Specification of requirements. for. the framework agreement on road transport of wood logs

Transcription

1 Annex 1 Specification of requirements for the framework agreement on road transport of wood logs Ref: NST Date: 31 May 2016

2 Table of contents: 1. GENERAL SCOPE OF FREIGHT MEASUREMENT TRANSPORT IN THE FORESTS REQUIREMENTS FOR LORRIES Environmental requirements Requirements for tyres and axles etc Lorries without a crane REQUIREMENTS FOR DRIVERS TRANSPORT DISTANCES CHECKS TRANSPORT NOTES CONTACT DETAILS TRANSPORT TO PORTS GENERAL LOCATIONS DEADLINES INFORMATION REGARDING TRANSPORT AGREEMENTS UNLOADING OF THE WOOD AT THE PORT RESPONSIBILITY TRANSPORT TO FREIGHT YARD AREAS GENERAL LOCATIONS DEADLINES LOADING WOOD ONTO WAGONS INFORMATION REGARDING TRANSPORT AGREEMENTS CLEAN UP RESPONSIBILITY TRANSPORT TO INDUSTRY GENERAL LOCATIONS DEADLINES UNLOADING OF WOOD AT THE INDUSTRIAL FACILITY INFORMATION REGARDING TRANSPORT AGREEMENTS RESPONSIBILITY TRANSPORT TO STORAGE SITE GENERAL LOCATIONS ANNUAL FLOW UNLOADING WOOD AT THE STORAGE SITE INFORMATION REGARDING TRANSPORT AGREEMENTS TRANSPORT TO CHIPPING AT HERNINGVÆRKET GENERAL ANNUAL FLOW UNLOADING WOOD AT HERNINGVÆRKET INFORMATION REGARDING TRANSPORT AGREEMENTS NST

3 1. General This specification of requirements is regarding lorry transport for the Danish Nature Agency (hereinafter the NST) of wood logs (round wood) from roads accessible to vehicles in forests owned by the NST to specified destinations such as ports, freight yards, industry, storage facilities or chippers at Herningværket. Transport to ports, railways and industry will usually involve short timber and cellulose (fresh wood) of the following lengths: 3.0 m, 4.0 m, 5.0 m, 5.1 m and 5.4 m. There may, however, be other lengths. Transport to storage space or chippers at Herningværket will usually involve energy wood of m, primarily 3.0 m, usually older, seasoned wood, and either deciduous or conifer. In connection with mini tendering procedures within the framework of the Public Procurement Act, the NST may change the wording of this specification of requirements, if this is necessitated by specific factors Scope of freight Expected quantities As this specification of requirements is valid for one year, with an option to extend for three times one year, the NST cannot specify precisely the amount of wood to be transported, as this will clearly depend on the amount sold in an individual year. The following quantities are expected in the first six months of the framework agreement: Zealand: 15,000-40,000 CSVs for six months. Jutland/Funen: 15,000-36,000 CSVs for six months. Bornholm: 3,000-9,000 CSV for six months. Settlement Measurements by the NST will form the basis for the following settlement. Net quantities for settlement will be stated in measurement lists. The net quantity means the gross quantity less reject wood plus joists. Settlement is per stack transport completed. See clause 8, Prices and payment conditions, of the framework agreement for more details. Residual wood Residual wood in stacks may only occur as agreed with the NST. Should residual wood be left in the forests after transport has been completed, this should be reported to the NST immediately, after which the contracting authority will re-measure the residual stack. Only the quantity transported will be settled, i.e. total quantity less re-measured quantity Measurement Stack logs will be measured photographically by the NST in cubic-metres solid volume on bark (CSV), with VMF as reference. Most logs are cut with an excess (usually up to about 10 cm of the length). This excess is not included in the settlement quantity as stated in the measurement lists. NST

4 Similarly, any rejected wood will not be included in the settlement quantity. Rejected wood is wood excluded from measurement in the forest because it does not comply with the buyer s specifications and from which the NST therefore receives no income. The percentage of reject wood can vary from 0% to about 5%, depending of the type of log Transport in the forests The wood is to be picked up from NST forests in which the wood will be placed along roads accessible to vehicles. In this context, roads accessible to vehicles means average Danish forest roads, usually with gravel surface and dimensioned to carry lorries with legal loads under normal weather conditions. There is a barrier across the road at the entrance to many of the NST forests. These barriers can be locked, and if so the driver should contact the local NST unit, see the list of contact information supplied in connection with the specific mini tendering procedure. Passage on forest roads must consider the condition of the road and the amount of water on the road and always such that there is as little damaging impact on the road as possible. If the Supplier ascertains that passage on the forest road will cause an unusual amount of damage, passage should be stopped immediately. Passage may not be recommenced until the NST has been contacted and the NST has authorised continued passage. The Supplier is responsible for freeing lorries which get stuck or cannot continue. The Supplier cannot expect the NST to help release the lorries. If the road is damaged as a result of a lorry becoming stuck, the Supplier is responsible for repairing the damage at its own account as quickly as possible in accordance with instructions from the NST. The NST cannot be held responsible for a lorry becoming stuck. The NST may close roads during periods of thaw. Passage must at all times be in such a way and at such speed as to not endanger the public. Local conditions will often require a speed of less than 20 km/hr Requirements for lorries Environmental requirements Lorries must as a minimum comply with the same EURO standards as those applying at any time for low-emission zones in Danish towns. At the request of the NST, the Supplier must be able to document compliance with the environmental requirements. The Supplier must be able to document emergency procedures to remove contaminated soil in the event of spillages on hydraulic oil. Instructions for the emergency procedures must be stored in the driver s cab. If biologically degradable hydraulic oil is used, emergency procedures are not necessary, but the use of biologically degradable hydraulic oil must be documented. Contaminated soil must be removed by the Supplier and the area must be remediated at the cost of the Supplier. The NST must be informed immediately in the event of an oil spill. NST

5 Requirements for tyres and axles etc. The following requirements apply for trailers: o Minimum three axles. o Minimum three sets of twin fittings. o As far as possible, trailers with steerable axels should be used. The following requirements apply to tractor units: o Minimum six axles. o Minimum four sets of twin fittings. Outriggers: o Plates for outriggers must be used during loading and unloading of NST wood. o If, despite the above, damage to the surface should occur, the Supplier will be responsible for repairing such damage. Drive axles The NST will favour lorries with at least two drive axles Lorries without a crane If lorries without a crane and with support vehicles are used, this must be such that forest roads and verges are not damaged Requirements for drivers Working conditions etc. must comply with Danish legislation, see clause 5 of the framework agreement. The NST s labour clause on pay and working conditions must be complied with, see clause 5.1 of the framework agreement. All communication between the NST and the Supplier s drivers must be in Danish or English, unless otherwise agreed in writing with the NST Transport distances Calculations of the transport distance from the stack to the unloading site will be made by the NST and reported to the Supplier in connection with settlement for transport. In the event of disagreement on the distance, calculations will be based on Google Maps Checks Before driving away from a new stack, the driver must check that the quantity stated on the driver s card / measurement list agrees. If the quantities do not agree, the driver should contact the NST immediately. The Supplier is responsible for checking that the quantities agree. NST

6 Transport notes stating the quantity of each load should be kept. The wood on the lorry must be measured in the forest immediately after loading and the quantity stated on the transport note. The driver should contact the NST immediately if there is a suspicion of theft or if anything else suspicious is noted. The NST will take regular check samples of quantities, transport notes, weights, material requirements, etc. including checks of the quantities transported to freight yards, ports and storage sites. In order to facilitate checks, the NST will GPS-mark a sample of the wood stacks with an electronic tracking system Transport notes The NST will supply transport notes to be completed for each load. Transport notes contain fields for information on stack number, date of loading, number of CSVs loaded onto the lorry, information on whether all the stack has been transported, and a signature when all the stack has been transported. The transport note should be completed immediately after the wood has been loaded onto the lorry in the forest. The NST reserves the right to check transport notes at any time as well as the quantities on the lorry. The method and format of reporting may be changed by the NST. The NST expects that an electronic transport note system will be introduced during the period of this framework agreement, and this is to be used. Any electronic systems with similar functionality to transport notes will possibly be used as agreed with the NST. The Supplier must store transport notes for two years and submit them at the request of the NST Contact details If the driver has any questions, or if there is the least uncertainty regarding instructions, the driver should contact the person responsible for logistics or the relevant contact person(s) notified for the specific transport. NST

7 2. Transport to ports 2.1. General There will be transport campaigns in which, usually over a period of 14 days, large amounts of wood will have to be transported to a port at which the wood will be loaded onto ships. 2,800-3,700 CSVs per ship will usually have to be transported. On Zealand, the NST expects that, every six months, about 15,000-40,000 CSVs will be transported, in Jutland about 7,000-15,000 CSVs (primarily from mid and northern Jutland) and on Bornholm about 3,000-8,000 CSVs. The NST has a shipping agent in each port. The shipping agent will plan where the wood is to be placed and the other practical aspects at the port, and the shipping agent will be responsible for contact with the ship. If the Supplier has any questions regarding these matters, the Supplier should contact the shipping agent Locations The NST expects that there will be transport to the following ports (although others are possible): - Hundested - Kalundborg - Køge - Hanstholmen - Hirtshals - Struer - Vejle - Aalborg - Aabenraa - Rønne 2.3. Deadlines Notice of an individual transport job can be expected no later than seven calendar days before transport is to commence. Usually, it will be possible to commence transport of wood 14 calendar days before departure of the ship. The Supplier will be notified of the specific deadline as soon as it has been set Information regarding transport agreements The information below will be sent to the Supplier: o Pick-up site and destination. o Time and date for commencement of transport and deadline for completion. o Measurement lists with quantities and grades. o Driver s card. The NST or its shipping agent at the port will supply plans for arrival and unloading of logs in the quality relevant for the shipping in question. This plan must be observed. NST

8 The Supplier must send the information below to the NST by o four working days before the final deadline for completion of the transport, the Supplier must contact the NST and report the number of CSVs transported to the port. o The time and date of completion of the transport must be reported immediately after unloading has been completed (by no later than the same day) Unloading of the wood at the port The Supplier must report to the shipping agent at the port before commencing to unload. The Supplier will receive an unloading plan and, if relevant, keys to the port area. The general principles for unloading are that one or two rows of wood should be stacked as high as possible along the quayside. It is very important that the different grades are kept separate and not mixed together. The surface of the stack should be even and the ends of the logs facing the side at which the lorry is parked should be flush with max. +/- 20 cm per meter of facade. The facade of the stack should be flat and may only deviate by +/- 0.5 m measured in a straight line end to end. The stacks must be at least 5 m high. On Bornholm, it must be possible to load the wood at least 6 m high. More detailed requirements regarding placement of the wood at the quay itself, number of grades, length and breadth of each stack, etc. will be stated in the description of the specific transport job Responsibility The Supplier is responsible for ensuring that the grades stated by the NST are kept separate at the port, see the plan supplied. The Supplier is to comply with the regulations for driving in the port area. These regulations will be notified by the shipping agent. The Supplier is responsible for ensuring that the wood is stacked in accordance with current guidelines for the relevant port and from the NST. 3. Transport to freight yard areas 3.1. General Transport to freight yard areas will usually be either a number of single wagons (1-10 wagons with about 65 CSVs/wagon) over the week as agreed between the Supplier and the customer, or a block train comprising wagons with a capacity of about 1,750 CSVs. In both cases, there is likely to be a time limit of 24 hours for loading the wagons. As the amount of wood to be exported by rail much depends on the NST s other sales possibilities, the expected quantity per half year could vary from 0-7,000 CSVs. NST

9 According to current sales, transport will primarily be from mid-jutland freight yards in Herning Locations The NST expects that transport will primarily be to the following freight yard areas: - Flensborg (Germany) - Herning - Padborg - Ringsted / Køge 3.3. Deadlines Notice of the individual transport jobs for departure by rail will be as early as possible, but no later than five working days before transport is to commence. The usual time limit for loading wagons is 24 hours, see section 3.1, irrespective of the number of wagons Loading wood onto wagons Types of wagons, loading wagons, weight, reporting clear, etc. are described in annex 1.1 wagons Information regarding transport agreements The information below will be sent to the Supplier by Pick-up site and destination. Time and date for commencement of transport and deadline for completion. Time and date for when wagons are to be ready for loading. Measurement lists with quantities and grades. Driver s card. The type of wagons to be loaded and their maximum weight. The Supplier must send the information below to the NST by Time and date for completion of transport. The time and date must be reported immediately after loading has been completed (by no later than the same day). Wagon numbers should be recorded (possibly in a photograph) and submitted to the NST as soon as possible, i.e. on the same day as completion of loading. In some cases all the logs loaded onto wagons will have to be counted. This depends on the buyer. The specific mini tendering procedure or a specific order under a mini tendering procedure will specify whether logs are to be counted and the percentage of logs to be counted. NST

10 3.6. Clean up The freight yard area must be left clean and tidy, i.e. no loose logs or parts of logs. The lorry should be swept clean after unloading away from the tracks so that bark chips do not fall onto the track Responsibility The Supplier is responsible for ensuring that the wagons are fully loaded. The different types of wagon have different weight limits and there may be stricter limits if the wagons are to run on down-graded stretches of track. Wagons are to be fully loaded so that the height of the load does not exceed the guidelines for the relevant wagon type, or so that the weight is as close to the maximum permitted weight as possible. A correctly loaded wagon should be loaded with between 95% and 100% of the wagon s maximum weight. See also annex 1.1 Instructions for wagons. The Supplier is responsible for ensuring that the wagon is loaded correctly. Among other things, this means that it must be possible for railway personnel to approve the wagons for further transport, see also annex 1.1 Instructions for wagons. Before departure, block trains must be inspected and approved by railway personnel. This will usually be 1-1½ hours before the stated time of departure. In connection with this inspection, a lorry must be present so that any errors can be rectified. The Supplier is liable for any damage that may arise to the wagons and other equipment during loading, see clause 10 of the framework agreement on obligation to pay compensation. If the Supplier believes that damage to a wagon or other equipment arose before the Supplier commenced loading, the Supplier is responsible for providing evidence of this. 4. Transport to industry 4.1. General There may be transport to industrial facilities abroad and in Denmark. Quantities will be agreed for a specific period with the individual industrial facility and these quantities will be offered in a mini tendering procedure. As the quantity of wood supplied by the NST direct to industry much depends on NST s other sales opportunities, it is not possible to state an expected quantity Locations From NST forests to a specific industrial facility Deadlines Deadlines in connection with the individual transport job will be stated in the specific mini tendering procedure as they will not be set until a contract has been established. NST

11 4.4. Unloading of wood at the industrial facility Arrival at the industrial facility must be reported and the wood identified. More details will be stated in the specific mini tendering procedure Information regarding transport agreements The information below will be sent to the Supplier by o Pick-up site and destination. o Time and date for commencement of transport and deadline for completion. o Measurement lists with quantities and grades. o Driver s card. The Supplier must send the information below to the NST by o Regular reports on quantities transported will be detailed for the specific transport job Responsibility The Supplier is responsible for ensuring that the wood is identified correctly in accordance with NST classifications on arrival at the industrial facility. 5. Transport to storage site 5.1. General Transport to a storage site will usually be for energy wood measuring 3.0 m; usually older, seasoned wood. An annual 2,000-15,000 CSVs are to transported in Jutland, about 90% conifer and 10% deciduous. Similarly, an annual 20,000-40,000 CSVs are to be transported on Zealand, 75-80% conifer and 20-25% deciduous Locations The NST expects deliveries to the following places: Jutland: Ikast Årtoft Other smaller storage sites. Quantities can vary significantly between the individual sites from year to year. NST

12 Zealand: Storage site, northern Zealand Bornholm: Storage site, Bornholm Annual flow The annual flow can vary between the different storage sites. There will be continuous transport over the year to some sites, while others will only require transport over shorter periods Unloading wood at the storage site Unloading must be in rows of a maximum 5 metres high so chipping can take place from the stack. An area of 2½ lorry-widths must be kept clear along the outer row so that the chipper can work Information regarding transport agreements The information below will be sent to the Supplier by Pick-up site and destination. Time and date for commencement of transport and deadline for completion. Measurement lists with quantities. Driver s card. The Supplier must send the information below to the NST by Monthly lists with quantities transported which will form the basis for settlement by the NST. Average diesel consumption per km for transport of wood. This information is for the NST s SBP certification. Consumption can be calculated based on the most recent concluded financial statement. 6. Transport to chipping at Herningværket 6.1. General Transport to Herningværket will be energy wood, primarily 3.0 metres long, usually older, seasoned wood. The NST supplies 15,000-20,000 CSVs in the winter half-year, about 90% conifer and 10% deciduous. NST is responsible for about 25% of all energy wood supplied for chipping at the plant. Daily deliveries must be coordinated with deliveries from HedeDanmark (about 50% of the total) and Skovdyrkerforeningen Vestjylland (about 25% of the total). NST

13 Coordination is to ensure that throughout the opening hours at the plant there is wood on the conveyor belt and that there is no unnecessary waiting time in connection with unloading. Coordination will primarily be between the Supplier and the chipping personnel at the plant Annual flow The normal annual flow is as follows: Every endeavour will be made to supply measurement lists of the total quantity in connection with establishment of delivery agreements following a mini tendering procedure. Transport usually starts in week 43/44 (late October) and ceases in week 15/16 (mid April). Transport is between 07:00 and 18:00 on working days. A total of CSVs per week is transported, evening distributed throughout the working week and the opening hours at the plant Unloading wood at Herningværket There are more detailed instructions in the Herningværket guidelines, see annexes 1.2, 1.3 and Information regarding transport agreements The information below will be sent to the Supplier by Pick-up site and destination. Time and date for commencement of transport and deadline for completion. Measurement lists with quantities. Driver s card. A plan will be sent every Thursday for deliveries in the week to come. The Supplier must send the information below to the NST by Monthly lists with quantities transported which will form the basis for settlement by the NST. Average diesel consumption per km for transport of wood. This information is for the NST s SBP certification. Consumption can be calculated based on the most recent concluded financial statement. NST