Subcontracting and Sample Management Practices

XENCO Policy on Subcontracting

XENCO Laboratories will directly and effectively perform at our facilities all analyses, which are requested by our clients and are compatible with our present capabilities. No back-up laboratory will be used without the express approval of the client.

Should the need arise, an independent laboratory will be subcontracted for the specific task of completing analytical work not currently performed at our facilities or in the case of temporary limitations in our capacity. Our client will be notified about the conditions for the subcontracted analyses and our standard operating procedure for the transfer of sample custody.

XENCO Laboratories requires subcontract laboratories to be accredited by the NELAC. We audit and carefully evaluate the results of EPA proficiency evaluation tests available from any subcontracting laboratory. Analytical reports submitted to XENCO by subcontracting Laboratories must include a QA/QC data package, as specified by our SOP, for technical data validation.

XENCO SAMPLE CUSTODY

XENCO Sample Integrity

XENCO Laboratories complies with the policies and procedures of the National Enforcement Investigation Center of the EPA and the AFCEE program for evidence and documentation of sample custody and integrity.

Strict quality control is maintained, from sample receipt through final disposal according to the guidelines of our QA/QC Manual.

Samples are properly archived for at least seventy days from sample receipt, unless otherwise requested by the client.

XENCO Chain of Custody

The Chain of Custody (COC) covers all steps from collection to proper sample disposal. XENCO's customized COC forms accurately record all significant details of the integrity and characteristics of all samples. In addition, a computer-generated listing of the sample analytical parameters is used to control sample transfer and facilitate sample tracking within the laboratory. Our new LIMS maintains electronic custody of samples at all times and amounts of sample available at any stage of analysis throughout the life of the sample.

XT-LIMS has built in capabilities to store pictures of coolers, samples and sample extracts that could be of interest in litigation projects. Special project handling is available for projects under Litigation. Contact Brent Barron, your Local Laboratory Manger or your Project Manager for further details.

XENCO Sample Disposal

Our LIMS is capable of tracking all samples for Cradle to Grave at all stages of flow throughout the Laboratory until properly disposed and accounted for. We routinely dispose samples and extracts at no cost to the client, unless some extenuating circumstances call for additional charges. Samples are hold for a minimum of 60 days form sample receipt unless otherwise agreed in writing

XENCO COURIER SERVICES

Our ultimate goal is to provide simple and convenient services. We will adapt our systems to suit your needs. Our normal operating procedures are as follows:

Ground Shipments – Sampling Kits Delivery

Free sample pick-up and delivery, during Working Hours, of sample containers within 30 miles of our Laboratories

Working hours 8:00 a.m. to 6:00 p.m., M-F and Sat. 9:00 am to 12:00 pm

Call your Local Laboratory to schedule a sample drop off after business hours.

Test kits requested shipped via regular UPS, unless otherwise requested. Additional charges may apply. All sampling kits can be prepared within hours and shipped or delivered the same day.

We will serve your needs around the clock and around the year. Sample pick-up and delivery is free within 30 miles to the Laboratory unless otherwise pre-arranged.

There will be $50 charge for pick-ups after hours or weekends.

All supplies typically returned to the Lab are free including regular bottles, COCs, Labels, packing materials. Some specialty containers will be billed to you at cost. Excessive Request of Containers not used could result on additional charges.

There will be a charge for specialty containers, i.e. Teddlar Bags, 5035 Sampling containers, Air Analysis Containers, etc.

Last Minutes request of Rush Sampling kits will be shipped using your Shipping Account

Air Shipments

Our ultimate goal is to be simple and convenient. Thus, we can adapt our systems to suit your needs.

Typically, express airmail or rush air shipments will be the responsibility of the client

However, XENCO Laboratories can manage air shipments through our accounts and will pass the invoice amount to the client.

Or, Cost of inbound shipments can be incorporated in the unit cost per sample.

Preferred carriers: within Texas Lone Star anywhere or FedEx. The bus system (Greyhound) is proving to be a viable, reliable and more economical alternative to air shipments for short distances, especially if direct routes are available.