METHOD STATEMENT FOR MATERIAL HANDLING AND STORAGE

 

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1. PURPOSE

This Materials Handling & Storage Procedure is intended to define the requirements, storing, care and custody, etc., from receipt through to issue of the materials supplied by the Vendor to the Contractor and to set forth the respective Contractor's responsibilities and obligations in this respect.

2. SCOPE OF APPLICATION

This Method Statement is applied to all aspects of materials handling and Control is carried out by the respective Contractor.

3. DEFINITIONS 

3.1. Definitions

In this Method Statement, the following words and expressions are used, and they have the respective meanings hereby assigned to them, except where the context otherwise requires,

SITE: The place or places so designated by the Company for the places adjacent to their Construction of the Plant including such equipment is for storage and assembly of materials. 

REQUISITION: A written request for materials, to be prepared by the Contractor.

VENDOR: any party whose services are obtained by the Company or Contractor for supply and construction.

4. ROLES AND RESPONSIBILITIES

4.1. Key Personnel

The following key personnel of the Contractors may be assigned in respect of materials Handling and Storing

4.1.1. In charge Warehouse

A person employed and assigned who shall be responsible for the overall control of materials, which includes receiving, storing, issuing, stock taking, and disposal of materials and also includes forecasting of materials availability and arranging of replacement for shortage, damaged, or shortfall materials.

4.1.2. Store Officer

A person employed and assigned, who shall be reporting to the In-charge Warehouse, for the receiving, storing, issuing, and stock-taking of materials at the Warehouse and Open Storage Area.

 

4.1.3. Store Keeper 

Persons employed and assigned, who shall be responsible to the Store Officer, For the Receiving, Storing, and issuing of materials at the Warehouse and Open Storage Area.

4.1.4. Material Coordinator

A person employed and assigned, who shall be responsible to the Head of Construction Co-ordination Department of the Contractor for the supervision and coordination of the construction work assigned to him, carried out by the Contractor.

5. OUTLINES OF MATERIAL HANDLING AND STORING

A. Materials handling and storing commences with the receipt of the materials at the site and includes the unloading of the Materials into the warehouse or open storage area and the issue of the Materials which is in the control of the Contractor.

B. The final operation shall be the disposal of all surplus or residual

C. Materials upon completion of the construction work by Contractor.

D. The duties and scope of the persons of Contractor involved in materials handling and  Storing activities are listed as follows, including mobilization of all labor, equipment, tools, and materials required:

• Planning and preparatory works
• Receiving and unloading of Materials
• Unpacking and inspection, which includes:
• Issuing of Excess, Shortage, or Damage Reports,
• Issuing of Request for Urgent Procurement, if any,

E. Storing Materials by Contractor

• Securing the land area provided by Company for Materials storage.
• Provision of suitable, weather-tight warehouse facilities, and was required within the area allocated to the respective Contractors.
• Optimizing the use of available space within the Storage Facility and providing all racks, pallets, sleepers, natural drainage, etc., necessary for the appropriate storage of Materials in advance of their receipt.
• Storing all Materials following the requirements,
• Ensuring that all Materials stored in the open storage area are adequately protected, i.e., by tarpaulins or the like, to prevent deterioration,
• Maintaining a high degree of housekeeping within the Storage Facility
• Ensuring that all hazardous Materials shall be stored and handled with the utmost care and following the laws and regulations applicable thereto.

Requisition and issuing, which includes:

• Producing and submitting Requisitions to the Discipline Coordinator for his approval
• Approval of the issue of Materials to the Construction Engineer.
• Control and coordination of issues of Materials.

F. Stocktaking

G. Return and disposal

6. MATERIAL HANDLING ACTIVITIES

6.1. Planning and Preparatory Works Before receiving Materials at the site, the following planning and preparatory works shall be carried out by the Contractor.

Receiving the following reference documents for planning

• Overall Shipping Schedule,
• Over Dimension Cargo List and drawings thereof,
• Storage Area General Drawing
• Materials Handling Procedure

Receiving the Detail Packing Lists

• Planning for required manpower and construction equipment for unloading.
• Planning of unloading place and designation of storage areas
• Filling the Package No., Item No., etc. in the Cargo Receiving Report following the received Detail Packing Lists

6.2. Material Receiving and Unloading

6.2.1. Receiving of Materials

The Materials received at the Site shall be delivered to one of the following areas as designated by the Store Officer:

• At the Warehouse
• At the Open Storage Area
• At any given place in the Site (Direct Delivery Materials)
• Upon receipt, all Materials shall be recorded on a Cargo Receiving Report describing the Materials, the requisition under which they are delivered, their storage location, etc.

6.2.2. Unloading of materials 

• Delivery schedules for all types of Materials shall be reviewed by the Site Warehouse In charge as and when required and updated by the Store Officer to allow the pre-arrangement of manpower and suitable equipment to assist with unloading. The schedules shall be reviewed by the Site Manager or Project Manager at any time.
• Utmost care shall be taken by the Warehouse in charge of the unloading to ensure that no damage occurs to Materials.
• Before any unloading, packing cases, or crates Store Officer shall inspect for signs of damage during transportation, and where evident, this shall be recorded on the Cargo Receiving Record, and as necessary, photographs of the damage shall be taken for possible use in the event of a later claim.
• On unloading, Cargo Weigh Bill, which shall be issued by the Transportation Company, shall be received, checked, and filed as a record by the Store Officer.

6.3. Unpacking and Inspection

6.3.1. Unpacking Inspection Schedule

• The unpacking Inspection schedule for respective packages shall be prepared by the Store Officer and submitted to the Warehouse In charge for his review.
• Packed Materials procured overseas shall not be opened without the appropriate customs clearance, which, at the discretion of the customs officials, may be carried out at the SITE.

6.3.2. Non-scheduled Unpacking Inspection 

• In case any damage to the packing is found, Unpacking Inspection shall be carried out by Store Officer and put to the notice of Warehouse In charge officials for further action.

6.3.3. Preparation of Unpacking Inspection

The Store Officer shall make the necessary preparations before unpacking Inspection and which are:

• Establishing the inspection procedure according to the kind of packing
• Provision of, as necessary, the area for the  Unpacking Inspection making available all necessary manpower, equipment, tools, Materials, etc., for unpacking and re-packing the  Materials
• Designation of the place for storing the Materials after Unpacking Inspection.

6.3.4. Unpacking Inspection

• All Unpacking Inspections shall be carried out by the store officer or Storekeeper.
• If any damage to packing is found before Unpacking Inspection, the Store Officer or Store keepers shall notify the in charge Warehouse and seek his instruction.
• All Unpacking inspections shall be carried out with the utmost care, to ensure that no damage occurs to the Materials.
• Unpacking Inspection shall be carried out for the following checks.
• Visual appearance inspection for Damage to, and/or deformation of the Materials
• Rust or stains, 
• Damage to, paint, coatings, or linings, and/or blistering thereof due to underlying rust.
• Verification of Tag Nos., Valve Nos., ID Stamps, and ID Markings. Etc.
• Quantity verification.
• Damaged Materials shall be stored separately by Store Officer
• The Store Officer shall prepare Unpacking Inspection Report and submit it to the in-charge Warehouse for recording.

6.3.5. Materials Excess, Shortage, or Damage (ESD)

• Where excess, shortage, or damage of the Materials shall be discovered, the Storekeepers shall prepare the Excess, Shortage, or Damage Report, and present it to the Store Officer with the relevant Unpacking Inspection Report.
• The Store Officer shall submit both reports to the Warehouse in charge for review and confirmation.
• The Warehouse in charge shall arrange for the distribution of copies of the
• ESD to the Site Manager/ Project Manager and the appropriate departments of the Site Office and, as necessary, shall request a subsequent inspection by the Quality Control Department to determine whether repairs are possible and what methods are to be adopted.
• The Warehouse in charge shall take any necessary steps for the replacement of irreparable Materials, or make up any deficiency in quantities, through one of the following actions:

1.  Checking whether the available spare quantities can cover the damage or shortage quantities,
2. Requesting local procurement and necessary approval by the Site Manager/Project Manager. 
3. Preparing Requests for Urgent Procurement. (RUP)

• The Excess Shortage or Damage Report shall be prepared by the Store Officer for any excess, shortage, and/or damage of Materials, and issued to the Site Manager/ Project Manager for their claim action to vendors.
• Request for Urgent Procurement (RUP) shall be prepared only when re-sending of replacement is required and issued to the Company (If purchased by Company). (Where the damage or shortage can be covered by the available spares, RUP is not required.). One (1) copy of the relevant ESD shall be attached.

6.3.6. Insurance Claim

Insurance claims for items or Materials damaged, or stolen shall be processed, on behalf of the  Company, by the Head of the Administration Department, with all assistance provided by the Warehouse in charge and the Store Officer in respect of reports, photographs, etc.

7. STORING

7.1. General

The Store Officer shall instruct his Storekeepers, on the following

• Correct storage of materials at the prescribed location.
• Storing of Materials by item, class, size, etc.
• Maintenance of up-to-date records of quantities of the Materials held in the Storage Facility.
• Correct identification and marking of the various storage areas.

7.2. Open Storage Area 

All Materials stored in the open storage area shall be landed on pallets or sleepers and shall be tagged or marked for easy identification by the Store Keeper.

7.3. Storing in Warehouse

• All Materials stored in the Warehouse shall be landed on pallets, on shelves, on racks, or in bins, and shall be tagged or marked for easy identification by the Store Keeper under the direction of the Store Officer.
• Pallets, racks, shelves, and bins must be designed to carry the materials envisaged, in respect of size, weight, and quantity.

7.4. Care and Protection of Materials

• Responsibility for the care and protection of stored materials lies with the Storekeeper, under the direction of the Store Officer, until the Materials are issued to the respective Construction Engineer, after which, lies with the Construction Engineer until the Completion of Work.
• The periodical care and protection for the Materials are to be carried out, taking into consideration of the manufacturer's or Vendor's recommendations.

7.5. Material Requisition and Issuing

7.5.1. Issuing of Materials

• Materials shall be issued following the following conditions and procedures to the Construction Engineer,
• Free at the stored area in the Warehouse, usually in an unpacked condition, or 
• Free on the ground in the open storage area, in a re-packed condition, or an unpacked condition as bulk material, or Free on the inland transportation carrier in the plant area, usually in a packed condition as imported (Direct Delivery Materials)
• Materials shall only be issued from the Storage Facilities i.e. warehouse and/or open storage area against Requisitions submitted by the Construction Manager. The responsibility for the transportation of Materials from the Storage Facilities to the plant location or the Construction storage facilities lies with the Construction Manager.
• Issue of the Materials is deemed complete when the Construction
• Manager signs the copy of the REQUISITION acknowledging receipt.
• The Storekeepers must enter daily, on the Stock Book and/or Bin Card, the type and quantity of Materials issued.
• When the Construction Engineer has prepared the requisition, he must receive approval from the Construction Manager for the construction work on which the Materials are to be used and then from the Warehouse in Charge.
• REQUISITIONS consist of 04 sheets and both the Storekeepers and the Construction Engineer shall sign at the time of issue of the Materials. As proof of receipt.

REQUISITION copies are, after the issue of Materials, to be distributed, as follows:

• NO.1 – Warehouse in charge
• NO.2 - Store Officer/Storekeepers
• NO.3 - Material Coordinator
• NO.4 - Construction Engineer 

7.6. Stock Taking

• The storekeepers will carry out monthly stocktaking of all Materials in the storage facilities, both within the Warehouse and Open Storage Area.
• The purpose of the exercise is to compare actual quantities of Materials held in stock with the quantities indicated on the Stock Book, Bin Cards, and/or Materials Issued Control Report.
• The results of the exercise, i.e., surplus or shortfall of Materials shall be recorded by the Store Officer on Stock Book and reported to the Warehouse in charge.
• Additional stocktaking may be requested by the Warehouse in charge from time to time and the results will be recorded and reported in the same manner as the regular stocktaking.

7.7. Return of Issued Materials

• Returning of issued Materials may be required, due to mistakes in issuing, over-issuing, cancellation of planned works, etc.
• In such cases, the form of Requisition shall also be used for returning Materials having   been once issued to the Storekeepers
• Where previously issued Materials are to be returned to the storage facilities, the  construction engineer shall submit the Requisition by  describing  the   returned items,  with a  red stamp saying "RETURN"
• The Storekeepers shall confirm that the returned Materials are not defective, and shall sign the “RETURN" on Requisition, of which copies are retained by the Construction Engineer, as proof of return.
• When any Materials are returned, the Store Officer shall record the quantities on "Issued  Quantities"  of the Stock Book as minus (-) values.

7.8. Disposal of Surplus or Residual Materials

• The Construction Engineer shall return all surplus or residual materials, scrap Materials, and packing materials, to the Storage Facilities, at a place designated by the Store Officer.
• On completion of the construction work, the Storekeepers shall carry out the final stocktaking in the Storage Facilities.
• A list of surplus and residual Materials will be produced and submitted by the Store Officer to the in-charge Warehouse, along with a request for instructions for their disposal.
• The disposal of surplus and residual Materials, scrap Materials, and packing Materials shall only be carried out on receipt of a written instruction by the PM/SM.

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METHOD STATEMENT FOR MATERIAL HANDLING AND STORAGE