UNFI Educational Series Part Two Logistics discover what s next
Table of Contents I. Introduction 1 II. Acceptable Pack and Product to UNFI 1 III. FOB We ll Pick It Up 3 IV. VSP You ll Drop It Off 4 V. Appendix 8
Introduction There are a few things to consider when it comes to getting your product to UNFI. Vendor Ship vs. UNFI Pick Up. Pack requirements. Pricing. Timing. The fact is that finding the absolute best way to get product into the DC is a win for both our suppliers and UNFI. So let s make sure we know what we re dealing with. Here are the ins and outs of shipping processes and procedures in one place. As always, please reach out to your SRM (Supplier Relationship Manager) with any questions. Acceptable Pack and Product to UNFI Before we have the discussions about vendor ship vs. UNFI pick-up or freight rates or appointment times or anything like that, it s essential to understand exactly how to pack your product. Carton Requirements Bar Codes All shipping cases must have scan-able barcodes on the outside of the case. This allows UNFI to maximize the use of our technology for efficient and accurate receiving and product handling. Global Trade Item Number (GTIN) 14 digit is the preferred barcode. If you do not have GTIN numbers assigned, Unit UPC cade may be used. Bar codes should be placed on the longest side of the carton and 2 adjacent sides is optimal. For cartons shorter than six inches in height place the barcode on the top of the carton. Barcodes may be printed, ink jetted, or part of an attached label. See below for an example: 1.25 minimum GTIN 14-digit is the preferred bar code. Code Dating UNFI warehousing systems rotate product based on expiration date. We believe that shelf life transparency to the consumer is the optimal solution, so we use Open Code product dating. Expiration dates should be in U.S. format. MM/DD/YY or MM/DD/ YYYY. Product expiration dates must be clearly marked on the outside of each carton. All closed coded product must have the expiration date decoded and placed on the outside of the carton. You may use the packing slip to decode closed coded items. 1
Temperature If your products require special handling based on temperature, those instructions must be clearly indicated on the outside of the carton. If your products are sold to retail in inner packs, those inner packs must also indicate any temperature requirements. Refrigerated and frozen products will have their temperatures probed for these guidelines: Frozen Foods: 0 F or less Refrigerated Meats & Poultry: 32 to 40 F Refrigerated Deli Meats: 34 to 40 F Dairy Products: 34 to 40 F Small Package Shipments Cartons must be clearly marked with the box count (1 of 2, 2 of 2, etc.) and a purchase order must be written on each carton. A packing slip must accompany each purchase order. If it is enclosed in the carton, please clearly identify said carton. Back orders will not be accepted. Pallet Guidelines General Information UNFI racks and equipment are designed to work with Grocery Manufacturers of America (GMA) spec pallets. These stringer-style pallets have these basic characteristics: 48 x40 where 48 is the stringer length and 40 is the deck board width Four way entry Made of hardwood Minimum 2500 pound capacity Acceptable Pallets A new GMA pallet #1 GMA pallet: Reconditioned with minor repair. This may be referred to as Grade 1, Grade A, Class A, or similar. #2 GMA pallet: Reconditioned with moderate repair. This may be referred to as Grade 2, Grade B, Class 2, Class B, or similar. Pallet Exchange UNFI will only exchange pallets for acceptable GMA pallets upon driver request. UNFI will pay for non-exchanged pallets at the rate of $4.50 for #2 grade and $6.50 for each #1 grade or new pallet, only if so noted on the Bill of Lading. The delivery Bill of Lading and invoice must indicate the number and type of pallets not exchanged for us to authorize payment. Floor Loaded Containers All floor loaded containers will be subject to lumper charges to palletize the product. UNFI will bill supplier for the number of pallets used at $6.50 per pallet. All damaged products will be returned to the carrier. 2
Proper Pallet Handling All orders must be palletized, shrink wrapped, and on a good quality GMA pallet. Pallets should be built to maximize space within the constraints of packaging. Product should be within the perimeter of the pallet. No overhang is acceptable. All products are to be appropriately packaged to limit damage. Unsealed cases must be resealed or taped closed. Damage incurred from poorly packaged products will be subject to supplier chargeback. UNFI Ti/Hi requirements vary by warehouse based on product volume and slot size needs. Fees related to the breakdown or re-stacking of products or the use of substandard pallets will be the carrier s responsibility on all prepaid shipments, plus any applicable fees described elsewhere herein. FOB We ll Pick It Up When getting set up with UNFI, you may have the option for UNFI to pick your product up. With our extensive trucking fleet, this often is a more cost effective way of doing business. As an FOB supplier, all unloading and appointment related fees, as well as fuel, are included in the purposed freight costs. Also, transition of ownership happens at pickup, instead of at delivery. You can choose between the option of offering allowances to cover freight costs or having UNFI apply booked freight and adding it to the cost of the product. You can request a freight review at any time from your SRM and determine if this is the best option for you. FOB Pickup Requirements Request Date Product should be made available for pickup on the request date of the purchase order. This date is provided by UNFI and may not equal the pick-up execution date due to PO size, transport mode and/or transit lane. It is important to note, in all cases the measurement of on time performance will be the arrival of the PO at the final destination DC on or by the PO ETA date with no consideration of pick-up execution date matching the request date. UNFI will make every attempt to execute pick up on the request date. The Pickup All UNFI trucks or hired carriers will be allowed two hours free loading time. All fees assessed for any delays of more than two hours from the scheduled appointment time will be charged to the supplier. In order to best utilize our fleet, loads are scheduled for pick up at the supplier s dock per the agreed upon schedule. Any loads not available at the time of the scheduled pick up will be subject to missed pick up charges. The Backup UNFI drivers or hired carriers can only sign for product subject to count. They may sign for a piece count only when this can be done without breaking down the load or significant time loss. All shipments must have a purchase order number and consignee name written on both the front and the back of each pallet. Any purchase order shortages that are not communicated back to UNFI in advance may result in fees assessed to you for unused trailer space. 3
Transportation Allowances Prearranged allowances are made with the understanding that our invoice for each PO will have the proper deductions made for any and all allowances. In the event that an allowance is missing from the invoice and must be audited, there will be a $63 administration charge added to the bill back. Freight Invoices All invoices for freight related charges are to be sent to: East: inboundbillingeast@unfi.com West: inboundbillingwest@unfi.com Erroneous freight charges relating to notification, sort and segregate, lumper charges, detention, billing prepaid freight in error or other like issues will result in the billback of the charge and an additional $63 administration charge. VSP You ll Drop It Off If it is determined that a Vendor Ship program is more beneficial to you, it is important to understand all that goes into getting product to our docks. Appointments Requests Appointment requests are made via e-mail to the appropriate address for the facility you are delivering to. A list of facility addresses and appointment hours is included in the Appendix. All requests received by 2pm (local DC time) will be responded to before the end of the scheduler s shift. Requests received after 2pm (local DC time) will be responded to starting at 8am (local DC time) the next business morning in the order received. Arrival The available check-in time for your appointment has been increased to 30 minutes prior but no more than 60 minutes prior to your appointment time. At time of checkin the inbound bills of lading will be time stamped in front of the driver. This shows the arrival on time for the appointment and starts the clock at the appointed time. When complete, the paperwork will be time punched a second time showing when the driver received the paperwork back. This is also the time when any detention will be identified and detention paperwork will be provided to the driver. Documentation All shipments must be accompanied by a bill of lading and a detailed packing list. Late Arrivals It is essential that carriers are on-time. However, we understand that issues arise and not every truck will arrive on-time. To be considered late, carriers must report to the facility on the appointed day as failing to show up changes your status from late to no show. All late trucks will be inserted in to the work in list for that day s receiving and will be sequenced in the order of actual arrival, not original appointment time. 4
All reasonable efforts will be made to complete late loads during the same receiving day, but as volume, number of late loads, and time of actual arrivals are all dynamic this may not be possible. In those cases, the remaining work ins will roll over to the next day and be first on the list for the next receiving shift. If a late carrier refuses to be worked in, the system and bills of lading will be noted and communicated as applicable. No Shows No shows fall into two categories: actual no shows and carriers who reschedule after noon the business day prior to appointment. Every situation is different so standard rules are not possible to apply. UNFI will make every reasonable effort to reschedule and receive the load the next day. Fees Late or Unscheduled Loads All the fees below will be collected at the time of driver arrival. If the driver is unprepared or unwilling to pay the associated fees, the load may be refused. Accepted loads 31-60 minutes late: $54 Accepted loads 61+ minutes late: $204 Accepted unscheduled loads: $304 Rescheduling requests within 24 hours of appointment: $254 Lumper Fees UNFI requires the carriers of all prepaid and collect shipments to use the lumper services of Capstone Logistics. All fees have been pre-negotiated with this service. All regular carriers will need to be set up on account with Capstone Logistics as the use of cash is not allowed. UNFI no longer allows driver breakdown, so all inbound shipments will be unloaded by Capstone Logistics. The following forms of payment are acceptable: E-Checks (ComChek, EFS, Fleetone, T-Chek, TCH, Transfund Money Orders, etc.) Credit/Debit Card (Visa, Mastercard, or Discover) Capstone Logistics Credit Account ($4 discount). This account allows carriers to be invoiced each week for services provided at all Capstone Logistics locations. All fees related to break down of any and all freight where United Natural Foods is the bill to party are allowed for reimbursement on the freight 5
invoice. This should be coded as a loading/unloading fee as a separate line item on the freight invoice. Invoices for these charges will not be processed on separate invoices. Copies of the lumper fees as well as copies of the Bills of Lading must be included with your freight bill. Please see below for rates. Rates are subject to change. Any changes will be posted on the Supplier Portal or UNFI website with as much advance notification as possible. If the supplier/shipper is paying the freight expense, UNFI is not responsible for the lumper charges. All fees related to break down of any and all freight where United Natural Foods is the bill to party are allowed for reimbursement on the freight invoice. This should be coded as a loading/unloading fee as a separate line item on the freight invoice. Invoices for these charges will not be processed on separate invoices. Copies of the lumper fees as well as copies of the Bills of Lading must be included with your freight bill. Please see below for rates. Rates are subject to change. Any changes will be posted on the Supplier Portal or UNFI website with as much advance notification as possible. If the supplier/shipper is paying the freight expense, UNFI is not responsible for the lumper charges. If carriers currently deliver both prepaid and collect freight to any of our facilities please be prepared as we isolate prepaid vendors, that they will be required to pay for this service. The carrier will need to include these charges on their bills to those prepaid suppliers, not to UNFI Inbound Logistics. CAPSTONE LOGISTICS RATE SCHEDULE SERVICE TYPE Breakdown Roll Off Roll Off Roll Off Minimum Charge Unloading Rate RATE $0.07 per Case 1-6 Pallets : $17.00 7-14 Pallets : $35.00 15+ Pallets : $63.00 Breakdown / Floor Load : $35.00 Restack : $7.00 per Pallet 6
Detention Late or Unscheduled Loads A detention charge may be approved on inbound loads if all of the following has occurred: The carrier must receive a time stamp from the receiving office showing the driver arrived no later than 15 minutes after the scheduled appointment time confirmed in the UNFI system. Driver has not been released within set timeframe: - Roll off load (all on pallets) is not completed within two hours of scheduled appointment or arrival time, whichever is later. - Floor load is not completed within four hours of scheduled appointment or arrival time, whichever is later. Time needed to secure payment for offloading services does not count towards measurement of time for receiving load. Time stops when driver is notified from Capstone Logistics with amount due. A detention charge may be approved on crossdock loads shipping from a UNFI DC if all of the following has occurred: Carrier has arrived and checked in with the receiving office no later than 15 minutes after the scheduled appointment time. Carrier has backed into the assigned door within 20 minutes of check in time, unless delayed due to dock congestion. Driver has not been released within two hours of scheduled appointment or arrival time, whichever is later. Documentation for Detention Changes Only the UNFI serial numbered detention form is to be used if detention charges have been approved. Forms will be kept secured by receiving clerk to be handed out for use only when required for an approved charge. A Capstone Logistics representative fills out the form received by the receiving clerk completely and accurately. A UNFI supervisor must sign and print their name on the form approving the listed detention charges. Payment of Detention Changes The charge is $60 per hour after the acceptable free time, as defined above, has lapsed. No detention charges will be paid without a copy of a properly approved detention form. VSP suppliers and/or carriers will send all detention invoices directly to the DC Receiving Manager for processing. Inbound Logistics managed carriers will submit invoices for detention to the Inbound Logistics Payables Department with the load invoice. 7
Appendix Warehouse Locations WEST REGION CENTRAL REGION ATLANTIC REGION Moreno Valley, CA 22150 Goldencrest Drive Moreno Valley, CA 92553 (916) 625-4100 / (877) 697-0013 Ridgefield, WA 7909 South Union Ridge Parkway Ridgefield, WA 98642 (870) 741-3425 Rocklin, CA 1101 Sunset Boulevard Rocklin, CA 95765 (916) 625-4100 / (800) 679-8735 Gilroy, CA 6351 Cameron Boulevard Gilroy, CA 95020 (408) 846-1780 Auburn, WA 22 30th Street NW, Suite #102 Auburn, WA 98002 (253) 333-6769 / (800) 336-8872 * 72 Hour Appointment Lead Time for all DC s * All DC s are closed on Thanksgiving, Christmas and New Year s Day Aurora, CO 17901 East 40th Avenue Aurora, CO 80011 (303) 360-8459 / (800) 522-7633 Lancaster, TX 2100 Danieldale Road Lancaster, TX 75134 (972) 225-5000 / (877) 509-2010 Iowa City, IA 2340 Heinz Road Iowa City, IA 52240 (319) 337-4471 / (800) 323-2131 Greenwood, IN 655 Commerce Parkway East Drive Greenwood, IN 46143 (317) 865-7140 / (800) 814-0819 Racine, WI 3138 Highway H Sturtevant, WI 53177 (262) 866-5565 Prescott, WI 1000 Eagle Ridge Dr. Prescott, WI 54021 (715) 262-8634 / (800) 798-7481 Atlanta, GA 100 Lakeview Court SW Atlanta, GA 30336 (262) 866-5565 Chesterfield, NH 71 Stow Drive Chesterfield, NH 03443 (603) 256-3000 / (800) 451-2525 Dayville, CT 260 Lake Road Dayville, CT 06241 (860) 779-2800 / (800) 877-8898 Hudson Valley, NY 525 Neelytown Road Montgomery, NY 12549 (845) 457-8634 Leicester, MA 88 Huntoon Memorial Highway Leicester, MA 01524 (508) 892-8171 / (800) 643-8130 Sarasota, FL 6272 McIntosh Road Sarasota, FL 34238 (941) 925-6600 York, PA 225 Cross Farm Lane York, PA 17406 (717) 266-7800 / (800) 336-4557 8
Appointment Schedule WEST REGION CENTRAL REGION ATLANTIC REGION Moreno Valley, CA Appt. Hours: M-F 2:00am - 9:00am Email: MORAppts@unfi.com Ridgefield, WA Appt. Hours: M-F 2:00am - 8:00am Email: RidgefieldAppts@unfi.com Rocklin, CA Appt. Hours: M-F 2:00am - 8:30am Email: RocklinAppts@unfi.com Gilroy, CA Appt. Hours: M-F 2:00am - 8:00am Email: GILAppts@unfi.com Auburn, WA Appt. Hours: M-F 3:00am - 10:30am Email: Auburnappts@unfi.com * 72 Hour Appointment Lead Time for all DC s * All DC s are closed on Thanksgiving, Christmas and New Year s Day Aurora, CO Appt. Hours: M-F 1:00am - 8:00am Email: AURAppts@unfi.com Lancaster, TX Appt. Hours: M-F 12:00am - 6:00am Email: LancasterAppts@unfi.com Iowa City, IA Appt. Hours: M-F 1:00am - 7:30am Email: IOWappointmentdesk@unfi.com Greenwood, IN Appt. Hours: M-F 2:00am - 10:00am Email: GRWAPPTS@unfi.com Racine, WI Appt. Hours: M-F 12:00am - 6:00am Email: RACAppts@unfi.com Prescott, WI Appt. Hours: M-F 3:00am - 9:00am Email: TWXAppts@unfi.com Atlanta, GA Appt. Hours: M-F 1:30am - 8:00am Email: ATLAppts@unfi.com Chesterfield, NH Appt. Hours: M-F 3:30am - 9:30am Email: CHEAppts@unfi.com Dayville, CT Appt. Hours: M-F 3:00am - 9:00am Email: DayAppts@unfi.com Hudson Valley, NY Appt. Hours: M-F 3:00am - 8:00am Email: HVAppts@unfi.com Leicester, MA Appt. Hours: M-F 4:00am - 9:00am Email: LEIAppts@unfi.com Sarasota, FL Appt. Hours: M-F 1:00am - 8:00am Email: SarasotaAppointment@unfi.com York, PA Appt. Hours: M-F 12:30am - 8:30am Email: YorkAppts@unfi.com 9