GC2018 Certified Supplier Scheme Manual · 2 Certified Supplier Scheme Manual Version 1 GC2018. 3.4...

Certified Supplier Scheme Manual

Version 1

Contents1.0 Introduction 4

2.0 Background 62.1 Certified Supplier Scheme (CSS) 7

2.1.1 CSS Benefits 72.1.2 CSS Requirements 7

2.2 GC2018 Sports Program 102.3 Venue Phases 112.4 Accreditation 122.5 Vehicle Access Parking Permit (VAPP) 122.6 Master Delivery Schedule (MDS) 122.7 Vehicle Screening Area (VSA) 152.8 Keys to the Gate 152.9 Considerate Working Procedures 162.10 Smoke Free Environment 172.11 Radio Equipment 172.12 Games Route Network (GRN) 172.13 Games Route Network Summary 18

3.0 Preparing To Make Deliveries 203.1 Registering for the Certified Suppliers Scheme (CSS) 21

3.1.1 Application 213.1.2 Audit 213.1.3 Confirmation 213.1.4 Compliance 21

3.2 Registering for Accreditation 223.3 Registering for VAPPs 22

Certified Supplier Scheme Manual – Version 1 GC20182

3.4 Registering for MDS 233.5 Acceptable Vehicles 233.6 Prohibited and Restricted Items 23

4.0 Delivering To Venues 24

4.1 Delivery Windows 254.2 Vehicle Search Point (VSP) 254.3 Using VAPPS 264.4 Booking a delivery on the MDS 264.5 Applying tamper evident seals 264.6 Attending the VSP 264.7 Approaching the venue 264.9 Attending the VPC 284.10 Attending the VSA / PSA 284.11 Multiple-venue deliveries (Milk Run) 284.12 Cancellations 284.13 Empty Vehicles 284.14 Urgent/Exceptional Deliveries 294.15 Personal Protective Equipment (PPE) 294.16 Australia Post 294.17 Chain of Responsibility (CoR) 30

5.0 Venue Information 315.1 Venue Information 32

6.0 Glossary of Terms 336.1 Glossary of Terms 34


1.0Introduction

From 4-15 April 2018, the Gold Coast 2018 Commonwealth Games (GC2018) will offer 11 unforgettable days of world class sporting competition. 18 sports, including the first ever presentation of Beach Volleyball at a Commonwealth Games, and the largest integrated para-sport program ever, will be presented in the first large-scale multi-sport spectacle to be hosted in Australia for over a decade.

The Gold Coast 2018 Commonwealth Games Corporation (GOLDOC) has been tasked with the planning, organisation and delivery of GC2018 with a vision to stage a great Games in a great city leaving great memories and great benefits for all.

GOLDOC has various Functional Areas with the Security and Logistics Functional Areas primarily responsible for vehicle delivery processes before, during and after Games-time.

The purpose of this Certified Supplier Scheme manual is to inform stakeholders of the Certified Supplier Scheme (CSS) and detail processes to be taken in order to prepare and deliver during Games-time.

The main objectives for the CSS and venue delivery requirements are:

+ To protect the venues and those within from harm. All delivery vehicles entering venues will need to conform with compulsory GOLDOC’s security standards

+ To manage the efficient and safe operations of Games venues, including the schedule of all deliveries and collections. This includes ensuring personnel are in place to receive goods and materials and any handling equipment required to assist with the loading and unloading

This manual has been produced for informational purposes only. Should you have any specific queries or concerns about this CSS Manual, please contact your contracting GOLDOC Functional Area (FA).

This Manual (Version 1) will be updated with Version 2, released in November 2017.


1. Introduction

Background2.0

2.1 Certified Supplier Scheme (CSS)The Certified Supplier Scheme (CSS) is a process which allows Certified Suppliers (Suppliers) to self-certify their product and vehicle security standards have been implemented, and thus allowing delivery vehicles to be fast-tracked to Games venues.

It is recommended Suppliers making frequent deliveries to Games venues during the Bump-In, Lockdown and Bump-Out periods become participants of the CSS.

All GOLDOC Suppliers and clients can apply to register as a Certified Supplier by following the process detailed on page 21 of this manual.

2.1.1 CSS BenefitsCertified Suppliers will receive various benefits during Games-time, including:

+ Reduced travel time for vehicles

+ Reduced vehicle costs

+ Provision of GOLDOC tamper evident security seals

+Ability to self-certify vehicles are free from prohibited and restricted items

+ Bypass the Vehicle Search Point (VSP)

2.1.2 CSS RequirementsThe CSS requires participating Suppliers to enter into a contractual commitment with GOLDOC and adhere to specific requirements related to the following five areas, which are also detailed below:

+ CSS warehouse/facility requirements

+ CSS personnel requirements

+ CSS vehicle requirements

+ CSS venue access requirements

+ CSS compliance requirements

CSS warehouse/facility requirementsThe following security protocols are to be implemented for supplier warehouses, facilities and designated GC2018 workspaces:

+Warehouses are to have a designated secure supplier Games workspace and loading zone, transport yards or docks, separate from all other non-games workspace

+Warehouses are to be surrounded by an external security fence (minimum height 1.8 metres) with monitored access points or gates (CCTV or security personnel)

+Access control procedures are to be implemented for the movement of vehicles through the external security fence into the secure warehouse area (at a minimum all drivers and vehicles are to be entered into a register on entry and exit)

+ The designated Games workspace within the warehouse is to be separated and secured by internal security fencing (min height 2.4 metres or fully enclosed) or by existing internal building structures that meet this specification

+ The Games workspace and all access points/gates are to be locked or monitored by supplier security personnel or by a 24-hour CCTV system

+Access to Games workspace is to be only granted to personnel who meet the criteria set out in the below ‘CSS personnel requirements’ and a sign in/out procedure is implemented

+All personnel and their bags are subject to security screening/inspection prior to entry into the Supplier Games Workspace


2. Background

CSS personnel requirementsThe following security protocols are to be implemented for Supplier personnel:

+ Suppliers are to provide dedicated personnel for all aspects of CSS operations including, supervisors, warehouse staff and drivers

+ Suppliers will provide all details of staff engaged in the program to the Queensland Police Service (QPS) and GOLDOC. It is the Suppliers’ responsibility to also provide the option of participating in the CSS

+All participants must have minimum two years continuous and current employment with the Supplier

+ Suppliers are to nominate specific personnel as CSS supervisors. CSS supervisors will be responsible for the supervision of screening, inspection and sealing of all designated Supplier loads

+All supervisors must have a minimum of three years continuous and current employment with the Supplier

+Only CSS supervisors who have passed a QPS Accreditation Check are authorised to inspect and certify goods and materials

+All CSS personnel who require access to a Games venue (e.g. truck driver) are to be accredited under the Games Accreditation Program

+ Suppliers are to submit personal information for all nominated personnel to GOLDOC accreditation in accordance with the Scheduled Project Timeline

+All designated CSS supervisors are to attend, and must pass, GOLDOC CSS training

CSS vehicle requirements + Suppliers should provide dedicated vehicles for CSS operations

+ The cargo compartment of the vehicle must be separated from driver compartment by a physical barrier. No internal access to the cargo compartment can be available

+ Cargo compartment doors or access points should be equipped with locking mechanisms to which security seals can be attached

+ Cargo compartment construction should be of solid metal walls. Soft sided cargo compartments (side loading) are also permitted, however the side walls constructed are of a durable material with no defects and all access points are able to be secured and sealed

+ The type/style of vehicles below will be excluded from the CSS; however other delivery protocols will be put in place to allow the below vehicles to securely enter a venue during Games-time:

– Open top vehicles

– Engineering vehicles (dump trucks etc.)

– Service vehicles (plumbers etc.)


2. Background

CSS venue access requirementsSuppliers are required to follow the following protocols in order for their vehicles to gain access to Games venues, whilst maintaining venue security:

+All vehicles are to be correctly applied with tamper evident security seals, provided by GOLDOC

+All vehicles are to have the required keys to the gates on attending the Vehicle Permit Checkpoint (VPC)

+All vehicles are to be screened at the venue Vehicle Screening Area (VSA) prior to final entry into a secure venue

+All deliveries or collections are required to be on the Master Delivery Schedule (MDS)

+Attendance of the vehicle to the VSP prior to entering a venue may be required if specified by GOLDOC or QPS

+All Suppliers workforce are to follow GOLDOC security protocols to ensure deliveries are free from prohibited and restricted items; and unauthorised or malicious interference. GOLDOC reserves the right to turn away vehicles when security protocols have been compromised

CSS compliance requirements + Contractual commitment to the scheme between GOLDOC and Supplier

+ Regular compliance visits to be conducted by SEC and/or QPS


2. Background

2.2 GC2018 Sports ProgramAn extravaganza of 18 sports, including the first ever presentation of Beach Volleyball at a Commonwealth Games, and the largest integrated para-sport program ever, will be presented in the GC2018 Competition Event Schedule:

+Athletics (Marathon, Race Walks, Track and Field)

+Aquatics (Diving and Swimming)

+ Badminton

+ Basketball

+ Beach Volleyball

+ Boxing

+ Cycling (Mountain Bike, Road Race, Time Trial and Track)

+Gymnastics (Artistic and Rhythmic)

+Hockey

+ Lawn Bowls

+Netball

+ Para Powerlifting

+ Rugby Sevens

+ Shooting

+ Squash

+ Table Tennis

+ Triathlon

+Weightlifting

+Wrestling


2. Background

2.3 Venue PhasesThis Manual focuses on the access requirements for the Bump-In, Games Operations and Bump-Out periods detailed in the table below.

Period Description

Overlay Build Period when all required temporary overlay is installed in the venue.

Access to venues is controlled by the GOLDOC Venue Delivery Overlay FA.

Bump-In Period when GOLDOC install equipment required, including Sport Equipment, Technology and Furniture, Fittings and Equipment (FF&E).

Access to venues is managed by GOLDOC and entry is dependent on compliance with a number of access controls. All deliveries must be booked through the Master Delivery Schedule (MDS) system.

Games Operations (Lockdown)

Operational period of use for venues.

Access to most venues will require all ‘Keys to the Gate’. Please see the ‘Keys to the Gate’ section of this manual for further details.

Delivery windows for venues will be determined by the GC2018 Competition Event Schedule and On-Venue activity which may vary on a day-to-day basis. Any changes made to Delivery Windows will be communicated via the MDS system.

Bump-Out Period when GOLDOC remove all equipment, including Sport Equipment, Technology and Furniture, Fittings and Equipment (FF&E).

Access to venues is managed by GOLDOC and entry is dependent on compliance with a number of access controls. All collections must be booked through the MDS system.

Overlay Removal

Period when overlay is removed and remedial work is undertaken to return the venue to its original condition.

Access to venues is controlled by the GOLDOC Venue Delivery Overlay FA.


2. Background

2.4 Accreditation Contractors and Suppliers who require access to Games venues during the accredited Lockdown period in order to provide goods or services to GOLDOC will be required to submit accreditation applications.

Applications for accreditation are only accepted from employers, organisations or groups who have been identified by GOLDOC as having a role in staging GC2018.

For workforce accreditation purposes, they are defined as ‘Responsible Organisations’ (ROs). The ROs will nominate an Accreditation Liaison Officer (ALO) who will act as the single point of contact for the GOLDOC Accreditation FA.

ALOs will be responsible for submitting all applications for participants who require access to accredited venues (including any third party/sub-contractor personnel). ROs and ALOs are responsible for collecting the necessary data (including suitable passport photos and scanned ID copies) and submitting it on behalf of each applicant.

All applicants must also undergo a background security check in order to obtain GOLDOC accreditation.

A background security check can include an assessment of information relating to an individual’s identity, criminal history, a national security assessment and where applicable, an immigration check. As part of this process, personal information collected from applicants will be provided to external partner agencies to conduct checks on applicants, assist in determining their suitability to participate in GC2018, and where applicable liaise with the Australian Government Department of Immigration and Border Protection (DIBP) for immigration purposes.

As part of the accreditation process, each applicant will need to provide a valid identification document when picking up their accreditation from the Uniform and Accreditation Centre (UAC). All identity documents used in applications for accreditation must be the same document used for accreditation collection.

ROs and ALOs will be able to submit applications for required personnel from 7 August 2017. The GOLDOC Accreditation FA will provide guidance on how to apply for accreditation.

2.5 Vehicle Access Parking Permit (VAPP)GC2018 will be implementing a Vehicle Access and Parking Permit (VAPP) system. All delivery vehicles must clearly display a valid GC2018 MDS VAPP to gain access to venues.

Please note: MDS VAPPs only give rights to loading and unloading at venues.

2.6 Master Delivery Schedule (MDS)The MDS is a centralised scheduling system used to assign delivery slots at venues including the Commonwealth Games Village (CGV) and to ensure non-screened deliveries are scheduled for inspection at the VSP. The online system, which will be managed by the Logistics FA (LOG), will be used to control the flow of delivery vehicles requiring entry to venues and to ensure the necessary resources and handling equipment are on-site to assist with loading and unloading.


2. Background

A list of venues in which the MDS will be applicable is listed below:

Venue Name Venue Code

Anna Meares Velodrome QSV

Belmont Shooting Centre BEL

Broadbeach Bowls Club BLB

Cairns Convention Centre CCV

Carrara Precinct CAP

Commonwealth Games Village CGV

Coolangatta Beachfront COL

Coomera Indoor Sports Centre CSC

Currumbin Beachfront CUR

Gold Coast Aquatic Centre GAC

Gold Coast Convention and Exhibition Centre GCE

Gold Coast Hockey Centre GHC

Nerang Mountain Bike Trials NER

Oxenford Studios OXN

Regional Village Cairns RVC

Regional Village Townsville RVT

Robina Stadium ROB

Southport Broadwater Parklands SBP

Townsville Entertainment and Convention Centre TEN

Vehicle Search Point VSP

It is essential that Suppliers comply with the MDS times, as demand to access venues will be at a premium and strict controls are required to prevent congestion and delays.

Delivery requests are to be made as far in advance of the delivery date as possible.

Requests must be submitted no later than 48 hours prior to the requested delivery time.

Deliveries that require assistance with MHE for unloading and loading vehicles can be ordered through the MDS system. Suppliers are encouraged to use vehicles equipped with a tail lift.


2. Background

GC2018 will provide MDS system training for all relevant stakeholders, sponsors, contractors and Suppliers who will require deliveries to Games venues. The MDS system is programmed to go live in late 2017.

Suppliers need to register their interest in delivering to venues via the process outlined in this manual.

Queries relating to the MDS system should be sent to [email protected].

GC2018 will also have training venues (which are not considered a Lockdown venue) during Games-Time, which do not require a booking on the MDS system – If you are delivering or collecting goods and materials from a GC2018 venue not listed above, you are not required to make an MDS system booking.

Please note: if you are delivering or collecting from both a Lockdown and training venue, you will be required to book an MDS slot for all Lockdown venues and complete these before proceeding to any training venues.


2. Background

4 Delivery approved. Suppliers are encouraged to use vehicles equipped with a tail lift.

Assistance with MHE for unloading/loading vehicles can also be ordered through the MDS.

i3 Request is processed.

MDS System processes the request. i

2 GOLDOC confirms receipt of delivery request.

Confirmation receipt will be via email. i

1 Delivery request made via the MDS System.

Requests must be submitted no later than 48 hours of requested delivery time. i

mailto:mds%40goldoc.com?subject=MDS%20System

2.7 Vehicle Screening Area (VSA)The VSA is an airport style screening station for vehicles as part of the overall venue security overlay undertaken by QPS and SEC.

All delivery and service vehicles (including vehicle drivers and occupants) will be subject to security screening at the VSA at the venue perimeters prior to entering venues in Lockdown. The VSA will ensure the delivery complies with the access requirements (Keys to the Gate) and if applied, security seals will be integrity-checked against compliance.

2.8 Keys to the Gate

Keys to the Gate

1 Vehicle occupants are carrying or have in their possession GOLDOC Accreditation

2 Vehicle is displaying a valid Vehicle Access Parking Permit (VAPP)

3 Vehicle is listed on the Master Delivery Schedule (MDS)

4 The vehicle is sealed with tamper evident seals

5 Vehicle is screened at a Vehicle Screening Area (VSA)

This Keys to the Gate section outlines the minimum requirements for a vehicle to access a GC2018 venue during the Lockdown period. Keys are detailed below:

1. Vehicle occupants are carrying or have in their possession GOLDOC Accreditation

Drivers and occupants must hold a valid GOLDOC Accreditation to prove they are authorised to enter a Lockdown venue. ACR manages the accreditation process for GC2018, however it is the responsibility of the Supplier and relevant contracting GOLDOC FA to ensure correct accreditation is obtained and visible.

2. Vehicle is displaying a valid Vehicle Access Parking Permit (VAPP)

Vehicles must display a valid VAPP clearly in the vehicle’s windscreen to prove the vehicle is authorised to enter a Lockdown venue. The Transport FA (TPT) manages the provision of VAPPS, however it is the responsibility of the Supplier and the relevant contracting GOLDOC FA to ensure the correct VAPP is applied and visible.

3. Vehicle is listed on the Master Delivery Schedule (MDS)

Delivery/service vehicles must be listed on the MDS by the Supplier for authorised entry to a specific venue within the specific window. The delivery or service vehicle must arrive and depart from the venue within the allocated window on the MDS. The Logistics FA (LOG) manages the allocation and functionality of the MDS, however it is the responsibility of the Supplier and relevant contracting GOLDOC FA to ensure the correct MDS procedure is followed.


2. Background

4. The vehicle is sealed with tamper evident seals

A vehicle’s cargo hold, storage boxes, and accessible areas must be correctly affixed with valid tamper evident seals to prove the vehicle has remained sealed since being searched. SEC directs the provision and application of tamper evident seals through the VSP. Suppliers in the CSS are responsible for the correct applications of tamper evident seals.

Those wishing to have seals affixed to facilitate a transfer between secured venues need to ensure the vehicle is of a make which can appropriately facilitate this activity. Whilst every effort will be made to procure tamper-evident seals which do not leave a residue or cause any damage to paintwork, there remains a small risk this will occur and GOLDOC, QPS and/or Defence will not be held liable for any damage related to the placement of security seals.

5. Vehicle is screened at a Vehicle Screening Area (VSA).

The vehicle and occupants must be screened at a venue’s VSA in order to proceed into a Lockdown venue. This process is to ensure the vehicle has remained secure since being searched and is authorised entry. The QPS manages the screening process at all VSAs.

2.9 Considerate Working ProceduresDelivery vehicles and drivers need to be sympathetic to the needs of local neighbours and businesses in the vicinity of venues. Suppliers are requested to ensure disturbance to local neighbours and businesses is kept to an absolute minimum, particularly reducing unnecessary noise outside normal business hours and maintaining access to local properties and businesses.

A selection of general guidelines is provided below:

+ Ensure staff involved with the delivery are well briefed and trained appropriately

+ Ensure deliveries are on time, in accordance with the MDS, to avoid excessive vehicles arriving at the same time

+ Ensure the driver knows the exact location of the delivery point and the access routes to and from the venue/delivery locations

+ If arriving early for deliveries, do not wait close by to a residential property and switch off the engine

+Make sure all equipment is in good working order and maintained to minimise noise when in operation

+Avoid sounding your horn unless required to by relevant road laws

+ Engines should be switched off immediately when not manoeuvring

+Minimise the frequency of opening and closing vehicle doors and when doing so, do quietly


2. Background

2.10 Smoke Free Environment All GC2018 competition, non-competition and training venues, and the CGV are smoke free areas. This means smoking of cigarettes inside or within 10 metres of a venue/CGV is prohibited by Australian Law (Tobacco and Other Smoking Products Act 1998 and Major Events Act 2014).

This smoking ban includes the use of all smoking products, including tobacco, hookahs and electronic cigarettes.

2.11 Radio EquipmentThe use of any radio transmitting equipment (i.e. PMR radio, CB radio, amateur radio, PMR446) is not permitted within all GC2018 venues and surrounding areas. All radio transmitting devices (excluding mobile phones) must be switched off when entering a GC2018 venue.

2.12 Games Route Network (GRN)In order to provide Games Family client groups, in particular athletes, expedient and reliable journey times, a Games Route Network (GRN) will be implemented, which is similar to that used at previous Commonwealth Games. The GRN will comprise of a network of roads linking accommodation with GC2018 competition and key non-competition venues/locations and will be dedicated to those vehicles displaying a VAPP (for Suppliers this will be an MDS VAPP).

The most efficient means of providing a safe, secure and reliable transport for the Games Family is to implement a GRN. These routes will be managed to facilitate reliable transport operations for the Games Family so athletes, officials and broadcast media can arrive at competition events on time.

The GRN will integrate with the broader road network, active transport network (pedestrian and cycling) and freight network to maintain business as usual operations and to ensure the resilience of the broader road network. Games Family client groups travelling on the GRN will see periods of intense use, followed by quieter periods, depending on competition event schedules during GC2018.

This will support travel time reliability so athletes can get to events on time and competition can proceed without delay. Priority measures will be a combination of dedicated lanes, signal priority, traffic management measures and/or signage improvements. Measures will be used to achieve the optimum journey times in a cost effective manner while minimising disruption to road users.

The proposed GRN includes five categories of route; these are:

1. Core Routes

2. Competition Venue Routes

3. Training Venue Routes

4. Alternative Routes

5. Port of Entry Routes

The nature and function of these categories is described below under Games Route Network Summary.


2. Background

2.13 Games Route Network Summary

Games Route Network Summary

Core + Busiest section of GRN, daily volume >2,500 two way trips

+Operational for duration of GC2018

+ Key venues are located on this route

+ Comprises four key links:

– Smith Street

– Gold Coast Highway (Southport – Broadbeach)

– Nerang Broadbeach Road (Broadbeach – Carrara)

– Ross Street/Currumburra Road/Olsen Avenue (Carrara – Parkwood)

+Approximately 27 kilometres

+Most competition and training venue routes use part of the core network

+ Efficient and reliable travel times essential

+ Travel time commitments apply to this route

+ The traffic management measures described in the Transport Operations Plan (TOP) will predominantly apply to the Core GRN

Competition Venue

+ Links the CGV to each competition venue (via Core GRN)

+Approximately 162 kilometres total

+Only required on competition days

+High priority route, efficient and reliable travel times essential

+ Travel time commitments apply to this route

+ Some traffic measures will apply

Port of Entry + Links the CGV to Gold Coast, Brisbane, Townsville and Cairns Airports

+ Less time sensitive

+ Reliable travel time important but minimal traffic management measures are proposed

Training Venue

+ Links the CGV to training venues (via Core GRN)

+Approximately 17 kilometres

+Only required when training venue operational

+ Reliable travel time important, travel time commitments apply

+Minimal traffic management measures will be required

Alternative + Contingency routes for use during significant disruption on primary route

+Used and managed as required – exceptional use only


2. Background

Gold Coast Strategic Travel Map

Legend

Size: A4Map Number: GOLDOC011Date: 12/06/2017Map not to scale

© Copyright and database right 2017. You are not permitted to copy, sub-license, distribute or sell any of this data to third parties in any form.

Gold Coast Convention and Exhibition Centre

Gold Coast Hockey Centre

Nerang Mountain Bike Trails

Oxenford Studios

Anna Meares Velodrome

Robina Stadium

Southport Broadwater Parklands

Belmont Shooting Centre

Broadbeach Lawn Bowls

Carrara Precinct

Coolangatta Beachfront

Coomera Indoor Sports Centre

Currumbin Beachfront

Gold Coast Aquatic Centre

Core GRNPrimary routeSecondary routePacific Motorway (M1)Heavy rail lineLight rail line

Venue location

Venue precinct

Airport

Commonwealth Games Village

Competition Venues

Palm Beach

Burleigh Heads

Miami

Mermaid Beach

Broadbeach

Surfers Paradise

Main Beach

Coolangatta

Mudgeeraba

Runaway Bay

Coomera

Oxenford

CarraraNerang

CheltenhamDr

Hooker Bvd

Goo

ding

Dr

Mon

aco St

Southport

Nerang Rd

Nielsens Rd

Currumburra Rd

Ashmore Rd

Slayter Ave

Cotlew St

Markeri St

Christine Berm

uda St

Gold Coast Hw

y

Gold Coast Hwy

Broadwater Ave

Oxl

ey D

r

Pacific Mwy (M1)

Pacific Mw

y (M1)

Ave

Reedy Creek

Rd

NerangBoradbeach

Rd

Gold Coast Airport

BrisbaneGold Coast

SydneyMelbourne

AdelaidePerth

Darwin

Hobart

Canberra

CairnsTownsville

3.0Preparing To Make Deliveries

3.1 Registering for the Certified Suppliers Scheme (CSS) There are four phases of the CSS for organisations registering:

3.1.1 ApplicationIn order to register on the CSS, organisations will be required to complete the questionnaire Registration form found at gc2018.com.

To download the questionnaire Registration form, visit gc2018.com, select ‘Take Part’ from the menu, click on the ‘Supplier Delivery’ icon and from there download the ‘questionnaire Registration’ form.

Once the questionnaire Registration form has been downloaded and completed, it must be saved and emailed to [email protected].

The information submitted will then be reviewed with contact made within 14 days.

Please note: when opening the questionnaire Registration form, you will see two types of registration, please ensure you select the ‘Certified Supplier Scheme (CSS)’.

3.1.2 AuditThe audit phase of the CSS comprises of a security review of facilities, vehicles and personnel conducted by QPS and SEC. The audit will use information provided by the Supplier in the questionnaire Registration form as well as an inspection of warehouse or facility sites at a time determined by GOLDOC.

3.1.3 ConfirmationAll Suppliers who are compliant with the CSS security audit process will be issued certification by GOLDOC.

Tamper evident seals will be issued upon the Supplier being certified by SEC.

3.1.4 ComplianceThe CSS audit is a formal review of the Supplier’s compliance with CSS protocol. Prior to the Lockdown of the Games venues, SEC and the QPS will conduct CSS compliance inspections of Suppliers’ facilities. Suppliers will be provided with advanced notification of a compliance inspection.

During Games operations SEC and the QPS will conduct random CSS compliance inspections of supplier’s warehouses and production facilities and deliveries.

In the event of non-compliance, SEC and the QPS will formally notify the supplier of necessary remedial actions that must be taken, including a time frame required to become compliant.

In extreme cases of non-compliance, the Supplier’s certification may be terminated, meaning all future deliveries will be directed through to the Vehicle Search Point (VSP) prior to entering a venue.


3. Preparing To Make Deliveries

http://www.gc2018.com

http://www.gc2018.com

mailto:certifiedsupplierscheme%40goldoc.com?subject=CSS%20Application

3.2 Registering for Accreditation Drivers and occupants must hold a valid GOLDOC Accreditation to access Games venues during Lockdown. It is the responsibility of ROs to submit applications for all personnel who require access to accredited venues (including any third party/sub-contractor personnel).

ROs will be identified to the ACR FA via the contracting FA through the application for accreditation process.

All accreditation is subject to the direction and approval of the Commonwealth Games Federation (CGF).

Please note: Only those personnel nominated by the Supplier and approved by the contracting FA will be issued with accreditation.

3.3 Registering for VAPPsThe registration process for vehicle VAPP’s is to be completed within the CSS Questionnaire Registration Form. Please ensure all mandatory details are provided in order to streamline the issuing of the vehicle VAPP’s. Once registration has been completed and the required number of VAPP’s been approved, Suppliers will be required to collect their allocated VAPPs from a designated location (this detail will be provided in Version 2 of this Manual).

Please note: Suppliers will be required to provide registration details for all vehicles requiring an MDS VAPP. These details will be sought by the GOLDOC Transport FA prior to collection.



3.4 Registering for MDSThe registration process for MDS is completed within the CSS Questionnaire Registration Form. Please ensure all mandatory details are provided to streamline the issuing of log-in details and system access. Once registration has been completed, Suppliers will be issued with system access credentials.

The MDS system will be operational from November 2017.

3.5 Acceptable VehiclesCargo compartments must be separated from the driver compartment by a physical barrier, with no internal access to the cargo compartment by vehicle occupants. Cargo compartments should consist of either solid metal side walls or soft-walled curtains (side-loading). If divided by a soft wall, it must be constructed using a durable material with no defects, and all access points are secured and sealed with a GOLDOC Tamper Evident Seal.

Drivers should also arrive in a clean cab.

3.6 Prohibited and Restricted ItemsLiquids – Are prohibited, other than for personal consumption, where the volume is no greater than 350 millilitres and is contained within a plastic unopened (commercially sealed) container. No part-filled consumable liquids will be permitted to pass through a Pedestrian Screening Area (PSA) lane and should be consumed or disposed of prior to entry.

Aerosols – Minimum quantities of aerosols, no greater than 250 millilitres, will be permitted for those with accreditation only and who have a reason for bringing these into a venue e.g. Medal Ceremonies; Ceremonies; in transit media and for spectators where the aerosols are not flammable. These must be removed from any vehicle or bags for screening

Creams/Gels – Non consumable creams or gels in commercial packaging, where the volume on the packaging does not exceed 250 millilitres, is permitted.



Delivering To Venues

4.0

4.1 Delivery WindowsDelivery windows will vary from venue to venue and from phase to phase. All venue deliveries must adhere to the delivery windows provided in this Manual (detailed delivery information will be incorporated into version 2 of this Manual). The MDS system will automatically determine approved delivery windows and available times for Suppliers to book deliveries and collections from Games venues.

4.2 Vehicle Search Point (VSP)The VSP is located at 44 Dominions Road, Ashmore Queensland 4214 (entrance off Currumburra Road), and will conduct all vehicle searches, application of tamper evident seals and subsequent staging for delivery slots as per the MDS. The VSP will contain vehicle search equipment, a staging area and will be facilitated by QPS and SEC.

VSP search operations will consist of X-ray screening of goods and the search of vehicle passenger and cargo areas. This may require vehicles to be unloaded and reloaded (depending on loads). Approved Suppliers on the CSS will be exempt from using the VSP as they will be certified to search and seal goods and vehicles at their own facilities.

Drivers and passengers will also be required to undergo full airport style screening of their person and belongings at the VSP.

After search and screening at the VSP, delivery vehicles will route directly to required Games venue where final checks will be conducted at the VPC/VSA before progressing to the appropriate delivery point within the venue.

For deliveries to Games venues in Cairns and Townsville, there will be specific search and screening procedures as local Suppliers will not be requested to travel via the VSP on the Gold Coast. Further detail will be incorporated into Version 2 of this Manual).

The VSP will be operational from 9 March 2018 until the final delivery window.


4. Delivering To Venues

4.3 Using VAPPSUpon allocation and issue of GOLDOC vehicle MDS VAPP’s, all Suppliers are to ensure these are affixed to the correct vehicle.

The MDS VAPP must be placed on the windscreen of the vehicle for SEC and QPS to view (affixed to the inside of the windscreen, on the passenger-side bottom corner of dash/windscreen) and to allow the check process at the VPC or VSP. If the VAPP is not correctly affixed, this will delay or lead to the rejection of the vehicle from entering a Games venue or VSP.

4.4 Booking a delivery on the MDSInformation on how to book a delivery on the MDS will be published in version 2 of this Manual.

4.5 Applying tamper evident sealsSEC will provide Suppliers with tamper evident seals. These seals will come with comprehensive instructions on their application and use.

Suppliers not participating in the CSS will have tamper evident seals applied by SEC at the VSP, after their vehicle has been searched and declared secure by the QPS.

Those wishing to have seals affixed to facilitate a transfer between secure venues need to ensure the vehicle is of a make that can appropriately facilitate this activity. Whilst every effort will be made to procure tamper-evident seals which do not leave a residue or cause any damage to paintwork, there remains a small risk this will occur. GOLDOC, QPS and/or Defence will not be held liable for any damage related to the placement of security seals.

4.6 Attending the VSP Suppliers participating in the CSS do not, as a general rule, have to attend the VSP prior to making a delivery to a venue.

Suppliers not participating in the CSS, as well as meeting all the other Keys to the Gate requirements, must attend the VSP prior to making a delivery to a venue.

4.7 Approaching the venueThe map below contains an overview of GC2018 Venue locations including a preliminary layout of the Games Route Network (GRN). The GRN is a network of dedicated roads linking venues and other key sites in the host city during Games-time to ensure athletes and officials get to events on time. The dates and times when the GRN will be operational as well as further details on delivery routes between and within venues will be provided in Version 2 of this Manual.



Palm Beach

Gold Coast

Burleigh Heads

Miami

Mermaid Beach

Broadbeach

Surfers Paradise

Main Beach

Coolangatta

Mudgeeraba

Runaway Bay

Coomera

CarraraNerang

Cheltenham Dr

Hooker Bvd

Goo

ding

Dr

Currumburra Rd

Ashmore Rd

Slayter Ave

Cotlew St

Christine Berm

uda St

Gold Coast Hwy

Gold Coast Hwy

Broadwater Ave

Oxl

ey D

r

Pacific Mwy (M1)

Pacific Mw

y (M1)

Gold Coast Airport

Ave

Captain Cook Hwy

Reservoir Rd

Alfred St

Airport Ave

Spence St

Mulgr ave

Rd

Anderson St

Grove St

Lake St

Townsville

Warburton St

Sturt St

Saun

ders

St

Boundary St

Railway Ave

Woolcock St

Ingham Rd

Bundock StTownsville

International Airport

Nathan St

Ross River Rd

Bowen Rd

Brisbane

Pacific Mwy (M1)

Logan Mwy (M2)

Gatew

ay Mw

y (M1)

Airp

ort L

ink T

unnel

Ipswich Rd Mount Gravatt

Capalaba Rd

Brisbane International Airport

CBD

CBD

CBD

Cairns

Cairns InternationalAirport

GC2018 Venues and Games Route Network (GRN)

Legend

Size: A4Map Number: GOLDOC011Date: 12/06/2017Map not to scale

© Copyright and database right 2017. You are not permitted to copy, sub-license, distribute or sell any of this data to third parties in any form.

Gold Coast Convention and Exhibition Centre

Gold Coast Hockey Centre

Nerang Mountain Bike Trails

Oxenford Studios

Anna Meares Velodrome

Robina Stadium

Southport Broadwater Parklands

Townsville Entertainment and Convention Centre

Belmont Shooting Centre

Broadbeach Lawn Bowls

Carrara Precinct

Cairns Convention Centre

Coolangatta Beachfront

Coomera Indoor Sports Centre

Currumbin Beachfront

Gold Coast Aquatic Centre

Core GRNVenue GRNTraining GRNAlternate GRNPort of entryHeavy rail lineLight rail line

Venue location

Airport

Commonwealth Games Village

Regional Village Cairns

Regional Village Townsville

Competition Venues

4.9 Attending the VPCVehicle Permit Checkpoints (VPC) exist as the last checkpoint on a road prior to entering a VSA.

Drivers will stop at a VPC where their ‘Keys to the Gate’ compliance will be checked by SEC prior to being allowed to enter the VSA.

If one or more of the ‘Keys’ are not met the delivery will be rejected. It will be the responsibility of the driver to resolve the issues with the appropriate GOLDOC FA or employer before re-approaching the VPC.

4.10 Attending the VSA/PSAAfter being instructed to enter the VSA from the VPC controller, the driver will move to the entry of the VSA where they will take instruction from the VSA controller. Once instructed to do so, the driver will enter the VSA. The driver will need to depart the vehicle with their possessions and undergo airport style screening i.e. magnetometer (walk through) X-ray and baggage X-ray.

Once instructed, the driver will get back into the vehicle and complete the delivery.

4.11 Multiple-venue deliveries (Milk Run)If a Supplier has multiple loads in one vehicle, which have to be delivered to more than one venue, it must be re-sealed following each delivery. The responsible GOLDOC FA at each venue will check and re-seal the vehicle before it continues onto the next venue.

This will remove the requirement for the vehicle to be checked at the VSP between each delivery. However, if the vehicle delivers to a venue not in Lockdown, the vehicle will then need to return to the VSP before going to a venue in Lockdown.

All multi-venue deliveries must be noted on the MDS prior to departing the Suppliers premise or the VSP.

4.12 Cancellations Suppliers are requested to notify the GOLDOC MDS team ([email protected]) as soon as possible of any MDS cancellations as availability of unloading spaces at Games venues and time slots at the VSP are at a premium.

Where a Supplier fails to advise the MDS team of a cancellation for consecutive bookings, all remaining slots will be automatically cancelled.

4.13 Empty VehiclesIf a delivery vehicle is empty of assets and requiring entry to a venue, the vehicle will still need to meet all security requirements pending the phase of venue operations.



mailto:mds%40goldoc.com?subject=MDS%20cancellations

4.14 Urgent/Exceptional DeliveriesFor all urgent or exceptional deliveries to venues, please contact your GOLDOC representative to liaise with the relevant person(s) to arrange necessary approvals. GOLDOC will assess each request based on the operational requirement and access cannot be guaranteed.

4.15 Personal Protective Equipment (PPE)During the different phases of each venue, there will be a minimum level of Personal Protective Equipment (PPE) required to gain entry. The minimum requirements are detailed on each of the venue maps in the Venue Details section of this Manual.

Please note: failure to meet minimum standards will see the rejection of the vehicle and load, these items could include the following:

+ Safety boots (steeled toed boots)

+Hi Vis vest/shirt

+Gloves

+ Safety glasses

+Hard hat

Please ensure all Suppliers (drivers and occupants) adhere to the PPE requirements set out in this manual.

4.16 Australia Post During the Bump-in, Games Time and Bump-out periods, Australia Post will be conducting normal postal services to all GC2018 venues. It is anticipated no disruptions will occur for these services and that Australia Post will be on the CSS.



4.17 Chain of Responsibility (CoR)Chain of Responsibility (CoR) is relevant for all areas of GC2018. The four main elements of the Chain of Responsibility are:

Mass and Dimension LimitsEnsuring trucks leave sites within the mass carrying constraints and the mass is distributed across the truck axles. Also ensuring dimension limits are adhered to.

Load RestraintEnsuring that when trucks are loaded, the load is adequately secured to the vehicle.

Driver FatigueEnsuring drivers are well rested and are given adequate time to take their scheduled rest breaks. Taking into consideration the amount of hours worked.

Speed Ensuring driver’s routes are realistic and safe and imposing demands are not placed on them which may result in a driver putting themselves or others at risk. Schedules need to take into account the distance to be covered, traffic conditions and delays at VSP’s and receiving venues.

Consigning

Packing

Loading Driving

Operating

ReceivingChain of

Responsibility



Venue Information

5.0

5.1 Venue InformationAll venue information such as sports, events, mapping, venue delivery windows (dates and times), safety (PPE requirements), vehicle specifications and contacts will be published in Version 2 of this Manual.



Glossary of Terms

6.0

6.1 Glossary of Terms

Glossary of Terms

Accreditation GC2018 Accreditation provided to a person authorised to carry that accreditation and which gives that person an entitlement to enter specific GC2018 venue(s).

Certified Supplier Scheme (CSS)

A scheme to allow Suppliers to certify that their vehicles and loads comply with the requirements of the QPS and GOLDOC. This scheme obviates the necessity for participating Suppliers to have their vehicles screened at the VSP.

Certified Tamper Proof Supply Chain

A Suppliers supply chain can be considered a secure chain of command of custody through the implementation of product quality control and security protocol to prevent unauthorised tampering or interference of supplier’s loads during the supply chain process

Delivery A vehicle with assets or goods for service for a venue, with a MDS VAPP.

Delivery and Service Vehicle

A vehicle delivering goods (materials) to a venue or a vehicle providing a service to a venue such as waste collection.

Delivery Slot Is a pre-determined time frame allocated for the delivery or collection of goods.

Delivery Window A delivery window is a period of time which has been designated for a secure venue to receive deliveries of goods or services required for the efficient functioning of the venue.

Lockdown Means the venue has been searched by the Queensland Police Service and declared clear of any dangerous articles or devices that could cause injury or death to persons within the secure perimeter. It also signals the commencement of access management and a search regime that requires the searching of people and their belongings as they enter the venue.

Lockdown period The term Lockdown period refers to a secure venue at a time when a defensive search commences. This search will be conducted by Police and Military personnel who are searching for any prohibited items already within the venue. Once the defensive search is complete the venue will be declared secure and formally handed over to the Venue General Manager. The SEC FA will be responsible for keeping the venue secure until the end of competition.

Master Delivery Schedule (MDS)

The MDS is a tool used for scheduling deliveries to venues. Suppliers will be responsible for requesting a delivery slot and will receive notification for an approved delivery slot(s). Suppliers must deliver within the approved delivery slot.


6. Glossary of Terms

Glossary of Terms

Material Handling Equipment (MHE)

Material Handling Equipment (MHE) are mechanical devices for handling of supplies with greater ease and economy. MHE refers to various materials handling equipment, to include but not limited to forklifts, shelf pickers, hand trolleys, motorised and non-motorised pallet jacks (hand trucks), and other specialised industrial equipment.

Multi Venue Deliveries (Milk Run)

A Supplier in the Certified Supplier Scheme whose vehicle has to attend multiple venues to deliver products without returning to their depot to reload.

Pre-planned Supplier delivery run where a supplier is scheduled to make multiple deliveries to a range of venues without returning to a secure screening facility.

In either case the vehicle is resealed within the secure venue prior to departing for the next venue.

Pedestrian Screening Area (PSA)

The PSA is a screening process for all persons entering a secure venue. This process commences at the ‘Search and Lockdown’ phase. Other than where there is a specific exemption, only ticketed and accredited people will be permitted entry through a PSA. Any person passing through a PSA will be required to undergo a screening regime which may include X-ray screening to identify any Prohibited or Restricted items being brought into the venue.

Prohibited Item Items which cannot be brought into any secure competition venue by any client group excluding a limited number of exemptions outlined in this document. These items are either prohibited by Queensland legislation or deemed by an organisation (GOLDOC) likely to pose a threat or have the potential to cause harm or disruption to the normal business and function of a venue, including, but not limited to, items listed under Section 20(1) of the Major Events Act 2014.

Schedule Means a distribution schedule which includes collection and delivery information.

Tamper Evident Security Seal

A tamper evident security seal applied to the access point of a cavity of a vehicle that can be opened. After the seal is applied it will be evident if any attempt has been made to open the cavity. Seals will be applied at the VSP after searching, Security at VSAs or by Suppliers participating in the CCS. Vehicles doing a Milk Run (other than Waste removal vehicles) will be resealed after each delivery by GOLDOC.



Glossary of Terms

Vehicle Access and Parking Permit (VAPP)

A Vehicle Access and Parking Permit is issued by GOLDOC and affixed to a vehicle as a form of vehicular accreditation. The VAPP is a mechanism used to identify vehicles that are accredited to enter a venue secure perimeter or a ‘Games-Vehicle only’ road.

Vehicles with a VAPP also need to meet Secure Venue – Vehicle Access Protocols in order to enter a venue. The VAPP is checked at a Vehicle Permit Checkpoint (VPC) by a Traffic Marshall.

VAPPs may be venue specific or be applicable to multiple venues depending on individual requirements.

Vehicle Permit Checkpoint (VPC)

An area prior to the VSA where GOLDOC staff will check the vehicle VAPP, occupant’s accreditation and the availability of parking for that class of vehicle.

Vehicle Screening Area (VSA)

The VSA is a vehicle screening area usually positioned on a road outside a venue secure perimeter. The purpose of the VSA is to ensure all vehicles permitted to enter a secure venue are inspected. The inspection is undertaken by trained Police or Military personnel to ensure the vehicle does not contain an improvised explosive device (IED), weapon or other prohibited items. Occupants of vehicle will be subject to a PSA screening before re-entering their vehicle.

Vehicle Search Point (VSP)

The VSP will be a secure non-competition venue used to conduct inspections of vehicles intending to enter a secure venue. The inspection is undertaken by trained Police or Military personnel to ensure the vehicle does not contain an improvised explosive device (IED), weapon or other prohibited item.

VSA-PSA The Pedestrian Screening Area (PSA) adjacent to the VSA will be used by passengers and their carry baggage. Passengers of vehicles undergoing an inspection will be required to remove their baggage from the vehicle prior to the vehicle inspection and be processed through the PSA.



Contact [email protected] for alternative formats of this Gold Coast 2018 Commonwealth Games™ publication.

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