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MILITARY & GOVERNMENT AFFAIRS PANEL Wednesday, October 8 th , 2013 1:30pm – 3:30pm

MILITARY & GOVERNMENT AFFAIRS PANEL Wednesday, October 8 th , 2013 1:30pm – 3:30pm. MARGARET “PEG” WILKEN Vice Chair, IAM Executive Committee Chair, IAM Government & Congressional Affairs Committee Vice President of Government Traffic , Stevens Forwarders Inc. KIM J. CHANCELLOR

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MILITARY & GOVERNMENT AFFAIRS PANEL Wednesday, October 8 th , 2013 1:30pm – 3:30pm

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  1. MILITARY & GOVERNMENT AFFAIRS PANEL Wednesday, October 8th, 2013 1:30pm – 3:30pm

  2. MARGARET “PEG” WILKEN Vice Chair, IAM Executive Committee Chair, IAM Government & Congressional Affairs Committee Vice President of Government Traffic, Stevens Forwarders Inc.

  3. KIM J. CHANCELLOR Traffic Management Specialist/COTR Employee Relations Resource Center (ERRC) U.S. General Services Administration

  4. GSA’s Household Goods Programs Kim Chancellor GSA Employee Relocation Resource Center Kim.Chancellor@gsa.gov

  5. GSA’s Program Highlights • Centralized Household Goods Traffic Management Program (CHAMP) • Schedule 48, Move Management Services • Extended Storage Program

  6. GSA’s Household Goods Programs • Centralized Household Goods Traffic Management Program (CHAMP) – • Tender-based program • Civilian HHG moves (non-DOD) • Domestic & nternational(over 200 countries) • HTOS: Document providing rules/provisions of handling Government shipment • Request for Offers (RFO): solicitation notice for Transportation Service Providers • GSA-01 tariff • Solicit rates for HHG, unaccompanied air baggage, and personally owned vehicles

  7. CHAMP Numbers • Active Domestic TSPs: 210 • Active International TSPs: 91 • Of those TSPs, a combined 142 currently have active rates on file. • FY13 – over 75 Federal agencies used CHAMP to move employees • State Dept is CHAMP’s largest agency customer

  8. GSA’s Relocation Schedule 653-7 • 653-7, Move Management Services (MMS) • Transferee entitlements, pre-move counseling, carrier selection, Bill of Lading preparation, shipment booking, claims assistance, on-site quality control • Contract procurement, under the rules of the Federal Acquisition Regulations (FAR) • Commercial discounted pricing • 26 contractors offering MMS • FY13 – 7,500 shipments reported • www.gsa.gov/tdrs or e-mail onthego@gsa.gov

  9. Phases of Extended Storage • Phase 1 – • Packing, loading & draying the shipment into the warehouse • Effective date November 1, 2013 • Phase 2 – • Delivery out & unpacking • Effective date May 1, 2014

  10. Requirements to Participate • Must be a CHAMP approved TSP • New performance bond = $20,000 • New Trading Partner Agreement (TPA) signed • File rates for extended storage • Recommend CHAMP rates be filed

  11. Extended Storage Info - Phase 1 • A TSPs current scope will be used for extended storage • Rates will be solicited on a per State basis, similar to the CHAMP-Int’l program • CSI scores will not carry over • Query screen will be sorted by price (i.e. Value Index score) • Non-alternating SRO codes: EXSTG & CCNTL

  12. Charges for Extended Storage – Phase 1 • Rates solicited based on per hundred weight (per 100 lbs of the shipment) • Packing/Loading/Drayage – services combined • Fuel within 50 miles from origin - warehouse • Warehouse Handling contains “In” Charges – one time charge • Specific accessorial services combined into rate • Coverage area is domestic CONUS, including points within Alaska

  13. Delivery Out of Extended Storage • Phase 2: (in progress) • Delivery out rates include: line haul from Section 3 of the GSA-01 (when shipment is delivered 50+ miles) • Discount offered will be displayed in TMSS, similar to surface charges in CHAMP • Fuel surcharge is applicable on delivery out • ??How to handle unpacking charges; accessorial services; and warehouse handling “out”?? • ??How to solicit rates (such as traffic lanes)?? • Screen shot - - - next slide

  14. FAQs Can an SIT shipment be converted to extended storage? Yes, if the Govt is paying the costs. Costs will only include the monthly storage rates. What happens when the shippers extended storage time has expired and the goods are still in storage? The agency should provide the TSP with a 30 day notice of expiration. If the goods are still in storage, the employee will be responsible for the additional days. Amount should be pro-rated at full valuation. Can a TSP store a shipment at a different location for convenience? Yes, with agency approval. However, if a closer facility is available, storage charges will be based on the nearest facility. Can the shipper store a boat in extended storage? Boats, trailers, airplanes, & vehicles are excluded from the XTOS. Similar type items, such as jet skis, may be stored with the approval of the agency.

  15. FAQs Continued I have a shipment in storage for 18 months. How should I bill the agency? The agency will determine & communicate the time frame to invoice for services. The 1st invoice shall not be submitted greater than 1 year from the date services began. What supporting documentation do I need to include with my invoice? May include, but is not limited to: Copy of the pre-move survey; Weight tickets; Extended storage authorization; Authorizations for approval of additional services; Advanced charges; Miscellaneous charges; DD Form 619, 619-1, or other comparable commercial form; Original Bill of Lading

  16. FAQs Continued • What services are included for delivery out of extended storage? Phase 2 will include delivery out, unpacking, handling of debris removal, etc. • Must a shipment be delivered to a residence? No. A shipment can be delivered to an alternate location listed on the Bill of Lading. • Are all accessorial charges inclusive in the rates? No. Specific accessorials require agency approval, and are listed in the current Request for Offers.

  17. FAQs continued • How long does a shipper have to file a claim? Concurrent with CHAMP, the owner has 75 days to file a written claim. After 75 days, the burden of proof shifts to the owner/agency to prove the damage occurred while in the TSP’s possession. Per the Federal Management Regulations (FMR) 102-118.460, an agency has up to six year to file a loss/damage claim. • May a shipper purchase additional valuation above the full valuation amount of $6? Yes. The cost will be .85/.18 cents per $100 of additional valuation.

  18. FAQs continued • What types of storage facilities are approved under the XTOS? Warehouses that maintain liability insurance consistent with commercial practices, or an approved DOD/DOS certified warehouse. • Other criteria: All facilities & warehouses must not be in or near a flood plain area. All facilities & warehouse must physically be located within CONUS or Alaska. All facilities & warehouses shall be within 50 miles from the origin municipality (unless approved).

  19. Industrial Funding Fee (IFF) • Extended storage IFF paid per applicable quarter to GSA, as with the IFF for CHAMP shipments • 2.50% of the net shipment charges billable to the Government, to include the following services: packing, loading, drayage, warehouse handling in charges, & first month of extended storage. • Extended storage & CHAMP IFF may be sent together, with explicit instructions on which IFF is for each program.

  20. Extended Storage Reporting • Shipment reports will be filed electronically in TMSS in a separate module. • Reporting will be completed in TMSS • Reporting elements will include: • State of storage location • SCAC • Dates of packing & into extended storage • Type (EXSTG or CCNTL) • Reporting year/quarter • Agency FAIC • Employee last name • Amount invoiced to agency per quarterly basis • Screen shot - - - next slide

  21. Assistance from Industry • Phase 2, Delivery out of extended storage • Unpacking • Accessorials • Common commercial practice • Practical / Competitive • Kim.Chancellor@gsa.gov

  22. THANK YOU QUESTIONS???

  23. DONNA JACK Chief, Audit Policy & Review Branch Transportation Audits Division U.S. General Services Administration

  24. U.S. General Services Administration. Federal Acquisition Service.IAM Annual MeetingMilitary and Government Affairs PanelDonna JackTransportation Audits Division, GSAOctober 2013

  25. Agenda • Household Goods Offsets • Web-Protest Program • Top 5 Overcharges • Key Audit Issues • TARPs System Glitch • Shuttle NOCs • Protests

  26. Status of DoD Household Goods Offsets • Up to date on entering Overcharges • If you have an agreement on file with GSA no overcharges are being entered • If you do not agree with overcharge… Dispute it!

  27. Web Protest Program (Web-TARPS) • GSA developed a process in which Transportation Service Providers (TSPs) can log in their own overcharge protests into the TARPS system via the internet • Apr 11, 2012 - First protest was entered into TARPS by the TSP and backup documentation was received in TSP protest mailbox • Jul 31, 2012 - GSA extended the opportunity to participate to all TSPs • To date, 351 TSPs are participating (329) are HHGs • Anyone interested in participating contact Monique.duncan@gsa.gov • or (703) 605-2881

  28. Top Issues Weight Adjustments

  29. What TSPs can do to avoid overpayments • Ensure rates, dates, weights, origins and destinations are correct on invoices • Ensure data in shipper system and payment system matches • Work with shipper to ensure data is accurate • Provide documentation or data to support billings • Provide shipment information in notes section in systems

  30. Key Audit Issues • Transportation Accounts Receivable/Payment System Glitch • GSA recently discovered, due to a system glitch, 1285 Notices of Overcharge (NOCs) were closed in TARPS indicating GSA has received payment from Transportation Services Provider (TSPs) • GSA has not received payment for these transactions • GSA is in the process of reversing the status on these transactions • TSPs are liable for paying or disputing these transactions • TSPs will be notified of the NOCs involved

  31. Key Audit Issues • Shuttle Notices of Overcharge • Shuttle service incorrectly applied to/from Storage • Short distance pickup/delivery by local agent • GSA is working with SDDC to determine proper interpretation of • rate applications/governing provisions • GSA will provide direction to contract auditors when a decision is • made

  32. Key Audit Issues • Protesting Notice of Overcharge (NOC) • Must protest an NOC or offset action will occur • Protest must come to GSA, not SDDC • Can only submit 2 protests • If protest is denied and funds are collected, TSP can file a claim • to GSA • If claim is denied, TSP can present claim to CBCA

  33. Points of Contact

  34. Questions?

  35. CHARLES OLDEN Branch Chief, Transportation Management Transportation & Travel Management U.S. Department of State

  36. Transportation and Travel Management Division Charles Olden Branch Chief, Traffic Management Washington, DC Department of State 38 38

  37. What do we do? The Department of State Transportation Division supports customers worldwide. Our clients, both overseas and domestic, are primarily Department of State Foreign and Civil Service employees, but they may also be members of other U.S. Government Agencies involved in foreign affairs and operations. The Department of State (DOS) maintains about 262 diplomatic and consular posts. 39 39

  38. What did we do in 2012? • 30,000 Personal Effects (PE) shipments. • 13,000 door to door PE shipments • Approx 36.5 million pounds of long-term personal property storage • 20,000 Official shipments (supplies, materials, furnishings, official vehicles) 40 40

  39. Locations E.L.S.O. D.A. Seattle D.A. N.Y. D.A. BALTIMORE DC HQ. Brownsville D.A. Miami 41

  40. International Shipping Methods • Transportation Operations utilizes two methods for the shipment of Household Effects: • The preferred method is the • International Through Bill of Lading Program (ITGBL) • The alternate method of shipping is the • Direct Procurement Method (DPM) 42 42

  41. Why is the ITGBL method preferred? • Cost effective • One stop shopping • Fiscal responsibility and accountability • Visibility • Overall best value in today’s economy • Reduction of paperwork at Post • Insurance • Replacement valuation included • Maximum liability is $8.50 times the net weight of the shipment; caps at $153K for an 18,000 Lb shipment 43 43

  42. Best Value All our contracts and tenders of service require service providers to meet both low cost and high quality. 44

  43. Important Quality Elements • The ITGBL program is divided into four critical quality elements • Performance of physical services • Established Transit Times (RDD) • Reporting Requirements • Communications • TSP is expected to meet all critical elements 45 45

  44. Performance Metrics Customer Satisfaction Surveys Missed RDD analysis Issue Log for recording all service failures and successes Inspection teams in the DC area and abroad Response to service failures and challenges Claims report 46

  45. Transit Time Requirements • DOS has specific requirements under GSA RFO • Section 3 • The RFO contains a list of transit requirements and an explanation on how to calculate transit times • Required transit times for surface shipments are listed in the RFO • Transit times are evaluated every 2 years • Air shipments have an 18 day transit requirement 47 47

  46. AddedValue Important Quality Factors • DOS has specific requirements under GSA RFO Section 3 • New liftvans that meet USDA/APHIS WPM (Wood Packaging Material) ISMP 15 guidelines • Triwalls (not to exceed 15 cuft) for airfreight • Punctual arrival to residence • Customer friendly and efficient crews • Minimum of one English speaking crew member with the ability to communicate with any crew members that do not speak English 48 48

  47. Communications • Employee • Embassy • Booking DA 49 49

  48. Destination Agents • Throughout the year we receive changes to the list of agents from all Posts. We consolidate this list once a year and provide it to GSA for inclusion in the RFO. • Contact the Embassy or Consulate if you are a local, or overseas agent, interested in doing business as an origin or destination agent for DOS door to door shipments. • Overseas agents that are not on the GSA RFO under section 9 cannot be utilized for State shipments. 50 50

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