02_Atch1-1_PWSandAtch1-3_pg1-40.pdf

Attachment 1 to Solicitation No. FA5209-09-R-0025

PERFORMANCE-BASED WORK STATEMENT (PWS)

FOR

HOUSEHOLD GOODS PACKING AND CRATING SERVICES

IN

KANAGAWA

5 AUGUST 2009

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/or storage and related services through the DPM. Work to be performed shall be those services in the Schedules awarded to the contractor as outlined in individual items in the Pricing Schedule. items in the Pricing Schedule. Tasks by type of move are reflected in Table G-1. Task/Type of Move Matrix, showing 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 shall be the minimum acceptable standard and practices.

1. PREMOVE SURVEY. The contractor shall 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. When the Contractor utilizes its Contractor-furnished scale under this contract, the gross, tare, and net weight of all shipments shall be determined through the use of scales properly certified by an inspector weight and measures in accordance with the applicable laws and regulations of Japan. The Contractor shall submit the certificate of its scale to the Contracting Officer at the frequency required by the GOJ or local prefectural laws and regulations. The Contractor’s personnel designated to operate the scales shall be licensed or otherwise qualified as weight masters if required by the GOJ laws and regulations. When a metric scale is utilized, the contractor shall use 1 kilogram per 2.2 pound for conversion.

(1) Net weight -- full loads. The net weight of the shipment shall be determined by deducting the tare weight of the vehicle (determined by weighing on a certified scale the empty vehicle with all blankets, pads, chains, dollies, hand trucks, and all other necessary equipment inside the vehicle) from the gross weight of the vehicle (determined by weighing on a certified scale the fully loaded vehicle before arrival at destination).

(2) Net weight -- part loads. The net weight of the first part load shall be determined in the same manner as specified for a full load. The net weight of the second part load shall be determined by using as the tare weight of the vehicle the gross weight of the vehicle containing the first part load and deducting this weight from the new gross weight (determined by having the loaded vehicle weighed again, in the same manner as specified for the full load). The same procedure shall apply for each succeeding part load.

b. The contractor will submit weight tickets, reflecting gross, tare, and net weight, in duplicate, properly certified IAW the GOJ laws and 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 a constructive weight of seven pounds per cubic foot will be used provided prior written approval is obtained from the ordering officer. (See Paragraph (Para) A.2.d for constructive weight of Professional Books, Papers, and Equipment (PBP&E), (also known as PRO or PRO-Gear).

d. When PBP&E are included as part of the shipment, the weight of each item individually described on the inventory will be entered on the same line of the inventory next to the description. The total weight of such articles will be annotated separately on the inventory and packing list. The PBP&E weight may be obtained using bathroom or platform type scales. If it is not possible or practical for the contractor to weigh the items at the time of packing and pickup, and there is no cube indicated on the inventory, a constructive weight of 40 pounds per cubic foot will be used for PBP&E.

e. The weight tickets shall 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 individual who operates the scale.

f. For inbound personal property, the contractor shall bill on the origin net weights obtained from the Transportation Control and Movement Document (TCMD), other movement document or labels on the box and need not submit a weight certificate, unless a reweigh is ordered. When a reweigh is ordered, the contractor shall bill on the reweigh weight.

g. If the TCMD, movement document, or container does not reflect the net weight for inbound shipments or if the TCMD is unavailable at the destination, the contractor will bill on the origin gross weights obtained from the TCMD, or other available sources, such as containers or supporting documentation. The contractor is required to use all means available (containers, supporting documentation) to obtain a net weight prior to submitting the bill. If the bill is submitted on the origin gross weight, the contractor is paid for the gross weight based on the net weight bid price.

h. The contractor shall perform reweigh services when ordered. The reweigh will normally be requested at the time the delivery order is placed and will be performed IAW instructions set forth in Para A.2.a. When so advised by the ordering officer, a designated representative of the ordering officer or the member/employee will be permitted to accompany, in a separate conveyance, the contractor to witness the reweigh. This would be at no extra charge and the contractor would not provide the separate conveyance.

i. When a reweigh is ordered, the contractor shall furnish the ordering officer weight tickets in duplicate within seven workdays of completion of the service.

j. When the weighing of a shipment at origin is witnessed by the Personal Property Shipping

Office (PPSO), the back of all copies of the weight ticket will be annotated with the statement “weight observed” and verified by the signature of the PPSO. The number 7 copy of the TCMD (property received copy) will be similarly annotated prior to mailing to the destination PPSO. When computer generated TCMDs are used, the copy going to the destination PPSO shall be annotated.

k. Billing Procedures. For Continental United States (CONUS) activities, to include Hawaii and

Alaska, shipments 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. For overseas activities, excluding Hawaii and Alaska, shipments are payable on the actual net weight shipped.

l. Actual pieces, weight, and cube of UB shipments will be provided to the Transportation Office (TO)/PPSO prior to the issuance of the TCMD.

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 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 also Part III.10 below.)

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 (0800 to 1700), then overtime charges are applicable under Exhibits, Pricing Schedule, Schedule I, Item 0014, Schedule II, Item 0029, and Schedule III, Item 0034 Additional Services.

c. The contractor shall 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. The contractor shall 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 shall notify the ordering officer and the member/employee. 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.

d. (1) For Zama: If containerization is ordered at the contractor’s facility, the HHG or UB shall be picked up on the date and within the hours specified. Unless a longer period is authorized by the ordering office, the maximum containerization time allowed at the contractor’s facility shall be three workdays following the specified pickup date for HHG and two workdays following the specified pickup date for UB.

(2) For Yokosuka: If containerization is ordered at the Government-Furnished facility or the contractor’s facility, the HHG or UB shall be picked up on the date and within the hours specified. Unless a longer period is authorized by the ordering office, the maximum containerization time allowed at the Government-Furnished facility or the contractor’s facility shall be three workdays following the specified pickup date for HHG and two workdays following the specified pickup date for UB.

e. The contractor shall accept from commercial carriers and pickup from commercial, air, water, and military terminals inbound shipments of HHG or UB. The contractor shall notify the ordering officer upon arrival of a shipment but not later than 1200 hours of the next workday.

Delivery shall be performed within three workdays following the date of the contractor’s arrival notification unless otherwise specified. For shipments in storage, the contractor shall perform delivery to the residence within three workdays following notification for delivery by the ordering officer (e.g., ordering officer calls on Monday, personal property will be delivered on or before Thursday). The contractor shall not deviate from the specified delivery date unless approved by the ordering officer.

4. PREPARATION, PACKING, LOADING, AND CONTAINERIZATION.

a. Personal property shall be prepared, packed, loaded, and containerized for all types of shipments destined for the CONUS or Outside CONUS (OCONUS). It is the contractor’s responsibility to coordinate with the ordering officer container size and configuration for each mode of shipment prior to packing containers.

b. The contractor shall 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 shall be protected from the elements (rain, snow or sun) and theft at all times.

(1) Items of unusual nature may require disassembly/assembly service by a third party. The contractor shall not arrange for third party servicing without the authorization of the ordering officer. The charges for third party service shall 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 such items are: Shrunks, wall units, grandfather clocks, and grand pianos.

(2) The contractor shall 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 shall be shown in the remarks section of the inventory as Disassembled by the Owner (DBO).

(3) Member/Employee Packed Items. Items already packed by the member/employee shall be inspected and repacked by the contractor, with the exception of Exhibits, Pricing Schedule, Schedule I, Item 0006, Outbound Service-Unaccompanied Baggage Packed by Member/Employee and Item 0007, Outbound Service-Unaccompanied Baggage Packed By Member/Employee-Consolidated Shipments/Government Facility. 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 (i.e., clothes in wardrobe boxes) thereby affording items the proper protection. PPSOs will ensure that items are shipped in sealed cartons for stacking in trucks/crates and to avoid pilferage. Therefore, one of two things must occur:

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

(b) Let the member/employee provide an already-packed tote/tub. The carrier will then inspect and decide 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.

(c) 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.

(4) 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.

c. When the ordering officer authorizes tailgating, the load shall 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.

d. Containerization. Containerization of outbound HHG and UB will be done at the member’s/employee’s residence, unless otherwise authorized by the ordering officer. The contractor shall perform all exterior containerization services as prescribed in Paragraph A.7 for the type of articles, destination, and method of shipment designated by the ordering officer.

(1) Reserved.

(2) BOATS. Boats may include, but are not limited to, the following: canoes, skiffs, light rowboats, kayaks, and sailboats. The contractor shall be required to accept a boat and/or boat trailer less than 14 feet in length or over 14 feet in length (member only) but less than 500 pounds in weight from a member/employee. Employees are limited to domestic shipment of boats and their associated trailer that can be transported in a moving van (e.g., canoe, kayak, rowboat, outboard/inboard motorboat [14 ft or less]). Components and boat accessories that will not fit into an American Society for Testing and Materials, (ASTM) D4169-01, Standard Practice for Performance Testing of Shipping Containers and Systems or Military Surface Deployment and Distribution Command (SDDC) Pamphlet 55-12, Commercial Containers for Department of Defense Household Goods Shipments, container will be containerized IAW ASTM D6251/D6251M-01, Standard Specification for Wood-Created Panelboard Shipping Boxes. The member/employee will be responsible for any special crating or materials needed to move the boat by DPM.

e. Security Seals. All exterior HHG/UB containers and boxes, including overflow and oversize boxes and rug tubes/cartons, shall be sealed with accountable seals at the member’s/employee’s residence, unless otherwise authorized by the ordering officer. Sealing will be completed prior to any movement and the seal (control) numbers entered on the inventory, cross-referencing the container number. Two seals, as a minimum, for UB, shall be used per box and seals will secure the access overlap top and ends. If only two seals out of a set of four are used, the seals not used shall be destroyed at the time of sealing or given to the member/employee. Four seals, as a minimum, on HHG, will be used per box and seals will secure the access overlap door and side panels.

f. Removal of Debris. Packing and loading at the origin shall 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 member/employee in writing.

5. TAGGING, INVENTORYING, AND PACKING LIST. The contractor, in coordination with the member/employee, shall prepare an accurate, legible, HHG/UB descriptive inventory similar to Figure G1-1, Household Goods Descriptive Inventory. The contractor shall 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 shall 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, shall be used to describe locations and exceptions. Locations and exceptions shall 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 shall annotate on the inventory item(s) such as TVs, stereo components, computer hardware, VCRs, video cameras, by make, model, and serial number when these are visible on the outside of the item.

c. Reserved.

d. For PBP&E, ensure that the term “PRO-GEAR (PRO)” is used to identify such articles on the inventory, together with the cube and weight of the individual carton; a line entry item for each container, such as, carton PRO 3 cubic ft., 53 lbs. These items identified by the member/employee shall be separated from other items of the shipment, weighed separately, and placed in separate boxes or cartons to provide safe transportation. The symbol PRO shall be used. The total weight of the packed professional items shall be recorded on the last page of the inventory and on the packing list for outbound HHG and UB shipments.

(1) Reserved.

(a) Reserved.

(b) Reserved.

(c) Reserved.

e. Items disassembled by the contractor shall 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 shall 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 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. For non-conforming vehicles (motorcycles, scooters, or mopeds) that are not accompanied by EPA Form3520-1 (United States Environmental Protection Agency Declaration Form) and Form HS-7 (Declaration - Importation of Motor Vehicles and Motor Vehicle Equipment Subject to Federal Motor Vehicle Safety, Bumper, and Theft Prevention Standards), the Contractor shall notify the QA Personnel for instructions.)

g. When the ordering officer permits the contractor to partially containerize a shipment at the warehouse, each item removed from the residence shall be annotated on the inventory as Containerized Warehouse (CW).

h. Inventory Form. The inventory form shall 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.

i. The contractor shall prepare the inventory in five copies for outbound HHG and UB shipments and in three copies for local drayage moves. The original and all copies shall be legible and shall bear the name and complete mailing address of the contractor. The original inventory shall be furnished to the ordering officer, the contractor shall retain one copy, and one copy shall be given to the member/employee (CDRL 0003, Household Goods Descriptive Inventory). For HHG and UB, the contractor shall place in a waterproof envelope secured to the No. 1 container: one copy of the inventory; one copy of the DD Form 1299, Application for the Shipment and/or Storage of Personal Property, and if an overseas shipment, one copy of the member’s/employee’s orders and custom’s document.

Additionally, for HHG, the contractor shall place an envelope containing the following documents in an easily accessible location inside the No. 1 container: one copy of the packing list. For unaccompanied baggage shipments, the contractor shall place one copy of the member’s/employee’s orders inside the carton prior to sealing. The member/employee will be required to furnish all necessary copies of their orders.

j. Annotate the receiving document or inventory to show any overage, shortage, and damage found, including visible damage to external shipping containers and condition of security seals each time custody of the property changes from a storage contractor (warehouseman) to the contractor or from one contractor or carrier to another. When available, use the same inventory prepared at origin to verify delivery and condition of the articles at destination.

k. Packing Lists. The packing list identified in Figure G1-2, Packing List of Household Goods, or a similar format, shall be used. The ordering officer will advise the contractor as to the required packing list prior to the start date of the contract. The contractor shall prepare a packing list at the time the goods are packed, noting the number of each piece, the weight, and the cubic measurement.

l. Reserved.

6. APPLIANCE SERVICING AND UNSERVICING. The contractor shall service and unservice appliances IAW manufacturer’s specifications. If third party servicing or unservicing is required and approved by the ordering officer, the contractor shall bill the services as prescribed in Paragraph A.4.b.(1).

7. CONTAINERS AND VEHICLES

a. Government-Owned Containers (GOCs). GOCs are containers constructed IAW Commercial

Standard ASTM-D4169-01, Standard Practice for Performance Testing of Shipping Containers and Systems. GOCs also include those containers listed in SDDC Pamphlet 55- 12, those meeting ASTM-D6251, and wooden overflow and oversize containers purchased by the government or received by the contractor awarded the Schedule II, Inbound Services contract. GOCs will be used to the extent as they are available for Schedule I, Items 0001 through 0005 (and corresponding items for options), before using contractor-furnished containers.

(1) All GOCs and contractor-furnished containers shall be free of defects (holes, loose or broken framing, missing skids, caulking repairs, or separated plywood). Unacceptable containers are those that have been extended to accommodate oversize or overflow items, any panel bowed or bulging beyond their normal conformity, those with deteriorated plywood (either rotted or delaminated), those caulked on outside seams or joints, and those patched without the use of caulking compound. Patches on the outside surfaces are not acceptable because they increase the overall dimension and are subject to being scraped off during handling. The floor shall be solid and all skids installed and in sound condition.

(2) All GOCs and contractor-furnished containers must conform to USDA requirements for

Wood Packaging Materials (WPM). WPM is defined as wood pallets, skids, load boards, pallet collars, wooden boxes, reels, dunnage, crates, frames, and cleats.

Packaging materials exempt from the requirements are materials that have undergone a manufacturing process such as corrugated fiberboard, plywood, particleboard, veneer and oriented strand board. All WPM must be constructed from Heat Treated (HT) lumber (HT to 56 degrees centigrade for 30 minutes) and certified by an accredited agency recognized by the American Lumber Standards Committee (ALSC), Incorporated or an equivalent organization recognized by the host nation’s government for WPM procured outside the United States (US) IAW WPM policy and WPM enforcement regulations (http://www.alsc.org). Wood fumigated with methyl bromide is not authorized for use in the shipment of HHGs as damage may occur to the HHGs.

All materials must include certification markings IAW ALSC standards and be placed in an unobstructed area that will be readily visible to inspectors. Pallet markings will be applied to the stringer or block on diagonally opposite sides and ends of the pallet and be contrasting and clearly visible. All dunnage used in configuring and/or securing the load will also comply with International Standards for Phytosanitary Measures Publication No. 15, International Standards for Phytosanitary Measures (ISPM):

Guidelines for Regulating Wood Packaging Material (WPM) in International Trade and be marked with an ALSC approved dunnage stamp. Failure to comply with the requirements of this restriction may result in refusal, destruction, or treatment of materials at the point of entry. Additional information on WPM requirements can be found at http://www.aphis.usda.gov.

b. Containers for articles such as large pieces of marble or glass table tops that require more protection than the standard packing techniques will be constructed IAW ASTM D6039/D6039M-02, Standard Specification for Crates, Wood, Open and Covered. These containers will be used for interior packing purposes.

c. Skids. Any container that will be handled with a forklift will be constructed with two or more skids. All wooden containers entering the Defense Transportation System (DTS) with a gross weight of 100 pounds or more or with length and width dimensions of 48 inches by 24 inches or more will be equipped with two skids of not less than a minimum of 3 inches high and 3 1/2 inches wide. Skid sizes will be IAW ASTM-D6251.

d. Banding. Containers of plywood construction will be banded IAW Commercial Standard

ASTM D3953-02, Standard Specification for Strapping, Flat Steel and Seals or of equal quality with nonmetal banding.

e. Coopering of GOCs shall be performed when authorized by the ordering officer. Patches shall not increase the overall container dimensions. All repairs shall be done prior to delivery to residence.

f. Markings. The contractor shall mark all GOCs by stenciling with letters at least one inch high. Freehand marking shall not be used. Felt tip markers shall not be used. All old shipment markings shall be obliterated prior to delivery to residence. Each container shall be stenciled with all required elements.

(1) Permanent markings on containers will be legible and conform to Commercial Standard

ASTM-D4169-01 and SDDC Pamphlet 55-12. The following permanent markings will be stenciled in black letters 1 1/2 inches high, Figures G1-3, Location of Permanent Markings on ASTM-D4169-01 Wood HHG Box, and G1-4, Location of Permanent Markings on MIL-STD-129P HHG Box:

On one side and one end:

USE NO HOOKS

STORE UNDER COVER

US PROPERTY

SDDC APPROVED

In the appropriate places:

CENTER OF BALANCE

LIFT HERE

FORKLIFT HERE

(2) On Commercial Standard ASTM-D4169-01 and SDDC Pamphlet 55-12 containers, the following additional permanent markings shall be stenciled on one side and one end toward the top of the container in black letters 2 inches high. The contractor shall stencil the word “UP” with an arrow pointing to the top of the container. Then under “UP” on an orange background not to exceed 8 x 10 inches in black letters approximately 2 inches high, the contractor shall stencil “DPM.” The word “EXPEDITE” shall be symmetrically spaced below in 1 1/2 inch high black letters. (See Figures G1-3 and G1-4.)

(3) Shipments identified as “BLUEBARK” shall be stenciled in 1-inch letters with the code word BLUEBARK above the TCMD number.

(4) As a minimum, the property member’s/employee’s last name shall be legibly hand written or stenciled on all containers prior to departure from the origin residence, warehouse, or other pickup point.

(5) Permanent markings on DPM HHG, Figure G1-5, Container Marking for Household

Goods, and UB, Figure G1-7, Markings of Unaccompanied Baggage containers shall be legible and conform to Commercial Standard ASTM-D4169-01 and SDDC Pamphlet 55-12. DPM HHG and UB containers shall have a completed Military Shipping Label (MSL) affixed on one side and one end panel for all shipments entering the DTS, except for duffel bags and similar packages which shall have an MSL affixed to one surface.

The MSL, Figure G1-6, Military Shipping Label for Personal Property, requires human-readable information as well as linear and 2-dimensional bar codes. The human readable and linear bar coded portions of the MSL are prepared as described below and the 2-dimensional bar code is prepared IAW PWS Appendix G (DTR Appendix R). If the shipping container does not lend itself to the application of the label, or if the label would cover or interfere with other required markings, the label shall be attached to a general purpose tag or a placard. The general purpose tag or placard shall be tied, wired, or otherwise fastened to the shipment unit or movement conveyance.

(6) The following listed human readable data and Code 39 linear bar codes shall be placed on each MSL. Some entries are keyed to numbered blocks on the MSL, and some are in addition to that form’s requirements. The human readable unit of measure shall be provided in US standard terms (e.g., pieces, inches, feet, pounds for measured items) and the data values shall be rounded up to the nearest whole number with leading zeros suppressed. Also see Military Standard-129, Department of Defense Standard Practice, Military Marking For Shipment and Storage, and ANSI MH10.8.1 (See PWS Appendix G).

(a) Transportation Control Number (TCN): Human readable and linear bar code using

1/2 inch high Code 39 format.

(b) Transportation Account Code (TAC), TCMD Number, and Carrier.

(c) From: The consignor Department of Defense Activity Address Code (DODAAC) and in-the-clear address.

(d) Type Service: In-the-clear text (e.g., TGBL Cd J). The clear-text descriptions may be derived from the personal property TCN field 15 descriptions.

(e) Ship to/POE: Three-digit air/sea Port of Embarkation (POE) code, and enough space for 5 lines of up to 35 characters for the in-the-clear address.

(f) Transportation Priority: Bold text 3/4 inches tall.

(g) POD: Three-digit air/sea Port of Debarkation (POD) code or blank.

(h) Consignee/Mark For: Member’s/Employee’s Name followed by the consignee

DODAAC and/or Mark For in-the-clear address, and linear bar code using 1/2 inch high Code 39 format.

(i) Weight: Actual gross weight (this piece) with unit of measure. Do not zero fill.

(j) RDD: Three-digit code or blank. Blank for classified Unit Move.

(k) Cube: Cube (this piece) with unit of measure. Do not zero fill.

(l) Tare Weight: Weight of container before loading personal property.

(m) Date Shipped: Four-position code or in-the-clear date. Blank for Unit Move.

(n) Net Weight: Weight of personal property loaded into a container.

(o) Piece Number: Piece number of this shipment (of Total Pieces) and a linear bar code using 1/2 inch high Code 39 format. Do not zero fill. Piece Number and Total Pieces may be expressed as “Piece Number of Total Pieces” to save space on the label.

(p) Total Pieces: Total number of pieces in this shipment unit. Do not zero fill.

(q) PDF417 2D symbol IAW PWS Appendix G (DTR Appendix R.)

NOTE. Social Security Number will not be stenciled on the container unless it is a part of the TCN. Failure to comply will be considered a violation and action will be taken by the PPSO.

(7) Carriers may optionally stencil shipment markings in addition to the MSL on the outside of containers. Freehand marking is not acceptable. Markings shall be proportional to the available space on the container. Old markings not applicable to the current shipment shall be permanently obliterated before the container’s arrival at the member’s/employee’s residence. One copy of the member’s/employee’s orders shall be placed in each container used to ship UB. When an order applies to more than one member/employee, the name of the member/employee to whom the baggage belongs shall be identified.

(8) Overflow Containers. Overflow containers (Schedule I, Item 0003 and corresponding items for options) will be limited to use for those items that accumulate over and above that which can be packed into a ASTM-D4169-01 or SDDC Pamphlet 55-12 container.

The construction of an overflow container will be IAW ASTM-D6251. The overflow container normally is of lesser size than ASTM-D4169-01 or SDDC Pamphlet 55-12 containers and will be limited to one per shipment.

(9) Oversize Containers. Oversize containers (Schedule I, Item 0003 and corresponding items for options) will be limited to use for a single item that exceeds the dimensions of and cannot be accommodated in ASTM-D4169-01 or SDDC Pamphlet 55-12 container and therefore requires a specially built container. One or more of this type may be required per shipment. These containers will be constructed IAW ASTM-D6251 and the exterior container dimensions furnished to the ordering officer.

(10) Other Shipments. Containers constructed for other shipments (Schedule I, Item 0003 and corresponding items for options) will be constructed IAW ASTM-D6251. Other shipments are defined as small shipments that require a lesser size box (container) than specified in Commercial Standard ASTM-D4169-01 or SDDC Pamphlet 55-12.

g. The contractor shall report, store and, when directed by the ordering officer, reposition government-owned HHG containers. When repositioning is ordered, the contractor shall load the GOCs on vehicles and deliver them to the site identified by the ordering officer.

(1) The outbound contractor, when directed by the ordering officer, shall pick up and store empty GOCs from other local carrier or government facilities within the contract area of performance. When the contract is awarded to different contractors, storage of the GOCs is the responsibility of the outbound contractor unless otherwise directed by the ordering officer. The storage of containers contemplated under this contract means, as a minimum, that containers, if not stored within a building, shall be stored in a manner to protect from precipitation, ground water or other moisture.

(2) GOC Report. The contractor shall submit a GOC report (a local form or for Air Force

Installations, AF Form 384, Government-Owned Container Control Record). The report will be submitted to the ordering officer 15 days after the contract start date and thereafter on the first workday of each month (CDRL 0005, Report of Government- Owned Containers). The contractor shall keep an accurate, up to date count of all GOCs.

(3) Serviceable/Unserviceable Containers. The contractor shall not commingle serviceable or unserviceable containers. After inspection by the ordering officer, these two categories of containers shall be segregated. The ordering officer and contractor shall mutually agree upon the inspection and disposition schedule. Unserviceable containers shall be disposed of at no cost to the government.

(4) The new outbound contractor shall pick up the serviceable empty GOCs from the previous contractor(s) not later than 30 calendar days after commencement of the contract.

h. Vehicles. The contractor shall 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. OUTBOUND DOCUMENTATION AND MOVEMENT.

a. TCMD and similar documents covering outbound HHG shipments shall be picked up from the ordering officer by the contractor each workday or obtained IAW locally established procedures such as mail or courier. Distribution of completed TCMDs will be as outlined below.

b. On outbound HHG shipments, the contractor shall complete by typing information on the original TCMD and all copies, the following information:

(1) Block 26 (Packages). Enter the number and kind of containers, such as 1 F/L or 2

CTNS.

(2) Block 27 (Description of Shipment). Enter the aggregate weight and cube of the total number of each different type of container shown in Block 26.

(3) Block 28 (Weight). Enter the gross, tare, and net weight.

c. On outbound UB shipments, the contractor shall provide information on actual pieces, weight, and cube to the TO/PPSO within one day after pickup so that the TO/PPSO can prepare the TCMD. Information shall include:

(1) Packages to include the number and kind of containers, such as 1 F/L, 2 CTNS.

(2) The aggregate weight and cube of the total number of each different type of container.

(3) The gross, tare, and net weight.

d. On all outbound shipments moving by a TCMD, the contractor shall surrender the original and copies 2, 3, and 4 of the TCMD to the carrier when the shipment is picked up. The contractor shall return copies 5, 6, and 7 of the TCMD to the ordering officer not later than the close of business the next workday after the day the shipment is picked up. Computer generated TCMDs are not numbered. In instances where computer generated TCMDs are used, enough copies will be made to ensure the right number of copies will be submitted. All copies of the TCMD returned to the ordering officer shall bear a legible pickup date, carrier pro number stickers, and signature of the carrier’s representative. The contractor shall furnish the ordering officer the completed inventory, packing list, and weight tickets not later than four workdays from date of pickup for HHG and three workdays from date of pickup for UB shipments.

e. On outbound overseas shipments, the contractor shall complete by typing information on the original TCMD, (Figure G1-10) and all copies, the following information:

(1) Block 22 (Pieces). Enter the total number of pieces in the shipment.

(2) Block 23 (Weight). Enter the gross, tare and net weight.

(3) Block 24 (Cube). Enter the total cube of the shipment.

f. One completed copy of the TCMD shall be placed in the waterproof envelope on the number one container, three copies will be given to the carrier, and one annotated copy will be returned to the ordering officer.

g. Reserved.

h. Reserved.

i. Reserved.

j. The contractor is required to submit a weekly report showing outbound shipments on-hand which was picked up prior to the previous Wednesday (CDRL 0009, Contractor’s Weekly Report).

k. When the contractor’s facility is located in a town, city, or metropolitan area other than the location of the PPSO, telephone notification of completed containerization or arrival of shipments will be considered as meeting the requirements for written notification. However, the contractor shall mail the written notification to the ordering officer within one workday following the day of telephone notification.

l. On outbound overseas shipments entering the DTS, the contractor shall prepare and affix a 2 dimensional and linear bar coded MSL as described in Paragraph A.7.f.(6) and PWS Appendix G (DTR Appendix R).

9. STORAGE. Paragraphs “a” thru “d” and “h” below apply to both the Government and

Contractor-furnished facilities. Paragraphs “e” thru “i” below apply to the Contractor-furnished facility.

a. Identification. All outbound shipments shall be properly identified by the member’s/employee’s name, TCMD number, and call or lot number. Such identification shall be in plain view on each lot.

b. Vehicles shall not be used for the storage of shipments. Pickup and drayage includes placing the goods within the facility on the pickup date specified in the order; however, at the latest, the shipment shall be placed in the facility no later than the day following pickup. When the contractor chooses to allow the personal property to remain on the truck until the next working day, the contractor shall be held liable for any loss or damage occurring during this time without regard to cause.

c. All personal property shall be stored to maintain a minimum of two inches of clearance from the floor to the undermost portion of the personal property. This elevation requirement shall apply after three workdays handling-in period. Items waiting for the completion of handling-in services shall be protected at all times. In addition, the property shall not be stored in contact with exterior walls. Height of HHG stacked loose shall not exceed 10 feet.

Extension ladders, TV antennas, swing sets, and similar items are excluded from this height requirement.

d. Shipping Containers. The contents of containerized shipments shall not be removed from containers when placed in storage. Shipment shall not be decontainerized prior to delivery to residence unless ordered by the ordering officer.

e. Storage Charges for outbound HHG and UB shipments:

Storage charges for outbound HHG and UB shipments shall not commence earlier than the sixth workday following date of ordering officer’s receipt of contractor’s notification of completion of containerization service. Storage charges shall apply for each 30-day period or computed as a fraction thereof. Date of release from storage shall not be considered in computation of storage charges. Prices at Items 0009 (and corresponding items for options) in the Pricing Schedule shall include warehouse handling in and handling out.

f. Storage charges for inbound HHG and UB shipments:

Storage charges for inbound HHG and UB shipments shall not commence earlier than the sixth workday following date of contractor’s notification to the ordering officer of arrival of shipment. Storage charges shall apply for each 30-day period or computed as a fraction thereof. Date of release from storage shall not be considered in computation of storage charges. Prices at Items 0023 (and corresponding items for options) in the Pricing Schedule shall include warehouse handling in and handling out.

g. When the contractor cannot release a shipment from storage or deliver a shipment on the date requested by the ordering officer, the storage charges shall cease on the requested date instead of the actual date of release.

h. The contractor is required to submit an on-hand report for all inbound shipments at the contractor’s facility (CDRL 0010, Report of Shipments on Hand). This report shall list all inbound shipments in storage and/or waiting to be delivered. Negative reports are required.

The TO will identify when reports are to be submitted.

i. The ordering officer will follow Service guidelines when authorizing additional storage. The ordering officer will notify the contractor of the expiration date of storage at government expense.

10. FACILITIES.

Contractor’s facilities will meet the guidelines outlined in PWS Appendix H.

a. Inspection of Contractor’s Facility. The contractor’s facility shall 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 using PWS Appendix H. When the contractor proposes to change its facility during the performance period, the initial inspection for the warehouse will be conducted IAW PWS Appendix J. 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 throughout the contract period for the following policies: (1) Workmen’s Compensation Insurance: As required by the applicable GOJ laws and regulations; (2) Comprehensive General Liability Insurance minimum ¥20,000,000 for each warehouse, and Automobile Liability Insurance: Refer to Part III, para 9 below. The contractor will provide 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.

11. CARGO INSURANCE. The contractor shall provide a certification of cargo insurance reflecting coverage on a continuous basis in at least the amount shown below to cover legal liability. The contractor will provide an endorsement that the contractor or 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 shall have a rating of “A” or better in current issue of Best’s Insurance Guide. The certificate shall be prepared with original signatures and provided to the designated installation contracting officer. The following is the minimum cargo liability coverage required: For both domestic and international shipments are $50,000.00 (or its equivalent yen amount) per shipment.

12. DPM DELIVERY, UNLOADING, AND UNPACKING.

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

b. Unloading and unpacking, upon delivery to the residence, shall 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 shall be performed. The contractor shall have the member/employee certify and sign on the inventory or delivery document that unpacking was or was not performed.

(1) Unpacking Service. Unpacking service shall consist of unpacking, on a one-time basis, all barrels, boxes, cartons, and crates. The contents shall 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 shall be performed at the time the goods are delivered to the residence and to the member’s satisfaction.

13. 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 PWS Appendix F.

PART II - GOVERNMENT-FURNISHED PROPERTY AND SERVICES

1. The Government will furnish the items listed below. Blank electronical forms may be downloaded from http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm:

FOR ZAMA, ATSUGI, AND YOKOSUKA

Description Condition U/I Quantity Unit Cost

1. ASTM-D4169-01,

Government-Owned Containers (GOCs)

- Applicable to Schedule I

Used or new EA As required for each shipment.

As in Item 0010 (and corresponding items for options).

Not available for used ones.

2. Waterproof Envelopes

- Applicable to Schedule I

New EA For each shipment. (Atsugi/Yokosuka)

$2.35/100 ea (¢2.35/ea) (Zama)

$1.80/100ea (¢1.80/ea)

3. GOC Control Record Form

- Applicable to Schedule I

New as a sample at the beginning of performance period.

EA One (1) Not available. An electronic form is available on the website.

4. DD Form 1299, Application for Shipment and/or Storage of Personal Property, with applicable special order and customs forms

- Applicable to Schedule I&II

New; PPSO provides a completed form for applicable shipments to the Contractor. The Contractor returns this form to PPSO after shipment is accomplished.

EA For each shipment. Not available. An electronic form is available on the website.

5. DD Form 1796, Receipt of Unaccompanied Baggage

- Applicable to Schedule I

New; PPSO provides a completed form for applicable shipments to the Contractor.

EA For each shipment. Not available. An electronic form is available on the website.

6. DD Form 1384, Transportation Control and Movement Document

(TCMD).

- Applicable to Schedule I

New; PPSO provides a form to the Contractor after filling out required…