STOSTransport.com
STOS Readiness
Operations Contact

Operational Readiness

Built for the two award paths: rates-in-system and Spot Bids. Standardized execution with documentation integrity.

Spot Bid Response SLA

  • 15 minutes: Acknowledge receipt + clarify requirements
  • 60 minutes: Firm accept/decline and pricing if requested
  • Dispatch: Unit assigned + ETA updates
  • Closeout: POD/BOL within 24 hours (target same-day)

Accept / Decline Rules

  • Accept only when equipment/capacity is real and feasible
  • Confirm windows and access constraints before committing
  • Never accept if documentation cannot be completed correctly
  • Escalate exceptions immediately (closures, curfews, debris)

Rate Honor Discipline

Rates are submitted only where we can reliably perform. If conditions change, we clarify “special” requirements before firm pricing.

Documentation SOP

  • BOL at pickup
  • Pickup/delivery timestamps
  • POD with signature/name/date/time (or authorized alternative)
  • Exception notes + photos when required

Hybrid Capacity Model

  • Asset-based coverage where available
  • Vetted carrier partners for surge lanes
  • Standard vetting + insurance verification + documentation rules

Need a Spot Bid Response Pack?

Templates, checklist, and documentation standards are below.

Spot Bid Templates Checklist

Onboarding Checklist

  • Entity + EIN established
  • Insurance aligned with operations
  • Dispatch coverage plan (including after-hours)
  • Documentation SOP (BOL/POD/timestamps/exceptions)
  • Rates submitted only where capacity is repeatable
  • Dedicated Spot Bid inbox + alerting

Spot Bid Email Templates

Copy/paste these templates into your ops mailbox signatures or canned responses.

Acknowledge + Clarify

Subject: Spot Bid – Acknowledgement – [Load/Ref #] – STOSTransport.com

Received. We are reviewing capacity and requirements now.
Please confirm: pickup window, delivery deadline, equipment type, access constraints, and any special handling.
We will respond with availability and pricing by [time].

Offer Submitted

Subject: Spot Bid – Offer Submitted – [Load/Ref #] – STOSTransport.com

STOSTransport.com confirms availability:
• Equipment: [type]
• Pickup: [location] / [window]
• Delivery: [location] / [deadline]
• Rate: [$____ all-in]
• Transit plan: [ETA]
Please confirm award and any required reference numbers for dispatch.

Decline

Subject: Spot Bid – Unable to Support – [Load/Ref #] – STOSTransport.com

Thank you. We are unable to support this movement due to [reason].
We remain available for future opportunities and can respond quickly if requirements change.

Dispatch Confirmation

Subject: Award Confirmed – Dispatch Confirmation – [Load/Ref #]

Confirming dispatch:
• Driver/Unit: [name / unit #]
• Equipment: [type]
• Pickup ETA: [time]
• Delivery ETA: [time]
POD will be provided upon delivery completion.

Documentation Minimum Standard

  • BOL at pickup
  • Pickup and delivery timestamps
  • POD with signature/name/date/time (or authorized alternative)
  • Exception notes (closures, curfews, access issues)
  • Photos when required (exceptions or damage)