HDTRA1-07-R-0004PackagingandMarkingAttachment5.doc

HDTRA1-07-R-0004

ATTACHMENT 5

SECTION D

PACKAGING AND MARKING

Section 1

GENERAL SHIPPING DIRECTIVE FOR CTR CARGO

1. Introduction and the Importance of Planning Shipping Activities a.

Raytheon Technical Services is under contract to DTRA to provide transportation support under the Cooperative Integration Support contract (CIS) for materials and equipment necessary to carry out the Cooperative Threat Reduction (CTR) program. All DTRA cargo will be shipped via this process unless prior approval to use other means is first obtained from CTIS. It is DTRA’s preference that all material is delivered to one of its two warehouses in Maryland or Amsterdam, in which case shipments can be initiated simply by submitting a Transportation Request to CTIS.

For requests to ship CTR related cargo the contractor will fill out and submit a Transportation Request (TR) for each new shipment. The TR is in Excel format, the most recent version can always be obtained by contacting CTIS or by contacting the Threat Reduction Support Center Logistics/Transportation staff. While 90 days is the advertised minimum time for submission it is recommended that you contact either CTIS or TRSC at the inception of any new task order for specific timelines for your project.

DTRA realize that shipping certain kinds of cargo to one of the two consolidation points is not always practical. In cases where it makes more since for shipments to originate at the supplier’s or original equipment manufactures (OEM) location, the following instructions should be reviewed with the CTIS team as early in the project as possible. These instructions should be included in any subcontracts with shipping activities to ensure all parties understand their responsibilities in this process.

b.

Early and thorough planning is essential for any proposed shipping activities. All potential shipping activities should be addressed as early in the project planning phase as possible. In the case of shipments originating from the OEM or at a supplier’s facility this is especially true; even more so if the shipment is oversized, hazardous, or requires special handling. Current shipping timelines applicable to your project should be taken into account early in the project planning phase. Current shipping timelines can be obtained by contacting the CTIS team. Other shipping questions to consider during the planning phase include:

- Size of the cargo; oversized material requires extensive planning for shipment and can be a major cost driver for the project.

- Any hazardous materials to be shipped.

- Special handling issue (i.e. temperature, radiation, surety)

- Export compliance concerns; DTRA prefers to be the shipper of record and takes export compliance matters seriously. This process can be time consuming and will not be short circuited. Contact the CTIS team for further information on this process.

2. Documentation a.

The Transportation Request (TR) should be submitted to DTRA as early as possible. Questions concerning the information requested in this CDRL should be referred to the CTIS office. For up to date planning timelines for CTR shipments please contact CTIS or the RTSC CIS Transportation Office. These timelines should be taken into account for all project plans.

b.

At least 90 days prior to availability for shipping the Contractor or OEM shall provide shipment planning and transportation documentation for equipment to be picked up at the OEM. This documentation shall include, but not be limited to:

(1) For oversized items that won’t fit in an ISO container front, back, and side view diagrams showing transportation configuration with all export shipping/packing dimensions, weights, and center of gravity.

(2) Special shipping requirements, to include loading, blocking, bracing into ISO containers, or onto trailers or railcars.

(3) Special lifting and handling instructions for safe transport shall state/show: lifting points, center of gravity, and other special handling instructions (i.e., this end up, fragile, etc.).

(4) Volumetric quantity and Material Safety Data Sheets (MSDS) for all hazardous material included in the shipment (these shall be separated by packing list).

(5) Location, address, point of contact, telephone, fax, and e-mail contact for pick-up location.

(6) The origin's capability for off-load/on-load of equipment or ISO containers. If special handling equipment is needed at the OEM this should be noted on the TR.

c.

At the time of shipment pickup the Contractor shall provide the following documentation to the carrier:

(1) Packing List, copies of the MSDS’s and IMO Declarations for hazardous material contained in the shipment, and any other pertinent shipping documentation.

d.

The information required in section 2 of this instruction may be required by Raytheon or its subcontractor prior to the pick-up of the equipment in order to verify its completeness and to utilize for shipment planning. This will include a copy of a complete packing list for each container and every package not containerized.

Raytheon reserves the right, and is under direction from DTRA, NOT to pick-up any shipments until all information required has been received complete and correct. Should the Contractor not be in a position to comply with these requirements, Raytheon can arrange for these services, when approved by CTIS.

3. Packaging Instructions a.

Packaging shall be suitable to ensure that all material, equipment and vehicles can be safely transported via air carrier, ocean carrier, rail and truck to arrive undamaged at final destination. Whoever is packing material to be shipped directly to the final destination should be reminded that CTR countries are often remote and have underdeveloped infrastructure; extremes of hot and cold, rough roads, and antiquated trucks are often the norm.

b.

Packaging and markings shall be in accordance with best commercial practice to prevent damage during shipment and handling. Preservation levels and packaging shall be commensurate with standards necessary for shipment of the material anywhere in the world and/or outside storage in ambient environmental conditions such that the material/equipment remains usable for the normal service life of subject equipment or material once it has been delivered. If Contractor is unsure of “Best Commercial Practice”, the specifications outlined in “Section 2” can be followed as a minimum. If you for any reason these standards can’t be met contact the CTIS office for further guidance.

c.

Particular care shall be taken with mechanical equipment, providing sufficient preservation to protect material for sea transportation, while remaining capable of easily being placed into operation upon arrival.

d.

The Contractor shall identify external components of end items that are easily pilfered or damaged, but which are not conveniently removable. The Contractor shall crate or pack these items in such a way to protect these components. Examples of these components/items include air horns, radios, electronic devices, windows and hydraulic systems that may be susceptible to damage during transit.

f.

The Contractor shall use vapor barrier packing for ocean carriage of high value items (value exceeds $500 per item) and for electronics (i.e. computers, engineering electronics, scientific, measurement, research lab equipment).

g.

Any cardboard over-pack containers used for packing items shall be triple wall or consist of 5/8 inch (2 cm) (minimum thickness). Plywood crating is also acceptable. Whenever possible material should be palletized and mounted on 4 foot (122 cm) by 4 foot (122 cm) skids or pallets. Crates and containers shall meet minimum requirements for double stacking inside ISO containers.

h.

Whenever possible equipment should be designed for shipment using standard ISO containers. Components removed to meet this requirement shall be crated or palletized as required and included in the containerized cargo. Break bulk equipment which cannot be configured to the maximum dimensions of 40’ long (1219cm), 8’ (244cm) wide, and 12’ 6” (381 cm) per piece must be referred to the CTIS as soon as possible. The CTIS team will work with the Contractor to determine the maximum dimensions and weights which can be shipped per piece for each specific destination. General guidelines for Russian Rail are provided in Section 3. Items of this nature should be identified early in the project planning cycle and referred to the CTIS team as well as the cognizant DTRA Project Manager.

i. For loading at the OEM the OEM shall arrange for the loading, blocking and bracing of cargo into ISO containers, onto flat racks, or onto another conveyance (i.e., flatbed trailer or similar). Provisioning of ISO containers, or other drayage, can be accomplished either through the OEM’s contract or can be provided through the CIS contract. All cargo shall be blocked and braced to minimize shifting and damage. The contractor shall coordinate with the CIS Contractor and arrange for download of empty ISO containers, store until packed, and upload packed containers or loaded flat racks onto chassis if needed. Arrangements for live load or overnight chassis drop-off and loading should be coordinated with the CIS contractor. Each ISO container shall have attached to the inside a consolidated packing list showing the cargo by crate, pallet, or skid and weight of the contents.

j.

Each crate, pallet, or skid shall have an individual packing list attached to both the inside and outside of the crate, pallet or skid.

1. Each item listed shall be identified with end use description if the P.O. line item description does not clearly provide this information. The Contractor may be contacted by CIS to obtain additional information as required for customs code classification.

2. Separately packed components or parts of end items shall be packaged together whenever possible, but spare parts must be packed separately from other parts. Separately packed components or parts of end items shall be placed on the packing list under a description of the end item to which they belong, in order to facilitate identification of the destination customs codes.

3. The weight and value of each individual item shall be included on the packing list.

4. The net and gross weight fore each box/crate, pallet, or skid shall be listed. The total of the weight for all items packed in one package should equal the net weight for that package.

k.

Equipment not designated to be shipped via ISO container shall be packed as follows:

1.

Packages larger than 58 inches (147 cm) high and 48 by 48 inches square (122 x 122 cm squared) shall be packed in plywood containers. Use of a skid base is authorized when the container's size and weight exceed 200 pounds (91kg) and would not be suitable for palletizing.

2.

Outer containers shall be palletized when the individual container's weight exceeds 200 pounds (91 kg).

3.

Individual packages within the container shall conform to the packing requirements in this section as well as the requirements in section four below such that the equipment shall remain usable for the normal life of the equipment.

4.

Equipment smaller than 4 cubic feet (0.11 m3) and weighing less than 65 pounds (29.5 kg) shall be preserved and packaged in tri-wall cartons.

5.

Vehicles shall be packed according to OEM guidelines for commercial packaging, preservation, and marking, as well as provide for the capability for roll-on/roll-off (RO/RO) transport. If Contractor is unsure of “Commercial Packaging” specifications for Vehicles, the specifications shown in Addendum “A” should be followed as a minimum.

l.

Packing for perishable shipments should be adequate to sustain the shipment for the duration of shipping, taking into account the time of year and the extremes of temperature that can be encountered during transit. Care and planning are required when shipping perishables. Coordination with the CTIS is a must. Do not assume that since you sent items by FedEx in the past that this will work when shipping to remote locations CTR usually operates in. For exact information on the routing of the shipment contact the CTIS office or RTSC(CIS).

4. Marking Instructions a.

All markings shall be in accordance with best commercial practice to prevent damage during shipment and handling. For separately shipped break bulk cargo, this shall include center of gravity, lifting points and special lifting and handling requirements.

b.

Each item of equipment, container, and pallet shall have packing lists attached to the interior of the container or on a placard attached to each piece of non-containerized equipment, and shall be marked on the exterior with the following information:

1. Consignee Name and Address

2. Packing list number (i.e., box 1 of 10, 2 of 10, etc.)

3. Contract or Purchase Order Number

4. Gross Weight

5. Dimensions

6. Special Marking and Labeling (i.e., lift here, this end up, fragile, CG, etc.)

7. CTR (Nunn Lugar)/PROGRAM “FOR DELIVERY TO CONSIGNEE (NAME, DESTINATION, FSU COUNTRY) NOT FOR SALE OR COMMERCIAL PURPOSE”

c. Hazardous Markings: The Contractor shall pack, mark, and document the equipment to comply with all applicable local, U.S., and international regulations for the safe carriage of goods by land, sea, and air. The Contractor shall ensure compliance with Title 49, Code of Federal Regulations (CFR), concerning hazardous requirements for shipping in accordance with international requirements. This includes delivering a copy of the Material Safety Data Sheet (MSDS) and the International Maritime Organization (IMO) Declaration, or IATA Shipper’s Dangerous Goods Declaration, or applicable Surface Declaration for shipments not originating in CONUS on all shipments containing Hazardous Material.

d.

All shipments containing perishable material shall be clearly marked indicating the required temperature range and any special handling requirements. If internal temperature monitoring equipment is used this should be indicated on the outside of the package.

e. Destination Control Statement: For any shipment containing material controlled by either the Export Administration Regulations (EAR) or the International Traffic in Arms Regulations (ITAR) the contractor responsible for the shipping the material shall place a Destination Control Statement on the shipping documents. (e.g. airway bill) pursuant to section 758.6 of the EAR, or section 123.9 of the ITAR for US defense articles.

5. Hand Carry Requests

a. Two weeks prior to export, the Contractor shall provide transaction information for items being hand-carried in support of CTR program activities to DTRA CTR’s Export Compliance Administrator (ECA). This information will be provided via CTIS’s prescribed Transportation Request (CDRL A001) form. DTRA-CTR’s ECA will review the request and provide written response/authorization as applicable.

Section 2

Packaging Specifications

These packing specifications have been established to outline the minimum packaging and handling requirements for equipment, items, assemblies, supplies for overseas shipments.

1.0

MATERIALS AND WORKMANSHIP

Materials selected shall be of industry known and used brands, grades and types which conform to standards generally used industry-wide. Workmanship shall be in accordance with the best commercial practices.

2.0

GENERAL PACKAGING AND PACKING REQUIREMENTS:

2.1 CONSOLIDATION OF LIKE ITEMS

2.1.1 Consolidation of like items will be accomplished to reduce volume to the least possible cubic displacement.

2.1.2 Items or equipment susceptible to damage from extreme moisture and vapor shall be packed in vapor-proof barrier pack with silica gel or comparable moisture absorbent product generally used in industry. Evacuation of air voids shall be accomplished and followed by tight sealing.

2.1.3 Fragile items shall be packaged in a manner to assure no damage of critical surfaces or damage of the critical characteristics of the article. Cushioning, bracing, blocking or other methods of protecting each item will be utilized. The materials used in preservation, packaging and packing must not be of chemical or physical properties which may harm the goods.

2.1.4 Critical surfaces and openings on items, such as shafts, bearings, seals, spindles, etc. must be protected against dirt, moisture, abrasion, loss of content and/ or general damage to the items or goods.

2.2

PACKING REQUIREMENTS AND DEFINITIONS:

2.2.1 Articles fabricated or manufactured of materials subject to corrosion, hazards of moisture and oxidation which are not protected by paint, coating or plating, shall be protected against these hazards by the application of thin film preservatives that are removable by a suitable solution or method. Steel articles having highly finished bare surfaces shall be coated with heavy grade oil type preservatives (quick dry) if the nature of the article permits removal with solvent strippable coatings.

2.2.2 Structural or surface protection by wrapping may be required to eliminate the variables to which an object may be subjected in transit, storage, and/or handling.

2.2.3 Items susceptible to damage by item to item contact, shock, or related load forces shall be protected by the application of cushioning between surfaces, banding, braces and contact surfaces or other generally used practices of holding goods in position.

2.2.4 Consolidation of items, physical characteristics, weight, size limitations, pallet load limits, box load capabilities and other restrictions and considerations shall dictate shipping container content quantities.

2.3

MATERIAL

(Specifications provided for USA origin material. For European original material, European equivalent is to be utilized.)

2.3.1 Dimensions of wood shall be considered as "nominal". Lumber used shall be new, sound, well seasoned, and free from loose knots and decay. Moisture content shall not be more than 20% nor less than 10% when tested in accordance with commercial standards and of a standard of No.4 pine or better. Knots in excess of one third (1/3) the width of the board or not permitted. Knots and knot clusters located so as to weaken boards or so located as to interfere with nailing will not be allowed.

2.3.2 Plywood shall be one-half (1/2) thickness exterior grade CDX, plywood will be used as determined by the type of load, weight of contents, and estimated worst condition to which the material will be subjected. Blocking and bracing should be at least 2 x 4 lumber or greater, depending on the weight, size and nature of objects being packed.

2.3.3 Fasteners used in construction of boxes, tie down of goods on skids, multiple bolting of goods to tie together, or for other applicable uses, shall be those used generally in industry. In all cases, the selection of these materials shall be dictated by weight, size, and nature of goods being packed.

2.3.4 Steel banding shall be applied perpendicular to the edges of the surface over which they pass. They shall be straight and drawn tight. Only flat steel (hardened industry grades) will be used (3/4, 1-1/4 and 2 inch ARA approved).

2.3.5 The units to be bundled will be segregated into common lengths and sizes. The practice of bundling shall be limited to such items as structural steel, pipe, steel bars, tubing, etc. Bundled loads should be limited to 9500 pounds or less. Spacing between bands shall be no more than 60 inches.

2.3.6 Items suitable for palletizing such as drums, heavy duty fiber drums, bagged material, will be secured to a wing-type pallet (four way pallet) and plywood cap on top, secured by banding it with 1-1/4 inch bands. Bagged goods will be palletized approximately 40 bags per pallet, secured to the pallet by 1-1/4 inch banding, and then shrink wrapped with poly shrink wrap.

2.3.7 The lagging of wooden reels will be done by nailing wood to the outside edges of the flange with no spacing between the boards. Steel reels will be lagged on the inside of the flanges, steel strapping shall be applied over the lagging, with a minimum of two steel straps per reel.

2.3.8 Skidding shall be used as applicable to provide a foundation for handling and support purposes, for items suitable for skidding.

1.3.9 Export boxes, framing and flooring, shall be No.4 or better yellow pine, commercial grade, free from excessive knots or splits.

2.3.10 Blocking and bracing within containers, skids, boxes is required to hold material and prevent movement and sliding. Braces and blocks will be placed against the structure being held in position in all directions.

2.4

MARKING AND IDENTIFICATION

2.4.1 All units prepared for shipment shall be clearly identified. Marking as indicated on documents, will be stenciled on two opposite sides, with not less than 3/4 high lettering, black waterproof ink, unless otherwise specified.

Section 3

Russian Rail Specifications: Loading sizes. Classification of oversize cargo Note to the reader: The following information has been taken from old Russian rail directives and should be used with caution. If you feel the shipment of your cargo requires you to apply the information below contact CTIS immediately, your shipment will require special coordination.

1.1. General cargo to be transported within the rail system of the FSU rail (tracks 1520/1524 mm) cannot exceed the general loading size (see pic.1), as specified by MPS in Section 1 of Requirements to cargo loading and securing. Automobiles, tractors, agricultural and road-construction machinery & equipment, concrete and metal structures, as well as other cargo with a length within the limits of the platform and open-top railcars can be loaded for transportation via all railroads (except RFE) according to the “preferential” load diagram (pic.2). In the rail waybill (RWB) the shipper must make a note “preferential load size”.

Pic. 1. Load Diagram х – for cargo moved on joint-type transporters

Pic. 2. Preferential Load Diagram

1.2. Cargo loaded on an open-air universal train carrier (i.e. platforms, open-top railcars) is considered to be regular sized if none of its parts (including packaging and securing devices) exceed the limits of the loading diagram with the condition that the railcar is on a straight horizontal section of the rail track and the longitudinal axis of the train and the track match in the same vertical plane. The allowable cross-section dimensions of extra-long cargo that fits into the loading diagram is calculated in accordance with the Technical Requirements (TR). Max length of the universal platforms cargo with cross-section dimensions within the loading diagram limits is determined according to TR Table 1.

1.3. Minimum allowable distance between the upper level of the rail-top and the lower parts of the cargo below the railcar floor cannot be less than 150 mm. For cargo moved on trains with a base of more than 17 m and having to go through sorting hills the 150 mm distance must also be checked for transportation through a vertical curve hump with a radius of 250m. For cargo moved on joint-type transporters the 380 mm size shown on Diagram Pic.1 can be reduced to 340 mm, just like it is done for the minimum allowed height 1-T for the lower parts of the train cars/platforms.

1.4. Cargo is considered oversize if when loaded on an open train carrier located on a straight horizontal section of the rail track (with the condition of the longitudinal and cross-section axis of the railcar and the track matching) it exceeds the limits of the loading diagram or when its extension beyond the curve of the diagram limit exceeds the geometrical extension of the sample railcar. The geometrical extension of the cargo or the railcar is the deflection of the longitudinal axis from the track axis when the train is positioned on a curve.

Parameters of the sample railcar: length = 24 м, base = 17 м.

1.5 Three areas of oversize are defined based on the height (point of reference for the height is the top head of the rail) at which the cargo exceeds the loading diagram size limits:

- area of lower oversize – at the height of 480 to 1400 мм with distance from the track axis of 1626-1760 мм and at the height of 1230 to 1400 мм with distance from the track axis of 1761-2240 мм;

- area of lateral oversize – at the height of 1400 to 4000 мм;

- area of upper oversize – at the height of 4000 to 5300 мм.

Furthermore, an additional conditional area of combined lateral and upper oversize is considered for a more accurate determination of clearance for upper oversize on dual-track railroads. The conditional area is at the height of 4000 to 4603 mm with distance from the track axis of 1625 мм to the border of the area of upper oversize (see Pic. 3) Pic. 3. Areas of cargo oversize

1.6. The following degrees of cargo oversize are established depending on the type of the cargo oversize and the clearance for structures and dual-track railroads:

- Lower oversize – six degrees

- Lateral oversize – six degrees

- Upper oversize – three degrees The shape of the oversize degrees are shown shaded on diagrams pictures 4 to 10. Coordinates of breakpoints of the shape limits for various degrees of oversize are shown in Table 1 of Appendix 1. Coordinates are defined as horizontal distances shown as X from the track axis and vertical distances Y from the level of the tope of the rail head to the break points.

Pic. 4. Shapes of 1, 2, 3, 4, 5 и 6 degrees of lower oversize (shaded).

Pic. 5. Shapes of 1st degree of lateral and upper oversize (shaded).

Note: puncture line shows the loading diagramm limit

Pic. 6. Shape of 2nd degree of lateral and upper oversize

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