DPSCM 4155.6

SUBSECTION 235.1

DPSC-HQ

30 Jul 90

DPSCM 4155.6

SUBSECTION 235.1

INSPECTION OF CARRIER'S EQUIPMENT AT SUPPY

POINTS AND RECEIVING INSTALLATIONS

I. REFERENCES.

 A. DoD Regulation 4145.19-R-1, Storage and Materials Handling-

 B. AR 40-657/NAVSUPNST 4355.4/MCD P10110.31, Veterinary Medical Food 

Inspection.

 C. DLAR 4140.55/AR 735-11-2/NAVMINST4355.73/AFR 400-54/MCO 4430.3, 

Reporting of Item and Package Discrepancies.

 D. DLAR 4500.15/AR 55-38/NAVSUPINST 4610-33/AFR 75-18/MCO P4610.19, 

Reporting of Transportation Discrepancies.

 E. AFR 161-32, Food Safety and Inspection Program.

 F. DPSC Handbook 4235.1, Overseas Subsistence Requisitioner's Handbook.

 G. DPSC Handbook 4235.6, CONUS Perishable Subsistence Requisitioner's 

Handbook.

 H. USDA Agriculture Handbook No. 593, Export Handbook for U.S. Agricultural 

Products.

 I. MSC Container Agreement and Rate Guide.

 J. DPSC Regulation 4500.7, Government Owned Perishable Subsistence Supplies 

Damaged in Transit.

II. PURPOSE AND SCOPE. This Subsection prescribes procedures for the inspection 

of carrier equipment prior to shipment of DLA owned/controlled subsistence to CONUS 

and overseas locations. It prescribes procedures for reporting carrier equipment and 

product deficiencies directly related to equipment failure found during receipt inspection 

of DLA owned/controlled subsistence at supply points and receiving installations. It is 

applicable to Quality Assurance Representatives (QAR) at DPSC supply points; other 

facilities storing DLA owned/controlled subsistence, and receiving installations. 

Portions also apply to DSO Chiefs at sites storing DLA owned/controlled subsistence.

NOTE: The use of the term DSO Chief in this document will include similar DPSC 

representative at location without a DSO.

____________

This Subsection supersedes Subsection 235.1, 2 Oct 87, and Change No. 1.

*Denotes Changes.
DPSCM 4155.6

SUBSECTION 235.1

III. FORMS.

 A. DPSC Form 2402 (Carrier Arrival and Loading Schedule) (Enclosure 1): The front 

side of this form provides a complete record of warehouse and carrier performance, 

including a record of opening temperatures of carrier's equipment on arrival. The reverse 

side highlights significant features of carrier's minimum standards of performance in the 

following areas: vehicle interior temperature minimum standards of service, and 

equipment standards and carrier responsibility.

 B. DPSC Form 4072 (Report of Unsatisfactory Carrier Performance) (Enclosure 2): 

This form is intended for use only at shipping and/or receiving supply points for DLA 

owned/controlled subsistence to provide a record of carrier performance.

 C. DD Form 1232 (Quality Assurance Representative's Correspondence) (Enclosure 3): 

This form is used by food inspection personnel to report carrier equipment and product 

deficiencies related to equipment failure found during receipt inspection of DLA 

owned/controlled subsistence at supply points, other similar facilities and receiving 

installations. Its use does not negate other reports that may be required from QARs 

and/or transportation officials IAW reference I.C. and/or I.D.

IV. RESPONSIBILITIES.

 A. The QARs at supply points and other facilities storing DLA owned/controlled 

subsistence shall:

 1. Determine that carrier's equipment is in satisfactory condition prior to loading 

(i.e., trailer sanitation, vehicle in good repair, refrigeration unit capabilities, etc.).

 2. Complete DPSC Form 2402 and forward through the DSO Chief to the 

Transportation Officer (DSPC-NTC, HDSRP-NT or HDSRE-DN).

 B. DSO Chiefs at supply points or other facilities storing DLA owned/controlled 

subsistence shall:

 1. Schedule carrier arrival/shipment times and provide this information to QARs at 

least 24 hours prior to loading.

 2. Ensure unsatisfactory carrier equipment is rectified or replaced.

 3. Complete DPSC Form 4072 and forward to the Transportation Officer, DPSCNTC, HDSRP-NT or HDSRE-ON, when necessary.

 C. The QARs at receiving installations shall:

 1. Determine condition of carrier equipment on arrival.

 2. Advise the applicable receiving/accountable officer and local transportation officer 

or agent of product discrepancies related to equipment failure which preclude acceptance 

of product.

 3. When deficiencies exist, forward to the DPSC Transportation Officer (DPSC-NTC, 

HDSRP-NT or HDSRE-DN, as applicable) a DD Form 1232 containing, as a minimum, 

the information indicated in Enclosure 3. Copies will also be provided to the DSO Chief 

that affected shipment.
DPSCM 4155.6

SUBSECTION 235.1

V. PROCEDURES.

 A. In CONUS Shipments. Prior to shipment, the following will be accomplished:

 1. QARs shall:

 a. Assure that the carrier's equipment meets minimum standards shown on the 

reverse side of DPSC Form 2402.

 b. Assure that the applicable portions on the front side of DPSC Form 2402 are 

completed to indicate the driver's initials, trailer number, arrival time, opening 

temperature, time loading commenced, time loading completed, and the closing 

temperature.

 c. When major irregularities exist that would damage the shipment, report to the 

DSO Chief for instruction on action to be taken.

 d. Pertinent remarks (e.g., irregularities noted, action taken, instructions received, 

etc.) will be annotated on the DPSC Form 2402 by the end of each work day. A 

continuation sheet may be used if additional space for remarks is required. An original 

and one copy will be forwarded to the DSO Chief. The DSO Chief will forward the 

original copy to the appropriate DPSC Transportation Officer (DSPC-NTC, HDSRP-NT 

or HDSRE-DN). A copy will be retained for the inspector's file.

 2. DSO Chiefs shall:

 a. Resolve unsatisfactory carrier equipment issue reported by QAR.

 b. Coordinate resolution of QAR reported unsatisfactory equipment issues with the 

appropriate DPSC Transportation Officer, when necessary.

 c. Report deviations from transportation instructions to the appropriate DPSC 

Transportation Officer, when necessary.

 d. Complete DPSC Form 4072 when it is felt that deviations from transportation 

instructions warrant reporting to the appropriate DPSC Transportation Officer. Forward 

one copy to DPSC-NTC, HDSRP-NT or HDSRE-DN, as appropriate. A copy shall be 

retained in the originator's files.

 B. Overseas Shipments.

 1. QARs shall:

 a. Comply with subparagraphs V.A.1.a. through V.A.1.d. However, separate DPSC 

Form 2402s will be maintained for overseas shipments. Each completed form will be 

marked at the top in red ink as follows: "Overseas Shipment Information."

 b. Monitor outboard shipments and report any product compatibility problems noted 

to the DSO Chief or other similar DPSC representative, as applicable, for instructions on 

action required when major irregularities exist which could lead to in-transit quality 

loss/deterioration/contamination. Compatibility guidance may be found in references 

I.A. and I.H. Pertinent remarks (e.g., incompatibilities noted, references, actions taken, 

instructions received, etc.) will be annotated in the remarks block of the DPSC Form 

2402. A properly titled and dated blank sheet may be attached with continuing remarks if 

more space is needed.
DPSCM 4155.6

SUBSECTION 235.1

 c. Ensure that each carrier furnishes a continuous temperature recording instrument 

with each container required by reference I.1. Report noncompliances to the DSO Chief.

 d. Ensure that air flow is not impeded on top flow containers. The clearance between 

cargo and ceiling or free hanging air flow curtains shall be as recommended by the carrier 

for the type and size of containers used.

 e. When requested by the DSO Chief, record departing conveyance temperatures on 

DPSC Form 2402. This information may be used to help establish liability (Government 

versus carrier) when loss is noted at final destination. Local modification of DPSC Form 

2402 to accommodate this requirement is authorized. Outbound conveyance 

temperatures will be compared to the requirements given on the reverse side of DPSC 

Form 2402. The DSO Chief will be notified of all discrepancies.

 f. For intra-theater shipments, should a conflict exist, refer to local MEDCOM and 

theater regulations.

 2. DSO Chiefs shall:

 a. Comply with subparagraphs VA.2.a. through V.A.2.d.

 b. Resolve compatibility issues reported by the QARs.

 c. Coordinate resolution of QAR reported compatibility issues with the appropriate 

DPSC Contracting, Quality, Supply and/or Transportation Office, when necessary.

 C. Receipt Inspections of DLA Owned/Controlled Subsistence.

 1. At supply points and other similar facilities storing DLA owned/controlled 

subsistence.

 a. QARs shall:

 (1) Prepare DD Form 1232 whenever equipment failure related deficiencies are 

observed. As a minimum, the information indicated in Enclosure 3 will be provided. 

The completed, original report will be promptly mailed to the appropriate DPSC 

Transportation Officer (DPSC-NTC, HDSRP-NT or HDSRE-DN). One copy will be 

forwarded to the DSO Chief or other similar DPSC representative. A copy will be 

retained in the QAR's file.

 (2) Contact the DSO Chief prior to rejected product to the carrier when any vehicle 

equipment discrepancy, damage or unsanitary condition is found that would preclude 

acceptance of the shipment.

 b. DSO Chiefs shall: 

 (1) Determine liability for the deficiency (e.g., carrier or shipper). Abandonment 

of DLA owned/controlled property to a carrier is rarely justified. In cases where there is 

a partial loss or damage that does not render the entire shipment worthless, it is the duty 

of the consignee to accept the freight in its damaged condition and file a claim for the 

damaged material. Reference I.G. contains additional guidance in this area.

 (2) Coordinate with the appropriate DPSC Transportation Office prior to 

abandonment of DLA owned/controlled property to a carrier.
DPSCM 4155.6

SUBSECTION 235.1

 2. At receiving installations.

 a. QARs shall:

 (1) Prepare DD Form 1232 whenever equipment failure related deficiencies are 

observed. As a minimum, the information indicated in Enclosure 3 will be provided. 

The completed original report will be promptly mailed to the appropriate DPSC 

Transportation Officer (DPSC-NTC, HDSRP-NT or HDSRE-DN). Copies will also be 

provided to local Accountable and Transportation Officers. One copy will be maintained 

in the QAR's file.

 (2) Coordinate, as necessary, with QARs at shipping activities in order to effect 

change and/or inform them of equipment failure related deficiencies. Copies of the DD 

Form 1232 will be provided QARs and/or Accountable Officers located at the shipping 

site, when requested.

 b. Local Accountable/Receiving and/or Transportation Officer shall:

 (1) Determine liability for the deficiency (e.g., carrier or shipper). Abandonment of 

DLA owned/controlled property to a carrier is rarely justified. In cases where there is a 

partial loss or damage that does not render the entire shipment worthless, it is the duty of 

the consignee to accept the freight in its damaged condition and file a claim for the 

damaged material.

 (2) Coordinate with the appropriate DPSC representative at the shipping activity 

prior to the abandonment of DLA owned/controlled property to the carrier.

BY ORDER OF THE COMMANDER

3 Encl LEONARD N. AQUILINO

Ch., Administrative Services Division

Office of Installation Services

DISTRIBUTION

 Special

HQ-A, HQ-C through HQ-G

DLA - QL - 1

DLA - QV - 1

DPSC-WS - 25

DPSC.WXA/Library - 2

 

 

 

 


VEHICLE TEMPERATURE MINIMUM STANDARDS OF SERVICE

STRAIGHT FREEZE LOADS

Pre-cool equipment to 25 F or lower, maintain 0 or lower while in transit.

STRAIGHT CHILL LOADS

Pre-cool equipment to 40-50 F, maintain temperature of 40 to 50 F while in transit.

MIXED AND CHILL FREEZE

The same minimum and maximum temperature standards as a straight chill load. However, the frozen 

products in the load shall be completely segregated by effective measures which will prevent damage to 

chilled products in the load. In this respect, insulated barrier should be plywood, wood, or aluminum, or as 

a minimum standard, insulated blankets, insulated tarpaulins or heavy insulated waterproof barrier for 

segregation of the chilled and frozen products. Frozen products shall be hard frozen at destination with no 

signs of defrosting, and the temperature of the frozen products shall not be above 20 F.

EQUIPMENT STANDARDS AND CARRIER RESPONSIBILITY

1. The trailer body will be completely tight when doors are closed.

2. The interior of the truck will be free of foreign odors and debris.

3. Sidewalls and floor racks will be clean. Blankets or other equipment used as barriers will be clean 

and odorless.

4. The carrier will provide adequate equipment for segragation and protection of product. 

Deliquencies in equipment will be corrected or satisfactory replacement will be provided within 

one hour.

5. No freight other than food for human consumption will be included in this vehicle.

6. Loads will not be stacked higher than 10 inches from the ceiling to allow for proper circulation of 

air. Ribbed flooring or floor racks should provide at least 2 inches clearance unless the load 

shipment is palletized. Carrier equipment employing nitrogen as a refrigerant will be accepted for 

local drayage movements only unless rigged with all wall and door strips and ribbed floor.

7. Carrier will provide adequate labor for loading and unloading to the tailgate.

INSTRUCTIONS ON USE OF THIS FORM

1. THIS FORM WILL BE IN HANDS OF SUPPLY POINT INSPECTORS FOR EXECUTION WHEN

CARRIER ARRIVES FOR LOADING.

2. THREE COPIES WILL PREPARED.

3. DISTRIBUTION 1 copy retained by inspectors; 2 copies forwarded through the DSO Chief (retain 

one copy) with the original forwarded to the applicable Transportation Office (DPSC-NTC, HDSRPNT or HDSRP-ON)

REMARKS

 
 ENCL 2 to SUBSECTION 235.1

 DATE:

SUBJECT: Report of Unsatisfactory Carrier Performance

FROM:

TO: DPSC-NTC

The following incident of unsatisfactory carrier performance is reported:

Shipper: _______________________________ Prepared By:

Consignee: _______________________________ __________Shipper

Date of Shipment: _______________________________ __________Consignee

Carrier: _______________________________

GBL: _______________________________

Tractor/Trailer: _______________________________

Complaint:

A. Carrier did not perform pick-up on___________________________________.

 1. Alternate Carrier ( ) provided service.

 2. Shipment delayed until__________________________, when carrier performed pick-up. 

B. Carrier caused delay at Origin

1. Scheduled Arrival Time:_____________________________________

2. Actual Arrival Time:________________________________________

3. Actual Departure Time:______________________________________

C. Carrier caused delay at Destination

1. Scheduled Arrival Time:______________________________________

2. Actual Arrival Time:_________________________________________

Details of Complaint: (Provide brief description of unsatisfactory carrier performance. Include statement 

of increased costs to Government attributable to carrier performance, and advise whether GRL or carrier’s 

delivery document was annotated per Provision 3 of Perishable Subsistence Carrier Service Agreement.)

_______________________________________

 Signature and Title

DPSC FORM 4072