Attachment G QCP.pdf

QUALITY CONTROL PLAN

CONTEXT OF CONTRACT

The Contractor shall provide product at the point (location and time) of custody transfer that complies with all the requirements of the specification.

The Government requires evidence that the product at the point (location and time) of custody transfer complies with all the requirements of the specification in the form of a full specification analysis of a representative sample obtained at the point (location and time) of custody transfer.

PURPOSE

When that is not practical, the Contractor shall, in lieu, provide objective evidence that the product quality was maintained from the last point (location and time) at which the product was confirmed to comply with all the requirements of the specification until the point (location and time) of custody transfer.

SCOPE

Since product contamination and degradation may occur during any product manipulation, all manipulations of the product from the point (time and location) that it was confirmed to comply with all the requirements of the specification until the point (location and time) of custody transfer shall be documented and planned in order to provide assurance to the Government that product contamination and degradation will not and did not occur.

The Quality Control Plan (QCP) is the Contractor’s formulated method by which the product quality and integrity will be maintained. Known industry practices to prevent product contamination and degradation shall be considered. The QCP shall cover practices relevant to the manipulations expected or undertaken in detail sufficient to demonstrate that the Contractor controls the product such that product quality and integrity are fail-safe. The Contractor may document using process maps, flow charts, schematic diagrams, etc., and shall:

a. Identify the source(s) of supply (refinery, terminal, manufacturer, etc.) of the product (fuel component(s), additive(s)).

b. Identify the location and the products to be commingled or blended if subsequent commingling or blending is required.

c. Identify the physical location where the fuel is certified and/or recertified.

d. Identify the transfer and distribution point(s), and intermediary storage.

e. Identify the transportation type(s), mode(s) and transporter(s) to the storage and distribution point(s), and NWS locations.

f. Identify the standards used to prepare transport vessels and equipment (cleaning, change of service, inspection, sealing).

g. Explain the control of quality and traceability maintenance and identify the test procedures, records retention and distribution.

h. Explain the testing process and identify the inspection and verification points, frequency, tests to be carried out, and laboratory involved.

i. Identify the documents that are to accompany shipment from point of supply to NWS locations (to maintain traceability, batch certification).

CONTRACTOR INSPECTION RESPONSIBILITIES

(1) The Contractor is required (unless otherwise instructed by the Government) to provide and maintain a quality management system and a written description (Quality Control Plan (QCP)) acceptable to the Government.

The Contractor is encouraged to be ISO 9001 and ISO 9002 compliant; however, being compliant is not mandatory.

If the Contractor chooses to comply with Q91 or Q92 quality system format, all the specific Quality Assurance Provisions of this contract must be included in the Q91, Q92 written quality plan.

The QCP shall be presented to the Quality Assurance Representative (QAR) in English for their review and acceptance.

An acceptable QCP is required prior to the commencement of production or services.

The QCP shall be reviewed and updated when deemed necessary, at a minimum annually as of May 1st. It will be updated any time changes are made to the inspection system or as necessitated by quality problems. An updated QCP shall be submitted to the QAR for acceptance prior to any fuel movement each year. If no changes are made, the contractor shall notify the QAR prior to fuel movement via E- Mail.

The Contractor must sign and date the original QCP, as well as each subsequent revision.

(2) The Contractor shall require subcontractors (unless otherwise instructed by the Government) to provide and maintain inspection systems and

QCPs that are acceptable to the Government, and to adhere to all the requirements in this clause applicable to those inspection systems and QCPs.

(3) The Quality Control Plan (QCP) shall include:

- an identification of key operational positions and personnel,

- a schematic diagram of the process pertinent to the product movement indicating all inspection points, and

- a description covering the following:

Requirement (pertaining to Operations relating to the supplies or services to be furnished under the contract)

Level of Details required in QCP

Contractual Requirements beyond QCP

1 RECEIVING.

Procedures used to assure quality of additives blended into product supplied under this contract;

2 BLENDING AND

COMPOUNDING.

Procedures to identify and ensure quality of component base stocks used to produce finished product;

Procedures to be used for adding, prior to batching, all required additives at all locations;

When line injecting additives, provide procedures for proportionately injecting additives throughout the entire loading process to ensure the additive is homogeneously blended into the product, as well as procedures for maintaining records evidencing the homogeneous blending of all line injected additives.

A laboratory sample of jet fuel with all additives required by this contract shall be tested, prior to shipment, to verify compliance with the specifications.

Test results shall be reported on a certificate of analysis to demonstrate that the blended fuel complies with the detailed requirements of the product specification. Certificate of analysis shall be provided to government representatives immediately upon request

Mandatory additives shall be listed and reported.

3 SAMPLING AND TESTING.

Procedures for sampling additives, blend tanks, shipping tanks, lines, and conveyances/containers;

Include location of sample taken, frequency, quantity, minimum test required on sample, and sample retention procedures.

Include types of tests and individual test methods/procedures to be performed on samples taken from each location.

Sampling and testing shall be in accordance with:

Table I, Minimum Sampling and Testing Requirements Table II, Sample Retention Table III, Definitions of Test Series

Sampling shall be in accordance with:

- API Manual of Petroleum Measurement Standards (MPMS), Chapter 8, Section 1, (ASTM D 4057) Manual Sampling of Petroleum and Petroleum Products, and/or

- Section 2, (ASTM D 4177) Automatic Sampling of Liquid Petroleum and Petroleum Products.

For other than f.o.b. origin shipments, automatic in-line sampling is preferred at the custody transfer point, but representative samples taken in accordance with MPMS Chapter 8, Section 1 are acceptable.

Contractor shall employ a testing laboratory that complies with the following:

A. a third party laboratory accredited by the Standard Council of Canada (SCC) or other nationally or internationally recognized laboratory accrediting body to conduct the tests identified in the product specification(s) or

B. a third party laboratory which is registered to ISO 9001 or 9002, has implemented a calibration system to ISO 10012-1, and participates regularly in a recognized proficiency testing program for the contracted product(s).

4 CALIBRATION.

Program for testing and measuring equipment;

Comply with ISO 10012, Measurement Management Systems –

Requirements for Measurement Processes and Measuring Equipment, or equivalent local regulation, as appropriate.

Program for meters used to determine quantity;

Comply with the API MPMS, Chapters 4, 5, and 6, or equivalent foreign standard.

For items not covered by API, ASTM, or IP publications, the applicable manufacturer’s recommended calibration method(s), outlined in the applicable industry publication, shall be used if acceptable to the Government.

5 STORAGE AND HANDLING.

Procedures for quality/quantity determination and maintenance of physical equipment necessary to ensure product integrity;

Include a description of:

- storage and handling equipment, such as tanks, lines, valves, and manifolds;

- dedicated/common product systems, including line segregation and controls to assure capability for proper gauging, sampling, draining of water, filtration, circulation, and drying; and

- any other process/system used in maintaining product integrity during storage and handling.

6 LOADING AND SHIPPING -

GENERAL.

Procedures for product movement and related quality/quantity checks from tank(s), where product was last confirmed to comply with all the requirements of the specification, to custody transfer point, in order to maintain product integrity;

Provide description of transfer system from tank (s), where product was last confirmed to comply with all the requirements of the specification, to custody transfer point.

Include specific procedures, for systems with single valve (other than twin seal) isolation, to assure product integrity after the last single valve and prior to the acceptance point.

A dedicated system, including pumps, loading arms, and hoses, is preferred, but an isolated common system incorporating blind flanges, spectacle plates, or double valves between systems is acceptable, and single valves designed to provide the same protection, such as twin seal single valves, are also acceptable, if positive isolation is assured.

When a common system is to be used, the Contractor shall provide a list of all products carried by that system during the past year to the Contracting Officer, at the time of bid for determination of acceptability.

When single valves (other than twin seal) are present in the system, the Contractor shall provide their quality control procedures from the first single valve to the custody transfer point at time of bid to the contracting officer for determination of acceptability.

Procedures for conditioning and testing of isolated systems that last carried a product other than that intended for movement under this contract;

7 LOADING AND SHIPPING -

TANK CARS, TANK

TRUCKS, AND

INTERMODAL

CONTAINERS.

Procedures for inspecting conveyances prior to loading to determine quality/quantity suitability to load;

Provide for investigating discrepancies in either recorded quality or quantity.

All compartments have been prepared in accordance with Table IV, Conversion Chart for Tank Cars, Tank Trucks, and Intermodal Containers, below.

- Preparation requirements include hoses,

- Conveyances carrying lubricating oil will be dry and free from loose rust scale, and dirt.

- Conveyances carrying other products will be dry and substantially free from loose rust, scale, and dirt.

Procedures to confirm, prior to loading, quality and quantity of product in conveyance when requested by the ordering office to “load on top”;

Provide for documentation of “load on top” occurrences for volume of product prior to load, loaded quantity, and total volume on board the conveyance.

Reject conveyance if product cannot be identified or product on board does not meet specification of intended load product.

Confirm quality and quantity of loaded conveyance.

Procedures for loading; When required by the contract, seal conveyance and record seal numbers on the shipping document.

Strainers and filters shall be located as near the loading or filling point as practicable and shall be used as outlined below for all deliveries except deliveries into tanker, barge, or pipeline.

(A) All aviation fuel shall be passed through strainers of 100 mesh or finer screen;

Fuel shall be filtered through an API 1581 5th edition or STANAG 3967 water / particulate filtration system shall be installed to ensure that filtered aviation turbine fuel contain no more than 2.2 mg/L of solids.

(D) The Contractor shall furnish and periodically inspect strainers and filters pursuant to this paragraph to determine condition and perform maintenance as necessary, keeping a written record thereof.

8 LOADING AND SHIPPING -

TANKERS AND BARGES.

Procedures for immediately notifying the QAR when irregularities occur or are suspected and on all occasions when loading is interrupted;

(A) For f.o.b. destination Contractor-supplied tankers/barges.

Procedures for the preparation of vessels that ensure they are suitable to load the intended product;

The following procedures and others deemed necessary by the Contractor shall be included to ensure that the product meets the specification requirements at the custody transfer point:

- As a minimum, f.o.b. destination Contractors must ensure that all cargo systems on the vessel intended for loading product under this contract, to include tanks, lines, manifolds and pumps, are washed, gas freed, and inspected;

- Each cargo tank shall be internally inspected from bulkhead to bulkhead;

- All water, washings, and sediment must be removed from the cargo tanks and there shall be no loose or flaking coating; and

- A written report of the vessel preparation and internal tank inspection must be provided to the Contracting Officer and QAR.

The tanker/barges used for the delivery of aviation turbine fuel shall comply with the requirements of Energy Institute HM50 “Guidelines for the cleaning of tanks and lines for marine tank vessels carrying petroleum and refined products”.

Due to strict limitations on biological contamination with components such as bio-diesel (FAME), requirements of [HM50] para 2.12.7 shall be observed.

The Contractor shall provide a description of vessel’s heating coils to the Contracting Officer, at the time of bid for determination of acceptability.

9 RECORDS AND REPORTS.

Procedures for completing and distributing required documentation both prior to and after the release of the vessel

Provide for documentation that may be required on an as needed basis, such as vessel port logs, calibration records, and results of quality or quantity discrepancy investigations.

Documentation shall include, as a minimum, test reports for all products and additives, additive blending and/or injection records, vessel notice of readiness, customs documents, bills of lading, vessel ullage reports, and the DD Form 250/DD Form 250-1 and continuation sheet(s) or Enterprise Business System (EBS) equivalent.

Records and reports will include by whom, where, and how prepared, and retention information.

The DD Form 250-1 and DD Form 250-1 continuation sheet(s) or EBS equivalent will be signed by the Contractor and the vessel representative in the appropriate blocks before presenting them to the QAR for signature.

10 CORRECTIVE ACTION.

Actions to be followed to effect correction of any deficiency affecting product quality or quantity determination.

Include handling of off-specification product (waivers, conveyance rejections, etc).

The corrective action procedure shall include notification of the

QAR.

The contractor shall provide his mitigation strategy to address any product specification issues in writing to the DND quality assurance representative.

(4) The QCP shall identify one individual to serve as a point of contact for quality/quantity matters relating to the inspection system described in the plan.

(5) The Contractor is responsible for all inspection systems, QCPs, and product quality and quantity.

(6) The Government QAR will be available to review and discuss the Contractor’s proposed QCP; however, the Contractor shall remain responsible for developing and describing acceptable quality control procedures.

TABLE I SAMPLE RETENTION

LOCATION MINIMUM QUANTITY RETENTION PERIOD

4. Custody Transfer Line (representative)

4 Liters - for Aviation Fuels Until next delivery

5. Tanker/Barge (each compartment)

4 Liters - for Aviation Fuels Until next delivery

NOTES FOR TABLE I:

(1) IF THE CONVEYANCE IS COMPARTMENTALIZED, A PROPORTIONAL SAMPLE SHALL

BE TAKEN FROM EACH COMPARTMENT SUCH THAT A TOTAL OF FOUR LITERS ARE

COLLECTED FROM THE CONVEYANCE.

TABLE II CONVERSION CHART FOR TANK CARS, TANK TRUCKS, AND INTERMODAL

CONTAINERS (1)

LAST PRODUCT CARRIED (2) JET A1

JP-4, JET-B, MOGAS, GASOHOL, E85, AVGAS STEAM DRY

JP-5, JP-8, JET A/A1, DF-W, KS1/R, KSN DRAIN EMPTY

F-76, MGO, LS-1/2/S/W, DS-1/2/S/W, HS-1/2, FS-1/2, BIODIESEL DRAIN EMPTY (3)

FS-4/5/6, FL-4/5, RF-4/5/6, R5L, IFO NO LOAD

LUBRICATING OILS NO LOAD

JPTS, RP-1, RP-2 DRAIN EMPTY

JP-10 STEAM DRY

FSII DRAIN EMPTY

NOTES FOR TABLE II:

(1) WHEN REQUIRED, “DRAIN EMPTY” INCLUDES THE PUMP(S), FILTER(S), METER(S), AND

HOSE(S), AS APPLICABLE.

(2) IF A PRODUCT IS NOT LISTED IN THIS COLUMN, PERMISSION TO LOAD AND

CONVEYANCE PREPARATIONS REQUIRE A WAIVER FROM THE DESC CONTRACTING

OFFICER.

(3) APPLICABLE ONLY WHEN LOADING THE SAME SPECIFICATION LUBRICATING OILS;

OTHERWISE, STEAM AND DRY.

QUALITY CONTROL PLAN