STANDARD OPERATING PROCEDURE (SOP)

FOR
RAIL OPERATORS

Visakha Container Terminal Pvt. Ltd.

Page 2 of 9

SOP For Rail Operators

Prepared By:

Head (operations)

Issue no. / Date:

01 / 08.06.2009

INDEX
1.

2.

General

1.1
1.2
1.3
1.4
1.5

3
3
3
3
4

Train Arrival Details

2.1
2.2
2.2
2.3

3.

Technical Train Information

Train Arrival information
Train Placement Request
Placement Planning

4
4
5
5

Train Discharge
3.1
3.2
3.3
3.4
3.4.1

4.

Definition
Abbreviations
General Customs formalities
VPT formalities
Registration at VCT

Discharge Information.
Discharge Operation.
Discharge Checking Activities.
Discharge Reporting
Short-Landed Containers.

5
6
6
6
7

Train Loading
4.1
4.2
4.3
4.4

Loading Information.
Loading Operation
Loading Checking Activities.
Loading Reporting.

5.

Train Departure

6.

Demurrage Charges

Attachment A.: Telephone and Tele fax numbers

Annexures

(Attached separately)

Visakha Container Terminal Pvt. Ltd.

7
7
7
8

8
9

Visakha Container Terminal Pvt. Ltd.

Page 3 of 9

SOP For Rail Operators

Prepared By:

1.

Head (operations)

Issue no. / Date:

01 / 08.06.2009

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
EDI
ETP
ETD
RO
SL
VCT
VPT

1.3

:
:
:
:
:
:
:
:

Container Yard
Electronic Data Interchange
Estimated Time of Placement
Estimated Time of Departure
Rail Operator
Shipping line
Visakha Container Terminal Pvt. Ltd.
Visakhapatnam Port Trust

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.

Visakha Container Terminal Pvt. Ltd.

Visakha Container Terminal Pvt. Ltd.

Page 4 of 9

SOP For Rail Operators

Prepared By:

Head (operations)

Issue no. / Date:

01 / 08.06.2009

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)

Visakha Container Terminal Pvt. Ltd.

Visakha Container Terminal Pvt. Ltd.

Page 5 of 9

SOP For Rail Operators

Prepared By:

Head (operations)

Issue no. / Date:

01 / 08.06.2009

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.

Visakha Container Terminal Pvt. Ltd.

Visakha Container Terminal Pvt. Ltd.

Page 6 of 9

SOP For Rail Operators

Prepared By:

Head (operations)

Issue no. / Date:

01 / 08.06.2009

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:

3.4

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.

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.

Visakha Container Terminal Pvt. Ltd.

Visakha Container Terminal Pvt. Ltd.

Page 7 of 9

SOP For Rail Operators

Prepared By:

Head (operations)

Issue no. / Date:

01 / 08.06.2009

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.
4.1.

Train Loading
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.

Visakha Container Terminal Pvt. Ltd.

Visakha Container Terminal Pvt. Ltd.

Page 8 of 9

SOP For Rail Operators

Prepared By:

4.4

Head (operations)

Issue no. / Date:

01 / 08.06.2009

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.

Visakha Container Terminal Pvt. Ltd.

Visakha Container Terminal Pvt. Ltd.

Page 9 of 9

SOP For Rail Operators

Prepared By:

Head (operations)

Issue no. / Date:

ATTACHMENT A: Telephone and Telefax numbers

VCT Management
Tel.

+ 91 891 2550966

Fax.

+ 91 891 2721981

Email.

vct@vctpl.com

Operations Department
Shift In Charge:

9866230757

Planning Department
Tel.

+ 91 891 6537002 / +91 891 2782938

Fax.

+ 91 891 2739765

Email:

planning@vctpl.com

EDI Messages
edi@vctpl.com

Visakha Container Terminal Pvt. Ltd.

01 / 08.06.2009

Page 1 of 1
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

Annexure II
LOGO & NAME OF THE RAIL OPERATOR
TRAIN DISCHARGE LIST
SL.NO
1

2
3

4
5

6
7

8
9

10
11

12
13

14
15

16
17

18
19

20

Wagon No.

Container No.

Gross Weight

Container
Category

Container Type Container Status

Shipping Line

Seal No

Origin

Remarks

Annexure II
LOGO & NAME OF RAIL OPERATOR
TRAIN LOADING LIST
SL.NO
1

2
3

4
5

6
7

8
9

10
11

12
13

14
15

16
17

18
19

20

Container No.

Gross Weight

Container Category Container Type

Container Status

Shipping Line

Destination

Remarks

Page 1 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
(with stamp)

V.C.T. Documentation Section

Time:

Page 1 of 1
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
Stamp)

VCT Documentation Section (With

Time :

Encl : 1) Tranship permit for the above containers

2) I.G.M for the above Containers

79

Annexure -VI

VCT-OPS-TRM-01

VISAKHA CONTAINER TERMINAL PVT LTD

Date :
To,
The Rail Operator

Sir,
Sub : Removal Memo of Rake
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 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

20

40

Total Cntrs Total Teus

Loading Started Date & Time

Loading Completed Date & Time
Total Loading

Train Arrived From

Train Loaded For
The list of Import containers loaded on the above Rake is enclosed herewith. You are requested to
to remove the rake at the earliest.
Thanking You
Yours Faithfully

Manager (Operation)
Visakha Container Terminal

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.
Drawn on
Bank payable at Vizag.

dt.

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

************