Attachment 1 - Vendor Shipping Instructions to NIHSC.docx

Vendor Shipping Instructions

1. In addition to the Purchase Order, the following are special provisions applicable to all orders delivered to the NIH Supply Center.

2. Deliveries should be made to the NIH Supply Center (NIHSC) located at 16071 Industrial Drive, Gaithersburg, MD 20877 (phone: (301) 496-9156) between the hours of 8:00 A.M. and 3:00 P.M. Monday through Friday except Federal Government holidays and closings.

Chemical deliveries should be made to the Chemical Warehouse of the NIHSC and the delivery/packing ticket should be marked “ATTN: CHEMICAL WAREHOUSE”.

Self Service Store 10 deliveries should be made to 9000 Rockville Pike, Self Service Store, BLDG 10, Room B2B41, Bethesda, MD 20892. Deliveries will be accepted Tuesday thru Thursday between the hours of 9:00 a.m. thru 3:00 pm.

All shipments shall be clearly marked with the order number visible on the packing/delivery ticket as well as the outer package/container of the shipment.

3. Packaging, Carton and Pallet Guidelines

· Each carton of goods must be clearly labeled with all information necessary to identify goods contained in each carton. The master carton should include a purchase order, packing list, bar code label, expiration date, lot number, and date of manufacture where applicable.

· Full carton quantities should be provided. Each carton of good with the same NSN must include the same number of unite per carton: unless, one carton is partial then such carton must be marked “partial” using a bright colored label that is clearly visible and such carton must be on top of the pallet.

· If a carton/pallet is commingled, carton must be marked “mixed” using a bright colored label that is clearly visible. Small items must be individually wrapped, bagged or boxed within the carton and clearly identified.

· All carton/pallets with commingled goods must contain inner packs and individual purchase orders/packing slips per master carton

· Each inner pack may contain no more than 1 NSN: all inner packs must be labeled with applicable bar code.

· Each carton must be individually numbered with a carton count to reflect each carton’s place out of the total number of cartons (e.g., 1 out of 25) to ensure all items are accounted for in every stage of the supply chain. For the avoidance of doubt, this requirement applies to all shipments including, but not limited to, small parcels.

· Mark cartons containing glass or breakable items appropriately (e.g., fragile, this end up, etc).

Additional Pallet Guidelines

· All product, with the exception of chemicals, must be stacked and shrink-wrapped on a standard 42” X 40” (4 way pallet) stacked no more than 55” high, chemicals pallet size shall be 36” X 40” (4 way pallet) stacked no more than 40” high.

· All pallets must be sorted in such a way that each pallet contains the smallest number of items.

· All pallets must be labeled to include number of cartons, NSN, product description and quantity.

· The Supplier/shipper shall ensure that the last pallet loaded shall have a purchase order and/or packing list attached.

4. Hazardous Material Hazardous Materials must be classified, packaged, labeled and shipped according to Department of Transportation (DOT) and IATA regulations, to include SDS sheets.

5. Temperature Sensitive All temperature sensitive products must be transported in validated packaging which contains the appropriate materials (insulation material) to meet product specifications during transit. If qualified packaging is not used, then the shipment must be sent via temperature-controlled transportation and be 100% monitored. Remove or mark out any old labels, tags and markings. Use descriptive marks or labels to help identify your shipping requirements.

Labeling/Bar Coding

· All shipments must be bar coded. The bar code shall be 3 of 9 code as per the current Fed. Std. No. 123 and Military Standard, Mil-STD-1189. The 13-digit National Stock Number for the specific item shall be marked below the bar code symbol, (example below)

NOTE: THE BAR CODE WHEN SCANNED SHOULD READ THE 13 DIGIT NATIONAL STOCK NUMBER ONLY. NOMECLATURE, HYPHENS, DASHES, ASTERISKS, ETC. SHOULD NOT BE INCLUDED IN THE BAR CODE READING. A BRIEF ITEM DESCRIPTION CAN BE INCLUDED ON THE LABEL BELOW THE BAR CODE.

· Hazardous labels must be printed or affixed to the surface of the package near the proper shipping name marking.

· All temperature sensitive material must be clearly identified and storage conditions visible.

· Handling labels and marking should be clearly visible and positioned on the package or sides you prefer for forklift entry. Common labels include: “This End Up,” “Do Not Stack”, “Fragile”, ”Frozen”, and “Handle with Care”.

· One lot per shipment is preferred. Pallets of mixed lots should only be used if one lot is not sufficient to fill a pallet. Mixed pallets are required to be clearly identified and labeled on each side of the pallet or box. Physical segregation must be apparent between lots.

6. Documentation All shipments must include the following information:

· Purchase Order

· Packing List

· Bill of Lading

· All hazardous material shipments must be accompanied with proper shipping documentation that complies with CFR 49.

7. If the terms and conditions can’t be meant, the vendor must contact the Purchasing Agent listed on the order (i.e. Record of Call at PANAME or block #10 of PO). If you are unable to reach the Purchasing Agent or need additional information contact OLAO, DLS, Inventory Management Section at (301) 402-0677 or (301) 435-5036. Failure to comply with the PO or ROC terms and conditions, or the NIHSC special provisions may result in delays in receiving, acceptance and payment. In addition, recurring failure to comply may hinder future opportunities to provide supplies to the NIH Supply Center.

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