41 C.F.R. PART 109–40—TRANSPORTATION AND TRAFFIC MANAGEMENT
Title 41 - Public Contracts and Property Management
Authority: Sec. 161, as amended, 68 Stat. 948; 42 U.S.C. 2201; sec. 205, as amended, 63 Stat. 390; 40 U.S.C. 486; sec. 644, 91 Stat. 585, 42 U.S.C. 7254.
Source: 63 FR 19637, Apr. 20, 1998, unless otherwise noted.
This part describes DOE regulations governing transportation and traffic management activities. It also covers arrangements for transportation and related services by bill of lading. These regulations are designed to ensure that all transportation and traffic management activities will be carried out in the manner most advantageous to the Government in terms of economy, efficiency, service, environment, safety and security. DOE-PMR 109–40, Transportation and Traffic Management, should be applied to cost-type contractors' transportation and traffic management activities. Departure by cost-type contractors from the provisions of these regulations may be authorized by the contracting officer provided the practices and procedures followed are consistent with the basic policy objectives in these regulations and DOE Order 460.2, Departmental Materials Transportation and Packaging Management, except to the extent such departure is prohibited by statute or executive order. Participation in proceedings related to carrier applications to regulatory bodies for temporary or permanent authority to operate in specified geographical locations shall be confined to statements or testimony in support of a need for service and shall not extend to support of individual carriers or groups of carriers. (a) Preferential treatment, normally, shall not be accorded to any mode of transportation (motor, rail, air, water) or to any particular carrier when arranging for domestic transportation services. However where, for valid reasons, a particular mode of transportation or a particular carrier within that mode must be used to meet specific program requirements and/or limitations, only that mode or carrier shall be considered. Examples of valid reasons for considering only a particular mode or carrier are: (1) Where only a certain mode of transportation or individual carrier is able to provide the needed service or is able to meet the required delivery date; and (2) Where the consignee's installation and related facilities preclude or are not conducive to service by all modes of transportation. (b) The following factors are considered in determining whether a carrier or mode of transportation can meet DOE's transportation service requirements for each individual shipment: (1) Availability and suitability of carrier equipment; (2) Carrier terminal facilities at origin and destination; (3) Pickup and delivery service, if required; (4) Availability of required or accessorial and special services, if needed; (5) Estimated time in transit; (6) Record of past performance of the carrier; and (7) Availability and suitability of transit privileges. Disqualification and suspension are measures which exclude carriers from participation, for temporary periods of time, in DOE traffic. To ensure that the Government derives the benefits of full and free competition of interested carriers, disqualification and suspension shall not apply for any period of time longer than necessary to protect the interests of the Government. See 4 CFR 52.2 for a certificate required in nonuse of U.S. flag vessels or U.S. flag certificated air carriers. (a) U.S.-flag ocean carriers. Arrangements for international ocean transportation services shall be made in accordance with the provisions of section 901(b) of the Merchant Marine Act of 1936, as amended (46 U.S.C. 1241(b)) concerning the use of privately owned U.S.-flag vessels. (b) U.S.-flag certificated air carriers. Arrangements for international air transportation services shall be made in accordance with the provisions of section 5(a) of the International Air Transportation Fair Competition Practices Act of 1974 (49 U.S.C. 1517), which requires the use of U.S.-flag certificated air carriers for international travel of persons or property to the extent that services by these carriers is available. The preferred method of transporting property for the Government is through use of the facilities and services of commercial carriers. However, Government vehicles may be used when they are available to meet emergencies and accomplish program objectives which cannot be attained through use of commercial carriers. From time to time special transportation agreements are entered into on a Government-wide or DOE-wide basis and are applicable, generally, to DOE shipments. The HQ DOE Manager, Transportation Operations and Traffic, will distribute information on such agreements to field offices as it becomes available. Consistent with the policies of the Government with respect to small businesses, DOE shall place with small business concerns a fair proportion of the total purchases and contracts for transportation and related services such as packing and crating, loading and unloading, and local drayage. Minority business enterprises shall have the maximum practical opportunity to participate in the performance of Government contracts. DOE shall identify transportation-related minority enterprises and encourage them to provide services that will support DOE's transportation requirements. Transportation rate, charges, and commercial carrier transportation services shall be considered and evaluated prior to the selection of new site locations and during the planning and construction phases in the establishment of leased or relocated Government installations or facilities to ensure that consideration is given to the various transportation factors that may be involved in this relocation or deactivation. The policy of the Government with respect to insurance of its property while in the possession of commercial carriers is set forth in 41 CFR 1–19.107. The DOE traffic management functions are accomplished by established field traffic offices under provisions of appropriate Departmental directives and Headquarters' staff traffic management supervision. (a) Shipments shall be routed using the mode of transportation, or individual carriers within the mode, that can provide the required service at the lowest overall delivered cost to the Government. (b) When more than one mode of transportation, or more than one carrier within a mode, can provide equally satisfactory service at the same overall cost the traffic shall be distributed as equitably as practicable among the modes and among the carriers within the modes. When more than one mode, or more than one carrier within a mode, can satisfy the service requirements of a specific shipment at the same lowest aggregate delivered cost, the carrier/mode determined to be the most fuel efficient will be selected. In determining the most fuel efficient carrier/mode, consideration will be given to such factors as use of the carrier's equipment in “turn around” service, proximity of carrier equipment to the shipping activity, and ability of the carrier to provide the most direct service to the destination points. Under the provisions of section 10721 of the Interstate Commerce Act (49 U.S.C. 10721), common carriers are permitted to submit to the Government tenders which contain rates lower than published tariff rates available to the general public. In addition, rates tenders may be applied to shipments other than those made by the Government provided the total benefits accrue to the Government; that is, provided the Government pays the charges or directly and completely reimburses the party that initially bears the freight charges (323 ICC 347 and 332 ICC 161). Title 49 U.S.C., section 10721(b)(2) provides that rate tenders to the Government must be filed by the carriers within the Interstate Commerce Commission unless a carrier is advised by the U.S. Government that disclosure of a quotation or tender of a rate established * * * for transportation provided to the U.S. Government would endanger the National security. Carriers will be informed by the negotiating official if any quotation or tender to the Department of Energy involves such information. Only those rate tenders which have been submitted by the carriers in writing shall be considered for use. Carriers should be encouraged to use the format “Uniform Tender of Rates and/or Charges for Transportation Services” when preparing and submitting rate tenders to the Government. Rate tenders that are ambiguous in meaning shall be resolved in favor of the Government. (a) To qualify for transportation under section 10721 rates, property must be shipped by or for the Government on: (1) Government bills of lading; (2) Commercial bills of lading endorsed to show that these bills of lading are to be converted to Government bills of lading after delivery to the consignee; (3) Commercial bills of lading showing that the Government is either the consignor or the consignee and endorsed with the following statement:
Transportation hereunder is for the U.S. Department of Energy, and the actual total transportation charges paid to the carrier(s) by the consignor or consignee are assignable to, and are to be reimbursed by, the Government. (b) When a rate tender is used for transportation furnished under a cost-reimbursable contract, the following endorsement shall be used on covering commercial bills of lading:
Transportation hereunder is for the U.S. Department of Energy, and the actual total transportation charges paid to the carrier(s) by the consignor or consignee are to be reimbursed by the Government, pursuant to cost-reimbursable contract number (insert contract number). This may be confirmed by contacting the agency representative at (name and telephone number). See 332 ICC 161. (c) To ensure proper application of a Government rate tender on all shipments qualifying for their use, the issuing officer shall show on the bills of lading covering such shipments the applicable rate tender number and carrier identification, such as: “Section 10721 tender, ABC Transportation Company, ICC No. 374.” In addition, if commercial bills of lading are used, they shall be endorsed as specified above. Each agency receiving rate tenders shall promptly submit one signed copy to the Transportation and Public Utilities Service (WIT), General Services Administration, Washington, DC 20407. Also, two copies (including at least one signed copy) shall be promptly submitted to the General Services Administration (TA), Chester A. Arthur Building, Washington, DC 20406. This subpart sets forth the requirements under which commercial or Government bills of lading may be used. Generally DOE cost-type contractors will use commercial bills of lading in making shipments for the account of DOE. Cost-type contractors may be authorized by the contracting officer to use Government bills of lading if such use will be advantageous to the Government. Such authorizations shall be coordinated with the HQ DOE Manager, Transportation Operations and Traffic. The policy and procedures set forth in this subpart shall be applied when DOE's cost-type contractors use commercial bills of lading. (a) DOE's cost-type contractors using commercial bills of lading in making shipments for the account of DOE shall include the following statement on all commercial bills of lading:
This shipment is for the account of the U.S. Government which will assume the freight charges and is subject to the terms and conditions set forth in the standard form of the U.S. Government bills of lading and to any available special rates or charges. (b) The language in paragraph (a) of this section may be varied without materially changing its substance to satisfy the needs of particular cost-type contractors for the purpose of obtaining the benefit of the lowest available rates for the account of the Government. (c) Where practicable, commercial bills of lading shall provide for consignment of a shipment to DOE c/o the cost-type contractor or by the contractor “for the DOE.” (d) Commercial bills of lading exceeding $10,000 issued by cost-type contractors shall be annotated with a typewritten, rubber stamp, or similar impression containing the following wording:
Equal Employment Opportunity. All provisions of Executive Order 11246, as amended by Executive Order 11375, and of the rules, regulations, and relevant orders of the Secretary of Labor are incorporated herein. In those instances where DOE cost-type contractors are authorized to use Government bills of lading, specific employees of cost-type contractors will be authorized by the contracting officer to issue such Government bills of lading (see Title V, U.S. Government Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies). (a) Each shipment shall be described on the bill of lading or other shipping document as specified by the governing freight classification, carrier's tariff, or rate tender. Shipments shall be described as specifically as possible. Trade names such as “Foamite” or “Formica,” or general terms such as “vehicles,” “furniture,” or “Government supplies,” shall not be used as bill of lading descriptions. (b) A shipment containing hazardous materials, such as explosives, radioactive materials, flammable liquids, flammable solids, oxidizers, or poison A or poison B, shall be prepared for shipment and described on bills of lading or other shipping documents in accordance with the Department of Transportation Hazardous Materials Regulation, 49 CFR, parts 100–189. This subpart sets forth the policy for issuance of certifications regarding Price-Anderson coverage of particular shipments of nuclear materials. Upon request of a carrier, an appropriate certification will be issued by an authorized representative of the DOE to the carrier regarding the applicability of Price-Anderson indemnity to a particular shipment. Copies of such certifications, if performed by a Field Manager or a DOE cost-type contractor, shall be provided to the HQ DOE Manager, Transportation Operations and Traffic.
Title 41: Public Contracts and Property Management
PART 109–40—TRANSPORTATION AND TRAFFIC MANAGEMENT
Section Contents
§ 109-40.000 Scope of part.
§ 109-40.000-50 Applicability to contractors.
§ 109-40.102 Representation before regulatory bodies.
§ 109-40.103 Selection of carriers.
§ 109-40.103-1 Domestic transportation.
§ 109-40.103-2 Disqualification and suspension of carriers.
§ 109-40.103-3 International transportation.
§ 109-40.105 Use of Government-owned transportation equipment.
§ 109-40.109 Utilization of special contracts and agreements.
§ 109-40.110 Assistance to economically disadvantaged transportation businesses.
§ 109-40.110-1 Small business assistance.
§ 109-40.110-2 Minority business enterprises.
§ 109-40.112 Transportation factors in the location of Government facilities.
§ 109-40.113 Insurance against transportation hazards.
§ 109-40.301 Traffic management functions administration.
§ 109-40.302 Standard routing principle.
§ 109-40.303-3 Most fuel efficient carrier/mode.
§ 109-40.304 Rate tenders to the Government.
§ 109-40.305-50 Negotiations involving national security.
§ 109-40.306-1 Recommended rate tender format.
§ 109-40.306-2 Required shipping documents and annotations.
§ 109-40.306-3 Distribution.
§ 109-40.5000 Scope of subpart.
§ 109-40.5001 Policy.
§ 109-40.5002 Applicability.
§ 109-40.5003 Commercial bills of lading.
§ 109-40.5004 Government bills of lading.
§ 109-40.5005 Description of property for shipment.
§ 109-40.5100 Scope of subpart.
§ 109-40.5101 Policy.
Subpart 109–40.1—General Provision
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§ 109-40.000 Scope of part.
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§ 109-40.000-50 Applicability to contractors.
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§ 109-40.102 Representation before regulatory bodies.
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§ 109-40.103 Selection of carriers.
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§ 109-40.103-1 Domestic transportation.
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§ 109-40.103-2 Disqualification and suspension of carriers.
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§ 109-40.103-3 International transportation.
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§ 109-40.105 Use of Government-owned transportation equipment.
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§ 109-40.109 Utilization of special contracts and agreements.
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§ 109-40.110 Assistance to economically disadvantaged transportation businesses.
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§ 109-40.110-1 Small business assistance.
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§ 109-40.110-2 Minority business enterprises.
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§ 109-40.112 Transportation factors in the location of Government facilities.
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§ 109-40.113 Insurance against transportation hazards.
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Subpart 109–40.3—Traffic Management
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§ 109-40.301 Traffic management functions administration.
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§ 109-40.302 Standard routing principle.
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§ 109-40.303-3 Most fuel efficient carrier/mode.
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§ 109-40.304 Rate tenders to the Government.
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§ 109-40.305-50 Negotiations involving national security.
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§ 109-40.306-1 Recommended rate tender format.
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§ 109-40.306-2 Required shipping documents and annotations.
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§ 109-40.306-3 Distribution.
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Subpart 109–40.50—Bills of Lading
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§ 109-40.5000 Scope of subpart.
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§ 109-40.5001 Policy.
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§ 109-40.5002 Applicability.
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§ 109-40.5003 Commercial bills of lading.
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§ 109-40.5004 Government bills of lading.
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§ 109-40.5005 Description of property for shipment.
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Subpart 109–40.51—Price-Anderson Coverage Certifications for Nuclear Shipments
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§ 109-40.5100 Scope of subpart.
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§ 109-40.5101 Policy.
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