Recommendations for the biomass acceptance procedure during quarantine

With consideration of the threat of the coronavirus (COVID-19) spreading and the related quarantine announced in the country, the operator of the energy exchange BALTPOOL UAB (hereinafter the Operator) hereby presents its opinion and recommendations regarding the biomass acceptance procedure in the process of implementing transactions concluded at the exchange.

We would like to remind you that clause 6.13 of the Typical Conditions of Supply of Biomass stipulates that “The representatives of both parties shall confirm the fact of taking the samples of biomass for determining the quality parameters with their signatures. The parties may, by mutual agreement, choose a method for documenting the fact of taking the samples (e.g. both parties sign on a sticker attached to the sample, or a seal is attached to the sample, and both parties sign in a special register, etc.).”

In order to avoid any direct contacts of people during the quarantine, the Operator proposes adhering to the following methods of documenting of the fact of taking of samples and shall recognise the following methods in case a dispute arises:

1. Use of the electronic waybill sub-system (hereinafter VAZ)

In this case, the Operator recommends adhering to the following procedure at the biomass acceptance stage:

1. An e-waybill shall be created (for the convenience of sellers, a special tool facilitating the preparation of waybills and sending thereof to the i.VAZ system was implemented in the trading system);
2. The buyer shall accept biomass according to the standard procedure, but the seller’s representatives shall participate in the taking and formation of samples while assuring a safe distance (at least 2 metres) – for instance, samples shall be taken with the seller’s representative observing from a safe distance, samples shall be formed outside or by ensuring live broadcasting/making video recordings, etc.;
3. The buyer (recipient) shall approve the e-waybill in the i.VAZ system. At the time of approving the e-waybill, the buyer shall also specify the following in the i.VAZ system:
   1. The weight of goods (at the seller’s request, the buyer shall e-mail a copy of the weighing statement to the seller);
   2. The numbers on the seals of the taken samples.

2. If the use of i.VAZ is impossible, we propose documenting the fact of taking of samples by means of e-mails

In this case, the Operator recommends adhering to the following procedure:

1. The seller shall send an e-mail to the buyer, in which it shall specify the number of the transaction under which biomass is delivered, the weight of the goods and the transportation distance (if acceptance will be carried out in steres). A copy (photograph) of the waybill may be appended or sent by e-mail at the buyer’s request;
2. The buyer shall accept biomass according to the standard procedure, but the seller’s representatives shall participate in the taking and formation of samples while assuring a safe distance (at least 2 metres) – for instance, samples shall be taken with the seller’s representative observing from a safe distance, samples shall be formed outside or by ensuring live broadcasting/making video recordings, etc.;
3. Upon completion of all the procedures, the buyer shall respond to the e-mail received from the seller and specify the following in its response:
   1. The weight of the goods (at the buyer’s request, a copy of the weighing statement shall be appended);
   2. The numbers on the seals of the taken samples.

The Operator would like to remind that the current situation is extraordinary. We therefore request and expect that participants show benevolence and cooperate with each other in the process of implementing biomass supply transactions. Should you have any questions, please do not hesitate to contact us.

BALTPOOL biomass exchange
Tel. + 370 5 239 3158
[email protected]