MARICOPA, COUNTY OF (06OHBIO00003-17-00) AWARD.PDF
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11. APPROVED BUDGET (Excludes Direct Assistance)
I Financial Assistance from the Federal Awarding Agency Only
II Total project costs including grant funds and all other financial participation
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Salaries and Wages
Fringe Benefits
Total Personnel Costs
Equipment
Supplies
Travel
Construction
Other
Contractual
………………..................
………………..................
.…...….……
…………………………….
…………………………….
…………………………….
…………………………….
…………………………….
…………………….………
12. AWARD COMPUTATION
a. Amount of Federal Financial Assistance (from item 11m)
b. Less Unobligated Balance From Prior Budget Periods
c. Less Cumulative Prior Award(s) This Budget Period
d. AMOUNT OF FINANCIAL ASSISTANCE THIS ACTION
13. Total Federal Funds Awarded to Date for Project Period
14. RECOMMENDED FUTURE SUPPORT
(Subject to the availability of funds and satisfactory progress of the project):
15. PROGRAM INCOME SHALL BE USED IN ACCORD WITH ONE OF THE FOLLOWING
ALTERNATIVES:
TOTAL DIRECT COSTS
a.
b.
c.
d.
e.
DEDUCTION
ADDITIONAL COSTS
MATCHING
OTHER RESEARCH (Add / Deduct Option)
OTHER (See REMARKS)
INDIRECT COSTS
l.
TOTAL APPROVED BUDGET
16. THIS AWARD IS BASED ON AN APPLICATION SUBMITTED TO, AND AS APPROVED BY, THE FEDERAL AWARDING AGENCY
ON THE ABOVE TITLED PROJECT AND IS SUBJECT TO THE TERMS AND CONDITIONS INCORPORATED EITHER DIRECTLY
OR BY REFERENCE IN THE FOLLOWING:
m.
n.
Federal Share
Non-Federal Share
a.
b.
c.
d.
The grant program legislation.
The grant program regulations.
This award notice including terms and conditions, if any, noted below under REMARKS.
Federal administrative requirements, cost principles and audit requirements applicable to this grant.
In the event there are conflicting or otherwise inconsistent policies applicable to the grant, the above order of precedence shall
prevail. Acceptance of the grant terms and conditions is acknowledged by the grantee when funds are drawn or otherwise
obtained from the grant payment system.
9a. GRANTEE NAME AND ADDRESS
9b. GRANTEE PROJECT DIRECTOR
10a. GRANTEE AUTHORIZING OFFICIAL
10b. FEDERAL PROJECT OFFICER
1. DATE ISSUED MM/DD/YYYY
1a. SUPERSEDES AWARD NOTICE dated
except that any additions or restrictions previously imposed
remain in effect unless specifically rescinded
NOTICE OF AWARD
AUTHORIZATION (Legislation/Regulations)
2. CFDA NO.
3. ASSISTANCE TYPE
4. GRANT NO.
Formerly
5. TYPE OF AWARD
4a. FAIN
5a. ACTION TYPE
6. PROJECT PERIOD
From
MM/DD/YYYY
Through
MM/DD/YYYY
7. BUDGET PERIOD
From
MM/DD/YYYY
Through
MM/DD/YYYY
8. TITLE OF PROJECT (OR PROGRAM)
ALL AMOUNTS ARE SHOWN IN USD
YEAR
TOTAL DIRECT COSTS
YEAR
TOTAL DIRECT COSTS
a.
b.
c.
d.
e.
f.
REMARKS (Other Terms and Conditions Attached -
Yes
No)
17.OBJ CLASS
18a. VENDOR CODE
18b. EIN
19a. UEI
19b. DUNS
20. CONG. DIST.
FY-ACCOUNT NO.
DOCUMENT NO.
ADMINISTRATIVE CODE
AMT ACTION FIN ASST
APPROPRIATION
21. a.
b.
c.
d.
e.
22. a.
b.
c.
d.
e.
23. a.
b.
c.
d.
e.
05/01/2022
Department of Homeland Security
97.091 - Project Grants
Cooperative Agreement
DHS Grants and Financial Assistance Division (GFAD)
06OHBIO00003-17-00
2006-ST-091-000003
Other
06OHBIO00003
Non-Competing Continuation
301 7th Street, SW, RM 3051
Mail Stop 0115
Washington, DC 20528
07/01/2006
04/30/2025
05/01/2022
04/30/2023
Homeland Security Act of 2002, Public Law 107-296, 6 U.S.C 188
BioWatch 2022 - Maricopa County Air Quality Department BioWatch Continuation
MARICOPA, COUNTY OF
3800 N Central Ave Ste 1400
Phoenix, AZ 85012-1911
Ben Davis
1001 N. Central Avenue
Suite 126
Phoenix, AZ 85004-1927
Phone: 602-525-3396
Ms. Regan Appelo
301 W. Jefferson St., Suite 410
PHOENIX, AZ 85003
Phone: 602-506-5043
Ms. Theresa L. Gallagher
7th And D Street SW
Washington, DC 20407-0001
Phone: 715-493-0420
677,877.00
II
0.00
354,657.00
0.00
122,911.00
677,877.00
9,348,040.00
477,568.00
18
21
32,000.00
11,933.00
19
0.00
0.00
22
20
23
49,854.00
0.00
b
571,355.00
106,522.00
677,877.00
677,877.00
0.00
GRANTS MANAGEMENT OFFICIAL:
Marsha Mathis, Director, Grants and Financial Assistance Division
7th and D Street SW
Washington DC , DC 20407
Phone: (202 )447-5950
4102
866000472
866000472
361277655
07
O20170240411
OHBIO00003A
BIO
$677,877.00
70240411
TJKQE1FEU127
AWARD ATTACHMENTS
MARICOPA, COUNTY OF
06OHBIO00003-17-00
Award Ltr.
1.
T&Cs
2.
SOPs
3.
FLMG
4.
U.S. Department of Homeland Security
Washington, DC 20528
May 1, 2022
Maricopa County Air Quality Department
3800 North Central Ave., Suite 1400
Phoenix, AZ 85012
Re: Award Number 06OHBIO00003 (Formerly: 2006-ST-091-000003)
Dear BioWatch Recipient:
Congratulations! I am pleased to inform you that the Department of Homeland Security (DHS) has approved
your continuation application for a cooperative agreement award. Your application has been approved in the
amount of $677,877. The official Notice of Grant Award (NGA) is enclosed to this Letter. Also enclosed are
the Terms and Conditions to this award as administered by the Department of Homeland Security’s (DHS)
Grants and Financial Assistance Division (GFAD) ) as well as the updated Field Standard Operating
Procedures and the Field Lead and Managers Guide.
Please review carefully the attached Notice of Award. For the remainder of the period of performance for this
award, both the new and former grant numbers should be referenced on any communication relating to this
award. For the purpose of accessing authorized funding in the Payment Management System (PMS),
please continue to reference the former grant number as outlined above.
Please also be reminded that the performance and financial reporting requirements associated with this award
should be completed using the following instructions:
Quarterly Federal Financial Reports shall be submitted according to the reporting schedule outlined in
GrantSolutions and using the FFR submission guidance found here:
https://www.grantsolutions.gov/support/granteeUsers.html All Federal Financial Reports should be submitted
via GrantSolutions.
Annual Performance Reports shall be submitted via the Grant Notes feature no later than 30 days following
the end of a budget period using the Grant Note submission guidance found here:
https://www.grantsolutions.gov/support/granteeUsers.html.
Should you have any questions concerning this award or the GrantSolutions system, please contact me directly
at Marsha.Mathis@hq.dhs.gov.
Sincerely,
Marsha Mathis
Grants Officer
Grants and Financial Assistance Division (GFAD)/OPO
CONTINUATION TERMS AND CONDITIONS
GRANTS AND FINANCIAL ASSISTANCE DIVISION (GFAD)
In addition to the attached DHS Standard Terms and Conditions, the following Terms and Conditions apply
specifically to this Award as administered by the Grants and Financial Assistance Division (GFAD):
$ GENERAL TERMS AND CONDITIONS
This award is subject to the requirements of the Terms and Conditions outlined in your
original award document. The recipient and any sub‐recipient must continue to comply with
these terms and conditions, as well as the updated terms and conditions presented below.
This award is also subject to the the updated Field Standard Operating Procedures and the
Field Lead and Managers Guide as attached.
% AWARD SPECIFIC TERMS AND CONDITIONS
*Quarterly financial reporting remains in effect pursuant to the reporting due dates
outlined in GrantSolutions. Federal Financial Reports (FFRs) shall be submitted using the submission
guidance found here: https://www.grantsolutions.gov/support/granteeUsers.html
*Performance reporting is on an annual basis. Performance reports should be submitted via
the Grant Notes feature using the submission guidance found here:
https://www.grantsolutions.gov/support/granteeUsers.html. All performance reports are due
no later than 30 days following the end of a budget period.
& DHS PROGRAMMATIC INVOLVEMENT
‐Previous DHS programmatic involvement remains in effect.
' GOVERNING PROVISIONS
This award is subject to the requirements of the Governing Provisions outlined in your original award.
( ORDER OF PRECEDENCE
ϭ͘ The terms and conditions of this Award.
Ϯ͘ The Funding Opportunity, ___[N/A]____________ , __[FY'22 NCC Guidance]___________.
ϯ͘ Application and Assurances dated ___[April 2022]______ , as revised __N/A]_____.
ARTICLE I. ADMINISTRATIVE TERMS AND CONDITIONS
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
The Fiscal Year (FY) 2022 DHS Standard Terms and Conditions apply to all new federal financial
assistance awards funded in FY 2022. These terms and conditions flow down to subrecipients
unless an award term or condition specifically indicates otherwise. The United States has the right
to seek judicial enforcement of these obligations.
All legislation and digital resources are referenced with no digital links. The FY 2022 DHS
Standard Terms and Conditions will be housed on dhs.gov at www.dhs.gov/publication/fy15-dhs-
standard-terms-and-conditions.
A. Assurances, Administrative Requirements, Cost Principles, Representations and
Certifications
I.
DHS financial assistance recipients must complete either the Office of
Management and Budget (OMB) Standard Form 424B Assurances – Non-
Construction Programs, or OMB Standard Form 424D Assurances – Construction
Programs, as applicable. Certain assurances in these documents may not be
applicable to your program, and the DHS financial assistance office (DHS FAO)
may require applicants to certify additional assurances. Applicants are required to
fill out the assurances as instructed by the awarding agency.
II.
DHS financial assistance recipients are required to follow the applicable
provisions of the Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards located at Title 2, Code of Federal Regulations
(C.F.R.) Part 200 and adopted by DHS at 2 C.F.R. Part 3002.
III.
By accepting this agreement, recipients, and their executives, as defined in
2 C.F.R. § 170.315, certify that their policies are in accordance with OMB’s
guidance located at 2 C.F.R. Part 200, all applicable federal laws, and relevant
Executive guidance.
B. General Acknowledgements and Assurances
All recipients, subrecipients, successors, transferees, and assignees must
acknowledge and agree to comply with applicable provisions governing DHS access to
records, accounts, documents, information, facilities, and staff.
I.
Recipients must cooperate with any DHS compliance reviews or compliance
investigations conducted by DHS.
II.
Recipients must give DHS access to examine and copy records, accounts, and
other documents and sources of information related to the federal financial
assistance award and permit access to facilities or personnel.
III.
Recipients must submit timely, complete, and accurate reports to the appropriate
DHS officials and maintain appropriate backup documentation to support the
reports.
IV.
Recipients must comply with all other special reporting, data collection, and
evaluation requirements, as prescribed by law, or detailed in program guidance.
V.
Recipients (as defined in 2 C.F.R. Part 200 and including recipients acting as pass-
through entities) of federal financial assistance from DHS or one of its awarding
component agencies must complete the DHS Civil Rights Evaluation Tool within
thirty (30) days of receipt of the Notice of Award for the first award under which this
term applies. Recipients of multiple awards of DHS financial assistance should
only submit one completed tool for their organization, not per award. After the
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
initial submission, recipients are required to complete the tool once every two (2)
years if they have an active award, not every time an award is made. Recipients
should submit the completed tool, including supporting materials, to
CivilRightsEvaluation@hq.dhs.gov. This tool clarifies the civil rights obligations
and related reporting requirements contained in the DHS Standard Terms and
Conditions. Subrecipients are not required to complete and submit this tool to
DHS. The evaluation tool can be found at https://www.dhs.gov/publication/dhs-
civil-rights-evaluation-tool.
The DHS Office for Civil Rights and Civil Liberties will consider, in its discretion,
granting an extension if the recipient identifies steps and a timeline for completing the
tool. Recipients should request extensions by emailing the request to
CivilRightsEvaluation@hq.dhs.gov prior to expiration of the 30-day deadline.
C. Standard Terms & Conditions
I.
Acknowledgement of Federal Funding from DHS
Recipients must acknowledge their use of federal funding when issuing statements,
press releases, requests for proposal, bid invitations, and other documents describing
projects or programs funded in whole or in part with federal funds.
II.
Activities Conducted Abroad
Recipients must ensure that project activities performed outside the United States are
coordinated as necessary with appropriate government authorities and that appropriate
licenses, permits, or approvals are obtained.
III.
Age Discrimination Act of 1975
Recipients must comply with the requirements of the Age Discrimination Act of 1975,
Public Law 94-135 (1975) (codified as amended at Title 42, U.S. Code, § 6101 et seq.),
which prohibits discrimination on the basis of age in any program or activity receiving
federal financial assistance.
IV.
Americans with Disabilities Act of 1990
Recipients must comply with the requirements of Titles I, II, and III of the Americans
with Disabilities Act, Pub. L. 101-336 (1990) (codified as amended at 42 U.S.C. §§
12101– 12213), which prohibits recipients from discriminating on the basis of disability
in the operation of public entities, public and private transportation systems, places of
public accommodation, and certain testing entities.
V.
Best Practices for Collection and Use of Personally Identifiable Information
Recipients who collect personally identifiable information (PII) are required to have a
publicly available privacy policy that describes standards on the usage and
maintenance of the PII they collect. DHS defines PII as any information that permits
the identity of an individual to be directly or indirectly inferred, including any information
that is linked or linkable to that individual. Recipients may also find the DHS Privacy
Impact Assessments: Privacy Guidance and Privacy Template as useful resources
respectively.
VI.
Civil Rights Act of 1964 – Title VI
Recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964
(codified as amended at 42 U.S.C. § 2000d et seq.), which provides that no person in the
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
United States will, on the grounds of race, color, or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination under any
program or activity receiving federal financial assistance. DHS implementing regulations
for the Act are found at 6 C.F.R. Part 21 and 44 C.F.R. Part 7.
VII.
Civil Rights Act of 1968
Recipients must comply with Title VIII of the Civil Rights Act of 1968, Pub. L. 90-284, as
amended through Pub. L. 113-4, which prohibits recipients from discriminating in the sale,
rental, financing, and advertising of dwellings, or in the provision of services in connection
therewith, on the basis of race, color, national origin, religion, disability, familial status, and
sex (see 42 U.S.C. § 3601 et seq.), as implemented by the U.S. Department of Housing
and Urban Development at 24 C.F.R. Part 100. The prohibition on disability discrimination
includes the requirement that new multifamily housing with four or more dwelling units—
i.e., the public and common use areas and individual apartment units (all units in buildings
with elevators and ground-floor units in buildings without elevators)—be designed and
constructed with certain accessible features. (See 24 C.F.R. Part 100, Subpart D.)
VIII.
Copyright
Recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 and
an acknowledgement of U.S. Government sponsorship (including the award number) to
any work first produced under federal financial assistance awards.
IX.
Debarment and Suspension
Recipients are subject to the non-procurement debarment and suspension regulations
implementing Executive Orders (E.O.) 12549 and 12689, which are at 2 C.F.R. Part 180
as adopted by DHS at 2 C.F.R. Part 3002. These regulations restrict federal financial
assistance awards, subawards, and contracts with certain parties that are debarred,
suspended, or otherwise excluded from or ineligible for participation in federal assistance
programs or activities.
X.
Drug-Free Workplace Regulations
Recipients must comply with drug-free workplace requirements in Subpart B (or Subpart
C, if the recipient is an individual) of 2 C.F.R. Part 3001, which adopts the Government-
wide implementation (2 C.F.R. Part 182) of Sec. 5152-5158 of the Drug-Free Workplace
Act of 1988 (41 U.S.C. §§ 8101-8106).
XI.
Duplication of Benefits
Any cost allocable to a particular federal financial assistance award provided for in 2
C.F.R. Part 200, Subpart E may not be charged to other federal financial assistance
awards to overcome fund deficiencies; to avoid restrictions imposed by federal statutes,
regulations, or federal financial assistance award terms and conditions; or for other
reasons. However, these prohibitions would not preclude recipients from shifting costs
that are allowable under two or more awards in accordance with existing federal statutes,
regulations, or the federal financial assistance award terms and conditions may not be
charged to other federal financial assistance awards to overcome fund deficiencies; to
avoid restrictions imposed by federal statutes, regulations, or federal financial assistance
award terms and conditions; or for other reasons.
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
XII.
Education Amendments of 1972 (Equal Opportunity in Education Act) – Title IX
Recipients must comply with the requirements of Title IX of the Education Amendments of
1972, Pub. L. 92-318 (1972) (codified as amended at 20 U.S.C. § 1681 et seq.), which
provide that no person in the United States will, on the basis of sex, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination under any
educational program or activity receiving federal financial assistance. DHS implementing
regulations are codified at 6 C.F.R. Part 17 and 44 C.F.R. Part 19.
XIII.
Energy Policy and Conservation Act
Recipients must comply with the requirements of the Energy Policy and Conservation Act,
Pub. L. 94- 163 (1975) (codified as amended at 42 U.S.C. § 6201 et seq.), which contain
policies relating to energy efficiency that are defined in the state energy conservation plan
issued in compliance with this Act.
XIV.
Ensuring the Future is Made in All of America by All of America’s Workers
Recipients must comply with the “Build America, Buy America” provisions of the
Infrastructure Investment and Jobs Act and E.O. 14005 which provide that, as appropriate
and to the extent consistent with law, the recipient must use all practicable means within
their authority under a federal award to provide a preference for the purchase, acquisition,
or use of goods, products, or materials produced in the United States (including but not
limited to iron, aluminum, steel, cement, and other manufactured products.)
XV.
False Claims Act and Program Fraud Civil Remedies
Recipients must comply with the requirements of the False Claims Act, 31 U.S.C. §§3729-
3733, which prohibit the submission of false or fraudulent claims for payment to the
Federal Government. (See 31 U.S.C. §§ 3801-3812, which details the administrative
remedies for false claims and statements made.)
XVI.
Federal Debt Status
All recipients are required to be non-delinquent in their repayment of any federal debt.
Examples of relevant debt include delinquent payroll and other taxes, audit disallowances,
and benefit overpayments. (See OMB Circular A-129.)
XVII.
Federal Leadership on Reducing Text Messaging while Driving
Recipients are encouraged to adopt and enforce policies that ban text messaging while
driving as described in E.O. 13513, including conducting initiatives described in Section
3(a) of the Order when on official government business or when performing any work for
or on behalf of the Federal Government.
XVIII.
Fly America Act of 1974
Recipients must comply with Preference for U.S. Flag Air Carriers (air carriers holding
certificates under 49 U.S.C.) for international air transportation of people and property to
the extent that such service is available, in accordance with the International Air
Transportation Fair Competitive Practices Act of 1974, 49 U.S.C. § 40118, and the
interpretative guidelines issued by the Comptroller General of the United States in the
March 31, 1981, amendment to Comptroller General Decision B-138942.
XIX.
Hotel and Motel Fire Safety Act of 1990
Recipients must ensure that all conference, meeting, convention, or training space funded
in whole or in part with federal funds complies with the fire prevention and control
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
guidelines of Section 6 of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. § 2225a
XX.
John S. McCain National Defense Authorization Act of Fiscal Year 2019
Recipients, subrecipients, and their contractors and subcontractors are subject to the
prohibitions described in section 889 of the John S. McCain National Defense Authorization
Act for Fiscal Year 2019, Pub. L. No. 115-232 (2018) and
2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. Beginning
August 13, 2020, the statute – as it applies to DHS recipients, subrecipients, and their
contractors and subcontractors – prohibits obligating or expending federal award funds on
certain telecommunications and video surveillance products and contracting with certain
entities for national security reasons.
XXI.
Limited English Proficiency (Civil Rights Act of 1964, Title VI)
Recipients must comply with Title VI of the Civil Rights Act of 1964, (42 U.S.C. § 2000d et
seq.) prohibition against discrimination on the basis of national origin, which requires that
recipients of federal financial assistance take reasonable steps to provide meaningful
access to persons with limited English proficiency (LEP) to their programs and services.
For additional assistance and information regarding language access obligations, please
refer to the DHS Recipient Guidance: https://www.dhs.gov/guidance- published-help-
department- supported-organizations-provide-meaningful-access-people-limited and
additional resources on http://www.lep.gov.
XXII.
Lobbying Prohibitions
Recipients must comply with 31 U.S.C. § 1352, which provides that none of the funds
provided under a federal financial assistance award may be expended by the recipient to
pay any person to influence, or attempt to influence an officer or employee of any agency,
a Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with any federal action related to a federal award or contract,
including any extension, continuation, renewal, amendment, or modification.
XXIII. National Environmental Policy Act
Recipients must comply with the requirements of the National Environmental Policy Act of
1969, (NEPA) Pub. L. 91-190 (1970) (codified as amended at 42 U.S.C. § 4321 et seq.
and the Council on Environmental Quality (CEQ) Regulations for Implementing the
Procedural Provisions of NEPA, which require recipients to use all practicable means
within their authority, and consistent with other essential considerations of national policy,
to create and maintain conditions under which people and nature can exist in productive
harmony and fulfill the social, economic, and other needs of present and future
generations of Americans.
XXIV. Nondiscrimination in Matters Pertaining to Faith-Based Organizations
It is DHS policy to ensure the equal treatment of faith-based organizations in social service
programs administered or supported by DHS or its component agencies, enabling those
organizations to participate in providing important social services to beneficiaries.
Recipients must comply with the equal treatment policies and requirements contained in 6
C.F.R. Part 19 and other applicable statues, regulations, and guidance governing the
participations of faith- based organizations in individual DHS programs.
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
XXV. Non-Supplanting Requirement
Recipients receiving federal financial assistance awards made under programs that prohibit
supplanting by law must ensure that federal funds do not replace (supplant) funds that have
been budgeted for the same purpose through non-federal sources.
XXVI. Notice of Funding Opportunity Requirements
All the instructions, guidance, limitations, and other conditions set forth in the Notice of
Funding Opportunity (NOFO) for this program are incorporated here by reference in the
award terms and conditions. All recipients must comply with any such requirements set
forth in the program NOFO.
XXVII. Patents and Intellectual Property Rights
Recipients are subject to the Bayh-Dole Act, 35 U.S.C. § 200 et seq, unless otherwise
provided by law. Recipients are subject to the specific requirements governing the
development, reporting, and disposition of rights to inventions and patents resulting from
federal financial assistance awards located at 37 C.F.R. Part 401 and the standard patent
rights clause located at 37 C.F.R. § 401.14.
XXVIII. Procurement of Recovered Materials
States, political subdivisions of states, and their contractors must comply with Section
6002 of the Solid Waste Disposal Act, Pub. L. 89-272 (1965), (codified as amended by the
Resource Conservation and Recovery Act, 42 U.S.C. § 6962.) The requirements of
Section 6002 include procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 C.F.R. Part 247 that contain the highest percentage of
recovered materials practicable, consistent with maintaining a satisfactory level of
competition.
XXIX. Rehabilitation Act of 1973
Recipients must comply with the requirements of Section 504 of the Rehabilitation Act of
1973, Pub. L. 93-112 (1973), (codified as amended at 29 U.S.C. § 794,) which provides
that no otherwise qualified handicapped individuals in the United States will, solely by
reason of the handicap, be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving federal financial
assistance.
XXX. Reporting of Matters Related to Recipient Integrity and Performance
General Reporting Requirements:
If the total value of any currently active grants, cooperative agreements, and procurement
contracts from all federal awarding agencies exceeds $10,000,000 for any period of time
during the period of performance of this federal award, then the recipients must comply
with the requirements set forth in the government-wide Award Term and Condition for
Recipient Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XII,
the full text of which is incorporated here by reference in the award terms and conditions.
XXXI. Reporting Subawards and Executive Compensation
Reporting of first tier subawards.
Recipients are required to comply with the requirements set forth in the government-wide
award term on Reporting Subawards and Executive Compensation located at 2 C.F.R. Part
FY 2022 DHS Standard Terms and Conditions
DHS Standard Terms & Conditions: Version 2
January 24, 2022
170, Appendix A, the full text of which is incorporated here by reference in the award terms
and conditions.
XXXII. SAFECOM
Recipients receiving federal financial assistance awards made under programs that
provide emergency communication equipment and its related activities must comply with
the SAFECOM Guidance for Emergency Communication Grants, including provisions on
technical standards that ensure and enhance interoperable communications.
XXXIII. Terrorist Financing
Recipients must comply with E.O. 13224 and U.S. laws that prohibit transactions with, and
the provisions of resources and support to, individuals and organizations associated with
terrorism. Recipients are legally responsible to ensure compliance with the Order and laws.
XXXIV.
Trafficking Victims Protection Act of 2000 (TVPA)
Trafficking in Persons.
Recipients must comply with the requirements of the government-wide financial assistance
award term which implements Section 106 (g) of the Trafficking Victims Protection Act of
2000 (TVPA), codified as amended at 22 U.S.C. § 7104. The award term is located at 2
C.F.R. § 175.15, the full text of which is incorporated here by reference.
XXXV. Universal Identifier and System of Award Management
Requirements for System for Award Management and Unique Entity Identifier Recipients
are required to comply with the requirements set forth in the government-wide financial
assistance award term regarding the System for Award Management and Universal
Identifier Requirements located at 2 C.F.R. Part 25, Appendix A, the full text of which is
incorporated here by reference.
XXXVI.
USA PATRIOT Act of 2001
Recipients must comply with requirements of Section 817 of the Uniting and
Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct
Terrorism Act of 2001 (USA PATRIOT Act), which amends 18 U.S.C. §§ 175–175c.
XXXVII.
Use of DHS Seal, Logo and Flags
Recipients must obtain permission from their DHS FAO prior to using the DHS seal(s),
logos, crests or reproductions of flags or likenesses of DHS agency officials, including use
of the United States Coast Guard seal, logo, crests or reproductions of flags or likenesses
of Coast Guard officials.
XXXVIII. Whistleblower Protection Act
Recipients must comply with the statutory requirements for whistleblower protections (if
applicable) at 10 U.S.C § 2409, 41 U.S.C. § 4712, and 10 U.S.C. § 2324, 41 U.S.C. §§
4304 and 4310.
Effective: 15 May 2022
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BioWatch Field Operations
Standard Operating Procedures (Version 8.1)
EFFECTIVE DATE 15 May 2022
WARNING: This document is FOR OFFICIAL USE ONLY (FOUO). It contains information that may
be exempt from public release under the Freedom of Information Act (5 U.S.C. 552). Control, store,
handle, transmit, distribute, and dispose this document in accordance with DHS policy relating to
FOUO information and do not release to the public or other personnel who do not have a valid “need-
to-know” without prior approval of an authorized DHS official.
Effective: 15 May 2022
FOR OFFICIAL USE ONLY [FOUO]
2
1.
Record of Change .......................................................................................................... 4
2.
Handling for Official Use Only Information ...................................................................... 4
3.
Homeland Security Information Network (HSIN) Accounts ............................................. 5
4.
Trade Names and Commercial Sources Disclaimer........................................................ 5
5.
Document Purpose ......................................................................................................... 5
6.
Document Scope ............................................................................................................ 5
7.
Roles and Responsibilities .............................................................................................. 5
8.
BioWatch Program Overview .......................................................................................... 7
8.1 BIOWATCH PROGRAM OFFICE ............................................................................................. 8
9.
BioWatch PSU Modeling, Siting, and Optimization ......................................................... 8
9.1 OPERATIONAL AND SAFETY CONSIDERATIONS FOR PSU SITING............................................. 9
9.2 COMMISSIONING A NEW SITE ...............................................................................................9
9.3 ENTERING A COLLECTOR INTO SERVICE ............................................................................. 10
9.4 OPERATIONAL CHECK WHEN DEPLOYING A COLLECTOR ...................................................... 10
10.
Daily BioWatch Field Operations– Standard Operating Procedures ..............................10
10.1 CHAIN OF CUSTODY ........................................................................................................ 11
10.2 FHA CLEANING ............................................................................................................... 11
10.3 FHA FILTERS AND BARCODE LABELS ............................................................................... 12
10.4 CLEANING OR COVERING ASSEMBLY SURFACE ................................................................. 12
10.5 FHA Filter Loading and Assembly…………………………………………………………….12
10.6 STEPS BETWEEN LOADING AND DISPATCH OF FHAS.......................................................... 15
10.7 DISPATCHING FHAS ........................................................................................................ 15
10.8 TRANSPORTING GBBS AND COC BAGS CONTAINING FILTER HOLDER ASSEMBLIES ............. 15
10.9 FHA COLLECTION ........................................................................................................... 15
10.10 FHA Installation………………………………………………………………………………..18
10.11 POST-COLLECTION FHA STORAGE AND TRANSFER ......................................................... 19
10.12 FHA PLACEMENT IN STORAGE AFTER COLLECTION ......................................................... 19
10.13 FHA TRANSFER OF CUSTODY AFTER COLLECTION .......................................................... 19
10.14 LABORATORY DELIVERY ............................................................................................... 21
10.14.1 Direct Delivery to Laboratory Staff ........................................................................ 21
TABLE OF CONTENTS
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10.14.2 Courier Delivery .................................................................................................. 21
10.15 DECONTAMINATION OF COC BAGS AT DELIVERY ............................................................ 22
10.16 CLEANING FHA TRANSPORT CONTAINERS ..................................................................... 22
10.17 CLEANING FIELD EQUIPMENT AFTER A BAR ................................................................... 22
10.17.1 Cleaning Rainhats after Non-Public Health Threat BARs .................................... 22
10.17.2 Cleaning Rainhats after Public Health Threat BARs ............................................ 22
10.18 ROUTINE PSU CLEANING ............................................................................................. 22
10.19 DEVIATION REQUESTS TO DAILY OPERATIONS ............................................................... 22
11.
Field Exceptions ........................................................................................................... 23
LIST OF FIGURES
Figure 1. Timeline of Routine BioWatch Filter Collection and Laboratory Analysis .................... 8
Figure 2. Images of Filter, FHA components, and Assembly Process ......................................14
Figure 3. Red Bar Bag (RBB) and Chain of Custody (CoC) Bag ..............................................17
Figure 4. FHA Collection Procedures ........................................................................................17
LIST OF TABLES
Table 1. Site Criteria and PSU Placement Criteria .................................................................... 9
Table 2. FHA Cleaning Preparation Procedures .......................................................................11
Table 3. Recommended FHA Cleaning Procedures .................................................................12
Table 4. FHA Filter Loading and Asembly Process……………………………………………….. 13
Table 5. FHA Collection Procedures ........................................................................................15
Table 6. FHA Install Procedures ..............................................................................................18
Table 7. Technician Transfer Procedures .................................................................................19
Table 8. Accept Transfer Procedures ...................................................................................... 20
Table 9. Courier Transfer Procedures ..................................................................................... 20
Table 10. Laboratory Delivery Procedures .............................................................................. 21
Table 11. Types of Exceptions Reported ................................................................................. 23
Table 12. Exception Reporting in STT ..................................................................................... 24
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4
1. Record of Change
Date
Version
Change Description
Section
2005 - 2018
Version 1 -6
Refer to archived documents to review Record of Change
for earlier versions of this document.
Various
9/15/20
Version 7
•
The Program Office merged the Standard Operating
Procedures and Logistics Annex; and deleted
duplicative information. The Web-based Data
Collection Tool Reference Manual is obsolete with the
launch of Sample Tracking Tool 2.0. This documents
now contains details for exception reporting. An STT
User Manual is now available on HSIN.
•
Numerous other changes and updates
Various
05/02/2022
Version 8
•
Separated SOP and Maintenance/Logistics Sections.
•
Clarified language to define the beginning of Chain of
Custody.
•
Deleted superfluous language.
•
Clarified language to reduce mis-perceptions.
•
Focused activities on Mission-Required items and a
common-sense approach to executing the BioWatch
Field Operation’s Mission.
•
Multi-factor authentication (MFA)
All
2. Handling for Official Use Only Information
The United States (U.S.) Department of Homeland Security (DHS) identifies this document as
For Official Use Only (FOUO). DHS uses the term FOUO to identify unclassified information of
a sensitive nature, not otherwise categorized by statute or regulation, the unauthorized
disclosure will adversely impact a person’s privacy or welfare, the conduct of federal programs,
or other programs or operations essential to the national interest.
The local BioWatch field office (LFO) shall safeguard and prevent unauthorized disclosure of
FOUO information, and take appropriate corrective actions, including administrative or
disciplinary action as appropriate, when violation occurs.
The LFO is responsible for controlling all information about the BioWatch program (e.g.,
BioWatch jurisdictions [referred to as jurisdictions throughout the remainder of this document],
site locations and descriptions, etc.) as FOUO. Therefore, LFOs may only distribute FOUO
5
BioWatch information to individuals with a need-to-know. Direct all questions the LFOs receive
concerning information security to the DHS BioWatch Program Office. Need-to-know is the
determination by an authorized holder of information that a prospective recipient requires
access to specific information to perform or assist in a lawful and authorized government
function, which requires access for the performance of official duties.
3. Homeland Security Information Network (HSIN) Accounts
Personnel supporting all LFOs require access to HSIN to acquire required documents, which
requires an account with HSIN and membership in the Field Operations Forum COI. Contact
the assigned Jurisdictional Coordinator and copy the BioWatch Field Operations contractor lead
for assistance in obtaining a HSIN account.
4. Trade Names and Commercial Sources Disclaimer
Use of trade names and commercial sources within this guidance document is for identification
purposes only and does not imply endorsement by the federal agency partners participating in
the BioWatch program.
5. Document Purpose
The purpose of this standard operating procedure (SOP) is to provide the Local Field Office with
the information and specific direction necessary to perform daily filter collection and ensure
continuity of operations in accordance with the BioWatch Program Mission. The BioWatch Field
Operations’ Mission is to deploy and maintain a fleet of Portable Sampling Units that collect
samples 24/7/365, gather those samples in a manner that ensures evidentiary Chain of
Custody, and deliver them to a BioWatch Laboratory. This document supersedes all previous
BioWatch Field Operations SOPs.
Each Field Lead/Manager should ensure that all field operators follow the specific instructions
and complete all applicable requirements within the SOP and the Field Lead/Manager Guide.
However, local field operators should evaluate all situations and adapt appropriate measures to
meet real-world issues. It is important to remember that each field operator needs to focus on
the evidentiary integrity of each sample when executing their mission.
6. Document Scope
This document addresses personnel roles and daily operations. The information applies to all
individuals who manage and perform BioWatch field operations at the federal, state, and local
level.
7. Roles and Responsibilities
BioWatch is a federally funded program in major metropolitan areas across the U.S.
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6
Designated personnel within each jurisdiction perform the daily operations and maintenance of
the program. BioWatch Field Operations Team (A&AS contractors) are individuals who support
the BioWatch program; however, A&AS contractors only execute directives from federal
BioWatch Program Office leadership.
The following lists the federal, state, local agencies/entities roles, and the sample tracking
software in the BioWatch field operations program:
•
DHS provides funding, direction, policy, and oversight to jurisdictions for local field
operations activities.
•
DHS BioWatch Program Manager (PM) provides overall direction, policy, and oversight
of the BioWatch program.
•
DHS BioWatch Deputy Program Manager (DPM) supports the BioWatch PM in
implementing overall direction, policy, and oversight of the BioWatch program.
•
DHS Director for BioWatch Field Operations (DBFO/DDBFO) provides overall field
operations leadership, policy, and is responsible for directing periodic reviews of the field
operations component of the BioWatch program.
•
DHS Deputy Director for BioWatch Field Operations (DDBFO/DDBFO) provides field
operations leadership, policy, Cooperative Agreements, and is responsible for directing
periodic reviews of the field operations component of the BioWatch program.
•
DHS Director of BioWatch Laboratory Operations (DBLO) provides overall laboratory
operations leadership, policy, and supervision and is responsible for directing periodic
reviews of the laboratory operations component of the BioWatch program.
•
DHS Director of BioWatch Quality Assurance (DBQA) provides leadership and
supervision of the QA programs for field operations and laboratory operations; for field
operations this includes the field operations Quality Assurance Program Plan (QAPP)
and performance of independent biennial audits.
•
DHS BioWatch Program Office Field Operations Team is the primary point of contact
(POC) for LFO technical field issues. Team members, under the direction of the
DBFO/DDBFO/, serve as subject matter experts (SMEs) to the BioWatch program senior
leadership, are responsible for reviewing all BioWatch jurisdictional reports [CAs, QA
audits, etc.], and develop and review all operational documents. In addition, this team
processes all orders supporting field operations and may approve orders up to $5,000 in
costs.
•
U.S. Department of Energy National Laboratories provide technical expertise in
biological monitoring systems and modeling of the Portable Sampling Units (PSUs) (for
BioWatch air sample collection).
•
BioWatch Jurisdictions include various state and local governmental entities and
support contractors responsible for the continuous operations and maintenance of the
local BioWatch network.
•
The Configuration Control Board (CCB) is chaired by the BioWatch PM (or designee)
to provide configuration control for the major equipment (e.g., PSUs, instruments,
assays/reagents, etc.) and hardware components (e.g., consumables, repair parts, etc.)
of the BioWatch program while representing the interest of federal, state, and local
agencies.
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7
•
Cooperative Agreement (CA) Recipients adhere to all terms and conditions in the CA.
The CA recipient submits all required CA and SOP directed reports. Each recipient
supports independent QA audits (these audits typically occur once every 2-3 years
depending on funding). In addition, each CA Recipient shall adhere and support off-
Audit-year BioWatch Exercise Evaluation Program (BWEEP) visits to assist in ensuring
proper daily operations.
•
Local BioWatch Field Office (LFO) manages and executes the daily local BioWatch
field operations mission and ensures adherence to the BioWatch Field Operations SOP
and BioWatch Field Quality Assurance Program Plan.
o
Field Leads/Managers provide oversight of the LFO BioWatch operations
employee training, daily operations, field audit coordination, site and PSU
maintenance, site, and PSU updates in Sample Tracking Tool (STT), exception
reporting and rule violation reviews, records retention, and consumable and
equipment tracking and purchasing. Field Leads/Managers maintain good
relationships with the BioWatch Laboratory Director and may be a member of the
jurisdictional BioWatch Advisory Committee (BAC).
o
Field Operators maintain the fleet of PSUs, prepare, collect, replenish (install),
and record filter collections from sites seven (7) days a week, 365 days a year,
and deliver exposed filters to the designated BioWatch laboratory for analysis.
However, field operators should evaluate all situations and adapt appropriate
measures to meet real-world issues safely.
•
Jurisdictional Coordinators (JCs) serve as the BioWatch program liaisons with local
authorities to support the coordination of BioWatch activities between federal, state, and
local partners. At the direction of the BioWatch Program Office, JCs collaborate with the
local BAC chair and public health officials or their designee(s) in support of the
jurisdiction.
•
Sample Tracking Tool (STT) tracks samples throughout the BioWatch Sample Process.
In addition, STT can serve as a repository for field personnel and maintenance data.
Contact the assigned Jurisdictional Coordinator and copy the BioWatch Field Operations
contractor lead for assistance in obtaining/unlocking the STT account.
8. BioWatch Program Overview
The BioWatch program operates in more than 30 of the largest metropolitan areas in the U.S.
These areas may be composed of city, county, state, or other decision-making bodies. The
term “BioWatch jurisdiction” or “jurisdiction” describes each of the BioWatch program
metropolitan areas. The BioWatch program operates BioWatch collectors (i.e., PSUs and dry
filter units [DFU]s) in select locations within a jurisdiction. These collectors draw air through
filters for 24 hours; Field Operators collect these filters, and then deliver them to a BioWatch
laboratory for analysis via polymerase chain reaction (PCR) (See Figure 1). Designated
personnel within each jurisdiction perform the daily operations and maintenance for the
program.
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9
Jurisdictions. If a PSU site requires a move, the Jurisdiction should collect all the pertinent
information and send to the DBFO/DDBFO for review and approval. If the movement of the
PSU is within 20 feet of the original location, this is not a re-siting, even if it is a permanent
move. The Jurisdiction should notify all appropriate stakeholders of any approved changes
in location of BioWatch PSUs. A request for site movement must include, at a minimum:
1. Owner of the proposed site;
2. Proposed site address and general description;
3. In place security measures (controlled access, fences, CCTV coverage, etc.);
4. Photos (4 total) of the East, West, North, & South angles of the proposed site;
5. Proposed Lat/Long, to the fifth decimal point;
6. Safety issues, if any; and
7. Site access concerns, if any.
9.1 Operational and Safety Considerations for PSU Siting
The intent of PSU siting is to maximize the Fp coverage area of a jurisdiction. Modeling
determines the best site locations; however, often the optimal location for the PSU is not
practical. After modeling, the LFO must conduct micro-siting within one mile of the model’s
locations to identify the best site. Table 1 provides the criteria LFOs use in determining site
locations.
Table 1. Site Criteria and PSU Placement Criteria
9.2 Commissioning a New Site
All sites require:
Site Location
The distance from the optimal location should not exceed one mile.
Site Safety
Place all PSUs at ground level. Locate each unit as close to the power source
as possible to minimize the length of exposed power cords.
Site Access
Site must be accessible to field operators 24 hours a day and 365 days a year.
Security
LFOs secure the PSU at each site.
Maximize Airflow Select sites that ensure at least 180 degrees of unimpeded airflow in the
horizontal and place PSUs at least 3 feet from any other air-monitoring device.
Avoid placing PSUs in direct flow of exhaust manifolds.
•
Campaign
Number
This number identifies the jurisdiction in the national BioWatch
network. Example: 150.
•
LAT/LONG
The LFO records the LAT/LONG in degrees to the fifth decimal
place (e.g., 40.34561, -84.55111) for each site.
•
Photographs
The LFO takes up to 4 photographs of the new site showing all
angles of the site (if possible).
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9.3 Entering a Collector into Service
The LFO identifies each collector by the manufacturer’s serial number.
• PSU Serial Number: Attach a weatherproof label [See consumables list] containing the HI-Q
Environmental Products Company, Inc. (HI-Q) PSU serial number (e.g., 13015) and the
associated barcode to the inside of the PSU lid. Create all PSU serial number barcodes in
STT. The program office stocks the 1” x 2-5/8” Avery 5520 weatherproof labels, but other
weatherproof labels are acceptable.
• Site Number: The LFO may also choose to affix a weatherproof label containing the site
number (e.g., 001-305) and the associated barcode to the inside of the PSU lid. Generate
each Site barcode in STT.
• Add the PSU to STT by completing the following step in STT:
o
Select “Site/Collector Operations” on the sandwich menu;
o
Select “Enter Collector into Service”;
o
Leave the “Valid from Now?” box checked, or uncheck it and update to the actual time
the operator placed collector into service; and
o
Complete the remaining fields on the screen: collector serial number, indicate whether
the collector will be immediately deployed to a site, indicate if collector is functional,
select model, add any additional comments/description, and submit.
LFOs shall maintain the collector status in STT (functional/not functional; deployed/spare).
9.4 Operational Check when Deploying a Collector
When deploying a PSU:
•
Ensure the pump powers up;
•
Confirm that the Elapsed Timer Indicator (ETI) is functioning;
•
Ensure the fan(s) operates; and
•
Verify the PSU can maintain a flow rate of 100 Liters per minute (lpm).
•
Confirm the PSU can pass a leak test.
10.
Daily BioWatch Field Operations– Standard Operating Procedures
BioWatch field operations includes the daily collection of the FHAs (containing filters exposed to
ambient air) from deployed PSUs, the installation of a new FHA, and the delivery of the
collected FHAs to the jurisdiction’s BioWatch laboratory. The following sections provide specific
technical and operational information about BioWatch field operations, such as CoC, FHA
cleaning, filter loading, dispatching, collection, installation, and delivery.
•
Phase 1
Sampling Plan
Update the Phase 1 Sampling Plans to reflect the moved, deleted,
or added site.
•
Site Number
Includes the specific jurisdiction campaign number (example 150
from above) and a 3-digit site number (example, 001) unique within
the jurisdiction (e.g., 150-001).
•
Add to STT
Once approved by the DBFO/DDBFO, add the site to STT.
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If daily field operations are impacted at the Local Field Office or an operational site for 30 days
or more the Program Office must be notified. Any deviation to suspend, move, re-locate, or
change the operational tempo due to power disruptions, inclement weather, national disasters,
national emergency, or unforeseen emergencies must be approved by the Program Office.
Operator safety supersedes any and all deviations from continuing the daily mission. The
Program Office must be notified within 24 hours if the safety of any operator is in question.
10.1 Chain of Custody
The CoC process is the critical element of the BioWatch program used to physically secure and
document the handling of the FHAs and exposed filters. The CoC process begins when the
field operator or laboratory staff loads the filter into the FHA and uploads into STT. STT tracks
filters throughout field operations activities (e.g., dispatch, installation, collection, and transfer or
storage, and delivery) and through the BioWatch laboratory analysis.
10.2 FHA Cleaning
LFO personnel or BioWatch laboratory staff perform FHA cleaning. There are three
recommended methods for cleaning FHAs: 1) dishwasher, 2) manually with soap and water,
and 3) manually with a 10% bleach solution (see Tables 2 and 3. Use any commercial off the
shelf dishwasher cleaning product). To ensure proper cleaning of each FHA, LFO or BioWatch
laboratory staff must choose a method from among these cleaning methods that best suits their
local operations. LFO’s or BioWatch laboratory staff may also choose to wear gloves, eye
protection, and laboratory coats when cleaning with soap and water.
Table 2. FHA Cleaning Preparation Procedures
Don a new pair of gloves and eye protection when using a 10% beach solution or solvents
for cleaning FHAs. Laboratory coats are optional to protect clothing.
Check FHA base, inlet collar, O-rings, and Honeycomb Filter Support for damage.
o
Carefully clean any debris from Honeycomb Filter Support.
o
To test the Honeycomb Filter Support for damage, hold upside down and shake. If the
Honeycomb Filter Support moves out of position, replace.
o
Honeycomb Filter Support should be flat. If bowed inward, replace.
o
Check the FHA O-ring for cuts, replace as needed.
Remove barcode label if present. If needed, use a cleaning agent, such as 3M Gum
Remover, WD-40, or Goo Gone Adhesive Remover to remove gum residue.
o
Consider pre-soaking the FHA in hot water, prior to using a solvent.
o
You can use stainless steel wool, aluminum and bronze wool, or stainless gauze.
Do NOT use Scotch-Brite pads or steel wool to remove gum.
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Table 3. Recommended FHA Cleaning Procedures
Dishwasher
Manual with Soap and
Water
Manual with 10% Bleach Solution
Do not damage the
Honeycomb Filter Support
when placing the FHA
sections in the dishwasher.
Run dishwasher through
cleaning and drying cycles.
Allow FHAs to dry
completely.
Fill washing bin with warm
water and a small amount of
dish soap.
Clean interior and exterior of
each FHA section.
Completely rinse FHAs with
water.
Allow FHAs to dry
completely.
Don new gloves and safety glasses.
Fill washing bin with a 10% bleach
solution. Laboratory coats optional.
Soak each FHA section in the 10%
bleach solution for at least 10 minutes,
but not more than 15 minutes due to
the corrosive nature of bleach.
Completely rinse FHAs with water.
Allow FHAs to dry completely.
10.3 FHA Filters and Barcode Labels
In each jurisdiction, either the LFO or BioWatch laboratory staff perform FHA filter loading and
assembly. The FHA filter loading and assembly process entails installing (loading) the filter into
the FHA, assembling the FHA, affixing a sample ID barcode label to the FHA, sealing the FHA
in a GBB, and entering the FHA into STT using the “Load” function.
•
Use the 3.0-micron (µm) Gridded, 47-millimeter (mm) polytetrafluoroethylene (PTFE) filters
(catalog number Millipore FSLG04700) to load into a clean FHA.
•
Load with the grid side down on to the Honeycomb Filter Support (see Figure 2).
•
Use STT (Barcode Generator) to create, print, and eventually attach a STT-generated
unique sample ID barcode to the FHA.
Best practices suggest not using field operator to load filters after they perform daily sample
collections, and before the Lab completes their analysis. Use a well-lit work area to load FHAs.
The work surface in the assembly area must either be non-porous, and cleaned, or covered with
disposable paper before assembly begins.
10.4 Cleaning or Covering Assembly Surface
Clean the non-porous assembly surfaces with a bleach wipe, by spraying and wiping the
surface with a 10% bleach solution (prepared daily), or by spraying and wiping the surface with
a cleaning product, such as Simple Green or Formula 409. Don a new pair of gloves and eye
protection (laboratory coats optional) when using bleach wipes or 10% bleach solution to clean
the assembly surface. Wipe any surface in contact with bleach with a wet towel to remove
bleach residue or rinse with water after the cleaning process to ensure that bleach does not
contact the filter. If filters touch the bleach, then discard the filter(s) immediately.
10.5 FHA Filter Loading and Assembly
Table 4 lists the activities personnel perform during FHA filter loading and assembly. Personnel
shall don a new pair of gloves then complete the activities listed below in the order that best
meets their needs. A sealed Green Bar (GBB) signifies that the FHA is ready to “Load” into
STT via the “Load” function.
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•
Contact the assigned Jurisdictional Coordinator and copy the BioWatch Field Operations
contractor lead for assistance in obtaining/unlocking the STT account.
As an alternative to cleaning the assembly surface, the LFO or BioWatch laboratory may use
bench paper (or equivalent) to cover the assembly surface. If bench paper (or equivalent) is
used to allow cleaned FHAs to dry, then you may assemble the clean FHAs on the same
paper that is used for drying.
Table 4. FHA Filter Loading and Assembly Process
Don a new pair of gloves.
Check the Honeycomb Filter Support, replace if needed.
Place a 3-µm, 47-mm PTFE gridded filter on the Honeycomb Filter Support, with the
gridded side facing down.
Connect upper and lower sections of the FHA and verify the filter’s positioning is correct.
Affix sample ID barcode label to smooth part of upper inlet collar. Use the 1” x 2-5/8”
Avery 5520 weatherproof labels, or other weatherproof labels.
Place FHA into a GBB and seal the GBB.
Enter FHA sample IDs into STT by using the “Load” function in STT. From the sandwich
menu under Sample Operations, select Load.
NOTE: The Program Office considers the “Load into STT” as the beginning step for
Chain of Custody traceability.
Scan or manually type sample ID barcodes and verify correct entry.
Scan/enter the Lot Number of the filter box.
Select the name of the person performing the FHA Filter Loading.
Check the box “Now” at time of loading. If the “Now” is left unchecked at the time loading,
enter a comment in the comment box when the FHA was loaded into STT.
•
Note: Comment can read” FHAs were loaded into STT at XX:XX
hours”
Click Submit. Verify the “Operation Successful” message when complete.
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Figure 2. Images of Filter, FHA components, and Assembly Process
Image 1. Top and bottom surfaces of the
filter.
Image 2. FHA base with honeycomb filter
support (left) and inlet collar (right).
Image 3. Gridded filter with grid facing down
on honeycomb filter support (left).
Image 4. Assembled FHA with affixed
sample ID barcode label.
Image 5. FHA sealed in GBB.
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10.6 Steps between Loading and Dispatch of FHAs
After loading FHAs into STT, place them in storage (use the corresponding STT operation) at
the LFO or the BioWatch laboratory before dispatch. If using the STT “Place in Storage”
operation for the FHAs, execute the “Remove from Storage” operation to accept custody prior to
any other operation. The CoC in STT must account for all the steps in the physical custody of
the FHA including any storage/removal from storage or transfer/acceptance steps.
10.7 Dispatching FHAs
Before installation of FHAs, STT requires the field operator to first Dispatch the FHA to a Field
Operator in STT. After Dispatching, FHAs are ready for installation.
10.8 Transporting GBBs and CoC Bags Containing Filter Holder Assemblies
Field operators will transport GBBs (with FHAs with an unexposed filter for installation) and CoC
Bags (for collected FHAs with exposed filters) using one of the following options during their
daily routine. In addition, always inspect your Loaded FHAs to verify the presence of a properly
seated filter before leaving on your route. Consider bringing additional properly loaded FHAs on
each route.
1. Use one disposable plastic bag to transport FHAs in GBBs and use a separate
disposable plastic bag to transport FHAs in CoC Bags.
o
Discard the bags at the end of the route.
2. Transport FHAs in GBBs and FHAs in CoC Bags using coolers or nonporous dry bags
(e.g., bags for watersports like kayaking).
•
One cooler or dry bag to transport FHAs in GBBs and another to transport FHAs in
CoC Bags.
•
Field operators may use the same two containers for the entire route.
•
Clean containers at the end of the route. (see section 10.16).
3. If using a vehicle for collection and installation, field operators may carry GBBs and CoC
Bags between the PSU and their vehicle by hand (gloved or ungloved).
10.9 FHA Collection
Don a new pair of gloves before unlocking the PSU and wear them throughout the sample
collection and installation (Replace gloves, if needed). Pause collection and installation and
perform any required maintenance. Ensure you do not directly handle the FHA, at any time.
Note: Field Operators may turn off the PSU or leave it running during collection/installation. If
the Field Operator left the PSU running, ensure you adequately “tent” (Figure 4) the bags during
the collection/installation steps.
Table 5. FHA Collection Procedures
Don a new pair of gloves.
Observe the surrounding area for potential site and sample impacts (e.g., dead animals,
evidence of tampering with the PSU, etc.) and record in STT if applicable.
Unlock all locks.
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Remove the rainhat. Open the PSU pump compartment.
Several options exist to perform the Collect operation in STT.
•
Scan or type the sample ID barcode, select Collect.
•
From the sandwich menu, select Sample Operations, then Collect. This
operation requires entry of the FHA ID.
•
From the Summary Installed screen, select the FHA for installation.
•
From the Overview screen, select the sample then use the Sandwich menu for
the sample to select Collect.
Verify Personnel performing FHA Collection.
Either leave the “Now?” box checked or uncheck and update with actual time of collection.
Ensure Pump Locked box is checked.
Ensure Rainhat Locked box is checked. An unlocked Rainhat compromises the CoC
for this sample. Enter an Exception Report if unlocked (see Table 11).
Verify Collector and Site information is correct.
Enter the timer reading displayed on ETI.
Record the observed flow rate.
Open the RBB (See Figure 4) and place it over the FHA. Disengage wing locks on filter
holder and remove. If the field operator leaves the PSU running, ensure the RBB
placement allows airflow around the FHA (See Figure 4).
Write the site number on the RBB, seal, and place the RBB inside the CoC bag.
Ensure the sample ID barcode is clearly visible and seal the CoC bag. Complete the form
on exterior of CoC bag. Note: Field Operators can prepopulate the RBB and CoC bag
with information on Operator, Date, Site, and/or PSU. Then, add Time and signature at
the time of collection.
If circumstance requires an Exception Report, check the “Do you need to report an
exception?” box in STT. Checking this box brings up a new screen after completing the
submit step (See Table 12).
Add Comments, if necessary, and select Submit.
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Figure 3. Red Bar Bag (RBB) and Chain of Custody (CoC) Bag
Red Bar Bag (RBB)
Chain of Custody (CoC) Bag
Figure 4. FHA Collection Procedures
Remove rainhat; scan
barcode.
Place RBB over FHA, ensuring
there is a “tent” if the PSU is
running.
The “tent” allows the PSU to maintain airflow.
Unlock wing-locks and
remove FHA.
Seal the bag.
Write site number on RBB, place RBB inside
CoC bag, and seal CoC bag, ensuring sample
ID barcode is visible through the bag.
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10.10 FHA Installation
Table 6 lists the FHA installation activities. Perform the required STT steps below. Field
operators may keep gloves on from the collection step or don a new pair.
Table 6. FHA Install Procedures
Verify proper filter installation for the new FHA.
•
Ensure the filter completely covers the Honeycomb Filter Support screen.
•
If a field operator discovers an improperly loaded, or missing filter, install a different FHA
with a correctly loaded filter.
Scan or type the FHA sample ID barcode into STT or select the sample ID barcode from the
Summary Screen. Select Install.
Verify Personnel performing FHA Installation.
Either leave the “Now?” box checked or uncheck and update with actual time.
Scan, type, or select from drop-down list the Collector and Site. Verify STT displays the
correct collector serial number and site number.
Open the GBB. Do not open the bag by blowing into it.
Holding the FHA using the GBB, place the FHA onto the filter holder. Never touch the FHA
directly with gloved or ungloved hands.
Engage the wing locks on the filter holder.
Check the rainhat screen for debris or damage, and clean or replace if necessary. Place the
rainhat into position, lock it, and check the correct box in STT.
Turn PSU on (unless left running), read rotameter, and enter the initial flow rate into STT.
•
Note: Environmental conditions (cold, frost, pollen, barometric levels, dust, soot from
fires, humidity etc.) can affect air flow rates for the PSU. Field Operators should use their
experience and reason to determine if the environmental conditions or pending
mechanical failure reduced the PSU flow rate reading. The latter requires swapping out
the PSU for maintenance.
•
If the flow rate is not between 90-100 lpm, manually adjust the flow rate (90+) to 100 lpm.
Conditions may limit the flow rate; therefore, use judgement to determine if the PSU
requires maintenance.
Reset the ETI and check the correct box in STT.
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Ensure the fan is operational.
Close and lock the pump compartment and check the correct box in STT.
If the field operator notes a condition that requires an exception, check the box “Do you need
to report an exception?” Checking this box will bring you to a new screen after submitting the
install step (See Section 11).
Add Comments, if necessary and select Submit.
Remove gloves and any other trash from the site, and verify the PSU is running.
When leaving the site, perform a final visual check of the PSU and surrounding area.
10.11 Post-Collection FHA Storage and Transfer
Prior to, or as a part of, delivery to the BioWatch laboratory, field operators may place collected
FHAs into storage or transfer custody of collected FHAs to another field operator or to a courier.
10.12 FHA Placement in Storage After Collection
Maintain CoC of the collected FHAs in CoC Bags at all time. Store in locked containers, or
rooms, which restricts access to BioWatch Field Operations personnel and record the action in
STT using the “Place in Storage” operation.
10.13 FHA Transfer of Custody After Collection
Some LFO workflows require transferring custody of collected FHAs to another field operator
and/or to a courier for laboratory delivery.
•
Table 7 identifies the STT activities when transferring custody to another field
operator (i.e., Technician Transfer).
•
Table 8 indicates how to perform the “Accept Transfer” function in STT.
•
Table 9 identifies the activities field operators executes in STT to transfer samples to
a courier (i.e., Courier Transfer).
Table 7. Technician Transfer Procedures
From the sandwich menu in STT Sample Operations, select Transfer Options then select
Technician Transfer.
Scan or type sample ID barcodes to transfer and hit the enter key or select the + button
after each sample.
U i
h
[Add
ll] b
ill
dd
ll
l
f
d
b
h
Verify Personnel.
Under Transfer to, select the field operator receiving the transfer.
Either leave the “Now?” box checked or uncheck and update with actual time.
Add Comments as necessary and click Submit. STT will display an “Operation Successful”
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Symbol indicates Operation Successful.
Table 8. Accept Transfer Procedures
From the sandwich menu in STT Sample Operations, select Transfer Options, then select
Accept Transfer.
Scan or type sample ID barcodes to accept and hit the enter key or select the + button after
each sample.
•
Using the [Add all] button will add all samples transferred as a batch.
Verify Personnel.
Either leave the “Now?” box checked or unchecked and update with actual time.
Add comments, if necessary, and click Submit. STT will display an “Operation Successful”
message when complete.
If transferring to a courier for delivery, before transferring the samples, seal the shipping
container using tamper-evident tape and perform the Courier Transfer operation for all required
FHAs. Record the tracking number or other information to help identify the shipment in STT.
The BioWatch laboratory personnel take responsibility for CoC once they complete the
“Receive” operation in STT.
Table 9. Courier Transfer Procedures
From the sandwich menu in STT Sample Operation, select Transfer Options, then select
Courier Transfer.
Scan or type sample ID barcodes to transfer and hit the enter key or select the (+) button
after each sample.
Verify Personnel.
Enter Organization (Org) name (i.e., Courier Company).
Enter Courier First and Last Name.
Enter Tracking Number (i.e., MM/DD/YYYY).
Either leave the “Now?” box checked or uncheck and update the actual time.
Add Comments, as necessary, and click Submit. Verify STT displays the “Operation
S
f l ”
Symbol indicates Operation Successful.
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10.14 Laboratory Delivery
When delivering FHAs, it is important to minimize physical contact between field and laboratory
personnel. Field operators must follow all lab directed practices to reduce cross-contamination.
Due to inherent differences among laboratory facilities, jurisdictions may use one of the
following two options for delivering samples to laboratory staff: Direct delivery from the field to a
laboratory staff member, or the use of a courier direct delivery to laboratory staff member.
10.14.1 Direct Delivery to Laboratory Staff
•
Stay until the laboratory staff confirms receipt of the delivered samples, either
electronically in STT or on a temporary CoC form.
•
The BioWatch laboratory personnel take responsibility for CoC once completing the
Receive operation in STT.
•
If laboratory staff discover an error while verifying the site and sample ID, the
laboratory personnel shall notify the LFO of the error and the two will coordinate who
will correct the error.
Table 10 identifies the STT activities for delivering samples directly to laboratory personnel.
Table 10. Laboratory Delivery Procedures
From the sandwich menu in STT, select Sample Operations, then Lab Delivery.
Scan or type sample ID barcodes to deliver and hit the enter key or select the (+) button
after each sample.
Verify Personnel.
Either leave the “Now?” box checked or uncheck and update the actual time.
If leaving samples in a secure location, check box labeled Secure Drop; The Lab Personnel
box disappear.
•
Secure drop is a means of preventing unauthorized access to the exposed samples
(e.g. card access receiving room, lockable receiving room, lockable cabinet, security
guard etc.), only accessible to BioWatch staff or those with a need to know.
•
Both field and lab should utilize direct handoff from the field/courier to lab whenever
possible.
Select the Lab and enter Lab Personnel receiving the sample.
Add comments, if necessary, and select Submit.
10.14.2 Courier Delivery
If a courier delivers the FHAs to the laboratory, the laboratory personnel acquire custody of the
samples in STT by performing the “Receive” operation. When an LFO uses the Courier
Delivery step, there is no “Lab Delivery” operation.
Note: All personnel using STT shall log out of STT at the end of each day.
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10.15 Decontamination of CoC Bags at Delivery
LFOs should coordinate with the BioWatch laboratory to determine which team should
decontaminate CoC bags upon delivery. If LFOs decontaminate CoC bags at delivery, the LFO
should consult with the BioWatch laboratory to determine best practices for decontamination.
10.16 Cleaning FHA Transport Containers
Field operators and laboratory personnel should coordinate who cleans the container. All sides
(inside and outside, top and bottom) must be cleaned using bleach wipes, a 10% bleach
solution (prepared daily), or an appropriate cleaning product (e.g., Simple Green, Formula 409,
etc.) at the end of each route. If using bleach, don a new gloves and eye protection before use.
10.17 Cleaning Field Equipment after a BAR
The BioWatch Program Office recommends coordination with LFOs prior to cleaning PSU after
a public health threat BioWatch Actionable Result (BAR). The Federal Bureau of Investigation
conducts all criminal investigations on WMD attacks in the U.S.; therefore, the Program Office
with follow the Local WMD FBI Coordinators’ lead in supporting criminal investigations.
10.17.1 Cleaning Rainhats after Non-Public Health Threat BARs
During the next sample collection, after a non-public health threat BAR, the field operator will
remove the existing rainhat and replace it with a clean spare rainhat. The field operator and/or
lab personnel must then clean the rainhat using one of the methods used to clean FHAs.
10.17.2 Cleaning Rainhats after Public Health Threat BARs
Following the declaration of a BAR with a public health threat, the field operations personnel are
not responsible for cleaning or decontaminating the affected rainhats. Coordinate with BAC,
read/execute local BAR Response Plan, and contact the BioWatch Program Office Field
Operations Team for additional suggestions.
10.18 Routine PSU Cleaning
Deployed PSUs can accumulate dirt, dust, grease, and PSUs deployed at indoor transit sites
may experience an accumulation of heavy debris from brake dust and exhaust systems.
Inspect PSUs regularly and clean the screens with a brush, as needed.
When wiping down the PSU, unplug the PSU from power and avoid getting any liquids into any
of the electrical components. Clean the outside surfaces and the inner surfaces of the pump
compartment and clean the rainhat and upper/lower handlebar. LFOs may use any general
household type cleaning agent (soap & water, Formula 409, Simple Green, Goof-Off, etc.) for
cleaning the PSU. Do not spray cleaning solution directly on the PSU. Apply the cleaning
agent first to a cloth, wipe down the PSU with the cloth, and then thoroughly wipe cleaning
agent off the PSU. Clean the vent screens with a brush with bristles and vacuum the interior, if
possible.
10.19 Deviation Requests to Daily Operations
If operational conditions in a jurisdiction preclude LFOs from complying with daily operations as
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defined in this SOP, LFOs must submit a request to the DBFO/DDBFO for approval to deviate
from this SOP (see the Master Document List on HSIN for BioWatch Local Field Operations
Deviation Request and Response Exemplar). The DBFO/DDBFO shall review the deviation
request and indicate approval or disapproval (with justification) on the request. The completed
deviation request shall remain part of the jurisdiction’s record for reference during BWEEP
and/or audits.
11.
Field Exceptions
Exception Reports collect vital information and field operators must record this data in STT.
Create and enter Exception Reports to report information about an incident that prevents the
successful collection of a sample. The intent of Exception Reports is to inform the BioWatch
Program Office of incidents that prevent Local Field Offices from completing their daily
BioWatch Field Operation Mission. Enter Exception Report information into the Sample
Tracking Tool under the four (4) identified/highlighted Exception Types below (Collector Failure,
Power Issue, Security Breach, and Site Access). DO NOT use Operator Error, Operator
Logistics, or Severe Inclement Weather exception types.
•
Each Exception Report requires a Site Number, Collector (PSU) Number, and a Sample
Number.
•
Submit one Exception Report per sample (if you arrive at the site and power is off, but
the ETI registers 20 hours, submit an exception report for the 20-hour sample with
power off notes. STT will note the reduced time for the new sample, and the second
sample does not require an Exception Report.)
•
Use the notes section in STT to provide short explanations/descriptions for the
exception (Power off, PSU turned off, protests prevented access, unsafe for operator,
Rainhat unlocked, etc.).
•
Field Operators should use their judgement; however, if the sample misses one-hour +
for any reason, submit an Exception Report.
•
Note: staggered start times or altering the collection route which indicates a +/-
two-hour time deviation do not require an Exception Report.
Table 11. Types of Exceptions Reported
Exception Type
Description
Collector Failure
A PSU is unable to maintain airflow over the filter (e.g., a seized
motor, a blown fuse, abnormally low flow, etc.). PSU not able to
attain at least 90 lpm (unless due to metrological issue, smoke,
pollen, extreme cold, dust, etc.) after sample exchange. Add notes
to describe exception, if known.
Operator Error
Do not use for Exception Report. See Security Breach.
Operator Logistics
Do not use for Exception Report. See Security Breach.
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Power Issue
When the PSU is/was not operating due to a loss of power. Add
notes to describe exception and the reduced collection time (area
power off, unplugged, GFCI tripped, power cord cut, etc.)
Security Breach
Rainhat unlocked (Loss of CoC). Filter missing. PSU turned off.
Any clear evidence of tampering with the site or PSU. Add notes to
describe exception (PSU not turned on, missing filter, Rainhat
unlocked.)
Severe Inclement Weather
Do not use for Exception Reports. See Site Access.
Site Access
Any condition that prevents the field operator collecting the sample
or collecting it safely. Notify the BioWatch Program Office. Add
notes to describe exception and any extended sample time (Unsafe,
Snow, Ice, Storms, Protests, etc.)
Table 12. Exception Reporting in STT
From the sandwich menu in STT, select Field Exception.
Verify Person reporting the Exception is in STT.
For Occurred, either leave the “Now?” box checked, or uncheck it and update the actual
date/time the Exception began.
For Ended, either check the “Now?” box, or update the actual date/time the exception
ended, which may require operators to login later/time to update the end time for
exceptions lasting several hours or days.
Select Associated Sites for this Exception.
Select Collector Failure, Power Issue, Security Breach, or Site Access ONLY.
Select Associated Collectors for this Exception.
If any missed sampling time occurred, enter it in the Missed Time field. Missed time equals
the expected sampling duration (generally 24 hours) minus the timer reading.
o
Record missed collection time within the Power Issue exception type.
o
If reported, missed collection time should match the timespan between the
Occurred and Ended times reported above.
Add comments, as necessary.
When finished click Submit.
FOR OFFICIAL USE ONLY
Field Lead/Manager
Guide Version 1.1
Paired with Field SOP 8.1
EFFECTIVE DATE: 15 May 2022
WARNING: This document is FOR OFFICIAL USE ONLY (FOUO). It contains information that may
be exempt from public release under the Freedom of Information Act (5 U.S.C. 552). Control, store,
handle, transmit, distribute, and dispose this document in accordance with DHS policy relating to
FOUO information and do not release to the public or other personnel who do not have a valid
“need-to-know” without prior approval of an authorized DHS official.
FOR OFFICIAL USE ONLY
2
1. LOCAL FIELD OFFICE MANAGEMENT ....................................................................................... 3
2. MAINTENANCE OVERVIEW ........................................................................................................ 3
2.1 SCHEDULED MAINTENANCE .......................................................................................................... 3
2.2 UNSCHEDULED MAINTENANCE ..................................................................................................... 5
2.3 MAINTENANCE OPERATIONS IN STT ............................................................................................. 5
3. LOGISTICS ................................................................................................................................... 6
3.1 CONSUMABLES ............................................................................................................................ 6
3.2 REPAIR PARTS ............................................................................................................................ 6
3.3 ALTERNATE VENDOR REQUESTS .................................................................................................. 7
3.4 EQUIPMENT ................................................................................................................................. 7
4. TRAINING
4.1 AUTHORIZED TRAINERS ............................................................................................................... 8
4.2 INITIAL TRAINING ......................................................................................................................... 9
4.3 ANNUAL TRAINING ....................................................................................................................... 9
4.4 UPDATE/EMERGING ISSUE TRAINING ............................................................................................ 9
4.5 TRAINING RECORDS .................................................................................................................... 9
5. RECORDS MANAGEMENT AND RETENTION ............................................................................ 9
6. APPENDIX A: PORTABLE SAMPLING UNIT (PSU) PRODUCT DESCRIPTION AND ASSEMBLY
INSTRUCTIONS ..........................................................................................................................11
7. APPENDIX B: OPERATIONAL SAFETY PRECAUTIONS ............................................................13
8. APPENDIX C: PSU LEAK CHECK AND AIR FLOW CALIBRATION PROCEDURES ..................15
9. APPENDIX D: TEMPORARY OPERATIONS WITHOUT SAMPLE TRACKING TOOL (STT) .......18
COLLECT AND INSTALL PROCEDURES USING A FHLF ..........................................................................19
10. TERMINOLOGY AND ACRONYMS .............................................................................................22
Table of Contents
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1. Local Field Office Management
This guide will provide program requirements and suggestions to BioWatch Local Field Offices
(LFOs) on how to manage, train, and lead their field operators in supporting the BioWatch Field
Operations’ Mission. This mission is to deploy and maintain a fleet of Portable Sampling Units
(PSUs) that collect samples 24/7/365, gather those samples in a manner that ensures
evidentiary Chain of Custody, and deliver them to a BioWatch Laboratory.
Use this guide as a framework to create your daily workflows, schedules, and identifying best
practices. This guide will provide maintenance requirements, logistics overview, training needs,
records retention, and specific manuals/procedures/PSU checks/etc. collected by previous and
existing field offices methods that work best. The Field Lead/Manager is responsible to ensure
that all maintenance, training, and records keeping meet the BioWatch Program objectives. The
first part of this guide will highlight maintenance requirements.
2. Maintenance Overview
The Field Lead/Manager shall ensure that each LFOs perform a combination of scheduled
maintenance and unscheduled maintenance actions/activities on all collectors to ensure
continuous operation of the equipment in the BioWatch network. LFOs should use original
equipment manufacturer (OEM) manuals, Director for BioWatch Field Operations
(DBFO/DDBFO-designated) maintenance documentation, and common sense to repair and
maintain PSUs and other field equipment.
The purpose of this Maintenance Section is to provide the LFO with the information and specific
activities needed to maintain their fleet of PSUs and keep the records necessary to ensure
proper program management. This document supersedes all previous BioWatch Field
Operations Maintenance documents.
2.1 Scheduled Maintenance
LFOs must plan for and execute maintenance at regular intervals to keep the system running
efficiently to prevent breakdowns. Maintenance actions include systematically inspecting,
cleaning, calibrating, and replacing parts to prevent faults and failures from impacting operations.
LFOs may add services or perform these services on a more frequent basis if they deem it
necessary. LFOs do not need to perform quarterly and annual maintenance on spare PSUs.
However, before deployment, perform an Annual check on the PSU to ensure the unit operates
properly, and record this check in STT.
Schedule and complete the following Maintenance on deployed PSUs (collectors):
•
Quarterly: On deployed collectors within each quarter; (See Table 1) and
•
Annually: On deployed collectors once a year, and this check includes a Quarterly
check. (See Table 2).
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Maintenance records are essential for ensuring equipment reliability, maintainability, availability,
and optimal performance. Use STT “Collector Maintenance” operation under “Site/Collector
Operations” to record all maintenance activities. If performing maintenance on site for a
deployed PSU and the maintenance requires the removal of the FHA, follow the actions in Table
3.
Table 1. PSU Quarterly Maintenance
Quarterly maintenance shall be conducted no earlier than 80 days and no more than 105 days
since most recent quarterly maintenance cycle.
Inspect Fans, inlet, hoses, brush/clean screens, tubing, and electrical wires. Tighten, clean,
replace, brush clean, and wipe down, as needed.
Perform PSU Flow Calibration with Leak Check (See Appendix C). Record the airflow calibrator
(AFC) serial number used to perform check in STT (add the serial number in Comments section on
Maintenance screen) along with the leak check and flow check readings in the STT comments
section.
Note: If the vacuum reading drops from previous quarter, check for leaks and the diaphragm for
cracking. Replace, repair, or rebuild the pump, as necessary. See Appendix C for additional
guidance.
Inspect control panel for loose connections, signs of overheating, frayed/brittle wiring, or
discoloration; replace wiring harness or connectors, as necessary.
Table 2. PSU Annual Maintenance, every year (no more than 400 days) from last cycle)
Perform Quarterly Maintenance Checks (See Table 1).
Test ground wire continuity. Check the ground wire continuity any time a field operator removes
the pump from the PSU.
Inspect Poly-Pack seal under Goosenut (MRV-029) (in telescopic neck) for cuts, tears, cracks, or
excessive wear; replace as needed. When tightened correctly, the 5/8” diameter stainless steel
“telescoping arm” should not move. If it moves, clean the stainless steel “telescoping arm” and
clean and/or replace the Poly-Pack seal.
Inspect union gasket (MRV- PSU-029) for cuts, tears, cracks, or excessive wear; replace as
needed. If the PSU experiences a leak/flow rate issue, a faulty seal or gasket may require an out
of cycle replacement.
Inspect flat gasket on the PSU- RHLB (PSU-RHLB-RGASKET) for cuts, tears, cracks, or excessive
wear; replace as needed. If the PSU experiences a leak/flow rate issue, a faulty seal or gasket
may require an off-cycle replacement.
Inspect air flow gauge for damage; clean using canned air or brush, by wiping down with a rag
using mild all-purpose cleaner, and/or replace.
Inspect “telescoping arm” of the PSU-RHLB (base with cane portion) for bends or other damage.
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Table 3. On-Site Maintenance on a Deployed PSU
Don clean gloves.
Unlock all locks.
Turn off the PSU.
Remove the rainhat.
Place RBB over the FHA. Do not touch the FHA with a gloved or ungloved hand.
Remove the FHA and seal the RBB.
Perform maintenance.
Once maintenance is complete, don new clean gloves.
Open the RBB containing the exposed FHA.
Hold the FHA within the RBB and place exposed FHA on the filter holder.
Replace the rainhat.
Turn on the PSU and adjust flow rate to close to 100 lpm (90 – 100 +).
Lock all locks.
Record the maintenance in STT.
2.2 Unscheduled Maintenance
Unscheduled maintenance refers to maintenance actions taken to troubleshoot, isolate, and
rectify an equipment malfunction or failure that occurs unexpectedly.
When performing unscheduled maintenance, LFOs attempt to limit disruption of operations to
one hour or less. For repairs estimated to last longer than one hour, LFOs should replace the
PSU with a functional spare to eliminate site inactivity.
2.3 Maintenance Operations in STT
Document all maintenance in STT. Enter individual maintenance for each individual PSU. To
enter maintenance in STT:
Table 4. Collector Maintenance
From the sandwich menu in STT Site/Collector Operations, select Collector Maintenance
Verify Personnel performing PSU maintenance.
Either leave the “Now?” box checked or uncheck and update with actual time maintenance
completed.
Select Associated Collector.
Select Maintenance Type (Annual, Quarterly, Unscheduled)
NOTE: STT provides description of each type.
If needed, check the box “Did this maintenance result in a collector status change?” If
checking this box, after submission of this record another screen will appear to record the
collector replacement.
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o
Identify collector(s) removed from the field for maintenance in STT (uncheck deploy
box).
Add Comments, if necessary. If performing a calibration/flow verification, enter AFC serial
number (Table 1).
Click Submit
3. Logistics
To ensure uninterrupted field operations, the BioWatch Program Office Logistics Team supports
the provision of consumables, supplies, and equipment to LFOs for day-to-day operations,
special events, NSSEs, or special studies. The Logistics Team works closely with the U.S.
Department of Health and Human Services Supply Service Center in Perry Point, MD (HHS
SSC) to purchase, maintain warehouse stock levels, and distribute the consumables needed by
the jurisdictions. If HHS SSC does not warehouse a needed item, the Logistics Team works
with HHS SSC to drop-ship items directly from the manufacturer/vendor to the LFO. LFOs work
with the Logistics Team on STT phone and scanner issues including lost or stolen phones, new
lines, new phones, and phone activation. The Logistics Team also serves as a key POC with
the Original Equipment Manufacturer for questions on PSU maintenance, problem identification
and troubleshooting, etc. Additionally, the Logistics Team coordinates equipment disposal
when issued equipment reaches end of life.
3.1 Consumables
The jurisdiction (LFO or the BioWatch laboratory) should maintain a minimum of three months of
consumables. Jurisdictions must use a first in and first out approach to consumable usage to
avoid discarding expired consumables. HHS SSC stores consumables such as:
•
Gridded filters;
•
Gloves;
•
Bleach wipes for cleaning;
•
Security bags (GBBs, RBBs, and CoC Bags); and
•
Avery Weatherproof labels.
3.1.1 Ordering Consumables
The Logistics Team coordinates with HHS SSC to review, prepare, and post a consumable
list for LFOs each year. LFOs use this order sheet to place orders at HHS SSC. Use the
Field Consumables Order Sheet to order items, which is available in the Field Operations
Forum on HSIN.
3.2 Repair Parts
Unless authorized by the BioWatch Program Office, LFOs may only use repair parts purchased
through HHS SSC. HI-Q is the OEM of the PSU. A listing of HI-Q replacement parts is
available in the HSIN field section. LFOs should stock enough parts on-hand to ensure
uninterrupted daily operations for at least 90-days.
3.2.1 Ordering Spare Parts/Repair Parts
Order spare/repair PSU parts by using the HIQ Parts and Price List available on HSIN.
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3.3 Alternate Vendor Requests
If LFOs would like to use an alternate vendor (other than HI-Q) for any repair part, they must
first obtain approval from the BioWatch Program Office. The BioWatch Program Office Control
Configuration Board (CCB) will determine if the proposed part is acceptable. Fundamentally,
LFOs may select alternate vendors based on their ability to provide repair parts that are
equivalent or superior in quality to the parts provided by the OEM; LFOs will need to provide
evidence to that end. In addition, LFOs must ensure that all selected alternate vendors have
approval to do business with the U.S. Government. When requesting another part/vendor,
submit the following information (email or memo is acceptable):
•
HI-Q Part Name, Part Number, and Cost per Unit;
•
Alternate Vendor Contact Information (Name, Address, Phone Number, Email
Address, Website Address, etc.);
•
Alternate Vendor Part Name, Part Number, and Cost per Unit;
•
Evidence of Alternate Vendor Quality (include a specification data sheet if available);
and
•
Justification for Use of Alternate Vendor (Cheaper, availability, etc.)
3.4 Equipment
LFOs should maintain a 30-40% ratio of spare PSUs to deployed PSUs. In addition, LFOs
should maintain at least a 7:1 FHA ratio to operational sites to accommodate special events and
surge activities (Example: 20 operational sites require 140 Filter Holder Assemblies).
3.4.1 Equipment Purchases, Transfers, and Loans
Send your requests for new equipment, replacement parts, etc. to the BioWatch Program
Office (A&AS Logistics Lead and the Field Lead) and note that all purchases above $5,000
require direct DBFO/DDBFO approval. Before granting approval, the Logistics Team will
verify there are no operational spare PSUs available from the BioWatch Program Office
inventory.
If there are PSUs available from the BioWatch Program Office stock:
•
The BioWatch Field Operations Team coordinates the delivery of the PSU(s) to the
LFO.
•
The receiving LFO completes DHS Form 560-3, Property Transfer Receipt.
o
Send the completed DHS Form 560-3 to the BioWatch Program Office.
•
Update your Cooperative Agreement/Contract inventory report.
o
Update your STT PSU inventory.
•
Execute an Annual Maintenance check to ensure operational readiness.
3.4.2 Equipment Shipping and Receiving
HHS SSC uses commercial freight to ship PSUs to jurisdictions. When shipping
equipment, inform the BioWatch Program Office before you ship. Send the BioWatch
Program Office shipping specifics such as:
•
Access to a loading dock;
•
Availability of pallet jacks and/or forklift;
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•
Capability to wrap and band the equipment;
•
Facility hours of operations;
•
Point of Contact name and telephone number, and
•
Facility pictures/details to help the driver find the exact location.
Instructions for shipping and receiving BioWatch equipment are available in the Logistics
Page on HSIN.
3.4.3 Equipment Disposal
Over the life of the program, the LFO may need to dispose of old equipment (e.g.,
phones, spare parts, scanners, computers, DFUs, etc.). When the LFO has a need to
remove unusable, broken, and/or unserviceable equipment, refer to the disposal
instructions in the Logistics Page on HSIN.
4. Training
The BioWatch Program Office requires operational readiness of each field operator. Each LFO
Field Lead/Manager identifies trainers and ensures all field operators receive an initial training
on the BioWatch Field Operations SOPs and at least one annual training session. Field
Leads/Managers shall maintain training dates and type for all field operators, in accordance with
the Records Retention policy. Additionally, Field Lead/Manager shall update all field operators
of SOP/Policy updates after they occur. Keep a record of all field operators’ training activities.
The Field Lead/Manager ensures all field operators remain proficient in the identified training
requirements (see Table 5).
Table 5. Required Training for Field Operators
BioWatch Field Operations Standard Operating Procedures.
BioWatch Field Lead & Manager Guide.
Sample Tracking Tool User Manual.
BioWatch Program Office Memos (As Needed).
PSU Operations – PSU operation and security (Designated personnel only).
Filter Holder Assembly – cleaning and assembling (Designated personnel only).
Filter Loading, Dispatching, Collection, Installation, Delivery.
BioWatch Sample Chain of Custody.
Sample Tracking Tool log-in, load, dispatch, install, collect, transfer, deliver.
Exception Reporting.
PSU Maintenance/Maintenance Reporting (Designated personnel only).
Cleaning/decontaminating FHAs and PSUs (Designated personnel only).
Procurement - ordering of equipment, consumable supplies, and parts (Designated personnel
l )
Operational Safety Precautions.
4.1 Authorized Trainers
The Field Lead/Manager shall ensure that qualified personnel execute all required field
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operations’ training. The Field Lead/Manager or designated trainer (if different) should be
familiar with elements in the Quality Assurance Program Plan (QAPP) to
prevent/address/correct deficiencies in their respective local field office. The Field
Lead/Manager shall determine who is qualified to train and shall ensure all field operators
receive the necessary training, which includes initial, annual, or updates to standard changes.
Contact the BioWatch Program Office if you are new and your LFO does not possess any
qualified trainers. In addition, new Field Leads/Managers and other field operators may work
with their jurisdictional coordinator to receive an overview of the BioWatch program and the
local BAC or equivalent decision-making body. Field leads in other BioWatch Jurisdictions can
also assist with training outside their respective jurisdiction if necessary.
4.2 Initial Training
The Field Lead/Manager or designated trainer (if different) must provide initial training to all new
BioWatch field operators, including the JCs BioWatch 101 briefing and overview of the QAPP.
The Field Lead/Manager is responsible for ensuring that all field operators can execute their
duties and complete the BioWatch Field Operations Mission “The BioWatch Field Operations’
Mission is to deploy and maintain a fleet of Portable Sampling Units that collect samples
24/7/365, gather those samples in a manner that ensures evidentiary Chain of Custody, and
deliver them to a BioWatch Laboratory.” Consider using a combination of instructional material,
ride-a-longs, and on the job training before allowing a field operator to complete daily
filter/exchange activities, and laboratory sample delivery.
4.3 Annual Training
The Field Lead/Manager is responsible for scheduling and providing annual training for all local
field operators. Annual training may consist of refresher training of the current SOP or changes
to the standard training (Revised SOP, BioWatch Program Office Memos, new Policy, etc.).
4.4 Update/Emerging Issue Training
Updates or new BioWatch Program Office directives may require the Field Lead/Manager to
schedule and provide supplemental training. The BioWatch Program Office shall communicate
directly with the Field Lead/Managers, during our conference calls and/or other correspondence,
and pending or approved updates or policy changes that may require additional or supplemental
training.
4.5 Training Records
LFO Field Lead/Managers maintain training records for each field operator for as long as the
operator provides BioWatch support, in accordance with Records Management and Retention
requirements. See the Master Document List on HSIN for “BioWatch Field Operator Training
Record Exemplar”.
5. Records Management and Retention
The BioWatch Program Office retains electronic records for each jurisdiction in accordance with
DHS directives. LFOs manage and retain records in accordance with local, state, or contractual
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guidelines. Review Table 6 below for some additional guidance for the types of records, and
how to best maintain each.
•
•
Daily Operations. All daily operations records must be captured in STT. As a result,
LFOs are not responsible for retaining hard copies of any records pertaining to daily
operations. Appendix D includes records retention requirements in the event STT is not
operational.
Maintenance. The BioWatch Program requires each jurisdiction to develop, maintain,
and manage maintenance records. The STT system allows LFOs to enter maintenance
records and edit and update for one week after the initial entry. After that week STT
archives the data and the LFO cannot edit. STT retains all entered maintenance records
indefinitely. In addition, LFOs may also choose to retain paper maintenance records at
the LFO.
Table 6. LFO Records Management and Retention Schedule
RECORD
Storage
Format
Retention Period
Disposition
Training Record
Electronic/Paper
Tenure of BioWatch
Employment
Shred/Incinerate or Archive /
Erase
Calibrator Certificate
Paper
3 Years
Shred/Incinerate
Shipping Documents
Paper
3 Years
Shred/Incinerate
DHS Property Transfer
Electronic/Paper
3 Years
Shred/Incinerate or Archive /
Erase
Equipment Purchases
Electronic/Paper
3 Years
Shred/Incinerate or Archive /
Erase
Maintenance Logs
Electronic/Paper
3 Years
Shred/Incinerate or Archive /
Erase
Property Transfer
Electronic/Paper
3 Years
Shred/Incinerate or Archive /
Erase
Vehicle Leasing/Purchase
Electronic/Paper
3 Years
Shred/Incinerate or Archive /
Erase
Audit/BWEEP
Reports/CARS
Electronic/Paper
3 Years
Shred/Incinerate or Archive /
Erase
Deviation Requests
Electronic/Paper
Active Period
Shred/Incinerate or Archive /
Erase
New Site Approvals
Electronic/Paper
Active Period
Shred/Incinerate or Archive /
Erase
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6. Appendix A: Portable Sampling Unit (PSU) Product Description and
Assembly Instructions
Local Field Offices (LFOs) cannot make changes to the PSU
configuration without prior approval from the BioWatch Program
Office. To request approval to modify the configuration, LFOs must
complete and submit a “BioWatch Configuration Change Proposal”
to the DBFO/DDBFO (see Master Document List in HSIN).
PSU Product Description
HI-Q Environmental Products Company, Inc. (HI-Q) manufactures
the PSU (Figure 1). The BioWatch Program uses two PSU models:
PSU-2H (¼-horsepower [hp] pump) and PSU-3H (¾-hp pump).
Operationally, the models are similar except for the size and weight
of the pump.
Model
PSU 2H
PSU 3H
Steady-State
4.5 Amperes (Amps)
9 Amps
Start-up
9-10 Amps
14-15 Amps
Fuse
10 Amp slo blow fuse
15 Amp slo blow fuse
Weight (pounds [lbs.])
85 lbs.
105 lbs.
Unit size
12" wide x 16" deep x 20" high with inlet holder attachment adjustable
from 48" to 72" in height
Power
110 voltage alternate current (VAC)
110 VAC
Optimal Airflow with a 3-micron (µm),
47-millimeter (mm)
polytetrafluoroethylene (PTFE) filter
100 Liters per minute (lpm)
100 lpm
Noise Level (in decibels [dB])
63 dB
67 dB
Portable
Yes, wheels
Yes, wheels
Figure 1. Portable Sampling Unit
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The PSU uses an omni-directional inlet (referred to as the “rainhat”; see Figure 2). The FHA
uses a radial O-ring vacuum seal to prevent leakage and an axial O-ring seal to prevent sample
"blow-by" (see Figure 3). The FHA's two-piece design eliminates twisting of the filter media
when opening and closing the FHA. The inlet of
the FHA maintains constant filter compression
for varying filter media thicknesses. The inlet
opens and closes with rotation. The PSU uses
wing lock s (referred to as CAM-lock style in HI-
Q’s documentation) to secure the FHA to the
Filter Holder.
Part Number PSU-2-RAINHAT
Optional cap
Figure 3. PSU Filter Holder Assembly, PSU-FH (exploded view)
Figure 2. PSU Filter Holder Compartment
Filter Holder & Filter Holder Assembly (FHA) Product Descriptions
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Assembly of the PSU
Upon receipt of a PSU, the LFO conducts an inventory of items, inspects items for damage,
assembles the PSU, and performs an annual maintenance check. Prior to assembly, review
Operational Safety Precautions (Appendix B). Table 7 identifies the required activities that field
operators shall perform during PSU assembly.
Table 7. Assembly of a PSU with FHA for Operational Check
Place the lower body of the PSU (the pump compartment with frame and wheels) on a flat,
sturdy surface.
Thread connector collar (Union Coupling) from PSU upper body onto threaded pipe (lower
handlebar) on the lower body. Ensure the Union Gasket is in place.
Remove the knurled aluminum nut (Goosenut) and the tapered black polyurethane Poly-
Pack seal from the top of the inlet tube and slide on to the bottom of the 5/8” diameter tube
on the bottom of the PSU.
Slide the 5/8" diameter stainless tube down inside the inlet tube and tighten the Goosenut.
Screw together until finger tight.
Open wing locks on the filter holder.
Place a cleaned FHA with filter loaded onto filter holder.
Close wing locks onto the base of the FHA.
Replace the rainhat over the filter holder and secure.
After the LFO completes these actions, the PSU is ready for calibration.
7. Appendix B: Operational Safety Precautions
ACTION/ITEM
PRECAUTION
Handling of Portable
Sampling Unit (PSU)
Parts
Damaged PSU parts may result in:
•
Unusable equipment;
•
Leaks in the system;
•
Reduction in flow rates;
•
Reduced collection efficiency; and
•
Bent, sharp, or frayed edges.
Bleaching Solution
Wear clean gloves and safety glasses during all cleaning and
decontamination activities, avoid bleach contact with hands and eyes.
“Current Spike” due to
high current draw
To avoid “current spike” during PSU startup, do not plug multiple PSUs
into the same power breaker.
Site Safety and Security Maintain site safety and security awareness. Field operators will rectify
safety and security issues at BioWatch sites, as quickly as possible, and
within the availability of resources. Coordinate with other BioWatch
Program Office for additional resource requirements. Use plug covers
and locks at all sites; and install fencing where possible. Place all PSUs
at ground level (request a deviation if using an elevated site).
Note: Locations that serve as dual use or may in certain situations have
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14
to be used by another group (e.g., fire departments, police stations), a zip
tie may used in lieu of a lock.
Shock Hazards
Power off and unplug equipment prior to starting maintenance on PSUs,
unless only performing visual inspections.
Burn Hazard
The PSU pump generates significant heat. Consider this when
conducting operations and performing maintenance on the PSU.
Lift Hazard
As each PSU weighs between 85 lbs. and 105 lbs., exercise caution
when moving PSUs.
Inclement Weather
Evaluate inclement weather conditions, decide, and notify the BioWatch
Program Office.
Terrorism
Consult the BioWatch Program Office prior to collection.
15
8. Appendix C: PSU Leak Check and Air Flow Calibration Procedures
The PSU rotameter measures the air flow in liters per minute (lpm). Calibrate all PSU rotameters on a
quarterly/annual basis. Some rotameter scales only read up to 100 lpm. When replacing, upgrade to
rotameters that use a 110 lpm scale. It is crucial that PSUs maintain an approximate (90 – 100+) 100
lpm flow rate to support the BioWatch Field Operation’s Mission.
•
Use an air flow calibrator for PSU flow calibration. In STT, enter the airflow calibrator serial
number and flow rates in the STT notes (Table 1) for that PSU’s maintenance history (add the
serial number in comments section on Maintenance screen).
•
Ensure LFO certifies the AFC each year. LFO can send AFC to a certified company (e.g., HI-
Q) or State Weights and Measure Department that possesses an up-to-date NIST and/or ANSI
Calibration certification.
•
LFOs may use Cooperative Agreement funds to pay for transportation and calibration1.
•
The certification process may take weeks to complete; therefore, plan accordingly.
•
LFOs must maintain certification documentation for three years and ensure it is available for
review upon request.
Table 8 presents the steps in a PSU leak check and air flow calibration. Before conducting calibration
procedures, field operators should allow the calibration equipment to equilibrate to the environmental
conditions. For reference, Figure 4 depicts the leak check and calibration equipment.
•
If calibrating equipment indoors, ensure the equipment is at room temperature.
•
If calibrating outdoors, field operators should allow adequate time (typically, at least 10
minutes) for the equipment to equilibrate to outside (ambient) conditions. It is best to keep the
equipment shaded from sun and shielded from rain during equilibration outdoors.
•
Spare PSUs do not require quarterly/annual PSU flow calibrations. However, perform the
Annual Maintenance check before you deploy the PSU.
Table 8. PSU Leak Check and Air Flow Calibration Procedures
Plug power cord of AFC into a standard 110 VAC outlet.
Turn AFC on.
Install a loaded FHA to calibrate. Turn PSU on.
Allow PSU and AFC to operate for several minutes.
Place PSU-FH-CALADAPT onto PSU inlet (See Figure 4).
Place PSU-VACGAGE onto PSU-FH-CALADAPT (See Figure 4) to determine the vacuum as
measured in inches of mercury (inHg). The vacuum of both the ¼-hp (2H) and ¾-hp (3H) pumps
should be approximately -25 inHg. If the reading is -24 inches or more (closer to 0) this would
indicate less or no vacuum, LFOs should check the PSU for leaks and/or pump wear (See
Troubleshooting section). LFO can record the vacuum reading in Hg in the comment box in STT.
Slowly remove the vacuum pressure and remove the PSU VACGAGE. Leak check is now
complete, move to air flow calibration.
Connect quick disconnect tubing between PSU-FH-CALADAPT and AFC.
Adjust the knob on the Flow Control Valve Spring until the flow rate of the AFC reads 100 lpm.
1 Use Cooperative Agreement/Contract funds to calibrate torque wrenches and multimeters.
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16
Observe flow rate on AFC for a minimum of one minute, allowing the flow rate to stabilize.
Adjust the potentiometer with a small flat-head screwdriver to read 100 lpm, as needed.
Troubleshooting PSU Leak Check and Air Flow Calibrations
When performing the leak check, if the vacuum reading is -24 inHg or ore (closer to 0), LFOs must
check the PSU for leaks and/or pump wear.
•
To check for leaks:
o
Securely connect the PSU-VACGAGE to the PSU-FH-CALADAPT.
o
Verify the “Union Gasket” on the union coupling is good and the nut connection is tight.
DO NOT use “Loctite” thread lockers as some form a permanent bond.
o
Check the top of the inlet tube to ensure there is a serviceable Poly-Pack seal (ensure
that the O-ring imbedded in the top of the Poly-Pack seal is on top); tighten aluminum
knurled nut (Goosenut) at the gooseneck.
o
Check the hoses in the lower motor box to ensure secure and complete connections.
•
To check for and address pump wear:
o
Check PSU for debris or blockages in the system, including at the bottom of the blue
piping below the PSU-RHLB inlet.
o
Rebuild the pump (i.e., order rebuild kit).
o
Replace pump. Pump replacement requires a requisition order.
If unable to calibrate the PSU to 100 lpm, follow the above PSU leak check process. If the PSU does
not have a leak, check the AFC on a different PSU to ensure that the calibrator is reading correctly.
Consider using the following additional checks to troubleshoot problems:
•
Check for debris or blockages in the system, including at the bottom of the blue piping below
the PSU-RHLB inlet;
•
Change the diaphragm;
•
Check pump vanes.
•
Rebuild the pump (i.e., order rebuild kit); and
•
Replace the pump. Pump replacement requires a requisition order.
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17
Figure 4: Components Associated with PSU Flow Calibration and Leak Check
Digital Air Flow Calibrator
PSU-FH-CALADAPT
PSU-VACGAGE
PSU-FH-CALADAPT, PSU VACGAGE on FHA
Flow Control Valve Spring Knob (PSU-2H)
Flow Control Valve Spring Knob (PSU-3H)
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18
PSU-FH-CALADAPT and
PSU VACGAGE on PSU Inlet
AFC and Quick Disconnect
Tubing on PSU Inlet
9. Appendix D: Temporary Operations without Sample Tracking Tool (STT)
If STT is down, LFOs may use the Filter Holder Log Forms to ensure evidentiary Chain of Custody
throughout sample replacement, transfers, and delivery to the laboratory. Maintain a record of your
storage and transfer steps to enter in STT. Once STT is operational, enter in the sample tracking
information into STT.
Data Gathering Requirements
Filter integrity and CoC are essential to the BioWatch Program mission. Specific daily data gathering
requirements include:
Administrative
Items for Both
Install and
Collect
•
Date
•
Time
•
Field Operator name
•
Site ID#
•
PSU #
At Filter Install
•
Filter Holder Compartment Locked?
•
PSU Locked?
•
Fan Functioning?
•
FHA Sample ID
•
Elapsed Time Meter at Start
•
Initial Flow rate (lpm)
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•
Comments
At Filter Collect
•
Final Flow at Stop (lpm)
•
Elapsed Time at Stop
•
Collected FHA Sample ID
•
Sample Bag Sealed?
•
Filter Holder Compartment Locked?
•
PSU Locked?
•
Comments
•
When STT is temporarily unavailable, use the Filter Holder Log Form (FHLF) to record for daily
collection and CoC. A BioWatch FHLF consists of an original copy and two carbon copies; 1)
BioWatch Lab Copy (White); 2) Field LFO Copy (Yellow), and 3) Field Copy (Pink). The FHLF
serves as a guide and record for filter collection; however, LFOs may use an alternative
method of documenting sample data. Always capture the following:
•
The CoC Transfer Form is a signed record indicating the transfer of CoC responsibility of
exposed samples. The CoC Transfer Form contains:
o
Total number of filters received;
o
Site numbers;
o
PSU numbers;
o
Sample ID;
o
Date and time of transfer;
o
Name of person transferring filters;
o
Name of person receiving the filters; and
o
The signatures of both persons above.
•
Use a Sample Delivery Memo if the laboratory protocols prevent the laboratory from direct
sample transfer from the operators/courier (See Master Document List).
9.1 Collect and Install Procedures using a FHLF
Table 9. FHA Collection Procedures Using a FHLF (STT off-line)
Don a new pair of gloves.
Observe the surrounding area for potential site and sample impacts (e.g., dead animals,
mulch, odd odors, evidence of tampering with the PSU, etc.). Record observations on the
form in comment section, if necessary.
Unlock all locks.
Open the PSU pump compartment. Remove the rainhat.
Record the Final Flow Rate (as seen on the rotameter) on the form.
Record Sampling Duration (as seen on the ETI) on the form. You may turn the PSU off for
next steps.
O pen RBB and place over FHA. Disengage wing locks on filter holder. Do not open
the bags with ungloved hands or by blowing into the bag.
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Table 10. FHA Collection Procedures Using a FHLF (STT off-line)
Use the RBB to grip and remove the FHA, then seal the RBB with the FHA inside. Do not
touch the FHA with gloved or ungloved hands.
Complete the form. Insert form facing outward and readable in the CoC Bag.
Place RBB in CoC Bag. Insert BioWatch laboratory copy (white) of completed FHLF into
CoC Bag. Do not open bags with ungloved hands or by blowing into the bag.
Ensure the sample ID barcode is clearly visible at the bottom of the CoC Bag. Complete
form on CoC bag.
Seal CoC Bag to ensure a smooth, clean seal. In extremely cold temperatures (below -
10°F), field operators may need to warm the adhesive area on the bag to obtain initial bond
strength. After the adhesive bond to the substrate, the bond should perform to the specified
Use Temperature (-30°F).
Retain Field Copy (Yellow).
Table 11. FHA Installation Using a FHLF (STT off-line)
Visually verify the filter is properly installed into the FHA.
• Ensure the filter completely covers the honeycomb filter support with no visible gaps.
• If the filter is off or missing, install a correctly loaded FHA.
• Best practices suggest the field operator check all FHAs before leaving on a route,
and always bring spare FHAs.
Open GBB and hold FHA using the GBB; then place FHA on filter holder to install. Do not
touch the FHA directly with gloved or ungloved hands.
Engage wing locks on filter holder.
Check rainhat screen for blockage.
Place rainhat in position and lock.
Turn on PSU (unless left running) and record rotameter reading on a new form. Adjust flow
control, if needed.
Reset the timer.
Ensure fan is operational.
Complete and sign the form.
Remove Field Copy (Pink) of FHLF or alternate local form. There is no requirement
to retain this copy of the FHLF or alternate local form. LFOs can dispose of this
document by shredding or incineration upon STT entry.
Store BioWatch Laboratory and Field Copies (White & Yellow) of FHLF or alternate
local form inside a locked container at the site (e.g., the PSU Pump Compartment).
Close and lock Pump Compartment.
Remove gloves and other trash from site before leaving.
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21
Inspect and secure the area around the PSU.
Table12. Records Retention
RECORD
STORAGE
LOCATION
MINIMUM RETENTION
PERIOD
DISPOSITION
FHLF (Yellow Copy Only)
Paper
Field Office
One month after entered
in STT
Shred/Incinerate
CoC Transfer Form
Electronic/Paper Field Office
One month after entered
in STT
Courier Shipping Receipt or
Documented Courier Data
Paper
Field Office
One month after entered
in STT
Sample Delivery Memo
Paper
Field Office
One month after entered
in STT
Shred/Incinerate
Shred/Incinerate
Shred/Incinerate
Effective: 15 May 2022
FOR OFFICIAL USE ONLY
22
10.
Terminology and Acronyms
AFC
Air Flow Calibrator
Amp
Amperes
Annual Training
Training provided to all local field operators on the SOP. Annual training may be
refresher training of the current SOP or training on a newly issued version of the
SOP.
Authorized Trainer
Identified by the LFO Lead/Manager. The term refers to a competent person
conducting training to Local Field Office personnel in preparation of sample
collection duties.
BAC
BioWatch Advisory Committee
BAR
BioWatch Actionable Result
CA
Cooperative Agreement
Campaign
Number
A unique three-digit number used to identify a jurisdiction in the national
BioWatch architecture.
CCB
Configuration Control Board
CoC
Chain of Custody
CoC Bag
Tamper-proof evidence bag with CoC form on one side, which secures the Red
Bar Bag.
COI
Community of Interest
Collector
Portable Sampling Unit or Dry Filter Unit for air sample collection
CWMD
Countering Weapons of Mass Destruction; office within the Department of
Homeland Security.
dB
Decibels
DBFO/DDBFO
Director for BioWatch Field Operations
DBLO
Director of BioWatch Laboratory Operations
DBQA
Director of BioWatch Quality Assurance
DFU
Dry Filter Unit. Older BioWatch Collector that used by the Secret Service.
DHS
Department of Homeland Security
ETI
Elapsed Timer Indicator
FHA
Filter Holder Assembly – Consists of the upper (inlet collar) and lower (filter holder
base) sections of filter holder
FHLF
Filter Holder Log Form
Field Operations
The jurisdiction conducting the filter collection for the BioWatch program; or the
people, places, or organizations associated with field operations for the purpose of
facilitating or performing field tasks.
Field Operator
Person who collects the filters from the PSUs in the field and performs Field
Operations tasks.
Effective: 15 May 2022
FOR OFFICIAL USE ONLY
23
Filter Holder
Intake base that holds the Filter Holder Assembly and connects the Omni-
Directional Inlet (rainhat).
FOUO
For Official Use Only
Fp
Fraction of the population covered.
GBB
Green Bar Bag; a tamper-proof evidence bag with a green bar on one side for
securing an unexposed Filter Holder Assembly.
HHS SSC
United States Department of Health and Human Services Supply Service Center
HI-Q
HI-Q Environmental Products Company, Inc.
hp
Horsepower
HSIN
Homeland Security Information Network
inHg
Inches of mercury
Initial Training
Training provided to all new BioWatch field operators.
JC
Jurisdictional Coordinator
LANL
Los Alamos National Laboratory
LAT
Latitude
LFO
Local BioWatch Field Office
LONG
Longitude
lpm
Liters per minute
μm
Micron, unit of length equal to one thousandth of a millimeter.
mm
Millimeter
NIST
National Institute of Standards and Technology
NSSE
National Special Security Event
OEM
Original Equipment Manufacturer
OSHA
Occupational Safety and Health Administration
PCR
Polymerase Chain Reaction
Phase I Sampling
Phase I sampling after a BAR declaration uses predetermined sampling locations
near the BioWatch collector to gather information that may enhance the situational
assessments and support informed decision making by BioWatch jurisdictional
public health leadership.
PM
Program Manager
POC
Point of Contact
PSU
Portable Sampling Unit for air sample collection
PTFE
Polytetrafluoroethylene
Effective: 15 May 2022
FOR OFFICIAL USE ONLY
24
QA
Quality Assurance
QAPP
Quality Assurance Program Plan
RBB
Red Bar Bag; a tamper-proof evidence bag with a red bar on one side for securing
the exposed Filter Holder Assembly.
Remedial
Training
Training provided outside of initial training and annual training to improve proficiency and/or
knowledge.
Scheduled
Maintenance
Scheduled maintenance is routine in nature, planned/scheduled in advance, performed at
prescribed points in the item’s life and designed to prevent costly repairs.
Site Number
A unique number that identifies a PSU site location using the numerical convention of the
jurisdiction’s 3-digit campaign number, hyphen, and a 3-digit number unique within the
jurisdiction (e.g., 120-345)
SME
Subject Matter Expert
SOP
Standard Operating Procedure
STT
Sample Tracking Tool
Training
Activities designed to impart knowledge, skills, and abilities needed for employees to repeat
on a regular basis to support the BioWatch Field Operations Mission. BioWatch training
includes initial, annual, update/emerging issues, and remedial training.
UL
Underwriters Laboratories
Unscheduled
Maintenance
Unscheduled maintenance is non-routine in nature, unplanned, and/or performed to rectify
an equipment fault, malfunction, or failure that has occurred unexpectedly.
Update/Emerging Issue
Training
Training provided for SOP updates/revisions before the release of an updated SOP (i.e.,
Memos, STT new releases).
U.S.
United States
VAC
Voltage in alternating current