1 DIVISION OF ENVIRONMENT QUALITY MANAGEMENT PLAN PART III: DRY CLEANING PROGRAM QUALITY ASSURANCE MANAGEMENT PLAN Revision 3 January 8, 2013 Kansas Department of Health and Environment Division of Environment Bureau of Environmental Remediation Curtis State Office Building 1000 SW Jackson, Suite 410 Topeka, Kansas
2 Concurrences and Approvals Concurrences, KDHE Division of Environment, Bureau of Environmental Remediation Name: Title: Scott Yankey Superfund and Drycleaning Unit Leader, Drycleaner Program Signature Date Name: Title: Bob Jurgens Section Chief, Assessment and Restoration Section Signature Date Name: Title: Kent Schierkolk QA Representative, Bureau of Environmental Remediation Signature Date Name: Title: Gary Blackburn Director, Bureau of Environmental Remediation Signature Date
3 TABLE OF CONTENTS INTRODUCTION Purpose of Plan Plan Revisions...1 DESCRIPTION OF PLAN Historical Overview Mission and Goals Organization and Responsibilities...2 QUALITY ASSURANCE / CONTROL POLICY STATEMENT...4 QUALITY ASSURANCE / CONTROL CRITERIA AND PROCEDURES Field Station Site Selection Field Equipment Installation Sampling Types Safety Considerations Requesting Analytical Services Procedures for Assessing Data Precision, Accuracy, Representativeness and Comparibility Ongoing Quality Assurance Review and Special Audits Equipment Calibration and Maintenance Quality Control Blanks and Spikes Corrective Action Procedures Data Management Quality Assurance/Control Reporting Procedures...9 QAMP Revision History (Original version was effective 4/1/2001) Date Revision Change 1/3/ Minor changes to Sections 2, 3 and 4 1/18/ Minor changes to Sections 2, 3 and 4; changed document format 1/8/ Minor changes, reorganized duties of program staff, references updated
4 Page 1 of 9 INTRODUCTION 1.1 Purpose of Plan This document presents the quality assurance management plan for the Dry Cleaning Program. The plan describes the mission, developmental history, organizational structure, environmental monitoring protocols, data handling procedures, and quality assurance (QA) and quality control (QC) requirements of these programs. Standard operating procedures (SOPs) and equipment used in the programs are presented in the Appendix A of the plan. 1.2 Plan Revisions To be effective and useable, this document must be maintained in an up-to-date condition. As required by the Division of Environment Quality Management Plan (Part I, section 7), the contents of the plan are reviewed on at least an annual basis. Minor changes in the report's organizational structure or terminology may be approved by the Section Chief. However, major revisions which substantially change the contents of the document, especially in terms of QA policies or procedures, require the added approval of the Bureau QA Representative, Bureau Director and Division Director.
5 Page 2 of 9 Section 2 DESCRIPTION OF PLAN 2.1 Historical Overview The Dry Cleaning Program began in July of 1995 as a result of the passage of the Drycleaner Environmental Response Act (K.S.A , ). In January of 1997 the dry cleaning regulations became effective ( through ). The laws established a new dry cleaner program that contained more stringent requirements for the operation of dry cleaning facilities and established the Drycleaning Facility Release Trust Fund. The Dry Cleaning Program is designed to inspect operating dry cleaning facilities to verify and correct any operational deficiencies. The inspections are performed to verify the facility is complying with the secondary containment requirements; registration; solvent and waste water handling, storage, and disposal requirements; record keeping; and solvent delivery system requirements. The program is also designed to accept dry cleaning facilities into the trust fund. The trust fund was established to provide money for the investigation and remediation of dry cleaning facilities. The Bureau of Environmental Remediation (BER) is the primary bureau for all the activities related to the Drycleaner Environmental Response Act. 2.2 Mission and Goals The mission of the Dry Cleaning Program is to prevent additional environmental contamination from dry cleaning facilities and to remediate soils and groundwater that have been impacted by dry cleaning facilities. The primary goal of the Program is to monitor the dry cleaning facilities to insure that all contaminants present at the facilities are not allowed into the environment. Therefore, no additional contaminated dry cleaning sites will occur in the future. Another goal is to limit exposure to humans and the environment due to off-site migration of the contamination and to appropriately remediate the site to limit this exposure. This goal is to be accomplished by (1) on-site inspections and discussions of operating requirements by KDHE staff with facility owners and their consultants, (2) approval of site investigation and remedial plans by KDHE, and, (3) installation and operating remedial technologies to reduce the contaminants to an acceptable risk-based limit. 2.3 Organization and Responsibilities ORGANIZATIONAL CHART (See exhibit 1 in the BER QA Plan Part II) The Bureau Director's responsibilities are defined in the BER QA management plan presented in Part II of the Quality Assurance Management Plan (QAMP).
6 Page 3 of 9 The Section Chief is responsible for supervising the Unit Leader of the Superfund / Drycleaning Unit. The operations and implementation of uniform policies and procedures for the Dry Cleaning Program is the responsibility of the Section Chief. Additionally, the Section Chief is responsible for planning, organizing, supervising and directing the statewide activities of the Dry Cleaning Program. The Unit Leader is the Dry Cleaner Program Manager and is responsible to ensure the requirements of the program-level QA management plans and SOPs are implemented in a consistent, timely and reliable manner. Working with the Section Chief, the Unit Leader strives to improve the precision, accuracy and reliability of all environmental data collected and products (reports) generated as part of Dry Cleaner Program activities through the effective allocation of staff and resources. The Superfund / Drycleaning Unit is composed of Environmental Geologists and Scientists, with support from an Environmental Technician. The Environmental Geologists and Scientists are responsible for conducting all aspects of the dry cleaning site assessment and remedial activities under the supervision of the Unit Leader and are the Project Managers for each contaminated dry cleaning site. The Environmental Technician IV from the Response Unit performs the facility inspections, monitors compliance of the operating dry cleaning facilities, and assists with field observations and sampling activities. For work completed by staff, all site assessments and remedial work must have a Work Plan submitted to and approved by the Unit Leader which meets the objectives and minimum data quality and quantity required of such investigations. All final site assessment and remedial reports must be approved by the Unit Leader before submission to the Section and Bureau Chief.
7 Page 4 of 9 Section 3 QUALITY ASSURANCE / CONTROL POLICY STATEMENT Project managers and the Unit Leader possess standard operating procedures for administration of quality assurance/quality control for the Dry Cleaning Program. Project managers can develop site specific Quality Assurance Project Plans (QAPPs), when appropriate, in accordance with KDHE's SOPs and numerous federal regulatory guidance documents for QA/QC. Sometimes the Unit's role within the program is limited to reviewing and approving work plans and reports for investigative and remedial activities conducted by an environmental contractor. As an element of the review process, the Unit requests the responsible party, or environmental contractor, provide a well-defined QAPP, with respect to certain SOPs included in Appendix A. Project Managers review each of these site specific QAPPs to determine compliance with KDHE's SOPs. Project managers are responsible for environmental sampling, including any split, duplicate, or collocated environmental samples to ensure the representativeness and general quality of the various samples collected at a site throughout the investigation. All sampling activities conducted by Dry Cleaning project managers follow the following general program guidelines: (1) The objectives of any investigation shall be determined prior to implementation of data collection activities. This determination shall be accomplished during the planning stage of the project and development of the appropriate Work Plan so that appropriate procedures will be incorporated into the implementation of the project and the resulting data will have a reasonable probability of meeting the stated objectives. (2) Sample collection and analysis activities and data management activities shall be subjected to periodic evaluation by supervisory personnel to identify and, if necessary, correct deficiencies and enhance the overall quality of the Dry Cleaning Program. (3) All data collection activities will be accomplished and documented in accordance with a Divisional QA plan and applicable SOP=s. Federal guidance documents frequently referenced for quality assurance/ quality control by Dry Cleaning staff include, but are not limited to: * A Compendium of Superfund Field Operations Methods (EPA/540/P-87/001, December 1987); * Data Quality Objectives for Remedial Response Activities (EPA/540/G-87/003, March 1987); * Guidance for Data Useability in Risk Assessment (EPA/540/G-90/008, October 1990); * Guidance for Conducting Remedial Investigations and Feasibility Studies Under CERCLA (EPA/540/G-89/004, October 1988);
8 Page 5 of 9 * Handbook of Suggested Practices for the Design and Installation of Ground Water Monitoring Wells. (EPA/600/4-89/034, March 0991); * RCRA Ground Water Monitoring: Draft Technical Guidance; (CEPA 530-R-001 P , November 1992). * Risk Assessment Guidance for Superfund (EPA/540/1-89/002, December 1989). * Standard Operating Safety Guides (EPA Publication /PB , June 1992); * Standard Practices for Description and Identification of Soils; (American Society for Testing and Materials Standard D A, June 2009); * Standard Practice for Design and Installation of Ground Water Monitoring Wells (American Society for Testing and Materials Standard D (2010)e1, August 2010); * Standard Practice for Soil Exploration and Sampling by Auger Boring; (American Society for Testing and Materials Standard D , February 2009);
9 Page 6 of 9 Section 4 QUALITY ASSURANCE / CONTROL CRITERIA AND PROCEDURES 4.1 Field Station Site Selection The selection of sampling locations is based on several factors including type and purpose of the sample, representativeness, accessibility (permission to sample), location of existing wells, location of potential source areas of contamination and location of potential target areas. Selection criteria vary depending upon the type of medium being sampled and the purpose of the sampling which are described in site-specific QAPPs. 4.2 Field Equipment Installation Generally field staff will use non-dedicated sampling equipment that is either disposable or reusable. Sampling equipment designated for reuse must be decontaminated as specified in SOP (BER-05). Some sites as designated by the project manager may have dedicated sampling equipment in place. 4.3 Sampling Types Program staff primarily provide QA/QC management services through the collection of split, duplicate, replicate, and/or collocated environmental samples concurrent with environmental sampling performed by the responsible party or an environmental contractor. In addition, program staff may occasionally be required to collect independent environmental samples. Ground water is the most frequent environmental media sampled, followed by surface and subsurface soils, surface water, sludge, sediment, and air. In addition, program staff may be required to collect special samples including influent and effluent water samples associated with ground water or surface water remedial systems, or remedial performance samples including potentially hazardous wastes or materials which have been stabilized to facilitate handling and transport or to reduce contaminant mobility. Program staff collecting QA/QC environmental samples adhere to the sample collection procedures specified in the KDHE-approved site-specific sampling plan. KDHE's approval of the site-specific sampling plan is dependent upon the plan's compliance with field methods and sampling procedures provided in the KDHE SOP=s (BER-01, BER-02, BER-03, BER-04 and BER-33). This document is a compilation of demonstrated field techniques that have been used during investigative and remedial activities at solid waste disposal sites. The purpose of the plan is to ensure that sampling data collection activities will be comparable to and compatible with data previously collected. 4.4 Safety Considerations Field and laboratory staff that participate in environmental monitoring programs encounter potentially dangerous situations on a frequent basis. In addition to the routine possibility of automobile or equipment accidents, employees may encounter extremely slippery surfaces, toxic or hazardous
10 Page 7 of 9 substances, infectious microorganisms, fire or electrocution hazards, vicious dogs, belligerent persons, or other threatening situations. Injuries or illnesses resulting from such situations may lead to substantial human suffering and, from a QA/QC perspective, deprive programs of the services of a valuable employee for an extended period of time. Although it is not possible to predict every conceivable risk that may arise during the course of work, supervisors must ensure that those risks faced by staff on a recurring basis are addressed in the SOPs and are discussed during employee training. Field and laboratory staff are expected to abide by the safety protocols contained within the QMP and SOPs and to integrate safety considerations into all aspects of their work. Field staff should follow SOPs BER-18, BER-20, BER-21 and BER-24. BER routinely budgets for ongoing safety training expenses and annual medical physicals for field staff associated with monitoring and/or field inspections of hazardous materials (refer to BER-17). Project managers are expected to bring potentially unsafe practices or situations to the attention of their Unit Leader. In turn, the Unit Leader shall evaluate the practice or situation and either take the appropriate corrective action or, in complicated circumstances, seek the advice of the Section Chief or higher level supervisor. Major corrective actions warranting changes in an SOP shall be implemented by staff only upon approval of the Section Chief, Bureau QA Representative and Bureau Director. 4.5 Requesting Analytical Services Program staff can employ several approaches for the submission of environmental samples to a laboratory for analyses. Staff can submit environmental samples directly to the Kansas Health and Environmental Laboratory (KHEL) or contract the services of an outside laboratory. The selected laboratory must have a specific QA and QC Plan approved by the Division Director prior to utilization by the Section. Generally, the KHEL will be used for the majority of the program's analytical service. However, the purpose of the contractual arrangements is to provide additional analytical capacity QA and QC (inter-laboratory duplicates) and to provide expanded analytical services. 4.6 Procedures for Assessing Data Precision, Accuracy, Representativeness and Comparability Ongoing Quality Assurance Review and Special Audits QA/QC aspects of the Dry Cleaning Program are subject to ongoing review by the Unit Leader. Staff are expected to cooperate fully with administrative requests for information on data precision/accuracy and overall QC performance. The Unit Leader is expected to track the QC performance of Project Managers, assist managers in identifying QC deficiencies within their assigned sites, and facilitate the initiation of any necessary corrective actions. The Section Chief is expected to track the QC performance of the program, assist the Unit Leader and Project Managers in identifying QC deficiencies within their programs, and facilitate the initiation of any necessary corrective actions. The results are reported to the Bureau QA Representative and the Bureau Director.
11 Page 8 of Equipment Calibration and Maintenance All field equipment must be checked out by staff from the Bureau's Equipment and Supply Technician. The individual users of field equipment are responsible for the maintenance (in accordance with manufacturer's procedural manuals and/or SOPs) of the equipment while being used in field operations. The user should ensure the equipment is checked for proper operation and is current with calibration requirements (if needed) prior to leaving for the field. The user should record any malfunctions encountered while in the field in the logbook associated with the equipment. The user should make sure the malfunctions are communicated to the Unit Leader and the Bureau's Equipment and Supply Technician upon return of the equipment to storage so that appropriate action can be initiated to repair the item of equipment, or initiate actions (e.g., prepare a Purchase Requests or Purchase Acquisitions) to have the equipment repaired upon return from the field Quality Control Blanks and Spikes Quality control procedures must be taken by field staff to ensure the integrity of the samples collected. Without checks on the sampling and analytical procedures, the potential exists for contradictory or incorrect results. Procedures describing quality control samples are defined in BER-12 or are included in site specific QAPPs. 4.7 Corrective Action Procedures In the context of QA, Dry Cleaning Program corrective actions are procedures that may be implemented on environmental samples that do not meet predetermined QA specifications. In general, the corrective action procedures program addresses the analysis of any cause precipitating a negative audit finding and identifies the appropriate corrective action(s) necessary to address it. Program staff, or the appropriate QA/QC program designee, are responsible for reviewing data validation reports, audit reports and nonconformance reports to identify significant or repetitious conditions adverse to quality, or deficiencies regarding the implementation or adherence to required QA practices. In addition, the program staff, or QA/QC designee, is required to investigate the source(s) of the problem and is responsible for defining and/or implementing the necessary actions to remedy the problem. The quality characteristics of data generated by sampling, monitoring, or analyzing, is defined in the following terms: Precision: A measure of mutual agreement among individual measurements of the same property, usually under prescribed similar conditions. Precision is best expressed in terms of the standard deviation. Various measures of precision exist depending on the prescribed similar conditions. Completeness: A measure of the amount of valid data obtained from a measurement system, compared with the amount needed to obtain the project data quality objectives. Representativeness: The degree to which data accurately and precisely represent a characteristic of the population, the parameter variations at a sampling point, a process condition, or an environmental condition. It also includes how well the sampling point represents the parameter variations that are under study.
12 Page 9 of 9 Comparability: The confidence with which one data set can be compared with another; a qualitative characteristic that must be assured in terms of sampling, analysis, reporting, etc. The exact values of the quality characteristics will vary depending upon the analytical processes and procedures employed. Site-specific work plans will detail the recommended field activities and analytical methodologies necessary to establish the appropriate data quality characteristics. Corrective actions may include re-sampling, re-analyzing samples, or auditing laboratory procedures. 4.8 Data Management All work plans submitted in association with the Dry Cleaning Program require a data management system. The system should include field logs, sample management and tracking procedures, and document control and inventory procedures for both laboratory data and field measurements. The system should ensure that the data collected during the investigation are of adequate quality and quantity to support the findings of the investigation, risk assessment (if performed), and corrective action research. For each measurement, the data reduction scheme planned for collected data, including all equations used to calculate the concentration or value of the measured parameter, should be described. The principal criteria employed to validate the integrity of the data during collection and reporting should be referenced. All data collected should be validated by the appropriate level of laboratory quality control to ascertain whether it is appropriate for its intended use. All task management and quality controls implemented shall be documented within the appropriate report appendix. 4.9 Quality Assurance/Control Reporting Procedures All reports or deliverables submitted through the Dry Cleaning Program require a QA/QC status summary of the project and any conditions adverse to the quality. The report should contain an assessment of measurement data accuracy, precision and completeness, results of any performance audits, results of system audits, any reported non-conformance, and any QA problems, together with recommended solutions or corrective actions.
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