MARKING GUIDE.docx

ATTACHMENT A

MARKING GUIDE

Government contracting laws require contracting officers to include the clause at 552.211-73, Marking, in solicitations and contracts for supplies when deliveries may be made to both civilian and military activities and the contract amount is expected to exceed the simplified acquisition threshold. The clause states:

552.211-73 MARKING (FEB 1996) 511.204(b)(1)

(a) General requirements. Interior packages, if any, and exterior shipping containers shall be marked as specified elsewhere in the contract. Additional marking requirements may be specified on delivery orders issued under the contract. If not otherwise specified, interior packages and exterior shipping containers shall be marked in accordance with the following standards.

(1) Deliveries to civilian activities. Supplies shall be marked in accordance with Federal Standard 123, edition in effect on the date of issuance of the solicitation.

(2) Deliveries to military activities. Supplies shall be marked in accordance with Military Standard 129, edition in effect on the date of issuance of the solicitation.

(b) Improperly marked material. When Government inspection and acceptance are at destination, and delivered supplies are not marked in accordance with contract requirements, the Government has the right, without prior notice to the Contractor to perform the required marking, by contract or otherwise, and charge the Contractor, therefore at the rate specified elsewhere in this contract. This right is not exclusive, and is in addition to other rights or remedies providedfor in this contract.

Federal Standard 123, Marking for Shipment (Civil Agencies) is now in revision H. Military Standard 129, Military Marking for Shipment and Storage, is now in revision P and Change Notice 4. Both documents establish the requirements for marking unit, intermediate, and exterior (transport/shipping) packages, and unit loads.

These standards require suppliers to correctly mark shipments of supplies at all levels of packaging - including the unit pack, carton, case and pallet. Marking include the application of numbers, letters, labels, tags, symbols, or colors to provide identification and to expedite handling during shipment and storage. The following are some illustrations of how marking should be when contractors ship to both civilian and military agencies:

Marking per FED-STD-123 Marking shall be orientated in a palletized load so that it is visible to the handler Transport packages and unit loads shall not be marked on the top or bottom of the carton.

Material regulated by Federal law or regulation shall be marked in accordance with those requirements.

Labels and tags shall be securely attached to the item or package when the surface will not support the necessary marking.

The marking order sequence shown is preferred, but not mandatory.

Each palletized or unitized load shall have two labels affixed on adjacent sides of the load (Para. 4.1.3).

Transport Packages when consolidated into Unit Loads Moving in full Truckload or Carload Shipments containing one NSN shall be marked as a transport package except that consignor and consignee marking is not required on either transport packages or unit loads (Para.4.1.4).

The shipping label with the consignor and consignee information shall be located on two unit loads closest to the door of the truck or carload shipment (Para.4.1.4) Special Marking requirements such as TCN is described in Paragraph 4.3 Pictorial marking is described in Paragraph 4.4 Barcode marking specifications is described in paragraph 4.5

Figure 1: Unit and Intermediate marking per Fed-Std-123

Figure 2: Transport package marking per Fed-Std-123

Figure 3: Palletized loads shall have two adjacent shipping labels showing the information below

Marking per MIL-STD-129 UNIT & INTERMEDIATE PACK With Linear (Code 39) Bar Codes General marking requirements for unit and intermediate packs are divided into two categories:

# 1 - identification markings are in paragraph 4.1.1 # 2 - bar code markings are in paragraph 4.4.1.1 Placement of the identification markings is described in paragraph 4.3.1. When a barrier bag is used within another unit container, both the bag and the outermost container must be marked.

Placement of the bar code markings is described in paragraph 4.4.2.

Unit containers used as shipping containers should be marked as an exterior container (paragraph 4.1.1).

Figure 4

UNIT & INTERMEDIATE PACK

With 2D (PDF417) Symbol and Unique Item Identifiers General marking requirements for unit and intermediate packs are divided into two categories:

# 1 - identification markings are in paragraph 4.1.1 # 2 - bar code markings are in paragraph 4.4.1.1 Placement of the identification markings is described in paragraph 4.3.1. When a barrier bag is used within another unit container, both the bag and the outermost container must be marked.

Placement of the bar code markings is described in paragraph 4.4.2.

Unit containers used as shipping containers should be marked as an exterior container (paragraph 4.1.1).

Figure 5

Marking per MIL-STD-129 EXTERIOR (SHIPPING) CONTAINERS With Linear (Code 39) Bar Codes General marking requirements for exterior containers are divided into three categories:

# 1 - identification markings are in paragraph 4.1.2 # 2 - bar code markings are in paragraph 4.4.1.2 # 3 - address markings are in paragraph 4.2 Placement of the identification markings is described in paragraph 4.3.2. Boxes and crates over ten cubic feet require the identification data markings repeated on the left end (paragraph 4.3.2.1).

Placement of the bar code markings is described in paragraph 4.4.3.

Acceptable bar code formats are illustrated in figure 1 (page 21) and figure 22 (page 60). Clothing and textile items require additional markings: shipment number and container number (paragraph 4.1.2.f(3).

Hazardous materials markings are detailed in paragraph 5.5. Ammunition and explosive markings are detailed in paragraph 5.6.

Figure 6

EXTERIOR (SHIPPING) CONTAINERS

With 2D (PDF417) Symbol and Unique Item Identifiers General marking requirements for exterior containers are divided into three categories:

# 1 - identification markings are in paragraph 4.1.2 # 2 - bar code markings are in paragraph 4.4.1.2 # 3 - address markings are in paragraph 4.2 Placement of the identification markings is described in paragraph 4.3.2. Boxes and crates over ten cubic feet require the identification data markings repeated on the left end (paragraph 4.3.2.1).

Placement of the bar code markings is described in paragraph 4.4.3 .

Acceptable bar code formats are illustrated in figure 1 (page 21) and figure 22 (page 60). Clothing and textile items require additional markings: shipment number and container number (paragraph 4.1.2.f.(3).

Hazardous materials markings are detailed in paragraph 5.5 . Ammunition and explosive markings are detailed in paragraph 5.6 Figure 7

MILITARY SHIPMENT LABEL

Address Markings on Shipping Containers and Pallet Loads

· Unless specifically exempted in the contract, all shippers will apply address markings using a barcoded Military Shipping Label (MSL). This includes shipments to domestic and overseas destinations.

· The Transportation Control Number, Ultimate Consignee Address Code (D0DAAC), and Piece Number must be bar coded in code 39 linear bar code format.

· The MSL will also include a two-dimensional (2D PDF417) symbol that will contain shipment, line item and TCMD data.

a. Shipment data consists of information entered in-the-clear on the MSL

b. Line item data generally consists of the Document/Requisition Number, NSN, Routing Identifier Code (RIC), Unit of Issue, Quantity, Condition Code and Unit Price.

c. TCMD data is applicable to shipments that move through the Defense Transportation System and has priority over data.

· The recommended size for the MSL is 4 inches by 6 inches.

· The in-the-clear data and code 39 HRI shall be easily human readable. The code 39 bar codes and the 2D (PDF417) bar code symbol shall be easily machine readable (paragraph 4.2.2.3.).

Figure 8

ATTACHMENT B

FEDERAL ACQUISTION SERVICE (FAS)

DISTRIBUTION OPERATIONS VENDOR ADVISORY SERVICE

THE SHIPPING LABEL FOR GLOBAL SUPPLY ORDERS

A major show stopper with FAS orders both export and domestic shipments are not having a properly prepared shipping label. As with small parcel carriers such as Fed Ex, a means of tracking a shipment is the internal control number both "in the clear" and barcoded assigned to your shipping package. The transportation control number (TCN) is the key element in tracking FAS Distribution Operation shipments and must appear on the shipping label with "in the clear text" and barcode information. As with the small parcel carriers control number, the in the clear as well as barcoded TCN number controls these government shipments. Figure 1 illustrates the minimum information needed to ship our customers' orders. To further aid you in preparing the shipping label we will indicate the applicable blocks and information as found on the Order for Supplies or Services Form (GSA Form 3186). We must discuss the performance factors associated with export shipping labels. In fact, the performance factors listed below are requirements that are mandatory for export labels. Many of these factors are requirements for the domestic labels as well. See Mil-Std-129 for distinctions between export and domestic labels.

1. Each individual shipping container must have a shipping label.

2. The recommended size for the label is 4 inches by 6 inches.

3. The quality of the label will be such that labels are suitable for ink printing without feathering or spreading.

4. The label must withstand normal export handling and shipping conditions and remain securely in position.

5. Waterproofing materials such as spar varnish, acrylic coating compound, sealing compound, label adhesive, polyurethane coatings, and pressure-sensitive tape that does not restrict or preclude legibility or readability of the package markings and shall be used as protective coatings on container markings.

6. When lithographing, embossing, or roller coating of markings is authorized, commercial enamels, lacquers, or inks in the color specified shall be used. When stamping or inkjet marking is specified, commercial waterproof and petroleum-resistant inks, in the color specified, must maintain sufficient durability during exposure to field service.

7. Labels shall be of a water-resistant grade of paper, film, fabric, or plastic, coated on one side with water-insoluble, permanent type adhesive. The adhesive shall adhere to metal, plastic, aluminum or fiberboard surfaces under high and low temperatures. Labels shall have a finish suitable for printing and writing on with ink without feathering or spreading.

8. When bar code labels are used on exterior shipping containers, a waterproof, un-tinted/transparent, plastic, protective laminate such as ASTM D 5486, type I, class 2 tapes, or equivalent protection, shall be applied to or shall be inherent to the label.

9. You need to scan the bar code label after any process that may affect the readability of the bar code, such as the application of tape. Identification bar code markings shall not be obscured by application of strapping or tape.

10. The requirements for the Military Shipping Label (MSL) may be found in Mil-Std-129 and Defense Transportation Regulation (DTR) 4500.9 Part II, Chapter 208 and Appendix X. The MSL label and format are preferred by DoD.

INFORMATION AS FOUND ON

THE

ORDER FOR SUPPLIES OR

SERVICES

GSA FORM 3186

FIGURE 1: GSA SHIPPING LABEL

VENDOR'S COMPLETE ADDRESS SEE BLOCK 11 NO DUNN'S NUMBER

SEE FIGURE 2 BLOCK 10 "TRNSP CNTRL NO" DON'T FORGET TO BARCODE THE TCN

Linear (Code 39) bar codes

YOUR VENDOR CAGE CODE GOES HERE SEE BLOCK 10 "TAC" FOR TH/S 4 D/G/T CODE

TYPE OF SERVICE, (for example, FRT LTL, AIR EXPSS, EXPSS MAIL, TGBL UB, DPM HHG)

DATE SHIPPED IS SELF EXPLANTORY — DAY, MONTH, & YEAR

SEE BLOCK 10 FOR THE "RDD"

1 LABEL 1 PIECE INCLUDING A BARCODE BELOW. THE IN THE CLEAR 1 OF 2

TEXT INDICATES THERE ARE TWO PIECES IN YOUR SHIPMENT AND IS NOT

TO BE BARCODED. WEIGHT IS TO THE NEAREST POUND. THE CUBE IS

ROUNDED TO THE NEAREST FEET.

SEE BLOCK 10 FOR COMPLETE ADDRESS

SEE BLOCK 12 FOR THE COMPLETE ADDRESS.

BE SURE TO BARCODE THE DODAAC AS HIGHLIGTED IN FIG. 2

AS WELL

AS IN THE CLEAR TEXT.

FIGURE 2: GSA ORDER FOR SUPPLIES OR SERVICES FORM (GLOBAL

SUPPLY)

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