Attachment A - Specifications Rev. 1_7_2_24.pdf.docx

ATTACHMENT A – SPECIFICATIONS, REV. 1

General Specifications & Conditions for Procurement Brookhaven National Laboratory- Red-Dyed ULSD Heating Oil, Grade #2

Contents

Introduction Brookhaven Science Associates LLC. (BSA), operator of Brookhaven National Laboratory (BNL) as a contractor for the Department of Energy (DOE) is seeking a supplier of Red-Dyed ULSD Heating Oil, Grade #2 to meet the site’s fuel requirements detailed below.

The selected supplier will agree to deliver the fuel to the appropriate delivery points on site at Brookhaven National Laboratory, Upton, New York, 11973, in compliance with the methods described in this document.

BSA requests a quote that includes cost of product and delivery. The following includes product specifications, quality assurance requirements, and specific requests relating to the delivery of the product.

Product(s) Quantity Fuel Types Table 2.1: Fuel types and national stock numbers

The quantities of fuel required will reflect both seasonal trends and other operational aspects of the BNL site. Attached to the last page of this General Specification document is a BNL estimated fuel use and information table. A buyer from BSA will put in a request for purchase to the Seller, who once contacted will be required to respond to request within two (2) business days.

Quantity Measurement Procedures of Tank Truck/Trailer Deliveries of Product Seller shall determine the quantity of product delivered using truck meters and shall provide metered delivery tickets to BSA.

Upon request by BSA, Seller shall provide proof of proper maintenance and calibration of meters at the loading facility, in accordance with applicable Laws and Regulations and prevailing industry standards.

Product(s) Specifications Product Conformant Supplies delivered under this contract shall conform to all Federal, State, and local environmental requirements applicable to the geographic location of the receiving activity on the date of delivery. This includes delivery of fuel and documentation in a manner consistent with any existing or after-imposed Title V (Clean Air Act) Permits. The list of such requirements contained in this contract is not intended to be a complete list, and the Contractor shall be responsible for determining the existence of all such requirements. In the event that a Federal, State, or local environmental requirement is more stringent than a fuel specification contained in this contract, the Contractor shall deliver product that complies with the more stringent fuel specification. Product(s) to be supplied shall fully meet the requirements of the applicable specification(s) as cited below.

Red-Dyed, Ultra-Low Sulfur Diesel, Heating Oil Grade #2 (DSS) The Product to be supplied shall be in accordance with all supplements and amendments for ASTM D 975 – (Latest Version) and defined as National Stock Number 9140-01-541-6760.

In accordance with ASTM D 975 specification, product shall be visually free of undissolved water, sediment, and suspended matter Sulfur content is limited to maximum of 0.0015% by weight (.i.e., 15 ppm) as defined by the USEPA and NYS DEC.

Product will have a minimum cetane index of 40, or maximum aromatic content of 35 volume percent.

Quality Assurance Quality Assurance Classification This procurement has a Quality Assurance classification of A-3 for all products specified above. The requirements listed below are applicable to all delivered products. Please see the attached form BNL-QA-101, for specific requirement details.

Quality Analysis Reporting Special requirement No. 4.15 Chemical and Physical Report Provide a laboratory analysis in accordance with ASTM procedures of a representative sample of the product to be supplied.

Special requirement No. 4.16 Certificate of Conformance Along with requirement 4.15 above, Seller shall submit a Certificate of Conformance signed by an officer of the company certifying the analysis is from the Seller’s storage tank and is representative of the fuel being delivered to BSA.

Analysis Report Delivery The Seller shall promptly provide the BSA representative below with a copy of the quality analysis report and Certificate of Conformance.

Benedetto Schiraldi, P.E., Energy Management and Utilities Engineering Brookhaven National Lab, Building 749 Upton, NY 11973-5000 bschirald@bnl.gov Quality Analysis of Delivered Product BSA will analyze a sample of the product delivered using the test methods in accordance with prevailing industry standards. The Seller will be notified of any test results, which indicate the product(s) does not comply with product specifications.

Nonconforming Product BSA may, at its sole discretion and by giving Seller written Notice thereof, refuse to accept any product which is not in conformance with the Quality Specifications, including the presence of extraneous materials, whether the nonconformance is found During or after loading by Seller at the Loading Facility, or Prior to commencement of, during, or after completion of discharge by Seller at the Delivery Point. BSA shall incur no cost, penalty, or Liability because of such refusal to accept the nonconforming Product.

Scheduling and Deliveries Comment by Alessio, Dawn: Historically, deliveries of E85 occur monthly to every 6 wks. Listed here as weekly. Clear diesel is usually delivered every 2 mos. Listed here as weekly. Will there be significant changes t the delivery schedule?

Deliver Requirements At the time of purchase BSA shall provide instructions to Seller as to desired timing and specific delivery point of desired quantity of product(s). Unless otherwise agreed upon, orders will be made and shall be fulfilled on weekdays, during normal working hours, Monday, Tuesday, Wednesday, Thursday, and Friday, 0800-1600. Comment by Remien, Jason: This is an important point. Should it be highlighted in any way? We don't want any deliveries being made during off hours and certainly not without any BSA oversight in case of an emergency.

Seller Vehicle Requirements The Seller is required to have a tank truck or tank trailer as part of their trucking fleet, to ensure delivery of desired quantity of fuel type. Delivery mode requirements per fuel type are listed in table below.

Table 5.1: Fuel Types Delivery Overview

Safety Requirements The Seller is required to comply with BSA safety and security policies, comply with all laws and regulations, and utilize prevailing industry standards.

Product Delivery Point Specifications Red-Dyed, Ultra-Low Sulfur Diesel, Heating Oil Grade #2 (DSS) – Tank Truck The Product will be delivered to multiple buildings at Brookhaven National Laboratory listed below. A BSA representative will escort the driver to the multiple tanks, on site, at time of delivery.

Building 30 Building 321 Building 339 Building 422 Building 423 Building 575 Building 630 U Boiler/Emergency Boiler/Steam Shop Comment by Remien, Jason: What/Where is this boiler? Comment by Ferrone, Steve: This is the Steam Shop’s Emergency Boiler that has not been used in over 10 years!

Delivery by Tank Truck fitted with a 2 inch nozzle 20 foot hose length, and pump and calibrated (Suffolk Cty. Weights and Measures) meter required. Meter must be calibrated as per Suffolk County Weights and Measures requirements.

Delivery Meter Specifications One (1) delivery ticket shall be generated for each drop as requested by BSA Representative. Delivery ticket must be submitted for payment to be received.

The delivery quantity must be clearly printed on the delivery meter ticket that is generated by the delivery meter.

API Manual of Petroleum Measurement Standards Chapter 4: Proving Systems. All meters used in determining product volume shall be calibrated using this standard with the frequency required by local regulation. If no local regulation exists then the frequency of calibration shall be that recommended by the manufacturer or every 6 months, whichever is more frequent.

Vehicles with improperly sealed meters or meters without seals, or expired inspection records shall not be accepted. No charge shall be incurred by BSA for demurrage or delays resulting from rejection of such equipment.

Delivery Vehicle Specifications Ensure that all trucks used to transport fuel tanks meet New York State commercial vehicle inspection requirements. Commitment to inspection is required to provide assurance that the trucks meet an industrial standard for safety and performance.

BSA representatives reserve the right to conduct a standard visual leak inspection on transportation vehicles.

Delivery Driver Specifications All delivery drivers will be required to sign an annual work permit, which BSA will provide. The work permit must be signed prior to initial site delivery.

A Commercial Driver’s License (CDL) and endorsements are required based on the truck size and the material being carried and are required for both on-site and off-site operation in accordance with New York State DOT. It is the responsibility of the Seller to ensure that the delivery driver has a valid CDL at time of delivery.

Oil Spill Control and Reporting On-site Spills Any on site oil spills are to be reported to the BSA representative immediately and as required by NYSDEC. Seller shall be responsible for the actions, negligence of the truck transport operators, drivers, subcontractors, or independent operators. Any/all oil spills shall be immediately remediated to the complete satisfaction of Brookhaven National Laboratory, NYSDEC, or Suffolk County Department of Health Services.

Spill Containment All delivery trucks are required to be equipped with a spill kit; these kits are subject to inspection by a BSA representative at any time. If a release, discharge, or spill of petroleum products or chemicals occurs including spill/releases from delivery vehicles, on Lab Property, the Contractor shall:

Immediately notify Laboratory Protection at ext. 2222 (or 911) from Site telephones or 631-344-2222 from cell phones, F&O’s Energy and Utilities Division Manager at 631-344-8262, and the Steam Shop Supervisor at 631-344-8473 of the release, discharge, or spill.

Immediately initiate cleanup and disposal operations, to be performed by a properly trained, under 29 CFR 1900.120 HAZWOPER, contractor. The remediation must be completed to the satisfaction of BSA and to the NYS Dept. of Environmental Conservation so as to have the NYSDEC issue a “No further action required.” This condition includes documentation that the resultant wastes have been properly disposed of at a permitted disposal facility that has been approved of by BSA. Vendor must provide the above documentation to BSA or face debarment.

Spill Non-conformance Failure to properly remediate any spill and/or establish the root cause and apply corrective actions, including possible disciplinary proceedings, shall result in the termination of this contract. Any cost incurred by BSA to clean a spill by the vendor will be deducted from the vendor’s invoice. However, vendor will not be responsible for the cost of remediating a spill to the extent the spill is caused by or contributed to by BSA or its employees or agents.

Pricing OPIS Posting Locations The following OPIS Posting Locations have been established for purposes of this Contract. Contractor’s pricing will be based on the established OPIS Posting Locations identified below.

Prices posted on ““Oil Price Daily (formerly the Journal of Commerce)” are Rack prices. Comment by Alessio, Dawn: It would be beneficial to add somewhere in the fuel contracts that the vendor must provide an invoice, Bill of Lading [BOL] and a NYS Transfer Certificate within 1 week of delivery in order to be paid and to be in compliance with the contract. We consistently must ask, multiple times, for these documents from the vendor...yes, even the invoice itself. The transfer certificate is needed for NYSDEC filings, and the vendors are very lackadaisical when providing this required paperwork. Comment by Schiraldi, Benedetto: @Alessio, Dawn I added 7.02 Administrative Policies and Invoicing. Does that work for you?

Prices posted on “Ethanol & Biodiesel Information Service” are Spot prices.

All pricing must be shown with additional line items for applicable federal, state, and local taxes.

Where a high value and a low value are provided for the Long Island, NY area, for any fuel as part of this contract the price charge to BNL must not exceed the midpoint between those values unless the vendor can provide evidence oil was purchased by vendor that day at a higher market price.

Table 7.1: Typical OPIS Fuel Pricing Locations

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Administrative Policies and Invoicing The Vendor shall be responsible to provide the following within 1 week of delivery to be paid and to be in compliance with the contract:

Vendor must provide an invoice Bill of Lading [BOL] NYS Transfer Certificate General Specifications & Conditions for Procurement of Red-Dyed ULSD Heating Oil, Grade # 2 Page 1 of 11 Rev. 1, dated 7/2/24 image1.png