Purpose
The purpose of this document is to ensure continuous improvement in the handling of products carried in reefer containers, so that they are exported and sold for best value in the market. It defines the minimum processes and checks required as a container moves from the container depot to the vessel, focusing on preventative actions and clearly defining responsibilities in the value chain. This document does not replace any contracts or SLAs between parties, nor does it assign blame when issues arise.
Scope
- Container booking
- Export Documentation (Line)
- Container Depot
- Road Haulier (Depot to Pack Store)
- Exporter / Pack Store / PPECB
- Road Haulier (Pack Store to Export Terminal/Container Depot)
- Export Container Terminal
- Export Containers Stored at Depot
- Container Temperature Readings
- Reporting Procedure
- Tailboard Inspections
- Directs to Vessels
Definitions
- Pack Store: Place where product is stuffed into the container.
- Haulier: Enterprise operating trucks/trailers transporting containers, including drivers and subcontractors.
- Line: Shipping Line operating the containers.
- Depot: Company storing and preparing empty containers prior to collection.
- Export Terminal: Area where a container is stored after customs and before vessel loading (managed by SAPO or Fruit Produce Terminal Cape Town).
Occupational Health and Safety
- The health and safety of all people entering any premises mentioned in this document is paramount.
- All persons enter at their own risk and must be aware of:
- The Occupational Health and Safety Act.
- Each business’s Health and Safety procedures.
- Everyone must exercise due care and follow all Health and Safety rules.
Minimum Standards by Service Provider
1. Container Booking
- Exporter books container with the Line.
- Correct temperature, booking code, and point of loading must be clearly stated (use PPECB Q67 format).
2. Export Documentation
- Before stamping the CTO (Container Terminal Order) with date and time, ensure booking and CTO details correspond.
- All export CTO or transport documents must reflect product, temperature setting, regime codes, and ventilation settings. All copies must be legible.
- In absence of release instruction from the line, the CTO with the line’s stamp is the official release.
Deadlines/Identifications:
- 24–48 hours prior to load time.
- Special shipments (controlled atmosphere, cold steri, super freeze) must be stamped on CTO.
- Container release to reach depot by 2pm.
- Pre-draw from 15h00–23h00.
- Releases after 2pm allow pre-draw only after 23h00.
- Documents to SAPO daily before 17h00.
- Depots will not accept CTOs with blotted out information.
Risk and Liabilities: Exporters/Agents/Lines
3. Container Depot
- Prepare containers per customer/cargo standards.
- Track as per agreement or depot SOP.
- Prior to loading, verify CTO details with release details for:
- Container size & type
- Temperature setting
- Vent setting
- Special instructions
- At loading:
- Check for valid reefer (PPECB wash seal, PTI passed, within date).
- Remove all old stickers.
- Set temperature, vent, humidity, CO₂ & O₂ as per PTI.
- Temperature must be set in °C as per CTO.
- Fill in customer commodity sticker if applicable.
Risk and Liabilities: Haulier/Depot
4. Road Haulier (Depot to Pack Store)
- Haulier collects empty container from depot and delivers to consignor (Packer/Exporter).
- Ensure stamped CTO from the line.
- Verify all temperature settings with depot official before leaving.
- If discrepancies, depot creates alternative and provides space for offloading.
- SAPO may use a “Depot Approved Alteration” stamp for corrections.
On Arrival at Depot:
- Depot pickup slip must correspond with CTO.
- Depot despatch clerk should confirm settings to haulier.
- Sufficient lighting for night checks.
- Confirm settings (temperature, ventilation, humidity, CA curtains, CO₂/O₂).
- At collection, check correct container type/size, PPECB approval, visible damage, cable/plug, genset operation.
- Yellow or Blue PPECB tags must be on the door.
- Use checklist for container condition (punctures, dents, corner posts).
- Do not run gensets if empty except for checks or under Exporter/PPECB supervision.
5. Exporter / Pack Store / PPECB
- Ensure container has PPECB seal and valid PTI sticker from PPECB and/or Depot.
- Never start loading without proper documentation and verification.
- Before loading, PPECB/exporter/packer must ensure product matches CTO/transport document.
- If documentation changes are needed, special arrangements must be made for Export Terminal acceptance.
- CTO may only be voided/spoilt for POD or vessel change; mark as “CANCELLED” with reason.
- New CTO must be printed, passed, and handed to haulier before delivery to Export Terminal.
- Check temperature/ventilation settings, regime code, Partlow chart, and Line/Depot’s Reefer Sticker.
- If checks are incorrect, do not load; contact Depot/Line for correction.
- If cargo is unavailable, contact Line/Agent for instructions (return empty or authorize changes).
- All corrections of temperature/settings to be done at pack store (within 20km) or via depot; only as last resort at export terminal.
- All changes under genset conditions must take place at pack store; reconfirm in Export Terminal if changed by third party.
- Pack store to notify Depot of changes for verification; PPECB to double-check in terminal.
6. Road Haulier (Pack Store to Export Terminal/Depot)
- Ensure container doors are properly closed and sealed when collecting full container.
- Deliver full container to stack or depot as quickly as possible.
7. Export Container Terminal (SAPO & Others)
- Haulier hands CTO at A Check reception for booking and documentation check.
- Proceed to P check for physical check (damages, door closure, cable/plug).
- Container details captured and TID printed for driver.
- Container stacked and plugged in within 1 hour under Reefer Coordinator supervision.
- Hauliers to report any problems after departure from Pack Store.
- Check cable/plug on arrival and confirm at A-check.
- If information is incorrect, container not allowed into stacking area.
- If defects found, container not allowed to proceed; contact Line as per documentation.
- Temperature setting verified at power-up; if incorrect, unit switched off and Line contacted.
- Container temperature monitored every 4 hours, 24/7. Alarms reported to Line.
- All visitors must adhere to terminal procedures and safety policy.
8. Export Containers Stored at Depot
- Depot will not accept full live reefers without proper notification (customer, container numbers, temperature, vent setting, commodity, special instructions).
- On arrival, haulier must report to gate for verification.
- Depot must stick live reefer sticker on container.
- Verify reefer details with pre-notification; only accept if 100% verified.
- Plug container onto power within one hour and verify temperature against CTO.
- Any errors: switch off container, contact customer/Line, action fault.
- Containers monitored as agreed with customer/Lines.
9. Container Temperature Readings
- As per clauses 7 & 8.
- Third-party companies may monitor containers as agreed.
- PPECB audits readings and Export Terminal documentation during daily audits.
10. Reporting Procedure – Export Terminal
- Once a day for non-special, twice a day for specials; ad hoc within 24 hours.
- PPECB will physically audit container set points on a spot check basis.
- If container temperature deviation:
- Reefer coordinator switches off container and reports to senior cargo coordinator.
- Senior cargo coordinator contacts Line and PPECB.
- Line contacts technician; technician reports to reefer office, completes visitation report, and is escorted to faulty container.
- If not repairable, technician reports to Line; Line/PPECB contacts Exporter for further instructions.
- Malfunctions to be attended to within 1.5 hours.
- Technician completes technical report for Export Terminal records.
- PPECB must be informed of outcome; PPECB and Exporter decide next steps (unpack, repack, re-inspection, dispensation).
- Container temperature change requests must be made in writing via the Line’s booking desk.
11. Tailboard Inspections – Re-inspection of Cargo
- Same procedure as for import/export containers.
- Line to inform customers; all parties meet at reefer office (Export Terminal, Container Operator, Customers, Customs, PPECB).
- Inspection by PPECB and maintenance sub-contractors.
- All private persons enter terminal at their own risk.
- Same procedure applies to import reefer containers; report to Customs and Line.
12. Directs (After Stack Arrivals)
- Checks as per paragraph 7.
- If deviation discovered, unplug container and contact vessel agent.
- Line to issue corrective action to vessel and/or depot call-out technician.
- PPECB to report findings to Exporter.
- Any deviation not allowed into terminal.
- Deviations onboard at time of coupling must be reported by vessel prior to sailing.
- Changes to be done within 1 hour; agent to inform PPECB/Exporter.
Risk and Liabilities
- Lines / Export Terminal / PPECB
- Export Terminal / Lines / Third Parties
R Robinson PPECB