Attachment A - Specifications.pdf

General Specifications & Conditions for Procurement of Multiple Fuel Types Page 1 of 7

General Specifications & Conditions for Procurement Brookhaven National Laboratory- Fuel Oil Burner Grade #4, CSF*

Contents Introduction

PART 1 Product(s) Quantity

PART 2 Product(s) Specifications

PART 3 Quality Assurance

PART 4 Scheduling and Deliveries

PART 5 Oil Spill Control and Reporting

PART 6 Pricing

Attachment A

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PART 1 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 Fuel Oil Burner Grade #4, CSF* 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.

PART 2 Product(s) Quantity

2.01. Fuel Types

Table 2.1: Fuel types and national stock numbers

Fuel Type Product

Code National Stock Number

Fuel Oil Burner Grade #4, CSF* FS4* 9140-00-247-4360

*These fuels are for BNL’s Central Steam Facility multi-fuel boilers and fuel quantities may vary greatly depending on season, environmental requirements, market price, and local legislation.

A. 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.

2.02. Quantity Measurement Procedures of Tank Truck/Trailer Deliveries of Product

A. Seller shall determine the quantity of product delivered using truck meters and shall provide metered delivery tickets to BSA.

B. 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.

PART 3 Product(s) Specifications

3.01. Product Conformant

A. 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.

B. Fuel Oil Burner Grade #4 (FS4)

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1. The Product to be supplied shall be in accordance with all supplements and amendments for ASTM D 396 – (Latest Version), and defined as National Stock Number 9140-00-247-4360.

2. The Product shall consist of fossil-derived hydrocarbon stock, it may not contain used oil or other recycled petroleum components.

3. Sulfur content is limited to maximum of 0.15% by weight (i.e., 15 ppm) as defined by USEPA and NYS DEC.

4. Nitrogen content is limited to maximum of 0.3% by weight as required by the solicitation NYS DEC (ASTM D-3228)

PART 4 Quality Assurance

4.01. Quality Assurance Classification

A. 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.

4.02. Quality Analysis Reporting

A. Special requirement No. 4.15 Chemical and Physical Report

1. Provide a laboratory analysis in accordance with ASTM procedures of a representative sample of the product to be supplied.

B. Special requirement No. 4.16 Certificate of Conformance

1. 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.

C. Analysis Report Delivery

1. 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

4.03. Quality Analysis of Delivered Product

A. 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.

4.04. Nonconforming Product

A. 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.

1. During or after loading by Seller at the Loading Facility, or mailto:bschirald@bnl.gov

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2. 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.

PART 5 Scheduling and Deliveries

5.01. Deliver Requirements

A. 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.

5.02. Seller Vehicle Requirements

A. 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 the table below.

Table 5.1: Fuel Types Delivery Overview

Fuel Type Delivery Points

Delivery Frequency

Delivery Mode

FUEL OIL Burner Grade #4, CSF* B639 Varies Tank Trailer

*Depending upon the fuel source at BNL’s Central Steam Facility and state regulations, the fuel delivery to this location may vary significantly, from daily to once a year.

5.03. Safety Requirements

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

5.04. Product Delivery Point Specifications

A. Fuel Oil Burner Grade #4 (FS4) – CSF – Tank Trailer

1. The Product will be delivered to Brookhaven National Laboratory, Building 639, which is the Fuel Receiving/Transfer Facility for the site’s Central Steam Facility.

2. The Central Steam Facility (CSF) is equipped with three (3) active above ground tanks; Tank #3, Tank #4, and Tank #10 are designated for Grade #4 fuel oil.

Delivery by Tank Trailer fitted with three-inch (3”) Camlock fitting required and 5-foot hose length.

3. The CSF is manned 24 hours per day, 365 days a year. Deliveries are accepted at any time. Any Saturday, Sunday, or BSA Holiday deliveries must be coordinated during normal working hours (Mon-Fri, 0800-1600) with one of the representatives listed above and must be acceptable to both parties. Response to delivery requests is required within 24 hours. For large orders a delivery schedule shall be provided by the Seller.

a. Note: When large quantities of fuel are requested for delivery, it is important that the schedule for deliveries outlined by the BSA representative at the time of the request be adhered to. For example, if the quantities to be delivered are required in equal quantities over several days, then they should be delivered that way, not the full order delivered on a single day. The schedule is set to meet operational requirements of the Steam Plant at that given time.

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4. The delivered fuel temperature for all deliveries of No. 4 Fuel Oil shall not be less than 500F at point of delivery to the storage tanks at BNL Central Steam Plant, Bldg.610.

5. Deliveries will be weighed on the BSA certified scales. An API certified hydrometer/thermometer, and Petroleum Tables, issued by E.W. Saybolt Co., Inc. will be used to determine the quantity to be acknowledged as received.

6. The tank trailer driver is to report first to the weight scale and obtain weight in total load, then report to the BSA’s Senior Stationary Engineer located on site at the CSF Plant, Bldg. 610. Upon completion of delivery at Bldg. 610, the driver is to return to the weight scale, record tank weight, and then return to Bldg.610 with completed weight ticket.

7. All deliveries must have a terminal ticket to determine point of origin. For those deliveries that cannot be weighed, the Seller metered terminal delivery ticket temperature corrected to 600F will be used to determine quantity received. If the temperature corrected amount is not representative of the quantity delivered, BSA will calculate the amount delivered using storage tank calibration readings taken prior to and at completion of delivery.

8. Seller’s driver shall show BSA’s Senior Stationary Engineer a terminal delivery ticket indicating date, code number, amount, API, point of loading and product grade. Delivery tickets are to be signed by BSA’s Senior Stationary Engineer and the Seller’s driver, with a signed copy retained by the BSA Senior Stationary Engineer. Invoices for payment will be honored only for deliveries supported with signed ticket.

9. Driver shall remain at the unloading site, outside the vehicle observing the transfer operations and be able to secure the transfer in the event that an oil spill occurs.

10. BSA will provide delivery equipment that enables the receiving activity and BSA to determine quantity at destination in the delivery conveyance by calibrated meters.

a. Important Delivery Note: Unloading is done in covered spill containment areas.

All pumping is done by BSA equipment. Therefore, truck mounted pumps are not required and shall not be used. There are four (4) unloading stations available to the contractor. Contractor shall schedule deliveries so that there are no more than four (4) trucks unloading on site at any one time. BSA shall not be responsible for delays caused by a back-up of trucks in excess of four

(4) on-site at any one time.

5.05. Delivery Vehicle Specifications

1. 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.

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

5.06. Delivery Driver Specifications

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A. 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.

B. 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.

PART 6 Oil Spill Control and Reporting

6.01. On-site Spills

A. 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.

6.02. Spill Containment

A. 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:

B. 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.

C. 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 by BSA. Vendor must provide the above documentation to BSA or face debarment.

6.03. Spill Non-conformance

A. 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.

PART 7 Pricing

7.01. OPIS Posting Locations

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

1. Prices posted on ““Oil Price Daily (formerly the Journal of Commerce)” are Rack prices.

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

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

B. No. 4 Fuel Oil pricing shall be based on New York Market Pricing found on page 1 of the OPIS “Daily Petroleum Prices” if a value is not available pricing shall be based on the Petro Tank Car Reseller Price for No. 4 located on page 5 of the OPIS “Oil Price Daily” report.

C. 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

Fuel Type Product

Code Market

Location OPIS “Oil Price Daily” Posting

Location

Fuel Oil Burner Grade #4, CSF

FS4* New York No. 4 Oil (0.15% Sulfur Barge) High Pour. City Pg.3 or when not available Petro Tank Car Reseller Price for No. 4 located on page 5 of the OPIS “Oil Price Daily” report

7.02. Administrative Policies and Invoicing

A. 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:

1. Vendor must provide an invoice

2. Bill of Lading [BOL]

3. NYS Transfer Certificate