The Cost Code Behind the Tendering Agency Fee for Imported Equipment

The Essential Characteristics of the Tendering Agency Fee

In international equipment procurement, the tendering agency fee accounts for 3 - 8% of the total procurement cost. The specific composition includesBasic service fee,Risk SurchargeandProfessional Value-added Feethree major modules. The new Implementation Measures for International Bidding and Tendering of Mechanical and Electrical Products in 2025 clearly requires that the agency must publicize the service list, which provides a legal guarantee for enterprises to compare the cost - effectiveness of services.

Analysis of the Elements of Cost Composition

Typical tendering agency services include the following billing items:

• Basic Service Package (Fixed Rate)
  • Tender document preparation: 0.8 - 1.2% of the contract amount
  • Supplier pre - qualification review: 0.5 - 0.8%
  • Bid - opening and bid - evaluation organization: 1.0 - 1.5%
• Risk Surcharge Items (Floating Rate)
  • Technical parameter complexity coefficient: ±0.3%
  • Payment condition risk coefficient: ±0.5%
  • Exchange rate fluctuation hedging service: starting from 0.2%

Service Provider Selection Strategy

Data from the General Administration of Customs in 2025 shows that agencies with AEO certification can on average reduce the enterprises customs clearance costs by 17%. It is recommended to screen service providers from three dimensions:

• Qualification Verification: Verify professional certifications such as CCS, ISO 20400, etc.
• Case Matching Degree: Require the provision of tendering cases for the same type of equipment
• Cost Transparency: Confirm whether the unforeseen expenses clause is included

Practical Path of Cost Control

A certain machine - tool import enterprise saved 28% of the tendering fees through the following measures:

• Lock in the exchange rate exposure 6 months in advance
• Adopt a segmented payment structure to reduce capital occupation
• Agree on the maximum limit clause with the agency

It is worth noting that since 2025, the implementation ofNegative list for cross - border trade in servicesEnterprises are allowed to directly purchase overseas agency services, which opens up a new channel for obtaining professional services.

: Agree on a solution to expense disputes with a third - party audit institution

According to statistics from the China Tendering and Bidding Association, 41% of equipment tendering disputes involve service fee disputes. It is recommended to clarify in the contract:

• Service boundary definition clause
• Acceptance standards for result delivery
• Industry arbitration shall be preferentially adopted for dispute resolution

Usually provided by professional agenciesCost retroactive adjustment mechanism, when the actual purchase amount is lower than expected, part of the agency fee can be returned according to the ladder proportion.