Approved Service Provider: Trucking?

Hi there, looking for some input on approving transportation: 

We are an SQF certified facility. Currently, we don't have transportation (LTL or FTL) on our approved service provider list. A few questions:

A) do all transportation companies need to be on the approved service provider list, or just the ones that we hire? 

B) what kind of information is needed to collect from the transportation companies, if any? 

Thank you! 

We apply the same principals from our Approved Supplier program to the selection of a carrier.

Thus, we contacted carriers with a checklist and depending on the question requested supporting documentation.

Interestingly enough the one carrier we thought would not make the grade was the best one of the lot with an SQF certification on their small DC, food safety training for all of their drivers, sanitation programs, allergen programs, specialty foods separation, etc etc.

We also had a transportation auditor go out and visit their DC's and in one case got to ride along with a couple of drivers observing their runs and handing of "paperwork" via an electronic food safety system.

If you're hiring them, it's best to have them on the approved list.  Each service provider can be selected and graded on different criteria specific to what risks you find related to what they do.

If your customers are providing their own transport scheduling/routing, you aren't the one hiring them so you can't control approval.  It's only up to you to document the trailer inspections prior to loading/unloading.

For customer transport, I would send your customers an acknowledgement form requiring their drivers to abide by your food safety program, GMP's, and any other important requirements while loading or unloading at your site.

For your own hires, treat them as a regular vendor or supplier. If the trucking company doesn't have it's own GFSI certification, you can send them your food safety requirements and an acknowledgement form, along with a questionnaire. What you require of them depends a bit on the food products you're shipping and the risk. You may also want to emphasize specific actions that will be taken against the transport company if they compromise the integrity of the load (don't report a replaced seal, allergen comingling, unreported breakdown of refrigerated trailer, etc.).

We have our outside transport providers on our approved list and on file I have a signed copy of our general service provider agreement (it covers GMPs and there is a specific section in it for transport providers) as well as a current copy of their certificate of insurance.  

Before beginning work with us and then on an annual basis, all transport drivers whether they are contracted drivers or our own staff are required to review and sign off on our GMPs as a refresher.