**GSA Transportation Service Providers Partnership Meeting**

**Crystal Mall 3 -- Conference Room C43**

**October 26, 2005**

**Meeting Facilitator** -- Raymond Price, Transportation Programs
Branch, Travel and Transportation Management Division opened the meeting
and welcomed the attendees. GSA hosts this meeting twice yearly to
provide a forum for Transportation Service Providers (TSPs) to discuss
and raise their concerns as they relate to the GSA freight and household
goods programs. TSPs are encouraged to take ownership, submit topic
discussions, and actively participate.

**Welcome** -- Scott Tiedt, Chief, Transportation Programs Branch
welcomed the group and thanked the attendees for their participation and
support of GSA programs. He encouraged the TSPs to discuss their
concerns and submit agenda items for subsequent meetings.

**Transportation Service Provider (TSP) Survey Results** -- Gracie
Jones, GSA Program Evaluation Branch explained the process and purpose
of the TSP Survey. CFI, an independent contractor, conducted the 2005
survey through email. The intent of the survey is to provide feedback to
GSA on the TSPs' assessment of GSA's programs and provide GSA a measure
of program effectiveness. Art Ponack, Air Group questioned whether
veteran and other set-asides were considered for the transportation
programs. Art felt this might improve overall performance scores. Scott
Tiedt responded by stating special set-asides are agency/program user
responsibilities. Blaine Jacobs suggested that TSP status categories
could be identified within TMSS for shippers to sort. Scott stated he
would review how the programs office could identify in TMSS small
disadvantaged veteran owned businesses participating in the freight and
household goods programs. Art asked if agencies have to use TMSS.
Agencies do not have to use TMSS, but OGP has mandated use of an
electronic system. GSA offers continual TMSS training opportunities. The
freight and household goods training guides are available from the TMSS
home page by selecting "TMSS Training Online Training Guides." TMSS
training can be obtained at GSA's website, TSP locations, via telephone
and a dedicated TMSS session will be available at the February 2006
Transportation Forum.

Gracie's [presentation](../2005TSPSurveyResults.pdf) and the results are
included as part of the minutes. Anyone having questions after review
should contact Gracie Jones at 703 605-2894 or gracie.jones@gsa.gov

**Transportation Management Policy Update --** Mary Anne Sykes, GSA
Transportation Programs Branch in Ted Bembenek's absence, presented the
Office of Governmentwide Policy's (Transportation Policy) five major
initiatives. These policy initiatives are driven by the government's
e-initiatives and Performance Assessment Rating Tool (PART):

-   **Obligating Authority for Transportation Managers** -- This
    initiative published in the Federal Register as a proposal will
    appear as final rule over the next few weeks. It places mandatory
    training for agencies employees that certify funds for
    transportation services and obligate their agencies for payment of
    those services. This initiative has a two-week training requirement.

-   **Powers of Attorney for Imports** - Many TSPs are using different
    Power of Attorney forms to release shipments. GSA is looking at
    standardizing the form and has to go through the Office of
    Management and Budget (OMB) for review. This is for the use of
    custom forms needed to clear imports as they enter the country.

-   **Retirement of the Paper SF-1113**, the Public Voucher for
    Transportation Services. This amendment is being reviewed by OMB and
    should be published soon as a proposed rule. This is inline with the
    government's initiative to convert paper to electronic format. The
    retirement applies to the paper version.

-   **Electronic Billing and Payment** - This amendment focuses on
    electronic billing and payment. It is at OMB for review and should
    be published soon as a proposed rule. This requires all agencies to
    implement electronic transportation billing and payment systems. The
    government is not mandating the use of any particular system. The
    agencies make the choice. The Transportation Management Services
    Solution (TMSS) system will soon offer agencies the ability to
    electronically prepay audit and pay transportation bills. Department
    of Defense uses US Bank's Powertrack to pay transportation invoices
    which partially fulfills this requirement.

-   **Data Collection Standards & Reporting** -- OGP invited comments on
    the June 22, 2005 Federal Register Notice, Data Collection Standards
    and Reporting Requirements. OGP is reviewing the comments it
    received from the proposed rule. This requires federal agencies to
    provide OGP with specific transportation data and reporting
    requirements. This proposal is in response to the agencies'
    inability to provide Congress with credible data on transportation
    expenditures.

**CHAMP Analysis Study** -- GSA awarded a contract to Runzhiemer
International to do an independent study of the Centralized Household
Goods Traffic Management Program (CHAMP), which will include a
comparison of commercial practices and product offerings in the schedule
environment. Runzheimer representative, Mike Daugherty, presented the
key milestones and identified major tasks. Runzhiemer has already
contacted some key program participants for their opinions. Mike
encouraged those participants that have not been contacted and would
like to participate, to call or email him.

High Level Project Tasks:

-   Complete an extensive unbiased analysis and cost comparison of
    CHAMP, TDRS (SIN 653-7)

-   Analyze and evaluate whether CHAMP demonstrates improved
    efficiencies and cost effectiveness

-   Assess and Improve GSA's Management of CHAMP

-   Research, analyze and evaluate customers' transportation-services
    buying decisions

-   Identify financial settlement and auditing procedures used by
    federal agencies for CHAMP

Major Project Milestones and Deadlines:

-   Receive Contract Award August 25

-   Kick-Off Meeting August 31

-   Research Plan Approved September 9

-   Interview Questionnaires Approved October 7

-   Focus Groups Completed October 14

-   Interim Progress Report Submitted October 14

-   Interviews Completed October 28

-   Analysis Completed November 4

-   Draft Report Submitted November 18

-   Final Draft Approved December 2

-   Presentation of Findings December 9

**Freight Program Updates** -- Blaine Jacobs, GSA Transportation
Program, provided updates on the following:

-   Eastern Distribution Center (Burlington, New Jersey) Request for
    Offers -- GSA's Region 6 will issue a Request for Offer (RFO) that
    will cover EDC's dedicated routes that did not make it into the
    September RFO.

-   Less Than Truck Loads (LTL) High Cube/Low Weight Shipments- GSA
    wants TSPs to send sample accessorial language and baseline rates
    for Freight All Kinds (FAK). This will help GSA determine an
    approach to take for these types of shipments. Send the information
    to <blaine.jacobs@gsa.gov>. If you need to fax pages, fax to
    1-775-406-5166.

-   Fuel Related General Rate Adjustment (FRGRA) [Item
    1300](../FRGRAitem1300updated20050822.pdf) -- August 22, 2005 GSA
    clarified the [method of computing](../FRGRAshortversion2.pdf) the
    FRGRA (see attachment)

-   Freight Rates -- The new freight rates, effective November 1, 2005
    are in the TMSS system. These rates remain in effect until April 30,
    2006.

**Governmentwide Relocation Advisory Board (GRAB) -- Scott Tiedt,
Transportation Programs Branch -** Scott gave the group a summary of Ed
Davis' presentation to the agency committee. The GRAB formed in June
2004 and the Board's final report was issued in September 2005. The
purpose of GRAB was to identify ways to improve federal government
relocation processes. The Board submitted 114 recommendations. The major
recommendation themes were:

-   GSA needs to create an agency based council to decide how to run a
    governmentwide relocation policy. Today's application is too
    fragmented.

-   Relocation in the Federal Government needs to be used for
    recruiting, developing and managing human capital.

-   Strategic policies -- Government needs to approach relocation
    strategically rather than piecemeal.

-   Centralize and measure contracting much better

-   Need inter-government communication

-   Education is lacking and insufficient. GRAB is recommending the
    creation of specific classes, qualifications, and other measures.
    Relocation is often administered as other duties as assigned.

-   Systems, data, and reporting are lacking. It must improve. OGP is
    going to standardize the reporting data elements. Agencies must use
    systems to capture their processes. They may use commercial off the
    shelf systems. It is not necessary to create new systems.

-   A total approach will be used to integrate and implement GRAB
    recommendations.

OGP sent a letter to the Federal Administrative Managers Association
(FAMA) below, asking each agency for a nominee for the Relocation
Executive Steering Committee. Members will have the authority to speak
on behalf of their agency on relocation matters and facilitate best
practices throughout the federal government. OGP is trying to schedule
the first meeting in November. Initially, the Steering Committee will
likely meet bi-monthly or monthly, then every four to six months
afterwards.

> Louis Adams at Federal Labor Relations Authority;
>
> Mallory Andrews, GAO
>
> Gary Arnold, SSA
>
> Carolyn Austin-Diggs, Treasury
>
> Donald Bathurst, DHS
>
> Camille Beben, HHS
>
> Priscilla Carey, USDA
>
> Anthony Conques, DOD
>
> Brian Costlow, DOE
>
> Ronald Deacon, DOJ
>
> James Dean, GSA.
>
> Judith Jackson, NASA
>
> William Kohlenbush, State
>
> Stephen Moore, Education
>
> John Nyce, DOI
>
> Renee Page, EPA
>
> David Pallandino, HUD
>
> Leonard Pettiford, Labor
>
> Rudy Spruill, Transportation
>
> Reginald Trujillo, OPM
>
> Deno Verenes, VA
>
> Stephen Weigler, Exec. Office of the President
>
> Murray Welsh, National Endowment for the Arts
>
> James Woods, Commerce

The GRAB recommendations are available at
[www.gsa.gov/grab](http://www.gsa.gov/grab).

**Household Goods Program Updates** -- Kim Chancellor, GSA Kansas City
Programs Office, provided updates on the following:

-   **New Household Goods Rates** -- The new rates, effective November
    1, 2005 are now in TMSS.

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-   **International Expansion** -- Effective November 1, 2005, 18
    countries/points will be added to GSA's Centralized Household Goods
    Traffic Management Program (CHAMP) International. GSA will send a
    letter to all approved international TSPs informing of the expansion
    and will identify the requirements for adding these countries/points
    to their scope of operations. The countries/points are: Armenia,
    Belarus, Benin, Bosnia Herzegovina, Republic of Congo, Cote
    D'ivoire, East Timor, Eritrea, Georgia, Iraq, Jerusalem (added under
    Israel), Libya, Serbia & Montenegro, Slovak Republic,
    Togo,Turkemenistan, and Uzbekistan

-   **Hawaii Storage in Transit Rates Calculation -** Effective with the
    new rate cycle beginning on November 1, 2005, SIT will be calculated
    in 30 day increments instead of daily as previously done.

-   **HHG IFF Calculation** -- Beginning November 1, 2005, Industrial
    Funding Fee (IFF) will not be collected for POV and UAB shipments.
    The IFF will be based on net transportation charges on all household
    goods shipments excluding SIT.

-   **UAB Fuel Surcharge** -- Effective November 1, 2005, an UAB fuel
    surcharge will be authorized for CHAMP moves. The air carrier's fuel
    surcharge will be treated as a pass through charge and must be
    identified as a separate line item on the TSP's invoice. A copy of
    the air bill will be sent to the agency to gain reimbursement.
    Excessive costs are negotiable by the Federal agencies. Note:
    Department of Sate shipments are excluded.

-   **POVs Shipments HAZ-MAT** --The CHAMP TSP may identify the vessel
    carrier, shipping container, accreditation, and hazardous material
    associated fees on their invoice as a pass through charge when
    transporting a POV via a shipping container. These charges are in
    addition to the POV services included in the flat charge per Section
    2 of the CHAMP RFOs. TSP must provide a copy of the original receipt
    from the vessel carrier for reimbursement consideration by the
    Federal agency. Not running the POV to stall will automatically
    require the shipments to be hazardous material certified. TSPs may
    suggest one option over the other to preserve the vehicle or the
    agency can set their own internal policy.

**General Program Issues** -- Scott Tiedt, GSA Programs Branch, provided
updates on the following:

-   **Mileage Calculations --** PC Miler is the mileage calculator in
    TMSS. The system was updated recently with Version 19 from ALK
    Technologies. Effective date of Version 19 is November 1, 2005.
    Canadian shipments will require the use of Rand McNally.

-   **HHG Document/Records Requirement** -- The following verbiage is
    included into the Freight Management Program STOS: Review of
    Records. Carriers agree to abide by 28 U.S.C. 2415 and CFR 102-118
    with regards to the retention of transportation shipping
    documents/records. The Program Manager and any of duly authorized
    representatives shall have access to and the right to examine any
    books, documents, papers, records, and other data regardless of type
    and regardless of whether such items are in written form, in the
    form of computer data, or in any other form from the carriers
    involving transactions related to this STOS or compliance with any
    clauses there under. The carrier shall furnish, upon request, copies
    of all documents/records necessary by the Program Manager or his
    designee. Carriers shall furnish copies of such document/records at
    no cost to the Government.

-   **Tax Identification Number (TIN) Requirements --** The Household
    Goods and Freight programs RFOs will be updated to reflect the
    requirement that all TSPs participating in the CHAMP and FMP must
    provide their TIN.

-   **Agency Transportation Training --** This topic was discussed with
    OGP's initiatives. The final rule should appear over the next few
    weeks. It places mandatory training for agency employees that
    certify funds for transportation services and obligate their agency
    for payment of those services. There will be a two-week training
    requirement.

-   **Expedited Rates in TMSS --** It is GSA's goal to have expedited
    rates within TMSS before the end of 2006. Denise Bailey, Yellow
    Freight questioned the challenges GSA faced including expedited
    services in TMSS. Scott responded the Standard Tender of Service
    covers freight all kinds (FAK) and as a result different rates would
    be needed. GSA would need Standing Route Orders (SROs) for each new
    service. This involves drafting the RFO and programming it into
    TMSS. Tauna Delmonico injected this may be an opportunity to
    contract out this task. She is considering doing the same for the
    customer satisfaction index development for the freight management
    program.

-   **Powertrack/TMSS Payment --** The payment module within TMSS is
    supported internally by GSA's Kansas City Finance Center. TMSS will
    not use PowerTrack as its backend processor. Scott said the payment
    module in TMSS should be complete in early 2006. The GSA Office of
    Global Supply would be first, and then agencies may use TMSS to pay
    transportation bills using GSA's Kansas City Finance Center.
    Agencies using TMSS to pay bills must use TMSS in its entirety.
    Agencies may choose to pay their own transportation bills and
    continue to use TMSS for rates.

-   **Electronic data interchange (EDI)** -- GSA is interested in
    exchanging data via the EDI platform with TSPs. Any one wanting to
    participate or are having problems should contact Scott Tiedt and he
    will ensure that Pat LaPella gets the information.

-   **Bill payment on Required Delivery Date Shipments** -- Any TSPs
    having problems with getting appointments and impacting the delivery
    dates should contact Scott Tiedt with the details.

-   **2006 Forum** -- The Transportation Forum will be held in Garden
    Grove (Anaheim) California on February 22^nd^ - 23^rd^ 2006. TSPs
    are encouraged to share information about this training event with
    their customers

-   **2006 Meeting Dates** -- The tentative meeting dates for next year
    are March 22^nd^ and November 2^nd^

The meeting adjourned at noon.

**Meeting Participants:**

  ---- --------------- ------------------ ---- --------------- ------------------
       **Name**        **Organization**        **Name**        **Organization**

  1    Paul Dixon      South Hill Movers  23   Rudy Ohtersen   Joe Moholland
                                                               Moving

  2    Kevin McCarten  ShipLUI            24   Arthur          Interstate
                                               Morrissette     

  3    Kristin         A Duie Pyle Co     25   Ramesh Purohit  Paxton
       McLennan                                                

  4    Jim Essick      A Duie Pyle Co.    26   Robert Nease    ABLE Moving &
                                                               Storage

  5    Peter Vargus    Crown              27   Chuck White     HHGFAA

  6    Kathy Carr      Interstate         28   LaVerne Sims    Interstate

  7    Peggy Wilken    Stevens Worldwide  29   Scott Kidd      Yellow
                                                               Transportation

  8    Steve Garth     Roadway            30   Harry Gelb      Overnite
                                                               Transportation

  9    Thomas Swartz   Overnite           31   Chris Hood      Arpin Group
                       Transportation                          

  10   Stephen         Atlas              32   Mark Morgan     North American
       Hollingsworth                                           

  11   Don Chafin      Cornerstone        33   Janice Luchan   Allegiant
                       Systems                                 

  12   Carl Seaton     Seaton Van Lines   34   Denise Bailey   Yellow
                                                               Transportation

  13   Art Ponack      AirGroup           35   John Ryan       RE/MAX

  14   Tana Gilmore    Grabel             36   Ronald Gallier  Interstate

  15   Diana Hanson    Travel Management  37   Maria Kennedy   Joe Moholland
                       Consultants                             Moving

  16   Bob Ewing       Bekins Van Lines,  38   Mike Engel      Unigroup
                       LLC                                     

  17   Rae             Unigroup           39   Jed Shapiro     Stonepath
       Hickinbotham                                            

  18   T. Smith        Paxton Van Lines   40   Mike Daugherty  Runzheimer

  19   Gracie Jones    GSA                41   Kim Chancellor  GSA

  20   Raymond Price   GSA                42   Scott Tiedt     GSA

  21   Tauna Delmonico GSA                43   Jeff Thurston   GSA

  22   Blaine Jacobs   GSA                44   Mary Anne Sykes GSA
  ---- --------------- ------------------ ---- --------------- ------------------