2021.08.24 NGDS2 - Appendix 6.3, Shipper Profiles.docx

HTC711-22-R-C003

PWS Appendix 6.3 1 October 2022

Appendix 6.3 NGDS Shipper Profiles

Domestic Profiles

Navy and Marine Exchange

US Army Publishing Directorate

US Department of Energy

US Department of Health and Human Services

US Department of Interior

US Department of Labor

US Department of State

US Department of Transportation

US Social Security Administration

International Profiles

This document lists the activities included in each Shipper Profile and those requirements of each Shipper Profile that are unique to the NGDS Performance Work Statement (PWS). Although only the agency itself may be listed, the component agencies are also included in the same Shipper Profile. Service shall be provided for the United States (U.S.) Federal Government (hereafter referred to as U.S. Government), Cost Reimbursable Contractors, and all activities eligible to use GSA Sources of Supply and Services as identified in the GSA ORDER located at: https://hallways.cap.gsa.gov/app/#/gateway/transportationlogistics-services/3396/eligibility-of-use-gsa-sources-of-supply-and-services?tid=1367 .

Shipper Profiles 1-5 are for domestic services, and Shipper Profiles 6 and 7 are for international services.

With the exception of Defense Logistics Agency’s (DLA) Vendor Shipment Module (VSM), cost reimbursable contractors reside in the same profile as the Federal Agency they are shipping for.

Domestic Shipper Profile 1 includes the U.S. Department of Veteran Affairs (VA).

Performance requirements listed below either differ from or supplement those requirements identified in Attachment 1, PWS. Note that performance requirements identified in this Appendix take precedence over the requirements identified in this PWS.

PWS 1.2.4.2. and 1.3.4.2. The dimensional weight divisor shall be 194 for domestic express shipments and 260 for ground shipments.

PWS 2.5.1. and 2.5.2 Incorrect Address/Address Adjustment/Address Correction: The VA Consolidated Mail Outpatient Pharmacy (CMOP) does not allow for address corrections; the shipment is to be returned to the Medical Center identified on the return address label.

PWS 2.7. Undeliverable Shipments. The VA CMOP requires parcels to be returned to the Medical Center identified on the return address label. The Contractor shall not return the parcel to the shipper.

PWS 2.8. Refusal by Consignee: Consignee refusals of VA CMOP deliveries shall be returned to the Medical Center on the return address label. The VA CMOP is the responsible party for all charges. No charges shall be assessed against the consignor.

PWS 2.9. Consignee Directed Delays: The VA CMOP does not allow for the vendor to “hold” shipments. If the package cannot be delivered, it is to be returned to the Medical Center identified on the return address label unless identified otherwise on the manifest.

PWS 2.12. VA CMOP shipments shall not be aggregated.

PWS 2.13. – The VA Network and Security Operations Center (NSOC) will require a Memorandum of Understanding Interconnection Security Agreement (MOU-ISA) document between the VA CMOP and the Contractor for external connections (when doing the data transfer or tracking info via SSH File Transfer Protocol (SFTP)). In addition, the Contractor shall provide a Contractor Security Control Assessment (CSCA). The VA CMOP prefers that the vendor system not link directly into the network.

PWS 2.18.5. VA CMOP requires an expedited claims process. The Contractor shall ensure all damaged or lost packages are paid timely. Claims reimbursement should be received from the Contractor 5-10 business days from submission. All claims shall be thoroughly investigated, and feedback given to eliminate future claims. All damage or loss that occurs while the items are in the custody of the Contractor will be considered to be the Contractor’s responsibility and be fully reimbursable unless the Contractor provides proof to the Government that the damage was as a result of conditions beyond their control PWS 2.20. Invoicing/Payment. The VA requires vendors to submit invoices electronically to the Financial Services Center (FSC). Vendors can comply by using any of the three methods below:

1-The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. For information on OB010 electronic invoicing set-up, vendors should call 1-877-752-0900, or email USCLientServices@ob10.com.

2-A system that conforms to the X12 electronic data interchange (EDI) format established by the Accredited Standards Center. For FSC e-Invoicing information, please call 1-877-353-9791 or email vafsccshd@va.gov.

3-Provide the ability for the Government to pull invoice data directly from the Contractor’s website. Provide notifications via email when an invoice is ready for reconciliation.

PWS 2.25. Technical and Service Support. The Contractor shall provide a designated customer support team that will be knowledgeable in addressing the challenges surrounding the shipment of sensitive information and medication. This will include a specific toll-free support number as well as a dedicated email mailbox. During standard business hours (Monday – Friday, 7 a.m. – 7 p.m.), phone calls and emails will receive a response within two hours.

The requirements listed below apply to VA CMOP.

· The Contractor shall not repackage damaged products. All damaged packages and content will be returned to the return address listed on the shipping label. The Contractor will report all damages to VA CMOP via their commercial practice method.

· The Contractor shall provide a monthly update on shipper or vendor identified security incidents specific to Veteran Affairs Medical Centers (VAMCs) to the VA email address provided by the Government at time of contract award.

· The Contractor shall provide the VA CMOP with a point of contact for Security/Investigations.

· The Contractor will accept coolers, not encased in corrugated cardboard, for shipment with no additional fee.

Domestic Shipper Profile 2 includes the National Industries for the Blind (NIB), U.S. Department of Agriculture (DoA), U.S. Department of Commerce (DoC), U.S. Department of Energy (DoE), U.S. Department of Health and Human Services (HHS), U.S. Department of Interior (DoI), the U.S. Department of Labor (DoL), U.S. Department of State (DoS), U.S. Department of Transportation (DoT), and U.S. Social Security Administration (SSA). There are no additions or supplements to the PWS for Profile 2.

Domestic Shipper Profile 3 includes all other Non-U.S. Department of Defense (DoD) Government or Eligible Activities not listed in Profiles 1 and 2. A few examples include Office of Personnel Management (OPM), the White House, and General Services Administration (GSA). There are no additions or supplements to the PWS for Profile 3.

Domestic Shipper Profile 4 includes DLA (excluding VSM), the Navy and Marine Exchange, and the U.S. Army Publishing Directorate.

Daily pick up service is required for DLA.

The table below identifies depot and inter depot stops:

DAILY OPERATIONS AT DLA DISTRIBUTION DEPOTS

MULTIPLE PICKUP AND/OR INTER-DEPOT STOPS

Inter-depot Stops (within the depot stops)[footnoteRef:2] [2: Inter-depot Stops = the number of stops at the Depot Stops for pickups. Inter-depot stops may have more than one scheduled pickup time.]

Added stops include: Warehouse 29, Warehouse 19, Warehouse 3, Bldg 100, and Bldg T-255

DLA Distribution Susquehanna PA

The table below identifies DLA locations that require Saturday pickup service for dock clearing purposes only and is exempt from a Saturday pickup fee.

DLA Distribution Cherry Point NC

DLA Distribution Hill UT

DLA Distribution San Joaquin CA

DLA Distribution Oklahoma City OK

DLA Distribution Richmond VA

DLA Distribution Guam

Domestic Shipper Profile 5 includes all other U.S. DoD activities not listed in Shipper Profile 4. A few examples are the Blue Grass Army Depot, DoD Cost Reimbursable Contractors, Navy Recruiting Command, DLA’s VSM, U.S. Army Accessions Command, and all other DoD Services (U.S. Air Force, U.S. Army, U.S. Marine Corps, and U.S. Navy).

The requirements listed below apply to both Shipper Profiles 4 and 5:

The Contractor shall refer to the Transportation Facility Guide (TFG) for DoD installation policies regarding the minimum requirements for normal operating hours, installation closures, or other important information unless specific guidance is given on the Bill of Lading (BoL)Air Waybill or by the shipper/receiver. The Contractor can access the TFG at the Electronic Transportation Acquisition (ETA) website https://eta-teams.transport.mil/teams/login .

Where applicable, the Contractor shall use the Carrier Appointment System (CAS) to schedule pickups and/or deliveries at DoD locations.

The Contractor shall allow the DLA to link to their shipment tracking system through a Contractor identified Uniform Resource Locator (URL) with tracking by single or multiple Transportation Control Number(s) (TCN).

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

In case of a HAZMAT incident or accident, the Contractor shall contact the emergency response telephone numbers on the shipping documents or emergency notification table below.

Problem

Point of Contact

Telephone Number

Astray freight or other nonemergency notifications

SDDC GOCARE

Freight Hotline 1-800-631-0434

Secure holding, accidents, incidents, delays in transit

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

1-804-279-3131

1-202-267-2675

1-804-279-3131

International Shipper Profile 6 includes those Defense Logistics Agency Distribution locations. As Profile 6 includes a limited list of priced lanes in PWS Attachment 2a, Int’l Pricing Matrix, those identified in Profile 6 are authorized to use the rates of Profile 7 when a lane is not listed on the Int’l Rates Profile 6 tab of the Attachment 2a, Int’l Pricing Matrix.

Shipper Profile 7 includes all other international shippers not listed in Shipper Profile 6. There are no additions or supplements to the PWS for Profile 7.