PWS_App_C_-_Exception_Codes.pdf

DFTS PWS App C

Exception Codes

For quality assurance measurement purposes, the time clock for measuring “on-time pick up and delivery” will not be considered to automatically stop for any reason. A standard set of EDI exception codes (below) are to be used for instances where the Contractor cannot perform because of factors beyond its control. Exceptions not addressed in this appendix, will not be recognized by the government.

Pick-up and Delivery Exception Codes______________________________________________Code

Appointment required at delivery site HB

Contractor will be expected to comply with the pre-appointment policies of the receiving activity. Only exceptions allowed will be if the delivery site refuses to grant an appointment that was made in accordance with the receiving location’s standard policies on advance notice and normal delivery hour requirements. Minimum documentation required must include mandatory delivery date, actual delivery date, date & time the initial request was made, point of contact (POC) name and/or confirmation number of the appointment of delivery location.

Appointment required at pick-up site P1

Contractor will be expected to comply with the pre-appointment policies of the shipping activity. Only exceptions allowed will be if the shipping site refuses to grant an appointment that was made in accordance with the pickup location’s standard policies on advance notice and normal pickup hour requirements. Minimum documentation required must include required pickup date, actual pickup date, date & time the initial request was made, POC name and/or confirmation number of the appointment of pickup location.

Shipment delayed SD

Contractor will be expected to comply with normal business hours, or pre-appointment policies (if applicable) of the shipping activity provided in the EDI 214A AT701. Only exception allowed will be when the vendor supplying cargo for pickup does not have the shipment ready for the carrier to pickup. Minimum documentation required must include BoL number and/or offer number, required pickup date, actual pickup date, date and time initial request was made, point of contact at vendor facility stating cargo was not ready for pickup and point of contact at DLA

Distribution Transportation Office confirming the cargo was not ready for pickup.

Held by shipper BB

Contractor will be expected to comply with normal business hours, or pre-appointment policies (if applicable) of the shipping activity provided in the EDI 214A AT702. Only exception allowed will be when the vendor supplying cargo for pickup does not have the shipment ready for the carrier to pickup. Minimum documentation required must include BoL number and/or offer number, required pickup date, actual pickup date, date and time initial request was made, point of contact at vendor facility stating the cargo was not ready for pickup and point of contact at DLA

Distribution Transportation Office confirming the cargo was not ready for pickup.

Installation closed when delivery was attempted during normal business hours B1

Contractor will be expected to comply with normal business hours, or pre-appointment policies (if applicable) of the receiving activity. Only exceptions allowed will be if the carrier met the pre-appointment rules of the receiving activity, made the proper appointments, and arrived at the receiving activity’s site at the appointed date and hour -and found the activity to be closed. Minimum documentation required must include mandatory delivery date and time, actual attempted delivery date & time, and the POC name of anyone at the receiving installation, such as a gate guard, that can verify that the receiving activity was closed at the time the attempt was made.

Installation closed when pick-up was attempted during normal business hours AM

Contractor will be expected to comply with normal business hours, or pre-appointment policies (if applicable) of the shipping activity. Only exceptions allowed will be if the carrier met the pre-appointment rules of the shipping activity, made the proper appointments, and arrived at the shipper’s activity’s site at the appointed date and hour -and found the activity to be closed. Minimum documentation required must include required pick up date and time, actual attempted pick up date & time, and the POC name of anyone at the shipper’s installation, such as a gate guard, that can verify that the shipping activity was closed at the time the attempt was made.

Holiday – installation was closed or transit time impacted by Holiday AN

Minimum documentation required must include scheduled pick up date and time or delivery date and time, the date and name of the Holiday that conflicted with either of those dates.

Local emergency/Act of God AU

These exception reports will be judged on a case by case basis. Minimum documentation required must include the scheduled pick up date and time or delivery date and time and a written narrative explanation that describes the local emergency or Act of God (Force Majeure) that prevented meeting the scheduled pick up or delivery.

Customer wouldn’t accept delivery until after mandatory delivery date AD

Contractor will be expected to comply with the pre-appointment policies (if applicable) of the receiving activity.

Carrier must contact the Contractor immediately for resolution if instructed by the receiving activity to delay delivery after an appointment has been previously scheduled and the movement is in progress.

The Contractor will make a reasonable attempt to resolve the issue with the receiving activity. If unable to resolve the delivery issue on the original MDD, applicable accessorial(s) may apply (see PWS Appendix B).

The following minimum documentation is required; mandatory delivery date, revised delivery date, actual delivery date, date & time the coordinator or carrier was requested to delay the delivery, POC name of delivery location making the request.

Weather conditions prohibited pick up or delivery AO

Severe weather conditions that prohibited the safe operation of the Contractor or its carriers’ equipment from making pick up or delivery of a shipment will be considered valid if caused by adverse weather conditions that rendered the route to or from a pick up or delivery location impassable or prevented access into or out of a DoD installation. Required documentation should include the carrier, scheduled and actual pickup and delivery dates, location and type of weather delay.

Prearranged Appointment BK

Contractor will be expected to pick up within 8 operational hours of the TO's initial request for movement. Only exceptions allowed will be those cases where designated pickup or delivery times are pre-coordinated between the coordinator and the TO and are outside the 8-hour operational response window based on TO requirements. An example of this may be a shipment that requires a crane for loading and the crane was unavailable during required 8-hour response time. Minimum documentation requirements are offer number, BoL number, scheduled pick-up or delivery date, reason for delayed pickup/delivery (crane required), and date/time shipment was completed (picked-up or delivered).

Past Cutoff Time AW

Contractor will be expected to comply with local agreements negotiated between TO's, the Contractor, and their carriers designating specific times when cargo and accompanying documentation must be completely prepared for movement. This exception code will be used to identify those movement offers that are made after the scheduled cut-off time for origin pickup. Documentation requirements include offer number, BoL number, scheduled pick-up or delivery date, cut off time for specific location, 219 creation date/time, and date/time shipment was completed

(picked-up or delivered).

Insufficient Time to Complete Delivery BH

Contractor will be expected to comply with designated Mandatory Delivery Date (MDD) time standards as designated by the TO or shipper systems. Only exceptions allowed will be if the MDD was inaccurately calculated by the shipper system and did not allow the authorized amount of days for delivery based on state to state transit times. User designated mandatory delivery dates are not authorized for exceptions under this code. Minimum documentation requirements are offer number, BoL number, actual pick-up and delivery dates, and authorized number of days for transit.

Overweight/Overdimensional BQ

Contractor will be expected to comply with meeting mandatory delivery dates for EXPEDITE cargo as designated by the TO. Only exceptions allowed will be if the shipment is overdimensional (defined as when the shipment contains one or more non-divisible articles, any of whose dimensions exceed Appendix B for Motor or Time-

Definite-Service Level shipments). Minimum documentation requirements include 219 creation date/time, shipping dimensions, scheduled pick-up or delivery date, and date/time shipment was completed (picked-up or delivered).

Freight Shipped Without Bills (Delivery) BN

Contractor will be expected to ensure that freight shipped in their vehicles has accompanying bills of lading identifying the specific cargo being shipped. Only exceptions allowed will be if cargo is found without proper/missing bill(s) of lading during the sorting process at the carrier's LTL facility or other location while enroute to the destination. Minimum documentation requirements are, MDD, consignee, consignor, actual pick-up date, and actual arrival date at consignee.

Bills Provided to Carrier Without Freight C2

Contractor will be expected to ensure that freight shipped in their vehicles has accompanying bills of lading identifying the specific cargo being shipped. Only exceptions allowed will be if bills of lading are found without corresponding and accompanying cargo during the sorting process at the carrier's LTL facility or other location while enroute to the destination. Minimum documentation requirements are BoL number, consignor, consignee, actual pick-up date, and actual arrival date at destination.