Enclosure (1) Draft BOA - 462892.pdf

Enclosure 1

Rev. 9.4, February 2018 1

Contract Specialist BOA Ceiling Contract Number Ben Furlow $1,500,000.00 BOA-462892

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates

P.O. Box 5000

UPTON, L.I., N.Y. 11973-5000

XXXXXXX

XXXXXXX

XXXXXXX

Basic Ordering Agreement

This Basic Ordering Agreement (the "BOA") is between the party named above (the "Contractor"), and Brookhaven Science Associates, LLC. ("BSA"), the latter acting under a Prime Contract with the United States of America (the "Government") represented by the United States Department of Energy ("DOE”).

I. SCOPE OF WORK

The Contractor shall provide all labor, materials, and equipment necessary in the performance of uniform rental services on a task order basis.

All work shall be conducted in strict accordance with the attached BSA Statement of Work (Attachment A) as well as Attachment (B) BNL Quality Assurance procedures as expressly stated within.

II. TASK ORDER PROCEDURE:

The BOA holder will be sent a detailed scope of work describing a particular task. The services provided to support the task shall be in accordance with the pricing schedule established in the BOA.

III. ORDERING TERM:

This BOA shall be effective as of January 1, 2026. It shall remain in effect through December 31, 2026.

BSA shall have the unilateral option to exercise four (4) additional one-year terms at the pricing established in Section IV of this contract. The estimated term is provided for convenience only and is not a guarantee of the ordering period. The BOA and Task Order(s) may be initiated, changed, or canceled by BSA at BSA’s discretion.

IV. PRICING SCHEDULE:

The Contractor shall be compensated for services performed at the negotiated fixed unit rates authorized in each individual task order. The expected ceiling for this BOA is one million, five-hundred thousand U.S. Dollars ($1,500,000.00).

The Contractor’s compensation for services rendered hereunder shall be at the following fixed, fully burdened rates per category:

DRAFT

Rev. 9.4, February 2018 2

TO TAKE THE FORM OF ENCLOSURE 2 – PRICING SHEET AFTER

NEGOTIATIONS

Payment:

Brookhaven will pay the Contractor for work performed under each task order or as specified in the definitive task order document. Invoices must be properly certified and reference the task order number. Brookhaven will pay the Contractor monthly upon receipt and approval of properly certified invoices that sets forth the total number of articles used during the previous month. No payment will be made without itemization of these costs and supporting documents included.

Invoices shall be directed to BSA’s Accounts Payable Section via electronic or regular mail.

Electronic invoice submittal is preferred by BSA. The Contractor shall make every effort to have systems in place that allow for electronic invoice transmittal. Invoices shall be submitted in PDF format, via e-mail, to apinvoices@bnl.gov.

Hard copy invoices, in duplicate, shall be directed to BSA's Accounts Payable Section Contracts Division, Bldg. No. 400d.

The Contractor shall indicate the final invoice by clearly marking such invoice as "FINAL". A copy of the final invoice must be submitted to BSA’s Contractual Representative.

Payment terms are Net XX.

V. USAGE

This agreement is not a mandatory source of supply for BSA. BSA neither implies nor guarantees a specific quantity level or dollar amount of purchases resulting from this agreement.

VI. TASK ORDERS

An individual Task Order shall be issued as requirements are identified. All terms and conditions as set forth in this BOA shall apply in its entirety to each Task Order.

Orders placed less than or equal to the simplified acquisition threshold shall become binding upon issuance of the order. Orders exceeding the simplified acquisition threshold require written acceptance by the contractor to become binding.

VII. AUTHORIZED REPRESENTATIVES

A. BSA’s Technical Representative: XXXXX is BSA's Technical Representative, mailto:apinvoices@bnl.gov

Rev. 9.4, February 2018 3 hereunder. She/he shall act as liaison between BSA and the Contractor in technical matters only. She/he can be reached at 631-344-XXXX (phone), xxxxx@bnl.gov (e-mail).

B. BSA’s Contractual Representative: Ben Furlow, telephone no. 631-344-4070

(phone), bfurlow@bnl.gov (e-mail), is BSA's Contractual Representative. Any change or modification in the terms and conditions of this contract shall require the written approval of BSA's Procurement and Property Management Division’s Manager, or his designee.

C. Contractor’s Technical Representative: ________ is the Contractor’s authorized Technical Representative, hereunder. (He/She) shall act as point of contact between BSA and the Contractor in technical matters only. (He/She) can be reached at ________(phone), _____(e-mail).

D. Contractor’s Contractual Representative: ______________is the Contractor’s authorized Contractual Representative, hereunder. (He/She) shall act as liaison between BSA and the Contractor. (He/She) can be reached at _______(phone), ____________(e-mail).

VIII. ADDITIONAL TERMS

The provisions of Brookhaven Science Associates, LLC General Terms and Conditions for Commercial Items and Services, Rev. 23.0, May 2025 are incorporated herein and made a part hereof.

The provisions of Brookhaven Science Associates, LLC Supplemental Terms and Conditions for Work by Contractors on Site, Rev. 23.0, May 2025 are incorporated herein and made a part hereof.

U.S. Department of Labor, Wage Determination No. (2015-4157), Revision No. (28), dated (04/22/2025), is attached hereto and made a part hereof.

This Contract is issued pursuant to Brookhaven Science Associates General and/or Supplemental terms and conditions listed above which are incorporated herein by reference. The complete text of these terms and conditions can also be viewed via the internet at: https://www.bnl.gov/ppm/terms-and-conditions.php. Should the Contractor have any questions, contact the contracts specialist immediately.

The following documents attached hereto and made a part hereof, contain additional provisions of this contract:

Attachment (A) - Statement of Work Attachment (B) - BNL-QA-101

This BOA does not bind nor purport to bind the Government of the United States.

ACCEPTED:

DRAFT

mailto:xxxxx@bnl.gov mailto:bfurlow@bnl.gov https://www.bnl.gov/ppm/terms-and-conditions.php

Rev. 9.4, February 2018 4

XXXXXXXXXXX BROOKHAVEN SCIENCE

ASSOCIATES, LLC.

By: By:

Name: Name:

Title: Title:

Date: Date:

The Contractor shall sign and return one (1) copy of this contract via email to the attention of Ben Furlow, Property Management Division, at bfurlow@bnl.gov.

Date: 04/07/25 rev6

Statement of Work for Uniform Rental, Maintenance, and Laundering Services

1.0 Scope of Work:

The Contractor shall furnish the goods and services necessary to provide weekly rental, weekly laundering, and weekly maintenance of garments as required. The Contractor shall provide at least 2 designated service professionals to always work on this account and guarantee 24-hour response to any problems, questions, or requests. Uniform Rental Services shall provide rental of Flame Resistant and Non-Flame-Resistant Uniforms.

1.1 Shirt:

Each shirt shall be identified with embroidery that reads: “Brookhaven National Laboratory” and “Department/Division name” and the department/route [i.e., “Refrigeration”, the custodial group reads “BNL OS1 Team”] over the left-chest front pocket. For Supervisors’ shirts, embroidery is not required and buttoned collars are required. On flame resistant shirts, the form of identification shall be flame-resistant embroidery (i.e. Nomex thread) on garment.

1.2 Trousers:

A choice of any (1) one style of trousers, per person, shall be offered upon initial ordering of trousers to include regular denim jeans, carpenter-style denim jeans, or pants style (regular or cargo).

1.3 Coveralls:

Each coverall shall be identified with embroidery that reads: "Brookhaven National Laboratory" and the department/route i.e., "Refrigeration" over the left-chest front pocket. On flame resistant coveralls, the form of identification shall be flame-resistant embroidery (i.e. Nomex thread) on garment.

1.4 Required Items:

The following shall be available in all sizes for men and women. The quantity of items needed is an estimate and not guaranteed.

Acceptable brands: Workrite®, Dickies, Wrangler, Big Ben, and Carhartt for non-flame-resistant clothing. See Section 1.4.1 for flame resistant clothing and special instructions and Section 1.4.2 for Emergency Services clothing and special instructions.

Item Description & Estimated Quantity Needed for Non-Flame Resistant and Flame Resistant:

o POLO SHIRT SHORT SLEEVE – NON-FLAME RESISTANT - 450 o CARGO PANT - NON-FLAME RESISTANT – 300 o CARHARTT OR EQUIVALENT BRAND RELAXED JEAN PANT - FLAME RESISTANT – 2200 o CARHARTT OR EQUIVALENT BRAND RELAXED JEAN PANT – NON-FLAME RESISTANT – 100

Attachment A o COTTON SHIRT LONG SLEEVE - NON-FLAME RESISTANT - 220 o COTTON PANT - NON-FLAME RESISTANT - 40 o CARHARTT OR EQUIVALENT BRAND CARPENTER JEAN - NON-FLAME RESISTANT - 250 o NOMEX OR EQUIVALENT BRAND COTTON SHIRT LONG SLEEVE - FLAME RESISTANT [NAVY] - 160 o NOMEX OR EQUIVALENT BRAND TRADITIONAL PANT - FLAME RESISTANT [NAVY] - 200 o COVERALL UNLINED (FULL) - NON-FLAME RESISTANT - 70 o STANDARD WORK JACKET - NON-FLAME RESISTANT - 40 o STANDARD WORK JACKET - FLAME RESISTANT – 10 o BASIC (NON-DENIM) SHIRT LONG SLEEVE - FLAME RESISTANT - 1750 o BASIC (NON-DENIM) SHIRT SHORT SLEEVE - FLAME RESISTANT – 820 o COTTON PANT - FLAME RESISTANT - 320 o COVERALL - FLAME RESISTANT - 120

1.4.1 Requirement for Flame Resistant:

All Flame Resistant (FR) clothing must meet the requirements of ASTM F1959/F1959M [NFPA 70E – 2021 Standard] , Standard Test Method for Determining the Arc Rating of Materials for Clothing and ASTM F1506 [NFPA 70E – 2021 Standard], Standard Performance Specification for Flame Resistant and Arc Rated Textile Materials for Wearing Apparel for Use by Electrical Workers Exposed to Momentary Electric Arc and Related Thermal Hazards. The clothing shall be rated for Arc Thermal Performance Value (ATPV) 10 Cal/cm2 minimum and NFPA 70E Arc Flash PPE category 2.

Clothing consisting of fabrics, zipper tapes, and findings made from flammable synthetic materials that melt at temperatures below 315°C (600°F), such as acetate, acrylic, nylon, polyester, polyethylene, polypropylene, and spandex, either alone or in blends, shall not be used because they can cause burns during an arc flash event.

All repairs for FR clothing must meet the requirements of ASTM F1506 and ASTM F1959/F1959M [NFPA 70E – 2021 Standard]. Fire Resistant clothing shall be laundered in accordance with the manufacturer’s instructions and ASTM F1449 Standard Guide for Industrial Laundering of Flame, Thermal and Arc Resistant Clothing.

The preferred manufacturer of FR clothing and material is Westex® INDURA Soft Style. Equivalent substitutes for Westex® INDURA Ultra Soft Style may be permitted subject to prior review and written approval from BSA.

All repairs shall be made using fabrics and components that are equivalent to those used in the original manufacturing and in accordance with ASTM F1449 Standard Guide for Industrial Laundering of Flame, Thermal and Arc Resistant Clothing.

1.4.2 Emergency Services Clothing:

All Emergency Services clothing must meet the requirements of NFPA 1975 “Standard on Emergency Services Work Clothing Elements”.

The preferred manufacturer be Workrite® using DuPont Nomex IIA brand fiber. Equivalent substitutes may be permitted subject to prior review and written approval from BSA.

Shirts shall be Workrite® Fire Officers Shirt, model number 720NX-45, color Midnight Navy.

Pants shall be Workrite® Firefighter pants, model 400NX-75, color Midnight Navy.

All repairs for Emergency Services Clothing must meet the original requirements of NFPA 1975.

Emergency Services’ clothing shall be laundered in accordance with the manufacturer’s instructions.

1. Each member of Fire Rescue shall be issued six (6) pairs of pants that must meet the NFPA 1975 – 2019 edition and have a label attached to the garment stating such.

2. Each member of Fire Rescue shall be issued six (6) shirts that must meet the NFPA 1975 – 2019 edition and have a label attached to the garment stating such.

3. The Contractor must be able to supply short sleeve shirts.

4. The Contractor shall sew on the Brookhaven National Lab (BNL) Fire Department (FD) patch on the left sleeve.

5. The Contractor shall provide and sew on a reversed American flag that has a gold border on the right shoulder.

6. BNL FD shall provide the Fire Department patches to the Contractor.

7. The shirt must have a badge holder on the left breast of the shirt with metal eyelets.

8. Shirts must have lined, banded collars to support collar brass.

9. Shirts must have decorative epaulets.

10. Shirts must have spaded chest pockets with VELCRO® pocket closures for secure storage.

11. Shirts must have a pencil stall on the left chest pocket.

12. Shirts must have five sewn-in military creases (two in front/three on back).

13. Shirts must have a false button-front with hidden snap closure for easy on/off.

14. Preferred clothing is Workrite®.

15. The color for pants and shirts must be “Midnight Navy”.

1.5 Lockers, Racks, and Laundry Lock Ups:

Lockers, racks, and laundry lock ups shall be provided by the Contractor. There are multiple (22) locations on the BNL property site where the lockers, racks and laundry lock ups are located. Space available at each location will vary. The Contractor and BSA management shall agree upon which type of storage for drop-off and collection of clothing items is suitable, per location. For example,

• Drop-off of laundered items:

o Large clothing racks o Lockers (must be full-size in length and standard width of 12”) o Laundry lock ups (keys must be provided to each employee, and a master key for supervisor)

• Collection of soiled items:

o Large laundry bin/hamper with swing-top lid (if locked bin – a master key must be provided to supervisor) o Large laundry bags (preferably – that have a support rack/base in which the bags may stand as to not lie upon the floor)

1.6 Uniform (per item descriptions listed in 1.4):

• There shall be availability of flame-resistant uniforms and non-flame-resistant uniforms for both men and women in all sizes.

• Minimum of five (5) clean uniform changes weekly.

• Uniforms to have emblems & embroidery; iron-on patches are not acceptable. All emblems shall be provided at a one-time charge per uniform (logo/name/dept). BSA Emergency Services Group shall provide emblem patches; the Contractor shall supply other applicable patches and flag patches.

• Multiple color choices shall be offered to allow distinction between employees and supervisors. The Contractor shall advise what color choices are available.

• Uniforms shall be permanently tagged with a bar code to be utilized with an established and proven tracking system.

1.7 Fitting:

• Each individual BSA employee supplied with a uniform, shall be personally measured, and fitted by the Contractor, within three (3) weeks after the award of the contract.

• The uniform shall be fitted properly to employee satisfaction.

• The fitting shall be conducted at BNL.

• The Contractor shall provide clothing size exchanges whenever necessary at no additional cost and no additional cost for premium sizes.

• New employees shall be outfitted for uniforms within one (1) week of Contractor being notified.

• New employees shall be supplied with brand new uniforms. No previously worn (used) clothing that once belonged to another shall be supplied.

1.8 Pick-Up & Delivery:

• Pick-up and delivery shall be conducted on the same day every week, enabling each employee to have a minimum of five (5) clean uniforms available to them each week.

• Pick-up and delivery shall be specified drop-off points on-site. The Contractor shall provide lockers so that the clean uniforms can be placed in the lockers. Uniforms to be picked up for cleaning will be bagged and marked accordingly. Uniforms to be repaired or replaced will be bagged in a separate bag from soiled uniforms. The uniform will be tagged “repair” or “replace”.

• A bin/hamper with a swing-top lid (in areas where space permits) or color-coded bags shall be used.

For example, o “Brown” for soiled o “Green” for repairs o “Blue” for replacements

• The dedicated Contractor Representative shall check in with dedicated BSA personnel from each pickup and delivery location each week to discuss any issues with Contractors Representative.

The Contractor’s Representative shall verify with the personnel at each pick-up/drop-off location, the number of uniforms (per individual) being picked up for cleaning and the number of cleaned uniforms (per individual) being dropped off. Verification shall be done by an electronic tracking system which has the capability of showing pick-ups/drop offs/outstanding items. The electronic tracking system shall have the capability of providing a printed copy showing the pick-up/drop-offs/outstanding items. At all times, BSA Employee shall have a minimum of five (5) clean uniforms available to them for each work week. The dedicated BSA personnel shall sign the Contractor’s pickup and delivery ticket as verification that the weekly pick-up/drop-off took place.

1.9 Laundering:

• The Contractor shall use laundry detergents that are environmentally friendly.

• Uniforms shall be picked up for cleaning will be placed in a collection bin/hamper or “Brown” bag and marked accordingly.

• Uniforms shall be cleaned in accordance with manufacturer’s specifications (flame resistant and non-flame resistant).

• Uniforms shall be pressed and placed on hangers.

2.0 Inspection, Mending, & Replacement:

• Uniforms to be repaired shall be placed in a “Green” bag by the BSA employee who shall also notify the Contractor in writing on what needs to be done

• Uniforms needing to be replaced shall be placed in a “Blue” bag by the BSA employee who shall also notify the Contractor in writing on what needs to be done.

• The Contractor shall inspect every garment that passes through its plant and render repairs prior to return to BNL. If repairs are not possible, replacement is required at no additional cost to BSA.

• Uniforms that appear worn or damaged shall be removed and shall be replaced at no additional cost to

BSA.

• The Contractor shall facilitate any needed repairs, replacements, and or changes to the account at the time of delivery and pick up.

• Uniforms requiring repairs/replacement shall be returned to BNL within two (2) weeks after pick-up by the Contractor, otherwise a temporary uniform shall be provided to maintain the minimum five (5) clean uniform availability

• Repairs made shall maintain the integrity of the fire rating otherwise the uniform will be replaced.

• If uniforms become compromised with flammable contaminates, and cannot be removed after laundering or dry cleaning, the contaminated garment shall be replaced at no additional cost to BSA.

• Any item lost and needing to be replaced shall be replaced at no additional cost to BSA.

• Uniforms shall be maintained (mended, repaired, replaced) in accordance with industry standards.

2.1 BNL Lab Coat Cleaning (Owned and Rentals):

• Contractor to provide cleaning only services on an as needed basis for BNL owned lab coats (no minimum).

All requests for lab coat laundering of BNL owned lab coats shall be made in writing and only from the designated BSA representative at each location.

• All requests for lab coat rental shall be made in writing and only from the dedicated BSA representative at each location.

• Rented lab coats to be picked up for cleaning and returned for use by the following week. Lab coats to be pressed and placed on hangers.

2.2 Changes:

BSA reserves the right to make changes to the number of uniforms and delivery locations. Said changes shall be accomplished by the Contractor within two (2) weeks after notification by BSA in writing.

All requests for uniforms shall be made in writing and only from the dedicated BSA representative at each location.

When a BSA Employee is no longer employed at BNL and his or her uniforms are no longer needed, BSA shall notify the Contractor in writing that the employee’s uniforms will be returned to the Contractor, and the Contractor shall remove the BSA Employee from future billing. BSA shall not incur a buy back fee for any uniforms not accounted for.

2.3 Required Badging and Training:

• All Contractor personnel who will access the site shall obtain a BNL non-construction Contractor badge which has an annual renewal period.

• All Contractor personnel who will access the site shall attend BNL Contractor Vendor Orientation (CVO) training which has an annual renewal period.

o The CVO training is given onsite every Monday, Wednesday, and virtually on Friday at 8:30am

2.4 Completion of Contract:

When the period of performance for the Contract is completed, all the uniforms shall be returned to the Contractor.

BROOKHAVEN NATIONAL LABORATORY

SUPPLIER QUALITY ASSURANCE REQUIREMENTS

(BNL-QA-101)

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PO/Contract No.: ____462892________________________________

1.0 PURPOSE & SCOPE

1.1 This document establishes quality assurance requirements to which Suppliers to Brookhaven Science Associates (BSA) must conform when specified in the procurement documentation.

1.2 This document contains two main sections. Section 3.0 covers the general requirements that are applicable to all Suppliers.

Section 4.0 contains special quality requirements that are applicable only when specifically invoked in the procurement documentation.

2.0 DEFINITIONS

2.1 The term Procurement documentation means the purchase order

(PO), contract, subcontract, Request for Proposal (RFP), Request for Quotation (RFQ) or other written agreement with the Supplier (seller) in which the requirements of BSA are incorporated.

2.2 The term Buyer means BSA operating Brookhaven National

Laboratory, acting by and through its Procurement & Property Management Division (PPM) issuing the PO/contract.

2.3 The term Supplier (seller) means the legal entity, which is the contracting party, with the Buyer with respect to the procurement documentation.

2.4 The term article or item means a product and/or a service.

3.0 GENERAL REQUIREMENTS

Unless otherwise specified in the procurement documentation, the following General Requirements apply:

3.1 Supplier’s Quality System and Quality Requirements

The Supplier must have and maintain an effective quality system that will, as a minimum, comply with all of the requirements as designated by the following:

3.1.1 A quality system certified/registered to the ISO

9001 standard: (latest revision as of the date of issuing the procurement documentation).

3.1.2 A quality system that meets the requirements of the

ISO 9001 standard: “Quality Management Systems – Requirements” (latest revision as of the date of issuing the procurement documentation).

3.1.3 Conformance to Supplier’s/Manufacturer’s quality

program or system.

3.1.4 Other: Refer to procurement documentation, (e.g. PO, Statement of Work [SOW], specifications, drawings) for quality requirements.

NOTE: Clauses 3.2 through 3.22 apply to all POs and will be included collectively in other procurement documentation when required/specified.

3.2 Assessment by Buyer

The Supplier’s quality system is subject to assessments by the Buyer’s Representative(s) for conformance with the requirements of the PO. Supplier or Distributor must allow BSA representatives, BSA customers, and regulatory agencies right of entry into the Supplier’s facilities to determine and verify product, processes, records, personnel, material, procedures, and systems.

3.3 Change Approval

No change(s) are permitted to be made to any Buyer requirements, (e.g. part number, model number, etc.) without the prior written approval of the Buyer.

3.4 Responsibility for Subcontractors

It is the responsibility of the Supplier to impose applicable requirements from this document upon their subcontractors.

Additionally, the Buyer reserves the right to disapprove, in writing, any subcontractor. For nuclear facility requirements per NQA-1, the Supplier must incorporate NQA-1 requirements in sub-tier procurement documents.

3.5 Responsibility for Conformance

The Supplier is responsible to provide items that conform to the requirements of the PO regardless of any assessments, surveillances, inspections and/or tests by the Buyer or its representatives at either the Supplier’ or Buyer’s facility. The Buyer reserves the right to request failure analysis and corrective action for non-conforming articles or items submitted or supplied to the Buyer. The Supplier is responsible for notifying the Buyer of any recalls or alerts associated with this

PO.

When NQA-1 requirements are imposed, prior to shipment, the Supplier must report any nonconformance that cannot be corrected to full conformance and obtain approval from BNL for possible Use-As-Is or Repair dispositions. Additionally, for commercial grade services, a service performance record must be provided that documents the adequacy of the service performed to the identified critical characteristics documented in the PO/contract.

3.6 Protection of Material and Equipment

The Supplier must employ procedures that assure adequate protection of material and equipment during shipment and while in storage. Such protection must include special environmental packaging, as necessary. All items shipped (originally packaged or repackaged) to BNL or other locations cited in the PO or contract, must comply with the requirements for preservation, packaging and marking as stated in the latest revision of ASTM Standard D 3951 Standard Practice for Commercial Packaging.

3.7 Measuring and Test Equipment (M&TE) Calibration

The Supplier must calibrate any M&TE used in the fulfillment of the PO requirements against certified standards that are traceable to the National Institute of Standards and Technology

Attachment B

SUPPLIER QUALITY ASSURANCE REQUIREMENTS BNL-QA-101

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(NIST), or some other recognized national or international standard, or physical constant. The Supplier must notify the Buyer of any condition found during the calibration, servicing or repair of measuring and test equipment that can affect the end item requirements.

3.8 Suspect Counterfeit Parts

The Supplier must verify the procurement source and associated certifying paperwork.

Appropriate incoming inspection test methods must be used to detect potential counterfeit parts and materials.

The Supplier must flow this requirement down to all sub-tier suppliers to prevent the inadvertent use of counterfeit parts and materials.

Distributors must not modify, rework or repair material shipped on this order.

* For more information refer to the following Department of Energy website: https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items

3.9 Electrostatic Discharge Control

Items that are susceptible/sensitive to electrostatic discharge (ESDS) must be handled and packaged to protect them from damage. Items and/or packages must be labeled to indicate the susceptibility to electrostatic discharge.

3.10 Electrical or Fire Protection Equipment, Material, and

Systems All electrical or fire protection equipment, material, and systems delivered to BNL must be certified, listed, or labeled by a Nationally Recognized Testing Laboratory (NRTL). The CE mark is NOT a recognized NRTL certification mark. (For a listing of OSHA-recognized NRTLs, refer to http://www.osha.gov/)

For electrical or fire protection equipment, material, and systems which no NRTL accepts, certifies, lists, labels, or otherwise determined to be safe, the Supplier must determine the equipment to be safe for its intended use. The determination must be made on the basis of test data. The determination and test data documents must be made available to BSA prior to or upon delivery for review and acceptance by the applicable BSA Authority Having Jurisdiction

(AHJ).

In accordance with 29 CFR 1910.147(c)(2)(iii) whenever new machines or equipment are provided with energy isolating devices, those devices must be designed to accept a lockout device.

3.11 Hoisting & Rigging Equipment

All hoisting & rigging equipment used at BNL must meet the requirements of the latest applicable OSHA Regulations and ASME B30 Series standards for design, construction, markings, and proof load testing.

When proof load testing is required by the standards, a certificate must be provided upon delivery documenting the proof test.

3.12 Deleted

3.13 Powered Machine Shop Equipment

All powered machine shop equipment (e.g., lathe) delivered to BNL must meet the requirements of the latest applicable OSHA 1910 Regulations (e.g., part subpart O). Equipment purchased must include an integrated NFPA 79 compliant emergency stop and an anti-restart device.

3.14 Vehicle-Mounted Elevating and Rotating Aerial Devices

All vehicle-mounted and rotating aerial devices equipment used at BNL must meet the requirements of ANSI A92.2.

3.15 Self-propelled Elevating Work Platform Equipment

All self-propelled elevating work platform equipment (e.g., scissor lift) used at BNL must meet the requirements of ANSI A92.6.

3.16 Manually Propelled Elevating Aerial Platform Equipment

All manually propelled elevating aerial platform equipment used at BNL must meet the requirements of ANSI 92.3.

3.17 Boom Supported Elevating Work Platform Equipment

All boom supported elevating work platform equipment used at BNL must meet the requirements of ANSI 92.5.

3.18 Powered Industrial Trucks and Attachments

Powered industrial trucks (e.g. forklifts, hi-lows) must meet the requirements of the ANSI/ITSDF B56 series for design, construction, markings, and test loading. Industrial truck attachments must be approved by the truck manufacturer and supplied with an attachment data plate indicating the new truck capacities.

3.19 Used Industrial Equipment

For used industrial equipment (e.g. scissor lifts, fork lifts, etc.), a Certificate of Conformance as defined in clause 4.16, must be provided as objective evidence and must additionally state that all maintenance and manufacturing alerts have been screened and all required repairs and improvements have been completed. The Supplier must provide records of the last year of maintenance.

3.20 Global Harmonized System Compliance

The supplier of chemicals must deliver the chemical in full compliance with the Department of Labor, Occupational Safety & Health Administration (OSHA)’s Globally Harmonized System (GHS) Hazard Communication Standard (29CFR1910.1200), available at:

https://www.osha.gov/dsg/hazcom/HCSFinalRegTxt.html

All hazardous chemicals delivered to BNL must be accompanied by an GHS Safety Data Sheets (SDS) with the format and content specified in 29CFR1910.1200. For information on the GHS SDS see OSHA Brief- Hazard Communication Standard: Safety Data Sheets Publication 3514 available at:

https://www.osha.gov/Publications/OSHA3514.pdf

All hazardous chemicals delivered to BNL after 12/01/2015 must have a label with the elements specified in 29CFR1910.1200 [product identifier; pictograms; signal words; hazard statement(s);

precautionary statement(s); and manufacturer, importer, or distributor’s name, address, and telephone number]. For information on the GHS label, see OSHA Brief- Hazard Communication Standard: Labels and Pictograms Publication 3636 available at:

https://www.osha.gov/Publications/OSHA3636.pdf

3.21 Age/Shelf Life and Storage Control

The Supplier must have an effective storage and age control system for items where acceptability is limited by the age or manner of storage of the item. The system must include a method of identifying the expiration date on the containers in which material is delivered to the Buyer. Special handling conditions must be recorded on certifications and shipping documents covering the material delivered to the Buyer. At the time of receipt, the material must not have less than three-quarters of its shelf life remaining, without prior written approval from the Buyer for each shipment.

3.22 Product Recalls/Product Bulletins/Safety Alerts

DRAFT

https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items http://www.osha.gov/ https://www.osha.gov/dsg/hazcom/HCSFinalRegTxt.html https://www.osha.gov/Publications/OSHA3514.pdf https://www.osha.gov/Publications/OSHA3636.pdf

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Any and all product recall alerts, product bulletins, or safety alerts must be communicated by email directly to ProductRecallAlert@BNL.gov. Provide the Purchase Order Number(s) and names of purchasers with notification to assist BNL in locating and identifying the subject material.

mailto:ProductRecallAlert@BNL.gov

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4.0 SPECIAL REQUIREMENTS

The following Special Requirements are applicable only when specified in the procurement documentation or as indicated by check mark hereon. These Requirements can be modified as required.

INSTRUCTIONS: Since sub-clauses (e.g., 4.4.1) are tied to the main clause (e.g., 4.4), the requirements of the main clause will apply by default whenever any sub-clause is selected (regardless of whether the main clause was selected/checked).

4.1 Quality Assurance Program or Manual

The Supplier must submit a copy of their Quality Assurance Program or Manual with their proposal for review and evaluation.

Suppliers providing A1/A2 but without a quality system compliant with NQA-1, i.e., Commercial Grade Supplier, must follow applicable Commercial Grade Dedication Instructions as defined in the SOW.

OR

Supplier must utilize the QA Program audited and approved by BNL.

4.2 Configuration Control System

The Supplier must establish and maintain a system to assure that all end items (including spares) are of the proper configuration, and that all approved configuration changes are incorporated at the specified effectivity points. Records must be maintained to verify the configuration of each item.

4.3 Process Sheets, Travelers, etc.

The Supplier must maintain a system of process sheets, shop travelers, or equivalent means to define the sequence of manufacturing, inspection, installation and test activities to be performed. Flow sheets, or equivalent, must be provided for sign-off by designated inspection personnel at specified inspection and test points, including, as required, re-inspection and re-test points, to assure completion as well as proper sequencing of required operations.

4.4 Manufacturing/Inspection/Test Plan

Sixty (60) calendar days prior to performance of work, the Supplier must submit for the Buyer’s approval a Manufacturing/Inspection/ Test Plan for the item(s) to be produced. Once approved, changes/ revisions must be approved by the Buyer prior to implementation.

The Plan must satisfy one or more of the following as selected:

4.4.1 Identification of parts and subassemblies showing

integrated flow into end item(s).

4.4.2 Identification of critical manufacturing operations, as well as inspection and test checkpoints.

4.4.3 The Plan may be a single document, or may make use

of existing “travelers,” or other suitable planning and control documents.

4.5 “Witness” Points

The Buyer reserves the right to designate selected manufacturing, inspection, and/or test operations as “witness” points. The Supplier must provide the Buyer with five (5) working days notice in advance of reaching such witness points during the manufacturing and test cycle of each item. For nuclear facility applications (NQA-1), witness points are required when Source Inspection is invoked. (see Clause 4.14)

4.6 Test and Inspection Procedures

Test and inspection procedures required to demonstrate satisfactory completion of requirements must be prepared by the Supplier and submitted to the Buyer for approval sixty (60) calendar days prior to use of such procedures. Once approved, changes/revisions must be approved in writing by the Buyer prior to implementation.

4.7 Special Processes

Processes (e.g., welding, brazing, bonding, plating, chemical machining, chemical coating, chemical cleaning, precision cleaning, heat treating, or waste processing) that either cannot be verified non-destructively or require a unique (special) non-destructive test/inspection (e.g., radiographic inspection, ultrasonic testing, pressure leak testing) must be performed in accordance with detailed written procedures. These procedures must specifically describe the exact manner in which the processes are to be performed.

Additionally, the following requirements apply as selected:

4.7.1 Copies of special process procedures must be made

available on request for review by the Buyer’s representative.

4.7.2 At least sixty (60) calendar days prior to use on items deliverable to the Buyer, the Supplier must submit to the Buyer copies of all applicable process procedures for review and approval. Revisions or changes to Buyer-approved special process procedures must be submitted to the Buyer for review and approval prior to implementation.

4.7.3 Qualification of Procedures, Facilities, Equipment

and Personnel

The Supplier must, prior to use, qualify the procedures/specifications, facilities, equipment and personnel that will be used for the performance of special processes. Only those personnel who have been qualified to perform a specific special process must be used to perform that process. Records of such qualification must be available to the Buyer’s representative upon request.

4.8 Qualification of Procedures, Facilities, Equipment

Superseded by Sub-clause 4.7.3

4.9 Qualification of Special Process Personnel

Superseded by Sub-clause 4.7.3

4.10 End-Item Documentation Package

The Supplier must provide a documentation package for each shipment of the item(s) supplied, which consists of objective evidence of compliance with PO requirements. This documentation package must be complete, legible, indexed, and traceable to the item supplied. Additionally, the following requirements apply as selected:

4.10.1 Copies of reports of all required or necessary

inspections, examinations and tests, properly validated by the Supplier’s authorized personnel.

4.10.2 A listing of the as-built configuration of

each delivered item; this may be defined by the use of drawing numbers and revisions, unique parts lists or other such means of positive identification.

4.10.3 Copies of nonconformance reports dispositioned as

“rework/repair” or “use-as-is”, and all BSA approved deviation/waivers.

4.10.4 Copies of material test certificates for specified

materials, showing physical and chemical properties.

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4.10.5 – Superseded by Clause 4.16

4.11 Release for Shipment

The documentation package required in Clause 4.10 must be approved by the Buyer’s representative prior to release of the item for shipment.

4.12 Shipment of Documentation Package to Buyer

Three (3) copies of the documentation package required in Clause

4.10 must be shipped to the Buyer with or prior to each shipment of the purchased items.

4.13 Failure Reporting, Analysis and Corrective Action

The Supplier must maintain a failure reporting, analysis and corrective action system that must, at a minimum, evaluate, analyze and correct failures occurring during qualification, first article and end-item acceptance testing and inspection. The results of all failure evaluations and analyses must be documented and available for review by the Buyer.

4.14 Source Inspection/Verification

Items to be delivered require inspection, tests or surveillance by the Buyer’s representative at the Supplier’s facility. Five (5) working days advance notice, for acceptance inspections and tests, must be provided by the Supplier to the Buyer to permit scheduling of source inspection. For nuclear facility applications (NQA-1), source verification must be conducted in accordance with a Verification Plan to inspect, test, or examine at predetermined/Witness points (see Clause 4.5). Documented evidence of acceptance must be provided upon completion of all verifications.

4.15 Chemical and Physical Test Report

One copy of the actual chemical and physical test report(s) for each heat, batch or lot must accompany each shipment. Test reports must list the actual parameters tested, the acceptable limits for each parameter, and must contain the actual readings taken during test.

4.16 Certificate of Conformance (C of C)

With each shipment, per the procurement documentation, the Supplier must submit a Certificate of Conformance (C of C). In case of drop shipment, a copy of the certificate must be submitted to the Buyer at the time of shipment. The certificate must identify the purchased item/material/equipment by PO number and quantity, include the title of and be signed by an authorized representative of the company, and must constitute a representation by the Supplier that:

A. Materials used are those which have been specified by the Buyer, and that the items delivered were produced from materials for which the Supplier has on file, reports of chemical or physical analysis, or any other equivalent evidence of conformance of such items to applicable specifications;

B. Processes used in the fabrication of items delivered were in compliance with applicable specifications included as part of the PO/contract, or Buyer-approved procedures or specifications;

C. The items as delivered comply with all applicable drawings, specifications, deviations/waivers and other requirements of the procurement documentation; and-

D. When specified, cleaning and cleanliness requirements have been completely satisfied. The C of C must reference the Supplier’s applicable cleaning procedures.

4.16.1 Additional C of C Requirements for Nuclear

(NQA-1) Purchases

A. The certificate must be signed by the person responsible for the quality function and whose function and position is described by the supplier’s QA program/system.

B. The Supplier’s Certification system must be described in their QA Program/system documentation and include the process for completing the C of C along with the review and Approval of the C of C prior to delivery.

C. The Buyer reserves the right to verify the validity of Supplier’s certificates and the effectiveness of the Supplier’s certification system. This verification will be commensurate with the Supplier’s quality performance/history.

D. Additional requirements for Certificate of Calibration: The certificate must include the following:

• M&TE ID or Asset number

• The Supplier’s calibration procedure

• The recommended frequency of calibration

• The calibration date

• The next calibration due date

• As-found calibration data must be reported in the certificate of calibration when calibrated items are found to be out-of-tolerance.

• The standards used for calibration

• The PO number

• Any additional technical and quality requirements, as necessary.

On the certificate, the supplier must also attest that the contracted calibration or test service has been performed in accordance with their ISO/IEC-17025:2017 program, has been performed within their scope of accreditation, is traceable to NIST, the PO’s requirements are met, and identify any and all nonconforming conditions.

4.17 Report with Each Shipment

Superseded by Clause 4.10

4.18 First Article Acceptance

Buyer acceptance of first article(s) is required prior to the production run. The first article(s) must be identified as such, including the PO number/contract, part number, and part name. The Supplier is required to:

4.18.1 Submit the first article(s) to the Buyer’s

representative for test/inspection to be conducted at the Supplier’s facility by the Buyer’s representative.

4.18.2 Submit the first article(s) to the Buyer for test /

inspection by the Buyer at the Buyer’s facility.

4.18.3 Submit the first article(s) to the Buyer together

with documents showing data representing results of the Supplier’s first article(s) test/inspection, including the actual dimension or value for each specified characteristic.

4.18.4 After Buyer acceptance of first article(s), all of the remaining units required by the PO/contract must be produced by the Supplier and the Supplier’s suppliers using the same design, materials, processes, methods and tooling that were used to manufacture the approved first article(s). Any changes must have prior written approval from the Buyer.

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4.19 Notification of Change to Design, Methods, or Processes

The Supplier must immediately notify the Buyer of any significant changes (those that may affect form, fit, function, reliability, safety, or interchangeability) in product design, fabrication methods, materials, or processing from those used by the Supplier at time of Supplier’s quotation or offer to the Buyer, which resulted in the PO.

4.20 Age/Shelf Life and Storage Control

Superseded by Clause 3.21

4.21 Serial Numbers

The Supplier must assign/mark a separate and distinct serial number to each end-item in accordance with the procurement documentation.

A record of the serial number, for each part number, must be maintained by the Supplier.

4.22 Lot or Batch Numbers

For items furnished in accordance with the procurement documentation, the manufacturing lot or batch number must be indicated on the packing list, certifications and other applicable documents. Where impractical to mark individual parts due to size or shape, the lot or batch number must be marked on identifying tags or the smallest unit package.

4.23 Material Traceability

Materials used must be identified by material type, applicable specification and revision number, and be traceable to their lot and/or heat number(s). Traceability records must be available for review by the Buyer’s representative.

4.24 Shipment Destination Other than BNL

The material ordered is to be shipped to other than the Buyer’s facilities. Copies of the data required in accordance with the procurement documentation must accompany the shipment; in addition, one copy of such data must be mailed to the Buyer on the same day that shipment is made.

4.25 Heat Treat Bars

Superseded by Clause 4.7

4.26 Burn-in

Burn-in must be performed on each completed item, per the procurement specification or Supplier’s Burn-In process approved by the Buyer. Records of burn-in testing, repairs and test results must be maintained and must be available to the Buyer’s representative upon request.

4.27 Welding Procedures

Superseded by Clause 4.7

4.28 Weld/Braze Inspection Report

A report(s) must be submitted that indicates the complete inspection of welds or brazes from the initial fit-up stage through final inspection. Inspection reports must be accompanied by all radiographic films, filler metal reports etc. The reports must contain the signature or stamp, and title of an authorized Supplier representative.

4.29 Radiographic Quality Requirements

Items requiring radiographic inspection must be radiographed and processed in accordance with the Supplier’s special process procedures that satisfy design specifications, standards or other procurement documentation requirements. Personnel reading and interpreting film must have been examined and certified.

Responsibility for this certification must rest with the Supplier, whether the Supplier does the work or subcontracts to a specialized laboratory. A report of the findings must include the name of the reader and the signature and title of a responsible representative. The radiographic film and a reproducible copy of the report must accompany each shipment. An adequate method of identifying and cross-referencing each film exposure, report, and item must be provided. When parts are serialized, serial numbers must appear on the report and the film.

4.30 Nondestructive Test Reports

All nondestructive testing must be conducted in compliance with the Supplier’s special process procedures that satisfy the applicable provisions of the design specifications, or other procurement documentation requirements. Personnel and equipment utilized in performance of such tests must be qualified for the type of test performed. The Supplier must furnish with, or prior to, each shipment reports of such nondestructive examination of material or items furnished. These reports must be identifiable to the respective item or material including the specific section, joints or views of the item furnished. These reports must contain the signature and title of an authorized Supplier representative. When items are serialized, the serial numbers must appear on the reports.

4.31 Pressure or Leak Test Reports

Test reports must be prepared for all pressure and leak tests. Such reports must state the requirement, the Supplier’s test procedure number, and the observed result for each item, joint or connection tested. When items are serialized, the serial numbers must appear on the report. Reports must contain the signature/title of an authorized Supplier representative and must accompany each shipment.

4.32 Cleaning Certification

Superseded by Clause 4.16 D

4.33 Calibration Certification

The Supplier must submit with each instrument/system a certification that the instrument/system has been calibrated and is ready for use.

The certification must contain, at a minimum, the identity of the instrument/system, identification of the calibration procedure used, identification of the standards and/or equipment utilized for the calibration, and a statement that the calibration of the standards and/or equipment used is traceable to the NIST or some other recognized national or international standard, or physical constant.

Unless otherwise specified, detailed support data must remain on file for minimum of three (3) years with the Supplier and must be available for review by the Buyer. The certification must also contain the signature and title of an authorized Supplier representative.

4.33.1 The Supplier will provide “As Found” (i.e., before)

and “As Left” (i.e., after) measurements with…