Attachment B - Special Provisions.pdf

Special Provisions:

Electrical - Post Receipt Field Evaluation (July 22, 2019):

For electrical equipment, assemblies or items that are not NRTL listed or field evaluated by an OSHA Recognized NRTL (https://www.osha.gov/dts/otpca/nrtl/), the Seller shall provide documentation to assist the Company with safety inspections and evaluations of the equipment, assembly or item.

Documentation shall be submitted with the equipment and shall include the following: 1. Schematics and/or elementary diagrams. 2. Wiring diagrams, if applicable. 3. Detailed results of factory tests.

Certificates of compliance or conformity alone are not acceptable. 4. Operating instructions. The Company will use the submitted information to conduct a post-receipt safety evaluation of the equipment, assembly or item against appropriate code(s) and standard(s). The Company may reject the equipment, assembly or item if the Company concludes that it does not satisfy requirements of the applicable code(s) or standard(s).

Electrical - Accessible/Exposed Electrical Hazards (July 22, 2019):

Seller must submit completed AHA form https://contracts.ornl.gov/activity-hazard-analysis-aha/ The Seller shall perform service and maintenance activities employing work practices required for electrical safety by the Occupational Safety and Health Administration (OSHA) in 29 CFR 1910 Subpart S, 29 CFR 1926 Subpart K, and NFPA 70E, Standard for Electrical Safety in the Workplace 2015 Edition.

Maintenance, testing, startup, and repair activities involving the potential for contact with exposed energized electrical circuits or parts shall be performed with the equipment de-energized unless this is infeasible because of diagnostic or operational limitations. To control potential electrical hazards, system components shall be disconnected from their electric energy source(s), with the disconnecting means (power cord and plug, safety switch, etc.) under the control of the service Seller. All stored electrical energy which might endanger personnel through contact (high amperage batteries, capacitors and high capacitance elements, high energy electromagnets, etc.) shall be discharged or safely isolated from the circuit. Prior to working on or near any energized parts, Seller shall, via the Technical Project OƯicer (TPO), obtain approval from the Company’s applicable Level II Manager prior to performing the proposed activities. The TPO has responsibility for providing the Subcontractor with approval prior to working on or near any energized part. The TPO responsibility includes ensuring a pre- job dialogue on job hazards and controls between the service subcontractor and TPO and/or Company electrical SME.

Physical Hazard – Lockout/Tagout (July 22, 2019):

Seller must submit completed AHA form https://contracts.ornl.gov/activity-hazard-analysis-aha/

Control of hazardous energy sources that require lockout/tagout will be managed (i.e., identified, assessed, and controlled) by the Company. The Seller is required to follow OSHA (as applicable through 10 CFR 851.23) and NFPA 70E requirements for hazardous energy control which require the Seller to establish a written hazardous energy control process and train employees. These requirements also apply to a single source of hazardous energy. Seller shall comply with the requirements of 29 CFR

1910.147 for servicing and maintenance when the unexpected energization or release of stored energy could cause injury. Work requiring the control of sources of hazardous energy shall follow the applicable OSHA and NFPA requirements, e.g. 29 CFR 1910.147, 1910.269, 1910.333 and NFPA 70E. Planned work involving forms/sources of hazardous energy, e.g. electrical, pneumatic, hydraulic, mechanical, etc.

shall be addressed by a procedure that specifies how those forms of hazardous energy will be properly controlled by lockout/tagout (LO/TO). Prior to beginning work, the following requirement(s) shall be observed by Seller (as applicable to the task): 1) Lockout/Tagout required by an outage of a portion of the [external] electrical distribution system shall be coordinated by ORNL Utilities. 2) Lockout of any permanently wired component, equipment, or system served by a facility's internal distribution system must be coordinated with the Technical Project OƯicer or their designated representative. The need to de-energize a disconnect switch or circuit breaker is a typical example of this. Note: This requirement does not apply to equipment that is supplied exclusively by flexible cord and plug that is under the exclusive control of the employee performing work. 3) Method for verifying zero energy isolation of electrical circuits must be performed in accordance with applicable NFPA 70E requirements (see Electrical section).

Commercial Items Meeting Catalog Description

With this order, written documentation shall be provided verifying that the products ordered by the Company based on the stated catalog specifications have been supplied. An example of acceptable documentation is a completed listing of the products shipped with the associated catalog numbers.

Seller Testing/Customer Witnessing

The system shall be tested and/or inspected at the Seller’s site to ensure that all technical requirements of this specification have been met. The Company reserves the right to have a representative present during any manufacturing, assembly, test, inspection, or other activities associated with this system. The Seller shall notify the Company at least 30 days before conduct of system inspection and proof testing.

Test and/or inspection activities shall be documented and provided to the Company’s representative prior to shipment of the system.

Seller-Supplied Calibrations

All system instrumentation or devices requiring calibration shall be listed. Calibrations to be performed prior to shipment shall be completed and documented. Records of the calibrations including methods and standards utilized and personnel performing the calibrations shall be documented and provided with the shipment.

Calibration Certification

The Seller shall submit with each instrument/system a certification that the instrument/system has been calibrated and is ready for use. The certification shall contain, as a minimum, the identification of (1) the instrument/system, (2) the calibration procedure used, and (3) the standards and/or equipment utilized for the calibration (traceability to the SI, ILAC MRA accreditation process, dates of test, and identity of items tested will satisfy this last requirement). Detailed support data shall remain on file by the Seller as required by the contract. Certification shall be signed by an authorized Seller representative.

Operating Instrument Calibration Report

This report details the calibration of operating instruments performed immediately prior to, or upon the initial installation into, the associate system. The report shall contain the signature and title of the authorized representative of the organization performing the calibration and shall be sent to the Company for review.

Final Acceptance

Final acceptance of the system shall be based on testing of the product to the technical requirements of the specification after completion of installation at the Company’s site.

Operating/Maintenance Manual

Documents shall be submitted that contain the operational procedures, instructions, maintenance, spare parts list, and handling precautions.

Packing and Shipping

The Seller is responsible for all packing and shipping provisions to ensure that the system arrives at the Company’s site in an undamaged, working condition. The Seller shall inform the Company of shipping plans two weeks before actual shipment.

Post-Installation Service & Maintenance

Service and maintenance shall be available from factory-trained service engineers, and to help ensure maximum safety for such activities, an established service network shall be in place. The service and maintenance contracts shall include routine maintenance visits (at least two visits per year) for cleaning and minor adjustments and emergency visits for inoperative equipment. Under such an emergency, the Seller's service personnel and any required replacement parts shall arrive at the installation site within two working days of notification by the Company that the equipment is inoperative. Replacement of critical system components shall be covered under emergency service.

Pressure or Leak Test Reports

Test reports shall be prepared for pressure and leak tests performed. Reports shall list/identify requirements and observed results. Reports shall be identifiable to the acceptance criteria of items submitted and shall meet the requirements of the Agreement and applicable drawings and specifications. Such reports shall contain the signature and title of the organization performing the tests and shall be subject to review by the Company.

Seller Installation and Start Up

The Seller shall provide qualified personnel to perform and oversee or oversee all system installation and start-up activities necessary to ensure the system is fully functional upon completion. In addition, the Seller shall provide personnel to provide comprehensive training necessary to operate the system to its full capabilities as stated in the technical portion of the specification.

Software Quality Assurance

The following shall be provided by the supplier (within the performance period of the contract):

1. Supplier shall provide formal on-site, oƯ-site, or on-line training for users, if requested.

2. Supplier shall provide a process to notify users of defects, new releases, or issues that impact the operation of the software. Supplier shall also provide a process to allow users to report defects and request assistance in operating the software. Supplier shall provide feedback on problem resolution for reported defects.

3. Supplier shall label new releases and upgrades of the software to allow unique identification of changes by revision.

4. Supplier shall provide assurance of the software quality by allowing an external assessment of their SQA program or providing evidence of the software quality via (a) self-declaration that the software meets the intended quality, (b) third-party certification, or (c) acceptance based on key characteristics (e.g., large user base).

Technical Direction

(a) Performance under this Agreement is subject to the technical direction of the Company’s Technical Project OƯicer (TPO), Bead Johnson. Technical direction may be (1) direction to the Seller which shifts emphasis between work areas, requires pursuit of certain lines of inquiry, fills in details, or otherwise serves to facilitate the contractual Statement of Work; (2) information which assists in the interpretation of drawings, specifications, or technical portions of the work description; or (3) review and approval of technical reports, drawings, specifications, and technical information delivered by the Seller. (b) Technical direction must be within the scope of work stated in the Agreement. The TPO may not issue any direction that: (1) constitutes an assignment of work outside the Statement of Work; (2) constitutes a change as described in the Agreement clause entitled “Changes”; (3) causes an increase or decrease in the total estimated Agreement cost, the fee (if any), or the time required for performance; or (4) changes any expressed provisions of the Agreement. (c) All technical direction shall be issued in writing by the TPO. (d) The Seller shall proceed promptly with the performance of technical direction issued by the TPO.

However, if the Seller believes direction by the TPO falls within one of the categories in (b)(1) through (4) above, the Seller shall not proceed but shall notify the Subcontract Administrator in writing within 10 working days after receipt of the direction and shall request the Subcontract Administrator to modify the Agreement accordingly. Within 30 days after receipt of the Seller’s notification, the Subcontract Administrator shall send a written response either: (1)advising the Seller that the technical direction is within the scope of the Agreement and does not constitute a change; (2) canceling the direction; or (3) advising the Seller that the Company will modify the Agreement.

TPO Name:

TPO Telephone #:

TPO Email Address:

ORNL Delivery Hours Deliveries are accepted Monday through Friday, from 7:00 a.m. to 3:00 p.m. (Local Time). Any shipment oƯloads that require the use of a crane after 1:00 p.m. must be coordinated specifically with the Company's Receiving Department or may be rejected.

Delivery Drivers Must be U.S. Citizens:

All deliverables coming onsite to a DOE laboratory, including Oak Ridge National Laboratory (ORNL), must be delivered by a United States citizen. If a foreign national attempts to deliver anything to the ORNL site, the driver will be instructed to turn around and will not be allowed on site.