2021 DP3 TOS XX XXX 2021

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1 2 3

Defense Personal Property Program (DP3) 4

Tender of Service (TOS) 5 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

2021 DP3 TOS XX XXX 2021

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8 9

TABLE OF CONTENTS 10 LIST OF CHANGES ................................................................................................................ 4 11

A. QUALIFICATIONS ........................................................................................................... 8 12

General .............................................................................................................................. 8 13

TOS.................................................................................................................................... 8 14

Unethical Acts ................................................................................................................... 8 15

B. MUTUAL AGREEMENTS/UNDERSTANDINGS ......................................................... 9 16

Service ............................................................................................................................... 9 17

Personnel ........................................................................................................................... 9 18

Through Responsibility ..................................................................................................... 9 19

Reports ............................................................................................................................. 10 20

Pickup at or Delivery to a Military Terminal .................................................................. 10 21

Use of a DoD-Approved Alternate TSP .......................................................................... 10 22

Tracing Shipments ........................................................................................................... 10 23

Storage in Transit (SIT) ................................................................................................... 10 24

Weighing of Shipments ................................................................................................... 10 25

Removal of Property from Facilities Disapproved by the PPSO ..................................... 12 26

Loss or Damage ............................................................................................................... 12 27

Inconvenience claim ........................................................................................................ 12 28

Statement of Accessorial Services Performed ................................................................. 15 29

Shipment Inspection by PPSOs ....................................................................................... 15 30

Billing Procedures ........................................................................................................... 15 31

International Shipments ................................................................................................... 15 32

Unusual Occurrences ....................................................................................................... 16 33

Third Party Declaration ................................................................................................... 16 34

Force Protection............................................................................................................... 17 35

Customer Satisfaction Survey Language Prohibition...................................................... 17 36

C. PERFORMANCE REQUIREMENTS ........................................................................... 18 37

Pickup and Delivery Dates .............................................................................................. 18 38

Preparation of Articles .................................................................................................... 21 39

Packing Requirements .................................................................................................... 21 40

Manner of Packing .......................................................................................................... 22 41

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Inventory ......................................................................................................................... 23 42

Overflow Shipments ....................................................................................................... 25 43

Containers ....................................................................................................................... 25 44

Documents Provided the PPSO/Aerial Port .................................................................... 27 45

Documents Provided to the Customer ............................................................................ 27 46

SIT .............................................................................................................................................. 28 47

Unloading and Unpacking at Destination ....................................................................... 28 48

Recording Loss and Damage .......................................................................................... 29 49

Quality Control Program ................................................................................................. 29 50

D. CERTIFICATION ............................................................................................................ 29 51

Violations ........................................................................................................................ 29 52

Terms and Conditions ..................................................................................................... 29 53

FIGURE B-1. DD FORM 619 – STATEMENT OF ACCESSORIAL SERVICES 54 PERFORMED ........................................................................................................................ 31 55

FIGURE B-2. NOTIFICATION OF LOSS OR DAMAGE AT DELIVERY .................. 32 56

FIGURE B-3. NOTIFICATION OF LOSS DAMAGE AFTER DELIVERY ................. 33 57

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LIST OF CHANGES 58

Version Description Revision Date Page #s

2019 Change

1

- Formatting throughout the entire document o Font, Size, Page Numbering and Version Control

- Cover Page - Table of Contents - List of Changes Sheet - A. Qualifications:

o TOS: Referred to USTRANSCOM J4-H as TCJ4-H

throughout document starting para. 4 - B. Mutual Agreements/Understandings:

o 2. Personnel: Para. was broken into 4 paras (a-d)

o 9. Weighing of Shipments: 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) b. Lost Certified Weight tickets: Created header

and Para. broken into 3 paras. (1-3) o 12. Inconvenience Claim: g. Expenses: Para. 5 was broken into 2 para and

following para. was renumbered o 13. Statement of Accessorial Services Performed: Para was broken into 3 paras. (a-c)

- C. Performance Requirements: o 1. Pickup and Delivery Dates: a. Para. was broken into 8 paras (a-h) and

following paras was renumbered b. Pre-Move Survey: Para. was given a header

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)

o 3. Packing Requirements: a. Packing: Para. was given a header and was

broken into 3 subparts (1-3) b. Materials: Para. was given a header, was

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

letters changed g. Firearms: Created header and divided para

into 3 subparts

6 May 19 Pg. 1 Pg. 2 & 3 Pg. 4 & 5 Pg. 6

Pg. 7 Pg. 8

Pg. 8 Pg. 9

Pg. 9

Pg. 11

Pg. 12

Pg. 13

Pg. 14 Pg. 14

Pg. 14

Pg. 15 Pg. 15

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60 o 5. Inventory:

2. Para. broken into 2 paras. (2 & 3). Following paras. renumbered

9. PBP&E: Para. divided into 5 subparts (a-e) o 7. Containers: Para. broken into 5 paras. (a-e), the

(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

letters updated o 10. SIT: 3. Identification: Removed Code 5

o 11. Unloading and Unpacking at Destination: c. Para divided into 2 paras (c-d) following para

letter was updated c. Para divided into 2 paras (e-f)

- D. Certification: o 2. Effective Date information: Moved to pg. 5 under

TOS (1) o Terms and Conditions are (2) o b. General Instructions and Administrative

Directions: Removed (1) and merged with heading - Figure B.1 DD Form 619 – Statement of Accessorial

Services Performed: Removed and replaced with the Approved DD 619 (OPM No. 0704-0531) copy

Pg. 16

Pg. 17

Pg. 19

Pg. 20

Pg. 21

Pg. 5

Pg. 22

Pg. 22 Pg. 23

2020 - A. Qualifications: o TOS: Administrative updates

- B. Mutual Agreements/Understandings o 2. Personnel: Added paras (a, b, and c) o 9. Weighing of Shipments: Para a 2. Reweighing: Paras (a and c) b. Lost Certified Weight Tickets: Para 3

o 11. Loss or Damage: Paras (d and e) o 12. Inconvenience claim: Paras a, b, c (1-4)

- C. Performance Requirements: o 1. Pickup and Delivery Dates: Para d o j. Pre-Move Survey: Para 2 o k. Shipment Arrival/Delivery/Delays: Para 2 and 3 o 4. Manner of Packing: g. Firearms: Para 2

- Figure B-2 Notification of Loss or Damage AT Delivery: o Changed 75 days to 180 days

- Figure B-2 Notification of Loss or Damage AFTER Delivery: o Changed 75 days to 180 days

9 Dec 19 Pg. 6

Pg. 7 Pg. 8 Pg. 9 Pg. 9/10 Pg. 10 Pg. 10/11

Pg. 13/14 Pg. 14 Pg. 15

Pg. 17 Pg. 26

Pg.27

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62 2020

Change 1

- A. QUALIFICATIONS o 1. Para b. TOS (2); Change “Chief” to “Director”

- B. MUTUAL AGREEMENTS/UNDERSTANDING o 12. Inconvenience claim:

Para a; added “(i.e. to include short fuse shipments)

Para b; Removed 2nd sentence “Contact by the customer….”

Para c. Reimbursement; (1-4) Rewritten removing lodging per diem and down to three paragraphs versus four.

Para d. “Not Responsible for inconvenience claim If:” was moved to become para “g” and titled “I understand that I am not liable for an inconvenience claim payment if:”

Para e. SIT (1-3) Reworded into two paragraphs

Para f. Actual Expenses; Reworded with UB 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

“either in residence, virtually (with customer’s consent; e.g. email or software consent) or telephonically.”

Para j. (2) Change, added “five (5) days 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 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

Shipping Label (2DMSL)” requirement.

3 Jan 2020 Pg 7

Pg 11

Pg 11

Pg 11-12

Was Pg. 12 moved to Pg 13

Pg. 12

Pg 12-13

Pg 15

Pg 15

Pg 15

Pg 21-22

2020 Change

2

- B. MUTUAL AGREEMENTS/UNDERSTANDING o 12. Inconvenience claim:

New Para b. Added definition of IC Para c changed to d. Reimbursement; (1) (2)

Added guidance clarifying customer must file a claim, details on calculating amounts

Para f changed to g. Actual Expenses; Reworded to emphasize groceries are not

17 Jan 2020 Pg 12

Pg 13

Pg 14

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64 part of an IC and lodging and meals are only

considered by exception. Para g changed to h. (Not responsible)

moved language from previous f on residence

Pg 15

2021 - Table of Contents o Added Third Party Declaration to B

- B. MUTUAL AGREEMENTS/UNDERSTANDING o Added New Language to Para B.11.e. - Real

Property Damages o Added New Language Para B.12.a –

Inconvenience Claim o Added New Language Para B.12.d. –

Inconvenience Claim Reimbursement o Added New Language Para B.12.e. –

Inconvenience Claim for Delivery Out of SIT o Added New Language Para B.12.g. – Not Liable

for Inconvenience Claim o Added New Language and Para B.12.h. -

Inconvenience Claim: Report o Added New Para B.12.i. - Inconvenience Claim:

Turn back Shipments by TSP o Added New Language Para B.17. – Unusual

Occurrences o Added New Para B.18. – Third Party Declaration o Added New Para B.19. – Force Protection o Added New Para B.20. CSS Language Prohibition

- C. PERFORMANCE REQUIREMENTS

o Added New Language Para C.1.d. - Pickup and Delivery Dates

o Added New Language Para C.1.k.(3) – Customer 24-hour Notice for Delivery

o Added New Para C.1.l. - Pickup Spread Dates o Added New Language Para C.4.g – Privately

Owned Firearms (POFs) o Added New Para C.7.h. – Tamper Evident Seals o Added New Para C.9.c. – Inconvenience Claim

Form

Pg 4

Pg 12

Pg 12

Pg 13 Pg 14 Pg 15 Pg 15

Pg 15

Pg 16 Pg 16

Pg 16 Pg 17

Pg 18

Pg 19

Pg 20 Pg 20

Pg 22 Pg 27

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A. QUALIFICATIONS 66

1. General: 67

a. Gender: The first person singular pronoun is used throughout this TOS and refers 68 to a person, partnership, or corporation submitting such tender. 69

b. TOS: 70

(1) I understand this TOS, International Tender (IT), and Domestic Tariff 71 (400NG) are binding for shipments with a pickup date of 15 May 2020 or 72 later for applicable DP3 shipments I accept including shipments on Bill of 73 Lading(s) BLs, or purchase orders, and will form a part of the conditions 74 thereof. 75

(2) I will submit to the Director, Defense Personal Property Program United 76 States Transportation Command USTRANSCOM J9, the Electronic TOS 77 Signature Sheet (ETOSSS) certifying I have read and understand the terms 78 and conditions and agree to provide service as set forth in this TOS. I will 79 retain the actual TOS for my files. 80

(3) I understand submission of this ETOSSS, hereafter referred to as Tender, is a 81 prerequisite to my consideration for Department of Defense (DoD) approval 82 for the movement of personal property; it does not obligate the government 83 in the distribution of traffic; and such submission indicates I consider myself 84 to be qualified, willing, and able to accept shipments from military activities 85 and seek such shipments under the terms set forth herein. Changes, 86 additions, and deletions are effective upon receipt of notification unless 87 specifically stated otherwise. 88

(4) I agree to comply with all requirements of the DP3 Transportation Service 89 Provider (TSP) Qualification Program as prescribed by USTRANSCOM J9. 90

(5) I agree to maintain up-to-date documentation with the Department of 91 Transportation and State requirements to operate as a motor carrier or freight 92 forwarder. This includes the ETOSSS, Certificate of Independent Pricing 93 (CIP) and Certificate of Responsibility (COR), and all additional required 94 certifications. 95

c. Unethical Acts: I agree the ETOSSS is signed with knowledge of the law that 96 whoever, in any matter within the jurisdiction of any department or agency of the 97 United States, knowingly and willfully: 98

(1) Falsifies, conceals, or covers up by any trick, scheme, or device, a material 99 fact; 100

(2) Makes any false, fictitious, or fraudulent statements, or representation; or 101

(3) Makes or uses any false writing or document knowing the same to contain any 102 false, fictitious, or fraudulent statement or entry will be subject to the 103 provisions of this Tender (to include punitive action) and the penalties 104 prescribed in the criminal law of the United States (i.e., 18 U.S.C. § 1001, 105 Statements or Entries Generally). 106

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107 B. MUTUALAGREEMENTS/UNDERSTANDINGS 108

1. Service: I will use established quality commercial practices to provide service In 109 Accordance With (IAW) the provisions of this Tender. If requested by 110 USTRANSCOM J9 or DoD quality assurance inspectors, I will provide operating 111 procedures or established company standards as needed. USTRANSCOM J9 will 112 protect such information as requested as some of the data or information may be 113 deemed proprietary. 114

2. Personnel: 115

a. I will ensure a background check is conducted, in accordance with industry 116 standards and at my expense, on all personnel whose role involves interacting 117 with a DoD customer. 118

b. I will make employment records available to the DoD upon request, to the extent 119 allowed by law. The DoD has the right to prevent certain employees from 120 performing due to an unfavorable background check. 121

c. I will ensure all persons interacting with DoD customers on and off base meet the 122 specific requirements for local installation access as listed in DoD Manual 123 5200.08 (see https://www.esd.whs.mil). 124

d. I will use only personnel qualified in their assigned duties in the handling of 125 personal property. Company representatives must present a clean, professional 126 appearance. 127

e. I will ensure at least one English-speaking representative is available at all times 128 when performing packing, loading and delivery services. 129

f. I understand smoking (including e-cigarettes) will not be allowed in the 130 customer’s residence, or within 50 feet of the customer’s personal property. 131

g. I will not use prison labor, and/or if any of my personnel appear to be under the 132 influence of alcohol or drugs, be in possession of firearms or drugs or uses 133 abusive language during the handling of DoD customer’s property, I will replace 134 said individual(s) immediately with other qualified personnel. 135

3. Through Responsibility: 136

a. I understand all shipments tendered to me must be moved under my responsibility 137 from origin to destination. 138

b. I agree that if through my fault, or the fault of my agent, if I ship the wrong 139 property or all or a portion of a shipment is sent to the wrong destination, I will be 140 responsible for the return of the erroneous shipment and movement of the correct 141 property to the customer’s destination at my expense. Movement must be 142 expedited when the customer is in need of the property as ordered by the Personal 143 Property Shipping Office (PPSO). 144

c. I understand I am not liable for movement costs for shipments released in error 145 by a contractor, PPSO, owner, or owner’s representative. 146

d. I understand if I am unable to perform in such a manner as to complete the 147 through movement of a shipment in a timely manner, the government may take 148

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possession of the property and complete the movement. I understand I am liable 149 for all additional costs incurred by the government in excess to those costs that 150 would have been incurred by me if I had maintained total through movement of 151 the shipment. 152

4. Reports: I agree to provide reports to USTRANSCOM J9 as required and upon 153 request. 154

5. Pickup at or Delivery to a Military Terminal: 155

a. I understand when I have been notified an entire shipment is available for pickup 156 at a military terminal (air or surface), I must pick up the shipment as soon as 157 possible, but not later than (NLT) one (1) Government Business Day (GBD) for 158 military air terminals and NLT five (5) GBDs for military water terminals from 159 the date of receipt of notification. 160

b. Upon delivery of a shipment to a military air or ocean terminal, I agree to provide 161 the terminal with a memorandum copy of the Bill of Lading (BL) describing the 162 shipment. 163

6. Use of a DoD-Approved Alternate TSP: 164

a. I understand USTRANSCOM J9 publishes a list of approved TSPs and a list of 165 TSPs that have been disqualified or revoked. TSPs appearing on the disqualified 166 or revoked lists are not to be used by other approved TSPs. I understand the use 167 of aforementioned TSPs may result in punitive action against me (see DTR Part 168 IV, Chapter 405, Quality Assurance, of this regulation). 169

b. I understand and accept that the performance of an alternate TSP I chose to use 170 will be reflected in my Performance Score. 171

7. Tracing Shipments: I will trace shipments upon request from a PPSO or the customer 172 and agree to acknowledge such a request and notify the requester as to the location of 173 the shipment within one (1) GBD from the initial request domestically and within 72 174 hours (three (3) GBDs) for international shipments. 175

8. Storage in Transit (SIT): I understand SIT at origin and/or destination must be in a 176 DoD approved storage facility and may be approved based on the customer’s ability 177 to accept delivery. I will refer to the DTR, Part IV, Chapter 402, Shipment 178 Management Business Rules, IT and 400NG for further details. 179

9. Weighing of Shipments: 180

a. I will weigh all shipments IAW the IT and 400NG and enter the shipment weight 181 in Defense Personal Property System (DPS), within four (4) GBDs after shipment 182 pickup date or prior to the shipment arrival, whichever is earlier, to allow the 183 customer or PPSO the opportunity to request a reweigh. I will also provide the 184 weight tickets to the origin PPSO within seven (7) GBDs after shipment pickup. 185

(1) Weighing of Professional Books, Papers, and Equipment (PBP&E): 186

(a) When PBP&E (also known as Military (M-PRO) or Spouse (S-PRO)), 187 are included as part of the shipment, the weight of such articles will be 188 annotated separately on the inventory; weight may be obtained using 189

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bathroom or certified platform-type or warehouse scales. 190

(b) In the event scales are not readily available, a constructive weight of 191 seven (7) pounds per cubic foot may be used for PBP&E and the 192 symbol will be inserted by the TSP/agent after the weight to indicate a 193 constructed weight was used. 194

(2) Reweighing: 195

(a) I agree to reweigh a shipment upon request of the customer, 196 origin/destination PPSO or when customer’s shipment has exceeded their 197 authorized weight entitlement, or when weights exceed any of the 198 unaccompanied baggage or household goods limits as detailed in the 199 400NG and IT. The reweigh will occur prior to placement into SIT or 200 delivery (only when applicable). 201

(b) Upon request of the PPSO or customer to witness the reweigh, the TSP 202 must provide reweigh date/time to give a reasonable opportunity for the 203 interested parties to be present at the weighing. 204

(c) When a shipment is reweighed and the weight recorded is less than the 205 net or gross weight secured at the initial weighing, I agree to update DPS 206 by entering the lesser weight(s) prior to invoicing or within four (4) 207 GBDs of reweighing, whichever is earlier, and to invoice the 208 government on the lower of the two net or gross weights. I will also 209 provide the weight tickets to the origin PPSO within seven (7) GBDs 210 after shipment pickup. 211

(d) In the event the reweigh is not performed prior to initial invoicing, I will 212 submit a supplemental invoice to refund any reduced charges based upon 213 the new weight obtained. 214

b. Lost Certified Weight Tickets: 215

(1) When certified weight tickets are lost and otherwise unobtainable, I must 216 request PPSO approval to utilize a constructed weight to be paid for services 217 rendered. 218

(2) Any request for payment based on a constructed weight must be in writing 219 and contain a detailed description with all related documentation of the 220 circumstances surrounding the loss of the weight tickets, to include all efforts 221 to obtain certified true-copies. 222

(3) The TSP is required to submit a legible inventory, signed by the customer or 223 designated representative of all items packed and transported at 224 government’s expense. Upon PPSO approval, a constructed weight of seven 225 (7) pounds per cubic foot per inventory line item will be utilized to determine 226 applicable shipment charges. Upon PPSO approval, a constructed weight of 227 seven (7) pounds per cubic foot per inventory line item will be utilized to 228 determine applicable shipment charges. TSP must use the Weight Estimator 229 located on the Move.mil page under Tools and Resources, Weight Estimator 230 to obtain the cubed weight for items. For all items not covered in the Weight 231

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Estimator, the cube will be converted to a weight basis using seven (7) 232 pounds per cubic foot including PBP&E. 233

10. Removal of Property from Facilities Disapproved by the PPSO: When my facilities 234 or the facilities of my SIT warehouse are disqualified from further use, and it is 235 considered necessary by the PPSO to remove the personal property to prevent 236 damage or contamination, I will immediately move the property to another DoD- 237 approved warehouse. The costs of such removal will be at no expense to the 238 government or the customer. 239

11. Loss or Damage: 240

a. I will exercise care to prevent loss or damage of personal property in the process 241 of packing and unpacking and will properly and amply protect personal property 242 in my possession. 243

b. I agree to follow all provisions outlined in the DP3 Claims and Liability Business 244 Rules. 245

c. If a claim is not settled within the 60-day period, I will, at that time and at the 246 expiration of each succeeding 30-day period while the claim remains pending, 247 advise the claimant in writing of the status of the claim and the reasons for delay 248 in making final disposition. I will request an extension from the claimant in 249 writing. 250

d. I will ensure the DPS is updated with final action taken, including date and 251 total amount of the settlement. 252

e. I acknowledge that I am responsible for real property damage. Prior to a pack-253 out/delivery, I will install floor coverings in high traffic areas of interior areas (finished) 254 living spaces (e.g. floor coverings for entry and interior hallways). In addition, I will 255 protect doorways in high traffic areas (e.g. entry doorways, etc.) prior to a pack-256 out/delivery. Upon arrival and before departure from residence, I will conduct a joint 257 inspection (walk-around) with the customer and report real property condition and note 258 any damages (interior and exterior) in writing to the member on the "DP3 Real Property 259 Damage Form" located on Move.mil. I will advise the customer they must notify the 260 responsible TSP within five (5) GBDs of the damages found during the 261 packout/pickup/delivery and provide contact information. The customer must request a 262 claim and seek recovery/restitution directly from the responsible TSP. The TSP must 263 allow the customer to file a claim for any damages to Real Property with the TSP. I must 264 provide the "DP3 Real Property Damage Form" to the customer at 265 packout/pickup/delivery. 266

12. Inconvenience Claim: 267

a. I hereby reaffirm it is my responsibility to pickup on the agreed date and deliver 268 shipments on or before the Required Delivery Date (RDD) as reflected on the 269 BL, (i.e. to include short fuse shipments) and to meet the agreed upon delivery 270 date out of SIT. When I am unable to meet these requirements, I must advise the 271 customer on inconvenience claim rules prior to the missed pickup, RDD or 272 agreed upon delivery out of SIT as listed below. 273

b. I understand the 2020 Inconvenience Claim process provides a simplified method 274 for DoD customers to account for inconveniences associated with my inability to 275

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meet agreed and/or required dates. I understand the inconvenience claim is 276 intended to offset expenses incurred by a customer and their dependents because 277 they are not able to use necessary items in their shipment to establish their 278 household such as furniture and/or appliance rental, air mattresses, towels, linens, 279 pillows, and necessary kitchen items as detailed in 12.f. The per diem provides 280 my company a method to calculate a baseline amount for inconvenience claim 281

payment by location for the customer. I understand that customers who are not 282 able to use necessary items in their shipment to establish their household may 283 incur actual out-of-pocket expenses beyond the baseline amount and I will review 284 and consider those claims in accordance with the guidance in 12.d. 285

c. I agree to acknowledge an inconvenience claim from a customer or a PPSO 286 within five (5) GBDs from the date of contact. 287

d. Reimbursement: 288

(1) I agree to reimburse the customer within 30 days from contact. The amount 289 applicable for reimbursement at pickup or the delivery location, as annotated on the 290 bill of lading, is found using the government per diem rate for meals and incidental 291 expenses (excluding lodging) at 292 (https://www.defensetravel.dod.mil/site/perdiemCalc.cfm). I will compensate the 293 customer for all days that result from my failure to pick up on the agreed dates and/or 294 deliver on or before the RDD as stated on the BL or correction notice thereof, when 295 the customer is available for delivery. I agree the claim will be computed beginning 296 the day after the agreed upon date or missed RDD as specified on the BL. The 297 payment will include the full meals and incidental expense rates for the DoD 298 customer at affected location and number of days at the 100% rate. I will advise the 299 customer they must file a claim with my company for payment, and will outline the 300 process for doing so. The maximum amount due as part of an inconvenience claim 301 payment without receipts is limited to seven (7) days. In no case will payment be for 302 less than the 100% rate for the number of days impacted. Beginning on the eighth (8) 303 day, actual out of pocket expenses must be documented via receipts. 304

(2) Should the customer claim actual out-of-pocket expenses which exceed the baseline 305 payment amount, they will provide an itemized list of ALL expenses supported by 306 receipts for reimbursement. This process affords DoD customers and families a 307 method of collecting actual out-of-pocket expenses beyond the baseline amount. The 308 customer will be authorized either the per diem amount or the actual out of pocket 309 expenses whichever is greater. 310

(3) Unaccompanied Baggage (UB): Inconvenience claims for UB shipments will be 311 solely based on actual expenses incurred, and will follow the processes outlined in 312 para 12.f. 313

(4) Disputed claim: I will make every effort to resolve any disputes with the 314 customer. In the event I am unable to resolve the dispute, I will contact the 315 origin PPSO (for missed pickup) or destination PPSO (for delivery) for 316 resolution. Should I disagree with the PPSO resolution, I may appeal the 317 case to USTRANSCOM J9 within 10 calendar days of notification from the 318 responsible PPSO. I understand the decision of USTRANSCOM J9 is final 319 and the claim must be settled within 10 days from the date of the final 320 decision. Appeals will be sent to transcom.scott.tcj5j4.mbx.pp- 321

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claims@mail.mil. Reference para 12.f for details on expenses beyond the per 322 diem amount. 323

e. SIT: 324

(1) I am responsible for an inconvenience claim payment when a shipment goes into SIT 325 if the shipment was placed into SIT without notifying the customer. 326

(2) I am responsible for an inconvenience claim payment when a shipment is placed into 327 SIT when I am unable to deliver the shipment out of SIT within the following dates 328 whichever is later: 329

a. Within seven (7) GBDs of the date customer makes first contact requesting 330 delivery or 331

b. Within 2 GBDs of the requested delivery date when the requested date exceeds 332 seven (7) GBDs from when the customer makes first contact requesting delivery. 333

f. Actual expenses: The following guidelines apply to 1) UB shipments and 2) 334 instances where a customer claims actual out-of-pocket expenses that exceed 335 payments of the per diem baseline: 336

(1) Actual out-of-pocket expenses are expenses incurred by a customer and their 337 dependents because they are not able to use necessary items in their shipment 338 to establish their household. Expenses that may be reimbursed when 339 establishing a household include, but are not limited to, laundry service, 340 furniture and/or appliance rental (to include rental of a television) air 341 mattresses, towels, linens, pillows, and necessary kitchen items; such as pots, 342 pans, dishes, paper plates, plastic ware. 343

(2) Groceries are not eligible for reimbursement. Lodging and meals are 344 normally not part of an inconvenience claim but the government recognizes 345 there may be unique circumstances that would require consideration. 346 Exceptions to the minimum requirements (e.g. limited lodging and meals 347 required due to unexpected inability to deliver) may be considered on a case- 348 by-case basis. I must make customers aware that in instances where lodging 349 or meals are approved it should be reasonable and usually will only be 350 reimbursed for a short duration. 351

(3) Customers are required to document the claim fully with an itemized list of 352 charges and accompanying receipts for charges incurred. 353

(4) A request for reimbursement of alcoholic beverages is prohibited. 354

(5) If I make an inconvenience claim payment for durable household items such 355 as towels, pots, and pans, etc., I may arrange to reclaim those items upon 356 delivery of the customer’s shipment. 357

g. I understand that I am not liable for an inconvenience claim payment if: 358 (1) A delay was solely caused by natural disasters; acts of the public enemy; acts of the 359

Government; acts of the public authority; violent strikes; mob interference; or delays 360 of Code J or Code T shipments that were caused by the Government and my 361 negligence did not contribute to the delay. 362

(2) The customer, or their designated representative, is not available for delivery (e.g. 363 customer has not taken possession of their residence) on TSPs First Available 364 Delivery Date (FADD), as long as the FADD is before RDD. 365

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(3) The delayed shipment is comprised entirely of alcohol. 366 (4) The shipment went into SIT except as identified in 12.e above. 367

(5) In the event the shipment is turned back due to the discovery of mold/infestation at 368 time of pickup (except once mitigation is complete or if there is a negative finding in 369 the event of suspected mold and new pickup and RDD is established) 370

(6) In the event of a catastrophic loss or in the event of requirement for mold 371 remediation, inconvenience claim liability will terminate 15 days after payment is 372 received for essential items IAW Claims and Liability Rules. 373

h. Report: 374

(1) I will provide a monthly, (bi weekly between 15 June through 31 October due on the 375 1st and 15th of each month, or first business day thereafter), to USTRANSCOM J9 376 detailing all filed inconvenience claims (including completed payments), by BL, to 377 transcom.scott.tcj9.mbx.pp-ops@mail.mil. 378

(2) I understand I must report on all shipments with missed pickups, late deliveries, or 379 otherwise exceeding the allowed delivery timeframes out of SIT. 380

i. Turn-back Shipments: 381

(1) In the event I turn back a shipment within fourteen calendar days of the pickup date, I 382 agree to reimburse the customer for actual out of pocket expenses if PPSO is unable 383 to rebook shipment with the original pickup dates and the dates must be adjusted past 384 the original pickup date request. I will be responsible for actual out of pocket 385 expenses incurred from the original pickup date thru the new pickup date. 386

13. Statement of Accessorial Services Performed: 387

a. My representative will prepare a DD Form 619, Statement of Accessorial 388

Services Performed, Figure B-1, itemizing accessorial services performed and 389 will obtain the customer or customer’s representative signature to support 390 services performed. 391

b. Any third party service performed must include a paid invoice supporting the type 392 of service performed. 393

c. All accessorial services must be requested and pre-approved by the PPSO in DPS 394 before service is rendered. 395

14. Shipment Inspection by PPSOs: 396 My services and manner of handling personal property are subject to inspection and 397 acceptance by the PPSO or PPSO’s authorized representative. 398

15. Billing Procedures: 399 For services rendered, I agree to bill the Service/Agency finance office responsible 400 for payment of the transportation charges IAW procedures disseminated by 401 USTRANSCOM J9 or other Services. 402

16. International Shipments: 403

a. I understand, if I am unable to use a vessel or aircraft of United States (U.S.) 404 registry, I must certify the use of foreign flag vessel/aircraft prior to start of the 405 movement as indicated in the IT. Upon request, I will furnish a copy of the 406

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certification during invoicing. 407

b. TSPs and their associated port agents, overseas general agents, and/or other 408 responsible parties must ensure that the customer’s Social Security Number 409 (SSN), the customer’s rank/grade, the words “DoD Personal Property, DoD 410 Shipment or Military Shipment,” or the BL number is not utilized (entered) in the 411 “Marks and Numbers,” “Description of Goods,” or any other fields in the 412 Automated Manifest System (AMS) or the Automated Commercial Environment 413 (ACE). This ensures compliance with Homeland Security Customs and Border 414 Protection guidance for safeguarding Personally Identifiable Information (PII). I 415 understand that my failure to do so is a violation of this Tender. 416

17. Unusual Occurrences: (Strikes, Port Congestion, Fires, Pilferage/theft, Vandalism, 417 and Similar Incidents): In the event of incidents of major significance producing 418 significant loss, damage or delay resulting from strikes, port congestion, fires, 419 pilferage, vandalism, and similar incidents, I will notify the origin and destination 420 PPSO, the responsible Military Services Headquarters and USTRANSCOM J9 421 IAW DTR Part IV, Chapter 410. 422

18. Third Party Declaration: 423

a. I agree that I will accurately disclose official(s) and third party representative(s) within 5 424 days of implementation or change in the DPS Qualifications module. 425

b. At a minimum, I will identify a Claims Manager, Move Management Company (servicing 426 all or part of the SCAC, if applicable), and a Trusted Agent (who is expected to be very 427 familiar with DoD processes and readily accessible to USTRANSCOM) in DPS. Move 428 Management companies are those that provide customer service or shipment management 429 support. 430

431 19. Force Protection: 432 433

a. I am responsible to comply during COVID-19 and/or future pandemics with appropriate City, 434 State, and Federal laws/guidance during personal property movements from origin to 435 destination. I am required to immediately notify of a COVID-19 and/or future pandemic 436 positive test results to the responsible J/PPSO/PPPO of the DoD customer and all affected 437 stakeholders to alert of potential exposure, mitigate the spread, and identify the possible need 438 for medical attention. 439

b. I am required to certify all crew members assigned to each move have been screened; 440 consistent with Centers for Disease Control (CDC) guidelines for COVID-19 and/or future 441 pandemics. Prior to servicing a shipment, I will provide the customer a “Transportation 442 Service Provider Certification of Health Protection Protocols Form Version 2, dated 29 April 443 2020. I will certify all crew members will adhere to all guidelines issued by 444 USTRANSCOM. 445

c. I will comply with DOD and Center for Disease (CDC) policy guidance. If I become aware of 446 an employee(s) or company representative who tests positive for COVID-19 at any time, I will 447 immediately notify USTRANCOM and the Military Service Headquarters by phone and email 448 using the below points of contact POCs: 449

d. USTRANSCOM: TCJ9-OH Operations & Quality Team at transcom.scott.tcj9.mbx.pp-450 ops@mail.mil or Commercial: (618) 220-5479/5448 or DSN 770-5479/5448 451

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e. HQ Army: usarmy.ria.asc.spo-personal-property@mail.mil; 452 usarmy.belvoir.asc.mbx.jppsoma-apple@mail.mil; 1-800-762-7186 453

f. HQ Navy: NAVSUPHQHHGS.fct@navy.mil 454

g. HQ Marine Corps: usmcpersonalproperty@usmc.mil; Commercial telephone: 703-695-7765, 455 DSN: 225-7765, Commercial telephone: 703-483-0820 456

h. HQ Air Force: ppahq.ppec.customerservice@us.af.mil; Commercial telephone: 210-652-457 3357, DSN: 487-3357 458

i. HQ Coast Guard: hqs-dg-lst-cg-1332-travel@uscg.mil; Commercial telephone: 202-475-5393 459

j. I am required to review information on reporting confirmed cases of COVID-19 and/or future 460 pandemics by Health Departments. CDC reporting/guidance is at 461 https://www.cdc.gov/coronavirus/2019-ncov/php/reporting-pui.html 462

463 20. Customer Satisfaction Survey (CSS) Language Prohibition: 464 465

a. I understand that under no circumstance will I survey DOD Customers other than reminding 466 them about the DOD CSS. This includes: verbal, print material, electronic material, or social 467 media. 468

b. I will not offer monetary gifts nor incentives to customers or other entity for completion of a 469 survey. Neither will I manipulate or coerce a customer to complete a CSS in return for any 470 claims related action. Claims actions must not be contingent on completion of a CSS. 471

c. I understand that I am not authorized to transfer a customer to the Help Desk for the purpose 472 of completing the CSS. 473

d. I understand that instances of such conduct will be construed as an unethical act and may 474 result in punitive actions. 475

C. PERFORMANCE REQUIREMENTS 476

1. Pickup and Delivery Dates: 477

a. When a shipment is accepted at origin, I agree to meet the specified pickup date 478 and will deliver the shipment on or before the RDD as stated on the BL. 479

b. Shipments will not be scheduled by PPSO or me for pickup or delivery on 480 Saturdays, Sundays, U.S. holidays, or foreign national holidays unless there is a 481 mutual agreement between the customer, PPSO, and the TSP. 482

c. I will ensure my offices are staffed at all times with personnel reasonably 483 available to respond to government or customer inquiries during normal working 484 hours of 0800-1700. 485

d. I will maintain a customer support capability for issues pertaining to a customer’s move 486 from 0800-1700 Monday - Saturday during peak moving season (15 May through 31 487 October), except U.S. holidays, or foreign national holidays. Customer support hours will 488 be based on the customer’s location/time zone. I will ensure that the customer or 489 government receives a response to a voicemail or call within the same business day and 490 that wait times do not exceed 20 minutes. 491

e. I agree to assign, during initial communication with each customer, a single POC 492 responsible for coordination and communication throughout all phases of the 493

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move. The POC’s contact information will be maintained throughout the entire 494 shipment process and until all associated actions are final. 495

f. For ease of understanding all documentation/communication with the DoD 496 customer must reflect the clear name of the TSP on the Bill of Lading. 497

g. I will not begin pickup or delivery at the customer’s residence before 0800 hours 498 or after 1700 hours without prior approval of the customer. 499

h. I agree to provide information on the afternoon preceding the scheduled pack, 500 pickup or delivery dates as to whether the service will be performed in the 501 morning (0800 to 1200) or in the afternoon (1200 to 1700) of the following day. 502

i. I further agree I must not begin any service that will not allow completion by 503 2100 hours without prior approval of the customer. 504

j. Pre-Move Survey: 505

(1) I agree to perform pre-move survey on all shipments, either in residence, 506 virtually (with customer’s consent; e.g. email or software consent) or 507 telephonically. 508

(2) I will conduct a pre-move survey (electronic or physical) and provide the 509 government and customer weight estimates on all shipments five (5) days 510 from accepting shipment but NLT nine (9) days prior to the first scheduled 511 pack/pickup date, whichever is later. For shipments ordered less than nine 512 (9) days prior to first scheduled pack/pickup date, weight estimates must be 513 provided NLT three (3) days prior to first scheduled pack/pickup date. For 514 shipments ordered less than three (3) days prior to the first scheduled 515 pack/pickup date, weight estimates must be provided NLT one (1) day prior 516 to first scheduled pack/pickup date. 517

(3) I agree to make initial contact with the customer within three (3) GBDs of 518 shipment award date to provide the customer with contact and pre-move 519 information, including on shipments originating from non-temporary storage 520 (NTS). 521

(4) Subject to the customer’s availability, I agree to complete the pre-move 522 survey and update DPS with pre-move survey data (estimated weight, agreed 523 upon pack/pickup dates, and delivery date information) as soon as possible 524 but NLT three (3) GBDs prior to the pickup date (NLT one (1) GBD prior for 525 short fuse shipments). 526

(5) I agree to contact local quality assurance immediately upon discovering any 527 concerns with the condition of the customer’s residence during the pre-move 528 survey. 529

k. Shipment Arrival/Delivery/Delays: 530

(1) I agree to remain in contact with the customer to ascertain if delivery is 531 possible and upon arrival at destination, I agree to record the arrival and/or 532 delivery in DPS and to notify and coordinate delivery of the HHG with the 533 customer. If I am unable to contact the customer during the allowable time 534 as outlined in the applicable 400NG and/or IT, or in the event the delivery 535 cannot be accomplished, I agree to submit a request for storage approval via 536 DPS. 537

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(2) I agree that I will notify the customer of shipment in-transit visibility 538 information upon the arrival or departure of the property from any in-transit 539 facility, storage facility, port of embarkation, port of debarkation or change in 540 estimated arrival. This notification will include the status, location and 541 updated estimated date of arrival at destination. This notification will occur 542 within one business day of the arrival, departure or change in estimated 543 arrival at destination. 544

(3) 24-hour Notification: 545

1. I will provide customer 24-hour notice for delivery, and cannot deliver a 546 customer’s personal property to SIT without customer approval unless two (2) 547 documented unsuccessful attempts to contact the customer are made six (6) hours 548 apart. I must ensure all dates are correct and updates made in system within 24-549 hours. 550

a. I will provide the customer 24-hour notice prior to or after shipment arrival at 551 destination. 552

b. I cannot deliver a customer’s personal property to SIT without customer 553 approval, unless two (2) documented unsuccessful attempts to contact the 554 customer are made six (6) hours apart. 555

c. Loose Load Shipments: Prior to arrival at destination, I must provide the 556 FADD, contact information (phone number(s), email(s), hours of operation), 557 and inform the customer they have 24 hours from the “first" notification to 558 respond. After each notification, I will immediately update DPS Shipment 559 Management Remarks. If the customer is available for delivery, I will 560 immediately update DPS with the scheduled delivery date. Once I have 561 confirmed with the customer, they are not available to accept delivery or if the 562 24 hours has expired and the shipment is at destination, I may submit a request 563 for SIT approval in DPS for the FADD. 564 565 NOTE: In the event a scheduled delivery date is confirmed I will arrive the 566 shipment in DPS and enter the scheduled delivery date regardless of shipment 567 location. 568

d. Containerized Shipments: Upon arrival at destination, I must arrive shipment 569 in DPS, then contact the customer within 24 hours and provide the FADD, 570 contact information (phone number(s), email(s), hours of operation), and 571 inform the customer they have 24 hours from the “first" notification to 572 respond. After each notification, I will immediately update DPS Shipment 573 Management Remarks. If the customer is available for delivery, I will 574 immediately update DPS with the scheduled delivery date. If I document 575 confirmation with the customer that they are not available to accept delivery or 576 if the 24 hours has expired, I may submit a request for SIT approval in DPS for 577 the FADD. 578

e. SIT cannot start on weekends and/or holidays. 579

f. If PPSO determine the TSP did not provide a 24-hour notice to the customer 580 before placing shipment in SIT, PPSO will deny the SIT and delivery out 581 charges. 582

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(4) When I know for any reason it will be impossible for me to meet the 583 scheduled pickup date or to have the shipment at destination on or before the 584 RDD, I agree to notify the customer at the earliest practicable time, advising 585 them of the new pickup date or the estimated arrival date and inconvenience 586 claim guidance. In addition, I agree to update DPS with the following prior 587 to the missed pickup date and/or before expiration of the RDD: 588

(a) New scheduled pickup date 589

(b) For missed RDDs 590

1. Last known location of the shipment 591

2. Cause for delay and new ETA 592

l. Pickup Spread Dates: 593

(1) For scheduling of personal property shipments, I understand the government 594 authorizes the use of spread dates, consisting of seven (7) consecutive calendar days 595 for standard awards, and three (3) consecutive calendar days for short fuse. 596

(2) The first day of the date spread will be entered in the ‘Requested Pickup Date’ field in 597 DPS. The last day of the date spread will be seven (7) consecutive calendar days after 598 the requested Pickup Date for standard awards, and three (3) consecutive calendar 599 days after the requested Pickup Date for short fuse awards. 600

(3) I will confirm the agreed pickup date within the spread dates with the customer based 601 upon the days of advance award notification. 602

a. For short fuse shipment awards, I shall confirm the pickup date within 1 calendar 603 day from date of shipment acceptance. 604

b. For all other shipments, I will confirm the agreed pickup date within 3 calendar 605 days from date of shipment acceptance. 606

607 (4) I will document the agreed pickup date, and the customer’s acceptance in DPS within 608 3 Government Business Days or 24 hours prior to shipment pickup whichever is sooner. 609

2. Preparation of Articles: 610

a. I understand all articles having surfaces liable to damage by scratching, marring, 611 soiling, or chafing must be wrapped at time of loading at residence in textile or 612 paper furniture pads, covers (other than burlap), or other acceptable wrapping 613 materials. 614

b. Items of unusual nature such as, but not limited to, wall units, water beds, 615 grandfather clocks, hot tubs, pool tables, pipe organs, wall-mounted or flat-panel 616 TVs, and satellite dishes which may require special service by a third party 617 require PPSO pre- approval (see 400NG or IT). I may refuse waterbeds not 618 properly drained and other items not prepared by the customer as required in the 619 It’s Your Move pamphlets in Appendix K/K2 of the DTR Part IV. 620

c. I agree to disassemble at the point of origin all the items of personal property that, 621 in my judgment, require disassembly to ensure safe transport and delivery at the 622 destination, except items that are outdoors, such as swing sets, other playground 623 equipment, television and radio antennas, and similar articles. I also agree to 624

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utilize the services of reputable professionals with a proven record of satisfactory 625 performance. 626

d. All nuts, bolts, screws, small hardware, and other fasteners removed from articles 627 for shipment must be properly affixed/packaged to allow for reassembly at 628 destination. If packaged separately, items must be properly inventoried and cross- 629 referenced to the associated inventory item in which the hardware belongs (i.e., 630 “Nuts, bolts, screws for Inventory #55 - Baby Crib”). 631

3. Packing Requirements: 632

a. Packing: 633

(1) I understand I am liable and responsible for all packing. 634

(2) I have the responsibility to inspect all pre-packed goods to ascertain the 635 contents, condition of the contents, and only articles not otherwise prohibited 636 by the Tariff/Tender are contained in the shipment. 637

(3) When I determine goods require repacking, such packing must be performed 638 by me. I agree to use quality commercial practices in selecting packing 639 materials, and agree to use containers that meet military specifications when 640 required. 641

b. Materials: 642

(1) I understand all materials must be new or in sound condition and new material 643 must be used for mattresses, box springs, linens, bedding, and clothing. 644

(2) When allowed and if material is not new, all markings pertaining to any 645 previous shipment must be completely obliterated. Cartons lacking a 646 manufacturer’s certification are not authorized. 647

(3) Egg, fruit and vegetable crates, and similar types of containers will not be 648 used. 649

650 4. Manner of Packing: 651

a. All packing must be performed in a manner requiring the least cubic measurement, 652 producing packages that must withstand normal movement and at a minimum of 653 weight. 654

b. At the customer’s request, articles may be packed in original containers when 655 furnished by the customer, provided the containers are considered in good 656 condition for shipping purposes. 657

c. Linens, Clothing, Draperies, and Lightweight Items. I understand small, 658 lightweight, unbreakable items (e.g., clothing items, linens and items normally 659

kept in drawers) may remain in drawers instead of being removed and packed. 660 When not considered as safe for carriage in drawers, chests, dressers, trunks, these 661 and similar items must be packed separately. Clothing normally on hangers in 662 closets and draperies must be packed in wardrobe cartons subject to the following: 663

(1) Upright wardrobes will be used for Code D shipments. 664

(2) Flat wardrobes will be used for all containerized shipments, except when 665 upright wardrobes are requested by the customer. 666

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(3) Hangers will be removed from clothing packed in flat wardrobes. 667

(4) For final line-haul delivery out of NTS, the wardrobe used for storage is 668 acceptable and no transfer is necessary. 669

d. These articles must be wrapped and packaged in a crate or fiberboard carton: 670 (1) Mirrors, Pictures, and Paintings (Glass-Faced or Other Than Glass Faced 671

Paintings), 672

(2) Glass or Stone Table Tops, and Similar Fragile Articles Requiring Crating or 673 Similar Protection. 674

e. I understand, prior to performing accessorial crating services I must obtain 675 authorization from the PPSO. I further understand that internal crating 676 authorization is not permitted for shipments moving internationally when packing 677 and crating services are included in the transportation single factor rate. 678

f. Rugs and rug pads must be properly rolled, (not folded) for shipment and 679 must not be folded or bent to an extent causing damage to the rug. 680

g. Privately Owned Firearms (POFs): 681

(1) I will ensure all POFs are removed from safe (if applicable) and packaged separately 682 and inventoried IAW paragraph C.5 below. 683

(2) I am responsible to comply with appropriate local, state and country laws in the 684 transport of firearms, including applicable interstate and international transport 685 requirements. 686

(3) I will ensure that my agents pack firearms and not place conspicuous page markings 687 indicating firearms or label cartons with firearms, and I will comply with firearm 688 packing and labeling requirements outlined in the IT. 689

(4) For international containerized shipments only, I will ensure all POFs will be placed in a 690 number one (1) external shipping container and positioned so that POFs are readily 691 accessible for examination by customs officials, when required, and the container sealed 692 at customer’s residence. 693

(5) I will comply with the following provisions of Public Law 103-159, Brady Handgun 694 Violence Protection Act and the Personal Property Consignment Instruction Guide 695 (PPCIG). 696

(a) Marking the outside of any package, luggage, or other container indicating that the 697 package contains a firearm is prohibited. This does not exclude attaching 698 documentation in a sealed envelope to a box/container of HHGs. 699

(b) Written acknowledgement of receipt from the recipient of any package containing a 700 firearm is required. Signatures can be on a bill of lading, inventory, or TSP-701 generated receipt. Signatures are only required at the time of delivery, (i.e., not 702 required at intransit points as shipments move between TSPs and agents). 703

h. Books will be placed in cartons or boxes. All books of similar size will be 704 packed vertically together in rows. Padding will be inserted between rows and 705 packed tightly to fill out the carton or box and to prevent chafing. Books 706 normally will be packed in a 1.5 cubic foot carton and not more than two rows 707 high. 708

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5. Inventory: 709

a. I agree to: 710 (1) Prepare an accurate, legible HHG Descriptive Inventory and that 711

electronic inventories that provide equal or better information are 712 acceptable. 713

(2) Provide the customer a copy prior to the driver leaving the residence with the 714 property. 715

(3) I must also provide the customer or customer’s representative with the 716 opportunity to identify in writing high-risk or high-value items or the 717 optional use of a high-risk or high-value inventory. 718

(4) For electronic inventories, I will specifically ensure the following occur: 719

(a) TSP who elect to use automated inventory software must ensure that the 720 listing of each item must meet or exceed the inventory requirements 721 currently contained in the DTR. 722

(b) Customer must be able to thoroughly review inventory contents, 723 including all comments, conditions, and annotate exceptions prior to 724 signature. 725

(c) TSP must obtain customers electronic signature separately on each 726 individual page. 727

(d) Inventory must not be editable once signed and provided to customer. 728

(e) TSP must provide the customer the electronic copy prior to departing the 729 residence with the property. 730

(f) Customer and PPSO must be able to view, including all comments, 731 conditions, exceptions, and signature in any subsequent email 732 version. 733

(5) Use care in listing of articles as specifically as possible to include make, 734 model, color, and serial number when visible on the outside of the 735 article. 736

(6) Identify cartons by type and cube with an indication of general contents (e.g., 737 Book CTN, 1.5 cubic ft., linens, pots, and pans) and will not use words such 738 as “household goods/personal property” or other general descriptive terms in 739 the preparation of the inventory. 740

(7) Ensure that my representative will use diligence to record any unusual 741 conditions and ensure the inventory reflects the true condition of the 742 property, and ensure the customer is aware prior to signing. The “Exception 743 Symbols” and “Location Symbols,” as shown on the inventory must be used 744 to describe the conditions accurately. The omission of these symbols will 745 indicate good condition except for normal wear. 746

(8) Ensure that the customer has the opportunity to review the inventory 747 contents, including conditions, and annotate exceptions on the 748 inventory. 749

(9) Professional Books, Papers, and Equipment (PBP&E) & Consumables: 750

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(a) Ensure that the term “M-PRO” is used to identify a military member’s 751 PBP&E and the term “S-PRO” is used to identify a military spouse’s 752 PBP&E on the inventory. 753

(b) PBP&E must be segregated between the military member’s PBP&E and 754 spouse PBP&E, placed in separate cartons, marked, weighed and 755 inventoried separately. 756

(c) Use of the term “consumables” will be used on the inventory when 757 shipment of consumables is authorized for movement on a BL. 758

(d) All PBP&E and/or consumable items will be identified as such on the 759 inventory, together with the cube or weight of the container; a line entry 760 item for each container (e.g., carton M-PRO/S-PRO, 6 cubic ft., 50 lbs). 761

(e) The total weight of the PBP&E must be entered into DPS. When it is 762 impossible or impractical to weigh the PBP&E or consumables, a 763 constructive weight, based on seven (7) pounds per cubic foot, will be 764 used. 765

(10) Annotate each privately owned firearm on the inventory by make, model, 766 caliber or gauge, and serial number. 767

(11) I agree for shipments moving in door-to-door container service, if the 768 customer or PPSO permits me to partially containerize the shipment at the 769 warehouse, each item removed from the residence must be annotated on the 770 inventory as Containerized at Warehouse (CW). 771

(12) I must use the same inventory prepared at origin to verify delivery 772 at destination. 773

(13) I must identify personal property by affixing a tag or tape to each article (not 774 applicable to individual items in packing containers). Each shipment must be 775 separately identified by lot and each article must be assigned a number that 776 must correspond with the item number shown on the inventory form. The 777 type of identification used and the method of affixing it to the article must be 778 such as not to damage any article so identified. 779

(14) I agree to identify items disassembled or serviced by my company at origin 780 and record such items on the HHGs Descriptive Inventory. In addition, if the 781 customer disassembles/services an item, I will annotate the inventory 782 accordingly. 783

(15) I must only use the term “miscellaneous” or its abbreviation “misc.” to 784 describe the contents of containers when the total items in a container are too 785 numerous to list on the carton or inventory line item and then only if the 786 room or area from which they are packed is identified (e.g., “misc.-youths 787 room”). If such a description is used, I agree not to contest a claim for 788 missing items related to the nature of such cartons. 789

(16) I must annotate all electronics (e.g., stereo equipment, computers, and 790 televisions) on the inventory with make, model, and serial number when 791 they are visible on the outside of the item. 792

(17) Use of bingo cards/check off sheets at delivery. I agree that I may use bingo 793 cards/check off sheets as internal company documents only. However, a 794

2021 DP3 TOS XX XXX 2021

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signed bingo card/check off sheets does not indicate proof of delivery and 795 lost, missing or damaged items will still be indicated on the appropriate 796 loss/damage forms. 797

6. Overflow Shipments: If it is necessary to split a shipment for line-haul movement, 798

the established RDD applies to all parts of the shipment. I must prepare a separate 799

inventory for the overflow portion of a shipment or clearly identify which items were 800 split and provide a copy to the customer at time of pickup. 801

7. Containers: 802

a. I agree to use industry commercial practices in selecting containers to safeguard 803 movement of personal property and I agree to use containers that meet or exceed 804 military specifications when required (Reference: Surface Deployment 805 Distribution Command (SDDC) Pamphlet 55-12). 806

b. I agree that all shipments that require containerization based on the awarded code 807 of service must be packed, placed in lift vans and closed at the customer’s 808 residence unless containerization at the warehouse is authorized by the customer 809 or servicing PPSO. In such cases, items removed from the residence without 810 containerization must be annotated on the inventory as Containerized at 811 Warehouse (CW). 812

c. Containers must be free from holes or other conditions that could permit the entry 813 of water and to ensure covers, when closed, fit tightly and securely. 814

d. All wooden containers and commercially designed containers that are not of a 815 weatherproof nature must be properly protected from the elements when 816 inclement weather conditions exist. 817

e. I understand that TSP-owned/leased commercially designed shipping containers 818 are authorized provided they meet or exceed ASTM-D6251. 819

f. For all containerized shipments entering the Defense Transportation System 820 (DTS) through a DoD operated aerial or seaport, I agree to complete a 2 821 Dimensional Military Shipping Label (2DMSL) and documentation requirements 822 as listed in the IT: 823

NOTE: SSN must not be on the container unless it is part of the TCN. 824 Failure to comply is a violation and action will be taken by the PPSO. 825

g. Container Marking/Labeling for Non-DTS Shipments: 826

(1) I agree to stencil or label Codes 4, 6, 7, and 8 shipment containers. Individual 827 shipment markings must be stenciled or labeled on two surfaces (one side and 828 one end panel) of each container. 829

(2) Place the following data on each stencil or label. 830

(a) FROM and TO: Name of Origin and Destination PPSO 831

(b) BL: Bill of Lading Number 832

(c) RDD: Required Delivery Date (Julian Date) 833

(d) TSP: TSP Standard Carrier Alpha Code (SCAC) code 834

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(e) For: Customer’s last name, first name. 835

(3) Old markings must be permanently obliterated. One copy of the customer’s 836

order must be placed in each container used to ship UB. 837

h. Tamper Evident Seals: 838

(1) I will apply a tamper-evident seal which, if breached or missing, provides reasonable 839 evidence that the container has been opened or otherwise tampered with. 840

(2) Seals will be placed at residence and seal numbers will be annotated on the inventory 841 list. All exterior international and Code 2 HHG/UB containers and boxes, including 842 overflow and oversize boxes and rug tubes/cartons, will be sealed with accountable 843 tamper evident seals at the member’s/employee’s residence, unless otherwise 844 authorized by the customer. Sealing will be completed prior to any movement and the 845 seal (control) numbers entered on the inventory, cross-referencing the container 846 number. 847

(3) Two seals, as a minimum, for UB, will be used per box and tamper evident seals will 848 secure the access overlap top and ends. If only two seals out of a set of four are used, 849 the seals not used will be destroyed at the time of sealing or given to the 850 member/employee. 851

(4) Four seals, as a minimum, on HHG, will be used per box and tamper evident seals 852 will secure the access overlap door and side panels. 853

(5) I understand that in the event the seals need to be broken prior to delivery I must 854 notify the responsible PPSO/PPPO and the customer, and provide them the 855 opportunity to be present. When available, the responsible PPSO/PPPO will make 856 arrangements for a Quality Assurance (QA) Inspector to be present at the selected 857 location within two (2) government business days to be present when the seals are 858 broken. If the PPSO/PPPO is unable to provide a QA inspector, I will contact 859 USTRANSCOM at transcom.scott.tcj9.mbx.pp-perf@mail.mil. The containers will 860 be resealed, notations made in DPS noting the new seals numbers, and shipment will 861 continue in-transit to destination. 862

8. Documents Provided the PPSO/Aerial Port: 863

a. I understand I must provide the following documentation to the PPSO NLT seven 864 (7) GBDs after the pickup date and maintain original/copies of all supporting 865 documents for audit and dispute purposes. 866

b. NLT seven (7) GBDs after the pickup date, I must furnish the origin PPSO supporting 867 shipment documentation as follows: Weighted BL (Gross/Tare/Net/Pro Gear Weights), 868 Weight Tickets, DD Form 619, Inventories, 869 Third Party Invoices 870

c. Weight tickets must be legible and contain required information as outlined in the 871 applicable 400NG and/or IT. If the shipment is to be delivered prior to the submission of 872 the aforementioned documents, the origin or destination PPSO must be advised of the 873 weight via DPS and/or telephone to allow for a reweigh request prior to delivery. 874

d. I will ensure the port agent/delivering entity provides a copy of the BL, transportation 875 control movement document, and Two-Dimensional Military Shipping Label (2DMSL) in 876 connection with delivery of shipment(s) to the aerial port. 877

9. Documents Provided the Customer: 878

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a. At the time of pickup, I must furnish the customer or the customer’s representative either 879 in hardcopy or electronic delivery of documents: 880

(1) BL 881

(2) HHGs Descriptive Inventory and a copy of the High Value Household Goods 882 Inventory (if used) 883

(3) One legible copy of DD Form 619 (if applicable) 884

b. At the time of delivery, I must furnish the customer or the customer’s representative: 885

(1) One legible copy of DD Form 619 (if applicable) 886

c. At the time of notification of a missed pickup, RDD or agreed upon delivery out of SIT, 887 or in the event I turn back a shipment within fourteen (14) calendar days of the pickup 888 date, I will provide the Inconvenience Claim Form located on Move.mil/sme to the 889 affected customer and I will ensure the form is pre-populated with my information. 890 information. 891

10. SIT: 892 (1) For shipments originating from NTS, I must furnish the customer or their representative a 893

legible copy of the Household Goods Descriptive Inventory 894

(2) One copy of the DoD DP3 Notification of Loss or Damage AT DELIVERY, Figure B-2, 895 and the DoD DP3, Notification of Loss or Damage AFTER DELIVERY, Figure B-3, 896 documents. I must ensure all listed loss/damage is identified on the document, as 897 applicable. 898

a. In addition to the packing requirements contained in this tender for preparing 899 personal property for transportation, when a shipment is placed in SIT, I agree to 900 use a DoD-approved storage facility that must comply with the following storage 901 requirements: 902

(1) Storage: When a shipment is placed into SIT, the warehouseman will have 903 until the close of business of the third (3) GBD following the date the SIT is 904 approved to complete the handling-in services. Personal property must be 905 stored IAW the requirements listed under “Storage Area” in the Storage 906 Management Office Tender of Service, Paragraph C-6.c. 907

(2) Shipping Containers: The contents of containerized shipments must not be 908 removed from containers when placed in SIT. 909

(3) Identification: All lots of loose Domestic HHGs must be properly identified. 910 Proper identification must consist of customer’s name, BL number, and SIT 911 control number. Such identification must be in plain view on each lot. 912 Containerized HHG (Codes D, 2, 4, 6, and T) and UB (Codes 7, 8, and J) are 913 exempt from this requirement provided containers are marked IAW 914 Paragraph C.7.b. 915

(4) Rugs and Carpets: Rugs and carpets must be stored on racks in a horizontal 916 position (rolled up in tubes) without folding any portion of the rug, carpet, or 917 padding. 918

b. Upholstered or Overstuffed Furniture: 919

(1) Items stored loose on racks must be placed in an upright (normal) position 920

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and covered or protected against dust. No boxes, cartons, or other items may 921 be placed upon this type furniture. 922

(2) When items are placed in individual storage rooms or when containers are 923 employed for warehouse storage, they will have protection, padding, 924 blocking, and bracing to preclude damage from any pressure against the 925 upholstery, including pressure from its own weight as well as from 926 conditions external to the container. The use of shrink/stretch-wrap is 927 allowed but not required. 928

11. Unloading and Unpacking at Destination: 929

a. I understand unloading at destination includes the one-time laying of rugs and the 930 one-time placement of furniture and like items in a room or dwelling designated 931 by the customer or their representative. 932

b. All articles disassembled by the TSP or originating from NTS must be 933 reassembled. 934

c. On a one-time basis, all barrels, boxes, cartons, and/or crates must be unpacked 935 (upon request) and the contents placed in a room designated by the customer. This 936 includes the placement of articles in cabinets, cupboards, or on shelving in the 937 kitchen and consistent with safety of the article(s) and proximity of the area 938 desired by the customer, but does not include arranging the articles in a manner 939 desired by the customer. 940

d. The unpacking service and removal of debris must be performed to the 941 customer’s satisfaction at the time the goods are delivered. 942

e. On the day of delivery and/or unpacking, I must remove from the customer’s 943 premises all of my unused, empty containers, packing materials and other debris 944

accumulated incident to packing/unpacking and loading/unloading. 945

f. I will return to residence to perform debris removal if ordered IAW with the IT 946 Item 506 and the 400NG Item 105. 947

12. Recording Loss and Damage: 948

a. I will record loss/damage revealed while unloading and/or unpacking. Such 949 record will be indicated on the DP3 Notification of Loss or Damage AT 950 DELIVERY (jointly signed by my representative and the customer or the 951 customer’s authorized agent), Figure B-2, and the DP3 Notification of Loss or 952 Damage AFTER DELIVERY, Figure B-3, documents, as applicable. 953

b. One copy will be furnished to the customer or the customer’s representative. 954 c. In case of missing items, tracer action will be initiated immediately and the 955

customer will be advised in writing of the results within 30 days from the date of 956 delivery of the shipment. Every effort will be made to locate missing 957 articles/items before recommending the submission of a claim by the customer. 958

d. I agree, provided claims action has not been initiated, to forward to the customer 959 by expedited means located missing articles/items at no additional cost to the 960 government or the customer. See claims business rules for complete claims 961 guidance. 962

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13. Quality Control Program: I agree to establish within my company a quality control 963 system to provide total visibility of all facets of the program and ensure the service 964 provided is equal to or greater than the standards of service established by TCJ9. 965 This system will include, but not be limited to, specific subsystems for the functions 966 of traffic management (routing, tracing, and billing), packaging, employee training 967 and supervision, and agent supervision. Upon request, I must provide 968 USTRANSCOM J9 detailed descriptions of this quality control system. 969

D. CERTIFICATION 970 1. Violations: Any substantial violation of this Tender, or failure to perform IAW the 971

DTR Part IV, DP3 Business rules, the International Tariff and Domestic Tender, 972 and/or other legal requirements, may be used as the basis for punitive action by a 973 PPSO or TCJ9. 974

2. Terms and Conditions: 975 a. It is mutually agreed and understood between the U.S. Government and TSPs 976

(motor carriers and freight forwarders), who are parties to the BL that: 977

(1) The BL is governed by the regulation relating thereto as published in 41 CFR 978 Part 101- 41, Transportation Documentation and Audit, with special attention 979 drawn to Federal Management Regulation (FMR), Part 102-118, 980 Transportation Payment and Audit, and applicable Commercial Shipments 981 Rules and Conditions. 982

(2) Except as provided in 41 CFR 101 or as otherwise stated hereon, the BL is 983 also subject to the same rules and conditions as govern commercial 984 shipments made on the usual forms provided therefore by the TSP. 985

(3) All parties to the BL (TSPs, freight forwarders, or their representative), 986 recognize that this shipment is made under the auspices of the U.S. 987 Government, agree to forego any liens that may arise from any cause 988 whatsoever and not to detain or impound this shipment made on the usual 989 forms provided therefore by the TSP. 990

(4) The TSP will in no way demand prepayment of charges, nor make any 991 collection of charges, nor attempt to collect any payments from the customer. 992

(5) Interest will accrue from the voucher payment date on overcharges made 993 hereunder and paid at the same rate in effect on that date as published by 994 the Secretary of the Treasury pursuant to the Debt Collection Act of 1982. 995

b. General instructions and administrative directions: Continuation sheets of the 996 prescribed must be used and attached hereto when space under “Description of 997 Shipment” on the face of the BL is inadequate. 998

c. All accessorial or special services must be requested and approved in DPS prior 999 to performance of service or use of special service. 1000

1001 1002 1003 1004

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Figure B-1. DD Form 619 – Statement of Accessorial Services Performed

1005

1006

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1007

1008 Figure B-2 Notification of Loss or Damage AT Delivery 1009

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1010

1011 Figure B-3. Notification of Loss or Damage AFTER Delivery 1012