Attachment 1 - DFTS II PWS.pdf

HTC711-23-R-R009

Attachment 1 Performance Work Statement

PERFORMANCE WORK STATEMENT FOR

DEPARTMENT OF DEFENSE FREIGHT TRANSPORTATION SERVICES

(DFTS) II

25 July 2023

Attachment 1

Performance Work Statement

1. DESCRIPTION OF SERVICES

1.1. Background. The United States Transportation Command (USTRANSCOM) is a unified, functional Combatant Command that provides support to the ten other United States Combatant

Commands, the Military Services, Defense Agencies, and other Government organizations as well as Allied and Partner Nations as needed. USTRANSCOM conducts globally integrated mobility operations, leads the broader Joint Deployment and Distribution Enterprise (JDDE), and provides joint enabling capabilities in order to project and sustain the joint force in support of national objectives.

1.1.1. As America’s combat logistics support agency, Defense Logistics Agency (DLA) provides the Army, Navy, Air Force, Marine Corps, Space Force, Federal agencies, and combined and Allied forces with the full spectrum of logistics. DLA sources and provides nearly

100 percent of the consumable items America’s military forces need to operate, from food, uniforms, and medical supplies to construction and barrier equipment. DLA also supplies more than 85 percent of the military’s spare parts. In addition, DLA manages the reutilization of military equipment, provides catalogs and other logistics information products, and offers document automation and production services. DLA is headquartered at Fort Belvoir, VA. As a global enterprise, wherever the United States has a military presence, DLA is likely there as well.

For purposes of this requirement, DLA encompasses both DLA Distribution and DLA

Disposition services.

1.1.2. Other Agency participants include the Fleet Logistics Center Norfolk (FLCN).

1.2. Scope. This Performance Work Statement (PWS) contains requirements for transportation services to support the Department of Defense (DoD), and DoD contractors supporting DoD missions, such as the Joint Strike Fighter (JSF) and F-35 Programs. Contract services encompass support from receipt of the shipment request through final payment for services rendered.

Support includes management of shipments to ensure required transportation is successfully completed. Transportation support is required for Freight All Kinds (FAK) shipments including, but not limited to, first destination transportation (vendor shipments), second destination, scheduled routes, DLA Disposition Services (formerly known as DRMS), unit moves, Federal

Emergency Management Agency (FEMA) support, foreign humanitarian assistance

(FHA)/foreign disaster relief (FDR)/contingency support, Foreign Military Sales (FMS), and surge shipments.

1.2.1. FAK is defined by the Military Freight Traffic Unified Rules Publication-1 (MFTURP-1), which includes a variety of exclusions that are not applicable under this contract. Under this contract, FAK is considered any freight able to be shipped commercially, and consisting of, or containing parts or elements which are specifically excluded in Exclusions paragraph 1.2.6.

1.2.2. Services shall be provided between various locations within the Continental United States

(CONUS), including but not limited to, vendor facilities, DoD warehouses, consolidation facilities, and U.S. Armed Forces Installations (e.g., bases/camps/posts. Pickup and delivery may occasionally be necessary in Alaska, Puerto Rico, and Canada (Outside CONUS (OCONUS)).

Routes may include multiple stops and split pickups.

1.2.3. FMS shipments will be shipped from a CONUS, Alaskan, Puerto Rican, or Canadian location to a facility or Port of Embarkation in CONUS, Alaska, Puerto Rico, or Canada. The

Contractor may be required to assist with or provide customs brokerage support for shipments moved under this contract, such as assisting shippers with customs documentation and clearances and identifying customs protocols.

1.2.4. Cost-reimbursable contractors (e.g., prime vendor, on-demand manufacturing, quick response, corporate contracts, and Electronic Mall (EMALL) contractors), as approved by the

Contracting Officer (CO), may also use the transportation services and rates provided under this contract for official business conducted on behalf of the United States Government (USG).

1.2.5. At contract start, the services identified herein are required to support DLA and FLCN.

Other Government agencies may require these services over the course of the contract. When such support is needed, an implementation schedule will be provided to the Contractor, and associated costs will be negotiated, but shall not exceed the implementation rates awarded for

DLA and FLCN.

1.2.6. Exclusions. The following shipment types are excluded from this contract:

a. Shipments that originate OCONUS (except Alaska, Puerto Rico, and Canada)

b. Shipments with an OCONUS destination (except a Port of Embarkation in Alaska, Puerto Rico, and Canada, or where a CONUS Port of Embarkation is an intermediate destination)

c. Shipment of Household Goods (HHG) and Privately-Owned Vehicles (POV)

d. Shipment of Arms, Ammunition and Explosives (AA&E)

e. Classified shipments

f. Cash/Collect on Delivery (C.O.D.) shipments

g. Shipment of radioactive materials (Yellow-II & Yellow-III). Excepted packages for radioactive instruments and articles in accordance with (IAW) Title 49 Code of

Federal Regulations (CFR) 173.424 (as amended) may be shipped under this contract.

h. Shipment of Poison Inhalation Hazard (PIH) Class 2, Division 2.3, and Class 6, Division 6.1 (inhalation hazard, Zone A or B) hazardous material

i. Shipment of fuels

j. Shipment of narcotics and dangerous drugs

k. Shipment of etiologic agents, Class 6.2

l. Shipment of human remains and biological specimen and samples

m. Shipment of coins or currency

n. Shipment of precious metals

o. Postal shipments, including stamped envelopes, and shipments offered under small parcel modality

1.2.7. Shipping activities may seek other arrangements for freight movements where the

Contractor cannot provide the Electronic Data Interchange (EDI) 220 Shipment Confirmation within the required timeframe or meet the required pickup time as included in the EDI 219.

1.2.8. Mission Essential Services. The entire PWS has been categorized as contractor mission essential services in accordance with (IAW) Defense Federal Acquisition Regulation Supplement

(DFARS) 252.237-7023. The contractor shall be required to continue performance in a crisis

IAW the contractor’s Plan for Continuation of Essential Contractor Services incorporated into the contract at Attachment 4.

1.3. Specific Tasks. The specific task areas required under this PWS are listed below:

Task Area 1 – Contract Management (1.4)

Task Area 2 – Implementation (1.5)

Task Area 3 – Truck Services (1.6)

Task Area 4 – Time Definite Service Level (TDSL) Services (1.7)

Task Area 5 – Rail Services (1.8)

Task Area 6 – Air Services (1.9)

Task Area 7 – FEMA / FHA/FDR / Contingency Support (1.10)

Task Area 8 – Other Services (1.11)

Task Area 9 – Operational Support (1.12)

Task Area 10 – Discounts, Invoicing, and Payment (1.13)

Task Area 11 – Information Technology (1.14)

Task Area 12 – Reporting (1.15)

Task Area 13 – Deliverables (1.16)

1.4. Task Area 1 – Contract Management. This task area consists of functional activities relating to the management, administration, and staffing of this contract.

1.4.1. Management and Administration. The Contractor shall provide oversight and management of the tasks in this PWS. The Government has no privity of contract with any subcontractors, and therefore, will not be a party in any reconciliation between the Contractor and its subcontractors1.

1.4.1.1. The Contractor shall provide a centralized management capability at the Contractor’s site. This function shall encompass administrative, clerical, documentation, billing, subcontractor payment audit, and related functions that provide general support for the program.

The Contractor shall designate a primary point of contact (POC) and provide the name and contact information of the designated individual, to the Government. The Contractor shall notify the CO in writing of any changes to the POC within five business days after the information is known. The Contractor’s proposed POC shall have sufficient authority to make decisions on behalf of the Contractor while performing under this contract.

1.4.1.1.1. The Contractor shall maintain four full-time Contractor personnel, one at each strategic DLA location as follows: DLA Distribution New Cumberland, Pennsylvania (DDSP);

DLA Distribution San Joaquin, California (DDJC); DLA Distribution Red River, Texas

(DDRT); and DLA Distribution Norfolk, Virginia (DDNV). The Government will provide full-

1 Subcontractors under this contract include transportation service provides, e.g., motor carriers, freight forwarders, railroad carriers, air carriers, brokers, regardless of how the prime contractor enters into an arrangement with them, whether as a subsidiary/affiliate, formal contract, tender based bill of lading, etc.

time workspace which will include, at a minimum, a workstation, chair, telephone access, and printing capabilities. If temporary support is required at nonpermanent locations, the

Government will provide workspace on a temporary basis. The workspace shall include, at a minimum, a workstation with electricity, chair, and access to a telephone.

1.4.1.2. The Contractor shall staff, manage, and provide necessary resources for customer support Monday – Friday, 0600 – 2400 Eastern Time (ET), and Saturday, 0600 – 1630 ET, with the exception of FEMA and FHA/FDR/Contingency support tasks. Contractor representatives shall be available by telephone (toll-free) for immediate customer response and have access to all shipment information and transportation management technology. Within an eight-hour notification, the Contractor shall provide on-call support 24 hours a day, 7 days per week, for

FEMA and FHA/FDR/Contingency requirements.

1.4.1.3. Postaward Conference. The contractor shall attend a Government-hosted, Post-award

Conference at a U.S. Government identified location as scheduled by the CO after award.

1.4.1.5. Program Management Reviews (PMR). PMRs will be conducted to evaluate performance, determine the need for any contract changes or adjustments, identify areas of improvement, and develop lessons learned. The Contractor shall conduct PMRs quarterly during the base period of the contract and every six months thereafter. In person PMRs will be held once a year as scheduled by the Program Manager (PM). All PMRs shall include a review and discussion of performance metrics and other reports as denoted in PWS paragraph 1.15. The

Contractor shall also provide verification of any price discounts realized. The Contractor shall prepare and distribute briefing slides with this information to the PM not later than (NLT) three business days prior to each scheduled PMR.

1.4.1.6. Contractor-Managed Website. The Contractor shall maintain and manage a secure website as a repository for DFTS-related documents and resources. The secure website shall meet the same cybersecurity standards as required for the Contractor’s Transportation

Management System (TMS). The Contractor may alternately choose to maintain the contents of the secure website within, or in conjunction with, the Contractor’s TMS. The contents of DFTS-related documents and resources include but are not limited to: DFTS PWS and Appendices, the

Shared Documents as outlined in PWS paragraph 1.12.9, link to the DTR, and DFTS-specific vendor training. The Contracting Officer will be responsible for approving content changes related to the PWS and Appendices prior to publishing.

1.5. Task Area 2 – Implementation. This task area consists of functional activities relating to the implementation plan and joint test planning of this contract.

1.5.1. Implementation Plan and Joint Test Plan for Information Technology (IT) Systems. The

Contractor shall follow the Implementation Plan and detailed Joint Test Plan submitted with its proposal and approved by the Government during source selection. Unanticipated changes to the respective plan will require a revision to the plan unless determined by the Contracting Officer to be minor. Minor changes resulting from the unique requirements of a shipping location do not require an update to the plan. A contract modification will not be required for a change to the plan(s) or schedule unless such changes would result in additional contract costs. The Contractor shall submit a revised plan(s) within five business days of a Government-directed change, or as soon as possible for a Contractor-requested change, to the Contracting Officer’s Representative

(COR). The COR will have five business days from the date the plan(s) was submitted to review and approve or return for clarifications or changes. The COR will coordinate any changes to the plan(s) or schedule with the Contracting Officer prior to approval. The Contractor shall accomplish implementation activities in a manner that will result in minimal disruption to existing operations unless otherwise directed by the Contracting Officer. The most recent approved Implementation Plan and Joint Test Plan shall remain in effect until a new one is approved.

1.5.1.1. For Joint Test Plans, the Contractor shall prepare and deliver a summary level

Operational Test Report that captures the areas tested and the test results for that site no later than 14 business days from the conclusion of site operation testing.

1.5.1.2. The Contractor will submit an addendum to the Joint Test Plan for IT systems when new sites not included in the solicitation require implementation or existing sites implement a new Government system. The addendum shall be submitted to the Contracting Officer within 20 business days of receiving notice that new sites will be utilizing the contract. The addendum will be approved by the Government within 10 business days. The terms of PWS paragraph 1.5.1.

apply for revisions.

1.5.2. Transition Reports. Transition Reports shall be submitted to the Contracting Officer monthly, commencing one month after award until all locations are implemented. All transition reports shall detail the Contractor’s progress toward accomplishing the tasks necessary to begin performance at each location. Transition reports shall specifically address in detail progress in

(1) Contractor IT system and Government IT systems interfaces, (2) Contractor invoicing system and Government invoice system interfaces, and (3) Contractor’s IT systems’ ability to securely handle processing of required shipments.

1.5.3. Weekly Transition Meeting. The Contractor shall coordinate and conduct weekly calls with the Government for the duration of the scheduled implementation periods or until the

Contracting Officer provides alternate direction. The Contractor shall appoint a primary and secondary point of contact to address questions and issues.

1.5.4. Site Changes. The Contracting Officer shall add ordering sites through bilateral contract modification. Pick-up and delivery location additions, revisions, or deletions are not deemed contract changes and do not require bilateral modification. The Contractor shall implement site changes at the instruction of the Contracting Officer

1.5.5. Training on Contractor Systems. The Contractor shall provide in-depth training to

Contractor-system users for new site implementation. The Contractor shall provide the

Government with its proposed training curriculum no later than 30 calendar days prior to implementation at the first site. The Contractor may conduct the training on a per-site or regional basis. The training shall be conducted no later than 30 calendar days prior to site implementation. The Contractor will conduct multiple training classes to allow for employees from all shifts to be trained without negatively impacting daily operations. For system upgrades and modifications, the Contractor shall work with the DoD to establish an on-going training curriculum for users which shall be kept up to date to reflect current operating procedures of the

Contractor.

1.6. Task Area 3 – Truck Services

1.6.1. Truck Services. The Contractor shall provide commercial pickup and delivery of trucking shipments including full truckload (TL), less-than-truckload (LTL), specialized transportation, scheduled routes, and flatbed less-than-truckload (FBLTL).

1.6.2. Upon receiving a logistics service request (EDI 219) from a DoD shipper system (e.g., Distribution Standard System (DSS), Warehouse Management System (WMS), Global Freight

Management (GFM), Vendor Shipment Module (VSM)), the Contractor shall utilize its expertise, tools, and best commercial business practices to determine the proper transportation solution (e.g., stop-offs) and type of surface mode (i.e., truck, TDSL, rail, next flight out, air charter) to provide the most cost-effective rate meeting pickup and delivery constraints. The

Contractor may mode shift unless site conditions prevent the use of certain equipment (e.g., rail, space constraints). The Contractor shall relay its transportation solution and shipment plan via the service response (EDI 220), inclusive of the final mode, subcontractor, and cost determination. Upon freight pick up, the shippers will complete and provide supporting shipment documentation to the Contractor’s subcontractor. This shipment documentation will be in the form of a Bill of Lading (BoL), which is considered the task order for transportation services under this contract. When equipment is staged in advance for loading, the Contractor must provide the shipping site Transportation Office three business days’ notice when a subcontractor change is necessary.

1.6.3. Equipment. The Contractor shall provide all types of equipment necessary to safely transport freight within the required timelines and shall be responsible for ensuring cargo is secure and protected from the elements. Equipment furnished for loading may be rejected by the shipper if, upon inspection, such equipment is considered unfit for the required transportation.

See Appendix D, Equipment Codes.

1.6.3.1. Some locations require dropped trailer equipment pools. For these locations, the

Contractor shall identify standard subcontractor(s) by state or region. Daily pickup(s) are required at set times. For LTL dropped trailer equipment pools, all BoLs loaded on the same conveyance shall have the same Standard Carrier Alpha Code (SCAC) and trailer number.

1.6.3.2. Some locations require specialized transportation shipments utilizing equipment types other than standard commercial vans. The Contractor shall provide all types of equipment necessary to satisfy the requirements of this task. Pickup locations are identified in the Shared

Documents as outlined in PWS 1.12.9.

1.6.3.2.1. Permits. The Contractor shall ensure permits are obtained for each shipment to cover the entire route, as required. Permits shall be provided to the Government upon pickup. If multiple permits are required for different segments of the movement, only those permits required for the initial leg of the movement are required at pickup. For billing purposes, only permit requirements identified after receipt of the EDI 220 shall be uploaded to Third Party

Payment System (TPPS) along with the DFTS Accessorial Approval Form.

1.6.3.3. FBLTL. The Contractor may receive shipment requests with dimensions or weight that exceed LTL service limitations, but for which a full TL would be excessively costly. In these instances, the Contractor shall provide FBLTL service to accommodate large, individual pieces and allow for consolidation on a single, flatbed conveyance. It is the nature of this mode for the subcontractor to move, rearrange, transload and otherwise handle FBLTL shipments.

Transloading FBLTL shipments does not require advanced approval from the shipper. FBLTL applies to equipment codes AF1, AF2, AZ1, and AZ2. See Appendix D, Equipment Codes.

1.6.3.3.1. Based on commercial standards, FBLTL subcontractors are limited by weight and dimensions for freight movement. The following weight and size limits apply to FBLTL shipments:

1.6.3.3.1.1. Shipment actual gross weight or dimensional weight will not exceed 20,000 pounds with no further limitation of individual piece weight. For TDSL, a maximum of 2,000 chargeable pounds per single piece of cargo applies without advance arrangements made prior to receipt of the EDI 219. If a TDSL shipment that exceeds the per piece requirements is tendered to the Contractor without advance arrangements, the shipment shall be delivered to destination, and an exception may be applied to accommodate for the extra handling. If the Contractor has an approved exception but does not meet the revised timeline associated with that exception, the

Contractor shall bill at the actual level/tier of service provided, and the shipment will be considered late.

1.6.3.3.1.2. Dimensional weight is defined as one pound per 166 cubic inches (with a minimum height of 60 inches for non-stackable freight). Shipment dimensions will not exceed 30 feet in any horizontal direction with no further limitation of individual piece dimensions, except for

TDSL which is subject to the shipper making advance arrangements prior to submission of the

EDI 219 as described above.

1.6.3.4. Roller-bed (AV6) Trucks. The Contractor may receive shipment requests for transportation of 463PL air pallets to and from aerial ports via roller-bed (AV6) vans as required to support mission requirements. Upon receipt of EDI 219s (transmitted NLT four hours prior to truck departure), the Contractor shall return an EDI 220 with the assigned roller bed subcontractor’s SCAC and price within one hour of receipt to enable the shipper to complete paperwork prior to departure. The Contractor shall ensure its assigned subcontractor departs the site NLT four hours from EDI 219 receipt.

1.6.3.4.1. The Contractor shall meet the delivery times outlined in the Shared Documents in

PWS 1.12.9. Should the delivery hours noted in the Shared Documents exceed the operational receiving hours of the delivery location (e.g., aerial port), delivery shall occur as soon as reasonably possible, and the shipment will be considered on-time if delivered by the MDD.

1.6.3.4.2. Pallet and Net Returns from Aerial Ports. The Contractor shall return 463L pallets/nets to Consolidation and Containerization Points (CCPs) or other identified locations based on the per mile rates listed in the contract. The 463L pallets/nets shall be returned to the origin loading facility as made available to the Contractor. The Contractor shall verify 463L pallet/net availability on each delivery to ensure all pallets/nets are picked up and returned to the proper locations. The Contractor shall use roller-bed equipment for pallet return unless an authorized equipment substitution is approved. It is the responsibility of the Government to provide chain of custody documentation to the driver for the return of pallets/nets. The driver shall provide documentation received to the origin shipper site.

1.6.3.5. Equipment Substitution. The Contractor may offer equipment substitutions.

Substitutions must be approved and documented by the shipper in advance. Where a substitution of equipment is permitted, no cost adjustments will be allowed. For subcontractor convenience, but at their own risk, a subcontractor may substitute trailers that exceed the requested length without additional cost to, or formal approval from, the Government. However, if the

Government has facility space limitations and a larger vehicle is provided without approval, it will be refused, and no charges to the Government shall be applied. Additional services resulting from an equipment substitution (e.g., tarping 463L pallets on a flatbed substituted for a roller-bed van) shall not be charged to the Government. The Government retains the option to refuse any equipment substitutions for operationally relevant reasons. Substitutions will not be permitted as a long-term solution to a Contractor’s inability to provide requested equipment types.

1.6.4. Service Ordering Options. The Contractor shall provide two tiers of service: Tier 1 and

Tier 2. These tiers of service are based on Contractor response and pickup times as outlined below for trucking linehaul and specialized transportation. In addition, the Contractor shall provide scheduled route transportation. Customer support hours are defined in PWS paragraph

1.4.1.2. Operational hours are defined as the operating hours of the pickup or delivery location.

1.6.4.1. Tier 1. Within four customer support hours of receipt of the logistics service request

(EDI 219), the Contractor shall respond with a service response (EDI 220) indicating the selected subcontractor and shipment price. Within eight operational hours of EDI 219 receipt, the

Contractor’s assigned subcontractor shall arrive at the facility for pickup. If eight operational hours exceed the end of that day’s operations, pickup shall be NLT the end of operational hours of the next business day.

1.6.4.2. Tier 2. Within 24 hours of EDI 219 receipt, the Contractor shall respond with an EDI

220 indicating the selected subcontractor and shipment price. If 24 hours carries over into a weekend or holiday, the EDI 220 response shall be provided the same time of the next business day. Within 48 operational hours of EDI 219 receipt or no earlier than the beginning of the third business day after EDI 219 receipt, the Contractor’s assigned subcontractor shall arrive at the facility for pickup. For shipments that require pickup later than seven calendar days following receipt of the EDI 219, the Contractor shall provide an EDI 220 no later than 72 hours prior to the pickup required in the EDI 219.

1.6.4.3. Scheduled Route Transportation. The Contractor shall provide scheduled route pickup and delivery shipments for precise or repetitive routes and schedules (days and times).

Scheduled truck routes shall have scheduled pickup and delivery windows for multiple delivery locations including stop-offs and split deliveries. These shipments will not be exclusive use and may require faster-than-normal delivery service. The approved rate shall consider any faster-than-normal service requirements. As such, the Contractor is authorized to add additional freight to a Scheduled Truck so long as the Government freight is not excessively handled, transloaded, stacked without permission, or otherwise tampered with, and so long as the Scheduled Truck meets its delivery requirements.

1.6.4.3.1. The Government will coordinate and approve the routes, schedules, and pickup and delivery timing of these routes. The Government may revise each of these items to meet mission needs. Government changes to established pickup and delivery windows for Scheduled Trucks shall be coordinated between the shipper and the Contractor no later than two business days prior to the effective date. Specific shipment routes and schedules are included in the Shared

Documents as outlined in PWS 1.12.9. Live loading may be authorized under special circumstances at certain locations; however, dropped trailer equipment pools will be the standard. See Appendix D, Equipment Codes. See Appendix E, Agency and Site Unique

Requirements for additional requirements.

1.6.4.3.2. Scheduled Truck Routes. The Contractor may recommend proposed changes to routes, schedules, and pickup and deliver timing of the routes. The Government may revise each following the process as outlined in PWS 1.6.4.4.

1.6.4.3.3. Upon receipt of the EDI 219s (transmitted NLT two hours prior to scheduled truck departure), the Contractor shall return an EDI 220 with the Scheduled Trucks subcontractor’s

SCAC and price within one hour of receipt to enable the shipper to complete paperwork prior to scheduled departure. Cancellation of scheduled trucks require a four-hour notice. The

Contractor may charge the Vehicles Furnished but Not Used (VFN) accessorial if the

Government fails to notify the Contractor of cancellation within this timeframe.

1.6.4.3.4. Overflow Freight/Extra Scheduled Trucks. The Contractor shall provide additional scheduled trucks for freight overflow in excess of the schedules and routes listed in the Shared

Documents as necessary. Upon email receipt of excess capacity (provided NLT four hours prior to the scheduled shipping time), the Contractor shall respond with the subcontractor information within two hours of receipt of the email request. If the subcontractor does not have sufficient dropped trailers available on site, the Transportation Office will contact (i.e., email) the contractor prior to the EDI 219 submission to determine which alternate subcontractor with dropped trailers will be used. The Government will submit an EDI 219 with the subcontractor constraint and scheduled service level NLT one hour prior to the scheduled shipping time. Any excess capacity identified within four hours prior to the scheduled shipping time will be considered additional non-scheduled truckloads and are subject to the normal freight ordering process. In this event, any additional truckload shipment that requires pickup in less than eight operational hours or faster-than-normal delivery service (i.e., emulating a scheduled truck) will be subject to Urgent Pickup Service (PUC) and/or Expedited Service (EXP) accessorial.

Contractor may add additional freight to these trucks provided it does not interfere with the delivery schedule or planned sequential offload.

1.6.5. On-time Response and Pickup Metrics. On-time response and pickup metrics are calculated pursuant to the type of service ordered IAW PWS paragraphs 1.6.4 (i.e., Tiers 1-2, Scheduled Transportation), and 1.6.3.4 (i.e., Rollerbed). Except for appointments and scheduled transportation, on-time pick up is defined as the point in time the driver presents him or herself to the Transportation Office as ready to physically connect to a pre-loaded trailer or has their vehicle in place and ready for loading (i.e., backed up to a loading dock or adjacent to the load with doors open) by the ordered pickup time. For appointments, the driver is considered on time if a vehicle is in place and ready for loading +/- 30 minutes (total of one hour window) from the authorized appointment time. For scheduled truck routes and pre-arranged LTL services, the driver is considered on-time if a vehicle is in place and ready for loading prior to the pre-arranged, recurring pickup time.

1.6.5.1. It is the responsibility of the driver to obtain, retain, and produce all documentation that demonstrates on-time arrival. If there is no applicable documentation noting arrival time, it is incumbent upon the driver to request arrival time be noted on the BoL(s) and initialed or signed by a representative of the Transportation office. If Contractor provides conflicting documentation to the Government (i.e., a copy of the same gate pass of BoL with different markings or times), the Government's version of documentation will be considered the accurate documentation.

1.6.6. Rates. When origin / destination (O/D) pair rates are on contract, the Contractor shall apply the lowest priced linehaul rate for each shipment. As defined in Attachment 2, Pricing

Rate Table, domestic LTL zone linehaul shipments (tab 2b) and international linehaul shipments

(tabs 3a-3c) are subject to a 1.5 cwt (150 pound) minimum charge. Domestic TL zone linehaul shipments (tab 2d) are subject to the Contractor’s proposed minimum charge. When a linehaul rate per mile results in a total linehaul price less than the minimum charge, the Contractor may apply the minimum price. O/D pair shipments are not subject to a minimum charge. Additional linehaul rates may be added via contract modification to meet Government shipping requirements.

1.6.6.1. Upon receipt of a specific service level (i.e., Tier 1or Tier 2) from the EDI 219, the

Contractor shall provide the ordered level of service. If the Contractor provides a lower level of service than ordered, the Contractor shall only invoice for the service level that was provided, regardless of what service was ordered. If the Contractor provides a higher service level than ordered, the Contractor shall invoice for the service level ordered.

1.6.6.2. One Time Only (OTO) Process. In instances where there is no applicable rate on contract, the Contractor shall follow the OTO process as described in Appendix F. The

Contractor must have an identifiable code for OTO orders within the TMS for audit and reporting purposes.

1.6.7. Order Refusal. The Contractor must provide a quote for all Government orders (EDI

219). After price acceptance by the Government, the Contractor must provide service offered unless otherwise outlined within PWS 1.11.1.6.4.

1.6.8. Mandatory Delivery Date (MDD). Based on the service level selected, the shipper system calculates the MDD using the transit guide as documented in the DTR (as amended), Appendix E

(DLA Disposition) or the hours/transit times specified in the Shared Documents as outlined in

PWS 1.12.9. below, or as otherwise specified by the Contracting Officer or COR on the EDI

219. The Contractor shall ensure shipments are delivered NLT the MDD. If the Contractor believes an MDD is unreasonable, the Contractor shall notify the shipping site Transportation

Office via email to process corrections as necessary (i.e., EDI 219 correction). For frequent occurrences of errors, the Contractor shall notify the COR, Program Manager, and Contracting

Officer for review and resolution.

1.6.8.1. If an MDD specified on the EDI 219 is inconsistent with the transit guide (i.e., DTR, Appendix E, Shared Documents), the MDD shall take precedence for purposes of determining on-time delivery. No exception code shall be applied based on an inconsistency between the

MDD and the applicable transit guides.

1.6.8.2. The day of pickup does not count towards the number of days in transit. Additionally, weekends and federal holidays do not count as days in transit. The date of delivery counts as a day in transit.

1.6.9. On-Time Delivery Metrics. Except for appointments, on-time delivery metrics are defined as arrival any time prior to the end of the destination’s operational hours on the EDI

219’s MDD. For appointments, on-time delivery for shipments is prior to the end of the appointment period.

1.6.10. Appointments. The Contractor shall ensure assigned subcontractors arrive at locations in sufficient time to complete installation entry procedures to meet on-time pickup and delivery requirements. Any schedule delay due to personnel disqualification from specific installation access or failure to follow published access guidelines without an approved exception shall be considered late. Appointment times at some locations are necessary. The Contractor shall consider during shipment coordination any appointment times included on the EDI 219. Actual pickup at the dock must occur within a +/- 30-minute window from the appointment time for shipments other than Scheduled Trucks or Expedited Shipments (EXP). If a Contractor’s vehicle arrives prior to an appointment, free time shall not commence until the beginning of the +/- 30-minute window, or at the time when actual loading or unloading begins, whichever is earlier.

Appointment (pickup and delivery) requirements vary by site and should be listed in the

Transportation Facilities Guide (TFG) and/or the EDI 219. For deliveries, site specific instructions may also be included on the BoL. The Contractor is also required to follow any interim guidance released by the Military Surface Deployment & Distribution Command

(MSDDC) Customer/Carrier Advisory Network and information in Appendix E, Agency and

Site Unique Requirements.

1.6.10.1. Transportation Facilities Guide (TFG). The Contractor shall utilize the TFG to determine shipper and destination normal pickup and receiving business hours. The TFG is a web-accessible database that contains information (e.g., hours, scheduling, POCs) regarding

CONUS and OCONUS DoD, Coast Guard, DLA, and other agency transportation facilities.

Information on access to the TFG can be found at https://eta-teams.transport.mil/teams/login

1.6.10.1.1. For agencies that differ from the pickup and delivery appointment process as defined in PWS 1.6.10.2 and 1.6.10.3, refer to Appendix E, Agency and Site Unique Requirements.

1.6.10.2. Pickup Appointments. For shipments requiring a pickup appointment, the Contractor shall abide by the designated pickup time on the EDI 219. Pickup windows have five-minute increments (e.g., if pickup is required at 1000, pickup window is designated as 0955 – 1000).

The EDI 219 will also denote a specific pickup date and time in the notes (e.g., if pickup is required on June 2nd at 1000, the notes will state “PU 06/02 @ 1000”). This five-minute window and EDI 219 note constitute the Contractor’s notification that an appointment is required for pickup. Should the five-minute increment differ from the EDI 219 note, the Contractor shall contact the shipper site to confirm requirements. In turn, the Contractor is authorized +/- 30 minutes from the desired appointment time (e.g., the Contractor’s pickup window would be 0930

– 1030) to have the vehicle in place and ready for loading the shipment (i.e., backed up to a loading dock or adjacent to the load with doors open). There will not be any notation of pickup appointments on the BoL. This paragraph does not apply to EXP shipments.

1.6.10.2.1. The Contractor shall inform the shipper site Ordering Officer by phone and/or email in the event of a known pickup delay prior to the prescribed pickup time.

1.6.10.3. Delivery Appointments. For shipments requiring a delivery appointment, the

Contractor shall abide by the designated delivery time on the EDI 219. Delivery dates and times are noted in the “Late MDD” EDI 219 field, within the notes (e.g., if delivery is required on June

2nd at 1000, the notes will state “DEL 06/02 @ 1000”), and on the front page of the BoL. A matching Late MDD and EDI 219 note constitute the Contractor’s notification that an appointment is required for delivery. Should the Late MDD differ from the EDI 219 note, the

Contractor shall contact the shipper site to confirm requirements. The Contractor is authorized to change shipment time formats in the Contractor’s TMS to match delivery requirements. In turn, the Contractor is authorized +/- 30 minutes from the desired appointment time (e.g., the

Contractor’s delivery window would be 0930 – 1030) to have the vehicle in place and ready for unloading the shipment (i.e., backed up to an unloading dock or adjacent where to unload will occur with doors open). Special delivery instructions for the Contractor and/or its subcontractor(s) may be posted on the BoL, to include this specific one-hour window. Special delivery instructions posted on the BoL supersede the delivery appointment requirements identified in the TFG or MSDDC Customer/Carrier Advisory Network.

1.6.10.3.1. If an MDD exceeds the Contractor’s commercially achievable transit time, but the shipper has not designated a delivery time, the Contractor may schedule a delivery appointment with the destination. It is the responsibility of the Contractor to request appointments in a timely manner and accept the first available appointment provided; failure to do so may lead to a subcontractor being required to store freight until the MDD at its own cost. It is understood that contract directed transit times may be more conservative than commercially achievable transit times. If the Contractor believes the “earliest MDD” for a specific shipment or subset of shipments is excessively long, and timely delivery appointments are unavailable, the Contractor can request consideration or relief from the COR or Contracting Officer. It is the intent of the

Government to authorize storage on a case-by-case basis for the time prior to the “earliest MDD” if the Government is unable to provide timely appointments.

1.6.10.3.2. The Contractor and its subcontractors shall use the Carrier Appointment System

(CAS) for requesting delivery appointments when CAS is available for the delivery location.

Interim guidance affecting sites may be released via the MSDDC Customer/Carrier Advisory

Network. For shipments to/from vendors, the Contractor shall contact the VSM team for additional information at (800)456-5507 or via email at delivery@dla.mil. Furthermore, for shipments to/from vendors, the Contractor is responsible for validating the pickup date and time annotated on the EDI 219 with the pickup location to ensure availability of the shipment. A lack of coordination may result in denial of certain accessorials (e.g., VFN (Vehicles Furnished But

Not Used)).

1.6.11. Delivery of Loaded Trailers. When requested by the shipper, the Contractor shall coordinate the arrival of loaded trailers (i.e., dropped trailers) to be unloaded at a later time. If requested for the convenience of the Government, the Detention: Vehicles Without Power Units

(DET) accessorial may apply; however, it will not apply when requested for the convenience of the subcontractor. Requests for later times for the convenience of the subcontractor require prior approval by the shipper.

1.6.12. Reconsignment or Diversion. The Contractor shall provide Reconsignment or Diversion service upon written or oral request by the originating Ordering Officer, appointed transportation agent, or COR, confirmed in writing IAW the Reconsignment or Diversion (RCC) accessorial in

Appendix A, Accessorial Definitions.

1.6.13. Transloading Shipments. Shipments may be transloaded with prior notice to the shipper, inclusive of the new conveyance and seal number, except for under certain circumstances.

1.6.13.1. Transloading of DoD Vehicles. DoD vehicles loaded as freight shall not be transloaded, moved for weight redistribution, or moved to add more freight once tied down or otherwise secured in place on the conveyance without prior written consent from the shipper. In the event of an emergency, the shipper or COR may verbally authorize transloading, to be followed by written authorization. This provision does not prohibit the Contractor from loading additional freight, and it does not constitute a request for the Exclusive Use of Vehicle or

Dromedary (EXC) accessorial.

mailto:delivery@dla.mil

1.6.13.2. Transloading of High Value Items (HVI). If an HVI must be moved to redistribute weight, the Contractor shall obtain written consent from the origin shipper prior to breaking the chains and/or removing the blocking and bracing. For multi-stop HVI shipments, if the need arises for redistribution of equipment at the stop-off location, the blocking and bracing shall be conducted by Government representatives.

1.6.14. Movement of HVI. A variety of HVI (e.g., aircraft engines, aircraft engine propellers) may move under the contract. Depending on the HVI characteristics, it may be moved by van, TL, flatbed, or other equipment. If a shipper requests HVI to move with no other freight, the shipper will annotate the Exclusive Use of Vehicle or Dromedary (EXC) accessorial on the EDI

219 and BoL and ensure it ships as TL. The Ordering Officer or appointed transportation agent shall provide the Contractor with the appropriate technical order for the item moved. The

Contractor must adhere to the blocking and bracing requirements identified in the technical order.

1.6.15. Capacity Loads. When requested by the shipper, the Contractor shall coordinate capacity loads. A shipment is considered a capacity load (also known as “loaded to full visible capacity,” “loaded to capacity”) when it occupies the full visible capacity of a vehicle. For a shipment to be classified as a capacity load, the shipping document must be annotated as

“Vehicle Fully Loaded” with an authorized Government representative (e.g., origin Ordering

Officer or designee) having full knowledge of the shipment, initialing the shipping document(s) at the time of pick-up. Shipments are to be considered as capacity loads if:

a) The shipment occupies 90% of the cargo carrying capacity of the vehicle; or

b) Because of unusual shape or dimensions, or because of the necessity for segregation or separation from other freight, requires the entire vehicle; or

c) Fills a vehicle so that no additional article, equivalent in size to the largest piece tendered, can be loaded in or on the vehicle.

1.6.15.1. For the purposes of this item, a “vehicle” is defined as:

a) A van trailer of not less than 45 feet in length and not less than 2,900 cubic feet capacity;

or

b) An open top trailer of not less than 45 feet in length, or a flatbed trailer of not less than 45 feet in length.

1.6.15.2. Capacity load does not apply to straight trucks. In addition, the application of capacity load will in no way restrict the Contractor from adding additional freight to the equipment and should not be interpreted as a request for Exclusive Use of the vehicle (EXC).

1.6.16. Active Radio Frequency Identification (aRFID) Tags. The DoD uses aRFID for internal processes. When a ST 654 aRFID tag is provided to the driver, it will be kept in the vehicle cab and given to the consignee at the last delivery point. If the driver fails to provide the ST 654 aRFID tag to the receiver at the last delivery point, the tag will be sent to one of the following addresses:

1.6.16.1. Defense Logistics Agency (DLA) Distribution Susquehanna

ATTN Transportation Officer (DODAAC SW3100)

Building 2001, Mission Doors 113-134

New Cumberland, PA 17070-5002

1.6.16.2. DLA Distribution San Joaquin

Rec Whse 10 (PH 209 839 4307)

25600 S. Chrisman Rd

Tracy, CA 95376-5000

1.6.16.3. The Contractor is not liable to the Government for loss of or damage to any aRFID tag.

Data derived from aRFID tags will not be used to measure the Contractor's on-time delivery performance.

1.7. Task Area 4 – TDSL Services

1.7.1. TDSL Requirements. TDSL is a mode-agnostic level of service defined by the number of days until required delivery (i.e., 1-day, 2-day, or 3-day). TDSL shipments require delivery by the end of a destination’s operational hours for the specified service level (i.e., end of 2nd day for

2-day service). TDSL is not a shipment mode; TDSL is an indication that faster-than-normal service is required where the Contractor determines the final mode or modes used to transport the material. The Contractor shall provide TDSL and pre-arranged TDSL shipments. TDSL shipments follow the requirements outlined in PWS 1.6 Truck Services unless defined below.

1.7.1.1. TDSL shipments follow the Tier 1 service offering. Within four customer support hours of receipt of the logistics service request (EDI 219), the Contractor shall respond with a service response (EDI 220) indicating the selected subcontractor and shipment price. Within eight operational hours of EDI 219 receipt, the Contractor’s assigned subcontractor shall arrive at the facility for pickup. If eight operational hours exceed the end of that day’s operations, pickup shall be NLT the end of operational hours of the next business day.

1.7.2. TDSL Ordering. The Government will provide the MDD and TDSL service level (i.e., 1-day, 2-day, or 3-day) in the tendered EDI 219. Consistent with PWS paragraph 1.6.6.1., when the Contractor receives a shipment request with a specified TDSL service level in the EDI 219, the Contractor shall provide this TDSL service level. If the TDSL service is inconsistent with the MDD specified on the EDI 219, the TDSL service shall take precedence. For example, if the

TDSL service level is 1-day (delivery required on 02 January), inconsistent with the MDD of 03

January, the TDSL service of 1-day shall take precedence and delivery is required on 02 January.

No service exception code shall be applied based on an inconsistency between the MDD and the

TDSL service level.

1.7.2.1. TDSL Pre-Arranged Pickup. The Contractor shall provide prearranged TDSL route pickup and delivery shipments. The Government will coordinate and approve the routes and schedules as outlined in the Shared Documents in PWS 1.12.9. Upon receipt of the EDI 219s for

TDSL (transmitted NLT two hours prior to pre-arranged TDSL departure), the Contractor shall return an EDI 220 with the pre-arranged TDSL provider or mode-shifted LTL subcontractor’s

SCAC and price within one hour of receipt to enable the shipper to complete paperwork prior to pre-arranged departure. If the Government does not make the EDI 219 available to the

Contractor NLT two hours prior to the pre-arranged times referenced in the Shared Documents, it is acknowledged the Contractor may not be able to respond within one hour and/or make appropriate customized bookings, and the late response will not count against the Contractor.

1.7.2.1.1. Any scheduled pull times for TDSL referenced in the Shared Documents are at the

Government's request and may be past the daily cut-off time for the transit time to start on the same date the freight is picked up from the shipper's dock.

1.7.2.2. Next Flight Out (NFO). When freight movement is of the highest priority needing next day delivery, the shipper shall request, via direct communication with the Contractor, NFO service. Requests for NFO service requires notification by telephone (for speed) and by email

(for record) to the Contactor, to meet shipper requirements. NFO services shall operate under the established not to exceed (NTE) rates on contract. Upon coordination with the Contractor, the shipper will submit a TDSL 1-day service with notes in the EDI 219 that request NFO service. In addition, expedited accessorial charges will not be applicable for NFO shipments.

1.7.2.2.1. In the event the NFO MDD (i.e., next day delivery) cannot be met due to the actions or failures of the Contractor, the Contractor shall notify the Shipper immediately for a corrective course of action. In addition, if the Contractor cannot meet the MDD, and no applicable exception is applied, the Contractor shall invoice for the service level provided.

1.7.3.