1. Purpose. The purpose of this chapter is to describe the Bureau Laboratories Fee-for-Service component; to explain its objectives, scope, and the responsibilities of those individuals using or managing the component; and to establish policies and procedures for the component’s use and operations.
2. Component Objective. The objective of the Bureau Laboratories component is to provide a mechanism without fiscal year constraints for reimbursing all approved laboratories for fee-based services performed for all USGS Disciplines and for other Federal, State, and local agencies.
3. Scope. The Bureau Laboratories component is a Fee-for-Service component of the WCF. This component has recently been expanded to include a variety of laboratory activities within the USGS. Currently approved laboratory activities are identified below. All services are provided on a reimbursement basis, with the price of each analysis calculated to cover all direct and indirect costs associated with those analyses (in compliance with Chapter 4, sec. 3.C, (1)–(3)).
A. Eastern Region Water Research Laboratories.
(1) Reston Stable Isotope Laboratory (RSIL) - The Water Discipline gathers data for determining the stable hydrogen, carbon, nitrogen, oxygen, and sulfur isotopic composition of environmental and biological materials. These determinations are used by hydrologists, chemists, biologists, and other professional to investigate biological, hydrological, and environmental problems. These efforts are often complex and lengthy in nature. The samples provided by the RSIL are logged into a database and billed according to an approved fee schedule. The actual service provided by the laboratory is performed over a period of time, which is determined by workload and complexity of required work. Due to the fluctuations of workload, laboratory services are sometimes performed in overlapping fiscal years. Additional information can be found on the RSIL Web site at http://isotopes.usgs.gov.
(2) Reston Chlorofluorocarbon (CFC) Laboratory - The Water Discipline gathers data on the concentrations of CFCs, SF6, dissolved gases, and tritium and helium-3 in various water sources throughout the United States. These data are used by hydrologists, chemists, biologists, and other professionals to trace sources of water in aquifers, to determine the age of parcels of water from aquifers, and to investigate biological, hydrological, and environmental problems. These efforts are often complex and lengthy in nature. The analyses provided by the CFC Laboratory are logged into a database and billed according to an approved fee schedule. The actual service provided by the laboratory is performed over a period of time, which is determined by workload and complexity of required work. Due to the fluctuations of workload, laboratory services are sometimes performed in overlapping fiscal years. Additional information can be found on the CFC Laboratory Web site at http://water.usgs.gov/usgs/lab.
B. Vancouver Project Office/Cascades Volcano Observatory Sediment Laboratory (VPO/CVOSL) - This component was established as a result of the volcanic activities of Mount St. Helen in the early 1980s. The eruption, and the associated debris flows, significantly altered the drainage basin and the natural drainage processes of the pre-eruption era. The subsequent specialized research produced an overwhelming workload requiring a laboratory unlike any other in the USGS. The VPO/CVO Sediment Laboratory has changed and grown over the intervening years. The laboratory’s function and the focus of its activities have shifted to serve a much wider sphere. Although the laboratory still analyzes the suspended sediment, bedload, and bed material collected as part of routine surveillance and special project sampling in the Cascades, it also routinely processes sediment samples from several Water District offices of the USGS. The VPO/CVOSL also provides analyses for the volcano observatories in Alaska and Hawaii and for international projects.
A. Associate Director/Regional Directors (AD/RD) are responsible for the following:
(1). Providing the Laboratory Chiefs and staff with guidance on component policies and procedures and periodically reviewing the Bureau Laboratories component for compliance with these policies and procedures.
(2). Providing internal reports and financial plans to the Bureau Budget Officer on the operation and financial condition of the component.
(3). Providing component oversight, including fee schedules and other necessary documents.
B. The Laboratory Chiefs (Approving Officials) are responsible for the following:
(1). Complying with the policies and procedures of the component and notifying the ADs/RDs of any discrepancies or problems.
(2). Developing the annual operating budget for the Bureau Laboratories component.
(3). Certifying that component funds are available prior to the approval of an investment expenditure request.
(4). Preparing necessary financial reports.
(5). Maintaining all necessary documentation for the Bureau Laboratories component.
(6). Reviewing and developing annual fee schedules.
A. Pricing. Pricing. The Bureau Laboratories operate on a full-cost-recovery basis. The fees are reviewed annually.
(1). Reston Stable Isotope Laboratory (RSIL). Clients request services by submitting samples with the “Form for Requesting Services” located on the Web site at http://isotopes.usgs.gov/SampleSubmittal.xls. Once the request is received by the laboratory, it is logged into a database. An SV is processed at least quarterly to charge the appropriate project number. The “Reston Stable Isotope Laboratory Advanced Request for Analytical Services” form is to be used by sample submitters for requesting bona fide isotopic analyses of samples that have been planned for collection but have not yet been collected. A sample of the fee schedule and all related forms can be found on the RSIL Web site at http://isotopes.usgs.gov.
(2). Reston Chlorofluorocarbon (CFC) Laboratory. Clients request services by submitting an online “Request for Sampling Equipment and Analysis” form. Once the request is received by the laboratory, it is logged into a database, and an electronic response in sent by return e-mail to the client. When samples are submitted to the laboratory for analysis, they must be accompanied by a completed spreadsheet. The spreadsheet can be downloaded from http://water.usgs.gov/lab and completed by the customer, listing all particular details regarding each sample submitted. An SV is processed at least quarterly to charge the appropriate project number. The “Reston Chlorofluorocarbon Laboratory Advanced Request for Analytical Services” form is to be used by sample submitters for requesting bona fide analyses of samples that have been planned for collection but have not yet been collected. A sample of the fee schedules and all related forms can be found on the CFC Laboratory Web site at http://water.usgs.gov/lab.
(3). VPO/CVOSL. Project proposals must be submitted by USGS offices for a cost estimate of desired work prior to establishment of an agreement or commencement of any work related to the proposal. Cost estimates will cover all direct and indirect costs associated with the work to be performed. A sample of the fee schedule can be found on the Web site at http://vulcan.wr.usgs.gov/Projects/SedLab.
B. Cost Accumulation.
(1). The Bureau Laboratories will capture and evaluate cost data for operational decision making and fee setting.
(2). Systems and services must be identified in discrete classifications such that costs related to providing the service can be accounted for, accumulated, and reported.
(3). Costs must also be categorized as direct or indirect (in compliance with Chapter 4, sec. 3.C (1)–(3)).
(A). The methodology for calculating overhead rates must take into consideration the following factors:
(i). Support labor costs - Systems management (that is, information technology), facilities and management services, personnel functions, financial management, procurement, and contracts.
(ii). Other support costs - Equipment, supplies, printing and reproduction, miscellaneous contractor services, travel, and so on.
(iii). Depreciation and amortization.
(4) Overhead rates must be reviewed annually to determine whether any significant changes in activity have taken place that would require gathering new source data (1) upon which to apply the overhead methodology and (2) for the calculation of an updated overhead rate.
C. Billing and Collections.
(1). It is the policy of the Bureau Laboratories to bill clients on a monthly basis.
(2). It is the responsibility of each Bureau Laboratory to establish and follow procedures documenting services rendered and fees collected.
(3). Client fees will be collected by using an FFS internal voucher (IV).
D. Budget. The operational budget is dependent upon services required. The
Laboratory Chiefs are responsible for projecting budget requirements and monitoring
expenditures against the approved budget.