PWS_SCHEDULE_III.pdf

13 May 13

PERFORMANCE WORK STATEMENT

SCHEDULE III – LOCAL DRAYAGE OF

DIRECT PROCUREMENT METHOD (DPM) PERSONAL PROPERTY SHIPMENTS

PART I - DESCRIPTION OF SERVICES

A.SCOPE OF WORK

The contractor shall furnish all personnel, equipment, facilities, supplies, services and materials, except as specified herein as government-furnished, for the preparation of personal property of Department of Defense (DOD) personnel for shipment and related services through Local drayage moves. 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. Tasks by type of mover reflected in Table G-1. Task/Type of Move Matrix, showing which tasks normally apply to each type of move. Specific requirements for each 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 or telephone survey with the member/employee. The survey will be conducted at a time and date mutually agreed upon between the contractor and the member/employee. Any pack/pickup date changes will be coordinated with the ordering officer.

2. 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 over the scales. Personnel designated to operate the scales will be licensed or otherwise qualified as weigh masters if required by the state, commonwealth, or district. When a metric scale is utilized the contractor will use 1 kilogram per 2.2 pounds conversion.

B. The contractor will submit weight tickets, reflecting gross, tare, and net weight, in duplicate, properly certified IAW federal, state, and commonwealth or district regulations to the ordering officer with documentation (Contract Data Requirements List (CDRL) 0002.

C. When scales are not available or their use is not practical, the application of constructive weight of seven pounds per cubic foot will be used provided prior written approval is obtained from the ordering officer.

D. The weight tickets will contain the name and address of the weighing station, the date, name of contractor, van or trailer number, name of member/employee, call number assigned by the ordering officer, and signature of the weight master.

E. Billing Procedures. For Continental United States (CONUS) activities to include Hawaii and Alaska, shipment are payable on the basis of 100-pound minimum weight for Unaccompanied Baggage (UB) and a 500-pound minimum weight for Household Goods (HHG), net or gross weight, as indicated in the bid item.

3. TIME REQUIREMENTS

A. The ordering officer will normally give the contractor notice to commence services ordered herein at least one full workday prior to the date specified. Oral orders will be confirmed in writing within two workdays following order acceptance by the contractor. The contractor will be available to receive orders between the hours of 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 1200 to 1700 hours, based on the best information available.

B. In unusual situations, it may be necessary for the ordering officer to direct performance of services at specified times or days. When services are ordered for other than normal duty days and hours, then overtime charges are applicable.

C. The contractor will not begin pickup or delivery services at a member/employee’s residence before 0800 hours or after 1700 hours without prior approval of the ordering officer and the member/employee. Then contractor will not begin any service that will not allow completion by 2100 hours without approval by the ordering officer and the member/employee 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 member/employee. In case of an approved suspension of operations, the contractor will assure his/her employees return the next workday at 0800 to complete the services.

4. PREPARATION, PACKING, LOADING.

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 weight. All shipments will be protected from the elements (rain, snow, or sun) and theft at all times.

B. Items of unusual nature may require disassembly 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 invoice. Examples of such items are: Shrunks, wall units, grand father clocks, and grand pianos.

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

D. Member/Employee Packed Items. Items already packed by the member/employee will be inspected and repacked by the contractor. The carrier assumes liability for whatever the member/employee packed. The carrier has the right to inspect all items and will use the appropriate carton(s) to pack all items thereby affording items the proper protection. Therefore, one of the two things must occur:

1. Let the carrier pack all contents in cartons and then stack empty plastic totes or tubs separately for onward movement, or

2. Let the member/employee provide and already-packed tote/tub. The carrier will then inspect and decide the following: Empty the tote/tub and place its contents in a carton, or 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 will not be placed directly on the tote/tub.

3. 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.

E. 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.

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

5.TAGGING, INVENTORY

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 “color” ( C ) or “black and white” (B&W) flat panel or console. The contractor will annotate on the inventory item(s) such as TV’s, Stereo components, computer hardware, by make, model and serial number when these are visible on the outside of the item.

C. Each privately owned firearm will be annotated on the inventory by make, model, caliber or gauge, and serial number.

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

F. Motorcycles, mopeds, and motor scooters will be inventoried as one line item, listing their serial number, make, year, model, and odometer reading.

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

H. 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 member/employee.

6.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 A.4.b.(1)

7.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. FACILITIES.

Contractor’s facilities will meet the guidelines outlined in the Tender of Service (TOS)

A. Inspection of Contractor’s Facility. The contractor’s facility will be initially inspected and approved by a representative from the contracting office or PPSO for compliance with this contract and the standards and regulations stated or referenced therein.

Thereafter, inspections will be on a quarterly basis or, if deemed necessary, on a more frequent basis.Inspections will be conducted using Appendix E. If a facility is found to be unsatisfactory, it may be declared ineligible to receive further orders under the contract.

B. Upon receipt of contract award, the contractor will furnish to the contracting officer evidence of the kinds and minimum amounts of insurance covering work to be performed. The contractor will maintain at least the minimum insurance coverage required as specified in the Federal Acquisition Regulation Part 28.307.2 Liability, throughout the contract period for the following policies: (1) Employer’s Compensation Insurance of $5,000,000.00; (2) Comprehensive General Liability Insurance and Automobile Liability Insurance $20,000,000.00. Each policy will contain an endorsement that cancellation or material change in the policy will not be effective until after a 30-day written notice is furnished to the contracting officer.

9. 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, 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 current issue of Bests Insurance Guide. The certificate will be prepared with original signatures and provided to the designated installation contracting officer. The following is the minimum cargo liability coverage required: $50,000.00 per shipment.

10. UNLOADING AND UNPACKING

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 member/employee. The contractor will not be required to move items after once placed as designated. Third party services as set forth in Paragraph A.4.b(1) will be performed when authorized. Unless specifically waived by the member/employee, in writing, unpacking services will be performed. The contractor will have the member/employee certify and sign on the inventory or delivery document that unpacking was or was not performed.

A. Unpacking Service. Unpacking service will consist of unpacking, on a one-time basis, all barrels, boxes, cartons, and crates. The contents will be placed in a room designated by the member/employee. This includes placement of articles in cabinets, 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 member/employee, but does not include arranging the article(s) in a manner desired by the member/employee. Unpacking 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.

11. CLAIMS.

The provision of 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 – GENERAL REQURIEMENTS

1. Application. The Performance Work Statement (PWS) contains basic instructions for the packaging, packing, inventorying, loading, unpacking, and inspecting of Local Drayage 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.

3. Materials. The contractor will provide boxes, cartons, mattress cartons, and/or plastic bags, tape, labels, packing lists, filler material, paper pads, wrapping, and other type material to ensure proper packing for damage free movement. All materials will be new or in sound condition. All previous marking 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.

4. Documentation and Reports. Contractor will ensure that all 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.

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

PART IV – ATTACHMENTS

Attachment G1: Figures Attachment G2: Publication and Commercial Standards Attachment G3: Contractor Documents Requirement Listings Attachment G4: Definitions Attachment G5: Acronyms Attachment G6: Direct Procurement Method (DPM) Claims and Liability Procedures

Figure G-1. DD Form 1844, List of Property and Claims Analysis Chart

Figure G-2. DD Form 1299, Application for Shipment and/or Storage of Personal Property

Figure G-2. DD Form 1299, Application for Shipment and/or Storage of Personal Property, (Back) (Cont’d)

Table G-1. Task/Type of Move Matrix

Task

Local Move Outbound

Household Goods

Outbound Unaccompanied

Baggage

Inbound Household

Goods

Inbound Unaccompanied

Baggage Premove Survey X X

Weighing X X X X X

Time Requirements X X X X X

Preparation, Packing, Loading, and Containerization

X

Tagging,Preparing Inventory and Packing List

Appliance Servicing and Unservicing

Containers and Vehicles X X X X X

Marking Exterior Shipping Containers

Storage X X X X

Facilities X X X

Cargo Insurance X X X X X

DPM Delivery, Unloading, and Unpacking

X X X X X

Claims X X X X X

Table G-2. Service Delivery Summary Performance Objectives Performance Standard

Proper Packing/Loading/ Containerization of Personal Property for Onward Movement

No more than three percent of total number of shipments are incorrectly packed/loaded/containerized per month.

On-time Pickup/Delivery of Personal Property

No more than five percent per month of the total number of shipments are validated customer complaints for untimely pickup/delivery.

Timely pickup/return, proper preparation of documentation

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 98 percent error-free invoice submission rate per month.

Maintain adequate facilities and serviceable equipment

Less than three violations per quarter based on inadequate facilities or unserviceable equipment as outlined in Appendix E.

Protection and Accountability of Government-Owned Containers (GOCs).

No more than two percent of total number of GOCs improperly protected during this quarter. Less than two failures per month to re-coop GOCs within specified time frame