Logistics Centre Operations Procedure Road Based Deliveries

Olympic Delivery Authority
Logistics Centre Operations Procedure

Road Based Deliveries
0009-OPS-PWD-O-PRO-00007
Document Ref: 0009-OPS-PWD-O-PRO-00007
Logistics Centre Operations Procedure

Road Based Deliveries
Document History:
Document Owner:
David Moore
Revision History:
Version
Date
P01
20.03.09
Reason for change
Author
Initial Issue
David Moore
Approvals:
This document requires the following approvals.
Name
Signature
Title
Date
Version
Dave Peacop
Head of Logistics
20.03.09
P01
David Moore
Logistics Project
Manager
20.03.09
P01
This document is provided solely for the benefit of the ODA and agreed Stakeholders and is not to be copied, quoted or referred to in whole or in part
without prior written consent from CLM. CLM accept no responsibility to anyone other than the ODA and agreed Stakeholders for the information
contained herein.
UNCONTROLLED WHEN PRINTED
Page 2 of 25
Table of Contents
1.
Introduction.......................................................................................................................... 5
1.1.
Definition........................................................................................................................ 5
1.2.
Objectives...................................................................................................................... 5
1.3.
Key Strategies................................................................................................................ 5
1.4.
Scope............................................................................................................................. 6
2. General Information........................................................................................................... 6
2.1.
Overnight Parking.......................................................................................................... 6
2.2.
Welfare.......................................................................................................................... 6
2.3.
Smoking......................................................................................................................... 6
3. The Logistics Centres........................................................................................................7
3.1.
Barking........................................................................................................................... 7
3.2.
M11................................................................................................................................ 9
4. Which Vehicles should use the Logistics Centres............................................................10
5. Which Centre Should I use ?...........................................................................................10
6. Operating Hours and Timings..........................................................................................13
6.1.
Core Operating Times..................................................................................................13
6.2.
Booking Time............................................................................................................... 13
6.3.
Arrival Time at the Logistics Centre..............................................................................13
6.4.
Departure Time from the Logistics Centre....................................................................13
6.5.
Arrival Time at the Construction Site Entrance Plaza...................................................14
7. Performance Measurement.............................................................................................16
7.1.
Definition...................................................................................................................... 16
7.2.
Key Performance Indicators.........................................................................................16
7.3.
Service Levels..............................................................................................................16
7.4.
Communications.......................................................................................................... 17
8. Process Operation...........................................................................................................18
8.1.
The role of the Project Delivery Coordinators...............................................................18
8.2.
Delivery Booking Module (DBM)..................................................................................18
8.3.
Vehicle Tracking Module (VTM)...................................................................................18
8.4.
Definition...................................................................................................................... 18
8.5.
Interfaces..................................................................................................................... 21
8.6.
Incident Management..................................................................................................21
9. Contractual Status (applicable to Olympic Park Contractors only)...................................22
9.1.
B3000 Details of commodities & Services arranged via the programme...................22
9.2.
B3025 Logistics Centres..............................................................................................22
9.3.
B3060 Delivery Management System (DMS)...............................................................22
10.
Appendices..................................................................................................................23
10.1. Appendix 1 - Logistics Delivery Selection.....................................................................23
10.2. Appendix 2 - Logistics Centre Contacts.......................................................................24
10.3. Appendix 3 - Sample of Vehicle Passport....................................................................25
contained herein.
Page 3 of 25
Glossary
AV
Athletes Village
BLC
Barking Logistics Centre
CLM
The Delivery Partner of the Olympic Delivery Authority
DBM
Delivery Booking Module
DMS
Delivery Management System
KPI
Key Performance Indicator
LC
Logistics Centre
M11 LC
M11 Logistics Centre
ODA
Olympic Delivery Authority
OP
Olympic Park
Plaza
One of three entrances to the Sites for Construction Traffic, North Plaza, South
Plaza, and North east Plaza.
Project
Generic term referring to the Projects within the Sites. For the purpose of this
document, the Athletes Village and Stratford City Development are Projects, as
is Structures, Bridges and Highways, Logistics, etc.
Project Delivery
Coordinator
Person appointed by each project to manage the Projects deliveries.
SCD
Stratford City Development
Sites
Generic terms relating to the combined projects of the Athletes Village,

Olympic Park and Stratford City Development
VTM
Vehicle Tracking Module
contained herein.
Page 4 of 25
1.
Introduction
1.1.
Definition
The term Logistics Centre relates to one of the 3 sites that will control the flow of
materials and traffic into the Olympic Park (OP), Athletes Village (AV), and Stratford City
Development (SCD) projects.
The sites are as follows:
1. Bow East Logistics Centre.
2. Barking Logistics Centre.
3. M11 Logistics Centre
- Rail Only
- Rail and Road
- Road Only
The function and characteristics of the Logistics Centres capable of processing road
based vehicles is fully described in section 2.
1.2.
Objectives
The overall objectives of the Logistics Centres are:
-
To help facilitate the ODA target of 50% use of sustainable transport;
To minimise the impact of the London 2012 developments on local traffic

congestion;
To help control the congestions levels on the Site Roads roads;
To minimise congestions and blockages at the OP and AV entrance plazas.
All of the above are key to the success of the projects whilst minimising the effect on local
residents.
1.3.
Key Strategies
To achieve these objectives, the following key strategies are required,

-
Control the flow of materials;
Smooth the flow over the working day;
Ensure deliveries are effectively planned;
Promote the use of sustainable modes of transport for deliveries
Give flexibility should part of the supply chain be affected by an incident ; and
Ensure all activities are effectively communicated
contained herein.
Page 5 of 25
1.4.
Scope
The scope of the Road Based Logistics Centres can be summarised as :
-
To provide 2 road based Logistics Centres, 1 to the North of the Park and 1 to the
East, which will work in conjunction with the Delivery Management System (DMS),
to control the flow of road based vehicles into the OP, AV and SCD,
To provide for pre-screening of vehicles for acceptance at the Plazas.
promote the use of sustainable transport methods for deliveries;
2. General Information
2.1.
Overnight Parking
M11 Logistics Centre
NO overnight parking facility due to Planning Restrictions.
Barking Logistics Centre
NO overnight parking within the secure compound.
However, arrangements may be possible through the Operator, DHL.
2.2.
Welfare
Drivers toilets and washroom facilities are available at both Logistics Centres.
Refreshment facilities for drivers use will be available at both facilities.
2.3.
Smoking
Smoking within the main Parking compound is prohibited.
Designated external smoking areas will be available for drivers.
contained herein.
Page 6 of 25
3. The Logistics Centres

3.1.
Barking
The Barking Logistics Centre is located 10 miles to the East of the Olympic Park, just off
the A13: -
The facility is operated by DHL.

The site has a capacity to process up to 100 vehicles per hour.
contained herein.
Page 7 of 25
In addition, the site also has a Rail Siding, HGV/Trailer Storage Areas and Warehousing
Facilities.
contained herein.
Page 8 of 25
3.2.
M11
The M11 Logistics Centre is located 9 miles to the North of the Olympic Park on the
Southbound Carriageway of the M11: -
The facility is operated by DHL.

The site will have a capacity to process up to 100 vehicles per hour.
contained herein.
Page 9 of 25
4. Which Vehicles should use the Logistics Centres

All vehicles delivering or collecting materials and equipment to or from the Olympic Park,
Athletes Village and Stratford City Development should report to one the Logistics
Centres before delivery to site. If one of the exceptions detailed on Appendix 1 applies,
the vehicle will go directly to the appropriate Plaza.
5. Which Centre Should I use ?

The two centres have been chosen for their Geographical Location to minimise deviation
from routes into the Sites from the major road networks.
Therefore, the selection of which LC to use should be dependant on the source and/or
routing of the vehicle.
It is important to note that a Planning Condition has been imposed on the operation of the
M11 Logistics Centre effectively preventing vehicles destined for the LC from using the
M11 Junction 5 at Loughton.
This practicably eliminates vehicles approaching the LC on the Northbound Carriageway.
For that purpose, the map on the right shows that vehicles routing this way should use the
Barking Logistics Centre instead.
Vehicles that do approach from the South must go to Junction 7 to access the
Southbound carriageway.
The following maps demonstrate the advisory routes to each LC.
contained herein.
Page 10 of 25
Barking Logistics Centre Regional Map
Barking Logistics Centre Local Map
M11 Logistics Centre Regional Map

contained herein.
Page 11 of 25
M11 Logistics Centre Local Map
contained herein.
Page 12 of 25
6. Operating Hours and Timings

6.1. Core Operating Times
The opening hours for the Barking Logistics Centre are 05:00 to 17:00 Monday to
Friday and 05:00 to 13:00 on Saturday.
The opening hours for the M11 Logistics Centre are 05:30 to 17:00 Monday to
Friday and 05:30 to 13:00 on Saturday.
Both LCs are closed on Sundays and Bank Holidays.
Approved bookings outside of these times will go direct to the appropriate Construction
Site Entrance Plaza.
6.2. Booking Time

All deliveries to the OP, AV and SCD must be pre-booked via the Delivery Booking
Module (DBM). Bookings must be made no later than 12:00 on the previous working day.
Note - The Booking Time is for the arrival at the Site, not the Logistics Centre.
6.3. Arrival Time at the Logistics Centre

Vehicles that are not booked will be rejected from the Logistics Centre, and will therefore
not be able to enter the OP, AV or SCD.
Vehicles should arrive no less than 1 hour prior to the delivery time stated on the Booking
request. (this may be subject to change).
To allow some flexibility, Vehicles can arrive 1 hour before this time, but will be held at the
LC until the planned time of departure.
Deliveries should not arrive later than the delivery time slot stated on the DBM booking.
6.4. Departure Time from the Logistics Centre

When the Vehicle is accepted into the Logistics Centre, the Driver will be issued with a
Passport that will gain him access through the relevant Construction Site Entrance
Plaza. (see Appendix 3).
The Passport will clearly show the time of departure from the Logistics Centre as well as
the Estimated Time of Arrival at the Construction Site Entrance Plaza.
As the Passport is issued, the driver will be told to leave at the time indicated on the
Passport.
If the driver attempts to leave before this time, he will be instructed to return to the parking
area.
Periodic checks will be made by the Logistics Centre Operator for vehicles that are past
their departure time but still in the parking area.
The Project Delivery Coordinator will have the ability to hold and release vehicles. His
instructions will be acted upon by the Logistics Centre Operator. Initially this should be
done by telephone and email confirmation, but will be an automated feature of the Vehicle
Tracking System. This also applies to calling a vehicle in early (assuming it has arrived
and cleared security).
These changes should be kept to a minimum, and instances will be monitored and
reported upon.
6.5. Arrival Time at the Construction Site Entrance Plaza

The Passport will show the estimated Arrival Time at the Plaza. The Driver must make
every endeavour to arrive at this time, not stopping off or deviating from the route.
There will be a window of time given in terms of late arrival.
If the Vehicle arrives later than this, it may be subject to rejection and need to be rebooked through the Delivery Booking Module.
Worked Example
A vehicle booked for Site arrival of 8:00 to 09:00 should arrive at 7:00. This allows for security
processing and onward travel to site. If it arrives between 6:00 and 7:00, entry into the LC will be
allowed even though early. Before 06:00, and the Vehicle may be turned away.
If the vehicle arrives after 09:00 delays may be encountered.
The following diagram explains further, with Green being ideal, yellow/orange acceptable and red
being subject to rejection or delay.
If the vehicle arrives much earlier, then, with space permitting, the booking will be processed and
held at the logistics centre until the delivery time slot.
If the logistic centre is full at the time of arrival and the vehicle is earlier than the booking states
then it may be refused entry to the logistics centre at that time and ask to return later.
Both Logistics Centres are open until 17:00 hrs however all vehicles must arrive in time to be
processed through the centre. The last bookings will be processed at 16:30 hrs.
7. Performance Measurement
7.1. Definition
Performance measurement will be used to measure the following:
-
The effectiveness of the process
The Logistics Centre Operators performance against agreed deliverables
The Security Screening Operators performance against agreed deliverables
The performance of each Project in terms of their adherence to the procedures
The purpose of the Performance Measurement will be to identify non-conformance so that

appropriate countermeasures can be implemented and to provide the basis of continuous
improvement.
7.2. Key Performance Indicators

-
Booked deliveries to the Logistics Centres versus Forecast.
Actual deliveries to the Logistics Centres versus planned bookings.
On time arrivals/ late arrivals and early arrivals
Un-booked vehicles arriving at the Logistics Centre
Processing time through the Logistics Centres, High/Low/Average.
The KPIs will be formally reviewed on a monthly basis by CLM Logistics and the
Operators.
Results will be published available to all CLM Project Managers and Projects upon
request.
7.3. Service Levels

Target service levels to be attained are:
All un-booked vehicles will be rejected

All booked vehicles which arrive at the Logistics Centres more than 60 minutes
before their scheduled time of arrival may be rejected.
All vehicles arriving at a logistics centre not later than the time scheduled for their
arrival or up to 15 minutes thereafter will have a targeted processing time of 30
minutes from their arrival time.
Vehicles arriving at a logistics centre more than 15 minutes but less than 60
minutes after the scheduled time of arrival will have a targeted processing time of
45 minutes from their arrival time.
Vehicles arriving at a logistics centre more than 60 minutes after the scheduled
time of arrival will be processed as soon as reasonably practicable.
All of the above service levels will not be applicable in respect of vehicles which
are subject to further checks reasonably required or are rejected as a result of
reasonable suspicions aroused during security checks.
The above service levels are to be achieved to a level not to be less than 90
percent of all booked / scheduled vehicles arriving at the logistics centres.
The Service Levels will be relieved with regard to these performance levels in
respect of force majeure events, act of third parties and breaches by Projects of
following the correct protocol as described within this document.
7.4. Communications
All communication relating to day to day activity should be channelled through the Project
Delivery Coordinator.
8. Process Operation
8.1. The role of the Project Delivery Coordinators.
Each Project should have an appointed Delivery Coordinator whose role is to provide a
focal point for all deliveries going to the Site. They will be the main interface between the
Projects suppliers and sub-contractors, CLM Logistics Materials Team and the Logistics
Centre Operators staff.
8.2. Delivery Booking Module (DBM)

The Project must request delivery slots via the web-based DBM before 12:00 midday for
the next working days deliveries. It is recommended that delivery slots are booked as
early as possible, but no more than 4 weeks in advance.
Deliveries are subject to approval and are not valid until confirmed.
8.3. Vehicle Tracking Module (VTM)

All vehicles travelling via a Logistics Centre will be tracked from entry to the Logistics
Centre through all the stages until exiting the site through one of the Construction Site
Entrance Plazas. This will enable the CLM Logistics and Security Teams as well as the
Project Delivery Coordinators to ascertain the location of vehicles and provide data
capture and reporting mechanisms.
8.4. Definition
The process to use the Logistics Centres is summarised in the following flowchart.
Step 1
The Delivery is booked via the Web Based Delivery Booking Module. This can be done by
anyone who has a user profile for the DBM and the necessary data rights for the booking.
The Booking must be made before 12:00 on the previous working day. The preferred
Logistics Centre will be added at the time of booking, but it is expected that the routing
diagram shown in Section 5 is followed.
Step 2
The Project Logistics Coordinator will review the bookings, ensuring that relevant rules
have been followed. If there are no issues, the Bookings will be approved.
If for any reason a booking was deleted, the originator will be informed by email.
Step 3
The vehicle is to arrive at the Logistics Centre within the agreed time window.
On arrival at the Logistics Centre, there will be up to 5 lanes with barriers and Operator
Booths which is the initial vehicle reception.
The Driver must quote the Booking reference, and provide photographic identification.
Without these details, the vehicle may be subject to rejection.
Step 4
If the Vehicle and Driver credentials are correct and the delivery is within the agreed time
window, the Driver will be issued with a Passport which will be his entry permit into the
Olympic Park, Athletes Village or SCD.
If there is a failure at check-in, then the reason for failure will be attempted to be rectified.
If not, the vehicle will be rejected from the Logistics Centre and therefore be unable to
access the Site.
Step 5
If the Vehicle is issued with a passport, it will pass through the Security Screening Area,
where it may be selected for Search. If not, the vehicle will be directed to the main parking
area.
Step 6
If the Vehicle is selected for Search, the ODAs Search and Screening Staff will carry out
the necessary search. If the Vehicle is cleared, the vehicle will be directed to the Main
Parking Area.
Step 7
If the Vehicle fails the search, the appropriate action will be taken and the Project Delivery
Coordinator will be informed.
Step 8
The Project Delivery Coordinators will be able to hold vehicles at the Logistics Centres
where there is a genuine reason to do so, for example, lifting operation has been
suspended due to inclement weather until further notice. The Delivery Coordinator can
then release the booking when the site is ready to receive the delivery.
The Logistics Centre Operators staff will inform the Driver and give appropriate
instructions.
Step 9
If the Delivery has not been held, the Driver is expected to leave the Logistics Centre at
the given departure time and proceed immediately to the appropriate Plaza.
The Logistics Centre Operator will constantly check for Vehicles still in the LC which
should have left and progress the delivery.
8.5. Interfaces
The Logistics Centre is reliant on the following for successful operation
-
Delivery Booking Module (DBM)
Vehicle Tracking System (VTM)
Forecasting of transport requirements
Security
The Project Delivery Coordinators.
8.6. Incident Management

In the event of an incident that effects one or both of the Logistics Centres, for example
closure of the M11, the Logistics Team will react according to the incident. Any actions
required by the supply chain will be communicated via the Project Delivery Coordinators.
9. Contractual Status (applicable to Olympic Park Contractors only)
9.1. B3000 Details of commodities & Services arranged via the programme.
This document details the Olympic Park wide initiatives. It is commonly know as the
B3000. The following sections relate specifically to the use of the Logistics Centre. The
wording may vary from contract to contract, therefore each Project should refer to their
applicable Contract.
This only applies to Projects where the B3000 applies. The Athletes Village and Stratford
City Development will be covered by a separate agreement.
9.2. B3025 Logistics Centres

This outlines the obligation to use the Logistics Centres and outlines the functions.
9.3. B3060 Delivery Management System (DMS)

This outlines the Projects obligation to comply with the DMS and the employment of a
Delivery Coordinator to coordinate deliveries.
10.
Appendices
10.1.
Appendix 1 - Logistics Delivery Selection
10.2.
Organisatio
n
Appendix 2 - Logistics Centre Contacts

Name
Role
Land Line
Mobile
Email
CLM
Peter
Bowkis
M11 and
Barking LC
Project
Manager
0203 288
5153
0750079666
7
Peter.bowkis@london2012.com
CLM
Tracey
Few
DMS Manager
0203 288
5171
-----------------
Tracey.Few@london2012.com
CLM
David
Moore
0203
2885165
0779661467
0
David.moore2@london2012.co
m
CLM
Dave
Peck
0203
2885900
0777551398
7
Dave.peck@london2012.com
0777032416
7
0777617102
6
SCHEDULE
CONTROLLERS
0208018156
3
0208018156
2
0208018156
1
SCHEDULE
CONTROLLERS
0208018156
7
DHL (Barking)
DHL (Barking)
DHL (Barking)
DHL (Barking)
Chris
Atkins
Paul
Bailey
Heidi
Mueller
Yvonne
William
s
Manager
Logistics
Centres
Manager
Logistics
Materials
Operations
Manager
Implementation
s Manager
c.atkins@dhl.com
Paul.bailey1@dhl.com
n/a
heidi.muller@dhl.com
n/a
y.williams@dhl.com
10.3.
Appendix 3 - Sample of Vehicle Passport

Logistics Centre Operations Procedure Road Based Deliveries

Caricato da

Informazioni sul documento

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

Logistics Centre Operations Procedure Road Based Deliveries

Caricato da

Copyright:

Formati disponibili

Olympic Delivery Authority

Logistics Centre Operations Procedure

Document Ref: 0009-OPS-PWD-O-PRO-00007

Logistics Centre Operations Procedure

Reason for change

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

Barking Logistics Centre

The Delivery Partner of the Olympic Delivery Authority

Delivery Booking Module

Delivery Management System

Key Performance Indicator

M11 Logistics Centre

Olympic Delivery Authority

Person appointed by each project to manage the Projects deliveries.

Stratford City Development

Generic terms relating to the combined projects of the Athletes Village,

Vehicle Tracking Module

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

To help facilitate the ODA target of 50% use of sustainable transport;

To minimise the impact of the London 2012 developments on local traffic

To help control the congestions levels on the Site Roads roads;

To minimise congestions and blockages at the OP and AV entrance plazas.

To achieve these objectives, the following key strategies are required,

Control the flow of materials;

Smooth the flow over the working day;

Ensure deliveries are effectively planned;

Promote the use of sustainable modes of transport for deliveries

Ensure all activities are effectively communicated

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

To provide for pre-screening of vehicles for acceptance at the Plazas.

promote the use of sustainable transport methods for deliveries;

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

3. The Logistics Centres

The facility is operated by DHL.

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

The facility is operated by DHL.

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

4. Which Vehicles should use the Logistics Centres

5. Which Centre Should I use ?

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

Barking Logistics Centre Regional Map

Barking Logistics Centre Local Map

M11 Logistics Centre Regional Map

UNCONTROLLED WHEN PRINTED

Document Ref: 0009-OPS-PWD-O-PRO-00007

M11 Logistics Centre Local Map

UNCONTROLLED WHEN PRINTED

6. Operating Hours and Timings

6.2. Booking Time

6.3. Arrival Time at the Logistics Centre

6.4. Departure Time from the Logistics Centre

6.5. Arrival Time at the Construction Site Entrance Plaza

The effectiveness of the process