The Seven-Step Clearance Guide for Bidding Agency of Imported Equipment

The Strategic Value of International Bidding Agency Services

Against the backdrop of global supply chain restructuring in 2025,Equipment ImportsThe bidding process has shifted from solely focusing on cost control to...Whole-process risk managementProfessional agency services can reduce hidden costs for purchasers by 12-18%, covering critical aspects such as tariff inversion risk avoidance and technical parameter compliance verification.

Standard Operating Procedures for Bidding Agency

• Pre - preparation Stage
  • Requirements Analysis: International Benchmarking of Equipment Parameters and Production Standards
  • Supplier Pre-qualification: Focus on verifying the certification of origin credentials.
  • Bidding Document Preparation: Incorporating Technical Acceptance Clauses and Claims Mechanisms
• Bidding Execution Phase
  • Synchronized release of multilingual tender documents (Chinese/English/Official language of the equipment's country of origin).
  • Two-way record filing for technical clarification meetings
  • Breakdown of Transportation and Insurance Clauses in Price Evaluation

Four-Dimensional Evaluation System for Service Provider Screening

Qualified agent institutions should possess:

• Customs AEO Certification and Import Filing Qualification for Mechanical and Electrical Products
• More than three import cases of the same type of equipment
• Port clearance service network coverage capability
• Technical Parameter Dispute Resolution Mechanism

Key Points for Addressing the 2025 New Filing Regulations

In accordance with the requirements of Announcement No. 198 of the General Administration of Customs:

• The HS code declaration for electromechanical equipment requires an additional page index of the technical manual.
• The EU CE certification requires the simultaneous submission of an authorized laboratory test report.
• The import of used equipment requires the submission of an operational environment adaptability certificate.

Typical Risk Event Response Plan

Case Study:A pharmaceutical company encountered technical barriers when importing a freeze dryer from Germany:

• Problem Diagnosis: Differences Between EU GMP Standards and Domestic Regulations
• Solution: Complete equipment adaptation and modification through technical change filing.
• Loss Control: Utilizing Force Majeure Clauses to Recover Delay Penalties

The Golden Ratio of Cost Control

• Reasonable service fee range: 1.2-2.5% of the contract amount.
• Hidden Cost Alert Threshold: Demurrage fees caused by documentation discrepancies should not exceed 0.8% of the cargo value.
• Optimal payment schedule: 30% advance payment + 50% upon port inspection + 20% retention for warranty

Essential Terms of Service Agreement

It is recommended to clearly specify in the contract:

• A tiered compensation scheme for parameter deviations
• Conditions for triggering re-inspection by a third-party testing agency
• The preferred dispute resolution method is the China International Economic and Trade Arbitration Commission.