vctpl sop for rail operators

STANDARD OPERATING PROCEDURE (SOP)

FOR

RAIL OPERATORS

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SOP For Rail Operators

Prepared By: Head (operations) Issue no. / Date: 01 / 08.06.2009

Visakha Container Terminal Pvt. Ltd.


INDEX 1. General 3

1.1 Definition 3 1.2 Abbreviations 3 1.3 General Customs formalities 3 1.4 VPT formalities 3 1.5 Registration at VCT 4

2. Train Arrival Details

2.1 Technical Train Information 4 2.2 Train Arrival information 4

2.2 Train Placement Request 5 2.3 Placement Planning 5

3. Train Discharge

3.1 Discharge Information. 5 3.2 Discharge Operation. 6 3.3 Discharge Checking Activities. 6 3.4 Discharge Reporting 6 3.4.1 Short-Landed Containers. 7

4. Train Loading

4.1 Loading Information. 7 4.2 Loading Operation 7 4.3 Loading Checking Activities. 7 4.4 Loading Reporting. 8

5. Train Departure

6. Demurrage Charges 8

Attachment A.: Telephone and Tele fax numbers 9

Annexures (Attached separately)

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1. GENERAL

The purpose of this document is to describe the operational procedures to be followed by the Rail Operator while handling EXIM containers from/to the trains at Visakha Container Terminal.

1.1 Definition.

This document will describe in detail all the procedures that need to be followed by the Rail operator while operating at VCT.

1.2 Abbreviations.

CY : Container Yard EDI : Electronic Data Interchange ETP : Estimated Time of Placement ETD : Estimated Time of Departure RO : Rail Operator SL : Shipping line VCT : Visakha Container Terminal Pvt. Ltd. VPT : Visakhapatnam Port Trust

1.3 General Customs Formalities

All Customs formalities are subject to the rules and regulations stipulated by the Visakhapatnam Customs House. The RO will be responsible for taking the necessary customs permission for discharging /loading containers as per the Customs norms.

Wherever applicable the Customs rules will over ride the above procedures / modus operandi.

1.4 VPT Formalities

The placement and removal of the train from VCTPL will be carried out by VPT. The rail related charges like haulage and terminal charges shall be paid by the RO to VPT directly as per the VPT Scale of Rates.

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1.5 Registration at VCT

For movement of containers through VCT, the RO need to get registered with VCT by complying with the requisite formalities (Ref: Annexure -VII).

2. Train Arrival Details

RO shall provide the information of train arriving at VCT to discharge or load containers to the VCT Operations Department.

2.1 Technical Information.

The RO shall provide the details of the train, at least 24 hours before its placement. This information shall be provided first time when the train calls the terminal, or whenever the details provided earlier is changed.

The information shall consist of:

No. of Wagons in the train. Type of the wagons (BLC , Box type etc) Type of the locks Gross pay load of the wagons Reefer connections. Other relevant details.

With this information the train details will be updated in the VCT planning library.

2.2 Train Arrival information

RO shall also provide the detailed train information to the VCT Planning Section at least 24 hours before arrival at VPT marshalling yard, failing which the placement program of the train may be changed.

The required information consists of:

Estimated time of placement (ETP) Number of containers in the train for discharge /loading. Estimated time of departure (ETD)

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2.3 Train Placement Request

The RO shall provide the arrival information of train to the VCT Operations Department at least 24 hrs prior to the train arrival by a Train Placement Request form (Annexure I). VCT Planning Section staff shall indicate the lane number of the rail track and endorse the same on the Train Placement Request. The RO shall submit the same to VPT traffic dept for placing the train at VCT siding.

2.4 Placement Planning.

VCT will prepare the placement of the trains considering: Train Placement request. Detailed Train arrival information. Availability of rail siding. Vessel Connections (critical if any) Timely receipt of the discharging and loading plan.

3. Train Discharge

3.1 Discharge Information.

The RO shall provide the discharge instructions at least 8 hours prior arrival of the train. On basis on the supplied discharge instructions, the VCT Planning section will prepare discharge sequence for the subject train.

A consolidated Train Discharging List (Annexure 2) of all the containers arriving in the train as per the format attached shall be submitted by the RO to VCT planning section.

For export container arriving by Rail from the various ICDs , the Shipping Line is responsible to provide VCT with the required discharge instructions by submitting Form 11 (Annexure 4) at least 8 Hours prior to arrival of the train. If the Form11 is not submitted within the stipulated time, the containers will be discharged from the train and stacked in the buffer yard .The applicable container shifting charges will be levied as in the tariff on the respective shipping line.

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If the following categories of containers are to be discharged from the train, then the R O shall submit the details /manifest of these containers to VCT planning section well before the arrival of the train at VCT.

Hazardous Cargo Reefer Cargo Out of Gauge Cargo.

In the absence of the required manifest from the RO / concerned shipping line, VCT will be constrained not to discharge these containers from the train.

3.2 Discharge Operation

On placement of the train, VCT will discharge the containers as per the list submitted by the R O. The containers discharged from the train will be stacked in the CY as per the details submitted in the Form 11 by the respective shipping line. In the absence of Form11, the export containers discharged from the train will be stacked separately in the buffer yard.

3.3 Discharge Checking Activities.

During the discharge process, VCT staff will perform a visual check on the following items:

Container prefix and number. ISO Type/Size. Damages, if any, limiting to the container sides which are visible while

performing the operational activity. Seal (Yes or No) and Seal Number Check.

Containers without bottle seal will be affixed with VCT seal and shifted to the buffer yard for the shipping line for verification and fixing their seal in the presence of Customs. VCT will charge seal fixing as well as shifting charges as per the tariff.

3.4 Discharge Reporting

VCT will provide the details of the containers to the RO, after the containers have been discharged from the train. In case of e-mail / fax failure, hard copy of discharge list will be made available for the RO after the completion of the discharging.

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3.5 Short-Landed Containers.

If any container is short landed from the discharge list submitted by the RO, VCT will report the details of the short landed container to the RO after the train discharge operation has finished.

4. Train Loading

4.1. Loading Information.

RO shall provide the train loading instructions to VCT planning section at least 8 hours prior to placement of the train. The instructions shall contain a consolidated Train loading List (Annexure 3) of all the containers belonging to different SL On basis of the supplied loading instructions, VCT planning section will prepare the loading sequences for the subject train.

For Import containers by Rail to the various ICDs, the Shipping Line shall provide the required container details by submitting Form 21 (Annexure 5) with a copy of customs endorsed SMTP to the VCT Planning Section .

4.2 Loading Operation

VCT shall perform loading of the container(s) onto the train in accordance with the pendency (preferably on FIFO basis and container position in the CY as per stacking) and the load list provided by the R O.

4.3 Loading Checking Activities.

During the loading process VCT shall perform a visual check on the following items:

Container prefix and number. Damages, if any, limiting to the container sides which are visible while

performing the operational activity Seal Number Check.

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4.4 Loading Reporting.

VCT shall provide the details of the containers loaded on the train to the RO, after all the containers have been loaded. These details will be faxed / e-mailed to the RO after completion of the loading operation.

5. Train Removal Request.

For removal of the train, VCT planning section will issue the train removal memo to RO immediately on completion of the train loading. R O shall coordinate with VPT for drawing out the train from the VCT rail siding without any delay. VCT expects the train to be removed from the siding within 2 hrs of the completion of the train operation.

6. Demurrage Charges

In case the train is idling at VCT siding due to reasons not attributable to VCT, then VCT reserves the right to charge demurrage for using its infrastructure on mutually agreed terms.

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ATTACHMENT A: Telephone and Telefax numbers

VCT Management

Tel. + 91 891 2550966

Fax. + 91 891 2721981

Email. [email protected]

Operations Department

Shift In Charge: 9866230757

Planning Department

Tel. + 91 891 6537002 / +91 891 2782938

Fax. + 91 891 2739765

Email: [email protected]

EDI Messages

[email protected]

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Annexure I

RAIL OPERATORS LOGO AND ADDRESS

TRAIN PLACEMENT APPLICATION

TO, THE TRAFFIC MANAGER, VISAKHAPATNAM PORT TRUST, VISAKHAPATNAM.

THROUGH, OPERATIONS DEPT. VISAKHA CONTAINER TERMINAL,

DEAR SIR, REF: PLACEMENT OF TRAIN NO _____________ AT VCTPL RAIL SIDING

WE REQUEST YOU TO KINDLY ARRANGE PLACEMENT OF THE ABOVE MENTIONED TRAIN AT VCT.

THE TRAIN ETA : ______________ AT __________ HRS WITH IMPORT _______ CONTAINERS AND IS PLANNED TO LOAD _________ CONTAINERS AT VCT.

KINDLY DO THE NEEDFUL IN THE MATTER & OBLIGE.

SIGN (AGENT) __________________

DATED _________________

RAIL TRACK NO: ______ HAS BEEN ALLOTED FOR THE ABOVE TRAIN AT VCT.

MANAGER (OPS) VCTPL

SL.NO Wagon No. Container No. Gross Weight Container Category Container Type Container Status Shipping Line Seal No Origin Remarks

1

23

45

67

89

1011

1213

1415

1617

1819

20

LOGO & NAME OF THE RAIL OPERATOR

TRAIN DISCHARGE LIST

Annexure II

SL.NO Container No. Gross Weight Container Category Container Type Container Status Shipping Line Destination Remarks

1

23

45

67

89

1011

1213

1415

1617

1819

20

LOGO & NAME OF RAIL OPERATOR

TRAIN LOADING LIST

Annexure II

of 1 ANNEXURE 4 (FORM 11)

LOGO SHIPPING AGENTS NAME & ADDRESS

DATE:

RAIL YARD INBOUND WAY BILL

Train No. VIA No. Origin Destination

Agent Code :

Sr. No.

Container No. ISO CODE

Gr. Weight

Cargo Type

IMO Class

POD FPD Wagon No.

PORT OF FUMIGATION OF WOOLEN RAGS TO BE MENTIONED IN THE 2ND LINE. FOR NON STANDARD CONTAINERS TYPE & SIZE TO BE MENTIONED IN THE 2ND LINE.

MENTION G FOR GENERAL, H FOR HAZARDOUS AND R FOR REEFER IN CARGO TYPE COLUMN.

Authorised Signatory V.C.T. Documentation Section (with stamp) Time:

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79

ANNEXURE 5 (FORM 2.1) LOGO

SHIPPING AGENTS NAME & ADDRESS

Date:

Vessel I.G.M No: VIA No:

To, THE ICD SECTION VISAKHA CONTAINER TERMINAL VISAKHAPATNAM.

SUB : MOVEMENT OF CONTAINERS BY RAIL FROM VCT.

Sir, Please arrange to move the following containers from VCT to ICD _________ by Rail. Requisite copies of Tranship permit and I.G.M is enclosed herewith.

SR No CONTAINER NO

ISO Code

LDD/MTY IMO CLASS

CARGO TP NO

Note:- 1) We agree that reefers, ODC & Hazardous containers will be accepted for movement on Rail only after we submit requisite permission to CONCOR. 2) We agree that, we are solely responsible for all consequences of wrong declaration of or omission of IMDG code of Hazardous Dangerous cargo to be moved by Rail.

Authorised Signatory VCT Documentation Section (With Stamp) Time :

Encl : 1) Tranship permit for the above containers 2) I.G.M for the above Containers

Annexure -VI

VISAKHA CONTAINER TERMINAL PVT LTD

Date :To, The Rail Operator

Sir,

Sub : Removal Memo of Rake

Train No Line No

Train Placement Date & Time No of Wagons

Unloading Started Date & Time

Unloading Completed Date & Time

Total Discharge 20 40 Total Cntrs Total Teus

Loading Started Date & Time

Loading Completed Date & Time

Total Loading 20 40 Total Cntrs Total Teus

Train Arrived From

Train Loaded For

to remove the rake at the earliest.

Thanking You

Yours Faithfully

Manager (Operation)Visakha Container Terminal

The list of Import containers loaded on the above Rake is enclosed herewith. You are requested to

VCT-OPS-TRM-01

The container operation of the below mentioned rake is completed and is ready for removal from VCT rail siding. The details are as follows.

Train Operators letterhead

To,

The General Manager (Operations) Visakha Container Terminal Pvt. Ltd. Visakhapatnam

Re: Registration with VCTPL

Dear Sir,

We introduce ourselves as one of the rail operator who have been licensed by Indian Railways to run train service to Visakhapatnam.

The registration form duly filled in, along with the necessary documents is attached here with.

We hereby agree to the terms and conditions attached herewith and have duly signed all the pages as token of our confirmation.

The security deposit of Rs. _______ is enclosed here with vide DD/P.O. No. dt. Drawn on Bank payable at Vizag.

We request you to kindly register our company with VCTPL and provide us the necessary terminal operating procedures.

Thanking you,

Yours truly, For

Train Operators letterhead

REGISTRATION WITH VCTPL

1. Train Operators Detail : -

Train Operators Name :

Company Registration Date : Registration Number : Registration Place :

Local Address : : : Phone Numbers : Fax Number :

Person In Charge : Phone Numbers : E mail ID :

Operations Executive : Phone Numbers : E mail ID :

Finance Executive : Phone Numbers : E mail ID :

Documentation Executive : Phone Numbers : E mail ID :

I T Executive : Phone Numbers : E mail ID :

2. Estimated volumes and no. of trains at VCT : Monthly

3. VCT account code allotted : (to be filled up by VCTPL)

4. Security Deposit :

We enclose herewith the following documents for your records and accept the below terms and conditions:

1. License agreement with Indian railways, Certificate of Incorporation issued by ROC, Memorandum and Article of Association of company, Copy of Registration with Vizag, Customs and Visakhapatnam Port Trust.

2. We hereby undertake to follow the Operations Procedures laid down by VCTPL.

3. We hereby undertake to maintain a security deposit with VCTPL against handling charges for containers if any or any damages caused to the VCTPL property. In case of any default, VCTPL will have the right to HOLD our train till such time all our dues to VCTPL are settled.

VCT Approvals:

1. General Manager (Operations)

Signature: Date:

2. General Manager (Finance & Accounts)

Signature: Date:

3. Dy.COO

Signature: Date:

4. COO

Signature: Date:

***********

Check List:

1. License agreement with Indian railways

2. Certificate of Incorporation issued by ROC

3. Memorandum and Article of Association of company

4. Copy of Registration with Vizag Customs

5. Copy of Registration with VPT

6. Demand Draft

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vctpl sop for rail operators

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