Terms of Supply
1. Scope & Application of Terms
These Terms of Supply govern all commercial price quotations, proforma invoices, sales confirmations, sample evaluations, and export shipments executed by Grand Vanilla Indonesia (“Exporter”, “we”, “our”) to international wholesale buyers, importers, extraction facilities, and food manufacturers (“Buyer”, “Customer”).
By requesting a formal wholesale quotation, placing a purchase order, or confirming a proforma invoice, the Buyer agrees to these terms. Any modification or addition to these conditions must be agreed upon in writing and signed by an authorized representative of Grand Vanilla Indonesia.
2. Vanilla Grades & Technical Specifications
Grand Vanilla Indonesia cures and grades vanilla beans in accordance with international commercial quality parameters and Indonesian National Standards (SNI 01-0030-1987). Beans are carefully sun-cured, conditioned in aromatic wooden chests, hand-sorted, and vacuum-packed at our origin facilities.
| Grade / Product | Length | Moisture | Vanillin | Physical Characteristics | Primary Use |
|---|---|---|---|---|---|
| Gourmet Grade A Vanilla planifolia |
16 – 22+ cm | 30% – 35% | ≥ 1.8% – 2.4% | Dark brown to oily black, supple, whole, unsplit. Deep sweet aroma with wood and fig notes. | Fine culinary, gourmet pastry, artisanal confectionery, premium extracts. |
| Extraction Grade B Vanilla planifolia |
14 – 17 cm | 20% – 25% | ≥ 1.5% – 2.0% | Reddish-brown, moderately dry, concentrated vanillin per kilogram. | Percolation, industrial alcohol extraction, brewing, cosmetics. |
| Gourmet Tahitensis Vanilla tahitensis |
14 – 18+ cm | 30% – 35% | ≥ 1.6% – 2.2% | Thick, moist, reddish-black pods with pronounced floral, fruity, and anisyl bouquet. | High-end patisserie, artisanal gelato, craft blending, perfumery. |
| Pure Ground Vanilla 100% Whole Bean Powder |
60 – 80 mesh | 10% – 14% | ≥ 1.5% – 2.0% | Fine espresso-brown powder milled from 100% whole cured vanilla beans. Zero additives or carriers. | Dry culinary mixes, chocolate manufacturing, bakeries, nutraceuticals. |
| Vanilla Caviar Pure Seed Pulp |
Extracted seeds | 26% – 32% | ≥ 2.0% – 2.5% | Pure concentrated inner vanilla seeds scraped from whole pods, intense visual speckling. | Luxury ice cream, crème brûlée, pastry fillings, specialty cosmetic bases. |
Note on Natural Agricultural Variance: Vanilla is a natural agricultural commodity cured through traditional fermentation and sun-drying. Minor natural variances in moisture (±2%) and bean shade are inherent to origin curing and do not constitute non-conformity.
3. Minimum Order Quantities & Sampling
We accommodate both evaluation requirements and full commercial export volumes:
- Evaluation Samples: Available in 50g, 100g, or 250g vacuum packs. Dispatched internationally via DHL Express or FedEx Priority. Sample fees and courier freight are fully credited against the Buyer’s first commercial bulk order (≥ 25 kg).
- Commercial Air Freight: Minimum order quantity is 25 kg net weight. Consolidated in heavy-duty export master cartons to ensure cost efficiency and product protection.
- Ocean Freight (LCL / FCL): Minimum order quantity is 200 kg for consolidated ocean freight (LCL), with 20ft full container loads (FCL) available for scheduled seasonal contracts.
4. Packaging & Storage Guidelines
To preserve essential aromatic compounds and maintain proper moisture levels throughout international transit:
- Primary Barrier: Beans are tied in traditional bundles (approx. 150g–250g), wrapped in parchment paper, and sealed inside multi-layer food-grade EVOH high-barrier vacuum pouches (1 kg, 2 kg, or 5 kg packs).
- Master Cartons: Sealed vacuum pouches are packed into 5-ply double-wall corrugated export master cartons with internal moisture-barrier lining.
- Storage Conditions: Upon receipt, sealed packages must be stored in a dry, dark place at a controlled room temperature between 18°C and 22°C (64°F – 72°F) with relative humidity under 60%. Do not refrigerate or freeze vanilla beans, as cold temperatures cause vanillin to crystallize on the surface and introduce condensation that can lead to mould once returned to room temperature.
5. Incoterms & Shipping Protocols
International export shipments are conducted under Incoterms® 2020:
- FOB (Free On Board) — Air Freight: Our standard export term. Goods are delivered cleared for export to Soekarno-Hatta International Airport (CGK, Jakarta), Ngurah Rai International Airport (DPS, Bali), or Juanda International Airport (SUB, Surabaya). Risk passes to the Buyer upon handover to the international air carrier.
- CIF / CFR: Available upon request to designated international destination airports or seaports. We arrange transit insurance covering 110% of the invoice value under Institute Cargo Clauses (A).
- Ocean Freight Port of Loading: Shipped via Tanjung Perak Port (Surabaya) or Tanjung Priok Port (Jakarta).
- Typical Transit Times: Air cargo typically reaches major international hubs in Europe, North America, the Middle East, and Asia within 3 to 7 business days following export clearance.
6. Mandatory Export Documentation & Biosecurity
Each commercial consignment is accompanied by verified official Indonesian export documents:
- Phytosanitary Certificate: Issued by the Indonesian Agricultural Quarantine Agency (Badan Karantina Indonesia / Barantin) confirming biosecurity clearance and freedom from quarantine pests.
- Certificate of Origin (COO): Form A, Form D, or Standard COO issued by the Ministry of Trade of the Republic of Indonesia.
- Certificate of Analysis (COA): Batch-specific testing from an accredited laboratory confirming moisture content, natural vanillin percentage, and absence of Salmonella, E. coli, and pathogenic yeasts.
- Shipping Documents: Commercial invoice, detailed packing list with lot numbers, and Air Waybill (AWB) or Ocean Bill of Lading (B/L).
- Fumigation: Phosphine or Methyl Bromide fumigation certificates provided when required by destination biosecurity regulations (e.g. Australia DAFF, New Zealand MPI).
7. Commercial Quotations & Payment Terms
Due to the dynamic nature of origin vanilla bean markets:
- Currency & Validity: Quotations and proforma invoices are denominated in US Dollars (USD) or Euros (EUR) and remain valid for 14 calendar days from the date of issue.
- Telegraphic Transfer (T/T): Standard commercial terms require a 50% advance deposit upon confirmation of the Proforma Invoice to initiate lot allocation, quality inspection, and packaging; the remaining 50% balance is payable upon cargo handover to the carrier and presentation of the draft AWB/BL and Phytosanitary Certificate copies.
- Sample Orders (< $1,000 USD): 100% payable prior to courier dispatch.
- Letter of Credit (L/C): Irrevocable Letter of Credit at sight from a recognized first-class international bank is accepted for scheduled annual volume contracts exceeding 500 kg.
8. Quality Acceptance & Inspection
We maintain strict quality control throughout curing and packing:
- Pre-Shipment Inspection: The Buyer is entitled to appoint an accredited international third-party surveyor (e.g. SGS, Sucofindo, Cotecna) to inspect, sample, and test the consignment at our facility prior to dispatch, at the Buyer’s expense.
- Notice of Discrepancy: The Buyer must inspect delivered packages within seven (7) calendar days of customs release at destination. Any claim regarding seal compromise, packaging damage, or quality discrepancy must be communicated in writing with clear photographic documentation and an accredited laboratory assay within this period.
- Remedy: Upon verification of a legitimate claim, Grand Vanilla Indonesia will replace the affected volume in the following consignment or issue a credit note against future orders.
9. Force Majeure
Neither party shall be held liable for failure or delay in performance resulting from causes beyond reasonable control, including natural disasters, severe volcanic eruptions affecting airport cargo operations, maritime blockades, trade embargos, destination biosecurity import restrictions, or statutory export limitations. The affected party will promptly notify the other in writing.
10. Governing Law & Dispute Resolution
These terms and any resulting commercial sales contracts shall be interpreted in accordance with the commercial laws of the Republic of Indonesia and standard international trade practices. Any dispute that cannot be resolved amicably within 30 days of written notice shall be referred to arbitration under the rules of the Indonesian National Board of Arbitration (BANI) or the International Chamber of Commerce (ICC).
