shall present the final
results and conclusions of the project. The minutes of the meeting shall be drafted by the Contractor
and submitted to the Contracting Authority for approval no later than a week after the meeting. The
JRC will formally inform the Contractor of the approval of the minutes of the meeting by email 2
weeks after the meeting (together with the approval of the Final Report of Stage 1).
1.3.9. Project coordination
Project coordination covers all matters of project organization, such as distribution and follow-up of
tasks, communication, documentation and reporting and quality assurance procedures. The tenderers
shall present a project coordination plan detailing, at least, the following aspects:
• Description of the project and its objectives: tenderers shall demonstrate having understood
the project requirements in the offer presented. The aim of the project, the development
required and the results expected must be clearly expressed.
• Work plan: a Gantt chart detailing the temporal sequence of the tasks to be performed
within the project shall be presented. The deadlines for all services (i.e. transportations, pre-
treatment and analysis of samples, delivery of data, meetings and reporting) shall be
indicated in the chart.
• Tools for monitoring the project progress: this section shall cover monitoring elements,
such as internal review meetings, internal milestones and their place in the project work
plan.
• Description of the staff involved in the project: the technical and human resources planned
to perform the tasks have to be presented. For the intended technical resources, the
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environment in which the system will be developed shall be described. Staff shall be
presented with respect to their responsibility, their position in the project and relevant
experience.
• Description of the means of coordination and flow of information: the tenderers shall
present in the proposal the internal communication flow of the proposed service. The
structure of the decision-making process shall be detailed and measures adopted to solve any
conflict within the project shall be outlined. The tenderers have also to explain how the
tender intends to communicate with the JRC in case of technical and administrative issues.
• Procedures to be observed: any interdependencies between tasks with regard to outputs of
one task representing critical input items for another task (e.g. tools development and use in
data checking) shall be explained. Eventual risks in achieving the objectives shall be
identified, as well as possible recovery measures to reduce the impact of delays on the
achievement of objectives.
• Measurements for project continuity: the proposal shall describe the back-up system that
will assure the continuity of the project (i) in case of absence of a key profile in the staff and
(ii) in case of breakdown of key equipment for the analyses.
• Tools for quality management: the proposal shall contain a description of the quality
management tool(s) intended to be used in the project, e.g. relational diagrams, flowcharts,
tree diagrams, etc. For the laboratory service, documentation of experience, quality
assessment and control, participation in ring tests and inter-laboratory exercises shall be
documented.
• Quality Control procedure for data validation: the approach to ensuring the quality of the
data shall be detailed. The tenderer shall present the approach that the laboratory regularly
uses for the data validation, in addition to the quality control measures detailed in this
Technical Specifications.
1.4. Description of services under Stage 2 (24 months)
1.4.1. Guarantee
Upon the written release of Stage 1 by the Contracting Authority, the guarantee period shall start.
A guarantee of two years is required on the accuracy of information, starting from the day of the
approval of the final report Stage 1 of the relevant Specific Contract. This guarantee is required if
seemingly anomalous values (i.e. data outliers), that become apparent during subsequent processing
of the data of the analysis of any sample, may be the result of variations in the analytical processes
rather than environmental conditions (which will be checked before any request is made under the
guarantee clause). The Contracting Authority can request the contractor to check if any issue can be
detected from the analytical logs. Should it be shown that logistical or analytical processes
undertaken by the contractor have led to erroneous values, the JRC will request the contractor to
reanalyse the sample(s) in question.
• All relevant information of the logistics and processing analytical work shall be recorded for
every single analysis carried out in each soil sample.
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• The information shall be kept at the service provider during the guarantee period (24
months).
• If the Contracting Authority requests details on the issue of logistics and analytical process,
the contractor shall provide all relevant details no later than 10 working days from the JRC
request.
• If requested by the Contracting Authority, the contractor shall reanalyse the sample(s) with
anomalous values.
1.5. Overview of time schedule
The framework contract will have a total duration of 36 months as of its signature and entry into
force (2 years + 1 renewal for 1 year).
o Stage 1 of all Specific contracts shall be completed within maximum 24 months of
the signature of the specific contract.
o Stage 2 shall be completed within maximum 24 months of the written release of
Stage 1 by the Contracting Authority.
The timing for reports and meetings will be as follows (Table 3 is based of one hypothetical
specific contract for all the analysis in objectives 1, 2 and 4 where stage 1 would have a
duration of 24 months).
The timeschedule will be adapted in each Specific Contract, depending on the duration of the
Specific contract and of the quantity of analysis to be performed.
Table 3: Overview of reporting and meetings
Timing Reference Title Type of deliverable
Stage 1. Within 3 M1 Kick-off meeting Meeting:
weeks after - detailed presentation of work
signature of the plan by the contractor
contract - communication of the contact
person for this service person by
the Commission
Stage 1. Within a R1 Reception document Document confirming the good
week of the reception of the samples. Indicate
reception of the the date of the reception and the
samples at the number of samples received.
Contractors’
premises
Stage 1. On a PR-Year- Project progress emails Written report: a brief, bullet-point
monthly basis Month style summary of the project’s
monthly working progress
Stage 1. R2 Validation report A report describing a fully
Maximum: 3 validated analytical procedure,
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Timing Reference Title Type of deliverable
months after the compliant to the requirements
signature of the listed in the Eurache Guide (2nd
contract Edition, 2014).
Stage 1. R3 Technical report Written report including:
Maximum: 11 - a list of any technical issues
months after the concerning the processing of the
signature of the samples, the methodologies and
contract the database
- a brief presentation of the main
results
Stage 1. R4 Final report Stage 1 Written report: presentation by the
(Maximum: 24 contractor of the main results of
months after the the analyses carried out in Stage 1
signature of the (including results of analyses and
contract) statistical evaluation) and
description of methodologies
Stage 1. M2 Final project meeting Meeting: presentation of results
Maximum 2 and conclusions of the project by
weeks after the the contractor.
Contracting
Authority receives
the Final Report
of Stage 1
Stage 2. G1 Guarantee on information Information if required
Guarantee (24
months of the
written release of
Stage 1 by the
JRC Ispra)
1.6. Other general modalities and responsibilities
1.6.1. Place of Work
The principal place of work will be the contractor's facilities (“off-site”).
1.6.2. Communication and meetings
Communication between the contractor and the Contracting Authority must be possible by phone,
video-conference, electronic mail, fax, normal and registered mail. The English language shall be
used throughout the project duration for all communication, reports, software and other
documentation.
Further information will be provided by the Contracting Authority. Modalities will be clarified at
the kick-off meeting.
The principal contact point for the contractor is the JRC. The JRC contact person will act as the
interface between the service provider and the soil sample providers in case of queries concerning
the soil samples provided. In case of a query on the soil samples provided, the contractor will
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describe the problem in writing. The JRC will then conduct all communication with the relevant
providers. Direct contacts between the service provider and sample providers can be established
following written authorization from the JRC.
Under no circumstances shall samples or data be modified by the service provider without written
instruction from the Contracting Authority.
Kick-off and Final project meetings, when foreseen by the relevant specific contract shall be held at
the JRC in Ispra (Italy) or at DG ENV (Brussels) or by video/phone conference.
The cost of transport, accommodation and other staff-related costs for the contractor' experts for the
meetings will be covered by the contractor.
1.6.3. Data and support provided by JRC Land Resources Unit
The Contracting Authority Technical Manager (Contact Person) follows the work of the contractor,
tracks the technical problems arising during the work and supports finding solutions. He/she is the
point of contact for the contractor. The service provider must indicate its technical contact person
during the kick-off meeting.
The Contracting Authority will provide a register with the Soil_IDs of samples that the Contractor
will receive 1 week after the signature of the relevant specific contract.
1.6.4. Quality assurance and control
1.6.4.1. Project Management Plan
The contract shall be implemented in accordance with the Project Management Plan and schedule
proposed in the Technical Offer.
1.6.4.2. Acceptance of deliverables (results, reports, and meeting minutes)
The procedure for accepting the deliverables is the following:
1. The Contracting Authority receives the deliverables according to the relevant Specific
Contract's deadlines;
2. If required, the contractor presents the deliverables for discussion with the Contracting
Authority;
Further actions which, in the opinion of the Contracting Authority, would be necessary for the
acceptance of the deliverables will be undertaken by the contractor without delay. A new deliverable
which takes into account comments or suggestions made by the Contracting Authority will have to
be re-submitted within 14 days unless specified otherwise.
1.6.5. Property and Confidentiality of the Data, Tools and Results and their publication
Soil samples handed over for analysis, results of the analyses, and any database developed under
this contract are confidential and remain the exclusive property of the Contracting Authority, as
provided for in Articles II.13 of the General Conditions of the contract.
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The ownership of the results, including the intellectual property rights obtained in the performance
of the contract, may be used by the European Union without limitation, as indicated in the modes of
exploitation listed in Article I.10.1 of the contract, for further developments, updates and
modifications also by third parties (on behalf of the contracting authority).
If the results are not fully created for the purpose of the contract this should be clearly pointed out
by the tenderer in the tender. Information shall be provided about the scope of pre-existing rights,
their source and when and how the rights have been or will be acquired.
If the contractor uses pre-existing rights for processing and/or delivery of the contract results, it
shall present a list of all pre-existing rights and all components, elements and rights of third parties,
used as well as any related limitations. The contractor has to ensure that the necessary pre-existing
IPR rights are licensed to the contracting authority in accordance with articles I.10.2 and II.13 of the
contract.
Further distribution of documentation, reports, and other deliverables of the project and the
presentation of any results in any language and form such as in a journal article, on the contractor’s
homepage, via presentation at a conference, etc., by the contractor or any third party is prohibited
unless authorised in writing prior to publication / abstract submission by the Contracting Authority.
The Contracting Authority/European Commission will decide on the possible use of the deliverables
and any other information/document produced under this assignment.
1.6.6. Interferential risks
During the takeover of samples in Ispra, the JRC.D3 will ensure that:
• appropriate preventative safety measures are taken;
• no experimental or other activity takes place, whether from JRC.D3 or other external
personnel;
As a consequence the possible interferential risks are eliminated or reduced to a level that is not
significant.
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