B1. Attachment 1_DUNE Program Shipping Instructions.pdf

DUNE Program – Shipping Instructions Shipping Instructions – Brookhaven National Laboratory (BNL) with Fermilab Coordination and ITA-338P Duty Relief Requirements

This letter provides mandatory shipping instructions for import shipments to Brookhaven National Laboratory (BNL). These requirements must be strictly followed to ensure compliant importation into the United States and to support potential ITA-338P duty relief authorization.

1. Pre-Shipment Notification (Mandatory) Prior to shipment, you are required to submit all draft shipping documentation for review and approval.

Send to:

• Fermilab Logistics: sdshipments@fnal.gov

• Brookhaven National Laboratory (BNL): (Procurement Contact)

Required documents include:

• Draft Bill of Lading (BOL)

• Draft Commercial / Proforma Invoice

• Packing List

• HTS Code (subject to confirmation)

• Country of Origin

• Mode of Transport / Carrier

• Expected Arrival Date

• Any special handling requirements

Do not ship until written approval is received from Fermilab Logistics.

2. Customs Broker Coordination (Required) All shipments must be processed using the Fermilab-designated customs broker to support proper customs clearance and eligibility for ITA-338P duty relief.

Broker Contact:

• Jennifer Renkosiak

• Email: jenniferr@beslerco.net

To ensure compliance and maintain eligibility for duty relief, please coordinate customs clearance through the designated broker and do not arrange alternate brokerage without prior approval.

3. Importer of Record (IOR) Designation and Requirements Fermilab will act as the Importer of Record (IOR) for applicable shipments billed and shipped to Brookhaven National Laboratory (BNL), in accordance with the U.S. Customs and Border Protection (CBP) “sufficient financial interest” standard.

The IOR designation will be confirmed through Fermilab logistics and its designated customs broker prior to shipment.

5/11/2026 mailto:sdshipments@fnal.gov mailto:jenniferr@beslerco.net

Vendor Responsibilities:

• Commercial / Proforma Invoice must include:

o Importer of Record (Fermilab, as instructed) o Consignee: Brookhaven National Laboratory (BNL) o Seller / Exporter (vendor) o Detailed description of goods o Quantity and value o Country of origin o HTS Code (subject to approval)

• Bill of Lading must include:

o Consignee: Brookhaven National Laboratory (BNL) o Notify Parties:

Fermilab Logistics (sdshipments@fnal.gov) Customs Broker (as provided) BNL Receiving Contact __________

Customs and Compliance Requirements:

• Fermilab, as IOR, is responsible for customs entry, duty relief exclusion, and regulatory compliance.

• The vendor must provide complete and accurate documentation and must not alter the

IOR designation without prior written approval.

Critical: Incorrect IOR designation may result in customs delays, additional costs, or loss of duty relief eligibility.

4. Consignee and Notify Parties Consignee:

Brookhaven National Laboratory (BNL) 98 Rochester St.

Upton, NY 11973 Notify Parties (required on BOL):

• Fermilab Logistics – sdshipments@fnal.gov

• Jennifer Renkosiak (Customs Broker)

• BNL Logistics/Receiving Contact (see Purchase Order)

5. Incoterms All shipments must be made under DAP (Delivered at Place – BNL) Incoterms.

Import clearance will be coordinated through Fermilab and its designated broker.

6. Bill of Lading Requirements Use a Through Bill of Lading with Express Release (Seaway Bill preferred).

Ensure:

• BNL is listed as Consignee

• All required Notify Parties are included

• Accurate and complete cargo description is provided

• PID is included where applicable

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7. Commercial / Proforma Invoice Requirements The invoice must include:

• Seller / Manufacturer details

• Consignee (BNL)

• Importer of Record (as coordinated with Fermilab)

• Detailed description of goods

• Quantity and value

• Country of origin

• HTS Code (subject to Fermilab confirmation)

• Statement of purpose (e.g., scientific research equipment)

8. HTS Classification and Duty Relief Suggested HTS classification: 8543.90.8845 – Parts of particle accelerators Final HTS classification must be reviewed and approved by Fermilab prior to shipment to ensure eligibility for ITA-338P duty relief authorization.

9. Compliance Requirement All shipping documentation, routing, and brokerage must be coordinated in advance with Fermilab Logistics. Brookhaven National Laboratory must also be notified prior to shipment.

Failure to comply with these instructions may result in shipment delays, additional costs, or loss of duty relief eligibility.

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