TMS Documentation

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  - DescriptionThis documents intent is to outline the steps and verification processes Amodei employs to vet and validate a carrier’s partner-worthiness prior to load assignment. The desired outcome of this process is delivering the highest possible service levels.
  - ScopeThis document will outline the steps and processes utilized and executed for carrier validation.
  - Responsibility and AuthorityAll employees that have the authority to align with carrier not currently set up in our system, that have not previously been assigned a load, or have not been assigned a load in more than a 12-month period, are responsible to ensure these processes are followed
  - ProcessNew Carrier Vetting and setup: Personnel are required – following the execution of the below validation steps, to have the following documents submitted and filed and the following data provided.
    - COI – Personnel are to require carrier provide a valid and active COI listing Amodei as the Certificate Holders as follows: Amodei Brokerage PO Box 671 Marlton, NJ 08053
    - COI must indicate the following minimums: General liability $1,000,000.00; Motor Vehicle (including hired and non-owned vehicles) $1,000,000.00, ($5,000,000 if transporting hazardous materials including environmental damages due to release or discharge of hazardous substances); Cargo Damage/Loss, $100,000.00;
    - Insurance policy amounts and expiration dates must be recorded in TMS system along with a copy of the certificate. The TMS will automatically flag instances where policy dates are expired or set to expire within the next 30 days.

W9 and Authority Certificate are required for upload into Carrier Profile

4.1.3	Executed copy of the Carrier Contract must be on obtained and on file in the TMS.

4.1.4	Hazardous Certification (when applicable) – Must be filed in TMS and policy date entered in relevant field. User should complete the hazardous class checklist in the profile to indicate what classes are/are not hauled.

4.1.5	FMCSA SAFERSYS score must be Satisfactory or N/A. Unsatisfactory scores are not acceptable and the TMS will automatically take that carrier off-list. The FMSCA SAFERSYS scores are only available for a small fraction of carriers, so additional attention must be paid to the actual inspection data and scoring as presented on our TMS and C411 to verify quality is at or above the national average.

4.1.6	Carrier411 review

4.1.6.1	“Started” date vs. “Maintained” time – C411 with show both the date the MC was started (top of page) as well as how long their Common/Contract/Broker Authority has been maintained (mid-page) – Companies operating for less than 12 months require management review and approval.

4.1.6.2	Inspections – All Interstate carriers that have been in business for a year or more should have an inspection history. Absence of inspection history is a disqualifier as it indicates the use of owner-operator employees and/or potential double-brokering.

4.1.6.2.1	Inspection data is presented with scoring compared to the national averages. Below-average safety, maintenance, or driver-fitness scores require managerial review. Management may perform carrier safety survey to verify that the company has taken steps to improve their fitness.

4.1.6.3	Authority: Interstate carriers must have Common or Contract carrier authority.

4.1.6.3.1	If the carrier also has active Broker Authority, extra steps must be taken to ensure we are booking with their asset division.

4.1.6.4	FMSCA Contact Information Changes – This section shows all address, phone number and contact info changes on record. Due to increased identity fraud in transportation, the following review points must be made to ensure validity of new carriers:

4.1.6.4.1	Multiple updates to address, phone, or contact information within the last 2 years are cause for concern and additional scrutiny.

4.1.6.4.1.1	C411 does not log email address changes. We must call the originally registered telephone number, and verify that the contact we are dealing with is a known agent of the company. If you are unable to reach anyone at the originally registered phone number, (when an email you are corresponding with does not match that which is registered to the MC) add the email from C411 to your email chain (this can/may/will deter anyone falsely presenting themselves as the specific carrier

4.1.6.4.2	Review Google Street View links for carrier location address – public mailbox locations such as UPS stores indicate high risk for fraud.

4.1.6.4.3	 “Freight Guard” reports on Carrier 411 are typically reason to disqualify a carrier. Managerial approval may be obtained if reports are over 1 year old and is subjective to the type of complaint filed.

4.1.6.4.3.1	We receive email monitoring updates from C411 indicating if reports are pending or filed against any of our registered carriers. Management reviews these notices and will take carriers off-list as needed.

4.2	Ongoing Monitoring:

4.2.1	Our TMS is linked to the FMCSA API. Carrier safety measures and inspection scoring is updated and automatically re-verified whenever a profile is viewed or a carrier is assigned to a shipment. SAFERSYS scores of Unsatisfactory will automatically take a carrier Off-List, additionally, loss of authority will mark the profile out-of-business.

4.2.2	The TMS maintains a “Carrier Scorecard” using the following logic: Every shipment completed without issue counts as 1 towards a maximum score of 10. Infractions such as dropping loads or lateness are recorded and will subtract 1-2 points from the carrier quality score. A list of issues and the relevant shipments is maintained in the Safety portion of the carrier profile. The Scorecard weight is also used in the TMS automatic carrier selection process to favor high quality partners.

4.3	Order Assignment – when booking freight with a vetted carrier, the following information must also be obtained:

4.3.1.1	Drivers Name and Cell Phone number, plus the Tractor and Trailer number [where applicable].

4.3.1.2	Load Tracking Acceptance/Completion [via Macropoint or Textlocate] is recorded for future reference.

5.0	Functional Requirements

5.1	Carrier411 - [[https://www.carrier411.com/]]

6.0	Related and Support Documentation

Carrier Set up WISOP

Revision History

11/7/22

9/3/24

9/8/251

2

2Initial creation

Added detail

Reviewed