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Washington National Records Center (WNRC)
(Suitland, MD)

Transactional Billing for Transfer Shipping

September 20, 2011

ATTENTION: Washington National Records Center (WNRC) Customers

WNRC will continue to operate our Truck Service in FY 2012.  The rates and details will remain essentially unchanged in the new fiscal year.  We expanded Zone 4 to include the furthest Washington, D.C. suburbs.

All of WNRC’s Truck Service drivers possess Commercial Drivers Licenses (CDLs) and maintain Top Secret/Q clearances.  As a result, the Truck Service can retrieve classified holdings.  The maximum carrying capacity of our largest trucks is approximately 500 FRC boxes if the records are on pallets or 360 FRC boxes if the materials are organized on semi-live skids.

Customer agencies interested in minimizing the “per box” cost associated with WNRC’s Truck Service should pay careful attention to the carrying capacity of our vehicles.  For example, sending 25 unclassified boxes from a loading-dock accessible facility located within Zone 1 costs $5.00 per container.  If you send 95 boxes the price per box drops to $1.32.  The second scenario is certainly more economical.

Truck Service charges are based on a combination of distance, volume, type of records (unclassified or classified) and the special circumstances that may exist at an individual agency facility. 

WNRC Truck Service Zones 1 & 2

The lowest rates apply to the delivery or retrieval of unclassified records performed within a 10 mile radius of WNRC. 
Base trip charge for Zone 1 is $125.00 for the delivery or retrieval of up to 99 boxes: Service Code H4.
Base trip charge for Zone 2 is $340.00 for the retrieval of 100 or more boxes:  Service Code H1.

WNRC Truck Service Zone 3

The base trip charge for delivery or retrieval of unclassified records performed at a distance of 10 to 19 miles from the Center, remains $415.00.  Zone 3 trip charges appear on invoices as Service Code HU.

WNRC Truck Service Zone 4

Zone 4 has been expanded to include trips of 20 to 45 miles from the Center.  The base trip charge for the delivery or retrieval of unclassified records within Zone 4 is $450.00.  Zone 4 trip charges appear on invoices as Service Code HW.

WNRC Truck Service Zone 5

The retrieval of unclassified records from agency facilities falling within Zone 5 (i.e., offices 46 to 250 miles removed from WNRC) remains possible.  Because these long-distance runs are time consuming, require us to dedicate scarce staffing resources, and tie up one of our limited number of large trucks for up to an entire day, the cost is significant.

Zone 5 trips have a base charge of $500.00.  In addition, labor charges ($68.00 per hour) accrue in ½ hour increments for both the truck driver and any assistants who are assigned to the long-distance run.  Zone 5 trip charges appear on invoices as Service Code HX, and labor charges appear as Service Code L2.

Special Security Procedures

After September 11, 2011, a small number of Washington, DC area facilities adopted special security procedures that produce lengthy delays each time a driver picks up or delivers materials to the site.  For areas that have adopted special security procedures, the FY 2012 base rate remains $875.00 per trip.  Special Security Procedures trip charges will appear on invoices as Service Code H2.

Classified Records

The base rates for the retrieval of classified records from agency facilities located within 45 miles of WNRC remain $1,300.00 per trip.  For facilities located 46 to 250 miles from the center, labor surcharges ($68.00 per hour) will also accrue in ½ hour increments for both the truck driver and any assistants who are assigned to safeguard the classified records during the long-distance run.  Classified records trip charges will appear on invoices as Service Code H3; labor charges will appear as Service Code L2.

Special Circumstances

The base rates quoted above are for the retrieval of prepared records from a facility with a standard loading dock.  If your facility lacks a loading dock or if WNRC staff members need to perform additional services onsite (loading your records onto pallets or skids, putting your boxes in order, etc.), then additional labor surcharges will accrue.  The FRCP’s FY 2012 labor rate that applies to our drivers is $68.00 per hour.  Regardless of the number of special conditions, charges will accrue in ½ hour increments, and agencies will be charged for the driver and any assistants.  Please note that, for facilities where “special circumstances” exist, the minimum labor charge is ½ hour.

Special Circumstances charges will appear on invoices as Service Code L2, with explanatory notes entered into the ARCIS Comments field.

No redefinition of “special circumstances” will occur in FY 2012.  If you had a FY 2011 National IAA in place with WNRC and you were charged for lack of a loading dock, etc., you should expect the labor surcharges to continue.  However, if you did not incur “special circumstance” charges and your facility did not move, undergo significant structural alterations, or change your internal handling procedures, you can expect to avoid the additional charges in FY 2012.

If you have any questions regarding the changes to WNRC’s FY 2012 Truck Service rates, please contact Channon Harris on 301-778-1550 or channon.harris@nara.gov or Krista Donnelly on (301) 778-1548 or krista.donnelly@nara.gov.

Sincerely,

 

JUDITH A. BARNES
Director