Defense Personal Property Program (DP3) Tender of Service (TOS) - Move.mil
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2021 DP3 TOS
XX XXX 2021
1
2
3
4 Defense Personal Property Program (DP3)
5 Tender of Service (TOS)
6
7
Rules Governing the Handling of Domestic and International
Personal Property Shipments for Department of Defense and the Coast Guard
United States Transportation Command 508
Scott Drive
Scott AFB, IL 62225
Effective: 15 May 2021
1
2021 DP3 TOS
XX XXX 2021
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9
10 TABLE OF CONTENTS
11 LIST OF CHANGES ................................................................................................................ 4
12 A. QUALIFICATIONS ........................................................................................................... 8
13 General .............................................................................................................................. 8
14 TOS.................................................................................................................................... 8
15 Unethical Acts ................................................................................................................... 8
16 B. MUTUAL AGREEMENTS/UNDERSTANDINGS ......................................................... 9
17 Service ............................................................................................................................... 9
18 Personnel ........................................................................................................................... 9
19 Through Responsibility ..................................................................................................... 9
20 Reports ............................................................................................................................. 10
21 Pickup at or Delivery to a Military Terminal .................................................................. 10
22 Use of a DoD-Approved Alternate TSP .......................................................................... 10
23 Tracing Shipments ........................................................................................................... 10
24 Storage in Transit (SIT) ................................................................................................... 10
25 Weighing of Shipments ................................................................................................... 10
26 Removal of Property from Facilities Disapproved by the PPSO..................................... 12
27 Loss or Damage ............................................................................................................... 12
28 Inconvenience claim ........................................................................................................ 12
29 Statement of Accessorial Services Performed ................................................................. 15
30 Shipment Inspection by PPSOs ....................................................................................... 15
31 Billing Procedures ........................................................................................................... 15
32 International Shipments ................................................................................................... 15
33 Unusual Occurrences ....................................................................................................... 16
34 Third Party Declaration ................................................................................................... 16
35 Force Protection............................................................................................................... 17
36 Customer Satisfaction Survey Language Prohibition...................................................... 17
37 C. PERFORMANCE REQUIREMENTS ........................................................................... 18
38 Pickup and Delivery Dates .............................................................................................. 18
39 Preparation of Articles .................................................................................................... 21
40 Packing Requirements .................................................................................................... 21
41 Manner of Packing .......................................................................................................... 22
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2021 DP3 TOS
XX XXX 2021
42 Inventory ......................................................................................................................... 23
43 Overflow Shipments ....................................................................................................... 25
44 Containers ....................................................................................................................... 25
45 Documents Provided the PPSO/Aerial Port .................................................................... 27
46 Documents Provided to the Customer ............................................................................ 27
47 SIT .............................................................................................................................................. 28
48 Unloading and Unpacking at Destination ....................................................................... 28
49 Recording Loss and Damage .......................................................................................... 29
50 Quality Control Program ................................................................................................. 29
51 D. CERTIFICATION ............................................................................................................ 29
52 Violations ........................................................................................................................ 29
53 Terms and Conditions ..................................................................................................... 29
54 FIGURE B-1. DD FORM 619 – STATEMENT OF ACCESSORIAL SERVICES
55 PERFORMED ........................................................................................................................ 31
56 FIGURE B-2. NOTIFICATION OF LOSS OR DAMAGE AT DELIVERY .................. 32
57 FIGURE B-3. NOTIFICATION OF LOSS DAMAGE AFTER DELIVERY ................. 33
32021 DP3 TOS
XX XXX 2021
58 LIST OF CHANGES
Revision
Version Description Page #s
Date
2019 - Formatting throughout the entire document 6 May 19
Change o Font, Size, Page Numbering and Version Control
1 - Cover Page Pg. 1
- Table of Contents Pg. 2 & 3
- List of Changes Sheet Pg. 4 & 5
- A. Qualifications: Pg. 6
o TOS:
Referred to USTRANSCOM J4-H as TCJ4-H
throughout document starting para. 4
- B. Mutual Agreements/Understandings:
o 2. Personnel: Pg. 7
Para. was broken into 4 paras (a-d)
o 9. Weighing of Shipments: Pg. 8
1. Weighing PBP&E: Para. was given a header
and was broken into 2 subparts (a-b)
2. Reweighing para. broken into 4 subparts (a-d) Pg. 8
b. Lost Certified Weight tickets: Created header Pg. 9
and Para. broken into 3 paras. (1-3)
o 12. Inconvenience Claim:
g. Expenses: Para. 5 was broken into 2 para and Pg. 9
following para. was renumbered
o 13. Statement of Accessorial Services Performed: Pg. 11
Para was broken into 3 paras. (a-c)
- C. Performance Requirements:
o 1. Pickup and Delivery Dates: Pg. 12
a. Para. was broken into 8 paras (a-h) and
following paras was renumbered
b. Pre-Move Survey: Para. was given a header Pg. 13
and lettered (I) and was broken into 6 subparts (1-
6)
o 2. Preparation of Articles:
c. (1): Number deleted and changed to letter (d) Pg. 14
o 3. Packing Requirements:
a. Packing: Para. was given a header and was Pg. 14
broken into 3 subparts (1-3)
b. Materials: Para. was given a header, was Pg. 14
broken into 3 subparts (1-3), and removed the
language on totes
o 4. Manner of Packing:
a. Broken into 2 paras (a-b). Following para Pg. 15
letters changed
g. Firearms: Created header and divided para
into 3 subparts Pg. 15
59
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60
o 5. Inventory:
2. Para. broken into 2 paras. (2 & 3). Following
paras. renumbered Pg. 16
9. PBP&E: Para. divided into 5 subparts (a-e)
o 7. Containers: Para. broken into 5 paras. (a-e), the Pg. 17
(1) para. was made into para. letter f
o 8. Documents Provided the PPSO/Aerial Port:
a. Para. broken into 2 paras. (a-b) other paras Pg. 19
letters updated
o 10. SIT:
3. Identification: Removed Code 5
o 11. Unloading and Unpacking at Destination: Pg. 20
c. Para divided into 2 paras (c-d) following para
letter was updated Pg. 21
c. Para divided into 2 paras (e-f)
- D. Certification:
o 2. Effective Date information: Moved to pg. 5 under
TOS (1) Pg. 5
o Terms and Conditions are (2)
o b. General Instructions and Administrative Pg. 22
Directions: Removed (1) and merged with heading
- Figure B.1 DD Form 619 – Statement of Accessorial Pg. 22
Services Performed: Removed and replaced with the Pg. 23
Approved DD 619 (OPM No. 0704-0531) copy
2020 - A. Qualifications: 9 Dec 19
o TOS: Administrative updates Pg. 6
- B. Mutual Agreements/Understandings
o 2. Personnel: Added paras (a, b, and c) Pg. 7
o 9. Weighing of Shipments: Para a Pg. 8
2. Reweighing: Paras (a and c) Pg. 9
b. Lost Certified Weight Tickets: Para 3 Pg. 9/10
o 11. Loss or Damage: Paras (d and e) Pg. 10
o 12. Inconvenience claim: Paras a, b, c (1-4) Pg. 10/11
- C. Performance Requirements:
o 1. Pickup and Delivery Dates: Para d Pg. 13/14
o j. Pre-Move Survey: Para 2 Pg. 14
o k. Shipment Arrival/Delivery/Delays: Para 2 and 3 Pg. 15
o 4. Manner of Packing:
g. Firearms: Para 2 Pg. 17
- Figure B-2 Notification of Loss or Damage AT Pg. 26
Delivery:
o Changed 75 days to 180 days Pg.27
- Figure B-2 Notification of Loss or Damage AFTER
Delivery:
o Changed 75 days to 180 days
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62
2020 - A. QUALIFICATIONS 3 Jan 2020
Change o 1. Para b. TOS (2); Change “Chief” to “Director” Pg 7
1 - B. MUTUAL AGREEMENTS/UNDERSTANDING
o 12. Inconvenience claim:
Para a; added “(i.e. to include short fuse Pg 11
shipments)
Para b; Removed 2nd sentence “Contact by Pg 11
the customer….”
Para c. Reimbursement; (1-4) Rewritten Pg 11-12
removing lodging per diem and down to
three paragraphs versus four.
Para d. “Not Responsible for inconvenience Was Pg.
claim If:” was moved to become para “g” 12 moved
and titled “I understand that I am not liable to Pg 13
for an inconvenience claim payment if:”
Para e. SIT (1-3) Reworded into two Pg. 12
paragraphs
Para f. Actual Expenses; Reworded with UB Pg 12-13
and out-of-pocket expenses added.
- C. PERFORMANCE REQUIREMENTS
o 1. Pickup and Delivery Dates: Part j. Pre-Move
Survey;
Para j. (1) Added 2nd portion to sentence Pg 15
“either in residence, virtually (with
customer’s consent; e.g. email or software
consent) or telephonically.”
Para j. (2) Change, added “five (5) days Pg 15
from accepting shipment but NLT nine (9)
days prior” and a second change to “nine (9)
days prior” same paragraph.
Para j. (3) Entire paragraph on addressing Pg 15
short fuse Pre-Move Survey requirements
removed as it was incorporated into para
C.1.j.(1) & (2).
o 8. Documents Provided the PPSO/Aerial Port:
Para d; Added “Two-Dimensional Military Pg 21-22
Shipping Label (2DMSL)” requirement.
2020 - B. MUTUAL AGREEMENTS/UNDERSTANDING 17 Jan 2020
Change o 12. Inconvenience claim:
2 New Para b. Added definition of IC Pg 12
Para c changed to d. Reimbursement; (1) (2)
Added guidance clarifying customer must Pg 13
file a claim, details on calculating amounts
Para f changed to g. Actual Expenses; Pg 14
Reworded to emphasize groceries are not
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part of an IC and lodging and meals are only
considered by exception.
Para g changed to h. (Not responsible) Pg 15
moved language from previous f on
residence
2021 - Table of Contents
o Added Third Party Declaration to B Pg 4
- B. MUTUAL AGREEMENTS/UNDERSTANDING
o Added New Language to Para B.11.e. - Real Pg 12
Property Damages
o Added New Language Para B.12.a – Pg 12
Inconvenience Claim
o Added New Language Para B.12.d. – Pg 13
Inconvenience Claim Reimbursement
o Added New Language Para B.12.e. – Pg 14
Inconvenience Claim for Delivery Out of SIT
o Added New Language Para B.12.g. – Not Liable Pg 15
for Inconvenience Claim
o Added New Language and Para B.12.h. - Pg 15
Inconvenience Claim: Report
o Added New Para B.12.i. - Inconvenience Claim: Pg 15
Turn back Shipments by TSP
o Added New Language Para B.17. – Unusual Pg 16
Occurrences
o Added New Para B.18. – Third Party Declaration Pg 16
o Added New Para B.19. – Force Protection Pg 16
o Added New Para B.20. CSS Language Prohibition Pg 17
Pg 18
- C. PERFORMANCE REQUIREMENTS
o Added New Language Para C.1.d. - Pickup and Pg 19
Delivery Dates
o Added New Language Para C.1.k.(3) – Customer Pg 20
24-hour Notice for Delivery Pg 20
o Added New Para C.1.l. - Pickup Spread Dates
o Added New Language Para C.4.g – Privately Pg 22
Owned Firearms (POFs) Pg 27
o Added New Para C.7.h. – Tamper Evident Seals
o Added New Para C.9.c. – Inconvenience Claim
Form
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66 A. QUALIFICATIONS
67 1. General:
68 a. Gender: The first person singular pronoun is used throughout this TOS and refers
69 to a person, partnership, or corporation submitting such tender.
70 b. TOS:
71 (1) I understand this TOS, International Tender (IT), and Domestic Tariff
72 (400NG) are binding for shipments with a pickup date of 15 May 2020 or
73 later for applicable DP3 shipments I accept including shipments on Bill of
74 Lading(s) BLs, or purchase orders, and will form a part of the conditions
75 thereof.
76 (2) I will submit to the Director, Defense Personal Property Program United
77 States Transportation Command USTRANSCOM J9, the Electronic TOS
78 Signature Sheet (ETOSSS) certifying I have read and understand the terms
79 and conditions and agree to provide service as set forth in this TOS. I will
80 retain the actual TOS for my files.
81 (3) I understand submission of this ETOSSS, hereafter referred to as Tender, is a
82 prerequisite to my consideration for Department of Defense (DoD) approval
83 for the movement of personal property; it does not obligate the government
84 in the distribution of traffic; and such submission indicates I consider myself
85 to be qualified, willing, and able to accept shipments from military activities
86 and seek such shipments under the terms set forth herein. Changes,
87 additions, and deletions are effective upon receipt of notification unless
88 specifically stated otherwise.
89 (4) I agree to comply with all requirements of the DP3 Transportation Service
90 Provider (TSP) Qualification Program as prescribed by USTRANSCOM J9.
91 (5) I agree to maintain up-to-date documentation with the Department of
92 Transportation and State requirements to operate as a motor carrier or freight
93 forwarder. This includes the ETOSSS, Certificate of Independent Pricing
94 (CIP) and Certificate of Responsibility (COR), and all additional required
95 certifications.
96 c. Unethical Acts: I agree the ETOSSS is signed with knowledge of the law that
97 whoever, in any matter within the jurisdiction of any department or agency of the
98 United States, knowingly and willfully:
99 (1) Falsifies, conceals, or covers up by any trick, scheme, or device, a material
100 fact;
101 (2) Makes any false, fictitious, or fraudulent statements, or representation; or
102 (3) Makes or uses any false writing or document knowing the same to contain any
103 false, fictitious, or fraudulent statement or entry will be subject to the
104 provisions of this Tender (to include punitive action) and the penalties
105 prescribed in the criminal law of the United States (i.e., 18 U.S.C. § 1001,
106 Statements or Entries Generally).
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108 B. MUTUALAGREEMENTS/UNDERSTANDINGS
109 1. Service: I will use established quality commercial practices to provide service In
110 Accordance With (IAW) the provisions of this Tender. If requested by
111 USTRANSCOM J9 or DoD quality assurance inspectors, I will provide operating
112 procedures or established company standards as needed. USTRANSCOM J9 will
113 protect such information as requested as some of the data or information may be
114 deemed proprietary.
115 2. Personnel:
116 a. I will ensure a background check is conducted, in accordance with industry
117 standards and at my expense, on all personnel whose role involves interacting
118 with a DoD customer.
119 b. I will make employment records available to the DoD upon request, to the extent
120 allowed by law. The DoD has the right to prevent certain employees from
121 performing due to an unfavorable background check.
122 c. I will ensure all persons interacting with DoD customers on and off base meet the
123 specific requirements for local installation access as listed in DoD Manual
124 5200.08 (see https://www.esd.whs.mil).
125 d. I will use only personnel qualified in their assigned duties in the handling of
126 personal property. Company representatives must present a clean, professional
127 appearance.
128 e. I will ensure at least one English-speaking representative is available at all times
129 when performing packing, loading and delivery services.
130 f. I understand smoking (including e-cigarettes) will not be allowed in the
131 customer’s residence, or within 50 feet of the customer’s personal property.
132 g. I will not use prison labor, and/or if any of my personnel appear to be under the
133 influence of alcohol or drugs, be in possession of firearms or drugs or uses
134 abusive language during the handling of DoD customer’s property, I will replace
135 said individual(s) immediately with other qualified personnel.
136 3. Through Responsibility:
137 a. I understand all shipments tendered to me must be moved under my responsibility
138 from origin to destination.
139 b. I agree that if through my fault, or the fault of my agent, if I ship the wrong
140 property or all or a portion of a shipment is sent to the wrong destination, I will be
141 responsible for the return of the erroneous shipment and movement of the correct
142 property to the customer’s destination at my expense. Movement must be
143 expedited when the customer is in need of the property as ordered by the Personal
144 Property Shipping Office (PPSO).
145 c. I understand I am not liable for movement costs for shipments released in error
146 by a contractor, PPSO, owner, or owner’s representative.
147 d. I understand if I am unable to perform in such a manner as to complete the
148 through movement of a shipment in a timely manner, the government may take
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149 possession of the property and complete the movement. I understand I am liable
150 for all additional costs incurred by the government in excess to those costs that
151 would have been incurred by me if I had maintained total through movement of
152 the shipment.
153 4. Reports: I agree to provide reports to USTRANSCOM J9 as required and upon
154 request.
155 5. Pickup at or Delivery to a Military Terminal:
156 a. I understand when I have been notified an entire shipment is available for pickup
157 at a military terminal (air or surface), I must pick up the shipment as soon as
158 possible, but not later than (NLT) one (1) Government Business Day (GBD) for
159 military air terminals and NLT five (5) GBDs for military water terminals from
160 the date of receipt of notification.
161 b. Upon delivery of a shipment to a military air or ocean terminal, I agree to provide
162 the terminal with a memorandum copy of the Bill of Lading (BL) describing the
163 shipment.
164 6. Use of a DoD-Approved Alternate TSP:
165 a. I understand USTRANSCOM J9 publishes a list of approved TSPs and a list of
166 TSPs that have been disqualified or revoked. TSPs appearing on the disqualified
167 or revoked lists are not to be used by other approved TSPs. I understand the use
168 of aforementioned TSPs may result in punitive action against me (see DTR Part
169 IV, Chapter 405, Quality Assurance, of this regulation).
170 b. I understand and accept that the performance of an alternate TSP I chose to use
171 will be reflected in my Performance Score.
172 7. Tracing Shipments: I will trace shipments upon request from a PPSO or the customer
173 and agree to acknowledge such a request and notify the requester as to the location of
174 the shipment within one (1) GBD from the initial request domestically and within 72
175 hours (three (3) GBDs) for international shipments.
176 8. Storage in Transit (SIT): I understand SIT at origin and/or destination must be in a
177 DoD approved storage facility and may be approved based on the customer’s ability
178 to accept delivery. I will refer to the DTR, Part IV, Chapter 402, Shipment
179 Management Business Rules, IT and 400NG for further details.
180 9. Weighing of Shipments:
181 a. I will weigh all shipments IAW the IT and 400NG and enter the shipment weight
182 in Defense Personal Property System (DPS), within four (4) GBDs after shipment
183 pickup date or prior to the shipment arrival, whichever is earlier, to allow the
184 customer or PPSO the opportunity to request a reweigh. I will also provide the
185 weight tickets to the origin PPSO within seven (7) GBDs after shipment pickup.
186 (1) Weighing of Professional Books, Papers, and Equipment (PBP&E):
187 (a) When PBP&E (also known as Military (M-PRO) or Spouse (S-PRO)),
188 are included as part of the shipment, the weight of such articles will be
189 annotated separately on the inventory; weight may be obtained using
102021 DP3 TOS
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190 bathroom or certified platform-type or warehouse scales.
191 (b) In the event scales are not readily available, a constructive weight of
192 seven (7) pounds per cubic foot may be used for PBP&E and the
193 symbol will be inserted by the TSP/agent after the weight to indicate a
194 constructed weight was used.
195 (2) Reweighing:
196 (a) I agree to reweigh a shipment upon request of the customer,
197 origin/destination PPSO or when customer’s shipment has exceeded their
198 authorized weight entitlement, or when weights exceed any of the
199 unaccompanied baggage or household goods limits as detailed in the
200 400NG and IT. The reweigh will occur prior to placement into SIT or
201 delivery (only when applicable).
202 (b) Upon request of the PPSO or customer to witness the reweigh, the TSP
203 must provide reweigh date/time to give a reasonable opportunity for the
204 interested parties to be present at the weighing.
205 (c) When a shipment is reweighed and the weight recorded is less than the
206 net or gross weight secured at the initial weighing, I agree to update DPS
207 by entering the lesser weight(s) prior to invoicing or within four (4)
208 GBDs of reweighing, whichever is earlier, and to invoice the
209 government on the lower of the two net or gross weights. I will also
210 provide the weight tickets to the origin PPSO within seven (7) GBDs
211 after shipment pickup.
212 (d) In the event the reweigh is not performed prior to initial invoicing, I will
213 submit a supplemental invoice to refund any reduced charges based upon
214 the new weight obtained.
215 b. Lost Certified Weight Tickets:
216 (1) When certified weight tickets are lost and otherwise unobtainable, I must
217 request PPSO approval to utilize a constructed weight to be paid for services
218 rendered.
219 (2) Any request for payment based on a constructed weight must be in writing
220 and contain a detailed description with all related documentation of the
221 circumstances surrounding the loss of the weight tickets, to include all efforts
222 to obtain certified true-copies.
223 (3) The TSP is required to submit a legible inventory, signed by the customer or
224 designated representative of all items packed and transported at
225 government’s expense. Upon PPSO approval, a constructed weight of seven
226 (7) pounds per cubic foot per inventory line item will be utilized to determine
227 applicable shipment charges. Upon PPSO approval, a constructed weight of
228 seven (7) pounds per cubic foot per inventory line item will be utilized to
229 determine applicable shipment charges. TSP must use the Weight Estimator
230 located on the Move.mil page under Tools and Resources, Weight Estimator
231 to obtain the cubed weight for items. For all items not covered in the Weight
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232 Estimator, the cube will be converted to a weight basis using seven (7)
233 pounds per cubic foot including PBP&E.
234 10. Removal of Property from Facilities Disapproved by the PPSO: When my facilities
235 or the facilities of my SIT warehouse are disqualified from further use, and it is
236 considered necessary by the PPSO to remove the personal property to prevent
237 damage or contamination, I will immediately move the property to another DoD-
238 approved warehouse. The costs of such removal will be at no expense to the
239 government or the customer.
240 11. Loss or Damage:
241 a. I will exercise care to prevent loss or damage of personal property in the process
242 of packing and unpacking and will properly and amply protect personal property
243 in my possession.
244 b. I agree to follow all provisions outlined in the DP3 Claims and Liability Business
245 Rules.
246 c. If a claim is not settled within the 60-day period, I will, at that time and at the
247 expiration of each succeeding 30-day period while the claim remains pending,
248 advise the claimant in writing of the status of the claim and the reasons for delay
249 in making final disposition. I will request an extension from the claimant in
250 writing.
251 d. I will ensure the DPS is updated with final action taken, including date and
252 total amount of the settlement.
253 e. I acknowledge that I am responsible for real property damage. Prior to a pack-
254 out/delivery, I will install floor coverings in high traffic areas of interior areas (finished)
255 living spaces (e.g. floor coverings for entry and interior hallways). In addition, I will
256 protect doorways in high traffic areas (e.g. entry doorways, etc.) prior to a pack-
257 out/delivery. Upon arrival and before departure from residence, I will conduct a joint
258 inspection (walk-around) with the customer and report real property condition and note
259 any damages (interior and exterior) in writing to the member on the "DP3 Real Property
260 Damage Form" located on Move.mil. I will advise the customer they must notify the
261 responsible TSP within five (5) GBDs of the damages found during the
262 packout/pickup/delivery and provide contact information. The customer must request a
263 claim and seek recovery/restitution directly from the responsible TSP. The TSP must
264 allow the customer to file a claim for any damages to Real Property with the TSP. I must
265 provide the "DP3 Real Property Damage Form" to the customer at
266 packout/pickup/delivery.
267 12. Inconvenience Claim:
268 a. I hereby reaffirm it is my responsibility to pickup on the agreed date and deliver
269 shipments on or before the Required Delivery Date (RDD) as reflected on the
270 BL, (i.e. to include short fuse shipments) and to meet the agreed upon delivery
271 date out of SIT. When I am unable to meet these requirements, I must advise the
272 customer on inconvenience claim rules prior to the missed pickup, RDD or
273 agreed upon delivery out of SIT as listed below.
274 b. I understand the 2020 Inconvenience Claim process provides a simplified method
275 for DoD customers to account for inconveniences associated with my inability to
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276 meet agreed and/or required dates. I understand the inconvenience claim is
277 intended to offset expenses incurred by a customer and their dependents because
278 they are not able to use necessary items in their shipment to establish their
279 household such as furniture and/or appliance rental, air mattresses, towels, linens,
280 pillows, and necessary kitchen items as detailed in 12.f. The per diem provides
281 my company a method to calculate a baseline amount for inconvenience claim
282 payment by location for the customer. I understand that customers who are not
283 able to use necessary items in their shipment to establish their household may
284 incur actual out-of-pocket expenses beyond the baseline amount and I will review
285 and consider those claims in accordance with the guidance in 12.d.
286 c. I agree to acknowledge an inconvenience claim from a customer or a PPSO
287 within five (5) GBDs from the date of contact.
288 d. Reimbursement:
289 (1) I agree to reimburse the customer within 30 days from contact. The amount
290 applicable for reimbursement at pickup or the delivery location, as annotated on the
291 bill of lading, is found using the government per diem rate for meals and incidental
292 expenses (excluding lodging) at
293 (https://www.defensetravel.dod.mil/site/perdiemCalc.cfm). I will compensate the
294 customer for all days that result from my failure to pick up on the agreed dates and/or
295 deliver on or before the RDD as stated on the BL or correction notice thereof, when
296 the customer is available for delivery. I agree the claim will be computed beginning
297 the day after the agreed upon date or missed RDD as specified on the BL. The
298 payment will include the full meals and incidental expense rates for the DoD
299 customer at affected location and number of days at the 100% rate. I will advise the
300 customer they must file a claim with my company for payment, and will outline the
301 process for doing so. The maximum amount due as part of an inconvenience claim
302 payment without receipts is limited to seven (7) days. In no case will payment be for
303 less than the 100% rate for the number of days impacted. Beginning on the eighth (8)
304 day, actual out of pocket expenses must be documented via receipts.
305 (2) Should the customer claim actual out-of-pocket expenses which exceed the baseline
306 payment amount, they will provide an itemized list of ALL expenses supported by
307 receipts for reimbursement. This process affords DoD customers and families a
308 method of collecting actual out-of-pocket expenses beyond the baseline amount. The
309 customer will be authorized either the per diem amount or the actual out of pocket
310 expenses whichever is greater.
311 (3) Unaccompanied Baggage (UB): Inconvenience claims for UB shipments will be
312 solely based on actual expenses incurred, and will follow the processes outlined in
313 para 12.f.
314 (4) Disputed claim: I will make every effort to resolve any disputes with the
315 customer. In the event I am unable to resolve the dispute, I will contact the
316 origin PPSO (for missed pickup) or destination PPSO (for delivery) for
317 resolution. Should I disagree with the PPSO resolution, I may appeal the
318 case to USTRANSCOM J9 within 10 calendar days of notification from the
319 responsible PPSO. I understand the decision of USTRANSCOM J9 is final
320 and the claim must be settled within 10 days from the date of the final
321 decision. Appeals will be sent to transcom.scott.tcj5j4.mbx.pp-
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322 claims@mail.mil. Reference para 12.f for details on expenses beyond the per
323 diem amount.
324 e. SIT:
325 (1) I am responsible for an inconvenience claim payment when a shipment goes into SIT
326 if the shipment was placed into SIT without notifying the customer.
327 (2) I am responsible for an inconvenience claim payment when a shipment is placed into
328 SIT when I am unable to deliver the shipment out of SIT within the following dates
329 whichever is later:
330 a. Within seven (7) GBDs of the date customer makes first contact requesting
331 delivery or
332 b. Within 2 GBDs of the requested delivery date when the requested date exceeds
333 seven (7) GBDs from when the customer makes first contact requesting delivery.
334 f. Actual expenses: The following guidelines apply to 1) UB shipments and 2)
335 instances where a customer claims actual out-of-pocket expenses that exceed
336 payments of the per diem baseline:
337 (1) Actual out-of-pocket expenses are expenses incurred by a customer and their
338 dependents because they are not able to use necessary items in their shipment
339 to establish their household. Expenses that may be reimbursed when
340 establishing a household include, but are not limited to, laundry service,
341 furniture and/or appliance rental (to include rental of a television) air
342 mattresses, towels, linens, pillows, and necessary kitchen items; such as pots,
343 pans, dishes, paper plates, plastic ware.
344 (2) Groceries are not eligible for reimbursement. Lodging and meals are
345 normally not part of an inconvenience claim but the government recognizes
346 there may be unique circumstances that would require consideration.
347 Exceptions to the minimum requirements (e.g. limited lodging and meals
348 required due to unexpected inability to deliver) may be considered on a case-
349 by-case basis. I must make customers aware that in instances where lodging
350 or meals are approved it should be reasonable and usually will only be
351 reimbursed for a short duration.
352 (3) Customers are required to document the claim fully with an itemized list of
353 charges and accompanying receipts for charges incurred.
354 (4) A request for reimbursement of alcoholic beverages is prohibited.
355 (5) If I make an inconvenience claim payment for durable household items such
356 as towels, pots, and pans, etc., I may arrange to reclaim those items upon
357 delivery of the customer’s shipment.
358 g. I understand that I am not liable for an inconvenience claim payment if:
359 (1) A delay was solely caused by natural disasters; acts of the public enemy; acts of the
360 Government; acts of the public authority; violent strikes; mob interference; or delays
361 of Code J or Code T shipments that were caused by the Government and my
362 negligence did not contribute to the delay.
363 (2) The customer, or their designated representative, is not available for delivery (e.g.
364 customer has not taken possession of their residence) on TSPs First Available
365 Delivery Date (FADD), as long as the FADD is before RDD.
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366 (3) The delayed shipment is comprised entirely of alcohol.
367 (4) The shipment went into SIT except as identified in 12.e above.
368 (5) In the event the shipment is turned back due to the discovery of mold/infestation at
369 time of pickup (except once mitigation is complete or if there is a negative finding in
370 the event of suspected mold and new pickup and RDD is established)
371 (6) In the event of a catastrophic loss or in the event of requirement for mold
372 remediation, inconvenience claim liability will terminate 15 days after payment is
373 received for essential items IAW Claims and Liability Rules.
374 h. Report:
375 (1) I will provide a monthly, (bi weekly between 15 June through 31 October due on the
376 1st and 15th of each month, or first business day thereafter), to USTRANSCOM J9
377 detailing all filed inconvenience claims (including completed payments), by BL, to
378 transcom.scott.tcj9.mbx.pp-ops@mail.mil.
379 (2) I understand I must report on all shipments with missed pickups, late deliveries, or
380 otherwise exceeding the allowed delivery timeframes out of SIT.
381 i. Turn-back Shipments:
382 (1) In the event I turn back a shipment within fourteen calendar days of the pickup date, I
383 agree to reimburse the customer for actual out of pocket expenses if PPSO is unable
384 to rebook shipment with the original pickup dates and the dates must be adjusted past
385 the original pickup date request. I will be responsible for actual out of pocket
386 expenses incurred from the original pickup date thru the new pickup date.
387 13. Statement of Accessorial Services Performed:
388 a. My representative will prepare a DD Form 619, Statement of Accessorial
389 Services Performed, Figure B-1, itemizing accessorial services performed and
390 will obtain the customer or customer’s representative signature to support
391 services performed.
392 b. Any third party service performed must include a paid invoice supporting the type
393 of service performed.
394 c. All accessorial services must be requested and pre-approved by the PPSO in DPS
395 before service is rendered.
396 14. Shipment Inspection by PPSOs:
397 My services and manner of handling personal property are subject to inspection and
398 acceptance by the PPSO or PPSO’s authorized representative.
399 15. Billing Procedures:
400 For services rendered, I agree to bill the Service/Agency finance office responsible
401 for payment of the transportation charges IAW procedures disseminated by
402 USTRANSCOM J9 or other Services.
403 16. International Shipments:
404 a. I understand, if I am unable to use a vessel or aircraft of United States (U.S.)
405 registry, I must certify the use of foreign flag vessel/aircraft prior to start of the
406 movement as indicated in the IT. Upon request, I will furnish a copy of the
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407 certification during invoicing.
408 b. TSPs and their associated port agents, overseas general agents, and/or other
409 responsible parties must ensure that the customer’s Social Security Number
410 (SSN), the customer’s rank/grade, the words “DoD Personal Property, DoD
411 Shipment or Military Shipment,” or the BL number is not utilized (entered) in the
412 “Marks and Numbers,” “Description of Goods,” or any other fields in the
413 Automated Manifest System (AMS) or the Automated Commercial Environment
414 (ACE). This ensures compliance with Homeland Security Customs and Border
415 Protection guidance for safeguarding Personally Identifiable Information (PII). I
416 understand that my failure to do so is a violation of this Tender.
417 17. Unusual Occurrences: (Strikes, Port Congestion, Fires, Pilferage/theft, Vandalism,
418 and Similar Incidents): In the event of incidents of major significance producing
419 significant loss, damage or delay resulting from strikes, port congestion, fires,
420 pilferage, vandalism, and similar incidents, I will notify the origin and destination
421 PPSO, the responsible Military Services Headquarters and USTRANSCOM J9
422 IAW DTR Part IV, Chapter 410.
423 18. Third Party Declaration:
424 a. I agree that I will accurately disclose official(s) and third party representative(s) within 5
425 days of implementation or change in the DPS Qualifications module.
426 b. At a minimum, I will identify a Claims Manager, Move Management Company (servicing
427 all or part of the SCAC, if applicable), and a Trusted Agent (who is expected to be very
428 familiar with DoD processes and readily accessible to USTRANSCOM) in DPS. Move
429 Management companies are those that provide customer service or shipment management
430 support.
431
432 19. Force Protection:
433
434 a. I am responsible to comply during COVID-19 and/or future pandemics with appropriate City,
435 State, and Federal laws/guidance during personal property movements from origin to
436 destination. I am required to immediately notify of a COVID-19 and/or future pandemic
437 positive test results to the responsible J/PPSO/PPPO of the DoD customer and all affected
438 stakeholders to alert of potential exposure, mitigate the spread, and identify the possible need
439 for medical attention.
440 b. I am required to certify all crew members assigned to each move have been screened;
441 consistent with Centers for Disease Control (CDC) guidelines for COVID-19 and/or future
442 pandemics. Prior to servicing a shipment, I will provide the customer a “Transportation
443 Service Provider Certification of Health Protection Protocols Form Version 2, dated 29 April
444 2020. I will certify all crew members will adhere to all guidelines issued by
445 USTRANSCOM.
446 c. I will comply with DOD and Center for Disease (CDC) policy guidance. If I become aware of
447 an employee(s) or company representative who tests positive for COVID-19 at any time, I will
448 immediately notify USTRANCOM and the Military Service Headquarters by phone and email
449 using the below points of contact POCs:
450 d. USTRANSCOM: TCJ9-OH Operations & Quality Team at transcom.scott.tcj9.mbx.pp-
451 ops@mail.mil or Commercial: (618) 220-5479/5448 or DSN 770-5479/5448
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452 e. HQ Army: usarmy.ria.asc.spo-personal-property@mail.mil;
453 usarmy.belvoir.asc.mbx.jppsoma-apple@mail.mil; 1-800-762-7186
454 f. HQ Navy: NAVSUPHQHHGS.fct@navy.mil
455 g. HQ Marine Corps: usmcpersonalproperty@usmc.mil; Commercial telephone: 703-695-7765,
456 DSN: 225-7765, Commercial telephone: 703-483-0820
457 h. HQ Air Force: ppahq.ppec.customerservice@us.af.mil; Commercial telephone: 210-652-
458 3357, DSN: 487-3357
459 i. HQ Coast Guard: hqs-dg-lst-cg-1332-travel@uscg.mil; Commercial telephone: 202-475-5393
460 j. I am required to review information on reporting confirmed cases of COVID-19 and/or future
461 pandemics by Health Departments. CDC reporting/guidance is at
462 https://www.cdc.gov/coronavirus/2019-ncov/php/reporting-pui.html
463
464 20. Customer Satisfaction Survey (CSS) Language Prohibition:
465
466 a. I understand that under no circumstance will I survey DOD Customers other than reminding
467 them about the DOD CSS. This includes: verbal, print material, electronic material, or social
468 media.
469 b. I will not offer monetary gifts nor incentives to customers or other entity for completion of a
470 survey. Neither will I manipulate or coerce a customer to complete a CSS in return for any
471 claims related action. Claims actions must not be contingent on completion of a CSS.
472 c. I understand that I am not authorized to transfer a customer to the Help Desk for the purpose
473 of completing the CSS.
474 d. I understand that instances of such conduct will be construed as an unethical act and may
475 result in punitive actions.
476 C. PERFORMANCE REQUIREMENTS
477 1. Pickup and Delivery Dates:
478 a. When a shipment is accepted at origin, I agree to meet the specified pickup date
479 and will deliver the shipment on or before the RDD as stated on the BL.
480 b. Shipments will not be scheduled by PPSO or me for pickup or delivery on
481 Saturdays, Sundays, U.S. holidays, or foreign national holidays unless there is a
482 mutual agreement between the customer, PPSO, and the TSP.
483 c. I will ensure my offices are staffed at all times with personnel reasonably
484 available to respond to government or customer inquiries during normal working
485 hours of 0800-1700.
486 d. I will maintain a customer support capability for issues pertaining to a customer’s move
487 from 0800-1700 Monday - Saturday during peak moving season (15 May through 31
488 October), except U.S. holidays, or foreign national holidays. Customer support hours will
489 be based on the customer’s location/time zone. I will ensure that the customer or
490 government receives a response to a voicemail or call within the same business day and
491 that wait times do not exceed 20 minutes.
492 e. I agree to assign, during initial communication with each customer, a single POC
493 responsible for coordination and communication throughout all phases of the
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494 move. The POC’s contact information will be maintained throughout the entire
495 shipment process and until all associated actions are final.
496 f. For ease of understanding all documentation/communication with the DoD
497 customer must reflect the clear name of the TSP on the Bill of Lading.
498 g. I will not begin pickup or delivery at the customer’s residence before 0800 hours
499 or after 1700 hours without prior approval of the customer.
500 h. I agree to provide information on the afternoon preceding the scheduled pack,
501 pickup or delivery dates as to whether the service will be performed in the
502 morning (0800 to 1200) or in the afternoon (1200 to 1700) of the following day.
503 i. I further agree I must not begin any service that will not allow completion by
504 2100 hours without prior approval of the customer.
505 j. Pre-Move Survey:
506 (1) I agree to perform pre-move survey on all shipments, either in residence,
507 virtually (with customer’s consent; e.g. email or software consent) or
508 telephonically.
509 (2) I will conduct a pre-move survey (electronic or physical) and provide the
510 government and customer weight estimates on all shipments five (5) days
511 from accepting shipment but NLT nine (9) days prior to the first scheduled
512 pack/pickup date, whichever is later. For shipments ordered less than nine
513 (9) days prior to first scheduled pack/pickup date, weight estimates must be
514 provided NLT three (3) days prior to first scheduled pack/pickup date. For
515 shipments ordered less than three (3) days prior to the first scheduled
516 pack/pickup date, weight estimates must be provided NLT one (1) day prior
517 to first scheduled pack/pickup date.
518 (3) I agree to make initial contact with the customer within three (3) GBDs of
519 shipment award date to provide the customer with contact and pre-move
520 information, including on shipments originating from non-temporary storage
521 (NTS).
522 (4) Subject to the customer’s availability, I agree to complete the pre-move
523 survey and update DPS with pre-move survey data (estimated weight, agreed
524 upon pack/pickup dates, and delivery date information) as soon as possible
525 but NLT three (3) GBDs prior to the pickup date (NLT one (1) GBD prior for
526 short fuse shipments).
527 (5) I agree to contact local quality assurance immediately upon discovering any
528 concerns with the condition of the customer’s residence during the pre-move
529 survey.
530 k. Shipment Arrival/Delivery/Delays:
531 (1) I agree to remain in contact with the customer to ascertain if delivery is
532 possible and upon arrival at destination, I agree to record the arrival and/or
533 delivery in DPS and to notify and coordinate delivery of the HHG with the
534 customer. If I am unable to contact the customer during the allowable time
535 as outlined in the applicable 400NG and/or IT, or in the event the delivery
536 cannot be accomplished, I agree to submit a request for storage approval via
537 DPS.
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538 (2) I agree that I will notify the customer of shipment in-transit visibility
539 information upon the arrival or departure of the property from any in-transit
540 facility, storage facility, port of embarkation, port of debarkation or change in
541 estimated arrival. This notification will include the status, location and
542 updated estimated date of arrival at destination. This notification will occur
543 within one business day of the arrival, departure or change in estimated
544 arrival at destination.
545 (3) 24-hour Notification:
546 1. I will provide customer 24-hour notice for delivery, and cannot deliver a
547 customer’s personal property to SIT without customer approval unless two (2)
548 documented unsuccessful attempts to contact the customer are made six (6) hours
549 apart. I must ensure all dates are correct and updates made in system within 24-
550 hours.
551 a. I will provide the customer 24-hour notice prior to or after shipment arrival at
552 destination.
553 b. I cannot deliver a customer’s personal property to SIT without customer
554 approval, unless two (2) documented unsuccessful attempts to contact the
555 customer are made six (6) hours apart.
556 c. Loose Load Shipments: Prior to arrival at destination, I must provide the
557 FADD, contact information (phone number(s), email(s), hours of operation),
558 and inform the customer they have 24 hours from the “first" notification to
559 respond. After each notification, I will immediately update DPS Shipment
560 Management Remarks. If the customer is available for delivery, I will
561 immediately update DPS with the scheduled delivery date. Once I have
562 confirmed with the customer, they are not available to accept delivery or if the
563 24 hours has expired and the shipment is at destination, I may submit a request
564 for SIT approval in DPS for the FADD.
565
566 NOTE: In the event a scheduled delivery date is confirmed I will arrive the
567 shipment in DPS and enter the scheduled delivery date regardless of shipment
568 location.
569 d. Containerized Shipments: Upon arrival at destination, I must arrive shipment
570 in DPS, then contact the customer within 24 hours and provide the FADD,
571 contact information (phone number(s), email(s), hours of operation), and
572 inform the customer they have 24 hours from the “first" notification to
573 respond. After each notification, I will immediately update DPS Shipment
574 Management Remarks. If the customer is available for delivery, I will
575 immediately update DPS with the scheduled delivery date. If I document
576 confirmation with the customer that they are not available to accept delivery or
577 if the 24 hours has expired, I may submit a request for SIT approval in DPS for
578 the FADD.
579 e. SIT cannot start on weekends and/or holidays.
580 f. If PPSO determine the TSP did not provide a 24-hour notice to the customer
581 before placing shipment in SIT, PPSO will deny the SIT and delivery out
582 charges.
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583 (4) When I know for any reason it will be impossible for me to meet the
584 scheduled pickup date or to have the shipment at destination on or before the
585 RDD, I agree to notify the customer at the earliest practicable time, advising
586 them of the new pickup date or the estimated arrival date and inconvenience
587 claim guidance. In addition, I agree to update DPS with the following prior
588 to the missed pickup date and/or before expiration of the RDD:
589 (a) New scheduled pickup date
590 (b) For missed RDDs
591 1. Last known location of the shipment
592 2. Cause for delay and new ETA
593 l. Pickup Spread Dates:
594 (1) For scheduling of personal property shipments, I understand the government
595 authorizes the use of spread dates, consisting of seven (7) consecutive calendar days
596 for standard awards, and three (3) consecutive calendar days for short fuse.
597 (2) The first day of the date spread will be entered in the ‘Requested Pickup Date’ field in
598 DPS. The last day of the date spread will be seven (7) consecutive calendar days after
599 the requested Pickup Date for standard awards, and three (3) consecutive calendar
600 days after the requested Pickup Date for short fuse awards.
601 (3) I will confirm the agreed pickup date within the spread dates with the customer based
602 upon the days of advance award notification.
603 a. For short fuse shipment awards, I shall confirm the pickup date within 1 calendar
604 day from date of shipment acceptance.
605 b. For all other shipments, I will confirm the agreed pickup date within 3 calendar
606 days from date of shipment acceptance.
607
608 (4) I will document the agreed pickup date, and the customer’s acceptance in DPS within
609 3 Government Business Days or 24 hours prior to shipment pickup whichever is sooner.
610 2. Preparation of Articles:
611 a. I understand all articles having surfaces liable to damage by scratching, marring,
612 soiling, or chafing must be wrapped at time of loading at residence in textile or
613 paper furniture pads, covers (other than burlap), or other acceptable wrapping
614 materials.
615 b. Items of unusual nature such as, but not limited to, wall units, water beds,
616 grandfather clocks, hot tubs, pool tables, pipe organs, wall-mounted or flat-panel
617 TVs, and satellite dishes which may require special service by a third party
618 require PPSO pre- approval (see 400NG or IT). I may refuse waterbeds not
619 properly drained and other items not prepared by the customer as required in the
620 It’s Your Move pamphlets in Appendix K/K2 of the DTR Part IV.
621 c. I agree to disassemble at the point of origin all the items of personal property that,
622 in my judgment, require disassembly to ensure safe transport and delivery at the
623 destination, except items that are outdoors, such as swing sets, other playground
624 equipment, television and radio antennas, and similar articles. I also agree to
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625 utilize the services of reputable professionals with a proven record of satisfactory
626 performance.
627 d. All nuts, bolts, screws, small hardware, and other fasteners removed from articles
628 for shipment must be properly affixed/packaged to allow for reassembly at
629 destination. If packaged separately, items must be properly inventoried and cross-
630 referenced to the associated inventory item in which the hardware belongs (i.e.,
631 “Nuts, bolts, screws for Inventory #55 - Baby Crib”).
632 3. Packing Requirements:
633 a. Packing:
634 (1) I understand I am liable and responsible for all packing.
635 (2) I have the responsibility to inspect all pre-packed goods to ascertain the
636 contents, condition of the contents, and only articles not otherwise prohibited
637 by the Tariff/Tender are contained in the shipment.
638 (3) When I determine goods require repacking, such packing must be performed
639 by me. I agree to use quality commercial practices in selecting packing
640 materials, and agree to use containers that meet military specifications when
641 required.
642 b. Materials:
643 (1) I understand all materials must be new or in sound condition and new material
644 must be used for mattresses, box springs, linens, bedding, and clothing.
645 (2) When allowed and if material is not new, all markings pertaining to any
646 previous shipment must be completely obliterated. Cartons lacking a
647 manufacturer’s certification are not authorized.
648 (3) Egg, fruit and vegetable crates, and similar types of containers will not be
649 used.
650
651 4. Manner of Packing:
652 a. All packing must be performed in a manner requiring the least cubic measurement,
653 producing packages that must withstand normal movement and at a minimum of
654 weight.
655 b. At the customer’s request, articles may be packed in original containers when
656 furnished by the customer, provided the containers are considered in good
657 condition for shipping purposes.
658 c. Linens, Clothing, Draperies, and Lightweight Items. I understand small,
659 lightweight, unbreakable items (e.g., clothing items, linens and items normally
660 kept in drawers) may remain in drawers instead of being removed and packed.
661 When not considered as safe for carriage in drawers, chests, dressers, trunks, these
662 and similar items must be packed separately. Clothing normally on hangers in
663 closets and draperies must be packed in wardrobe cartons subject to the following:
664 (1) Upright wardrobes will be used for Code D shipments.
665 (2) Flat wardrobes will be used for all containerized shipments, except when
666 upright wardrobes are requested by the customer.
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667 (3) Hangers will be removed from clothing packed in flat wardrobes.
668 (4) For final line-haul delivery out of NTS, the wardrobe used for storage is
669 acceptable and no transfer is necessary.
670 d. These articles must be wrapped and packaged in a crate or fiberboard carton:
671 (1) Mirrors, Pictures, and Paintings (Glass-Faced or Other Than Glass Faced
672 Paintings),
673 (2) Glass or Stone Table Tops, and Similar Fragile Articles Requiring Crating or
674 Similar Protection.
675 e. I understand, prior to performing accessorial crating services I must obtain
676 authorization from the PPSO. I further understand that internal crating
677 authorization is not permitted for shipments moving internationally when packing
678 and crating services are included in the transportation single factor rate.
679 f. Rugs and rug pads must be properly rolled, (not folded) for shipment and
680 must not be folded or bent to an extent causing damage to the rug.
681 g. Privately Owned Firearms (POFs):
682 (1) I will ensure all POFs are removed from safe (if applicable) and packaged separately
683 and inventoried IAW paragraph C.5 below.
684 (2) I am responsible to comply with appropriate local, state and country laws in the
685 transport of firearms, including applicable interstate and international transport
686 requirements.
687 (3) I will ensure that my agents pack firearms and not place conspicuous page markings
688 indicating firearms or label cartons with firearms, and I will comply with firearm
689 packing and labeling requirements outlined in the IT.
690 (4) For international containerized shipments only, I will ensure all POFs will be placed in a
691 number one (1) external shipping container and positioned so that POFs are readily
692 accessible for examination by customs officials, when required, and the container sealed
693 at customer’s residence.
694 (5) I will comply with the following provisions of Public Law 103-159, Brady Handgun
695 Violence Protection Act and the Personal Property Consignment Instruction Guide
696 (PPCIG).
697 (a) Marking the outside of any package, luggage, or other container indicating that the
698 package contains a firearm is prohibited. This does not exclude attaching
699 documentation in a sealed envelope to a box/container of HHGs.
700 (b) Written acknowledgement of receipt from the recipient of any package containing a
701 firearm is required. Signatures can be on a bill of lading, inventory, or TSP-
702 generated receipt. Signatures are only required at the time of delivery, (i.e., not
703 required at intransit points as shipments move between TSPs and agents).
704 h. Books will be placed in cartons or boxes. All books of similar size will be
705 packed vertically together in rows. Padding will be inserted between rows and
706 packed tightly to fill out the carton or box and to prevent chafing. Books
707 normally will be packed in a 1.5 cubic foot carton and not more than two rows
708 high.
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