GENERAL SHIPPING INSTRUCTIONS FOR PGW SUPPLIERS INTERNATIONAL SHIPMENTS PITTSBURGH GLASS WORKS, LLC

Transcription

1 GENERAL SHIPPING INSTRUCTIONS FOR PGW SUPPLIERS INTERNATIONAL SHIPMENTS PITTSBURGH GLASS WORKS, LLC

2 CONTENTS SECTION 1: CONTACT INFORMATION TRANSPORTATION DEPARTMENT FOR PITTSBURGH GLASS WORKS, LLC: U.S. CUSTOMS BROKER FOR PITTSBURGH GLASS WORKS, LLC:... 2 SECTION 2: DEFINITIONS AND ABBREVIATIONS... 3 SECTION 3: SAMPLES PROCEDURE FOR NON-HAZARDOUS SAMPLES PROCEDURE FOR HAZARDOUS SAMPLES... 4 SECTION 4: ORDERS PROCEDURE FOR NON-HAZARDOUS CARGO TO SHIP BY AIR FREIGHT PROCEDURE FOR NON-HAZARDOUS CARGO TO SHIP BY OCEAN FREIGHT PROCEDURE FOR HAZARDOUS CARGO TO SHIP BY AIR FREIGHT... 6 SECTION 5: CLIP LOCK BOX RETURNS SHIPMENT PREPARATION PRE-SHIPMENT NOTIFICATION FOR RETURN SHIPMENTS OF CLIP LOCK BOXES PENALTIES... 9 SECTION 6: PACKAGING REQUIREMENT GENERAL NOTE ON PACKAGING SHIPPING MARKS APPENDIX A... 0 APPENDIX B... 0 APPENDIX C P a g e

3 SECTION 1: CONTACT INFORMATION Questions regarding global shipment procedures should be directed to PGW Transportation at PGW s headquarters in Pittsburgh via Transportation Department for Pittsburgh Glass Works, LLC: Address: Pittsburgh Glass Works, LLC (Headquarters) 30 Isabella Street, Suite 500 Pittsburgh, PA USA PGW_Intl_Logistics@pgwglass.com 1.2 U.S. Customs Broker for Pittsburgh Glass Works, LLC: Address: C.H. Robinson International (Chicago Office) 1800 Nicholas Boulevard Elk Grove Village, IL USA Fax: (Air): 642-BORDER@CHROBINSON.COM Kevin.Koch@chrobinson.com Matt.Gustafson@chrobinson.com (Ocean): ISFORD@chrobinson.com Kevin.Koch@chrobinson.com Matt.Gustafson@chrobinson.com (Truck): 642-BORDER@CHROBINSON.COM Kevin.Koch@chrobinson.com 2 P a g e

4 SECTION 2: DEFINITIONS AND ABBREVIATIONS Incoterms (2010)* CFR CIF CIP CPT DAP DDP EXW FCA Cost & Freight (Named Place) Cost, Insurance & Freight (Named Place) Cost, Insurance Paid to (Named Place) Cost Paid to (Named Place) Delivered at Place (Named Place) Delivered, Duty Paid (Named Place) Note: Supplier must arrange its own U.S. representation in advance to clear Customs. Ex Works (Named Place) Free Carrier Onboard (Named Place) * Preferred Incoterms are highlighted in blue. Other Definitions and Abbreviations Incoterms 2010 C-TPAT Pre-defined commercial terms (terms of trade) as specified by the ICC that outlines the responsibilities of the buyer and the seller with regards to shipping goods internationally. Customs Trade Partnership Against Terrorism EH&S FCL ISF LCL MSDS Order PGW PO Sample Emergency Handling & Safety Full Container Load Importer Security Filing Less-Than-Container Load Material Safety Data Sheet An order as any product where PGW issues a formal PO to the supplier with the intention to buy the product(s) or services from that supplier. The PO may apply to singular or repeat orders. Pittsburgh Glass Works, LLC Purchase order PGW defines a sample as any product requested by PGW and/or offered by a supplier in limited quantities for testing purposes. It must be free of charge or assigned a minimal charge. PGW will not issue a full purchase order for a sample. 3 P a g e

5 SECTION 3: SAMPLES 3.1 Procedure for Non-Hazardous Samples Samples may ship by ground transportation or air freight to PGW facilities based on the Incoterm agreed upon between PGW and the supplier. Follow the pre-shipment notification procedure outlined below: 1) No later than two days before shipment from the supplier s facility, the supplier must send a Pre-Shipment Notice (Appendix A) to PGW Transportation. 2) All shipping documents must clearly state the following words: Sample. Not for resale. 3) On the date of shipment, the supplier must copies of the following documents to PGW Transportation: Proforma Invoice showing a clear description of the sample and the harmonized code Air Waybill or Bill of Lading Packing List 4) PGW s U.S. import broker must be notified of all shipments where PGW is expected to clear the samples through U.S. Customs. List C.H. Robinson as a Notify Party on the shipping documents. (Refer to Section 1.2.) Failure to provide adequate notice and clear copies of the shipping documents could result in Customs delays, fines or rejection of the sample at the expense of the supplier. 3.2 Procedure for Hazardous Samples Hazardous material must ship delivered, duty paid (DDP) to PGW. Follow the pre-shipment notification procedure outlined below: 1) Hazardous goods may not ship to PGW until the supplier receives written approval from the Manager of EH&S. 2) The sample must be packed, classified and declared in accordance with the governments laws and IATA regulations. (Refer to the IATA website: 3) At least five days before shipment from the supplier s facility, the supplier must send a Pre- Shipment Notice (Appendix A) and the English version of the MSDS to PGW EH&S and Transportation. Ted Huyett, Manager of EH&S: Debra Odenthal, Manager of EH&S: Transportation Group thuyett@pgwglass.com dodenthal@pgwglass.com PGW_Intl_Logistics@pgwglass.com 4) All shipping documents must clearly state the following words: Sample. Not for resale. 5) After receiving the written approval to ship, the supplier must copies of the following documents to PGW Transportation on the date of shipment: Proforma Invoice showing a clear description of the sample and the harmonized code Air Waybill Packing List Dangerous Goods Declaration (DGD) 4 P a g e

6 SECTION 4: ORDERS 4.1 Procedure for Non-Hazardous Cargo to Ship by Air Freight Products may ship to PGW facilities based on the Incoterm agreed upon between PGW and the supplier. Follow the pre-shipment notification procedure outlined below: 1) At least two days before shipment from the supplier s facility, the supplier must send a Pre- Shipment Notice (Appendix A) to PGW Transportation. 2) On the date of shipment, the supplier must copies of the following documents to PGW Transportation: Itemized commercial invoice showing a clear description of the product(s), the harmonized code(s) and the correct Incoterm Air waybill Packing list 3) PGW s U.S. import broker must be notified of all shipments where PGW is expected to clear the cargo through U.S. Customs. List C.H. Robinson as a Notify Party on the shipping documents. (Refer to Section 1.2.) Failure to provide adequate notice and clear copies of the shipping documents could result in Customs delays, fines or rejection of the sample at the expense of the supplier. 4.2 Procedure for Non-Hazardous Cargo to Ship by Ocean Freight Products may ship to PGW facilities based on Incoterm agreed upon between PGW and the supplier. Follow the pre-shipment notification procedure outlined below: 1) At least three days before shipment from the supplier s facility, the supplier must send a Pre- Shipment Notice (Appendix A) to PGW Transportation. 2) On the date of shipment from the supplier s facility, the supplier must send the ISF 10+2 Program data elements (Appendix C) to PGW Transportation. 3) The itemized commercial invoice must show a clear description of the product(s), the harmonized code(s) and the correct Incoterm. 4) No later than four days from the export date, the supplier must clear copies of the following documents to PGW Transportation: Itemized commercial invoice showing a clear description of the product(s), the harmonized code(s) and the correct Incoterm Bill of lading Packing list 5) PGW s U.S. import broker must be notified of all shipments where PGW is expected to clear the cargo through U.S. Customs. List C.H. Robinson as a Notify Party on the shipping documents. (Refer to Section 1.2.) Failure to provide adequate notice and clear copies of the shipping documents could result in Customs delays, fines or rejection of the sample at the expense of the supplier. 5 P a g e

7 4.3 Procedure for Hazardous Cargo to Ship by Air Freight Hazardous material must ship delivered, duty paid (DDP) to PGW facilities. Follow the pre-shipment notification procedure outlined below: 1) Hazardous goods may not ship to PGW until the supplier receives written approval from the Manager of EH&S. 2) Goods must be packed, classified and declared in accordance with the governments laws and IATA regulations. (Refer to the IATA website: 3) At least five days before shipment from the supplier s facility, the supplier must send a Pre- Shipment Notice (Appendix A) and the English version of the MSDS to PGW EH&S and Transportation. Ted Huyett, Manager of EH&S: Debra Odenthal, Manager of EH&S: Transportation Group thuyett@pgwglass.com dodenthal@pgwglass.com PGW_Intl_Logistics@pgwglass.com 4) After receiving the written approval to ship, the supplier must copies of the following documents to PGW Transportation on the date of shipment: Itemized commercial invoice that shows the correct Incoterm and the harmonized code(s) Air waybill Packing list Dangerous Goods Declaration (DGD) 6 P a g e

8 SECTION 5: CLIP LOCK BOX RETURNS 5.1 Shipment Preparation Unless otherwise directed by PGW, clip lock boxes shall be returned to the specified PGW facility in the United States of America by ocean freight. Full containers should be shipped back in order to maximize utilization. There is space to fit between sixty and eighty clip lock boxes per container based on the box size. If a container is not fully utilized the shipping facility will be responsible to pay for a percentage of the container not utilized. Example: A container is sent to a PGW facility with 80% of the container not filled. The shipper will be responsible for 20% of the line haul rate. Shipments with mixed return packaging need to have a utilization rate of 90% in order to avoid penalization for underutilization. Follow these instructions to utilize the maximum amount of container space: Step 1: When a box is empty, it should be disassembled. Metal clips should be placed in one box (Figure 5.1) and dunnage in another box (Figure 5.2). Figure 5.1 Figure 5.2 Step 2: After receiving product inbound from a PGW plant, there should be two unassembled boxes left after unloading the container. Use these two boxes to hold the broken-down boxes. These wood components should be sent to the warehouse and stored as shown in Figures 5.3 through P a g e

9 The base is the first item used to stack the container for return. Figure 5.3 The short sides are the second items used for return of the box. They are centered on the base and flush on the ends. Figure 5.4 The long sides are the third items to be used for the return of the container. They stack opposite the short sides, centered on the skids and flush on the ends. Figure 5.5 Figure 5.6 The lid is the last item used to complete the container for return. The lid sits on top of the stack flush with the base on all four sides. Stack and band the single units alternately in groups of four and five. This should be completed before sealing the container. Box sets must be secured with straps to be sent to PGW once a container is fully utilized. 8 P a g e

10 5.2 Pre-Shipment Notification for Return Shipments of Clip Lock Boxes PGW developed this protocol to comply with U.S. Government regulations regarding the Importer Security Filings (ISF 10+2 Program), Lacey Act and the C-TPAT Minimum Security Requirements for container inspections. The ISF 10+2 Program requires that importers report ten pieces of data regarding each ocean shipment to the U.S. Government no later than twenty four hours before the goods are put on board the ship. The carrier provides the remaining two data elements. For clip lock box returns, PGW will provide an Excel template for each supplier to use to capture this data. The Lacey Act requires that importers report data regarding the origin of wood components coming back into the United States of America. In order to be in compliance with the Minimum Security Requirements for C-TPAT, PGW requires that the supplier conduct a container inspection of all containers shipping to PGW facilities. The supplier shall complete and submit a container checklist to PGW in advance of shipment (Appendix B). Follow these instructions: 1) Request a booking from the steamship line chosen by PGW Transportation as the low cost carrier. PGW will provide a steamship line contract number that should be referenced when requesting a booking. 2) Ask the steamship line to provide your company with the bill of lading number at the time of booking the container. 3) Use the ISF template (Microsoft Excel file) provided by PGW. Enter the data required on the packing list worksheet within the Excel file. This template has a field for the Bill of Lading number. The invoice, shipping information, ISF information and Lacey Act worksheets will auto-populate based on what the supplier enters onto the packing list. The supplier must complete the Container Inspection Sheet (Appendix B), declaring that the supplier reviewed the criteria. This sheet is a tab within the Microsoft Excel file listed in Step 3. 4) Send the entire Excel file and booking confirmation to the parties listed in Sections 1.1 and 1.2. The ISF data must be received by PGW Transportation and its broker no later than 3 business days in advance of loading the vessel in order for the ISF to be completed on time. 5.3 Penalties There will be a $250 administrative fee for every shipment that sails prior to notifying PGW Transportation. In addition to the $250 administrative fee, ISF not completed correctly and/or on time could incur a $5000 penalty imposed by the U.S. Government per incident. This penalty will be passed along to the shipping facility on a situational basis along with a corrective action requirement. 9 P a g e

11 SECTION 6: PACKAGING REQUIREMENT 6.1 General Note on Packaging Goods must be packed to withstand the physical stress of international transit regardless of the method of shipment LCL Ocean Freight Cardboard boxes shall not be considered suitable packaging for LCL ocean freight shipments. LCL cargo must be packed in a heat treated crate with a four-way pallet secured to the bottom of the crate FCL Ocean Freight Prior to loading, containers must be inspected in accordance with Section 5.2. Do not pack cargo into a container that does not pass the initial inspection. Request that the carrier replace the defective container. Cargo must be blocked and braced to prevent the load from shifting while in transit. Cargo must be braced horizontally and longitudinally. It is the supplier s responsibility to have an authorized employee affix a high security container seal to the container doors. The seal may not be affixed to the container by the truck driver or an outside party. Seals must meet ISO standards Air Freight Cardboard boxes shall not be considered suitable packaging for packages over 91 cm in any dimension. Cargo that will exceed 91 cm in any dimension when packed should be placed into heat treated crates with a four-way pallet on the bottom of the crate Truck Prior to loading, trailers must be inspected for cleanliness, damage, weakness and security concerns. Do not pack cargo into a trailer that does not pass the initial inspection. Request that the carrier replace the defective trailer. Cargo must be secured to prevent the load from shifting while in transit. Cargo must be braced horizontally and longitudinally. It is the supplier s responsibility to have an authorized employee affix a high security seal to the trailer doors. The seal may not be affixed to the doors by the truck driver or an outside party. Seals must meet ISO standards. 10 P a g e

12 6.2 Shipping Marks Each package must be clearly marked with the package number so that it can be checked against the packing list. Packages shall be numbered in consecutive order. The exterior of all packages must be clearly labeled with the appropriate international handling symbol(s) and shipping mark. International Handling Symbol Examples: Shipping Mark Example: SHIPPER S NAME: CONSIGNEE S NAME: ORDER NO.: ORIGIN: DESTINATION: PACKAGE OF 11 P a g e

13 APPENDIX A PGW SUPPLIER PRE-SHIPMENT NOTICE Shipper/Exporter Company Name: Address: Contact Name: Telephone Number: Address: Consignee/PGW Ship To Address Company Name: Pittsburgh Glass Works, LLC Address: Receiving Contact Name: Telephone Number: Address: Order Details PGW P.O. Number: Supplier Reference Number: Incoterm (2010): Part Number H.S. Number Product Description Description of Goods (composition and intended use) Quantity Hazardous? (Yes/No)* *The MSDS in English must be provided to PGW for each hazardous product. Hazardous products must ship DDP to PGW. Planned Shipping Arrangements Method of Shipment: Air Ocean Freight Agent s Name: Carrier s Name: Booking Number (if applicable): Bill of Lading/Air Waybill Number: Estimated Date of Departure: ETA: Documents to be included with this notice: Proforma or Commercial Invoice Packing List MSDS (if applicable) Pre-shipment notice due dates: Non-hazardous, Air: 2 days before shipment Hazardous, Air: 5 days before shipment Non-hazardous, Ocean: 3 days before shipment Hazardous, Ocean: 7 days before shipment Send this form and the requested documents by to PGW_Intl_Logistics@pgwglass.com.

14 APPENDIX B Pittsburgh Glass Works, LLC Container Inspection Checklist Container Number BOL Number Seal Number Enter Yes if the area passes inspection or No if area does not pass inspection 1 Front Wall Inside 2 Left Wall Inside 3 Right Wall Inside 4 Floor Inside 5 Ceiling Inside 6 Roof Outside 7 Doors Inside (both Sides) 8 Doors Outside (both Sides) 9 Walls Outside 10 Undercarriage Outside 11 Locking Mechanism Outside Comments regarding inspection: Name of Person Completing Inspection Inspection Date

15 ISF 10+2 Program Data Elements APPENDIX C Pittsburgh Glass Works, LLC Importer Security Filing with C.H. Robinson General Data Elements AMS House BOL Number Unique Reference Number Estimated Date of Departure Estimated Date of Arrival ISF Data Element Name Tax ID/EIN Number 1 Importer of Record Importer s Address (Optional) 2 Consignee Consignee s Address (Optional) Name Address 3 Seller Name & Address 4 Buyer Name & Address 5 Ship-to Name & Address 6 Container Stuffing Location 7 Consolidator/Stuffer Name & Address Part Number Qty. Description 8 Country of Origin 9 Manufacturer/Supplier (Name/Address) 10 HTS # Container Number: Seal Number: