6. Attachment A-E2 OCONUS PACIFC EUROPE Priority Instruction Rev.2.pdf

31 LRS / AVIANO AIR BASE

LOCAL DPM TRANSPORTATION INSTRUCTION

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Attachment: A-E2 (OCONUS PACIFIC/EUROPE) Transportation Instructions & Requirements for Direct Procurement Movement Shipments

1. PURPOSE

This instruction establishes local requirements for transportation priorities, preparation requirements, custody controls, documentation requirements, Air Mobility Squadron pickup/delivery, and final delivery of Direct Procurement Method (DPM) personal property shipments within the Aviano Air Base area of responsibility.

2. GENERAL REQUIREMENTS

The Contractor will perform authorized services in accordance with the contract Performance Work Statement (PWS), applicable Defense Transportation Regulation (DTR) requirements, shipment orders, and written direction provided by the Aviano Personal Property Shipping Office (PPSO), Installation Transportation Officer (ITO), or Contracting Officer, as applicable.

The Contractor will provide the personnel, supervision, packing materials, wooden shipping crates, vehicles, equipment, and other resources necessary to accomplish authorized services unless specifically identified as Government-furnished.

3. OUTBOUND DPM SHIPMENTS

3.1 Transportation Priority

The order of precedence for outbound DPM shipment delivery locations for onward movement is:

• Primary – Port of Livorno, Italy

• Secondary - Aviano Air Base AMS. Use requires prior approval from the ITO

3.2 Designated Seaport of Debarkation

3.2.1 Primary Delivery Location – Port of Livorno

The Port of Livorno is the primary and preferred delivery destination for outbound DPM shipments moving by sea. The Contractor shall transport all shipments in their standard wooden shipping crate configuration from the contractor's facility directly to the Government-designated terminal, port contractor, or authorized receiving activity at Livorno. Final containerization of individual wooden crates into ocean SEAVAN containers will be performed at the Port of Livorno by the designated port contractor or Government service provider.

The Contractor is responsible for preparing wooden crates for onward sea movement, executing all pre-dispatch labeling, and generating required shipping documentation. Contractor’s duties include providing direct line-haul transportation to Livorno, formally tendering shipments and securing transfer-of-custody documentation with the receiving port activity.

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3.2.2 Shipment Preparation and Release

Prior to dispatching from the Contractor's facility to the Port of Livorno, the Contractor shall ensure each wooden crate is fully prepared for onward movement. At a minimum, the Contractor shall ensure all shipments are packed, stenciled/labeled, and documented in accordance with DTR requirements, including the completion, verification, and inclusion of all required host-nation and US customs clearance documentation.

• Liftvan or specialized wooden crate configurations are authorized to be transported by best commercial practice or the most cost-effective solution for the Government. Specific transportation methods, handling requirements, and associated contract pricing shall be established based on the Government-directed shipment configuration for each movement.

The Contractor shall not dispatch a shipment to the Port of Livorno when required customs documentation, TCMDs, shipping labels, chain-of-custody documentation, or other required movement documentation is incomplete or unavailable unless specifically authorized by the Aviano PPSO or ITO.

3.2.3 Customs Documentation

The Contractor shall provide shipment details to the Aviano Customs Liaison Office (CLO), retrieve all prepared customs documentation (including AE 302, when required) from the CLO’s facility, and strictly adhere to CLO instructions. The Contractor shall ensure the driver possesses and presents the required documentation at the designated seaport. Shipments shall not be dispatched without completed customs documents unless authorized in writing by the Aviano PPSO or ITO.

3.2.4 Line-Haul Transportation

Following completion of all pre-dispatch requirements, the Contractor shall load the individual wooden crates onto appropriate transportation equipment and provide line-haul transportation from the Contractor’s facility to the Government-designated receiving location at the Port of Livorno. Transportation equipment will be appropriate for the size, weight, quantity, and configuration of the wooden crates. The Contractor shall protect the shipment against loss, damage, weather, shifting, and other transportation hazards throughout transit.

3.2.5 Port Coordination and Delivery

The Contractor will coordinate delivery with the Government-designated receiving terminal, port contractor, or other authorized receiving activity at the Port of Livorno. The Contractor will:

• Comply with all applicable port and terminal access requirements

• Schedule the delivery appointment at least one day in advance

• Ensure driver possesses required shipment, transportation, and customs documentation

(TCMDs, weight certificates and DD Form 302s)

• Deliver the wooden crates to the designated receiving location

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• Ensure the quantity and identity of wooden crates tendered correspond with applicable shipment and transportation documentation

• Obtain signed, stamped, or electronically acknowledged documentation establishing successful delivery and transfer of custody

3.3 Secondary Delivery Location – Aviano Air Base AMS

Aviano Air Base AMS is the secondary-priority delivery location and shall be used only when authorized by the ITO for emergencies or other approved air movement requirements.

The Contractor will submit required shipment paperwork to the Aviano PPSO for forwarding to the appropriate Air Clearance Authority (ACA), coordinate delivery scheduling as directed, and comply with all AMS terminal requirements and keep the Aviano PPSO informed of shipment status and processing. Additionally, the Contractor shall schedule delivery appointments with the AMS via organizational email: 724AMS.TROC.OPS@us.af.mil.

3.4 Shipment Status and PPSO Notification

The Contractor shall maintain continuous shipment visibility and notify the Aviano PPSO immediately of any event affecting cargo movement during the Contractor-controlled phase, including:

• Significant delays or operational disruptions

• Any discrepancy, refusal, shortage, loss, damage, or documentation issue

3.5 Billing and Payment Documentation

Invoices and associated supporting documentation required by the Aviano PPSO shall be emailed as attachments to the Aviano PPSO organizational email box: 31LRS.PPTY.Billing@us.af.mil.

External links, third-party file-sharing services, or references requiring Government personnel to access an external browser or file-sharing platform shall not be used in lieu of direct email attachments.

Supporting documentation shall include, as applicable:

• Invoice

• Applicable shipment identification

• TCMD

• Applicable port documentation

• Other documentation required to substantiate the invoiced service

Final invoices shall also be formally submitted through the Syncada payment system in accordance with applicable contract payment procedures.

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4. INBOUND DPM SHIPMENTS

4.1 Inbound Terminal Pickup

The Contractor will coordinate with the Aviano PPSO and applicable transportation sea and air terminals for pickup of inbound DPM shipments. For shipments arriving through Aviano AMS or Livorno port, the Contractor will coordinate pickup requirements and retrieve the shipment from the designated receiving location.

Prior to accepting custody, the Contractor will verify the number and identification of wooden crates against applicable shipment documentation. Visible damage, shortages, overages, broken or compromised wooden crates, missing documentation, or other discrepancies identified at pickup will be documented and reported to the Aviano PPSO.

4.2 Direct Delivery Preference

Whenever operationally practicable, the Contractor will coordinate terminal pickup and customer delivery to minimize unnecessary handling and avoid placement into Storage-in-Transit (SIT). The Contractor will make reasonable efforts to coordinate customer availability and delivery scheduling before placing an inbound shipment into SIT.

5. ACRONYMS AND DEFINITIONS

Term Definition

ACA Air Clearance Authority

AMS Air Mobility Squadron

CLO Community Liaison Office

DPM Direct Procurement Method

ITO Installation Transportation Officer

Liftvan Reusable wooden shipping container used to hold a household-goods shipment and support loading into or removal from line-haul conveyances and ocean containers

NTS Non-Temporary Storage

PPSO Personal Property Shipping Office

QA Quality Assurance

TCMD Transportation Control and Movement Document

6. LOCAL POINT OF CONTACT / APPROVAL

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Installation Transportation Officer

Personal Property Shipping Office

Contracting Officer / Reviewer

Port of Livorno Representative

Customs Office Representative

Effective Date