Packing and Shipping Procedures

Transcription

1 Packing and Shipping Procedures 1. Introduction 1.1 The scope of this document is to provide minimum standards for the protection, packing and marking of furniture, fixtures and equipment shipped to Rio These instructions are a general guideline and give an indication of minimum requirements. It is the Vendor s responsibility to ensure that all items supplied and packed in a suitable manner to ensure their protection during shipment and on-going storage for a period not less than twenty-four (24) months. 2. Shipping documentation and authorization to pack and ship SUPPLIER IS NOT AUTHORIZED TO SHIP ANYTHING TO BRAZIL IN NAME OF RIO 2016 WITHOUT THE FINAL APPROVAL OF SHIPPING DOCUMENTS BY RIO PLEASE FOLLOW THE TEMPLATE SHOWN IN ANNEX Drafts of shipment documents (Invoice and Packing List) shall be sent to Rio 2016 and be approved prior the shipment. Revisions shall be requested (when necessary) in order to comply with Brazilian Customs Rules. 2.2 Only shipments with a purchase order number assigned and associated SKU (Stock Keeping Unit) number will be accepted. 3. General requirements 3.1 Protection and packing of the goods shall be guaranteed for a period not less than twenty-four (24)months. The Vendor shall advise on the precautions to be taken to ensure the validity of this guarantee, e.g., control of humidity or heating, etc., when packed and when received/stored in transit/at site. 3.2 All goods shall be packed in accordance with the terms of the Contract unless otherwise amended, agreed and confirmed in writing by the Rio The vendor should follow the sustainability guidelines included in packaging guide (annex 1). Some major principles to be followed: Rio 2016 encourage innovative environmental packaging solutions Rio 2016 will give preference to recyclable and biodegradable components Vendors should collect the packaging material after for treatment and recycling, covering all costs when requested. Rio 2016 expects only to request this service for packing materials non-compliant with standard recommendations for packing materials. 1

2 3.3.4 In the case of use of polymer, we highly recommend the use of green polymer No polystyrene should be use, unless it is the only option to stabilize the material. The use of polystyrene should be previously agreed by Rio The vendor must follow the Harmful Substances and Materials Guide (annex 2) 3.4 The Vendor, prior to packing of goods, shall ensure that all protection/preservation requirements have been satisfied. If the Vendor considers alternative or additional protection methods are required, the Vendor shall advise Rio 2016 accordingly. The Vendor will be required to submit cleaning procedures, where applicable, at the time of delivery. 3.5 Centre of gravity, slinging zones and gross weights are to be marked on all major materials, for example, rubber rolls, rods, bars, etc. For boxed/crated material, marks shall be shown on the outside of the box/crate (see 4.3 below). 3.6 Rio 2016 or his representative(s) may review the standard of packing at the Vendor s works and/or Rio 2016 s consolidation base. 3.7 In no case shall materials from other contracts be consolidated into one package with materials under the Contract. 3.8 Special tools shall always be packed separately. 3.9 Due consideration should be given to the final packed sizes of cases, and wherever possible, be limited to a length not exceeding 11.50m, and both width and height not exceeding 2.3 meters. Individual packages should have where feasible gross weigh less than 20,000 kilos. This is to allow consolidation for shipment by sea going container to destination All equipment should be prepared to be shipped in as complete a state as possible. However where vulnerable components are considered to be in danger of damage these shall be removed from major equipment and packed separately. Items should be clearly tagged to show re-installations All internal packing and protection shall be clearly marked so that it to be removed before installations Unless otherwise required by Rio 2016, all equipment should be packed and protected on the basis that it will be stored for up to 24 months before use. This shall be reflected in the calculation of amount of desiccant to be used, and selection of type of coatings and other protection All cartons must be thick enough for the weight of the product a minimum of 3 ply. 4. Handling 4.1 The Vendor will ensure that Rio 2016 is fully appraised of safe handling instructions for all items supplied through: Package Marking - as per section 5.8 below Detailed handling data sheets for skid based units, vessels and similar complex packages. 4.2 For all packages which cannot be manually handled, special pockets shall be provided to allow handling with forklift trucks, or lifting lugs for handling by hoist or crane, as required. 2

3 4.3 Wires and banding securing loads, intended for use during handling, shall be specifically designed for that purpose. 5. Shipping marks and labelling 5.1 NO manufacturer markings on the packaging. 5.2 NO manufacturer markings or labels on the product except where required by law. 5.3 NO alphabet characters other than Roman alphabet should be used eg Chinese. 5.4 NO Country of Origin (eg - Made in China ) labels or markings to be used on the material (origin should only be present in logistics label). 5.5 All products must have a relevant Games label affixed if advised and supplied by Rio The fixing location of the label should be hidden (eg under the chair seat or on the back of a cabinet). 5.6 All products must have a relevant SKU label affixed if requested. The size and detail of the SKU label will be advised on our order. 5.7 Handling instructions, nature of any hazard, or other marks, i.e., Fragile Handle with Care should be made in English and Portuguese for all cargo destined to Brazil. The following is a translation list of commonly used terms. Fragile Handle With Care - Frágil - Manipular com cuidado This Way Up - Este lado para cima Do Not Lift Here - Não suspenda por este lado Do Not Stack - Não empilhe Do Not Store in Direct Sunlight - Não armazene exposto ao sol Lifting Point - Suspender por este lado Centre of Gravity - Centro de Gravidade Use No Forks - Não use ferramentas Use Soft Slings Only - Use somente alças de material macio Do Not Drop - Não vire Use Special Lifting Equipment Only - Use somente equipamento especial para suspender Store at Controlled Temperature Range Deg C to Deg C Armazenar em Temperatura Controlada de Graus C a Graus C Avoid Water Ingress Store Under Cover - Evite acúmulo de água sob a cobertura Support Point - Ponto de Suporte No Welding to Skid Base - Não soldar na base do skid 5.8 Identification of bundled goods shall be by securely attached embossed markings on corrosion resistant metal tags (at least two tags per bundle). 5.9 For bundled materials, the shipping documentation must include the information regarding the material and the breakdown into its components. Example: material ABC = material A + B + C (Bill Of Material) 5.10 Package shall be numbered, e.g. total number of packages 5, first package mark 1 of 5 second package 2 of 5, etc. The delivery must include all the partial packages. When this is not possible package to be suffixed P, if it is a partial delivery, or C if it is the final part to complete delivery Packaging Marks must include as a minimum: 3

4 olour Quantity per carton/box/pallet 5.12 The logistics label that identifies the unit of movement (example: pallet/case) should follow the GS1 guidelines (check annex 2). Some principles: The logistics label should have a SSCC (Serial shipping container code) for unique identification of logistic units GS1 Logistic label Design Three Sections (a) (b) (c) Supplier Customer Carrier Label Dimensions (a) (b) A6 (105 mm x 148 mm) 4 x 6 inch, which is particularly suitable when only the SSCC or the SSCC and limited additional data, is encoded A5 (148 mm x 210 mm) 6 x 8 inch Bar codes on the logistic label Placement of the Logistic Label (a) The label should be placed on 2 sides of the package or pallet as detailed in the annex The Vendor shall ensure that lifting points and centre of gravity are clearly marked on all packaged equipment. 6. Specific Requirements for exports - Packing Methods Crating must be suitable for opening and resealing without difficulty or damage. 4

5 Where material is boxed or otherwise completely enclosed, the Seller shall be responsible for suitable packing, and plastic type sheeting of items subject to damage by moisture and/or humidity, e.g. Instruments, precision tools, ball bearings, electrical motors, etc. Packing is to include encapsulation and inclusion of desiccant materials as appropriate Boxes, cartons and crates - construction criteria CARGO WEIGHT (KILOGRAMS) REQUIREMENTS < 150 kg < 1000 kg <10,000 kg > kg Reinforced boxes with suitable internal packing Closed box made from timber (Douglas Fir or equal) Box is lined with waterproof paper, overlapped & sealed on edges Sides, top and base from timber N/A ½ (12 mm) ½ (12 mm) 1 (25mm) Ends from timber N/A 1 (25 mm) 1 (25 mm) 1 (25 mm) Ends cleated from timber Timber bands round box (side, top, side, base) Closed with unannealed steel straps secured with steel buckles Paid eyes on straps for single point lift or provision for fork lift handling N/A 1 x 2½ (25 x 63 mm) 1 x 2½ (25 x 63 mm) 1 x 2½ (25 x 63 mm) N/A N/A N/A 2½ X 1 N/A 2 X ¾ (20 mm) 2 x 1¼ (30 mm) (63 x 25 mm) 2 x 1¼ (30 mm) For goods in excess of 300 kilos or 4m long, 2m wide, 2m high: Box to be arranged as for kilos package, but with increase in timber thickness and number and size of steel strapping or provision of metal reinforcing bars commensurate with weight of contents. 6.2 Protection of Fragile Goods Cases containing fragile goods for example, electrical or instrumentation goods, shall be constructed from tongued and grooved timber, lined with paper or equal and desiccants as required. 5

6 6.2.2 Case should be packed in such a way as to avoid shrinkage of the initial Full Capacity fill. 6.3 Hazardous Goods The vendor must follow the Harmful Substances and Materials Guide (annex 2) The Vendor shall warrant on delivery that the packing, labelling, classification and description of the goods is in accordance with all applicable regulations for the transport of hazardous cargo, including governmental (whether Brazil or foreign) and international (e.g., without limitation IATA restricted articles, Hazchem, IMCO, COSHH regulations). The Vendor shall alert Rio 2016 of all hazardous cargoes prior to collection or subsupplier delivery and provide all applicable hazardous certificates required accompanying shipment The Vendor shall indemnify Rio 2016 against any and all liability arising out of the Vendor s failure to meet the requirements of such applicable regulations, any false statements and/or omission of information concerning the goods given to Rio 2016, when subsequently used by Rio 2016 in completing carrier and/or appropriate governmental hazardous cargo declaration forms and any handling of hazardous substances i.e. rust prevention etc. must be in accordance with the Control of Substances Hazardous to Health (COSHH) or equivalent. 6.4 Steel Products 6.5 Pallets Material unsuitable for crating reinforcing and structural steel, piping, plate shapes and other weather resistant bulk materials agreed by Rio 2016 to be unsuitable for crating, shall be bundled or nested together with adequate blocking and bracing, in bundles not exceeding 900 kg All packed materials should be shipped on pallets, unless agreed otherwise by Rio All materials must be fully export packed. Cargo loaded on pallets is not acceptable, except with the written agreement of Rio Wood packaging regulations for cargo destined to Brazil. All merchandise imported from the countries listed below packed in wooden crates or where part of packing material contains wood (i.e. pallets) is mandatory that an expurgate certificate as well as phytosanitary certificate be sent along with other shipping documentation. Both documents must be issued no longer than 15 days prior to Shipment Date. Brazilian authorities will not accept certificates issued prior to these 15 days. United States Of America Hong Kong China Japan Korean South/North 6

7 7. Transport Drawings All individual pieces with any dimension exceeding 11.5 x 2.3 x 2.3 meters require detailed transportation drawings to be submitted 3 months prior to shipment. Annex 1: Rio 2016 Packaging Guide Annex 2: GS1 Labelling guide Annex 3: 7

8 Annex 4: Shipping documentation Annex 5: Rio 2016 Harmful Substances and Materials Guide 8