5 Questions to Ask Your Next Vehicle Delivery Provider

Developing, building, and managing a fleet of vehicles involves numerous components, each serving as a building block in the overall process. From selecting the right chassis and up-fitter to determining the best telematics system and meeting deadlines, these tasks are often considered the core aspects of fleet building. However, amidst all these considerations, one crucial step should never be overlooked: choosing the appropriate Vehicle Transport/Drive-away Provider (VTDP). The VTDP is responsible for delivering your fleet and ensuring the safe, timely, and accurate transportation of vehicles to their designated hubs or clients. With a plethora of VTDPs available, it can be challenging to identify a top-level transport/drive-away provider. To assist you in making the right choice, we have compiled five questions to ask your next fleet transporter or drive-away company.:

1. Is Your Company Compliant With the USDOT?

It is imperative that the answer to this question is a resounding "Yes!" If not, it is advisable to move on and search for another vehicle transport/drive-away provider. The United States Department of Transportation (USDOT) has established regulations to ensure the safety of commercial vehicle drivers and other road users. A VTDP has a non-negotiable responsibility to ensure that the drivers they contract or employ adhere to USDOT regulations. These regulations encompass various aspects, such as compliance with Hours of Service rules, possessing the appropriate driver's license for the assigned vehicle, and undergoing specific medical exams before obtaining a commercial driver's license. To verify a VTDP's DOT status, you can visit dedicated websites and enter the VTDP's USDOT or MC number.

The following are rating descriptions to help assess a VTDP's compliance:

Non-rated: The transporter has either never undergone a "FULL" FMCSA compliance review, where all compliance aspects were checked, or a "FOCUSED" review, which examined some but not all compliance areas. They may have undergone a FOCUSED review where no issues resulted in an Unsatisfactory or Conditional rating.

Unsatisfactory: The transporter has undergone a FULL or FOCUSED review, and the findings of that review have led to an Unsatisfactory rating for the carrier.

Conditional: The transporter has undergone a FULL or FOCUSED review, and the findings of that review have resulted in a Conditional rating for the carrier. Proposed Conditional carriers can request a 49 CFR 385.17 upgrade within the specified timeframes, or they may choose to operate with this rating until they believe corrections have been made to warrant an upgrade.

Satisfactory: The transporter has undergone a FULL review at some point in their history. A carrier cannot hold a Satisfactory rating without having undergone a FULL review. FOCUSED reviews do not lead to Satisfactory ratings. If a carrier passes a FOCUSED review, they can maintain a previously issued Satisfactory rating but cannot receive a new Satisfactory rating without a FULL review.

2. How Do You Screen/Qualify Your Drivers?

This one could actually be expanded into multiple questions. So much responsibility falls on the VTDP. They absolutely must run deep background checks on potential drivers as well as staying on top of driver’s motor vehicle records. Implementing a random drug testing program is also a requirement of the USDOT.

Another challenge facing vehicle delivery companies is that many contract drivers work for multiple transport companies. When a driver commits a violation at Company B, then Company A might not find out about it until it is too late. A responsible VTDP will always reference the FMCSA Clearinghouse.

The Clearinghouse is a shared database that provides logistics companies with necessary tools to identify drivers who are prohibited from operating a commercial motor vehicle based on U.S. Department of Transportation (DOT) drug and alcohol program violations, and ensures that such drivers receive the required evaluation and treatment before operating a commercial motor vehicle on public roads.

3. Will You Train Your Drivers on Pre-Trip and Post Trip Inspecting My Vehicles?

This may sound like a no-brainer, but you would be surprised how often this does not happen. There is a distinct difference between a basic pre-trip and post-trip inspection and one customized to the client’s specific vehicle(s).

Many times, a VTDP will not physically see a driver before the vehicle is picked up. It could be picked up from an up-fitter, storage hub or client’s business. The responsibility to understand the client’s vehicle falls on the shoulders of the driver. The client may supply a checklist of items to be inspected, however, a transporter training their drivers on the nuances of a specialty or commercial vehicle will help reduce or eliminate issues down the road.

4. Can You Properly Manage the License, Title & Registration Requirements for Our Fleet of Vehicles ?

When a vehicle is delivered by a VTDP, it is most likely done on a Transport License Plate that is registered to that driver or his/her transport company. At the end of the delivery, the driver will remove the transport plate and it becomes the responsibility of the client to not drive the vehicle until it has been properly plated.

If the plate ordering process begins at delivery, the client will most likely experience delays in obtaining a plate, thus delaying the use of the vehicle. Temporary plates can be used, but again, expect delays and understand that temporary plates often last only 7 to 10 days. Some states go to 90 days but not many.

This is where a transport/driveaway provider with an in-house LTR department becomes beneficial. Reducing LTR downtime, especially during these times with pandemic restrictions and staffing issues, will put your vehicles where they need to be…on the road. Working together with your fleet management company or independently, transporters can begin the

Inspections: In certain states and on particular type and weight vehicles, very important inspections are required in order to obtain plates. For example, in Texas; a vehicle or combination of vehicles with a gross weight rating of more than 10,000 pounds that is operated in interstate commerce and registered in this state must get a safety inspection. In certain counties in Texas (and adjoining counties), emission tests must be performed on vehicles before plating.

In other states, such as California, weight verification certificates are required in order to get plates for a commercial vehicle. Your transport/driveaway provider must train and instruct their drivers how and where to get these inspections and certifications. Missing important documents such as these will cause delays in plating your vehicle.

5. How Will You Track and Report My Program’s Activity?

Accurate data collection and reporting are key to how well a fleet deployment is progressing or where it may need improvement. Your transport/driveaway provider should have the ability to collect and manage data every step of the delivery process. This is especially true if your vehicles need to be stored before delivery.

Having the ability to provide live data to and from your VTDP helps reduce downtime. One way your VTDP and you can connect is with the use of an API or Application Programming Interface. This is software that enables applications to exchange data and functionality easily and securely. Having direct connection will also help reduce mistakes made by manual data collection. When the data is live, reporting is far more up to date.

Another great way to get reports on your fleet deployment is by having regular meetings with your VTDP. These could be as often as daily and run through an online meeting service such as Zoom or Microsoft Meetings. These regular check-ins are incredibly helpful for keeping your program running smoothly. Be sure to ask your transport/driveaway provider if this is something their team can commit to.