In the vast iron-ore fields of Minas Gerais, Brazil, productivity and uptime are everything. When a major producer decided to expand its fleet by adding 20 new hydraulic excavators, timing was critical. Each machine needed a complete assembly—boom, stick, and bucket—plus every fastener required for final installation. Any delay in delivery would directly translate into days of idle equipment, lost extraction time, and millions of dollars in forgone revenue. Midway through the project, unexpected changes to Brazil’s customs regulations threatened to derail the entire timeline with up to a 45-day hold-up. In response, our team designed a rapid, end-to-end logistics solution that turned a potential two-month delay into a five-day clearance—and kept the mine on schedule.
Client Background
Our client is one of Brazil’s largest iron-ore producers, operating multiple open-pit mines in the Minas Gerais state. Their mining operations rely heavily on heavy-duty excavators to strip overburden, load haul trucks, and maintain stockpiles. With global demand for Brazilian iron-ore surging, the company committed to a fleet expansion to meet production targets and secure long-term contracts. Adding 20 new excavators represented a significant capital investment—easily tens of millions of dollars—so delivering these machines into service without downtime was paramount.
The Challenge
Complex Shipments
Each excavator assembly comprised three major components—boom, stick, and bucket with hundreds of fasteners and sub-assemblies (pins, bushings, seal kits, and hydraulic lines). Consolidating these into a single shipment required precise packaging to prevent damage and ensure efficient handling.
Regulatory Change
Midway through finalizing the crates, Brazil’s government updated its export-import rules. New documentation mandates and altered Harmonized System (HS) codes meant that parts previously cleared in days now faced lengthy inspections. Without a rapid response, customs could hold the shipment for up to 45 days.
Zero Idle Days
The mine’s production schedule left no room for extended shutdowns. Even one day of an idle excavator can cost upwards of $10,000 in lost material moved, operator wages, and downstream processing delays. Twenty machines at risk of sitting unused would create cascading bottlenecks across the operation.
Our Solution
To tackle these challenges, we executed a multi-pronged strategy focused on compliance, collaboration, and agility:
Real-Time Tracking & Communication
We set up a shared logistics dashboard accessible to both our team and the customer. This portal displayed live updates on container movements, customs status, and warehouse receipts. Any hold-ups triggered instant alerts, enabling our customs broker to resolve issues within hours instead of days.
Re-Engineered Packaging & Documentation
We redesigned our crate layouts to align with Brazil’s new export-import standards. This involved re-labeling crates, updating certificates of origin, and attaching revised material test reports. Each crate was color-coded and documented with clear part lists, ensuring customs officials could verify contents at a glance.
Local Customs Partnership
We onboarded a seasoned Brazilian customs broker with direct experience in mining-equipment imports. This partner served as our liaison, pre-submitting paperwork, coordinating on-site inspections, and negotiating priority treatment under Brazil’s expedited import program.
HS Code Consolidation
Rather than clearing dozens of individual sub-assemblies, we bundled all critical parts under a single HS code. This streamlined the classification process and reduced the number of separate inspections from 25 to just one.
Results
Thanks to our proactive approach, what could have been a 45-day customs backlog was slashed to just five days, enabling rapid deployment of all 20 excavators exactly on schedule and keeping mine production running without a hitch. By averting that potential 40-day delay, we preserved an estimated $8 million in output—calculated at $10,000 per machine per day—while our client benefited from uninterrupted capacity. They were so impressed by our agility and problem-solving that PacificX was named their preferred parts supplier for all future expansions and spare-parts programs.
Key Takeaways:
- Local Expertise Is Critical
- Proactive Compliance Wins Time
- Bundle & Simplify
- Transparency Builds Trust
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