Purpose: Vendor must follow Preservation, Packaging, Packing and Marking (PPP & M) as well as Palletization DoD standards anytime material is shipped for efficient product receipt and timely payment to the Vendor.
This article does not focus on:
Jump to Step:
Introduction Information
- Review Award Document Section B
- Can a Vendor Use ASTM?
- Using ASTM Standards
- Implement Correct MIL Preservation and Packaging
- Implement Correct Markings
- Implement Correct Palletization
- Add Shipping Documents
Resources and Terms Glossary
Select the expand all button or individually select each expandable section to open/close additional information.
Introduction Information
The Vendor will need access to the solicitation or award document to begin this process. For guidance on this subject, see Accessing a Contract/Award in DIBBS.
Definitions for Preservation, Packaging, Packing, Marking, and Palletization:
- Preservation: protects material from corrosion, deterioration and physical damaging in shipping, handling, and storage.
- Packaging: protects material in containers from deterioration and/or damage; including cleaning, drying, packing, and marking.
- Packing: is the assembly of items into unit packs in intermediate or exterior containers with the necessary blocking, bracing, cushioning, weatherproofing, reinforcement, and marking.
- Marking: is the application of numbers, letters, labels, tags, symbols, or colors to provide identification and ensure efficient handling during shipment and storage.
- Markings are typically applied in the upper left two-thirds of the side of the container or palletized unit load having the greatest usable marking surface.
- Palletization: is the usage of the correct type of treated and sized pallet for the material prepared.
Diagram of how a Vendor would practically implement PPP & M
The Impact of Discrepant Packaging:
Impact on DLA Vendors:
- Material will be remediated and suspended at Vendor's cost, delaying payment
- Decreased Competitiveness and Profit
- Strain on Resources
- Risk of Supply Discrepancy Report (SDR) being submitted against the discrepant material and Commercial And Government Entity (i.e., Vendor's CAGE)
Impact on DLA Customers:
- Delayed Delivery
- Frustrated Freight
- Traceability Issues
- Damaged Material
From
DLA's SDR video page , "Supply discrepancy is a general term used to describe any variation in goods received from data shown on any authorized shipping document that is not the result of a transportation discrepancy or product quality deficiency."
The below video walks through what a SDR is for a Vendor and how the Government responds to a SDR.
2022 Packaging Supply Discrepancy Report Statistical Data:
- 28% of FY22 new procurement supply discrepancies were Vendor’s packaging and marking errors
- In FY22, 1 out of every 20 new procurement receipts had a packaging or label defect requiring correction before acceptance
- 57% of FY22 packaging or label defects were from repeat Vendor and National Item Identification Number combination within a 12-month period
PPP & M Overview Video
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Open the solicitation or award document to the award's continuation page "Section B", including "Prep for Delivery" section, and record PPP & M and Palletization requirement codes and standards that might be given.
If a Vendor does not feel capable of performing PPP & M and Palletization requirements in accordance with their contract it is recommended to use a Packaging House. Ensure the Packaging House follows contract PPP & M requirements.
Always refer to the basic contract for PPP & M requirements, not Delivery Orders, if you are delivering against a long term contract.
Purchase Orders refer to section B of your award for PPP & M requirements.
Long Term Contracts refer to packaging spreadsheet (this may be provided separately from award documents).
Note: Basic contracts will have a D in the 9th position of the Procurement Instrument Identification (PIID) Number. For more information see, How To Read a PIID.
Packaging spreadsheets contain tabs with packaging information, inspection text information, data dictionary and code legend. The two primary tabs for a Vendor to view are the Packaging Info. and Inspection Text tabs.
Packaging Information Tab
The primary columns of information pertinent for a Vendor to review are:
- NIIN - National Item Identification Number
- FSC - Federal Supply Class
- Quantity Unit Pack (QUP)
- Preservation Method
- Clean and Dry
- Preservation Material
- Cushioning & Dunnage Material
- Cushioning & Dunnage Thickness
- Unit Container
- Intermediate Container
- Intermediate Container Quantity
- Special Markings
- Special Packaging Instruction Number
- Special Packaging Instruction Review
- Special Packaging Instruction Details
- Palletization
Inspection Text
Inspection text is supplemental instruction for the item and the primary columns of information pertinent for a Vendor to review are:
- NIIN - National Item Identification Number
- Reply
- Updated - date of most recent update
- STO Ident - Standard Text Object Identification which is specific characteristics and exceptions for a NIIN.
- Order (w/in NIIN)
Examples of Requirements from a solicitation or award document's Section B
- DLA Master List of Technical and Quality Requirements which can be opened from the Procurement Policy and Directives Page.
- Note: Find link to newest version.
- Any Callouts for DLA Packaging Requirements for Procurement are to be looked up in the DLA Master List of Technical and Quality Requirements.
To look up any codes (e.g., RP001):
- Open Procurement Policy and Directives Page.
- Scroll down the page to Technical and Quality Master List of Requirements.
- Select the Technical and Quality Master List of Requirements link to newest version.
- Search the code in the document by selecting shortcut keys Ctrl + F on keyboard.
- When search box appears, type in the code from Section B of continuation page (e.g., RP001) and press enter key on keyboard.
- Review code requirement or description.
Examples of some common T & Q Master List Requirements:
- RA001 = Incorporates the T & Q Master Requirements
- IP025 = Packaging, Marking, and Shipping of Hazardous Materials
- RP001 = DLA Packaging Requirements for Procurement
Note: See most up to date and full list of codes and meanings on newest version of T & Q Master List Requirements on the Procurement Policy and Directives Page.
- Coded Packaging Data requirements to be lookup up on MIL STD 2073-1E (DoD Standard Practice for Military Packaging).
- Marking requirements to be looked up on MIL STD 129R (DoD Standard Practice for Military Marking for Shipment and Storage).
- Palletization requirements which can come from DLA Master List of Technical and Quality Requirements and/or MIL STD 147E (DoD Standard Practice: Palletized Unit Loads).
- Quantity per Unit Pack (QUP) indicates how many units of issue are allowed in the same unit package.
- Packaging is in accordance with ASTM D3951 (Standard Practice for Commercial Packaging).
Section B of the solicitation or award may contain unique specifications that must be met, for example Special Packaging Instructions (SPI) Drawings from DIBBS cFolders. If there are any stated in the solicitation or award not mentioned in this section, reach out to your Contract Administrator by Submitting a Post Award Request for more information on the document listed.
Once preservation, packaging, packing, and special marking codes have been identified, re-confirm code descriptions and instructions with the Packaging Code Lookup Tool that compiles code descriptions entered into one table for review. Follow steps below to use the tool:
- Retrieve packaging codes from Section B and go to Packaging Code Lookup Tool .
- Insert Packaging codes from solicitation or award into appropriate fields.
- Select the "Get Packaging Data" button.
- Review instructions needed to be followed for proper preservation, packaging and packing.
Tool Limitation: The Packaging Code Lookup tool may not take into account newer revisions on MIL-STD-2073 , so always be sure to consult the newest MIL-STD-2073 revision for most up-to-date code description information.
A Vendor will held accountable to the solicitation or award document and military standard documents. The Packaging Lookup Tool mentioned above is for reference purposes and can provide additional information on codes used.
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The Standard Practice of Commercial Packaging (ASTM D3951 ) provides commercial guidelines and requirements for the commercial preservation, packaging, and packing (exterior container) for supplies and government.
Review solicitation or award to see if "Will be packaged in accordance with ASTM D3951" verbiage is in Section B.
Yes, Use ASTM Standards
If ASTM statement is cited in Section B, continue to step 2a to follow ASTM Standards .
No, Use MIL Standards
If ASTM statement is not cited in Section B, continue to step 3 to continue with MIL standards for preservation, packaging, and packing.
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Access to commercial standards requires purchase of the standards from ASTM (Non-DoD Web Site) for preservation, packaging, and packing requirements. Afterward, continue to Step 5 - Implement Correct Marking.
Preservation, packaging, and packing furnished by the suppliers must meet these requirements:
- Cleanliness—Items shall be free of dirt and other contaminants which would contribute to deterioration of the item or which would require cleaning by the customer prior to use. Coatings and preservatives applied to the item for protection are not considered contaminants.
- Preservation—Items susceptible to corrosion or deterioration shall be provided protection such as:
- Preservative coatings
- Barrier protection
- Volatile corrosion inhibitors
- Desiccated unit packs
- Cushioning—Items requiring protection from physical and mechanical damage or which are fragile shall be protected by:
- Wrapping or Cushioning
- Pack compartmentalization
- Cartonizing
- Other means to mitigate shock and vibration to prevent damage during handling and shipment.
- Loose-fill Cushioning or Dunnage—Loose-fill material shall be prohibited for all DoD, General Services Administration (GSA), and aerospace facility shipments.
A unit package must contain the contents with no damage to them, and with minimal damage to the unit pack during shipment and storage in the shipping container, and will allow subsequent handling.
Unless otherwise specified in the contract or purchase order, the quantity per unit pack (QUP) shall be one each part, set, or assembly.
Unit packages and intermediate containers not meeting the requirements for a shipping container will be packed in shipping containers. The shipping container (including any necessary blocking, bracing, cushioning, or water resistance) will provide safe delivery to the destination. The shipping container will be capable of multiple handling and storage periods at a minimum of one year in enclosed facilities without damage to the product.
Military packaging requires the use of specification materials, interpretation of preservation/packing instructions (
MIL-STD-2073-1E ), and Military Marking (
MIL-STD-129R ). Military packaging should be used for items expected to enter the military distribution system. The military distribution system is the process by which material, not intended for immediate use, is stored and/or moved within or between Defense Department facilities. It may also cover items intended for delivery-at-sea, items delivered during wartime, or items requiring reusable containers.
Commercial packaging permits use of non-specification materials. ASTM D3951 , Standard Practice for Commercial Packaging, provides standard commercial guidelines. Application of preservation/packing techniques is at the discretion of the contractor or the activity. Examples of when items would be packaged in accordance with standard commercial practice as defined in ASTM D3951 :
- Items not going into stock
- Items intended for immediate use
- Items for Not Mission-Capable Supply (NMCS)
- Items intended for depot operational consumption
- Small parcel shipments (Continental United States (CONUS), not-for-stock)
- Customer direct deliveries (CONUS)
Differences Between Military and Commercial (ASTM) Standards
| Military Packaging |
Commercial Packaging |
| Use of specification materials |
Permits use of non-specification materials |
| Requires interpretation of preservation/packaging/packing instructions |
ASTM D3951 provides standard commercial guidelines |
| Requires the preservation methods and materials from MIL-STD-2073-1 |
Application of preservation/packing techniques is at the discretion of the Vendor |
| MIL-STD-129 marking required |
MIL-STD-129 marking required |
| Compliant Wood Packaging Material required |
Compliant Wood Packaging Material required |
| Instruction Documents Available on Assist Quick Search Program |
Guidance Document must be purchased |
This item shown is an example of inadequate commercial packaging. It is not protected from physical damage or mechanical malfunction and contains no markings.
Had the binoculars been cushioned and placed in a box then marked in accordance with MIL–STD–129 , it would have been adequately packaged and marked in accordance with ASTM D3951 .
After using ASTM 3951 guidelines for preservation, packaging, and packing of the material, continue to Step 5 - Implement Correct Marking.
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Implement correct preservation, packaging and packing techniques identified and recorded from step 1.
Recap of Preservation, Packaging, and Packing Standards:
- From Section B of the Award: Prep for Delivery:
- DLA Master List of Technical and Quality Requirements
- MIL-STD-2073E1
- Any Other Special Packaging Requirements (e.g., Special Packaging Instructions)
- Method 10 Physical and Mechanical Protection Only
- Method 20 Preservative Coating Requirement
- Method 30 Waterproof and/or Greaseproof Protection
- Method 40 Watervapor Proof Protection
- Method 50 Watervapor Proof Protection with Desiccant
As the method number increases, the complexity of the preservation requirement increases.
Definitions
Unit of Issue (UI) is the unit by which a material is issued by the Government.
Quantity per Unit Pack (QUP) is the number of UIs bound or packaged in a unit pack.
Example
If the solicitation or award says the QUP is one, then the Vendor should have only one item per unit pack. If the QUP is 10, then each package must contain 10.
Results of QUP Failure
Failure to meet UI and QUP requirements from the solicitation or award may result in a Supply Discrepancy Report, delaying of payment, and/or additional remediation fees.
UI and QUP Discrepancies
If there is a discrepancy between the Unit of Issue quantity and QUP requirements, the Vendor should submit a PAR. For more information, see Submitting a Post Award Request (PAR) in DIBBS.
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Marking is the application of numbers, letters, labels, tags, symbols, or colors to provide identification and expedite handling during shipment and storage. Incorrect markings can result in unidentifiable material which can result in payment delays and additional costs to fix errors.
Markings must be in accordance with MIL-STD-129R (Military Marking for Shipment and Storage) unless otherwise specified in contract.
Markings are typically applied in the upper left 2/3 of the side of the container or palletized unit load having the greatest usable marking surface.
Common marking errors include:
- No label or packaging
- Missing or incorrect label data elements
- Missing or incorrect Shelf-Life data
- Not bar-coded properly
Element Characteristics of MIL-STD-129R Markings
Above picture is an example of Exterior Container Identification Markings that include:
- National Stock Number in Linear (Code 39) bar code
- Contract Line Item Number (CLIN) in Linear (Code 39) bar code
- Procurement Instrument Identification Number (PIID) in Linear (Code 39) bar code
- Contract Shipment Number in Linear (Code 39) bar code
- CAGE Code in Linear (Code 39) bar code
- National Stock Number
- CAGE Code
- Vendor Part Number
- Quantity and Unit of Issue
- PIID number, which is the contract or order number or the Delivery Order number associated with basic contract or agreement, will be present
- Military Method of Preservation
- Date of Unit Preservation
- Gross Weight (Exterior containers)
- 2D (PDF417) Symbol Data with (Data Identifiers) included in bar code:
- National Stock Number
- Contract Number
- CAGE Code
- Contract Line Item Number
- Contractor Shipment Number
- Serial Number(s) - if applicable
- Unique Item Identifier - if applicable
Linear bar codes are optional with the 2D (PDF417) bar code includes the identification data.
Other Basic Identification Markings that might be included on Unit or Intermediate markings:
- Nomenclature (Not always required on exterior containers)
- Shelf Life Information (if applicable)
- Serial Numbers (if applicable)
- NSN (& Serial Number) identification bar code markings for unit and intermediate packs
Container ID Shelf Life Markings
There are different types of shelf life dependent on whether the item's date can be extended:
- TYPE I is non-extendable with examples:
- MFD DATE 10/01 (Manufactured Month/Year)
- EXP DATE 10/06 (Expiration Month/Year)
- TYPE II is extendable after an inspection or test:
- ASSEMBLED DATE 10/01
- INSP/TEST DATE 10/04 (The date the material would need to be inspected or tested in a lab to re-determine shelf-life)
- RUBBER or ELASTOMER (TYPE I OR II)
- CURED DATE 4Q01 (i.e., 4th quarter of 2001)
- INSP/TEST DATE 4Q05 (The date the material would need to be inspected or tested in a lab to re-determine shelf-life)
Military Shipping Labels used to communicate address and shipping information include:
- Transportation Control Number (TCN) with Required Linear (Code 39) Bar Code
- Vendor's Complete Address and CAGE Code
- Transportation Account Code (TAC) / Type of Service / Postage
- TAC - 4-digit code
- Type Service - like Full Truckload (FRT) or Less than Truckload (LTL)
- Postage - rarely applies to contractor shipments
- Piece Number to total number of items being shipped within the same TCN
- Linear (Code 39) Bar Codes
- Without Leading Zeros
- Details including:
- Weight in Lbs
- Cubic feet of container, rounded to the next whole digit
- Date Shipped
- Project Code
- Required Delivery Date (RDD) - day of year (Julian date), if specified by the requisitioner
- Ship to/POE
- Enter a three-digit air/water port of embarkation (POE) code - if applicable
- Transportation Priority Number which can be 1 (highest), 2, 3, or 4 (lowest)
- Point of Debarkation
- the three-digit air/water Point of Debarkation code (rarely applicable)
- Foreign Military Sales (FMS) case number - as appropriate
- 2D Bar Code containing Transportation Control and Movement Document (TCMD) data and line-item supply data
- MSL shall include a 2D (PDF417) bar code in accordance with
- Ultimate Consignee/Mark for DoDAAC
- Linear (Code 39) Bar Codes
Note: When shipment is destined into the Defense Transportation System, the following need to be in bar code:
- Transportation Control Number (TCN)
- DODAAC of Ultimate Consignee
- Piece Number
Examples of Special Markings include:
- Hazardous Material
- Set Marking
- Project Code
- Warranty, Manufactured, Cured, or Assembled Date
- Expiration, Inspection, or Pack Date
- Arrows, Fragile, Special Handling, etc.
- Unique Identification (UID) and Radio Frequency Identification (RFID)
- Electrostatic Discharge Sensitive (ESDS)
Examples of Special Markings:
Applying MIL-STD-129R Markings to Containers
Different information is needed on markings depending on the type of container that is being marked. Containers include:
- Unit Packs
- Intermediate Containers
- Exterior Containers
An intermediate container may not be necessary based on quantity or weight. However, it is best practice to include an intermediate container to better ensure items remain undamaged amid freight, handling, or storage.
Example Overview of Marking Positions on Containers
The following examples illustrate unit pack, intermediate container, and exterior container identification markings, including bar code markings.
- NSN/NATO stock number - If no NSN is assigned, then this line may be omitted.
- CAGE Code
- Part Number - The letters "PN," "P/N," or Part Identification Number (PIN) shall be used to identify this information. If the item has no PN assigned to it or if no PN is cited, then nothing is shown.
- Item description or nomenclature - The exact name and description of an item as it appears in the contract, purchase order, or requisition shall be shown.
- Quantity and UI - A non-definitive UI shall be accompanied by a quantitative expression such as "1 RO (100 FT)."
- Contract number or purchase order number - PIID including four digit delivery order or call number, modification for change order number. The in-the-clear contract number will include the dashes as shown in the contract, i.e., DAAB07-96-C-1234.
- Military preservation method and date of unit preservation (e.g., "M41-4/02" - method 41, in April 2002) - To reflect commercial packaging (ASTM-D3951 ), DLA uses "MCP" or Method of Preservation of Commercial Packaging. If a preservation date doesn't apply, the pack date will be shown.
- Shelf-life markings (if applicable-see MIL-STD-129 paragraph 5.10.1)
- Serial number(s) - When an item is assigned a serial number, that number shall be applied and preceded by the abbreviation "SER NO" (see 5.4.1.1.1).
- Bar Code markings - convey NSN, CAGE, and potentially serial no. information. The 2D (PDF417) bar code is the preferred bar code over the older Linear bar code format. See MIL-STD-129 paragraph 5.4.1.1.
- NSN/NATO stock number - If no NSN is assigned, then this line may be omitted.
- CAGE Code
- Part Number - The letters "PN," "P/N," or Part Identification Number (PIN) shall be used to identify this information. If the item has no PN assigned to it or if no PN is cited, then nothing is shown.
- Quantity and UI - A non-definitive UI shall be accompanied by a quantitative expression such as "1 RO (100 FT)."
- Contract number or purchase order number - PIID including four digit delivery order or call number, modification for change order number. The in-the-clear contract number will include the dashes as shown in the contract, i.e., DAAB07-96-C-1234.
- Military preservation method and date of unit preservation (e.g., "M41-4/02" - method 41, in April 2002) - To reflect commercial packaging (ASTM-D3951), DLA uses "MCP" or Method of Preservation of Commercial Packaging. If a preservation date doesn't apply, the pack will be shown.
- Gross weight - The capital letters "WT" shall precede the gross weight. The gross weight will be expressed in pounds rounded up to the nearest pound.
- Shelf-life markings (if applicable-see MIL-STD-129 paragraph 5.10.1)
- Serial number(s) - When an item is assigned a serial number, that number shall be applied and preceded by the abbreviation "SER NO" (see MIL-STD-129 paragraph 5.4.1.1.1).
- Bar Code markings - convey NSN, CAGE, and potentially serial no. information. The 2D (PDF417) bar code is the preferred bar code over the older Linear bar code format. See MIL-STD-129 paragraph 5.4.1.1.
- RFID tags- Radio frequency identification tags are for exterior/shipping containers & pallet loads. Based on DFARS Case 2022-D020 the "DoD no longer requires the use of passive RFID tags."
Printing Military Shipping Labels from Vendor Shipment Module
The Military Shipping Label (MSL) is used to communicate key address information on packages in accordance with MIL-STD-129R . MSLs can be printed in the Vendor Shipment Module (VSM). Vendors must ensure MSLs stay on the outside of the material while in shipping. Material may be stopped in transit if there is a missing label(s) and results in frustrated cargo that will not arrive at the final destination potentially resulting in a Supply Discrepancy Report.
MSLs should be printed no more than 1 day prior to shipment pick up to ensure the most accurate and current shipping address.
Differences Between FOB Origin and Destination
FOB Origin
- Government arranges transportation
- VSM prints all labels and transportation documents
- VSM provides tracking label for small parcel or Bill or Lading (BOL) for LTL and TL Shipments
FOB Destination
- Vendor arranges transportation
- VSM provides Military Shipping label and packing list
- Supplier can enter the transportation provider name and tracking number to aid in receipting material
The example process below is a Free On Board (FOB) Destination Single Variance shipment (single item being shipped with transportation arranged by Vendor). Other scenarios are documented in the DLA Distribution VSM Vendor User's Guide (PDF).
Once logged in, a Vendor will default to see the Origin Processing screen and their dashboard profile with the ability to view all their registered contracts that are currently open.
- Ensure the correct shipping FOB processing is selected from the FOB Processing dropdown, either Origin or Destination. This is indicated from the "Delivery FOB" section of the Vendor's award.
- Locate and select the award(s) which require labels from the Processing Dashboard. Place a checkmark(s) in the appropriate box.
- Select "Item labels" radio button.
- Select Submit button.
- When the "Enter Item Label Data" window opens, Vendor will enter or confirm the fields are correct:
- National Stock Number
- Commercial and Government Entity (CAGE)
- P/N - enter a Part Number
- Nomenclature - description of item
- Quantity - amount of quantity being shipped compared to total amount expected to finally be shipped
- Unit of Issue (i.e., EA)
- Unit of Issue Detail (enter UI Detail)
- Purchase Order
- Release Number
- Contract Line Item Number
- Lot
- Preservation Method
- Date Preserved
- Shelf Life category from dropdown
- Other info:
- Number of Units in Intermediate Package
- Select an Item Label Size (3 1/2 x 5, 2x4, or 1 1/3 x 4)
- Any Serial Numbers associated with item
- Select the Submit button.
- Select Print dropdown menu in VSM's top navigation bar and select "Print" option.
- The "Print Documents Main" screen will open displaying a list of documents that are ready for printing.
- Select radio button on left for desired award needing labels. Make sure container ID label and MSL is checked.
- Select Print button.
- VSM then creates the downloadable 8x11 PDF documents. The downloaded documents need to accompany the shipment to designated depot.
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Palletization requirements must be in accordance with the Technical and Quality Master List of Requirements in section RP001 which can be opened from the Procurement Policy and Directives Page.
MIL-STD-147E (DoD Standard Practice: Palletized Unit Loads) is also referenced in section RP001 and must be followed.
MIL-STD-147 and MIL-STD-2073 reference the use of ANSI/MHIA-MH1 grade pallets Vendors must use. Guidance for palletization requirements are outlined in MHI publications .
Overview of Palletization Requirements
- All pallets need to be 40" X 48." The only exception is when there is ONE item that is too big and requires a larger pallet or skid to fit.
- If boxes/items exceed 250lbs or take up more than 20 cubic feet, a pallet is required.
- Standard Pallet Dimensions, Load, and Condition:
- Dimensions:
- 43 Inches in Length (1.5-inch overhang on each side)
- 52 Inches in Width (2-inch overhang on each side)
- 54 Inches in Height (includes pallet)
- Load: 3000 Lbs. Max Gross Weight
- Condition: Must be in good shape and functional
- Types of Pallets based on weight restrictions:
- ANSI/MHIA-MH1, Part No. MH1/9-02SW4048 pallet
- for loads 1500lbs and less (associated with Level B Military Packing as stated in MIL-STD-2073 )
- ANSI/MHIA-MH1, Part No. MH1/9-05SW4048 pallet
- for loads 1500lbs to 3000lbs (associated with Level B Military Packing as stated in MIL-STD-2073 )
- for loads not exceeding 3000lbs (associated with Level A Military Packing as stated in MIL-STD-2073 )
Wood Packaging Material (WPM)
WPM is defined as wood pallets, skids, load boards, pallet collars, wooden boxes, reels, dunnage, crates, frames, and cleats.
Wood Packaging Material (WPM) must be in accordance with DOD 4140.65-M, Issue, Use, and Disposal of Wood Packaging Material (PDF) (2020 Version) and is referenced in the DLA Master List of Technical Quality Requirements in RP001.
All WPM is required to be heat treated in accordance with International Standards for Phytosanitary Measures (ISPM) number 15 , including pallets, and marked accordingly with the heat-treated compliant mark. The mark must be visible on the container's exterior or pallet for inspection.
Vendors who do not comply with WPM standards may have frustrated shipments and delayed payments. Vendors will also be responsible to pay for all expenses related to remediation of the non-compliant WPM. United Nation countries strictly enforce WPM requirements in order to reduce the risk of pest infection historically carried by WPM.
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Material should arrive with all of the following documents:
- DD Form 250/WAWF Receiving Report
- Shipping Invoice
- Packing List
- Award Document (e.g., Form DD1155 or Order for Supplies or Services)
Shipping Document from VSM
The example below is a FOB Origin Single Variance (single item being shipped with transportation arranged by Government). Other scenarios are documented in the DLA Distribution VSM Vendor User's Guide (PDF).
Once logged in, a Vendor will see the Origin Processing screen and their dashboard profile. A Vendor can view all their open, registered contracts here.
- Ensure the correct shipping FOB processing is selected from the FOB Processing dropdown, either Origin or Destination. This is indicated from the "Delivery FOB" section of the Vendor's award.
- Locate and select the award(s) which require documents from the Processing Dashboard. Place a checkmark(s) in the appropriate box.
- Select either the Single or Multiple Freight Piece radio button.
Note: Multiple Freight Piece is to be selected if the material must be packaged in more than one box.
- Select Submit button.
- The "Select Desired Processing" pop-up window will open. Vendor will need to confirm:
- Requisition #
- Stock number
- Manufacturing CAGE
- Nomenclature
- Select the appropriate radio button option:
- "Shipment contains regulated hazardous material transportation"
- "Shipment contains non-hazardous material"
- "Stop processing this shipment"
- Select Submit button.
- FOB Origin Single Variance Processing Screen opens, fill in the following information:
- Select a Processing Type option:
- Partial indicates that only part of the contract/order is being shipped.
- Total indicates that the entirety (or what is left) of the contract/order is being shipped.
- Confirm quantity (items of shipment).
- Add total weight, dimensions of exterior container (L, W, H), # of cubes (this field is auto-calculated based upon dimensions of shipping unit).
- Input Vendor Reference Number - used for a Vendor to track their shipment internally.
- Select Pack Type dropdown option:
- Carton
- Box
- Bundle
- CAN
- Coil
- Add any necessary carrier remarks (i.e., BOL and/or Tracking Number).
- Enter and/or confirm available ship date.
- Select Yes or No if material is stackable.
- Click Submit button.
- Confirmation message from server will appear stating shipment information has been accepted.
- Select the Print dropdown menu in VSM's top navigation bar, and select "Print" option.
- The "Print Documents Main" screen will open displaying a list of documents that are ready for printing:
- Select radio button on left for desired award needing paperwork.
- Select Print button.
- VSM then creates the downloadable 8x11 PDF documents. The downloaded documents need to accompany the shipment to the designated depot.
For small parcel shipments that are either FOB Destination or FOB Origin, VSM will automatically provide a shipping location and labels immediately.
If the shipment is freight, then the following timeline will apply:
If the shipment is an FOB Origin Freight shipment, it will follow normal FOB Origin freight shipment processing. This is approximately a 4 business day process, based on the time of day a Vendor enters a shipment into VSM. The shipment will be forwarded for carrier tendering (i.e., carrier will make a formal offer to provide transportation) the same day or the next day.
For example, a “Processing List” is printed daily, at 09:00 a.m. eastern time. Any shipments processed by Vendors before 9:00 a.m. will be sent for carrier tendering the same day; however, any shipments processed after 9:00 a.m. will be sent for carrier tendering the next day, per VSM guidelines.
FOB Origin Freight Timeline:
Day 1: VSM Agent reviews/forwards the Vendor processed shipment for carrier's review and offer.
Day 2: VSM Agent reviews the carrier tendered CBL and releases the document to the Vendor. The Vendor receives a “CBL Alert" e-mail stating the shipping documents are available to print.
Day 3: Vendor prepares the shipment(s) for the carrier to pick up. The carrier's name and date the shipment will be picked up will be in the "CBL Alert" e-mail.
Day 4: The Carrier should pick-up the shipment.
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Terms Glossary
Find meanings for acronyms, abbreviations and codes used throughout the process article below in the table:
| Term Used |
Meaning/Definition |
| ANSI/MHIA |
American National Standards Institute/Material Handling Industry of America |
| ASTM |
American Society for Testing and Materials |
| BOL |
Bill of Lading |
| CAGE |
Commercial and Government Entity |
| CONUS |
Continental United States |
| DCMA |
Defense Contract Management Agency |
| DD Form |
Department of Defense Form |
| DIBBS |
DLA's Internet Bid Board System |
| DLA |
Defense Logistics Agency |
| DoDAAC |
Department of Defense Activity Address Code |
| DWG |
Drawing |
| ESDS |
Electro-Static Discharge Sensitive |
| FOB |
Free on Board |
| FRT |
Full Truckload |
| GSA |
General Services Administration |
| ISPM |
International Standards for Phytosanitary Measures |
| LTC |
Long Term Contract |
| LTL |
Less than Truckload |
| MCP |
Method of Preservation of Commercial Packaging |
| MHI |
Material Handling Industry |
| MIL |
Military |
| MSL |
Military Shipping Label |
| NMCS |
Not Mission-Capable Supply |
| NSN |
National Stock Number |
| PIID |
Procurement Instrument Identification Number |
| POD |
Point of Debarkation |
| PPP & M |
Preservation, Packaging, Palletization and Marking |
| QUP |
Quantity per Unit Pack |
| RDD |
Required Delivery Date |
| RFID |
Radio Frequency Identification |
| SDR |
Supply Discrepancy Report |
| SPI |
Special Packaging Instructions |
| TAC |
Type Address Code |
| TCMD |
Transportation Control and Movement Document |
| TCN |
Transportation Control Number |
| UI |
Unit of Issue |
| UID |
Unique Identification |
| VSM |
Vendor Shipment Module |
| WAWF |
Wide Area Workflow |