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Shipping Procedures
Prerequisites
When selecting a Shipping Provider for any materials or products, the Freight Vendor must:
- Be an approved Vendor
- Accept ACH/Wire Transfer or Credit Card as a Method of Payment
- If by air, i.e. Tropic Ocean Airways, consider their limits in capacity, materials they can transport & cost.
- Include the estimated freight costs in the WO/PO
Step 1 - Verify and note the Work Order & PO
First step in arranging shipments is to ensure you have the Work Order and/or Purchase Order for the items that will be shipped and ensure that all subsequent document documents pertaining to shipping, customs/duty and VAT have reference to the Work Order and are attached to the Work Order.
Step 2 - Vendor Estimate or Invoice to include weight
Ensure the Materials Vendor selling the items has included the weight of each item or the total weight of the shipment so that it can be referenced in the Freight Vendor's calculations for shipping costs.
Step 3 - Requestor selects the Freight Vendor
The HOA's preferred freight vendors are:
Balearia Caribbean for all materials & items.
When using Balearia, send an email to cargo@baleariacaribbean.com or call 954-892-6582 Option 2.
Complete & Sign the Cargo Manifest and Liability Form.
Tropic Ocean Airways for urgent/critical items that can be flown on a seaplane and that affects HOA Operations, obtain Board approval first.
When using Tropic Ocean, create the Shipment via https://flytropic.com/cargo/ and complete the form
with the information of the items/materials in the Estimate/Invoice where you will need: Item Description,
Quantity, Value, Weight & Dimensions if you have it.
Once the Shipment documents are complete, print them and send to the freight vendor selected.
Confirm in the order that the materials/items are being delivered to the shipping address as follows:
Attn: YOUR NAME [BIMINI BAY] Attn: YOUR NAME [BIMINI BAY]
Balearia Caribbean Tropic Ocean Airways
3300 SW 13th Ave 1050 Lee Wagener Blvd, Suite 106
Fort Lauderdale, FL 33315 Fort Lauderdale, FL 33315
Step 4 - Materials Vendor Delivery to Freight Vendor
Upon getting confirmation from the materials vendor that the items have been delivered to Balearia, Tropic Ocean, etc., send an email to the freight vendor selected to advance the payment process for freight costs.
In the case of Tropic Ocean, the email should be sent to cargo@flytropic.com that includes the invoices with the values of the shipment.
Step 5 - Freight Vendor Contacts Requestor for Payment
Freight vendor then contacts HOA to arrange for payment. Once paid, the shipment is put on the next available ship or flight.
No call? Call Tropic Ocean Cargo Tel: 954-210-5569 Option 3
Step 6 - Requestor meets the Ship/Airplane and arranges collection
For Balearia shipments, the recipient must visit the Balearia Bimini office in Fisherman's Village. Pays the customs duty fees and VAT in the Seaplane Base and clears the shipment for release. Then makes arrangements for the items to be delivered.
For Tropic Ocean shipments, the recipient meets the flight at the Customs area at the North Bimini Seaplane Base. Pays the customs duty fees and VAT. Receives the shipment. Upon release, the items are to be collected or transportation arranged.
Step 7 - Requestor submits all receipts to W/O
Recipients sends Local delivery, Customs Duty and VAT payment receipts to accounting@biminihoa.com with the copy uploaded to the Work Order.
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