Title: Transportation Programs Overview for GOCARE, DTR and More

Transcription

1 NDTA USTRANSCOM Transportation University Session: C2 DELIVERING NATIONAL OBJECTIVES: OPERATING IN AN INCREASINGLY DISRUPTIVE WORLD Title: Transportation Programs Overview for GOCARE, DTR and More Transportation University encourages a free flow of ideas. In the spirit of this academic setting, the views of the instructors and participants are assumed to be their own and not those of NDTA, DoD, USTRANSCOM, or anybody s parent organization/company.

2 Domestic Transportation Programs Mr. Bryan Edwards & Mr. Charles Morgan 31 Oct 2016

3 Objectives This session will provide an overview of SDDC domestic transportation capabilities across the Department of Defense Transportation Community with a discussion on the Transportation solutions and capabilities needed to meet customer requirements for quality, speed and best-value. 3

4 Agenda Military Freight Traffic Unified Rules Publication (MFTURP) Defense Transportation Regulation (DTR), Part II GOCARE Transportation Discrepancy Report (TDR) Cost Questions/Disputes Carrier Performance SDDC Contact Information Questions 4

5 Military Freight Traffic Unified Rules Publication (MFTURP) 5

6 Purpose Establishes policy, prescribes rules, and describes responsibilities for motor, rail, water, pipeline, air and tank-truck Transportation Service Providers (TSP). These rules will assist TSP in providing safe, reliable, and Best Value service to Department of Defense Shippers. Essentially the tender rules 6

7 Update Review Process Received final review from Services and DOD agencies Carrier review SDDC legal review Federal register notice Once federal register notice is released the updated MFTURP will be uploaded to SDDC Website Customer advisory issued to inform of the update 7

8 Defense Transportation Regulation (DTR), Part II 8

9 Background DTR is designed to provide base level transportation management officers with the right tools to perform mission USTRANSCOM has authority to publish in collaboration with Services, DLA, and Combatant Commands Base/Post Level Policy/Procedural Guide for DOD Transportation Offices Replaced more than 40 Service/Agency unique regulations USTRANSCOM recognized need for standardized DOD traffic management policies/procedures into one publication For complete access 9

10 DTR Chapters Passenger Movement (Chapter ) Cargo Movement (Chapters ) Mobility (Chapters ) Personal Property (Chapters ) Customs (Chapters ) Intermodal (Chapters ) Human Remains (Chapters ) 10

11 SDDC Related DTR Chapters Chapter GENERAL Chapter ROUTING Chapter SHIPPER Chapter HAZMAT Chapter TPS SHIPMENTS Chapter BILLS OF LADING Chapter CARRIER PERFORMANCE Chapter PACKAGING AND HANDLING - Chapter LOSS & DAMAGE Chapter TDR'S Chapter CLAIMS Chapter PAYMENT SYSTEM Chapter DTCI 11

12 Chapter 201 General Provides procedures and guidance and assigns responsibilities for performing traffic management functions initiated or sponsored by Department of Defense (DOD) activities, to include the transportation and movement of materiel. Currently under revision within SDDC Update organizational structure and websites Update policies regarding SDDC Advisories 12

13 Chapter 204 Hazardous Material Provides policies, procedures, and responsibilities for movement of regulated HAZMAT by all modes of commercial and military surface transportation Regulated HAZMAT are materials determined by the DOT to be capable of posing an unreasonable risk to health, safety, and property when transported Provides emergency response contact phone numbers for movements involving chemical and biological warfare material 13

14 Service/Agency Points of Contact ARMY Chief U.S. Army Logistics Support Activity Packaging, Storage, and Containerization Center ATTN: AMXLS-AT (Mr. Craig Coffman/Mr. Matthew Ober) 11 Hap Arnold Blvd Tobyhanna, PA DSN: /7144 Commercial: (570) /7144 NAVY Commanding Officer Naval Ordnance Safety and Security Activity ATTN: Code N55 Mr. Mario Harley HAZ Class I (Arms, Ammunition, Explosives, and Ordnance Related HAZMAT) Traffic Management 4234 Steve's Way, Suite 201 Indian Head, MD Commercial: (301) DSN: mario.harley@navy.mil Commanding Officer NAVSUP Weapons System Support (WSS) Code M0772 Ms. Susan Starks (All non-ordnance HAZMAT) 5450 Carlisle Pike Mechanicsburg, PA Commercial: (717) DSN: susan.e.starks@navy.mil DLA Defense Logistics Agency ATTN: J-344 (Ms. Jennifer Smith) 8725 John J. Kingman Road, Suite 4240 Fort Belvoir, VA DSN: Commercial: (703) Jennifer.smith2@dla.mil AIR FORCE HQ AFMC/A4RT ATTN: Mr. Jim Frank/Mr. Bill Heineman 4375 Chidlaw Rd Wright-Patterson AFB, OH Commercial: (937) /4503 DSN: / james.frank.2@us.af.mil william.heineman@us.af.mil MARINE CORPS Commandant of the Marine Corps HQMC LPD 3000 Marine Corps Pentagon, Room 2E227 Washington, DC DSN: or Commercial: (571) / oliver.j.bell@usmc.mil kevin.ashley1@usmc.mil DEFENSE CONTRACT MANAGEMENT AGENCY Defense Contract Management Agency DCMA 1222 Spruce St, St Louis, MO Ms. Dora Elias Quality Assurance Transportation Performance Advocate Commercial: (804) Commercial: (314)

15 Chapter 205 Movement of Conventional AA&E Establishes procedures and responsibilities for worldwide shipments requiring Transportation Protective Service Provides guidance on movements during different Force Protection Conditions (FPCON) Provides specific routing information for movement of AA&E shipments Provides guidance for small shipments of AA&E using DOD blanket purchase agreement awarded carriers under the GSA multiple award schedule 15

16 Provides guidance on Sealing of Motor Conveyances and Containers Provides REPSHIP guidance Chapter 205 Movement of Conventional AA&E Provides Emergency Hotline phone numbers and Point of Contacts Provides sample forms and instructions Shipment planning is the key 16

17 DTR Website 17

18 Government Cargo Recovery Effort (GOCARE) 18

19 GOCARE Program Purpose Provides Transportation Service Providers (TSP) with a point of contact and outlines procedures for resolving astray freight issues Astray freight shipments are costly to both US Government and TSP industry Costing government use and value of its property Costs TSP time and money in terms of claims administration and occupied storage space GOCARE program dependent upon maintaining a strong, cooperation between Government and TSP 19

20 GOCARE Enterprise Stakeholders DTR Chapter 209 Guidance on proper shipping and receiving of government cargo to prevent loss and damage, and procedures for documenting astray freight Service/Agency reps serve additional duty as chairpersons/committee members Service/Agency supervisors ensure GOCARE reps are allowed necessary time and means to perform duties in a manner beneficial to the US Government 20

21 3 rd QTR FY2016 GOCARE Reports TOTAL PIECES RECEIVED: 2108 TOTAL FREIGHT VALUE: $373,

22 GOCARE Enterprise Stakeholders GOCARE Guidelines provide rules and policy; and stakeholder responsibilities 8 chairpersons (CP) represent Army, Marine Corps, Navy, Air Force, Coast Guard, Defense Logistics Agency, General Services Agency, Defense Contracting Management Agency 168 committee members (CM) oversee Service/Agency areas of responsibility 22

23 Transportation Discrepancy Report (TDR) 23

24 Transportation Discrepancy Report Used for: Documenting loss or damage to Government material to support the filing of claims against Transportation Service Providers (TSPs) Documenting the loss or damage to Foreign Military Sales (FMS) or other Security Cooperation Program (SCP) Documenting TSP-related discrepancies TSP-related HAZMAT marking, labeling, placarding and documentation errors Shipping paper irregularities Improper cargo blocking and bracing Broken/missing seals Failure to provide transport equipment that complies with MIL-STD and/or state and federal transportation safety regulations 24

25 Discrepancy Identification System (DIS) DIS is an Internet-based application that is accessible from the GFM Main Menu and is used to generate the Department of Defense (DD) Form 361, Transportation Discrepancy Report (TDR). 25

26 Discrepancy Identification System (DIS) Supports the generation of the following TDRs: Astray freight (see DTR Chapter 209) Shortage Pilferage Theft Damage Vandalism Material overage Contract and/or accessorial services ordered but not provided Non-conformance with HAZMAT shipping requirements TDRs generated through DIS are used by the Defense Finance and Accounting Services (DFAS) and other Claims Offices to settle claims for discrepant shipments on behalf of the US Government. 26

27 Discrepancy Identification System (DIS) DIS provides a link to the GFM Host database to automatically populate data from bills of lading that were generated by the GFM Freight Acquisition Shipping Tool (FAST), the GFM Spot Bid application, or the Cargo Movement Operations System (CMOS). DIS also automates requests for information between shippers, receivers, carriers, and additional parties. 27

28 DIS Common Mistakes Incorrect TDR Type Only Request For Information (RFI)-type TDRs can move forward to the Claims Office Failure to include TSP as a TDR Addressee for claims TSPs can only view and reply to RFI TDRs that are addressed to them; just having their SCAC listed does not send them a copy 28

29 DIS Common Mistakes Failure to annotate adequate remarks or upload supporting documentation Detailed, specific information that leaves no question as to what the discrepancy is will aid in the claims process Failure to include accounting classification Incorrect value or cost of repairs Must have supporting documentation uploaded to substantiate actual cost to the Government 29

30 Cost Questions/Disputes 30

31 Program Overview Provides solutions to freight costing/dispute questions IAW DTR/Chap 212 and MFTURP-1 Performs investigations/pre-audits to assist in cost dispute resolutions Either Shipper or TSP can submit a cost question Funds may be returned to DOD or TSP Any cost dispute between shipper and TSP can be forwarded to SDDC for resolution, regardless of mode (except air) Request should include as much data as possible on shipment (e.g., CBL #, ATR offer #, shipment ID #, spot-bid ID #, requested charges, synopsis of situation) Carrier can appeal SDDC decision to GSA Submit dispute to: usarmy.scott.sddc.mbx.cost-questions@mail.mil Once GSA begins audit of carrier, excess funds are not returned to DOD 31

32 Historical Data Average of 25 cost disputes/questions received monthly by SDDC All Services/Agencies submitted Average additional funds requested = $2,909 Average SDDC approval = $2,237 Received from TOs 44.6%, TSPs 47.5%, Others 7.9% Issues include re-cost, additional accessorial services, shipment cancelations, diversions, and OW/OD permits GSA Notice of Overcharges (NOCs) for SDDC to review/research has increased 32

33 Key Issues/Concerns Commercial Bill of Lading (CBL) discrepancies Use of the correct SPLCs Additional/decreased pieces/weight Issuing CBL Correction notices Assessorial services (e.g., EXP, PTS, SOC) Transportation Facilities Guide (TFG) Updates Base entry requirements Proper Planning (i.e., required delivery dates, MHE) DOD Standard Transit Times Shipment cancelation (after truck dispatch) Documentation (lack of) Correct commodity codes 33

34 Examples Carrier X submits request for delivery appointment to a Depot for Tuesday; Depot confirms appointment for Thursday. Carrier seeks two days storage (SRG); request denied. TO A issues two CBLs to carrier Y (each in amount of $800). Freight was picked up on the same day, by the same carrier, going to the same destination. Shipper A is instructed to canx one CBL, pay carrier for one CBL ($800). TO B awards freight to carrier Z for a LTL load; vendor contacted carrier and instructed carrier that shipment was full capacity. Originally rated as LTL ($1,712.60), carrier now due TL w/full capacity rate ($3,828.36). TO C coordinated truck for movement; shipper agreed to an earlier pickup date. Carrier arrived but shipper was unable to load truck. Carrier due VFN ($750). 34

35 Takeaways Continue to route freight IAW DTR, Part II Ensure all requested accessorial/protective services are listed in the Marks & Annotations block of CBL Use correct commodity codes for freight to be shipped DOD standard transit times apply; if freight is required sooner request EXP Include operating days/hours, entry requirements, MHE capacity, and any other important info in the TFG for your activity Document driver in/out times Ensure TFG for your activity is reviewed/updated as required Review TFG for consignee as part of your shipment planning Contact SDDC if there is a dispute/issue before payment approval Carrier can appeal SDDC s decision to GSA for final ruling 35

36 Carrier Performance 36

37 Carrier Performance Policy DoD R, Defense Transportation Regulation (DTR) Part II, Cargo Movement, Chapter 207 ˉ Available at ˉ Defines Shipping & Receiving activity/sddc responsibilities Service elements and standards Carrier performance process Carrier Performance Matrix (for action) Specific instructions ˉ CPM User Manual/Publicity Notice currently lists instructions Program designed to ensure carriers adhere to DOD and DOT rules and regulations. 37

38 Carrier Performance Program SDDC Responsibilities: Manage and oversee program effectiveness Review TSP performance and their ability to provide service to the DOD Monitor regulatory compliance with SDDC Military Freight Traffic Unified Rules Publication (MFTURP-1) Determine when a pattern of non-use actions and/or service failures warrant further quality assurance measures, i.e., TSP Review Board (TRB) Nationwide non-use days with 90-day probationary period Disqualification Will not exceed a period of 24-months TSP disqualified for 6-months or more are required to re-qualify with current FCRP guidelines 38

39 Carrier Performance Program Shipping Activity Responsibilities: Monitor TSP performance and ability to provide service to the DOD Carrier performance program implementation Issue LOWs Place TSPs in local non-use Report issues to Receiving Activity Responsibilities: Monitor performance of TSPs delivering to your activity Document and report service failures to origin Prepare Transportation Discrepancy Report (DD 361) Recommend TSP performance action 39

40 Key Performance Issues Abusive behavior Shipment refusal/no-show (voluntary tenders, Spot-Bids/Negotiated Shipments) Double Brokering Falsifying payment in Syncada Trans-loading Posting loads on Broker Boards (w/price) Missed RDDs Non-payment of subs Not providing assessorial services Leased equipment/675 service Copy of lease agreement w/truck No taped on signs No VFN for rejected equipment (CPM action completed) 40

41 Carrier Performance Module (CPM) CPM Capabilities: Automate the carrier performance process Increase oversight of all TSP performance actions Enable TOs to electronically generate correspondence Centrally track the number and type of performance actions Flag tenders of TSPs placed in local nonuse 41

42 CPM Entry (Example) 42

43 SDDC Carrier Performance Action Notified carriers May 2014, of SDDC s intent to take actions for high service failure rates Began SDDC carrier performance action in June 2014 Continues on a monthly basis *Compliance Rate Action % None 80 89% LOC 70 79% LOW Less than 70% 30 Non Use * Service failures to shipments Performance Actions Jun 2014 May 2016 Shipper LOW: 764 Shipper Nonuse: 619 SDDC LOC: 286 SDDC LOW: 128 SDDC Nonuse:

44 SDDC Organization s For carrier performance issues: For cost disputes/questions: For TDR issues: For GOCARE issues: For DD 1085s/Large Volume Movements: For Freight Carrier Registration Domestic Freight Services Branch /5894/

45 Questions This session provided an overview of SDDC domestic transportation capabilities across the Department of Defense Transportation Community with a discussion on the Transportation solutions and capabilities needed to meet customer requirements for quality, speed and best-value. 45

46