Shipping process

This section provides general guidance. Follow your agency’s internal policies and procedures when executing shipments.

Identify the category of shipment

• Freight: Cargo weighing over 150 lbs.
  • Use the Transportation Management Services Solution 2.0.
• Household goods: Personal effects of government employees or their dependents.
• Small parcels:
  • Weigh 150 lbs. or less for domestic shipments.
  • Weigh 300 lbs. Or less for international shipping.
  • Use the NGDS best-in-class contract- Acquisition Gateway.

Identify Shipment Details

Provide the Transportation Service Provider with key information like:

• Addresses (pickup and delivery).
• Dates and times (pickup and delivery).
• Facility hours of operation and requirements for access.

Modes

Select your mode of transport. Generally, the slower the mode the cheaper the shipping costs.

LTL (less than truckload) & LCL (less than container):

• Both are types of shipments where the TSP consolidates freight from other customers into a single truck or container.
• You must label every pallet with, at least, the consignee’s address.

Small parcel: TSPs may use different modes to complete your shipment.

Choose Shipping Method

Multimodal 

• Two or more modes move on one bill of lading.
• Convenient.
• More expensive than intermodal.
• Set up and managed by a freight forwarder or broker for you.

Intermodal

• Two or more modes move on separate bills of lading for each transportation segment
• Cheaper and more flexible.
• Requires you to manage the entire process.

Specialty Shipments 

• Can’t be handled through standard shipping methods.
• Have unique physical properties, safety requirements, or value.
• Include-
  • Classified or secret materials.
  • Temperature sensitive.
  • Valuables as defined by the Secretary of the Treasury (31 CFR § 362.1).
  • Artifacts or museum pieces.
  • Bulk shipments such as grains, oil, etc.
  • Perishables.
  • Hazardous materials ( HAZMAT) or dangerous goods.
  • International cargo which has a destination or origin outside the United States (may include U.S. territories).

Prepare the Shipment

Packaging Guidance

• Pack securely.
• Fill empty spaces with cushioning material.
• Use sturdy boxes that can handle stacking.
• Wrap pallets tightly using heavy-duty stretch wrap.
• Keep items within pallet edges and distribute the weight evenly.

Labeling Guidance

• Label each loose box.
• When shipping pallets -
  • Less than truckload or less than container, label each pallet on at least two sides.
  • Truckload or container load, label at least two pallets.

Select TSP 
Requirement: Follow 41 CFR 102-117.105. You must consider cost, reliability, and safety.

Bill of lading
Requirement

• Issuing a BOL:
  • Either the agency or the TSP can create a BOL.
  • The agency can use a Standard Form 1103 to issue a BOL.
• Regulations require a BOL for all shipments except small packages.

The role of a BOL
A BOL serves as all of the following:

• Document of title.
• Contract of carriage.
• Receipt.
• Shipment record.
• Requirement to file a damage claim.

Accessorials

You can select many different accessorials. Examples you might encounter include-

• Liftgate service.
• Residential delivery.
• Guaranteed service.
• Truck not adjacent to dock.
• Bunker Adjustment Factor (usually mandatory).
• Fuel Surcharge (usually mandatory).
• Detention.
• Demurrage.

Damages and Claims

If your cargo is damaged when you receive it- 

• File a claim with the carrier.
• File the claim as soon as possible.
• Preserve all evidence.
• Take pictures of damaged goods.
• Allow the TSP to view the damaged goods.
• Maintain the damaged goods until the TSP tells you to discard.

Insurance
For regulations on using U.S. Government shipping insurance when shipping valuables, see 

• 41 CFR 361 for claims when there are government losses during shipping
• 41 CFR 362 on the declaration of valuables