TE_C_Qualification.pdf

Defense Transportation Regulation – Part IV 15 February 2012 Personal Property

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APPENDIX B

THE DEFENSE PERSONAL PROPERTY PROGRAM (DP3)

TENDER OF SERVICE (TOS)

A. QUALIFICATIONS

1. General:

a. Gender. The first person singular pronoun is used throughout this TOS and refers to a person, partnership, or corporation submitting such tender.

b. TOS:

(1) I understand this TOS, International Tender, and Domestic Tariff are binding.

(2) I will submit to the Commander, Military Surface Deployment and Distribution

Command (SDDC), the Electronic TOS Signature Sheet (ETOSSS) certifying I have read and understand the terms and conditions and agree to provide service as set forth in this TOS. I will retain the actual TOS for my files.

(3) As required on the ETOSSS, I agree to either certify I am not under common financial and/or administrative control with any other Transportation Service Providers (TSPs) or to provide a list of the TSP(s) with which I have a common financial and/or administrative control relationship. As used herein, the term “common financial and/or administrative control” means the power, actual as well as legal, to influence the management, direction, or functioning of a business organization. Circumstances surrounding organization or operation that may, but do not always, result in a common financial and/or administrative control relationship include the following:

(a) Majority or minority ownership

(b) Familial relationships

(c) Voting of securities

(d) Common directors, officers and/or stockholders

(e) Voting or Holding trusts

(f) Associated companies

(g) Contract or debt relationships.

(4) I understand submission of this ETOSSS, hereafter referred to as Tender, is a prerequisite to my consideration for Department of Defense (DOD) approval for the movement of personal property; it does not obligate the government in the distribution of traffic; and such submission indicates I consider myself to be qualified, willing, and able to accept shipments from military activities and seek such shipments under the terms set forth herein. Changes, additions, and deletions are effective upon receipt of notification unless specifically stated otherwise.

(5) I agree to comply with all requirements of the DP3 TSP Qualification Program as prescribed by Headquarters (HQ) SDDC and the TSP Qualification Business Rules.

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(6) I agree to maintain up-to-date documentation with SDDC. This includes the ETOSSS, financial data, changes in ownership, Certificate of Independent Pricing and Certificate of Responsibility, and all additional required certifications. Failure to maintain accurate documentation with SDDC may result in your DOD approval being revoked.

c. Unethical Acts:

I agree that the ETOSSS is signed with knowledge of the law that whoever, in any matter within the jurisdiction of any department or agency of the US, knowingly and willfully:

(1) Falsifies, conceals, or covers up by any trick, scheme, or device, a material fact; or

(2) Makes any false, fictitious, or fraudulent statements, or representation; or

(3) Makes or uses any false writing or document knowing the same to contain any false, fictitious, or fraudulent statement or entry will be subject to the provisions of this Tender

(to include punitive action) and the penalties prescribed in the criminal law of the United

States (US) (i.e., 18 U.S.C. § 1001, Statements or Entries Generally).

d. Operating Authority:

(1) I certify I hold all necessary operating authority issued in my name, from regulatory bodies, for the transportation of personal property and must provide copies of each authority to SDDC, ATTN: AMSSD-PPP-PO; or I am exempt from such regulatory certificate by operation of law or order of a regulatory body and, in addition to tariff and legal requirements, agree to the provisions of this Tender.

(2) I agree to provide service to the entire region and rate areas for which I have rates on file.

e. Surface/Aerial Port Agents:

(1) I understand and agree the facilities of the Continental United States (CONUS) and overseas surface/aerial port agents meet national/host country standards and codes with respect to fire safety, prevention and protection requirements; storage of combustible materials; and are utilized In Accordance With (IAW) generally accepted warehousing practices. I understand the facilities are subject to inspection by competent authority; if facilities are found unsatisfactory, I will be subject to non-use until deficiencies are corrected or shipments are moved to an acceptable facility.

(2) Upon request, I will submit to SDDC, ATTN: AMSSD-PPP-PO electronic copies of my surface and aerial port rosters in the following manner:

(a) A listing of CONUS surface and aerial port terminal agents

(b) A listing of overseas surface and aerial port terminal agents

(c) A listing of overseas general agents.

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f. Performance Bonds.

I will provide the performance bonds reflecting at least the minimum required by this program on a continuous basis to cover my legal liability. The bond will contain the statement that the bond company will provide the Commander SDDC, ATTN: AMSSD-PPP-

PO, 30-day notice via the Defense Personal Property System (DPS) of any changes, expirations, or cancellations of said policy. The SDDC Performance Bond will be prepared and submitted electronically by the TSP’s insurer. The following is the minimum performance bond coverage required:

Domestic Interstate $50,000 or 2.5 percent of previous-year domestic interstate revenue, whichever is greater.

International $100,000 or 2.5 percent of previous year international DOD revenue whichever is greater

g. Cargo Liability Insurance.

I will provide the certificate of cargo insurance reflecting at least the minimum required by this program on a continuous basis to cover my legal liability. The certificate will contain the statement that the insurance company will provide the Commander SDDC, ATTN: AMSSD-

PPP-PO, 30-day notice via the DPS of any changes, expirations, or cancellations of said policy. The underwriter of cargo insurance must have a policyholder’s rating of “A- (minus)” or better in the current Best’s Insurance Guide. The SDDC Insurance Certificate will be prepared and submitted electronically by the TSP’s insurer. The following is the minimum cargo liability coverage required:

Amount per Shipment Amount Per Aggregate Losses/

Damages at Any One Place and Time

Domestic $50,000.00 $150,000.00

International $50,000.00 $150,000.00

h. Financial Information.

(1) I will provide SDDC annual financial updates from my financial statements that have either been audited or reviewed by a Certified Public Accountant (CPA) via DPS.

Financial statements must be prepared according to generally accepted accounting principles using the accrual basis, including balance sheets and profit/loss statements.

Financial statements, audits, or review memorandums must include all referenced footnotes. Financial data must be submitted by my accountant or Chief Financial

Officer (CFO) for a publicly held firm via the DPS. I must ensure statements are prepared and submitted in DPS by my CPA, or CFO for publicly held firms, stating they are correct to the best of their knowledge. Data report must include my quick and debt to equity ratios. Should SDDC have financial questions, I may be asked to provide

SDDC the financial statements and audit or review report prepared by the CPA. If these reports are requested, they must be submitted by me within five working days of the request and must include all referenced footnotes in the CPA’s report. Specific method of transmittal of these reports must be included within the request. I may voluntarily provide company tax returns in addition to the financial statements. These statements and other factors will be evaluated by SDDC to determine the need for additional action.

These actions will be accomplished through the TSP qualification process.

(2) I will submit my annual statements within 150-calendar days, of the year-end, normally defined as December 31, 20XX. If I desire to change my report date, I must coordinate the date with SDDC’s Internal Review/Audit Compliance Office.

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(3) If I am a new TSP applying for initial approval, I must have the data in Paragraph (Para)

A.1.h(1) submitted by my accountants using the most recent data available at the time of application. These statements must meet SDDC’s minimal requirements as stated in

TSPs Qualifications business rules.

(4) Combined or consolidated statements embedding the finances of other companies will not be accepted. Letters of guarantee from a parent company will not be accepted.

(5) Financial Ratios: All TSPs must meet and maintain the following financial ratios:

(a) Quick Ratio: 1 to 1 or better

(b) Debt to Equity: 4 to 1 or less.

B. MUTUAL AGREEMENTS/UNDERSTANDINGS

1. Service:

I will perform prudent traffic management to provide service IAW the provisions of this Tender.

2. Personnel:

I will use only personnel qualified in their assigned duties in the handling of personal property.

Company representatives must present a clean, professional appearance with the name of the company they represent on their attire. I will not use prison labor, and/or if any of my personnel appear to be under the influence of alcohol or drugs, be in possession of firearms or drugs or uses abusive language during the handling of DOD members/employees property, I will replace said individual(s) immediately with other qualified personnel.

3. Through Responsibility:

a. I understand all shipments tendered to me must be moved under my responsibility from origin to destination.

b. As part of my through responsibility, I understand if, through my fault or the fault of my agent, I ship the wrong property or all or a portion of a shipment is sent to the wrong destination, I will be responsible for the return of the erroneous shipment and movement of the correct property to the member’s/employee’s destination at my expense. Movement must be expedited when the member/employee is in need of the property as ordered by the

Personal Property Shipping Office (PPSO).

c. I understand I am not liable for movement costs for shipments released in error by a contractor, PPSO, owner, or owner’s representative.

d. I understand if I am unable to perform in such a manner as to complete the through movement of a shipment in a timely manner, the government may take possession of the property and complete the movement. I understand I am liable for all additional costs incurred by the government in excess to those costs which would have been incurred by me if

I had maintained total through movement of the shipment.

4. Reports:

I agree to provide reports to SDDC, as required and as needed.

5. Termination of Shipment:

I understand a shipment may be terminated at any time by the PPSO. Such termination will not constitute a diversion. The point of termination will become the destination point, and all rates and charges will be computed accordingly.

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6. Pickup at or Delivery to a Military Terminal:

I understand when I have been notified an entire shipment is available for pickup at a military terminal (air or surface), I must pick up the shipment as soon as possible, but not later than one workday for military air terminals and not later than five working days for military water terminals from date of receipt of notification. If the shipment is not removed within the specified time frame, the terminal Transportation Officer (TO) has the option of charging storage IAW the rate tender beginning on the second or sixth day, and/or terminating the Bill of Lading (BL) and issuing a new BL for onward movement by the same or a different mode/method of transportation. Upon delivery of a shipment to a military air or ocean terminal, I agree to provide the terminal TO with a memorandum copy of the BL describing the shipment.

7. Use of a DOD Approved Alternate TSP:

a. When I accept a shipment and find that because of unavoidable circumstances I am unable to physically transport the shipment, I will inform the PPSO via DPS and notify the member/employee of the name of the TSP to whom the shipment has been transferred. I will continue to be shown on the BL as the initial TSP and will accept through responsibility from time of pickup at origin to delivery at destination.

b. I understand SDDC publishes a list of approved TSPs and a list of TSPs that have been disqualified or revoked. TSPs appearing on the disqualified or revoked lists will not be allocated shipments in DPS and are not to be used by other approved TSPs. I understand the use of aforementioned TSPs may result in punitive action against me (See Chapter 405, Quality Assurance, of this regulation). I may use approved TSPs and/or non-DOD approved

TSPs. I understand the use of non-DOD approved TSPs that subsequently provide unsatisfactory service will negatively affect my Performance Score (PS).

8. Shipment In-Transit Visibility (ITV)/Tracing Shipments:

I will trace shipment upon request from a PPSO or the member/employee and agree to acknowledge such a request and make a prompt report to the requester as to the location of the shipment within one business day from the initial request domestically and within 72 hours (three business days) for international shipments.

9. Storage in Transit (SIT) :

I understand SIT at origin and/or destination must be approved by the responsible PPSO designated representative. I will refer to the Shipment Management Business Rules, Chapter 402, of this regulation for further details and I will assume full responsibility for arranging for placement of the shipment in a DOD-approved storage facility.

10. Weighing of Shipments:

a. I will weigh all shipments IAW the International Tender and Domestic Tariff and provide weight tickets to the origin PPSO within seven working days after shipment pickup.

(1) Weighing of Professional Books, Papers, and Equipment (PBP&E). When PBP&E (also known as M-PRO or S-PRO), are included as part of the shipment, the weight of such articles will be annotated separately on the inventory; weight may be obtained using bathroom or platform-type scales. In the event scales are not readily available, a constructive weight of 40 pounds per cubic foot may be used for PBP&E. When a constructive weight is used for PBP&E, the symbol (C) will be inserted by the

TSP/agent after the weight to indicate a constructed weight was used. Shipments may be weighed on certified platform or warehouse scale.

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(2) Reweighing. I agree to reweigh a shipment upon request of the member/employee, origin/destination PPSO, and further agree to provide the ordering PPSO a legible copy of the weight tickets within seven working days after the reweigh is performed. The shipment will be reweighed, whenever possible, before being placed in SIT. Upon request of the PPSO or member/employee to witness the reweigh, the TSP must provide reweigh date/time to give a reasonable opportunity for the interested parties to be present at the weighing. When a shipment is reweighed and the weight recorded is less than the net or gross weight secured at the initial weighing, I agree to invoice the government on the lower of the two net or gross weights at the time of billing. In the event the reweigh information is not available at the time of my initial submission, I will adjust supplemental billings to reflect the reduced charges or voluntarily submit a refund based upon the new weight obtained.

11. Removal of Property from Facilities Disapproved by the PPSO:

When my facilities or the facilities of my SIT warehouse are disapproved for further use, and it is considered necessary by the PPSO to remove the personal property to prevent damage or contamination, I will immediately remove the property to a DOD-approved warehouse. The costs of such removal will be at no expense to the government or the member/employee.

12. Loss or Damage:

I will exercise care to prevent loss or damage of personal property in the process of packing and unpacking and will properly and amply protect personal property in my possession. Smoking will not be allowed in the member/employee’s residence, or within 10 feet of the member’s/employee’s personal property.

13. Claims for Loss or Damage:

I agree to pay, decline, or make a firm settlement offer in writing to the claimant within 60 days after receipt thereof, IAW the International Tender and Domestic Tariff and will complete payment to the claimant within 30 days of receipt of notice the claimant has accepted full or partial payment. If the claim is not settled within the 60-day period, I will, at that time and at the expiration of each succeeding 30-day period while the claim remains pending, advise the claimant in writing of the status of the claim and the reasons for delay in making final disposition. I will request an extension from the claimant in writing. If the Government is the claimant, I understand the Government claims office can proceed to collect the claim by administrative offset, if it is not settled within 60 days of receipt or within an agreed extension time. I will ensure DPS is updated with final action taken, including date and total amount of the settlement.

14. Inconvenience Claims:

a. I hereby reaffirm it is my responsibility to pick up on the agreed date and deliver personal property shipments on or before the RDD. My failure to do so can cause serious inconvenience to DOD members/employees and their family, and can result in the expenditure of funds by the member/employee for lodging, food, rentals, purchase of household necessities, and directly related miscellaneous expenses.

b. I agree to acknowledge receipt of an inconvenience claim filed by a member/employee or a

PPSO within seven calendar days from the date of receipt. I further agree to reimburse the member/employee within 30 days from receipt for reasonable out-of-pocket expenses while awaiting the delivery of their Household Goods (HHG) or Unaccompanied Baggage (UB) which result from my failure to pick up on the agreed date and/or deliver on or before the

RDD as stated on the BL or correction notice thereof. I am not liable for costs if delay was caused by natural disasters, acts of the public enemy, acts of the Government, acts of the

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public authority, violent strikes, mob interference, or delays of Code 5, Code J, or Code T shipments that were caused by the Government and my negligence did not contribute to the delay. My maximum liability for lodging will not exceed the per diem lodging rate, based on the number of people in the member’s/employee’s family (e.g., the member/employee and spouse would be expected to share one room in a hotel; additional family members, depending on age and sex, maybe require additional rooms). My maximum liability for meals and incidental expenses will not exceed the Meals and Incidental Expenses rate for the member/employee and each family member. The member/employee will document the claim fully with an itemized list of charges and accompanying receipts for charges incurred. For a missed pickup, charges will be computed from the first day of the missed pickup as specified on the BL and will be payable through the actual pickup date. For failure to deliver on or before the RDD, charges will be computed starting on the RDD and will be payable through the day of actual delivery of the shipment. I am not responsible for payment of an inconvenience claim when a shipment is ordered into SIT at destination, unless the need for

SIT is a direct result of my failure to deliver on or before the RDD. For example; if the member/employee is available to accept delivery after the RDD and they are officially ordered away prior to arrival of the shipment, I agree to reimburse the member/employee through the day prior to the member's/employee's departure from the area. I also agree that I may be liable for an inconvenience claim, should a shipment be placed in SIT without my notifying the member/employee.

c. Expenses: Out-of-pocket expenses are all expenses incurred by a member/employee and their family members because they are not able to use the items in their shipment or to establish their household. Expenses include but are not limited to lodging, meals/groceries, laundry service/incidental expenses, as well as furniture and/or appliance rental (to include rental of a television), and/or purchase of items such as towels, pots, pans, paper plates, plastic ware, and napkins. A request for reimbursement of alcoholic beverages in any quantity is prohibited. If I purchase/reimburse tangible household items such as towels, pots, and pans, I may make arrangements to reclaim those items upon delivery of the member’s/employee’s shipment.

d. In the event of a disputed claim, the origin PPSO (for missed pickup) or destination PPSO

(for failure to deliver) will make every effort to resolve the dispute between the member/employee and the TSP. Should I disagree with the PPSO resolutions, I may appeal the case to SDDC within 10 days of notification from the responsible PPSO. I understand the decision of SDDC is final and the claim must be settled within 10 days from the date of the

SDDC final decision. If SDDC determines the claim is valid, and I refuse to pay or resolve the claim, SDDC may place my company in non-use and convene a TSP Review Board to determine if further punitive action should be taken.

15. Statement of Accessorial Services Performed:

My representative will prepare a DD Form 619, Statement of Accessorial Services Performed, Figure B-1, itemizing accessorial services performed and furnish the member/employee or member’s/employee’s representative a copy when such services are required and separately charged. An invoice supporting the type of service performed must support appliances serviced by a third party. No accessorial services will be billed when such services are included in single factor rates. All accessorial services must be requested and approved by the PPSO in DPS.

16. Shipment Inspection by PPSOs:

The services and manner of handling personal property are subject to inspection and acceptance by the PPSO or PPSO’s authorized representative.

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17. Substitute Documents in Lieu of Lost BL:

If the original BL is lost or destroyed, I will request and be provided a certified true copy of the issuing office’s copy for use as a substitute billing document. If the original copy of the BL is located and made available to me before settlement is made, I will return the certified copy to the issuing office. If the original BL is found after settlement, I will forward the BL to the issuing office for proper voiding.

18. Billing Procedures:

For services rendered, I agree to bill the Military Service/Agency finance office responsible for payment of the transportation charges IAW procedures disseminated by the Commander, SDDC or other Military Services.

19. International Shipments:

I understand, if I am unable to use a vessel or aircraft of US registry, I must certify the use of foreign flag vessel/aircraft prior to start of the movement as indicated in the International Tender.

Upon request, I will furnish a copy of the certification during invoicing.

20. Unusual Occurrences (Strikes, Port Congestion, Fires, Pilferage/theft, Vandalism, and Similar

Incidents) :

a. In the event of incidents of major significance producing significant loss, damage or delay resulting from strikes, port congestion, fires, pilferage, vandalism, and similar incidents, I will notify the origin and destination TO/PPSO and SDDC by Electronic Mail (e-mail) of the incident not later than the first working day upon discovery. If the incident occurred en route to final destination, I will notify the PPSO responsible for the area where the incident occurred in addition to the destination PPSO. In addition, I will provide the following detailed information via e-mail, within five working days after the incident or discovery thereof, to AMSSD-PPP-PO.

(1) Type of incident

(2) Location of incident

(3) Last name, first name, middle initial, grade, and Service/Agency of shipper

(4) BL number and date issued

(5) Standard Carrier Alpha Code (SCAC)

(6) Code of service

(7) Origin TO

(8) Destination TO

(9) Date shipment received by TSP

(10) RDD

(11) Date and time of incident or discovery thereof

(12) Amount of loss and extent of damage

(13) Current status of shipment(s), including new Estimated Time of Arrival (ETA)

(14) Name of vessel or flight information

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(15) Location of the shipment(s) (i.e., port and pier location) and date vessel arrived or warehouse location or air terminal, plus the container owner’s name and serial number of sea container.

b. I will furnish addressees reports of significant changes in the status of shipments, as they occur, by electrical transmission or e-mail. An after action report which provides a final assessment of the loss or damage incurred, the delays encountered, and the final disposition of the personal property shipments involved must be mailed to addressees.

C. PERFORMANCE REQUIREMENTS

1. Pickup and Delivery Dates:

a. When a shipment is accepted at origin, I agree to meet the specified pickup date and will deliver the shipment on or before the RDD as stated on the BL. Shipments will not be scheduled by the TSP or the PPSO for pickup or delivery on Saturdays, Sundays, US holidays or foreign national holidays unless there is a mutual agreement between the member/employee, the PPSO, and the TSP. RDDs will not be established on Saturdays, Sundays, US holidays, or foreign national holidays. I will not begin pickup or delivery at the member’s/employee’s residence before 0800 hours or after 1700 hours without prior approval of the PPSO and the member/employee. I agree to provide information on the afternoon preceding the scheduled pickup or delivery as to whether the service will be performed in the morning (0800 to 1200) or in the afternoon (1200-1700) of the following day. This data will be based upon the best information available and will be provided upon telephone request of the PPSO or the member/employee. I further agree I must not begin any service that will not allow completion by 2100 hours without prior approval of the PPSO and the member/employee.

b. Pre-Move Survey

(1) I agree to perform pre-move surveys on all shipments and to conduct an in residence pre-move survey on all domestic shipments estimated at 4,700 pounds or more and international shipments estimated at 3,200 pounds or more within a 50-mile radius of their servicing facility. This requirement applies to all shipments with a five business day minimum notice in advance of the shipment pickup date. Telephone surveys may be made on short-fuse shipments and shipments of lesser weight and/or those with pickup points exceeding 50 miles from their servicing facility. I agree to make initial contact with the member/employee within three business days of shipment booking to provide member/employee with contact and pre-move information. Subject to member/employees availability, I agree to complete the pre-move survey and update the

DPS with pre-move survey data (estimated weight, pack/pickup dates, and RDD information) as soon as possible but NLT three business days prior to the pickup date.

For short-fuse shipments I agree to conduct pre-move survey (physically or telephonically) and enter pre-move data (e.g., estimated weight, pack/pickup dates), in

DPS as soon as possible but NLT one business day prior to the first scheduled pack/pickup date.

(2) I understand, I must enter the pre-move weight and the agreed pack and pickup dates in

DPS before the BL can be printed.

c. Shipment Arrival/Delivery/Delays

(1) Upon shipment arrival at the destination, I agree to record the arrival and/or delivery in

DPS and to notify and coordinate delivery of the HHG with the member/employee. In the event the shipment arrives at the destination on a weekend or holiday, I may contact

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the member/employee to ascertain if delivery can be made. If I am unable to contact the member/employee after two hours domestically or three hours internationally and in the event the delivery cannot be accomplished, I agree to submit a request for storage approval via DPS.

(2) When I know for any reason it will be impossible for me to meet the schedule pickup date or to have the shipment at destination on or before the RDD, I agree to notify the member/employee at the earliest practicable time, advising them of the new pickup date or the last known location of the shipment and to furnish an estimate of the delay expected beyond the RDD. In addition, I agree to update DPS with the following prior to the missed pickup date and/or before expiration of the RDD:

(a) New scheduled pickup date

(b) For missed RDDs

1. Last known location of the shipment

2. Cause for delay

3. New ETA

(3) For those shipments which arrive after the RDD, I agree to deliver IAW requirements of the applicable solicitation or tender.

2. Preparation of Articles:

a. I understand all articles having surfaces liable to damage by scratching, marring, soiling, or chafing must be wrapped at time of loading at residence in textile or paper furniture pads, covers (other than burlap), or other acceptable wrapping materials. When storage of these articles is necessary, they must be afforded the same protection against damage.

b. Items of unusual nature such as, but not limited to, wall units, water beds, grandfather clocks, hot tubs, pool tables, pipe organs, plasma TVs and satellite dishes may require special service by a third party. I understand accessorials requiring pre-approval (as detailed in the

Appendix A, Third Party Payment System), must be entered into DPS and approved by the

PPSO.

c. I agree to disassemble at point of origin all items of personal property which, in my judgment, require disassembly to ensure safe delivery at destination, except outdoor items such as, swing sets, other playground equipment, television and radio antennas, and similar articles. My labor charges or third party service for the disassembly/assembly must be reviewed by and approved by the PPSO within DPS. I also agree to utilize the services of reputable professionals with a proven track record of satisfactory performance.

(1) All nuts, bolts, screws, small hardware, and other fasteners removed from articles by the

TSP in the preparation for shipment must be properly affixed/packaged to allow for reassembly at destination. If packaged separately, items must be properly inventoried and cross-referenced to the associated inventory item in which the hardware belongs

(i.e., “Nuts, bolts, screws for Inventory #55 – Baby Crib”).

d. I understand it is the member’s/employee’s responsibility to assure waterbeds are properly drained. I may refuse waterbeds not properly drained.

e. Legs or other articles removed from furniture must be properly wrapped, bundled together, and identified (i.e., dining room table legs, six each) and listed as a separate item on the inventory.

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f. I am not required to remove/place property from/in an attic, crawl space or similar storage area and am not required to go into areas that:

(1) Are not accessible by a permanent stairway (ladders are not considered a permanent stairway);

(2) Are not adequately lighted;

(3) Do not have a finished floor; or

(4) Do not allow a person to stand erect.

3. Packing Requirements:

a. Packing. I understand I am liable and responsible for all packing. I have the responsibility to inspect all prepacked goods to ascertain the contents, condition of the contents, and only articles not otherwise prohibited by the Tariff/Tender are contained in the shipment.

Furthermore, when I determine goods require repacking, such packing must be performed by

me. In all cases, the inventory must reflect items where I am entitled to bill for the full pack/unpack charges. I understand the use of damp, wet, or unclean packing materials is prohibited. If the material is not new, all marks pertaining to any previous shipment must be completely obliterated, and all material must be free of any substance injurious to the articles being packed or to the owner. I agree to use the best commercial practices in selecting packing materials, and agree to use containers that meet military specifications when required. I further understand I must use only personnel who are trained in appropriate methods of packing/unpacking.

b. Materials. I understand all materials referred to in this chapter must be new or in sound condition and new material must be used for packaging mattresses, box springs, linens, bedding, and clothing.

4. Manner of Packing:

a. All packing by my company must be performed in a manner requiring the least cubic measurement, producing packages that must withstand normal movement without damage to container or contents, and at a minimum of weight. Further, the number and weight of containers must not be greater than necessary to accomplish efficient movement. At the member’s/employee’s request, articles such as stereo type equipment may be packed in original containers by my packers, when furnished by the member/employee, provided the containers are considered in good condition for shipping purposes.

b. Linens, Clothing, Draperies, and Like Items. I understand small, lightweight, unbreakable items (e.g., clothing items, certain linens, items already in drawers) may remain in drawers instead of being removed and packed. (Lightweight items being defined as those of lightweight and normally kept in drawers.) When not considered as safe for carriage in drawers, chests, dressers, trunks, these and similar items must be packed carefully into regular cartons and must be properly sealed at residence. Clothing normally on hangers in closets and draperies must be packed in wardrobes subject to the following:

(1) Upright wardrobes will be used for Code D shipments.

(2) Flat wardrobes will be used for all containerized shipments, except when upright wardrobes are requested by the member/employee.

(3) Hangers will be removed from clothing packed in flat wardrobes.

(4) For final line-haul delivery out of nontemporary storage, the wardrobe used for storage is acceptable and no transfer is necessary.

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c. Mirrors, Pictures, and Paintings (Glass-Faced or Other Than Glass Faced Paintings), Glass or

Stone Table Tops, and Similar Fragile Articles Requiring Crating or Similar Protection.

These articles must be wrapped and packed in a crate or a fiberboard carton. I understand, prior to performing accessorial crating services I must obtain authorization from the PPSO.

d. Rugs and rug pads must be properly rolled, (not folded) for shipment and must not be subsequently folded or bent to an extent causing damage to the rug.

5. Inventory:

a. I agree to:

(1) Prepare an accurate, legible Household Goods Descriptive Inventory, listing all items received, including contents of cartons, (automated inventories or similar documents which provide equal or better information are acceptable) in coordination with the member/employee or the member’s/employee’s representative. I must provide the member/employee or their representative the opportunity to identify in writing high risk or high value items or the optional use of a high risk or high value inventory.

(2) Use extreme care in listing articles of furniture and packing containers; listing of articles must be as specific as possible to include make, model, color, and serial number when visible on the outside of the article. The listing of upholstered furniture and rugs must be specific as to color and description (e.g., striped or floral, number of cushions, approximates size).

(3) Identify containers by type and cube with an indication of general contents (e.g., linens, pots, and pans, two cubic ft).

(4) Not use words such as “household goods/personal property” or other general descriptive terms in the preparation of the inventory.

(5) List and describe item(s) of property to the extent necessary to properly identify it

(them).

(6) Ensure that my representative will use diligence to record any unusual conditions and that special care is exercised to ensure the inventory reflects the true condition of the property. The “Exception Symbols” and “Location Symbols,” as shown on the

Household Goods Descriptive Inventory must be used to describe the conditions, such as marred, scratched, soiled, worn, torn, gouged, and the like. If the condition of any article contained in the shipment is such that the use of one or more exception symbols is unnecessary, the omission of these symbols will indicate good condition except for normal wear.

(7) Ensure that the term “M-PRO” is used to identify a military member’s PBP&E and the term “S-PRO” is used to identify a military spouse’s PBP&E on the inventory. In addition, use of the term “consumables” will be used on the inventory when shipment of consumables is authorized on the BL. All PBP&E and/or consumable items will be identified as such on the inventory, together with the cube and weight of the container; a line entry item for each container (e.g., carton M-PRO/S-PRO, 6 cubic ft., 150 lbs). All

PBP&E items identified by the member, member’s spouse or employee will be separated from other items of the shipment. PBP&E must be segregated between the military member’s PBP&E and spouse PBP&E, placed in separate boxes or cartons, marked, weighed and inventoried separately. The total weight of the PBP&E must be entered into DPS. If the shipment contains consumables, the total weight of all consumables will be entered into DPS. When it is impossible or impractical to weigh the Pro-Gear or consumables, a constructive weight, based on 40 pounds per cubic foot, will be used.

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(8) List on the inventory the general contents of dressers or chests of drawers and/or identify on the inventory as “empty” if there are no contents.

(9) Annotate mopeds and motorcycles on the inventory as one line item listing the serial number, make, model, year, and odometer reading.

(10) Annotate each privately owned firearm on the inventory by make, model, caliber or gauge, and serial number.

(11) Annotate the inventory to show any overage, shortage, and damage found, including visible damage to external shipping containers each time custody of the property changes from a TSP to a storage contractor, from a storage contractor (warehouse man) to a TSP or from one TSP to another.

(12) I agree for shipments moving in door-to-door container service, if the member/employee or PPSO permits me to partially containerize a shipment at the warehouse, each item removed from the residence must be annotated on the inventory as Containerized at

Warehouse (CW).

(13) I agree to secure from the storage contractor two legible copies of the non-temporary storage inventory and in conjunction with the storage contractor, check each item of the storage lot IAW with such inventory. If, at the time each item is checked, there is a difference in condition of the item from that listed on the non-temporary storage inventory, I must prepare an Exception Sheet, and such differing conditions will be noted thereon. When I elect to make a new inventory, I must indicate any differences as to condition of individual items, as compared with the non-temporary storage inventory.

In the event the opinions of my driver and storage contractor’s representative differ as to shortages/overages or condition of an item(s), both opinions must be listed on my

Exception Sheet and separately identified as to source. Both parties must sign and date the Exception Sheet, each retaining a legible copy for their respective files. Such

Exception Sheet must remain an internal industry document. In the event a claim is filed with the military activity, I must provide legible copies of the Exception Sheet, if any, to the concerned claims officer and/or to SDDC.

(14) I must use the same inventory prepared at origin to verify delivery at destination.

(15) I must identify personal property by affixing a tag or tape to each article (not applicable to individual items in packing containers). Each shipment must be separately identified by lot and each article must be assigned a number that must correspond with the item number shown on the inventory form. The type of identification used and the method of affixing it to the article must be such as not to damage any article so identified.

(16) I agree to identify items dissembled or serviced by my company at origin and record such items on the Household Goods Descriptive Inventory form. In addition, if the member/employee disassembles/services an item, I will annotate the inventory accordingly.

(17) I must only use the term “miscellaneous” or its abbreviation “misc” to describe the contents of containers when the total items in a container are too numerous to list on the carton or inventory line item and then only if the room or area from which packed is identified (i.e., “misc-youths room”). If such a description is used, I agree not to contest a claim for missing items related to the nature of such cartons.

(18) I must annotate all electronics (e.g., stereo equipment, computers, televisions) on the inventory with make, model, and serial number when they are visible on the outside of the item.

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(19) Use of bingo cards/check off sheets. I agree that I may use bingo cards/check off sheets as internal company documents only. However, bingo cards/check off sheets are not to be signed by members/employees and should not be used to record loss/damage.

6. Condition of Vehicles and Container Protection:

I agree that the interiors of vehicles and containers used to transport personal property must be clean and must be provided with clean pads, covers and other protective equipment to ensure safe transit and delivery of personal property. Vehicles and containers must be maintained to assure that they are free from holes or other conditions which could permit the entry of water, and that doors, when closed, fit tightly and securely. All wooden containers and commercially-designed containers of which are not of a weather-proof nature must be properly protected from the elements when inclement weather conditions exist.

7. Split Shipments:

If it is necessary to split a shipment for the line-haul movement, the established RDD applies to all parts of the shipment. I must prepare a separate inventory for the overflow portion of a shipment and provide one copy to the member/employee at time of pickup. In addition, one copy must be provided to the origin or destination PPSO upon request.

8. Tailgate Loading:

I understand that tailgate loading of personal property is not the preferred method of transportation. When tailgate loading is necessary, I agree to ensure property is protected from the weather elements and the load must not extend beyond the sides or end of the tailgate or above the top of the exterior surface of the vehicle.

9. Containers:

a. I agree to use the best commercial practices in selecting containers to safeguard movement of personal property and I agree to use containers that meet military specifications when required. I understand that TSP-owned/leased commercially-designed shipping containers are authorized provided they meet or exceed Military Specification PPP-B-601.

(1) I agree to use security seals on all containerized shipments. All exterior HHG/UB containers/cartons must be sealed with accountable seals at the member's/employee's residence, unless containerization at the warehouse is authorized by the member/employee or servicing PPSO. Applicable seal control numbers must be entered on the inventory and cross-referenced to each container utilized. For UB, I agree to use two seals, as a minimum per container/carton, and seals must secure the access overlap top and ends. If only two seals out of a set of four are used, the seals not used must be destroyed at the time of sealing or given to the member/employee. For HHGs, wooden containers must have a minimum of four seals per container and seals must secure the access overlap door and side panels. Commercially-designed shipping containers of permanent structure must be locked and sealed using a commercially approved tamper-evident device.

(2) For all containerized shipments entering the Defense Transportation System (DTS) through a DOD operated aerial or seaport, I agree to complete Military Shipping Label and documentation requirements as follows:

(a) Transportation Control and Movement Document (TCMD). I agree, upon receipt of the three copies of the (TCMD from the origin shipping office, to fill in Blocks

22, 23, and 24 with the actual pieces, weight, and cube data. If for some reason obtaining actual data will delay transmission of TCMDs beyond the specified

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transmission time frames, an estimated weight and cube data is authorized on personal property shipments from commercial vendors. When estimated data are used, the pieces field must be annotated with “EEEE”. Upon providing this actual or estimated information to the origin shipping office, I agree not to move the shipment until a release is issued by the origin shipping office. Upon receiving the release, I must place one copy of the TCMD in a waterproof pouch (marked for the outloading air and water terminal) on the number one container, present a copy to the receiving office at the air or water terminal, and retain a copy for my own use.

(b) ITGBL HHG and UB containers for shipments entering the DTS (Codes 5, T, and

J). I agree to complete Military Shipping Labels (MSL) affixed on one side and one end panel, except for duffel bags and similar packages which must have an

MSL affixed to one surface. The MSL requires human-readable information as well as linear and 2-dimensional bar codes. The human readable and linear bar coded portions of the MSL are prepared by the carrier or carrier’s agent as described below and the 2-dimensional bar code is prepared IAW Appendix R. If the shipping container does not lend itself to application of the label, or if the label would cover or interfere with other required markings, attach the label to a general purpose tag or a placard. The general purpose tag or placard must be tied, wired, or otherwise fastened to the shipment unit or movement conveyance.

(c) Place the following listed human readable data and Code 39 linear bar codes on each MSL. Provide the human readable unit of measure in US standard terms (e.g., pieces, inches, feet, pounds) for measured items and round up the data values to the nearest whole number with leading zeros suppressed. Also see Military Standard-

129, Department of Defense Standard Practice, Military Marking For Shipment and

Storage, https://assist.daps.dla.mil/quicksearch/basic_profile.cfm?ident_number=35520 and

American National Standard for Material Handling (ANSI) MH10.8.1, Linear Bar

Code and Two-Dimensional Symbols Used in Shipping, Packaging, Receiving, and

Transport Applications.

(d) Transportation Control Number (TCN): Human readable and linear bar code using

1/2 inch high Code 39 format.

(e) From: The consignor Department of Defense Activity Address Code (DODAAC) and in-the-clear address.

(f) Transportation Account Code (TAC), BL Number, and Carrier.

(g) Piece Number: Piece number of this shipment (of Total Pieces) and a linear bar code using 1/2 inch high Code 39 format. Do not zero fill. Piece Number and

Total Pieces may be expressed as “Piece Number of Total Pieces” to save space on the label.

(h) Total Pieces: Total number of pieces in this shipment unit. Do not zero fill.

(i) Weight: Actual gross weight (this piece) with unit of measure. Do not zero fill.

(j) Date Shipped: Four-position code or in-the-clear date. Blank for Unit Move.

(k) RDD: Three-digit code or blank. Blank for classified Unit Move.

(l) Cube (ft): Cube (this piece) with unit of measure. Do not zero fill.

(m) POE/CCP/Ship To: Three-digit air/water POE code, and enough space for 5 lines of up to 35 characters for the in-the-clear address.

https://assist.daps.dla.mil/quicksearch/basic_profile.cfm?ident_number=35520

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(n) Transportation Priority: Bold text 3/4 inches tall.

(o) POD: Three-digit air/water POD code or blank.

(p) Type Service: In-the-clear text (e.g., TGBL CD J). The clear-text descriptions may be derived from the personal property TCN field 15 descriptions.

(q) Tare Weight (lb): Weight of container before loading personal property.

(r) Net Weight (lb): Weight of personal property loaded into a container.

(s) TCMD Information: Linear bar code, Code 39 format.

(t) Consignee/Mark For: Member’s/Employee’s name followed by the consignee

DODAAC and/or Mark For in-the-clear address, and linear bar code using 1/2 inch high Code 39 format.

NOTE: SSN must not be stenciled on the container unless it is a part of the TCN.

Failure to comply will be considered a violation and action must be taken by the

PPSO.

b. TSP may optionally stencil marking in addition to the MSL on outside containers. Freehand marking is not acceptable. Marking must be proportional to the available space on the container.

c. Container Marking/Labeling for Non-DTS Shipments

(1) I agree to stencil or label ITGBL (Codes 3, 4, 6, 7, and 8) containers. Individual shipment markings must be stenciled or labeled on two surfaces (one side and one end panel) of each container or IAW other applicable specifications as ordered by the PPSO.

When using labels, the carrier/TSP must ensure labels are adhered to the container by a water resistant adhesive and a clear water resistant vinyl spray is then applied to each label. The label must be printed on 8.5” x 11” stock with a minimum font size of 36 pt.

If the shipping container does not lend itself to application of the label, or if the label would cover or interfere with other required markings, attach the label to a tag or a placard. The tag or placard must be tied, wired, or otherwise fastened to the shipment unit or movement conveyance.

(2) Place the following data on each stencil or label. Provide the unit of measure in US standard terms (e.g., pieces, inches, feet, pounds for measured items) and round up data values to the…