Starting Together: Defining success from day one

• How would you describe your top priority for supply in the next 12 months? Options: Maximize reliability, Minimize price volatility, Ensure strict quality/spec compliance, Flexibility for seasonal swings, Other
• Which products and grades do you expect to source from a single supplier versus multiple suppliers? Options: Gasoline (all grades), Ultra-low sulfur diesel, Jet fuel, Naphtha/petrochemical feedstock, Other
• In a typical month, how many barrels of gasoline, diesel, and jet fuel do you move through each receiving terminal?
• Tell me about the stakeholders across procurement, quality, logistics, and finance who must sign off on a new supply arrangement.
• If we delivered on-spec product and consistent on-time logistics, which business metric would improve first for your team? Options: Inventory turns, Stockout days, Cost per gallon, Quality dispute rate, Other

What recent problems would make you stop a supplier

• What single supplier failure in the last six months would have led you to terminate that relationship?
• Walk me through the last time a delivery arrived off-spec, including who caught it, which tests flagged it, and how it was resolved.
• How often do you open formal quality disputes in a typical year, and which terminal reports them most frequently? Options: None, 1-3, 4-10, More than 10
• Which acceptance tests do you run onsite versus at an external lab? Options: Octane/Cetane, Sulfur, Density/specific gravity, Flash point, Freeze point, Aromatics/benzene, Other
• Describe the financial impact when a failed delivery requires replacement product or causes plant downtime.
• What single contractual or operational constraint would make you walk away before signing?

Peak seasons and turnarounds that strain supply

• When pipeline, barge, or truck capacity tightens, what is the first operational thing that breaks for you?
• For each of your receiving locations, name the maximum daily volume they can accept and any access or storage constraints.
• On your busiest days, how many nomination windows per day do you require per terminal? Options: One, Two, Three, More than three, Depends on season
• For each location, identify mandatory transport modes and any seasonal restrictions.
• If a delivery window slips by more than 48 hours, what operational or financial consequences do you face?
• Who in your organization has final authority to change a delivery point or acceptance window, and how quickly can they act?

The other supply options you're weighing

• What would have to be true about your incumbent supplier for you to keep them instead of moving to a new primary supplier?
• Tell me which alternatives you are actively evaluating right now, for example spot purchases, internal blending, or other suppliers.
• Select the internal proposals your team has discussed Options: Extend current supplier contract, Increase spot purchases, Invest in terminal storage, Develop in-house blending, Switch supplier, Other
• Who inside your organization is advocating for a self-solve approach, and what resources would they need to make it viable?
• If the incumbent delivered identical quality and price, what single change would still make you switch suppliers?

Quality thresholds that cannot be negotiated

• Name the one product attribute that, if off-spec, would immediately trigger a stop-sale at your site. Options: Sulfur content, Octane/Cetane, Flash point, Freeze point, Density, Other
• Provide the exact acceptance test limits you enforce for gasoline octane, diesel sulfur, jet freeze point, density, and any site-specific parameters.
• Select the quality documentation that must accompany every shipment Options: Certificate of analysis, Chain of custody, Bill of lading, Independent lab report, Regulatory compliance certificate, Other
• Describe your dispute resolution timeline and financial remediation expectations when results are borderline or off-spec.
• If a trial shipment failed a critical test during the 60 to 90 day trial, what acceptance criteria or remedy would lead you to halt the pilot immediately?

Pricing, bands, and the deal structure that matters most

• What pricing structure would make your procurement and finance teams confident to sign a 12-month primary supply agreement?
• Choose the pricing benchmarks and contract features you prioritize Options: Benchmark index linked pricing, Fixed rack price, Formula with volume bands, Floor and ceiling collars, Short-term spot allotments, Other
• How wide a monthly volume band do you need around committed volumes, expressed as a percentage up and down? Options: 0%, ±5%, ±10%, ±20% or more, Depends on season
• What invoice cadence and file format does your finance team require for timely payment processing? Options: Net 30, PDF invoice, Net 30, structured EDI, Net 15, PDF, Immediate on delivery, structured file, Other
• If price moved unfavorably by 10 percent versus your reference index, which contractual protections or exit rights would you expect?
• If our proposal met your pricing target but required a commitment to a minimum volume band, could your team sign within two weeks? Options: Yes, Maybe with fast approval, No, needs longer review

Delivery choreography: nominations, terminals, and tracking

• When a delivery misses its nomination window, who absorbs the cost and what is the escalation path?
• Provide your terminal access requirements, required permits, and any mandatory security processes we must know about.
• How many nomination windows per day do you operate at your busiest terminals? Options: One, Two, Three, More than three, Depends on terminal
• Do you have electronic nomination or invoicing endpoints available for integration, and who owns them? Options: Yes, API owned internally, Yes, API owned by third party, Planned but not available, No, manual only
• Name your preferred sampling labs for routine shipments and for dispute testing.
• If our logistics plan required a temporary change to your receiving window for a 90 day trial, which internal decision gate would block that change?

Operational readiness: the checklist that gates the start

• Point to the single operational or regulatory item on your side that would prevent supply from starting.
• Do you have on-site laboratory capability, preferred commercial labs, or a combination for validating qualification samples? Options: On-site lab, Preferred external lab, Combination, No lab capability
• Who will be the day to day operational owner for onboarding, and how many full time people will they commit during the trial?
• Is terminal access and storage capacity already contracted for the trial volumes we propose, or will new agreements be required? Options: Already contracted, New agreements required, Partial capacity available, Unsure
• List the internal systems (nominations, laboratory information, ERP) that would require integration and note whether APIs are available.
• If an external permit or regulatory approval will take longer than 8 weeks, would you pause the pilot or proceed with agreed workarounds? Options: Pause the pilot, Proceed with workarounds, Proceed on limited scope, Undecided

Decision timeline: signature gates and next steps

• If the trial hits the agreed KPIs, what single remaining obstacle would stop you from signing within 10 business days?
• Map the internal approvals required, the specific approvers, and typical durations for each signature gate.
• Which stakeholders must sign or approve commercial, legal, and operational terms? Options: Procurement, Quality/Technical, Operations/Terminal Manager, Finance, Legal/Contracts, Senior Executive
• By when can you provide a sample window and allow a 60 to 90 day trial to begin? Options: Immediately, Within 2 weeks, 2 to 4 weeks, More than 4 weeks
• Name three minimum KPIs that must be met during the trial for you to convert to primary supply.
• Who has the authority to sign if the pilot meets KPIs, and can they commit to signing within one week? Options: Yes, Needs executive review, No

• Supply & Logistics Review

• Confirm the current state and its cost
• You confirm that at least one presented supply option meets your quality and delivery priorities and reduces the need for emergency sourcing.
• Provide terminal delivery points, seasonal volume profile for the next 12 months, and laboratory acceptance thresholds for each product grade.
• You agree that the demonstrated nomination, sampling, and invoicing workflow will prevent the reconciliation and quality disputes you described.
• Map supply and refinery options to your priorities
• Model two supply and pricing scenarios matching the provided volumes, and deliver a one-page comparison including nomination cadence, QC steps, and estimated cost exposure before the follow-up session.
• You identify the remaining evidence needed to proceed to a 60–90 day trial and agree on next steps to obtain it.
• Run an operational proof scenario
• Agree on the proposed trial volume portion and a target 60–90 day trial start window.
• Surface remaining risks and acceptance criteria
• Propose a qualification sampling and lab testing schedule for the agreed receiving terminals.
• Validate the outcome against your need

• Supply & Logistics Solution Experience
• Solution Experience Deck
• Solution Brief — Supply & Logistics Review

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• Deliver Qualification Product Sample
• Provide 60–90 Day Trial Supply
• Supply On-Spec Gasoline (Multiple Grades)
• Supply Ultra-Low Sulfur Diesel
• Supply Jet Fuel (Jet-A / JP-8)
• Supply Petrochemical Naphtha
• Blend Fuels to Buyer Specifications
• Provide Certificates of Analysis
• Pipeline Loading and Metering
• Barge and Tanker Loading Operations
• Truck Rack and Rail Loading Operations
• Invoice Using Index-Based Pricing Formula
• Handle Off-Spec Product Replacement
• Deliver Additives and Specialty Blends

Deliver Qualification Product Sample

• Provide the receiving terminal name(s), address, and primary contact for the qualification sample drop and chain-of-custody handover.
• Which laboratory standard should be used for the qualification sample tests at the receiving site (examples: ASTM D1655 for jet, ASTM D975 for diesel, ASTM D4814 for gasoline)? Options: ASTM D1655 (jet), ASTM D975 (diesel), ASTM D4814 (gasoline), Buyer internal spec / other
• How many liters or barrels of sample are required to satisfy both your receiving lab and an independent split sample for arbitration? Options: Less than 50 L, 50-200 L, 200-1,000 L, More than 1,000 L
• Specify the measurable acceptance thresholds that will validate the qualification sample (list numeric limits for sulphur ppm, RVP, cetane/octane, aromatics, flash point, freezing point as applicable).
• Indicate the preferred sampling container type and custody documentation required at load (examples: sealed 5 L can, 20 L drum, chain-of-custody form, third-party sampler certificate). Options: Sealed 5 L can + COC, 20 L drum + COC, Bulk sample bottle + third-party sampler, Other

Provide 60–90 Day Trial Supply

• Will the trial supply cover a fixed percentage of your nominated monthly volumes or be limited to specific delivery points only? Options: Fixed percentage of monthly volume (specify), Specific delivery point(s) only, Combination
• Who on your operations or quality team will be the daily contact for nominations, delivery confirmations, and sample disputes during the trial?
• When should the 60–90 day trial be scheduled relative to any planned refinery turnarounds, terminal maintenance, or seasonal demand peaks? Options: Start immediately, After next refinery turnaround, Before seasonal peak, Custom date (specify)
• Confirm the trial success criteria you will use to accept the supplier for full supply (examples: % on-spec deliveries, % on-time nominations, invoice accuracy tolerance in $/bbl).
• Provide the exact share of monthly volume you are committing to the trial (percent or barrels per month) and any ramp schedule during the 60–90 day period. Options: <10%, 10-25%, 25-50%, >50%

Supply On-Spec Gasoline (Multiple Grades)

• Provide the gasoline grades you require by grade name and typical octane target (examples: Regular 87 AKI, Midgrade 89 AKI, Premium 91+ AKI). Options: Regular (e.g., 87), Midgrade (e.g., 89), Premium (e.g., 91+), Custom grade
• Which gasoline specification limits at your terminal differ from ASTM D4814 (for example, summer RVP value, ethanol blend %, sulfur ppm)?
• How frequently do you require a Certificate of Analysis or batch test for gasoline deliveries (per truck, per loading, weekly composite)? Options: Per delivery, Per loading batch, Weekly composite, Monthly composite
• Specify any seasonal RVP adjustments, ethanol tolerance, or oxygenate blending rules that must be applied at the point of delivery.
• Do you require supplier guarantees for octane, RVP, and sulphur with predefined remedies for excursions (e.g., replacement, credit, reblend)? Options: Yes, No

Supply Ultra-Low Sulfur Diesel

• Select the sulphur threshold and any additional diesel property limits you require at delivery (examples: ≤15 ppm sulphur, cetane min, cloud point constraints). Options: ≤15 ppm sulphur, ≤10 ppm sulphur, Custom sulphur limit
• Identify cold-flow or winterization requirements by delivery location (cloud point, pour point, or need for cold flow improver dosing).
• Estimate monthly diesel volumes by delivery point (barrels/month) so we can size truck or pipeline allocations. Options: <1,000 bbl/month, 1,000-5,000 bbl/month, 5,000-20,000 bbl/month, >20,000 bbl/month
• Is onsite fuel polishing, filtration, or additional stability testing required at receipt before you accept diesel deliveries? Options: Yes, No
• How do you prefer off-take sampling to be handled for diesel at your rack or terminal (single composite sample, split sample to independent lab, automatic sampler)? Options: Single composite, Split sample to independent lab, Automatic sampler, Other

Supply Jet Fuel (Jet-A / JP-8)

• State whether you require ASTM D1655 compliance, a military jet fuel spec, or a buyer-specific jet fuel requirement, and list any required additives (e.g., fuel system icing inhibitor). Options: ASTM D1655, Military spec (JP-8), Buyer-specific spec
• List the jet fuel test limits you require at receipt for freezing point, smoke point, acidity, and aromatics that differ from standard ASTM values.
• Describe your required nomination lead times and receiving window for tank farm deliveries (hours notice, minimum loading/receiving window).
• Assign the role or person on your team who will approve any jet fuel quality exceptions or initiate independent arbitration testing.
• Choose whether engine OEM compatibility testing or additional aerodynamic fuel tests are required before you accept long-term jet fuel supply. Options: Required before full supply, Not required, Required only for specific lots

Supply Petrochemical Naphtha

• Indicate the naphtha cut range and boiling point window you require (for example light naphtha 30–90°C) and acceptable aromatics percentage.
• Select your benzene, sulphur, and olefin limits for petrochemical feedstock acceptance if they deviate from standard market grades. Options: Benzene limit specified, Sulphur limit specified, Olefin content limit specified, No deviation
• Detail any regulatory compliance documentation required with naphtha shipments (for example MSDS, REACH declarations, country of origin certificates).
• When do you anticipate peak demand for reformer- or cracker-grade naphtha (months or campaign periods) so supply planning can be aligned? Options: Q1, Q2, Q3, Q4, Custom period
• Identify preferred delivery modes for naphtha to your site (pipeline, rail tank car, barge) and list any in-plant tankage or vapour recovery constraints. Options: Pipeline, Rail, Barge, Truck

Blend Fuels to Buyer Specifications

• Outline the blending recipes you require including blendstock percentages, target octane/cetane, and any mandated additive dosages.
• Do you require third-party sampling or in-line analyzer verification during blending to confirm batch targets before release? Options: Yes, No
• Assign a technical contact for recipe approvals and post-blend lab result reviews.
• Measure the maximum allowable variance from target octane or cetane in a blended batch that you will accept (for example +/- 0.5 octane).
• Choose whether blended batch certificates should include as-blended analysis and blending run sheets with batch IDs for traceability. Options: Include both COA and run sheet, COA only, Run sheet on request

Provide Certificates of Analysis

• State which analytes must appear on every certificate of analysis at delivery (examples: sulphur, density, RVP, aromatics, flash point, cetane/octane).
• Choose the preferred COA delivery method: paper at delivery, emailed PDF, or electronic data interchange/API endpoint. Options: Paper at delivery, Emailed PDF, EDI/API transfer
• Attach any existing COA validation rules or an acceptance spreadsheet you use so we can align report fields and limits.
• Confirm the maximum allowable age of a COA from its test date at time of delivery that you will accept (hours or days). Options: 12 hours, 24 hours, 48 hours, Custom (specify)
• Is chain-of-custody paperwork signed by the loading inspector required to be attached to the COA for every shipment? Options: Yes, No

Pipeline Loading and Metering

• Describe your pipeline nomination window, cut-off times, and required nomination format (examples: EDI, portal upload, email). Options: EDI, Portal, Email, Other
• Detail required meter proving frequency, calibration certificate retention, and metering accuracy tolerance for custody transfer (numeric ppm or % where applicable).
• Where are the custody transfer meters located (terminal name and meter ID) and what identifiers must appear on shipping documents?
• Name the party that will supply meter prover certificates and the expected format for attaching them to load paperwork.
• Are pipeline batch tracking and interface reconciliation required during multi-product pipeline operations for the nominated deliveries? Options: Yes, No

Barge and Tanker Loading Operations

• Where are your preferred barge or tanker berths and what berth restrictions (maximum draft, LOA, or daylight-only) must the supplier observe?
• Provide the required notice-to-load lead time, typical loading hours, and any berth booking window constraints.
• Are vapor control, inert gas, or vapour recovery connections required on the vessel during loading at your terminal? Options: Yes, No
• Attach any vessel vetting, ISPS security paperwork, or pre-qualification documents that must be provided before loading.
• Estimate typical barge/tanker call frequency for your account (calls per month) and expected average hold time at berth. Options: <1 per month, 1-4 per month, 4-12 per month, >12 per month

Truck Rack and Rail Loading Operations

• Explain your truck rack operating hours, bay capacities, and any axle or weight restrictions that affect loading rates.
• Outline rail unloading protocols you require, including sample points, retest windows, and required waybill fields.
• Measure the maximum acceptable loading rate per truck or railcar (barrels per hour) to be scheduled at your facility.
• Name the documents your receiving team requires at handover for truck and rail loads (for example, bill of lading, COA, driver ID, gate pass).
• Are specific driver or carrier credentials, insurance evidence, or site induction requirements needed before access to the rack or rail siding? Options: Yes, No

Invoice Using Index-Based Pricing Formula

• Provide the index benchmark and formula terms you expect for invoicing (examples: Platts rack, OPIS, index plus differential, spread to regional rack).
• Which pricing month or daily index timing should invoices reference for each delivery (same-day index, daily assessed index, or monthly average)? Options: Same-day index, Daily assessed index, Monthly average
• How should transport, rack fees, and terminal throughput charges be handled in the invoice (billed separately, included in delivered price, or allocated)? Options: Billed separately, Included in delivered price, Allocated per delivery
• Identify your required invoice validation rules and tolerance thresholds for price and volume disputes (for example, $/bbl tolerance or % volume tolerance).
• Specify preferred invoice delivery format and integration method (PDF email, EDI 810, API endpoint) and any required remittance details. Options: PDF email, EDI 810, API endpoint, Other

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• Master Purchase Agreement (MPA)
• Order Confirmation
• Pricing Annex — Formula & Benchmarks
• Volume & Nomination Annex
• Quality, Sampling & Dispute Resolution Annex
• Performance Remedies & Service Levels
• Force Majeure & Turnaround Addendum
• Billing, Invoicing & Settlement Terms
• Credit Support & Security
• Regulatory & Permitting Schedule
• Change Control & Amendment Procedure

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Decision (around day 90)
• Quarterly Performance Review (ongoing)

• Publish the quarterly KPI dashboard snapshot and distribute to operational and commercial stakeholders for transparency.
• Produce a prioritized corrective action plan with dates for closure and a confirmed timeline to the acceptance gate.
• Implement agreed operational fixes (routing, nomination cadence, sampling frequency) and record completion dates.
• Reconcile and correct any invoicing exceptions for the review period and document resolution steps.
• Run targeted lab retests for disputed quality samples and circulate results within defined SLA.
• Restate acceptance criteria and numeric targets
• Produce a documented acceptance decision that records pass/fail for each numeric criterion recorded in the Sample Validation & Trial Supply stage.
• For any failed criterion, agree a remediation plan with dates and proof-of-closure requirements.
• Publish the acceptance decision and attach supporting evidence and remediation items to the shared workspace.
• If conditional, schedule the acceptance re-test and define the dataset and date range to be used for validation.
• Update operational runbooks and sampling SOPs to reflect any agreed changes from this decision.
• KPI trend review
• Confirm whether quarterly KPI trends meet the targets recorded in the Sample Validation & Trial Supply stage and document any exceptions.
• Ensure all corrective actions older than 30 days have a new completion date or validated closure evidence.
• Close or renew corrective actions with updated due dates and attach closure evidence to each item.
• Implement prioritized operational improvements agreed in the session and report progress at the next quarterly review.
• Re-confirm success criteria and owners
• Deployment and operational handover validated and no critical access or process gaps remain.
• All critical blockers logged with remediation tasks and target dates.
• Publish a one-page go-live status summary that lists owners, open blockers, and target dates.
• Open or update tickets for each blocker and circulate ticket IDs for visibility.
• Schedule the First Measurement Review for weeks 4-10 post go-live.
• Present first-period performance vs targets
• Determine whether on-time delivery rate and off-spec incident rate are on track to meet the Sample Validation & Trial Supply stage targets.
• Deployment and handover validation
• Open corrective actions and closure status
• Present consolidated outcome data against each criterion
• Root-cause diagnosis for gaps
• Early operational signals
• Document pass/fail per criterion and record decision
• Quality dispute and incident post-mortems
• Quality disputes and corrective actions
• If any criterion failed, agree remediation and proof-of-closure
• Blockers and open issues
• Enhancement requests and operational improvements
• Commercial validation, invoicing exceptions
• Agree immediate remediation actions
• Confirm next quarter targets and meeting cadence
• Agree corrective action plan and timeline
• Close the gate and confirm next operational cadence