SHIPPING, INSPECTION AND PACKING INSTRUCTIONS
1. Inspection and Release for Delivery
1.1 MTR Corporation Limited (MTRCL) reserves the right to request for test result/ quality documentation or to conduct pre-shipment inspection of all or any of the items at the manufacturer’s premises prior to packing.
1.2 For the items classified as “Safety Critical” and/or “Service Critical” in Purchase Order or otherwise requested by MTRCL,
1.2.1 pre-shipment inspection by MTRCL’s authorized representative at manufacturer’s premises is required;
1.2.2 no shipment is to be arranged without prior approval with “Release Certificate” or “Dispatch Authority” from MTRCL’s authorized representative; and
1.2.3 the supplier is required to notify the MTRCL’s authorized representative by completing a Request for Inspection & Dispatch Form (RID, Appendix 1) and returning it by Email to or in writing to MTRCL’s authorized representative: -
For Asia or Oceania Region MTRCL - Project Quality Office Fo Tan Railway House No. 9 Lok King Street, Fo Tan Shatin, N.T. Hong Kong
Tel No.: (852) 2688 1894 Email: pjqc@mtr.com.hk
For Other Regions MTRCL - UK Rugby Quality Assurance Office Suite 5, Eleven Arches House Leicester Road, Rugby Warwickshire CV21 1FD England
Tel No.: (44) 01788 820100 Email: [email protected]
1.3 The supplier shall accede to any request by MTRCL to inspect, witness and/or test any Goods during manufacture, processing or storage at the premises of the supplier or the sub-contractor or the manufacturer or any third party prior to packing or despatch to MTRCL, and the supplier shall arrange for the inspection, witness and/or testing within a reasonable time after receipt of the request from MTRCL and shall arrange MTRCL’s authorized representative to gain access to the inspection site and provide with all facilities reasonably required to carry out the inspection and testing. The supplier shall advise the MTRCL’s authorised representative of the date of inspection at least 14 days in advance.
1.4 The supplier shall provide the information required by MTRCL’s authorized representative (e.g., the test or measurement to be carried out in manufacturer’s premises, relevant certificate, quality check report or inspection report). The supplier shall discuss with MTRCL’s authorized representative for the arrangement of necessary inspection documents, in particular for those critical in-process inspection before completion of manufacturing.
1.5 Following satisfactory inspection, a “Release Certificate” or “Dispatch Authority” will be issued by the MTRCL’s authorized representative.
Shipping, Inspection and Packing Instructions Version: January 2019 Page 1 of 4
2. Shipping Marks
2.1 For all MTRCL consignments, please use the standard "shipping marks" as below: M
PO No. T R Delivery Address (As shown on the PO) Case No. Gross / Net Weights & Dimensions
2.2. The marks must be stencilled in a conspicuous position on at least two sides of the outer packaging, in a contrasting colour.
2.3. The designated PO No. must be shown inside the triangle.
2.4. Gross Weight, Net Weight, Dimensions and Case No. must be shown.
3. Name of Consignee and Delivery Address on the Airway Bill or Bill of Lading
3.1 For all MTRCL shipments, please mark the Consignee’s name and address on the document as: MTR Corporation Limited MTR Headquarters Building Telford Plaza, Kowloon Bay Hong Kong
If the delivery address is different from the Consignee’s address according to the PO, supplier should then clearly write and indicate the delivery address on the document.
3.2 For those shipments that are not under MTRCL’s PO or Contract, please confirm with your client the consignee and delivery address respectively before the shipment.
4. Consolidation and Packaging
4.1 Consolidation of MTRCL orders into one consignment will be much appreciated. However, NO shipment consolidation is allowed for orders with different delivery locations or urgent requirement.
4.2 The supplier shall ensure that the goods are adequately packed in accordance with recognised international shipping standard against condensation, water ingress and rough handling. In general the packing should include an internal waterproof barrier where the items are placed in an hermetically sealed, evacuated aluminum laminated film or high density polythene bag containing the required amount of silica gel followed by an external package made of close boarded (certified insect free) timber crate lined with bitumen impregnated paper. Environmental friendly or recycled materials should be used wherever practicable.
4.3 In case of small and loose material or parts, it must be packed in PVC or plastic bags with waterproof function before crated into box or package. If possible, transparent bags are preferred for visual inspection purpose.
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5. MTRCL Nominated Freight Forwarders
5.1 MTRCL has appointed his own freight forwarders. For shipments where freight cost is to be borne by the Corporation, suppliers should contact the following nearby Freight Forwarders for shipment arrangement. Other unauthorized arrangement will not be accepted unless agreed by the MTRCL in writing. And goods so arranged by the supplier will either be rejected or if we accepted, its related forwarding charges will deem to be borne by the supplier.
5.2 Air Freight and Sea Freight – represented by Toll Global Forwarding (Hong Kong) Ltd (Toll Global) and its worldwide agents. Please refer to Appendix 2 for detailed contact information.
5.3 Courier – represented by TNT Express Worldwide (HK) Ltd (TNT) and its worldwide agents. Supplier should fill up the “MTRCL Overseas Courier Order Placement Form” (see Appendix 3) for parcel collection placement and send the completed form to TNT via email to [email protected] with a subject heading of “MTRCL Overseas Courier Order Placement” for easy identification.
6. Freight Mode of Transport
Unless specified in MTRCL PO or agreed by the Corporation, supplier should follow the following guidelines for freight mode selection if the shipment freight cost is to be borne by MTRCL: 6.1 Air Parcel Post For small items and documents, air parcel post may be preferred if the air parcel postage is considered lower than the courier service.
6.2 Courier (Economy Express Service) For consignment weighing at or BELOW 100 kg chargeable weight. Please also see 5.3 above.
6.3 Air Freight For consignment weighing BETWEEN 100 kg and 200 kg chargeable weight. Please also see 5.2 above.
6.4 Sea Freight For consignment weighing OVER 200 kg chargeable weight. Please also see 5.2 above.
6.5 Urgent Air Freight In URGENT cases, upon our written request or confirmation, airborne goods or consignment OVER 200 kg chargeable weight is allowed. Please also see 5.2 above.
7. Shipping Advice and Documents
7.1 Supplier is requested to provide a full set of shipping document (see below) to Toll Global (or its agents) or TNT while departure of the shipment.
7.2 Shipping document include but not limited to the following: (a) Airway Bill or Bill of Lading, (b) Proforma / Sale Invoice, and (c) Packing List.
Note: PO No., Contract No. and Discrepancy Report (DR) No. if any, should be printed on these documents.
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7.3 Supplier should send shipping document (see above) together with shipment details to MTRCL by fax or email after the cargo collection by the shipping agent. The shipment details should include: (a) Bill of Lading No., Airway Bill No. or Courier Tracking No. (b) Name of Carrier / Vessel, Flight No. or Voyage (c) E.T.D and E.T.A. H.K. (d) Shipping Port and Country Name (e) Consignment Value (f) Goods Description, MTRCL PO No., Contract No. and DR No. if any
7.4 For shipments where freight cost is borne by the supplier, released Bill of Lading is recommended. Supplier should ensure that at least one original Bill of Lading must reach our shipping team before the vessel arrival in Hong Kong. Supplier will deem to be responsible for any overdue warehouse cost that was caused by late or misplacement of the Bill of Lading.
7.5 Please address all shipping documents / correspondences and all other shipping enquires to: System & Logistics Team Procurement & Contracts Department MTR Corporation Limited 20/F, MTR Headquarters Building Telford Plaza, Kowloon Bay Hong Kong (Attention: Ms Jenny Liu)
Tel No.: (852) 2993 4315 Fax No.: (852) 2993 7713 Email: [email protected]
< END >
Shipping, Inspection and Packing Instructions Version: January 2019 Page 4 of 4 Appendix 1
Request for Inspection & Dispatch Form (RID) The Supplier shall complete the top section of this form when materials are ready for inspection at the point of manufacture and Email the completed form to the authorized representative of the Corporation.
Supplier: Manufacturer: Address: Address:
Contact: Contact: Tel: Tel: Email: Email: MTR Discrepancy No. For MTR Office Use MTR PO No. line No Description/Supplier Part No Qty (If Applicable) Value RC/DA Ref. 1 2 3 4 5 6 7 8 9 10 For MTR Office use Date Received: Validation Requirement: Responsible Engineer:
MTR Action Record Ref. Date Detail Initials
Engineer’s Approval Status Signed Date
Appendix 2
Agent Contact List
Contact Person Tel No. Email Address: AUSTRALIA
Toll Global Forwarding - Sydney 293 COWARD STREET MASCOT NSW 2020 Wnezana Trajkoska (Air) 61-2 8071 6417 [email protected] Ken Wang (Ocean) 61-2 8071 6418 [email protected] Toll Global Forwarding - Melbourne 115-121 South Centre Rd, Melbourne Airport VIC 3045 Australia Amber Lamanda (Air) 61-3 9956 3702 [email protected] Jess Dovey (Ocean) 61-3 9335 7383 [email protected] Toll Global Forwarding - Brisbane 128 Buchanan Road, Banyo QLD 4014 Australia Julie Richards (Air) 61-7 3069 2110 [email protected] Chris Stewart (Ocean) 61-7 3068 2107 [email protected]
AUSTRIA
Maurice Ward Logistics GmbH Object 263, Stiege 2, Zimmer 02-2111/212 1300 Wien-Flughafen Mrs. Sung Ae HAN 43-0-699 1732 4175 [email protected] Austria
BELGIUM
Gosselin Forwarding Services N.V. Belcrownlaan 40, 2100 Deurne, Belgium Jens Verboven (Ocean) 32-3 328 1951 [email protected] Patricia Vermeire (Ocean) [email protected]
CANADA
Toll Global Forwarding (Canada) Limited 7380 Bren Rd, Unit 1, Mississauga, ON L4T 1H4, Canada Vincent Yang (Air) 905-672-1477 - 7233 [email protected] Sol Kim (Ocean) 905-672-1477 - 7248 [email protected]
CHINA
Toll Global Forwarding (China) Limited - Shanghai Wangjiao Plaza, 22nd Floor, 175 East Yan An Road, Shanghai Vicky Wu (Air) 86-21-2330 5630 [email protected] 200002, P.R. China Anna Zheng (Ocean) 86-21 2330 5632 [email protected]
Toll Global Forwarding (China) Limited - Tianjin Unit A & B 10F, PingAn Mansion, No.59 Machang Road, Hexi Crissy Xing (Ocean) 86-22 5888 0333 [email protected] District, Tianjin 300203, P.R.China
DENMARK
Toll Global Forwarding - Denmark Sverigesgade 8B, DK-5000 Odense C, Denmark Christian Myhre Paulsen (Air) 45-7262 5008 [email protected] Viengevej 100, DK-8240 Risskov, Denmark Morten Lykkegaard Sørensen (Ocean) 45-7262 8005 [email protected]
FRANCE
Qualit Air & Sea International Logistics 4 Rue Du Meunier - BP 19622, 95724 Roissy CDG Cedex France Judith Houssard (Air) 33-1 3011 9464 [email protected] 99 Fue Hoche, BP 1228, 76064 Le Havre Cedex, France Veronique Delahays (Ocean) 33-2 3272 4149 [email protected] 199 Rue Louis Braille - BP 40091, 54714 Fleville Devant Nancy Carine Martinho (Ocean) 33-3 8315 9814 [email protected] Cedex, France Appendix 2
Agent Contact List
Contact Person Tel No. Email Address:
GERMANY
Toll Global Forwarding (Germany) Gmbh
[Dusseldorf] Christopher Saloks (Air) 49-211 171 4923 [email protected] Julian Fassbender (Air) 49-211 171 4943 [email protected] [email protected]
[Hannover] Nadine Kubicki (Air) 49-511 977 2176 [email protected] Eric Schremmer (Air) 49-511 977 2181 [email protected] [email protected]
[Frankfurt] monika Le (Air) 46-69 6986 89728 [email protected] Esen Kilic (Air) 46-69 6986 89717 [email protected] [email protected]
[Hambrug] Mrs. Joy Gerth (Ocean) 49-40-41536-37 [email protected] Jan Binge (Ocean) 49-40-41536-19 [email protected]
NETHERLANDS
Toll Global Forwarding (Netherlands) B.V. Leisteen 1, 2132 ME Hoofddorp, The Netherlands Joost Jacobi / Solaiman Akoudad (Air) 31-20 6543 1000 [email protected] van Maasdijkweg 15, 3088 EC Rotterdam, The Netherlands Stephen Keijzer (Ocean) 31-10 2833 741 [email protected]
IRELAND
Maurice Ward & Co Ltd Unit 4B, Western Business Park, Gerard Hall (Air) 36-3-61 360678 [email protected] Shannon, Co. Clare, Ireland
INDIA
Toll Global Forwarding (India) Pvt Ltd [Chennai] S. Hariharasudhan (Air) 91-44 4497 1271 [email protected] Prakash Mani (Ocean) 91-44 4497 1261 [email protected]
ITALY
Toll Global Forwarding ITALIA S.p.A. Via G.di Vittorio 8/10, 20060 Liscate (MI) Italy Dario Galbusera (Air) 39-02 8418 9020 [email protected] [email protected] Annalisa Alloni (Ocean) 39-02 8418 9017 [email protected]
JAPAN
JP Toll Logistics Co Ltd Kohei Tanaka (Air) 81-3 6665 0073 [email protected] Hiroshi Sato (Ocean) 81-3 6665 0070 [email protected]
KOREA
Toll Global Logistics Rm 801, Cygnus Building #7 Mugyo-doing, Jung-gu Jamie Jaehee Son 82-2 2179 2222 [email protected] Seoul 100-170, Korea
MALAYSIA
Toll Global Forwarding (Malaysia) Sdn Bhd [Port Klang] Norhaida Mohd Sabran 603 3322 2901 [email protected]
SINGAPORE
Toll Global Forwarding (Singapore) Pte. Limited [Singapore] David Liang (Air) +65-66595 0381 [email protected] Wendy Tan (Ocean) +65-6904 2792 [email protected] Appendix 2
Agent Contact List
Contact Person Tel No. Email Address:
SPAIN
Cargo Flores [Barcelona] Mohamed Soliman Ocean +34-9322 90369 [email protected] Annika Tolli Air +34-9322 90369 [email protected]
SWITZERLAND NOVA Traffic Ltd [Zurich] Oliver Marbach Air +41-4480 07100 [email protected] Irene Gisler Ocean +41-4480 07100 [email protected]
SWEDEN
Toll Global Forwarding AB [Stockholm] Goran Fernholm Air +46 735 21 9901 [email protected] Par Edvinsson [email protected]
[Gothenburg] Cecilia Rudhede Ocean +46 735 21 9943 [email protected]
TAIWAN
Toll Global Forwarding (Taiwan) Limited [Taichung] Canny Chang Air +886-4-22550550 Ext. 24 [email protected]
[Taipei] Jessica Cheng Air +886-2-287520127 [email protected]
UNITED KINGDOM
Toll Global Forwarding (UK) Limited [Manchester] Peter Moors Air +44-161-499 6600 [email protected] Mary McLoughlin Ocean +44-161-499 6600 [email protected]
[Bristol} Chris Collins Air +44-117-316 7930 [email protected] Catherine Killian Ocean +44-117-316 7936 [email protected]
[London] Andy Gates Air +44-208-818 7850 [email protected]
[Basidon] Jane Mccafferty (Sea) Ocean +44-126-8244386 [email protected] Lorna La-Rocque Both +44-126-8244387 [email protected]
[Aberdeen] Ewan Nicholson Air +44-122 4723 365 [email protected]
U.S.A
Toll Global Forwarding (USA) Inc [Seattle] Nathan Stewart Air +1-425-336-7500 [email protected]
[Chicago] Tabitha Romaniuk Air +1-630-595-5080 ext 118 [email protected] Doris Kot Ocean +1-630-595-5080 ext. 133 [email protected]
[New York] Isabella Marafioti-Auletta Air +1-718-723-2333 ext 3324 [email protected] Gilian Constable Ocean +1-718-723-2333 ext 3132 [email protected] Katherine Demariano Ocean +1-718-723-2333 ext. 3304 [email protected]
[Los Angeles] jacqueline Magana Air +1-310-338-8888 ext 5002 [email protected]
[Atlanta] Justin Barkley Ocean +1-770-991-5651 [email protected]
Appendix 3
To: TNT Express Worldwide (HK) Ltd (By Email: [email protected])
MTRCL Overseas Courier Order Placement Form (For consignment weighing at or BELOW 100 kg chargeable weight)
MTRCL Account No. 000162133
Shipper Company Name
Parcel Collection Address
Contact Person
E-mail address
Contact Phone No.
Approx. Weight & Size for Collection No. of Pieces
Item Description
Parcel Ready Date & Time
MTRCL PO No.
Delivery Address