FAR 47.305-9—Commodity description and freight classification.
Plain-English Summary
FAR 47.305-9 explains how contracting officers must describe supplies so the government can determine the correct freight classification and transportation charges during solicitation and contract administration. It covers the need for a complete commodity description, packing requirements, use of the National Motor Freight Classification (NMFC) for motor carriers and the Uniform Freight Classification (UFC) for rail, and what to do when the item cannot be classified with confidence from published tariffs. It also addresses special handling for new-to-the-supply-system items, nonstandard items, and modified items by requiring the Freight Classification Description provision at 52.247-53 when different classifications may apply. In addition, it requires adequate descriptions for explosives and other dangerous supplies, including both the regular freight classification and the hazardous material description and hazard class from 49 CFR 172.101. The section also recognizes that some contractors may already have an official freight classification description that can be used, and it requires the contracting officer to pass the developed freight classification information to the contract administration office. In practice, this section exists to prevent under- or over-estimation of transportation costs, reduce disputes over freight charges, and ensure that hazardous or unusual items are shipped and priced correctly.
Key Rules
Describe the commodity fully
The solicitation must include a complete description of the supplies and their packing requirements so transportation charges can be evaluated correctly. A vague or incomplete description can lead to the wrong freight classification and inaccurate pricing.
Use published freight classifications
Freight rates for supplies are generally based on the applicable NMFC or UFC classification description filed with regulatory bodies. The contracting officer should rely on those published classifications when they clearly apply.
Obtain classification when uncertain
If the supplies cannot be properly classified from freight tariffs, or if there is doubt, the contracting officer must get the applicable freight classification from the transportation office. This avoids guessing and helps ensure the solicitation reflects realistic transportation costs.
Add special provision for new or nonstandard items
When acquiring new-to-the-supply-system, nonstandard, or modified items that may fall under different freight classifications, the contracting officer must include the Freight Classification Description provision at 52.247-53. This helps identify the correct rating before award.
Alert transportation officials early
The contracting officer must notify the transportation officer when negotiations may be needed for appropriate freight classification ratings and reasonable transportation rates. Early coordination helps prevent later disputes and pricing errors.
Describe hazardous supplies precisely
For explosives and other dangerous supplies, the solicitation must include both the regular freight classification and the hazardous material description and hazard class from 49 CFR 172.101. This ensures the shipment is classified correctly for both freight and safety purposes.
Provide information to contract administration
The contracting officer must furnish the freight classification information developed under paragraphs (a), (b), and (c) to the contract administration office. This supports post-award administration, shipping, and payment review.
Responsibilities
Contracting Officer
Prepare solicitations with complete commodity and packing descriptions, determine whether published freight classifications apply, obtain classification help from the transportation office when needed, include the 52.247-53 provision for new or nonstandard items, ensure hazardous supplies are described correctly, alert the transportation officer when negotiations may be needed, and provide the resulting freight classification information to the contract administration office.
Transportation Officer
Provide applicable freight classification information when the contracting officer cannot classify the supplies from tariffs or when doubt exists, and assist with negotiations for appropriate freight classification ratings and reasonable transportation rates.
Prospective Contractor
Where applicable, provide or rely on an official freight classification description already established for the item, and ensure the offered product description and packing information support accurate freight rating.
Contract Administration Office
Use the freight classification information furnished by the contracting officer to support contract administration, shipment review, and resolution of transportation-related issues.
Practical Implications
A good commodity description is not just a technical detail; it directly affects evaluated price because freight charges can change the total cost of the offer.
If the item is new, modified, or nonstandard, failing to use 52.247-53 can leave the government without enough information to assign the right freight class before award.
Hazardous items need two layers of description: the normal freight classification and the DOT hazardous material identification. Missing either one can create shipping delays, compliance problems, or cost disputes.
Contracting officers should coordinate early with transportation staff instead of trying to infer freight class from a product name alone; classification mistakes often surface later as invoice or shipment disputes.
Contract administration needs the same freight classification data used in the solicitation, so the information must be passed forward rather than kept only in the acquisition file.
Official Regulatory Text
(a) Generally, the freight rate for supplies is based on the rating applicable to the freight classification description published in the National Motor Freight Classification (NMFC) (for carriers) and the Uniform Freight Classification (UFC) (for rail) filed with Federal and State regulatory bodies. Therefore, the contracting officer shall show in the solicitation a complete description of the commodity to be acquired and of packing requirements to determine proper transportation charges for the evaluation of offers. If supplies cannot be properly classified through reference to freight classification tariffs or if doubt exists, the contracting officer shall obtain the applicable freight classification from the transportation office. In some situations prospective contractors have established an official freight classification description that can be applied. (b) (1) When the supplies being acquired are new to the supply system, nonstandard, or modifications of previously shipped items, and different freight classifications may apply, the contracting officer shall insert in solicitations the provision at 52.247-53 , Freight Classification Description. (2) The contracting officer shall alert the transportation officer to the possibility of negotiations for appropriate freight classification ratings and reasonable transportation rates. (c) The solicitation shall contain adequate descriptions of explosives and other dangerous supplies according to- (1) The regular freight classification; and (2) The hazardous material description and hazard class as shown in 49 CFR172.101. (d) The contracting officer shall furnish the freight classification information developed in 47.305-9 (a), (b), and (c) of this section to the contract administration office.