[Federal Register Volume 59, Number 70 (Tuesday, April 12, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-8756]
[[Page Unknown]]
[Federal Register: April 12, 1994]
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DEPARTMENT OF DEFENSE
Final Procedures Implementing Changes/Revision to the Total
Quality Assurance Program (TQAP), DOD 4500.34R, Personal Property
Traffic Management Regulation (PPTMR)
AGENCY: Military Traffic Management Command, DOD.
ACTION: Final notice.
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SUMMARY: The following are final revisions pertaining to procedures in
the TQAP, PPTMR, and the CONUS Automated Rates System (CARTS) pamphlet.
The program objectives are to reduce the administrative workload for
both the PPSOs and the carriers, and provide a better quality assurance
program for the movement of personal property within the Department of
Defense. TQAP wording has not been officially incorporated into the
update of the PPTMR.
EFFECTIVE DATES: 16 July 1994 for the International Program, and 16
August 1994 for the Domestic Program.
ADDRESSES: Headquarters, Military Traffic Management Command, ATTN:
MTOP-QEC, 5611 Columbia Pike, Falls Church, VA 22041-5050.
FOR FURTHER INFORMATION CONTACT:
Ms. Betty Wells at (703) 756-1585, HQMTMC, ATTN: MTOP-QEC, 5611
Columbia Pike, Falls Church, VA 22041-5050.
SUPPLEMENTARY INFORMATION: For reasons set forth in the summary and
under the authority of DOD Directives 5126.9 and 4500.34 this revision
will supersede in part the current procedures published in DOD 4500.34-
R, Chapter 2, Personal Property Traffic Management Regulation; the TQAP
pamphlet, dated February 1992; and the CONUS Automated Rates System
pamphlet, dated 1 May 1991. The proposed revisions were initially
published for comments in the Federal Register, Volume 58, Number 196,
Wednesday, October 13, 1993, and Volume 58, Number 174, Friday,
September 10, 1993. Comments were received in writing and
telephonically during the review of the program, September 1993 through
January 1994. There were 12 individual letter responses to the
September 1993 Federal Register. This includes letters from carrier
associations and bureaus. Sixteen letter responses were received with
respect to the October 13th Federal Register item. This also included
letters from carrier association/bureau. Some changes were made to the
proposed revisions based on the comments received. The significant
changes contained in the revision are as follows and will apply in lieu
of cited TQAP pamphlet, DOD 4500.34R, and CARTS paragraphs:
A. Carriers will provide a copy of the DD Form 1840, Joint
Statement of Loss or Damage at Delivery, to the origin PPSO within 75
calendar days of delivery of the shipment. The PPSO will sign and
return by mail a receipt if a self addressed stamped card or letter of
transmittal is included by the carrier. (Reference TQAP, page 24,
paragraph C.4.c.(8) and DOD 4500.34R, page A-23, para 52.e.)
Comments: The majority of freight forwarders oppose this change,
while the van line carriers prefer to send the form to origin or have
no preference. Most of the carriers commented that they believe the
service member should be responsible for returning the form to a PPSO.
The DOD strongly believes it is necessary to cut out the middle-man in
the processing of the DD Form 1840. This will lighten the
administrative burden on the PPSOs and the carrier industry as well. In
addition to cutting out the middle man, the time for returning the form
has been expanded to accommodate overseas mail. Other paperwork must be
returned to the carrier to show proof of delivery or to ensure payment
to the carrier.
B. All shipments will be scored within 12 months of pickup date. If
no destination information is known, the origin PPSO will contact the
destination PPSO to confirm the status of the shipment and request
feedback on carrier performance at time of delivery. This will also
ensure that if the shipment is still in SIT points will not be taken
away from the carrier for not providing a DD Form 1840. Unless there is
evidence in the file to show otherwise, these types of shipments will
usually score at 100. In addition, shipments noted as still in SIT 12
months after pickup will be flagged to prevent them from being scored
again in future cycles. (Reference TQAP, page 21, paragraphs C.3.e. and
f.)
Comments: Carriers against the proposal suggested the origin PPSO
not make any contact with the destination PPSO for status on shipments.
They would like an automatic score of 100. Again, the DOD believes
communication between the origin and destination PPSO is vital to
ensure shipments are scored properly.
C. If the carrier discovers a shipment the PPSO failed to score 12
months after pickup, the carrier must identify the shipment during the
appeal cycle of the DD Form 2497. The shipment will then be scored
within 45 days and batch mailed according to TQAP procedures. This will
allow the carrier an opportunity to appeal if necessary. The score will
reflect on the carrier's next semiannual score. (Reference TQAP, page
21, paragraph C.3.g. and page 26, paragraph C.6.e.)
Comments: Comments received on this proposal noted the time period
allowed to identify these shipments (during the appeal cycle of the
semiannual evaluation) was one of the busiest times for carriers. It
was suggested carriers by allowed to identify these shipments any time
up until the next semiannual performance evaluation and possibly up to
12 months longer. It was also suggested the score should apply to the
most recent semiannual score. The DOD believes few shipments will fall
into this category, as carriers have the option of requesting a score
120 days after delivery. The carrier must have an opportunity to
appeal. Consideration was given to allowing only the 100 scores apply
to the present cycle as it is unlikely those scores will have an
appeal. However, there may be circumstances where it may benefit the
carrier for the newly scored shipment to go into the next performance
cycle. In the interest of fairness to all, each shipment will retain
the right to appeal, and the score applied to the next performance
cycle.
D. A PPSO has up to 12 months from pickup to score shipments.
However, a carrier may request a shipment score 120 days after delivery
when proof of delivery is provided. A completed DD Form 1840/1840R will
be the only acceptable proof of delivery. Origin PPSOs will not be
limited to using only origin data for scoring, but must ensure they
have received feedback from destination. (Reference TQAP, pages 20-21,
paragraphs C.3.c. through f.)
Comment: Those submitting negative comments on this issue suggested
there was not need for the origin PPSO to contact the destination PPSO.
The DOD believes it is necessary for PPSOs to communicate shipment
information prior to scoring to ensure each carrier is given the score
it earned.
E. Unless a shipment is still in SIT, shipments may be scored under
12 months of the pickup date (see note (3) below) if all of the
following criteria exists:
(1) A completed DD Form 1780 (may be electronic data) or
destination feedback from the destination PPSO.
(2) The DD Form 1840 is present and signed by the member and the
carrier representative.
(3) Shipments that have been converted to nontemporary storage
(NTS) or commercial storage will not require a DD Form 1840 for
scoring. The destination PPSO should annotate the DD Form 1780 at the
time the shipment is converted and return the form to origin.
(Reference TQAP, page 24, paragraph C.5.b.)
Comments: Comments against the proposal stated if shipments have
not been scored within a year, the origin PPSO should not contact the
destination PPSO to get the status of the shipment and the carrier
should receive a score of 100. The DOD is making every attempt to
ensure shipments are properly scored. By making it necessary for the
origin and destination PPSOs to communicate there is less chance for an
error when scoring a shipment. The DOD has no intention of giving
scores of 100 that may not have been earned. This would not be fair to
those carriers who do earn them.
F. Carriers will not be required to respond to letters of warning,
unless the PPSO specifically requests a written response. However, if
the violations continue the carrier is subject to suspension.
(Reference TQAP, pages 6-7, paragraph B.3.)
Comments: Comments indicated the PPSOs should ensure carriers are
sending the letters of warning by certified mail. TQAP already requires
DD Forms 1814, Letters of Warning, be sent certified mail, return
receipt requested.
G. Facsimiles will be permitted to meet the deadline for submitting
the DD Form 1840. (Reference TQAP, page 24, paragraph C.4.c.(8))
Comments: Carriers were pleased the requirement for a hard copy to
follow facsimiles was cancelled as announced at the September 1993,
Military Symposium.
H. On long delivery out of SIT shipments, the carrier will return
the completed DD Form 619 to the PPSO that authorized the services.
(Reference TQAP, page 33, paragraph C.10.d.)
Comments: No significant comments. This change will ensure services
authorized are confirmed by the proper authority.
I. When a carrier is suspended for a volume move, it is suspended
for the same type service (e.g., All domestic HHGs), for all shipments
out of that activity. The CONUS Automated Rate System (CARTS) pamphlet
will be changed. (Reference CARTS Instruction Pamphlet, Page 28,
paragraph 6008.c.)
Comments: No significant comments. This is to bring the CARTS
pamphlet in line with the TQAP.
J. Shipments turned back by the carrier, or pulled back by the PPSO
due to the carrier's inability to perform, will be uniformly scored at
40 points. This includes shipments that have been packed and/or picked
up by the local agent. The carrier will continue to be charged
administrative weight on the TDR if the shipment is turned back or
pulled back seven days or less before the established pickup date or
any time after the shipment has been packed and/or picked up.
(Reference TQAP page 32, paragraph C.9.)
Comments: No significant comments. In the interest of uniformity
and to alleviate confusion in scoring pull back/turn back shipments, it
is believed all such shipments should be scored the same. Shipments
pulled back/turned back within 7 days of pickup, must be retendered and
often reinventoried, causing more delay in the movement at origin.
Therefore, all these kinds of shipments will be scored the same.
K. Previous proposal to no longer require a 20-day grace period
prior to a regular suspension is being withdrawn at this time for
further review within the DOD.
L. Previous proposal allowing destination PPSOs to take action
against a carrier, that has a Letter of Intent on file at the
destination installation for outbound service, for inbound/destination
performance failures, has been withdrawn by the DOD.
MTMC considered all comments carefully and has decided to implement
changes to the quality assurance program as described above. The DOD
considers the changes necessary to ensure quality assurance standards
are applied through better communication and streamlined procedures.
Kenneth L. Denton,
Army Federal Register Liaison Officer.
[FR Doc. 94-8756 Filed 4-11-94; 8:45 am]
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