u.s. general services administration federal acquisition service center for transportation...
TRANSCRIPT
U.S. General Services Administration
Federal Acquisition Service
Center for Transportation ManagementFederal Acquisition ServiceContractors Transportation Management Association Conference July 8th, 2015
Freight Management Branch: Ship anything, anywhere, anytime
Federal Acquisition Service
Introduction
Who we are: GSA’s Freight Management Branch
What we do: Manage a freight management program and offer freight consulting services for federal organizations
When to use the program: Anytime a federal organization needs to ship freight
Where to obtain our services: Through our automated solutions and self-service websites
Why use the program: Let us show you…
2
Federal Acquisition Service
Freight Management Branch’s Program Provides a framework for fulfilling worldwide freight shipping
requirements of federal organizations
Offers rate management services for general commodity freight
Has the authority to acquire transportation rates on behalf of other Federal agencies
Freight can be shipped to all 50 states, Washington DC, U.S. territories, and international destinations
Transportation Service Provider (TSP) approval process and compliance enforcement managed by GSA
Operates through a non-FAR based approach by using freight tenders
Freight tenders are obtained through Request for Offers (RFOs), where GSA Freight invites approved freight TSPs to submit freight tender rates
3
Federal Acquisition Service
What are freight tenders? A tender is an offer from a transportation service provider
(TSP) to transport goods From one point to another For an agreed upon rate Applicable between the TSP and the agency listed in the
tender
TSP(s) submit tender rates to GSA for potential and expected agency freight movements
A bill of lading (BOL) document is the contract of carriage between shippers and TSPs
Contains tender rate and shipment details
4
4
Federal Acquisition Service
Tenders vs. ContractsWhen to use tenders (GSA
Freight)If Agencies/Bureaus; Need to quickly schedule a
shipment and do not have sufficient time to identify or solicit a FAR contract;
Have shipments recurring between designated places, but do not expect consistent volumes to obtain favorable tender rates;
Are not in a position to make a definite volume and shipment commitment under a FAR contract
When to use contracts (FAR)
If Agencies/Bureaus; Will ship consistent volumes in
reoccurring traffic lanes;
Have sufficient time to follow FAR contracting procedures, and negotiate a contract with a transportation carrier;
Are able to handle the requirement to set up and manage the FAR contract
5
Federal Acquisition Service
Program Savings and Benefits Program services offered at no charge to participating federal
organizations
Average freight rate savings for participants: 19.5% over other government agency rates, and 51.9% off commercial rates
(Source: Runzheimer July 2011)
Rates are priced for freight-all-kinds (FAK) shipments, Class 50
No minimum shipment volume, tonnage or purchase requirements to use program
Full replacement value (up to $100,000) on all shipments
Decades of freight transportation expertise
Compliance with federal transportation laws and regulations
Online automated solution that offers:• Shipment creation and booking capabilities through TransPort
Integrator • Freight bill prepayment-auditing, payment, and accounting functions
through PayPort Express (PPE) 6
Federal Acquisition Service
Department of Energy Specifics
GSA procured and negotiated LTL (Less Than Truckload) rates on behalf of the DOE The rates are effective from January 1, 2015
through December 31, 2015 The rate prices are state to state shipments moving FAK
(Freight All Kinds) class 50 The rates were formatted and loaded into the DOE
ATLAS system
DOE has the option to extend the rates for 1 year. If exercised, the expiration of the rates would be December 31, 2016
7
Federal Acquisition Service
Transport Integrator (TPI) TransPort Integrator (TPI) is GSA’s web-based transportation
management solution (TMS)
TPI provides a suite of services and advanced management tools enabling freight rate shopping and shipment execution
Access to GSA’s freight tender rates 24/7
Industry leading business intelligence and reporting tools
Provides a common procurement platform utilized by both government and industry stakeholders
Provides shipment transparency and increased accountability
There is no cost for federal customers to utilize TPI!
8
Federal Acquisition Service
PayPort Express (PPE) PayPort Express (PPE) is a web-based third-party payment
service for freight and parcel-related expenses
PPE automates the transportation shipment pre-payment audit, payment, and accounting functions for agencies and their TSPs
Converts manual paper processes to an online electronic process
Offers detailed financial and transportation reporting
Provides compliance with payment and audit regulations
Reduces the need for contracted pre-payment auditing services
Eliminates prompt payment fees through accurate and timely payments
There is no cost for federal customers to utilize PPE!
9
Federal Acquisition Service
Looking Forward: Category Management
10
Category management focuses on defining and organizing products and services that behave in a similar manner
The Federal Government is applying this strategy to buy smarter and more like a single enterprise
Category management involves: Identifying core areas of spend Collectively developing heightened levels of expertise Leveraging shared best practices Providing acquisition, supply and demand management solutions
Category management enables us to: Eliminate redundancies Increase efficiency Deliver more value and savings from the government’s acquisition
programs
Federal Acquisition Service
Federal Strategic Sourcing Initiative: What is FSSI? FSSI is an OMB-sponsored program focused on analyzing all
costs associated with a product or service under management, in order to generate savings through:
Requirements development Acquisitions Behavior changes
FSSI solutions are developed through a cross-government team that uses a structured and collaborative process to:
Analyze an organization’s spending Compare the results to best in-class practices Then uses this information to make business decisions about acquiring
and using commodities/services more effectively and efficiently
An example of a very successful FSSI is the Third Generation Express and Ground Domestic Delivery Services (DDS3) for small package delivery shipping
12
Federal Acquisition Service
Domestic Delivery Services (DDS3) DDS3 Program features include:
• Domestic delivery services for both air and ground shipments:o Between the 48 states and the District of Columbiao From the 48 states to Alaska, Hawaii, and Puerto Rico
• Waived fuel surcharges for all express and ground parcel shipments
• Money-back guarantee for all air and ground services• Online air bill creation, package tracking, and account
management
Participation in the DDS3 BPA procurement vehicle delivers:• Tiered discounts – as the collective volume increases, so do the
discounts • Business intelligence – enables more informed business decisions,
such as saving 60-70% by purchasing ground over express shipments
• Best practice solutions – for better program management and increased efficiencies
13
Federal Acquisition Service
Pre-payment audits • Mandated by Public Law 105-264 under the “Travel and Transportation
Reform Act of 1998” (102-118.265) • Require that all federal agencies conduct pre-payment audits of all
transportation billings• By auditing prior to payment, agencies can avoid excess transportation
charges, and use the consequent savings to procure additional transportation services
Post-payment audits • Mandated by “The Transportation Act of 1940 as amended 31 USC 3726”
(102-118.415)• Post-payment audit occurs once a transportation service provider (TSP)
bill has undergone a pre-payment audit and has subsequently been paid • These audits ensure that the bills are valid and proper, while in
compliance with rates, tariffs, quotations, agreements, tenders, and/or other applicable rate authorities
GSA Transportation Audits:Auditing Transportation Bills…It’s
the Law
14
Federal Acquisition Service
Going Green: Partnering with EPA SmartWay
Voluntary program created by US Environmental Protection Agency (EPA), which helps organizations become environmentally responsible
Provides agencies a tool to comply with Executive Order 13514
Helps modify logistics operations to improve efficiency, and reduce Scope 3 Emissions to meet their Strategic Sustainability Performance Plans
On March 11, 2011, GSA became the first Federal Civilian Agency to become a certified SmartWay Transport Partner for efforts to reduce greenhouse gases and other air pollutants, and improve fuel efficiency within the supply chain
15
Federal Acquisition Service
For Further Information: Additional Partnerships and Services
16
FSSI/Domestic Delivery Service (DDS3): www.gsa.gov/dds
GSA Transportation Audits: www.gsa.gov/transportationaudits
OGP Transportation Officer Training: http://transportationofficer.golearnportal.org/
EPA SmartWay Transport Partnership: www.epa.gov/smartway/index.htm
Federal Acquisition Service
Contact Information Scott Kidd – Chief, Freight Branch
– Email: [email protected]– Phone: 703-603-8138
Rebecca Silver – Program Advisor– Email: [email protected]– Phone: 571-289-6696
Brian Assia – Team Lead– Email: [email protected] – Phone: 202-557-1038
17