Highway Contract Routes — Box Delivery Service

1 RHighway Contract Routes Box Delivery ServiceHandbook P-5 October 2004 Transmittal LetterA. Explanation. One of the key strategies of the Postal Service s Transformation Plan is toachieve growth by adding value for customers. This handbook establishes the nationalpolicy and procedures for the operation and administration of Highway Contract routesbox Delivery Service and has been revised to clarify areas of responsibility reflecting allchanges in organizational structure and position Online Availability. This handbook is also available online on the Postal ServiceInternet at by selecting About USPS and News Info, then Forms & Publications, then Browse all Periodicals & Publications then Handbooks, and on the Postal Service Intranet by selecting Handbooks and then either ByDocument ID Number or By Title. C. Comments and Questions. Submit comments, suggestions, or questions to:MANAGER MAIL TRANSPORTATION PORTFOLIOSUPPLY MANAGEMENTUS POSTAL SERVICE475 L ENFANT PLZ SWWASHINGTON DC 20260-6220D.

2 Supersession. This handbook supersedes the July 2001 edition of Handbook Effective Date. This revision is effective upon StrangeVice President, Supply ManagementiiiOctober 2004 ContentsChapterPage1 General Contract Administration1.. 11 Purpose1.. 12 Definitions1.. 121 Box Delivery HCR1.. 122 Contracting Officer1.. 123 Administrative Officials1.. 13 Responsibilities2.. 131 Manager, Transportation Contracts2.. to Contract2.. Under the Contract2.. Pay Administration3.. 132 District Managers (or Designee)3.. 133 Processing and Distribution Centers/Facilities and Postmasters3.. 134 Administrative Officials3.. Responsibilities3.. File Folder4.. Assignments and Changes4.. and Map4.. Responsibilities4.. with Regulations4.. Changes5.. to Schedule5.. Performance Data5.. Operating Failures5.. Performance, Operational Problems5.. Corrective Action5.. Service5.. and Counts6.. Highway Contract Routes Box Delivery ServiceivHandbook to Conduct Survey6.

3 Counts6.. Requirements6.. for Supplier6.. Inspections6.. Frequency6.. Inspection Requirements7.. Analysis7.. Used7.. Work Area7.. Analysis7.. Changes7.. to Supplier7.. Equipment7.. Collection Devices8.. to Customers8.. for Service8.. Mail8.. 135 Suppliers9.. Level9.. Employees9.. and Correspondence9.. with Customers10.. 2 Service Changes11.. 21 Existing Contract11.. 211 Requirements11.. Extensions11.. for Extension11.. Mobile Homes/Trailer Courts, Subdivisions12.. vOctober Mobile Homes/Trailer Courts12.. Official12.. 212 Compensation Adjustment13.. , Transportation Contracts Authority13.. route Boxes13.. in Box Total13.. to be Used13.. Adjustments13.. 22 Rural Service Versus Contract Service14.. 221 Supersedure of Rural Delivery by Contract Service14.. 222 Supersedure of Contract Service by Rural Delivery14.. Contract Period14.. End of Contract Period14.. 3 Supplier Duties15.. 31 General15.. 311 Service15.

4 Requirements15.. Service Request16.. route Changes16.. Rural Features Required16.. 312 Sanctity of the Mail16.. Mail16.. in Vehicles16.. 313 Safety17.. Requirements17.. Practices17.. 314 Maintenance of Schedule18.. 32 Office Work18.. 321 Reporting Time18.. 322 Casing18.. 323 Strapping and Loading18.. For Future .. Address Mail (Box Holders)19.. Highway Contract Routes Box Delivery ServiceviHandbook P-5324 Accountable Items19.. Mail19.. Office Keys19.. Badges20.. 325 Roster of Customers Addresses20.. 326 Fixed Credits20.. Stock20.. Credits21.. for Fixed Credit21.. 33 route Performance21.. 331 Line of Travel21.. of Travel21.. Service21.. 332 Delivery of Mail21.. as Addressed21.. or Simplified Address Formats Mail22.. 333 Unusual Conditions22.. Road Conditions22.. Requirements22.. for Work23.. Deviations23.. Require Customer Notices23.. 334 Box Problems23.. 335 Sign23.. 34 Special services and Accountable Mail23.. 341 General23.

5 Notification24.. Notification24.. Notification/Receipt24.. 342 Delivery24.. Special Service Mail, Accountable Mail, and Express Mail24.. Mail25.. Mail25.. viiOctober Confirmation25.. Mail25.. Due Mail26.. Mail26.. Examination26.. of Charges26.. Procedure26.. Not Delivered26.. Duty Mail26.. Mail27.. Procedure27.. Mail Not Delivered27.. of Signature27.. 35 Collection and Disposition27.. 351 General27.. Procedure27.. Postage27.. 352 Special Service and Accountable Mail28.. Mail28.. Mail28.. Mail28.. Mail28.. Receipt for Merchandise28.. Mail29.. Confirmation29.. 353 Money Orders29.. 354 Unstamped Mail and Shortpaid Mail29.. of Postage Unknown29.. Postage29.. 355 Recall of Mail29.. 4 Office Work After Return to Office31.. 41 Undeliverable Mail31.. 42 Markup and Forwarding31.. 43 Changes of Address31.. 44 Report of Exceptional Service31.. 45 Disposition of Postal Funds31.. Highway Contract Routes Box Delivery ServiceviiiHandbook P-55 Surveys33.

6 51 Definition33.. 52 Frequency33.. 521 Initiation33.. 522 Survey Forms33.. 53 Purpose33.. 54 Supplier Responsibilities34.. Appendix A Abbreviations and Acronyms Used in Highway Transportation Box Delivery Service35.. Appendix B Forms Glossary37.. Appendix C Other Forms Associated with Highway Transportation Contracts39.. Index41.. 1231 October 20041 General Contract Administration11 PurposeThis handbook establishes national policy and procedures for the operationand administration of Highway Contract route (HCR) box Delivery Service . Thispolicy requires continuous close coordination among managers of variousoperations (including Mail Processing, Delivery services , and Transportation)in matters pertaining to box Definitions121 Box Delivery HCRA box Delivery HCR is a Contract agreement between the Postal Service anda private individual or firm for the Delivery and collection of mail from homesand businesses. The services provided by the HCR box Delivery carrier areidentical to those provided by postal rural route carriers.

7 The supplier,depending upon the Contract requirements, performs specified duties such asmaintaining a roster of customers; casing mail; selling stamps, certified mail,collect on Delivery (COD), Express MailR, registered mail, Parcel PostR,merchandise returns, or money orders; picking up mail from collection boxes;and markup and forwarding of mail. A route may be operated personally bythe supplier (owner-operator) or the supplier may elect to hire employees. Ifhired employees are used regularly, they must be paid the wages and fringesas required by the current wage determination attached to the OfficerThe contracting officer (CO) is a Postal Service employee specificallydelegated authority to enter into contracts on the behalf of the Postal box Delivery HCR CO is the manager, transportation contracts, or his orher OfficialsAn administrative official is any postal official designated by the manager,transportation contracts, to supervise and administer the performance of mailtransportation and related services by suppliers.

8 Generally, transportation13 Highway Contract Routes Box Delivery Service2 Handbook P-5suppliers are administratively responsible to the head-out postal involves managers or postmasters at processing and distributioncenters/facilities (PDCs/Fs), mail processing facilities (MPFs), and associateoffices. Each solicitation or Contract names the responsible administrativeoffice. The administrative official must cooperate fully with the manager,transportation contracts, in administering these contracts so that the PostalService will receive the best possible Service , planning, and contractperformance at the lowest cost. For matters involving the Contract , theadministrative official is responsible directly to the manager, Responsibilities131 Manager, Transportation to ContractEach manager, transportation contracts, is the only postal official authorizedto enter into, execute, and approve contracts for mail transportation andrelated services . This includes regular Highway , air transportation, emergencyhighway, bus, and inland domestic water contracts.

9 The manager,transportation contracts, is, therefore, the contracting officer for box deliveryHCRs and has sole authority to enter into and to negotiate adjustments tothose Under the ContractThe manager, transportation contracts, or his or her designee is responsible,under the Contract general provisions, Service changes that increase the supplier s annual rate ofpay by no more than 10 percent, or $2,500, whichever is the lesseramount. The manager, transportation contracts, may either order-in ornegotiate these Service changes that decrease the supplier s annual rate ofpay must be negotiated by the manager, transportation other Service changes with the the Contract for cause (unsatisfactory Service ) or for theconvenience of the Postal Service as specified within the clauses of manager, transportation contracts, is held accountable for serviceperformance and for the transportation budget in his or her respectivegeographic Service area. Therefore, the local distribution networks office ineach particular area must participate in all decisions concerning Pay AdministrationThe manager, transportation contracts, must take necessary actions toensure that suppliers are compensated properly and in a timely manner.

10 Themanager must also make appropriate deductions where the supplier fails tooperate. When an entire trip of Service is missed, the contracting officer willissue PS Form 7440, Contract route Service Order, to deduct pay for themissed trip, in accordance with the general provisions of the Contract , unlesssuch omission is for reasons beyond the control of the supplier, such as Actsof God, road conditions, or instructions of authorized postal Managers (or Designee)The district manager (or designee) the establishment of a box Delivery route at a post office nothaving any such recommendations to eliminate a box Delivery route recommendations to transfer territory between postal recommendations to relocate a box Delivery route from onepost office to review and concur with any proposed route changesrecommended by an administrative official and/or manager, district approval, the proposals will be submitted to the manager,transportation contracts, for and Distribution Centers/Facilities andPostmastersPostmasters recommendations for Service changes through that accurate measuring devices are used in recording HCRmiles, supplier performance.