DoDEA Global Shipping Guide - April 2023-Revised.pdf

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Global Shipping Guide

Prepared by HQ Logistics Division, Supply Policy Asset Management

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Contents Introduction

DoDEA’s Regions and Districts Section 1 Shipping and Delivery Points of Contact (POCs)

HEADQUARTERS:

EUROPE:

PACIFIC:

AMERICAS:

Section 2 Vendor/Contractor Guidance

Bottom Line Up Front Important Points to Remember

Guidance on Shipping Simple Shipping Guidance Packing Instructions On-Site Delivery Instructions

Shipping Options

1. Preferred Shipping Option to International Locations

Exceptions to Preferred Commercial Shipping Option

2. United States Postal Service (USPS) Shipping Option

3. Second Destination Transportation (SDT) Option for International Locations 11 Section 3 Internal DoDEA Guidance

DoDEA Address Information System (DAIS) Snapshot of DAIS

Transportation Address Codes (TACs)

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Introduction

The Shipping Guide is designed to provide Department of Defense Education Activity (DoDEA) personnel the most up-to-date information required to ship DoDEA supplies, equipment, and curriculum safely, successfully, and expediently.

DoDEA operates a total of 160 schools spread throughout the world, within eight districts which are in 11 foreign countries, seven states, and two territories Guam, and Puerto Rico across 10 different time zones.

DoDEA’s Regions and Districts

Americas Europe Pacific

Mid-Atlantic District East District East District

Southeast District South District South District

West District West District

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Section 1 Shipping and Delivery Points of Contact (POCs)

HEADQUARTERS:

Headquarters (HQ) or other Logistics Division staff are available to provide guidance and support regarding shipping during the contract development process.

It may be helpful to consult and coordinate with the HQ POCs or specific District POCs listed below during contract development, after award, and prior to actual shipment of any equipment, materials, or supplies to ensure successful delivery.

• HQ Supply Systems Analysts:

o Jeff El-Bdour – Jeffrey.El-Bdur@dodea.edu o Lloyd Richard – Lloyd.Richard@dodea.edu o Alice Bibbins – Alice.Bibbins@dodea.edu

Additional delivery and shipping questions can also be forwarded to the DoDEA Transportation Team:

• Zach McKissick, Chief of Transportation – Zachariah.McKissick@dodea.edu

EUROPE:

• The school’s primary phone numbers can be found at:

https://www.dodea.edu/europe/schools-by-area.cfm.

You may also contact the following District Logistics Chiefs:

• Europe East District-Anthony West Anthony.West@dodea.edu for deliveries to Europe East District

• Europe South District: Felita Collins Felita.Collins@dodea.edu for deliveries to Europe South District

• Europe West District: John Dollinger John.Dollinger@dodea.edu for deliveries to Europe West District mailto:Jeffrey.El-Bdur@dodea.edu mailto:Lloyd.Richard@dodea.edu mailto:Alice.Bibbins@dodea.edu mailto:Zachariah.McKissick@dodea.edu http://www.dodea.edu/Europe/schools/index.cfm.

mailto:Anthony.West@dodea.edu mailto:Felita.Collins@dodea.edu mailto:John.Dollinger@dodea.edu https://www.dodea.edu/europe/schools-by-area.cfm

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PACIFIC:

• The school’s primary phone numbers can be found at:

https://www.dodea.edu/Pacific/schools-by-area.cfm.

• You may also contact the Regional Logistics Administrative Specialist: Kozue Higa

Kozue.Higa@dodea.edu

You may also contact the following District Logistics Chiefs:

• Pacific East District: Steven Dreskler Steven.Dreskler@dodea.edu for deliveries to Pacific East District

• Pacific South District: Scott Hall Scott.Hall@dodea.edu for deliveries to Pacific South District

• Pacific West District: Mike Kim Tae.Kim2@dodea.edu for deliveries to Pacific West District

AMERICAS:

• The school’s primary number can be found at:

https://www.dodea.edu/americas/schools-by-area.cfm.

You may also contact the District Logistics Chiefs listed below:

• Americas Mid-Atlantic District: Paul Algarin Paul.Algarin@dodea.edu for deliveries to Americas Mid-Atlantic District

• Southeast District: Erin Juergens Erin.Juergens@dodea.edu for deliveries to Americas Southeast District http://www.dodea.edu/Pacific/Schools/index.cfm.

mailto:Kozue.Higa@dodea.edu mailto:Steven.Dreskler@dodea.edu%20for mailto:Scott.Hall@dodea.edu mailto:Tae.Kim2@dodea.edu%20for http://www.dodea.edu/Americas/index.cfm mailto:Paul.Algarin@dodea.edu mailto:Erin.Juergens@dodea.edu https://www.dodea.edu/americas/schools-by-area.cfm https://www.dodea.edu/Pacific/schools-by-area.cfm

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Section 2

Vendor/Contractor Guidance

Bottom Line Up Front: It is recommended prior to any shipment that the Vendor or Contractor coordinate with the POCs listed above in each respective Region or District and/or the Contracting Officer’s Representative (COR) to provide the latest guidance and support to ensure successful delivery.

Vendors or contractors may decide to utilize any means of shipping at their disposal. Given the dynamics and complexity of supporting shipments to DoDEA’s worldwide operations, vendors, prior to shipment, should coordinate with the COR and POCs listed above. If there are any concerns or questions related to shipping to any specific location, the COR or POCs can also provide guidance.

Regardless of the shipping method utilized, the vendor or contractor should provide tracking numbers or information to the COR to ensure successful delivery to the desired location.

Important Points to Remember

• For international shipments that are large (e.g., pallets of equipment, books, furniture, physical education equipment, etc.), shipments of live or preserved specimens, or shipments involving chemicals, commercial shipping options are the preferred or required option.

Rationale and explanation:

o For larger international shipments, the United States Postal Service

(USPS) is not a preferred or a viable option because the shipments are delivered to an Army Post Office (APO) or Fleet Post Office (FPO) and school personnel do not typically have an effective means to pickup large shipments from the post office.

o For shipments of live or preserved specimens (e.g., insects) or chemicals, the USPS is not a preferred or a viable option because the shipments may not meet USPS regulations or may be stored for extended periods in locations that will damage the live or preserved specimens or chemicals. Any shipments of live or preserved

7 DODEA GLOBAL SHIPPING GUIDE | April 2023 specimens or chemicals must be coordinated with the DoDEA HQ Science Instructional System Specialist or COR of the contract.

Guidance on Shipping

Simple Shipping Guidance

• Stateside DoDEA locations: Any means of shipping may be used to ship to local door to door locations except for locations listed in Option 1, Exceptions below.

• International DoDEA locations: Commercial shipping should be used to ship to local door to door addresses. If the USPS is the desired shipper, the shipment should be shipped to APO /FPO address to avoid customs related issues. The APO/FPO address is like an address for a post office box. An example of an APO/FPO address is as follows:

SHIRLEY LANHAM ELEMENTARY SCHOOL

PSC 477 BOX 38

FPO AP 96306-0005

Packing Instructions

Regardless of which shipping method a vendor or contractor utilizes, all contracts and delivery orders should include the following shipment and packing instructions:

• Ensure the packing slip, with a description of each item, is attached to the outside of each package.

• Each individual package being shipped must be addressed and marked appropriately, as provided in the Delivery Order (for example, “Box 1 of 5” or “Box 2 of 2,” etc.).

• A sticker must be placed on the outside of each package, which states either:

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“FOR THE USE OF U.S. FORCES, EDUCATIONAL MATERIALS”

OR

“FOR THE USE OF U.S. GOVERNMENT DOD PERSONNEL"

On-Site Delivery Instructions

Contracts and delivery orders should provide the following contractor /vendor delivery instructions:

• Contractors or vendors are advised that all schools are not equipped with loading docks that access the ground floor and delivery may require a truck with a lift and material handling equipment. The contractor or vendor will be responsible for inside delivery to the locations in the school/building designated by Government receiving personnel.

• If appropriate, floor and wall protection must be utilized when moving deliveries within a school or building. When an elevator is used during delivery, the interior walls are to be protected with pads, floors are to be protected with plywood or Masonite board and door frames are to be protected with pads and/or cardboard.

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Shipping Options

1. Preferred Shipping Option to International Locations

Commercial Shipping to DoDEA Activity Location (e.g., Local, Door-to-Door).

This is the preferred shipping option for vendors to ship internationally directly to the activity. Shipments are required to reach the delivery destination based on the terms of the vendor contract agreement. All contracts should ensure inside delivery to DoDEA locations. This prevents issues with vendors being denied access to installations and/or not having resources to unload items properly and safely into the school. When appropriate, contracts should also include equipment installation or assembly as well as training on the use of the equipment.

• International locations typically require customs clearance and may involve other logistical coordination at the international location. In most cases, it is the responsibility of the vendor or contractor to coordinate the customs clearance and any other coordination. DoDEA personnel may be able to assist with customs clearance if coordinated with the POCs listed in this Shipping Guide or the Contracting Officer’s Representative specific to the contract.

• Please ensure that all local door-to-door shipments to Puerto Rico include EIN 26-2331642 in the address line.

Exceptions to Preferred Commercial Shipping Option. Certain DoDEA locations are not permitted commercial shipments for a variety of reasons. These exceptions are as follows:

• Exception 1: Due to local customs regulations, installation policies, and access restrictions for commercial shippers, the recommended shipment method for the schools listed below is via the USPS to each location’s APO or FPO addresses if items meet USPS size and weight restrictions explained in Option 2.

1. W.T Sampson Elementary High School

2. Brussels Elementary High School

3. Shape Elementary School

4. Shape Middle School

5. Ankara Elementary High School

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• Exception 2. Turkey requires all Information Technology (IT) and furniture related purchases to be made in Turkey (i.e., Buy Turkey Program). Most shipments originating from the US will get held in customs. To ensure a shipment of IT or furniture is delivered successfully, it is recommended that all IT and furniture shipments to Turkey (i.e., Ankara EHS) be delivered to the Europe South District Superintendent’s Office (DSO) utilizing the local door-to-door address via commercial shipping companies. The Europe South DSO local door-to-door address is as follows:

DODEA EUROPE SOUTH DSO DEPARTMENT OF DEFENSE

SCHOOLS VIA DELLA PACE BLDG 307

36100 VICENZA ITALY

2. United States Postal Service (USPS) Shipping Option

USPS Shipping to location (stateside) or APO or FPO (international)

If a vendor or contractor prefers to utilize the USPS to ship to a DoDEA location, it is important to remember the following:

• DoDEA schools within the United States except those listed in Option 1 above. Shipments to be sent via USPS should be addressed to the local door-to-door address for addresses within the United States.

• DoDEA schools outside the United States or listed in Option 1 above.

Shipments to be sent via USPS should be addressed to the APO or FPO address for international locations.

o Note: Failure to use the correct APO or FPO address may result in customs clearance challenges or other logistical concerns. Please consult with the respective POCs listed in Section 1 or the COR for further information or guidance.

• To be eligible for USPS shipping, the shipment must be packaged to meet the following criteria or restrictions:

1. Weigh less than 70 pounds per package or container.

2. Be no greater than 108 inches in length and girth.

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3. If permitted by the international destination country, only lithium batteries that are properly installed IN equipment may be shipped vias USPS internationally or to and from an APO or FPO. The vendor or contractor should consult with the or refer to USPS for specific criteria or restrictions related to shipping equipment with installed lithium batteries.

a. Lithium batteries that are packed separately are prohibited.

Damaged or recalled batteries are also prohibited and may not be mailed internationally via USPS.

Criteria or restrictions may change depending on USPS policy or guidance and vendors or contractors should consult with their USPS office for further information.

3. Second Destination Transportation (SDT) Option for International Locations

• For shipments of large and/or heavy equipment (e.g., ovens, refrigerators, etc.) that are unable to be shipped commercially and must be shipped internationally, the POCs listed for the respective Region or District or the COR should be contacted for specific shipping instructions.

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Section 3 Internal DoDEA Guidance

DoDEA Address Information System (DAIS)

The DoDEA Logistics Division developed an internal DoDEA Address Information System (DAIS) which identifies and maintains all the DoDEA Activity Transportation Address Codes (TAC), mailing addresses, and Local Door-to-Door shipping addresses. DAIS is an interactive website located at:

https://webapps.dodea.edu/dodaac/index.cfm

Snapshot of DAIS https://webapps.dodea.edu/dodaac/index.cfm

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Transportation Address Codes (TACs)

TACs are part of the DoD Activity Address Directory and are used within the DoD Supply System for requisitions and material shipping. There are typically three (3) TACs that support Vendor or Contractor shipments to DoDEA schools or locations.

• TAC-1 - Mail Address. TAC-1 addresses are used to identify the USPS mailing address. TAC-1 should be used for USPS deliveries to an APO, FPO, or stateside mailing address.

• TAC-2 - Freight Shipping Address. TAC-2 addresses are used to identify the Freight addresses that may be necessary SDT shipments that involve large equipment (ovens, refrigerators, etc.). The POCs listed in this Shipping Guide should be consulted prior to shipment to any TAC-2 address.

• Local Door to Door – Local addresses and/or door-to-door addressed identify the local shipment and physical address of the activity for “Local Door to Door” delivery via a commercial shipper (e.g., FedEx, UPS, DHL, Global, etc.). This is an official non-DoD address provided by DoDEA District and/or POC listed in this guide. This is the preferrable option to ship all supplies, equipment, and materials to the desired DoDEA end location exception for those listed above. If an alternate shipping method is intended, coordination with the POCs listed in this Guide should be consulted prior to shipment. *

*Note: Door to door addresses provide the most reliable information and availability for delivery especially in overseas or OCONUS locations. Door to door should always be included in any contract documentation requiring a vendor or contractor to deliver DoDEA assets to specific locations.

Transportation Address Codes (TACs)