Many educational institutions, health and human services (HHS) programs, and outdoor and adventure (O&A) operations outsource some or all of their organization’s transportation services to private companies or have been considering doing so.
There are several reasons why outsourcing this service might make sense for an organization, including the potential cost and time savings, the expectation that service will be more reliable, and the opportunity to take advantage of the latest in-vehicle safety technology (without having to make a substantial investment in it).
In addition, responsibilities such as employee drug and alcohol testing, background checks, and training; fleet maintenance; and problem-solving for issues such as employee absenteeism are risks that are typically transferred to the hired vendor, ultimately minimizing an organization’s liability exposure.
Before hiring a prospective transportation partner, though, it is critically important to thoroughly vet them and make sure they are as committed as your organization is to prioritizing the safety and well-being of the people in your care.
What Are the Best Practices for Hiring a Private Transportation Company?
One of the largest, and most worrisome, exposures your organization faces daily is the possibility of a crash involving an owned, leased, or hired auto that is transporting clients, participants, families, students, or employees. To help reduce this risk, you want to make sure that any transportation services you employ follow these three effective mitigation strategies:
- Hire the most qualified employees and train them to be safe drivers.
- Outfit vehicles with the most up-to-date safety and technology features.
- Have a comprehensive vehicle repair, maintenance, and inspection plan.
If the drivers and vehicles used in your organization’s transportation services are achieving the highest standards for a comfortable, dependable, efficient, and, most importantly, safe ride for all passengers, it will be a big step toward minimizing the chances of an incident.
You may want to use the following list of questions to help you better evaluate the professionalism and competence of a potential transportation partner, one you’re currently working with, or even your organization’s in-house transport services.
#1 Driver safety questions
- Is the minimum age requirement for drivers set higher than what the state mandates (as this can mean drivers are more experienced and less likely to get in an accident)?
- How many years of driving experience do you require new hires to have?
- Do you confirm the validity of driver’s licenses by running them through the state RMV database?
- How frequently are you reviewing driving records for surchargeable events, traffic violations, at-fault accidents, DUIs, and other offenses?
- Do you use a notification method, such as a Registry of Motor Vehicles Driver Verification System, that alerts you when an employee’s driving status changes for any reason?
- Are driver candidates drug and alcohol screened, and do you have a zero-tolerance policy?
- Do new drivers have to pass a Department of Transportation (DOT) physical examination to be considered for employment?
- Does every driver have a national Criminal Offender Record Information (CORI) and a Sex Offender Record Information (SORI) background check run against their legal name, license number, and social security number?
- What is the system for tracking expiration dates of driver’s licenses and certifications?
- Do you have a driver education program that includes classroom and on-the-road training, a written and road test, and continuing education courses?
- Do you have safety supervisors whose main responsibility is to monitor drivers and make sure they are following best practices and policies?
#2 Vehicle safety questions
- Do you have a statement of vehicle safety policy that all managers and vehicle operators have signed?
- Do all vehicles have seat belts for passengers, including appropriate body belts for wheelchair passengers?
- Are all vehicles equipped with push-to-talk handheld units that enable two-way communication between drivers and dispatchers?
- Do all vehicles have GPS tracking capabilities allowing dispatchers to see the exact location of a vehicle at any time and to get real-time and archived data for all trips?
- Is there onboard camera technology on all vehicles that captures the details of events and incidents inside and outside the vehicle?
- What is the process for vehicle inspections and maintenance, and are these activities conducted onsite or outsourced?
- Do drivers follow a pre-trip inspection checklist to ensure tires, lights, brakes, horn, windshield wipers, and the like are in safe operating condition?
- What does a driver’s post-trip inspection checklist include, and what does a driver do if they find any problems or deficiencies with the vehicle that need attention or repair?
- Do the operations and maintenance teams regularly discuss ways to improve vehicle functionality, safety, productivity, and appearance?
- Have any violations of rules or regulations been filed with the Federal Motor Carrier Safety Administration?
- Do you have a dedicated safety officer/fleet coordinator who oversees the fleet safety program?
- Will the company share its incident reports and safety records with you?
Another important question to ask of any vendor before contracting with them is, “Can I get a copy of your certificate of insurance (COI)?” While Fred C. Church has more specific guidelines for requesting evidence of insurance and would suggest that your organization be listed as an Additional Insured, having the vendor’s COI provides initial proof of insurance, including name of insurer and insured, type of coverage, policy numbers, effective dates, endorsements, and limits. It is critical to review these details with your insurance professional and discuss how this coverage might affect your organization’s liability if a crash occurs. While a vendor’s coverage should help reduce your potential financial obligations, it is not likely to fully eliminate your risk.
Tap Into Fred C. Church’s Knowledge and Experience to Help Protect Your People and Your Organization
Our team knows you work tirelessly to ensure the well-being of those whose care has been entrusted to you. So, of course, you want to work with partners that will be committed to doing the same. At Fred C. Church, we have risk management specialists whose primary mission is to work collaboratively with clients to help create an environment of safety for their people. This includes being an active participant in helping our clients assess vendors.
If you’re seeking the services of a private transportation company, we can assist you in evaluating the qualifications of potential vendors, from the quality of their fleet safety programs and vehicle operation procedures to the effectiveness of their driver authorization processes and training curriculums. In addition, we can examine vendor contracts and carefully review certificates of insurance to help uncover any gaps that may need to be addressed by your organization’s insurance solutions.
We can also offer valuable support and guidance on how to implement better risk management practices if you’re keeping your transportation services in-house. This could include assessing your strategy for recruiting and hiring drivers and revealing any risky practices; identifying ways you could improve your vehicle repair, maintenance, and inspection process; or examining your claims history and offering solutions on how to limit losses in the future. There are also numerous risk resources available to our clients through our Risk Management Center, like online training programs, tools for building a safety and risk management manual, and resources to assist with establishing policies and procedures.
Please contact us today to better understand and minimize potential threats to your organization.