SOW_FDC Bulk Fuel Deliver_0324.pdf

Long-Baseline Neutrino Facility (LBNF) / Deep Underground Neutrino Experiment (DUNE)

LBNF/DUNE-US

FDC Bulk Diesel Fuel Delivery Services Statement of Work (SOW) March 24th, 2026

Document Number: DocDB 35071

FDC Bulk Diesel Fuel Delivery Services – Statement of Work (SOW)

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Document Approvals

Signatures Required Signature & Date Approved

Originator: Michael Pfaff, LBNF/DUNE-US I&I Services Manager

Approver: Michael Andrews, LBNF/DUNE ES&H Manager

Approver: Ashlee Banks, LBNF/DUNE Quality Assurance Manager

Approver: Nicole Haase, Senior Procurement Officer

Approver: LBNF/DUNE-US Project Manager

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Revision History

This document can be identified by the revision date as indicated in the Version Control Table below.

The current FFDG storage location for this document is also included in the table below.

Author Revision Date Description of Changes

Steve Whiteaker 08/27/2025 Original DRAFT

Steve Whiteaker 09/25/2025 Collaborative edits

Michael Pfaff 10/20/2025 Content updates

Steve Whiteaker 03/24/2026 Added Subcontractor provided tanks

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Table of Contents

Document Approvals .................................................................................................................................. ii

Revision History ......................................................................................................................................... iii

Table of Contents ....................................................................................................................................... iv

List of Figures .............................................................................................................................................. v

List of Tables ............................................................................................................................................... v

Acronyms and Abbreviations ..................................................................................................................... vi

1 Introduction ..................................................................................................................................... 1-1

1.1 Background .................................................................................................................................. 1-1

1.2 Purpose of SOW ........................................................................................................................... 1-1

1.3 Assumptions................................................................................................................................. 3-2

1.4 Timeline ....................................................................................................................................... 3.2

2 Applicable Documents ..................................................................................................................... 3-2

3 SOW Performance Requirements .................................................................................................... 3-2

3.1 General Requirements ................................................................................................................. 3-2

3.2 Non-Labor Scope .......................................................................................................................... 3-3

4 Required Tasks ................................................................................................................................. 4-4

4.1 Task 1: Environmental Safety and Health (ESH) ........................................................................... 4-4

4.2 Task 2: Quality Assurance / Quality Control ................................................................................. 4-6

4.3 Task 3: Project Schedule .............................................................................................................. 4-7

4.4 Task 4: Bulk Diesel Fuel, DEF & Lithium Grease Tube Delivery .................................................... 4-7

4.5 Training and Supplies ................................................................................................................... 5-8

5 Deliverables ..................................................................................................................................... 5-8

5.1 Subcontractor’s Deliverables ....................................................................................................... 5-8

5.2 Format for Documentation and Deliverables ............................................................................... 7-9

6 Periodic Communication .................................................................................................................. 7-9

7 Transportation ................................................................................................................................. 7-9

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List of Figures

Figure 1: DOE Underground Leased Space at SURF ................................................................................. 1-1

List of Tables

Table 1. Deliverables ................................................................................................................................ 5-8

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Acronyms and Abbreviations

Acronym Definition

DUNE Deep Underground Neutrino Experiment

LBNF Long Baseline Neutrino Facility

SURF Sanford Underground Research Facility

FFDG Fermi Forward Discovery Group, LLC

FDC Far Detector & Cryogenics

Page 1-1

1 Introduction

1.1 Background

The Deep Underground Neutrino Experiment (DUNE) at the Long Baseline Neutrino Facility (LBNF) was borne out of the 2014 U.S. Particle Physics Project Prioritization Panel (P5) recommendations. The recommendations called for formation of a truly international collaboration for constructing a US-based long-baseline neutrino oscillation experiment with a powerful neutrino beam (~MW scale), a massive liquid argon TPC (40 kt) sited several hundred kilometers downstream of the neutrino source and deep underground, and a smaller detector just downstream of the beamline. Together these elements will have the capability to unambiguously determine the neutrino mass ordering, search for CP violation in the lepton sector, search for proton decay, and observe neutrinos from core collapse supernovae.

The LBNF/DUNE-US Project is the DOE-funded construction project to create the facility and contribute US scope to the international DUNE Collaboration. The major participants in the overall LBNF/DUNE enterprise are the international DUNE collaboration, the LBNF/DUNE-US construction project, the DOE, international funding agencies, Fermilab (in Batavia, Illinois) as the host laboratory, and the Sanford Underground Research Facility (SURF, in Lead, South Dakota), where the far detector will be located.

Figure 1 illustrates the general underground work area at the SURF (far) site.

1.2 Purpose of SOW

This SOW, defined as the “FDC Bulk Diesel Fuel Delivery” outlines the performance requirements and tasks to supply diesel fuel, diesel exhaust fluid (DEF), lithium grease tubes and the associated delivery services in support of the required equipment needed for cryostat installation.

This SOW covers the delivery of #2 ultra-low sulfur off-road diesel fuel (summer and winter blends), lithium grease tubes and diesel exhaust fluid (DEF) suitable for use in compression ignition internal

Figure 1: DOE Underground Leased Space at SURF

Page 3-2 combustion engines, which includes fork trucks and heavy equipment operated at the SURF site in Lead, South Dakota.

1.3 Assumptions

The Subcontractor shall be responsible to the Laboratory for the acts and omissions of their employees, agents or sub-tier Subcontractors.

The SURF delivery location for the aboveground fuel storage tank is located at Ross Yard, 100 Ross Rd, Lead SD 57754.

The FFDG FDC Technical Representative is the point of contact for this subcontract.

• The FFDG FDC Technical Representative shall ensure Subcontractor compliance with all ESH safety regulations during the delivery of the product and shall oversee the unloading of diesel fuel into the storage tank.

1.4 Timeline

An official Kick-off Meeting (KOM) will be scheduled at a mutually agreed upon date, time, and location as soon as practical after award of subcontract. The primary purpose for this meeting is to confirm that the project participants understand the terms and conditions of the subcontract, the SOW, the specifications, the safety and the quality assurance requirements, and the work activities involved with each task.

2 Applicable Documents Estimated annual usage for diesel fuel, DEF, lithium grease tubes and deliveries can be found in the FFDG provided pricing list.

3 SOW Performance Requirements

The Subcontractor shall furnish all properly qualified management, personnel, facilities, materials, supplies, tools, transportation, and equipment with appropriate accessories (except as provided by FFDG) and shall plan and coordinate with FFDG FDC Technical Representative to assure effective performance of all services described in this SOW.

3.1 General Requirements

Off-road diesel fuel shall be delivered to the SURF site in metered trucks. Subcontractor shall also deliver grease tubes and DEF. All deliveries shall be in accordance with U.S. Department of Transportation and all state/local regulations as required by the State of South Dakota.

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3.2 Non-Labor Scope

Diesel Blend

• The diesel fuel oil classification is to be grade number 2D and shall contain less than 0.5% sulfur.

• The Subcontractor shall supply winter blend mix from October 15th through April 15th of each contract year. Any adjustments to this schedule shall be initiated and coordinated by the FFDG FDC Technical Representative.

• The winter blend mix shall be a blend of fuel oil #1 (kerosene) and fuel oil #2D (ultra-low sulfur diesel) and the Subcontractor shall be responsible to blend the two fuels prior to delivery.

• The diesel fuel shall be clear hydrocarbon oil free from suspended water and free from sediment or suspended foreign matter. Analyses shall be in accordance with currently recognized testing procedures in compliance with the most current version of A.N.S.I./A.S.T.M. D975.

• The diesel fuel shall be dyed in compliance with all federal and state regulations for off-road use diesel fuel.

Diesel Exhaust Fluid (DEF)

• Provided in 2.5-gallon containers.

• Product temperature shall not be allowed to fall below manufacturers’ recommendations.

• Must meet ISO 22241 specification

Grease Tubes

• NLGI #2 lithium grease

• Provided in 10-tube cases.

Diesel Fuel Storage Tank & Pump

• Subcontractor shall provide two (2) above ground diesel fuel tanks.

o 1,500-gallon U.S.T. each o Double-walled o Two-hour fire-tested performance o Built-in secondary containment o Interstitial monitoring capability o 12V Battery powered pump package

Includes set up and commissioning.

FFDG reserves the option to convert to solar powered pumps if deemed necessary, based on operational need.

Page 4-4 o All associated pump maintenance and repairs

Diesel Fuel Delivery Vehicle

• Subcontractor shall conduct thorough pre-trip and post-trip inspections. Regularly check the condition of hoses and couplings, replacing any that are worn or damaged.

• Subcontractor shall ensure all hazardous material placards and vehicle markings are clean and legible.

• FFDG has the right to refuse delivery on metered trucks with broken calibration seals.

o The Subcontractor can be charged the added cost of obtaining #2 ultra-low sulfur diesel fuel from an emergency source until the defective metering device has received the necessary certification.

• The fill hose/nozzle from the tank truck to the storage tank shall have a static wire or its equivalent to prevent static discharge and shall be equipped with a non-ferrous nozzle or tight connection nipple.

• The fill hose, when attached to the tank vehicle, shall be considered part of the tank vehicle.

• Fuel delivery truck shall be equipped with a water separator and filter, to ensure clean fuel delivery and prevent water contamination.

• Each tank truck or tank wagon shall carry a fire extinguisher suitable for extinguishing oil fires.

o Such fire extinguisher shall carry a testing and listing label giving the extinguisher a rating for Class A and B fires.

4 Required Tasks

4.1 Task 1: Environmental Safety and Health (ESH)

A part of the Exhibit A For Supply and/or Services Subcontracts the Environmental, Safety, and Health Certification (ESHC) form will be provided to the Subcontractor for signature, indicating that the Subcontractor understands the requirement to comply with the following:

• 10 CFR Part 851, DOE Worker Safety and Health Program

• 29 CFR 1910 – OSHA Standards

The Subcontractor and sub-tier subcontractors shall comply with industrial hygiene and FFDG requirements.

Listed below are the on-site safety procedures where the risk of fire or spill is highest, during fuel dispensing.

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• Site assessment: Before beginning, visually inspect the site for any potential hazards. Look for ignition sources near the fill area, excessive vegetation, or unsecured fill caps. In winter, check that access ways are free of ice and snow.

• Vehicle positioning: Park the truck to allow safe and easy access to the fill port without stretching hoses.

• Ignition control: Prohibit smoking, open flames, or other ignition sources in the fueling area.

Avoid using electronic devices like cell phones while fueling.

• Dispensing process:

o Grounding/Bonding: Establish a secure ground between the truck and the stationary tank.

o Containment: Place a drip/spill pan underneath the fill port to catch any minor spills or drips.

o Tank verification: Before unloading, confirm that the fuel is being delivered into the correct tank and that the tank has enough capacity. Never fill "blind fills" where the capacity cannot be verified.

o Monitoring: The driver must remain at the nozzle for the entire fueling process and never leave the dispensing unattended.

• Emergency response: Keep a spill kit easily accessible and be trained in emergency response procedures.

The Subcontractor shall take the following steps to prevent product spills, protecting the environment and avoiding costly cleanups.

• Subcontractor shall notify FFDG Technical Representative of any and all spill events.

• Check tank levels: Always gauge the storage tank to determine the available capacity before delivery. Double-check the delivery ticket to ensure accuracy.

• Manage flow: Limit the delivery rate to match the tank's vent capacity. This prevents tank rupture and releases.

• Never top off: Overfilling is prohibited. Stop dispensing as soon as the automatic shut-off clicks off.

• Inspect receiving equipment: Check that the tank's overfill prevention devices are working correctly and that all fill and gauge caps are secure and clearly marked.

The Subcontractor and any sub-tier Subcontractor performing work at SURF will be responsible for the following safety requirements.

• The Subcontractor shall be responsible for assuring that their employees and sub-tier Subcontractor employees, who do not speak English, understand all ES&H requirements. The Subcontractor must be able to communicate any necessary instructions to those employees.

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• All Subcontractors/Subcontractors performing work at SURF shall provide to their employees any necessary ES&H training as may be required by federal/state regulations, and as appropriate for their Subcontract activities at Sanford Underground Research Facility (SURF).

• Exceptions involve hazards which are unusual for subcontractor employees. FFDG shall provide any training required that is specific to the SURF site.

• Records of ES&H Training that were provided by the Subcontractor, or others, and received by Subcontractor employees performing subcontractor activities at SURF shall be available for review by FFDG.

• Subcontractors shall maintain and provide to FFDG, any and all occupational safety and environmental records.

o Safety Data Sheets (SDS) for any chemicals being brought on to the SURF site.

• Records required to be maintained by federal/state regulation.

o OSHA injury/illness logs, training records o Inspection records o Safety meeting minutes o Incident investigations documentation

4.2 Task 2: Quality Assurance / Quality Control

In conjunction with the General Terms and Conditions Quality Requirements, unless otherwise specified by the work order or the FFDG FDC Technical Representative, the Subcontractor’s on-site supervision will be responsible for the following.

• All activities necessary to manage, control and document work to ensure compliance with the Subcontract requirements.

• Ensuring adequate Quality Control services are provided for work accomplished on and off site by his/her organization, suppliers, sub-tier Subcontractors, technical laboratories, and consultants.

• The work activities include safety, testing and inspection and all other functions relating to the requirements for quality work.

• The quality and timely provision of material provided in this subcontract.

• If the diesel fuel supplied is not giving satisfactory performance or requires an excessive amount of repair or maintenance to the equipment, the Subcontractor shall be notified in writing of the deficiencies.

o After such notice, the Subcontractor shall correct the deficiencies within a reasonable time under the circumstances, with remediation complete within 24 hrs. and at no cost to FFDG.

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• The Subcontractor shall submit documentation to FFDG that the tank wagon delivery measuring meters are in compliance and have current State of South Dakota inspection and test certification seals.

o The Laboratory reserves the right to have all measuring devices rechecked at any time during the life of the contract.

o If measuring device rechecks disclose any discrepancy in the number of gallons shown on the delivery ticket and the actual number of gallons delivered, use of such equipment shall not be permitted until certification has been received from the State of South Dakota that the measuring device is accurate and/or has been corrected.

4.3 Task 3: Project Schedule

A normal delivery refers to deliveries made during the Subcontractor’s standard business hours and does not include off-hours, weekends or holidays.

Emergency deliveries shall be made within twelve (12) hours upon receipt of the FFDG request.

• A special cartage rate shall apply for above referenced emergency deliveries and shall only be made upon FFDG request.

Recognized Lab holidays are as follows.

• New Year’s Day (full day)

• Martin Luther King Day (full day)

• Memorial Day (full day)

• Juneteenth (full day)

• Independence Day (full day)

• Labor Day (full day)

• Thanksgiving Day (full day)

• Day After Thanksgiving (full day)

• Christmas Eve (half day)

• Christmas Day (full day)

• New Year’s Eve (half day)

In addition to the scheduled holidays, expect various work stoppages due to extreme weather conditions.

On average, these additional work stoppages equate to approximately seven (7) days per year.

4.4 Task 4: Bulk Diesel Fuel, DEF & Lithium Grease Tube Delivery

Deliveries of diesel fuel, diesel exhaust fluid (DEF) and lithium grease tubes.

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• The Subcontractor shall deliver on a regularly scheduled basis, as determined by the FFDG FDC Technical Representative.

• Any deliveries outside of the regular schedule shall only be permitted through direct coordination with the FFDG FDC Technical Representative.

The Subcontractor shall furnish one (1) delivery ticket for each delivery, which contains the following.

• Company name

• Driver name

• Time/date

• Gallons of diesel fuel, DEF and grease tubes delivered

• Any encountered issues

4.5 Training and Supplies

The Subcontractor is responsible for providing their staff with the following training and provision of supplies:

• Expected training provided by subcontractor:

o Licensed in the State of South Dakota to operate fuel delivery trucks that will be used to meet the requirements stated in this SOW.

o DOT Hazardous Material Certified

• Subcontractor provided supplies including:

o Safety (PPE)

Hard hat Safety glasses Flame-resistant clothing, with Class II reflectivity Safety toe boots above the ankle, non-slip Gloves, as required by Subcontractor policy and procedures Hearing protection (only required with elevated noise levels) o Small Tools and Supplies (STS) required to meet the requirements of this SOW.

5 Deliverables

5.1 Subcontractor’s Deliverables

The Subcontractor shall provide the following deliverables in accordance with the format for documents deliverables provided in Section 5.2.

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Deliverable No. SOW Section Description

1 2 Tank wagon delivery measuring meter certification

2 4.4 Delivery Tickets

Table 2: Deliverables

5.2 Format for Documentation and Deliverables

Electronic distribution will be the standard method of transmitting all documentation/deliverables. All contract documents are to be identified by contract number and provided in a searchable PDF format.

Reports and other narrative documents are to have a cover sheet stating the document number, document title, use date, and subcontract number, as well as having a place to identify authors, checker, and approval signatures as required.

All reports and narrative documents are to begin with an executive summary briefly describing the contents and conclusions of the document.

Oral presentations, if requested, shall use PowerPoint software.

6 Periodic Communication Progress meetings between FFDG and the Subcontractor will be conducted on an as-needed basis, either in-person and/or via tele/video conference. These meetings will be held at scheduled times and locations mutually agreed to. The meetings shall include discussions of the Subcontractor’s progress, potential problems, resources, technical and contractual issues. The Subcontractor shall produce and distribute meeting minutes, assigned actions and associated project management documents within three (3) working days of each meeting. The parties shall forward any comments within five (5) working days of receipt of the minutes.

The Subcontractor shall maintain a list of open action items assigned, identifying action to be taken, the responsible party and the date the action must be completed.

7 Transportation Subcontractor shall be responsible for any and all transportation requirements associated with this Statement of Work.

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End of document