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Mail Transportation 512.121

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Mail Transportation 512.121 Contents Mail Transportation 512.121 5 Mail Transportation 51 Introduction 511 Objectives The objectives of mail transportation policy are to collect, transport, and deliver mail expeditiously and to meet or exceed the service and quality standards established by the Postal Servicet. Two conditions follow from this policy: a. When selecting transportation modes, efficient delivery of the mail is given priority. b. Whenever feasible, containerization and other modern methods of transporting mail are used. 512 Responsibilities 512.1 Headquarters 512.11 Operations Support Department The vice president, Operations Support, directs and establishes national policies and programs to meet Postal Service transportation needs. 512.12 Logistics 512.121 Manager The manager, Logistics, has the following responsibilities: a. Implement Postal Service transportation policies. b. Develop and monitor transportation programs. c. Define contract requirements for air and rail transportation and international water transportation. POM Issue 9, July 2002 259 Updated With Postal Bulletin Revisions Through May 26, 2005 Contents 512.122 Postal Operations Manual 512.122 Managers of Distribution Networks Distribution Networks establish and manage transportation systems in their assigned geographical area to meet the daily requirements for effective and reliable movement of mail. Managers, Distribution Networks, report directly to the manager of Operations Support in each of the 10 areas. Each Distribution Networks has the following responsibilities: a. Direct the application of Postal Service transportation policy. b. Develop and monitor transportation programs. c. Solicit, negotiate, and award contracts for air taxi and highway transportation and related services. 512.2 Bulk Mail Centers (BMCs) BMCs furnish their Distribution Networks office with a copy of the master route file report for all highway contract routes. Each time the master route file is updated, the BMC submits a new report to the manager, Distribution Networks. The master route file must be corrected as service changes occur. 52 Air Transportation Service 521 Authorization The Postal Service is authorized to contract for domestic air transportation of mail under 39 U.S.C. 5402(b), and Section 1601(b)(1)(D) of the Airline Deregulation Act of 1978, Public Law 95-504, 92 Stat. 1745. The Postal Service contracting procedures and methods are formalized in the Purchasing Manual. Air transportation services must be procured under these rules. 522 Types of Service 522.1 System System service is air transportation service generally over an air carrier’s entire network as described in the Official Airline Guide (OAG). Suppliers carry mail for which uniform compensation is provided with a boarding priority after passengers and their baggage. Freight can be boarded only following the loading of mail. 522.2 Segment Segment service is air transportation service between specific origin and destination pairs within specified time frames; suppliers carry mail at an agreed rate of compensation, with a boarding priority after passengers and their baggage. The supplier is not guaranteed minimum compensation, nor is the supplier required to guarantee a minimum lift capacity. 260 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through May 26, 2005 Contents Mail Transportation 526 522.3 Network Network service provides transportation between a defined number of cities and may operate through a common hub on a designated schedule. This type of service can be rendered either by aircraft totally dedicated to the Postal Service or by dedicated space shared with passenger and freight traffic. Network rates are established by contract between the carrier and the Postal Service Logistics office. Rates are stated as dollars per trip identified as line haul and terminal handling charges. 522.4 Air Taxi Air taxi service is air transportation service provided by certificated federal acquisition regulations (FAR) part 125, 127, or 135 carriers within specified time frames between specific origin and destination pairs where the entire aircraft is dedicated exclusively to mail transportation at an agreed rate of compensation. 523 Contract Administration Policies and procedures governing the transportation of mail by contract air carriers are outlined in Handbook PO-507, Air Contract Administrative Procedures; Handbook PO-509, Air Taxi Contract Administration; and subsequent management instructions. 524 Performance Monitoring Performance monitoring procedures are established to ensure compliance with contract requirements. These procedures serve as a guideline for identifying mishandlings and other service failures that affect the delivery or security of the mail. Ramp and/or transfer clerks are responsible for recording mishandlings of mail by air suppliers. 525 Irregularities Reporting Irregularities are documented on site by recording all pertinent elements from the air contract transportation (ACT) tag routing label, pouch, or tray slide label. To report irregularities for domestic air mail, complete and adjudicate PS Form 2759, Report of Irregular Handling of Mail. 526 Certification and Payment The air contract data collection system (ACDCS) and air contract support system (ACSS) automate the certification and payment of mail to air suppliers under each type of contract. The Postal Service provides documentation to the air supplier, identifying mail assigned to a contract, contract data, and weight. The origin records are automatically transmitted to the St. Louis Accounting Service Center (ASC) on a frequency determined by the ASC. In locations where ACDCS/ACSS is not available, PS Form 2756, Dispatch Record/Certification of Air Taxi Service Performed, must be prepared by the administrative official, with a copy given to the supplier. POM Issue 9, July 2002 261 Updated With Postal Bulletin Revisions Through May 26, 2005 Contents 53 Postal Operations Manual 53 Highway Contract Service 531 Authorization The Postal Service is authorized to contract for surface transportation of mail under 39 U.S.C. 5005. Regulations for procuring transportation contracts by highway are contained in the Purchasing Manual (see 4.5.8 and Appendix B for Contract Clauses). Procedural guidance regarding highway contracts is contained in Handbook PO-513, Mail Transportation Procurement Handbook. 532 Types of Service 532.1 General There are three types of highway transportation contracts: regular, temporary, and emergency. Under each of these contract arrangements, service is procured for either transportation or box delivery. Transportation contracts provide service between postal facilities, mailer plants, and similar facilities. Box delivery routes are similar to rural delivery service and provide home or business delivery of mail. 532.2 Regular Generally, regular highway transportation contracts are competitively awarded. Contracts are normally awarded for a term of 4 years and are renewable by mutual agreement. An indemnity clause makes the Postal Service liable for the indemnity payment in the event the contract is terminated (for other than default) by the Postal Service before its scheduled expiration date. 532.3 Temporary Temporary highway transportation contracts are similar to regular contracts, except they carry no indemnity provisions and they may not exceed 2 years in term. A one-time renewal term is allowed, not to exceed 2 years. 532.4 Emergency Emergency highway transportation contracts are entered into to meet unusual needs when an emergency occurs that interrupts normal transportation services, such as a catastrophic event, strikes or labor disputes, death of a supplier and the estate will not continue service, suspension or removal of a supplier, or generation of unexpected mail volume. No emergency contract may remain in effect for more than 6 months without the approval of the next higher level of contracting authority. Emergency contracts may not be renewed. 262 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through May 26, 2005 Contents Mail Transportation 534 533 Contract Administration 533.1 Contracting Officer The contracting officer has sole authority for committing the Postal Service contractually; that is, to award, amend, terminate, or otherwise alter the contract provisions. The contracting officer also has final authority to approve or deny access to mail or equipment and route recommendations. 533.2 Administrative Official Administrative officials are not authorized to award, agree to, amend, terminate, or otherwise change the provisions of the contract. Administrative officials are responsible for ensuring supplier compliance with the operational requirements of highway contract routes and administering functions related to performance of that service. Specifically, administrative officials are responsible for the following: a. Supervising the supplier’s operations daily to ensure contract compliance, including necessary recordkeeping. b. Screening all suppliers, subcontractors, and contract employees who will have access to the mail. Note: The contracting officer makes the final determination for either approving or denying access to mail and equipment. c. Investigating irregularities and complaints regarding service on the route and taking corrective action as warranted under 535 and reporting to the contracting officer any full or partial trips not performed, including the miles of service omitted and the reasons for omission. d. Recommending establishment, discontinuance,
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