Carriers Seeking DoD Approval

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Travel Programs > DoD Bus Program > Carriers Seeking DoD Approval

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ATTENTION: The new version of the Carrier Movement Reporting (CMR) Tool is now available. We’ve made some changes to make submitting and tracking your mandatory monthly report easier, more user friendly, and intuitive. Check out Training Videos and a User Guide in Quick Links.

Information for Carriers

DTMO manages the program through DoD Bus Agreement #5, which establishes the specific terms, conditions, and standards that carriers must meet when providing transportation for DoD passengers.

To become a participating bus carrier, you must complete the DoD Bus Application and also register for the U.S. Transportation Command’s GOPAX. If you have been an approved carrier in the past, you must still re-apply.

Continue to the section below ‘How to become a Participating Carrier’ for full instructions. Access to GOPAX through the ETA/SDDC website has terminated. If you have GOPAX system questions, please email the U.S. Transportation Command at transcom.scott.tcj3.mbx.gopax@mail.mil.

Participating carriers must comply with all Federal Motor Carrier Safety Regulation (FMCSR), Commercial Vehicle Safety Alliance (CVSA) and state regulations, directives, orders, rules and standards of service requirements, which may affect safety. Carriers will be subject to unscheduled safety inspections to monitor continued compliance.

How to become a Participating Carrier

Carriers wishing to participate in the DoD Bus Program must:

Review the DoD Bus Agreement #5. The agreement outlines the requirements a carrier must meet in order to participate in the program. If your company meets the qualifications listed on page 6 and agrees to the terms and condition in the agreement, move to step 2 below.
Register for GOPAX access. (If you are already registered, skip this step). GOPAX is the U.S. Transportation Command’s system used to submit requests for bus movements and for carriers to bid on those requests. Bus Agreement #5 requires all carriers or agent representatives have a Group Operational Passenger System (GOPAX) registration. As part of the application, carriers must certify that they have access to GOPAX before submitting the DoD Bus Program application. See Instructions for Requesting Access to GOPAX. Please note that requesting GOPAX access requires additional steps:
- Step 1: Obtain your External Certification Authority (ECA) certification. There is a cost involved and approval takes up to 7 days.
- Step 2: Once you have your ECA, you must go to https://geoaxis.nga.mil and select PKI Certificate on the left side. Carriers select your certificate and enter your ECA password. Disregard popup window. When your name appears on the top left corner of the home/welcome web page, you are finished.
Submit an application to the DTMO. The application has three parts – two online sections and one section that requires carriers to submit additional documentation via email. Your application is considered complete when all parts (online application Parts I and II, and the supplemental documentation) are received by the DTMO.
- Part I – Preliminary DoD Bus Program Requirements. Carriers must certify they meet all of the basic requirements before moving on to Part II of the application. It is in this section that carriers must confirm that they have a GOPAX account. If you meet all of the requirements, Part II will become available. If you do not meet all of the requirements, you may reapply when you do meet the program requirements.
- Part II – Carrier Information. Carriers provide all required identifying and contact information, SCAC, DOT number, and FMCSA graduation date. Once this section is completed, you click the “submit” button and it submits the online portion of the application to the Defense Travel Management Office.
- Part III – Supplemental Documentation. Once you have submitted the online portion of the application, you will receive an email with instructions for submitting supplemental documentation.
Once your application is approved, you will be notified via email that you are an official approved carrier of the DoD Bus Program. As an approved carrier, you are required to meet all of the requirements outlined in the DoD Bus Program Agreement #5 including: Part I – Preliminary DoD Bus Program Requirements. Carriers must certify they meet all of the basic requirements before moving on to Part II of the application. It is in this section that carriers must confirm that they have a GOPAX account. If you meet all of the requirements, Part II will become available. If you do not meet all of the requirements, you may reapply when you do meet the program requirements.
- Security Plan. Carrier must have a written security and emergency plan and make it available to Defense Travel Management Office upon request. (See DoD Bus Agreement #5, Part III, 24).
- Report Monthly Carrier Movements. Carrier shall submit a monthly report through the Carrier Movement Reporting (CMR) Tool on all DoD movements performed during the prior month. The report must be in the format outlined in Appendix 4 of the DoD Bus Agreement #5. See Monthly Carrier Reporting below.

Mandatory Use of GOPAX

The U.S. Transportation Command's Group Operational Passenger System (GOPAX) is required to be used by DoD personnel to submit requests for bus movements and for carriers to bid on those requests.

In order to participate in the DoD Bus Program under Agreement #5, carriers and agent representatives must have access to GOPAX. See Instructions for Requesting Access to GOPAX. Before carriers can access GOPAX, you must first register your ECA certification at https://geoaxis.nga.mil

Monthly Carrier Reporting

Per DoD Bus Agreement #5, 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. Even if no movements are performed, carriers must still submit a report noting no movements.

The CMR tool is available through DTMO’s Passport portal. Carriers must register for Passport access.

The report must be in the format outlined in Appendix 4 of the DoD Bus Agreement #5. Download a sample file template here.

See Training Videos and Carrier Movement Reporting Tool User Guide for instructions on how to report bus moves and get access to the CMR tool.

Invoicing

A Government Travel Charge Card (GTCC) CBA must be used as the form of payment for bus movements unless alternate payment procedures are directed in a Federal Acquisition Regulation (FAR)-based contract award. Charge card payment procedures are outline in the DTR.

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 Transportation Officer who submitted the Request for Service. TOs must assist carriers with any payment concerns that may arise. In the event that a payment dispute cannot be resolved at the local level, it may be elevated to the DTMO for resolution by emailing dodhra.mc-alex.dtmo.mbx.military-busprogram@mail.mil.

Carrier Agent Representative Guidelines

Carriers are allowed to use agents on their behalf when bidding on Department of Defense (DoD) movements. Carriers may designate a person or agency to represent them; however, they remain responsible for the actions of its representative. All representatives who access GOPAX must have their own certificate. Sharing of certificates is a security violation and the user and/or the company will be removed from the GOPAX program.

Agent/Representative - 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. Agents may not act as brokers.
Broker - a person, company, or carrier acting as an intermediary for one or more other carriers without being designated as the specific carrier’s Government agent.

Carriers wishing to use such a representative must formalize the designation by listing and signing the Agreement Signature Sheet with the agent name listed.

DoD is not requiring nor endorsing the use of agents.

Frequently Asked Questions

1. Does my company need to be represented by an agent to participate in the Department of Defense (DoD) Bus Program?

Carriers do not have to be represented by an agent to receive business from the government. Commercial bus, van, or limousine companies must meet the qualifications/requirements outlined in the DoD Bus Agreement #5.

2. Can I participate in the DoD Bus Program if I operate within one state (intrastate)?

No. Per DoD Bus Agreement #5, all participating carriers must be able to operate on an interstate basis or across state lines.

3. What is the Federal Motor Carrier Safety Administration’s (FMCSA) New Entrant Safety Assurance Program?

The FMCSA New Entrant Safety Assurance Program requires new motor coach companies to register with FMCSA and monitors companies to ensure compliance with motor carrier safety. There is no cost to apply for the New Entrant Safety Program. DoD Bus Agreement #5 requires graduation from the program. Carriers that existed before the New Entrant Safety Assurance Program began are grandfathered.

4. How do I register, access, and submit bids on the Group Operational Passenger System (GOPAX)?

Operated by the U.S. Transportation Command (USTRANSCOM), GOPAX is a web-based system supporting the request and procurement of full-charter transportation of military personnel traveling in groups. Per the DoD Bus Agreement #5, carriers are required to use GOPAX to bid on Requests for Service. All movements are awarded through GOPAX. Instructions for registering for a GOPAX account are available at https://www.defensetravel.dod.mil/Docs/GOPAX_Instructions.pdf. Once you have access to GOPAX, you will be able to login at https://gopax.transport.mil .

5. My company had to cancel a movement. What are the ramifications?

When a bus movement is cancelled, carrier should immediately inform and advise the TO of the cancellation. The carrier will be responsible for any other additional costs such as, but not limited to, the cost of meals, lodging, transportation to and from meal and lodging locations, aircraft and supplemental bus waiting time charges, rescheduling charges associated with the delay, and any other charges imposed on the Government.

6. Who can I ask about a payment for a bus move?

If you have questions about payments or need to pursue payment, contact the TO that posted the Request for Service. In situations where payment is outstanding, carrier may contact the Defense Travel Management Office at dodhra.mc-alex.dtmo.mbx.military-bus-program@mail.mil. Carrier must accept the Government Transportation Request (GTR) or (SF 1169), which are used when no other method of payment (charge card, electronic fund transfer, etc.) is available or feasible for travel related expenses.

7. What happens if my driver is delayed?

Per DoD Bus Agreement #5, when a delay of one hour or more occurs at any point of the move for any reason, the carrier will:

Immediately inform the Transportation Office (TO) of the delay and actions being taken to correct the situation.
Arrange passengers' meals and necessary transportation to and from meal sites during normal meal hours.
Arrange for overnight lodging and necessary transportation to and from such lodging, when delays occur between midnight and 6 a.m.
If the delay is determined to be chargeable against the carrier, your company will be responsible for additional costs. This may include, but not limited to, the cost of meals, lodging, transportation to and from meal and lodging locations, aircraft and supplemental bus waiting time charges, cancellation or rescheduling charges associated with the delay, and any other charges imposed on the Government.

8. After the bus movement has been awarded, can my drivers refuse service if there are requirements that my equipment cannot handle or special requests made at the time of the movement?

All requirements should be stated in the Request for Service. In situations where the TO requests variations that differ from the Rate and Service Proposal submitted, the carrier has the right to refuse additional personnel, baggage, or impedimenta that would cause equipment to violate Federal laws or manufacturers' safety guidelines.

9. Can the TO change their original Request for Service after it has been awarded to us?

Yes, as long as the movement has not started. Any change to a move request may incur additional or modified charges to the original requestor depending on the nature of the change. If the movement has started, then typically not, but there can be changes in cases of emergency as long as the TO and bus carrier communicate, annotate in writing and provide updates in GOPAX.

10. Do I have to list all of the equipment I own when submitting my inventory listing to the Defense Travel Management Office?

Carriers will provide an inventory of all equipment to be used when transporting government personnel as shown in Appendix 5 of the DoD Bus Agreement. The carrier is responsible for updating this list by October 1st of each subsequent year. Any additions or deletions to the Carrier Equipment Inventory must be submitted to the DTMO on a monthly basis. The carrier’s equipment for DoD use must not be older than 20 years. Only equipment listed on the Equipment Inventory Listing with the DTMO may be used for transporting DoD personnel.