PWS Customs Clearance Svs - UK USVF.rtf

PERFORMANCE WORK STATEMENT FOR

CUSTOMS CLEARANCE SERVICES

USAFE-UK HNCC/Transportation and Customs

DATE: 11 February 2025

TABLE OF CONTENTS

SECTION TITLE

SECTION I

DESCRIPTION OF SERVICES: USVF Customs Clearance Services.

SCOPE OF WORK: HM Revenue and Customs permit USAFE-UK HNCC/ Transportation & Customs, as owner of the US Visiting Force special format (non-VAT) EORI, to appoint agents for electronic/automated clearance if cargo meets Visiting Forces Relief Customs Procedure Code criteria. The service provider shall comply with the responsibilities and tasks outlined in this PWS. The appointed customs agent (known herein as Service Provider) shall:

Provide Customs Clearance Services for United States Visiting Forces United Kingdom, and their authorized components within a 3 business day working period.

The service provider shall enter Data into HM Revenue and Custom Service (HMRC) Customs Declaration System (CDS) computer program, provided to them on a Pro-Forma document created by USAFE-UK HNCC/T&C, to accomplish the customs clearance. No more than 3 validated errors within a 30 calendar day period are allowed.

The provider shall be required to have a working copy of CDS and access to HMRC customs portals to enter the data provided by USAFE-UK HNCC/T&C.

The service provider shall use innovative approaches to efficiently and effectively accomplish PWS tasks, functions, and requirements in a quality manner at reduced costs - producing savings whenever possible and fostering pride and ownership in work performed.

The service provider shall suggest amendments to proposed procedures as appropriate for US Government discussion with HMRC USVF Policy.

The service provider shall provide trained and competent customs service agents that can consistently provide services IAW the requirements of the USVF customs applicable standards and guidelines. Customs clearance in CDS allows USVF to be exempt from import duty and VAT which will require the service provider to assure this exemption is met. This will be measured by notifications of cargo being cleared and no charges for USVF for those exempt areas.

SUMMARY OF EXPECTATIONS

The service provider shall provide entry of data provided by USAFE-UK into HMRC government system using the CDS software to clear customs for cargo import for the exclusive use of the USVF. Services shall be provided in a timely manner to ensure cargo is cleared within 1 business day for commercial arrivals/departures and up to 3 business days for military airlift arrivals/departures and trucks with NATO Form 302, after receiving the Pro-Forma data from USAFE-UK T&C. Upon notification of an urgent shipment of USFV cargo needing immediate clearance, the service provider must be able to enter the Pro-Forma data within 2 hours during working hours on a business day. The service provider shall be the sole point of contact for all USVF customs clearance services. The service provider shall act as a liaison to provide input and coordination concerning customs issues.

ENTRY OF DATA: The service provider shall provide a schedule of working hours they will be able to provide to USAFE-UK for entering Pro-Forma data into CDS. Working hours will not include weekends, U.K. holidays, and non-duty hours.

The service provider shall provide a working computer system that has access to HRMC customs website using CDS computer software.

The service provider shall be responsible for maintaining their own computer system, purchase of the CDS software, updates, and patches.

The service provider shall provide training to their own service agents and data entry technicians.

The service provider shall coordinate and maintain communication with USAFE- UK/T&C for any outages of the system or errors delaying entry of the required data for customs clearance.

The service provider shall be responsible for ensuring the effective operation of their computer systems and data entry software. Purchase of additional computer equipment or unrelated software is not included in this agreement.

CUSTOMS AGENT TRAINING: The service provider shall train customs agents with the proper skills and experience to enter the proper data error free. Develop and manage a comprehensive training and proficiency program to ensure employees can properly use and maintain the required software and complete the required data entry.

The service provider shall be a customer service point for USAFE-UK/T&C office to coordinate with and contact with any questions, concerns, or requests.

The service provider shall notify USAFE-UK of any scheduled maintenance on their systems that may delay data entry and customs clearance of USVF cargo.

PRO-FORMA DATA: The USAFE-UK HNCC/T&C office, will create a Pro-Forma data document to allow correct entry into CDS to enable the service provider to accomplish this service.

The service provider shall develop procedures to ensure information and data on the Pro-Forma is consistent with requirements of the CDS software to ensure information can be properly entered into HMRC system. Standard data will be provided by HNCC/T&C on the Pro-Forma requirement.

The service provider shall develop and implement a program for updating required data on the Pro-Forma so USAFE-UK can update the form and respond with appropriate data changes.

QUERIES AND REVIEWS: The service provider shall be the primary focal point for queries/reviews from HMRC, DEFRA, and/or related UK Government entities. They shall ensure all shipments are cleared according to time frames established and ensure rejected inputs are addressed accordingly.

HMRC PROCEDURES FOR IMPORTING AND EXPORTING CARGO:

All information is on the GOV.UK website. The service provider shall provide guidance on future HMRC changes for entering customs data into their system. This will include feedback on required amendments to pro-forma data fields for the correct use of the CDS software The customs clearance of goods would originate from USAFE-UK, on behalf of LRS’s, DECA, AAFES, AMC and SDDC. Those submissions would occur during the business hours of USAFE-UK HNCC Transportation and Customs, which is open Monday – Friday, 0700-1700 except US Holidays.

SECTION II SERVICES SUMMARY

CUSTOMS CLEARANCE SERVICES

Performance Objective

PWS

Para Performance Threshold

Provide automated Customs Clearance Services for United States Visiting Forces United Kingdom by use of system exchanging data with HMRC

CDS

1.1.1 1-3 business day clearance time period

The service provider shall enter data into provided to them on a Pro-Forma document created by USAFE-UK HNCC/T&C, to accomplish the customs clearance.

1.1.2 No more than 3 validated errors within a 30 calendar day period.

SECTION III APPENDICES

APPENDIX A: ABBREVIATIONS AND ACRONYMS

T&C USAFE-UK HNCC/Transportation and Customs

VFR

Visiting Forces Relief (official/exclusive use US Visiting Forces in UK)

HMRC

Her Majesty’s Revenue and Customs

EORI

Special Format Non-VAT Code (differs to trader format)

CPC

Customs Procedure Code (for VFR/works with above EORI only)

NCH

(HMRC) National Clearance Hub T-1 Commercial Transit Documentation (ie not Form 302)

CCO

Customs Clearance Officer

CDS

Customs Declaration System

DEFRA

Department for Environment Food and Rural Affairs

Shipping Source (Annual) Workload

USAFE-UK

48th LRS RAF Lakenheath

100th LRS RAF Mildenhall

501st LRS RAF Alconbury

DECA

AAFES

AMC

SDDC