2016 MATE international competition
SHIPPING INFORMATION
Please read through this information carefully!
If you are shipping your ROV:
You must ship your ROV to arrive at NASA no later than FRIDAY, JUNE 17. If your vehicle does not arrive by Friday, it will be your responsibility to contact your shipping carrier to 1) locate it and 2) make sure that it arrives in time for your Product Presentation session.
In addition, you must fill out Form 1149 and send it to Susan Sinclair; susan.k.sinclair@nasa.gov in electronic form by Monday, June 13, 2016. If you do not send this form back to Susan, NASA cannot guarantee that your shipment will pass through NASA security.
Click here for additional information and help with completing Form 1149.
Block 1:
Your school/team’s name
Lead instructor
Your address
Block 2:
Ship to:
NASA JSC/ATTN: BEVERLY CALVERT, 281-244-7504
2101 NASA PARKWAY
HOUSTON, TX 77058
RE: MATE INTERNATIONAL ROV COMPETITION
When you arrive at the LMF on Thursday, June 23rd, after the morning’s opening ceremony, your vehicle and any other packages that you shipped along with it will be waiting for you at your team’s designated work station area.
NOTE: Closed-toed shoes and safety glasses are required in the LMF at all times. NO EXCEPTIONS. Please plan accordingly. Do not ship your safety glasses with your ROV and/or tool kit. Make sure to have your safety glasses with you.
Tips on shipping:
Please make sure that your vehicle and any associated equipment and tools are NEATLY and SECURELY packed in crates or sturdy cardboard boxes. The NBL is not responsible for any damaged or missing vehicles.
If you are transporting your ROV via checked (or carry-on) luggage or car/van:
There is NO parking at the NBL. You will transport your ROV from your hotel/lodging to the NBL via the MATE shuttles (see www.marinetech.org/international-competition/ for shuttle information). Once you arrive at the NBL, you will offload your ROVs near the entrance to the LMF.
Note: If you are transporting your ROV via checked (or carry-on) luggage, it is recommended that you make personal contact with a TSA representative ASAP. There is no guarantee, but it may be possible to arrange a special screening at the airport the day of your travel to (hopefully) avoid delays (or worse, wires being snipped). Regardless, be sure to label EVERYTHING and have a parts list on hand and within the luggage that contains your ROV. Do NOT pack batteries, fluids, or other potentially hazardous materials.
Special Instructions for Teams from Outside the United States:
If you are a team from a country other than the United States, you must complete and submit Form 1149 to Susan Sinclair, susan.k.sinclair@nasa.gov in electronic format my Monday, June 13, 2016. This form must be completed and submitted whether you are shipping OR hand-carrying your vehicle.
In addition, if you are hand-carrying your vehicle, please complete the Duty Free Verification letter with the appropriate information (all areas in RED type) and submit it to the same email address above by June 13, 2016. This letter will be signed by NASA Shipping and Receiving and returned to you to bring with you on the flight. The letter will assist you in going through customs.
When you leave the competition, whether you are shipping or hand-carrying your vehicle, you will be provided with the appropriate export control paperwork to assist going through customs with your equipment. You will be responsible for any duties and taxes that may be charged for this shipment.
Shipping your ROV back to your home institution after the competition:
Please make sure that your vehicle is NEATLY AND SECURELY packed up and ready to be shipped back to your home institution at the end of your second and final product demonstration run. If your team is finished with its second run on Saturday, you must pack up your ROV on that day. Your ROV will be stored in the LMF until it is picked up by your preferred carrier.
Bring your preferred carrier’s shipping/billing form and any other necessary paperwork with you. Make sure to discuss which forms you will need with your shipper prior to the competition so that you will have these forms with you. Make sure that you COMPLETELY fill out the form. In particular, make sure that you complete the billing information section or bring your billing information with you (i.e., a credit card or account number). Attach this form to your ROV’s shipping container.
YOU are responsible for scheduling a pick-up with your designated carrier. The pick-up location is NOT the same as the ship-to address. Use the following address for your shipping company when you arrange for pickup:
NASA Sonny Carter Training Facility
Bldg. 920L
13000 Space Center Blvd.
Houston, TX 77059
The pick-up time can be scheduled for anytime AFTER 8am on Monday, June 27th and during normal business hours – Monday – Friday, 8am – 4pm. Your ROV will be shipped at the rate that you indicate on your shipping/billing form.
Other key information:
Each team will need to cover its own shipping costs.
ADDITIONAL INFORMATION AND HELP WITH COMPLETING FORM 1149
This form must be completed and sent to Susan Sinclair, susan.k.sinclair@nasa.gov in electronic form by Monday, June 13, 2016, if you are shipping your vehicle. Additionally, if you are a team from a country other than the United States – whether you are shipping or hand-carrying your vehicle – you must complete and submit this form.
This form serves two purposes. For all teams who are shipping their vehicle, it allows a tracking mechanism and advance notification that the shipment will be arriving at NASA/JSC. Second, for teams from countries other than the United States, it will assist in getting the equipment through customs, and will prevent taxes and tariffs from being levied on the value of the equipment. A few suggestions on filling out the Form:
- Box 1 – Self-explanatory – your information
- Box 2, 3, and 4 – Already filled out with the appropriate information.
- Box (a) – Line item – use a different number for each item in each shipping container (note that an ROV – could be listed as a single item).
- Box (b) – The generic description accompanying each line item along with an estimated value
- Box 7 and 8 – Not Applicable
- Box 9 – Already filled in
- Box 10 – Signature from your team captain, or the individual responsible for the shipment
- Box 11 (a) – Suggestion Utilizing your Team Name and Container # if more than 1 Container is shipped
- Box 12 – Date of shipment
- Note that a separate sheet must be sent for EACH container.