SCIENTIFIC
SERVICES
Service Specification
2010
SERVICE SPECIFICATION
Objectives
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To provide the Client with a Public Analyst, Agricultural Analyst, scientific advice
and analysis service.
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To develop, implement and operate customer focussed services providing analytical
and scientific advice with particular regard to food law enforcement, the
environment, consumer protection and public safety.
Purpose
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To be the Client’s appointed Public Analyst and to be the principal scientific advisor
to the Client in their role as a Food Client.
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To be the Client’s appointed Agricultural Analyst and Deputy Agricultural Analyst.
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To provide specialist scientific advice and services in relation to the duties and
responsibilities of the Client.
Scope of the Service
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Environmental monitoring
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Food (including safety, microbiology, standards and agriculture)
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Consumer Protection
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Public Safety
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Health and Safety
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Emergency Management (including exercises)
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Corporate advice (client meetings, telephone advice and discussions, corporate
property etc)
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Fast track analysis for urgent routine investigations outside of the emergency callout facility
Provision of Service
The following specification details the minimum service required. An indicative sampling
programme is given in the pricing schedule but there is no guarantee of volumes.
Advances in technology will vary the scope of the service and there is an expectation that
the service provider will keep abreast of developments and provide a service to detect and
report on such changes.
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SERVICE SPECIFICATION Feb 2010
DUTIES OF THE CONTRACTOR
Accreditation
The Public Analyst will ensure that the laboratory used for the analysis or examination of
samples is accredited to ISO 17025 (Competence of Testing and Calibration Laboratories)
by an accreditation body accredited to EN45003. For UK laboratories, this is UKAS
accreditation. The Public Analyst will provide a list of the tests covered by the laboratory’s
UKAS accreditation scope under this agreement.
Non-accredited documentation
methods may also be used as appropriate, including those published by the Association of
Public Analysts and British Standards institute. Regard will be paid to the relevant Codes
of Practice issued under Section 40 of the Food Safety Act 1990.
The Agricultural Analyst will ensure that methods prescribed by the Fertilisers (Sampling
and Analysis) Regulations 1996 and Feeding (Sampling & Analysis) Regulations 1999 are
used for formal official samples insofar as they exist and will otherwise use the best,
validated methods available.
Analysts
The Public Analyst(s) to be appointed should be qualified in accordance with the Food
Safety (Sampling & Qualification) Regulations 1990.
The Agricultural Analyst(s) to be appointed should be qualified in accordance with the
Section 69(5) of the Agricultural Act 1970.
The Analyst will provide details of the names of each Public and Agricultural Analyst to the
Client.
Pricing Document
Prices on the 1 April, every year, shall increase in accordance with the annual change of
the March Consumer Price Index figure.
Standard of Work
All work shall be undertaken in accordance with all relevant statutory requirements and
current Codes of Practice/Standards including all European and British Statutory
requirements together with any other relevant testing requirements appropriate to the work
samples.
The Analyst will implement Quality Assurance/Quality Control procedures and where
required for the purpose of analytical efficacy accredited in UKAS or other relevant
accreditation schemes.
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SERVICE SPECIFICATION Feb 2010
Out of Hours Arrangements
The Analyst will make suitable and reasonable arrangements to cover out-of-normal-office
hour’s emergencies. It will inform the Client of stand-by telephone numbers and the
availability of the scientists on call.
Such arrangements will be made by mutual consent between the Analyst and the Client
and will include facilities to process samples on receipt.
The Analyst must be able to be in a position to provide appropriate advice on specific
issues relating to the emergency.
Reporting Times
The minimum requirements including time scales for the performance of a range of
scientific services required in order that the Client can discharge its statutory duties is
provided in Appendix A.
If a response time may not be met, the Analyst will tell the Client, as soon as a delay is
known, and will provide an interim report.
The Analyst will immediately report all results considered to be serious or of a hazardous
nature to the Client by telephone with written confirmation by e-mail or fax.
The Client must specifically identify work of a more urgent nature. If the Analyst considers
that the urgent work needs to be charged at a higher rate then they must agree the price
with the Client prior to any work being carried out.
Certificates and Reports
Certificates signed by the Analyst will be made available to the Client for all samples.
Certificates and Reports will include the following information:
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Full details of the description and other labelling applied to the sample by the
Client.
The results of all the relevant tests to which the sample was subjected; and
Whether any description/pictorial representation of the product is misleading and
whether there are breaches of labelling/compositional requirements.
Nutritional analysis but only if either requested by the sampling officer or if other
analyses performed lead to the suspicion of irregularities.
Description of any foreign objects discovered in foodstuff. If possible, the Analyst
will endeavour to indicate a source e.g. glass refractive index ‘Pyrex’ etc.
Identify where possible moulds, spores or spoilage organisms.
Examine packaging, tins, etc submitted as part of a complaint.
Non-compliance with legislative standards both National and European.
Compliance or comparisons with local or national guidelines.
Quality assessments where requested.
Comparisons with previous samples or initiatives.
Identify substances and quantify and suggest potential sources.
SERVICE SPECIFICATION Feb 2010
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Where requested an interpretation, or opinion, on the results.
Test reports must be reported in the correct legal format. The exception to this is for all
formal Agricultural Act samples, which must be in the form prescribed in Regulation 7 of
the Feeding Stuffs (Sampling and Analysis) Regulations 1999, as amended.
The Analyst will e-mail reports to reach the commissioning Client no more than 3 working
days after issue and will also, at the request of the Client, post paper copies of the
Certificates/Reports to the Client.
If a sample(s) shows a significant risk to public health or safety, or where a legislative
deadline applies, the Analyst will report urgently to the Client. The Client therefore must
provide staff and facilities to enable the Analyst to make immediate contact.
Monitoring Procedures
The Analyst will supply to the Client a report within four weeks after the end of each month
detailing.
1. The number of samples submitted in the previous quarter.
2. The number of samples reported together with details.
3. Any samples reported in that previous quarter, where the response time in Appendix 1
has not been met. This will list first submission dates, report dates and dates of interim
reports.
The Analyst will review the service provision for the Client annually by means of an annual
review meeting. The review shall consider the following:1.
2.
3.
4.
The Service being provided
The Contract terms
The Quality standards
Any other relevant matters.
The Analyst will also hold a user group meeting with the Client once every three months to
discuss any concerns, developments or any other issues.
Where the review or user group meeting identifies non-compliance with this agreement.
Corrective measures will be discussed and implemented within agreed timescales.
Advice
The Analyst will provide a reasonable degree of informal advice to the Client regarding
issues and sampling techniques either at group meetings or, where appropriate, telephone
contact. Written advice will be provided within 7 working days.
All reasonable time spent by the Analyst in providing advice will be free of charge. Where
detailed opinion or advice is requested by the Client, then time will be charged at an
agreed rate.
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SERVICE SPECIFICATION Feb 2010
Visits
The Analyst or other qualified technical staff will be available to attend premises within the
Client’s scope of enforcement to provide advice and opinion, as necessary.
Where the Analyst is asked to make a visit, following the provision of appropriate
information from the Client, the Analyst shall provide a:
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A current risk assessment for the planned visit.
Suitable personal protective equipment.
The Analyst must comply at all times with the Health and Safety at Work etc Act 1974 and
the Regulations made under the Act and all other legal health, safety and welfare
requirements. The Analyst shall ensure that their employees, sub-contractors and agents
observe any local arrangements for fire, health, safety, welfare, hygiene and security.
Provision of Containers and Collection of Samples
The Analyst will provide suitable and sufficient sampling bottles, containers or other
equipment for a particular type of sampling activity as necessary for the integrity of the
analysis.
The Client will use such equipment, alternatively the Client can provide their own
equipment which the Analyst will return to them so far as possible in good condition when
the analysis has been completed.
As part of the cost of the service the Analyst will provide a regular courier service at dates
and times to be agreed with the Authorities, or arrange with the Client a suitable and
effective method of transporting samples, in accordance with good scientific practice and
with such Codes of Practice as are applicable.
A minimum free collection frequency will be once per week (can be altered in agreement
with the Client). Collection points to be determined but will be within the Client’s
geographical boundary.
Integrity and Safekeeping of Samples
The Analyst will ensure the continuity of evidence for all samples identified by the Client as
requiring formal analysis. Suitable arrangements will be made between the Client and the
Analyst for the collection, transportation and receipt of samples to ensure the integrity,
continuity and accuracy of evidence.
A representative of the Analyst will sign the submission form upon receipt of samples from
the Client and from that time the Analyst is responsible for the safekeeping of the samples.
The Analyst will retain the sample for an appropriate manner and for an appropriate period
of time and will retain any formal samples until all court hearings, including appeals, have
been completed.
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SERVICE SPECIFICATION Feb 2010
Court Hearings
The Analyst will make himself/herself or an appropriate member of staff available as
necessary, to give evidence in Court proceedings related to samples tested by him/her.
Time in Court, reasonable travelling time and agreed incidentals will be charged as an
Additional Service at the current Hourly Rate. Background work is included in the Core
Service and will not be charged separately but preparation work specific to the case such
as Section 9 statements etc is. The Hourly Rate will apply to time in Court and all waiting
and travelling time. Any sums payable to third parties shall be recharged as
disbursements. The Analyst will provide information on these costs at the time of Court
appearance or they will not be re-imbursed.
Training
The Analyst will provide occasional training courses for Client staff. These may include
laboratory visits, seminars, research projects, collection and storage of samples, health
and safety when collecting samples. Appropriate and reasonable time charges may be
levied by the Analyst for this service.
Complaints
The Analyst will operate a documented procedure for handling complaints and anomalies
as part of its accreditation and make this available for review by the Client.
DUTIES OF THE CLIENT
Programmed Sampling
By the 31st March in each year, each Client will agree with the Analyst its indicative
programmed requirement from the Service for the forthcoming year. The Analyst will
assist each Client in assessing what its needs might be.
The Client and the Analyst will work together to agree times and timetables for the
submission of samples.
Submission of Samples
The Client will endeavour to submit samples at an even rate throughout the term of the
appointment and to notify the Analyst of any planned variation.
Except in emergency situations, all samples will be submitted within normal laboratory
opening hours.
In the case of emergency samples the Client will give as much notice as they can to the
Analyst of the number and type of samples that are going to be submitted.
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SERVICE SPECIFICATION Feb 2010
The Client will inform the Analyst, from the outset, of any samples which have been taken
for formal purposes.
The Client will ensure the integrity of the transportation of the
sample until it reaches the Analyst/courier.
The Client will inform the Analyst as soon as practicable of any intention to continue with
an investigation requiring samples to be retained. Failure to do so may result in the
destruction of any unused portions of samples packaging and cultures.
Best Value
The Client will work together with other clients in the area to ensure best value for their
analytical services through:
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Aggregating and co-ordinating requirements where possible and appropriate.
Reducing duplication of effort.
Combining together to support the Analyst
Developing and maintaining close working relationships with the Analyst.
Reporting
Each Client will provide the Analyst with details of appropriate officers and reporting
procedures, including details of how to contact officers outside or normal office hours.
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SERVICE SPECIFICATION Feb 2010
Description of Activity
Response Times*
Port Health Samples
5 Working Days
Asbestos (materials, filters etc) for identification of presence,
type and quantity.
Bacteriological water samples (drinking & Swimming pools)
1.
2.
Legionella species in water, filters etc
10 Working Days
Formal Samples (Food, Consumer Safety, Agriculture, Water)
Complaint Samples (Food, Consumer Safety, Agriculture,
Environmental, Drainage, Odours etc)
Soil, minerals, vegetation (complaints and contaminated land)
Chemical water samples (Leachate) - SG
3.
Chemical water samples (Leachate) – NS & BN
20 Working Days
Chemical water samples (drinking water & swimming pools)
Landfill gas emissions
Informal Samples (Food, Consumer Safety, Agriculture,
Water)
Environmental Surveys (dust, water, lead, heavy metals etc)
Miscellaneous Complaint investigations
4.
Air Quality Monitoring (emissions, diffusion tubes, gas 40 Working Days
analysis etc).
Radiation Monitoring
Miscellaneous Surveys/Projects
5.
Emergency Management – environmental advice on site, Immediate or as
control centres or elsewhere during emergencies.
required.
6.
Urgent Samples
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Immediate or dealt
with in discussion
with the Client and
treated as priority.
The first day of the response time is the day that the sample is delivered to the
laboratory that last day is the day the report is received by the Client.
SG = South Gloucestershire. BN = B&NES. NS = North Somerset.
Failure to meet response times by 5% or more over a rolling 6 month period entitles the
Client to treat this as a material breach of contract. For example; if 5 or more samples out
of 100 submitted are not reported within the response time quoted in the above table.
On a monthly basis any samples not reported within the above quoted response times
may entitle the Client to pay the contractor a reduced fee at a rate of 75% of the fee due.
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SERVICE SPECIFICATION Feb 2010