Group Stormwater Compliance Program Sampling Instructions

Transcription

1 Group Stormwater Compliance Program Sampling Instructions Read these instructions completely to ensure a thorough understanding of the sampling process before attempting to collect samples of your facility's stormwater runoff. Enclosed are the following guidance and documents: 1. Updated sampling instructions (do not use previous years instructions); 2. Updated Chain-of-Custody (COC) and Sample Log form for the newly designated testing laboratory, Basic Labs (BASIC); and 3. ph Exceedance Report form (ph Report). If you do not receive a complete set of sampling documents (as described above), then immediately notify ECMS by phone ( ) so replacements may be sent. Detailed, step-by-step instructions are provided on how to: 1. Inspect the sample kits and pre-label the sample containers (pages 2-4); 2. When (page 5), Where (page 6) and How (pages 9-10) to sample stormwater from each of the site s discharge points/sample locations; 3. Measure the ph levels of the site s stormwater discharges (pages 7-8); 4. Properly document the sampling activities and complete COC/Sample Log forms for each sample set collected (page 11); 5. Complete the ph Exceedance Report for each sample location/discharge point where stormwater discharged offsite exceeds the allowed ph range (pages 7-8); and 6. Prepare samples to ship to Basic Laboratory s Redding CA facilities (pages 12-13). These sampling instructions must be carefully followed to ensure that the facility remains in compliance with the State of California's 2015 General Industrial Stormwater Permit (a.k.a., General Permit). Failure to do so will void the facility's test results and nullify compliance with the General Permit. If you do not fully understand these instructions, then do not sample the stormwater runoff. Instead, contact ECMS ( ) for assistance. IMPORTANT NOTICE It is the responsibility of the discharger to ensure that collected stormwater samples are shipped back to the designated testing laboratory, BASIC Labs, located in Redding CA within four (4) calendar days from the date the stormwater samples are collected Environmental Compliance Management Services Since 1992 Page 1

2 SECTION 1: Sample Kit Inspection and Bottle Preparation One (1) sample kit will be provided for each of the facility s stormwater discharge point(s)/sample location(s) as identified in Table D-1 of your site s most recent Operational Questionnaire and/or Site Map: A. Inspect Each Kit When received, inspect each kit to ensure that nothing is broken, damaged, or missing. Refer to the facility s most recent Site Map and/or Operational Questionnaire to verify that one (1) complete sample kit has been received for each discharge point identified. Ensure that each kit contains all the following: 1. Styrofoam ice chest and cardboard shipping box, or other type of insulated shipping container 1 Do not damage, destroy, or dispose of the ice chest or box. Both will be re-used to store and ship the collected stormwater samples to the lab for analysis. 2. One (+) cold pack Immediately remove the cold pack(s) from the sample kit and place into a freezer. 3. Sample Containers with Label Refer to Table 1: Sample Container Description for WMG SCP Test Sites (page 14) for a list of sample container description and identification. Inspect each sample container and do the following: a. Verify that each kit contains the type (i.e., description) and number of bottles described in Table 1. Note that the pollutant analysis is listed on each sample container; 1 Sites that were members of the group program will receive the first set of sample containers for the reporting period in a standard cardboard box that IS NOT TO BE USED to ship collected stormwater samples back to the Lab. Use the shipping containers provided during the reporting period to ship collected stormwater samples back to BASIC Labs. Your second (and subsequent) sets of stormwater sample containers will be shipped to you in a Styrofoam/cardboard ice chest that then will be used to ship collected stormwater samples back to BASIC labs. Environmental Compliance Management Services Since 1992 Page 2

3 b. Label each sample container with the corresponding sample container identification code from Table 1, followed by the facility s Sample Site ID and the DP-ID (refer to Table D-1 of the most recent Operational Questionnaire). For example, for Sample Site D01 and discharge point DP-1, the 500-ml plastic (i.e., poly) container marked COD on the label will be marked with the letter C as follows: C-D01-DP1 ; and 4. Packing materials Do not dispose of the packing material used by BASIC to protect the containers from damage during shipping. Reuse the packing material provided, and/or any additional packing material needed to protect the filled sample bottles during shipment back to BASIC. If anything is broken or missing, or if you do not receive a separate sample kit for each of your site s identified DP locations (refer to Table D-1 of your most recent Operational Questionnaire and/or site map), then contact ECMS immediately! Environmental Compliance Management Services Since 1992 Page 3

4 B. Calibrated ph Paper For the first round of sampling kits sent to your facility for the monitoring year (July 2016 June 2017), at least one of the sample kits will have a single container of calibrated ph strips. DO NOT LOSE OR MISPLACE neither the calibrated ph strips nor the container with the ph color chart 1. Locate and remove the ph paper/container from the sample kit; and 2. Store the ph paper/container in a dry location, out of direct sunlight and at room temperature until ready for use. If you did not receive the ph paper/container in at least one of the sample kits provided by the Lab, then call ECMS immediately so that we can arrange for shipment of replacements. Environmental Compliance Management Services Since 1992 Page 4

5 SECTION 2: When to Sample Effective July 1, 2015 stormwater samples must be collected as follows: 1. Qualifying Storm Event A Qualifying Storm Event, or QSE, is a rain event that results in stormwater runoff from at least one (1) discharge point after a minimum of 48 hours (i.e., two calendar days) of no stormwater runoff from any discharge point identified in Table D-1 of the facility s Operational Questionnaire and/or updated Site Map. 2. Stormwater Discharge Points / Sample Locations For each stormwater discharge point/sample location (as identified in Table D-1 or the updated Site Map), the facility is required to collect and analyze stormwater samples from at least two (2) separate QSEs that occur during the reporting year (July 1 to June 30), as follows: July 1st through December 31st: collect samples during one QSE within the first half of each reporting year; and January 1 through June 30 th : collect samples during one QSE within the second half of each reporting year. 3. Collection within Four Hours Stormwater samples from each discharge point/ location must be collected within four (4) hours of the start of any of the following conditions: Discharge, when the initial stormwater discharge occurs during normal business hours; or Start of facility operations when the initial stormwater discharge occurs within the previous 12-hour period during non-business hours. Specifically, for QSEs that result in an initial offsite discharge of stormwater either: During the previous night but after normal business hours; and/or During the same day but before business hours; and 4. Collection from different/separate QSEs You are not required to collect stormwater samples from each discharge point/location during the same QSE. Stormwater samples from each discharge point/sample location identified in Table D-1 and/or Site Map can be collected from separate QSEs. Environmental Compliance Management Services Since 1992 Page 5

6 SECTION 3: Where to Sample I. Where to Find the Discharge Points Table D-1 of your site s most recent Operational Questionnaire and/or Site Map identifies where the facility's stormwater discharge points (DPs) are located. Collect stormwater at each location where industrial stormwater discharges from the facility. II. Discharges from the Facility Sample only stormwater that runs off the site. Sample stormwater at the discharge point where the stormwater leaves the site. Do not sample stormwater, which pools, ponds, or collects in puddles on-site. III. Single Grab Sample Collect a single grab sample at each location where industrial stormwater discharges from the facility. IV. Treatment System / Filtration BMPs Collect stormwater samples after (not before) the stormwater has drained/past through the facility s stormwater treatment system and/or filtration BMPs (i.e., wattles; drain inlet [DI] filter inserts; filter bag/sock; oil/water separator; sand trap/filter, etc.). V. Never Alter Samples Do not, in any way, alter or change the collected stormwater sample prior to it being shipped back to the Lab. Stormwater discharge samples collected and analyzed must represent the volume and quality of stormwater that is discharged offsite. Do not filter, dilute or chemically treat/alter stormwater samples after being collected. Environmental Compliance Management Services Since 1992 Page 6

7 SECTION 4: How to Measure Stormwater Discharge ph Before collecting any stormwater discharge samples, the following must be done: Complete a Wet Condition Observation Report for the QSE and discharge point(s) being sampled; and Measure the ph of the stormwater being discharged offsite. Note: To measure the ph of the site s stormwater you will need a supply of small (i.e., 2-4 oz.), clean and unused disposable paper or plastic cups (i.e., Dixie Cups) to collect a sample of stormwater: 1. Measure ph Using Calibrated ph Strips At each discharge location do the following; a. Rinse a clean, unused ph sample cup out two to three times with stormwater from the discharge point being sampled. b. After rinsing, fill the ph sample cup with fresh stormwater from the discharge location. Take special care to collect only stormwater and not soils and sediments. c. Immerse a dry, un-used ph test strip into the ph sample cup until completely wetted, and then remove the test strip from the liquid. Gently shake off any excess water. Read immediately. d. Compare the wetted ph strip to the ph Color Chart on the ph bottle to read/measure/obtain the sample s ph. e. On the COC/Sample Log, record the ph reading that corresponds/best matches the color patch on the Chart. f. Repeat Steps 1a-e for a total of three (3) ph readings per sample location/discharge point. g. The allowed ph range when using calibrated ph strips is: 5 (orange patch) to 10 (blue patch). Within Approved Range: If at least two of the three ph readings at a sample location/discharge point are within the allowed ph range of 5-10, then proceed to Section 5: How to Sample Stormwater. Environmental Compliance Management Services Since 1992 Page 7

8 Outside of Approved Range: If more than one (1) of the three ph readings at a sample location/discharge point are outside the allowed ph range of 5-10, then do the following immediately: i. Identify, and eliminate, the source of the ph exceedance: Follow the instructions provided in the ph Exceedance Report to identify the source of the ph exceedance, and document corrective actions taken to immediately eliminate the ph exceedance; ii. Once the source of the ph exceedance has been identified, eliminated and documented using the ph Exceedance Report, repeat step 1(a)-1(g) and record the final (corrected) ph readings on the COC/Sample Log and the ph Exceedance Report (Final ph Readings Column); and iii. Submit a completed and signed copy of the ph Exceedance Report, including the BMP Inspection Report, with the final COC/Sample Log to ECMS. 2. Measuring ph Using a ph Meter A ph meter may be used to measure the ph of the facility s stormwater discharges as follows: a. Calibrate the ph meter in accordance with the meter s operating instructions. Record/document the calibration results, including the date and time of calibration; the person performing the calibration; and the results of the calibration. b. At each discharge location do the following: i. Rinse a clean, unused ph sample cup out two to three times with stormwater from the discharge point being sampled. ii. After rinsing, fill the ph sample cup up with fresh stormwater from the discharge location. Take special care to collect only stormwater and not soils and sediments. iii. Following the ph meter operating instructions, measure/read the ph, and record the ph reading on the COC/Sample Log. iv. Repeat Step 2.b (i-iii) for three ph readings per sample location/discharge point. c. The allowed ph range when using a calibrated ph meter is 5.5 to 9.5. Within Approved Range: If at least two of the three ph readings at a sample location/discharge point are within the allowed ph range of , then proceed to Section 5: How to Sample Stormwater. Outside Approved Range: If more than one (1) the three ph readings at a sample location/discharge point are outside the allowed ph range of , then complete Step 1.g (i-iii). Environmental Compliance Management Services Since 1992 Page 8

9 SECTION 5: How to Sample Stormwater Caution: Sample Bottles Contain Acid! 1. Use the containers provided Only use the sampling containers provided with your kit to collect and ship the stormwater samples. Use of any other type of container will contaminate your samples. To prevent sample contamination do not put anything into the sample bottle/container before or after you collect the actual stormwater samples. 2. Filling Sample Bottles It is extremely important to fill the sample bottle up as much as possible without overfilling when collecting the stormwater samples. Special care must be taken to prevent overfilling the sample bottles/containers because they may contain an acid to prevent the samples from changing (i.e., degrading) before they are analyzed. 3. Fill six (6) containers (Containers A through E ) You must be able to collect about one (1) gallon of stormwater at each sample location to fill all of six (6) samples containers. a. Collect a grab sample of stormwater discharge at each sample location as follows: i) Use either Sample Container A, the 1-Liter plastic bottle, or Container C, the 500-ml plastic bottle, to collect stormwater at each discharge location. DO NOT USE Sample Containers B or D since these sample bottles contain acid; ii) Prior to collecting the sample, rinse Container A (or Container C) out two to three times with stormwater from the discharge point; iii) Take special care to collect only stormwater and not soils and sediments, which may have settled to the bottom of shallow discharge points; iv) Pour the fresh stormwater sample from the collection container into Sample Container B ; carefully filling Container B up as much as possible without overfilling the sample bottle; Environmental Compliance Management Services Since 1992 Page 9

10 v) Tightly screw the cap onto Sample Container B taking care not to strip the cap's threads or break the container. b. Repeat step 3(a) for all six (6) sample containers (Containers A-D) per discharge location 4. Pack and Ship with Caution IMPORTANT NOTICE It is the responsibility of the discharger to ensure that collected stormwater samples are shipped back to the designated testing laboratory, BASIC Labs, located in Redding CA within four (4) calendar days from the date the stormwater samples are collected a. After stormwater samples have been collected and the filled Sample Containers labeled in accordance with Section 6: Data Collection and Documentation, carefully pack them into the ice chest, using the packing material provided and any other packing material available as needed. Take special care to pack the filled sample containers to prevent breakage during shipment; and b. Ship the collected stormwater samples back to BASIC Labs in accordance with the instructions provided in Section 7: Packing & Shipping; and c. Keep all collected stormwater samples cold-but do not freeze- until the stormwater sample containers are ready to ship. Environmental Compliance Management Services Since 1992 Page 10

11 SECTION 6: Data Collection and Documentation At the same time the stormwater samples are being collected also complete the following data documentation: 1. On each sample container label, write the date and time the sample was collected in the space provided on the label. 2. One Chain of Custody/Sample Log Form must be completed and returned with each set of sample bottles (i.e., one COC per signal sample location). 3. On the Chain of Custody/Sample Log Form do the following: a. Complete the Facility Information table b. Complete the Sample Log information table. Remember to record ph readings taken during sample collection c. Record the date and time for each of the following events: i. Date and time the rain started ii. Date and time the discharge started iii. Date and time the samples were collected d. Complete the Sample Description table. Observe the condition of the collected sample (i.e., color, cloudy, etc.) prior to transferring the collected sample to a labeled Sample Container, and record those observations in the space provided. e. Complete the Chain of Custody (COC) information table. Inspect the sample again once it has been poured from the collection container into the labeled Sample Container, and record your visual observations in the space provided in the second column from right. 4. Record the name of your Shipping Courier and Tracking Manifest Number onto the Chain of Custody form in the space provided. 5. Record the date and time you call to schedule pickup of your stormwater samples onto the Chain of Custody form in the space provided. Important Notice: A copy of the completed Chain of Custody/Sample Log Form must be received by the Lab with the filled sample containers for the Lab to legally accept the stormwater samples for analysis. Sample Kits returned to the Lab without a completed Chain of Custody Form cannot be accepted or processed by lab personnel. Environmental Compliance Management Services Since 1992 Page 11

12 SECTION 7: Packing and Shipping IMPORTANT NOTICE It is the responsibility of the discharger to ensure that collected stormwater samples are shipped back to the designated testing laboratory, BASIC Labs, located in Redding CA within four (4) calendar days from the date the stormwater samples are collected 1. Schedule the pickup/shipment of the sample kit no later than four (4) hours after collection! Samples must be received by the Lab within 96 hours (i.e. 4 days) of the sample collection time 2. Carefully pack the filled bottles/containers into the ice chest using the packing material provided and any other packing material you may have available. Take special care to pack the filled bottles to prevent breakage during shipment Remember to replace the frozen cold packs back into the ice chest. The samples must be kept cold during shipment. 3. In the first RELINQUISHED BY block located in the lower left-hand section of the COC/Sample Log form sign, date, and provide the time that the samples were released for shipment to the Lab. 4. Make a copy of the completed COC/Sample Log: Place the original copy of the completed Chain-of-Custody/Sample Log form inside a ziplock baggie or dry envelope; and Place the closed baggie or envelop inside the ice chest. 5. Ensure that the following items have been securely packed in the ice chest prior to shipment: a. The six (6) filled and labeled sample bottles/containers; b. Frozen cold pack(s); c. Sufficient packing materials to ensure that the filled sample containers are not damaged during shipment; and d. The plastic baggie or envelop with the original copy of Chain of Custody/Sample Log form. ~Samples kits shipped without the Chain of Custody cannot be accepted by the Lab~ Environmental Compliance Management Services Since 1992 Page 12

13 6. Place the lid on the ice chest/shipping container and tape the lid securely in place to ensure that the lid/shipping container does not open during shipping and handling; 7. Complete your shipping courier s shipping manifest to ship the closed sample shipping container to (refer to the COC for BASIC labs address and contact information: BASIC LABS 218 RAILROAD AVE REDDING, CA Release the sample kit to the shipping courier for delivery. 9. Critical Final Step: Fax, , or mail a copy of the following documents to ECMS at the time the kit is shipped to the Lab: a. Completed COC/Sample Log In the lower right corner of the COC/Sample Log form record the date/time the copy of the COC was submitted to ECMS b. Wet Condition Observation Report for the QSE and discharge point(s) being sampled c. ph meter calibration log, for those sites that used a ph meter to measure stormwater ph; and d. If applicable, the completed ph Exceedance Reports, including the BMP Inspection Report. Note: Expect for SSP+ GSCP member sites, all Wet Observation Reports and BMP Inspection Reports must be submitted to ECMS online via the Members Only Online Reporting Portal 10. Keep a copy of the following sample collection documents for your records: a. Copy of the completed COC/Sample Log; b. ph meter calibration log, for sites that use a ph meter for measuring stormwater ph; and c. Any completed ph Exceedance Reports, including the BMP Inspection Report. 11. Within ten working days (i.e., two weeks) of receipt of your site s stormwater sample containers/kits, BASIC Labs will ship a replacement sample kit to the facility. If you do not receive the replacement stormwater sample kit within the two-week period, then immediately notify ECMS so that a replacement sample kit can be shipped. Environmental Compliance Management Services Since 1992 Page 13

14 TABLE 1 SAMPLE CONTAINER DESCRIPTION FOR WMG SCP TEST SITES CONTAINER ID. CODE CONTAINER TYPE NUMBER OF CONTAINERS PRESERVED TO BE USED TO SAMPLE A 1-Liter plastic w/white label 2 None Total Suspended Solids (TSS) Total Dissolved Solids (TDS) Specific Conductance (EC) Biological Oxygen Demand (BOD) ph B 250 ml amber glass w/while label & yellow tab 1 Sulfuric Acid (H2SO4) Total Organic Carbon (TOC) C 500 ml plastic w/ white label 1 None Chemical Oxygen Demand (COD) D 1-Liter amber glass w/ white label & blue tab 2 Hydrochloric Acid (HCl) Total Oil & Grease (O&G)

15 Container ID Acid Ice Pack BOD ph, TSS, TDS, EC TOC COD TOG Project: WMG SCP Stormwater Analysis ENVIRONMENTAL COMPLIANCE MANAGEMENT SERVICES P.O Box , Orangevale, CA STORMWATER COMPLIANCE PROGRAM CHAIN OF CUSTODY & SAMPLE LOG Phone: /Fax: Lab Contact: Jennifer McCurdy, Basic Laboratory, Inc QA/QC: Standard Matrix: Stormwater Turnaround Time: Standard 2218 Railroad Ave, Redding CA Phone: /Fax: FACILITY INFORMATION Facility Name WDID Number Sample Site I.D Number Sampler Name Sampler Title Sampler Signature SAMPLE LOG INFORMATION Date and Time Rain Started Date and Time Runoff Started Date and Time Samples Collected Discharge Point/Sample Location Description (refer to Site Map & Table D-1, Ops Questionnaire) SAMPLE DESCRIPTION & ph READINGS Describe Stormwater Visual/Observed Condition Field ph Readings DP ID # DP/Sample Location Description 1 st 2 nd 3 rd 2-1 Liter Poly w/white label Container Type & Quantity ml Amber glass w/yellow tab ml Poly w/white label CHAIN OF CUSTODY INFORMATION Preserved Analysis Requested Method 2-1 Liter Amber glass w/blue tab Description of Sample and Sampler s Comments and Observations Lab Use Only A X X X X B X X X X C X X X D X X X X SHIPPING COURIER NAME AND MANIFEST NUMBER: Relinquished By Date/Time Received By Date/Time Courier Called for Pickup Date/Time Copy Submitted to ECMS