Attachment C-EDI ATTACH Outline.pdf

232 KB Posted

Attached to
Washington DC Area Local Moving and Storage Services
Solicitation number
19AQMM20R0171
Issued by

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This document outlines requirements for local moving and storage services in the Washington D.C. area to support the Department of State. The Department intends to issue a request for proposal for non-personal services including packing, shipping, short and long-term storage, and delivery of household goods and privately owned vehicles for government employees. The contract will have multiple award blanket purchase agreements with four pools: export and storage, controlled storage, inbound, and privately owned vehicles. Proposals are due 30 days after solicitation on beta.SAM.gov. Offerors must be able to pack a minimum of 15,000 pounds per day for export and store over 3 million pounds. Facilities must be within 50 miles of the Washington Monument. The National American Industry Classification code is 484210. Awards will be for up to five years with an option to extend selected contractors an additional six and a half years.

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Questions and Answers 19AQMMA20R0171 Additional Questions.pdf PDF
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Attachment E-Vehicle Storage Parking Standards A0001.pdf PDF
Attachment I-AQL Deduct Table for Packout or Deliveries A0001.pdf PDF
19AQMMA20R0171-A0001.pdf PDF
Questions and Answers 19AQMMA20R0171.pdf PDF
19AQMMA20R0171-A0001 Continuation Page.pdf PDF
Attachment J-AQL Deduct Table for Warehouse A0001.pdf PDF
Attachment Y- Business Management Questionnaire.docx DOCX document
Attachment Q- SF1034 Public Voucher.pdf PDF
Attachment A- 50 Mile Radius Map.pdf PDF
Attachment M- SIT Report.xlsx XLSX spreadsheet
Attachment I-AQL Deduct Table for Packout or Deliveries.pdf PDF
Attachment K- Carrier Pickup Past 48 Hours.xlsx XLSX spreadsheet
Attachment G- Firearm Receipt Notice.xlsx XLSX spreadsheet
Attachment B1- Section B Export Storage Pricing.xlsx XLSX spreadsheet
Attachment D-Storage Label.pdf PDF
Attachment O- Storage Lot Report.xlsx XLSX spreadsheet
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Attachment N- Claims Status Report.xlsx XLSX spreadsheet
Attachment F-Crating 14 FAM Exhibit 611.6.pdf PDF
Attachment Z- Past Performance Questionnaire.docx DOCX document
Attachment S- ACH Vendor Enrollment Form.pdf PDF
Attachment T- Lobbying Disclosure.pdf PDF
Attachment H- Accessorial Request.xlsx XLSX spreadsheet
Attachment P- USBFP Request Form.xls XLS spreadsheet
Attachment B3- Section B Inbound Pricing.xlsx XLSX spreadsheet
Attachment E-Vehicle Storage Parking Standards.pdf PDF
Attachment L- Shipment Awaiting Work Orders.xlsx XLSX spreadsheet
Attachment B4- Section B POV Pricing.xlsx XLSX spreadsheet
Attachment B2- Section B Controlled Storage Pricing.xlsx XLSX spreadsheet
Attachment R- WD 1995-0819 Rev 45.pdf PDF
Attachment J-AQL Deduct Table for Warehouse.pdf PDF
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UNCLASSIFIED

ATTACHING DOCUMENTS TO ILMS

1. OVERVIEW

EDI process to attach shipment documents to ILMS shipment and T-Lite record without accessing the shipment record. The document will be saved utilizing a specific naming convention then emailed to a general mailbox. The general mailbox will batch an EDI function each night and attach shipment documents to ILMS shipment and T-Lite record based on the naming convention of the attachment.

This process referred to as EDI ATTACH will replace our current process to email the

A/LM ARCHIVE. Documents attached are visible by all Despatch Agencies, Post and DC

TM Office as a single shipment record source of information.

2. SAVING DOCUMENT REQUIREMENTS

• Each document must be a single attachment

• Save document with the following naming convention:

Shipment number / insert carat symbol (Shift+6)/document code (table provided) / insert carat symbol (Shift+6) / document description

(inventory)

Example: DC19123456^03^inventory

• Acceptable file types:

(.bmp, .doc, .docx, .far, .gif, .jpe, .jpeg, .jpg, .msg, .pdf, .png, .ppt, .pptx, .tif, .tiff, .xls, .xlsx, .xps, .zip)

• Document Codes see #4 below

3. Email Requirements

The email can consist of multiple attachments for more than one (1) record and sent to multiple recipients. The emails that are sent each day will batch to the EDI process and attach the documents included in each email to the ILMS shipment record. The process that transfers the attachments on the emails to the ILMS record runs nightly at 10:00PM

(Monday – Friday). All attachments will be visible in ILMS and T-Lite once the batch process runs.

A. Email Requirements

i. TO: ALMOPSRLCATTM@STATE.GOV

ii. Subject: EDI ATTACH – SHIP

1. Hyphen must be short hyphen not a double (extra-long) hyphen

a. EDI ATTACH – Ship vs EDI ATTACH - SHIP

iii. Include attachments as defined above in #2

4. Document Code

01 BOL

02 Cashier Receipt

03 Packing List

04 Other

05 CBP Declaration

06 OBL

07 Travel Orders

08 AWB

09 Passport

10 Shipping Instructions

11 Vehicle Title

12 EPA Form

13 Invoice

14 Photograph

15 Email

16 Delivery Receipt

17 Arrival Notice

18 Waiver

19 IMO/MSDS

20 Weight Certificate

21 Ariba Request

22 Quote

23 Work Order

24 ISF

25 Funding Docs

26 Condition Report

27 Status Update

5. Outcome

The results of the EDI ATTACH process will result to be visible in the ILMS and Trans

Lite system as shown below:

FREQUENTLY ASKED QUESTIONS

1. DO I NEED TO SEND THE ACCESS COST ESTIMATE SHEET VIA

EDI ATTACH PROCESS AFTER AN ACCESS?

No – The Access Cost Estimate sheet is needed for invoicing and should be attached to

SYNCADA.

2. IS THE INVENTORY THE SAME AS A PACKING LIST? IS SO,

WHAT DOCUMENT CODE SHOULD BE UTILIZED TO SEND VIA

EDI ATTACH?

Yes – The inventory and packing list are considered to be the same document, the document code to utilize is 03.

3. WILL I SEND THE PACKING LIST / INVENTORY VIA EDI

PROCESS AFTER AN ACCESS TO THE ORIGINAL STI SHIPMENT

OR TO THE STO SHIPMENT?

The inventory utilized for an access (with items marked to pull) along with additional inventory docs like the “rider” would get attached to the STO shipment.

4. CAN I SEND THE PRE-MOVE SURVEY RESULTS VIA THE EDI

ATTACH PROCESS? IF SO, WHAT DOCUMENT CODE SHOULD BE

UTILIZED?

Yes – The pre-move survey will get sent via EDI ATTACH and use the document code 04.

In the short text after the second carat you are able to define the contents of the attachment such as pre-move survey.

5. CAN I ATTACH THE BINGO SHEETS, INVENTORY AND WEIGHT

CERTIFICATE AS A SINGLE ATTACHMENT OR SHOULD THEY BE

A SEPARATE DOCUMENT ATTACHMENT? IF SEPARATE, WHICH

DOCUMENT CODE DO I USE?

Yes – the documents such as the inventory, bingo sheets, weight certificate and other documents that are a result of the shipment pack out or access can be a single attachment. Use document code 04 and use origin docs in short text after the second carat

6. CAN I SAVE MULTIPLE DOCUMENTS IN A SINGLE

ATTACHMENT FOR THE EDI ATTACH PROCESS?

No – Each document must be its own attachment with associated document code

7. DO I NEED TO SEND FOREIGN FLAG WAIVERS & ACCESSORIAL

REQUEST VIA THE EDI ATTACH PROCESS?

No – the foreign flag and accessorial request will continue to be sent to

TTMCONTRACTS mailbox for review and decision, once the final decision is made the signed foreign flag and accessorial will be emailed to point of contact on request and then attached to the shipment record from DOS signature authority. No action needed from TSP.

8. CAN I SEND THE SHIPPER’S SECURITY ENDORSEMENT FORM

VIA THE EDI ATTACH PROCESS? IF SO, WHAT DOCUMENT

CODE SHOULD BE UTILIZED?

Yes – The shipper’s security endorsement form will get sent via the EDI ATTACH and use the document code 04. In the short text after the second carat you are able to define the contents of the attachment such as shipper’s security endorsement.

9. IF I SEND DOCUMENTS VIA EDI ATTACH PROCESS DO, I STILL

NEED TO SEND THEM TO POST?

No – once an attachment is sent via EDI ATTACH process it will attach to shipment record and post will have visibility the next business day

10. DO I NEED TO SEND THE DAILY TENDER REPORT VIA

THE EDI ATTACH PROCESS? IF SO, WHAT DOCUMENT CODE

SHOULD BE UTILIZED?

Yes – The daily tender report for DOS 1, 4, 5 & 7 will get sent via the EDI ATTACH and use document code 04. In the short text after the second carat you are able to define the contents of the attachment such as daily tender.

11. DO I NEED TO SEND THE CONFIRMATION REPORT OF

COMPLETED SERVICES / DELIVERY VIA THE EDI ATTACH

PROCESS? IF SO, WHAT DOCUMENT CODE SHOULD BE

UTILIZED?

Yes – The confirmation report for completion of services and/or delivery will get sent via the EDI ATTACH and use document code 04. In the short text after the second carat you are able to define the contents of the attachment such as confirmation of service completed.

12. IF I SEND MULTIPLE ATTACHMENTS WITH THE SAME

DOCUMENT CODE AND/OR NAME WILL THE EDI ATTACH

PROCESS OVERWRITE THE PREVIOUS ATTACHMENT?

No – The process will attach all attachments sent via EDI ATTACH process. If a revision is needed to be sent for any reason, please provide a description in the short text after the second carat such as document name and revision. The attachments will have a date and time stamp for easy to view and determine the most recent/latest attachment.

13. FOR THE SINGLE DIGIT DOCUMENT CODES, DO YOU

HAVE TO PLACE THE 0 BEFORE THE NUMBER AS A DOUBLE-

DIGIT CODE?

No – The single digit document codes can be saved as 4 or 04 for the naming convention on the document attached.

1. Overview
2. Saving documenT Requirements
3. Email Requirements
A. Email Requirements
i. TO: ALMOPSRLCATTM@STATE.GOV
ii. Subject: EDI ATTACH – SHIP
1. Hyphen must be short hyphen not a double (extra-long) hyphen
a. EDI ATTACH – Ship vs EDI ATTACH - SHIP

iii. Include attachments as defined above in #2

4. Document Code
5. Outcome
1. Do I need to send the Access Cost Estimate sheet via EDI Attach process after an access?
2. Is the inventory the same as a packing list? Is so, what document code should be utilized to send via EDI Attach?
3. Will I send the packing list / inventory via EDI process after an access to the original STI shipment or to the STO shipment?
4. Can I send the Pre-Move Survey Results via the EDI Attach process? If so, what document code should be utilized?
5. Can I attach the bingo sheets, inventory and weight certificate as a single attachment or should they be a separate document attachment? If separate, which document code do I use?
6. Can I save multiple documents in a single attachment for the EDI ATTACH process?
7. Do I need to SEND FOREIGN flag waivers & accessorial request via the EDI ATTACH process?
8. Can I send the shipper’s security endorsement form via the EDI ATTACH process? If so, what document code should be utilized?
9. If I send documents via EDI ATTACH process DO, I still need to send them to post?
10. Do I need to send the daily tender report via the EDI ATTACH process? If so, what document code should be utilized?
11. Do I need to send the confirmation report of completed services / delivery via the EDI ATTACH process? If so, what document code should be utilized?
12. If I send multiple attachments with the same document code and/or name will the EDI ATTACH process overwrite the previous attachment?
13. For the single digit document codes, Do you have to place the 0 before the number as a DOUBLE-DIGIT code?

File details come from the government source that posted it. Updated .