Project Biosecurity Management Manual

Nomenclature

Term	Definition
ABF	Australian Border Force.
BRM	Biosecurity Risk Material.
COC	Carrier Owned Container.
DAFF	Department of Agriculture, Fisheries and Forestry.
FPOE	First Point of Entry.
Non-FPOE	Non-First Point of Entry.
ICS	Integrated Cargo System.
ISPM-15	International Standards for Phytosanitary Measures No. 15.
SOC	Shipper Owned Container.
BMP	Biosecurity Management Plan.

Purpose

Westlink Logistics is committed to ensuring that all freight is handled in a manner that minimises biosecurity risks. This manual supports compliance with Australian Department of Agriculture, Fisheries and Forestry (DAFF) standards and international best practices to protect against the introduction of pests, diseases, and contaminants. Our aim is to reduce operational, environmental, and commercial risks associated with biosecurity non-compliance, ensuring safe transit of cargo both domestically and internationally.

Westlink’s biosecurity compliance obligations — BICON import conditions and permits, BMSB seasonal measures, ISPM-15 wood-packaging compliance, import-declaration documentation and first-point-of-entry permission — are managed under the International Freight Compliance Procedure (OPS-PRO-001). This manual provides the operational practice that supports that procedure: how project teams identify and manage biosecurity risk material across the imported cargo pathway.

Scope

This manual applies to all Westlink personnel, employees, and contractors with operational responsibility for transporting customers’ freight. The biosecurity requirements and processes in this document include, but are not limited to:

• Modes of transport: ocean freight, airfreight;

• Freight types: containers, breakbulk, charter airfreight, and unitised;

• Vessels: multipurpose vessels, bulk carriers, and heavy-lift vessels; and

• Ports: first and non-first points of entry.

This manual includes practical steps for project teams to mitigate exposure to biosecurity risk. The document has global applicability and, although tailored for Australian import requirements, the principles can be adapted for international markets.

Responsibilities

Typically, the relevant Project Manager is responsible for implementing the guidelines from this manual and communicating standards to customers. However, involvement of other members of the team is critical to ensure objectives are satisfied, safe cleaning and cargo operations can be performed, and cost is acceptable to customers’ budgets.

In regard to biosecurity clearance for import of goods into Australia, the final legal responsibility remains with the official importer (who may, or may not be, Westlink’s customer). Westlink will support the customer and importer as much as practicable to facilitate smooth import clearance, with the compliance assessment performed under OPS-PRO-001.

Project Manager / Project Lead

The Project Manager (alternatively Project Lead) oversees the implementation of the biosecurity management guidelines across allocated projects:

• Ensure that all team members understand the biosecurity guidelines through training sessions.

• Coordinate with other departments to ensure resources (e.g. cleaning equipment, inspection tools) are available.

• Approve all incident and inspection reports related to biosecurity before submission to regulatory authorities.

• Monitor compliance with the biosecurity guidelines during each stage of the project lifecycle and adjust procedures as necessary.

Operations Coordinator

Operations Coordinators are the “front line” of implementation of biosecurity management processes. Typically, they will:

• Conduct regular inspections of cargo and equipment for signs of contamination.

• Verify that cleaning procedures are followed and documented prior to loading.

• Communicate with the Project Manager to report findings and discuss any issues related to non-compliance.

• Monitor the cleanliness of equipment used in cargo handling, such as forklifts and containers.

Account and Freight Operations Manager

Westlink’s Freight Manager supports the project team with documentation and import functions. They shall:

• Coordinate with customers and shipping agents to schedule cleaning or treatment services if required.

• Ensure that the necessary documentation is completed and accessible for regulatory assessment, in accordance with OPS-PRO-001.

• Support the lodgement of documents by the customs broker through the Integrated Cargo System (ICS) to facilitate import clearance.

Operations Manager

The Operations Manager provides key support to the project team:

• Ensuring that all operations staff and contractors are trained in biosecurity procedures and understand the importance of compliance to avoid penalties or delays.

• Assisting with continual improvement in processes and policies.

Chartering Department

The Chartering Manager is responsible for chartering vessels on either voyage or time charters (see the Chartering Manual, OPS-MAN-002) and provides support to the Project Manager in the following:

• Verify that vessels chartered for transporting cargo can meet biosecurity requirements — including responsibility for robust documentation to ensure that biosecurity clauses (if required) are captured within any charter parties or booking notes executed with customers and carriers.

• Coordinate with vessel operators to provide evidence of vessel cleanliness prior to loading, if required.

• Coordinate with vessel operators in case of a biosecurity breach by either vessel or cargo interests.

Business Development Department

Business Development Managers have responsibility to communicate and educate customers on biosecurity requirements and how compliance can mitigate operational and commercial risk for their cargo:

• Provide information on approved treatments and services for contaminated cargo.

• Assist customers with preparing documentation for biosecurity inspections.

Controlling Agency

The Department of Agriculture, Fisheries and Forestry (DAFF) is the Commonwealth biosecurity regulator, administering Australia’s biosecurity legislation to protect Australia’s animal, plant, and human health status and to maintain market access for Australian food and other agricultural exports. Westlink’s obligations under the biosecurity legislation, and the per-consignment compliance assessment, are set out in OPS-PRO-001.

Imported Cargo Pathway

The imported cargo pathway outlines how cargo will be imported into Australia from origin. The imported cargo pathway will vary depending on the mode of transport used.

Modes of transport

Typical modes of transport engaged by Westlink Logistics encompass the following:

• Airfreight — general and charter;

• Seafreight — containerised, breakbulk, project / offshore, and tug and barge; and

• Ships’ or aircraft equipment.

Process flow

A process-flow diagram is useful to determine the imported cargo pathway for a scope of work and can be beneficial for both project teams and authorities to determine risk. A typical import pathway traces the cargo from origin (supplier load-out and pre-shipment inspection), through export packing and load port, the international transport leg, arrival at the Australian first point of entry, biosecurity assessment and any inspection or treatment, to final delivery. Project teams should map this pathway for each scope of work.

Biosecurity Requirements for Cargo

All cargo imported into Australia must be free from Biosecurity Risk Material (BRM), including soil, plants and plant material, animals and animal material, egg masses, and insects. Therefore all components within a consignment should be inspected, including packaging, to ensure compliance with this requirement.

What is Biosecurity Risk Material (BRM)?

Biosecurity Risk Material (BRM) includes but is not limited to:

• Animal material (e.g. hair, fur, skin, faeces, shell, blood and fluids, feathers, honey, flesh, bone, horn);

• Live animals (e.g. rodents, reptiles, geckos, frogs, and birds);

• Food scraps (e.g. peel, shells, skins, and wrappers);

• Plant material — reproductive material (e.g. pollen, spores, seeds, flowers, fruits, and vegetables), fresh material (e.g. leaves, gum, and stems), and dry material (e.g. pods, bark, branches, roots, straw, wood);

• Live plants (e.g. plants, weeds, sprouted seeds, and propagatable material);

• Live insects — timber pests (e.g. termites, ants, and larvae), stored product pests (e.g. beetles and larvae), insects seeking refuge (e.g. ants, bees, wasps, moths, and spiders), hitchhikers (e.g. grasshoppers and butterflies), and plant pests (e.g. fruit flies, mites, thrips);

• Evidence of live insects (e.g. wasp nests, mud nests, wings, shells, and casings);

• Snails and slugs;

• Evidence of snails and slugs (e.g. shells, eggs, and trail marks);

• Plant pathogens (e.g. fungi, nematodes, bacteria, viruses, and mould);

• Soil (e.g. dirt, mud, gravel, clay, and sand); and

• Water (e.g. pools of water, water in receptacles, articles used with water).

Biosecurity Risk Material can also be known as quarantine risk material, or QRM.

Biosecurity risk matrix

DAFF assesses biosecurity risk using a likelihood × consequence matrix: the likelihood of pest entry from BRM is plotted against the consequence to Australia’s economy and environment, and the intersection gives the resulting risk rating. Project teams should apply this framing when assessing a scope of work — cargo profiles with a higher likelihood of carrying BRM (used machinery, timber packaging, open-top or breakbulk cargo from rural origins) and pathways with higher-consequence exposure (rural destinations, non-FPOE discharge) warrant proportionally stronger cleaning, inspection, and treatment controls. The matrix is published by DAFF; the current version should be consulted when preparing a project Biosecurity Management Plan.

General cleanliness requirements

Rigorous cleaning and verification of all cargo (new and used) to be shipped to Australia must be undertaken to the highest possible standard prior to loading into the mode of transport.

DAFF defines “clean” as free of biosecurity risk material. The Department has shown nil tolerance for any contamination from soil or plant material such as live insects, seeds, soil, mud, clay, animal material including animal faeces, and plant material including straw, twigs, leaves, roots, bark, food refuse, and other debris. Cargo not meeting these standards will not be permitted entry into Australia.

It must be noted that the final decision on acceptable cleanliness standards rests with the inspecting biosecurity officer. It must be assumed prior to shipping that cargo will be inspected on arrival regardless of how clean it may appear. It is not acceptable to:

• Undertake superficial cleaning;

• Paint over contamination such as soil; or

• Leave excessive amounts of soil.

Sea container cleanliness requirements

To prevent biosecurity contamination and avoid additional cleaning costs upon arrival, it is essential that shippers follow strict cleanliness procedures when loading containers. Operations Coordinators should ensure that these guidelines are communicated clearly to yard staff, and compliance must be verified throughout the loading process.

Key areas to inspect for contamination:

• Along bottom rails of containers — inspect for dirt, soil, or plant debris;

• Within forklift pockets — ensure these areas are clean and free from foreign matter;

• In and around the twist-lock fittings — check for any contamination in these hard-to-reach areas;

• Underside and cross members — these areas are prone to accumulating dirt and debris during transit and must be cleaned; and

• Container tops — if necessary, inspect container tops for any signs of contamination, such as plant matter or debris.

Loading protocols to minimise contamination:

• Ensure that carrier-owned containers (COCs) are clean before accepting them from the carrier — a thorough visual inspection should verify that no contaminants are present on the interior or exterior of the container.

• Load containers on hard-stand surfaces that minimise contact with soil and other debris, to prevent foreign matter entering the container during loading.

• All personnel loading containers must ensure that the bottoms of their shoes are clean and free from foreign materials such as stones, seeds, plant matter, or animal matter before stepping inside the container.

• Once containers are cleaned and loaded, take precautions to ensure they are not re-contaminated during transit to the ship — dirt or mud splashing onto containers is a common issue during transportation.

If loading the container on a hard-stand area is not feasible, the following additional precautions must be taken:

• Arrange for rubber matting to be placed in front of the container doors during loading, preventing dirt and debris being tracked into the container on the shoes of loading personnel or the tyres of forklifts.

• Regularly check and clean the bottoms of shoes and forklift tynes throughout the loading process.

• After the container is sealed and placed on the truck for transport to the terminal, arrange for high-pressure cleaning of the underside of the container, paying special attention to twist-lock fittings and forklift pockets.

Types of contamination on containers

The main types of contaminants found on surfaces of sea containers include:

• Insects — a range of insects can lodge themselves or build nests on shipping containers, including ants, wasps, bees, beetles, moths, and spiders;

• Snails — exotic snails such as the giant African snail and other snail species;

• Animals — rodents, geckos, and toads are the main vertebrates found in and on shipping containers;

• Animal matter — animal and bird faeces, bones, skin, and hair;

• Plants — plants can grow on shipping containers if residual seed has been allowed to germinate with or without contaminating soil; other plant matter includes leaves and other plant parts;

• Soil — soil and soil-related contaminants (forklift pockets, twist-lock fittings, underside and cross members); and

• Fungi — damp, dark conditions support fungi, and airborne spores can lodge and grow on any soil on container surfaces.

Tailgate inspections

Rural locations in Australia are deemed at higher risk of biosecurity contamination for containerised freight. A “tailgate” inspection is a biosecurity inspection carried out by DAFF for rural destinations, typically when cargo is first unloaded from a vessel or aircraft. The purpose of a tailgate inspection is to assess the condition of goods, containers, and packaging for any signs of biosecurity risks, such as contamination by BRM like soil, plant material, pests, or other prohibited materials. Additional precautions should be taken if containers are required to be tailgated.

Pre-shipment inspections

Where possible, Westlink should undertake a pre-shipment cargo inspection on behalf of the customer:

Initial cargo assessment

• Review the cargo type and biosecurity risk profile (e.g. high-risk items like machinery or wood products).

• Identify any components of the shipment that may require additional cleaning or treatment, such as packaging materials, containers, or any items with open or exposed surfaces.

Cleanliness check

• Inspect all external and internal surfaces of containers and packaging for signs of contamination, including soil, plant material, animal matter, and moisture.

• Ensure any cargo-handling equipment, such as pallets or crates, is clean and free of biosecurity risks.

Treatment of cargo (if needed)

• Apply any necessary cleaning treatments (e.g. high-pressure washing) to remove visible contaminants.

• If required, complete disinfection treatments or fumigation to eliminate microbial or pest-related risks.

• Document any treatments applied, including treatment type, date, and service provider.

Secure packaging and sealing

• Verify that packaging materials used meet biosecurity standards and are free from contaminants.

Final inspection and documentation

• Conduct a final visual inspection to verify that all biosecurity risks have been addressed and the cargo is clean.

• Complete a cargo inspection report (or report via email), documenting the inspection results and any treatments or corrective actions taken.

• Collate all necessary biosecurity certifications and documentation (e.g. treatment certificates, inspection records) to accompany the shipment, for the compliance record kept under OPS-PRO-001.

• Confirm that the carrier is satisfied with the cleanliness and condition of the cargo to prevent any issues during loading or transit.

Treatments for cargo

If cleaning or treatment is required, it is preferable that this is undertaken overseas prior to shipment, where costs and risks can be lower. This can be assessed on an ad-hoc basis by the project team depending on the requirements of the project and the cargo profile.

DAFF-approved treatments that address known biosecurity risks are categorised as:

• Cleaning treatments — approved treatments that clean biosecurity risks from a surface;

• Disinfection treatments — approved treatments that disinfect a surface;

• Physical removal — total removal of the contaminant; and

• Destruction — approved methods to destroy biosecurity risks.

Further information on treatment types and applicability to certain cargo types can be found in DAFF’s imported-goods biosecurity risk treatment guidance.

Specific cargo cleaning guides

Westlink Logistics has developed comprehensive specific cleaning guides to assist customers in meeting stringent biosecurity standards, particularly for cargo being imported into Australia. These guides are tailored to the type of freight, the mode of transport, and the biosecurity risk profile of the goods. In addition, Westlink maintains a library of DAFF-developed machinery cleaning guidelines.

Cargo inspection reports

For general cargo, the Westlink inspection report template can be used during pre-shipment inspections for reporting to the customer and DAFF.

Project-specific Biosecurity Management Plans

For large and complex projects, where cargo is to be discharged at a non-FPOE or where there is a client requirement, a Biosecurity Management Plan (BMP) should be developed and submitted to DAFF and/or the client.

Dunnage requirements

Dunnage refers to materials used to protect, support, or secure cargo during transportation, preventing it from shifting, becoming damaged, or causing damage to other goods or the container itself. Dunnage can include materials such as timber, foam padding, and other blocking and bracing items placed around cargo.

In biosecurity terms, dunnage is a critical concern because certain types — especially timber dunnage — can harbour pests, insects, and other contaminants (such as mould) that pose biosecurity risks. To mitigate these risks, dunnage must meet specific treatment standards, such as fumigation or heat treatment, and wood dunnage requires ISPM-15 treatment and marking — the ISPM-15 compliance check at consignment acceptance is performed under OPS-PRO-001.

Documentation Requirements

The documentation required to support import clearance — transport documentation (bill of lading or air waybill), commercial documentation (commercial invoice and packing list), and government and non-government certificates (phytosanitary, veterinary, and treatment certificates) — is lodged and retained as part of the per-consignment compliance record under the International Freight Compliance Procedure (OPS-PRO-001). Project teams must ensure that inspection and treatment evidence produced under this manual (inspection reports, treatment certificates) is provided to the freight operations function for that record.

Vessel Cleanliness

Cargo acceptance by carrier

Cargo must be deemed acceptable by the carrier or a risk of dead freight occurs. Guidance should be sought from the relevant Project Manager and Chartering Manager should concerns arise.

Vessel cleanliness inspection report

Westlink has developed a vessel cleanliness inspection report template that can be used for voyage or time charter arrangements. This document is maintained in the WMS.

Ships’ equipment — Form 44

A Form 44 is a document used by the Australian Border Force (ABF) and DAFF to report the removal or movement of goods, materials, or equipment from a vessel that is not cargo. For all items being removed from a vessel, a Form 44 must be completed and approved by authorities. The latest version of the form should be obtained from the Australian Border Force website.

Ports and Airports

Australia’s seaports and airports serve as key entry points for international trade. Where cargo enters determines the biosecurity infrastructure available to clear it.

First Points of Entry

A First Point of Entry (FPOE) is a location officially designated by DAFF to receive imported goods or international vessels. These points are the first place where incoming cargo, vessels, or aircraft are inspected and cleared for biosecurity purposes. At an FPOE, DAFF officers conduct biosecurity risk assessments, including inspections of goods, containers, and vessels to ensure they are free of contaminants, pests, diseases, or any other BRM. FPOEs include major ports, airports, and other entry points that meet DAFF’s infrastructure and operational requirements for biosecurity control.

Designated FPOE seaports include Sydney (Port Botany), Melbourne, Brisbane, Fremantle, Adelaide, Darwin, Townsville, Hobart, Newcastle, and Gladstone. Designated FPOE international airports include Sydney, Melbourne, Brisbane, Perth, Adelaide, Darwin, Cairns, and Hobart, with other FPOEs at Norfolk Island, Christmas Island, and the Cocos (Keeling) Islands. DAFF updates and manages the list of First Points of Entry regularly based on infrastructure and operational requirements — the current determination should be confirmed during project planning. Where possible, project teams should look to move cargo through designated FPOEs.

Non-First Points of Entry

A Non-First Point of Entry (non-FPOE) is a location where international goods, vessels, or aircraft can arrive but which is not officially designated by DAFF as an FPOE. Non-FPOEs typically lack the infrastructure and personnel to conduct initial biosecurity inspections and clearance activities. Often, mining and infrastructure projects occur in remote areas, which may necessitate shipping through a non-FPOE.

For goods or vessels to enter through a non-FPOE, special arrangements must be made in advance with DAFF, and strict biosecurity controls are required — the permission pathway is managed as part of the biosecurity compliance assessment under OPS-PRO-001. Operationally, this may involve:

• Transporting the goods to a designated FPOE for inspection before they can proceed to the non-FPOE; or

• Conducting specific biosecurity risk mitigation measures (such as cleaning, fumigation, or pre-inspection) at the departure port or an FPOE.

A project-specific Biosecurity Management Plan should be developed for non-FPOE discharge (see Project-specific Biosecurity Management Plans above).

Training and Continual Improvement

All operational staff, particularly those involved in handling and inspecting cargo, must complete biosecurity awareness training. This includes:

• Identifying biosecurity risks;

• Proper container cleaning protocols; and

• Compliance with DAFF standards.

As a minimum, all project staff must be trained as “AA” (Approved Arrangement) accredited persons with DAFF. Further training can be determined by position function or on a case-by-case basis.

Regular audits of cargo cleanliness and inspection processes should be performed, and feedback from these audits should inform updates to biosecurity practices.

Applicable Standards and Legislation

• Biosecurity Act 2015 (Cth) (compilation C2026C00044)

• Biosecurity Regulation 2016 (Cth) (compilation F2016L00756)

• Australian Biosecurity Import Conditions (BICON) database — Department of Agriculture, Fisheries and Forestry

• Brown Marmorated Stink Bug (BMSB) Seasonal Measures — Department of Agriculture, Fisheries and Forestry (Import Advice 293-2025)

• ISPM 15 — International Standard for Phytosanitary Measures No. 15 (regulation of wood packaging material in international trade), IPPC