eGov/Mil Newsletter: May 20, 2016

May 20, 2016

In this Issue:

  • I-16 & 400NG Updates
  • SDDC Website Crashes
  • Moving Government Storage to Personal Storage
  • Army Has Fewest Active-Duty Soldiers Since 1940, Report Says
  • 2016 Change 1 Tariff Updates - 400NG and IT-16
  • DOD & Government Personal Property News & Notes
  • DoD: Carter Could Recommend Veto of 2017 Defense Bill
  • Senate OKs Fiscal ’17 Transportation Funding Bill With Trucking Provision

I-16 & 400NG Updates

Late Friday afternoon, May 13, the Surface Deployment and Distribution Command (SDDC) released changes to the 2016 International Tender and the 400NG Solicitations. A number of significant changes were included in the updates to the solicitations and these should be carefully reviewed by all Transportation Service Providers (TSP).

A number of changes were included in these updates but the most critical ones focused on the following areas:

1)      Reweighs

2)      Crating

All items in RED are changes from the original I-16 text.

Item 505 Reweighing

TSPs must be cognizant of reweigh requests. When requested by the PPSO/customer prior to the arrival of the shipment in DPS, TSPs must conduct the reweigh before the actual commencement of unloading of the shipment for delivery or into storage. TSPs must enter the shipment reweigh weight into DPS prior to invoicing. Invoices for shipments pending reweigh may be disputed or denied until the reweigh is performed. TSP must inform the customer and the responsible PPSO of the reweigh and, upon request, provide the time and specific location for each weighing to allow either party the opportunity to witness the reweigh. If the reweigh shows a lesser shipment weight, TSP must update DPS by entering the lesser weight(s) prior to invoicing or within 3 business days of reweighing the shipment, whichever is earlier.

NOTE 1: Reweighs on HHG shipments weighing less than 500 pounds are not authorized.

NOTE 2: To minimize re-handling of property for containerized shipments and allow for TSP invoicing, PPSOs may accept a reweigh of only the “gross weight” for containerized household goods. In order to determine whether to approve, dispute, deny, or require the TSP to re-bill services using a lower weight, PPSOs may calculate the new net weight determination as equal to the new gross minus the shipment original tare weight. After completion of the reweigh (new tare weight), TSPs must submit applicable follow on supplemental invoice/reimbursements.

Some key takeaways from the Reweigh focused changes:

  • For these rules to be applicable, a Personal Property Shipping Office must request a reweigh “prior to the arrival of the shipment in DPS”.
  • TSPs must enter the shipment reweigh weight into DPS prior to invoicing.
  • The changes in Item 505 are tied to another change. Item 202 requires that:
    • TSP must enter shipment weight in DPS within 3 GBDs after shipment pickup date, or prior to shipment arrival, whichever is earlier, to allow the customer or PPSO the opportunity to request a reweigh.

This change is in direct opposition to the Defense Transportation Regulations (DTR) requirement which states that a TSP must:

“The TSP must weigh each shipment and enter the gross, tare, and net weight of all shipments in DPS after the shipment has been picked up. The TSP must submit weight tickets, reflecting gross, tare, and net weights properly certified IAW solicitation/tender to the ordering officer with documentation according to Service requirements within seven working days.

  • The entire section on the handling of reweighs for containerized shipments will, at best, be difficult to manage for the Agent community. This will require the multiple handling of shipments in order to obtain reweighs in timely fashion called for in the new requirements. All of this must be done before invoicing on any aspect of the shipment can be done and only for the normal reweigh compensation of $65.90.

These changes to the reweigh requirements are obviously critical to all stakeholders in the Defense Personal Property Program (DP3). To ensure that all TSPs are able to comply with these new requirements SDDC has promised to provide the specific set of procedures that Personal Property Shipping Offices must follow in order to PROPERLY request a reweigh in DPS and help ensure that a reweigh request shows up in the appropriate queue in DPS. That way TSP will only have to check in a single location within DPS to find new reweigh requests. SDDC has yet to provide this process.

IAM will also push for a DPS Software Change Request (SCR) which will furnish TSPs with a direct email whenever a PPSO or military member requests a reweigh.

The other major area of concern deals with the new language regarding crating – Item 508.

External Crating language from the IT-16 Change 1:

Subject to PPSO approval, additional external crating/containers may be authorized by the PPSO for item(s) that may require additional external crating such as motorcycles, mopeds, mini-bikes, scooters etc. However, external crating may only be approved when item dimensions in any one direction exceed those of a Type II container (45” x 85” x 87” at 195 cu ft). Internal or external crating decision is subject to PPSO approval. See Billing Note 5.

1) Compensation: $9.44 (508C) per cubic foot, or a maximum of $1,000 per crate, whichever is less. Regardless of the actual crate size, TSP’s must bill either the actual cubic feet of the crate, or the cubic feet limitation listed in Billing Note 5 above, whichever is less, NTE a maximum of $1,000. No rounding of cubic dimensions is allowed.

Billing Note 4: Regardless of the actual cubic feet of the crate provided, compensation for internal crates will not exceed 3 inches beyond any single dimension (length, width, or height) of the item being crated. For example: an invoice for an internal crate for an item with dimensions of 39 inches x 71 inches x 0.5 inches will not exceed 42 inches x 74 inches x 3.5 inches, or a total 6.29 cubic feet.

Billing Note 5: Regardless of the actual cubic feet of the crate provided, compensation for external crates will not exceed 5 inches beyond any single dimension (length, width, or height) of the item being crated.

Billing Note 6: TSP’s must annotate the actual dimensions of the item in their preapproval request in DPS for internal and external crates and must bill either the actual cubic feet of the crate, or the cubic feet limitation in this item, whichever is less. No rounding of cubic dimensions is allowed.

The key takeaways are:

  • There is now a $1000 maximum billing allowance on each crate in a shipment.
  • Though the following requirements are not new to IT-16 Change 1, they are new for the 2016 International Tender:
    • internal crates will not exceed 3 inches beyond any single dimension
    • external crates will not exceed 5 inches beyond any single dimension
  • External crating may only be approved when item dimensions in any one direction exceed those of a Type II container BUT Internal or external crating decision is subject to PPSO approval……meaning that a PPSO can make a decision to approve external crating even if the actual dimensions of an item do NOT exceed those of a Type II container in any one direction. This would seem appropriate for items like motorcycles and other motorized vehicles.

There are a number of other significant changes to be found in both the IT-16 Change 1 and the 2016 400NG Change 1. All of these changes need to be carefully reviewed.

We have focused on the changes in the International Tender but similar changes have been made in both the International and Domestic Solicitation.

IAM continues to dialog with SDDC regarding a number of these changes and is seeking to bring about some alterations in what many view as onerous requirement changes.

Source: IAM & SDDC

SDDC Website Crashes

Editor’s Note: The following message was issued on May 13 regarding the SDDC “Public Site” website. The advisory indicates that the SDDC website “suffered an irreparable outage” and is currently unavailable to .com domains.

At this point it is unclear when a temporary or permanent solution will be available. Members can use the Military News and Resources portion of the IAM website to access much of the critical information which was located on the SDDC website.

SDDC-PP Advisory #16-0106

Date: 13 May 2016

From: HQ Scott AFB, IL

To: Military Service Headquarters Representatives, Worldwide Personal Property Shipping Offices (PPSO), and Personal Property Transportation Service Providers (TSP)

Subject: SDDC Public Site Outage

1. Please ensure widest dissemination as appropriate. The SDDC Public Site, www.sddc.army.mil, suffered an irreparable outage and is currently only accessible to .mil domains. The current site cannot be brought back online.

2. In order to maintain a public presence, HQ SDDC is preparing a new website for public consumption. The new site will contain limited personal property content, and will be online next week. Please look for an advisory notification once the public site is back online.

3. In the interim, consumers who need personal property user guides, advisories, or other program documents should send an email request to usarmy.scott.sddc.mbx.pp-ops@mail.mil or army.sddc.safb.ppcf@mail.mil. We apologize for the inconvenience, and appreciate your patience.

4. This message was approved for release by Ms. Jill Smith, Chief, Personal Property Systems Integration Division, HQ SDDC.

Source: IAM & SDDC

Moving Government Storage to Personal Storage

Fair warning:  this is just my experience.  Take away what ever lessons you can, but do not count on this as an interpretation of the actual regulations or rules.

Sometimes, unexpected things happen in life.  The end of a Permanent Change of Station (PCS) move does not always mean that you’re having your household goods delivered immediately. Thankfully, the military offers some free storage with each move.  But what happens when your free government storage ends?

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Army Has Fewest Active-Duty Soldiers Since 1940, Report Says

The number of U.S. Army soldiers on active duty has been reduced to its lowest since 1940, according to a published report.

The Army Times reported this weekend that the Army's end strength for March was 479,172. That's 154 fewer soldiers than the service's previous post-World War II low, which was reached during the Army's post-Cold War drawdown in 1999.

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2016 Change 1 Tariff Updates - 400NG and IT-16

With the new 400NG and IT-16 rates set to take effect on May 15, SDDC published Change 1 of the 2016 International Tariff and the 400NG was on Friday, May 13. Some of 
the bigger changes that will affect billing are listed below.

IT-16 Change 1

Item 216 letter h – Wording was added stating that the minimum weight does not apply to each portion of a split or partial shipment into SIT. This means that if part of the shipment comes into SIT on one day and the rest comes in on another day, each portion will be billed at the actual weight into SIT instead of the minimum. 

External Crating - In addition to the new crating limitations, Change 1 advises that 
external crating may only be approved when the item dimensions in any one direction exceed those of a Type II container (45x85x87 or 195cuft). There is also now a maximum payment amount of $1,000.00 for external crates. Daycos is updating the billing process to ensure the new dimensions and payment amount restrictions are put into place.

400NG Change 1

Crating of Bulkies - A crate may be approved for a bulky item on a Code 2.  However, a bulky item will not be allowed if approved for crating.  Wording was updated for crating (internal/external) to note the limitations on the excess inches beyond the actual item being crated.   This allows for the actual cubic foot of the crate or the cubic feet limitation listed in the item code, whichever is less.  In order for the TSP to be compensated for labor or new materials, the crating must be done at the origin residence, unless the customer or PPSO have agreed to containerization at the warehouse. This means that if a crate is approved, invoicing for the crate is allowed but no bulky charges will apply.

Some changes affect both the IT 16 and the 400NG.

Entering Weights in DPS – The TSP must enter shipment weight in DPS within 3 government business days after the shipment pickup date or prior to arrival, whichever is earlier. If a reweigh is requested, this must be completed by the time the shipment has reached its destination or delivers into SIT. If the reweigh has not been entered into DPS prior to invoicing, the billed charges can be denied until this information is updated. TSPs will want to ensure they are updating DPS with weight/reweigh information in a timely manner so the process can proceed and charges are not denied.

Dock Releases – Advises that TSPs can request pre-approval for labor incurred when placing items on the dock. Another pre-approval for labor is required if the TSP assists the member in loading the items. Non-performance for unpacking will still be billed. In order to get paid for labor TSPs will need to be sure to submit the pre-approval(s).  Also, for billing purposes, be sure to note on the paperwork to whom the shipment is released. We would need to know if it released to the member or another agent for a long delivery/interstate delivery.

These changes are not a complete list. We recommend TSPs review all the changes made to the 400NG and the IT-16. 

Source: Daycos – Daycos News - http://blog.daycos.com/

DOD & Government Personal Property News & Notes

DPS Outage Advisory

SDDC PP Advisory #16-0108

Date: 17 May 2016

From: HQ Scott AFB, IL

To: Military Service Headquarters Representatives, Worldwide Personal Property Shipping Offices (PPSO), and Personal Property Transportation Service Providers (TSP)

Subject: Defense Personal Property System (DPS) Scheduled Maintenance Outages (Updated)

1. The Defense Information Systems Agency (DISA), in coordination with the USTRANSCOM Program Executive Office (PEO-T), is conducting monthly DPS maintenance on Friday, 20 May 2016 and Friday, 27 May 2016. Please make a note of these two separate dates and downtime durations.

2. DPS will be unavailable for routine system maintenance between 9:00 PM Central Daylight Time (CDT) 20 May 2016 and 3:00 AM CDT 21 May 2016.

3. In addition, DPS will undergo routine system maintenance 27 May 2016 between 6:00 PM CDT and 2:00 AM CDT 28 May 2016.

4. Please report technical issues to the SDDC Systems Response Center (SRC):

a. Email: usarmy.scott.sddc.mbx.g6-src-dps-hd@mail.mil

b. Telephone: Toll free (800) 462-2176; Commercial (618) 589-9445, Option 5

c. Internet: https://src.service-now.com/src (NEW link)

5. This message was approved for release by Ms. Jill Smith, Chief, Personal Property Systems Integration Division, HQ SDDC

SDDC Helpdesk /System Response Center (SRC) Upgrades Ticketing System

Information regarding the new system directly from SDDC:

As of Monday 2 May, the SRC upgraded their ticketing system to a cloud-based application called Service Now.  Emails that are received by customer will refer to an “incident” instead of a ticket.  If there are numerous incidents about the same issue, a “problem” will be created associating all of the same incidents to this problem.  This will make it easier on all concerned with ticket escalation and resolving numerous incidents under the same problem.

SDDC will soon provide industry more detailed messaging on their new system.

Sources:  IAM, & Daycos

DoD: Carter Could Recommend Veto of 2017 Defense Bill

Secretary of Defense Ash Carter is waiting to see whether Congress uses war funds in the 2017 defense budget before he decides to recommend that the president veto it, Pentagon Press Secretary Peter Cook said Monday.

During the last month, the House and Senate have passed their versions of the annual National Defense Authorization Act. Though each chamber has passed an overall budget of $610 billion, the House version shifts $18 billion from a fund dedicated to war spending to pay for increased troops, aircraft and shipbuilding, a maneuver that Carter criticized as "gambling with funding for our troops."

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Senate OKs Fiscal ’17 Transportation Funding Bill With Trucking Provision

The Senate on May 19 voted 89-8 to pass a $56 billion transportation funding bill with a provision that would cap at 73 the allowable hours per week truckers could work before being required to take a rest break. The Senate bill also includes technical language having to do with an hours-of-service restart rule in the fiscal 2016 funding law.

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