IMPORTANT INFORMATION REGARDING SAMPLE ANALYSIS AND ITS PRICES
1.0 Sample Analysis Price Caveats
A. The fixed unit prices for sample analysis listed above include a Data Report with (i) the mass loadings of the respective species ordered on the Sample Submitter’s Chain of Custody Form (referred to hereafter as the “COC Form” and available at http://ogawausa.com/wp-content/uploads/2014/04/COCForm.xls). This form is also available under the tab ‘Analysis Instructions/Forms’] and (ii) the ambient concentrations, if and only if the Sample Submitter provides a complete and accurate COC Form as detailed in the additional instructions provided below.
B. Ogawa or the Sample Submitter must provide the analysis laboratory with a FedEx or UPS account number for all shipping performed by the analysis laboratory as detailed in the additional instructions provided below.
1.2 Scope of Sample Analysis Work
The analysis laboratory will perform the following tasks as ordered on the Sample Submitter’s COC Form:
- Passive Sampler Wash and Load. The analysis laboratory will wash and load the passive sample collection devices with the appropriate collection pads and package them for shipping. Please see Section 1.2 (Shipping Rules and Requirements) below for additional details.
- SO2 and Passive Ozone (O3) Air Sample Analysis. The analysis laboratory will extract and analyze passive sampler collection pads for SO2 (as sulfate ion) or ozone (as nitrate ion) using ion chromatography.
- NO2 and NOx Air Sample Analysis. The analysis laboratory will extract and analyze passive sampler collection pads for NO2 and NOx using a flow-injection colorimetric system (or ion chromatography for NO2 samples).
- NH3 Air Sample Analysis. The analysis laboratory will extract and analyze passive sampler collection pads for NH3 as ammonium ion using ion chromatography or flow injection analysis.
1.3 Conditions that Must Be Met Before the Analysis Laboratory Can Perform Work on Your Samples
Before the analysis laboratory can perform any work on your samples, all of the following three conditions must occur:
1. Before shipping samples, the Sample Submitter must send an email to both Tracy Dombek and Mrs. Suzanne Schaeffer with the following information. Send an email to both recipients by clicking HERE:
(a) a complete and accurate version of this COC Form which corresponds with the samples that the Sample Submitter intends to ship,
(b) the Sample Submitter’s contact information (e.g., contact person name, entity name, phone number, etc.); and
(c) the date that the Sample Submitter intends to ship the samples to the analysis laboratory, so that the analysis laboratory can have advance notice of upcoming shipments.
2. The Sample Submitter must ship the samples to:
Attn: Tracy Dombek
3040 East Cornwallis Road
Research Triangle Park, NC 27709
3. The analysis laboratory must receive a signed copy of a Material Release Order Form (“MRO Form”) from Ogawa to authorize the analysis laboratory to commence work on the Sample Submitter’s samples referenced in such MRO form.
1.4 Shipping Rules and Requirements for Sample Submitters
A. Ogawa, or the Sample Submitter, must submit any requests for sampler washing, loading and shipping to the analysis laboratory at least five (5) business days prior to their desired shipping date.
B. Ogawa, or the Sample Submitter, will provide the analysis laboratory with a FedEx or UPS account number for all shipping to be performed by the analysis laboratory.
C. The analysis laboratory will only use Ogawa’s, or the Sample Submitter’s, FedEx or UPS account number for shipments. The analysis laboratory will not use Ogawa’s, or a Sample Submitter’s, shipping system (e.g., CampusShip, etc.) which requires the analysis laboratory to log in with a password and enter sample IDs, shipping information, and other data into a shipping system.
D. If Ogawa, or the Sample Submitter, requests loading and shipping of samplers to multiple addresses, the analysis laboratory will charge a surcharge of $10.50 for each additional address if the shipment to that address contains fewer than twenty (20) samplers.
E. The analysis laboratory will also charge a surcharge of $10.50 for each additional box if the analysis laboratory must ship more than one (1) box to the same address. (This surcharge covers the cost of the additional shipping materials, the time to carefully package the samplers, and the time to prepare the shipping labels.)
1.5 Deliverables – Data Reports and Requirements
A. Upon completion of its work, the analysis laboratory will email the Sample Submitter and Ogawa a data report in an Excel spreadsheet format (the “Data Report”) including the analyzed mass loadings of the respective species on the passive samplers based on the analyses ordered on the Sample Submitter’s COC Form. A sample Data Report is provided as Figure 1 below.
B. In its Data Report, the analysis laboratory will also provide calculations of ambient concentrations in parts per billion (ppb) of the gases, if and only if the Sample Submitter accurately and completely fills out the COC Form and sends the completed COC Form via email as instructed in Section 1.3 above. Detailed instructions for the accurate completion of the COC Form are included in the “Chain of Custody Instructions” tab in the COC Form. An example of a completed COC Form is provided as Figure 2 below.
C. If the Sample Submitter does not provide an accurate and complete COC Form via email as instructed in Section 1.3 above, the analysis laboratory will only report the collection pad loadings, in ug or ng of analyte per sample (ozone as nitrate ion; NO2 as nitrite ion; NOx as nitrite ion; NH3 as ammonium ion; and SO2 as sulfate ion) in the Data Report. Field and laboratory blank loadings will be reported in the Data Report, but no blank corrections or other calculations will be performed.
D. Ogawa will assist the Sample Submitters in accurately completing the COC Form in accordance with the instructions provided in the COC Form’s “Chain of Custody Instructions” tab. The analysis laboratory will offer first-time Sample Submitters a one-time assistance with completing the COC Form. However, the analysis laboratory will not provide such assistance to Ogawa or Sample Submitters other than first-time Sample Submitters.
E. Please note the following restrictions:
1. The analysis laboratory will not perform manual data entry from a hard copy COC Form accompanying the sample shipment;
2. The analysis laboratory will not perform calculations of ambient concentrations from incomplete or inaccurate electronic COC Forms; and
3. The analysis laboratory will not attempt to match samples received with a COC Form when the sample IDs on the samples do not match exactly with the sample IDs provided in the COC Form.
F. The analysis laboratory will use default temperature and relative humidity for the ambient concentration calculations if the Sample Submitter’s COC Form is missing meteorological data.
G. The analysis laboratory will calculate blank-corrected ambient concentrations by using an average of all samples marked as blanks. If Sample Submitters have special requests, such as using different blanks, the Sample Submitter will split each batch into sub-batches containing the respective samples and blanks before the analysis laboratory performs the calculations of ambient concentrations.
1.6 Quality Assurance/Quality Control
The analysis laboratory will perform all appropriate quality control activities including checking coated filters for contamination and analysis of field and laboratory blanks, calibration check samples, duplicates and matrix spikes. The analysis laboratory will maintain complete and accurate records of all analysis operations. Quality control results, including calibration check and matrix spike values will be kept on file.
Sample Data Report
Example of a Completed Chain of Custody Form