BASF Coatings

SUPPLIER DELIVERY
REQUIREMENTS
For
BASF Coatings
North America Sites

March 2024

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Revisions Revision Date Page
Drums must be NEW – no re-conditioned drums April 2009 12
Attached Specifics of Bar Code Label Requirements April 2009 14
Updated Shelf-life Requirement – must have 33% of April 2009 7
shelf-life remaining
45” pallets are acceptable for bags – Import Aug 2010 16
deliveries
Windsor submitted POs require confirmations Aug 2010 8 & 10
Updated email addresses for the Greenville site Oct 2010 7 & 10
Greenville submitted POs require confirmations Oct 2010 8 &10
Included new pallet requirement for import shipments Feb 2011 17
Windsor Delivery Times modified June 2011 6
Preferred tankwagon type at the Windsor Site added June 2011 8
Windsor PO confirmation requirements June 2011 8 & 11
Vendor Partnership Program for the Windsor Site June 2011 12
No glass containers & Windsor Site non-bulk
container weight restrictions
Cleaning certificates must indicate last contained Sept 2011 7
material
All containers must be free of silicone, oil, grease, Sept 2011 7
lubricants or other contaminants
45” pallets are acceptable for bags - domestic Sept 2011 17
deliveries
Label Requirements update April 2015 13
Add specifics for prohibition of prior contained in bulk March 2017 7
Change Shelf Life requirements from minimum 33% September 2018 7
to 50% reminding
Non-bulk delivery - equipment January 2021 12
Overall revision March 2024 all

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 Table of Contents
Topic Page
Policy and Supplier Requirements Website 4

Safety, Environmental and Transportation 4

General Delivery Requirement 4-6

Driver Validation and Vehicle Sealing Requirement 6-7

Shelf Life Requirement 8

On-Time Delivery Requirement 8

Bulk Delivery Requirement 9-10

• Tankwagon/Vessel
• Hoses/Fittings
• Pump Condition
• Monomers Delivery requirement

Non-Bulk Requirement 11-14

• Documentation
• Packaging
• Pallets (domestic & imports)
• Bar Code labeling
• Label Placement

Nonconforming Deliveries 14

Appendix A: Certificate of Analysis Data Elements 15

Appendix B : BASF Locations 16

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 Policy and Supplier Requirements Website

Conformance to BASF’s delivery requirements is the supplier’s (i.e. manufacturer

of a raw material) responsibility. This expectation compels BASF suppliers to
monitor and ensure conformance to BASF delivery requirements by their
distributor(s), carrier(s) and representative(s). These requirements are
applicable to suppliers of BASF Coatings sites and warehouses.
Sites: Windsor, Ontario, Canada, Greenville Ohio and Tultitlan Mexico.
Warehouses: Wyandotte, MI; Hearns (Windsor), Ontario; Zuniga, Laredo, TX,
Boasso, MI; Dana Cincinnati, OH

All supplier requirements: MOC, “Zero-crater”, labeling/barcoding & delivery

requirements - can be found at:
North America Supplier Website (basf-coatings.com)

Failure to comply with the ALL outlined requirements will result in refusal
of shipment, issue non-conformance report or removal of BASF Raw
Material agreement.

Safety, Environmental and Transportation

Suppliers and their distributors must comply with all applicable transportation,
safety, and environmental regulations. Drivers must be able to understand and
communicate in commonly used local languages.

General Delivery Requirements

General:
All containers (tankwagons, etc) supplied to BASF shall be free of any silicones,
greases, oils, lubricants, or other contaminants.

Order Confirmation:
Order conformation requirements
• Purchase Orders submitted by Windsor and Tultitlan require confirmation
to issuing planner (Requestor) within 48 hours of PO receipt. Specify
Date and quantity confirmed.
• Purchase Orders submitted by Greenville require confirmation sent to
[email protected] within 48 hours of PO
receipt
• Automated process for order confirmation with Elemica:

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 o Elimica Quicklink. A unique link is sent for each PO, containing
buttons for the supplier to interact with the order (i.e. click to confirm,
click to ship and click to invoice).

Elemica Quick QLEB Vendor guide

Link_Supplier Guide_ Confirmation&Shipment.pdf
English.pdf

o Elemica EDI. To be updated

Documentation:

The following documentation must accompany all deliveries:

• Bill of lading
• Weight ticket – for bulk delivery only
o Computer-generated and listed in pounds or kilograms.
• Proof of tankwagon vessel cleaning - for bulk delivery only
o Non-dedicated tankers only
o Cleaning certificate must indicate last contained material
o Prohibited prior materials to specifically exclude silicones, greases,
oils, and lubricants.
• Packing List – for non-bulk delivery only
o Material description must match BASF SAP description
• Certificate of Analysis (COA)
o Please review Appendix A for the required data elements
o All COA product characteristics must be in spec as aligned in
specification agreement unless BASF has approved / waived the out of
spec condition prior to shipment
o All BASF sites request that COA information is received prior to
delivery. The preferred method of receipt is via e-mail prior to
delivery

Site E-mail Address

Southfield, MI [email protected]
Greenville, OH [email protected]
Tultitlan, Mexico [email protected]
Windsor, ONT [email protected]

o Please note that the first word in the e-mail subject field MUST be
“BASF”. The subject line must also include the BASF article
number, lot number of material, BASF PO#.
o A copy of the COAs should also accompany the Bill of Lading for the
delivery.

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• BASF Specific Information that must be included on the Bill of Lading, Freight
Bill, COA and Packing Slip
o Purchase order number
o BASF Product Code
o Product description must exactly match the description in BASF
SAP.

• If the shipment from the supplier is freight collect, it is the supplier’

responsibility to contact Uber Freight for USA and Canada.
• https://tms.transplace.com/security/basfLogon.do
• Contact DSV Cinthia Avelar for freight collect shipments to Mexico
DSV [email protected]
Germany (Prefere vendor) - Leschaco - Lascurain,
Brenda [email protected] & Ruiz,
Rocio [email protected]

• Invoice requirements
• Invoice Portal:
Welcome to the BASF Supplier Invoice Portal - YouTube
• Please refer to PO for invoicing instructions
o For Mexico only:
• National Vendor:
1.Send Physically - CoA+ Invoice
2.Load invoice in Facturaxion Portal
• Import Vendor:
1.Send CoA + Invoice + PL/BL to
[email protected] & [email protected]

Driver Validation and Vehicle Sealing Requirement

Driver Validation

BASF has instituted a policy for increased security that requires validation of all
drivers and vehicle sealing of all truckloads and bulk deliveries. Vehicle sealing
is intended to act as a deterrent to product or container tampering and to serve
as an indication of tampering, if seals are found broken or missing. The intent of
driver validation is to ensure that only recognized and approved drivers are given
access onto our sites for delivery or pick up of BASF shipments.
When picking up or delivering a shipment for BASF, non-employees of the carrier
will not be permitted on the premises at any 3PL or BASF facility.
Additionally, non-employees will not be permitted to remain at any security
facility or gate while the carrier's employee picks up or delivers a shipment for
BASF.

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Non-employees include, for example, contractors, siblings, children,
spouses, etc. This also includes any pets or animals. It does not, however,
include spouses operating as a driver - team and employed by the carrier hauling
the shipment for BASF. Any exceptions need to be approved with the site
management prior to delivery.

Sealing Requirement

This procedure applies to all BASF Coatings sites NA region receiving sites of all
domestic and cross-border truckloads and bulk modes shipments for hazardous
and non-hazardous products. Suppliers and/or pick up carriers must seal all
truckload and bulk shipments destined for BASF locations. Seal numbers must
be recorded on the Bill of Lading or equivalent paperwork. Transmittal of seal
numbers prior to delivery, using advance shipping notice or email is acceptable.

At the delivery location, truck drivers must present a valid commercial drivers
license (CDL) and where applicable for hazardous material shipments the CDL
must have a hazmat endorsement. If issues arise regarding driver validation or
container seals, the truck will be temporarily quarantined until resolution of the
problem. BASF will not bear detention demurrage cost incurred. If the issue
cannot be resolved to the satisfaction of a BASF representative, BASF will refuse
shipment.
All bulk delivery containers, including tank trailers, isotainers, railcars, hopper
trucks and hopper railcars, must have all major apertures sealed. At a minimum,
this includes all domes, outlet valves and inlet valves. Where possible and
practical, other apertures, including induction pipes, washout caps, and pressure
relief devices, must be sealed. If any aperture has an ability to be sealed, it
should be sealed.
All package trucks and package ocean containers must be sealed at its back
door or back gate lock. Additionally, any other access to the interior (e.g. side
door) must be sealed at its door or gate lock.

All shipments including, pick ups arranged by BASF or 3rd party (UberFreight or
others), should comply with driver validation and vehicle sealing requirements.
Seals on trailers must be broken in the presence of BASF site security before
proceeding to the dock.

Seal provisions do not apply to less than truckload shipments (LTL), airfreight,
package delivery service (PDS) or less than container loads shipments (LCL),
but BASF reserves the right to inspection prior to receiving at the site. Ocean
vessels, continental and intercontinental barges are sealed following the USCG
and Capitania de Puerto requirements are exempt from this policy.

Failure to comply will result in equipment quarantine and potential refusal

of shipment, as mentioned above

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 Shelf Life Requirement

Material being shipped into a BASF facility must have a minimum of 50% of its
total shelf life remaining. Exceptions to this requirement should be approved by
the supplier contact at the affected BASF site prior to shipping.

OTIF Requirement

1. On-time delivery is defined as:

1.1. Bulk: Time-specific per delivery appointment

1.1.2. It is required that all bulk trucks arrive 30 minutes prior to
actual set delivery time. This allows for additional security
checks and completion of check-in procedures.
1.2. Non-Bulk: Delivery on business day for non-bulk items, full
truckloads, or LTL, including all items in PO, per receiving hours
or/and per appointment, if required

2. Early deliveries will be handled at the discretion of the site. Sites must be
notified for acceptance of early delivery in advance.

3. Late deliveries are subject to the nonconforming delivery policy and

receiving capability of BASF site.

4. Demurrage will NOT be paid for extra time spent at a BASF site due to early
or late delivery.

5. BASF pre-approved emergency deliveries are not subject to the same

timing requirements.

6. Delivery Times for all Shipments:

Site Time Days

Greenville, OH 6:00am – 3:00pm Monday – Friday
Tultitlan, Mexico 6:00am – 4:00pm Monday – Friday
Windsor, ON 7:00am – 7:00pm Monday - Friday
Windsor (Hearns), ON 7:00am – 3:00pm Monday - Friday
Wyandotte, MI 8:00am – 10:00pm Monday - Friday
Zuniga, TX 9:00am – 4:00pm Monday - Friday

Time exceptions may be granted with request to Site Logistics BASF

contact at the site.

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 Bulk Delivery Requirements

Tankwagon Vessel:

• The exterior of the tankwagon vessel must be free of:

o Solvent
o Resin
o Lubricants or greases
o Spills of any type (other than normally occurring vehicular dirt)
o Leakage
o Corrosion
• There may not be any damage to piping or fittings.
• Unloading valve and dome cover must be sealed and tagged with the correct
BASF product code. Please refer to Vehicle Sealing Requirements on page 7
and page 8 of this document.
• If applicable, the tankwagon should have a vapor recovery system.
o For monomers: Equipment must have back vent capability. (See
additional requirements for monomers below)
o For fatty acids: Tankwagon must be equipped for pressurization.
• The preferred type of tankwagon vessel at the Windsor Site is centre-belly
loader for resins and rear-belly for solvents.

Hoses/Fittings:

• Hoses and fittings should be:

o Free of any type of internal or external contamination
o Covered at both ends (capped and bagged) and/or stored in an
enclosed container.
o Free of any defects or wear such as cracks, cuts, punctures, etc.

• The correct hoses/fittings must be available as required by specific BASF site.

Site Fitting Type and Size Additional

Information
Greenville, OH 2 or 3 inch Kamlox fittings Provided by
(product specific) supplier
Tultitlan, Mexico 2 or 3 inch Kamlox fittings Provided by
(product specific) supplier
Windsor, ONT 2 inch Kamlox fittings Provided by
supplier

Pump Condition (if available and applicable):

• Pump should be:

o Free of any leakage or corrosion.

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 o Free of piping or fittings leading to or from the pump.
o Free of any type of internal or external contamination.

Monomers Delivery Requirements:

The below products must meet the temperature requirements identified below.
Temperature will be measured prior to unloading.

Must deliver 95 degrees Fahrenheit or below:

METHYL METHACRYLATE
N-BUTYL-METHACRYLATE
2-EHMA F
METHACRYLATE,HYDROXYETHYL (HEMA)
HYDROXYPROPYL METHACRYLATE (HPMA)
CHMA
ACRYLATE,HYDROXYETHYL (HEA)
2-ETHYLHEXYL ACRYLATE

Must deliver 86 degrees Fahrenheit or below:

STYRENE MONOMER

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 Non-Bulk Delivery
Packaging:

• Drums must be NEW – re-conditioned drums are not acceptable

• Open top drums, for safety reasons, must be placed on pallets as indicated
below.

• Materials must be secure during transit.

o If used, stretch wrap must be static dissipating.
• Any Supersack bags used must be of the anti-static type (Supersack Type C).
Seals:
All shipping units must be completely sealed, intact and in good physical
condition.
• There may be no breakage or damage of any type.
• Cap seals, preferably plastic, must be on all bungs on the top of each drum.
• Bung lids must be tightened until gasket is sealed.

Pallets
BASF considers safety to be a number one priority. Poorly constructed or
nonconforming pallets can contribute to BASF’s site safety performance.
• Materials must be on pallets unless otherwise specified
• Required Pallet size is 48” x 48” for drums, 45” x 45” for bags & supersacks.
• Materials must conform to prescribed warehouse rack height as follow:
BASF Site Rack Height
Greenville, OH 54 inches
Windsor, ONT 48 inches
Tultitlan, MEX 48 inches
• Maximum weight capacity is 2500 lbs. per pallet

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• Non-bulk containers must comply to the following weight restrictions for
supply to the Greenville, USA, Tultitlan, MX and Windsor, CA Sites:
o Maximum powder/pigments weight capacity is 25 kg per container
(total box weight may exceed 25 kg if bags within the container are
less than 25 kg)
o Maximum weight capacity for a 5 gallon container is 25 kg.
o Bags should be stack firmly and within the pallet surface (no
protruding), sufficient layers of wrapping applied.

BASF Coatings Pallet Standard for domestic

Shipments
Preferred Pallet Design:
Top view Bottom view

6” 6-8”
1”
6”
1”
6”
1”
48” 6” 6-8”
1”
6”
1”
6”
1”
6” 6-8”

48”

Front view Side view

(Stringers detail)

3 ¾”

1 ½” 1 ½” 1 ½”

¾” ¾”

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Minimum Pallet Requirements:
• Top: 5-7 desk Boards, gaps should average 1”- 2”.
• Bottom: Three deck boards
• All boards: Hardwood preferred, (particle board / MDF not accepted), must
not have any breakage, damage or missing pieces, free of insects
• Four-way pallets with blocks and solid bottom boards will not be
accepted.
Two-sided entry: Pallets must be accessible for use with a pallet-jack and forklift.

BASF Coatings Pallet Standard for Import

Shipments

Additional Pallet Details:

• Top: 7 desk Boards (5.5” width), gaps should average 1”.
• Bottom: Four deck boards (5.5” width)
• Stringers: Three stringers – standard 3.5” height x 1.25” width

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• Four-way pallets with blocks and solid bottom boards will not be
accepted.
• Materials must be on pallets, unless otherwise specified.
• Required Pallet size is 45” x 45” for imported shipments.
o Two-sided entry
▪ Pallets must be accessible for use with a pallet-jack and forklift.

Bar Code Labeling Requirement

Non-Bulk Delivery

• BASF Coatings requires all raw material and packaging suppliers to place
barcode labels on each inbound shipment to the BASF Coatings
manufacturing facilities; Windsor, Ontario, Canada; Greenville, Ohio, and
Tultitlan, Mexico.
• Specifics of the Bar Code Label Requirements for Packaged Inbound
Materials can be referenced below:

BASF Coatings North

America Raw Material Label Requirements.pdf

Nonconforming Deliveries

A nonconformance to any BASF delivery requirement could result in rejection of

the shipment and return to the supplier at supplier’s cost. Any supplier making a
nonconforming delivery will be required to institute “corrective action” to ensure
that the problem does not reoccur. The corrective action must determine and
eliminate the “root cause” of the nonconformance.
Nonconformance could be communicated to supplier in one of three ways.
• Supplier Complaint Report – requires supplier to review and implement
corrective actions to prevent reoccurrence
• Notice of Non-Conformance - requires supplier’s acknowledgement &
corrective actions to prevent reoccurrence
• 8D report request - requires formal response using 8D template, to be
provided to BASF in writing, within ten days.

It should be noted that the supplier’s response will be reviewed by the site,
procurement, and the division supplier quality department, prior to approval. All
non-conforming reports will be used to calculate monthly supplier performance
rating, which will be monitored for further supplier development. Supplier will be
expected to compensate any costs incurred by BASF as a result of a non-
conformance

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 Appendix A
Certificate of Analysis Data Elements

1. Title referencing: Certificate of Analysis

2. Header with : Attention: Quality Assurance Laboratory

3. Product/Code

4. Customer Code / BASF article number

5. Lot Number

6. Customer Purchase Order Number

7. Test Parameter

8. Shipment Value

9. Unit of Measure

10. Specification

11. Test Method

12. Date of Manufacture or Shelf Life Expiry (if utilizing Shipping Date)

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 Appendix B

BASF Locations

Michigan Ohio
Southfield Greenville
Application Laboratory & Research Center
26701 Telegraph Rd. 1175 Martin Street
Southfield, MI 48033 Greenville, OH 45331

Canada Mexico
Windsor Tultitlan
845 Wyandotte Street West Av. Uno #9
Windsor, Ontario Parque Ind. Cartagena
Canada N9A 5Y1

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