Vendor Guide Sobeys Retail Support Centre (RSC) Receiving Guidelines (Non-Produce) - Food & Consumer Products of Canada
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Vendor Guide
Sobeys Retail Support Centre (RSC)
Receiving Guidelines
(Non-Produce)
Version 2.4 (Jan 20, 2017)
SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Table of Contents
INTRODUCTION .......................................................................................................................................... 4
OVERVIEW .........................................................................................................................................................4
CONFIDENTIALITY ..............................................................................................................................................4
SOBEYS INBOUND SHIPMENT STANDARDS........................................................................................ 5
A) PALLET REQUIREMENTS ..........................................................................................................................5
1) Maximum Pallet Weight ................................................................................................................5
2) Pallet Identification (Labelling) ...................................................................................................5
3) Compliant Pallet Types .................................................................................................................5
4) Product Overhang ..........................................................................................................................6
5) Pallet Shifter in Trailer (Lean) ......................................................................................................6
6) Securing the Pallet (Stretch Wrap) .............................................................................................7
7) Adhesives .........................................................................................................................................7
8) Pallet Pattern ...................................................................................................................................7
9) Pattern Gap (Holes) Within a Layer............................................................................................8
10) Case Orientation ........................................................................................................................9
11) Multi-Product Pallet ...................................................................................................................9
12) Half Pallet Displays / Display Ready Products .................................................................10
13) Type of Cases ...........................................................................................................................10
B) CASE REQUIREMENTS ...........................................................................................................................11
1) Case Strength ................................................................................................................................11
2) Best Before Dates .........................................................................................................................11
3) Case Bar Codes ............................................................................................................................11
C) PRIVATE LABEL REQUIREMENTS ...........................................................................................................13
D) PRODUCT REQUIREMENTS ....................................................................................................................13
E) PURCHASE ORDER REQUIREMENTS (PO / BILL OF LADING) ................................................................13
SOBEYS INBOUND SHIPMENT POLICIES ............................................................................................ 14
A) UNLOADING / LUMPING (SWAMPING).....................................................................................................14
Vendor Controlled and Sobeys Controlled Loads ...............................................................................14
Fees (Unloading / Lumping (Swamping)) ........................................................................................14
B) NON COMPLIANCE .................................................................................................................................15
C) VENDOR RETURNS.................................................................................................................................15
Non-Produce ...........................................................................................................................................15
SCHEDULES .............................................................................................................................................. 16
SCHEDULE 1 – NON-COMPLIANCE FEES (PALLET CONFIGURATION) ............................................................16
SCHEDULE 2 – NON-COMPLIANCE FEES (APPOINTMENTS) ...........................................................................17
SCHEDULE 3 – FEES (UNLOADING) ................................................................................................................18
APPENDICES ............................................................................................................................................. 19
DELIVERY INSTRUCTIONS ................................................................................................................................19
1) Appointment Scheduling ............................................................................................................19
3) Unloading Mode ............................................................................................................................19
4) Security Policies at Sobeys RSC’s ..........................................................................................20
5) Proof of Delivery Merge with Missing BOL ...........................................................................21
RETAIL SUPPORT CENTRE (RSC) LOCATIONS/CONTACT INFORMATION ......................................................22
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
RETAIL SUPPORT CENTRES (SPECIAL REQUIREMENTS)...............................................................................23
Automated (Dry / Fresh / Frozen) ..........................................................................................................23
Weight per Layer ....................................................................................................................................24
Maximum Case Size ..............................................................................................................................24
Minimum Case Size ...............................................................................................................................25
Height to Width Ratio ............................................................................................................................25
Length to Width Ratio ...........................................................................................................................26
Packaging Type ......................................................................................................................................26
Corrugated Cardboard Cases .............................................................................................................26
Corrugated Cardboard Trays ..............................................................................................................28
Shrink Overwrap Systems ...................................................................................................................29
Bags ...........................................................................................................................................................29
DAIRY / MEAT ..................................................................................................................................................31
Best Before Dates (Required Information Examples) ...................................................................31
Detailed Weight List ..............................................................................................................................32
Compliant Weight Labelling ................................................................................................................33
Page | 3
SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Introduction
Overview
The purpose of this document is to illustrate the requirements, specifications,
policies and rules pertaining to all inbound loads in order to increase the receiving
efficiencies of the Sobeys Retail Support Centres. As well, it will also detail the pallet
and case characteristics necessary for all inbound products in order to optimize the
receiving operations in all Sobeys Retail Support Centres.
Respecting the requirements in this guide will help us reduce the associated
handling and administrative costs that will ultimately allow both parties to share in
the benefits and mutually grow the business relationship.
Sobeys distribution network is comprised of both conventional and automated Retail
Support Centres. In the general section of this guide, you will find specifications,
requirements, and policies that apply to all of our Retail Support Centres. If there is
something unique to one or more Retail Support Centres, that will also be illustrated
in a reference section outlining all the specific requirements that will apply to that
site.
Please make sure to share the information in this guide with anyone in your
organization who could be responsible for the shipping of goods to any of the
Sobeys Retail Support Centres.
If you have any questions about the information in this guide, please contact the
Inbound Receiving Manager of the concerned Retail Support Centre.
Confidentiality
This document is the property of Sobeys Capital Inc. Its content is strictly
confidential and is for the sole use of the intended recipient (s). Any unauthorized
review, use, disclosure, or distribution is strictly prohibited.
.
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Sobeys Inbound Shipment Standards
A) Pallet Requirements
The pallets must meet the following requirements at receiving to avoid non-
compliance fees.
1) Maximum Pallet Weight
Pallet weight must not exceed 1136 kg including the wooden pallet.
Automated Facilities
Pallet weight must not exceed 1180 kg; this does not include the
wooden pallet.
2) Pallet Identification (Labelling)
If there is more than one delivery in a trailer, the Sobeys destined
pallet needs to be properly identified and reachable at all time without
moving the other customers pallets.
To avoid potential issues when the system de-palletizes cases off a
pallet, the vendor should ensure all pallet labels are affixed on an
individual case of the pallet. A label that connects two or more cases
could potentially compromise the depalletization process and would
then require a manual intervention by our technicians. Non-compliance
fees would be charged in such a situation.
Pallets with plastic overwraps to stabilize their content should have a
label affixed to the plastic overwrap
Dairy / Dry / Meat / Frozen
To optimize the RF receiving process, Sobeys requires UCC-128/GS1-
128 bar codes on each case. Please see case bar code section for
more details.
3) Compliant Pallet Types
Products need to be received on either CHEP or PECO pallets which
are required to be in excellent condition. A vendor may change the
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
pallet type if authorized in advance by the Inbound Receiving Manager
of the concerned Retail Support Centre.
Automated Facilities
Since all pallets used in automation are identified and linked to a
system pallet, it is important to inform Sobeys of any changes to avoid
unnecessary handling procedures and non-compliance fees.
4) Product Overhang
Pallet overhang is when the layer of products overhangs one of the
four edges of the pallet. (Figure 1)
Figure 1 Débordement positif
The overhang of products cannot be greater than 5 cm (1.97 inch) total
for all sides of the pallet (if there is 2cm on one side you cannot exceed
3cm on other side or 1cm on each of the other side). This overhang
will take into consideration the use of a slip sheet that exceeds 5
cm each side of the pallet. The layer of product must be centered on
the pallet. This element is important in order to be able to receive
directly without handling and to avoid non-compliance fees.
5) Pallet Shifter in Trailer (Lean)
The vendor must ensure that the pallets are properly secured to
guarantee stability while transporting throughout the supply chain and
the security of our staff when the products are moved in our facility.
Products leaning (Figure 2) on a pallet are a sign of pallet instability.
Pallets may be refused and non-compliance fees may apply.
Automated Facilities
The lean of the pallet counts in the calculation of the overhang. In most
cases, a leaning pallet will have to be corrected prior to induction and
non compliance fees will apply.
Débordement positif
Figure 2
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
6) Securing the Pallet (Stretch Wrap)
Stretch wrap must be applied tightly, ensuring that the end of the wrap
is secured to the pallet. Other types of wrap could be considered.
Please contact the Inbound Receiving Manager of the concerned
Retail Support Centre for authorization.
Automated Facilities
Please see the RSC Special Requirements section for details.
7) Adhesives
Adhesives such as glue must not be used between the different layers
of a pallet. Pallet stability must be achieved by other means.
Exceptions are to be managed, and authorized, on a site by site basis
prior to arrival.
If packing tape is used to secure the flaps of a case, it must be
properly affixed so that it does not adhere to the other cases.
8) Pallet Pattern
Each horizontal layer of a pallet must not interlock between layers. The
example in Figure 3 shows two cases oriented sideways in layers 1
and 2, and the same on layers 3 and 4. These cases interlock on two
different layers; this technique is not acceptable at any of Sobeys
Retail Support Centres.
Figure 3
In order to stabilize the pallet, the layers may be built using an
interlocking pattern as per the figure below (Figure 4). Any type of
layering scheme is acceptable (with the exception of the scheme
shown above in Figure 3) but the width and length of each layer must
remain identical.
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Figure 4
An acceptable pallet pattern is a pattern in which the number of boxes
per row and their layout is constant from layer to layer. It is possible to
cross the layer.
Automated Facilities
Please see RSC Special Requirements section for details.
9) Pattern Gap (Holes) Within a Layer
You may use a pallet pattern with a gap within a layer. The gap must
be consistent from the bottom to the top of the pallet. Please make
sure to not fill the gap with anything.
Automated Facilities
The total surface area of the gap cannot total more than 300cm 2
(46.5in2) on each layer. A larger total surface area may be acceptable
but it must receive the approval of the Inbound Receiving Manager of
the automated Retail Support Centre.
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
10) Case Orientation
Cases must be oriented on the pallet with their maximum compression
strength vertically. This will ensure that these cases will be on their
correct side when shipped to the stores and will be able to support the
weight that may be placed on it. This will not apply if, and only if, the
strength and the quality of the shipping case will not allow it.
(Vers le haut)
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Figure 5
11) Multi-Product Pallet
Any product received at one of the Sobeys Retail Support Centres
must be placed individually on a CHEP or PECO pallet. A vendor pallet
with multiple products on the same pallet will require rework and, as
such, will subject to a $35 per vendor pallet fee.
Note that this practice will be considered only for products that
were purchased per layer quantity. If the purchase quantity is less
than a layer for one or more products, multi-product pallets will
be allowed.
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SOBEYS CAPITAL INC. – RSC Receiving Guidelines
12) Half Pallet Displays / Display Ready Products
No cases can be overhanging from pallets
Pallets are to be wrapped in plastic
Rigid corner posts are required on all four sides of pallets
Two rigid corner posts are required on top part of pallets
Nylon straps fastening products into a pallet are required - It should
be noted that the straps are to be inserted in the pallet holes
All half-pallets are to be combined and shipped in pair on CPC or
CHEP Standard pallets
All displays exceeding 25 kilograms need to be shipped on half-
pallets and are required to respect the 6 points above
Should any of the above-mentioned not be adhered to, Sobeys
will have the right to refuse your merchandise or reach an
agreement for the rework of the shipment.
13) Type of Cases
The chosen type of case must fit the product and have enough
structural integrity to sustain the weight and stress that could occur
during handling, thus avoiding any product damage.
Automated Facilities
Please see RSC Special Requirements section for details specific to
loads destined for Sobeys automated facilities.
Page | 10SOBEYS CAPITAL INC. – RSC Receiving Guidelines
B) Case Requirements
1) Case Strength
The case must have sufficient compression strength to resist deflection
and humidity variations throughout the supply chain.
2) Best Before Dates
Best before dates must be printed on each case. Sobeys retains the right
to refuse any cases at time of receiving that do not respect Sobeys shelf
life requirements. Please contact your Category Manager for Best Before
policy specifics.
Dairy
Please see the Dairy section for details.
3) Case Bar Codes
Dry / Dairy / Meat / Frozen
Case bar codes must follow the ECCNet/GS-1+UCC128/GS1-128
Canada requirements for particular products that a case contains. For
further details related to case bar codes, please refer to www.gs1ca.org
Only the bar code referring to a product in a case must be printed on the
packaging. Multiple bar codes such as check marks and others only
detectable by the human eye will not be accepted. If some of your carton
packaging with pre-printed bar codes were used for several different
products, unused bar codes should be crossed out to be made unreadable
by a scanner.
All bar codes must be both legible and scannable. If the bar code cannot
be scanned, Sobeys retains the right to refuse the shipment and allocate
all incurred costs, including non-compliance fees, back to the originating
vendor.
Effective May 8, 2016 Sobeys requires that all vendors improve the
information on the item label to meet UCC128/GS1-128 specifications.
The main reasons are the followings:
Greater efficiency inbound
Rigorous monitoring on product expiration date (FEFO)
Improved product traceability (Batch)
Random Weight (if applicable)
Page | 11SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Required fields on the UCC128/GS1-128 label:
Data
Code Description
Length
Global Trade Item
01 14
Number (GTIN)
variable, up
10 Batch/Lot Number
to 20
Best Before Date
15 6
(YYMMDD)
Below are the required fields on the UCC128/GS1-128 label (Random Weight):
Code Description Data length
01 Global Trade Item Number (GTIN) 14
15 Best Before Date (YYMMDD) 6
3102 Random Weight Kg (2 Decimal) 6
21 Serial Number Variable (up to 9)
Page | 12SOBEYS CAPITAL INC. – RSC Receiving Guidelines
C) Private Label Requirements
Additional requirements for Private Label Products will be provided by your
Sobeys contacts. Should a discrepancy be noted between the Sobeys
Corporate Brands packaging program and this document, the information
contained within this document will prevail.
D) Product Requirements
All products received in our Retail Support Centres are verified for quality and
temperature control. If the inbound product is not in compliance, the load may
be subject to refusal and/or penalties.
Product must be compliant with the requirements set by the buyer when the
purchase order is placed.
The respect of these requirements is important. If requirements are not met,
non compliance fees will apply.
Please refer to Schedule 1 for an overview of applicable fees and/or charges.
E) Purchase Order Requirements (PO / Bill of Lading)
The purchase order (and bill of lading) must reflect exactly what is in the
trailer and/or the order itself. As well, the associated paperwork must contain
the purchase order number.
The driver must have the paperwork in his possession when he arrives to one
of the Sobeys facilities. It is the driver’s responsibility to timestamp the BOL
upon arrival at the RSC using the time clock located at the
appointment/receiving window.
Sobeys will not accept any back orders. If there is a back order, it will be
processed as a new order and a new purchase order will need to be
generated. The carrier will then be required to make another appointment.
A purchase order needs to be loaded in one trailer only. Sobeys will not
accept a purchase order split over multiple trailers.
Page | 13SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Sobeys Inbound Shipment Policies
A) Unloading / Lumping (Swamping)
Vendor Controlled and Sobeys Controlled Loads
Sobeys will make any and all necessary provisions to supply all actual
unloading services to move the product from the inbound trailer (s) to the
receiving dock for all Sobeys controlled and vendor controlled loads.
As well Sobeys will make all arrangements and provisions for all necessary
lumping (swamping) services.
Fees (Unloading / Lumping (Swamping))
Sobeys will charge a fee for the provision of unloading/lumping services.
This fee structure will apply to both vendor controlled, as well as Sobeys
controlled, inbound loads.
As well, vendor cross-docked loads will also be subject to unloading fees.
A reduced unloading fee will be charged for straight pull style inbound trailer
loads, defined as one product per trailer containing zero touch vendor pallets.
Please refer to Schedule 1 for an overview of applicable fees and/or charges.
Note that the fee will be administered through the issuance of a debit note.
Page | 14SOBEYS CAPITAL INC. – RSC Receiving Guidelines
B) Non Compliance
Non compliance fees will be applicable to both vendor, and Sobeys controlled
loads. Depending on the non compliance issue, Sobeys will invoke a penalty
fee, or fees, for any non compliance related matters.
Non-compliance will apply to inbound load configuration and integrity as well
as appointment related aspects.
Please refer to Schedule 1 for an overview of applicable fees and/or charges.
Note that vendor cross-docked loads will also be subject to non-compliance
fees.
C) Vendor Returns
Non-Produce
A period of one week is given for a vendor to make an appointment and pick
up all product designated for return.
The time and date scheduled to pick-up the stock has to be respected. If, for
some reason, you are not be able to attend the scheduled appointment, a 48-
hour grace period may be granted to pick-up the stock (24 hours for
perishable commodities). But, this will only be granted if the carrier or vendor
calls the destination RSC to provide an update and a reason for the “no
show”.
Please refer to Schedule 1 for an overview of applicable fees and/or charges.
Page | 15SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Schedules
Schedule 1 – Non-Compliance Fees (Pallet Configuration)
Non-Compliance (Pallet Configuration)
$35 per non-compliant pallet
+ $250 per purchase order
+ $250 per previous fines up to $2000
Notes:
1) All fees will be billed directly to the corresponding vendor
Page | 16SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Schedule 2 – Non-Compliance Fees (Appointments)
Non-Compliance (Appointments)
$500 for 0-4 hours late
$1000 over 4 hours late or No Show
Notes
1) All fees will be billed directly to the corresponding vendor
Page | 17SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Schedule 3 – Fees (Unloading)
Unloading Fees
1801- Straight
Case Count 1-25 26-100 101-300 301-600 601-1800 2401-+++
2400 Pull
Unloading Fee $11.46 $22.66 $62.00 $87.00 $122.00 $158.00 $163.00 $87.00
Notes:
1) Straight pull style inbound trailer loads are to be defined as one product
per trailer containing zero touch vendor pallets.
2) All unloading fees will be determined by the number of cases per vendor
purchase order
3) All fees will be billed directly to the corresponding vendor
Page | 18SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Appendices
Delivery Instructions
Note that it is the responsibility of the vendor to ensure that the carriers are
aware of this policy
1) Appointment Scheduling
o For Sobeys RSC’s currently using the C3 platform to generate inbound
appointments, please access the web portal to make an appointment.
Otherwise, please contact the RSC directly to make an appointment.
o An appointment must be taken two (2) business days before the delivery
due date
o Contact info can be found in the Master RSC List which is located in the
appendix
2) Respect of Appointment
The supplier is responsible for the choice of the carrier and its actions. As such,
Sobeys will only trade/deal/exchange with the vendor regarding the following
policy.
Note that it is the vendor’s responsibility to inform the carrier.
The arrival checkpoint is the appointment or receiving office at the destination
Retail Support Centre; NOT THE SECURITY GATE.
Be aware that it could take up to 10 minutes from the security gate to the
appointment office.
A vendor’s designated carrier must be available to deliver 24 hours/7days.
A broken trailer with physical or mechanical damages, too dirty or releasing
bad odors could be refused (and considered as a “No Show”) at reception for
health and safety reasons and/or for failing to comply with the standards
established by the organization for food safety.
3) Unloading Mode
o Your shipments will be unloaded during the appointment (“live unload”)
unless carrier or vendor requests a “Drop trailer” exemption
o Driver will leave the Sobeys RSC with the trailer that was used for the
shipment
Page | 19SOBEYS CAPITAL INC. – RSC Receiving Guidelines
4) Security Policies at Sobeys RSC’s
Driver must obey all signage located on Sobeys properties at all times
Driver not to exceed posted speed limit
Drivers must yield to pedestrians at all time
Drivers must wear a reflective jacket at all time when walking on Sobeys
properties. Driver will also have to limit their movement solely to work related
activities
It is strictly prohibited to throw out anything out in the yard. (wood, cardboard,
garbage...)
Drivers must respect parking area
It is strictly prohibited to back up near a pedestrian or another driver who is
doing the inspection of his truck and/or trailer
Drivers must drive with the flashing lights on at all time in the yard
Drivers to honk 2x prior to backing into doors
In case of evacuation (fire alarm, gas leak...) vehicle traffic is prohibited
Drivers are not allowed on the dock area unless authorized in advance by
Sobeys
Drivers are not allowed to use any mobile handling equipment or dock
controls
Arrival of a trailer to the dock
Driver must provide shipping document to the receiving clerk
Driver must have received the authorization from the security guard (if
applicable) or the reception clerk before backing up to the dock
Driver must back up the trailer by himself and place the wheel chock when
needed
Trailer leaving the dock
Driver must have received the authorization from the receiving clerk before
leaving the dock
Driver must have received the bill of lading before leaving the dock
Driver must remove the wheel chock by himself
Driver can only leave the dock when he sees the flashing green light
Driver cannot leave the dock if the above conditions are not respected.
Drivers must agree to the above conditions. They understand that if they do
not respect these conditions, Sobeys retains the right to eject the driver
from its property and may also deny any future access to the yard for this
driver.
Page | 20SOBEYS CAPITAL INC. – RSC Receiving Guidelines
5) Proof of Delivery Merge with Missing BOL
Carriers are responsible for all merchandise entrusted to them. As such, drivers are
required to recover all proof of delivery documentation prior to leaving the Sobeys
RSC.
A charge will be applied if Sobeys has to obtain, or provide, a proof of delivery copy
if not supplied by the driver.
Quebec Region:
The request must be made to: Gestiondesreclamations@sobeys.com
Page | 21SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Retail Support Centre (RSC) Locations/Contact Information
Postal
City Prov Address Phone Fax Number E-mail Code
North Saanich BC 1893 Mills Road 250-483-1709 n/a Z#TFReceivingVAARSC@thriftyfoods.com V8L 1W7
Surrey BC #103-5355-152nd street 604-937-1290 778-571-2139 V3S 5A5
Langley BC 9385 - 200 Street 604-881-8301 604-881-1211 V1M 3A7
Surrey BC 3023 - 188 Street 604-881-8341 604-881-1212 V3S 9V5
Edmonton AB 12910 - 156 Street N.W. Dry: 780-342-3862 Dry: 780-451-1698 rscgroceryreceiving@sobeys.com T5V 1E9
Calgary AB 3440 - 56 AVENUE SE 403-720-4506 403-279-1874 T2C 2C3
Airdrie AB Rocky View #44 587-755-5564 ext 6253 n/a T4A 0P9
Airdrie AB Rocky View #44 587-755-5564 ext 6253 n/a T4A 0P9
Winnipeg MB 1800 Inkster Boulevard 204-631-7317 204-694-5139 rsc.winnipeg@sobeys.com R3C 3J6
Winnipeg MB 1265 EMPRESS STREET See One Network Below R3E 3N9
Milton ON 2701 High Point Dr. 905-876-2100 905-876-2016 L9T 5G5
Whitby ON 100 Nordeagle Ave. 905-665-9318 905-665-3954 L1N 9S1
Vaughan ON 8265 Huntington Road 905-265-1135 905-265-1720 L4H 0W6
Anjou QC 9001 du Parcours 514-493-1717 514-493-1797 H1J 2Y1
Boucherville QC 1500 Blvd Montarville 514-324-1010 450-655-2019 J4B 5Y3
Montreal QC 11281 Boul Albert Hudon 514-324-1010 514-324-8180 H1G 3J5
Trois Rivieres QC 3000, rue Tebbutt 819-372-1010 819-372-6683 G9C 0B6
Quebec QC 950 Avenue Galilee 418-681-1922 418-681-9776 G1P 4B7
Terrebonne QC 1101 boulevard de la Piniere 450-492-0010 450-492-9523 H1A 2K6
Debert NS 246 Lancaster Drive, Box 237 902-662-2132 902-662-2146 B0M 1G0
Grand Falls-Windsor NF 66 Hardy Ave 709-292-8225 709-292-8291 A2A 2T9
Thorburn NS 181 Leil Lane 902-922-3003 902-922-3218 B0K 1W0
Middleton NS 12827 Lower Main Street 902-825-6497 902-825-6785 B0S 1P0
Oromocto NB 1 Lewis St., Box 320 506-357-9831 506-357-1844 E2V 4K5
St. Johns NF 63 Glencoe Drive (Donovans Ind. Park) 709-748-7036 709-364-7832 A1N 2C7
Stellarton NS 105 North Foord St. 902-752-8371 902-752-3661 B0K 1S0
Note : for those RSC’s currently on the C3 dock appointment scheduling tool, you
must access the following web portal to make an appointment :
1) Quebec Region
To make an appointment go to:
https://www.c3reservations.com/sobeys/
2) West Region
To make an appointment go to:
www.onenetwork.com
If you are not a member or need assistance the attached One Network
Appointment Request Form will need to be filled out and submitted to:
canada.appointment@sobeys.com.
Note: appointments must be made through One Network 24 hours in advance
of the PO due date.
Page | 22SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Retail Support Centres (Special Requirements)
Automated (Dry / Fresh / Frozen)
The Sobeys Terrebonne, Vaughan, and Rockyview Retail Support Centres operate
a highly automated system from Witron Automation Technology. This system
enables Sobeys to receive and distribute our vendor products as well as process
and build pallets for store delivery. It is able to build pallets for the specific layout of
our large affiliate and corporate stores to increase efficiency.
Depending on the level of compatibility with our systems, products will be processed
using three different physical levels of automation flows:
Fully Automated: This process uses the highest amount of automation.
Products that meet the criteria necessary to be processed within this system
will be:
o Stored in an automated high bay warehouse
o De-palletized automatically using “layer pickers” when the product is
ordered by a store
o Re-palletized on a multi-product store order pallet
Pallet Automation Only: This process will use automation to locate and
retrieve vendor pallets in the high bay warehouse and will involve a manual
traditional system for store selection. This system is considered a backup to
the fully automated system for products that do not meet the automated
criteria set in this manual.
No Automation: This process is a manual storage and picking system where
pallets are put away and store orders are selected manually. This system will
enable us to process special high volume items and products with physical
limitations that cannot be handled by the automated equipment in the high
bay warehouse.
In order to take full advantage of the speed, precision, accuracy and benefits of the
automation, it is extremely important for pallet and case characteristics of a SKU
remain the same between receipts. It is essential that the destination automated
Retail Support Centre be made aware of any changes prior to new receipts.
Please contact the Inbound Receiving Manager of the destination automated Retail
Support Centre for any questions or any modifications related to this document.
Page | 23SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Weight per Layer
The total weight of a layer should not exceed 250 kilograms (635 pounds).
Layer weight = 250kg.
Layer weight = 250kg.
Layer weight = 250kg.
Total product weight = 750 kg.
(max allowable 1180 kg.)
Figure 6
*Note that this maximum allowable weight does not include the pallet weight
Maximum Case Size
In order for the pallets to be introduced into the automation at receiving, the product
cases must fit within the following strict guidelines.
The case size must be no more than :
400 mm
.
kg
25
m
0m
66
460 mm
Figure 7
Width cannot exceed a maximum of 460 mm (18.11 inches)
Length cannot exceed a maximum of 660 mm (25.98 inches)
Height cannot exceed a maximum of 400 mm (15.75 inches)
Weight cannot exceed a maximum of 25 kg (55.12 pounds)
Any attributes greater than these will cause the product to fail the test. In rare
circumstances, the case may be re-oriented on its side in order to pass the
maximum size thresholds.
Page | 24SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Minimum Case Size
To introduce an item in the system and for it to be fully automated, the following are
minimum thresholds associated to a case:
50 mm
m
0m
15
100 mm
Figure 8
Width must be of a minimum of 100 mm (3.94 inches)
Length must be of a minimum of 150 mm (5.91 inches)
Height must be of a minimum of 50 mm (1.97 inches)
Any product with attributes under these minimum case sizes will not be fully
automated.
Height to Width Ratio
In order to confirm that a product is stable in a vertical position, the system uses a
ratio between the height and width of a case. The height to width ratio must be less
than 1.7.
Example:
Height = 50 mm
Width = 100 mm
Height/Width=Ratio 50/100=0.5 Acceptable
In rare circumstances, the acceptable ratio may be elevated to 2.2 with prior
approval from the appropriate RSC.
Page | 25SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Length to Width Ratio
In order to ensure a product can be pushed by its end in a straight line, the system
has a maximum tolerance between the width and the length of a case. The
acceptable value restricts a case length to being no more than four times the width
of that case.
Example:
Width = 100 mm
Length = 150 mm
Length/Width = Ratio 150/100=1.5 Acceptable
Packaging Type
Retail units are packaged in different type of cases. To be fully automated, your
packaging has to be part of this following list of acceptable packaging types:
Corrugated Cardboard Cases
Corrugated Cardboard Cases with holes, (top, bottom or both)
Corrugated Cardboard trays
Corrugated Cardboard trays with shrink wrap
Shrink wrap cases.
Corrugated Cardboard Cases
Cardboard cases remain our first choice as they are most effective especially in
transporting retail units throughout the automation. This is also the packaging that
causes the least impact to the automated system.
The flap of the cases must be properly secured with sufficient packing tape or glue
to:
successfully contain the retail units from falling through the bottom, when the
product is grabbed from its sides
keep the box closed if downward pressure is applied to the top (at the centre
of the case); and
maintain packaging integrity throughout the supply chain
For cases with perforated flaps which are removable for display purposes at the
store level, the removable top must be able to withstand the force of handling the
case by its removable flap without compromising the integrity of the packaging.
Page | 26SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Examples of unacceptable packaging:
Top of the case is unsecured.
The flap used to secure retail units is loose
Flaps are unsecured
Page | 27SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Case lacks sufficient support to contain retail units
Corrugated Cardboard Trays
Corrugated cardboard trays without any other means of securing retail units are not
accepted because as they are a cause for breakage.
Unacceptable tray because units inside are not secured
Such cardboard trays may be accepted in rare circumstances where the product is
secured safely by friction or tension to the cardboard tray and with prior approval by
the receiving automated Retail Support Centre.
Corrugated cardboard trays with shrink wrap are recommended and are an
alternative to the cardboard tray.
Page | 28SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Shrink Overwrap Systems
Shrink wrap cases are acceptable when they are supported by a corrugated
cardboard tray.
Example of a tray that was unable to hold one unit of can
If the shrink wrap is open-ended (such as the example above), the shrink wrap must
be of a certain strength to keep its tension when pulled and dragged on a pallet. The
shrink wrap must not be loose on any sides of the case.
Retail units may be shrink wrapped together in order to form a case if the shrink
wrap is strong enough to support the retail units in a rectangular shape (resist
deflection or deformation) while protecting its contents.
Bags
Bags or pouches should be transported in cardboard cases or in a supported shrink
over-wrap. The structural integrity of a product, bag and shrink wrap must be
sufficient to tolerate a load placed above it without deflection or deformation while
keeping the shipping case rectangular (see case strength section for details).
The above picture shows containers that are unacceptable for automation as they do not properly contain retail
units and are not rectangular in shape. This example shows bags that require a tray; if not in a tray, products
should be held tighter in order to stop deflection.
Page | 29SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Example of a good case with bags securely kept within the shrink wrap by using a tray and
shrink wrap of sufficient gauge or tightness to maintain structural integrity throughout the
supply chain.
Page | 30SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Dairy / Meat
Best Before Dates (Required Information Examples)
The supplier must provide clear information regarding the best before dates of its
product. Please see examples below:
Example 1:
Example 2:
Page | 31SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Detailed Weight List
For some cheese products (weight billed), the supplier must give the receiving Retail
Support Centre a detailed check list. This list must contain the purchase order
number, the delivery date, the Sobeys product number, the complete description of
the product, the weight of the selling unit, the weight sub-total for each product and
the weight of the whole order.
If a product is ship on multiple pallets, each pallet must clearly indicate the weight of
the product per case on that skid. (See examples below)
Example 1:
Example 2:
Page | 32SOBEYS CAPITAL INC. – RSC Receiving Guidelines
Compliant Weight Labelling
As of September 2016, Sobeys will require the cheeses suppliers to have their
cases identified with UCC128/ESG128 compliant stickers. This will help us to
manage the best before dates of these products and also help the billing process
when we are selling these products to our affiliated stores. (See example below).
Cheese Label
Meat Labels
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