ACCEPTANCE OF WORK
When accepting work from Nottingham City Couriers Ltd (hereby referred to as NCC), you will receive a sub-contractor confirmation.
Sub-contractor confirmation may be communicated from NCC by:
- Courier/ Haulage Exchange (hereby referred to as CX) booking which will have been discussed with the sub-contractor prior to posting.
- Whatsapp message
- SMS Message
The confirmation will at minimum include- Collection location details, delivery location details & (for specific customers) a collection reference number (s).
By accepting any work with NCC the sub contractor is agreeing to work within these terms and conditions of business.
INSURANCE
NCC requires a minimum standard of insurance cover, which is in line with legal requirements for motor insurance and standard courier industry practice for public liability, employer liability, and goods in transit cover.
Liability limits are as follows:
Employer’s liability: £10,000,000
Public Liability: £2,000,000
Goods In transit: £50,000
PROOF OF DELIVERIES
All proof of deliveries (POD’s) originals must be posted along with invoices to the Accounts Department via the address detailed below in Invoices & Payments.
NCC’s definition of Proof of delivery information also includes photographs of goods collected & at the delivery point.
All POD’s must be received within 7 days of the date of delivery.
It is the responsibility of the subcontractor to provide a clear signature/stamp on the POD and a receipt where applicable.
NCC can only accept as valid Original Proof of delivery documents supplied at collection points.
Any copies (photocopied, electronic, or other) are not acceptable proof of delivery.
If a collection point does not provide a proof of delivery document, then the sub-contractor must contact NCC before departing and obtain instructions.
The sub-contractor must record who they spoke to at NCC as the only authorised persons to vary the customer’s original proof of delivery requirement are Horia (Crisan Zetea) or Stuart (Ley)
For sub-contractors working via CX they must upload all p.o.d information to the platform at the time of delivery in addition to posting original documents
For sub-contractors not working via CX, all p.o.d information must be sent via Whatsapp to 07570 527001 or 07570 527002 at delivery time.
INVOICES & PAYMENTS
All invoices received with all the correct original proof of delivery documents will be paid 30 days from the end of the current month.
Payment of invoices may be delayed if the specified documents are not provided.
All invoices and POD’s must be addressed and forwarded to:
Accounts Payable
Nottingham City Couriers Ltd
Suite 10
Enterprise House
Carlton Road
Worksop. S81 7QF
SUB-CONTRACTORS RESPONSIBILITY
It is the responsibility of the individual driver to check their load on collection. This includes the number of items collected and the overall state of the load.
Any discrepancies with the load must be reported to NCC whilst still on the collection premises, logged on the collection notes, and signed by the person loading the vehicle or a representative of the customer.
Any discrepancies that are not reported in this way are the responsibility of the driver and their company.
All goods must be adequately prior to travel to avoid any damage in transit.
Under NO circumstances can any sub-contractor further subcontract our work without prior permission from the nominated persons in NCC.
Subcontractors must ensure that, on arrival at a customer site, they are aware of all the site’s health, safety, environmental, security, and hygiene procedures.
It must be regarded that all NCC customer sites will not accept unauthorised passengers in vehicles & no pets.
As a minimum, as soon as they are present on a customer’s site, sub-contractor drivers must be wearing high visibility vests/ coats and safety footwear. As above, other requirements may also exist.
Sub-contractors must keep NCC updated on collection arrival & departure times, delivery arrival and departure times & notify NCC if any delay over ½ an hour is experienced whilst travelling.
RETURNS AND SHORTAGES PROCEDURE
If a sub-contractor driver has goods that are being refused or have a shortage from the delivery point, you must contact NCC at 01623 799144 whilst the driver is still on site to report all details of the discrepancy.
At this point you will be advised if you will be required to hold the driver at the delivery point.
Failure to comply with this requirement could result in your company being charged for any cost incurred by NCC as a result.
The information we will require is:
the delivery address, including the postcode.
Our customer reference number.
Number of cases/pallets being refused/short.
Reason for discrepancy.
At this point, there are three possible outcomes
- The goods are accepted by the delivery point after discussion by NCC with the customer; therefore, no goods are returned.
- Goods are refused, and the customer is aware. A shortage reference will be issued. The driver must write this clearly on the POD while still at the delivery point location.
- All goods must be returned immediately to a location instructed by NCC, and a signed proof of return must be obtained.
EQUIPMENT
A substantial percentage of NCC customers are related to industries where goods must be totally free from any type of contaminations.
As such, we require the following of all vehicles and trailers of which we have subbed work to –
Free from Contamination and fit to carry food products.
Free from trace of odour.
Watertight trailers with no trace of water ingress.
ADDITIONAL CHARGES
From time-to-time situations may arise where additional charges may be required.
Unless agreed otherwise by one of the authorised persons at NCC the following rates apply:-
Waiting Time- applies after the first 30 minutes from arrival or specified booking time:
Small van up to Extra Long Wheelbase: £12.50 per hour
Luton: £15.00 per hour
7.5t to artic £35.00 per hour
Cancellation before arrival:
Small Van: £0
Short wheelbase: £0
Long wheelbase/XLWB: £0
Luton: £0
7.5 tonne – artic- 25% of agreed job rate
Cancellation once on site:
Small Van: £20
Short wheelbase: £25
Long wheelbase/XLWB: £25
Luton: £30
7.5 tonne – artic 50% of agreed job rate
Handballing (applicable where there are more than 10 individual items)
Small van- £10.00
Short wheelbase van- £15.00
Long wheelbase van- £15.00
Extra long wheelbase van £15.00
Luton:- £20.00
7.5 tonne to artic- p.o.a
INFORMATION & DOCUMENTS REQUIRED BY NCC
NCC reserves the right to conduct various reference checks on all Subcontractors to confirm their identity as Subcontractors and the validity of the documents requested and supplied prior to the subcontractor commencing any duties for NCC. Consequently, and to ensure that this application is processed satisfactorily for all parties, it is essential that the person/s completing the supplier information provides all the information requested.
In turn NCC will process the received application in accordance with its General Data Protection Regulation Policy which is accessible via the company website.
For sub-contractors outside of CX Please supply the following documents:
A copy of your goods in transit insurance certificate.
A copy of your public liability insurance certificate.
A copy of your employer’s liability certificate.
A copy of your motor insurance certificate.
NCC CUSTOMER CONTACT
Subcontractors must make all delivery arrangements through NCC.
Subcontractors are only to make direct contact with delivery or collection customers were instructed to do so by NCC.
If any subcontractor makes a direct approach to an NCC customer within 1 year of carrying out a job this will be considered as anti-competitive or poaching & is likely to result in NCC taking legal action against them. If the work is through CX, NCC will ensure that this matter is referred to them to follow the matter via their own procedures.
