Making the right choice for your group is a snap! It is especially easy when you use this convenient guide to help you through the selection process.
The guide is split into three sections. "The Basics... " - are right up front and is your initial screening guide. "Meeting Your Needs... " - focuses on the specific needs of your group. "Safety Issues... " - probes areas usually left untouched ... until a problem occurs.
By using the guide, you will have taken steps to assure your group of a safe, comfortable, and satisfying travel experience.
The Basics . . .
Tip #1) Ask how long the company has been in business. Find out when the company was established, and how long it has been offering charter coach service. A long track record is generally desirable.
Tip #2) Request the company's DOT number. A DOT (Department of Transportation) number is assigned by the US Government and is required to operate legally. The DOT number can be used to check the carrier's safety rating (See tip #3).
Tip #3) Ask about their DOT Safety Rating. The US Department of Transportation (DOT) issues safety ratings based on the company's accident record and adherence to Federal Motor Carrier Safety Regulations. The highest possible rating is Satisfactory. Other ratings include Conditional, Not Rated, or Unsatisfactory. Never charter from a company with an unsatisfactory rating. It's easy to find a carrier's rating on the Internet. Go to http://www.safersys.org Seach by company name, USDOT number or MC number.
Tip #4) Request a Certificate of Insurance. Your carrier should supply a Certificate of Insurance. This certificate shows the carrier's levels of insurance and effective policy dates. Accepted levels of insurance call for $5 million combined, single-limit liability coverage.
Tip #5) Ask for references. Request and contact references from similar type groups traveling on similar type programs. Never charter from a company unwilling to provide references.
Tip #6) Inquire about the size of their fleet. Overall charter fleet size is important. It provides a gauge to the operator's ability to supply alternate vehicles in the event of a mechanical problem, for multi-bus movements, on weekends or during peak seasons. It also provides some insight into the carriers success.
Tip #7) Ask if the Company is available for Inspection. You should inspect a carrier personally whenever possible. Inspect the motorcoach equipment, general offices and garage facilities. You can tell a lot about a company just by looking.
Tip #8) Inquire about the average age of the equipment operated. Vehicles that are more than 10 years old, unless properly maintained on a preventive maintenance basis, can have a greatly diminished reliability factor. Generally speaking, the newer the coach, the fewer the breakdowns.
Tip #9) Determine if the carrier is a full service company. Do they have their own maintenance facilities? Can they provide a variety of vehicles to meet your special needs? Ask if they help arrange tours and special services you require.
Meeting Your Needs . . .
Tip #10) Clearly spell out your schedule and what is involved in detail. Be prepared to provide the company a detailed itinerary for your trip. This information allows the company to quote on your trip accurately. For your safety, drivers hours are limited by Federal regulations. In addition, specify if your driver must stay in the same hotel as your group.
Tip #11) Consider your groups special needs. Things like the need for a video system, beverage galley, handicapped access or other equipment.
Tip #12) Ask if video coaches are available. Video equipped coaches can be a genuine asset. You can view educational videos or movies to help pass the hours. Sports teams can even view game tapes. A great way to see your opponent, or review your own performance.
Tip #13) Ask if the carrier is legally licensed to show motion pictures en route. Only carriers licensed by the Motion Picture Association of American may show copyrighted movies. Ask to see a copy of the carrier's MPAA license. (Films rented from a video store are not licensed for public viewing.)
Tip #14) Be a careful shopper. If your organization requires multiple quotations, make sure careful consideration of the remaining l 9 Consumer Tips are balanced against cost. A decision based solely on price may not be the best value.
Tip #15) Ask who pays for the driver's room. Is the driver's room included in the charter cost? If not, ask if you are responsible for the driver's room.
Tip #16) Determine company policy for extra mileage costs above the contracted amount. Find out the carriers policy concerning "overage miles" before you select a carrier -- not when you get an inflated bill after you return!
Safety Issues . . .
Tip #17) Ask if the company adheres to Department of Transportation driver regulations. The DOT limits the number of hours a driver can work. A driver is limited to 10 hours of actual driving time. If your itinerary exceeds this limit, ask the company how they plan to handle your groups needs.
Tip #18) Inquire about the company's procedures for on-the-road emergencies. The company should have access to a nationwide reciprocal maintenance agreement which will assure you of prompt servicing of equipment in all regions of the USA.
Tip #19) Ask if the Company has a formal Drug and Alcohol Program. Specify that your carrier supply a copy of their written drug and alcohol policy statement. Never charter from a carrier that does not strongly enforce a drug and alcohol-free workplace.
Tip #20) Request a list of qualified CDL drivers. Ask the carrier to submit a list of current qualified drivers. These drivers must have a CDL (commercial drivers license), a DOT driver's file, a current DOT physical examination and approved Medical Examiner's Card, as well as other driver qualification documentation.
This brochure is produced as a public service by the National Motorcoach Network. Permission to reproduce this document is granted with proper atttribution to National Motorcoach Network, Inc.
Partnering with the right regional less-than-truckload (LTL) carrier can be challenging, especially for companies that utilize just-in-time delivery.
LTL carriers that provide expert technology capabilities and service flexibility make ideal partners, according to Richard Low, president of Cle Elum, Wash.-based Shoemaker Manufacturing. Shoemaker provides residential and commercial heating grills, registers, and diffusers for just-in-time delivery to wholesalers and contractors in the construction industry.
To help determine the right regional LTL carrier for your company, Low offers these 10 tips.
1.
Look for competitive transit times. Compare each carrier's service maps to see how many of your shipments they can deliver via next-day and second-day service. If, for example, the majority of your shipments move from Denver to the West Coast, determine what percentage of those shipments will be delivered overnight.
Also check to see what lane improvements each carrier has in the works. Choose a carrier that can speed your delivery cycle as much as possible -- and will stand behind its service commitment by offering a money-back guarantee.
2.
Evaluate flexibility. Transit times are important, but a carrier's ability to accommodate change is also essential. If you require late pickups or early delivery times, find out if the potential carrier can accommodate those requests.
It also helps to prepare a list of questions about flexibility, such as: Can the trucker's workforce handle extraordinary requests? Can the carrier quickly assign staff and equipment to handle additional capacity?
3.
Make sure customer service options are a priority. Ideally, carriers should offer more than one way for you to reach their customer service agents. Look for a carrier that offers several methods to contact their customer service department -- through local service centers or a toll-free number, for example. In addition, find out if the LTL carrier offers specially trained customer service agents who can answer questions about international shipping or special services you might require, such as distribution, consolidation, and truckload shipments.
4.
Investigate carriers' online capabilities. Look for a carrier that can accommodate your needs via the Internet. Does the carrier, for instance, offer the ability to arrange pickups, track shipments, request billing adjustments, file claims, and print reports through a secure web portal?
Also look for the carrier's ability to customize online tools to make shipping LTL freight easier and more efficient.
5.
Explore real-time technology. Real-time data is essential. Make sure the carrier you select offers real-time tracking technology and can provide shipment notification. Ask carriers to outline the technology they employ for every facet of their operation -- from the dock to dispatch operations to drivers. In addition, find out how quickly they make pickup and delivery information available for each shipment.
6.
Ask about proactive notification. Knowing ahead of time where your products are and when they will arrive is imperative. In many industries, one missed delivery can skew a whole project. In construction, for example, an ill-timed shipment may affect an entire construction site.
Therefore, it is essential to find out if a potential carrier is capable of letting you know ahead of time if your shipments will arrive late. Knowing in advance where your products are and when they will arrive is priceless. Partnering with a carrier that offers proactive notification allows you to determine if you will miss a service commitment, then advise your customers to plan accordingly.
7.
Investigate the availability of additional shipping options. In addition to regional LTL freight, find out if the carrier offers other transportation modes that may be a better fit for certain shipments. For instance, can the company accommodate your package needs or airfreight deliveries? It's always more convenient to make one phone call to handle all your transportation needs.
8.
Find out how the carrier manages performance. Ask the carrier to document its process for measuring overall performance and providing accountability. Is the carrier willing and able to share timely information on factors such as on-time pickups and deliveries, damage-free ratio, and proper invoicing? Determine your key performance metrics, then ask your carrier to explain how it measures and reports each one.
9.
Expect a true collaboration. Find a regional LTL carrier that is willing to collaborate with you on improving your transportation efficiencies and identifying new opportunities. This is key even for small businesses -- carriers should offer small businesses the same options and capabilities. Ensure that the carrier's entire team, from sales reps to drivers to the local service center operations staff, provides personalized attention when you need it and quickly resolves any issues that arise.
10.
Compare overall value, not just price. Although competitive pricing is one factor that should be part of your regional LTL carrier selection process, be sure to measure price in concert with the tips outlined above to help determine a carrier's overall value. Choosing the optimal regional LTL carrier for your company helps you gain a competitive advantage, so it is imperative to examine the total value proposition each potential carrier offers.
2006-08-12 06:45:21
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answer #8
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answered by mickurahul 3
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