PWS - 17 Feb 12.docx

HTC711-12-R-R003

Performance Work Statement

PERFORMANCE WORK STATEMENT

(PWS)

COMMERCIAL MULTI-MODAL TRANSPORTATION

HEADQUARTERS UNITED STATES TRANSPORTATION COMMAND

17 February 2012

Paragraph Headers shown in red indicate significant changes have been made to the entire section.

Individual Paragraph Numbers shown in red indicate changes to that paragraph only.

TABLE OF CONTENTS

SECTION 1 – GENERAL REQUIREMENTS

SECTION 2 – EDI TRANSACTIONS

SECTION 3 – PERFORMANCE MEASURES

SECTION 4 – DEFINITIONS

SECTION 1 – GENERAL REQUIREMENTS

1.1. REQUIREMENT FOR CARRIERS TO PARTICIPATE IN THE CIVIL RESERVE AIR FLEET (CRAF) OR VOLUNTARY INTERMODAL SEALIFT AGREEMENT (VISA) AND MAINTAIN GOOD STANDING

This contract is conditioned upon the Contractor (if the contractor is a team arrangement, applies to each team member) being an approved Department of Defense approved carrier not in a suspended non-use status (carrier in good standing) participating in the Civil Reserve Air Fleet (CRAF) or Voluntary Intermodal Sealift Agreement (VISA) throughout the performance of this contract. For CRAF, the contractor shall be a U.S. registered air carrier operating under Federal Aviation Regulations, Part 121, and possessing a current certificate issued by the FAA pursuant to Federal Aviation Regulations, Part 121. For VISA, the contractor shall be owner/operator of U.S. Flag vessels which are in compliance with the Cargo Preference Act of 1904

1.1.1. Scope of Contract. The contractor shall provide all personnel, training, supervision, equipment, Prior Permission Requests (PPRs), Diplomatic Clearances (DIPS), and customs clearance procedures necessary to perform international commercial door-to-door and/or port-to-door transportation services to move DOD and other US Government approved cargo. Multiple modes (i.e. airlift, sealift, linehaul) of transportation may be used to move cargo to/from multiple zones globally. In order to reduce total transit time and reduce transit of ground lines of communication (GLOC), movement under this contract shall have an air leg unless approved by the Contracting Officer. Cargo moved under this contract will not transit the Pakistan GLOC.

1.1.2. Zones have been established for procuring transportation services. All zones except for the zones followed by the letter P include linehaul in the rate. Zones 3P, 5P, 8P, 9P, 10P and 11P are for shipments the Government will deliver or pickup at the air/sea ports within the respective zones.

1.1.3. The contractor shall provide a Not-To-Exceed (NTE) all-inclusive price-per-pound rate for each of the zone-pairs identified in Attachment 4 – Zone-Pair Pricing Matrix, Tab NTE Rates. The NTE rate shall encompass all available modes of transportation, i.e. airlift, sealift, linehaul. During the period of performance, the Government reserves the right to add or delete zones as a result of changing mission requirements.

1.2. Cargo

1.2.1 Contractors are responsible to have proper equipment and personnel necessary to be self sufficient at all ports and installations. (Shippers will be responsible to unload ground conveyances at final destination.) Cargo may consist of containers, breakbulk , rolling stock, tricons and quadcons. (No commercial Flatracks and Open Top containers)

1.2.2. Cargo may be booked as container or breakbulk cargo, depending on shipper requirements. Breakbulk or US Government-owned/leased containers will retain surface shipping configurations throughout transport, to include airlift. Breakbulk cargo may be containerized for sealift and/or linehaul convenience at no cost to the US Government.

1.2.3 Contractor-owned/provided containers will be unstuffed and reconfigured on commercial equipment (i.e. Air Pallets) prior to airlift, as described in subsequent sections, unless otherwise directed in writing by the Ordering Officer. For inbound shipments to Afghanistan, the Contractor is responsible for ensuring that all Contractor-owned/provided conveyances remain in Contractor possession at all times.

1.3. Hazardous Cargo.

1.3.1 All hazardous materials will be packaged, prepared, marked/labeled and certified in accordance with AFMAN 24-204, International Civil Aviation Organization (ICAO) Directives, International Maritime Dangerous Goods Code (IMDGC) and Code of Federal Regulations, Title 49 (49 CFR). Cargo may include hazardous material Classes 2 through 9 as defined in the International Air Transportation Association (IATA) Dangerous Goods Regulation.

1.4. Required Delivery Date (RDD)

1.4.1. The Contractor shall deliver all cargo in accordance with the Performance Measurements provided in Section 3 by the Required Delivery Date (RDD) specified in the accepted booking. Changes to the RDD will be granted only as defined below:

1.4.2. RDD is measured from the date the cargo is available for pick up until the date cargo is received by the consignee.

1.4.3. If the contractor accepts a booking/order and refuses to perform the service, this failure/refusal constitutes default and may result in action being taken by the Government.

1.4.4. When staging is directed by the US Government prior to RDD, as defined by Section 2 (HG/HR guidance.), Contractor is recommitted to a new RDD in accordance with Section 2.

1.4.5. When a delay is authorized in writing by the US Government prior to RDD as defined by Section 2 (SD/BD guidance.), Contractor is recommitted to a new RDD in accordance with Section 2.

1.4.6. When consignee is unable to accept local delivery of cargo prior to RDD, as defined by Section 2 (AV guidance), the Contractor shall receive consideration for on-time delivery. However, due diligence shall be exercised to meet RDD or achieve delivery at the earliest possible time after RDD.

1.4.7. In instances where RDD relief is applicable, the Contractor must provide supporting documentation upon request of the cognizant SDDC COR, or upon request of the SDDC HQ Carrier Services Branch. Improper use of the HG/HR, AV, or SD/BD transactions will result in a missed RDD against the associated shipment.

1.5. Delivery Notification and Receipt

1.5.1. Contractor shall schedule all deliveries with the consignee or consignee's agent at least 2 working days prior to any actual delivery of cargo.

1.5.2. Contractor shall not deliver cargo on the same day as notification unless approved by the consignee.

1.5.3. Contractor shall deliver all cargo to each consignee during the consignee's normal business hours. If delivery is requested and performed outside the installation’s normal business hours, Contractor may submit invoices for additional costs as provided by Attachment 2- Invoicing and Payment.

1.5.4. Contractor shall deliver cargo on a specific day if requested by the consignee provided the Contractor can accommodate the request using the Contractor’s normal service.

1.5.5. If the date the delivery is requested is later than the RDD, the shipment will be considered staged in accordance with AV guidance in Section 2-EDI Transactions.

1.5.6 . The Contractor shall provide a delivery receipt for the consignee or consignee’s agent to sign to acknowledge receipt of the containers or pieces and to annotate any exceptions.

1.5.7. The Contractor shall display a placard on the cargo or conveyance with identifying marks where required by local practice.

1.5.8. A signed delivery receipt with no damage noted does not preclude the US Government from pursuing a claim for damages discovered after delivery. If damage is later discovered, Contractor will be notified and requested to survey cargo.

1.5.9. Delivery receipt shall contain the following information: carrier, PCFN, IBS TCN, container number (if applicable), consignee DoDAAC, final destination location, truck number, driver name, date cargo arrived at final destination, date/time cargo in-gated at final destination, date/time cargo off-loaded at final destination, printed consignee name, consignee’s signature, remarks section. Additional information may be included as necessary.

1.6. Customs.

1.6.1. The Contractor shall provide duty-free customs clearance processing at both military-controlled and civilian-controlled ports in accordance with their commercial procedures and the Defense Transportation Regulation.

1.6.2. Customs clearance procedures and updates can be reviewed in the Defense Transportation Regulation (DTR) Part V, Department of Defense Customs/Border Clearance Policies and Procedures, which is available on the public web page at http://www.transcom.mil/j5/pt/dtr_part_v.cfm.

1.6.3. The contractor shall notify the COR within 24 hours if government shipments are detained in customs.

1.6.4. Contractor will ensure that cargo remains within designated customs free zones and/or that cargo remains customs cleared by host nations. The contractor will be required to coordinate all activities with the host nation to implement the requirements in this work statement to include duty-free customs clearance, transit and landing rights.

1.7. Supply Chain Security.

1.7.1. The contractor shall follow their commercial surface and air security and customs procedures to safeguard all cargo against terrorism, theft, loss, tampering, or damage.

1.8. Exceptions to Normal Service

1.8.1 Cancelation/No Shows

1.8.1.2 The Government may unilaterally cancel any portion of the Multimodal booking/ movement without penalty, provided notification is given to the contractor. The Government will provide cancellation notice at least 24 hours prior to scheduled pickup or scheduled departure. Large-scale cancellations or long term reduction of requirements will not normally be covered by this paragraph. Special situations shall be addressed by the Contracting Officer.

1.8.1.3. The contractor shall notify the COR of cargo not tendered to the contractor in time to meet the booked departure that has not been cancelled or rebooked.

1.8.1.4. For cargo that misses the booked departure through no fault of the Contractor, the Contractor shall move cargo on the next scheduled departure after receipt of cargo from the US Government. Contractor shall notify shipper and origin Ordering Officer at time of occurrence.

1.8.1.5. When the US Government notifies the Contractor cargo is not available for a booked movement, the Contractor shall then designate a new vessel, aircraft, or other mode of conveyance based on the revised availability of cargo. Should the “roll over” cargo not show for the follow on designated departure, the booking shall be cancelled and the cargo rebooked.

1.8.1.6. The Contractor shall in no event hold the US Government liable for demurrage, dead freight or associated charges by failing to release cargo in time to meet a specified pickup.

1.8.2. Rerouting of Cargo

1.8.2.1 Any changes in the booked routing must be coordinated with the Ordering Officer. Delays due to route changes made by the contractor will not result in additional monetary compensation. If the Government reroutes cargo compensation will be negotiated on a case-by-case basis.

1.8.3. Staging

1.8.3.1 The Contractor shall stage cargo upon written request of the Contracting Officer/COR. After written request by the Contracting Officer/COR or its designated local authority for release from staging, the Contractor shall commence on-carriage within 1 business day.

1.8.4. Broken/Replacement of Seals

1.8.4.1. The Contractor shall notify the shipper, Ordering Officer, and COR electronically within 24 hours of discovery that cargo has been tampered with and if a seal on unit cargo has been broken and/or replaced while the cargo is in the possession of the Contractor. A complete written report of the circumstances and reasons shall be provided to the cognizant COR.

1.9. Cargo Concealment

1.9.1. The Contractor will conceal/cover any non-containerized cargo that is in the open on a given conveyance. The Contractor shall provide necessary material to cover cargo completely so that the cargo is concealed from view while being transported. Concealment materials shall be weather resistant, non-transparent and shall remain secured and in place during the complete transit of cargo. The Contractor shall repair or replace any material used for concealment if damaged in transit. In addition, concealment material shall remain on the cargo until final destination unless otherwise directed by the US Government. The Contractor shall be responsible for the removal and the disposal of such material, unless otherwise directed by the US Government.

1.9.2. Concealment material may include tarps, crates, and any other material deemed necessary, by mutual agreement between the Contractor and the Ordering Officer. The US Government may request specific material depending on the nature of the cargo.

1.10. Contractor-Provided Equipment

1.10.1. Container Standards

Upon request, contractors shall provide containers with clearly marked container numbers that are clean, dry, empty, odor free, suitable for protecting cargo from damage and comply with ISO, International Maritime Organization (IMO), and Convention of Safe Containers (CSC) standards. (No Commercial Flatracks or Open Top Containers)

1.10.1.1. Substitution of Equipment:

When the Contractor has accepted a booking and does not provide the conveyance listed in the booking, the Contractor shall provide a suitable alternative agreed upon by the shipper and the Ordering Officer at no additional cost to the US Government.

1.10.1.2. Chassis Requirements

For origin CONUS shipments, any containers delivered to the Government or spotted by the contractor must be on a contractor-provided chassis that supports stuffing/unstuffing operations by the Government. The chassis must remain with the container while in the custody of the US Government; unless this requirement is waived by the cognizant COR. Blanket waivers for specific areas or destinations may be issued by the cognizant COR upon request.

1.10.2. Providing Empty Containers to Shippers

1.10.2.1 Spot Date

1.10.2.1.1. At least 24 hours prior to the spot date annotated in the booking, the Contractor shall notify the cognizant Ordering Officer and shipper of any containers, which cannot be spotted to meet booking requirements.

1.10.3. Drop and Pick Service

1.10.3.1. The Contractor shall spot the requested equipment at the location on or before the date and time specified in the booking.

1.10.3.2. When requested by the Ordering Officer, the Contractor shall provide drop and pick service at no additional cost to the government.

1.11. US Government Furnished Containers (GFC)

1.11.1. The Contractor shall provide a chassis for GFC shipments, unless this requirement is waived by the local shipping/receiving facility or custom of the trade does not normally call for the use of chassis.

1.11.2. The Contractor shall be liable for loss or damage to the GFC resulting from the Contractor’s negligence while in the contractor’s possession.

1.11.3. GFC includes 8.0’- 9.5’ high x 8’ wide x 20/40’ long ISO dry cargo containers, reefer containers and flat racks. GFC may be government-owned or leased containers.

1.11.4. Contractor has the right to refuse a GFC for shipment if it is not properly numbered, or that does not comply with ISO, IMO and CSC Standards. Contractor shall coordinate with cognizant COR before performing any services for an improperly numbered container.

1.12. Containerization for the Convenience of the Contractor

1.12.1 For breakbulk cargo booked by the US Government, the Contractor may, in its discretion, containerize such cargo for its own operational convenience without any additional cost or expense to the US Government. However, breakbulk cargo containerized for Contract convenience must be de-containerized and made available for customer pick up within 2 working days after discharge, and is considered breakbulk cargo.

1.13. Defense Logistics Agency-Energy Ground and Aviation Fuel.

1.13.1. Defense Logistics Agency - Energy (DLA-E) Ground and Aviation Fuel. If the contractor is authorized to purchase fuel from DLA-E, a Fuel Purchase Agreement (FPA) must be completed. DD Form 1896 DOD Fuel Identaplates will be prepared for the prime contractor (carrier) and the prime contractor may distribute the identaplates out to their respective subcontractor(s). The identaplate will reflect the prime contractor’s DoDAAC account and other information needed by the contractor to identify their subcontractor. It is the responsibility of the prime contractor to manage and account for the identaplates. Cash purchases are not authorized. Payment for fuel is a carrier responsibility and is not a reimbursable expense.

1.13.2. In Iraq and Afghanistan, if DLA-E fuel supply levels become a concern, the Government reserves the right to restrict the amount of fuel to be uplifted or rescind the contractor’s ability to purchase DLA-E fuel.

1.13.3. Additional information can be found at http://www.desc.dla.mil/dcm/files/desc-i-3.pdf.

1.14. Cargo Washing Service

1.14.1. All cargo entering the US must be free from contaminated soil and pests. “Cargo will not be loaded aboard a final conveyance in a foreign country, for movement to the US, unless it is free of animal and plant contamination or pest infestations as required by the US Port of entry Customs Border Protection-Agriculture Inspection Service officials (CBP-AIS) and USDA Animal and Plant Health Inspection Services (APHIS).” Washing of cargo must comply with the following: 7 CFR 330.300, Defense Transportation Regulation (DTR) 4500.9R, Part V, Chapter 502, 505, and Chapter 506. Detailed cleaning and inspection procedures can be found in the Armed forces Pest Management Board Technical Guide No. 31, Contingency Retrograde Wash-downs: cleaning and Inspection Procedures. Contractor shall re-wash cargo at POD if rejected by customs/agriculture authorities, at no cost to the U.S. Government. For cargo containerized by the US Government, washing service applies to container. For cargo containerized at contractor’s convenience, washing applies to cargo.

1.15. Other Services

1.15.1 The Contractor will provide the following services when ordered by the US Government.

1.15.2. Supercargo/Cargo Rider

1.15.2.1. The service shall consist of transporting, providing meals for, and accommodating on the vessel/aircraft, one or more personnel designated by the US Government to accompany the cargo. An accessorial rate will apply when requested by the Ordering Officer for movement of cargo requiring US Government oversight and presence on vessel, aircraft, or other conveyance.

1.15.3. Services During Hazardous Cargo Handling

1.15.3.1. When ordered by Ordering Officer or required by local ordinance, the Contractor shall provide fireboats, tugs, and pilots on a standby basis, during ammunition, explosives, or other hazardous cargo handling operations. Contractors shall submit charges for reimbursement in accordance with Attachment 2- Invoicing and Payment.

1.16. Transportation Discrepancy Reports (TDR)

1.16.1. The contractor shall respond to Transportation Discrepancy Reports (TDR), SF-361 in accordance with the Defense Transportation Regulation (DTR), Part II, Cargo Movement section when required.

1.17. Contractor Personnel.

1.17.1. The contractor shall provide an English speaking Program Manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer prior to the contract start date.

1.17.2. Customer Service-The Contractor shall submit points of contact who can respond to US Government activities on a 24/7 basis to provide expert assistance in answering questions, exchanging information, and resolving problems. The Contractor shall provide specific points of contact no later than 7 days after contract award.

1.17.3. The contractor shall attend periodic performance review and feedback meetings (e.g., quarterly, semi-annual, or annual) at no additional charge. Contractor shall not use this meeting as an opportunity to promote their products and services.

1.17.4. Security (Physical, Personnel, Information, Industrial, Anti-terrorism and Force Protection Requirements).

1.17.4.1. While on military installations or on military portions of civil installations, contractor personnel shall comply with security regulations promulgated by the military installation commander. Security regulations are directive in nature and shall be adhered to by all contractor personnel. In addition, the contractor shall (consistent with their commercial procedures), provide a method to protect the integrity and proper functioning of all equipment and systems involved in the operation of this contract. Any equipment and information processing systems containing government information shall have security measures to protect against unauthorized disclosure. The contractor personnel shall carry proper identification at all times and easily be recognizable as a contractor.

1.17.4.2. Upon completion of this contract, contract employees will surrender all government supplies, materials and equipment to the COR. Assigned contract employees who possess any security badges for bases in theater will turn these badges in to the COR (or appointed government representative in theater) upon employment termination or completion of contract. CACs shall be turned into the Contracting Officer.

1.17.4.3. The Government shall ensure the roles/privileges assigned to contract employees on the Government platforms and base accesses are limited to the roles/privileges essential to that individual’s performance of his/her assignments. The Government may limit or revoke these roles or privileges for any reason.

1.17.4.4. If the Government notifies the contractor that the employment or the continued employment of any contract employee is prejudicial to the interests or endangers the security of the United States of America, that person shall be removed and barred from the worksite. This includes security deviations/incidents and credible derogatory information on contract members during the course of the contract period. The contractor shall make any personnel changes necessary at no additional cost to the Government.

1.17.4.5. Security Regulation Compliance. The contractor shall comply with all security regulations and directives as identified herein and other security requirements in this contract specific to site locations of work. Contractors will be required to attend any security training mandated by theater specific requirements in performance of this contract while in theater.

1.17.4.6. General Security Information: The work associated with this PWS will be UNCLASSIFIED and does not require a DD 254. Classified access/information is not authorized in support of these deliverables by contract personnel. Classified access will not be given to Foreign Nationals IAW DoD 5200.2-R, Chapter 3, Section C3.4.3.

1.17.4.7. Common Access Cards (CACs) will not be issued to any United States citizen contractor employee without the required background vetting which is completion of FBI fingerprint checks with favorable results and submission of a National Agency Check with Inquires (NACI) to the Office of Personnel Management. CACs will not be issued to non-US citizens without specific parameters first having been met. Those parameters include but are not limited to favorable results of fingerprint checks; a favorable trustworthy determination by their respective government that is accepted by the United States and those specific requirements stated by respective installation commanders.

1.17.4.8. No access to NATO information is authorized.

1.17.4.9. Compliance with the National Industrial Security Program Operating Manual (NISPOM) is required (DoD 5220.22-M).

Security Regulation Guidance:

Department of Defense (DoD):

Joint Publication (JP) 3-10 (Operation Security)

2000.16 (DoD Antiterrorism (AT) Standards) 5200.1-R (DoD Information Security Program) 5200.2-R (DoD Personnel Security Program) 5200.08-R (DoD Physical Security Program) 5220.22-M (National Industrial Security Program)

2000.12 (DoD Antiterrorism (AT) Program) DoD regulations can be found at:

http://www.dtic.mil/whs/directives/corres/pub1.html

USTRANSCOM Force Protection (Industrial Security) Points of Contact:

Patrick Collins or Steven Strait 508 Scott Drive

TCJ3-FP

Scott AFB, IL. 62225 Commercial: 618-220-6650/6531 (respectively) Email at Patrick.Collins@ustranscom.mil or Steven.Strait@ustranscom.mil

1.17.4.9.1. Joint Contracting Command Iraq/Afghanistan (JCC-I/A) – CENTCOM Requirements

1.17.4.9.2. CENTCOM specific clauses are designated by the following prefixes:

1.17.5. Subcontractor Responsibility. The contractor shall determine the responsibility of its prospective subcontractors. The Contractor is responsible for the delivery of services required by the booking. This responsibility extends to the performance of any other provider the Contractor may subcontract to in order to perform the services ordered. Special factors related to performance of this contract may compel the contracting officer to assist in the determination of subcontractor responsibility. These factors include critical requirements, substantial subcontracting, safety concerns, risk of terrorism and hostilities, and rapidly changing organizational forms of subcontractors that mask prior performance records and relationships with affiliated concerns. Periodically, the contracting officer shall make available to the contractor the name of potential subcontractors with questioned responsibility. These names shall be periodically updated to reflect more recent information and changing evaluations. The contractor shall not allow named entities to perform any role in performance of a task order under this contract unless it first provides written evidence to the contracting officer that affirmatively demonstrates to the contracting officer's satisfaction the responsibility of the proposed subcontractor.

1.17.5.1. When subcontracting for air transportation, the contractor shall use U.S. Flag DoD-Approved CRAF carriers to meet the requirement. If CRAF carriers are restricted from operating at a location, the contractor shall only use carriers capable of performing the service and, at a minimum, comply with the technical requirements identified in the CENTCOM Safety and Audit Oversight Checklist.

1.17.5.1.2. The contractor is required to complete a safety and audit oversight program on all Non-DoD Approved subcontracted air carriers. As a minimum, the contractor shall comply with the technical requirements identified in the attached CENTCOM Safety and Audit Oversight Checklist. This assessment will be based upon a safety audit performed by the contractor or an independent International Air Transport Association (IATA) accredited 3rd party audit organization. AMC/A3B approved US-flag or foreign flag subcontractors are exempt from the audit as long as they remain on the AMC/A3B DoD-approved carrier listing. In addition, the contractor shall not use carriers listed on the European Banned Carrier Listing at http://ec.europa.eu/transport/air-ban/list_en.htm.

1.17.5.1.3. Following completion of each safety audit, the contractor shall issue a “Statement of Compliance” to the contracting officer affirming each subcontractor complies with the technical requirements of paragraph 3.B.2 above. This certificate shall be valid for 24 months. The contractor must develop a subcontractor audit program that provides for an onsite audit of subcontractors at least every 24 months in order to issue subsequent “Statements of Compliance.”

1.17.5.1.4. Within 90 days of contract award, the contractor shall provide the contracting officer a complete MS-Excel spreadsheet listing of all foreign flag subcontractors used in performance of this contract. The information shall include the carrier’s name, aircraft type, aircraft registration number, aircraft country of operating certificate, and the date of the contractor’s last audit on the subcontractor. Any subcontractor changes shall require the contractor to provide an updated list to the contracting officer within five business days. Note: The Government retains the right to request copies of all completed audit reports.

1.17.5.1.5. Incident Reporting. In the event of an air, surface, or ground safety incident in CENTCOM AOR, the contractor shall immediately notify the CDDOC (Tel: 011-965-2389-5217), AMD/APCC (Tel: 011-974-458-9555, after prompt enter 436-4186) , and the Contracting Office (Tel: 618-220-7083/7118). The contractor shall state their name, whom they represent, incident type, incident location, aircraft or vehicle type, aircraft tail number, and incident time (Zulu). Additionally, the contractor shall forward the CDDOC, AMD/APCC, and Contracting Office a completed Incident Report Form documenting the circumstances surrounding the incident within 2 hours (to include copies of the cargo manifest). Contractor will also notify the cognizant SDDC Contracting Officer Representative (COR) in the affected AOR.

1.17.5.2. When subcontracting for sea transportation, the contractor shall use U.S. Flag DOD-Approved VISA carriers when available to meet the requirement. The Contractor shall use the VISA priorities when making alternative service arrangements and may not use a lower VISA priority than that identified in the awarded booking without approval of the Contracting Officer.

1.17.5.3. Subcontracting Report. Annually, the contractor is required to submit a subcontracting report that includes information on subcontract awards to Afghanistan and Central and Southern Asia States (CASA) entities. CASA states include Georgia, the Kyrgyz Republic, Pakistan, the Republic of Armenia, the Republic of Azerbaijan, the Republic of Kazakhstan, the Republic of Tajikistan, the Republic of Uzbekistan, and Turkmenistan. The report shall identify the total dollars subcontracted and the total dollars subcontracted to Afghan and CASA entities broken out by the individual states. The report is due within 20 calendar days after the end of an annual performance period. The Contracting Officer will evaluate the report and document the contractor’s Contractor Performance Assessment Reporting System (CPARS) report on how well the contractor performed in meeting its stated goals identified in the contractor’s subcontracting plan.

1.18. Freight Reporting

1.18.1. Contractors are required to submit monthly report based on all completed shipments made during the reporting period. Reports will be submitted electronically to the Contracting Officer (or designated representative) by the 20th of each month following the preceding calendar month. For instance, a report covering data for the month of May shall be due on June 20. The report shall be in Microsoft Excel for Windows “.xls” format broken down to the PCFN level and contain the following data elements:

1. PCFN

2. Booked weight

3. Actual weight

4. Dimensional Weight

5. Billed weight

1.19. CONOPS:

1.19.1. Upon Government request, Contractor will provide a complete CONOPS report to SDDC-G3 for review prior to cargo being booked.

1.20 Vessel Schedules

1.20.1. For service between countries or ports where multi-modal service is required, the Contractor shall provide and maintain schedules in Integrated Booking System (IBS) prior to submission of the spot bid. Vessel schedule changes that occur prior to scheduled departure may result in cancellation of booked cargo at no cost to the US Government.

1.20.2. The US Government will request routing proposals for service between ports for which there is less than one shipment per month.

1.20.3. Contractor proposal shall include the military voyage number obtained from IBS. Request for routing proposals shall be submitted by email until this information can be requested and replied to via EDI.

1.21 Service Changes

1.21.1. Notification

1.21.1.1. The Contractor shall notify the Contracting Officer at least 45 days prior to implementation of permanent changes in the Contractor’s commercial service. All bookings accepted prior to notification of permanent service change shall be performed in accordance with the booking and all terms contained herein.

1.21.1.2. The Contractor shall notify the Contracting Officer of permanent changes in service and if the Contracting Officer deems the change meets the requirements for initial award of that service, initial contract rates shall apply to the changed service.

1.21.1.3. Dry-Dock Initiated Service Change

The Contractor shall notify the Contracting Officer in writing of scheduled dry dockings at least 45 days prior to the scheduled dry-dock date. The Contracting Officer must be notified in writing of any emergency dry-dock requirement affecting published schedules.

1.22. Prior Permission Required (PPR) Process.

1.22.1. The Government will provide the contractor with all cargo data necessary for the completion of aircraft clearance including customs, and similar documents. The contractor shall retain responsibility for furnishing appropriate agencies all required manifest, and border clearance documents, covering all cargo aboard the aircraft upon entry into the foreign country. The contractor shall also be responsible for payment of any charges, fees, or taxes based upon use of terminal facilities by or for cargo. The Government is not obligated to pay, or reimburse the contractor for payment, of any such charges. The International Flight Information Manual (IFIM) in conjunction with the host nation’s Aeronautical Information Publication (AIP) includes the process and/or points of contacts for obtaining civilian clearances. When a foreign country requires that a carrier under contract to USTRANSCOM submit a clearance request through US diplomatic channels for approval, this fact, along with the procedures to be followed, will be noted in the DOD Foreign Clearance Guide (FCG), DoD 4500.54-M, https://www.fcg.pentagon.mil. Contractors shall adhere to the guidelines outlined in this appendix when operating missions under this contract that require clearances to be submitted through US diplomatic channels and shall consult the DOD Foreign Clearance Guide for specific US Defense Attaché Office (USDAO) requirements or country restrictions to supplement IFIM and AIP requirements. Contractors can obtain a user name and password for access to the on-line FCG by contacting HQ USAF/A5XP by e-mail at fcg@pentagon.af.mil or by calling (703) 614-0130.

1.22.2. The contractor shall adhere to the theater application process and operate in accordance with the approved PPR. It is the contractor’s responsibility to be aware of all airfield restrictions outlined in the NOTAMS. NOTAMS can be found at the following website: https://amccisaf.nc3a.nato.int/default.aspx.

1.22.3. Contractor will obtain PPRs prior to each airlift mission through the CDDOC or respective airfield managers. Additional information on airfield slot times for all strategic, fixed-wing flights can be obtained from the following website: https://amccisaf.nc3a.nato.int/default.aspx.

1.22.4. In the event the contractor cannot comply with the approved PPR, the contractor shall immediately coordinate with the local airfield manager and the CDDOC.

1.22.5. The contractor is responsible for obtaining necessary landing rights or privileges and visas, passports, restricted area passes and gate passes for crews, route support personnel and contractor employees to ensure total compliance with all local security requirements.

1.22.6. The contractor shall comply with all International Over flight Requirements.

1.22.7. Aircraft Recovery Process.

1.22.7.1. Within 12 hours, the contractor will provide an aircraft recovery plan identifying their process to repair and remove the aircraft. The contractor will provide daily status information to the Senior Airfield Authority, AMD/ALCT, CDDOC, and contracting officer on the progress to repair/remove the aircraft.

1.22.7.2. The Government reserves the right to move the aircraft, at any time, off the active runway, taxiway or parking spot to another area as operational requirements dictate. The contractor shall be charged associated costs for movement of the aircraft.

1.22.8. Pre-Alert Notification.

1.22.8.1. No later than (NLT) 12 hrs prior to arrival, the contractor shall provide the destination Aerial Port with the cargo arrival date, time, and quantity.

1.22.8.2. The contractor shall provide an English speaking contractor representative, in person or via telephone, during aircraft or truck arrival or departure. This representative shall be responsible for providing necessary information and coordinating with Government personnel and have the full authority to react to and effect necessary changes.

SECTION 2 – EDI TRANSACTIONS

2. EDI Transactions: The Contractor shall use Electronic Data Interchange (EDI) or IBS Ocean Carrier Interface (OCI) module (or successor system) as the primary means for interfacing with SDDC for all bookings.

2.1. The Contractor shall use the Defense Transportation Electronic Data Interchange (DTEDI) approved Implementation Convention for the ANSI X 12 300, 301, 303, 304 and 315 transaction sets in compliance with their approved concepts of operations. Versions 3060, 4010 or later are required. The Contractor shall implement changes to business processes contained in revisions to Transaction Set Implementation Conventions and their controlling concepts of operations as may be approved by the Defense Transportation Electronic Board (DTEB). These changes shall be implemented in accordance with schedules approved by the DTEB.

2.1.2. The Contractor shall receive or transmit, as appropriate, the following transactions sets:

2.1.3. Contractor receiving order data, 300 (Delivery order, the booking, including increases and decreases)

2.1.4. Contractor ordering confirmation data, 301 (Confirmation of order, Contractor to Ordering Officer/COR)

2.1.5. Cancellation data from Ordering Officer, 303 (Ordering Officer Cancellation)

2.1.6 Shipping Instructions, 304

2.1.7. Contractor shipment status reporting data, 315

2.2. Shipment Status Reporting

2.2.1. The Contractor shall provide accurate shipment status reports using the 315 transaction sets for multimodal shipments. Transactions shall be submitted in ANSI X-12 EDI standard or OCI to SDDC. The table below identifies specific events that require reporting on multimodal shipments. The Contractor shall submit all event reports within 24 hours of accomplishment. Airport event locations will be submitted in accordance with the International Civil Aviation Organization (ICAO).

2.2.2. Table of Reportable Shipment Status Events

(NOT REQUIRED FOR BREAKBULK)

Embarkation (SPOE/APOE) This transaction is required at the SPOE/APOE with correct location identified

For Afghanistan Only: the Contractor must submit event code “AV” to the US Government upon entering in line outside the final destination gate.

EC

(NOT REQUIRED FOR BREAKBULK)

2.3. Additional Guidance on Specific Transactions

2.3.1. AV transaction: AV will be submitted only when a shipment is within 24 hours of delivery to the final destination, but consignee is unable to accept the cargo. This transaction is optional for all Areas of Responsibility (AORs) except Afghanistan.

2.3.1.1. For Afghanistan only:

2.3.1.1.1. AV is a required transaction. AV must be submitted upon entering in line outside the final destination gate. There are no other acceptable uses of AV. In the event that an AV transaction is not received, the US Government will assess that driver wait time was not incurred at final destination for the associated shipment.

2.3.1.2. For all other AORs:

2.3.1.2.1. AV submission is optional. If used, AV must be submitted when cargo is within 24 hours of physical delivery to final destination but consignee is unable to accept the cargo. There are no other acceptable uses of AV.

2.3.1.2.2. The AV submission will be considered for RDD performance measure where AV was submitted prior to RDD. If multiple AVs are submitted due to US Government directives (e.g. staging), the first AV at final destination location will be considered for RDD purposes. With exception of Afghanistan, in order to receive consideration for on-time delivery, the Contractor must obtain documentation supporting consignee inability or refusal to accept the shipment, such as evidence that a delivery was attempted. This documentation must be produced upon request of the cognizant SDDC COR or the SDDC HQ Contract Compliance Branch. Improper use of AV will result in a missed RDD against the associated shipment.

2.3.1.2.3. HG and HR transactions: The HG and HR transactions will be submitted by the Contractor to indicate start and stop of US Government-directed staging, to include staging at ports or holding yards. Authority for staging is SDDC COR.

2.3.1.2.4. HG: Following receipt of a written US Government staging request, the Contractor will submit the HG transaction within 24 hours of actual shipment entry into the staging location.

2.3.1.2.5. HR: Following receipt of a written US Government staging release, the Contractor will submit a HR within 24 hours of actual shipment exit from the staging location. Cargo must commence dispatch from staging within 3 business days of written US Government request. For large volumes of cargo, contractor will be responsible for managing dispatch in the most expeditious manner. Contractor will provide dispatch timelines to cognizant BD, BN and COR until cargo has dispatched from staging area.

2.3.1.2.6. Submission of the HG/HR transaction pair recommits the Contractor to a new delivery date defined as: RDD + (# days elapsed between HG and HR). The Contractor must maintain copies of the US Government’s written request for staging and release from staging. This documentation must be produced upon request of the cognizant SDDC COR or SDDC HQ Contract Compliance Branch. Improper use of HG will result in a missed RDD against the associated shipment. The US Government must receive both an HG and HR in order for RDD to be amended.

2.3.1.2.7. SD and BD transactions: The SD and BD transactions will be submitted by the Contractor to indicate start or stop of an authorized delay. The Contractor may submit these transactions only upon authorization from the cognizant SDDC COR.

2.3.1.2.8. SD: The Contractor shall submit a request for an authorized delay to the cognizant SDDC COR within 2 business days of the event causing the delay. The SDDC COR has 2 business days to respond to the request from the Contractor. Following US Government authorization of a Contractor’s written request for delay consideration, the Contractor may submit an SD. If a written authorization is not received from the SDDC COR within 2 business days, the Contractor may submit a SD and must forward a written justification to SDDC HQ Command Operations Center. The COR may void the delay authorization if justification is not provided.

2.3.1.2.9. BD: The BD transaction must be submitted when the authorized delay has ended. The Contractor will also notify the cognizant SDDC COR in writing when the delay has ended. If the SDDC COR determines that the Contractor’s reporting of the delay duration is inflated, the delay authorization may be voided.

2.3.1.2.10. Submission of the SD/BD transaction pair recommits the Contractor to a new delivery date defined as: RDD + (# days elapsed from SD to BD). The Contractor must maintain copies of the US Government’s written authorization of a delay. This documentation must be produced upon request of the cognizant SDDC COR or the SDDC HQ Contract Compliance Branch. Improper use of SD will result in a missed RDD against the associated shipment. The US Government must receive both an SD and BD in order for RDD to be amended

2.3.1.2.11. Compound delays resulting from a backlog generated by an earlier authorized delay may be eligible for SD and BD transactions. The process for submitting requests for authorization is the same as outlined above and subject to SDDC COR approval.

2.4 Manual Operational Reports

2.4.1 Until EDI transaction submissions can fully provide this data, the Contractor shall provide the cognizant SDDC activity and the military activity responsible for cargo documentation at each port where US Government cargo is lifted and/or discharged certain information in connection with cargo at that port. Manual Operational Reports for cargo lift are not required for cargo loaded on a “Free-in” basis. Report format, distribution, submission schedule and medium are described at Attachment (TBD).

· Cargo Lift Information – Containers

· Cargo Lift Information – Breakbulk

· Pre-Arrival Notice

· Contractor Containerization

· Cargo not lifted as booked / booked and not lifted

2.5. Daily Intransit Visibility (ITV) Reports

2.5.1. ITV services identified in this section will apply for cargo moving to and from Afghanistan

2.5.2. The Contractor shall also report each shipment daily by providing event reports or location information as set forth below.

2.5.3. Reporting method/format. The Contractor shall report via the Contractor ITV Entry Tool (CIET), for import and export routes available in CIET, or via separate Excel spreadsheets for routes not yet available in CIET.

2.5.4. Reportable events shall include the dates for the following events: vessel/ aircraft arrival, cargo discharge, cleared by customs, out-gate from port of debarkation, arrival at consignee (import cargo), requested pickup (export cargo), origin departure, in-gate, vessel/ aircraft lift, vessel/ aircraft sail (export cargo) and transit of Contractor waypoints (import and export).

2.5.5. The following information must also be included: IBS TCN, container number with prefix (if applicable), PCFN, booking number, type/description of cargo,, origin and final destination, SPOE/APOE and SPOD/APOD, shipper Department Of Defense Activity Address Code (DODAAC), consignee DODAAC, current truck number and border crossing date, vessel/aircraft/other conveyance associated with each shipment, dates of scheduled and actual departure/arrival for vessel/aircraft/other conveyance associated with each shipment, VOYDOC, flight numbers, aircraft type, and each applicable event. For cargo that is unstuffed from Contractor-owned containers at a multimodal site, the report will also include a detailed list of contents removed from each container, by TCN and cargo description. Each content TCN will then be individually tracked on the report for onward movement and delivery.

2.5.6. Contractor shall provide exception information (location, remarks, and dates) providing shipment status for the previous 24 hours or shipment information that had not been included previously. Exception information is required only when there is no event report for the prior day. Remarks can be used to advise of cargo exception information but would not replace notifications otherwise required per the contract. When inputting exception information in CIET, the Contractor shall use the remarks block which can be updated as a single shipment record or as part of a grouping of shipment records. Completed shipments may be deleted 30 days after delivery when being reported using the excel spreadsheet reporting method.

2.5.7. Spreadsheet reports shall be provided by email attachments to a distribution list provided by the cognizant COR.

2.6. Notice of Transfer of Cargo

2.6.1. The Contractor shall notify the shipper, Ordering Officer and COR electronically when cargo is transferred from one conveyance to another.

SECTION 3 – PERFORMANCE MEASURES

3.1. Performance Requirements

3.1.1. The expectation of the US Government is that all cargo booked under this contract shall successfully move in accordance with the terms of the contract.