Table of Content

1. PURPOSE.............................................................................................................................................. 4
2. SCOPE.................................................................................................................................................. 4
3. REFERENCES......................................................................................................................................... 4
4. ABBREVIATIONS, TERMS & DEFINITIONS............................................................................................... 4
4.1 ABBREVIATIONS............................................................................................................................... 4
4.2 DEFINITIONS..................................................................................................................................... 4
5. RESPONSIBILITIES................................................................................................................................. 5
5.1 MEP PROJECT MANAGER.................................................................................................................. 5
5.2 MEP PROCUREMENT TEAM (MEPPT)................................................................................................ 5
5.3 WAREHOUSE CHIEF.......................................................................................................................... 5
5.4 WAREHOUSE CHIEF.......................................................................................................................... 6
5.5 WAREHOUSE OFFICER...................................................................................................................... 6
5.6 QC ENGINEER/INSPECTOR................................................................................................................ 6
5.7 SITE ENGINEER................................................................................................................................. 6
5.8 MEP DOCUMENT CONTROLLER......................................................................................................... 6
6. REQUIREMENTS.................................................................................................................................... 6
6.1 WAREHOUSE OPERATING PROCEDURE.............................................................................................6
6.1.1 MEP WAREHOUSE INVENTORY CONTROL SYSTEM (MWICS)..............................................................6
6.1.2 MATERIAL RECEIPT AT STORE – IMPORT........................................................................................... 7
6.1.2.1 MATERIAL RECEIVED THROUGH CLEARING AGENT........................................................................7
6.1.2.2 MATERIAL RECEIVED THROUGH AIR POST PARCEL, ROAD & COURIER...........................................7
6.1.2.3 MATERIAL RECEIPT AT STORE – LOCAL.......................................................................................... 7
6.1.3 VISUAL INSPECTION BEFORE & AFTER UNLOADING...........................................................................7
6.1.4 RIGGING OPERATION SEQUENCE...................................................................................................... 7
6.1.4.1 STARRT CARDS............................................................................................................................. 7
6.1.4.2 SET UP.......................................................................................................................................... 7
6.1.4.3 EQUIPMENT CHECKS..................................................................................................................... 7
6.1.4.4 PRE-LIFT CHECKS........................................................................................................................... 7
6.1.4.5 MONITORING THE OPERATION..................................................................................................... 8
6.1.4.6 POST OPERATION CHECKS............................................................................................................ 8
6.1.5 UNLOADING OF ACCEPTABLE MATERIALS.........................................................................................8
6.1.6 DAMAGED MATERIALS..................................................................................................................... 8
6.1.7 HANDLING OF IN TRANSIT DAMAGE................................................................................................. 8
6.1.8 IMPORTED MATERIALS (IN TRANSIT)................................................................................................ 8

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6.2 INSPECTION...................................................................................................................................... 8
6.2.1 INSPECTION BEFORE OFF-LOADING................................................................................................... 8
6.2.2 INSPECTION AT WAREHOUSE............................................................................................................ 9
6.2.3 INSPECTION AT SITE.......................................................................................................................... 9
6.2.4 PERIODIC INSPECTION...................................................................................................................... 9
6.2.5 HANDLING OF NON-CONFORMANCE PRODUCT (NCR).......................................................................9
6.2.6 PREPARE GIN.................................................................................................................................... 9
6.2.7 REVIEW DOCUMENTATION............................................................................................................... 9
6.2.8 STORAGE OF RECEIVED ITEMS......................................................................................................... 10
6.3 MATERIAL DELIVERY AND TRANSPORTATION..................................................................................10
6.3.1 PREPARE SMR................................................................................................................................. 10
6.3.2 CHECK STOCK AVAILABILITY............................................................................................................ 10
6.3.3 ARRANGE TRANSPORT.................................................................................................................... 10
6.3.4 PREPARE DELIVERY NOTE................................................................................................................ 10
6.3.5 PACK AND LOAD MATERIALS.......................................................................................................... 10
6.3.6 ACKNOWLEDGE AND RECEIPT OF MATERIALS.................................................................................10
6.3.7 CHECK THE OUTGOING MATERIALS................................................................................................. 10
7. ATTACHMENTS................................................................................................................................... 10
ATTACHMENT - ORGANIZATION CHART...................................................................................................... 10

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1. PURPOSE
The purpose of this procedure is to define the sequence of events, interfaces and responsibilities to ensure
that receiving, inspection, storage, preservation, issuing and transportation of materials conform to the
specified internal customer requirements.

2. SCOPE
This procedure defines the system for the management of materials, from receipt at site through issue to
Construction which will be used for the Construction Works for the Branching Railway Lines to the Industrial
Facilities at the Cukurova Region, Yumurtalik Free Zone and the Ports at Iskenderun Bay” scope of the works.
This procedure covers material receiving, inspection, storage, preservation, issuing and transportation of
purchased MEP materials only.

3. REFERENCES
General Technical Specifications (A.2.2.11.1 Incoming Material and Equipment Management Plan)

4. ABBREVIATIONS, TERMS & DEFINITIONS

4.1 ABBREVIATIONS
DN Delivery Note
DSR Damage Shortage Report
EHR Equipment Hire Requisition
GDRN Good Delivery Receipt Note
GIN Good Inward Note
HSE Health, Safety and Environmental
IGRN Internal Goods Receipt Note
ITP Inspection and Test Plan
IPO/LPO Import Purchase Order / Local Purchase Order
MEP Mechanical, Electrical and Plumbing
MIC Material Inspection Checklist
MWICS MEP Warehouse Inventory Control System
NCR Non-Conformance Report
PD Project Director
PO Purchase Order
PQM Project Quality Manager
QC Quality Control
SMR Site Material Requisition
STL Stores Local

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4.2 DEFINITIONS
Engineer
………..
Purchase Order / Subcontract
The document used to contract for the supply of goods and/or services.
IGRN
Internal Goods Receipt Note is used to track the details of shipment received through AIR, ROAD / Courier
without the involvement of nominated clearing agents
GDRN
Good Delivery Receipt Note is used to track the details of shipment received through sea / air with the
involvement of nominated clearing agents.
Goods
Contractor’s Equipment, Materials, Plant and Temporary Works, or any of them as appropriate.
Plant
The apparatus, machinery and vehicles intended to form or forming part of the Permanent Works.
Materials
Things of all kinds (other than Plant) intended to form or forming part of the Permanent Works, including the
supply-only materials (if any) to be supplied by the Contractor under the Contract.
Contractor’s Equipment
All apparatus, machinery, vehicles and other things required for the execution and completion of the Works
and remedying of any defects. However, Contractor’s Equipment excludes Temporary Works, Employer’s
Equipment (if any), Plant, Materials and any other things intended to form or forming part of the Permanent
Works.
Contractor
…………

5. RESPONSIBILITIES

5.1 MEP PROJECT MANAGER

The MEP Project Manager is responsible for ensuring that the requirements of this project procedure are
properly implemented.

5.2 MEP PROCUREMENT TEAM (MEPPT)

MEPPT is responsible for processing of all actions including but not limited to:
 Shipping notification to the Engineer not less than 21 days’ notice of the date on which any Plant or a major
item of other Goods will be delivered to the Site
 Establishment of delivery documents
 Administration and completion of POs and Subcontracts
 Implementing the requirements of the project procedure MEP Procurement

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5.3 WAREHOUSE CHIEF
Warehouse Chief is responsible for the overall management of MEP Warehouses.
Warehouse Chief will be reporting to the MEP Project Manager and will be responsible for the proper
implementation of this procedure.
Warehouse Chief is responsible for communicating all elements of this procedure and reference documents to
down the level and arranging all resources to perform efficiently thus rendering prompt services to the project.

5.4 WAREHOUSE CHIEF

Warehouse Chief will be responsible for receiving, storage, issuance, loading and unloading of materials. He
shall be responsible for proper storage of materials based on designated location, orderly housekeeping,
tagging the items with necessary details for easy identification and traceability. He shall be responsible for
preservation of materials as per manufacturer’s recommendations and maintain preservation chart.

5.5 WAREHOUSE OFFICER

Warehouse Officer will be responsible for visual inspection before unloading of materials from the truck; Visual
inspection is carried out to check whether the materials are loaded properly onto the truck at the origin, if
materials are found intact without any external damage to the packing. If there is any anomaly noticed, then
he shall bring it to the notice of Warehouse Chief for further actions. Warehouse Officer shall be responsible
for physical issue of materials to site based on Delivery Note. He shall arrange to load the materials onto truck
safely with the help of certified riggers, crane / forklift as applicable.

5.6 QC ENGINEER/INSPECTOR
QC Engineer/Inspector will be responsible for the overall QC documentation (like material approval sheet,
catalogue, test certificate, material inspection checklist) of Warehouse. S/he shall be responsible for all
materials inspection activities as per relevant approved ITPs.

5.7 SITE ENGINEER

Site Engineer will be member of construction team at site and end user of material, for installation. He will be
responsible for material requisition from warehouse to actual site location as planned requirements. S/he will
be monitoring for temporary material storage at site till installation.

5.8 MEP DOCUMENT CONTROLLER

S/he will be responsible to keep filled material inspection checklist and its attachments in the server.

6. REQUIREMENTS

6.1 WAREHOUSE OPERATING PROCEDURE

6.1.1 MEP Warehouse Inventory Control System (MWICS)

Computerized MEP Warehouse Inventory Control System used on this project from purchasing stage to the
material delivery to the site. MWICS have following option to run warehouse operation efficiently.
 Goods Inward Note preparation against purchase order for local and imports
 DN Preparation based on SMR
 Stock analysis
 Material returns from site to warehouse

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 Damage / shortage reports this report shall reflect in case of any damage, or shortage detected while
inspecting the materials at Warehouse

6.1.2 Material Receipt at Store – Import

Material arrives in store either through clearing agent or by road transport, or air post parcel & courier.

6.1.2.1 Material Received Through Clearing Agent

Warehouse Chief shall update in the store master database system regarding the details of shipment
which will include clearing agent’s delivery note details and incorporate the receipt control number on
agent’s delivery note to facilitate tracking.

6.1.2.2 Material Received Through Air Post Parcel, Road & Courier
Warehouse Chief shall prepare an Internal Goods Receipt Note (IGRN) and shall enter the details of
shipment in the store master system which will include details of Transporter, or Courier (as the case may
be) and incorporate the receipt control number on IGRN to facilitate tracking.

6.1.2.3 Material Receipt at Store – Local

Warehouse Chief shall enter details of supplier’s delivery note or invoice or cash memo (as applicable)
and incorporate control number Warehouse Local on delivery note / Invoice or Cash memo.

6.1.3 Visual Inspection Before & After Unloading

Warehouse Chief shall visually inspect the materials for any external damages.

6.1.4 Rigging Operation Sequence

6.1.4.1 STARRT Cards

a. Before commencing any task, all persons involved in that task must participate in a task-specific Safety
Task Analysis & Risk Reduction Talk/Job Hazard Analysis (STARRT/JHA) process.
b. A STARRT card is to be completed and signed by all participants.

6.1.4.2 Set Up
a. Rigging crew and equipment operator(s) shall verify that hauling and lifting equipment are setup and
that no previously unidentified hazards exist.
b. For medium and critical lifts, equipment supplier-specified lift points shall be visually inspected and
dimensionally verified as being within specification and suitable for the purpose.

6.1.4.3 Equipment Checks

a. The Operator shall complete crane inspect and confirm that all equipment and systems are in
satisfactory condition to perform the lift.
b. Rigging shall be checked before use to ensure it is suitable for service and carries the current quarterly
color code.

6.1.4.4 Pre-Lift Checks

a. The Rigging Supervisor shall inspect hauling and lifting equipment.

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 b. The Rigging Supervisor shall evaluate weather conditions to ensure the operation can be performed
safely.
c. The rigging crew and equipment operator(s) shall inspect attachments and rigging equipment
including lugs, slings, shackles, and spreader beams.
d. The rigging crew shall attach tag lines to the load, as necessary, to safely control the load.
e. The rigging crew shall ensure temporary barricades are placed around the work area and adjacent
work crews are notified of the rigging work operation.

6.1.4.5 Monitoring the Operation

a. After all pre-lift inspections and checks are completed, a lift may proceed.
b. During execution of the lift, RS shall ensure that critical aspects of the lifts are continuously
monitored.
c. The rigging crew and equipment operator(s) shall pay close attention to critical shifting of weight,
physical clearances (particularly near overhead power lines), and observe for unforeseen events.

6.1.4.6 Post Operation Checks

a. Once a lift has been safely completed and the load has been secured in its final position, the rigging
crew shall remove all tag lines, rigging, and temporary barriers.
b. Equipment Operator(s) shall remove all hauling and lifting equipment from the area (if no longer
needed).
c. Riggers shall return rigging equipment to the crib.

6.1.5 Unloading of Acceptable Materials

Foreman / Warehouse Chief depending on case to case shall arrange to unload acceptable materials at
designated location.

6.1.6 Damaged Materials

Local: Foreman / Warehouse Chief shall obtain authorization from Warehouse Chief to return damaged
materials to concerned supplier and Warehouse Chief shall update STL register accordingly.
Import: Foreman / warehouse Chief shall unload the imported materials found damaged on arrival in
designated area for insurance survey / repair / rectification or scrap as applicable.

6.1.7 Handling of in Transit Damage

If materials are identified as in transit damaged during the inspection, the warehouse Chief shall prepare
Damage and Shortage Report (DSR) and inform the concerned Site Engineer. Warehouse Chief should attach
photograph of damaged product to the damage report. The Warehouse Chief shall review the damage report
and forward the same to Commercial Department of BEC.

6.1.8 Imported Materials (In transit)

Imported materials shall be directed to site en-route warehouse. On arrival at warehouse, Foreman or
Supervisor shall visually inspect the materials for any in-transit damage. Any such damage shall be informed
through DSR to concern project in-charge and insurance dept. at commercial. They conjointly decide whether
to scrap or repair or return damaged product to the supplier. Till the final decision is taken, damaged product
with identification tag tied shall be moved to the designated quarantine area to avoid any inadvertent use.

6.2 INSPECTION

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6.2.1 Inspection Before Off-Loading
Warehouse Foreman will be responsible for visual inspection before offloading of materials from the truck,
Visual inspection is carried out to check whether the materials are loaded properly onto the truck at the origin,
if materials are found intact without any external damage to the packing. If there is any anomaly noticed, then
he shall bring it to the notice of Warehouse Chief / Engineer for further actions. Warehouse Officer shall
comment the findings on transporter’s Consignment Note & notify Warehouse Chief accordingly. Warehouse
Chief shall liaise with Site Engineer / Commercial department for further insurance proceedings on same till
close out.

6.2.2 Inspection at Warehouse

Upon arrival and storage of material in designated inspection area and filling the required data in the material
inspection checklist (MIC), the warehouse chief will intimate to the QC Engineer / Inspector for inspection. QC
Engineer/Inspector shall inspect the material and fill the required data in the MIC. If material confirms the
requirement as mentioned in MIC, then QC Engineer/Inspector will internally clear the material. After clearing,
the material will be shifted to assigned location for storage. Depending on condition and requirement the
result of material inspection will be intimated to all concerned within 3 days after getting intimation subject to
all required documents are in place. The MIC and its attachments will be kept under custody of QC Engineer at
warehouse. Weekly the scanned copies of MIC and its attachment will be sent to MEP Document Controller to
save in server, till required retention period.
Approved ITPs will be followed for internal inspection as well as the Engineer’s inspection for incoming
material, according to the requirements of the project procedure Inspection and Testing.
ITPs will include material inspection activity. Inspection request will be sent to the Engineer based on the
Engineer’s inspection point for this activity, and inspection request form will be used to record the inspection
results.

6.2.3 Inspection at Site

If materials are received directly at site and then inspection will be carried out by site QC Inspector and copy of
MIC with related documents shall be forwarded to warehouse by for necessary updating in Inventory Control
System.

6.2.4 Periodic Inspection

As per the requirement and manufacturer recommendation, the periodic visual inspection of stored material
will be done by warehouse chief.

6.2.5 Handling of Non-Conformance Product (NCR)

The Warehouse Chief shall identify, tag and segregate all non-conforming material received at site and store.
Such material shall be kept in clearly marked area to avoid accidental usage. The Warehouse Chief shall inform
QC Engineer for taking further action.
The concerned Site Engineer shall study non-conformance and propose corrective and preventive action based
on the acceptable engineering practices and Employer’s specified requirements.

6.2.6 Prepare GIN

Based on delivery note / packing list / invoice suppliers special storage instruction (if any) the Warehouse Chief
shall allocate appropriate storage location to prevent any damage, deterioration and decay while in storage
and forward documents to the Warehouse Officer for preparation of GIN.

6.2.7 Review Documentation

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The Warehouse Chief shall review GIN and in case any discrepancy observed, he shall instruct the concerned
Warehouse Chief to rectify the same.

6.2.8 Storage of Received Items

The Foreman shall arrange to move the accepted materials to designated locations along with identification
tag. Material lying in the store shall be preserved as per manufacturer’s instruction in order to maintain the
conformity of product requirements.

6.3 MATERIAL DELIVERY AND TRANSPORTATION

6.3.1 Prepare SMR

When materials are required at site for construction related activities, Site Engineer initiates the requisition
(SMR – Site Material Requisition) indicating all relevant particulars, part numbers, quantity required, contact
details and specification as applicable & obtains signature of the authorized personnel (MEP-Area Manager /
Department Head). The requisition is then forwarded to Warehouse for physical issue of materials to site. If
transport and handling equipment are required, Site Engineer shall intimate warehouse 24hrs in advance
enabling the store personnel to organize the same.

6.3.2 Check Stock Availability

On receipt of SMR the concerned Warehouse Chief shall check availability of materials in warehouse. He shall
indicate on SMR, non-availability of materials / non inspected materials if any, and forward to Site Engineer for
further action.

6.3.3 Arrange Transport

Warehouse Officer in the warehouse division shall refer EHR and organize for transport and special handling
equipment to load and load the materials.

6.3.4 Prepare Delivery Note

After ascertaining the availability of materials, the concerned Warehouse Chief shall prepare DN authorizing
issue of material from warehouse.

6.3.5 Pack and Load Materials

The Warehouse Chief shall supervise packing of the materials with suitable packing depending upon the nature
of materials, mode of transportation and manufacturer’s specifications, if any. Foreman shall supervise the
loading of materials on the vehicle and ensure that handling instructions (if any) are being followed to prevent
any damage to the materials.

6.3.6 Acknowledge and Receipt of Materials

The Site Engineer shall acknowledge the receipt of materials by signing on the delivery note. One copy of DN
shall be retained by the Foreman and another copy shall be carried by Site Engineer for his records.

6.3.7 Check the Outgoing Materials

The security assistant at the gate shall verify the materials with gate pass and retain the gate pass copy, which
includes date and time of materials leaving.

7. ATTACHMENTS

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Attachment - Organization Chart

Attachment:
Organization Chart

Warehouse Chief

Warehouse Officer

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