eGov/Mil Newsletter: January 29, 2016

January 29, 2016

In this Issue:

  • DP3 2016 Rate Filing Continues
  • SDDC Base Access Request
  • Navy Issues Tentative Dates for their “Household Goods Industry Days”
  • Reweigh Change Remains Problematic
  • Timing Will be Critical for Invoicing Reweighed Shipments in 2016
  • DOD & Government Personal Property News & Notes
  • Military Rules for Your Final PCS
  • U.S. Army in Alaska Braces for Cuts of Up to 2,000 Soldiers

DP3 2016 Rate Filing Continues

The Surface Deployment and Distribution Command (SDDC) opened the window for the first round of the 2016 Defense Personal Property Program (DP3) rate filing Jan. 10 at 7:00 p.m. EST. Round 1 was supposed to close on Jan. 15 but was extended until Jan. 20. Issues with some of the industry rate filing services being able to access DPS in order to upload rates and a few minor data issues necessitated the extension.

As a result Round 2 of the 2016 rate filing was delayed and will now open Feb. 3 at 7:00 p.m. EST and will run through 7:00 p.m. EST on Feb. 10.

Rate rejection notices began being pushed to TSPs the evening of Jan. 21. TSPs have until the close of round 2 to make adjustments to any rates that have been rejected and resubmit a “best and final” offer.

2016 rate filing – things to remember:

-          TSPs filing for Domestic channels must file four components: Peak Linehaul, Non-Peak Linehaul, Peak SIT, and Non-Peak SIT rates. All four components MUST be accepted by the end of Round 2 in order for the bid to be considered valid. For TSPs filing in both Domestic and International Markets using the Bulk Rate File method, separate Bulk Rate Files must be filed for each market.

-          During Round 2, TSPs will not be able to re-file all components of a rate channel (Peak/Non-Peak Linehaul, Peak/Non-Peak SIT, and Peak/Non-Peak Single Factor Rates) if a rate rejection is due to issues with only one of the rate components. Example: If a TSP receives a Round 1 “Error Code 4” rate rejection for the Peak single factor rate (TSP Intl-Rate/Domestic discount is higher than acceptable high for this Channel and Code of Service), the TSP cannot change the accepted Non-Peak Single Factor Rate for the same channel/code of service in Round 2. Likewise, if a TSP receives a Round 1 “Error Code 8” for the Peak Linehaul Bid (TSP Intl-Rate/Domestic discount is lower than the acceptable low for this Channel and Code of Service), The TSP cannot change the accepted Non-Peak Linehaul, the Peak SIT, or the Non-Peak SIT bid for the same Channel/Code of Service in Round 2.

-          TSPs using the Bulk Rate Filing method must re-submit all accepted bid components (Peak/Non-Peak Linehaul, Peak/Non-Peak SIT, and Peak/Non-Peak Single Factor Rates). Previously accepted bids will not be replaced/overwritten. As a reminder, TSPs will receive an error code indicating that a specific bid component was accepted in the Round 1 rate filing period. Note: TSPs using Workbench cannot re-file accepted bid components.

-          TSPs may submit rates in Round 2 for any channel/COS regardless if the TSP filed rates in Round 1; however, TSPs are reminded that Round 2 is their last chance to file rates and any rates rejected at the end of Round 2 cannot be refiled.

A copy of the most recent DP3 Rate Filing User Guide can be found on the IAM website.

Source: IAM & SDDC

SDDC Base Access Request

SDDC and the U.S. Navy have contacted IAM with a request. They have noticed an increase in the number of industry personnel that have been denied access to military installations on the day of a move due to an issue that surfaces during background checks that occur at base entry points.

They have asked that TSPs/Agents/Drivers continue to be as diligent as possible inensuring that ‎all personnel being used to service shipments on military installations are able to pass the security background checks when entering the installation.

We all understand the limitations that the industry faces in this process and that 100 percent compliance is nearly impossible due to the ever-changing guidelines that occur day to day and from base to base. But we are asked to be ever mindful of the inconvenience this can cause for both the military members and the industry personnel.

Source: IAM, SDDC &Navy

Navy Issues Tentative Dates for their “Household Goods Industry Days”

The Naval Supply System Command’s (NAVSUP) Global Logistics Support (GLS) Household Goods Office has tentatively announced the schedule for their “Navy Household Goods Industry Days.”

These meeting still have not yet received final approval from Navy leadership but that approval is expected in the very near future. The GLS Household Goods Office thought it was it important to get the schedule in front of industry so they could pencil in the dates and locations on their calendars.

City

TENTATIVE Date/Time

Location

Norfolk, VA

Tuesday, March 1, 2016

0800 – 1600

Doubletree by Hilton Norfolk Airport

1500 North Military Highway

Norfolk VA  23502

San Diego, CA

Tuesday, March 15, 2016

0800 – 1600

Anchors Catering & Conference Ctr

2375 Recreation Way/Yama St

Bldg 3210

San Diego  CA  92136

Jacksonville, FL

Tuesday, March 29, 2016

0800 – 1600

Holiday Inn Hotel & Suites

620 Wells Rd

Orange Park, FL  32073

A registration form for the meetings with further details and an agenda is available on the IAM website.

Source: IAM &Navy GLS

Reweigh Change Remains Problematic

One key change to both the 2016 International Tender and 400NG has to do with new reweigh procedures and requirements. The new guidelines for reweighs, currently effective starting May 15 states:

-          Reweighs - Item 505 of the IT-16

“The TSP must enter the shipment weight into DPS prior to the shipment arrival to allow the customer or PPSO the opportunity to request a reweigh. For shipments pending reweighs, TSPs must enter reweigh information into DPS prior to submitting any invoices. Invoices for shipments pending reweigh will be disputed or denied until the reweigh is performed. TSPs must be cognizant of reweigh requests and must accomplish requested reweighs prior to the actual commencement of unloading of the shipment for delivery or into storage.”

IAM and SDDC continue to dialog on this item. It is unclear at this point how SDDC expects International TSPs/Agents to accomplish this change. This appears to be a domestically focused requirement that has been added to the International Tender but has severe implications for the Domestic Market as well. IAM has pointed out to SDDC all of the operational issues as well as the cash flow implications for TSPs and their service providers.

IAM will continue to discuss this issue with SDDC and our belief is that a workable solution can be reached. IAM staff has a face to face meeting scheduled with SDDC on Feb. 18 where this will one of the major discussion topics.

Source: IAM & SDDC

Timing Will be Critical for Invoicing Reweighed Shipments in 2016

Editor’s Note: Another perspective on the Reweigh issue. This was posted on 1/14/16. Realize that IAM is still in discussion with SDDC on this item.

During a briefing at the IAM Convention last fall, SDDC indicated procedural changes on reweighs might be made in the 2016 tariffs to address issues with Notices of Overcharge being issued. In both the 400NG and the International 2016 tariffs, SDDC has added verbiage to the guidance regarding reweighs. The guidance that was added to the new tariffs has clarified the timing of when TSPs are required to complete updates in DPS with shipment weight and reweigh information and when they can begin submitting invoices for shipments that have had a reweigh requested.

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DOD & Government Personal Property News & Notes

SDDC “What’s New”

GSA Supplemental Filing Window for the 2015 - 2016 CHAMP RFO to Open

As a reminder, the Supplemental Filing Window of the 2015 - 2016 CHAMP RFO will open on Monday, February 1, 2016.  All rate offers submitted in response to the Supplemental Filing Window are due by 10:00 PM Central Standard Time on Monday, March 14, 2016.

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

Additionally Amendment 3 to the 2015 - 2016 CHAMP RFO dated August 26, 2015 has been posted. Amendment 3 identifies changes to the US Postal Service's non-alternating, Agency Specific Code USPDC.

New Navy E-mail Box for Documents

The new navy email box used to provide documents to Navy sites is intended only for document submission! No other forms of communication with Navy JPPSOs/PPSOs should utilize this new tool!!!!

The following is the original communication on the use of the email received from the Navy POC:

The Navy now has a centralized e-mail account for the TSPs to send in their rated B/Ls, inventories, 619-1s, and other supporting documentation for all Coded HHGs/UB shipments.  This does not currently pertain to NTS documentation.   That will be rolled out at a later phase. This applies to the following GBLOCs:  BGNC, CNNQ, JENQ, LKNQ, MLNQ, and QENQ. We anticipate that the remaining Navy sites will be added in calendar year 16. 

This centralized e-mail account will be monitored by our Center of Excellence team who will then transfer the documents into our electronic document storage system, called TRIM.   Each of our JPPSOs has access to TRIM so they can look up the documents as they need them.

New centralized account:  NAVY_HHG_DOCS@navy.mil

We ask the TPS follow these business rules.

1. In the e-mail subject line, please put the complete GBL number. (This way it will make it easier to search if there is a need to.) 

2.  That each e-mail contains the supporting documents for ONLY ONE customer/GBL.  Some TSPs are sending multiple GBLs in one e-mail, we then have to split it apart in order to get our documents to flow into our electronic document storage system (TRIM).

3. This is a RECEIVING only e-mail account. The only e-mails being sent to this account are the required supporting documentation that the TSPs are required to submit.   This e-mail account is NOT to answer any questions or do any research that the TSPs may have.  If the TSPs are looking for answers on something, they need to use the same e-mail accounts at each JPPSO they are currently using to ask those questions.

4. TSPs are only to send the supporting documents ONE time and to this ONE e-mail account- Navy_HHG_DOCS@navy.mil .   Please do not submit duplicate documentation or e-mails as this will bog down the process as the technicians have to review each e-mail to ensure we are not processing duplicate documentation.

Please note:  That once the TSP starts forwarding their supporting documents e-mail to the new account the TSP will no longer be required to forward the same e-mail to the particular JPPSO.   Our goal is to alleviate our staff at the JPPSOs from having to receive and TRIM documents.

Sources:  IAM, Daycos, Navy & SDDC  

Military Rules for Your Final PCS

If you're going through a voluntary military separation, the government will typically pay for one final military move up to six months after your final out date. But depending on where you are headed, you could be forced to pay some of that cost out of your own pocket.

What will the military pay for on your final PCS after voluntary separation? We talked with Defense Department military PCS experts to get all the details.

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U.S. Army in Alaska Braces for Cuts of Up to 2,000 Soldiers

Maj. Gen. Bryan Owens, commander of U.S. Army Alaska, has a make-or-break training exercise next month that will weigh heavily on whether his forces decreases in strength from 11,000 to 9,000 troops.

"This is important to us," he said Wednesday of the airborne exercise expected to begin on Feb. 16. "I don't know what we're going to come down to" in terms of end strength. "We may lose up to 2,000 troops in the process here."

Read the Full Story