Per DoD Bus Agreement #5 [PDF, 36 pages], carriers are required to report all DoD movements performed during the prior month no later than 15 calendar days after the last day of the previous month through the Carrier Movement Reporting (CMR) Tool. If no movements are performed, carriers must still submit a report noting no movements.
The CMR tool is available through DTMO’s Passport portal [login required]. Carriers must register for Passport access. The report must be in the format outlined in Appendix 4 [CSV] of the DoD Bus Agreement #5. For further instruction on reporting bus moves and access to the CMR tool, review the Carrier Movement Reporting Tool User Guide [PDF, 22 pages] or view reporting tutorials on Youtube.
A Government Travel Charge Card (GTCC) Centrally Billed Account (CBA) is the preferred form of payment for bus movements unless alternate payment procedures have been arranged. Charge card payment procedures are outline in Part D of the DTR [PDF, 10 pages].
Carriers are responsible for submitting the Government Charter Coach Certificate (GCCC) invoice report for all rendered transportation services and expenses to the government within seven (7) business days of completion of a bus movement. The completed GCCC is emailed to the Billing Point of Contact (POC) listed on the Request for Service.
Billing POCs should assist carriers with any payment concerns that may arise. If you have questions about payments or need to pursue payment, contact the Billing POC listed in the Request for Service. In situations where payment is outstanding, the carrier may email DTMO for assistance.
Carriers are responsible for following any applicable requirements of the Department of Labor (DOL) Service Contract Act (SCA) of 1965, particularly for service in excess of $2,500. The Federal Register and the Code of Federal Regulations (CFR) are the official sources for regulatory information published by the DOL.
Carriers are allowed, but not required, to use agents on their behalf when bidding on DoD movements. An agent or representative is an individual or company (other than a bus company) designated by the carrier and acting on behalf of the carrier with regard to DoD activities. Carriers may designate a person or agency to represent them; however, they remain responsible for the actions of its representative.
Carriers wishing to use such a representative must formalize the designation by listing and signing the Agreement Signature Sheet [PDF, 2 pages] with the agent name listed. Carrier agents/representatives may submit bids if they are listed on the Agreement Signature on file with DTMO. DoD is not requiring nor endorsing the use of agents.
Offering service with the intent of brokering or subcontracting to another carrier is prohibited. Agents may not act as an intermediary (broker) for one or more other carriers without being designated as the specific carrier’s Government agent.
All representatives who access GOPAX must have their own External Certification Authority (ECA) certificate. Sharing of certificates is a security violation and the user and/or the company will be removed from the GOPAX program.
DoD-approved carriers must use equipment that has been inspected by the Department of Transportation (DOT). DTMO monitors inspections performed by DOT, ensures that carriers comply, and reserves the right to request documentation to validate annual inspections.
Per the Federal Motor Carrier Safety Regulations (FMCSR), Part 396, carriers or a CVSA-certified inspector must perform an annual inspection of all vehicles in the carrier’s control. All parts and accessories must be in safe and reliable operating conditions at all times and equipment must not be older than 20 years.
All bus moves are subject to random, no-notice inspections as identified in DTR Part 1, Chapter 104 Buses, Section 7. Commercial Vehicle Safety Alliance (CVSA) certified inspectors (State Troopers) will follow the guidelines outlined in the DoD Bus Agreement #5. Inspectors are provided a monthly report of bus moves in their state. All inspections will be coordinated prior to the move and performed at the point of origin. The inspection should not delay the move or impede the mission. When the certified inspector is present group leaders are not required to perform an inspection.
Note that drivers will be asked to sign the provided Standards of Service & Inspection Checklist [PDF, 1 page] prior to service.