Joint Personal Property Shipping Office (JPPSO) - Personal Property Movement Services

Form / Attachment / Pricing Sheet

This document is a "Sources Sought" notice, serving as a market research tool for the Joint Personal Property Shipping Office (JPPSO) to gather information for a potential Blanket Purchase Agreement (BPA) for Personal Property Movement. It aims to identify potential sources and understand market capabilities.

Respondents are instructed to provide the following information:

• Company name and address
• Point of contact details (phone, email)
• Ownership and employee status (domestic/foreign, foreign national employees)
• Socio-economic status (e.g., small business, 8(a), HUBZone)
• DUNS/CAGE Code
• Website URL
• Manufacturer information (if applicable)
• Statement on Government release of proprietary data
• Information on standard warranty
• Recent sales history for commerciality determination

This document is crucial for potential bidders to understand the information the government is seeking to gauge market interest and capability. It outlines the specific data required to assess a company's suitability for a potential future BPA. Special attention is given to small businesses, requesting details on how they would comply with subcontracting limitations (FAR clause 52.219-14) if the acquisition is set aside. It also asks for feedback on potential small business subcontracting areas and market prices.

Sources Sought / Market Research

This Sources Sought notice is for market research purposes only, to identify potential sources capable of delivering personal property movement services for the Joint Personal Property Shipping Office (JPPSO) at Wright-Patterson Air Force Base (WPAFB), Ohio. It is not a Request for Proposals/Quotes.

• Firms responding must specify that their offered products meet the provided specifications.

• Firms must provide detailed information demonstrating clear technical compliance.

• Respondents should consider the potential application of Limitations on Subcontracting (FAR 52.219-14) and the Non-Manufacturer Rule (FAR 52.219-33) for future acquisitions.

• The North American Industry Classification System (NAICS) code is 488911 (Packing and Crating) with a small business size standard of $34M.

• The Government may consider a small business set-aside based on responses.

• All prospective contractors must be registered in the System for Award Management (SAM).

• Interested firms shall submit a capabilities package demonstrating their ability to provide the required services.

• The capabilities package must be brief, concise, and not exceed five (5) pages.

• Submissions are due NO LATER THAN 17 MARCH 2026 AT 12:00 PM EASTERN TIME.

• Submissions must be sent via email to curtis.thomas.4@us.af.mil and raschelle.swindle@us.af.mil.

• Email subject line must read: JPPSO BPA. Emails without this subject line or with suspicious attachments may be deleted.

• Allowable file types for attachments are .pdf, .doc, .docx, .xlsx, or .xls. .zip and .exe files are not allowable.

• The government is seeking capabilities from all potential sources, including Small Businesses (SB), 8(a) participants, HUBZone Small Business, Economically Disadvantaged Women-Owned Small Business (EDWOSB), Women-Owned Small Business (WOSB), Small Disadvantaged Business (SDB), and Service-Disabled Veteran-Owned Small Business (SDVOSB).

• Respondents should indicate their socio-economic status and whether they are a foreign-owned/foreign-controlled firm.

• A small business set-aside decision has not yet been made.

• Submitted information is voluntary and will not be reimbursed.

• Respondents will not be individually notified of assessment results.

• The Government's assessment will influence whether a future solicitation is full and open or a set-aside.

• Attachments referenced include: 1. Instructions, and 2. Technical Requirement (Performance Work Statement and Attachments).

Forms / Attachments / Pricing Sheets

This document, "ATTACHMENT A-G1," lists and illustrates various figures and forms referenced within Part IV of the Defense Transportation Regulation concerning Personal Property. It serves as a visual guide and reference for forms used in the transportation and management of household goods and personal property shipments.

• Figure A-G1-1: Household Goods Descriptive Inventory (DD Form 14)
• Figure A-G1-2: Packing List of Household Goods
• Figure A-G1-3: Location of Permanent Markings on ASTM-D4169 Wood HHG Box
• Figure A-G1-4: Container Marking for Household Goods
• Figure A-G1-5: Military Shipping Label for Personal Property
• Figure A-G1-6: Markings of Unaccompanied Baggage
• Figure A-G1-7: DD Form 1840, Joint Statement of Loss and Damage at Delivery
• Figure A-G1-8: DD Form 1840R, Notice of Loss or Damage
• Figure A-G1-9: DD Form 1384, Transportation Control and Movement Document (TCMD)

This attachment is relevant to bidders involved in the transportation of personal property, particularly household goods. It provides examples of the forms and documentation that may be required for such shipments, including inventory, packing lists, shipping labels, and loss/damage reporting forms. Understanding these forms is crucial for accurate record-keeping, compliance, and claim processing within the scope of related government contracts.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT A-G5 ACRONYMS," serves as a glossary of acronyms used within the Defense Transportation Regulation – Part IV, Personal Property. It is intended to provide clarity and a common understanding of specialized terms for all parties involved in personal property transportation.

• The document lists acronyms alphabetically.
• Each acronym is paired with its full meaning.
• Examples include common transportation terms like "BL" (Bill of Lading), "HHG" (Household Goods), and "SOW" (Statement of Work), as well as specific government and military terms.

Bidders responding to opportunities related to the Defense Transportation Regulation should use this document to understand the terminology used in solicitations, statements of work, and other related documents. Familiarity with these acronyms will aid in accurately interpreting requirements, preparing compliant proposals, and understanding contract obligations.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT A-G6 DIRECT PROCUREMENT METHOD (DPM) CLAIMS AND LIABILITY PROCEDURES," outlines the procedures and policies for filing, processing, and settling claims for lost or damaged personal property during shipments under the Direct Procurement Method (DPM).

• Claims Filing: Details the timelines (within 2 years of delivery, with specific conditions for Full Replacement Value (FRV) within 9 months) and requirements for filing claims.
• Liability Limits: Specifies contractor liability for loss or damage, including maximum amounts per shipment and per pound, and conditions for FRV.
• Substantiation of Claims: Outlines the necessary information and documentation required for claims, such as item descriptions, proof of purchase, and repair estimates.
• Notice of Loss and/or Damage: Mandates the use of DD Form 1840 (Joint Statement of Loss or Damage at Delivery) and DD Form 1840R (Notification of Loss or Damage) for documenting issues at delivery and for subsequent claims.
• Repair Estimates: Describes the process for obtaining and using repair estimates, including responsible parties for costs.
• Settlement Procedures: Covers timelines for paying, denying, or offering settlements, as well as procedures for partial settlements and quick claim resolutions.
• Salvage: Addresses the contractor's rights and procedures related to salvaging damaged or lost items.
• Essential Items & Catastrophic Losses: Defines procedures for handling essential items and significant shipment losses.
• Exclusions from Liability: Lists circumstances under which the contractor is not liable for loss or damage.
• Time Limitations: Reinforces the deadlines for filing claims and for government recovery claims.

This document is crucial for any bidder involved in DPM shipments. It clearly defines the responsibilities, liabilities, and procedures related to loss and damage claims. Understanding these procedures is essential for accurate cost estimation, risk assessment, and operational planning when responding to solicitations involving DPM shipments. Bidders must be prepared to adhere to these detailed claims and liability protocols.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for packing, containerization, and local drayage of Direct Procurement Method (DPM) personal property shipments for Department of Defense (DoD) personnel.

• The contractor shall furnish all personnel, equipment, facilities, supplies, services, and materials for preparing personal property for shipment, drayage, and/or storage via DPM.

• This includes packing, containerization, stenciling, weighing, and handling of shipments into and out of the contractor's facility.

• Services cover Household Goods (HHG) and Unaccompanied Baggage (UB) shipments, both domestic and international.

• Specific tasks include Premove Surveys, Weighing (using certified scales or constructive weight), Preparation, Packing, Loading, Containerization, Tagging, Inventorying, Appliance Servicing/Unservicing, Container Management, and Drayage.

• The contractor is responsible for ensuring all materials and containers meet specified standards (e.g., ASTM, SDDC).

• Proper Packing/Loading/Containerization: No more than 3% of shipments incorrectly packed/loaded/containerized per month.

• On-Time Pickup/Delivery: No more than 5% customer complaints for untimely pickup/delivery per month.

• Timely Documentation Return: 98% on-time return of completed documentation to PPSO per month.

• Accurate Invoicing: 98% error-free invoice submission rate per month.

• Facilities and Equipment: Less than 3 violations per quarter for inadequate facilities or unserviceable equipment.

• GOC Protection: No more than 2% of GOCs improperly protected per quarter; less than 2 failures per month to recoup GOCs within the specified timeframe.

• The contract period begins January 1 and ends December 31, inclusive.

• Performance will occur at the contractor's facility and customer residences within the defined areas of performance.

• The contractor must maintain adequate insurance coverage (Workmen's Compensation, Comprehensive General Liability, Automobile Liability) and provide cargo insurance certification.

• Facilities must meet specified guidelines and are subject to inspection.

• All personnel must be authorized to book shipments and arrange services, with at least one English-speaking employee available.

• Specific procedures for handling firearms, boats, and other items are detailed.

• Strict adherence to documentation, reporting, and marking requirements is mandatory.

Forms / Attachments / Pricing Sheets

This document, "ATTACHMENT A-G3 CONTRACTOR DOCUMENTS REQUIREMENT LISTINGS," details the specific documents and data that contractors are required to submit as part of their contract. It serves as a comprehensive list of Contract Data Requirements List (CDRL) items.

• CDRL Items: Lists 12 distinct data items required from the contractor, ranging from "Contractor's Quality Control Program" (CDRL 0001) to "Monthly SDS Metrics Report" (CDRL 0012).
• Document Titles: Each CDRL item has a clear title indicating the required document (e.g., Weight Tickets, Exception Sheet, Bill of Lading).
• Contract References: Specifies the relevant contract sections or paragraphs that mandate the submission of each data item.
• Frequency and Submission: Outlines how often each document is required (e.g., As Required, Each Shipment, Monthly, Weekly) and submission details.
• Abbreviations: Provides a key for abbreviations used in the CDRL, such as ASREQ (As Required), COR (Contracting Officer), and MTHLY (Monthly).

This attachment is crucial for potential bidders as it clearly defines the reporting and documentation obligations expected under the contract. Bidders must understand these requirements to accurately estimate the effort and resources needed for contract compliance. It highlights the types of data and reports that will be monitored and evaluated throughout the contract period.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT A-G2 PUBLICATIONS AND COMMERCIAL STANDARDS," lists publications and commercial standards that are either mandatory or advisory for contractors. Contractors are obligated to follow mandatory publications and will be guided by advisory publications to the extent necessary to meet Performance Work Statement requirements.

• Table A-G2-1. Publication Codes: Lists various specifications (e.g., ASTM, Military Standard, DTR) with their titles and indicates whether they are mandatory (X) or advisory.
• Mandatory Publications: Contractors must maintain these at their facilities.
• Advisory Publications: Contractors should use these as guidance to meet requirements.
• Obtaining Copies: Instructions are provided on how to obtain copies of government and commercial publications.

This attachment is crucial for bidders to understand the specific standards and regulations they will be required to adhere to if awarded the contract. It highlights the technical and quality requirements related to materials, testing, and processes, particularly concerning shipping containers, packaging, and marking for shipments. Bidders should review the listed mandatory and advisory publications to assess their capability to meet these standards and to accurately estimate proposal costs.

Form / Attachment / Pricing Sheet

This document, Attachment A-G7, outlines the procedures for the Direct Procurement Method (DPM) Electronic Bill Payment (EBP) using the Web-Enabled Transportation Operational Personal Property Standard System (eTOPS). It details the Third Party Payment System (TPPS) as a payment tool for reimbursing DPM contractors, providing information visibility, and improving payment processes. The document specifies the Contractor Self-Invoicing methodology where contractors enter invoicing data through the TPPS user interface.

• Introduction: Describes the TPPS as a payment tool and the Contractor Self-Invoicing process.
• Scope: Applies to all Services' and Coast Guard's Personal Property Shipping Offices (PPSO) and participating commercial contractors with active contracts listing TPPS as the payer.
• DPM Electronic Payment Process: Details the monthly invoice generation, PPSO certification, electronic data interchange (EDI) to DFAS, and payment processing.
• Process Steps: Outlines the establishment of accounting data, initial cost estimates (not used), Global Exchange (GEX) validation, contractor invoice creation in TPPS, PPSO approval, audit exception process (not used), summary invoice generation, reconciliation (not included), and DFAS/Payment Center approval.
• TPPS Electronic Payment Process Flow: A diagram illustrating the workflow between PPSO, TPPS, DPM Contractor, and DFAS.
• DPM Contract Inclusions: Specifies DFAR Clause 48 CFR 252.232-7003 and requirements for SF 1449 Block 18a regarding payment by the Third Party Payment System.
• Payment Centers: Lists DFAS financial payment centers for various services.

This document is crucial for DPM contractors as it defines the electronic payment process they must follow. It details how invoices are submitted, processed, approved, and paid via the TPPS. Understanding these procedures, including the role of the PPSO, DFAS, and the TPPS, is essential for timely reimbursement and compliance with contract payment terms. Bidders should note the specific requirements for evidence of services rendered and the payment cycle.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT A-G4 DEFINITIONS," serves as a glossary of terms and definitions commonly used within the associated performance work statement (PWS) for personal property transportation services.

• Provides definitions for terms such as BLUEBARK, Call Number or Lot Number, Complete Service, Containerization, Contracting Officer, Direct Procurement Method, Drayage, Employee, GCWT, Government-Owned Containers, Household Goods, International, Intertheater, Intratheater, Issuing Officer, Item or Article, Lot Number, Member, Member/Employee, Metrics, NCWT, Ordering Officer, Outsize Air Cargo, Packaging, Packed by Owner, Packing, Personal Property, Personal Property Shipping Officer (PPSO), Professional Books, Papers, and Equipment for Member/Employee (PRO or PRO-Gear), Pro Number, Quality Assurance Evaluator (QAE), Residence, and Unaccompanied Baggage.
• Clarifies specific conditions and inclusions/exclusions for terms like Drayage (Schedule I vs. Schedule II) and PRO/PRO-Gear.

Bidders should review these definitions to ensure a clear understanding of the terminology used throughout the solicitation and any subsequent performance work statement. Accurate comprehension of these terms is crucial for correctly interpreting requirements, scope of work, and performance expectations related to personal property transportation services.