U S General Services Administration Federal Acquisition Service

U. S. General Services Administration Federal Acquisition Service Trans. Port Integrator The Solution Moving Forward August 14, 2013

Federal Acquisition Service Objectives Ø TPI Functionality for TSPs Ø Proof of Delivery Ø New Functionality – Reports Ø New Functionality – Hazmat Ø Rate Procurement (RP) Frequently Asked Questions (FAQs) Ø Reminders Ø What’s Next?

Federal Acquisition Service TPI Functionality for TSPs Accept or Reject Tender (Shipment Offer) Status Confirm Pickup Status Confirm Delivery Status Confirm Proof of Delivery Status 3

Federal Acquisition Service Proof of Delivery (POD) Overview: Ø The purpose of the POD is to give the TSP and the shipper the opportunity to reconcile charges and validate the Bill Of Lading (BOL) before it is sent to Pay. Port Express. Ø The goal is to have the BOL sent from Trans. Port Integrator match the invoice received from the TSP so it passes the pre-payment audit, which results in quick payment to the TSP. What is the POD? Ø The POD is a signal that the TSP has made all arrangements with the shipper/customer and the charges on the BOL are accurate. When the TSP confirms POD, the BOL is automatically sent to Pay. Port Express. Ø TSPs should verify that the load has a valid rating when submitting a POD. Without a valid rating in TPI, the load will fail when being sent to Syncada. 4

Federal Acquisition Service Proof of Delivery Process Ø It is important that TSPs do the following when confirming POD: 1. Review the Bill of Lading and ensure all charges, including accessorials, are reflected on the BOL. 2. Ensure that the load has a valid rating. Loads are not received in Pay. Port Express if they do not have a valid rating, delaying the payment of invoices. Review charges on the BOL* If the charges on the BOL are correct, confirm POD If charges are incorrect, contact shipper Shipper approves new charges, updates load in TPI, and re-rates the load Review BOL again to make sure all charges are accurately reflected If the charges on the BOL are correct, confirm POD Proof of Delivery (POD) Process * See next slide for more information reviewing the charges on the BOL 5

Federal Acquisition Service Bo. L Review and Charge Validation No correction notice, valid charges Correction notice, valid charges ü No charges listed in either block on the ü Charges listed in both blocks on the correction notice 6

Federal Acquisition Service Bo. L Review and Charge Validation Correction notice, invalid charges Ø If there are charges listed in Block 15 (Bill of Lading Now Reads) and nothing in Block 16 (Correct Bill of Lading to Read), DO NOT POD the load. The load has an invalid rating. Ø The TSP should contact the shipper for resolution. Ø Once the shipper takes the appropriate action, the BOL should have charges in both boxes. Ø Once the load has a valid rating, POD. X Charge listed in Block 15 and not in Block 16 on the correction notice 7

Federal Acquisition Service New TSP Reports! Ø Two new reports have been added to TPI for TSPs. 1. Undelivered Shipments by TSP 2. Missing POD-TSP Ø To pull the report, Select the report and click the “Print” button 8

Federal Acquisition Service Sample of New Report Action should be taken on 27 Shipments. Implications: Payment may be delayed for these 27 shipments. 9

Federal Acquisition Service Sample of New Report Action should be taken on 212 Shipments. Implications: Payment may be delayed for 27 undelivered shipments in addition to 212 shipments with missing PODs for a total of 239 shipments with a potential for late payment. 10

Federal Acquisition Service New functionality – Hazmat! Ø Hazmat functionality will be rolled out shortly. Ø To determine if a shipment contains hazardous material prior to accepting the shipment, view the Commodity Type on the Tender Requests screen. Ø Or, select the Request Details button on the Tender Requests Screen and view the Commodity. 11

Federal Acquisition Service Hazmat on the BOL Ø Pay attention to Block 24. Marks and Annotations. The shipper may add hazmat emergency phone numbers, contacts, and vendor information here. Ø Hazmat will be denoted in block 34 “HM” with an “X”. 12

Federal Acquisition Service RP FAQs – User Roles Ø Q: Why can’t I see Rate Procurement on the navigation panel? OR What user groups have access to Rate Procurement? Ø A: There are four types of TSP user groups: TU 2 (Rate Procurement User), TU 3 (Operations User), TU 4 (Rate Procurement and Operations User), and TGA (Group Administrator). The TU 3 user group does not have access to Rate Procurement. If a user needs to be moved to a user group that does have access to Rate Procurement, they should go to My Profile on the TPI Portal, select one of the user groups that does have access to Rate Procurement, and submit their request. This Profile Change Request must then be approved by a Group Administrator from the organization or Jim Stroup at GSA (jim. stroup@gsa. gov). 13

Federal Acquisition Service RP FAQs – Supported Web Browser Ø Q: What web browsers can be used to file rates in Rate Procurement? Ø A: Internet Explorer Version 8 is the supported web browser for all of TPI. Internet Explorer Version 9 also works for Rate Procurement. TSPs with Internet Explorer Version 10 can typically use a "Compatibility View" to access Rate Procurement. Any other web browsers will not work with the Rate Procurement system, and users must download one of the supported browsers if they wish to file rates 14

Federal Acquisition Service RP FAQs – Accessorials Ø Q: How do I determine what units I am supposed to bid against for accessorials? Ø A: Accessorial rates in Rate Procurement are bid as a dollar value per unit (not as a percentage). The TSP Rate Procurement Filing Instructions user guide will be updated shortly to clarify the units for each accessorial. For example, the unit for Accessorial 400 (Diversion) is hours. TSPs should bid the dollar value that they wish to charge per hour. 15

Federal Acquisition Service RP FAQs – Terms & Contracts Ø Q: I don’t understand what the different data elements mean in Rate Procurement (ex. Origin Hub, Origin Zone, Rate Code, etc. ), can you help me? Ø A: You should refer to the “TSP Rate Procurement Filing Instructions” on the Help Docs page of the TPI Portal and to the SROs for these descriptions. If you are having trouble interpreting GSA’s contracts, please reach out to GSA directly. The Help Desk cannot answer contractual questions. 16

Federal Acquisition Service RP FAQs – Closing Time Ø Q: At what time does the bid cycle close on the Close Bid Date? Or, What time do I need to select the bid cycle by on the Respond By Date? Ø A: All Rate Procurement dates are 11: 59 PM ET. TSPs cannot select to participate after 11: 59 PM on the Respond By Date, and they cannot submit rates after 11: 59 PM ET on the Close Bid Date. § GSA is not available after 3: 00 PM ET § The TPI Helpdesk closes at 8: 00 PM ET Ø TSP Frequently Asked Questions (FAQs) are being updated to reflect the FAQs from the last rate procurement cycle and they will be posted to Help Docs. 17

Federal Acquisition Service Invalid Ratings Ø Why do invalid ratings occur? § If the Estimated Time of Arrival (ETA) is changed, then the rating becomes invalid and the load must be re-rated. § If a pickup time is input that will prevent the TSP from meeting the delivery window, then the rating becomes invalid and the load must be re-rated. Ø What happens if a load with an invalid rating is POD’ed? § If a load with an invalid rating is POD’ed, it will not be received in Pay. Port Express. § To reconcile the issue, GSA reverses the POD, contacts the shipper to rate the load and obtain a valid rating, and the TSP must POD the load again. 18

Federal Acquisition Service Reminders Ø Use the Carrier reports! § Be sure to confirm pick-up, delivery, and proof of delivery in a timely manner. Ø Input accurate pickup and delivery times. These will eventually be used to calculate a value index, which customers will use to select TSPs. Ø When a pickup date is entered that is outside the pick -up window, the shipper must re-rate the load. 19

Federal Acquisition Service What’s Next? Ø GSS and Ability One go-live dates and details will be communicated via email. Ø A list of Customer Agency contacts will be added to TPI. GSA will send a notice when this list is available. § Be sure to sign up for GSA’s transportation notices! 20