NOAA Logistics Management Branch

Small Package Shipping

 

Next Generation Delivery Service (NGDS)

effective October 1, 2017

  1. United Parcel Service (UPS)
  2. Federal Express (FedEx)
  3. DHL/Polar Air Cargo (DHL)

Beginning October 1, 2017, a new General Services Administration (GSA) small package delivery services contract, the Next Generation Delivery Service, or NGDS, will commence.  This new, and more robust contract, replaces the previous GSA Domestic Delivery Services (DDS3) contract which ended on September 30, 2017; the NGDS contract is a 5-year contract.

The NGDS contract has no impact in the way NOAA does its daily small package shipping.  The only difference would be the addition of an international mail vendor, the consolidation of various shipping programs, and additional savings in shipping.  

The NGDS is a Best-in-Class mandatory government-wide solution for small package delivery services. The NGDS consolidates four existing programs:

  1. Total Delivery Services (TDS),
  2. Domestic Delivery Services (DDS3),
  3. Surface Small Package (SSPII), and
  4. Small Package Ground Tenders.

It is an Indefinite Delivery Indefinite Quantity (IDIQ) contract with fixed rates providing small package delivery services that include:

  1. Domestic express and ground delivery for shipments up to and including 150 lbs. within CONUS,
  2. Domestic express delivery for shipments up to and including 300 lbs. between CONUS and Alaska, Hawaii, and Puerto Rico, and within Alaska, Hawaii, and Puerto Rico up to 300 lbs.,
  3. International express delivery for shipments up to and including 300 lbs., and,
  4. Service provided for U.S. Federal Government users, Cost-Reimbursable Contractors, and other eligible users.

An OMB Best-in-Category Mandatory Use Memorandum M-17-29, dated July 27, 2017, directs all Federal agencies to use the government-wide contract to meet their global air and ground small package delivery services may be found at https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2017/M-17-29.pdf.  Additional information on NGDS may be found on the GSA’s Acquisition Hallway at https://hallways.cap.gsa.gov/app/#/gateway/transportation-logistics-services .

Awarded Transportation Service Providers

  1. Federal Express (Domestic & International)
  2. UPS (Domestic & International)
  3. DHL/Polar Air Cargo (International Only)

An office is not restricted to use one awarded vendor only; all three (3) may be used.  In doing so, best value for the government must be considered.  What constitutes “best value”?  Best value can be determined by reviewing lowest cost, quality of service, on-time delivery percentage, past performance and history of lost/damaged packages. 


Small Package Definition

  1. Domestic express and ground delivery services up to and including 150 lbs. within the Continental United States (CONUS);
  2. Domestic express delivery services up to and including 300 lbs. between CONUS and Alaska (AK), Hawaii (HI), and Puerto Rico (PR) and within the AK, HI, and PR; and,
  3. International express delivery for shipments up and including 300 lbs.
  4. Shipments may NOT exceed 150 lbs. for domestic and may not go over 300 lbs within AK, HI, PR, and international shipments.

Shipping Rates

Within the NGDS contract, shipper profiles were created for each agency to determine shipping rates.  These shipping profiles were based on similar shipping volume and a characteristic of each agency’s shipping behavior; each profile has a unique performance work statement requirement.  Accordingly, the Department of Commerce falls under “Profile 2” for domestic mail and “Profile 7” for international mail.  The rates can be found in the………

GSA Acquisition Gateway

https://hallways.cap.gsa.gov/app/#/

This website has a “Federal Government Users” and a “Non-Federal Government & Public Users” page. 

In order to use the federal government page, you will need your PIV/CAC card.  Once you enter the website, select “Transportation & Logistics Services”;  and, select “Package Delivery & Packaging Sub Hallway” to enter the NGDS page.

DOC FSSI Manager and NOAA Small Packages Manager

The Department of Commerce FSSI Contacts:

Desiree McKinney
Chief, Mail and Multimedia Division
Office:  (202) 482-3323
Fax:      (202) 482-0720
dMcKinney1@doc.gov

Christine Mister
Program Manager, MMD
Office:       (202) 482-4099
Fax:           (202) 482-0720
Telework:  (301) 399-7533
cmister@doc.gov

The NOAA Small Packages Program Manager

Rita E. Argueta
Office of the Chief Administrative Officer
Logistics Operations Division
Logistics Management Branch
Office (301) 628-1488
Fax:    (301) 713-2303
Rita.E.Argueta@noaa.gov .

 SHIPMENT OF PACKAGES

DELIVERY SERVICES FOR DOMESTIC SHIPMENTS

Under the NGDS contract, the following service levels are available:

  1. Domestic Express Next Day First AM
  2. Domestic Express Next Day Mid-Morning
  3. Domestic Express Next Day Afternoon
  4. Ground (End of Day)
  5. Domestic Express 2nd Day AM
  6. Domestic Express 2nd Day
  7. Domestic Express 3rd Day
  8. Ground Residential

Service levels to and from AK, HI, and PR are in accordance with each carrier’s service guides.

Domestic Express Size/Weight Limitations

For domestic express service, no single package shall exceed 150 lbs. in either actual or dimensional weight; no single package shall exceed 108” in length and 165” in length and girth combined.

For domestic shipments to, and within, Alaska, Hawaii, or Puerto Rico no single package shall exceed 300 lbs. in either actual or dimensional weight; no single package shall exceed 108” in length and 165” in length and girth combined.

Under no circumstances can a domestic shipment over 150 lbs. in actual or dimensional weight be offered to the carrier, even if that carrier is willing and able to tender that shipment.  For ground shipments in excess of the weight limitations,, shippers must identify the appropriate program or shipping options available to you.

GROUND SHIPPING

Packages, within a 150 mile radius, need to be shipped via ground service.  Ground service packages are “trucked” to their destination versus using express which utilizes air service.   The ground service shipping option is a tremendous cost savings to the government because there is no need to pay “Express” prices when “Ground” trucks are being utilized.  Either service, express or ground, will deliver your package within one day.

Under no circumstances can a ground shipment over 150 lbs. in actual or dimensional weight be offered to the carrier, even if that carrier is willing and able to tender that shipment.  For ground shipments in excess of the weight limitations,, shippers must identify the appropriate program or shipping options available to you.

Ground Size/Weight Limitations

For ground service, no single package shall exceed 150 lbs. in either actual or dimensional weight; no single package shall exceed 108” in length and 165” in length and girth combined.

INTERNATIONAL SHIPPING

The NGDS now allows you to ship overseas using one of the following carriers.  The shipping rates have already been pre-negotiated.

FedEx International Customer Service: 1-800-463-3339
UPS International Customer Service:  1-800-782-7892
DHL Customer Service Customer Service:  1-888-345-9363

International Express Size/Weight Limitations

No single package shall exceed 300 lbs. in either actual or dimensional weight, and no single package shall exceed 119” in length and 165” in length and girth combined.

Under no circumstances may an international shipment over 300 lbs. in actual or dimensional weight be offered to the carrier, even if that carrier is willing and able to tender that shipment. 

SHIPPING RATES

Within the NGDS contract, shipper profiles were created for each agency to determine shipping rates.  These shipping profiles were based on similar shipping volume and a characteristic of each agency’s shipping behavior; each profile has a unique performance work statement requirement.  Accordingly, the Department of Commerce falls under “Profile 2” for domestic mail and “Profile 7” for international mail. 

FREIGHT SHIPPING

The use of freight shipping depends on the size and weight of the shipment.

UPS Freight Services - (800) 333-7400
FedEx Freight Services - (800) 332-0807

HAZARDOUS MATERIAL/DANGEROUS GOODS SHIPPING

The use of hazardous material/dangerous goods shipping, within the DDS3, depends on the size and weight of the shipment.

In order to ship hazardous material/dangerous goods through the small package program, you must possess a hazardous material training certificate. 

  1. Air Shipping training is called IATA and has to be done every 2 years.
  2. Ground Shipping training is called 49CFR training, and has to be done every 3 years.

UPS Hazardous Materials Support Center:  1-800-554-9964
UPS Guide for Shipping Ground and Air Hazardous Materials

FedEx Dangerous Goods Customer Service:  1-800-463-3339 x81
Shipping Dangerous Goods via FedEx Express

DHL Dangerous Goods:  1-866-817-3794 or DangerousGoods@DHL.com

TRANSIT OF SHIPMENTS

INTEGRITY OF DELIVERED SHIPMENT

When signing for acceptance of a small package delivery, remember, you are accepting the delivery for NOAA and taking ownership of the incoming package.  Before signing for the package, keep the following items in mind:

  1. Make sure the package is addressed to you and/or your office;
  2. Check the package to ensure there is no damage to the box/package;
  3. Be sure the box/package is firmly sealed;
  4. If multiple boxes/packages are being delivered to your office (as indicated on vendor’s hand-held scanner), be sure to count the number of boxes/packages; and
  5. Make sure the box/package is not empty.

If any of the above is questionable, do not accept/sign the box(es)/package(s).

TRACKING OF SHIPMENT

You may track your small package shipment by using the following link(s): 

UPS Tracking
FedEx Tracking
DHL

The small package tracking page will display, among other pertinent information, the Shipping Progress and Proof of Delivery of your small package.

INSURANCE ON SMALL PACKAGE SHIPMENT

The federal government is self-insured.  The UPS and FedEx automatically place the first $100 of insurance value on your shipment.  If you elect for insurance on your shipment, the UPS and FedEx charge a nominal fee for each additional $100 worth of insurance on your small package.

LOST or DAMAGED SHIPMENT AND CLAIMS

Lost or Damaged Shipment:  If you encounter a situation where a shipment was not delivered as scheduled or was damaged during transit, a “Small Package Complaint Worksheet for Lost or Damaged Shipment(s)” worksheet needs to be completed and forwarded to your line/staff office contact as soon as possible!

The worksheet is available in the FORMS portion of this webpage.

Filing a Claim:  A claim may be submitted with the shipping vendor but there is an important point to keep in mind:

All money/refund received from a claim is automatically forwarded to the NOAA finance office for deposit to the Department of Treasury.

UPS Claims Customer Service:  1-800-742-5877
FedEx Claims Customer Service:  1-800-463-3339 x75
DHL Customer Service:  1-888-345-9363

SERVICE DISPUTES

If you encounter customer service problems with the UPS, FedEx, or the DHL you need to document the name of the UPS, FedEx, or DHL employee(s), their telephone number(s), their role in the dispute process, and outcome/resolution of the dispute.  This information must be transmitted via email to your line/staff office contact.

DROP BOXES

Drop boxes are a staging area for the pick-up of your small package shipment(s).  Most NOAA buildings have drop boxes or a dedicated pick-up location within their office or building.  If a drop box or a dedicated pick-up location is not available in your building, you may use any drop box location to ship your small package.

DESK-TO-DESK PICK UP

If your building does not have a drop box available, you can either drop it off at your nearest UPS, FedEx or DHL location or schedule a desk-to-desk pickup.

SUPPLIES

Most shipping supplies are free of charge.  It takes about two working days for shipping supplies to be received at your office location.

You may order supplies on-line via the respective on-line shipping program, or by calling the following:

UPS Supply Chain Solutions:  (800) 742-5727
For Ground shipping, you are required to use your own packaging.

FedEx Shipping Supplies:  (800) 463-3339 x61
For Ground Shipping boxes there is a nominal charge or you can use your own packaging.

DHL

ESTABLISHING A SHIPPING ACCOUNT NUMBER

In order to ship any small package within NOAA, a shipping account number must be assigned.  To establish a shipping account number, a “Small Package Account Information for Automated Services” (Version_01OCT2017) worksheet needs to be completed and submitted to your line/staff office contact for approval/disapproval.  An accounting code will need to be provided in the worksheet.   Do not contact the small package vendor directly. 

Please note that a shipping account number can only be requested, and maintained, by a federal government employee and not a contractor. 

The worksheet is available in the FORMS section of this website.  The assignment of a new shipper account number takes approximately 5-10 working days.

SHIPPING ACCOUNT NUMBER INFORMATION CHANGES

If there is a change in office name, address, or contact name of an existing shipper account number, please forward that information to rita.e.argueta@noaa.gov.

Changes to financial accounting codes must be sent directly to peggy.eyler@noaa.gov.  She is located in Germantown, MD.

PAYMENT OF SHIPMENTS


All small package shipment invoices are sent directly to the NOAA Finance Office located in Germantown, MD.

If a shipper account number is established without going through the proper NOAA channel, the invoice will be sent directly to the office that requested the shipper account number.  In addition, the government will not be receiving the negotiated rate for shipping under that shipper account number, and will not be incorporated into the EDI payment system.

LOCATION ADMINISTRATORS and USERS

LOCATION ADMINISTRATORS AND SHIPPER ACCOUNT USERS – What’s the difference?

Every shipper account number has to have someone responsible for that account number.  Your line/staff office will make that determination when a new shipper account number has been created.

Location Administrator:  When a new shipping account number is established, the requestor is known as the Location Administrator.  The Location Administrator is responsible for creating, updating or deleting User IDs, reset passwords, and may manage shipping privileges.  Contractors cannot be Location Administrators.

Shipper Account User:  An employee (government or contractor), who wants to use the established office shipping account number for shipping of small packages, can be a user of a shipping account number.  If you want to be a user of a shipping account number, contact your line/staff office Location Administrator.

ON-LINE SHIPPING APPLICATIONS AND TRAINING

All small package shipping must be done on-line, unless special circumstances require an office to use air shipping labels (that are manually completed).

NOAA uses the following on-line shipping applications for the UPS, FedEx, and DHL.  If you experience a problem with the on-line program, contact your IT office.

UPS CampusShip
FedEx Shipping Admin program
DHL CorporateShip – Will be available soon!

Training is available for the on-line shipping programs; consult your line/staff office for more information.

If after training you encounter a problem with the small package software program, please contact the vendor directly:

UPS Strategic Customer Support:  800-877-1497
UPS CampusShip Shipping Support

FedEx Ship Manager Customer Support:  877-522-7076 x41 or x42
FedEx Ship Manager Support

DHL Technical Support:  1-800-527-7298

LINE AND STAFF OFFICE LOCATION ADMINISTRATORS


Each line and staff office has an assigned Location Administrator (contact) for small package shipping.  The Location Administrators have oversight and management of the small package program as it deems fit within their respective organization(s) while still adhering to the DOC/NOAA small package program requirements.  They are also the focal contact for requesting a shipper account number and establishing a user account.

NESDIS

Debbie Rivera

301-713-1646

debbie.rivera@noaa.gov 

Silver Spring

MD

NMFS

Deedee  Hairston

301-427-8748

deedee.hairston@noaa.gov 

Silver Spring

MD

NOS

Jennifer A. Neuschatz-Gregg

240-533-0957

jennifer.neuschatz-gregg@noaa.gov

Silver Spring

MD

NWS

Shelia Foster

301-427-6921

shelia.foster@noaa.gov 

Silver Spring

MD

OAR

LaToya S. Richardson

301-734-1136

latoya.richardson@noaa.gov 

Silver Spring

MD

OMAO

Harrie Cherry

301-713-7695

harrie.a.cherry@noaa.gov 

Silver Spring

MD

STAFF OFFICE Contacts

SO/AGO

Adam Basch

301-628-1403

adam.basch@noaa.gov

Silver Spring

MD

SO/CAO

Rita Argueta

301-628-1488

rita.e.argueta@noaa.gov

Silver Spring

MD

SO/CFO

Karen McLane

301-444-2153

karen.mclane@noaa.gov

Germantown

MD

SO/CIO

Dionne Thompson

301-628-5675

dionne.thompson@noaa.gov

Silver Spring

MD

SO/OGC

Marilou Shanefelt

202-482-4080

marilou.shanefelt@noaa.gov

Washington

DC

SO/WFMO

Theresa Berry

301-713-6365

theresa.berry@noaa.gov

Silver Spring

MD

FORMS

  1. Small Package Account Information for Automated Services (Version_01OCT2017)