Attachment 1 - PWS

HTC711-08-R-0015

Attachment 1

Performance Work Statement

Military Surface Deployment and Distribution Command (SDDC)

Surface Small Package Contract

Table of Contents

September 2008

C.1 Introduction/Background

C.2 Description of Services

C.3 Applicable References

C.4 Performance Requirement Summary

C.5 Glossary

APPENDICES

A Performance Requirements Summary

B Workload Estimates

C Origins and Destinations

D Hours of Operation at DLA Defense Distribution Depots

E Daily Operations At DLA Defense Distribution Depots

Multiple Pickup and/or Inter-Depot Stops

F Carrier Data

G CEDI-DEBX Business Rules

H Event Code Reporting

I Applicable Accessorial Charges

Performance Work Statement

Military Surface Deployment and Distribution Command (SDDC) Surface Small Package (SSP) Contract

C.1 INTRODUCTION/BACKGROUND

C.1.1 Scope. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide transportation services for surface small package ground general cargo shipments of a non-expedited (routine) nature from Defense Logistics Agency (DLA) to CONUS, Alaska, Hawaii, Puerto Rico, and Canada. In-Transit Visibility (ITV) is mandatory for all packages shipped under this PWS.

C.1.2 Purpose. The purpose of this Performance Work Statement (PWS) states DLA transportation service requirements for the movement of its routine small package (150 lbs. or less) ground shipments and provides the standardization necessary for the routing of Department of Defense (DoD) freight traffic and U. S. Government shipments of foreign military sales (FMS) material.

C.1.3 Concept. The Military Surface Deployment and Distribution Command (SDDC) is responsible for providing for the transportation needs of the Department of Defense (DoD) including the movement of U.S.

Government shipments of FMS material. SDDC has the following two acquisition goals to achieve by using the DLA Surface Small Package (SSP) Contract:

C.1.3.1 Perform freight transportation services using Federal Acquisition Regulation (FAR) compliant contracts.

C.1.3.2 Use performance-based transportation contracts for the acquisition of routine surface small package services.

C.2. DESCRIPTION OF SERVICES

C.2.1 Shipper-Unique Requirements

C.2.1.1 Pickup Service. The contractor shall pickup shipments five days per week (Monday through Friday) excluding Saturday, Sunday and Federal holidays. Depots that require Saturday and Sunday pickup service for dock clearing purposes are identified in Appendix D.

C.2.1.1.1 Appendices D and E provide the designated depot operating hours, multiple pickup sites, and inter-depot stops. The contractor shall provide regularly scheduled daily pickup, and timely delivery, in accordance with Appendices D and E. The contractor shall be required to accept shipments for pick-up until the close of business established by each shipping activity, legibly sign and date the shipper's manifest, and adhere to the delivery schedules of each receiving activity. The contractor shall work with each origin/facility to determine the number of pickups and operating hours per Appendices D and E.

C.2.1.2 Delivery Service. Five days per week (Monday through Friday) excluding Saturday, Sunday and Federal holidays will be considered normal business days for the purpose of delivery service. The contractor shall provide daily delivery service between 8:00 a.m. and 5:00 p.m. local time at designated delivery points each business day.

These hours may be adjusted to accommodate the operating hours of the delivery point.

C.2.1.3 ZIP Code/Postal Code Service. The contractor shall provide pickup transportation and delivery service to all commercial and military ZIP Codes (as defined by the U.S. Postal Service assigned ZIP Code) within the Continental United States (CONUS), including the District of Columbia (DC), and within Alaska (AK), Hawaii (HI), and Puerto Rico (PR). The contractor shall provide pickup transportation and delivery service to all Canadian Postal Codes location within Canada (CD). This requirement excludes small package delivery to Army Post Offices (APO), Fleet Post Offices (FPO), and U.S. Postal Service P. O. Boxes.

C.2.1.4 Canadian Shipments. Service to Canada is an integral part of the SSP. The contractor shall complete all Customs paperwork necessary to clear shipments through Customs for entry into Canada.

C.2.2 Workload Estimates. The information in Appendix B is the historical number of shipments during the identified timeframe and the estimated number of future shipments with the estimated weight associated with those shipments. The included list of origins and corresponding shipment information is based on the Government’s best estimates as to the number of shipments from the DLA depots and facilities. The actual workload experienced under this contract may vary from both the historical workload and future estimates.

C.2.3 Federal Holidays. The following holidays are designated as Federal holidays in this contract: New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day designated as a holiday by Federal Statute or Executive Order. Any federal holiday that the contractor offers as a normal business day to their commercial customers shall also be offered to Government shippers; no holiday charges will apply.

C.2.4 General Shipment Discrepancies/Claims. Claims may be filed by the consignor/consignee, but not later than six (6) years following the date of delivery/incident. The contractor shall promptly respond to a transportation discrepancy request for information from the consignee.

C.2.5 Government Military Shipment. In accordance with the Defense Transportation Regulation (DTR) 4500.9- R, Part II, Chapter 201, Paragraph O, the Government reserves the right to ship by military, organic or by Government Owned Government Operated (GOGO)/ Government Owned Contractor Operated (GOCO) transport in lieu of commercial contractors to satisfy military reserve training exercises to meet Government requirements.

C.2.5.1 The Government will maintain and operate (in peacetime, only) those owned and controlled transportation resources, including assets leased or chartered for periods greater than 90 calendar days, needed to meet approved DoD emergency and wartime requirements that cannot be readily met from commercial transportation sources.

C.2.5.2 These transportation resources will be used during peacetime as efficiently as possible to provide essential training for operational personnel, and to meet logistics needs consistent with fostering the development of militarily useful commercial capabilities.

C.2.5.3 Using commercial carriers for requirements in excess of DoD capability. DoD-owned or controlled transportation resources will be used for official purposes and shall not exceed five percent (5%) of the total shipments under this contract.

C.2.6 Contractor Furnished Resources

C.2.6.1 The contractor shall provide all personnel and equipment including hardware/software and training required to interface with the DLA Distribution Standard System and print the contractor manifest for the performance of services under this PWS. DLA is not obligated to provide support required for development of an interface to the contractor.

C.2.6.2 The contractor shall provide 24-hour toll-free telephone and web-based tracking service for shipment status, to include, but not limited to, tracking/tracing of shipments, current shipment status, status updates, pick-up/delivery dates and times.

C.2.6.3 Equipment Pool. The contractor shall establish an equipment pool at designated shipping activities within five calendar days of the Government providing notice of this requirement. The contractor shall provide trailer equipment in the equipment pool. For shipping activities without an equipment pool requirement, the contractor may consider creation of one, upon mutual agreement between the Contracting Officer and the contractor.

C.2.6.4 Requirement/Inspection. The contractor’s equipment is subject to inspection by the Government at the time of placement for loading. The Government may reject equipment determined to be unsuitable or unsafe for loading.

The rejection of contractor equipment shall not relieve the contractor from meeting pickup, delivery or trailer pool requirements.

C.2.7 Size and Weight

C.2.7.1 A package that weighs less than 30 pounds but measures more than 84 inches in length and equal to or more than 108 inches in combined length and girth will be classified as an oversize package and billed at the 30 pound rate to the same Zone.

C.2.7.2 A package that weighs between 30 and 150 pounds and exceeds 108 inches in length and/or exceeds 130 inches in length and girth combined shall not be transported under this contract.

C.2.7.3 Dimensional weight, for rate making purposes, is not applicable to this contract.

C.2.8 Aggregate Weight

C.2.8.1 The contractor shall aggregate the weight of all shipments from the same origin distribution center (including from multiple pick-up sites) to the same destination, for the same level of service, and tendered on the same day when the aggregate weight of all packages is 200 pounds or more.

C.2.8.2 The aggregate rates shall be adjusted and billed at the applicable rate for the total weight of these shipments, but not to exceed 150 pounds per package. All aggregate weight combinations shall be at the lowest cost to the U.S. Government. Individual packages are subject to the restrictions found in paragraph C.2.11. The Government may verify the contractor’s system cost savings of the aggregation and claim a refund for savings not already credited to the Government.

C.2.8.3 Contractor shall provide a monthly report of aggregate weight shipments and resulting cost savings. The format of the report shall be jointly developed between the contractor and Contracting Officer’s Representative

(COR).

C.2.9 Location(s) of Performance. The contractor shall perform the freight transportation services required under this PWS from a shipper defined point of origin to any destination zone (2 through 8) within CONUS, Alaska, Hawaii, Puerto Rico, and Canada, as specified in this contract. Rates shall be submitted on spreadsheets for each origin at Attachment 2. Mileage shall be determined by the Government using the most direct route. The Defense Table of Official Distances (DTOD) is the official mileage guide for DoD freight shipments. Mileage shall be calculated based on the DTOD version in effect on the date of shipment pickup. The “Mileage to Zone” conversion chart is found below:

MILEAGE TO ZONE CONVERSION

MILEAGE ZONE

1 to 50 miles Zone 2 151 to 300 miles Zone 3 301 to 600 miles Zone 4 601 to 1000 mile Zone 5

1001 to 1400 miles Zone 6 1401 to 1800 miles Zone 7 1801 miles & over Zone 8

C.2.10 Guaranteed Service Refund. A guaranteed service refund is not applicable to this contract.

C.2.11 Types of Shipments. Shipments will consist of general cargo, Freight All Kinds (FAK), and hazardous material (shipper certified). A small package shipment involves door-to-door service that includes pickup and delivery within a shipping or receiving facility to include split pickup/split delivery at no additional charge to the Government. In addition, this includes each single piece in the shipment(s) that weighs 150 pounds or less actual weight with dimensions that measure no greater than 108 inches in length or 130 inches in combined length and girth. The girth of the package is determined by measuring the distance around the package, at its thickest part, at a right angle to the length.

C.2.12 Exclusions. The following movements and commodities are excluded from the scope of this PWS:

1. Ammunition, explosives, or fireworks classified as Class 1, Div. 1.1, 1.2, or 1.3 as defined at 49 CFR Part 173.5.

2. Ammunition, explosives, or fireworks classified as Class 1, Div. 1.4, requiring a DoD Transportation Protective Service (TPS)

3. Ammunition, explosives, fireworks or blasting agents weighing in excess of 1,000 pounds classified as non-sensitive Class 1, Divisions 1.4, 1.5, and 1.6

4. Missiles or rockets

5. Radioactive materials, excepted packages, radioactive instruments and articles and their packaging IAW 49

CFR 173.424.

6. Poison inhalation hazard, Class 2, Division 2.3, and Class 6, Division 6.1

7. Hazardous waste

8. Narcotics and dangerous drugs

9. Etiologic agents

10. Firearms and weapons (Fully Assembled)

11. Live animals

12. Bulk commodities

13. Human remains

14. Coins and/or Precious metals

15. Refrigerated cargo

16. Food, fresh, frozen, or requiring refrigeration

17. Postage stamps or stamped envelopes

18. Postal Shipments

19. Overweight Shipments

20. Over-dimensional Shipments

21. Air Freight Shipments

22. Export (OCONUS) via Containers

23. Rail (not included TOFC and COFC)

24. Classified material, or shipments requiring a Transportation Protective Service (TPS)

25. Privately-owned vehicles (POV)

26. Vehicles in drive away and/or tow away service.

27. Shipments requiring a DoD Transportation Protective Service (TPS)

28. Army tractor tanks and tracked vehicles (vehicle weight 40,000 pounds or more)

29. Currency

30. Shipments to and from Mexico

31. Shipments under military reserve training exercise IAW DTR, Part II, Chapter 201, Paragraph O

32. A single piece weighing 151 lbs. or more - actual weight

33. Excluded shipments within the scope of other DoD transportation contracts as follows:

33.1. Tailored Transportation Contract (TTC) freight all kinds (FAK) shipments and Defense Transportation Coordination Initiative (DTCI) contract.

33.2. Express small package shipments normally moved under the DoD Blanket Purchase Agreements (BPA) under the GSA Multiple Award Schedule (MAS) Express Small Package contract

33.3. Air Small Parcel, including World Wide Express (WWX) contract small package and heavyweight

33.4. Advanced Traceability and Accountability (ATAC) Shipments

33.5. Shipments within the Naval Express (NAVXPRESS) area. NAVXPRESS is defined as: Hampton Roads, i.e., cities of Norfolk, Virginia Beach, Chesapeake, Portsmouth, Hampton, Newport News, Yorktown, Williamsburg, and Suffolk, VA. These cities are all within an approximate 50-mile radius of the Norfolk Naval Base, VA36.

Shipments under military reserve training exercise IAW DTR Part II, Ch. 201 O.

C.2.13 Contract Minimum Guarantees. The Ordering Officer will initially offer shipments to awarded contractors on an equal basis (individually) until all contractors have reached the contract minimum guarantee.

After the contract minimum guarantees have been reached, the ordering officer will offer shipments to those contractors providing the best overall value to the Government, considering the contractor’s record of quality performance since contract award and total shipment cost.

C.2.14 PowerTrack. The contractor shall participate in the US Bank PowerTrack billing and payment system.

Information regarding PowerTrack capabilities may be obtained from the DoD PowerTrack Program Management Office at DFAS-HFET/IN, at 1.317.510.2437. Information may also be obtained by accessing the US Bank website https://www.powertrack.com/usbank <https://www.powertrack.com/usbank> or by contacting US Bank at 1.800.417.1844.

C.2.15 Freight Carrier Registration Program (FCRP). The contractor transporting Department of Defense freight shall be approved through the FCRP and placed on the Approved DoD Freight Carriers List. FCRP . The survey shall not be completed by the offeror. In order for USTRANSCOM/TCAQ-R to receive these past performance surveys no later than the solicitation due date/time, the offeror should use every diligent effort to follow-up with each Contracting Office/Agency.

requirements and instructions are located on the SDDC web site at http://www.sddc.army.mil/sddc/Content/Pub/14712//welcomingletter.pdf. Further assistance may be obtained by contacting SDDC Operations Center, at 1-757-878-8877.

C.2.16. Payment Report. The contractor shall provide a monthly payment report to USTC/TCAQ. This report shall include the payment amounts received from the Government under this contract. Reports for each month are due by the 10th day of each month. If this day falls on a Saturday, Sunday, or Federal holiday, the next workday will be considered on time.

C.2.17 Fuel Surcharge. This Surface Small Package contract is exempt from the SDDC Fuel Surcharge Policy.

C.2.18 Transit Times. The Contractor’s transit times shall not exceed those specified below. The zones that shall apply are Zones 2 through 8. The Transit Time chart follows:

Transit Time Chart

Miles Delivery Days Up to 150 mi 1 day

151 to 500 mil 2 days 501 to 1000 mil 3 days 1001 to 1500 mi 4 days 1501 to 2100 mi 5 days 2101 mi. & over 6 days

C.2.18.1 Transit time shall be measured in business days, excluding Saturdays, Sundays and Federal holidays.

Transit time begins with the next business day after the shipment is signed for by the contractor and ends at the time the shipment is delivered or made available for delivery. In measuring transit time, day of pickup is not counted, but day of delivery is counted. If the allowable transit time causes the RDD to fall on a Saturday, Sunday, or Federal holiday, the delivery date for measuring on-time performance shall be the next business day.

C.2.18.2 When the required delivery date cannot be met due to an excusable delay the shipment shall be delivered as soon as reasonably possible.

https://www.powertrack.com/usbank https://www.powertrack.com/usbank http://www.sddc.army.mil/sddc/Content/Pub/14712//welcomingletter.pdf

C.2.19 Safe Delivery. The contractor shall move the cargo safely from origin to destination such that the cargo arrives at its destination intact, without loss or damage.

C.2.20 Delivery Attempts. The contractor shall make a minimum of three (3) attempts to deliver a package to the consignee without an additional charge. After each unsuccessful attempt, the contractor shall place a delivery notice in a conspicuous location at the delivery address shown on the package. After three attempts, the contractor shall inform the origin, by email, of an unsuccessful delivery attempt and request delivery instruction from the shipping location.

C.2.20.1 When through no fault of the contractor, the consignee is unable to accept the shipment when it is offered for delivery, the contractor agrees to hold the shipment until the next business day or a mutually agreed upon date.

The contractor shall annotate the tracking system with the time/date consignee was notified that the shipment was available and the name and telephone number of the individual who declined delivery.

C.2.20.2 After the third attempt, the contractor shall return the package to the consignor at no additional charge.

C.2.21 Delays. When a shipment is offered for delivery on the Required Delivery Date (RDD) and the contractor then is given a later date for actual delivery, the contractor shall annotate the tracking system with all pertinent information to receive credit for on-time delivery and inform the origin by email of the delay.

C.2.21.1 In situations of heightened security, access may not be available to certain delivery locations or access may take significantly longer than normal. In such instances, the contractor shall attempt delivery and if access is not available or is impractical, the contractor shall notate the attempted delivery in the tracking system.

C.2.22 Notification of Shipping Weights and/or Dimensions Adjustment. The contractor may reweigh a shipment. All weight adjustments made by the contractor shall be based on scale weight from a certified scale. The contractor shall indicate those shipments that have been adjusted for weight or dimensions. The contractor shall notify the origin and destination by email of any weight and dimensional adjustments no later than 24 hours of shipment pick-up or prior to delivery, whichever is earlier. The contractor shall indicate those shipments that have been adjusted for weight or dimensions in PowerTrack billing.

C.2.23 Loading/Unloading. The contractor shall perform all shipment processing actions (i.e. in-checking, scanning, shipment consolidation), load and/or unload unassisted by the Consignor or Consignee. Transportation Officers will coordinate their SSP shipment requirements with the contractor.

C.2.24 Hazardous Material. Commodities transported under this contract may include hazardous material (HAZMAT); however, the requirement for transporting hazardous material is not mandatory. Contractor(s) who elect to transport hazardous material shall comply with the following requirements:

C.2.24.1 Hazardous Material Placarding. When placards are required by 49 CFR and supplements thereto, or revisions thereof, the shipper will provide the contractor with the appropriate placard for the shipment and the contractor shall post the placard on the vehicle/trailer.

C.2.24.2 Hazardous Material Handling. The contractor shall provide pickup, handling, and the delivery of hazardous material. The contractor shall meet the following requirements when handling and transporting hazardous material:

C.2.24.2.1 Provide special handling and delivery of materials that require a Shippers Certification or Shipper’s Declaration for Dangerous Goods.

C.2.24.2.2 Handle and transport all shipments containing hazardous material in accordance with the requirements as outlined in the applicable governing regulations, but not limited to 49 CFR, for the surface movement of shipments containing hazardous materials.

C.2.24.2.3 Accept all materials identified as hazardous by 49 CFR, to include Other Regulated Materials (ORM), with the following exceptions:

a. Hazardous waste as defined by 40 CFR

b. Hazardous substances as defined by 49 CFR

c. Inhalation hazards as defined by 49 CFR

d. Bio-hazards such as blood, urine, fluids and other non-infectious diagnostic specimens as defined by 49

CFR

C.2.24.3 The contractor(s) who elect to transport hazardous material (HAZMAT) shall maintain a current HAZMAT certificate at all times.

C.2.25 Astray Freight and Emergency Notification Reports. The contractor shall report astray freight or emergency notification to the following contact offices and numbers:

Problem Point of Contact Telephone Number Astray freight or other non-emergency notifications

SDDC GOCARE

Freight Hotline 1-800-631-0434

Secure holding, accidents, incidents, delays in transit

SDDC Hotline 1-800-524-0331

Accidents, incidents, or other emergencies involving DoD hazardous material other than munitions, explosives or radioactive materials

DoD Hazardous Material (HAZMAT) Hotline

1-800-851-8061 1-804-279-3131

Radioactive Materials Army 1-703-697-0218/0219 Radioactive Materials Navy/USMC 1-757-887-4692 Radioactive Materials Air Force 1-202-767-4011

Radioactive Materials DLA 1-717-770-5283

Hazardous Material Spills National Response Center 1-800-424-8802 and 1-202-267-2675

Hazardous Material Spills DoD Hazardous Material (HAZMAT) Hotline

1-800-851-8061 1-804-279-3131

SDDC Global Distribution, Domestic SDDC Customer Service 1-800-526-1465

C.2.26 In-Transit Visibility. The contractor shall provide track and trace capability for all shipments from the date and time of pickup to the date and time of delivery, using the Government furnished transportation control number (TCN) and the contractor’s tracking number.

C.2.27 Oral Status Reports. The contractor shall provide shipment status information within one hour of a request by the shipper during the shipper’s normal business hours. Shipment status information shall include at a minimum, current status of the shipment, actual or anticipated date and time of delivery and information about shipment delays, as applicable.

C.2.28 GTN Input. The contractor shall be Global Transportation Network (GTN) compliant. The contractor shall report shipment status to GTN that is free from errors in syntax and semantics.

C.2.28.1 The contractor shall electronically interface with DoD’s GTN to provide In-Transit Visibility tracking and tracing information. The contractor shall provide GTN with an electronic data transaction set meeting American National Standards Institute (ANSI) X.12 EDI standards. The contractor shall provide an ANSI ASC X.12 transaction set (TS) 214, Motor Contractor Shipment Status Message, version 4010 (using the DoD Implementation

Convention). See DoD Transportation Electronic Data Interchange (EDI) Convention, April 2001; Appendix F, Carrier Data; Appendix G, CEDI – DEBX Business Rules; and Appendix H, Event Code Reporting.

C.2.28.2 The contractor shall provide GTN tracking and shall have these services available at contract award.

C.2.28.3 The minimum data set (events) to be included are:

a. Pickup

b. Departure from any intermediate stop for pickup

c. Arrival at any mode change point

d. Departure from any mode change point

e. Arrival at any intermediate stop for delivery

f. Delivery

C.2.28.4 GTN Data Feed Requirements Electronic Instructions:

C.2.28.4.1 Electronic Data Interchange (EDI) is the computer-to-computer exchange of business data in machine-readable language using strictly defined public standards.

C.2.28.4.2 An EDI Implementation Convention (IC) defines the rules for filling in or "populating" an EDI transaction. Following the agreed upon convention, or version of the standard ensures that EDI partners will encounter fewer data quality problems during development and maintenance of their EDI systems.

C.2.28.4.3 ANSI ASC X12 is the American National Standards Institute (ANSI) who charters the Accredited Standards Committee (ASC) X12 to develop uniform standards for inter-industry electronic interchange of business transactions -- electronic data interchange (EDI).

C.2.28.4.4 Accredited Standards Committee X12 develops, maintains, interprets, publishes and promotes the proper use of American National and UN/EDIFACT International EDI Standards. The ASC X12 body meets periodically to develop and maintain EDI standards. Its main objective is to develop standards to facilitate electronic interchange relating to business transactions. X12 standards facilitate transactions by establishing a common, uniform business language for computers to communicate. With more than 275 transaction sets, X12 standards can be used to electronically conduct nearly every facet of business-to-business operations.

C.2.28.4.5 EDI status records are generated and populated from the ANSI ASC 214 transactions. Transactions are sent to the Government value added network where they are mapped and forwarded to Global Transportation Network (GTN).

C.2.28.4.6 Global Exchange Service (GEX) is an EDI-based Defense Information Systems Agency (DISA) system which provides EDI messages to United States Transportation Command (USTRANSCOM) and other Department of Defense (DoD) agencies.

C.2.28.4.7 To get the latest version of the DoD 214 IC, as well as the contact information for the GEX, contact the USTRANSCOM Global Transportation Network, Program Management Office, Scott Air Force Base, IL at (618) 229-1228.

C.2.28.4.8 All records shall require the Transportation Control Number (TCN) or manifest shipment identification (ID) number to complete the link between GTN and Global Freight Management (GFM).

C.2.28.4.9 All records shall require the following reference number information (in multiple loops) to identify SSP shipments.

a. Transportation Control Number (TCN) or manifest. Provide this in the B1002 element.

b. Contract number with appended “L” for 1-150 lbs shipments. Example: HTC711-09-D-0099-L (1-150 lbs). Provide this in the L1101 element in an L11 segment with a CT qualifier in the L1102 element.

c. Carrier SCAC. Provide this in the B1003 element.

d. Billed shipment weight. Provide this in the AT803 element with a “B” qualifier in the AT801. Also provide the unit of measure in the AT802 (L for pounds, K for Kilograms).

C.2.28.4.10 The contractor shall accomplish status reporting within twelve (12) hours of an event, or the same amount of time provided to their commercial customers, whichever is sooner.

C.2.29 Electronic Commerce/Electronic Data Interchange. The contractor shall be compliant with the DoD EC/EDI Program. Electronic Commerce (EC) is the electronic exchange of routine business documents between trading partners. Electronic Data Interchange (EDI) is a type of EC. EDI is the computer-to-computer exchange of routine business documents in machine-readable form. EDI utilizes publicly defined standards of the American National Standards Institute (ANSI).

C.2.29.1 To participate in the DoD EC/EDI program, all commercial trading partners (e.g. contractors, vendors) shall execute an EC/EDI Trading Partner Agreement (TPA) and comply with applicable DoD instructions, standards, and conventions. The EC/EDI Trading Partner Guide for Defense Transportation is available under “Freight/Cargo, Air/Land, and TPA” on SDDC’s web site at www.SDDC.army.mil. DoD EDI implementation conventions are available at the URL: www.lmi.org/dtedi.

C.2.29.2 Participation in the EDI program requires compliance with published ANSI Accredited Standards Committee X12 standards and DoD EDI implementation conventions when electronically exchanging transportation or transportation-related data with DoD transportation components or their agents. The commercial EDI trading partner shall be capable of:

a. Electronically exchanging shipment, rate, and award information;

b. Securing freight payment services for the DoD using the value-added US Bank PowerTrack service;

c. Receiving Electronic Funds Transfer (EFT); and

d. Providing delivery and/or shipment status reports to PowerTrack and/or US TRANSCOM (or its component commands) through DoD EC Infrastructure.

C.2.29.3 Commercial vendors/contractors who exchange EDI transactions with DoD transportation components or their agents may exchange business data through third-party value-added-networks (VANs), which shall be compatible with the DoD system or DoD EDI.

C.2.30 Operations Support. The contractor shall provide operations support by partnering with DLA facilities to integrate contingency, surge and deployment requirements into the contractor’s business commitment to make available contractor assets and provide the necessary transportation services. Circumstances requiring operations support and integration may include, but are not limited to, natural disasters and other national security emergencies.

C.2.30.1 In order to meet the surge/contingency requirement at a DLA facility, the TO may utilize all awarded contractors. If the requirement exceeds the capability of the awarded contractors, the Government reserves the right to use voluntary tenders on file at the SDDC Operations Center. Under this item, if any of the awarded contractors cannot meet the surge/contingency requirement, no negative assessment will be made regarding the contractor’s performance.

C.2.30.2 Contingency requirements may not be distributed evenly throughout the performance period. Rather, they are focused, sporadic events that can last a few weeks (in the case of providing disaster relief) to months (in the case of supporting a global conflict).

http://www.mtmc.army.mil/ http://www.lmi.org/dtedi

C.2.31 Driver Identification. The contractor shall ensure their drivers handling all shipments carry a valid driver’s license, medical qualification card, and employee/company ID card. One of these items shall contain the driver’s photograph.

C.2.32 Fractions. Fractions of a cent resulting from the application of rates and/or accessorial charges shall be rounded to the nearest cent. Fractions less than one-half of one cent shall drop to the whole cent.

Fractions equal to or more than one-half of one cent shall increase to the next whole cent.

C.2.33 Address Corrections. If the contractor is unable to deliver a package(s) due to an incorrect or unreadable/illegible delivery address, the contractor shall make every effort to properly identify the correct delivery address and deliver the package(s). If the contractor is able to correctly identify the correct shipment address, the contractor shall deliver the package(s) and the contractor is entitled to the appropriate accessorial charge.

C.2.33.1 The contractor shall bill the consignor for services performed via PowerTrack with all necessary attached data in a timely manner.

C.2.33.2 When the contractor is aware that a delivery address is incorrect, they shall report the address correction to the email address: ddc.globaladdressing@dla.mil within 7 calendar days of the first attempt to deliver, in the following format:

a. Tracking Number

b. Pick-up Date

c. Service Requested

d. Net Charge

e. TCN

f. DODAAC

g. Original Address

h. Corrected Address

C.2.34 Refusal of Unsafe Packages. The contractor shall refuse packages that they deem to be unsafe or that may otherwise damage either the contractor's property or another consignor's package(s).

C.2.35 Cargo Liability (LIE). The contractor shall be liable for all loss, damage, mis-delivery or other adverse result occurring to freight in its possession, unless caused by acts of God, acts of a public enemy, act or default of the shipper, act of the public authority, or inherent nature or vice of the cargo without fault or negligence of the contractor.

C.2.35.1 The contractor's liability shall be limited to the lesser of $100.00 or the actual value of the affected package.

C.2.35.2 All DoD shipments referenced in the PWS are subject to the released liabilities stated in the paragraphs above. No other released liabilities, regardless of where they are published, apply.

C.2.36 Excess Valuation (EVC). For any package for which excess valuation is requested, the valuation shall be stated on the BOL, CBL or manifest and the package separated from other shipments and shipped as a single package.

C.2.36.1 Should the consignor desire to declare and establish cargo liability for an amount greater than that stated above in C.2.35.1, the contractor agrees to provide this increased liability coverage, at an appropriate accessorial charge, subject to a maximum of $50,000 per package.

C.2.37 Weekly Service Charge. Daily pick up service is required at all DLA distribution depot origins; this contract is exempt from a weekly service charge.

mailto:ddc.globaladdressing@dla.mil

C.2.38 Rate Reductions. Rate reductions will be the decision of the Contracting Officer. All reductions shall be per zone-weight rate and not the aggregate reduction. No zone-weight rates may be increased.

C.2.39 Quality Control Plan. The contractor’s Quality Control Plan (QCP) shall encourage continual enhancement of the performance requirements of the PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective or deficient services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Performance Requirements Summary.

Any subsequent changes to the QCP shall be coordinated with the USTRANSCOM CO 30 calendar days prior to its implementation. The QCP shall include:

C.2.39.1 A description of the inspection system to cover services listed in the PWS. The description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis and the frequency of inspections.

C.2.39.2 A description of the system that shall facilitate continuous improvement and address any negative trends and their corrective actions.

C.2.39.3 A description of the records to be kept to document inspections and corrective or preventive actions taken.

C.2.39.4 The records of inspection shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

C.2.39.5 A written Safety and Security plan which shall include details of the contractor’s safety operations, responsibilities, method of program implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail employees’ responsibilities for reporting all mishaps, and establishing procedures for reporting or correcting unsafe conditions, hazards, or practices. The plan shall also contain mishap notification and reporting procedures.

C.2.40 Quality Assurance. The Government will evaluate the contractor’s performance by appointing a Contracting Officer Representative (COR) to ensure services are received.

C.2.41 Past Performance Information (PPI). The government will formally assess and report on the contractor’s performance annually. The contractor will be provided a copy of their annual assessment at the end of each performance period. The contractor shall have 30 calendar days to review and submit comments for the evaluation activity’s consideration before the assessment is made final.

C.2.42 Monthly Revenue Report. The contractor shall provide a monthly revenue report to the USTRANSCOM Contracting Officer that includes all payments received in performance of the contract for each calendar month. The report shall include:

a. All payments received from the DoD for performance of transportation services paid through the 3rd party payment system (currently US Bank’s PowerTrack©) under this contract for each calendar month.

b. Report format shall include at a minimum:

1. Month

2. Contract Number

3. Contractor Name

4. Total dollars of monthly payments received

5. Individual Shipments: Unique Shipper Identifier (Bill of Lading, etc) and associated dollar value of payments received

6. Aggregated Shipments: Contractor Number entered in the 3rd party payment system and total dollar value of payment received

c. Reports for each month are to be delivered by the 20th day of the following month. If this day falls on a Saturday, Sunday, or Federal Holiday, delivery by the next workday will be considered on-time.

C.3 APPLICABLE REFERENCES

C.3.1 Directory of Standard Carrier Alpha Codes (SCAC), NMF 101-R and supplemental reissues of this series Published by the National Motor Freight Traffic Association, Inc.

C.3.2 Code of Federal Regulations (CFR), Title 49

C.3.3 National ZIP Code finder published by USPS.gov

C.3.4 Transportation Facilities Guide (TFG) at https://mustang.eta.sddc.army.mil/tfg/tfg_Index.htm

C.3.5 Military Surface Deployment and Distribution Command Freight Contractor Registration Program (FCRP) at https://mustang.eta.sddc.army.mil/ccp/jsp/CCPScac.jsp

C.3.6 DoD Transportation Electronic Data Interchange (EDI) Convention, April 2001

C.3.7 PowerTrack (US Bank) mandated by the Office of the Secretary of Defense, through the Management Reform Memorandum (MRM) #15 dated February 1999; 31 U.S.C. 3726, Payments for Transportation; 40 U.S.C.

486, Policies, Regulations and Delegations.

C.4 PERFORMANCE REQUIREMENTS SUMMARY (Appendix A)

C.4.1 Performance Requirements. Each performance requirement in this PWS is expressed as follows and contains the following three elements. In each case, when taken together, these elements constitute a performance requirement:

a. Performance Objective - A statement of the outcome or results expected of the contractor.

b. Performance Measurement - The critical few characteristics or aspects of achieving the objective that will be monitored by the Government; those things that the Government will be gathering data about each objective may have one or more measures.

c. Performance Standard - The targeted level or range of levels of performance for each performance measure. Also referred to as Acceptable Quality Level (AQL).

C.4.1.1 The Performance standards identified in this PWS identify a specific target to be met. For example, if the standard is 100%, that means the Government expects that target level of performance to be met every time. If no standard is specified, it is assumed that the standard is 100%, unless commercial standards exist which are less and the contractor identifies the applicable commercial standard(s) in its’ proposal. If a standard is 98%, the contractor shall attain the required level of performance at least 98% of the time.

C.4.1.2 The Government reserves the right to conduct quality assurance surveillance on all requirements in the

PWS.

C.4.1.3 Performance Objective - Order Acceptance and On-Time Pickup. The contractor shall provide regularly scheduled pickups.

Performance Measurement – Meets all scheduled pickup dates and times.

Performance Standard - No more than 20 order rejections and/or late pickups per month.

C.4.1.4 Performance Objective – On-Time Delivery. The contractor shall move the cargo from origin to destination such that the cargo arrives at its destination in a timely manner to meet the Required Delivery Date

(RDD).

Performance Measurement – Meets all required delivery dates.

Performance Standard - 96% monthly

C.4.1.5 Performance Objective – Delivery/Performance Report. The contractor shall provide a monthly delivery/performance report to DLA origin shippers, the COR, the Defense Distribution Center (DDC), USTRANSCOM Contracting Officer and SDDC designated contractor by e-mail or the web in a Microsoft Excel for Windows “.xls” format that can be read by Microsoft Excel for Windows Version 8 and any future version at no additional cost to the Government. The report shall contain detailed shipment information and a summary section for all activity within a given month.

Performance Measurement – Reports for each month are delivered by the 10th day of the following month. If this day falls on Saturday, Sunday, or Federal holiday, the next workday will be considered on-time.

Performance Standard - 100%

C.4.1.5.1 These monthly reports shall include all shipments tendered to the contractor during the reporting period and delivered to the consignor by the last workday of the month and any shipments from the prior month for which delivery was not accomplished by the last workday of the month. The report shall be provided to the government by the 10th day of the following month. If this day falls on a Saturday, Sunday, or Federal holiday, the next workday will be considered “on-time.” The information provided in this report will be used in determining contractor performance.

C.4.1.5.2 When requested, the contractor shall provide the proof of delivery for shipments up to 18 months from the date of pickup. The proof of delivery shall be provided to the Government within five (5) business days of request and at no cost to the Government. Shipper requests for proof of delivery will not exceed 10 percent of the total number of shipments for the month.

C.4.1.5.3 The monthly performance report shall contain the following data elements for the details of each shipment:

a. Month

b. Account number

c. Shipper name

d. Pieces

e. Number of on-time delivery shipments

f. On-time delivery percentage

g. Authorized delays

C.4.1.5.4 The monthly volume report shall contain summarized delivery/performance information containing the following data elements by consignor:

a. Month

b. Account number

c. Shipper name

d. Pieces

e. Weight

f. Charges

g. Year-to-date pieces

h. Year-to-date weight

i. Year-to-date charges

j. Aggregated shipments

C.4.1.5.5. The annual volume report shall contain summarized delivery/performance information containing the following data elements by consignor:

a. Account number

b. Shipper name

c. Year-to-date pieces

d. Year-to-date weight

e. Year-to-date charges

C.4.1.5.6 When the shipment is physically offered for delivery and delivery is refused and the contractor is given a later date for actual delivery, the contractor shall annotate the delivery receipt with time and date the consignee was notified that the shipment was offered for delivery and the name of the individual who declined delivery and their telephone number. Information to explain the variance between the offered and actual delivery date shall be maintained and provided upon request.

C.4.1.5.7 In addition to the reports listed above, a condensed e-mail annual report with monthly and year-to-date summaries covering all shipments in a Microsoft Excel for Windows “.xls” format that can be read by Microsoft Excel for Windows Version 8 and any future version at no additional cost to the Government. This report shall be provided to the DLA Defense Distribution Center (DDC), DLA Depots, HQ DLA, DDC, SDDC, and USTRANSCOM Contracting Officer.

C.4.1.6 Performance Objective – Web-Based Tracking

Performance Measurement – Provide web-based In-Transit Visibility (ITV) services.

Performance Standard – 99% monthly

C.4.1.6.1 The contractor shall provide the ability to track/trace shipments/packages by Transportation Control Number(s) (TCN) accessible via the World Wide Web (WWW).

C.4.1.6.2 The contractor shall allow the Defense Logistics Agency to link to their shipment tracking system through a contractor-identified Uniform Resource Locator (URL) with tracking by single or multiple TCN number(s).

Example of tracking by TCN: http://www.yyyyyyyy.com/cgi-bin/trak?type=1&TCN=aaaaaaaaaaaaaaaaa “yyyyyyy” is the contractor's tracking web site address “aaaaaaaaaaaaaaaaa” is the TCN.

C.4.1.6.3 The tracking information shall remain available for at least 15 business days after delivery of the package.

C.4.1.6.4 In the event of a web site malfunction, the contractor shall repair the web site within one business day of shipper notification or allow for manual tracking via a contractor toll-free telephone number.

C.4.1.6.5 Shipment information and events/status changes shall be available within the same number of hours the contractor offers its commercial customers for similar shipments.

C.4.1.7 Performance Objective – Contingency/Redirection/Surge. In the event of a contingency/state of war (declared or not), emergency or other situation; e.g., wildfires, regional emergency, flood or weather-related situation where transportation disruptions are affecting shipment delivery, the contractor shall contact the SSP Program Office who will issue an advisory notice regarding shipment guidance and disposition implications to the contractor. However, when shipments are undeliverable for localized situations, the contractor shall contact the applicable shipper(s) for disposition instructions regarding any change in shipment status; e.g., delayed delivery, undeliverable shipments, and misdirected shipments. If this shipment redirection causes charges to be different from the estimated charges, the new charges shall be reflected on the invoice.

Performance Measurement – Contact the SSP Office and/or shipper for transportation service disruptions.

http://www.yyyyyyyy.com/cgi-bin/trak?type=1&TCN=aaaaaaaaaaaaaaaaa

Performance Standard - 100% C.4.1.8 Performance Objective - Aggregate Weight. The contractor shall aggregate the weight of all shipments from the same origin distribution center (including from multiple pick-up sites) to the same destination, for the same level of service tendered on the same day when the aggregate weight of all packages is 200 pounds or more.

Performance Measurement – Consolidate all aggregate eligible shipments daily.

Performance Standard – 99%

C.4.1.8.1 The contractor shall aggregate the weight of all shipments from the same origin distribution center (including from multiple pick-up sites) to the same destination, for the same level of service tendered, and on the same day when the aggregate weight of all packages is 200 pounds or more.

C.4.1.8.2 The aggregate rates shall be adjusted and billed at the applicable rate for the total weight of these shipments, but not to exceed 150 pounds per package. All aggregate weight combinations shall be at the least cost to the U.S. Government. Individual packages are subject to the restrictions found in Item C.2.11. The Government may verify the contractor’s system cost savings of the aggregation and claim a refund for savings not already credited to the Government.

C.4.1.9 Performance Objective - Aggregate Weight Report. The contractor shall provide a monthly report of aggregate weight shipments and resulting cost savings by the 25th day of the following month. The format of the report will be jointly developed between the contractor and COR at no additional cost to the government.

Performance Measurement – Report all aggregated shipments by the 25th day of the following month. If this day falls on Saturday, Sunday, or Federal holiday, the next workday will be considered on-time.

Performance Standard – 100%

C.5 GLOSSARY

C.5.1 Abbreviations and Codes

AQL Acceptable Quality Level AR Army Regulation ASCII American Standard Code for Information Interchange CCR Central Contractor Registration CFR Code of Federal Regulations CLIN Contract Line Item Number

CO

CONUS

Contracting Officer Continental United States

COR Contracting Officer’s Representative DLA Defense Logistics Agency

DoD Department of Defense DOT U.S. Department of Transportation DSS Distribution Standard System EDI Electronic Data Interchange EFT Electronic Funds Transfer FAR Federal Acquisition Regulation FCRP Freight Contractor Registration Program GTN Global Transportation Network HAZMAT Hazardous Material HOL Sunday/Holiday Pickup/Delivery ITO Installation Transportation Officer ITV In-Transit Visibility KO Contracting Officer (Also CO) LIE Liability of Contractor (Cargo) MIS Management Information System SDDC Military Surface Deployment and Distribution Command MRO Material Requisition Order NCA National Command Authority NMFC National Motor Freight Classification OA Ordering Agent OO Ordering Officer PBSC Performance Based Service Contract POC Point of Contact POD Proof of Delivery PUD Pickup/Delivery Outside of Normal Operating Hours PWS Performance Work Statement RDD Required Delivery Date SCAC Standard Carrier Alpha Code SF Standard Form SPLC Standard Point Location Code TCN Transportation Control Number TDR Transportation Discrepancy Report TFG Transportation Facilities Guide

TL Truckload TO Transportation Officer USC United States Code USTRANSCOM US Transportation Command

C.5.2 Definitions

Accessorial Services An accessorial service is service performed by the contractor in addition to the line-haul…