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Ground Water Rule (GWR) Sample Collection and Transport

This article provides guidelines for proper collection and transportation of groundwater samples for water analysis. It includes information on sampling locations, collection procedures, precautions, and necessary equipment.

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Ground Water Rule (GWR) Sample Collection and Transport

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  1. Ground Water Rule (GWR)Sample Collection and Transport

  2. GWR Requirements • Must Provide one source sample after detection of TC+ • Must be collected from water source in use at the time of collection • Must be collected within 24 hours • Samples must be analyzed for one of three (3) fecal indicators: E. coli, enterococci or coliphage • If fecal indicator is found five additional source water samples must be analyzed • Assessment of source water monitoring may be requied for systems at risk for fecal contamination

  3. Sampling Location • For triggered and source water monitoring and assessment source water monitoring, samples must be collected at the groundwater source • A smooth sample tap pointing downward must be provided at each source

  4. Collection Procedures

  5. Sample Collection Procedures • Provide for Easy Access and Safe Location • Collect Representative Sample, i.e., location, sample type, collection time and frequency • Use sterile, plastic or glass containers with leak-proof lid • Must analyze at lease 100 ml sample volume (suggest collect > 100 ml to ensure volume) • Sample containers should provide at minimum, 1” of headspace to facilitate mixing by shaking prior to analysis

  6. Sample Collection Precautions to Prevent Accidental Contamination • Accidental Contamination – Remove Obstruction (aerators, hoses, etc. that harbor bacteria • Sample Containers – Use Appropriate Type of Container • Sample tap with no treads or leaking at spigot

  7. E. Coli and Enterococci Sample Volume > 120 ml for spillage Container to provide 1” headspace Coliphage If SM 1601 used either Sample Volume > 100 ml or 1 liter to be used. If SM 1602 used only requires > 100 ml Collect 2.5X more of the sample calls for Provide 1” headspace Fecal Indicator Sampling

  8. GWR Sampling Precautions • Sample collectors should wash hands and/or wear sterile gloves • Foreign material from hands or contact with contaminated surfaces must be prevented • Do not wash Bacteria into the sample from spigot when sampling • Keep Cigarette smoke (includes second hand smoke) or dust away from sample • Do not used damaged or contaminated sample container • Do not take sample in contaminated clothes

  9. Proper Sampling Procedures DEP-SOP-001/01 FS 2300 Drinking Water Sampling

  10. DEP SOP’s for Drinking Water Sampling See also the following Standard Operating Procedures: FA 1000 and 2000 Administrative Procedures FC 1000 Cleaning/Decontamination Procedures FD 1000-9000 Documentation Procedures FM 1000 Field Planning and Mobilization FQ 1000 Field Quality Control Requirements FS 1000 General Sampling Procedures FS 2000 General Aqueous Sampling FT 1000 – FT 2000 Field Testing and Calibration Procedures

  11. Preparing for Field Sampling • Cooler for shipping and storage of your sample while in transit between collection point and lab • Ice in baggies for shipping cooler • PVC or unsupported Neoprene gloves to keep sample from possible contamination • 125mL sample bottle with sodium thiosulfate for chlorinated water systems • Lab slips, labels, and markers for sample container identification • Paper towel for drying off the outside of sample

  12. Sample Information Needed for GWR Use on-site sample log book or sample collection form and record the following information: • Name of System and PWS # • Sample Site Location • Sample Type (whether Triggered or Assessment) • Sampler’s Name • Sample Number • Date of Sample Collection • Time of Sample Collection • Analysis Requested

  13. Use AppropriateSterile SamplingContainers and Gloves • 125mL sterilized glass and plastic bottles

  14. Step 1: Sample Site Selection • Select an approved sampling location • Non-threaded test spigots provide per DEP requirements at the wellhead should be used

  15. Step 2: Remove Sources of Contamination • Water taps must be free of aerators, strainers, hoses, mixing or dosing tubes or any other device that can harbor bacteria and cause a false positive sample result. • The spigot must be free of dirt, mold or other foreign materials

  16. Step 3: Flush Deposits or Debris from Spigot • Turn on the cold water and run the water to flush the tap. • This typically takes 1-3 minutes. • Then reduce the flow so that the stream is no greater than 1/8 inch in diameter, or the width of a pencil.

  17. Step 4: Prepare Sample Container • Remove the bottle cap • Be careful not to contaminate the sample by touching the inside of the cap or the inside of the sample container with your fingers. • Everything must be aseptic (sterile)

  18. Step 5: Collection of Sample • Position the bottle under the water flow. • Hold the bottle in one hand and the cap in the other. • Do not lay the cap down or put it in your pocket! • Water dripping from your hands may also cause contamination. • Fill the bottle providing 1 inch head space with at least sample above the 100ml fill line.

  19. Step 6: Preparing Sample for Storage • The sample container should be tightly capped. • Blot the sample container with a paper towel to dry it off. • Ice for shipping should be bagged separately or frozen in containers to prevent contamination. • Make sure sample is nestled and that any melted ice water does not raise above the sample containers.

  20. Step 7: Label and SecureSample for Shipping. • Check that the information on the label is correct and check the laboratory form and attach it to the bottle inside plastic bag and with a rubber band. • Complete additional laboratory forms that came with the sample bottle, including chain-of-custody As soon as the sample is capped it must be placed in foam box The cooler must be double bagged with ice and sealed with duct tape

  21. Typical Sample Label

  22. Step 8: Packaging and Transport of Samples to Laboratory • Contact the Laboratory ASAP after the samples are taken • The samples must reach the laboratory and the analysis must begin within 30 hours of collection. All samples must be cooled to 4 degrees Celsius (39 degrees Fahrenheit). • If the laboratory is nearby, refrigerate with them with ice packs, and deliver the samples directly. • If not, send the samples overnight by US mail or by an overnight courier. • Be sure to tape any additional forms or sample documentation either inside or on the outside of the lid.

  23. The Chain of Custody • The movement and location of physical presence of the sample from the time it is obtained until the time it is analyzed. • A record of individuals who have had physical possession of the sample. • Duration of sample custody • Security and environmental conditions while handling or storing the sample • Manner in which sample is transferred to subsequent custodians each time such a transfer occurs • Signatures of persons involved at each step

  24. Common Errors in Sampling • Improper Sample • Poor Preservation • Lack of Mixing during Compositing and Testing

  25. Care in Sampling and Laboratory Procedure

  26. Special DEP Sample Collection Procedures

  27. Required Quality Control and Quality Assurance Programs • All parties producing data for use by DEP are required to use applicable DEP SOPs per the DEP Quality Assurance Rule, 62-160.210, .240, .300 & .320, F.A.C. • QA – Written Operating Principles for Collection, Testing and Analysis • QC - Management Responsibilities that Ensure the Quality of Sampling Laboratory Procedures, Results and the Inspection Processes Used to Prevent Undetected Errors.

  28. DEP Quality Management RequirementsEach organization shall establish and maintain a system that: • Identifies, implement and promote quality assurance policies and procedures that will produce data of a known and verifiable quality • Creates and/or identify and follow standard operating procedures for all activities, both technical and administrative; • Monitors adherence to the established policies, procedures and written standard operating procedures; • Establishes and use procedures for continual improvement through both corrective and preventive action policies; and • Monitors quality of the organization’s operations.

  29. Technician LevelThe field technician or sample collector must : • Perform field measurement tests according to FDEP SOPs including calibrations; • Verify that all calculations (e.g., purge volume) are correct; • Collect samples following the FDEP SOPs using appropriate equipment; • Ensure that sample containers are properly and accurately labeled; • Ensure that appropriate preservatives are added; • Legibly and fully document all activities in field logs or field data sheets ; • Ensure that all field information is accurately recorded; • Identify and/or document potential quality control problems; • Maintain equipment and test instruments in working condition, and document all preventative maintenance and repairs; • Implement any corrective action procedures that are a result of any type of audit.

  30. Required Sample Documentation (DEP Bacteriological Sampling Forms)

  31. DEP/ACHD Bacteriological Sample Information

  32. Bacteriological Sample Information to be Supplied by the Sample Collector

  33. DEP/ACHD Bacteriological Sample Laboratory Information

  34. Bacteriological Sample Information to be Supplied by the Laboratory

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