DYNAMO Project Shipping Guidelines


OVERVIEW

This information is provided by the DYNAMO Project Office.  UCAR/NCAR is NOT RESPONSIBLE for shipping arrangements for anyone other than UCAR/NCAR Facilities.  We offer these guidelines to assist you in making shipping arrangements.

After reading these instructions, if you have questions or clarifications you may contact Kerry Slaven (UCAR Logistics Operations), (303) 497-1151 (slaven AT ucar.edu) or one of the shipping companies suggested below.

For those of you who are new to shipping to foreign countries, here is a short summary of what the process looks like. 

Shipper/freight forwarder

It is the responsibility of each organization to identify, hire and pay for the services of a shipper / freight forwarder who will handle arrangements of physically shipping equipment from your home institution to the end destination (and back home). The main responsibility of the shipper is to prepare and collect the needed documentation, to interact with US and foreign Custom Brokers, and to arrange for the actual transport.
 
Seajet Express Inc.
24 Cokesbury Rd. Suite 20
Lebanon NJ 08833 		Adcom Worldwide
http://www.adcomworldwide.com/
 Expeditors International
of Washington, Inc
http://www.expeditors.com/
 Schenker Stinnes Logistics
http://www.dbschenkerusa.com/
Tel: (908) 236-2259
Fax: (908) 236-6592 		Tel: (888) 329-0702
 Tel: (303) 537-6100
 Tel:  (303) 371-7050
Michael Caseley
mc@seajet.com 		Pete Michalczyk
pmichalczyk@adcomworldwide.com
Justin Hilgers
justin.hilgers@expeditors.com
 Steven Schrenger
steven.schrenger@schenker.com

Customs Broker

Your shipper/ freight forwarder will contract a custom broker at the destination. Only licensed customs brokers are allowed to transact customs business on behalf of others. The broker acts as the agent between the shipper, the Importer of Record, (or arranges for ATA Carnet) Customs officials and other government agencies. It is the broker's job to ensure that the Importer of Record is in compliance with all Federal and State laws. While a US broker takes care of the temporary export from the US into foreign nations and makes arrangements for re-importation into the US, the foreign broker is responsible for the temporary import of the equipment into that country and the export of the equipment back to the US at the end of the project.

Express Shipping Services

  • We strongly caution all participants regarding the use of express shipping (FedEx and similar companies) for foreign shipments. There are strict limitations on what can easily be shipped into foreign destinations.

     

       PLEASE CONSIDER THE FOLLOWING:


    1) GENERAL INSTRUCTIONS:
    • Before shipping, please compile an exact inventory of the equipment to be shipped and prepare a full description of the contents with a cost breakdown, model and serial numbers (EOL's template for shipping is attached). This can be a very time consuming exercise and you may want to consider bar-coding your equipment).
    • Only use appropriate packing materials to box up equipment, specifically DO NOT use any wood boxes or crates (wood requires special treatment / fumigation which should be avoided at all cost).
    • All hazardous material documents must be prepared in accordance with 49CFR, IATA. Be aware that you cannot simply put hazardous material into a box.
    • The shipping lists MUST MATCH the contents of each package or box, otherwise long delays in clearing the shipment can be expected.
    • Attach your detailed shipping lists to the outside of each box and also add a copy to the inside.
    • Clearly identify each box with the name of the field campaign, the shipper's name, the home institution, contact information, the destination and your expected arrival date.
    • Distinctly number each box (e.g., 1 out of 9).
    • DO NOT mix personal items (incl. food) with scientific equipment in any of the shipments.
    • DO NOT include any items that can be easily purchased in the country (check local laws)
    • DO NOT include any material that could be considered offensive to the nation you are shipping to (e.g., pornographic material).
    • Prepare your return shipping labels and shipping lists ahead of time to simplify the shipping process at the end of the project.
    • Make sure you give yourself enough time for shipping

    2) HAZARDOUS MATERIAL

    • Determine whether you are shipping any of the following Hazardous Materials:
    Class 1     Explosives - Dynamite or Squibs for ejector seats
    Class 2     Gases - (flammable, non-flammable and toxic) – example: spray paint, propane, nitrogen, oxygen, carbon monoxide, nitric oxide, fire extinguishers
    Class 3     Flammable Liquids – example: acetone, ethanol, methanol, gasoline, diesel fuel
    Class 4     Flammable Solids, Spontaneous Combustibles, Dangerous When Wet Materials –example: potassium, sodium, magnesium
    Class 5     Oxidizers and Organic Peroxides – example: Clorox bleach, hydrogen peroxide
    Class 6     Toxic Materials and Infectious Substances – example: anti-freeze, bug spray, arsenic
    Class 7     Radioactive Materials – example: smoke alarms, sources for instrumentation
    Class 8     Corrosive Materials – example: ammonia, battery acid, naval jelly, or nitric acid
    Class 9     Miscellaneous Materials – example lithium batteries, dry ice, engines, life rafts, or magnets

    • If the answer is Yes, have all hazmat shipments packaged, marked, labeled and documented by certified personnel in your organization, using approved UN Specification packaging ONLY.
    • Make sure you add the appropriate Material Safety Data Sheets (MSDS) to your shipment



    3) U.S. EXPORT REGULATIONS CONSIDERATIONS:


    Please make sure that your shipments do not violate any Export Administration Regulations (EAR), International Traffic in Arms Regulation (ITAR) and United States Munition List (USML) regulations. If you answer Yes to any of the following questions you will have to consult with the appropriate ITAR/EAR/USML assigned empowered official within your organization:

    Do you have the ECCN (Export Commodity Control Number) from the manufacturer?

    Will any technology be shared, resent or re-exported to foreign (non U.S.) individuals or entities other than the recipient ?
    (If YES, to whom and what nationality must be specified)

    Are there any laser or laser-related equipment to be included in your shipment?

    Are there any radiation-hardened circuits or circuit boards?

    Are there any optics or any fiber optic equipment?

    Has any technology, hardware, or software been developed or modified with military funding, for military application or for military purposes? (Air Force, Army, etc)

    Is there any encryption software?

    List all software:
    Commercial, off-the-shelf product - include details:
    Developed by UCAR/NCAR/UCP or other institutions - include details:

    • 4)  Do you have a written agreement with the destination country concerning duties, fees and taxes?

        If you do not, a Carnet may be required. (for a $550 USD fee,  What is a Carnet? )

    Possible DYNAMO transit and deployment countries that are Carnet signatory:
                    Australia, Mauritius, Singapore, South Africa, and Sri Lanka

    The DYNAMO Project Office is working with our hosts in the Maldives, the Maldives Meteorological Service (MMS) to obtain a waiver for any duties of materials being shipped into the Maldives for the project. We believe this only includes facilities from EOL (S-Polka), TAMU (SMART-R radar), ARM (AMF-2), French Falcon aircraft, NOAA P-3 aircraft (if it comes to the Maldives), and a yet to be finalized sounding system for the Maldives. Approval is still several months away as the official request is just entering the Maldives government. If this is not approved, then a 5% duty would be charged on all equipment sent to the Maldives.

      

       Back to the NCAR/EOL DYNAMO Home Page