General Services Administration, Federal Supply Service (FSS), Services Acquisition Center (FCX), Washington, DC, 20406

R -- MOVE MANAGEMENT SERVICES SOL Reference-Number-FCXA-99-SG1 DUE 010400 POC Guy Galloway, Contracting Officer, Phone (703) 305-6000, Fax (703) 305-5094, Email guy.galloway@gsa.gov -- Alan Taylor, Contracting Officer, Phone (703) 305-6133, Fax (703) 305-5094, Email alan.taylor@gsa.gov WEB: Visit this URL for the latest information about this, http://www.eps.gov/cgi-bin/WebObjects/EPS?ACode=P&;ProjID=Reference-Num ber-FCXA-99-SG1&LocID=11. E-MAIL: Guy Galloway, guy.galloway@gsa.gov. C.2.9 MOVE MANAGEMENT SERVICES (MMS) A. Scope. The Contractor shall provide, in compliance with Government regulations and procedures, all labor, materials, supervision and resources to provide management of household goods shipment services from initial notification of move through completion of all move-related transactions. Services include, but are not limited to: pre-move planning; cost comparison; move, storage and special service arrangement and coordination; administration, monitoring and inspection; assisting employees with understanding the household goods shipment process and associated responsibilities; performing service performance audits; report generation and distribution; customer service; and a variety of other related services as set forth herein. B. Definitions: Household goods move (CONUS): A household goods move within the continental United States (CONUS) is defined as a basic move consisting of one shipment of household goods and personal effects and, when specifically authorized by the shipping agency, shipment of one or more privately owned vehicles (POVs). Household goods move (OCONUS): A household goods move to/from a location outside CONUS (OCONUS) is defined as a basic move consisting of one surface shipment of household goods and personal effects and, when specifically authorized by the shipping agency, one or more unaccompanied baggage shipments and shipment of one or more POVs. Centralized Household Goods Traffic Management Program (CHAMP): A program designed to manage the efficient and economical transportation of household goods, unaccompanied baggage, and (when authorized) privately owned vehicle(s) of Federal civilian employees relocated in the interest of the Government. CHAMP provides a broad array of transportation services and quality vendors at competitive discounted rates. Household Goods Tender of Service (HTOS): A document setting out the terms and conditions participants must adhere to under CHAMP and the standard program requirements they must follow. Currently the Domestic and International Household Goods Tenders of Service comprise the HTOS. The document encompasses among other things carrier/forwarder approval procedures, rate offer/submission instructions, service standards, participant reporting requirements, and nonuse procedures for unsatisfactory performance. Government Bill of Lading (GBL): The standard form that constitutes the contract of carriage between the Federal Government and a transportation carrier/forwarder. Interagency Traffic Management System (ITMS): GSA's web/CD-ROM-based automated household goods rate and routing system. ITMS provides household goods rate & routing (i.e., cost comparison functions for worldwide transportation services), report functionality, the HTOS and Request for Offers, mailing lists, and annual reports. C. Basic Services. The Contractor shall provide all services specified herein. Multiple origins and/or destinations may be involved for both CONUS and OCONUS shipments. 1. Carrier/forwarder selection. The ordering agency may select the carrier or household goods forwarder (hereinafter included in the term "carrier") to move the relocating employee's household goods or may delegate this responsibility to the Contractor. When the ordering agency delegates this responsibility, the Contractor shall select the carrier based on the criteria provided by the ordering agency. If a GBL is used, the Government agency must sign and approve the GBL. a. Use of Champ Carrier and Rate. Although CHAMP is not a part of this multiple award schedule (it is a separate program which has been procured through applicable authority), it complies with applicable regulations and ordering agencies, for administrative convenience, may add CHAMP services to a schedule order. A carrier that participates in (CHAMP) and has approved rates on file with GSA will be the first resource for moving a Federal civilian, non-DOD employee's household goods. Ordering agencies shall consider CHAMP on either a case-by-case or an overall basis. When a CHAMP carrier/rate is selected, provisions of the HTOS and the current Request for Offers (RFO) will apply. These documents may be accessed on GSA's web site at http://r6.gsa.gov/fsstt/ (click on the masted ship on the left menu for the DTOS or ITOS and on the newspaper for the RFO). b. Program Fee. When a CHAMP carrier/rate is used the contractor must withhold the CHAMP $145 program fee from the carrier's transportation payment and remit to GSA in accordance with Request for Offers Section 2-7.6. (see GSA web site at http://r6.gsa.gov/fsstt/ and click on the newspaper on the left menu; then search the postings for the latest RFO listing) and HTOS Section 7-1.B.(1) and (2). CHAMP services are not part of the relocation services contract, and they are not subject to the 1% IFF outlined in clause 552.238-76. c. GSA Interagency Transportation Management System (ITMS). When the ordering agency delegates the carrier/forwarded selection to the Contractor, the Contractor must access GSA's ITMS to obtain cost comparison information for use in selecting a carrier to transport a shipment. For information relative to accessing ITMS, contact: GSA, FSS Bureau (6FBD-X), 1500 E. Bannister Road, Room 1076, Kansas City, MO 64131; phone: 816-823-3646; fax: 816-823-3656. d. Use of Contractor's Commercial Arrangement. The contractor may offer, and an agency may select on a case-by-case or an overall basis, use of a commercial carrier/forwarder with which the contractor has a commercial arrangement, provided the arrangement results in a net benefit to the agency. GSA Form 3080, Household Goods Carrier Evaluation Report, is not applicable when a contractor's commercial arrangement is used. e. Commissions. A commission may be charged for commercial services under the multiple award schedule, provided the commission is disclosed and does not influence the carrier that is recommended/selected. In contrast, however, payment of a commission is prohibited when a CHAMP carrier/rate is used. f. DOD Activities. DOD activities may require the contractor to use carriers that meet requirements of DOD's carrier qualification program and rates carriers have filed under that program. This information is contained in the Military Traffic Management Command's (MTMC's) "Domestic Personal Property Rate Solicitation D-6" for domestic shipments and "International Personal Property Rate Solicitation I-12" for international shipments. Both documents may be found on MTMC's web site at the following address: http://www.mtmc.army.mil -- click on "Transportation Services", then on "Personal Property & POVs", and finally under "Quick Reference" click on "Personal Property Solicitations, Schedules, Regulations, etc.". 2. Shipment booking. The Contractor shall conduct all pre-move arrangements such as scheduling the move with the selected carrier, ordering a pre-move survey, determining whether storage in transit (SIT) or any special services (e.g., shuttle service, special crating, third party servicing, elevator charges, long carry, and/or stair carry) are required, etc. If SIT or special services are required, the Contractor shall obtain written authorization from the ordering agency. 3. Storage in transit. a. Arranging/Monitoring SIT. If an ordering agency authorizes SIT, the Contractor shall arrange storage under CHAMP rules and procedures (or CHAMP-equivalent when a commercial arrangement is used, or DOD rules when DOD procedures are used). The Contractor shall: (1) notify the employee in writing within 5 calendar days of household goods placement in SIT of the authorized SIT duration and location; (2) give the employee written contact information for the SIT provider; (3) monitor shipments in SIT and obtain disposition instructions from the employee or shipping agency representative at least ten working days before SIT expiration; (4) arrange delivery of shipments from SIT; and (5) inform employees in writing of their personal financial responsibility for charges incurred for any storage period in excess of the maximum authorized. b. SIT in Excess of 180 Days. If SIT exceeds 180 days, the contractor shall determine the condition of the employee's property at the end of the 180-day SIT period to protect the Government's and the relocating employee's right to recover for carrier-caused losses or damages.. While under the Federal Travel Regulation (41 CFR Chapters 300 through 304), the employee is entitled to shipment of goods to a final destination, the employee is responsible for payment of SIT charges for any storage period in excess of 180 days. The contractor shall ensure that its agreement with the storage facility protects individual employee interests after the 180 day period. When an ultimate destination is specified, the contractor shall provide all required contract services. 4. Carrier evaluation. The CHAMP program requires the contractor to furnish the relocating employee a GSA Form 3080, Household Goods Carrier Evaluation Report, and follow-up in an attempt to ensure both the employee and shipping agency complete their respective portions of the form and return it to GSA at: GSA, FSS Bureau (6FBD-X), 1500 E. Bannister Road, Room 1076, Kansas City, MO 64131. This requirement does not apply to household goods that are not shipped through the CHAMP program. 5. Service performance audit. The contractor must conduct an independent service performance audit of transportation billings within 5 days of receipt and certify by line item whether billed services (including any services specifically requested by the employee) were or were not necessary, properly authorized, and actually performed (this audit is unrelated to an agency's audit of the actual billing charges). The Contractor shall furnish the certification along with the transportation billing to the prepayment auditor for audit of the actual transportation charges. The prepayment auditor will adjust billed charges as appropriate based on the service performance and prepayment audits before the Contractor submits the bill and accompanying service performance audit certification, to the ordering agency for payment. When adjustments occur based on the service performance audit, the contractor will send a copy of the adjusted bill to the transportation carrier/forwarder as well clearly explaining the reason for any adjustments 6. Management information reports. The Contractor shall provide the following reports, furnishing monthly, quarterly, and year-to-date totals when appropriate. Unless otherwise specified, all reports are due to the ordering activity and/or GSA within 15 business days following the month/quarter services were performed. If the Contractor has a standard commercial report or customized standard report that meets a stated specific need, it may propose furnishing that report to the agency instead of the one specified as long as the contractor can demonstrate to the agency 's satisfaction that the proposed substitution will meet its needs. a. GSA Program Management Reports. The contractor shall furnish GSA the following program management reports in electronic format as specified in HTOS Section 9: (1) GSAQuarterly Shipment Summary. A summary of the total number of shipments handled for the specified period further broken down into the following incremental categories: number of shipments by agency, number of shipments by carrier, number of CONUS interstate shipments, number of CONUS intrastate shipments, and number of OCONUS shipments. For each category show total line-haul and accessorial charges. (2) GSA Quarterly Shipment (Detail) Report. For each household goods shipment processed under this contract, the following data are required: 1. Ordering agency/activity 2. Bill of lading number 3. Carrier SCAC and Taxpayer Identification Number (TIN) 4. Shipment pickup and delivery dates 5. Shipment weight 6. Shipment characteristic (household goods, privately owned vehicle, or unaccompanied baggage) 7. CONUS or OCONUS shipment 8. Line haul rate used (indicated whether ITMS or commercial rate) 9. Accessorial charges 10. Total charges (3) GSA Quarterly Claims Summary. A summary of the total number of loss/damage claims handled for the specified period further broken down into the following incremental categories: number of claims by agency, number of claims by carrier, number of CONUS interstate claims, number of CONUS intrastate claims, number of OCONUS claims, average number of days between date of claim filing and date initial settlement offer issued, average number of days between date initial settlement offer received and date of final settlement, average amount claimed and settled CONUS interstate, average amount claimed and settled CONUS intrastate, and average amount claimed and settled OCONUS. b. Ordering Agency Reports. If requested by the ordering agency, the contractor shall furnish the following reports in the manner specified by the agency with regard to format, content, and frequency. The ordering agency also may revise the report format. (1) Shipment summary. A summary of the total number of shipments handled for the specified period further broken down into the following incremental categories: numberof shipments by agency activity, number of shipments by carrier, number of CONUS interstate shipments, number of CONUS intrastate shipments, and number of OCONUS shipments. For each category show total line-haul and accessorial charges. (2) Claims summary. A summary of the total number of loss/damage claims handled for the specified period further broken down into the following incremental categories: number of claims by agency activity, number of claims by carrier, number of CONUS interstate claims, number of CONUS intrastate claims, number of OCONUS claims, average number of days between date of claim filing and date initial settlement offer issued, average number of days between date initial settlement offer received and date of final settlement, average amount claimed and settled CONUS interstate, average amount claimed and settled CONUS intrastate, and average amount claimed and settled OCONUS. For each claim not settled within 30 days, or 60 days when approved by the shipping agency's GBL Issuing Officer or Responsible Transportation Officer, the contractor must furnish an explanation for the delay. The explanation must be supported by the Delay Codes identified in Household Goods Tender of Service (HTOS) (comprised of both the Domestic and International Household Goods Tenders of Service), Section 9. (3) Counseling contact summary report. A summary report of counseling contacts showing employee name, date of initial contact, and current status of the move including date for the pre-move survey, packing date, pickup date, and actual or proposed delivery date(s) into SIT and/or residence. (4) On-time services summary report. A summary report listing employee name, scheduled pickup date, actual pickup date, scheduled delivery date(s) into SIT and/or residence, actual delivery date(s into SIT and/or residence, scheduled date for delivery out of SIT, and actual date for delivery out of SIT. When the scheduled and actual dates are different, the contractor must explain the difference. (5) Specially requested reports. Special one-time reports furnished to the ordering agency not more frequently than once a quarter when the GBL Issuing Officer or Responsible Transportation Officer requests. 7. Customer Service. The contractor shall provide a 24-hour, toll-free telephone number to provide ordering agencies assistance in tracking/tracing shipments, resolving problems that occur during any phase of the move, and in filing post-delivery claims for an agency that chooses that additional service. D. Additional Services. The contractor shall perform the following additional services when ordered by the agency. 1. Employee pre-move counseling. Employee pre-move counseling (as distinguished from a pre-move survey) includes information on commercial practices affecting all aspects of a household goods move. It also includes Government-specific information on Federal household goods entitlements and allowances prescribed in the Federal Travel Regulation (41 CFR chapters 300-304) and the ordering agency's internal regulations. If requested, the contractor shall counsel the relocating employee about services he/she is authorized at Government expense as well as any requested services that are not the Government's financial responsibility and which the employing agency will charge back to the employee. In the event that the Contractor provides incorrect advise to the employee, and the employee relies upon this advice to incur additional costs which are not reimbursable by the agency, the Contractor shall be responsible for such costs. Following is an availability listing of publications that contain information important in the employee pre-move counseling process: . FTR: Available on the Internet at: http://policyworks.gov/org/main/mt/homepage/mtt/FTR/FTRHP.shtml . CHAMP: Available on the Internet at: http://r6.gsa.gov/fsstt/ . Agency specific regulations/procedures: (Contact appropriate agency for availability) 2. Preparation of shipment documentation. If a Federal agency opts to have the Contractor prepare a Government bill of lading for Government signature, the contractor shall comply with the terms and conditions contained in 41 CFR 101-41. The bill of lading shall be issued to the contractor rather than the carrier. The Contractor shall bill the agency for all charges attendant to the move and shall make payment to the carrier. 3. On-site quality control service. If a shipping agency requests, the Contractor shall arrange for quality control personnel to provide on-site inspection service at the origin/destination residence at pickup/delivery. Inspection services include, but are not limited to: verification of correct inventory coding, use of proper packing materials, appropriate article servicing, equipment and personnel suitability, and satisfactory performance of unpacking. 4. Quality Assurance Plan. If requested by the shipping agency, the Contractor shall provide the shipping agency with a quality assurance plan to assist in assuring quality service and designate quality assurance personnel to execute the plan. 5. Claims preparation, filing, and settlement assistance. If the employee or shipping agency requests, the Contractor, in compliance with the request, shall settle loss/damage claims or provide immediate loss/damage claim preparation/ filing assistance, as appropriate. The Contractor shall review and negotiate any settlement offer that is inconsistent with the carrier's liability or HTOS provisions, and in the case of an impasse must refer the complete file to the shipping agency. The Contractor also shall counsel the employee about potential consequences of signing any full and unconditional release on any offer of settlement before all claims resulting from a particular move have been resolved. 6. Enhanced services. The Contractor may offer other related commercial services customarily performed as part of move management. Posted 12/10/99 (D-SN407695). (0344)

Loren Data Corp. http://www.ld.com (SYN# 0065 19991214\R-0005.SOL)