Cargo and packing

As part of its support for funded research projects, BAS undertakes to freight equipment and materials by sea to BAS Antarctic research stations, using BAS-NERC vessels. BAS also operates a cargo packing service, at no charge to the user, from its headquarters in Cambridge.

If it is not possible for a project to adhere to the BAS shipping deadline, thereby requiring that commercial freighting (by sea or air) be used for the journey to Stanley (Falkland Islands) or Punta Arenas (Chile), then the consignor will be required to reimburse BAS for the associated charges. Please note that the scheduling of air freight or sea freight routes to Stanley or South America (for onward shipment of cargo to the Antarctic on BAS vessels) is not reliable.

Cargo will not be freighted onward by air (rather than by sea) to Rothera research station from Stanley or Punta Arenas unless prior agreement has been obtained from BAS (via the Antarctic Funding Office) that air freighting for this section of the journey is essential.

Forms

Deadlines (summary)

Please be advised last acceptance dates for cargo or purchase documentation to ensure shipment via Cambridge Supply Chain Logistics (SCL) Packing Store and Commercial Packing Company (Walkerpack) are as detailed below; your cargo should be available when called forward.  If you have any further questions on this process please contact Kath Nicholson ([email protected])

NB: COMMERCIAL SHIPMENT OF HAZARDOUS CARGO BY AIR IS NOT RECOMMENDED.

 ALL HAZARDS TO BE SHIPPED BY BAS VESSEL TO GUARANTEE ARRIVAL AT END DESTINATION BY REQUIRED DATE.

An estimate of cargo volumes and notification of any individual items with a dimension over 1 metre, which require specialized packing, stowage or FAS delivery, will be required to Kath Nicholson by 30th MAY 2019.

 

With a one-ship operation this season we need to plan for commercial shipping to Antarctic cargo hubs as necessary.

 

BIRD ISLAND & SIGNY – consolidated at CAMBRIDGE

LAST ACCEPTANCE DATE FOR CARGO AND PURCHASE ORDER DOCUMENTATION

FRIDAY 16th AUGUST 2019

 

ROTHERA & KING EDWARD POINT – consolidated at NORTHAMPTON

LAST ACCEPTANCE DATE FOR CARGO AND PURCHASE DOCUMENTATION

FRIDAY 30th AUGUST 2019

 

ROTHERA VIA DASH 7 EARLY INPUT – consolidated at CAMBRIDGE

CONTACT KATH NICHOLSON by 30th MAY 2019

 

MARINE CRUISES – consolidated at CAMBRIDGE

CONTACT KATH NICHOLSON by 30th MAY 2019

 

ROTHERA & KING EDWARD POINT PROJECT WORKS

CONTACT KATH NICHOLSON by 30th MAY 2019

 

ActivityContactDeadlines
Consult BAS Shipping Section about cargo freighting route and determine packing deadlineKath NicholsonMay 2019
Consult BAS Shipping Section about any requirements for special containment during shipment (e.g. storage at +4°C, -20°C or -80°C)Kath NicholsonAs soon as possible
Submit a complete list of chemical reagents and compressed gases to the Antarctic Funding Office at BAS, using the Chemical Approvals Register (CAR) formAntarctic Funding Office18th May 2019
Deliver cargo to BAS stores, for packing. All cargo must be accompanied by Cargo packing notes and (if applicable) Material Safety Data SheetsKath NicholsonJCR – August 17th 2018
Contact BAS Science Facilities and Support section to confirm the arrangement for returning collected specimens to the UKDr Elaine FitzcharlesAt the fieldwork planning stage

Ship itineraries and routes

BAS vessel RRS James Clark Ross normally sails in the Autumnn (early October). The deadline for the receipt of cargo at BAS stores, for packing, is a minimum of four weeks prior to loading. BAS vessel itineraries, and the timing of each project, determine the cargo route to be adopted for each project and station. Project leaders must consult Kath Nicholson (BAS Shipping Section) no later than the deadline given by the Antarctic Funding Coordinator(end of May), to discuss the appropriate shipping route and to determine the packing deadline. Principal Investigators must ensure that all items for shipment on BAS vessels are received by the packing deadline.

In exceptional circumstances, e.g. for large quantities of kit, or a requirement that equipment must be delivered to Rothera prior to arrival of project personnel (if the project will start very early in the season, before the arrival of the RRS James Clark Ross), it may be necessary to pre-position the kit a year in advance – i.e., freight it on the ship the previous fieldwork season. There are strict limitations on the amount of equipment that can be transported in to Rothera by air, using the BAS Dash-7 aircraft.

Any queries relating to cargo deadlines should be addressed to Kath Nicholson.

Packing

Cargo consigned for packing must be accompanied by a completed BAS Cargo packing form, a copy of which must also be sent by email to [email protected]. Please ensure that, in ‘Section Ref’ of the Cargo packing form, you include your name, project number, and a unique numerical identifier.

Hazardous materials

All chemical reagents and compressed gases for use on BAS-managed facilities are to be authorised prior to shipment. A complete list for each project is to be submitted to the Antarctic Funding Office (email: [email protected]) by using the Chemical Approvals Register form, no later than 3 months before the deadline for delivery of cargo to BAS Cambridge. Hazardous materials must not be consigned via air freight, and no cargo may be taken as hand baggage on flights. All cargo carried by BAS vessels must be substantially packed, to withstand multiple handling and stowage in a cargo hold.

Hazardous materials must be contained in the manufacturer’s packaging and accompanied by a Material Safety Data Sheet. An electronic version of the latter should accompany the electronic Cargo Packing Note. Please consult with Kath Nicholson in the BAS Shipping Section prior to despatching hazardous materials.

Cold storage

BAS provides cool stow (+4°C) and frozen stow (−20°C or −80°C) on its vessels. Such cargo must be considered separately, for both packing and shipment; please consult with Kath Nicholson in the BAS Shipping Section for details. You will need to provide (and budget for) special containment for transportation under any other conditions — and in any case you will need to discuss the feasibility of your requirements with BAS Shipping Section, as soon as possible.

Equipment

Please ensure any equipment is suited for Antarctic operations. BAS uses, supports, and maintains a wide variety of instrumentation and computer systems. It is essential that any equipment used in Antarctica is robust, reliable and able to be maintained under Antarctic conditions. Attention to the detail of the design and construction of equipment is necessary to avoid very expensive down-time.

Most commercially manufactured hardware will operate in the laboratories and offices on Antarctic stations and ships. Some equipment will fail due to low humidity and high static fields; advice should be sought before purchasing equipment.

Prototype equipment and units manufactured on a one-off basis must be mechanically robust, electronically safe, and not cause interference with other systems. BAS will reject equipment that is electronically unsafe, or would potentially interfere with operational units already on base. If you have any queries regarding the suitability of your equipment, please contact the Antarctic Funding Office in the first instance.

Equipment must be thoroughly tested and trialled before despatch to Antarctica; the Antarctic is not a suitable place for developing instrumentation. Failure may have very costly and wasteful implications. Adequate spares and maintenance manuals are essential.

Equipment installed on BAS aircraft and ships is subject to additional constraints. Computers and other electrically powered hardware must be compliant with:

  1. The EMC Low Voltage and relevant EEC Directives
  2. CAA and/or marine industry standards
  3. BS standards for construction and installation

It is essential that any equipment installed on BAS ships and aircraft does not interfere with navigation equipment. A document is available describing the standards to be achieved for installing equipment on BAS aircraft.

To check whether any specialist equipment is suitable for use in Antarctica, please contact the Antarctic Funding Office at BAS (email: [email protected]).

Cargo returning to the UK

Cargo returning to the UK on BAS vessels normally reaches BAS Cambridge in May to July, following completion of the austral summer field season. You should allow two weeks after the ship docks in the UK, before collecting cargo from BAS Cambridge.

Importing biological samples

Please note that importation of plant material, live fish, animal pathogens and samples from endangered species requires an import licence. Also, BAS Science Facilities and Support section must be consulted at the fieldwork planning stage, to facilitate the return of specimens to the UK.

BAS Shipping section will be pleased to discuss any packing or shipping requirements.

Contacts

Kath Nicholson
Supply Chains Logistics Manager
[email protected]
01223 221 466

Mark Jackson
Stores Manager
[email protected]
01223 221 504

Walkerpack Orders

Please contact Kath Nicholson regarding any purchase requisitions for Rothera, Halley or King Edward Point which will be consigned to Walkerpack at Northampton.