Agreement Table of Contents:
•Triumph Payment Terms
•Paperwork Requirements
•Broker /Carrier Contract
This AGREEMENT is entered into on the date specified below evidenced by the signed agreement between the carrier named below (hereinafter referred to as "CARRIER”), a for-hire motor carrier (i) registered with and operating under for-hire motor carrier authority Certificate or Permit No. MC specified below and issued by the FMCSA or its predecessors, and/or (ii) registered with and operating under for-hire motor carrier registration or authority No specified below and issued by a state agency and Epes Logistics Services, Inc (hereinafter referred to as "BROKER"), a property transportation broker registered with and operating under property transportation broker license MC No. 211123 and DOT No. 2214242 issued by the U.S. Federal Motor Carrier Safety Administration (the “FMCSA”) or its predecessor agencies within or outside the U.S. Department of Transportation (“U.S.DOT”). BROKER AND CARRIER shall be referred to collectively as the "Parties" and individually as a “Party”.
TRIUMPH PAYMENT TERMS
By selecting the standard payment option via Highway (the online carrier portal), CARRIER agrees to the payment plan terms and conditions as stated therein and agrees that such terms and conditions will apply on all invoices unless CARRIER selects an alternate accelerated payment option via Triumph’s secure payment portal. Payment plan changes to CARRIER’s Triumph account are subject to Triumph’s terms and conditions. Accelerated payment terms are subject to change without prior notice.
Paperwork Requirements
All paperwork submitted must include:
1.Carrier Invoice:
a.Reference the Epes load/order number.
b.Only bill for ONE (1) load per invoice.
c.All charges must be billed on the original invoice to include the line haul and ALL accessorial charges with proper documentation.
2.BOL/POD (must be signed by the consignee)
3.Accessorial Charges:
a.If you are invoicing for detention, the in/out times must be on the BOL/POD. Please notify dispatch of detention at time of occurrence. Please make sure to read your rate confirmation as each customer may have individual requirements concerning detention.
b.If you are invoicing for lumpers, you will need to inform Epes at the time of occurrence and provide a copy of the receipt with your invoice.
Please note, failure to provide all required documentation may result in non-payment until all required supporting documentation has been received. Reports of shortages, damages, or shipment disputes may eliminate accelerated payment options. Originals are not required unless requested for legibility. CARRIER must submit by one of the following methods:
•accounting@epeslogistics.com
•Mail to: Epes Logistics Services, PO Box 35884, Greensboro, NC 27425
BROKER/CARRIER CONTRACT
NOW therefore, in consideration of the mutual covenants, conditions, and agreements set forth in this agreement, the parties agree as follows:
1.Term and Termination.
Broker agrees to offer Carrier to transport as a motor contract carrier, on a non-exclusive basis, shipments for carriage between points that the Carrier is authorized to serve. It is Carrier’s responsibility to refuse any shipment that would violate any part of its authority. Contract shall be for one (1) year and will automatically renew unless terminated in writing with 30 days’ notice by either party. This agreement shall be deemed in effect upon receipt by Broker of a copy signed by Carrier. Broker may suspend or terminate this Contract immediately at Broker’s sole discretion based on CSA BASIC scores, a Conditional or Unsatisfactory Safety Rating, major service failures, double brokering history, or based on the breach of any covenant, obligation, condition, or requirement described in this Contract.
2.Carrier’s Obligations.
a.Services: Carrier shall accept said shipments and perform transportation services in a prompt, safe, efficient and timely manner, and in conformity with all federal, state, and local laws and regulations, including compliance with FMCSA regulations restricting the use of hand-held mobile telephones by drivers of commercial vehicles. Carrier agrees that the terms and conditions of this Contract apply to all shipments handled by Carrier for Broker and that the terms of this Contract control the relationship between the Broker and Carrier. Regardless of whether they are required by law, in no event shall any provisions of Carrier’s tariff, terms and conditions, service guide, bill of lading (“BOL”), or similar documentation apply to services provided under this Contract.
b.Authorities and Licenses: Carrier warrants that it will provide transportation of shipments as a fully qualified motor carrier and that it holds all required federal and state licenses and operating authorities, will comply with all applicable insurance requirements, and will maintain at all times a satisfactory safety rating from the FMCSA of the U.S. Department of Transportation (“DOT”) or any other governmental agency issuing fitness ratings. If Carrier’s safety rating declines at any time during this Contract’s term, Carrier is notified that it may receive an unsatisfactory safety rating, Carrier fails to maintain insurance required hereunder, is notified that such insurance may become ineffective or is otherwise prohibited by applicable state and federal law from performing services hereunder, Carrier will immediately (within 24 hours) notify Broker and will not solicit or accept any loads until the Broker has reviewed the facts and circumstances underlying said decline and reinstated the Carrier to active status. Carrier will comply with all applicable federal, state, and/or local laws, regulations or ordinances (including obtaining all needed permits and licenses), and any representations or contractual clauses required thereby will be incorporated by reference or by operation of law into this Contract. Additionally, Carrier warrants that it will use only properly licensed drivers to operate the necessary equipment. Carrier will attach copies of its operating authorities to this contract when signed and returned to Broker. Should any BOL list Broker as “Carrier”, it is hereby agreed that such designation is entirely inadvertent, contrary to the express wishes of Broker and not in any way interpreted as changing the status of Broker as defined by pertinent statute under 49 U.S.C. §13102, Definitions (2), 49 C.F.R. §371.2(a) , 49 U.S.C. §14101(a) and 49 U.S.C. §14501(c)(1), and shall not be interpreted as subjecting the Broker to the liability standards of a motor carrier as defined in federal, state and local regulations, laws, ordinances or statutes. Broker may, in its sole discretion, implement a motor carrier selection protocol which may be revised from time to time. If Carrier fails to meet the requirements of any such protocol, Broker may, in addition to any other rights and remedies available, including, but not limited to, termination, disqualify Carrier from providing service to Broker until such time as Carrier re-qualified in accordance with the provisions of the protocol. Broker may, in its sole discretion, discontinue using Carrier to provide any services until such time as Carrier’s operations are acceptable to Broker.
c.Carrier’s Operations.
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- Carrier shall be solely responsible for compliance with all provisions of applicable state and federal law regarding over dimension and overweight loads and air quality and environmental standards including, but not limited to, those of the California Air Resources Board. Carrier shall be solely responsible for its day to day operations including, but not limited to, setting appropriate routes to ensure that transportation of shipments is accomplished in accordance with all Applicable Laws and to otherwise ensure shipments are not damaged in transit. Carrier shall maintain appropriate security infrastructure to ensure the physical security of shipments and equipment handled under the terms of this Contract.
- Carrier shall be responsible for the work and activities of each of its employees, agents, representatives, contractors, and subcontractors and shall utilize only competent and able personnel that are legally licensed in accordance with all state and federal applicable law to perform the services hereunder. Carrier shall have full control of any personnel used in the provision of motor carrier services hereunder. Carrier shall be solely responsible for ensuring, and will ensure, at Carrier’s cost and expense, that such personnel are fully qualified to perform services hereunder, and that such personnel have access to all locations into which access is necessary to perform services under this Agreement.
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d.Equipment: Carrier shall transport all accepted shipments only on equipment owned or permanently leased to Carrier. Equipment (tractors and trailers) shall meet all safety requirements and shall have all routine maintenance performed promptly according to manufacturer’s specifications. No trailers will have been used to carry hazardous materials, garbage, refuse, or animal waste products.
e.Re-Brokering: No shipment may be sub-leased, re-brokered, sub-contracted, or sub-brokered to another carrier. If Carrier violates the provisions of this paragraph, each such violation shall be deemed a separate material breach of this Contract, and Carrier shall remain responsible to Broker for full and proper performance of the obligations of Carrier under this Contract as if all such services were performed directly by Carrier and shall defend, hold harmless and indemnify Broker, Broker’s customer and the consignee from and against all claims, losses and damages arising out of the third-party carrier’s conduct or involvement with the load.
f.Independent Contractor: Carrier will perform its transportation services as an independent contractor and will not for any purpose be an agent for Broker. Carrier’s employees and permanently leased operators will not be considered employees of Broker. Carrier is responsible for payment of all state and federal taxes, assessments, insurance (including, but not limited to, workers’ compensation, unemployment compensation, disability, pension and social security insurance) and any other financial obligations normally associated with employees and permanently leased operators. This contract is non- exclusive and as such both parties may service other brokers and carriers.
g.Billing: Broker will have the exclusive right to bill it’s customer for all appropriate charges. Carrier shall not invoice or honor or pay any other payment solicitation from Broker’s customer.
h.Time of the Essence: Carrier understands that time is of the essence in the pick-up, transport and delivery of each and every shipment. Carrier will provide transportation with reasonable dispatch and use all reasonable efforts to meet all prearranged pickup and delivery times and will communicate in a timely manner any inability to meet such times. Carrier acknowledges and agrees that delivery and pick-up dates and hours will not require Carrier to violate Hours of Service regulations, and routing instructions, if any, provided by Broker are for informational purposes only. If Carrier cannot assign a driver to a load for pick-up and safe delivery in compliance with all applicable federal, state or other governing authority’s regulations, including but not limited to Hours of Service regulations, it shall be the Carrier’s responsibility to decline the load.
i.Shipment Documentation: Carrier shall be provided with a written load confirmation sheet that shall contain, in summary form, the details of each offered shipment. Such details will include pertinent information for pickup, delivery and payment for services. Carrier acknowledges it is solely responsible for adhering to the instructions outlined on the load confirmation sheet. Without exception, prior to dispatch, any purported change/deviation from said instructions must be:
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- Independently verified by Carrier by calling only the Broker contact number shown on the load confirmation sheet.
- Confirmed/documented in writing via an email received directly from Broker’s domain (@epeslogistics.com).
Carrier accepts sole liability for the full amount of any claims and expenses, including reasonable attorney fees and expenses, that directly or indirectly result from failure to follow the above-outlined procedures. Carrier’s acceptance of the shipment represents full agreement with all terms of the shipment as outlined on the load confirmation sheet. Each shipment pursuant to this agreement shall be evidenced by a written BOL. Carrier will sign BOL as the motor carrier which shall serve as prima facie evidence of the kind and quantity of property being shipped and verification of the condition of the shipment at time of pickup. Any discrepancies in count or condition of the shipment shall be noted on the face of the BOL and signed by shipper’s representative and Carrier’s driver. Additionally, Carrier shall instruct their driver to record the seal number and note whether the seal is intact, if applicable, on every BOL evidencing a shipment under this Contract. Carrier’s responsibility for shipment shall cease upon obtaining consignee’s signature upon delivery. Carrier shall notify Broker immediately of any exception made on the bill of lading or delivery receipt including any shortages, overages or damage to shipment. Payment to Carrier is dependent upon Broker’s receipt of signed BOL and other shipping documents including but not limited to, packing lists, accessorial charges, lumper receipts or other reimbursable expenses. Any terms and conditions related to this shipment that appear on the BOL shall be subordinate to the terms of this agreement. Carrier’s failure to issue a bill of lading shall not affect its liability hereunder.
j.Handling, Loading and Sealing:
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- Carrier will comply with handling instructions provided by Broker, the shipper, consignor or consignee including, but not limited to, compliance with requirements related to transportation of temperature controlled shipments. Without in any way limiting the generality of the foregoing, Carrier shall ensure that any shipments requiring controlled temperature transit are maintained at all times within required temperature ranges. If Carrier is transporting cargo of a type that a reasonable person would understand to require controlled temperature transportation, but is not provided with instructions regarding such service, Carrier shall request such instructions prior to accepting the cargo in question and, if controlled temperature service is declined, shall use reasonable efforts to obtain such declination in writing.
- When required by Broker, the shipper or the consignor, Carrier shall secure shipments with a serialized seal. Carrier shall ensure that the serialized seal number appears on the bill of lading or other form of manifest or receipt. Carrier shall be solely responsible for maintaining seal integrity during transportation of the shipment. Except as is required by law enforcement personnel, under no circumstances shall Carrier or any of its personnel break any seal without the express consent of Broker. Carrier shall immediately notify Broker to report a missing or broken seal.
- In the event that law enforcement personnel require that Carrier break any seal on any shipment, Carrier shall document such fact on the bill of lading or other form of manifest or receipt by noting the law enforcement agency, time, location, and officer name and badge number. Upon completion of inspection by law enforcement personnel, Carrier personnel shall immediately re-seal the shipment with a serialized seal and shall indicate the second seal number on the bill of lading or other form of manifest or receipt. Furthermore, Carrier shall, as soon as reasonably possible after being required to break a seal by law enforcement personnel, communicate such fact to Broker and, if not Broker, the consignee of the shipment.
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k.Cargo Loss or Damage:
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- Carrier shall have exclusive care, custody and control of cargo from the time Carrier’s driver signs for the shipment until the consignee signs upon receipt. Carrier assumes complete liability for the full value of any loss, damages, expenses, or other liabilities related to the transportation of cargo under this agreement, as documented in the formal claim form filed by the Shipper. In the event of a loss or damage to cargo, Carrier shall have no right of salvage or disposal as provided under applicable law, including, but not limited to, the provisions of 49 C.F.R. Part 370, without Broker and Broker’s customer’s written authorization. Carrier shall pay to Broker, or allow Broker to deduct from the amount Broker owes Carrier, customer’s full actual loss for the kind and quantity of commodities so lost, delayed, damaged or destroyed. Carrier will promptly acknowledge receipt of all claims and supporting documentation in writing within 30 days and process all claims and arrange payment within 90 days of the loss or damage event. Broker or Broker’s customer shall have the right to (A) file a claim up to nine (9) months after the date of damage or loss and (b) bring suit against Carrier within two (2) years of the date of the written disallowance of the cargo claim. Carrier shall fully assist Broker in investigating any claim for cargo loss, damage, delay, or destruction.
- Carrier assumes the liability of a motor carrier under the Carmack Amendment as currently codified at 49 U.S.C. § 14706 for loss, delay, damage to or destruction of any and all goods or property tendered to Carrier pursuant to this Contract from the time the shipment is tendered to Carrier until delivery.
- Carrier waives any right to salvage goods subject to this provision, as well as any right to claim an offset for the value of salvage.
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l.Rates:
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- Each shipment shall be summarized in a confirmation sheet that will be transmitted to Carrier. Confirmation will contain information regarding the nature of the shipment, the pickup date and time, delivery date and time, special handling instructions and the rate to be paid by Broker for the successful delivery of the shipment. It is the Carrier’s responsibility to return a signed confirmation to the Broker as evidence of their agreement with the terms outlined therein; however, acceptance of the shipment will also serve as evidence of such agreement if the Carrier fails to return a signed confirmation to the Broker.
m.Insurance: Carrier shall procure and maintain at its own cost, with financially dependable insurance companies, the following coverages:
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- Comprehensive General Liability – a minimum of $1,000,000 combined single limit per occurrence insurance protecting against claims for bodily injury, including death, and loss or damage to property. In any event, policy limits shall not be less than any federal, state or other governmental organizations minimum required amount for motor carriers. Such insurance shall also cover Carrier’s contractual liability under this Contract.
- Auto Liability – a minimum of $1,000,000 combined single limit per occurrence, or such larger amount as required by applicable law, insurance protecting against claims for bodily injury, including death, and loss or damage to property. In any event, policy limits shall not be less than any federal, state or other governmental organizations minimum required amount for motor carriers. Such policy shall cover any or all equipment that is owned, non-owned, rented, leased, hired or otherwise used by Carrier to transport shipments under this contract.
- Workers’ Compensation and Employers’ Liability – in such amounts and in such form as required by applicable state law. Broker or Broker’s customers shall have no responsibility to either defend or pay any sum related to any workers’ compensation claim made by any Carrier employee or contractor.
- Cargo Liability – an amount of at least $100,000 covering any and all damages or losses related to cargo in the care, custody and control of Carrier. Such insurance shall contain no exclusions, limitations or restrictions of any type that would foreseeably preclude coverage, or reduce coverage, relating to a cargo loss, damage or delay claim (including, but not limited to items such as unattended equipment, unattached equipment, unlisted equipment, commodities transported under this Contract, refrigeration breakdown/failure, corrosion, employee theft or dishonesty).
- All Policies – Broker shall be named as an “additional insured” on all policies related to this contract except for cargo coverage where Broker will be listed as “loss payee”. Prior to carrying a shipment and annually thereafter, CARRIER agrees to cause, authorize, instruct, and ensure their insurance company or agent to provide certificate(s) of insurance to Highway listing Highway App Inc., 5931 Greenville Ave #5620 Dallas, TX 75206 as the certificate holder. Certificates of Insurance are to be sent by the insurance company or insurance agent by any means instructed by Highway App, Inc. from a reputable insurance broker, listing all required coverages, limits, exclusions and endorsements as noted above. All policies shall be primary in coverage and Broker shall have no obligations to pay any premiums related to the required insurance. The policy limits required herein are not to be interpreted as limiting the Carrier’s liability for any claims, lawsuits, causes of action, demands or losses. Furthermore, Carrier agrees to be solely liable for the full amount of loss as documented in the formal claim form filed by the Shipper, notwithstanding any exclusions, limitations or restrictions that may be incorporated into any underlying insurance policy. Carrier shall promptly notify Broker of any cancellation, potential cancellation, or material reduction in coverages or coverage levels. All deductible amounts are the responsibility solely of the Carrier.
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n. Indemnification: CARRIER SHALL INDEMNIFY, DEFEND AND HOLD HARMLESS, BROKER, ITS AFFILIATES AND ITS CUSTOMERS (AS INTENDED THIRD PARTY BENEFICIARIES) FROM ANY AND AGAINST ALL LOSSES ARISING OUT OF OR IN CONNECTION WITH THE TRANSPORTATION SERVICES PROVIDED BY THE CARRIER UNDER THIS CONTRACT, INCLUDING THE LOADING, UNLOADING, HANDLING, TRANSPORTATION, POSSESSION, CUSTODY, USE OR MAINTENANCE OF CARGO OR EQUIPMENT OR PERFORMANCE OF THIS CONTRACT (INCLUDING BREACH HEREOF) BY CARRIER OR ANY CARRIER REPRESENTATIVE. ADDITIONALLY, CARRIER AGREES TO INDEMNIFY AND HOLD BROKER HARMLESS FROM AND AGAINST ANY DIRECT, INDIRECT, SPECIAL AND/OR CONSEQUENTIAL LOSS, DAMAGE, FINE, LIABILITY, JUDGMENT, COST AND EXPENSE, INCLUDING REASONABLE ATTORNEYS’ FEES, ARISING FROM ANY ERRORS IN THE BILL OF LADING, INCLUDING BY WAY OF ILLUSTRATION WITHOUT LIMITATION, THE SHOWING OF BROKER AS CARRIER OR SHIPPER. “LOSSES” MEAN ANY AND ALL LOSSES, LIABILITIES, OBLIGATIONS, DAMAGES, PENALTIES, ACTIONS, CAUSES OF ACTIONS, CLAIMS, SUITS, DEMANDS, COSTS AND EXPENSES OF ANY NATURE INCLUDING REASONABLE ATTORNEY’S AND PARALEGAL FEES AND OTHER COSTS OF DEFENSE, INVESTIGATION, SETTLEMENTS, COSTS OF CONTAINMENT, CLEANUP AND REMEDIATION OF SPILLS, RELEASES OR OTHER ENVIRONMENTAL CONTAMINATION AND COST OF ENFORCEMENT OF THESE INDEMNITY OBLIGATIONS. THIS INDEMNIFICATION OBLIGATION WILL SURVIVE AFTER TERMINATION OF THIS CONTRACT
o. Non-solicitation of Customers: During the term of this contract and for a period of one (1) year after its termination, Carrier will not directly or indirectly solicit Broker’s customers to provide transportation services. If Carrier or any of its representatives solicits a Broker’s customer in violation of this section, Carrier shall pay to Broker as a commission 20% of the total charges for any transportation services provided by Carrier to Broker’s customer, and all costs and reasonable attorneys’ fees in the event legal proceedings are necessary to collect said amounts. The commission is payable during the period in which this Contract remains in full force and for a period of one (1) year after termination of this Contract by either party. The provisions of this item are applicable to Carrier, its officers, directors, shareholders, employees, agents, subcontractors, drivers, owner-operators, subsidiaries and affiliates.
3. Broker responsibilities.
a. Payment:
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- Broker shall remit payment to Carrier per the agreed upon terms upon receipt of all necessary documentation including but not limited to, BOL, delivery receipt or other documentation required in the confirmation sheet and the Carrier’s invoice referencing all appropriate identifying numbers and codes needed to identify the specific shipment. Carrier will look solely to Broker for payment for services rendered and shall not contact Broker’s customer, shipper, receiver, consignor or consignee regarding payment of freight bills or any other matter without the express written consent of Broker. Upon receipt of payment by Broker, any right of Carrier to payment from the Customer or any other third-party for services performed will be automatically assigned to Broker.
- If Broker is unable to bill/collect from their customer due to Carrier’s failure to provide Broker with a legible copy or photocopy of the bill of lading or other proof of delivery, Carrier agrees that it will not be paid for such services rendered and it will not pursue collection efforts on such services.
- Carrier shall submit all freight bills within 180 days of delivery or waive its right to payment for services rendered with respect to such late submitted invoices. Claims for undercharges must be brought within 180 days of Broker’s receipt of the original invoice giving rise to such undercharge claim. Assuming Carrier has complied with the foregoing invoicing obligations, Carrier shall bring suit related to unpaid freight charges or undercharges within 18 months of the date of delivery or its right to sue or otherwise seek payment shall be waived.
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b. Confirmation Sheets: Broker will provide Carrier with a confirmation sheet containing all necessary and required information regarding the proposed shipment.
4. Force Majeure: If either party is precluded from complying with any portion of this agreement by events beyond such party’s reasonable control, including fire, strikes, acts of God, war, riots, terrorism, or acts of governmental authority, such compliance shall be excused to the extent necessitated by such changed events; provided that the party claiming force majeure (a) promptly notifies the other party within 4 hours of the event, (b) takes all reasonable steps to reduce the events impact and (c) immediately resumes performance when event ends.
5. Confidentiality: Both parties acknowledge that in carrying out this contract each will be exposed to proprietary information regarding the other party and Broker’s customers. Such proprietary information includes but is not limited to rates, services, facilities, business plans, shipment volumes and business practices. This provision shall endure for 12 months beyond the termination date of this contract. Each party shall instruct its personnel that they are to make no disclosure of any proprietary information about the other party without the express written consent of the other party except (1) as required by law or regulation; (2) disclosure is made to its accountants, tax advisors, attorneys, or any parent, subsidiary or affiliate company; (3) to facilitate rating or auditing of transportation charges by an authorized agent and such agent agrees to keep the terms of the Contract confidential; (4) as mandated by civil authorities, courts or other governmental bodies; or (5) where proprietary information becomes known to the general public during the course of this contract. This provision shall endure for 12 months beyond the termination date of this contract.
6. No Lien: Carrier shall have no lien and hereby expressly waives its right to any lien, on any cargo or other property of Broker or Broker’s customers. Carrier shall not withhold delivery of any freight due to any dispute with Broker regarding freight charges or otherwise.
7. Choice of Law: Broker and Carrier irrevocably and unconditionally submit themselves to the exclusive jurisdiction and venue of the state and federal courts serving Guilford County, North Carolina and any appellate court thereof, in any suit, action or proceeding arising out of or relating to this Contract and further irrevocably and unconditionally waive any claim or defense that any such suit, action or proceeding brought in any such court has been brought in an inconvenient forum. Broker and Carrier further agree that a final judgment in any such suit, action or proceeding shall be conclusive and may be enforced in other jurisdictions in any manner provided by law.
8. Waiver: Carrier and Broker expressly waive any and all rights and remedies allowed under 49 U.S.C. § 14101 to the extent that such rights and remedies conflict with this Contract. Failure of Broker to insist upon Carrier’s performance under this Contract or to exercise any right or privilege arising hereunder shall not be a waiver of any Broker’s rights or privileges herein.
9. Non-Waiver: If either party fails to enforce or waives any breach of any term of this agreement, such inaction or waiver shall not operate as a waiver of any other breach of such term or condition.
10. Assignment: Neither party may assign this agreement without the prior written consent of the other party. This agreement supersedes all other agreements and all tariffs, rates, classifications and schedules published, filed or otherwise maintained by Carrier. This Contract shall be binding upon and inure to the benefit of the parties hereto.
11. Sever-ability: Should any part of this agreement be construed as or declared invalid, unenforceable or unconstitutional, then said provision shall be considered severed from this agreement but only to the extent of the invalidation, unenforceability or unconstitutionality. All remaining provisions shall remain in full force.
12. Authority: Each party warrants that the person signing this agreement has the authority to do so within the Bylaws of the corporation.
IN WITNESS WHEREOF, the Parties agree to be bound by the electronically exchanged signatures of their duly authorized representatives contained in the Signed Agreement Affidavit, and by doing so, represent and warrant that they accept and agree to the terms contained in this Broker-Carrier Transportation Agreement and have been or are specifically authorized to execute the Agreement and Affidavit on behalf of the organization they represent.
TERMS AND CONDITIONS OF LOAD CONFIRMATION
This confirms your Legal Rate per your verbal agreement. All shipments tendered by EPES Logistics Services, Inc. ("ELS") shall be subject to and subordinate to the terms, conditions and provisions of the current version of the ELS Broker/Carrier Contract (the "Contract") whether or not the Carrier has signed the Contract (available for review at www.epeslogistics.com).
The delivery receipt along with your invoice must be sent to the above address before payment will be made.
INVOICE MUST BE ISSUED WITHIN 2 WEEKS OF DELIVERY: to insure compliance with Shipper billing requirements. Failure to comply may result in non-payment of charges.
All accessorial charges (lumper, detention, driver unload, etc.) MUST be approved at time of occurrence. All detention requests must include the time in and out on the signed Bill of Lading. Receipts for charges must be sent to ELS. Failure to comply may result in non-payment of charges.
Payments will be processed 30 days from receipt of all required shipment documentation.
Accelerated payment options are available as outlined below.
By accepting this shipment, you hereby represent and warrant that you have current and valid CDL and insurance coverage, in compliance with the terms of the Contract, in an amount sufficient to cover the full liability of any commodities and cargo carried under this order. In addition, you hereby agree to accept liability for the full value of any cargo loss, damage, expense or other liability relating to the transportation of the freight tendered, regardless of any limitations, restrictions or exclusions that may be stated in your insurance policy. If carrier's cargo insurance policy contains a schedule of covered vehicles, carrier will not transport any cargo on this shipment using a vehicle that is not listed as a scheduled vehicle on carrier's cargo insurance policy. Released values do NOT apply.
Carrier agrees that the tractor & trailer utilized are in good mechanical condition, clean and have not been used to carry trash, garbage, or hazardous materials that could adversely affect the cargo in this load.
Trailer seals should not be broken, removed, tampered with or otherwise compromised during transit. If the seal exhibits evidence of tampering, or if circumstances require that a seal be broken, the carrier must immediately advise ELS and provide details of the surrounding circumstances. The carrier shall be responsible for all costs associated with the refusal of product for any non-compliance with these requirements.
WARNING: Without prior written consent of ELS you may NOT:
- Re-broker, assign or interline this shipment or consolidate this load with other freight.
- Deviate from the instructions set forth on the Load Confirmation, including (but not limited to) any modification to Consignee delivery address, without first obtaining written confirmation from ELS. Such written confirmation must be obtained by calling only the Broker phone number shown on page 1 of this Load Confirmation.
ELS will have the option in its sole discretion to reduce or eliminate payment for failure to comply with this section. Additionally, Carrier accepts sole liability for the full amount of any claims and expenses, including reasonable attorney fees and expenses, that directly or indirectly result from failure to follow these procedures.
Carrier hereby certifies that it will perform all aspects of this shipment in conformity with all federal, state, and local laws and regulations, including compliance with FMCSA regulations restricting the use of hand-held mobile telephones by drivers of commercial vehicles. Carrier further certifies that the pickup and delivery dates and times of this shipment will not require the carrier to violate FMCSA hours of service regulations.
Directions are provided for informational purposes only. It is Carrier's responsibility to determine the appropriate route for prompt delivery of this shipment. Any disputes to the Rate Confirmation must be called in no later than 24 hours after receipt of this document.
SEND SIGNED RATE CONFIRMATION TO RATECON@EPESLOGISTICS.COM
All Carrier Payments are now processed through Triumph
Please register online at https://triumph.io/carrier/payments/ to receive payments or take advantage of accelerated payment options.
EPES Logistics Services, Inc.
Terms and Conditions
EPES Logistics Services, Inc. (“ELS”) is a transportation broker engaged in the business of arranging for the movement of our Customer’s (“Customer”) freight via independent third party trucking companies (“assigned motor carrier”). In connection with this function, the following terms and conditions apply to all shipments tendered to ELS for brokerage services (unless the terms of an executed customer contract contradict these guidelines, in which case the terms of said contract take precedence over any conflicting language outlined herein). By requesting quotations for services or by tendering freight to ELS for transportation via assigned motor carrier, Customer accepts and agrees to the following terms and conditions.
Since ELS is a transportation broker, Customer agrees that any inclusion of ELS’s name on the bill of lading as carrier shall be for the convenience of Customer only and shall not change ELS’s status as a property broker or assigned motor carrier’s status as a motor carrier.
LTL/Volume/Partial Quotes
- LTL rates quoted are an estimate based on the shipment information provided by the Customer (or their designated shipper). Actual rates may differ from quoted rates if the information provided (such as ship date, weights, commodities, piece count, freight classes, special handling requirements, etc.) proves to be inaccurate based on services performed or weighing and inspection of the product. Customer is responsible for paying the actual rates as shown on the invoice from ELS.
- Each LTL quote given automatically comes with insurance liability coverage based on the guidelines outlined in the assigned motor carrier’s general rules tariff. It is the Customer's responsibility to research or inquire about the amount of insurance coverage provided by the assigned motor carrier. Should a cargo value be declared on the bill of lading, the assigned motor carrier will be liable for the lesser of the carrier's general rules tariff guidelines or the bill of lading's declared value. If Customer desires higher cargo insurance coverage than provided by the carrier, it is Customer's responsibility to notify ELS in which case ELS shall communicate alternative insurance options for the Customer to consider.
- LTL transit times are estimated and not guaranteed unless otherwise noted in writing on the quote. Therefore, ELS shall not be liable for delay or any other failure to meet an agreed upon delivery deadline without written documentation evidencing such agreement prior to acceptance of the shipment and then also subject to any event, circumstance or act of public authorities (“Force Majeure Event”) that is beyond the control of ELS.
Truckload Quotes
- Spot quotes are based on current information and are therefore good for a limited time only. As the market fluctuates daily, this spot quote will need to be verified/updated if the quote is not activated and tendered on the day the rate is given. Additionally, accessorial charges and other adjustments (such as detention, layover, driver unload, truck ordered not used, custom fees, etc.) may increase the quoted rates based on services performed. Customer is responsible for paying the actual rates as shown on the invoice from ELS.
- Truckload transit times are estimated and not guaranteed unless otherwise noted in writing on the quote. Therefore, ELS shall not be liable for delay or any other failure to meet an agreed upon delivery deadline without written documentation evidencing such agreement prior to acceptance of the shipment and then also subject to any event, circumstance or act of public authorities (“Force Majeure Event”) that is beyond the control of ELS.
- ELS’s and assigned motor carrier’s total liability for any truckload cargo claim shall be the lesser of the invoice values of the lost or damaged goods or $100,000, unless a higher value is agreed to in writing by ELS prior to acceptance of the shipment. It is Customer’s responsibility to notify ELS if the cargo value exceeds $100,000 in which case ELS will communicate alternative options for Customer to consider should the assigned motor carrier have insurance coverage in an amount less than desired by Customer. A higher value declared on the bill of lading shall not increase carrier liability unless Customer and ELS have executed a written agreement specifying the rate and liability set forth on the BOL. ELS reserves the right to charge Customer for any requested cargo insurance coverage greater than $100,000 per cargo claim.
Insurance Coverage
- Insurance coverage provided by ELS and the assigned motor carrier applies to property while it is located within the Continental United States of America, Alaska and Canada. Property located outside of those jurisdictions (including Mexico) travels at Customer’s sole risk, as it is excluded from ELS's or the assigned motor carrier's insurance coverage of any kind.
- Customer will not tender any hazardous or dangerous good as defined and/or controlled by government rules and regulations unless prior arrangements have been made and agreed upon in writing.
- Customer shall indemnify and hold ELS harmless from and against all claims, liabilities, damages, costs and expenses (including reasonable attorney’s fees) asserted against or incurred by Customer in connection with transportation services provided by ELS, unless such claims, liabilities, damages, costs and expenses are caused solely by the gross negligence or intentional misconduct of ELS.
- Customer acknowledges that the assigned motor carrier is primarily liable for any cargo damage while cargo was in assigned motor carrier’s care, custody and control. If ELS is involved in the claim filing process, we will use commercially reasonable efforts to assist and cooperate in the investigation and process with the carrier any freight loss or damage claims and any claim for damage to Customer’s property occurring in the course of the transportation services rendered hereunder to such Customer. The carrier liability and claims process for any cargo damage, loss, or theft from any cause shall be determined under the Carmack Amendment, 49 U.S.C. 14706 and 49 C.F.R.370.1 et seq. respectively. Customer shall have the right to (a) file a freight claim for cargo loss or damage up to nine (9) months after the date of said loss or damage and (b) bring suit against Carrier within two (2) years of the date of the written disallowance of the cargo claim. Any claim filed or suit initiated after the expiration of the aforementioned nine months or two years, respectively, will be deemed to be a delinquent action and will relieve ELS and the assigned motor carrier from any and all related liabilities. Customer agrees that ELS, as a broker only, is not liable for any damages.
- Neither ELS nor the assigned motor carrier shall be responsible for loss or damage to cargo due to loading and/or securement (including blocking and bracing), inherent vice or defect in the cargo, or for any other act or omission constituting shipper fault.
- ELS will not provide transportation brokerage for the following commodities as they are not covered by our contingent cargo insurance policy. If such freight is tendered to ELS for brokerage, it is at the Customer’s peril and ELS is not liable for any loss, damage or delay to said freight:
- Cigarettes and cigars
- Narcotic and prescription drugs
- Accounts, bills, currency, deeds, evidences of debt, money, notes, securities, checks, drafts, commercial paper or other documents of value
- Bullion, gold, silver, platinum or other precious alloys or metals
- Precious or semi-precious stones
- Furs or fur garments
- Jewelry or watches
- Paintings, statues or works of art
- Alcoholic beverages of every description other than beer, ales or wine
- Seafood, other than frozen dinners or canned products
- Live animals, birds or fish
- Property while waterborne
- Property for which a warehouse receipt has been issued
- Contraband, or property in the course of illegal transportation or trade
- Property in the care, custody or control of a governmental postal service
- Cars, automobiles, motorcycles, etc. (vehicles containing fuel cells and gas tanks)
- Additional exclusions may apply
Miscellaneous
- If Customer requests services involving the shipment of food, Customer acknowledges and agrees that it is responsible for packaging all such food in such a manner as to ensure safe and sanitary handling during transit, without the need for specialized handling procedures by the assigned motor carrier. If specialized handling has been requested by Customer, Broker's sole obligation is to communicate such specialized handling instructions to the underlying carrier. With respect to food for which temperature control service has been requested, Customer acknowledges and agrees that Broker's sole responsibility will be to communicate requested temperature ranges to the underlying carrier and that ambient air temperature readings within the trailer taken by the loader and receiver at origin and destination are sufficient to ensure safe and sanitary handling of Customer's commodities. Any request for specialized handling, including controlled temperature transit, must be submitted to Broker in writing at the time of the initial request for service to which the instructions relate. As between Broker and Customer, Customer shall have sole discretion in determining shipment handling instructions necessary to ensure the safe and sanitary handling of food.
- Any claim, dispute or litigation relating to transportation services provided, any shipment scheduled or tendered hereunder, or relating to any and all disputes between ELS and the Customer, shipper and/or consignee and/or brokers for any Customer, shipper and/or consignee, shall be filed in North Carolina, and specifically, Guilford County, North Carolina. Customer hereby irrevocably consents and submits themselves to the personal jurisdiction of said courts for all such purposes.
- Customer shall be promptly invoiced for each shipment and shall pay, in US Dollars, all invoices within 30 days of invoice date, unless otherwise noted in writing. If ELS seeks use of attorneys or collection agencies to affect collection of any amount owed by Customer to ELS, Customer shall be responsible for any and all costs related to those collection efforts, including reasonable attorney’s fees.
- ELS is entitled to receive payment of all sums due to it for services rendered without regard to any claims for loss or damage to cargo which may occur in the course of such services. Customer shall not have the right to delay, offset or withhold payment to ELS due to the any claims for loss or damage that may be outstanding.
- The relationship between Customer and ELS is that of an independent contractor and is not based on common law or contract employment, agency, partnership or a joint venture. Customer understands that the assigned motor carriers are also independent contractors and ELS does not own, operate or control the assigned motor carriers equipment or drivers and is not responsible for the consequences or expenses associated with any collision, accident or mechanical breakdown.
ELS MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, WITH REGARD TO DELIVERIES, OR WITH REGARD TO THIS WEBSITE, INFORMATION PROVIDED ON THIS WEBSITE OR SERVICES RELATED TO TRANSACTIONS CONDUCTED ON THIS WEBSITE. IN ANY EVENT, ELS SHALL NOT BE LIABLE FOR DAMAGES, INCLUDING BUT NOT LIMITED TO ANY INDIRECT, INCREMENTAL, SPECIAL, INCIDENTAL, PUNITIVE OR CONSEQUENTIAL DAMAGES, COSTS OR EXPENSES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS OR INCOME, WHETHER OR NOT ELS HAD KNOWLEDGE THAT SUCH DAMAGES, COSTS OR EXPENSES MIGHT BE INCURRED. BY TENDERING A SHIPMENT TO ELS, CUSTOMER ACCEPTS AND AGREES TO BE BOUND BY THE TERMS AND CONDITIONS OUTLINED HEREIN.
EPES Logistics Services, Inc.
Corporate Social Responsibility & Sustainability Policies
Corporate Responsibility | Sustainability | Business Ethics | Human Rights | Supply Chain Compliance
This manual consolidates EPES policy commitments in areas commonly addressed by customer or supplier responsibility questionnaires, including business ethics, human rights, environmental responsibility, data protection, health and safety, whistleblower protections, supplier oversight, trade compliance, DEI, minority and Indigenous Peoples rights, land/forest/water rights, forced eviction, responsible security practices, and women's rights.
Leadership Commitment
EPES Logistics Services, Inc. is committed to conducting business with integrity, accountability, transparency, and respect for people and the communities in which we operate.
This Manual establishes a consolidated policy framework supporting EPES customer compliance requirements, including supplier responsibility expectations.
All employees, officers, contractors, suppliers, carriers, and service providers acting on behalf of EPES are expected to conduct business consistent with these standards and applicable laws.
Manual Scope and Governance
This Manual applies to EPES operations and to business partners where EPES has the ability to communicate contractual or compliance expectations.
Human Resources and Executive Leadership are responsible for policy interpretation, communication, periodic review, and escalation of significant compliance concerns.
Where this Manual conflicts with applicable law, the stricter legally required standard shall apply. Where customer requirements impose higher standards, EPES will evaluate appropriate procedures and evidence to support compliance.
1. Human Rights Policy
Purpose: EPES respects internationally recognized human rights and is committed to protecting the dignity, safety, and rights of individuals affected by its operations.
Policy Requirements
- EPES prohibits discrimination, harassment, intimidation, retaliation, forced labor, child labor, and human trafficking.
- Employment must be voluntary and based on lawful terms and conditions.
- EPES expects employees and business partners to treat all individuals with dignity, fairness, and respect.
- Concerns involving human rights or workplace treatment may be reported to Human Resources or Executive Leadership.
- EPES seeks to avoid contributing to adverse impacts involving minority rights, Indigenous Peoples rights, land/forest/water rights, forced eviction, misuse of security forces, or gender-based discrimination.
2. Modern Slavery, Forced Labor, and Human Trafficking Policy
Purpose: EPES maintains a zero-tolerance position regarding slavery, servitude, forced labor, bonded labor, debt servitude, involuntary prison labor, and human trafficking.
Policy Requirements
- EPES prohibits the use of force, fraud, coercion, threats, or unlawful restrictions to obtain labor or services.
- Employees may not be required to surrender identity documents as a condition of employment.
- Recruitment, hiring, and employment practices must comply with applicable labor laws.
- Suppliers, carriers, contractors, and vendors are expected to uphold comparable standards.
3. Child Labor and Young Workers Policy
Purpose: EPES prohibits unlawful child labor and supports employment practices that protect young workers.
Policy Requirements
- EPES will not knowingly employ individuals below the minimum legal working age.
- Age verification shall be performed in accordance with lawful hiring procedures.
- Young workers, if any, shall not be assigned work prohibited by applicable law.
- Suppliers are expected to prohibit child labor in their operations and supply chains.
4. Wages, Benefits, and Working Hours Policy
Purpose: EPES is committed to complying with applicable wage, benefit, overtime, payroll, and working-hour laws.
Policy Requirements
- Employees shall be paid in accordance with applicable wage and hour requirements.
- Work time, overtime, and payroll records must be accurate and complete.
- Benefit eligibility and paid time off practices shall be administered according to company policy and applicable law.
- Managers may not permit off-the-clock work or inaccurate time reporting.
5. Non-Discrimination, Harassment-Free Workplace, and Freedom of Association Policy
Purpose: EPES supports a respectful workplace free from unlawful discrimination, harassment, retaliation, and intimidation.
Policy Requirements
- Employment decisions shall be based on legitimate business needs, qualifications, job performance, and applicable law.
- Harassment, bullying, intimidation, and discriminatory conduct are prohibited.
- Employees may raise workplace concerns or engage in legally protected activity without retaliation.
- EPES respects lawful rights relating to association, collective discussion, and protected concerted activity.
- EPES supports equal treatment and equal opportunity for women, minorities, Indigenous Peoples, and all protected groups under applicable law.
6. Business Ethics and Anti-Corruption Policy
Purpose: EPES conducts business honestly and prohibits bribery, extortion, kickbacks, fraud, and improper influence.
Policy Requirements
- Employees and representatives may not offer, authorize, request, or accept bribes, kickbacks, or improper payments.
- Business must be conducted fairly, transparently, and in compliance with applicable laws.
- Employees must protect company, customer, supplier, and carrier information.
- Suspected fraud, corrupt conduct, or unethical activity must be reported promptly.
7. Gifts, Entertainment, and Conflicts of Interest Policy
Purpose: EPES requires employees to avoid actual, potential, or perceived conflicts between personal interests and EPES business interests.
Policy Requirements
- Employees must disclose financial interests, outside employment, family relationships, or personal relationships that could affect business judgment.
- Gifts, meals, entertainment, or hospitality may not be accepted or provided if intended to influence a business decision or create an appearance of improper influence.
- Supplier selection and customer commitments must be based on legitimate business criteria.
- Questions or potential conflicts must be disclosed to Human Resources or Executive Leadership.
8. Financial Integrity and Accurate Records Policy
Purpose: EPES is committed to maintaining complete, accurate, and transparent records that fairly reflect business activities.
Policy Requirements
- Transactions, invoices, costs, financial results, and operational records must be recorded accurately.
- Employees may not falsify, omit, misclassify, or manipulate company records.
- Records shall be retained according to applicable policy, legal requirements, and business needs.
- Employees must cooperate with audits, reviews, and legitimate customer compliance inquiries.
9. Disclosure of Information Policy
Purpose: EPES strives to provide accurate, complete, authorized, and timely information to customers, auditors, regulators, and business partners.
Policy Requirements
- Only authorized employees may provide official company information externally.
- Employees may not knowingly provide false, misleading, incomplete, or unauthorized information.
- Customer questionnaires and compliance submissions must be reviewed by appropriate subject matter owners.
- Confidential information must be protected when responding to external requests.
10. Export Controls and Economic Sanctions Policy
Purpose: EPES is committed to complying with applicable import, export, customs, trade, and economic sanctions requirements.
Policy Requirements
- EPES shall not knowingly participate in transactions prohibited by applicable sanctions or trade compliance laws.
- Employees involved in international transportation, freight movements, procurement, billing, customer relationships, or supplier relationships must exercise appropriate diligence.
- Potentially restricted parties, locations, shipments, or transactions must be escalated before proceeding.
- Records supporting trade compliance decisions shall be maintained where applicable.
11. Counterfeit Parts and Supply Chain Integrity Policy
Purpose: EPES supports supply chain integrity and opposes counterfeit, unauthorized, fraudulent, or misrepresented products and documentation.
Policy Requirements
- Products, supplies, equipment, and services should be obtained from legitimate and approved sources.
- Employees shall report suspected counterfeit products, fraudulent documentation, or misrepresented services.
- EPES will cooperate with affected customers and suppliers to investigate credible counterfeit or authenticity concerns.
- Suppliers are expected to maintain reasonable controls to prevent the introduction of counterfeit goods or false documentation.
12. Privacy, Confidentiality, and Data Protection Policy
Purpose: EPES protects customer, employee, supplier, carrier, and business information from unauthorized access, disclosure, alteration, or misuse.
Policy Requirements
- Information shall be collected, accessed, used, and disclosed only for legitimate business purposes.
- Access to confidential, personal, and customer information shall be limited based on business need.
- Employees must safeguard information in email, systems, documents, conversations, and physical records.
- Suspected data security incidents or unauthorized disclosures must be reported promptly.
13. Whistleblower and Non-Retaliation Policy
Purpose: EPES encourages good-faith reporting of suspected misconduct, unethical conduct, illegal activity, safety concerns, human rights concerns, or policy violations.
Policy Requirements
- Reports may be made to a supervisor, Human Resources, or Executive Leadership.
- Reports will be reviewed objectively and handled as confidentially as practicable.
- Retaliation against anyone who raises a concern in good faith or participates in an investigation is prohibited.
- Knowingly false reports may result in corrective action.
14. Health and Safety Policy
Purpose: EPES is committed to providing a safe and healthy work environment and supporting safe business operations.
Policy Requirements
- Employees must follow safety rules, training, and lawful instructions.
- Unsafe conditions, incidents, injuries, near misses, and hazards should be reported promptly.
- EPES will investigate incidents and take reasonable corrective action where appropriate.
- Emergency preparedness procedures shall be maintained for applicable facilities and operations.
15. Environmental Sustainability Policy
Purpose: EPES recognizes its responsibility to operate in an environmentally responsible manner and to support practical continuous improvement in environmental performance.
Policy Requirements
- EPES will comply with applicable environmental laws and regulations.
- EPES will seek to use energy, fuel, water, materials, and resources efficiently where practical.
- EPES will encourage waste reduction, recycling, and responsible disposal practices where available.
- EPES will consider environmental impacts in operational improvements and supplier discussions.
- EPES will seek to avoid knowingly contributing to unlawful harm to land, forest, or water resources in connection with business activities.
16. Responsible Chemical Management Policy
Purpose: EPES supports responsible handling, storage, use, and disposal of chemicals and hazardous materials within the scope of its operations.
Policy Requirements
- Chemicals used in company facilities shall be handled according to applicable safety instructions, labeling, and regulatory requirements.
- Employees must follow applicable safety data sheet guidance and training requirements when handling chemicals.
- Hazardous materials or regulated substances must be stored, transported, and disposed of in accordance with applicable law and customer requirements.
- Concerns about spills, exposure, improper storage, or unsafe handling must be reported immediately.
17. Supplier Code of Conduct and Due Diligence Policy
Purpose: EPES expects suppliers, carriers, contractors, and service providers to conduct business ethically, legally, safely, and responsibly.
Policy Requirements
- Suppliers are expected to comply with applicable laws and regulations.
- Suppliers are expected to prohibit child labor, forced labor, human trafficking, discrimination, harassment, bribery, corruption, and retaliation.
- Suppliers are expected to maintain safe working practices and protect confidential information.
- Suppliers are expected to respect minority rights, Indigenous Peoples rights, women's rights, land/forest/water rights, and lawful community rights.
- Suppliers are expected to avoid unlawful forced eviction and misuse of private or public security forces.
- EPES may request reasonable compliance information, certifications, questionnaires, or corrective actions based on risk, customer requirements, or identified concerns.
18. Grievance and Complaint Resolution Policy
Purpose: EPES provides reporting channels for employees and stakeholders to raise concerns and seeks to review concerns fairly and promptly.
Policy Requirements
- Concerns may be raised to a supervisor, Human Resources, or Executive Leadership.
- Complaints will be reviewed objectively and documented appropriately.
- EPES will maintain confidentiality to the extent practicable while allowing for appropriate review and response.
- Retaliation for good-faith reporting is prohibited.
- Concerns may include workplace conduct, human rights, DEI, community impacts, supplier conduct, security-force conduct, or other compliance matters.
19. Diversity, Equity, and Inclusion (DEI) Policy
Purpose: EPES is committed to fostering a workplace that values diversity, promotes equity, and supports an inclusive culture where all individuals are treated with dignity and respect.
Policy Requirements
- EPES prohibits discrimination based on race, color, ethnicity, national origin, religion, age, disability, veteran status, sex, pregnancy, genetic information, sexual orientation, gender identity, or any other status protected by applicable law.
- Employment decisions should be based on merit, qualifications, job performance, legitimate business needs, and applicable law.
- EPES supports fair access to recruitment, hiring, training, development, promotion, compensation, and other employment opportunities.
- Harassment, bullying, exclusionary conduct, retaliation, and intimidation are prohibited.
- Employees are encouraged to raise concerns about discrimination, inclusion, or inequitable treatment without fear of retaliation.
20. Indigenous Peoples and Minority Rights Policy
Purpose: EPES recognizes the rights, cultures, traditions, dignity, and equal treatment of Indigenous Peoples and minority communities.
Policy Requirements
- EPES respects legally recognized rights and protections related to Indigenous Peoples and minority populations.
- EPES prohibits discriminatory practices or adverse treatment based on minority status, ethnicity, race, national origin, cultural identity, or other protected characteristics.
- Where EPES business activities may reasonably affect local communities, EPES will seek to conduct business in a manner that avoids adverse social impacts.
- EPES expects suppliers and business partners to uphold comparable standards regarding respectful treatment and non-discrimination.
- Credible concerns involving minority rights, Indigenous Peoples rights, or community impacts should be reported and reviewed through available grievance channels.
21. Land, Forest, Water Rights, and Responsible Community Impact Policy
Purpose: EPES supports responsible stewardship of natural resources and respect for legitimate land, water, and forest rights.
Policy Requirements
- EPES will comply with applicable laws governing property, land use, water access, forest resources, and environmental obligations within the scope of its operations.
- EPES will avoid knowingly participating in activities that unlawfully deprive individuals or communities of access to land, forests, water resources, or livelihoods.
- EPES will seek to identify and escalate credible concerns involving adverse community impacts connected to operations, facilities, suppliers, or contractors.
- EPES encourages suppliers and contractors to maintain practices that respect lawful land, forest, and water-use rights.
- EPES will cooperate with lawful investigations concerning credible community-impact or resource-rights concerns.
22. Forced Eviction and Community Displacement Policy
Purpose: EPES is committed to respecting human rights and avoiding involvement in unlawful or coercive displacement of individuals, families, or communities.
Policy Requirements
- EPES prohibits direct or indirect participation in unlawful forced evictions or coercive community displacement.
- EPES will respect applicable laws regarding property, land use, tenancy, access, and community rights.
- EPES will not knowingly support business activities that rely on threats, intimidation, unlawful seizure, or denial of due process to remove individuals or communities.
- Credible allegations involving forced eviction, coercive displacement, or related human rights concerns must be escalated for review.
- Suppliers and contractors are expected to avoid forced eviction practices and to comply with applicable legal requirements.
23. Responsible Use of Public and Private Security Forces Policy
Purpose: EPES is committed to ensuring that security services operate in a lawful, ethical, and human rights-respecting manner.
Policy Requirements
- Security personnel or providers used to protect employees, facilities, equipment, or operations must comply with applicable laws and company expectations.
- EPES prohibits excessive force, intimidation, harassment, discrimination, abuse, or unlawful detention by security personnel acting on behalf of EPES.
- Security providers are expected to conduct services in a manner that respects dignity, safety, due process, and individual rights.
- Credible reports of misconduct by private or public security forces connected to EPES operations must be reported and reviewed.
- EPES will cooperate with lawful authorities while maintaining respect for individual rights, confidentiality, and legal process.
24. Women's Rights and Gender Equality Policy
Purpose: EPES supports gender equality and equal treatment for women throughout its operations and employment practices.
Policy Requirements
- EPES provides equal employment opportunity and prohibits discrimination based on sex, pregnancy, childbirth, maternity status, breastfeeding, caregiving responsibilities where protected by law, gender identity, or any other protected status.
- EPES prohibits sexual harassment, gender-based harassment, violence, intimidation, retaliation, and unequal treatment.
- Women shall have fair access to hiring, training, advancement, compensation, benefits, and workplace opportunities.
- EPES will administer maternity, pregnancy-related, family, medical, and other legally protected leave rights in accordance with applicable law and company policy.
- Employees may report concerns involving gender discrimination, harassment, retaliation, or inequitable treatment to Human Resources or Executive Leadership.
25. Implementation Checklist
Purpose: EPES may use this checklist to support rollout and customer questionnaire evidence preparation.
Policy Requirements
- Assign an internal owner for each policy section.
- Compare policy language to current handbook, contracts, carrier packets, and procedures.
- Create a master evidence folder for customer CSR and supplier compliance audits.
- Review supplier-facing terms for flow-down of ethical, labor, confidentiality, safety, environmental, human rights, DEI, community-rights, and responsible-security expectations.
- Train or communicate key topics to employees and relevant business partners.
- Update this Manual at least annually or when customer or legal requirements materially change.