International
Logistics
Vendor Guide
June 2024
International Logistics Vendor Guide June 2024
Table of Contents
Introduction ........................................................................................................... 4
International Logistics Department Contacts ......................................................... 5
Frequently Asked Questions .................................................................................. 5
Meijer Vendor Policy ............................................................................................12
Terms of Sale ........................................................................................................12
Shipping Procedures for Samples ..........................................................................13
Purchase Orders ...................................................................................................14
Order Confirmation Process..................................................................................14
Terms and Conditions ...........................................................................................14
Payment Methods ................................................................................................14
Document Requirements for Meijer Import Shipments ........................................15
Food Imports – Special Document Requirements .................................................16
Partner Government Documentation Requirements (if applicable) ......................17
Wood Packaging Material (WPM) .........................................................................19
Requirement for Customs Clearance and Partner Government Agencies .............20
Carton Markings ...................................................................................................21
Document Presentation for Payment ...................................................................21
Letters of Credit – Payment ..................................................................................21
Import Vendor Booking/Shipping General Guidelines ..........................................21
CANADA Routing Requirements ...........................................................................23
CANADA Document Requirements and General Guidelines .........................24
Booking Procedures for Ocean Shipments ............................................................25
Air Shipments - Only on Exception Basis ...............................................................27
Cargo Manifest Requirements ..............................................................................28
CTPAT Supply Chain Security Requirements .........................................................28
International Logistics Vendor Guide June 2024
(Domestic Imports) DDP Ocean Container Seal Validation Process .......................33
Imports and Vendor Non-Compliance Penalties and Debits .................................33
Appendix A –On-Line Booking Tool & Country List of Freight Forwarders.............34
Appendix B - Commercial Invoice Requirements ..................................................34
Appendix C – Order Confirmation Instructions .....................................................35
Appendix D – Toxic Substance Control Act Certification (TSCA) ............................36
Appendix E- Vendor Factory/CFS Load Letters ......................................................38
Appendix F – Container Inspection – Seven Point Checklist ..................................43
Appendix G – Canada and Landed Border Tractor & Trailer Inspection ................45
Appendix H – FCC Form 740 ..................................................................................47
Appendix I – FDA Form 2877 .................................................................................48
https://www.fda.gov/media/72236/download ....................................................48
Appendix J – Agricultural Worksheet and Lacey Checklist .....................................49
APPENDIX K – Carton Labeling & Pallet Specification ............................................52
APPENDIX L – Container Load Plan Template ........................................................52
APPENDIX M – Safety of Life at Sea (SOLAS) – Container Weighing Regulations ...53
APPENDIX N – COMMERCIAL INVOICE FOR SAMPLE SHIPMENT ...........................54
International Logistics Vendor Guide June 2024
International Logistics Vendor Guide June 2024
Introduction
This International Logistics Vendor Guide is located at https://vendornet.meijer.com. This guide
contains policies and information pertaining to conducting business with Meijer. These
Requirements are in effect for all purchases made by Meijer except to the extent prohibited by
law.
This Guide may refer to the seller of the goods or service to Meijer as the
Vendor, Supplier
,
you
or
your
, but the meaning will be the same regardless of the specific term used. The terms
goods
and
product(s)
are also used synonymously in this Guide.
Your officer or agent’s signature is not required to indicate your consent to these Requirements.
Your unconditional consent to these Requirements is continuously manifested by your shipment
of goods to Meijer, by your acceptance of any payment for your goods from Meijer, or both.
You agree to be bound by these Requirements regardless of whether you obtain them by
accessing Meijer’s VendorNet, the Ariba Network, receive them as an attachment to e-mail, or
receive them as a hard copy document.
Meijer reserves the right to change these Requirements at any time upon notice to you, by
posting an announcement on the Welcome page of the Meijer VendorNet or on the Ariba
Meijer Supplier Information Portal. You will be bound by such changes unless or until you notify
Meijer otherwise within ten (10) days after your receipt of the changes.
All debits, non-compliance charges, or chargeback’s specified in this Guide represent reasonable
liquidated damages due Meijer for the specific instance of non-compliance described are not
penalties, and do not limit any other legal remedies available to Meijer.
Other vendor guides that may be applicable to you are available on the Web at
https://vendornet.meijer.com.
Our strategic objective is to expedite the flow of merchandise from our suppliers to our selling
floor. We encourage all vendors and transportation providers to carefully review our guides and
standards and contact us with questions prior to shipping.
International Logistics Vendor Guide June 2024
International Logistics Department Contacts
Import Product Flow
GR Team
HK Team
Global Logistic Manager
GSO Senior Logistics Manager
Contact: Sara Bolster
Contact: Candy Tam
Phone: : 616-249-6550
Phone: 852.29167114
Email: Sara.Bolster@meijer.com
E-mail: [email protected]
Logistics Analyst
GSO Senior Logistics Analyst
Contact: Michael Harmon
Contact: Nita Lee
Phone: 616.735.7625
Phone: 852.29167128
E-mail: Michael.Harmo[email protected]
E-mail: Nita.Lee@meijer.com
Logistic Analyst
Contact: Joe Lawrence
Phone: 616.735.7692
Email: Joseph.Lawrenc[email protected]
Customs Compliance
Customs Compliance Manager
Customs Compliance Analyst
Contact: Tammie McBain
Contact: Jodi Nesbitt
Phone: : 616.791.3516
Phone: 616.791.5002
Email: Tammie.McB[email protected]
E-mail: Jodi.Nesbitt@meijer.com
Customs Compliance Analyst
Customs Compliance Analyst
Contact: Joanne Wolfe
Contact: Amada Cosgrove
Phone: 616.791.5325
Phone: 616.791.2795
E-mail: Joanne.Wolfe@meijer.com
E-mail: Amanda.Cosgrov[email protected]
Customs Compliance Analyst
Contact: Adam Wickham
Phone: 616.735.8426
E-mail: Ada.Wickh[email protected]
Other Logistics Contacts
Vice President Logistics
Contact: Tom McCall
Phone: 616.791.3986
E-mail: Tom.McCall@meijer.com
International Logistics Vendor Guide June 2024
Director of International Logistics
Contact: Paul Thompson
Phone: 616.791.5061
E-mail: Paul.Thompson@meijer.com
Manager, Vendor Management (Carton Markings) Meijer CTPAT Security
Contact: Vendor Management Helpline E-mail: Customs.Complianc[email protected]
E-mail: [email protected] E-mail: Jodi.Nesbitt@meijer.com
Social Compliance Contacts
Hardlines, Home and Softlines
GSO Social Compliance Manager
Contact: Irene Chuen
Phone: 852.29167106
E-mail: [email protected]
GSO Social Compliance Specialist
Contact: Vicky Chung
Phone: 852.29167117
E-mail: Vicky.Chung@meijer.com
Softlines
GSO Social Compliance Specialist
Contact: Daphne Leung
Phone: 852.29167121
E-mail: daphne.leung@meijer.com
Program Related Questions
Director of Corporate Compliance
Contact: Kim Edsenga
Phone: 616.735.7362
E-mail: Kim.Edsenga@meijer.com
International Logistics Vendor Guide June 2024
Frequently Asked Questions
Incoterms
Question: What Incoterm should be used?
Answer: Meijer’s designated Incoterms® 2020 is FOB Origin.
Question: Is my factory required to go through a security inspection?
Answer: All overseas factories producing merchandise for Meijer in Low Risk countries are required to
respond to an online security evaluation yearly. Factories located in High Risk countries (Risk
Rating 4 or 5) must undergo an announced on site audit by Meijer’s designated auditor at the
factory’s expense. This audit will be completed by the Supplier Compliance Audit Network
(SCAN). On-site audits require 45 - 60 days to coordinate from request date. This inspection is
only in regards to security for CTPAT purposes. A CTPAT Security audit must be on file for the
manufacture prior to booking the PO for shipment. This is required for all manufacturers
producing goods for Meijer, or all orders for the vendor associated with the non-compliant
manufacturer will be placed on hold. Any questions related to product inspections or other
factory inspections not related to security need to go through Meijer Quality Assurance
Department or Meijer Social Compliance Department.
Onsite Audit Cost to the Factory:
International Logistics Vendor Guide June 2024
Country Risk Rating Chart:
Note: The Meijer CTPAT Country Risk Rating chart is assessed each Meijer Fiscal Quarter. Risk
rating and audit type is subject to change. If you are shipping from a country not listed on this
chart, please contact customs.compliance@meijer.com.
International Logistics Vendor Guide June 2024
Order Confirmation
Question 1: When do I need to provide an order confirmation?
Answer: At least 6 weeks prior to PO ship date but not too early (i.e. Not earlier than 120 days before
the PO ship date.) If not received three weeks prior to ship date orders will be placed on hold.
Question 2: What is the order confirmation used for?
Answer: Customs classification and issuance of letter of credit if applicable. A letter of credit will not be
opened unless the Beneficiary and Advising Bank information is indicated within the order
confirmation. It takes up to 7 calendar days for items to be classified by Meijer’s Customs
Broker and for letter of credit instructions to be sent to Meijer’s issuing bank once order
confirmation is completed. It may then take another 2-3 working days for the L/C transfer
between advising bank and beneficiary bank. Therefore, please reserve enough processing time
before sending enquiry to Meijer for checking L/C status.
Question 3: Where/How do I confirm import orders?
Answer: http://vendornet.meijer.com using Internet Explorer See
Appendix C
for a link to the
instructions.
Question 4: What do I do if I get error message when trying to complete order confirmation?
Answer: Please contact customs.compliance@meijer.com for assistance.
Question 5: How many purchase orders can I add on an order confirmation?
Answer: There is no limit on the number of POs on an Order Confirmation / Letter of Credit.
Question 6: How can I change the product classification?
Answer: The classification cannot be changed within the order confirmation application. After the order
confirmation is completed, by an authorized representative of the vendor, Meijer Customs
Broker will review the product based on the description provided. The product description
should be clearly defined within the order confirmation. Meijer Customs Broker may reach out
to you with additional questions in order to provide the correct classification.
Freight Forwarder
Question: Who is Meijer’s freight forwarder?
Answer: Meijer’s designated freight forwarder for both sea and air shipments is BDP International. See
Appendix A for a list of BDP locations by country.
International Logistics Vendor Guide June 2024
Booking
Question 1: When is booking required for import shipments?
Answer: At least 21 days prior to PO ship date. Please refer to the booking procedures for ocean
shipments later in this guide for details.
Question 2: Who is the booking placed with?
Answer: Meijer’s freight forwarder BDP International in the origin country. See
Appendix A.
Ocean Transportation
Question: Which ocean carrier(s) am I required to use?
Answer: Carrier selection is determined by Meijer’s freight forwarder BDP International based on the
purchase order and vessel availability. Meijer has direct contract with multiple carriers and the
sailing schedule maybe vary week by week. In order to allow Meijer fully utilize all the possible
sailings, please follow the below cargo ready timeline.
Effective from Meijer PO ship date on or after 1 April 2022
Except for Xiamen, CRD is 7 days before Meijer PO ship date for both CY and CFS shipments.
For Xiamen, CRD is 10 days before Meijer PO ship date for CFS and keep as 7 days before Meijer
PO ship date for CY shipment
Please refer to the booking procedures for ocean shipments later in this guide for details.
On Time Shipment Requirement
Question 1: What does Meijer consider as on time shipment?
Answer: The PO is considered as an on time shipment if the PO is arrived DF on or before the Meijer PO
arrival date. In order to do so, vendor need to ensure the cargo is ready based on the cargo
ready date timeline.
Question 2: How do I know when my cargo should be ready in order to arrive on time?
Answer: Please follow below cargo ready timeline in order to allow sufficient time for local processes
such as custom clearance and trucking arrangement etc. Please note the actual delivery window
depends on each origins’ local cut off timeline. Please always approach BDP local office for the
detailed timeline.
Effective from Meijer PO ship date on or after 1 April 2022
Except for Xiamen, CRD is 7 days before Meijer PO ship date for both CY (Container Yard) and
CFS (Container Freight Station) shipments.
For Xiamen, CRD is 10 days before Meijer PO ship date for CFS and keep as 7 days before Meijer
PO ship date for CY shipment
International Logistics Vendor Guide June 2024
Container Loading
Question: How should the container be loaded?
Answer: It’s the suppliers’ responsibility to conduct a container inspection prior to loading to ensure it’s
in good condition. Please see Appendix E and F for details.
All containers must be loaded first by Distribution Facility (DF) if multiple DFs POs involved, then
follow by purchase order and lastly sort by items within each purchase order. In other words, all
POs with the same DF should be loaded together and then follow by all items under the same
purchase order are loaded together. Vendor is liable for any extra costs associated with failing to
follow the loading requirements. The container load plan and manifest must reflect exactly the
same as the actual loading quantity.
Example: PO123 to Lansing DF have 2 items A & B
PO456 to Grand Rapids DF have 2 items A & B
PO789 to Lansing DF have 2 items A & B
Loading sequence should be loading all POs to same DF first and then follow by another DF:
First load PO123 (Lansing) – item A & B
Second load PO789 (Lansing) – item A & B
Lastly load PO 456 (Grand Rapids) – item A & B
In preparation for a U.S. Customs or other government agency examination, one carton of each
style, lot number, or item must be loaded on the rear of the container. Refer to Appendix E for
details.
Documentation Requirements
Question 1: What documentation is required on an import shipment?
Answer: A set of standard documents including the following is required on every import shipment.
Please refer to the document requirements for Meijer import shipments section later in this
guide for details.
- Commercial Invoice
• Beneficiary and Inspection Certification Statements are to be added to the
Commercial Invoice
- Packing List
- 7 Point Container Inspection Document (for CY shipment only)
-
Canada Only
– 17 Point Inspection
- Container Load Plan (please use CLP template in Appendix L)
Shipment specific documentation may vary depending on country of origin or product. Please
refer to the food imports (special document requirements) and other documents (shipment
specific documents) section later in this guide for more details.
International Logistics Vendor Guide June 2024
Question 2: When do I need to submit documentation to Meijer’s freight forwarder?
Answer:
- CY Shipments: Within 3 days after carrier’s CY cut-off
- CFS or LCL Shipments: Within 6 days after Cargo Delivery
- Any Documentation (eg. Country of Origin certificate) that local government/official
authority requires on board date to be shown on the official copy: Within 5 Days after On
Board Date
- Vendors are required to create a standardized commercial invoice and packing list in the
BDP SmartVu Document tool (vendors’ own format is NOT accepted)
For rest of the required documents, these can be uploaded to SmartVu.
Question 3: What is a beneficiary statement?
Answer: A statement added to the Smartvu Commercial Invoice by an authorized representative of the
vendor certifying the following:
- No prison, forced or child labor was used to produce ordered goods.
- Product(s) from vendor/factories were not produced, manufactured, assembled or
packaged by the use of forced labor.
- Product(s) from vendor/factories does not involve transshipment of merchandise.
- The country of origin is TRUE AND CORRECT AS STATED ON THE INVOICE.
- Have read and understand the recommendations by US Customs Service regarding
security, and that those recommendations were in effect as of the date of production
and shipment of goods.
- A complete set of original documents were generated and provided to the Freight
Forwarder which included the required data elements for advance manifest filing.
Question 4: What is an inspection certificate statement?
Answer: A statement added to the Smartvu Commercial Invoice by an authorized representative of the
vendor certifying the following:
- Merchandise has passed inspection
- Carton markings must show:
1. A “Ship From” address
2. The “Ship To” address including the building number
3. The Purchase Order number
4. Units per Carton/Pack Size/Selling Units per Master Carton
5. Vendor Item #/Style# (recommended, but not required)
6. Short Description (optional)
7. Country of Origin (required on sellable unit)
8. Meijer Case Pack ID/code number (optional)
9. Product UPC in both scannable and human readable format or 14 digit case pack (must
exist in Meijer’s product system, and will show on your Purchase Order)
10. Additional information such as Size/Size Range and Color may be required based on your
product category
- Country of origin markings have been appropriately placed on the selling unit
International Logistics Vendor Guide June 2024
Import Payment Terms
Question: How will I be paid for the imported merchandise?
Answer: Payment terms are specified in the vendor agreement which is determined between the vendor
and Meijer Buyer. Purchase orders may be paid by letter of credit, check or by tele-transfer
(T/T). If you believe that your payment terms for an order are incorrect, please contact the Meijer
Buyer to resolve any dispute.
International Logistics Vendor Guide June 2024
Meijer Vendor Policy
- Meijer is committed to conducting business in a responsible and ethical manner. We expect our
vendors to have similar standards.
- As we strive to continue our excellent importing record we are implementing this Vendor Policy. Meijer
does not condone or permit the violation of any applicable domestic, foreign or international laws, rules
or regulations.
- We expect our foreign vendors to be knowledgeable about the United States rules of origin. We will
not accept illegally transshipped or intentionally mislabeled goods. The transshipment or intentional
mislabeling of goods as to country of origin, fiber content, care instructions or other errors will not be
tolerated. See
Appendix K
for the instructions for Carton Labeling instructions including Country of
Origin.
- Transshipping. All merchandise shall be accurately marked or labeled with its country of origin, in
compliance with the laws of the United States and those of the country of manufacture.
- Meijer believes that effective monitoring is necessary to ensure that these standards are satisfied. We
expect full access to all production facilities and to all relevant records. Meijer will take affirmative steps
to verify these standards are achieved and will assert the right to conduct directly, or through agents
unannounced on-site inspections.
- Intellectual Property/Trademark/Copyright/Patent
Meijer expects their vendors to be knowledgeable about the products they produce and sell. We
expect the Vendor to comply with all Intellectual Property laws and rulings. It is the Vendor's
responsibility to confirm the products sold to Meijer do not have a Patent, Copyright or Trademark on
the product or any component of the product. If there is a Patent, Copyright or Trademark issued on
the product it is the Vendor's responsibility to obtain the appropriate license.
- Supplier Code of Conduct
We expect our Supplier partners to embrace our philosophy and have established a Supplier code of
conduct which outlines our expectations. Referenced under the Meijer VendorNet>Home Page>
Vendor Documents >Supplier Code of Conduct.
Terms of Sale
All direct import product will be purchased on a FOB, Port of Origin basis. Meijer and our designated service
providers will move and provide US Customs for all shipments. Failure to use Meijer designated service
providers will result in the following:
• The vendor will arrange for shipment to Meijer Door,
• The vendor will provide custom clearance, and Payment terms will be jeopardized.
International Logistics Vendor Guide June 2024
Any vendor shipping to Meijer on a DDP basis will be responsible for all liability as the term DDP describes.
Meijer will not take on any legal or financial responsibility for any Vendor DDP shipments.
Vendor acknowledges and agrees that any and all costs or charges paid by the Vendor in the country of origin
are included in the Product cost payable by Meijer and as set forth in the Order. This includes those costs or
charges not directly related to manufacture of the Product and payable by the Vendor associated with delivery
of the Product to the FOB location set forth in the Order.
Shipping Procedures for Samples
OVERVIEW: Meijer believes strongly in compliance with all government regulatory and labeling requirements.
It is the vendor's responsibility to ensure that sample shipments comply with all applicable regulatory
standards.
DISPOSITION: Meijer does not pay or reimburse vendors for any samples. Any exceptions to this policy
should be addressed with the Customs Compliance Manager. Please note, Meijer will not return any samples
back to the original vendor. Samples will not be sold but instead shall be given to a charitable organization or
destroyed. Meijer will not accept any legal responsibility for any unsolicited samples. The Vendor is responsible
for all fees associated with sample imports inclusive of freight, duties and taxes.
SHIPPING: Samples should only be sent to Meijer utilizing incoterms DDP via small parcel for example: FedEx,
UPS, and DHL. It is the responsibility of the shipper to properly prepare the samples and associated
documentation for shipment. Meijer will not take on the importer of record responsibility.
The Vendor will be responsible for any sample product damage incurred as a result of shipping and the vendor
shall pay for any expenses related to unsatisfactory goods including return shipping, and handling. Samples
should only be shipped to:
Meijer Store Simulation Area - 984
2653 Walker Avenue, N.W.
Grand Rapids, MI 49544-1307
DOCUMENTATION: A commercial invoice for Samples should accompany the shipment.
(Appendix N)
. It is
the responsibility of the vendor to properly prepare the commercial invoice for shipment of the sample to Meijer
or your sample will be quarantined until a correct invoice is obtained. Any samples shipped to Meijer for any
reason after a PO has been issued for the item must reference the PO on the invoice to ensure proper U.S.
Customs Clearance.
U.S. CUSTOMS: Samples are to be used in the United States for soliciting orders, for testing purposes or for
HTS classification review. It is the Vendors responsibility to ensure all applicable laws, regulations and
standards are adhered to. Samples that are shipped to Meijer must be marked or mutilated in a conspicuous
area to render the item unfit for resale. Sample invoices should indicate “Not for Resale / Sample”and
currency in U.S. dollars. See Appendix N for an invoice of samples. Special care must be afforded by the
Vendor for any samples entering the USA under a duty free HTS classification.
International Logistics Vendor Guide June 2024
REJECTION: Any sample shipments found to be not in compliance with the above guidelines will be
quarantined and vendor will be notified to make necessary corrections. If corrections are not received in 2
business days, the sample may be destroyed.
Purchase Orders
Meijer Purchase Orders are created by the Meijer Merchandising team and communicated to the vendor. It’s
the vendors’ responsibility to cross check all the PO details upon receiving a PO from Meijer. Any change
request initiated by vendor MUST BE communicated to the Meijer Merchandising and Sourcing teams directly
BEFORE shipment booking. All change requests on PO must be approved by the Meijer Merchandising team.
International Logistics will administer cargo transportation guidelines and payment terms based on the Meijer
Purchase Order negotiated by the buyer. The Meijer Merchandising team will communicate all approved
changes to International Logistics.
Each PO should only have 1 origin load port, in case you found items from different origins load port are group
under one Meijer PO, then please work with Meijer buyer to split the PO for each origin load port.
Order Confirmation Process
All import vendors are required to complete the Order Confirmation at https://vendornet.meijer.com. The
Order Confirmation is used for two purposes: classification of the item(s) for U.S. Customs and payment
information. When you receive the Meijer Purchase Order your next step is to complete the on-line Order
Confirmation. The Order Confirmation must be entered a minimum of 6 weeks prior to the PO ship date (but
not earlier than 120 days before the PO ship date). Instructions to complete this process are located in
Appendix C. The letter of credit will not be issued until the Order Confirmation is completed and transmitted.
POs submitted on the same order confirmation will be combined onto one Letter of Credit, even if each PO has
a different ship date. There is no limit on the number of POs on an Order Confirmation / Letter of Credit. For
detailed procedure, please refer to Appendix C.
*NOTE:. If you believe that your payment terms for an order are incorrect, please contact the Meijer
Merchandising team to resolve any dispute.
Any questions regarding the proper classification of your product can be sent to
MeijerCustomsBro[email protected].
Terms and Conditions
https://vendornet.meijer.com
Payment Methods
Payments are made according to the terms on the Purchase order.
*NOTE: Vendors must complete the order confirmation for classification purposes regardless of the
agreed upon payment method.
International Logistics Vendor Guide June 2024
Details/Documentation Needed PRIOR to Release of Payment
• All documents have been tendered to the forwarder.
• Forwarder has been paid any charges.
An essential component to the success of the direct import program is additional payment dating. A minimum
of 90-day dating for either Letter of Credit or Pay by Check terms is standard. Meijer must establish dating
terms at the time of negotiation.
Letter of Credit
For direct import vendors, Meijer’s bank, HSBC Bank, will issue a Letter of Credit before the ship date once the
PO is confirmed on-line on https://vendornet.meijer.com. The terms are listed in the Letter of Credit and will
be adhered to by all parties. Please see
Appendix C
for instructions on how to complete the order
confirmation.
Its vendors’ full responsibility to cross check all the details in the L/C and notify Meijer if any amendment is
needed.
Pay by Check or Tele-transfer (T/T open account), Wire
Invoices are submitted for payment, and should be submitted electronically, either through the WEB Invoice
Application or EDI/AS2 connection, based on how you received your Purchase Order. If you have questions on
how you are set up, please contact meijervendor@meijer.com.
If you receive PO’s manually, send your invoice to: P.O. Box 1610, Grand Rapids, MI 49501
Electronic Set Up (Tele-transfer/Wire)
Details Needed from Vendor/Supplier for an International Wire Transfer
• Beneficiary Account Name
• Beneficiary Account Number
• IBAN
• Beneficiary Address
• Beneficiary City
• Beneficiary Country
• Beneficiary Email (optional)
• Beneficiary Bank
*Note: All other terms, conditions and requirements apply as stated in the International Logistics Vendor
Guide.
Document Requirements for Meijer Import Shipments
Static Documents (required on every shipment)
• Commercial Invoice (See
Appendix B
for a sample invoice and requirements.)
International Logistics Vendor Guide June 2024
- Effective 8/1/17, vendors must use the standard commercial invoice template within the BDP
SmartVu Documents tool.
- Each invoice must have a unique invoice number.
• Packing List must state:
- Carton dimensions (LxWxH) in centimeters for each style shipped
- Gross weight and net weight for each style shipped
- Net weight for shipments in kilograms
- Gross weight and net weight for each style
- Full vendor packs only
- Less than vendor pack is not allowed (as shown on Meijer purchase order)
- Effective 8/1/17, vendors must use the standard packing list template within the BDP SmartVu
Documents tool.
• 7 Point Checklist - Container Inspection & Seal Information document (
Appendix F
)
• CANADA ONLY – 17 Point Checklist Tractor & Trailer Inspection document (
Appendix G
)
• Container Load Plan (CLP) - (CLP in Appendix L) - Within 24 hours after loading, please provide the
freight forwarder with a diagram of the container (Container Load Plan). This diagram will illustrate
where each purchase order and item is loaded on the container. For factory load containers, please
place the CLP on the last carton but NOT on the container door.
The container load plan must contain:
• Vendor Name
• Meijer PO#
• Meijer item#
• Carton quantities
• Weight in kgs
• Cubic Meters
• PO Ready Date
• Meijer PO Ship date
• VGM/SOLAS
(Appendix M)
Food Imports – Special Document Requirements
Canned food items:
• Information that must be listed on the commercial invoice (in addition to Commercial Invoice
requirements listed in
Appendix B
):
- Food Canning Establishment Number,
- Submission Identifier Number,
- Bio-Terrorism Act / FDA Registration Number
- Per FDA requirements, the commercial invoice must include a statement confirming that the
goods were not refused entry from any other country prior to importation into the U.S.
More details on the specific document requirements can be found on the following websites:
Food Canning Establishment Number (FCE):
International Logistics Vendor Guide June 2024
http://www.registrarcorp.com/fda-food/fce-sid/?lang=en
Submission Identifier Number (SID):
http://www.registrarcorp.com/fda-food/fce-sid/
Bioterrorism Act / FDA Registration Number:
https://www.fda.gov/food/guidanceregulation/foodfacilityregistration/default.htm
* Note: All other documentation requirements in the International Logistics Vendor Guide as stated on page
13-15 apply.
Other Documents – Shipment Specific Documents
Once the order confirmation and product classification process is complete, all the special document
requirements/certificate (if any) will be listed on Meijer’s freight forwarder system. For details on how to view
the special documents requirement, please contact your local BDP origin office. It’s vendors’ responsibility to
cross check the document requirement in SmartVu and provide it on a timely basis. Any delay in providing
specific doc may result in shipment on hold and such delay would be count as vendor issue. Vendor is also
responsible for all the additional cost/penalty if any.
For all the special documents:
• Visa
- Correct weight, quantity and/or indicated on the commercial invoice
- Correct textile category value
• Duty reduction program documents
- NAFTA – North American Free Trade Agreement Certificate of Origin CBP Form 434
- GSP - Form A or Certificate of origin
- DR – CAFTA – Certification of origin
- US – Peru FTA –PTPA Certificate of origin
- QIZ – Cert of Origin + QIZ statement on Invoice
- AGOA – Certificate of origin
- US – Chile FTA Certificate of origin
- Any additional documents pertaining to the shipment as requested on the Letter of Credit or by the
Freight Forwarder or Customs Broker.
• Textile Declaration
• Any additional document(s) as required by Letter of Credit or other request
Partner Government Documentation Requirements (if applicable)
The following additional document requirements may be required based on the products being shipped.
Toxic Substance Control Act (TSCA)
Certification of any shipment containing a chemical substance, in either bulk or part of a mixture complies with
all applicable rules, or that shipment is not subject to the rules. See
Appendix D
for Supplier TSCA certification
form.
International Logistics Vendor Guide June 2024
FCC Regulated Products (FCC)
Products regulated by the US Federal Communications Commission/FCC are those that emit radiation or a
frequency or have a digital device. In simplistic terms, if the product is used for communication and/or is
electronic and/or emits radiation, then the product is probably regulated by the FCC. Examples, while not
inclusive, are: radios, personal computers, digital cameras, microwaves, cell phones, televisions (plasma, CRT,
and LCD) and memory cards. Information will be needed in order to complete the FCC Form 740 which reports
the information regarding the radio frequency of the device and if it’s capable of causing harmful interference.
See
Appendix H
for FCC Form 740.
FDA Regulated Product (FDA)
Products regulated by the FDA are those that emit radiation; are intended to improve one’s health; are eaten or
drank; are used to eat or drink off of; or are used to cook with. Examples, while not inclusive, are DVD players,
CD players, microwaves, computers with CD or DVD drives, traditional computer monitors (not liquid crystal),
CRT televisions (not plasma or LCD), plates, mugs and cookie jars.
Additionally, the FDA Form 2877 declaration is for electronic products regarding the radiation of DVD and CD
players. This form must be completed by the vendor except for the following fields: port of entry, entry
number, date offertory and importer of records name, title and signature. Meijer will complete "those" fields.
See
Appendix I for
FDA Form 2877.
Medical Device Form (FDA)
FDA 2892 information which states the products medical device number.
Chinese Ceramic Ware Factory Code (CC)
The CC Code must be included on the commercial invoice to indicate that shipments of ceramic are produced
by a manufacturer certified as part of an FDA/China Memorandum of Understanding (MOU).
Lacey Act (APHIS) and Wooden Handicrafts from China
The Lacey Act is broad and includes a wide scope of products including: live plants, plant parts, lumber and
products containing certain plant material or products, which may include certain furniture, tools, umbrellas,
sporting goods, printed matter, musical instruments, products manufactured from plant-based resins, and
textiles.
Meijer has legal responsibility to provide complete and accurate information and to file the Plant & Product
Declaration form with APHIS (Animal and Plant Health Inspection Service) for certain products containing plant
or plant parts. Meijer practices due care by acquiring information from our vendors at the time the order
confirmation is received.
If Meijer’s Customs Broker determines the commodity being imported will be subject to the Lacey Act
requirements or requires a USDA import permit, Meijer Customs Broker will contact the vendor and provide the
vendor with an Agriculture Worksheet to complete. The vendor must provide the scientific names (genus and
species) of the product on the worksheet and return to the Customs Broker within 48 hours. Please find
attached as
Appendix J
the Agricultural Worksheet and Lacey Checklist.
If a USDA import permit is required, the order will be placed on hold until all information is received from the
vendor. This includes an agriculture worksheet, samples (if required), fumigation certificate and an approved
manufacture. The order will be released when the import permit is received.
International Logistics Vendor Guide June 2024
Wood Packaging Material (WPM)
https://www.cbp.gov/sites/default/files/assets/documents/2017-
Nov/Web%20Vers%20%20March%202016%20WPM_TradeOutreachv.2.pdf
U.S. import regulations require that wood packaging material (WPM) used in international trade is to be
treated. Wood packaging material (eg. dunnage, pallets, crates, skids) that are used in supporting, protecting
or carrying an imported item must either be heat treated or subjected to Methyl Bromide Fumigation. This is
to eliminate any pests that may reside in the WPM. Evidence of these treatments is by means of stamped IPPC
markings on at least two sides of the WPM. The IPPC stamp must be visible on the shipping units facing out
for Customs to easily see when opening the container.
Treatment of WPM
a) Heat Treatment (HT)
Wood packaging material should be heated to a minimum wood core temperature of 56 degrees
centigrade for a minimum of 30 minutes.
b) Methyl Bromide (MB) Fumigation
Wood packaging material fumigated with methyl bromide gas.
Marking of WPM
WPM must be marked with the IPPC logo and the two letter ISO code for the country that treated the WPM.
The marking must also include the unique number assigned by the national plant protection organization to
the company responsible for ensuring the WPM was properly treated, and either the abbreviation HT (heat
treatment) or MB (methyl bromide). Evidence of these treatments is by means of stamped IPPC markings on at
least two sides of the WPM. The IPPC stamp must be visible on the shipping units facing out for Customs to
easily see when opening the container.
Booking & Pre-shipment Inspection Requirements for WPM
Meijer requires vendors to inspect and photograph every shipment containing wood packaging material
at the time of booking to ensure the stamped IPPC markings are on at least two sides of the WPM. The
WPM must be marked with the IPPC logo and the two letter ISO code for the country that treated the
WPM. The marking must also include the unique number assigned by the national plant protection
organization to the company responsible for ensuring the WPM was properly treated, and either the
abbreviation HT (heat treatment) or MB (methyl bromide).
At the time of booking, vendor will be required to check the SWPM flag in BDP Smart Vu indicating that
wood packaging is being used AND upload at least 2 photos into BDP SmartVu of the SWPM showing:
Pic 1:
a. IPPC logo
International Logistics Vendor Guide June 2024
b. Two letter ISO code for the country that treated the WPM
c. Marking must also include the unique number assigned by the national plant protection
organization.
Pic 2:
The entire WPM (eg. dunnage, pallets, crates, skids) used for carrying the imported items, so that Meijer
can review whether boards are free of serious imperfections to avoid total pallet failure
This applies to all origin countries. If vendor need to provide additional fumigation certificate or other
related documents to proof compliance, all documents must be in English. Once the photos and
documents are uploaded to SmartVu, BDP’s origin office will immediately inform
[email protected] to review the photos in BDP SmartVu for compliance. The approval
process will normally take 1 – 2 working days. If the photos meet the requirements listed above, then
BDP will confirm the booking in system and release shipping order (S/O), vendor will be approved to
proceed with shipment.
Please note NO booking can be confirmed until vendors upload SWPM photos and approved by Meijer
custom compliance team.
If the photos reveal the SWPM has not been properly marked or pest infestation has occurred, then
shipment will not be allowed to leave the country until corrective actions have been taken.
Wooden Pallet Specification
Please refer to appendix K – Carton Labeling & Pallet Specification
Requirement for Customs Clearance and Partner Government Agencies
As a regulatory requirement for entering product into U.S. Commerce, Meijer has a process in place when we
are the Importer of Record to make sure product has fully cleared Customs and other governmental agencies
prior to moving to our distribution facilities. On any occasions where Meijer is not the Importer, Customs
clearance is the responsibility of the vendor who are acting as the Importer of Record.
As laid out in Meijer’s PO Terms and Conditions, all goods shipped to Meijer shall conform to applicable
specifications, shall be of good material and workmanship and free from defects, contamination, impurity or
adulteration. In addition, goods shall conform to any and all requirements, conditions or provisions of
applicable federal, state, or local law.
If a recall is required to stop product flow due to the results of a regulatory agency exam, the vendor will be
responsible for covering all costs associated with the recall.
Meijer expects that vendors delivering imported goods to Meijer will work with their Customs Broker to
implement a similar process so that merchandise is not delivered unless it is fully cleared by Customs and other
governmental agencies.
International Logistics Vendor Guide June 2024
Carton Markings
See
Appendix K
for full instructions.
Document Presentation for Payment
Upon delivery of the cargo, vendor must submit the commercial documents to the Freight Forwarder and pay
all of the origin charges to the Freight Forwarder. The Freight Forwarder will then issue an electronic
Forwarder’s Cargo Receipt (e-FCR)*. For vendors paid by letter of credit, a second set of documents must be
surrendered to the vendor’s advising bank. Vendors paid by check do not need to send shipping documents to
Meijer Logistics. Invoices for payment by check should be submitted electronically, either through the WEB
Invoice Application or EDI/AS2 connection, based on how you received your Purchase Order. If you have
questions on how you are set up, please contact meij[email protected]m. If you receive PO’s manually, send
your invoice to P.O. Box X, Grand Rapids, MI 49501. No additional documents are required to be sent to Meijer
Logistics.
*Effective from PO to be ship on or after 1 March 2022, electronic freight forwarder receipt (e-FCR) will be
emailed to the booking party within 3 working days after the local charges has been settled. Vendor is no
longer needed to obtain the original copy from BDP origin offices. If original bill of lading (OBL) is required at
origins due to local regulation, then vendors still need to pick up OBL at BDP origin offices.
Letters of Credit – Payment
Meijer has a specific set of guidelines for document presentation. Payment is denied if the documents
presented do not comply with the terms and conditions specified in the Letter of Credit. Questions regarding
the status of payment for Letter of Credit must be directed to the Advising Bank.
• *Note: Late document fee of USD $550.00 will be deducted from the beneficiary’s proceeds on each
draw where the date of receipt of documents, shown on the FCR, is: CY/CY Cargo more than 3 days from
the cargo received date.
• CFS/CY or CFS/CFS Cargo more than 6 days from the Cargo Received Date.
• Shipments where a Certificate of Origin is required, more than 5 days from the on board vessel date.
Import Vendor Booking/Shipping General Guidelines
Key Date Definition:
“PO Arrival Date” is defined as the latest date of the goods must be arrived at Meijer DF.
“Shipment Booking Date”
The vendor is required to book each Meijer PO with the respective freight forwarder (
Appendix A
), a minimum
of 21 days prior to the PO ship date. The booking is to facilitate planning and guarantee space on a specific
vessel to support the PO ship date.
International Logistics Vendor Guide June 2024
“Cargo Ready Date (CRD)”
Cargo ready date (CRD) is defined as the last date cargo is ready for either one of the below:
1. Loading the container for gate-in to the loading port terminal for CY (container yard) shipment
2. Delivering and arriving at the origin warehouse for CFS (container freight station) shipment
Effective from Meijer PO ship date on or after 1 April 2022
Except for Xiamen, CRD is 7 days before Meijer PO ship date for both CY (Container Yard) and CFS (Container
Freight Station) shipments.
For Xiamen, CRD is 10 days before Meijer PO ship date for CFS and keep as 7 days before Meijer PO ship date
for CY shipment
Please understand the above timeline is the LAST day of the cargo to be ready. Meijer still encourages vendors
to ready cargo before the CRD deadline especially during peak season.
“Cargo Receipt Date” is defined as the date that the cargo delivered to the warehouse for CFS shipment or
the laden container return and gate in to the origin port.
Cargo ready date may not always be the same as the cargo receipt date. The actual delivery time may vary
between different origins and different carriers. Vendors should work collaboratively with Meijer’s nominated
freight forwarder origin office to understand the local timeline, to deliver the cargo within the CFS receiving
window or return the laden container directly to port within the CY delivery window that’s assigned by Meijer
nominated carrier as well as based on loading port timeline restriction.
“Documentation Submission Timeline”
The vendor is required to supply the freight forwarder with all applicable documents, within 3 days of carrier CY
cut-off.
- CFS or LCL Shipments: Within 6 days after Cargo Delivery
- Any Documentation (e.g. Country of Origin certificate) that local government/official authority requires on
board date to be shown on the official copy: Within 5 Days after On Board Date
“Safety of Life at Sea (SOLAS) – Container Weighing Regulation"
See
Appendix M
for the vendor memo.
International Logistics Vendor Guide June 2024
PO Management Cycle Timeline (Effective from 1 April 2022)
CANADA Routing Requirements
Import orders from Canada, where Meijer acts as the Importer of Record, have certain requirements that need
to be met to ensure compliance with U.S. Customs regulations.
All vendors must utilize BDP SmartVu (www.bdpinternational.com) for online shipment booking. This is
required for all FOB Origin purchase order terms. This requirement is for both truckload and less than
truckload shipments. BDP SmartVu will serve as the truck routing portal for Meijer shipments. Meijer, or our
freight forwarder, will advise you of the carrier selected for the shipment following the receipt of all required
documents.
o For account setup or other SmartVu questions, send email to:
Meijer.SmartSetup@bdpinternational.com
o The following information is required to set up your account:
o FOB Country (i.e. Canada)
o Shipper Name
o Shipper Address
o Telephone/Fax numbers
o Name (for username creation)
o Email address
o PO Number Example
International Logistics Vendor Guide June 2024
CANADA Document Requirements and General Guidelines
Effective 8/1/17, vendors are required to submit their documents using the BDP SmartVu Documents tool.
Following the submission of your cargo booking/routing request, all vendors must submit the following
information to BDP International in Grand Rapids, MI as soon as the truck is loaded. The receipt of all required
document will allow Meijer’s customs broker to clear U.S. Customs and other government agencies in a timely
manner.
Static Documents (required on every shipment)
• Commercial Invoice (Appendix B) – Created within SmartVu
o Add Beneficiary and Inspection Certificate Statement
• Packing List – Created within Smartvu
• Tractor & Trailer Inspection - 17 Point Checklist (
Appendix G
)
• Bill of Lading
Fax or email all static documents above with Bill of Lading 24 hours prior to shipment to:
1.281.775.3838 or emailed to: [email protected]
At the point the truck is loaded, documents submitted via SmartVu must also be provided to the truck driver.
Shipment Specific Documents
• Trademark Agreement
• NAFTA – North American Free Trade Agreement Certificate of Origin CBP Form 434
Canada General Guidelines:
• Due to compliance issues with small parcel carriers, Meijer does not support small parcel collect
shipments from Canada. All small parcel shipments should be shipped under FOB Destination, Freight
Prepaid terms. Meijer will not be the importer of record for these shipments. Small parcel size
Purchase Orders need to be set up as domestic POs.
• Single shipment per purchase order. Meijer shipments should not exceed a truckload quantity.
If your order exceeds truckload cube or weight restrictions, please contact Meijer Logistics at
logistics.logistics@meijer.com and we will work with Meijer Merchandise Team to resolve this issue.
• Transit time for commodities subject to United States Food and Drug Administration entry approval
must have a minimum of 48 hours from vendor shipping to Meijer receiving. Meijer does not support
an overnight transit time from Canada into our distribution facilities. Orders will not be received into
our facilities until FDA release has been received.
All other terms, conditions, and requirements apply as stated in this guide for Canada shipments.
International Logistics Vendor Guide June 2024
Booking Procedures for Ocean Shipments
The vendor must complete a booking on-line with Meijer’s Freight Forwarder, BDP International at miumium 21
days prior to the PO ship date. Click this link for details on how to get set up with the on-line booking tool.
Also see
Appendix A
for this on-line booking information along with a listing by country of points of contact
for freight forwarder information.
The Vendor must work directly with Meijer freight forwarder, not with the ocean carrier. Delivery of full
containers and LCL is then coordinated between the vendor and the freight forwarder.
Ocean Shipments
All ocean shipments will be arranged based on vendors’ cargo ready date and Meijer PO ship/arrival date
requirement.
Equipment size selection, Full container loads (FCL) and less than container loads (LCL) are selected by the
Meijer Freight Forwarder based on the following guidelines:
MEIJER’S LOAD-ABILITY GUIDELINE (the expected CBM for each FCL (CY/CY) container
*Note: Meijer does not prefer shipping in 20ft due to high freight cost. In case vendor insisted to book 20ft,
then vendor must get Meijer approval before shipment booking and forward Meijer’s approval email to BDP
origin as a proof record. BDP will not release 20ft until receiving Meijer’s approval.
Factory loaded container must be loaded in accordance with US weight limits as follow while the whole
container weight must still be within the above overall weight limit, failure to load within these specifications
will result in additional expense to the vendor.
Note: Any costs which Meijer incurs as a result of containers that do not conform to the above loading and
legal requirements will be charged back to the vendor responsible for loading the container.
lbs Kg Cu.ft CBM
20' Dry Container 8'6'' 38,000 17,237 1000 28
40' Dry Container 8'6'' 42,000 19,051 2000 57
40HC' Dry Container 9'6'' 42,000 19,051 2300 65
45' Dry Container 9'6'' 43,500 19,731 2650 75
Size & Type
Height
Maximum Weight
Volume
U.S. weight limits on the drives and axles are as follows
(Apply to all container sizes):
#1: Tractor front axle 12,000 lbs. / 5,357kg max
#2 & #3: Tractor rear axle 34,000 lbs. / 15,178kg max
#4 & #5: Trailer rear axle 34,000 lbs. / 15,178kg max
- Total gross 80,000 lbs. / 35,714kg max (tractor with container)
International Logistics Vendor Guide June 2024
Full Container Load (FCL) Ocean Shipments
All shipment bookings must be done at least 21 days before the PO ship date. This allows the forwarder having
sufficient time to book space on a vessel and arrange container to be available to the factory in a timely
manner.
For each CY booking, ideally it should be less than 5 containers. However, this is subject to change depending
on how’s the shipping order (S/O) released by the ocean carriers. Meijer’s freight forwarder reserves the right
to request vendors split booking in order to reduce rolling risk under the same S/O and fulfill Meijer’s
allocation strategy with multiple carriers. Besides, each CY booking should only have 1 port of loading, in case
you found items from different origins are group under one Meijer PO, then please work with Meijer buyer to
split the PO for each origin load port.
Vendors must check the condition of the container prior loading to ensure it’s in good condition. Please follow
appendix F to conduct the container inspection and if the result is unsatisfactory, please work with Meijer’s
freight forwarder to change the container immediately. Vendors will be liable for any claims if cargo is loaded
in an unsatisfactory container before sailing.
All factory loaded containers should be floor loaded, or on pallet. Any cargo that is not shipping floor loaded or
on pallet must be pre-approved by Meijer before the shipment booking.
To avoid delays and vendor penalties, vendors are required to deliver containers to the port of origin no later
than the vessel cutoff date of the sailing as specified on the booking confirmation.
For all factory load containers, it must be loaded first by Distribution Facility (DF) if multiple DFs POs involved,
then follow by purchase order and lastly sort by items within each purchase order. In other words, all POs with
the same DF should be loaded together and then follow by all items under the same purchase order are loaded
together.
If supplier didn’t have enough volume but insists to ship a light load CY/CY container, Meijer may charge
vendor for any additional costs associated with dead freight and additional trucking in the US.
Please follow Meijer’s freight forwarder’s final instruction as they will base on the overall actual cargo situation
to work this out with Meijer logistics team.
Container Freight Station (CFS) - Consolidation of Less than Container Load (LCL) Ocean Shipments
The vendor must transfer finished goods to Meijer specified freight forwarder facility. The freight forwarder is
responsible for consolidating multiple vendor orders into full container shipments based on expected delivery
date. The freight forwarder is responsible for moving freight to the port for exportation.
The use of the consolidator’s facility requires timeliness on the part of each factory. A factory delay can set the
entire shipment off schedule, resulting in additional warehouse charges, storage charges, dead freight cost of
original planned container, discrepancies to the Letter of Credit and penalties, all the additional cost will be
charged to the vendor. To avoid delays, vendors are required to deliver the finished goods to the consolidator
by cut off times specified on the booking confirmation.
International Logistics Vendor Guide June 2024
Local consolidation fees are for the account of the origin vendor. Types of fees can include (but are not limited
to):
1. CFS Receiving Charge
2. Documentation Fee
3. Handling Fee
4. CY THC
Air Shipments - Only on Exception Basis
Air freight as a mode of transportation for Meijer cargo is only used on an exception basis.
Air freight can be arranged by one of the below:
o Pre-paid – air freight charges paid to the Meijer Distribution Facility by the vendor.
o Pre-paid with Ocean/Air difference – air freight charges prepaid by vendor and ocean freight
charges invoiced by vendor back to Meijer. The vendor should contact International Logistics for
ocean freight costs to invoice.
o Collect – air freight charges paid by Meijer with pre approval from Meijer
*Note: Commercial invoices may only include up to 30 purchase orders.
1. CRD should be at least 2 working days before Meijer PO ship date for air shipment (for peak season,
CRD need to be 5 working days in advance, for details, pls check with BDP origin upon booking
submission)
2. Submit full set AF documents to Freight Forwarder BDP at least 2 working days before CRD
3. Documents must be approved by Meijer before cargo uplift upon completing th below:
a. inspected by the Customs Broker to ensure all required documentation have been provided for
clearing US Customs.
b. Meijer Customs Compliance to review commercial invoice accuracy. The commercial invoice will
be compared to the PO to ensure all unit prices match and any allowances or other additions to
the price payable are reported to Customs.
4. For prepaid AF shipment, air quotation need to be confirm within 24 hours upon receipt and payment
MUST be settle before cargo uplift
FREIGHT WILL NOT FLY UNTIL:
1. THE DOCUMENTS ARE REVIEWED AND APPROVED BY CUSTOMS BROKER AND MEIJER
CUSTOMS COMPLIANCE .
2. AIR FREIGHT CHARGE IS FULLY SETTLED FOR PREPAID SHIPMENT
The vendor must contact the freight forwarder to confirm and book the shipment. The vendor is to use a
Meijer nominated air freight forwarder. Vendors that fail to follow this instruction will be responsible for the
move to our “door”. This includes U.S. customs clearance and duties, as under the international incoterm DDP
– Deliver Duties Paid Meijer Distribution Facility.
Vendors must ensure that orders are on board an aircraft by the ship dates as listed on the purchase order.
Visa product must have the original visa present at the time of cargo presentation; otherwise, the cargo will not
be loaded for shipment.
International Logistics Vendor Guide June 2024
Cargo Manifest Requirements
In compliance with U.S. Customs and Border Protection’s 24-Hour Rule, the following information must be
supplied by all vendors to Meijer freight forwarder 72 hours before vessel’s close day. Failure to do so will
result in delayed shipments and penalties up to $10,000. If this occurs, any expenses, penalties, or other
monetary ramifications will be charged back to the vendor for failure to comply.
Manifest Data for CFS/CY Consolidation Boxes must be entered into the Freight Forwarding System within 3
days of Container Stuffing.
For cargo originating in Central America, the manifest will be entered within 48 hours after the containers are
“Confirmed on Board”.
For CY/CY Containers, excluding Central America, the Container Load Plan must be provided by Vendor to the
Freight Forwarder within 24 hours prior to vessel closing. Failure to do so will result in Meijer penalizing the
Vendor US$250 per occurrence.
For cargo originating in Central America, the Container Load Plan must be provided 3 days prior to container
pick up from the factory. Required information to be presented to forwarder 24 hours before vessel close day.
* Note: For Central America, this is required prior to container pick up at factory.
• Complete name and address of consignee. This information must accurately reflect the party who will be
receiving the merchandise.
• Detailed cargo description. No generic descriptions are allowed, such as FAK or "general cargo" and "said
to contain." Such categorical descriptions, such as "stuffed toy" or "electronics," are likewise insufficient.
• Container numbers.
• Seal numbers.
CTPAT Supply Chain Security Requirements
Meijer CTPAT Security program is based on risk assessment within the supply chain and takes into account
guidelines from U.S. Customs. All of Meijer supply chain business partners are required to be CTPAT compliant.
CTPAT Factory Security Process
All import business partners are required to set up an account through BSI’s Supplier Compliance Manager
(SCM) Portal. Meijer will send an invitation to the contact person to iniatiate this process. An on-line factory
self-assessment or an on-site audit will be required prior to the vendor booking the PO for shipment and is
based on the business partner’s country risk rating.
• Low Risk Rating Country: If a factory is located in a country with a low risk rating (1, 2, or 3) the factory will be
required to complete a self-assessment through the SCM Portal within two weeks of the request and prior to
the vendor completing the booking. If a factory fails to complete a self-assessment prior to booking the PO for
shipment, import purchase orders will be placed on hold until it is completed. This includes ALL Meijer
purchase orders from this vendor. If a factory fails a self assessment an onsite audit may also be requested at
the expense of the factory. Online self-assessments completed through the SCM portal are valid for one year.
International Logistics Vendor Guide June 2024
• High Risk Rating Country: If the factory is located in a country with a high risk rating (4 or 5) and a current
Supplier Compliance Audit Network (SCAN) audit does not exist on file, an on-site security audit will be
conducted through SCAN. A third party audit firm will coordinate the scheduling and payment of the on-site
security audit directly with the factory. On-site audits require 45 - 60 days to coordinate from request date.
On-site audits will need to be completed within one month of the request and prior to the order being
booked. If not completed within that time frame import purchase orders will be placed on hold. This includes
ALL import purchase orders from this vendor. . The SCAN Audit is valid for one year unless the below
criteria are met, in which case the audit is valid for two years:
- Your audit compliance score is ≥ (greater than or equal to) 95% AND all Corrective Actions are addressed
- Your audit compliance score is ≥ 85% - 94% AND country security risk is Low, Guarded, or Elevated AND all
Corrective Actions are addressed
Onsite Audit Cost to the Factory:
International Logistics Vendor Guide June 2024
Country Risk Rating Chart:
Note: The Meijer CTPAT Country Risk Rating chart is assessed each Meijer Fiscal Quarter. Risk rating
and audit type is subject to change. If you are shipping from a country not listed on this chart, please
contact customs.compliance@meijer.com.
Failed Audit: Meijer requires a minimum overall score of 75% on the SCAN on-site audit and the self-
assessment. If a factory receives a score below 75%, ALL orders for the vendor will be placed on hold until the
factory completes Corrective and Preventative Actions (CAPAs) to bring their score to a 75% or higher.
*Note: The CTPAT audit/evaluation process can only be waived for the following reasons:
• Vendor is CTPAT certified and accepts monitoring by Meijer through the CTPAT portal.
• Vendor is part of a Mutual Recognition Arrangement and provides their program certificate to
verify that they have been accepted into their government program.
International Logistics Vendor Guide June 2024
Vendors should notify Meijer Customs Compliance: customs.compliance@meijer.com any time a new factory is
used to produce Meijer product. If a factory is not reported to Meijer prior to shipping, it will be identified
during the booking confirmation and ALL import purchase orders for the vendor will be placed on hold until
CTPAT compliant.
CTPAT Random Factory Audits
Meijer Customs Compliance will also be performing additional verification on selected “low risk” factories each
period. Procedures and pictures will be requested to substantiate the answers provided on the self-
assessment. This will help ensure factories have appropriate security measures in place. Vendors will have two
weeks from the request date to respond to Meijer Customs Compliance with the appropriate documentation
and pictures. If during this verification we find inadequate security controls are in place at a low risk factory, an
on-site security audit will be conducted through SCAN at the factory’s expense. If you have any questions, feel
free to contact customs.compliance@meijer.com
Business Partner Security Recommendations/Guidelines
Meijer business partners are asked to develop and implement a sound plan to enhance security procedures.
These are general recommendations that should be followed on a case by case basis depending on the
company's size and structure and may not be applicable to all. The company should have a written security
procedure plan in place that addresses the following criteria:
International Logistics Vendor Guide June 2024
Corporate Security:
As part of the corporate security focus area, upper level management are held accountable to ensure CTPAT is
implemented in a sustainable manner and includes criteria on business continuity. Accountability across
departments by establishing a companywide culture of security, implementing a system of checks and
balances, expanding cybersecurity protocols, and training personnel on supply chain security best practices are
required.
Transportation Security:
The transportation security focus area relates primarily to the physical movement and handling of goods
throughout the supply chain. The required processes and procedures include:
• Ensuring import and export processes follow security protocols and all paperwork is secured;
• Conducting inspections of Instruments of International Traffic such as containers, trailers, and Unit Load
devices (ULDs);
• Complying with security seal protocols;
• Maintaining operational security of cargo in transit.
New criteria added, Agricultural Security, aims to prevent the international supply chain from agricultural pests
and contaminants.
People and Physical Security:
The people and physical security focus area encompass well known criteria for securing facilities and training
personnel. The education of employees is a key component of the criteria, and as such, training of personnel
on the importance of security is now a program requirement. Criteria governing the use of security technology
– such as security cameras and intrusion alarms – have been added or expanded, but are only applicable to
companies utilizing this type of technology to secure their facilities.s Areas
Security controls should include:
• A designated security officer to supervise the introduction/removal of cargo.
• Properly marked, weighed, counted, and documented products.
• Procedures for verifying seals on containers, trailers, and railcars.
• Use of high security seals as per
Appendix
E
in the Vendor Factory Load Letter.
• Seal Changes need to be reported to Meijer within 48 hours of occurrence.
• Procedures for detecting and reporting shortages and overages.
• Procedures for tracking the timely movement of incoming and outgoing goods.
• Proper storage of empty and full containers to prevent unauthorized access.
• Procedures to notify Customs and other law enforcement agencies in cases where anomalies or illegal
activities are detected or suspected by the company.
• Personnel Security: Companies should conduct employment screening and interviewing of prospective
employees to include periodic background checks and application verifications.
• Education and Training Awareness: A security awareness program should be provided to employees
including recognizing internal conspiracies, maintaining product integrity, and determining and addressing
unauthorized access. These programs should encourage active employee participation in security controls.
International Logistics Vendor Guide June 2024
(Domestic Imports) DDP Ocean Container Seal Validation Process
“Domestic Imports” happen when the vendor is responsible to deliver the product from overseas to our
distribution facility and clear the goods through US Customs. Although the goods arrive in an ocean container
and there is no physical distinction, Meijer is not the importer of record. It is Meijer’s policy to quarantine all
containers that have seal discrepancies, no data found in the Meijer system, or a non-high security seal.
Since Meijer is not the importer of record, a domestic import would not go through Meijer’s import processes
and we would not have any information on file for a domestic import container. Therefore when a domestic
import container arrives at our facility it would be placed in the quarantine area.
For these types of shipments where Meijer is not the importer of record and the vendor is coordinating the
importation of the product all the way to the Meijer distribution facility, Meijer requires vendors to supply
Customs Compliance and Inbound Logistics with a packing list and bill of lading prior to arrival. Please send to
customs.compliance@meijer.com and logistics.logi[email protected].
Customs Compliance will then validate the seal information and communicate with Meijer Asset Protection the
release of these containers from the quarantine area.
Imports and Vendor Non-Compliance Penalties and Debits
• Failure to use Meijer designated service providers will result in the vendor having to arrange for
shipment to the Meijer door. Vendor will provide all customs and other government agency clearance
and all costs associated with the shipment.
• All charges associated with overweight containers will be charged back to the vendor. Potential charges
include: chassis fees, additional drayage cost, detention, and fines, trans-loading and additional
handling cost.
• U.S. Customs may issue an Importer Security Filing penalty in the amount of $5000 for incorrect or
delayed submissions.
• Delay in clearance caused by late or incorrect documentation will be charged a per PO fee and could
incur detention or storage charges.
• Storage charges incurred at origin caused by late or missing information requested by Meijer’s Customs
Broker needed to classify items for U.S Customs, will be charged to the vendor.
Debits to be enforced for Non-compliance on Imports
• Penalties for incorrect labeling/PO association:
o $125.00 when carton marking reflects the incorrect DF location
o $225.00 for failure to load container sorted by Meijer P.O. and Meijer Destination
• $250 penalty for failure to provide container load plan within 24 hours after loading
• $550 penalty for late or incorrect documentation that caused a delay in customs clearance, in addition
to any storage or detention fees incurred.
• $200 for an incorrect visa
• $500 for partial shipment per purchase order – Orders shipped on multiple bills of lading or orders that
are not shipped complete.
• $75 ($25 administrative fee + $50 entry correction fee) penalty per invoice for commercial invoice errors
• $500 minimum or 3% of PO value deducted for late shipment per purchase order
International Logistics Vendor Guide June 2024
Appendix A –On-Line Booking Tool & Country List of Freight Forwarders
Online Booking Tool:
https://www.bdpsmart.com/login
Freight Forwarder Point of Contact by Country:
https://www.bdpinternational.com/locations
Appendix B - Commercial Invoice Requirements
Vendors must create the commercial invoice and packing list in standardized Meijer format within the BDP
SmartVu Documents tool.
The commercial invoice that accompanies each shipment and is used to achieve US Customs Clearance. Meijer
wants to assure that invoices received from our vendors are in English, detailed in describing the product in full,
correct in detailing the price paid, list all the incidental charges, and correctly describe the terms of sale. The
following are required on all commercial invoices. It is the responsibility of the buying agent, or if no buying
agent, Meijer Merchandising to communicate this information to our vendors.
1. Unique Invoice Number.
2. Seller name and address.
3. Exporter name and address
4. Name and address of the factory producing the goods. If there are multiple manufacturers, please specify
which items go with the appropriate manufacturer.
5. If a fabric product, provide fabric manufacturer name and address.
6. Meijer name and address.
7. Detailed description of the merchandise with identifying product code, plus grade and quality (if appropriate).
The information needs to be in sufficient detail to permit classification in the HTSUS.
8. UPC or Item Number.
9. Currency. Must be in US Dollars.
10. Invoice quantity. Be sure to indicate the unit of quantity such as lbs., kg, m.t., etc.
11. Unit cost and total value. The value on the commercial invoice must match the total amount that will be paid
to the vendor. Exceptions must be referred to the Customs Manager for review.
12. Terms of sale. Make sure that the terms of sale are stated clearly. The majority of our shipments are terms
of sale are FOB (foreign port).
13. Charges. These need to be itemized by name and amount. Meijer does not require or expect that the
international freight and insurance charges will be on the invoice. The Customs Broker reports this
information on the 7501.
14. Country of Origin. Manufacturing Country
15. Discounts and credits. It must be indicated what the discount or credit was for. This will help with
determining if the item is dutiable or non-dutiable.
16. US components that have been incorporated into the goods. If any U.S. components sent overseas (these
must be items that are U.S. country of origin) indicate this fact with the value of the component. In addition,
indicate the cost to ship the component to the supplier.
17. Commercial invoice must be in English, or an English translation provided.
International Logistics Vendor Guide June 2024
18. Packing/marking details. This must be in English or an English translation and indicate what is in each carton
of the shipment. The Customs Inspector must know what is supposed to be in a carton before it is opened.
19. Statements. Beneficiary and Inspection Certificate statements. If the statements are not added to the
commercial invoice seperate documentation must be submitted for each statement.
Commercial Invoice Example
Appendix C – Order Confirmation Instructions
https://vendornet.meijer.com/ShippingDelivery/Section/OrderConfirmation-222
International Logistics Vendor Guide June 2024
Appendix D – Toxic Substance Control Act Certification (TSCA)
Toxic Substance Control Act Certification
19 CFR 12.121 (Exporter’s Copy)
Check the appropriate statement:
I certify that all chemical substances in this shipment comply with all applicable rules or orders under TSCA
and that I am not offering a chemical substance for entry in violation of TSCA or any applicable rule or
order thereunder.
I certify that all chemical substances in this shipment are not subject to TSCA.
Date:
Signature of Exporter:
Print or Type Name & Title:
Company Name & Location:
List products covered by this certification, with the Chemical/Ingredient name and CAS# on the
following page. If an ingredient is proprietary, list “Proprietary” in the Chemical/Ingredient Name
Field.
International Logistics Vendor Guide June 2024
Chemicals Covered by this Certification
PO#
Product Name
Meijer
PID
Meijer
UPC
Ingredient/Chemical Name
CAS#
Chemical
Weight %
International Logistics Vendor Guide June 2024
Appendix E- Vendor Factory/CFS Load Letters
(1) CY Load Letter
Dear Meijer Vendor of a CY Load:
You have just contacted our freight forwarder (consolidator), ____________, to make a booking for goods which will be
shipping in the near future. Meijer has outlined strict guidelines for our freight forwarder to follow on all shipments for
Meijer. Your adherence to these guidelines is required.
Container Loading and Inspection:
Prior to loading, all containers must be inspected by the manufacturer/shipper to ensure the physical integrity of the
container. There are seven areas of the container that must be inspected prior to loading: front wall, left side, right side,
floor, ceiling, roof, inside and outside of doors, and undercarriage. The manufacturer must also ensure the reliability of the
locking systems of the doors. Vendors are responsible for rejecting equipment that has holes or other anomalies that
could potentially damage loaded products or other containers. Vendors will assume responsibility for damages as a result
of not following this instruction. The attached form should be used to perform this inspection. This form is to be signed
and dated and included in your documents that are presented to the freight forwarder.
Vendor loading of containers is a privilege which enables the vendor to keep CFS costs to a minimum. Meijer vendors
who load containers need to be aware of the Meijer Container Loading rules and strictly comply with the U.S. weight limits
on the drives and axles as listed below. For all factory load containers, it must be loaded first by Distribution Facility (DF) if
multiple DFs POs involved, then follow by purchase order and lastly sort by items within each purchase order. In other
words, all POs with the same DF should be loaded together and then follow by all items under the same purchase order
are loaded together. In case you foresee this loading sequence will break the US drive and axles weighing rules due to the
cargo weight of each PO is significantly different from each other, then please rework your container load plan and inform
Meijer Freight Forwarder that you need to override this loading instruction before shipment. Otherwise, vendor is liable for
any extra costs associated with failing to follow the loading requirements.
In preparation for a U.S. Customs or other government agency examination, one carton of each style, lot number, or item
must be loaded on the rear of the container.
Note: Meijer does not accept less than full vendor packs. Meijer will not pay you for any cartons containing less than a
vendor pack.
Container Loadibility (Weight and Cube):
The following are the established guidelines for Meijer containers. We recognize that specific commodities may require
exceptions to these guidelines. Meijer’s freight forwarder will handle requests for exceptions to these guidelines at the
container level. The U.S. has strict weight limit laws. You must comply the with the axle weight limits established in the
United States. The weight must be evenly distributed in the container according to these axle limits while the whole
container weight must still be within the overall weight limit that listed in the table.
lbs Kg Cu.ft CBM
20' Dry Container 8'6'' 38,000 17,237 1000 28
40' Dry Container 8'6'' 42,000 19,051 2000 57
40HC' Dry Container 9'6'' 42,000 19,051 2300 65
45' Dry Container 9'6'' 43,500 19,731 2650 75
Size & Type
Height
Maximum Weight
Volume
International Logistics Vendor Guide June 2024
Any costs which Meijer incurs as a result of containers that do not conform to the above loading and legal requirements
will be charged back to the vendor responsible for loading the container.
Wood Packaging Material (WPM) (dunnage, pallets, crates, skids)
U.S. import regulations require wood packaging material (WPM) used in international trade is to be treated. Wood
packaging material (dunnage, pallets, crates, skids) used in supporting, protecting or carrying an imported item must
either be heat treated or subjected to methyl bromide fumigation. This is to eliminate any pests potentially residing in the
WPM.
Treatment of WPM
a) Heat Treatment (HT)
Wood packaging material should be heated to a minimum wood core temperature of 56 degrees
centigrade for a minimum of 30 minutes.
b) Methyl Bromide (MB) Fumigation
Wood packaging material fumigated with methyl bromide gas.
Marking of WPM
WPM must be marked with the IPPC logo and the two letter ISO code for the country that treated the WPM. The marking
must also include the unique number assigned by the national plant protection organization to the company responsible
for ensuring the WPM was properly treated, and either the abbreviation HT (heat treatment) or MB (methyl bromide).
Evidence of these treatments is by means of stamped IPPC markings on at least two sides of the WPM. The IPPC stamp
must be visible on the shipping units facing out for Customs to easily see when opening the container.
Booking & Pre-shipment Inspection Requirements for WPM
Meijer requires vendors to inspect and photograph every shipment containing wood packaging material at the time of
booking to ensure the stamped IPPC markings are on at least two sides of the WPM. The WPM must be marked with the
IPPC logo and the two letter ISO code for the country that treated the WPM. The marking must also include the unique
number assigned by the national plant protection organization to the company responsible for ensuring the WPM was
properly treated, and either the abbreviation HT (heat treatment) or MB (methyl bromide).
At the time of booking, vendor will be required to check the SWPM flag in BDP Smart Vu indicating that wood packaging
is being used AND upload at least 2 photos into BDP SmartVu of the SWPM showing:
Pic 1:
1. IPPC logo
U.S. weight limits on the drives and axles are as follows:
(Apply to all container sizes)
#1: Tractor front axle 12,000 lbs. / 5,357kg max
#2 & #3: Tractor rear axle 34,000 lbs. / 15,178kg max
#4 & #5: Trailer rear axle 34,000 lbs. / 15,178kg max
- Total gross 80,000 lbs. / 35,714kg max (tractor with container)
International Logistics Vendor Guide June 2024
2. Two letter ISO code for the country that treated the WPM
3. Marking must also include the unique number assigned by the national plant protection organization.
Pic 2:
The entire WPM (eg. dunnage, pallets, crates, skids) used for carrying the imported items, so that Meijer
can review whether boards are free of serious imperfections to avoid total pallet failure
This applies to all origin countries. If vendor need to provide additional fumigation certificate or other related documents
to proof compliance, all documents must be in English. Once the photos and documents are uploaded to SmartVu, BDP’s
origin office will immediately inform Customs.Complia[email protected] to review the photos in BDP SmartVu for
compliance. The approval process will normally take 1 – 2 working days. If the photos meet the requirements listed above,
then BDP will confirm the booking in system and release shipping order (S/O), vendor will be approved to proceed with
shipment.
Please note NO booking can be confirmed until vendors upload SWPM photos and approved by Meijer custom
compliance team.
If the photos reveal the SWPM has not been properly marked or pest infestation has occurred, then shipment will not be
allowed to leave the country until corrective actions have been taken.
Container Seal Requirements Manufacturer/Shipper
The manufacturer shall be responsible for the sealed container/trailer until such a time as the freight forwarder or ocean
carrier assumes control. Seals are to be affixed at manufacturer point of origin (loading). Seals will be of the high security
type as per ISO guidelines (ISO/PSA 17712, Freight Containers-Mechanical Seals), adopted May 2003.
The manufacturer is to provide verifiable security systems for cargo storage and handling facilities and container yards in
order to prevent the improper manipulation and transportation or handling of cargo and/or containers/trailers. The
manufacturer shall safeguard the use of seals and maintain a log of seal numbers issued and used. The manufacturer shall
also ensure that all manifests and/or bills of lading or other documentation (including electronic data transmissions)
submitted for cargo to be shipped are complete and includes all pertinent seal information.
Seals are to be affixed by a responsible, designated representative of the manufacturing entity. (NOTE: A responsible,
designated representative is defined as an employee who maintains a position of trust (i.e. security personnel) within the
business and has received appropriate instruction and training in the proper use and application of high security seals).
Access to seals will be strictly controlled by the responsible party and shall be issued at random in order to avoid seals
being affixed in sequential order. Seals shall be stored in a secure location (locked cabinet, safe, etc.) until such a time as
their use is warranted. Access to such secure locations must be restricted to those parties responsible for the inventory
and affixing of seals. A log must be maintained in order to account for all seals under the control of the manufacturer.
Several Meijer destinations are cross-docks where the container is unloaded by Meijer on one side of the building and
goes out to our stores via a conveyor belt on the other side of the building. To support these fast paced facilities, Meijer
must have the containers loaded in an orderly fashion, as outlined above, and we must have accurate information on how
the containers are being loaded which you will provide the freight forwarder on the Loading Diagram.
Additionally, Meijer buyers and International Logistics need item level tracking. Your support of providing the information
to the freight forwarder will enable us to access tracking information at the earliest stage in the supply chain.
International Logistics Vendor Guide June 2024
Documentation:
Please create the full set of documents in SmartVu document template via the freight forwarder system on the earliest
possible date, but no later than 72 hours after the carrier’s CY closing. The freight forwarder will begin to contact you on
the 4
th
day after the vessel sails to determine document status if you have not delivered your documents. They will also
contact you every other day until the documents are received. Meijer and the Buying Agent will be part of each contact,
since we need to track document receipt progress closely.
With fast vessels and clearing of U.S. Customs when the goods hit the first U.S. port, there is a need for Meijer to receive
the documentation as soon as possible.
Please keep in mind the goods do not meet the needs of the buyer until we receive the complete set of documents
and clear U.S. Customs.
U.S. Customs 24 hours AMS ruling:
U.S. Customs requires strict adherence to cargo declaration prior to the vessel sailing. Complete details of the cargo
declaration must be submitted to BDP 72 hours before the carrier’s CY closing. Failure to present proper documentation
details timely results in rejection of bookings and shipment. All fees and charges incurred due to the failure in meeting this
timeline will be under the vendor’s account.
Thank you for your cooperation on the guidelines outlined in this document. Please return a signed copy of this
agreement to the freight forwarder. Booking with not be arranged until this document is received by the freight
forwarder.
Sincerely,
Meijer, Inc.
Candy Tam
GSO Senior Logistics Manager
Phone: 852.29167114
E-mail: [email protected]
Accepted & Understood: _____________________________________________________________
Company Stamp & Signature _______________________________________________________
Appendix E- Vendor Factory/CFS Load Letters
(2) CFS Load Letter
Dear Meijer Vendor for a CFS LOAD:
International Logistics Vendor Guide June 2024
You have just contacted our freight forwarder (consolidator), ____________, to make a booking for goods which will be
shipping in the near future. Meijer has outlined strict guidelines for our freight forwarder to follow on all shipments for
Meijer. Your adherence to these guidelines is required.
Note: Meijer does not accept less than full vendor packs. Meijer will not pay you for any cartons containing less than a
vendor pack.
U.S. import regulations require that wood packaging material (WPM) used in international trade is to be treated. Wood
packaging material (dunnage, pallets, crates, skids) that are used in supporting, protecting or carrying an imported item
must either be heat treated or subjected to Methyl Bromide Fumigation. This is to eliminate any pests that may reside in
the WPM. Evidence of these treatments is by means of stamped IPPC markings on at least two sides of the WPM. The
IPPC stamp must be visible on the shipping units facing out for Customs to easily see when opening the
container.Treatment of WPM
a) Heat Treatment (HT)
Wood packaging material should be heated to a minimum wood core temperature of 56 degrees centigrade for a
minimum of 30 minutes.
b) Methyl Bromide (MB) Fumigation
Wood packaging material fumigated with methyl bromide gas. of WPM
WPM must be marked with the IPPC logo and the two letter ISO code for the country that treated the WPM. The marking
must also include the unique number assigned by the national plant protection organization to the company responsible
for ensuring the WPM was properly treated, and either the abbreviation HT (heat treatment) or MB (methyl bromide).
Evidence of these treatments is by means of stamped IPPC markings on at least two sides of the WPM. The IPPC stamp
must be visible on the shipping units facing out for Customs to easily see when opening the container.
Meijer requires vendors to inspect and photograph every shipment containing wood packaging material at the time of
booking to ensure the stamped IPPC markings are on at least two sides of the WPM. The WPM must be marked with the
IPPC logo and the two letter ISO code for the country that treated the WPM. The marking must also include the unique
number assigned by the national plant protection organization to the company responsible for ensuring the WPM was
properly treated, and either the abbreviation HT (heat treatment) or MB (methyl bromide).
At the time of booking, vendor will be required to check the SWPM flag in BDP Smart Vu indicating that wood packaging
is being used AND upload at least 2 photos into BDP SmartVu of the SWPM showing:
Pic 1:
4. IPPC logo
5. Two letter ISO code for the country that treated the WPM
6. Marking must also include the unique number assigned by the national plant protection organization.
Pic 2:
The entire WPM (eg. dunnage, pallets, crates, skids) used for carrying the imported items, so that Meijer
can review whether boards are free of serious imperfections to avoid total pallet failure
This applies to all origin countries. If vendor need to provide additional fumigation certificate or other related documents
to proof compliance, all documents must be in English. Once the photos and documents are uploaded to SmartVu, BDP’s
origin office will immediately inform Customs.Complia[email protected] to review the photos in BDP SmartVu for
compliance. The approval process will normally take 1 – 2 working days. If the photos meet the requirements listed above,
then BDP will confirm the booking in system and release shipping order (S/O), vendor will be approved to proceed with
shipment.
International Logistics Vendor Guide June 2024
Please note NO booking can be confirmed until vendors upload SWPM photos and approved by Meijer custom
compliance team.
If the photos reveal the SWPM has not been properly marked or pest infestation has occurred, then shipment will not be
allowed to leave the country until corrective actions have been taken.
Item Tracking:
Meijer buyers and International Logistics need item level tracking. Your support of providing the information to the
freight forwarder will enable us to access tracking information at the earliest stage in the supply chain.
Please create the full set of documents in SmartVu document template via the freight forwarder system on the earliest
possible date, but no later than six days after cargo delivery. The freight forwarder will begin to contact you on the 7
th
day
after cargo delivery to determine document status if you have not delivered your documents. They will also contact you
every other day until the documents are received. Meijer and the Buying Agent will be part of each contact, since we need
to track document receipt progress closely.
With fast vessels and clearing of U.S. Customs when the goods hit the first U.S. port, there is a need for Meijer to receive
the documentation as soon as possible.
Please keep in mind the goods do not meet the needs of the buyer until we receive the complete set of documents
and clear U.S. Customs.
U.S. Customs 24 hours AMS ruling:
U.S. Customs requires strict adherence to cargo declaration prior to the vessel sailing. Complete details of the cargo
declaration must be submitted to BDP 72 hours before the carrier’s CY closing. Failure to present proper documentation
details timely results in rejection of bookings and shipment. All fees and charges incurred due to the failure in meeting this
timeline will be under the vendor’s account.
Thank you for your cooperation on the guidelines outlined in this document. Please return a signed copy of this
agreement to the freight forwarder. Booking with not be arranged until this document is received by the freight
forwarder.
Sincerely,
Meijer, Inc.
Candy Tam
GSO Senior Logistics Manager
Phone: 852.29167114
E-mail: [email protected]
Accepted & Understood: Company Stamp & Signature
____________________________________ _____________________________________________
Appendix F – Container Inspection – Seven Point Checklist
MEIJER Container Inspection & Seal Information
Container #___________________________
International Logistics Vendor Guide June 2024
Seal # _________________________________________
Seals must be ISO 17712:2013 High Security Seals
Seals must be placed on the right hand door on the hasp with the welded rivet, after stuffing is complete.
Seals numbers are to be applied randomly to containers.
The physical and environmental integrity of the container structure must be verified prior to stuffing to ensure that it is free of
holes or other anomalies that would damage loaded products or other containers.
o Front wall
o Left side
o Right side
o Floor/Ceiling
o Inside/Outside Doors
o Outside/Undercarriage/Roof
Verify that the container is free of holes or anomalies on the outside that may have been missed on the inside inspection.
Verify that the goods contained in the container will be protected from the elements.
Seals are much more vulnerable to tampering when they can be manipulated prior to application
and closing of container. Seals should never be handled by unauthorized/untrained individuals.
Partners can minimize seal tampering by establishing a seal integrity process.
The below VVTT Seal Verification and Inspection Process should be used:
V = View Seal and Containers Locking Mechanism
V = Verify Seal Number for Accuracy
T = Tug on seal to ensure it is affixed properly
T= Twist and Turn Seal to ensure it does not unscrew
Company Name:
______________________________________________________
Inspection Performed By:
______________________________________________________ DATE: __________________
Signature of Company Representative:
______________________________________________________
***Any Changes in the Seal Number after stuffing must be reported to Meijer [email protected] and
their designated Freight Forwarder/BDP within 48 hours from the change.***
Suggested Actions for the 7 Point Container Inspection
International Logistics Vendor Guide June 2024
All vendors are responsible for inspecting the containers for integrity prior to stuffing. Below are some
suggestions on what to look for and how to conduct the 7 point inspection to prevent the introduction of
unauthorized articles.
Please provide page 1 with your documents provided to Meijer designated Freight Forwarder.
Front Wall:
Make sure blocks and vents are visible
Tap Front wall with an object to listen for a hollow sound.
Use a Range finder, measuring tape, and/or string to determine the length of the container matches.
Left/Right Sides:
Repairs on the walls on the inside of the container must be visible on the outside
Tap side walls with an object to listen for a hollow sound.
Floor:
Floor should be flat no step up to get inside
Ceiling/Roof:
Tap the ceiling with an object to listen for a hollow sound.
Make sure blocks and vents are completely visible.
Inside the Container:
Inspect for anything that may damage product loaded onto it.
For example standing water or a hole that could let water into the container.
Outside/Inside Doors:
Secure and reliable locking mechanisms
Inside doors should have cavities on the top and bottom of the door.
• Verify that the container is free of holes or anomalies on the outside that may have been missed on the
inside inspection.
• Verify that the goods contained in the container will be protected from the elements.
Undercarriage:
Support Beams should be visible
Attaching the High Security ISO/PAS 17712: 2013 High Security Seal:
Only designated authorized employees must distribute and affix container seals for integrity purposes.
• After the seal is affixed to the container, an authorized employee should make sure that the
seal is secure by pulling down on it.
• Seals numbers are to be applied randomly to containers.
• Seals are to be affixed at the bottom of the container so as not to break off easily.
Appendix G – Canada and Landed Border Tractor & Trailer Inspection
Canada and Landed Border
International Logistics Vendor Guide June 2024
17 Point Tractor & Trailer Inspection & Seal Information
Trailer #___________________________
Seal # ___________________________________
The Seal Number must be the ISO/PAS 17712:2013 High Security seal placed on the right hand door on the hasp
with the welded rivet, after stuffing is complete. Seals numbers are to be applied randomly.
The physical and environmental integrity of the trailer structure prior to stuffing must be verified to ensure that it is free
of holes or other anomalies that would damage loaded products or other containers.
16. Refrigerated Unit (if applicable) 14. Ceiling/Roof 12. Inside/Outside Doors
17. Exhaust 15. Front Wall 13. Side Walls
1. Bumper 3. Tires 5. Fuel Tanks 7. Air Tanks 9. Fifth Wheel 11. Floor (inside)
2. Engine 4. Floor 6. Cab 8. Drive Shafts 10. Outside/Undercarriage
The below VVTT Seal Verification and Inspection Process should be used:
V = View Seal and Containers Locking Mechanism
V = Verify Seal Number for Accuracy
T = Tug on seal to ensure it is affixed properly
T= Twist and Turn Seal to ensure it does not unscrew
Inspection Performed By:
____________________________________________________________
Name of Company
____________________________________________________________
Signature of Company Representative
____________________________________________________________
Date
____________________________________________________________
***Any Changes in the seal number after stuffing must be reported to Meijer Custom[email protected] and their
designated Freight Forwarder within 48 hours from the change.***
Canada & Landed Border 17 Point Tractor & Trailer Inspection Process
International Logistics Vendor Guide June 2024
A 17-point Tractor & Trailer Inspection Process is required for all trucks and trailers crossing the border into the
US from foreign origins such as Canada or Mexico. Import vendors are responsible for inspecting and verifying
the physical for integrity of the trailer structure prior to stuffing, including the reliability of the locking
mechanisms of the doors. Below are some suggestions on what to look for and how to conduct the 17 point
inspection to prevent the introduction of unauthorized articles.
Please provide page 1 with your documents provided to Meijer designated Freight Forwarder.
1.) Bumper
2.) Engine
3.) Tires (Truck & Trailer)
4.) Floor
5.) Fuel Tanks
6.) Cab/Storage Compartments
7.) Air Tanks
8.) Drive Shafts
9.) Fifth Wheel
10.) Outside / Undercarriage
11.) Floor
12.) Inside / Outside Doors
13.) Side walls
14.) Ceiling / Roof
15.) Front Wall
16.) Refrigerated Unit
17.) Exhaust
Appendix H – FCC Form 740
Click of link below to obtain a copy of FCC form 740
International Logistics Vendor Guide June 2024
https://transition.fcc.gov/Forms/Form740/740.pdf
Appendix I – FDA Form 2877
Click on the link below to obtain a copy of FDA form 2877
https://www.fda.gov/media/72236/download
International Logistics Vendor Guide June 2024
Appendix J – Agricultural Worksheet and Lacey Checklist
CHECKLIST FOR ITEMS CONTAINING NATURAL AGRICULTURAL PRODUCTS / PARTS
Please complete the below and answer all questions for the appropriate Section as instructed. Please note, this
worksheet is UPC and PO specific, only 1 UPC and 1 PO per worksheet.
Buyer# __________ Email ____________ Telephone __________________
Vendor Name _________________________________
Vendor Contact _______Email_________________________ Telephone_________________________
UPC# or Meijer Item Code: _ PO#____________________
Manufacture: Name _____________________ Address ___________________________________
Country of Origin ________________Country of Harvest____________________________
ITEMS CONTAINING NATURAL AGRICULTURAL PRODUCTS OR PARTS
1. Does the item contain flowers or flower parts? YES _____ NO _____
If YES please provide the following:
Common Name _________________________________________________________________
Genus & Species Names__________________________________________________________
Type of Part (petal, stem, etc) _____________________________________________________
2. Does the item contain seeds or seed pods? YES _____ NO_____
If YES, provide the following:
Common Name _________________________________________________________________
Genus&SpeciesNames__________________________________________________________
How are seeds packaged? ________________________________________________________
If answered YES to Question #2 and the seeds are individually packaged & then placed in the item, they are
considered by USDA as “obscured”. Sampling info MUST be provided in Question #3:
3. Has an authorized official of the National Plant Protection Organization of the country of origin been given access
to the seed lot for sampling? YES _____ NO _____
Provide the name of the official ____________________________________________________
Provide location of the seed lot sample ______________________________________________
4. Does the item contain sea shells? YES ____ NO _____
If YES, provide the following:
Common Name
_________________________________________________________________ Genus& Species Names
__________________________________________________________
5. Does the item contain Star Fish or other Marine Animals? YES _____ NO_____
If YES, provide the following:
Common Name _________________________________________________________________ Genus&
Species Names __________________________________________________________
6. Does the item contain bird eggs? YES_____ NO_____
If YES, provide the following:
Common Name _________________________________________________________________
Genus& Species Names __________________________________________________________
7. Does the item contain bird feathers? YES _____ NO _____
If YES, provide the following:
Common Name _________________________________________________________________ Genus &
Species Names __________________________________________________________
International Logistics Vendor Guide June 2024
8. Does the item contain wood, twigs, sticks, shavings or any type of vine? YES _____ NO_____
If YES, provide complete dimension all wooden items ___________________________-
Common Name________________________________________________________
Genus & Species Names ________________________ / ____________________________
If twigs or sticks please provide: Diameter ___________ Debarked? YES _____ NO _____
If wood, please specify if item is made of MDF, OSB or particle board: _____________
Is wood further worked and if so please explain how it is further worked (sanded, painted,
etc.)?____________________________________________
9. Does wood contain any bark or is there any bark on item YES______ NO _____
10. Does the item contain pine cones? YES _____ NO_____
11. Does the item contain any straw? YES _____ NO_____
If YES, what type of straw? _______ ______________________________
12. Does the item contain any dirt, sand, gravel, loam or growing medium? YES _____NO _____
If YES, please specify: ______________________
Has the dirt, sand, etc. been cleaned to eliminate any plant parts or seeds? YES ____ NO_____
13. Will the item be fumigated? YES _____ NO ____
If YES, provide the following:
Name of pesticide_______________________________________________________________
Timed length of application _______________________________________________
I have reviewed the information and certify to the best of my knowledge that: 1) the above information reported in
Section II is true and correct; 2) this product does not contain any items on the Federal Noxious Weed List as set forth in
7 CFR Part 360; and 3) this item does not contain any plant parts (including seeds & cones), soil or sand, or animals or
animal parts not reported above.
____________________________ __________________________ _________
Signature and Type of Print Name Company Name Date
Revision date 12/17/19 Page 2
International Logistics Vendor Guide June 2024
LACEY CHECKLIST FOR WOOD ARTICLES
Please complete the below and answer all questions for the appropriate Section as instructed. Please
note, this worksheet is UPC and PO specific, only 1 UPC and 1 PO per worksheet.
Buyer# __________ Email ____________ Telephone __________________
Vendor Name _________________________________
Vendor Contact _______Email_________________________ Telephone_________________________
UPC# or Meijer Item Code_______________________PO#____________________
Country of Origin ________________Country of Harvest____________________________
Articles of wood subject to Lacey Act Declaration (PPQ Form 505)
Article/Component _________________________________
Genus & Species _________________________________________________
I certify that to best of my knowledge the above information reported in Section I is true and correct:
______________________________________ _______________________________________ _______________
Signature and Type or Print Name Company Name Date
Revision date 08/15/17
International Logistics Vendor Guide June 2024
APPENDIX K – Carton Labeling & Pallet Specification
Refer to the Meijer VendorNet>Vendor Documents>Guides>Pallet Packaging Store Ready Display Specifications
APPENDIX L – Container Load Plan Template
Vessel / Voyage : Port of loading : ETD:
Carrier: Final Destination :
Port of Discharge: ETA: Size :
Carrier S/O No.: Container / Seal no.:
MBL No.: Cnt Delivery Date:
BDP Booking
Request
S/O NO.
DC NO. P.O.NO. UPC# Item#
VENDOR
NAME
Carton KGS CBM
HEAD
1
LOAD
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
TAIL
21
LOAD
22
23
24
25
26
27
28
29
30
31
32
33
TOTAL : 0 0 0
REMARKS :
1. Pls affix this loading plan on the cargo of tail for each container
Vendor - Letter Head
CONTAINER LOAD PLAN
International Logistics Vendor Guide June 2024
APPENDIX M – Safety of Life at Sea (SOLAS) – Container Weighing Regulations
Background
Containers tendered to ocean carriers for loading on board an ocean going vessel are stowed on the vessel based
on the container weight. Inaccurate weight declarations have resulted in stability concerns with vessels and ocean
terminal equipment. The potential exists for this condition to cause serious injuries or fatalities. To address this
safety issue, the SOLAS convention has implemented a new global requirement to ensure all container weights are
accurately reported in the origin country. This weight verification must occur before the container is loaded on the
vessel and is effective worldwide on July 1, 2016.
Operational Execution
Under the SOLAS requirements, the shipper named on the ocean bill of lading is the party responsible for
certification of the Verified Gross Mass (VGM) of loaded cargo containers. In our world this could be either the
vendor/factory or BDP (where a consolidated container is involved). The certification must be made to the ocean
carrier prior to container arrival at the origin port of loading. The weight verification must be signed and a specific
person must be named and identified as having verified the accuracy of the weight calculation on behalf of the
shipper.
The weight of a container can be determined using one of two methods.
Method 1:
Upon the conclusion of packing and sealing a container, the shipper may weigh, or have arranged that a third party
weigh, the packed container.
Method 2:
The shipper or, by arrangement of the shipper, a third party may weigh all packages and cargo items, including the
mass of pallets, dunnage and other packing and securing material to be packed in the container, and add the tare
mass of the container to the sum of the single masses of the container’s contents.
Any estimation of the weight, will not be permissible. Containers without a verified weight will not be
loaded on board the ocean vessel and on time arrival may be compromised.
Preparation & Actions Required:
➢ Double check all the weight and volume information on Meijer POs whenever new POs are received and
liaise with your Meijer contact for PO amendment immediately if any discrepancies are found
➢ Ensure accurate information is provided during the booking process and matches with the actual cargo
tendered for shipment. Mismatch of the cargo weight will prohibit loading of the container on the ocean
vessel at origin and may impact on time arrival.
➢ The shipper will be responsible for providing the verified gross weight (VGM)
➢ The weight verification must be signed and a specific person must be named and identified as having
verified the accuracy of the weight calculation on behalf of the shipper.
➢ Reserve sufficient time for the weighing process regardless of method 1 or 2. VGM data must be provided
to BDP prior to the vessel arriving on the pier
➢ Stay in touch with the local government to understand how the new regulation will be implemented and
cooperate with BDP origins’ offices on the actual practice which is developed to support the Meijer
business.
International Logistics Vendor Guide June 2024
Thank you for your support on this new international requirement and do not wait for countries to publish
their guidelines to start your program to manage the data, it is totally within your own control on checking
PO information as well as providing accurate information during booking stage and ensure it matches with
the actual cargo.
APPENDIX N – COMMERCIAL INVOICE FOR SAMPLE SHIPMENT
DATE:
SHIPPER/EXPORTER CONSIGNEE/RECEIVER
MANUFACTURER NAME AND ADDRESS Tel:
Attention:
This shipment is:
X
Sample
Country of Export: Tracking #
Country of Destination: US
Incoterms: DDP Freight prepaid
Shipping Service:
ITEM/PART # DESCRIPTION OF GOODS MATERIALS
COUNTRY
OFORIGIN
HTS
CODE
DUTY
RATE
UM OGA QTY (set)
UNIT
VALUE
Total:
FOR CUSTOMS PURPOSES ONLY
SAMPLES ONLY, NOT FOR RETAIL SALE
Signature: Date:
Commercial Sample Invoice