Terms and Conditions 

These Terms and Conditions govern the B2B export transactions of specialty green coffee from Harvestnova, Harvestnova is a premier direct sourcing for high-quality green coffee from passionate Nicaraguan producers. Our operations are built on absolute transparency, unwavering ethics, perseverance in the field, innovation in our processes, technical excellence, fair trade, and deep social responsibility integrating sustainability throughout our supply chain to guarantee dignified compensation for our producers and exceptional value for our partners.

By placing an order with Harvestnova, the buyer accepts these terms in full. Any modifications must be agreed upon in writing and signed by both parties. This document is provided in English for accessibility to our U.S.-based operations in Arizona; a Spanish version is available upon request. Governing law: Arizona, USA..

Table of Contents

1. Overview of Purchase Process
2. Sampling and Quality Validation Protocol
3. Technical Specifications & Quality Guarantees 
4. Order terms & Logistics Framework
5. Claims and Discrepancies Procedures
6. Payment Structure and Commercial Commitments
7. Additional Clauses
8. Appendix: Definitions

Overview of Purchase Process

Our simple purchase process reflects our commitment to partnership and innovation: It begins with a technical consultation (discussing volumes, origins, and logistics needs), followed by free samples for validation, contract formalization, secure payment, and delivery. Post-delivery, buyers are encouraged to provide roasting performance feedback within 30 days for continuous optimization, fostering long-term ethical relationships.

Sampling and Quality Validation Protocol

Harvestnova’s protocol ensures every shipment faithfully matches the provided samples, guaranteeing consistency in sensory and physical profiles. We adhere to international standards, detailed below, to uphold our commitment to technical excellence and traceability.

• Type Samples: Represent the lot’s sensory and physical profile, including origin, process, Grade SHG/EP, aligned with ICA/NYCE standards. Shipped free within 5 business days of request for initial validation.
• Pre-Shipment Samples (PSS): Provided 7-10 days before maritime dispatch from Corinto Port (Nicaragua) for buyer’s technical approval of high volume purchases. PSS confirmation signifies final acceptance of specifications; buyer’s failure to object within 3 business days constitutes acceptance.
• Cupping Standards: Evaluations follow Specialty Coffee Association (SCA) protocols (link to SCA cupping form available upon request). Full traceability per sack/lot includes producer details, harvest date, SCA score, and moisture/defect analyses.

Technical Specifications & Quality Guarantees

• Moisture: Moisture Content:10–12% at time of dispatch. Coffee is naturally hygroscopic; buyers acknowledge that atmospheric conditions during ocean transit or subsequent storage may cause minor variation (±2%).

Standard Packing & Loading:

• Full containers: 69 kg jute bags with GrainPro hermetic liners + food-grade desiccants. Loaded into standard dry 20 ft to 45 ft containers (approx. 265–280 bags, 19–20 MT net, depending on costumer’s request) or ventilated reefer containers when additional temperature/humidity control is requested.
• Smaller orders (5–60  69 kg jute bags): with GrainPro hermetic liners + food-grade desiccants to preserve freshness through domestic transport.

SHG/EP Specialties SCA 80+

Defects:

• 0 % primary defects (hand-sorted and electronically screened).
• Secondary defects: maximum 8 full defects per 350 g sample, evaluated according to SCA defect handbook standards. Pre-shipment samples available for approval on contract orders.

This level of sorting delivers bright, clean cups with excellent consistency—ideal for specialty roasters, high-end cafés, and discerning retail customers.

Flexibility for Commercial Needs

We recognize that different customers have different requirements. While our core focus is specialty-grade coffee with the strict specifications above, we can source or prepare lots with higher allowable defect levels for commercial or blend applications where cost efficiency is a priority. These tailored profiles are discussed and agreed upon during contracting, with full transparency on physical analysis and pre-shipment sampling.

Pre-Shipment Assurance

• Type samples (Pre-export) and/or arrival samples available for all contract orders.
• Independent third-party inspection (licensed laboratories) can be arranged at buyer’s request.
• Every shipment includes a detailed physical analysis report confirming moisture, defect count, screen size distribution, and density.

Our goal is to match the right quality level to your exact needs, whether ultra-premium specialty or reliable commercial grade, while maintaining full traceability and sustainability standards. Contact us to discuss your target profile and current availability

Sustainability & Certifications

Every lot originates from Rainforest Alliance, Fair Trade, or equivalent certified producers. We prioritize long-term partnerships with producers who invest in soil health, shade-grown systems, and fair wages.

Order terms & Logistics Framework

Merchandising: 

Full Container (FCL)

• Minimum: one container (19T).

New Harvest Reservation (Nicaragua): Peak-freshness lots → U.S. delivery 60–90 days from confirmation

Spot Purchase (High Season Nov–Apr): Confirm availability with 30 days’ notice → typical U.S. arrival 60–90 days

Special/Custom Orders: Tailored screen, farm separation, or packaging → U.S. delivery 60–90 days 

Wholesale / Retail Lots

•  U.S. Stock (Phoenix warehouse): Immediate shipment → U.S. delivery 5–10 days. Available Phoenix warehouse: full bags (69 kg-70kg).
• Ideal for roasters, cafés, and specialty retailers seeking consistent Nicaraguan SHG profiles without committing to container volume.
• Domestic shipping via LTL.

We stand behind every shipment with transparent quality controls and responsive support. Contact us for current availability, cupping notes, or to request samples.

Documentation Provided

Wholesale Shipments

• Commercial invoice
• Certificate of Origin (issued by Nicaraguan authorities)
• ICO phytosanitary certificate
• Independent physical analysis report (moisture, defects, screen size, density)
• Clean Bill of Lading (ocean freight)
• Packing list / weight certificate
• Fumigation-free declaration (our humidity-controlled packaging and low-moisture profile eliminate the need for methyl bromide or phosphine fumigation in most cases) All documents issued in English and Spanish.

Smaller Wholesale / Retail Orders

• Commercial invoice
• Lot traceability sheet (farm / cooperative / altitude / harvest date)
• Physical analysis summary

Logistics and Incoterms

We optimize our supply chain from Nicaraguan origins to U.S. hubs in Arizona and Houston, blending efficient maritime imports with rapid North American distribution. Unless expressly agreed in writing, operations follow ICC Incoterms 2020, with FOB Corinto as default; flexible options including CPT/CIP upon request. We prioritize low-emission carriers and recyclable GrainPro liners for sustainability.

• Primary Import Route: Origin port: Corinto (Nicaragua); U.S. entry ports: Los Angeles (CA) or Houston (TX), selected by volume and season. Maritime transport: FCL 20′ or 40′ (approx. 275 x 69kg sacks ≈ 19 metric tons) or LCL; typical time: 14–21 days (add 7-14 days during May-Oct rainy season).
• Customs Clearance: FDA Prior Notice 72 hours prior; specialized coffee broker. Storage in climate-controlled warehouses (18–24°C, 45–55% HR, ventilation, IoT sensors); 
• Capacity yearly: 400+ tons; FIFO management with max 3-month rotation.
• Final Distribution: U.S. continental via LTL/FTL; 48×40″ pallets (max 24 sacks). 
• Force Majeure: Harvestnova is not liable for delays from unforeseeable events (e.g., natural disasters, port strikes, Nicaraguan political events), with prompt notification. Parties negotiate rescheduling in good faith.
• Insurance: Basic marine insurance included up to invoice value; enhanced coverage available at cost.

Incoterm	Transfer of Risk	Recommended For:
FOB Puerto Corinto	When coffee is loaded on board the vessel at Puerto Corinto, Nicaragua	Buyers comfortable arranging ocean freight and insurance
FCA U.S. Warehouse	When coffee is made available for pickup at our U.S. warehouse (Phoenix, AZ or Houston, TX)	U.S. roasters who prefer to arrange their own carrier
DAP U.S. Warehouse	When coffee arrives and is unloaded at designated U.S. warehouse	U.S. buyers seeking convenience with delivery included to warehouse
DDP Final U.S. Destination (Continental U.S. only)	When coffee is delivered and unloaded at your specified U.S. address	Buyers wanting full door-to-door service with all duties and transport handled

 Claims and Discrepancies Procedures

To maintain supply chain transparency, discrepancies are handled rigorously, tailored to the selected Incoterm, recognizing risk transfer points. Claims require timely notification, photos, samples, and certified documentation from an independent inspector (e.g., SGS or equivalent). Harvestnova resolves valid claims via adjustments, replacements, or refunds, prioritizing long-term ethical relationships. We do not cover damages from post-risk-transfer mishandling, prolonged storage, or monitoring failures. Our IoT/GPS data verifies integrity. 

General limits: No coverage for natural ±2% moisture variations or  ±2 %secondary defects. Weight claims are valid only if exceeding 2% shrinkage. Liability capped at invoice value; no consequential or indirect damages unless gross negligence.

• Notification Uniformity: Maximum 7 calendar days after the relevant delivery point across all Incoterms. All claims must include photos, samples, and inspector reports.
• FOB Corinto: Risk transfers at ship’s rail. Notification: 7 calendar days post-destination discharge. We cover up to loading (including GrainPro/desiccants); buyer assumes maritime/post risks. Claims need destination inspector certification, excluding uncontrollable atmospheric damages.
• FCA/DAP U.S. Warehouse: Risk transfers at warehouse. Notification: 7 calendar days post-delivery. We handle import/storage; the buyer assumes post-delivery risks. Claims include IoT data; no coverage for post-warehouse mishandling.
• DDP Final Destination: Risk transfers at destination. Notification: 7 calendar days post-receipt. We assume full chain responsibility; claims verified via GPS/sensors. Excludes buyer post-delivery damages.
• Dispute Resolution: Unresolved within 30 days. Binding arbitration under AAA rules in Arizona, USA. Governing law; Arizona, USA. Prevailing party entitled to reasonable attorney fees. Inspection costs are shared if the claim is invalid.

Payment terms and Commercial Commitments

To secure lot reservations and efficient logistics, payments align with the Incoterm’s risk transfer, reflecting our fair trade dedication—ensuring producer dignity while delivering predictable excellence to roasters. All in USD via secure platforms (bank transfer; letters of credit for large orders). New partnerships: 50% deposit for order confirmation/lot reservation. Balance per Incoterm, against key documents. Post-PSS contract formalization commits buyer to volumes; cancellations incur tiered penalties (25-35% if 30+ days out; 15% within 30 days) for prep/opportunity costs. Prices are fixed in USD. Overdue payments:3% monthly interest plus suspension of credit terms until settled.

We offer secure, flexible payment options matched to each availability type for each transaction.

• U.S. Stock (Phoenix warehouse): Full payment prior to shipment (wire transfer, ACH).
• New Harvest Reservation (Nicaragua): Irrevocable Letter of Credit at sight or Cash Against Documents with pre-shipment sample approval.
• Spot Purchase (High Season Nov–Apr): Irrevocable Letter of Credit at sight or Cash Against Documents.
• Special/Custom Orders: Irrevocable Letter of Credit at sight preferred; CAD available for established buyers. 

All international shipments include full documentation and optional pre-shipment inspection. We’re happy to accommodate your preferred terms where possible contact us to discuss the best fit for your order.

Incoterm	Payment Alignment
FOB Puerto Corinto	10% deposit upon contract signing 90% upon presentation of clean Bill of Lading
FCA U.S. Warehouse	20% deposit upon contract signing 80% upon warehouse release.
DAP U.S. Warehouse	25% deposit upon contract signing 75% upon warehouse delivery confirmation(before shipping)
DDP Final U.S. Destination (Continental U.S. only)	30% deposit upon contract signing, 70% upon final receipt and sign-off

Additional Clauses

Waiver: No waiver of any breach shall constitute a waiver of any other breach.

Assignment: Buyer may not assign this agreement without Harvestnova’s written consent.

Intellectual Property: Harvestnova retains all rights to its traceability platform, branding, and proprietary processes.

Confidentiality and Data Protection: Shared data is protected and used solely for transaction purposes, in compliance with GDPR and CCPA.

Termination: Either party may terminate for material breach with 10 days’ written notice if uncured.

U.S. Import Regulations: All shipments comply with FDA, USDA, and other relevant U.S. regulations.

Price Validity Clause: Quoted prices are valid for 30 days from the date of quotation or until current crop availability is exhausted, whichever occurs first. Prices are subject to change due to market conditions, harvest yields, or freight rates, with written notice provided.

Anti-Bribery / FCPA Acknowledgement: Anti-Corruption Compliance: Both parties warrant compliance with the U.S. Foreign Corrupt Practices Act (FCPA), the UK Bribery Act, and all applicable anti-corruption laws. No payment or benefit shall be offered or accepted that could be construed as a bribe or improper inducement.

Appendix: Definitions

• B/L: Bill of Lading – Document acknowledging receipt of cargo for shipment.
• EP: European Preparation – Strict sorting for minimal defects.
• FCL: Full Container Load – Shipping container fully loaded with one consignee’s goods.
• FIFO: First In, First Out – Inventory management method.
• Force Majeure: Unforeseeable events beyond control, such as natural disasters or strikes.
• GrainPro: Protective liners for humidity control.
• ICO: International Coffee Organization – Global body for coffee standards.
• IoT: Internet of Things – Network of sensors for monitoring.
• LCL: Less than Container Load – Consolidated shipments.
• PSS: Pre-Shipment Samples – Samples provided before dispatch for approval.
• SCA: Specialty Coffee Association – Industry standard for cupping.
• SHG: Strictly High Grown – Coffee from elevations ensuring superior quality.
• Severability: Invalid provisions do not affect the remainder.
• Entire Agreement: Supersedes prior understandings.
• GDPR: General Data Protection Regulation – EU data privacy law.
• CCPA: California Consumer Privacy Act – U.S. data privacy law.

These terms embody our mission to transform the Nicaraguan coffee supply chain by acting as a direct bridge between the well-being of our producers and the excellence of global roasters. We foster ethical, sustainable partnerships that honor our heritage and deliver traceable, high-quality beans to your roastery. For inquiries, contact our Arizona team.