QA 7.1 Review of Requests, Tenders, and Contracts
7.1.1
The Crime Laboratory (CL) shall maintain procedures for the review of requests, tenders, and
contracts. The policies and procedures for these reviews shall ensure that:
a. The requirements, including the methods, are adequately defined, documented, and
understood.
b. The CL has the capability and resources to meet the requirements.
c. The review will also cover any work that is subcontracted by the CL.
1. The Manager or designee will review all contracts with subcontractors prior to
award to ensure that the subcontractor can meet the subcontracting requirements
as specified in Section 6.6 of the Quality Assurance Manual (QAM) and has the
capability to perform the contracted testing or service(s). All subcontracts are
subject to review by the PBSO Department of Legal Affairs.
2. The CL shall advise the customer of the specific laboratory activities to be
performed by the subcontractor and gain approval by the customer.
d. The appropriate test method is selected and capable of meeting the customers’
requirements.
Upon submission of evidence to the CL, the customer agrees to the use of the CL-approved
methods. A memorandum signed by the Crime Laboratory Director (CLD) indicating this
statement is posted at the evidence intake areas.
7.1.2 Inappropriate Request
If the customer requests a method of analysis that is considered to be inappropriate or out of date,
the Unit Manager or designee shall inform the customer that the method will not be used and
why.
7.1.3 Statement of Conformity Request
When the customer requests a statement of conformity to a specification or standard for the test,
the specification or standard and the decision rule shall be clearly defined. Unless inherent in the
requested specification or standard the decision rule selected shall be communicated to and
agreed upon with the customer. The decision rule describes how measurement uncertainty is
accounted for when stating conformity with a specified requirement.
7.1.4 Resolution of Differences
Any differences between the request or tender and the contract shall be resolved before any work
commences. Each contract shall be acceptable, both to the CL and the customer. Deviations
requested by the customer shall not impact the integrity of the CL or the validity of the results.
ISSUED BY: Forensic QA Manager
VERSION: 2
PUBLISHED DATE: 07/28/2020
Page 1 of 2
Uncontrolled Copy When Printed
QA 7.1 Review of Requests, Tenders, and Contracts
7.1.5 Deviation from Contract
The customer will be informed of any deviation from the contract.
7.1.6 Amendment to Contract
If a contract needs to be amended after work has commenced the same review process shall be
repeated and any amendments shall be communicated to all affected personnel.
7.1.7 Customer Service
The CL is committed to providing quality service to the Palm Beach County Sheriff's Office
(PBSO) and its customers.
Mechanisms of customer service include:
a. Developing and maintaining good working relationships with customers
b. Clarifying examination requests when necessary
c. Providing technical advice, guidance, assistance and suggestions for additional types of
processing when appropriate
d. Being available to answer questions and provide assistance in matters such as evidence
handling/packaging, submission of evidence, status of analysis, explanation and/or
clarification of reports and interpretation of results
e. Seeking feedback from customers to improve future services
f. Presenting seminars and training sessions
g. Ensuring confidentiality
7.1.8 Records of Review
Records of reviews, including any significant changes, shall be documented and maintained in
the case records. Records of pertinent discussions with a customer relating to the customer’s
requirements or the results of the work during the period of execution of the contract shall also
be maintained in the case record.
7.1.9 Database Searches
The extent of database (e.g., DNA profiles, friction ridge, ballistics, biometrics) searches shall be
communicated to customers and updated as needed. Refer to QA 7.8.1.2.2 Reporting Results,
QA 7.4.1.1 (l) Individual Characteristics Database (ICD), and applicable Unit Methods Manual
for additional database requirements.
ISSUED BY: Forensic QA Manager
VERSION: 2
PUBLISHED DATE: 07/28/2020
Page 2 of 2
Uncontrolled Copy When Printed