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General Requirements Material Management Shipping Instructions
 
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Shipping Instructions

 

General information

These instructions state BWE´s minimum requirements for packing, marking and shipping documents. Shipping documents consist of

– Delivery note – one note per transport, e.g. a lorry
– Packing list – one list per packing, e.g. a pallet

The objective of the instruction is to ensure that goods are safely transported between Supplier and construction site, correctly packed, marked, handled and stored.

It lies with the Supplier alone, unless otherwise stated in the Contract, to ensure that the actual arrangement of packing is sufficient taking into consideration the chosen method of transportation and storage conditions on the construction site.

The packing shall be suitable for the mode of transport indicated in the Contract, and it must be possible to stack the packaging.

Packing

The packing shall comply with all relevant standards and laws, both in the country of origin and in the country of destination, and shall protect the supply against external influences, such as dust, dirt, saltwater, rain, high air humidity, condensed water and consequent corrosion damages.

The packing must be of a materiel, which can be disposed off easily without environmental risk or damages.

In case of wooden packing of non-processed wood material (plywood, particle board etc.), the packing must follow the guidelines for phytosanitary measures if required by authorities in destination country, and in any way be in accordance with the international standard ISPM 15 in order to avoid the spread of pests. This requirement goes both for the packing material, the pallet and for used dunnage.

No packing must be done by the Supplier without BWE has had the opportunity to finally inspect the goods, or BWE specifically has released the goods for packing.

In order to reduce transport costs and assembly of parts on site, the parts shall wherever possible, be supplied to an as high assembly degree as possible. However, regards must be paid to volume and weight of the part, ensuring that these do not exceed the standard gauge and maximum weight for the chosen type of transport, both in the country of origin and in the country of destination.

In order to avoid loss during transport, small packages and unpacked items shall be avoided.

Considering the mode of transport, loose items shall to the highest extent possible, be packed together.

If the standard gauge or maximum weight for the method of shipment is exceeded for a package, BWE shall be contacted for acceptance of size and weight of packages.

Marking

All packages shall be marked no matter whether they are packed or unpacked. The marking is to be clearly readable and made of durable materials and be able to withstand changing climates. The marking must not be put directly on painted surfaces.

BWE distinguishes between three types of marking described as follows:

Identification marking

All items and material supplied to site shall be clearly marked with a label with the following information's

- Name or Plant owner
- Name and address of supplier
- BWE order no
- Description of goods
- QR scan code no. level (H) error correction
- QR scan code
- Material code generated according to the BWE system

Dimensions of the label must be no less than 80 x 120 mm

The label must be protected against rain and weather by lamination or by inserting in a plastic pocket. The label must be placed in a easy accessible place and so that it can be easy scanned with a scanner.

If more equipment or materiel are packed together in one package, each materiel in the package must be marked with the label above.

Shipping marking

For a safe handling of the packages on site pictorial markings must be applied to each handable package according to the EN/ISO 780 standard, of which some is shown below.

On packed materials the shipping markings are to be placed on both end faces as well as one of the sides of the package as a minimum. On unpacked materials, the marking is to be placed at the most visible place, minimum in two places e.g. at the top and at the end.

Marking for handling and storage

In order to avoid damage by wrong handling and storing of the packagees shall be marked with relevant standard markings stated in EN/ISO 780. Packagees with a gross weight of more than 1,000 kg shall be marked with the gross weight in kg.

Packages with a gross weight of more than 2,000 kg are furthermore, to be equipped with markings for lifting positions and centre of gravity according to EN/ISO 780.

Procedure for notification of readiness and shipment of the supply

The enclosed front page and packing list are to be filled in and returned by e-mail or uploaded to the BWE project website at least 14 days before the time of delivery or as stated in the Contract and addressed to the contact person stated in the Contract.

The Delivery Note can also serve as pre-notification of the shipment and must be forwarded to BWE on request.

Delivery note

The Delivery note is made per lorry, per container, per ship or the like. The Delivery Note is a shipment apron to the packing lists covering the shipment.

Delivery Notes shall be filled in by the shipping responsible company, in most cases the supplier.

The DN shall include the following information's per list:

- Delivery Note no. (QR scan code level H)
- Delivery address
- Supplier name and address
- BWE order no.
- Packing list nos. included
- Shipping date
- Expected Date of Arrival
- Signature

Furthermore, it shall include the following information's per package:

- Package no (progressive no.)
- Description
- Type of package (pallet, drum, cradle, loose, box, container etc.)
- Package list no.
- Gross weight

No transport must leave the workshop or factory before notification and approval by BWE.

BWE points out that the date shall be exact as it will form part of BWE transport planning (in case BWE is responsible for the transport). If the Supply or part thereof is not ready for shipment as confirmed by Supplier, all cost in connection with the mobilization of transport to be on Suppliers account.

If BWE does not arrange the transportation, the dates of dispatch (ETD) and expected arrival at the destination (ETA) as well as the BWE Contract No. have to be submitted to BWE.

Packing List

There will be one Packing List per package on the lorry or ship or barge.

The key nos. linking the Packing List to the Master Material List is

- Contract no
- Packing List no
- Material Code

Packing lists shall be filled in by the Supplier, which is obliged to use the form requested by BWE, as indicated in the following.

The PL shall include the following information's per list:

- Packing list no. (QR scan code level H)
- Delivery address
- Supplier name and address
- Order no.
- Dimensions (length x width x height) cm
- Weight net/gross (kg)
- Volume (m3)
- Storage code (outdoor, sheltered, indoor, indoor heated, indoor air cond.)
- Package type (loose, bundle, wooden case, crate, pallet, cartoon box, parcel, drum, etc)

All information in the packing list has to come from the Supplier, and the Supplier shall have the full responsibility for it. BWE will not contribute to the packing list information.

Furthermore, it shall include the following information's per parcel:

- Material code
- Quantity
- Description
- Part no.
- General Arrangement drawing no.
- QR scan code

Dangerous goods

Dangerous goods are always to be packed separately, carefully and in accordance with present regulations, both in the country of origin and in the country of destination. For example and with specific reference to the Danish regulations, BWE refers to IMDG, ADR, RID and DGR concerning sea, lorry, train and air transportation respectively.

Dangerous goods are always to be marked in accordance with present regulations and it lies with Supplier to take care of this.

Moreover, it is required that Supplier of dangerous goods clearly classifies the goods as being dangerous in the packing list and issues the necessary safety cards according to present regulations.

Intrastat reporting

If the materiel/equipment contracted will be exported/imported to the location of the construction site from/to other EU-Countries it is Supplier's obligation to send necessary information to BWE enabling BWE to make reporting to INTRASTAT-authorities.

The information must be sent at the time of transportation, at the latest, and the following is to be included:

- Price or value of materials supplied
- Country of Export
- Net Weight
- Description of materials
- Customs tariff number (B.T.N. No.)
- Contract references

 

Download

 

 Delivery Note (example)

 Packing List (example)

Matrax User Help notes

MaTrax brochure

 

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