5_MM-3_Att_5_-_Reports_and_Formats_DRAFT_20Sep.pdf

Attachment 5, Reports and Formats

HTC711-19-R-W002

September 20, 2018

Reports and Formats

Operational Reports to be provided by Contractor:

1. Cargo Lift – Containers/Breakbulk

1.1 Required by: PWS Paragraph 2.5

1.2 Reports due: Next business day after vessel sail

1.3 Medium: Excel attachment uploaded into Pipeline Asset Tool (PAT) per POE

1.4 Distribution: Authorized users of ETA/PAT

1.5 Required elements:

Mandatory header fields (Populates these fields for all records)

1. SCAC

2. VOYDOC (Select from dropdown)

3. Sail Date

4. POE (Select from dropdown – based on vessel schedule and VOYDOC selection)

5. Vessel Name (select from dropdown – based on vessel schedule and VOYDOC selection)

Excel Columns heading (One row per shipment)

1. Van Type – 35 characters

2. TCN - 17 characters

3. Container # - 11 characters with dash

4. Consignor DODAAC – 6 characters

5. Commercial VOYDOC – 10 characters

6. POD – 3 characters

7. Commercial Booking Number – 25 characters

8. PCFN – 6 characters

9. Vessel Status – 2 characters

10. Consignee DODAAC – 6 characters

11. Cargo Description

12. Cube – Numeric

13. Length – Numeric

14. Width – Numeric

15. Height - Numeric

16. Weight – Numeric

17. Measurement Tons - Numeric

18. Is Booked (Y/N) – Based on if the contractor thinks the item has been booked

19. Has SI (Y/N) – Based on whether contractor has VSI

20. Comment One – free form text field for any contractor comment on the item (250 characters max)

21. Comment Two – free form text field for any contractor comment on the item (250 characters max)

2. Pre-Arrival Notice

2.1 Required by: PWS Paragraph 2.5

2.2 Reports due: Seven (7) days prior to the scheduled arrival of the delivering vessel or day after sail if less than three (3) days sail time to POD

2.3 Medium: Excel attachment to email

2.4 Distribution: Cognizant SDDC terminal as advised by COR

2.5 Required elements:

TCN

Consignee DODAAC Container number (when applicable) with alpha prefix, estimated date and time of vessel arrival, and any variation from information previously furnished Contractor Name PCFN/Contractor booking number Vessel name and voyage

VOYDOC

Seal number (when applicable on container shipments) Date cargo is to arrive

POD

Name and voyage number of mother vessel if transshipped

3 Contractor Containerization:

3.1 Required by: PWS Paragraph 2.5

3.2 Reports due: Next business day after Contractor responsible for containerizing cargo at their convenience

3.3 Medium: Excel attachment to email

3.4 Distribution: Cognizant SDDC terminal as advised by COR

3.5 Required elements:

Booked container TCN

POE

Cargo TCN, pieces, weight, cube Container number and prefix Seal number Date stuffed

POD

Consignee if for inland delivery by the Contractor Booking reference Booked / scheduled vessel Location stuffed

4. Freight Reporting 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:

PCFN

Booked weight Scale weight Dimensional Weight Billed weight Awarded Rate by PCFN Total Invoiced Amount

5. Cargo not lifted as booked / booked and not lifted:

5.1 Required by: PWS Paragraph 2.5

5.2 Reports due: Next business day after vessels departs the POE.

5.3 Distribution: Cognizant Ordering Officer for the POE

5.4 Required elements:

Contractor Name

POE

Vessel Name Sail date

TCN

Container number with prefix Reason cargo/container was not lifted as booked

Operational Reports to be provided by the US Government:

Cargo Lift – Containers/Breakbulk

1.1 Required by: PWS Paragraph 2.5

1.2 Reports due: Daily within 4 hours of completion of daily vessel operations

1.3 Medium: Excel attachment to email

1.4 Distribution: Local Contractor Representative as advised by cognizant COR

1.5 Required elements:

Mandatory header fields (Populates these fields for all records)

1. SCAC

2. VOYDOC

3. Sail Date

4. Port of Embarkation

5. Vessel Name

Excel Columns heading (One row per shipment)

Van Type – 35 characters TCN - 17 characters Container # - 11 characters with dash (if applicable) PCFN – 6 characters Consignee DODAAC – 6 characters Cargo Description Cube – Numeric Length – Numeric Width – Numeric Height - Numeric Weight – Numeric Measurement Tons - Numeric Is Booked in IBS (Y/N) – Based on if the US Government thinks the item has been booked Comment One – free form text field for any US Government comment on the item

Cargo Discharge:

2.1 Required by: 2.5

2.2 Reports due: Daily within 4 hours of completion of daily vessel operations

2.3 Medium: Excel attachment to email

2.4 Distribution: Local Contractor Representative as advised by cognizant COR

2.5 Required elements:

IBS booked TCN Container number with prefix (if applicable) Port of Debarkation Name and voyage number of vessel discharging cargo Port Call File Number Seal number (if applicable) Date and time the cargo was discharged from the vessel, Seal and/or keyless lock number