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WSCA Small Parcel Delivery Service Contracts
Frequently Asked Questions (FAQs)
SERVICE QUESTIONS
Q: What kind of packages can be shipped on these contracts?
A: Any single package weighing up to 150 pounds. For carriers that offer a "pouch" service, a basic standard single rate applies for the following weights: California Overnight up to 10-lbs; and Golden State Overnight up to 15-lbs. Customers may ship any document/ letter items in the pouch provided they are going to the same location.
Q: What are the different service levels available?
A: There are three basic service levels:
1) "Ground". While the "carrier's" actual mode of transportation can be via truck or air, "ground" service is the most economical. Intrastate shipment is 1-day service to all urban and many rural California locations, 2-days to the most remote locations.
2) Next day morning (AM) delivery. This service guarantees delivery in the morning by 10:30 AM and is the most expensive service.
3) Next day afternoon (PM) delivery. This is the most economical "expedited" delivery with guaranteed service by close of the next business day (actual time varies by carrier).
Additional charges may apply in addition to the basic services for Saturday pickup/ delivery, residential delivery, etc. Other "accessorial" fees may also apply. For details, see the individual carrier's contracts/service guides at /traffic/WSCA/WSCASmallParcelContracts.htm
Q: What is "pouch" service?
A: Pouch service is a cost effective means for addressing shipments of multiple small packages to the same destination on a repetitive basis (e.g., daily). Typically there is a set monthly charge for this service. The service is commonly used between branch offices of the same agency to/from Headquarters.
Q: Do any of the carriers provide for Saturday pickup/delivery at a residence or business and does it cost more?
A: Yes. They all provide Saturday service, although the scope of the service may vary in some rural locations. Additional charges do apply. For details, see the individual carrier's contracts/service guides at /traffic/WSCA/WSCASmallParcelContracts.htm
Q: Do any of the carriers provide same day service or dedicated route service?
A: The WSCA contracts do not provide for same day service; the fastest service under these contracts is guaranteed delivery by the next morning. Dedicated route service can be obtained by talking with your selected carrier to establish a time/day for services.
Q: What do I do if I need automation or equipment?
A: All of the carriers provide web-based ordering for shipments. For higher volume shippers, they will provide stand-alone systems. Each provides a wide variety of technology-based applications to meet your needs. Carrier contact information is available on the DGS website in the User Guide at http://www.documents.dgs.ca.gov/pd/traffic/WSCA/SmParcelUserGuideWSCA.doc
Q: How do I get supplies, such as envelopes and labels?
A: All of the carriers provide shipping supplies free of charge. Use the customer support phone number for the carriers you have selected. Contact information is available on the DGS website in the User Guide at http://www.documents.dgs.ca.gov/pd/traffic/WSCA/SmParcelUserGuideWSCA.doc
Q: What do I do if I have staff that need training?
A: All of the carriers will provide training for your staff. Use the customer support phone number for the carriers you have selected or refer to the User Guide at http://www.documents.dgs.ca.gov/pd/traffic/WSCA/SmParcelUserGuideWSCA.doc
Q: What are "accessorial" fees?
A: These are additional charges for services and vary by carrier. Examples are: fuel surcharges, address corrections, residential delivery, Saturday delivery, extra insurance, etc.
CONTRACT/ORDERING PROCESS QUESTIONS
Q: Do I need to do a STD. 65 for every shipment or just once when I sign up to use the new contracts?
A: You do not need to do a STD 65 for every shipment. The STD. 65 is used under the WSCA contracts in lieu of a STD 213 as your contract authorization and funding encumbrance document. For State agencies, it is subject to the rules governing delegated purchasing authority.
Q: If I've sent in my registration form to Transportation Management Unit (TMU), do I need to do a STD. 65?
A: Yes. The registration form helps TMU ensure correct billing information and coordination with selected carriers to establish new accounts, but the STD. 65 is required to allow payment of invoices.
Q: If I've sent in my registration form, do I have to wait for it to be approved to initiate the contract documents?
A: No. Processing of the STD. 65 (or local agency equivalent) can occur concurrently. DGS encourages all agencies to immediately process the STD. 65 to ensure the availability of the discounted rates from any WSCA carrier with whom they did not do business previously.
Q: Who fills out the STD. 65 and what is it used for?
A: For State agencies, departments, boards or commissions, the Std. 65 may be completed by any authorized procurement or contracting official in accordance with State delegated purchasing authority requirements. For local governments, the STD. 65 may be used or their equivalent ordering document. Even though small parcel delivery services are considered non-information technology personal services, a special process has been approved by DGS Legal for the WSCA contracts to streamline the ordering process. In this instance, the STD. 65 is being used in lieu of a STD. 213, Standard Agreement, to establish the contractual relationship between an agency and its selected carrier(s) and to authorize and encumber funding.
Q: Do I sign up once or each fiscal year to use the contracts?
A: You must generate a STD. 65 and encumber funds for each fiscal year.
Q: Do I have to send my STD. 65 to DGS Legal?
A: If the value of the STD. 65 is over $50,000, the DGS Office of Legal Services must approve the contract in accordance with the State Contracting Manual. OLS will expedite review if using the prepared STD. 65s in the User Guide at /traffic/WSCA/WSCASmallParcelContracts.htm . Approved STD. 65s will be returned to the agency for distribution.
Q: When I process the STD. 65, do I need to add the value of the DGS Administrative Fee to the total?
A: No. DGS will bill State and Local Government agencies its 1.98% fee in arrears based on "actual" usage reported to DGS by the carriers on a monthly basis.
Q: I've sent in my registration form to TMU, do I need to give TMU a copy of my STD. 65?
A: Copies should be forwarded to all entities noted on the STD. 65 Distribution List. DGS will bill agencies from usage reports submitted directly by the carriers, however.
Q: Does TMU need to process my registration form for us to get service?
A: No. You may request service from the carriers concurrently with submitting the registration form to DGS and processing the STD. 65. If you have existing accounts with the four WSCA carriers, you will automatically receive the new WSCA rates, but you must still register with DGS. If you are establishing accounts with carriers you did not use previously, the registration form is important because it signals new carriers to contact you to arrange for service.
Q: How long does it take TMU to process a registration form?
A: For the initial rollout of the new contracts, it may take TMU several days; however, once the initial registration transition is over, TMU expects to process all forms within 1-2 business days of receipt.
Q: If my agency has a contract with a carrier that still has time on it, can I continue to use it?
A: All DGS interim contracts expire on or before November 30, 2006. Effective December 1, 2006, the only Small Parcel delivery contracts available through DGS are the WSCA agreements.
MISCELLANEOUS QUESTIONS
Q: Why isn't United Parcel Service (UPS) on the WSCA contract?
A: The State of California participated with the Western States Contract Alliance (WSCA) in conducting a competitive bid for small parcel delivery services, and awarded contracts to all [four] companies that submitted offers for Intrastate, Interstate and International deliveries. For specific business reasons, UPS declined to participate. Click Here
Q: As of December 1, 2006, if I want to continue to use UPS, will I pay public rates without a discount?
A: Interim contract rates end effective close of business on November 30, 2006.
Q: Can I do a new contract with UPS?
A: A department that wishes to contract with any other carrier must comply with the requirements of the State Contracting Manual. Contracts over $5,000, must be competitively bid. Orders may not be split to avoid the competitive bid requirement. Should a department want to process a non-competitive bid (i.e., to UPS specifically), DGS approval would be required in accordance with Management Memo 03-10.
Q: What shall we do with the UPS meter machine and how do I get my money back from them for pre-paid accounts?
A: Contact your UPS sales representative to arrange for collection of their equipment and to request a credit. You may also wish to coordinate the credit with your internal accounting personnel. It is important that your UPS accounts be cancelled to avoid "monthly account charges" from accumulating.
NEED HELP?
Contact Transportation Management. Contact information is available at /traffic/wsca/WSCASmallParcelContractAdmin.htm
Return to WSCA Small Parcel Delivery Service Contracts Homepage: /traffic/WSCA/default.htm
Rev. 11/27/06 |
