Appendix_B_-_Required_Reports.pdf

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HTC711-19-R-R004

Appendix B – Required Reports

Required Reports (Appendix B)

B.1. Performance Report. The contractor shall review performance for all key metrics contained within the Service Delivery Summary (Para. 2.0) of the Performance Work Statement with the government on a monthly basis.

B.2. Volume Report. The Volume Report shall include the total number of shipments in the contractor’s logistics pipeline by category (e.g. scheduled, in transit, in storage, delivered-no claim, claims in process, claim denied, etc.) along with hundred weight (CWT) of each. NTS: In addition include the total number of shipments handled-in, stored, and handled-out along with hundred weight (CWT) of each for each month at each storage location. The contractor shall provide the ability to filter this report by all shipment data elements to include but not limited to origin & destination locations, branch of service, and on-time performance.

B.3. Shipment Lifecycle Report. The Lifecycle Report shall include the running annual mean, median, and standard deviation of: customer contact initiation cycle time from orders receipt (by contractor), counseling and shipment application from scheduling of counseling to completion of booking, booking to pick-up lead time (TSP lead time), transit time (by mileage or channel), time in storage-in-transit (SIT), claims submission cycle time (from delivery), claim resolution cycle time (from customer submission). The report shall also include percentage of on-time pick-ups, and deliveries.

B.4. Claims Report. The Claims Report shall include number of claims submitted, dollar amounts requested, number of claims, number of claims settled (wholly), and number of claims (in whole or in part) denied by type from customers and military claims offices (MCO); amount of MCO recovery actions placed on the contractor;

amount claimed, offered, paid, and denied for each claim; total number of claims denied or denied in part, summary of reasons for denial (by line item); and total number of outstanding claims. The report shall also reflect claim response (within 60 days of submission by customer), final determination, and payment processing times.

B.5. Incident Report. The contractor shall immediately notify the Program Management Office within 24 hours of all unusual occurrences including but not limited to fire (including water damage incident to a fire), flood, earthquake, tornado, hurricane, or any other similar type of occurrence, while in the care, custody or possession of contractor. Contractor shall submit a full written incident report detailing the particular facts to the Program Management Office, and customer no later than 5 days after initial discovery. Contractor shall submit a remediation plan which includes an initial assessment of loss and damage, steps taken for remediation, and a timeline for remediation completion to the Program Management Office, not later than 10 days after initial discovery. The contractor shall submit weekly status updates with determination of loss and damage, to include remediation efforts (with percent completed) of affected personal property, by name and Service, to the Program Management Office.

B.6. Quality Assurance Forecast Schedule Report. The contractor shall make available to the government on a daily basis a report containing the schedule for all shipments for the next 30 days being packed, picked up, or delivered for the purposes of dispatch planning of government quality assurance personnel. The report must contain all dates, and be filterable by installation, city, county, state; and it must contain the address location of the origin or destination activities to be observed.

B.7. Expired Storage Report/Converted Lot Report. The Expired Storage Report shall include the following information for shipments in storage 45 days prior to entitlement expiration and shipments remaining in storage 45 days or more beyond entitlement: customer order number, last name, service, number of days beyond entitlement, record of all notification attempts and response received, date the file was provided to the COR, and pertinent information regarding communications with customer. The Converted Lot Report shall include total number of storage lots (temp or NTS) converted from Government expense to member expense, listed by Branch of Service.

This report shall include the weight of the lot and storage amount due.

B.8. VISA Preference and U.S. Flag Compliance Report (Comprised of Ocean Booking /Foreign Flag Waiver Reports). The contractor shall provide a quarterly "Data on Ocean Shipments" report, and (b) a similarly

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HTC711-19-R-R004

Appendix B – Required Reports named annual report that summarizes international cargo shipments booked on commercial vessels by the DOD.

The report will consist of statistical data that includes the aggregate weight (or volume measure with a conversion formula to derive aggregate weight) and transportation costs of the cargo shipped and, broken out by individual categories of cargo shipped solely on U.S.-flag vessels, on a combination of U.S.-flag and foreign flag vessels, or solely on foreign flag vessels. The annual report is due six months after the end of the reporting fiscal year. In addition to the summary information listed above, the “Data on Ocean Shipments” reports shall also include more detailed information on carrier, vessel, voyage number, booking number, departure and arrival dates, port of embarkation, port of debarkation, whether U.S. flag vessel is utilized, level of VISA preference used, and total number of unique service member shipments for each voyage. Foreign Flag Waiver Report shall include total number of shipments on a foreign flag vessel each month IAW the PWS and shall include the following information: request date, RDD date, member’s name, turn-in/pick-up date, origin, destination, Port of Embarkation (POE) / Port of Debarkation (POD), shipping instruction number, vessel priority, ocean carrier, measurement tons, ocean freight, average M/T per shipment, average cost per shipment, percent of traffic per month, and MARAD remarks.

B.9. Finance / Billing Report. The Finance / Billing Report shall include a count of invoices submitted by age, payment status, and total dollar amounts invoiced and paid. The report shall be provided on a monthly basis and depict the previous 12 months of invoicing information, as well as all invoices still outstanding regardless of submission date.

B.10. Excess Cost Report. The Excess Cost Report shall include information for all customers that the contractor has identified as having the potential for excess cost by branch of service, the reason(s) the customer was identified as having the potential to incur excess costs across all shipments on a travel order, and the estimated dollar amount of excess cost. The contractor shall provide this information to the government on a monthly basis. The contractor acknowledges that the provision of this information to the government does not constitute proper notification to individual customers on excess cost.

B.11. Weight Estimate Accuracy Report. The Weight Estimate Accuracy Report shall include a monthly summary of all actual shipment weights, categorized by whether or not they were within, below, or above the weight estimate threshold as specified in the PWS. The contractor shall identify the percentage of shipments that are either above or below the PWS thresholds. The contractor shall categorize and summarize the shipments that are outside of the PWS specification.

B.12. Customer Support Center Volume and Wait Time Report. The Customer Support Center Volume and Wait Time report shall contain daily call volumes as well as average, minimum, and maximum wait times on a daily basis for the previous calendar month. The report shall include the number of customer contact attempts that exceeded the maximum allowable wait time as defined in the PWS as a percentage of total contact attempts.