Attachment 5 - Customs Clearance Solicitation Questions.pdf

Customs Clearance Solicitation

Vendor Questions/Answers

1. Is this requirement new, or is this a recompete/re-acquisition? If so, please provide the award number and award amount.

a. Reacquisition. FA558722C0006, GBP £891000.00

2. If yes to question 1, Is there any difference between the incumbent and the new requirement?

a. Requirements remain the same. Act as the clearing agent for shipments marked for the US Visiting Force. Entries cannot be actioned until UK HNCC/T&C personnel provide pro-forma worksheet with relevant details.

3. If yes to question 1, Can you provide the total contract value amount broken out as per CLINS?

a. Listed in the previous contract

4. Is there a list of items and the codes that need to be cleared?

a. Nomenclatures vary based on goods entering the UK for USVF. All codes will be validated in the UK Tariffs Commodities

5. Would the USAFE be able to provide some additional legacy data over the previous 12-month period to understand the volume of UK Imports/Exports and HS Codes across each of the Line Items annotated in the pricing Schedule?

a. From January 1, 2025 to present: Goods Cleared 1319

i. Truck with Form 302 – Qty 1104

ii. CommAir – Qty 29

iii. CommSea – Qty 27

iv. Military Airlift/Sealift – Qty 101

v. Commercial Transit – Qty 58

1. Includes Commercial Trucks, Merchandise in Baggage, and Customs Bonded Warehouses Releases

b. Arrival / Departure splits across all line items

i. 1236 Imports and 83 Exports across all CLINs

c. Could they advise of the origins for Line Item 0005? This line makes up the bulk of these declarations where the assumption is that these will be from DE US Military bases to US Military bases located in the UK

i. US Military facilities primarily within Germany use Form 302 to cross border. Form only serves as a transitory document and requires close out with Customs.

6. What is the current WOW with regard to the existing process?

a. All action items will be coordinated via HNCC/Customs Email

b. Will Include the following:

i. PDF Proforma, Digitally Signed by HNCC/T&C personnel

ii. Relevant Shipment Document (i.e. Form 302, Air/Sea Bills of Lading, Aircraft Manifests (Military Airlift moves)

7. Could they share a copy of the existing / intended declarations template?

a. Yes, please see attached pro-forma templates as reference

8. How would they wish for any additional volumes to be priced?

a. As a footnote to the pricing schedule / tiered for volumes above the existing thresholds etc

b. We do not foresee any excess as number of entries submitted has decreased with HMRC Policy updates.

9. Please confirm the response format e.g. letter to include reference to HMRC working relationship, systems, processes, technical input or otherwise etc… e.g. similar to what we would routinely do for NATO/UK MOD/UK GOV

a. HMRC Policy Office approve our pro-forma for USVF destined goods. Form is recognized by the National Clearance Hub (NCH). Goods should not be cleared until proforma instructions are provided by HNCC/T&C Personnel, as they review for accuracy to ensure the VAT Exemption is not violated.

10. Regarding the volumes stated, is this just Import declaration volume or does this include Export volume? If so, can you advise the split Imports Vs Exports.

i. As mentioned above 5-B; 1236 Imports and 83 Exports across all

CLINs

11. The stated transaction (volume) is the same for each year. On average does this volume increase, decrease or remain the same year on year.

a. 2024 HMRC Policy Updated decreased the number of clearance transactions.

12. Can you advise what mode of transport will be used for us to factor in additional modal charges. For example, Ocean will attract Port fees. This would be helpful if there was an indication of volume by mode of transport.

a. Contract will only support the customs clearance for goods destined to the USVF. Any and all port, storage, handling fees are the sole responsibility of the shipper and will not fall under this contract. HNCC/T&C personnel confirm with third party agents prior to issuing clearance instructions.

13. Would you be using both APC's that US forces can utilize?

a. 1NO - relief for visiting forces and

b. 1NP relief for visiting forces, but personal articles.

c. We believe this is meant to be CPC Customs Processing Code. In which case

Yes, both CPCs will be utilized depending on the shipment type, to be confirmed in clearance instruction from HNCC/T&C personnel.

14. Can you define what a validated error is?

a. All clearances are reviewed for accuracy. Validated errors would include, processing with incorrect CPC, EORI, clearing without clearance instructions, or exceeding clearance timelines.

15. How and when will we receive the documentation and data to create the customs declaration?

a. HNCC/T&C actively assess all documents. Routine response time is same day we’re notified of shipments, IF the carrier will not clear using our instructions.

16. Are there specific training qualifications you expect for the Customs agent to have prior to handling the business?

a. Not from the perspective of the USVF. Their primary competency will be driven by vendor qualifications and requirements of Customs Declaration System.

17. Is there a specific format you wish for us to follow to communicate scheduled maintenance?

a. Email notification will suffice. Further notice helps us schedule but will not degrade our operations.

18. Can you provide an example of the Pro-Forma data and in what form will the data be provided? Excel, pdf, etc.

19. Are transit movements always undertaken by NATO form 302 or will there be requests for NCTS (T1) services made with the broker?

a. T1s are actioned on an as needed basis. Rough estimate 12 times annually

20. What is the service expectation in relation to the NATO form 302?

a. Information from NATO Force 302 will be applied onto Pro-forma as it relates to the shipment. HNCC/T&C personnel will handle physical accountability of the forms for close out with CCTO

b. Service will be data entry into the Customs Declaration System

21. How are post-entries handled, if needed?

a. Any incorrect entries will be returned by email with request for a corrected copy.

22. If information / documentation is missing to complete the entry is there an escalation process?

a. Reply back to original email HNCC/Customs. Supervision has access and can ensure those shortfalls are remedied.

23. Will there be full instructions provided per entry? This is what full instruction will detail.

a. Consignor

b. Consignee

c. Incoming Terms

d. Freight or Non freight needed

e. Licenses (where applicable)

f. CPC

g. HS (UK Tariff) Code

h. Clear Descriptions (per item) with all applicable codes

i. Gross/Net Weight (Per item)

j. Packages

k. Preference (if applicable)

l. ETA

Yes to all

24. Can you provide an example job request?

25. Is transport being requested for import & export for any or all of the items whether by sea, air, commercial or military Truck w/ Form 302 or Commercial transit?

a. If so, Can you be specific about details of proposed transportation requirements / expectations? (not requesting, When and where at this moment)

b. Shipments to our sites are confirmed door-to-door delivery. Agent will only clear customs based on proforma and shipping documentation.

Transportation will not be included in your duties.

26. Is there a schedule already in place for items, times and dates etc.? (not requesting a schedule just want to understand if forecasting).

a. There is no schedule in place. Items are actioned upon notification.

27. Can you provide percentages of Arrivals versus Departures for all transactions in the Pricing Attachment #2?

a. Please reference 5-B

28. Can you provide all the UK airports as well as entry ports that will be utilized for shipments arriving into and for exporting out of the UK, both commercial air & Military air on the Pricing Attachment #2?

a. No, arriving ports is out of our control. Dependent on arrival location for shipment. Codes provided with be as reflected in CDS for relevant location.

29. Are there any circumstances that we would be required to pay out and re-invoice for any UK arrival freight or airport handling charges?

a. Yes, contract is strictly the customs clearance. So if an inventory linked system automatically transfer those fees to our agent, they will invoice carriers UK representative. Collection notices are sometimes required.

30. Operating Hours for Clearance: The PWS specifies that customs clearance will be conducted Monday to Friday, 09:00–17:00, excluding weekends and bank holidays.

While this is generally suitable for sea freight, airfreight arrivals tend to be more sporadic, often occurring outside of standard working hours. Would you require real-time updates on airfreight arrivals, or should we wait until the next working day to proceed with clearance?

a. HNCC/T&C does not serve 24/7 function. Those hours are based around it, and NO customs clearance can be actioned without written instructions (pro-forma) from our office.

31. Customs Holds and Delays: On the rare occasion that a consignment is subject to a customs hold—such as document checks or random x-ray inspections—would AAI be liable for any penalties if the clearance process exceeds the 72-hour timeframe?

a. No such delays experienced to date with the exception of documentation checks where cargo was not at a commercial port. Some of our entries are placed into customs hold for documentation checks. We ask to remain informed, if an entry is placed on hold, let us know, and we’ll follow up in due course.