Freight Forwarding

Freight Forwarding

1.    This rule details the freight forwarding process that all teams must follow:

All teams are strongly recommended to go through the Shell Eco-marathon Asia appointed freight forwarding agent, Advertising Sales Promotion (ASP), to manage the in-country (in Malaysia) transportation.

ASP has prior experience handling eco cars and has been appointed by the Malaysian Government to handle the application of AP Permits for the Shell Eco-marathon cars.

They will be responsible for transporting the cars from the Malaysia port/airport to SIC and back, arrange for storage, move-in/move-out, application of Approved Permits (APs) and custom clearance.

a.    All Shell Eco-marathon vehicles entering Malaysia from overseas MUST have an Approved Permit (AP) to be allowed into the country by the Royal Malaysian Customs. A vehicle that does not have an AP will be refused entry into Malaysia. As such all overseas teams must provide the in-country freight forwarding agent the following details a minimum of 1 month before the event by 3 June 2013 for ASP to initiate the AP application process with the Ministry of International Trade and Industry (MITI) of Malaysia.

b.    The required information are as follows:

• Team name
• University name & address
• Country of origin
• Forwarding agent’s name and address
• Mode of transport to Malaysia – air, sea, rail, road, etc.
• Port/entry point into Malaysia
• Vehicle type – UrbanConcept or Prototype
• Brief one paragraph description of vehicle – chassis no, engine name/no, specifications, etc.
• Picture of completed vehicle (jpg file below 1 MB) – this will be used by the Customs to identify your vehicle at the port
• Scanned copy of shipping invoice or combined invoice/packing list
• The value per team vehicle cargo and parts should not exceed USD 8,000
• Scanned copy of Bill of Lading or Airway Bill (if possible)
• Scanned copy of Shell Eco-marathon Asia 2013 participation letter with university stamp and authorised signature
• Scanned copy of completed AP form

c.    There will be a Royal Malaysian Customs charge levied for the AP application service that will be made know to the teams and published on the website. This fee is to the Royal Malaysian Customs.

d.    Teams are not allowed to apply for the APs on their own or through their own agent. To avoid complications and for ease of customs clearance, all AP applications MUST be applied through ASP.

e.    Teams are responsible for the building of a suitable crate and ensuring that their vehicle is secured for freighting. If you need guidance on how to build a reusable crate and how to properly secure your vehicle to minimise damage in transit, contact ASP.

f.    Ensure that the crate’s construction is strong and able to last the journey back to your home country after the event. The crate should also have doors so that the vehicle can be easily packed and unpacked.  Please ensure that you design your vehicle with the construction of your crate and shipping cost in mind. Pack efficiently to minimise additional shipping cost due to oversized crates. Cost of shipping the crates depends on the crate’s dimensions as well as its weight. If your vehicle is bigger and heavier, the crate will be more costly.

g.    Teams are encouraged to look for freight forwarding companies as sponsors, if possible, to offset this major cost.

h.    Packing up of vehicles before and after the event will be managed using a queue system for efficiency and safety reasons. Teams will be given a queue number by the organisers to ensure that this progresses smoothly.

i.    The organisers will provide teams with move-in and tear-down instructions closer to the event date and teams must follow these instructions accordingly.

j.    Teams are responsible for unpacking their vehicle once it arrives at SIC and re-packing their vehicles into their crate immediately after the event. The organisers will NOT be responsible for the unpacking or packing of students’ vehicles. Additional charges will be levied on student teams that do not comply with this requirement.  Failure to settle may disqualify the teams for future Shell Eco-marathon events.


2.    Teams must use an authorised in-country freight forwarder to ship their vehicle to Malaysia. The forwarding agent must work closely with ASP to apply for the APs.
 
3.    Ideally, each country should use ONE in-country freight forwarding agent and ship all vehicles at the same time. This is to ease customs clearance.

4.    Teams must allow a minimum of 7 working days for customs clearance and as such must plan their vehicle shipment schedule to arrive in Malaysia by 21 June 2013 to allow sufficient time for customs clearance.

5.    If the above deadlines are not strictly adhered to ASP or Shell Malaysia cannot be held responsible for any resulting costs or delay preventing the vehicles from reaching Sepang International Circuit before the start of the event on 3 July 2013. 

Shipping Instructions

In order to expedite the issuance of an Approved Permit (AP) for the imported vehicle, the shipment/cargo should be consigned (both Bill of Lading and Invoice) to the organiser (Shell Malaysia Trading Sdn Bhd) as below:-

Consignee:
Shell Malaysia Trading Sdn Bhd
Bangunan Shell Malaysia
Changkat Semantan
Damansara Heights
50490 Kuala Lumpur
Tel:  +60-3-20913795

Notify Party
Advertising Sales Promotion Sdn Bhd
24, Jalan SS 2/103
47300 Petaling Jaya
Selangor, Malaysia
Tel: +60-3-77279385
Fax:+60-3-77285108
Attn: Mr. Kevin JK Lim

Please also take note that the following documents must be emailed immediately once available to your in-country freight forwarding agent and the agent should liaise with ASP :-

• Copy of Bill of Lading (B/L) or Airway Bill
• Copy of invoice (or combined packing list)
• Copy of packing list
• Photo or the illustration of the vehicle
• Copy of Fumigation Certificate (ISPM 15)

If the shipment is not telex released or B/L surrendered, the original document must be couriered to:-

Advertising Sales Promotion Sdn Bhd
No. 24, Jalan SS2/103, 47300 Petaling Jaya,
Selangor, Malaysia.
Tel:  +60-3-7727 9385  Fax: +60-3-7728 5108
Email: semasia.freight@adsales.com.my

Specific requirements for an Approved Permit (AP)

All Shell Eco-marathon vehicles entering Malaysia from overseas MUST have an Approved Permit (AP) to be allowed into the country by the Royal Malaysian Customs. A vehicle that does not have an AP will be refused entry into Malaysia. As such all overseas teams must provide the in-country freight forwarding agent the following details a minimum of 1 month before Shell Eco-marathon Asia 2013 i.e. by 3 June 2013 for ASP to initiate the AP application process with the Ministry of International Trade and Industry (MITI) of Malaysia.

The required information are as follows:

• Team name
• University name & address
• Country of origin
• Forwarding agent’s name and address
• Mode of transport to Malaysia – air, sea, rail, road, etc.
• Port/entry point into Malaysia
• Vehicle type – UrbanConcept or Prototype
• Brief one paragraph description of vehicle – chassis no, engine name/no, specifications, etc.
• Picture of completed vehicle (jpg file below 1 MB) – this will be used by the Customs to identify your vehicle at the port
• Scanned copy of shipping invoice or combined invoice/packing list
• The value per team vehicle cargo and parts should not exceed USD 8,000
• Scanned copy of Bill of Lading or Airway Bill (if possible)
• Scanned copy of Shell Eco-marathon Asia 2013 participation letter with university stamp and authorised signature
• Scanned copy of completed AP form

Download the Approved Permit (AP) form.

Customs Clearance via sea freight:

The Approved Permit (AP) for vehicles will be handled by Advertising Sales Promotion (ASP).

Teams are responsible for the following documents which MUST be ready THREE weeks before the event:

• Copy of Bill of Lading (original B/L required if B/L is not surrendered or shipment is not Telex Release)
• Copy of shipping invoice (or combined packing list)
• Copy of packing list
• Copy of Fumigation Certificate (ISPM 15) - for wooden packing/crate

Customs Clearance via air freight:

The Approved Permit (AP) for vehicles will be handled by Advertising Sales Promotion.

Teams are responsible for the following documents which MUST be ready 10 days before the event:

• Copy of Airway Bill
• Copy of shipping invoice (or combined packing list)
• Copy of packing list

All teams are required to submit the above documents needed for customs clearance to their in-country freight forwarding agent and advise the agent to liaise with ASP.

Questions
If you have any questions or if you are unclear about the procedure, please email semasia.freight@adsales.com.my