Attachment 2_Performance Work Statement (PWS) 28 April 2025.pdf

Solicitation Number FA527025RA024 Local Drayage Schedule of Personal Property (Schedule III), Okinawa, Japan

Attachment 2

PERFORMANCE WORK STATEMENT (PWS)

LOCAL DRAYAGE SERVICE (INTRA-CITY & INTRA-AREA MOVES)

OF PERSONAL PROPERTY (SCHEDULE III)

OKINAWA, JAPAN

USAF/18 LRS

USMC/DMO USMC

USA/NAVSUP

28 April 2025

PERFORMANCE WORK STATEMENT TABLE OF CONTENTS

SECTION/PART PAGE

1 DESCRIPTION OF SERVICES 3

2 GOVERNMENT FURNISHED PROPERTY AND SERVICES 7

3 GENERAL REQUIREMENTS 7

4 ATTACHMENTS 11

PART I – DESCRIPTION OF SERVICES A. SCOPE OF WORK

The contractor will furnish all personnel, equipment, facilities, supplies, services, and materials, except as specified herein as government-furnished, for the preparation of the personal property (including servicing of appliances) of Department of Defense (DoD) personnel for shipment, drayage and related services through the DPM. Work to be performed will be those services in the Schedules awarded to the contractor as outlined in individual Contract Line Item Number (CLIN) items (see Attachment 1). Tasks by type of move are reflected in Table G-1. Task/Type of Move Matrix, shows which tasks normally apply to each type of move. Specific requirements for each task are described below. If specific instructions or requirements are not provided, commercial standards of services and best business practices are acceptable.

1. Premove Survey. The contractor will determine the nature of personal property offered for shipment either by physical inspection (preferred) or telephone survey with the customer. The survey will be conducted at a time and date mutually agreed upon between the contractor and the customer. Any pack/pickup date changes will be coordinated with the ordering officer (Transportation Office).

2. Facilities and Equipment. The contractor will maintain adequate facilities and serviceable equipment throughout the life of the contract.

3. Weighing.

a. The gross, tare, and net weight of all shipments will be determined through the use of scales properly certified by a state inspector of weights and measures in accordance with (IAW) the regulations of the state or district having legal jurisdiction in this instance means the Government of Japan or is political subdivisions unless otherwise stated. When a metric scale is utilized, the contractor will use 1 kilogram per 2.2 pounds for conversion.

b. The contractor will submit weight tickets, reflecting gross, tare, and net weight, in duplicate, properly certified IAW GOJ laws and regulations to the ordering officer.

c. The weight tickets will contain the name and address of the weighing station, date, name of contractor, van or trailer number, name of customer, call number assigned by the ordering officer, and signature of the weigh master.

d. Billing Procedures. Shipments are payable on the basis of a 500-pound minimum weight for

Household Goods (HHG), net weight, as indicated in the bid item. Shipments are payable on the actual net weight shipped on a monthly invoice.

4. Time Requirements.

a. The ordering officer will normally give the contractor notice to commence services ordered herein at least 1 full workday prior to the date specified. Oral orders will be confirmed in writing within 2 workdays following order acceptance by the contractor. The contractor will be available to receive orders between the hours 0800 and 1700. Upon request, the contractor will provide information as to whether the service will be performed between the hours of 0800 to

1200 hours or between the hours of 1200 to 1700 hours, based upon the best information available. “Workdays” refer to Monday through Friday except for U.S. legal holidays throughout this PWS (see paragraph III.10).

b. The contractor will not begin pickup or delivery services at a customer’s residence before 0800 hours or after 1700 hours without prior approval of the ordering officer and the customer.

The contractor will not begin any service that will not allow completion by 2100 hours without approval by the ordering officer and the customer by 1630 hours of the scheduled date. When services cannot be completed on the scheduled date, the contractor will notify the ordering officer and the customer. In case of an approved suspension of operations, the contractor will assure his/her return the next workday at 0800 hours to complete the services.

5. Preparation, Packing, Loading, and Containerization.

a. The contractor will perform all preparation and packing in a manner requiring the least cubic measurement, producing packages that withstand normal movement without damage to the container or contents and at a minimum of weight. All shipments will be protected from the elements (rain, snow, or sun) and theft at all times.

(1) The contractor will not be required to disassemble swing sets, outdoor recreation equipment, television and radio antennas, and similar articles. The customer will disassemble these items. Items disassembled by the customer will be shown in the remarks section of the inventory as Disassembled by the Owner (DBO).

(2) Customer-Packed Items. The contractor will inspect and repack items already packed by the customer. The carrier assumes liability for whatever they pack. The carrier has the right to inspect all items and will use the appropriate carton(s) to pack all items (e.g., clothes in wardrobe boxes), thereby affording items the proper protection. PPSOs will ensure items are shipped in sealed cartons for stacking in trucks/crates and to avoid pilferage. Therefore, one of two things must occur:

(a) The carrier packs all the contents in cartons and then stacks empty plastic totes or tubs separately for onward movement, or

(b) The customer provides an already-packed tote/tub and the carrier then inspects it and decides to do one of the following:

1 Empty the tote/tub and place its contents in a carton, or

2 Ship the tote/tub as is with contents (it will be the carrier’s responsibility to place the tote/tub in a proper carton or container for safe movement; tape may not be placed directly on the tote/tub).

The above decision is at the carrier’s discretion. Members/employees cannot insist that the contents must remain in the tote/tub, since the carrier assumes liability for the tote/tub and the contents.

(3) Trunks and Footlockers. Trunks and footlockers may contain a properly packed quantity of

HHG that is reasonable for the construction and condition of the container.

b. When the ordering officer authorizes tailgating, the load will not extend beyond the surface of the tailgate or beyond the surface of the vehicle. The tailgated items will be protected from inclement weather by a suitable covering.

c. Removal of Debris. Packing and loading at the origin will include, as a minimum, removing from the member’s/employee’s residence all empty contractor-provided containers, packing materials, and other debris accumulated incident to packing and loading unless specifically waived by the customer in writing.

6. Tagging, Inventorying, and Packing List. The contractor, in coordination with the customer, will prepare an accurate, legible, HHG/UB descriptive inventory similar to Figure G1-1, Household Goods Descriptive Inventory. The contractor will count and examine all goods tendered for shipments, receipt for them, and make written exception for any goods not in apparent good order.

All tagging will be accomplished prior to the removal of goods from the residence.

a. Inventory Identification. Each carton will be marked to indicate the general contents and member’s/employee’s last name. Each carton will be tagged and inventoried as a separate inventory line item. Identify the cartons by type and cube with an indication of general contents, such as, linens, pots and pans, mirror carton, 3.5 cubic feet.

b. Inventory Symbols. The “Exception Symbols” and “Location Symbols,” as shown in Figure G1-1, will be used to describe locations and exceptions. Locations and exceptions will be true and accurate. The omission of exception symbols will indicate good condition except for normal wear. Describe in as much detail as possible items of furniture; for example, television sets will be identified as being either “color” (C) or “black and white” (B&W) and console or portable.

The contractor will annotate on the inventory item(s), such as TVs, stereo components, computer hardware, VCRs, and video cameras, by make, model, and serial number when these are visible on the outside of the item.

c. Items disassembled by the contractor will be shown in the remarks section of the inventory as Contractor Disassembled (CD). Items disassembled by the customer will be shown in the remarks section of the inventory as DBO. When an article is packed in an original container furnished by the customer, the inventory will indicate the type of article and will be shown as Contractor Packed (CP).

d. Motorcycles, mopeds, and motor scooters will be inventoried as one line item, listing their serial number, make, year, model, and odometer reading. For international shipments, ensure one copy of the title and/or registration is attached to all copies of the PPGBL/BL/Commercial Bill of Lading/Transportation Control and Movement Document (TCMD).

NOTE: Motorcycles and mopeds that do not conform to vehicle emissions standards and motor vehicle safety standards of the destination country cannot be shipped as part of a HHG shipment.

e. Inventory Form. The inventory form will bear the signature of the customer, and date signed, together with the signature of the contractor’s representative and date signed certifying to its accuracy and completeness.

f. The contractor will prepare the inventory in three copies for local drayage moves. The original and all copies will be legible and will bear the name and complete mailing address of the contractor. The original inventory will be furnished to the ordering officer, the contractor will retain one copy, and one copy will be given to the customer. Appliance Servicing and Unservicing. The contractor will service and unservice appliances IAW manufacturer’s specifications. If third-party servicing or unservicing is required and approved by the ordering officer, the contractor will bill the services as prescribed in Paragraph 5.a.(1).

7. Vehicles

a. Vehicles. The contractor will ensure that all vehicles used in the movement of personal property will be of a safe and sound condition so as not to permit damage to personal property.

8. Cargo Insurance. The contractor must provide a certification of cargo insurance reflecting coverage on a continuous basis in at least the amount shown below to cover legal liability. The certificate will contain the statement that the insurance company will provide the designated installation contracting officer with a 30-day written notice of any change, expiration, or cancellation of said policy. The underwriter of cargo insurance will have a rating of “A” or better in the current issue of Best’s Insurance Guide. The certificate will be prepared with original signatures and provided to the designated installation contracting officer. The minimum cargo liability coverage required for both domestic and international shipments is $50,000.00 (or its equivalent yen amount) per shipment.

9. DPM Delivery, Unloading, and Unpacking.

a. The contractor will furnish the ordering officer with the written receiving notice not later than the next workday following the arrival of the inbound shipment. For each individual shipment, the receiving notice will contain the name and rank/grade of the property customer, PPGBL/BL number, number of pieces, size and type of containers, weight, and name of the carrier. When markings on the containers or documents indicate the shipment is of a deceased customer (BLUEBARK), this information will also be provided. The above information will be obtained from the available documents or containers.

b. Unloading and unpacking, upon delivery to the residence, will include the one-time laying of rugs, assembling of disassembled furniture, unservicing of appliances, and the one-time placement of furniture and like items in the room of the dwelling or a room designated by the property customer. The contractor will not be required to move items after once placed as designated. Third-party services as set forth in Paragraph A.4.a.(1) will be performed when authorized. Unless specifically waived by the customer, in writing, unpacking services will be performed. The contractor will have the customer certify and sign on the inventory or delivery document that unpacking was or was not performed.

(1) Unpacking Service. The unpacking service will consist of the unpacking, on a one-time basis, of all barrels, boxes, cartons, and crates. The contents will be placed in a room designated by the customer. This includes the placement of articles in cabinets, in cupboards, or on shelving in the kitchen when convenient and consistent with safety of the article(s) and proximity of the area desired by the customer, but does not include arranging the article(s) in a manner desired by the customer. The unpacking of and removing from the member’s/employee’s premises all empty containers, packing material, and other debris will be performed at the time the goods are delivered to the residence and to the member’s satisfaction. If the member/employee declines to have the items unpacked, the contractor is not responsible for removing packing material.

10. Claims. The provision of full replacement value (FRV) to all DoD customers provides for the replacement, repair, or payment for the non-depreciated value of lost or damaged items. The liability limits for FRV are the greater of $5,000.00 per shipment or $4.00 times either the net weight of the HHG shipment or the gross weight of UB shipment, in pounds, not to exceed $50,000.00. For detailed claims and liability procedures, see Attachment G6.

PART II – GOVERNMENT-FURNISHED PROPERTY AND SERVICES

1. There will be no Government Furnished Property for this requirement. There are no containers provided. The contractor will be required to provide any containers for shipment of personal property.

PART III – GENERAL REQUIREMENTS

1. Application. This Performance Work Statement (PWS) contains basic instructions for the packaging, packing, tagging, inventorying, containerization, marking, loading, storing, unpacking, and inspecting of HHG and UB. This PWS applies to domestic DPM shipments. It does not apply to domestic or international Through Government Bill of Lading shipments.

2. Personnel. The contractor will furnish adequate supervision, labor, materials, supplies, and equipment necessary to perform all the services contemplated under this contract. The contractor’s office will be staffed at all times during normal working hours with personnel authorized to book shipments and arrange for services under the contract. All contractors will have available an English reading, speaking, and writing employee at all times during packing and unpacking services.

a. Contract Manager. The contractor shall provide a contract manager (CM) who shall be responsible for the performance of the work performed under this PWS. The name of this individual and an alternate(s) who shall act for the contractor when the CM is absent shall be designated in writing to the Contracting Officer. The CM and alternate shall have full authority to act for the contractor on all contract matters relating to the daily operations of the work performed under this contract.

The CM and alternate shall be individuals who are capable of conversing in, and comprehending English. The contractor Manager shall not be subcontractor’s employees.

a. The CM or alternate shall not perform any other services under this PWS without coordination through the COR. The CM shall report any problems that are encountered in any work locations to the Contracting Officer.

b. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The Contracting Officer may require that the contractor remove from the government job any of his/her employees who endanger persons, or property, or whose continued employment under this contract is inconsistent with the interests of military security.

c. Third Country Nationals (TCN). The Security Forces on each base control entry to the base.

Under certain circumstances, the TCN might be denied entry. It is the contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances. All circumstances will be subject to procedures and guidelines USFJ Instructions 36-25 and 36-504. The contractor will not seek to sponsor third-country nationals not already lawfully a resident alien Japan as an employee for this contract.

d. The contractor shall not employ any person who is an employee of the US Government and/or

Master Labor Contract employees if employing that person would create a conflict of interest or become in the violation of the Procurement Integrity Act (See Federal Acquisition Regulation Section 3.104.) Additionally, the Contractor shall not employ any person who is an employee of the Department of Defense, either military or civilian, unless such person seeks and receives approval according to DOD 5500.7-R, the Joint Ethics Regulation (JER). Status of Force Agreement (SOFA) personnel must comply with USFJ INST 36-1001 for the authority to requiring approval of off-duty employment.

3. Contractor Manpower Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force (or applicable service) via a secure data collection site.

a. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

b. Reporting inputs will be for the labor executed during the period of performance for each

Government fiscal year (FY) which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

4. Materials. The contractor will provide boxes, cartons, mattress cartons and/or plastic bags

(plastic bags may only be used when a direct delivery address has been designated by the origin PPSO), tape, labels, packing lists, filler material, paper pads, wrapping, and any other type material to ensure proper packing for damage free movement. All materials will be new or in sound condition. All previous markings pertaining to any previous shipment will be completely obliterated and all material will be free of any substance injurious to the articles being packed and to the member/employee. New material will be used for packing mattresses, box springs, linens, bedding, and clothing.

5. Documentation and Reports. The contractor will ensure all the documentation performed by the contractor will be accurate and legible. All invoices submitted for billing to the ordering officer will be complete and display a detailed and accurate account of services performed. Invoices will be submitted within the first seven workdays of the following month.

6. Quality Control and Assurance.

a. Quality Control. The contractor will establish a complete quality control program to assure the requirements of the contract are provided as specified. One copy of the contractor's quality control plan will be provided to the contracting officer as part of the proposal submission.

b. Quality Assurance. The contractor will provide monthly metrics measuring the Service Delivery Summary Performance Threshold (see Table G-2 below) to the contracting officer and COR.

These statistics will be used in the monthly evaluation of the contractor and also as a part of the annual performance report.

7. Task Orders. Calls for contract service against the contract will be given orally and confirmed in writing on Standard Form 1449 for monthly payment. Before placing of each call, the Ordering Officer shall insure that Line of Accounting is available. If a call is given orally, it must be recorded within ten days.

8. Installation Base Passes. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to contractor personnel at no cost to the contractor. Vehicle insurance certificate are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

9. Hours of Operation. The contractor shall perform the service when scheduled by ordering officers at any time during any calendar day except U.S. legal holidays and local religious or customary holiday. "Workday(s)" referenced throughout this PWS refers to Monday through Friday. If the holiday falls on Saturday, it is observed on preceding Friday. If the holiday falls on a Sunday, it is observed on Monday following. U.S. legal holidays are specified below:

1st January New Year’s Day 3rd Monday of January Martin Luther King Jr.’s Birthday 3rd Monday of February Washington’s Birthday Last Monday of May Memorial Day June 19th Juneteenth 4th July Independence Day 1st Monday of September Labor Day 2nd Monday of October Columbus Day 11th November Veterans Day 4th Thursday of November Thanksgiving Day 25th December Christmas Day

10. Subcontracting. The contractor shall not use subcontractors without prior written coordination with the Contracting Officer. The subcontractors shall meet the standards required by this contract to perform the service and to provide facilities. The prime contractor is responsible for the performance of the subcontractors.

11. Report of Damage, Destruction, Injury or Death.

a. The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this statement, the term “property” includes equipment, freight, residence or property of any type whether government owned or not and the term “Contractor” includes the contractor, its agents, servants or employees.

b. The contractor shall submit these reports to the Contracting Officer through the COR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs.

Reports may be either verbal or electronic, and (2) A complete written report shall be submitted within 48 hours after occurrence of the incident. A copy of this report shall be furnished to the

COR.

12. Costs of Operation. All costs of operation under this contract shall be borne by the Contractor, including but not limited to tolls, licenses, or for operations during stormy or inclement weather.

a. Items requiring delivery or pickup from housing that does not allow for standard use of stairs or elevators, or an items unusual nature may require disassembly / assembly service by a third party. The contractor will not arrange for third-party servicing without the authorization of the ordering officer. The charges for third-party service will be billed by the contractor as a separate charge on the invoice and supported with two copies of the third-party company’s invoice.

Examples of possible Third-Party Service requirements: front end washers, shranks, wall units, grandfather clocks, grand pianos, and use of small crane services.

13. Trucking Service Permits. There are two major laws for trucking services, i.e., the Trucking

Business Law ("Kamotsu Jidosha Unso Jigyo Hou 貨物自動車運送事業法”) and the Freight Carrier-Using Transport Business Law ("Kamotsu Riyo Unso Jigyo Hou 貨物利用運送事業法").

a. General Trucking Business Permit. Authorization under the Trucking Business Law (GOJ law

#83 of 29 Feb 1988 and the revisions thereto, “Kamotsu Jidosha Unso Jigyo Hou”) which allows contractors to perform services by using both or either of their own vehicles and/or subcontractors to manage their workload.

b. Freight Carrier-Using Transportation Business Authorization. This authorization is issued under the Freight Carrier-Using Transport Business Law (GOJ law #82 of 19 Dec 1988 and the revisions thereto, “Kamotsu Riyo Unso Jigyo Hou”), which allows contractors to perform services by using subcontractors only. They are not required to own their vehicles. It provides three types of permits under this law; “Type I” = To provide trucking services by subcontractors, which does not precede to or follow after air, ocean, and rail transportation; “Type II” = To provide trucking services which precede to or follow after air, ocean, and rail transportation by using subcontractors; “Carrier-Using Transportation by Foreign Entities International Freight Transportation” Type I and Type II = These are for foreign entities or individuals to provide inland trucking services to air or ocean international transportation providers by using subcontractors.

PART IV – ATTACHMENTS

Attachment G1: Figures Attachment G2: Reserved Attachment G3: Reserved Attachment G4: Definitions Attachment G5: Acronyms Attachment G6: Direct Procurement Method (DPM) Claims and Liability Procedures

Table G-1. Task/Type of Move Matrix

Task Local Move

Premove Survey X

Weighing X

Time Requirements X

Preparation, Packing, Loading, and Containerization X

Tagging, Preparing Inventory and Packing List X

Appliance Servicing and Unservicing X Containers and Vehicles X

Marking Exterior Shipping Containers Storage

Facilities Cargo Insurance X

DPM Delivery, Unloading, and Unpacking X Claims X

Table G-2. Service Delivery Summary

Performance Objectives PWS Paragraph

Performance Standard

Proper Packing, invoicing, loading, unloading of Personal Property for local movement

Part I, Paragraph 5, Paragraph 7

No more than 3 percent of the total number of shipments are incorrectly packed/ inventoried/loaded/unloaded/moved per month.

On-Time Pickup/Delivery of Personal Property

Part I, Paragraph 4 No more than 5 percent per month of the total number of shipments are validated customer complaints for untimely pickup/delivery.

Timely Pickup/Return, Proper Preparation of Documentation

Part I, Paragraph 3., 6.f, Part III, Paragraph 5.

98 percent on-time return of completed, accurate, legible documentation to PPSO per month. 96 percent on-time pickup of documentation from PPSO per month.

Accurate Invoicing of Charges Part III, Paragraph 5 98 percent error-free invoice submission rate per month.

Maintain Adequate Facilities and Serviceable Equipment

Part 1, Paragraph 2, 7. Less than three violations per quarter based on inadequate facilities or unserviceable equipment.

ATTACHMENT G1

FIGURES

The following pages contain the Figures referenced in this part.

Figure Description Page

G1-1 Household Goods Descriptive Inventory…………………………………… 14

G1-2 Joint Statement of Loss and Damage at Delivery (DD Form 1840)

G1-3 Notice of Loss or Damage (DD Form 1840R)

G1-4 List of Property and Claims Analysis Chart (DD Form 1844) …………………………17

G1-5 Application for Shipment and/or Storage of Personal Property (DD Form 1299) ……..18-19

Figure G1-1. Household Goods Descriptive Inventory

Figure G1-2. DD Form 1840, Joint Statement of Loss and Damage at Delivery

Figure G1-3. DD Form 1840R, Notice of Loss or Damage

Figure G1-4. DD Form 1844, List of Property and Claim Analysis Chart

Figure G1-5. DD Form 1299, Application for Shipment and/or Storage of Personal Property

Figure G1-5. DD Form 1299, Application for Shipment and/or Storage of Personal Property (Back) (Cont’d)

ATTACHMENT G4

DEFINITIONS

This part defines words and terms commonly used in this performance work statement.

Bluebark. United States military personnel, United States citizen employees of the Department of Defense, and the dependents of both categories who travel in connection with the death of an immediate family member.

It also applies to designated escorts for dependents of deceased military members. Furthermore, the term is used to designate the personal property shipment of a decreased member.

Call Number or Lot Number. A locally assigned control number provided by the ordering activity when a requirement for services is placed with the contractor. For inbound shipments, the number is normally assigned when the Personal Property Shipping Officer receives the freight bill or written receiving notice from the contractor. For outbound or local drayage shipments, the number is normally assigned at the time the order is placed with the contractor.

Complete Service. The rate bid per each item includes all related services, such as long carry, stairs, elevators, excessive distances, necessary to perform the complete pickup and delivery of the personal property shipment.

Contracting Officer. The Service member or Department of Defense civilian with the legal authority to enter into and administer contracts and determinations as well as findings about such contracts.

Direct Procurement Method. A method of shipment in which the Government manages the shipment throughout. Packing, local drayage, delivery, unpacking, storage, and related services are obtained from commercial firms under a contractual arrangement or by the use of Government facilities and employees.

Employee. A civilian individual:

a. Employed by an Agency (See Agency), regardless of status or grade.

b. Employed intermittently as an expert or consultant and paid on a daily, while actually employed, basis.

c. Serving without pay or at $1 a year (5 U.S.C. § 5701(2), Definitions) (also referred to as “invitational traveler” for temporary duty travel purposes only).

GCWT. Code to designate gross hundredweight.

Household Goods. See the Joint Federal Travel Regulations, Appendices A (http://www.defensetravel.dod.mil/site/travelreg.cfm) for uniformed members and Department of Defense civilian employees for definitions of household goods.

Intratheater. The movement of household goods or unaccompanied baggage within one overseas theater.

Issuing Officer. Only authorized or acting Personal Property Shipping Offices may issue Personal Property Bills of Lading. Such authorized persons may be military personnel or civilian employees of the government http://www.defensetravel.dod.mil/site/travelreg.cfm http://www.defensetravel.dod.mil/site/travelreg.cfm http://www.defensetravel.dod.mil/site/travelreg.cfm on duty at the issuing office. As stated in 41 CFR 101-74.302-4, accountability for Personal Property Bills of Ladings used by a contractor-shipper remains with the issuing office. The name and title of the issuing officer and the name and address of the issuing office, rather than those of the contractor-shipper must appear on the Personal Property Bills of Larding.

Item or Article. The terms item and article used in this Regulation are interchangeable. Each shipping piece or package and the contents constitute one item.

Lot Number. See Call Number.

Member. A commissioned officer, commissioned warrant officer, warrant officer, and enlisted person, including a retired person, of the Uniformed Services.

NOTE: “Retired person” includes members of the Fleet Reserve and Fleet Marine Corps Reserve who are in receipt of retainer pay.

Member/Employee. Any member or the Government’s uniformed or civilian service.

Metrics. A statistical measurement of performance.

NCWT. Code used to designate net hundredweight.

Ordering Officer. The contracting officer of a using activity or a Government individual appointed by the contracting officer authorized to order services under the contract.

Outsize Air Cargo. A single item that exceeds 1,000 inches long by 117 inches wide by 105 inches high in any one dimension.

Packaging. The processes and procedures used to protect materiel from deterioration, damage, or both. It includes cleaning, drying, preserving, packing, marking, and unitization.

Packed by Owner. Those articles packed in a container by the owner.

Packing. Assembly of packaged items into a shipping container with necessary blocking, bracing, cushioning, weatherproofing, reinforcement, and marking.

Personal Property. Household goods, unaccompanied baggage, privately-owned vehicles and mobile homes, as defined in the Joint Federal Travel Regulations and the Joint Travel Regulations.

Personal Property Shipping Officer (PPSO). The individual designated by authority to perform assigned traffic management functions at military installations or activities, regardless of whether or not that is the organizational title of the individual. For the purpose of this contract, the term PPSO includes representatives designated to order the services required and to inspect and evaluate those services performed by the contractor for acceptance or rejection.

Professional Books, Papers, and Equipment for Member/Employee. (Also called PRO or PROGear.)

Articles of household goods in a Customer’s possession needed for the performance of official duties at the next or a later destination. Examples of Professional Books, Papers, and Equipment include:

a. The following items are considered PBP&E/Pro-Gear:

(1) Reference material.

(2) Instruments, tools, and equipment peculiar to technicians, mechanics, and members of the professions.

(3) Specialized clothing such as diving suites, flying suits; astronaut’s suits, flying suits and helmets. Band uniforms, chaplain’s vestments, and other specialized apparel not normal or usual uniform or closing.

(4) Communications equipment used by a member in association with the Military Affiliated Radio System.

(5) Individually owned or specially issued field clothing and equipment.

(6) Government-or uniformed service-owned accountable Organizational Clothing and

Individual Clothing property issued to the employee or member by the Service/DOD COMPONENT for official use.

NOTE: Excluded from PBP&E/Pro-Gear are:

(a) Commercial products for sale/resale used in conducting business,

(b) Sports equipment,

(c) Office furniture,

(d) Household furniture,

(e) Shop fixtures,

(f) Furniture of any kind even though used In Connection With (ICW) the PBP&E

(e.g., bookcases, study/computer desks, file cabinets, and racks),

(g) Personal computer equipment and peripheral devices,

(h) Memorabilia including awards, plaques or other objects presented for past performance, (includes any type of going away gifts, office decorations, pictures, etc.)

(i) Table service including flatware (including serving pieces), dishes (including service pieces, salvers and their heating units), other utensils, and glassware.

Other items of a professional nature that are not necessary at the next/subsequent PDS, such as text books from previous schools unrelated to future duties, personal books, even if used as part of a past professional reading program or course of instruction and reference material that ordinarily would be available at the next/subsequent PDS either in hard copy or available on the Internet.

Pro Number. The abbreviation of the word progressive and is usually prefixed to an agent’s record numbers on freight bills.

Contracting Officer’s Representative (COR). Representative of the Personal Property Shipping Officer who has been appointed as a COR to be responsible for providing technical assistance to the contracting officer in administration of the contract. The COR must be responsible for inspection and acceptance of materials and services rendered by the contractor.

Residence. Normally considered to be the home, barracks, or other dwelling of the Service/Agency customer.

Unaccompanied Baggage. (See the Joint Federal Travel regulations and the Joint Travel Regulation, Appendices A for complete definition.) The portion of the member’s/employee’s authorized weight allowance of personal property that is not transported free on a ticket used for personal travel and which is shipped separately from the bulk of the household goods. This shipment may shipped by the expedited transportation mode. Examples are: personal clothing; professional books and equipment needed on arrival for performance of official duties; pots, pans, linens, and other light housekeeping items; collapsible cribs, playpens and baby carriages; small radios, portable televisions and small tape recorders; special equipment required for patients;

and other items required for the health, comfort, and morale of the member/employee. (In addition, refer to individual Service/Agency Regulations for specific definition of unaccompanied baggage.)

ATTACHMENT G5

ACRONYMS

Acronym Meaning

AMC Air Mobility Command

BL Bill of Lading

BLOC Bill of Lading Office Code

CD Contractor Disassembled

CDRL Contract Data Requirements List

CLIN Contract Line Item Number

CONUS Continental United States

CP Carrier Packed

CPPSO Consolidated Personal Property Shipping Office

CU Cube

CW Containerized Warehouse

CWT Hundredweight

DBO Disassembled by Owner

DD Form Department of Defense Form

DPM Direct Procurement Method

DTR Defense Transportation Regulation

FAR Federal Acquisition Regulation

GCWT Gross Hundredweight

GOC Government-Owned Container HHG Household Goods

ITGBL International Through Government Bill of Lading

JFTR Joint Federal Travel Regulations

JPPSO Joint Personal Property Shipping Office

JTR Joint Travel Regulations

MSC Military Sealift Command

MSL Military Shipping Label

NCWT Net Hundredweight

NES Nontemporary Storage

OCONUS Outside Continental United States

Acronym Meaning

PBP&E

Professional Books, Papers and Equipment

PBO Packed By Owner POD Port of Debarkation POE Port of Embarkation

POF Privately Owned Firearms

PPGBL/BL Personal Property Government Bill of Lading/Bill of Lading

PPPO Personal Property Processing Office

PPSO Personal Property Shipping Office

PRO Pro-Gear (Professional Books, Papers and Equipment)

COR Contracting Officer’s Representative

RDD Required Delivery Date

SDDC Military Surface Deployment and Distribution Command

SDS Service Delivery Summary

SF Standard Form PWS Performance Work Statement

TCMD Transportation Control Movement Document

TCN Transportation Control Number

TGBL Though Government Bill of Lading

TP No. Transportation Priority Number UB Unaccompanied Baggage

ATTACHMENT G6

DIRECT PROCUREMENT METHOD (DPM) CLAIMS AND LIABILITY PROCEDURES A.

CLAIMS PROCESS FOR SHIPMENTS

1. Claims Filing:

a. Member/employees who have property lost and/or damaged in transit and wish to file against the contractor must file their claims within 2 years from the delivery date of the shipment that gave rise to the claim. If the member/employee submits the claim within 9 months of the delivery date, the contractor must be liable for the full, undepreciated replacement value on all lost or destroyed items.

If a claim is not completely settled after 30 days, members/employees may transfer the claim to the Service Military Claims Office (MCO). Members/employees may transfer a claim immediately, and still be eligible for Full Replacement Value (FRV), under the following conditions:

(1) Notice that the contractor has made a final offer on the claim or denied it in full.

(2) Notification by the United States Transportation Command (USTRANSCOM) that the contractor is in bankruptcy.

(3) Notification that the contractor contract is terminated.

(4) The contractor’s failure to comply with the catastrophic loss provisions in Paragraph A.13, and as verified by the MCO.

(5) The contractor’s failure to comply with essential items provisions in Paragraph A.14, and as verified by the MCO.

b. War or armed conflict: for the purpose of filing with the contractor within 2 years, if a claim for loss and/or damage accrues during war or an armed conflict in which an armed force of the United States is involved, or has accrued within 2 years before war or an armed conflict begins, and there is good cause for delay in filing due to that armed conflict or war, the claim must be presented within a reasonable time frame as determined by the MCO after the cause no longer exists, or after the war or armed conflict ends, whichever is earlier. An armed conflict begins and ends as stated in concurrent resolution of Congress or a decision of the President. This same exception must apply to the 9-month filing period required to trigger the contractor liability for FRV. Any extension granted by this provision must be at least as long as the duration of the good cause and may be longer, at the discretion of the contractor. If the contractor anticipates denial of an extension, they may contact the Service Military Claims HQ for an advisory opinion.

c. When a member/employee transfers a claim to the MCO, the MCO may contact the contractor using the toll free number or electronic mail (e-mail) address given to the member/employee, to determine if the contractor has already obtained estimates. If the contractor has obtained estimates, the contractor must transmit the estimates within 24 hours, or the next business day if notification occurs on a Friday, Saturday or the day before a holiday, by facsimile (fax) or e-mail to the MCO.

If the contractor has not obtained estimates, the MCO may give the contractor until the next business day to decide whether to inspect and obtain estimates on those items requiring estimates, and to make arrangements with the member/employee and repair firms for the estimates. If the contractor decides to inspect and obtain estimates, the estimates must be obtained by the second business day after contact unless the member/employee agrees to allow additional time. If the contractor is unable to obtain estimates within 2 business days and the member/employee does not agree to allow additional time, the MCO must proceed to adjudicate and settle the claim.

d. The MCO may assert a demand against the contractor for liability as established in Paragraph. B.

The contractor is not liable for payment of items for which the contractor has already paid the member/employee, if the correspondence between the contractor and the member/employee clearly indicates prior settlement was in full for the entire claim or was in full for the particular item and customer is satisfied.

e. For purposes of qualifying for FRV and for meeting the 2-year limit for filing claims directly with the contractor, a claim submitted directly by the member/employee to the contractor must be submitted within 9 months from the delivery date to be eligible for FRV or 2 years for depreciated value. The claim must identify the member/employee; contain facts sufficient to identify the shipment or shipments involved; must assert a demand for a specific or determinable amount of money; and, must list each lost and damaged item and give a description of the damage.

f. For shipments that have been in the custody of one or more contractors or a warehouse that are not agents of the delivering contractor, then the 9-month limit for obtaining FRV and the 2-year limit for filing the claim is met for all contractors and warehouses in the chain of custody, if the claim is filed with the delivering contractor within the 9-month or 2-year time limit. If the delivering contractor believes some of the loss and/or damage occurred while the goods were in the custody of a prior contractor or warehouse, the delivering contractor must forward the claim to the prior contractor with the documents or other evidence that establish the prior contractor or warehouses liability. The delivering contractor must also advise the member/employee the date the claim was forwarded, the items for which the delivery contractor is denying liability, and the address/telephone number of the prior contractor or warehouse to which the claim was forwarded. Filing with the delivery contractor satisfies the requirement for all contractors and warehouses in the chain of custody that a claim must be filed directly with a contractor to entitle the member/employee to FRV settlement.

2. Exceptions to Filing Claims Directly with the Contractor:

a. Filing with the delivery contractor satisfies the requirement for all contractors in the chain of custody that a claim must be filed directly with a contractor to entitle the member/employee to settlement on the basis of FRV. Exceptions to the requirement that the member/employee file directly with the contractor must be granted on a case-by-case basis, in writing, by the MCO. Some examples of exceptions are:

(1) No access to a telephone or fax machine.

(2) Claims for deceased member/employees (Bluebark) involving surviving family members not familiar with the claims process.

(3) Language barriers in the claims filing process.

3. Substantiation of Claims:

a. In addition to the minimum requirements needed to meet timely filing, all claims must include the following information in order for the contractor to begin the settlement process: any notices of concealed damages or loss that were found after the date of delivery, and not previously provided to contractor under Paragraph A.4; sufficient information about the shipment to enable the contractor to locate a copy of the bill of lading (BL), service order, or inventory; a description of each item that is lost; and a list of each item that is damaged including a statement of the nature, location and extent of the damage. The description of items lost and/or damaged must also include the date of purchase of each item (if known); the age of each item (if known); or, for items that were not purchased (e.g., gifts or bequests), the date the member/employee acquired the item, along with an estimate of the original purchase price or value at time of purchase/acquisition (if known).

b. For claims filed directly with the contractor within 9 months of the delivery date, the contractor is responsible for obtaining all repair estimates or replacement cost estimates needed to settle the claim. The contractor may request the assistance of the closest MCO to obtain the name of reputable repair firms. If the contractor is still unable to obtain a repair or replacement estimate on an item, the contractor may ask the member/employee to obtain the estimates, provided the contractor agrees to pay all estimate fees and drayage costs incurred, even if the final settlement does not include payment for that item. If the member/employee is unable or unwilling to get the estimate(s), the contractor must adjudicate the claim based on the other evidence in the file. The member/employee must cooperate with any reasonable request from the contractor in making items available for repair or for repair estimates. If the member/employee does not cooperate, the contractor must seek assistance from the closest MCO of the member/employee’s Service. If the member/employee still does not cooperate, the contractor may delay settlement on those items that need estimates until the member/employee makes the item(s) available.

c. For claims that are not filed within 9 months of the delivery date, but are correctly filed In

Accordance With (IAW) Paragraph A.1, the member/employee must provide the contractor with repair and replacement estimates on any item/ for which the amount claimed exceeds $100.00. See Paragraph A.6, Repair Estimates, for rules on use of contractor estimates for claims filed with the military.

d. Internal damage rule: If the claim includes repair of internal damage to appliances or electronic items, and there is no new external damage to the item, the claim must be supported by additional substantiation regardless of the amount claimed. For these items, the member/employee must submit both a written statement explaining how they know the item was working when tendered to the contractor, along with an estimate of repair that includes both an explanation of the damage and a statement by the repair technician as to their opinion of the cause of the damage. For claims filed directly with the contractor, the same information must be required to establish that the loss or damage occurred in transit. However, on those claims that are filed directly with the contractor within 9 months of the delivery date, the contractor must attempt to obtain the repair estimate, including the repair technician’s opinion as to the source of damage, and must have the right to request assistance from the member/employee under the rules stated in Paragraph A.3.b.

4. Notice of Loss and/or Damage:

a. Recording loss and/or damage. When unloading or unpacking articles at destination, the contractor must, in coordination with the member/employee, check the inventory prepared at origin and inspect each article for loss and/or damage. The contractor must, along with the member/employee record loss and/or damage on a DD Form 1840, Joint Statement of Loss or Damage at Delivery, Figure G6-1. The DD Form 1840 must indicate any differences in count and condition from that shown on the inventory prepared at origin and must be jointly signed by the contractor and the member/employee. For split shipments or partial deliveries, a separate DD Form 1840/DD Form 1840R, Notice of Loss or Damage, Figure G6-2, must be completed for each delivery of property to member/employee.

b. The DD Form 1840/1840R must be prepared in five copies by the contractor. The contractor must obtain a receipt by member/employee signature in the space provided on the Form and provide the member/employee three copies of the DD Form 1840/1840R. The contractor must furnish the origin Personal Property Shipping Office (PPSO) a completed copy of the Form within 75 days after the delivery date. If the member/employee waits until the 75th day to submit the DD Form 1840R to the contractor, the contractor must have 48 hours to submit the DD Form 1840R to the PPSO. One copy of the form must be held in the contractor’s files for further reference.

c. Upon delivery of the Household Goods (HHG) or Unaccompanied Baggage (UB), it is the…