1. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
“5 Easy Steps”
to Saving Money
Freight Management Services
“A Program developed by Procurement Groups for Procurement Professionals
2. YOUR PARTNER IN TRANSPORTATION
SOLUTIONS
5 Easy Steps”
to Saving Money
TLM has developed a comprehensive program, referred to
as the “5 Easy Steps,” designed specifically for
governmental procurement departments, universities,
educational departments and other procurement
departments whom are consumers of goods and have
historically allowed their vendors to “control” the freight
process.
TLM’s “5 Easy Steps” is an exciting and comprehensive
program designed to substantially reduce inbound freight
costs that are buried in the cost of the items purchased at a
significantly inflated rate. This program is showing savings
of up to 50% or more for governmental and educational
organizations throughout the United States.
3. YOUR PARTNER IN TRANSPORTATION
SOLUTIONS
Thinking Out-of-the-Box
Foundation of the “5 Easy Steps” program:
In today’s economic environment, thinking out of the
box, to impact budget restraints and shortfalls is
crucial. We are currently working with local and state
governments, universities, school districts and utility
companies to reduce freight costs (hard cost savings)
and improve control of inbound processes (soft cost
savings), that impact the supplies that are purchased
from your many vendors.
4. Summary
Quick Reference to Saving Money
TLM’s “5 Easy Steps”
Step 1: UNBUNDLE YOUR FREIGHT CHARGES
• We provide you language to incorporate in all future bid requests (RFP) and with existing vendors
and contracts. By requiring your vendors to clearly show the freight cost they intend to pass on to
you will allow you to make comparisons and to begin to realize significant savings.
Step 2: REQUEST YOUR FREIGHT QUOTE FROM TLM
• Simply request your quote by email, phone or fax to your TLM representative.
(Note: you may wish to send a copy of the original request that was sent to the vendor)
Email: shiptlm@tlmlogistics.com
Phone (Toll Free): 866-849-0171
Fax: 303-683-4094
Mailing Address: 640 Plaza Drive, Suite 140, Highlands Ranch, CO 80129
Step 3: RECEIVE YOUR FREIGHT QUOTE AND COMPARE TLM COST VS. VENDOR COST
• You will receive a detailed copy of your quote promptly from your TLM representative.
• Compare the TLM quote with your vendor quote and determine if TLM provides you savings.
Step 4: INTIATING YOUR SHIPMENT
• If after comparing the TLM and vendor quote you decide to utilize TLM, simply contact your
TLM representative by phone, fax or email indicating that you would like to move forward...or
when the final request for purchase or the PO is issued to your vendor, simply send a copy to your
TLM representative.
Step 5: LET TLM GO TO WORK FOR YOU
• Contact the Supplier.
• Coordinate Shipping Specifics.
• Verify Weight, Class and Count.
• Input information into TLM Online.
• Produce and forward necessary paperwork.
• Verify Pick-up.
• Trace Daily and provide you any necessary feedback
• Audit Freight Bills.
• Generate tracing reports as requested
• Sole Source Billing from TLM. TLM accepts major credit cards, checks and P-Cards.
• Work with your core carriers to establish quality and process programs specific to you.
5. YOUR PARTNER IN TRANSPORTATION
SOLUTIONS
Step 1
UNBUNDLE YOUR FREIGHT
CHARGES
Pro
d uc
t $
Total
Cost
$
Freight
We will provide you language to
incorporate in all future bid requests
(RFP) and with existing vendors and
contracts, which will enable you to make
comparisons and begin to realize
significant savings.
7. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Suggested Verbiage
At (your organization’s name), we are attempting
to ensure that we are receiving the absolute
lowest bid on the actual items we are purchasing.
Effective immediately, without exception, all
vendors submitting proposals must show the
shipping (freight costs) as a separate line item on
your bid proposal and invoices. If you are
including the shipping cost in the product unit
cost, please deduct the amount you are adding
for shipping and show it as a separate line item.
Freight terms to be FOB Destination.
8. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Step 2
Request your Quote
Simply email or fax your quote
request to TLM.
Note:
1) You may wish to send a copy of the
original request that was sent to the
vendor.
2) If this is being put out in an RFP, request
the quote from TLM once the vendor has
been selected.
9. Quote Request Information
Information needed when you request a quote:
1. Vendor contact information-Company name,
contact name, phone number and email, if
available
2. Description of what you are purchasing
3. Any special timeframes
4. Include any special delivery requirements that
may be necessary, including appointment, lift
gate, inside delivery, etc.
5. If the vendor’s freight cost is known, include that
in your request.
The easiest and most efficient process is to provide
TLM with a copy of the vendor bid-quotation
including the vendor’s freight estimate and the
vendor's contact information.
Note: To expedite this process, include a note in the
email to the vendor stating that TLM will be
contacting them for additional information
10. Email Sample
From:]procurement@University.com
Sent: Monday, 16 April, 2012 10:43 AM
To: Erik Weispfenning (TLM Logistics)
Cc: tom@xyzbook.com
Subject: Freight Quote Request
Erik -
Attached is the bid response from:
Co: XYZ Book Publisher
Contact: Tom Smith
PH: 335-917-2929
Email: tom@xyzbook.com
Freight/shipping with inside delivery has been quoted
for a total of $ 3250.00 Please let me know what would
be the best option for our university and if you need
additional information.
Thank you for your assistance.
Tom –
You will be contacted by Erik Weispfenning, with
Transportation Logistics Management (TLM), the freight
contractor for E&I.
Thank you for your assistance.
11. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Step 3:
Receive your Freight Quote
$$$
Vendor
TLM
Savings
&
Compare
13. Step 3:
Receive your Freight Quote and Compare
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Freight Quote Total: $1471.43
Vendor Quote: $4203.00
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Savings $2731.57 IInff
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Savings %: 65% Ca
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Quote ID Number: 1050667
Customer Ref/PO #: Bill Dailey at
Highlands Ranch
Carrier: Con-Way Freight
Estimated Transit Days: 3
14. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Step 4:
INITIATING YOUR SHIPMENT
Saving
$$$
After comparing the TLM and vendor quote and
determining the savings that can be realized by utilizing
TLM, simply:
1.Advise your TLM representative by phone, fax or email
indicating that you would like to move forward
or
2.When the final request for purchase or the PO is issued
to your vendor, simply send a copy to your TLM
representative.
15. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Vendor Instructions to be
included in PO
Sa
m
pl
eV
er
bi
ag
e
VENDOR INSTRUCTIONS
SHIPPING-CUSTOMER PICK UP
Vendors for (YOUR ORGANIZATION) must contact Transportation Logistics Management (TLM)
to coordinate pick up of commodities, equipment or materials. Purchase orders must ship complete
unless authorization from customer and/or TLM is received in advance. Failure to utilize TLM for
shipping (YOUR ORGANIZATION) purchase orders will result in your company paying the
resulting difference in freight cost. Please contact TLM at 866-849-0171 option 0 or
shiptlm@tlmlogistics.com to request freight pick up.
16. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Sample of
Vendor Instructions to be
included in PO
VENDOR INSTRUCTIONS
SHIPPING-CUSTOMER PICK UP
Vendors for (YOUR ORGANIZATION) must contact
Transportation Logistics Management (TLM) to coordinate
pick up of commodities, equipment or materials. Purchase
orders must ship complete unless authorization from
customer and/or TLM is received in advance. Failure to
utilize TLM for shipping (YOUR ORGANIZATION)
purchase orders will result in your company paying the
resulting difference in freight cost.
Please contact TLM at 866-849-0171 option 0 or
shiptlm@tlmlogistics.com to request freight pick up.
17. YOUR PARTNER IN TRANSPORTATION SOLUTIONS
Step 5:
LET TLM GO TO
WORK FOR YOU
We will:
• Contact the Supplier and Coordinate Shipping Specifics
• Verify Weight, Class and Count
• Input information into TLM Online
• Produce and forward necessary paperwork
• Verify Pick-up
• Trace Daily and provide you any necessary feedback
• Audit Freight Bills
• Generate tracing reports as requested
• Sole Source Billing from TLM. For your convenience,
TLM will accept credit cards, checks or P-Cards for
payment.
• Work with your core carrier group to establish quality
and process programs specific to you and your buyers.
• Work with you in regard to the filing of claims while
developing a claims prevention program with you and
your carriers.
