1. Purpose

This SOP defines how Heaven Sent warehouses and bulk distribution operations receive, store, track, and distribute supplies safely and equitably during disasters.

2. Scope

• All HSCVS warehouses, temporary storage sites, and mobile storage.
• All fixed bulk distribution sites and mobile routes.
• Back‑of‑house support for shelters, feeding, assessment, and casework.

3. Roles & Structure

• Warehouse & Bulk Distribution report under Logistics.
• Key roles:
  • Logistics Section Chief
  • Warehouse Manager
  • Bulk Distribution Manager
  • Inventory / Control Officer
  • Warehouse Associates & Drivers

4. Pre‑Disaster Planning

4.1 Facility Identification

• Identify primary and backup warehouse locations.
• Pre‑screen partner facilities for temporary storage.
• Ensure safe access for trucks and volunteers.

4.2 Vendor & Equipment Agreements

• Pre‑arrange warehouse rental options.
• Set up vendor relationships for key supplies (food, hygiene, cleaning, shelter items).
• Arrange access to trucks, forklifts, pallets, and packaging material.

4.3 Baseline Stock Planning

• Comfort items: blankets, hygiene kits.
• Clean‑up items: mops, brooms, buckets, bleach, gloves, masks.
• Feeding supplies: meal kits, water, disposable ware.
• Shelter supplies: cots, mats, pillows where applicable.
• PPE and admin supplies.

5. Warehouse Setup & Safety

5.1 Opening a Warehouse

• Conduct a safety walk‑through and identify hazards.
• Designate receiving, storage, picking, staging, and loading areas.
• Set up office space for records and communication.

5.2 Safety & Security

• Mark and keep fire exits clear.
• No smoking inside the warehouse.
• Only trained and authorized staff operate forklifts and powered equipment.
• Control keys, doors, and access points.

6. Receiving & Storage

6.1 Receiving Shipments

• Compare deliveries with packing lists or purchase orders.
• Inspect for damage and note discrepancies.
• Record date, supplier, items, and quantities for each shipment.
• Label pallets clearly with item name and unit of measure.

6.2 Storage & Layout

• Store items by category (food, hygiene, cleaning supplies, shelter, PPE).
• Use FIFO (first‑in, first‑out) for dated items.
• Keep aisles and forklift routes clear and marked.

7. Inventory Control

• Maintain a master inventory list for all warehouse items.
• Update stock levels with each receipt and issue.
• Perform regular cycle counts and reconcile differences.

8. Internal Requisitions & Issuing

8.1 Internal Requests

Shelters, feeding teams, assessment teams, and other functions must request supplies through the Warehouse using a standard form.

8.2 Issue & Dispatch Log

9. Bulk Distribution – Planning

9.1 Trigger Points

• Large numbers of households need life‑sustaining items (food, water, hygiene).
• Infrastructure disrupted and stores closed or unreachable.
• Mobile or fixed distribution more efficient than case‑by‑case delivery.

9.2 Planning Elements

• Size of affected population and geography.
• Types and quantities of items needed.
• Number of fixed sites and mobile routes.
• Staff, vehicles, and support needs.

10. Fixed Sites – Operations & Forms

10.1 Site Setup

• Select safe, accessible sites: churches, centers, large parking lots.
• Plan parking, traffic flow, and safe pedestrian routes.
• Post clear signage for entrances, exits, and lines.

11. Mobile Routes – Operations & Forms

11.1 Route Planning & Safety

• Plan routes based on need, road conditions, and safety.
• Ensure vehicles and drivers are assigned and briefed.

12. Registration & Partner Distribution

12.1 Household Registration (When Needed)

12.2 Partner Distribution

13. Vehicle & Staff Tracking

14. Closing & Transition

14.1 Scaling Down

• Gradually reduce sites and routes as needs decline.
• Coordinate with Staff Services for staff releases.

14.2 Warehouse & Site Closure Checklist