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DEPARTMENTAL REGULATION |
Number: 5200-002 |
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SUBJECT: Central Shipping and Receiving |
DATE: May 13, 1985 |
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OPI: 00, Personal Property Management Div., Supply & Transportation Branch
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1 PURPOSE
This regulation
governs the processing of personal property, publications, other supplies and
waste materials through the Department's centralized shipping and receiving
facility hereafter referred to as "Central Shipping and Receiving."
2 POLICY
Central Shipping
and Receiving shall provide accountability, security, and disposition control
of personal property, publications, and other supplies, and shall monitor the
disposition of waste materials for the Agencies located in the downtown
Washington, D.C. complex. The facility will be operated by a commercial
contractor under the administrative management and supervision of the Personal
Property Management Division, Office of Operations.
3 LOCATION
a Central Shipping
and Receiving is located in Room 0466, South Building.
b The official
mailing address for CS&R is Room 0466, South Building, Court 4, East Dock,
Washington, D.C., 20250.
4 HOURS OF OPERATIONS
CS&R will
provide services from 7:30 a.m. to 6:00 p.m., Monday through Friday, except for
holidays observed by the Federal Government.
5 REFERENCES
a USDA Deputy
Secretary's memorandum dated January 4, 1980, Subject: Establishing a Central
Shipping and Receiving Facility.
b FPMR 101-40.7 and
101-26.8
c GSA Handbook -
Discrepancy of Deficiencies in Shipments, Material or Billing.
6 FORMS
SF-361 Discrepancy
in Shipment Report
SF-364 Report of
Item Discrepancy
SF-368 Quality
Discrepancy Report
SF-l(USDA)Printing
and Binding Requisition
AD-14 Request
for Supplies, Forms and/or, Publications
GPO-2511 Print
Order
GPO-1026 Print
Order Marginally Continuous Form
7 ABBREVIATIONS
COR - Contracting
Officer's Representative
CS&R - Central
Shipping and Receiving
DOD - Department of
Defense
GSA - General
Services Administration
OGPA - Office of
Governmental and Public Affairs
00 - Office of
Operations
PPMD - Personal
Property Management Division
8 MANAGERIAL RESPONSIBILITY
a The Personal
Property Management Division, Office of operations, shall provide:
(1) Management
Control.
(2) Operational oversite through a designated liaison official.
(3) Oversight of
the performance of work for CS&P, through an appointed Contracting Officer's
Representative.
(4) A suitable
facility and appropriate work space for CS&R processing requirements.
(5) Complete space
maintenance for space occupied by the CS&R facility.
(6) An appropriate
operating budget for CS&R.
(7) Agency usage
volume and percentages to OFM for appropriate agency cost share computation.
b The Contracting
officer, Procurement Division, Office of Operations, shall provide:
(1) A suitable
Contractor to perform the operational requirements of CS&R.
(2) Execution of
proper contractual documents including modifications, changes, claims against
contractor, penalties for deficient contractor performance, and all other documentational additions or deletions to the contract.
c Agency
Responsibilities
Participating
Agencies shall:
(1) Utilize
CS&R for the receipt of publications ordered by OGPA.
(2) Utilize
CS&R for the receipt of personal property and other supplies via the
commercial transportation system.
(3) Utilize
CS&R for shipment of personal property and other supplies via the commercial
transportation system.
9 PROCEDURE AND RESPONSIBILITY
a Operating
Instructions - Incoming Shipments.
The Contractor
shall:
(1) Schedule
deliveries by commercial carriers and receive property from carrier personnel
(truck drivers).
(2) Inspect
property while in the carrier's vehicle or when placed on the unloading dock
for evidence of pilferage, shortage, overage and/or damage.
(3) Receive all
property that is properly consigned on bills of lading or other shipping
invoices. (When the Central Shipping and Receiving Facility Warehouse Foreman
receives a shipment that is damaged beyond reasonable repair, the COR shall be
notified to determine whether shipment will be accepted or refused.)
(4) Receipt for
property on carrier billing by annotating all visible discrepancies above
signatures and retaining a copy of the applicable billing.
(5) Remove property
from carrier vehicle tailgates or unloading dock and place into the temporary
holding area.
(6) Sort and
distribute publications and printed matter shipments consigned to OGPA within
the complex within five days of receipt.
(7) Notify the COR
without delay when property received is marked "CONFIDENTIAL",
"TO BE OPENED BY ADDRESSEE ONLY", PROPOSAL, "BID" or any
other marking indicating the contents may be of a "Controlled" or
"Sensitive" nature.
(8) Notify the COR
who will arrange for off-loading "Controlled" substance and hazardous
materials.
(9) Maintain the
temporary holding area in a manner that permits easy access to and proper
identification of each agency's property.
(10) Ensure proper
storage and preservation of items placed in the holding area.
(11) Notify agency
personnel of property arrivals and obtain signatures for property released to
agencies (NOTE: Property may remain in temporary holding up to 2 working days,
space permitting).
(12) Maintain a
daily log of all properly received to include the agency, the number of pieces,
and the number of pounds (weights).
(13) Complete
various types of receiving and shipping documents.
(a) Receipt copies
of Purchase Orders, Form AD-838
(b) Receipt copies
(vendors) of telephone requisitions
(c) Receipt copies
of documents of receiving FEDSTRIP orders
(14) Contractor
shall furnish copy of the delivery document when shipment is released to the
appropriate agency.
(15) Initiate
appropriate documents of notification and verification on shipments received
with visible discrepancies.
(16) Prepare
monthly statistical report to include the number of shipments, number of
pieces, and the number of pounds (weights) received by agency, and any
pertinent information on shipment discrepancies.
(17) Permit access
to buildings and monitor full service pickup and delivery personnel, i.e.,
parcel services, vendor deliveries, agency vehicle deliveries, etc.
b Operating
Instructions - Incoming Shipments
Agency receiving
personnel shall:
(1) When notified
of arrival, sign for and remove property from temporary holding area (NOTE:
Property may remain in the temporary holding area up to 2 working days, space
permitting). CS&R may deliver property directly to those agencies who
maintain receiving rooms in the proximity of court 4.
(2) Prepare
appropriate reports/documents on latent (concealed) damages or other
non-visible discrepancies.
(3) Arrange for
disposition of discrepancies involving property, i.e., coverage, shortage,
damage, wrong items, etc.
(4) At their
options, agencies shall provide the contractor an advance copy of each order
document covering property which will be shipped to, or through the CS&R
operation.
c Operating
Instructions - Outgoing Shipments.
Agency shipping
personnel shall:
(1) Prepare
property for shipment by properly packaging/packing into shipping containers,
obtaining actual weights, preparing appropriate shipping documents, and
affixing shipping labels and packing lists to containers.
(2) Deliver
property and shipping documents to the Central Mapping and Receiving Facility
and place in property staging area.
(3) Obtain shipping
document receipts from the Central Shipping and Receiving Facility after
property has been picked up by commercial carriers.
(4) Have access to
the shipping and receiving facility for internal agency movement of property
and material.
d Operating
Instructions - Outgoing Shipments
The Contractor
shall:
(1) Receive
property from agencies with properly prepared shipping documents (GBLs, CBLs, shipping labels and
packing lists) into the shipment staging area.
(2) Consolidate
shipments for pickup purposes and schedule pickups with commercial carriers.
(3) When commercial
carrier equipment arrives, remove property from staging area and place on the
loading dock or carrier vehicle tailgates, as appropriate.
(4) Obtain
commercial carrier (driver) signature of receipt for property and furnish
appropriate copies of shipping documents to driver.
(5) Furnish agency
personnel appropriate signed copies of shipping documents.
(6) Maintain a
daily log of all outgoing property to include the agency, number of shipments,
number of pounds (weight) shipped, by agency.
(7) Prepare monthly
statistical report to include the number of shipments, number of pieces, number
of pounds (weight) shipped, by agency.
10 DISPOSAL AND RESOURCE RECOVERY
a The Contractor
shall:
(1) Monitor each
trash container (area) to ensure no valuable materials are disposed of or
removed in an unauthorized manner.
(2) Monitor the
containers to ensure Government property is not secreted therein for subsequent
misappropriation.
(3) Withhold
questionable items of trash and salvage from disposal containers and refer them
to the COR for appropriate disposition instructions.
11 LOADING DOCK AND FACILITY SECURITY
a The Contractor
shall:
(1) Be responsible
for the physical security of loading and unloading in Court 4 (items processed
by CS&R).
(2) Ensure that
only vehicles making pickups and deliveries park at the Court 4 dock.
(3) Observe all
security regulations established by USDA for the downtown Washington, D.C.
complexes.
(4) Be accountable
and financially responsible for losses, damages and/or thefts of property while
in Contractor's possession.
12 REPORTS
a The Contractor
shall prepare the statistical tonnage report of each months activities.
b Reports will be
forwarded to the COR by the 5th working day of each succeeding month.