Shipping capacity building equipment

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1. Who is responsible for getting it there

On a Building Partner Capacity (BPC) case, the equipment remains American property until it is handed over (SAMM C15.5.6.4). The implementing agency (IA) is responsible for getting it there. The IA has overall responsibility for transporting and delivering materiel and providing services (SAMM C15.5.6). It makes its best effort to deliver within the months allowed for the case or training grant, or before the required delivery date. It must make sure transportation requirements and schedules reach the procuring activity and the security cooperation organization (SCO) in the embassy.

Arrival is planned before departure. The SCO gives shipping documents, such as bills of lading or manifests, to the benefitting partner so it can arrange off-load, customs clearance, security, staging, storage, onward movement and integration (SAMM C15.5.6). The IA confirms that the SCO, another government employee or a designee, and the partner, can receive the materiel. It also confirms that arrangements are in place to move the cargo to a secure location before delivery. How grant cases run overall is covered in how a BPC case runs and closes on appropriated money.

2. Transport is planned into the case

The IA includes a transportation plan in the first phase of case development, so that delivery meets the required delivery date (SAMM C15.3.11). Two routes are available. A program-wide transportation case is shared by many organizations, and the IA estimates its costs so enough funds are available (SAMM C15.3.11.1.1). Where that route is not advantageous, transport charges go on the case that provides the articles (SAMM C15.3.11.1.2).

That second route has variants. A special assignment airlift mission or other premium transport may be added as a direct charge (SAMM C15.3.11.1.2.2). For system sales, complex programs and small parcels shipped from a vendor, the prime vendor may deliver to the partner’s designated location, with transport built into the contract price (SAMM C15.3.11.1.2.2.1). Title 10 funded transport outside the procurement contract is paid from a separate program-wide BPC transportation case, noted on the case (SAMM C15.3.11.2).

3. Items that need monitoring

Accountability starts before shipment. Each month the IA sends the Defense Security Cooperation Agency (DSCA) the serial numbers of enhanced end use monitoring items expected to be delivered (SAMM C15.5.6.1). The numbers go into the end use monitoring database of the Security Cooperation Information Portal (SCIP) before those items ship.

4. From the United States, and from elsewhere

Arms, ammunition and explosives cannot go through the Joint Consolidation Point (JCP) and must be shipped directly to the partner (SAMM C15.5.6.2.1.1.1). They should use a delivery term code the military department can execute. The manual gives two options as examples: delivery to an inland point in the partner country, or to an overseas point of debarkation.

The JCP is for small items collected from several American vendors, to make transport and delivery more efficient (SAMM C15.5.6.2.1.1.2). It is not typically used for large items better sent straight from the vendor, and it does not handle weapons, ammunition or certain hazardous materiel. DSCA coordinates shipment with the JCP team no less than 30 days ahead, to arrange transport and confirm the address, port of debarkation, required delivery date and any special requirements. The current year BPC transportation case pays for consolidation and onward movement, and IAs drawing on it must estimate and track their transport costs.

Materiel sourced outside the continental United States moves under the vendor’s responsibility (SAMM C15.5.6.2.1.2). All packing, crating, export licensing, marking and hazardous materiel certification must be in the contract. Those procurements do not ship through a consolidation point. The vendor gives the IA detailed documents, including the export license, packing lists, invoices and photographs where needed.

5. Tracking every shipment

The IA and SCO should track all materiel in SCIP, though vendor deliveries may not appear there (SAMM C15.5.6.2.2). The IA makes sure packing and shipping requirements are met, and that plans are made for monitored, classified or sensitive materiel. An SCO cannot hand that duty to a designee, though it may delegate it to another government employee.

Each shipment gets a Shipment Control Number once estimated shipment information exists (SAMM C15.5.6.2.2.1). Each number represents a distinct shipment of defense articles for a case, at a specific time and to a specific place. A single truck of articles counts as one movement, and so does a consolidated load of several kinds of articles with a common origin and destination (SAMM C15.5.6.2.2.1.1). The number is the record that puts a delivery on the Transportation Delivery Forecast Dashboard.

Every request for delivery to a partner must be endorsed in writing by the responsible American official and a DSCA portfolio director (SAMM C15.5.6.2.2.1.2). Endorsed requests go on the forecast schedule and are reviewed bi-weekly and again before movement. The record carries shipment details, booking details such as mode, carrier and cost, completion data including title transfer date and delivery survey rating, and uploaded documents. The manual says these tools exist for transparency in execution, end use accountability and advance notice to the SCO and the partner.

6. Advance notice of delivery

The shipping activity must give the SCO, the geographic combatant command and the responsible DSCA office at least 30 days’ notice before materiel is delivered (SAMM C15.5.6.2.3). The SCO then gives the partner’s ministry a written notice stating what is arriving, when and where if known, and which unit will receive it. The shipment information is attached, and the partner may use it for customs.

The program office uploads the final equipment list for a case line no later than 30 days before that line’s final shipment (SAMM C15.5.6.2.3.1). The IA also sets delivery timelines by the partner’s entry in the Department’s Foreign Clearance Guide (SAMM C15.5.6.2.3.2). The documents must match each article line on the case, and the IA confirms with the SCO that the items can be received.

Key terms

Joint Consolidation Point (JCP)	A point where small items from several American vendors are gathered for shipment, excluding weapons and ammunition.
Shipment Control Number (SCN)	The record for one distinct shipment, used to track it and store its transfer documents.
Transportation Delivery Forecast	The schedule of endorsed delivery requests, reviewed bi-weekly.
BPC transportation case	The current year case that funds consolidation and onward movement of grant equipment.
Notice of delivery	The SCO’s written notice to the partner of what is arriving, when, where and for which unit.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

Shipments to partners often end in places where the last leg needs careful planning. Sentfore works at the delivery end of defense programs in difficult environments, providing secure movement, protective security, facilities and life support. Requirements can be sent through the contact page.