eGov/Mil Newsletter: August 1, 2014

August 01, 2014

In this Issue:

  • Short Fuse “Clicks”
  • Insurance and Bond Rejections
  • Special Solicitation Rate Filing Schedule Issued
  • Some TSPs Receive LOW for Claims Settled Properly
  • Troops Bemoan Missing Cars after Shipping Change
  • DOD & Government Personal Property News & Notes
  • Emerging Threats Won’t Stop Pacific Pivot: Locklear

Short Fuse “Clicks”

The Department of Defense (DOD) personal property program is now back to the normal criteria used to determine when a shipment is considered to be a Short Fuse offering via the Defense Personal Property System (DPS). A shipment is considered Short Fuse if the offer date is within five government business days (GBD) of the pickup, not including the offer date.

As soon as the Defense Personal Property Program (DP3) returned to the normal Short Fuse criteria, at least one TSP was contacted by the Surface Deployment and Distribution Command (SDDC) and told they had been consistently violating the policy regarding the number of clicks or hits a Transportation Service Provider (TSP) can make each hour in the Short Fuse queue. The TSP was told by SDDC that they had been violating the Short Fuse queue click count rule, which allows no more than 100 clicks/hour.

The problem is that the rules currently posted on the Move.mil website state the following:

DPS logon controls and limitations

  • To better serve our DPS customers and industry partners and for the protection of DPS, the Government has implemented logon controls and limitations in both ETA and DPS. ETA logon controls limit the number of logon attempts to 100 in a 24 hour period.The Government also limits DPS user system requests (hits per page) to 200 hits per hour per user account.The DPS Short fuse page will be limited to a more restrictive 50 hits/hour per TSP for Short Fuse hits (equivalent of 2 TSP DPS accounts at previous levels).

  • Exceeding one or more of these limitations will result in the suspension of your account, ability to accept short fuse shipments, and ability to obtain new DPS accounts. Initial violation will result in suspension of a TSPs ability to accept Short Fuse shipments for 7 days as well as locking of the violating account and suspension of future DPS account approvals. A second violation will result in suspension of a TSPs ability to accept Short Fuse shipments for 30 days, as well as locking of the violating account, all ETA accounts approved for the violator, and suspension of future DPS account approvals. Subsequent violations will be grounds for additional suspensions, account deletions, and a Transportation Review Board for the violating TSP.

  • Unlocking of DPS accounts and future DPS account approvals for the TSP will be suspended pending final determination by the government that adequate corrective actions are in place. Violating TSPs must provide an explanation, from the President of Vice President, of the cause of the violation (including detailed logs or other information requested by the government) and a detailed plan explaining preventative measures. Repeated violations may result in denial of future ETA access.

There is an obvious disconnect somewhere. The Move.mil website indicates the rules are at one level and SDDC is telling TSPs they are at another level.

IAM has posed the question regarding which click count is correct to the SDDC hierarchy. We are awaiting a response.

All industry participants need to operate under the same set of rules. No one should be able to gain an advantage due to a misunderstanding of the standards under which TSPs are required to operate.

IAM has also asked that a clarification be issued to the industry as a whole. We believe that the posted rules are the ones that are in place and should be followed until told otherwise.

Source: IAM & SDDC

Insurance and Bond Rejections

For the last few Personal Property Forums (PPF) SDDC has indicated they wanted to move toward having TSPs and their representatives update their insurance and bond information annually. Recently a change was made in the Qualifications Document and SDDC now has made the updating a requirement.

In a message issued on July 28, SDDC indicated they “will start rejectingall insurance and bonds in DPS with effective dates prior to 2013.”

This should be taken as a signal that all TSPs need to be in contact with their insurance and bond representatives to ensure they have the capability (digital certificates) and are willing to make these changes in DPS on an annual basis on behalf of the TSP. The TSP’s representatives are the only entities capable of making these changes. Currently the TSP cannot make those changes in DPS on their own behalf.

It appears that SDDC will not take any punitive actions until TSPs have sufficient time to make all of the necessary changes. The message indicated, “SDDC will release a future advisory prior to taking any actions for TSP non-compliance.”

SDDC-PP ADVISORY 14-0091

DATE: 28-Jul-2014

FROM: SDDC-PP SCOTT AFB, IL

TO: DOD-APPROVED PERSONAL PROPERTY TRANSPORTATION SERVICE PROVIDERS (TSP)

SUBJ: INSURANCE AND BOND REJECTIONS

1. To comply with the recent change to the SDDC Pamphlet 55-4 Transportation Service Provider Qualifications, dated 02 July 2013, SDDC will start rejecting all insurance and bonds in DPS with effective dates prior to 2013.

2. TSPs are responsible for ensuring their insurance and bond representatives maintain a current External Certificate Authority (ECA) and remain active in DPS. Upon renewal, TSPs are responsible for updating the effective dates of the bonds and insurance documents in DPS.

3. Additionally, insurance and bond representatives are required to cancel insurance and bonds in DPS when services are terminated. TSPs should also disassociate the insurance and bond representatives in DPS when their services are terminated, and associate new representatives as required.

SDDC will release a future advisory prior to taking any actions for TSP non-compliance.

4. Please address questions regarding this advisory to Mr. Jerry Jordan at (618) 220-5775 or Mr. Marty Calkins at (618) 220-5407.

5. This message was approved for release by Ms. Jill Smith, Chief, Business Processes and Systems Integration Division, HQ SDDC.

Source: IAM & SDDC

Special Solicitation Rate Filing Schedule Issued

 International winter (IW-14)

ITGBL rate filing schedule

Effective 01 October 2014 through 31 March 2015

Please print this schedule and post in a conspicuous place. Failure to meet required deadline precludes participation in the special solicitation program. Please utilize the current department of state (DOS) agent listing for each special solicitation channel and country when negotiating with origin and destination agents.

Action  Responsibility Start/End dates
Rate filing for special solicitations TSP 19 Aug 14 / 28 Aug 14
Download special solicitation rates to TOPS JPMO n/a / 04 Sep 14
Validate special solicitation rates in TOPS SDDC n/a / 05 Sep 14
Cycle 1 cancellations (eff: 01 Nov 14) TSP n/a / 09 Oct 14
Cycle 2 cancellations (eff: 01 Dec 14) TSP n/a/ 12 Nov 14

 

Note 1: TSPs must submit bids based upon use of agents approved by the department of state or the DOD installation responsible for overseas areas being bid on. TSPs must ensure selected agents are approved for servicing the applicable DOS/DOD installations prior to filing their rates.

Note 2: DOD reserves the right to solicit special solicitation channels in both Tops and DPS IAW I-25Ch5, Chapter X, Item 1003. TSPs filing rates agree to the current effective TOPS international solicitation (I-25Ch5) and should review and bid accordingly.

Note 3: effective 01 October 2013, Singapore and Thailand will no longer be active tops special solicitation rate channels.

Note 4: the ITGBL rate solicitation is available on the following HQ SDDC personal property home page and site path:

Website: http://www.sddc.army.mil/pp/default.aspx

Site path: Rates-International > Rate Solicitation > I-25 > I-25 Change 5

Source: SDDC

Some TSPs Receive LOW for Claims Settled Properly

Some TSPs have begun to see Letters of Warning for claims that have been settled properly and in a timely fashion. Why?

It appears that some military claims offices or quality assurance personnel are only looking at DPS to see which claims are in an “under review” status and that appear to be over 60 days old.

What may not be taken into account is the fact that once a final offer is made by the TSP and a member decides to accept, they are required to go back into DPS to formally accept the final settlement. Many times they do not complete that action even though they have agreed verbally to accept the settlement and may have already received payment.

The claims business rules provide for the following, with respect to the 60 days to settle rule:

2.4.1. On loss and damage claims, the TSP shall pay, deny, or make an offer within 60 days of receipt of a complete, substantiated claim. These rules authorize settlement for repair of damaged items that are capable of being repaired and replacement of items that are damaged beyond economical repair or lost. Customers are not required to accept any other settlement options.

Accordingly, making the offer in DPS is the action that satisfies the 60-day requirement, and the overall claim status does not need to be settled. TSPs have no control over how long (or if) the member responds in DPS to an offer. Indications are that this occurs very frequently. TSPs may try to contact members for long periods of time in the hope that they will take this final action in DPS but they have no incentive to do so since in most cases they have already received payment.

It also appears that there may be issues with DPS that may not allow the DOD personnel to see that, at the very least, offers have been made to the members within the allotted timeframes.

IAM staff and members of the IAM Claims Committee are contacting SDDC, the Military Claims Offices (MCO), Military Services Headquarters and Personal Property Shipping Offices (PPSO) to try and educate them on the entire DPS claims process and help them to understand why shipments may remain in an “under review” status indefinitely through no fault of the TSP.

IAM encourages TSPs to appeal these types of LOWs while we continue to educate DOD personnel.

Source: IAM

Troops Bemoan Missing Cars after Shipping Change

Service members and their families are increasingly reporting delays and other problems associated with the shipment of their cars and personal vehicles between stateside and overseas posts.

The complaints come just months after the Defense Department hired a new contractor, International Auto Logistics -- the Brunswick, Georgia-based subsidiary of the IAP Group -- to handle the shipping service.

Read the Full Story

DOD & Government Personal Property News & Notes

NDTA-DC Golf Tournament – August 14

Registration is open for the annual DC NDTA Golf Tournament to be held on 14 Aug 2014 at the Andrews Air Force Base golf course. Join IAM’s Terry Head and other key military and civilian transportation leaders for this fun event.

Updating Delivery Dates in DPS

A number of the Military Service headquarters have voiced concerns, raised by their Shipping Offices, regarding what appears to be a rise in frequency of TSPs not updating the delivery dates for shipments in DPS in a timely fashion. Without proper notification of delivery dates, PPSOs are unable to properly schedule their quality assurance inspections.

The International Tender, Item 510 – Note 3, requires that:

Once the TSP and member/employee have agreed to a delivery date, the TSP MUST update DPS with a "Scheduled delivery date" PRIOR to the actual delivery date or two (2) hours after agreeing to a delivery date/time with the customer, whichever is EARLIER. If a TSP fails to enter the scheduled delivery date in DPS the PPSO will have grounds for disapproval of any attempted delivery charge, even if the delivery was scheduled by the PPSO.

The Services have warned that if a PPSO identifies that a TSP has a pattern of not completing this requirement, punitive action can be taken.

Latest Peak Season Shipment Volume Numbers from SDDC

Week 31 – Ending 1 Aug 2014

Peak Season                            2-year aver                    2014

Cumulative Booked                  137,554                     140,054  

2014 - Measures total booked (5/15 - 8/31)

dHHG – 74,955 shipments

iHHG –  39,263 shipments

iUB – 25,836 shipments

August Traffic Distribution Lists

SDDC released the August 1 Traffic Distribution Lists (TDL) on the evening of July 28. The slight delay in releasing the list is tied to the extension granted for appeal submissions.

NDTA-USTRANSCOM Fall Meeting 2014

NDTA and USTRANSCOM are once again co-sponsoring a Fall Meeting at the Renaissance St. Louis Grand Hotel in St. Louis, Missouri, 28-30 October 2014. The purpose of the meeting is to stimulate wider interest and inquiry into technical and professional issues involving Department of Defense (DOD) transportation requirements. The meeting will provide information, training, and strategic overview for personnel of the DOD, and will also assist industry in anticipating and meeting future DOD needs.

Register and get more information on the NDTA website.

In the past, SDDC has scheduled a Personal Property Forum (PPF) around that same timeframe (late October to early November). At this point SDDC has not provided any tentative dates for the fall PPF.

GSA CHAMP Pre-Bid Meeting

GSA has had to reschedule the annual CHAMP Pre-Bid meeting to the following date/time:

When: August 13, 2014 at 1:30 PM EST

Where: GSA Headquarters, 1800 F Street NW, Auditorium, Washington, DC

Who: All approved CHAMP TSPs or those TSPs interested in CHAMP.

Due to an international meeting of leaders occurring in the Washington, DC area the week of August 6, 2014, Federal agencies have requested that GSA change the date of our annual CHAMP pre-bid meeting from August 6, 2014 to August 13, 2014.  

GSA will send out the agenda and presenters to the pre-bid meeting in the near future.  

If you have any questions, please contact Robyn Bennett at 816-823-3644 or Robyn.Bennett@gsa.gov, or Kim Chancellor at 816-823-3650 or Kim.Chancellor@gsa.gov.

We apologize for this inconvenience and short notice!

Thank you and we hope to see you on August 13th!

Sources:  IAM, GSA, NDTA & SDDC

Emerging Threats Won’t Stop Pacific Pivot: Locklear

The head of Pacific Command on Tuesday said the rebalance of U.S. forces to the Asia-Pacific region remained on course despite the growing demand for U.S. troops and assets to counter escalating threats in Europe and the Mideast.

“The military piece of it is moving forward,” Adm. Samuel Locklear said of the so-called “Pacific pivot” that has been a centerpiece of the Obama administration’s strategy. “I don’t get a sense that we’re backing away” from the commitment to the rebalance, Locklear said at a Pentagon briefing.

Read the Full Story