tender visy edited for sensitive material

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Company Overview Depot........................ 2

Freight ....................................................... 4

Structure.................................................... 5

Resources ................................................. 8

Staff ....................................................... 8

Equipment Maintenance .........................11

Value Add and Innovation ...................... 12

Translogix................................................ 14

Data Captureand Reporting ................... 16

COR ..................................................... 17

Environmental Sustainability ................ 21

Community Development ...................... 33

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Exodas commenced operation in 2001. We are a wholly Australian owned transport and warehousing company based in Yatala Queensland.

Company Overview A detailed overview of Exodas and its operations, including size and scale.

Yatala

Exodas depot is positioned 37kms from Brisbane & 44 kms

from the Gold Coast, 2 minutes from the Pacific motorway.

All operations are run from this fully equipped yard.

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WarnervaleExodas took over Coast freight in April 2012. Malcolm Williams, the previous owner, has been appointed NSW Operations Manager. In November we moved the depot to larger premises in Warnervale.

Other Depots include:

Cairns

Townsville

Whitsundays

Mackay

Rockhampton

Gladstone

Sydney

Melbourne

Fleet 24 Prime Movers 6 Rigids51 Trailers 4 Dollys

The Exodas fleet includes refrigerated Vans & Tautliners, Straight Decks and Mezzanine Decks, Open Trailers and Dollys to provide flexibility with running road trains.

Regular & Contract Routes Ex Brisbane:• Perth• Melbourne• Sydney• Newcastle• Central Coast• Northern New South Wales• Sunshine Coast • Warwick/Toowoomba• Gold Coast / Brisbane metro• Bundaberg & Hervey Bay• Gladstone and Rockhampton• Mackay• Whitsundays•Townsville• Cairns•Mareeba/Atherton

Exodas is experienced in handling a variety of freight including:

• Oversize pallets e.g. pool fencing• Plants• Palletised freight • Fertilizers & mulch• Fragile e.g. Terracotta/ceramic pots,

glass panel fencing• Ladders• Pavers• Timber• Tanks• Tractors• Various other freight

Due to the diversity of our Trailers we are able to accommodate a wide variety of freight

Types of Freight

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Structure

Brett TynanDirector/Owner

Scott WalkerOperations Manager

Yard SupervisorMike Moore

Accountant

Local Morning Drivers

Depot Hands

Mechanics Trade Assistant

ReceptionistMegan Booth

Afternoon Local Drivers

MechanicWilliam JardineMechanic

Accounts Payable/ Workshop AdmistratorBen Steele

Workshop Coordinator/Compliance Officer

Afternoon Local Shift SupervisorZac Rava

Operations AdministraorLynnie Slade

Interstate Drivers

WorkShop ManagerMichael Burton

Quality Assurance & Compliance SupervisorCheryl Connor

Nicole MooreGeneral Manager

Brett Tynan started Exodas in 2001 as an Owner Driver. His success with understanding Customers needs and business acumen has seen Exodas achieve phenomenal growth.

Exodas Organisation ChartAs at 31/12/13

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DirectorBrett Tynan

Operations ManagerScott Walker

General ManagerNicole Moore

NSWOperationsManagerMalcolm Wiliams

Workshop

Brett has been brought up in the transport industry. He started driving himself in 1999. He then started his own company in 2001, due to excellent service demand grew. The business was so successful that Brett now owns over 31 vehicles and 46 trailers with more expected to come on line later this year. Brett’s success story comes from running a business that is based on honesty and fairness in all his dealings and an aptitude for hard work.

Nicole has been with the company since 2005. Her background includes KPMG Chartered accountants, managing the finance and administration for the Duty Free Stores in NZ and setting up the operation for Qantas Duty Free for Alpha Flight services.Nicole’s role includes ensuring that resources are available to sustain the rapid growth the Company is experiencing. Her role is ensuring systems are in place and standards, communication and profitability are maximised.

Malcolm joined the company in 2012. Malcolm started his transport career with Scholastic in the Warehouse. After 5 years he was promoted to Warehouse Supervisor and after 12 months in this role was further promoted to Warehouse Manger in which he ran the logistics for 15 years before starting his own company, Coast Freight. Malcolm owned and ran Cost Freight in Wyong, NSW for fifteen years prior to Exodas taking over the Company. Malcolms’ experience is a valuable asset to Exodas NSW operations.

Exodas has a fully functioning Work shop. We have 3 Mechanics and a trade assistant on site. This is complemented with a Maintenance Compliance / Coordination person who ensures that all accreditation and compliance requirements are met.Our Software, Translogix & Compliance mate produces reports on when services are due, records fault requests and reports on what work has been carried out. The Maintenance and compliance scheduler coordinates between the Operations Staff and Work shop for scheduling work to be carried out on the equipment to ensure there is little or no impact on day to day operations and that equipment is maintained to the highest standard. By staying on top of maintenance we experience fewer breakdowns and down time for the vehicles. By keeping our equipment in the best condition staff take pride in the equipment.

Exodas currently employs over 57 staff including Operations, Administration and Mechanical.

Scott has been with the Company since 2003. His background includes managing a golf course and polo greens and interstate truck driving. This has provided him with the hands on experience to understand and obtain the best load maximisation, manage fatigue & time management and surmount any unloading difficulties. Scott’s day to day role involves managing our interstate drivers, ensuring that they are loaded and the right equipment is in the right place to meet our customers’ needs. Scott’s strength is in understanding the needs of the driver and the customer.

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StaffThe way our Company runs is that we see our role as working with our Customers not for our customers. We are here to help you achieve your targets, deadlines and achieve the results you would like to achieve.

Service LevelsCommunication is the key to maintaining service levels. Exodas has a large existing Customer base that has been with us long term due to the fact that we deliver what we promise. Customer satisfaction is our highest priority.

Our key staff Brett, Scott and Nicole are hands on and are available 24 hours a day, 7 days a week. This provides four personnel that you can deal with if you have any issues. All our key personnel have experience or are involved in the day to day running of our business. They understand your operation and will work with you to help you achieve your objectives and maintain a high level of service.

In terms of our expectations for our staff, we meet with our staff on a regular basis to discuss any issues they may have or we may have with them. All our staff carry a Company mobile telephone. If there is a general update or issue that we wish to inform or advise our staff on immediately then a group text is sent to their phone. E.g. Road Closure, accident. If it is an area we wish to reinforce we will follow this up with a memo that they have to sign to document they have read and are informed of the issue.

Staff Inductions & Drivers Manuals:

Every Driver has a medical prior to starting with the Company including drug & alcohol testing. A company induction is then carried out with our HR staff and the driver is issued a Drivers manual.

DRIVERS MANUAL VERSION 2 05.09.2013.doc

Exodas Terms and Conditions of Employment.doc

Drug and Alcohol Policy.doc

Staff mass maint ops checklist.rtf

POLICIES & PROCEDURES MANUAL VERSION 2 05.09.2013.doc

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The drivers’ manual details items discussed at the induction and provides Drivers with a point of reference during their employment with Exodas. We have attached a copy of our Drivers manual for your information. This includes for example information on our expectations for Customer Service, presentation, fatigue, etc.This ensures there is no confusion over what we expect from our staff and the standard we expect from our staff when they are representing your business.

Safe Driving Plans:All staff are required to complete a Safe Driving Plan Daily. A copy is attached. This form covers fitness of duty for the driver and for the Vehicle. E.g. Tyre tread, fluids for vehicle etc.This ensures that there should be minimal disruption or delay on any run. The Vehicle and the Driver are safe and fit for Duty.

Safe Driving Plan.pdf

Truck Manuals & Fault Requests:All Vehicles are equipped with a truck manual and a fault request book.

Fault Request Form.pdf

Truck Manual.pdf

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Truck manuals include permits, B double routes, Job Safety Analysis & Risk Identification Form and any information that may be relevant to that Vehicle. Once again this ensures drivers are informed and equipped to carry out any run minimizing any disruptions.

Each vehicle is also equipped with a fault request book. If a driver has any concern or problem with their vehicle they complete a fault request. This is in triplicate. One stays in the book for the driver, one copy is handed into the work shop and the third copy is handed in with their paperwork and goes to our Maintenance coordinator. The Maintenance coordinator then enters it into the system and assesses the priority with the Mechanics. He will then coordinate between the Operations staff and the workshop to get the work completed.

Management are provided with a Fault Report weekly. This report shows the date the fault request was received and the nature of the fault.

Again this is a useful tool in keeping the fleet running at optimal levels and disruptions are kept to a minimum

If the fault is urgent e.g. a break down the driver will call immediately and our Workshop Manager is available 24 hours for breakdowns.

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Equipment MaintenanceAll equipment including Prime Movers & Trailers when purchased are set up in Translogix & Compliancemate.

Compliancemate & Translogix track all work we carry out on our equipment so at any time we can report on what work has been carried out on our equipment. In these programs we also schedule all services including road worthies. Our maintenance coordinator uses theses reports to schedule when services are due, again reducing the need for disruptions to the day to day running of the business and ensuring equipment is kept in good condition and reducing unexpected disruptions.

Summary:In summary we are representing you whether it is to your stores, your customers or to the public. We take this very seriously. We expect all our staff and customers to be treated respectfully, fairly and with integrity. We expect a high standard of presentation both from our staff, with our equipment and in the way your freight is handled.We believe in a proactive approach so that any unnecessary issues or disruptions are avoided. We achieve this through having communication procedures in place as detailed above both verbally and with our reporting. This ensures our equipment and staff are ready and we can meet your delivery requirements.

TRUCK A SERVICE.doc

TRUCK B SERVICE.doc

JOB SHEET.doc

Roadworthy Truck.docx

Truck C SERVICE.doc

TRAILER A SERVICE.docx

TRAILER C SERVICE.docx

WARRANTY JOB SHEET.doc

Roadworthy Trailer.docx

Management receives

these reports weekly so

they are kept up to date

and informed and are

aware of any concerns.

Perceived Issues

We don’t perceive any

issues with meeting

the stores delivery

requirements.

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Value Add and Innovation

Exodas is currently using Translogix and Compliancemate for our software requirements.We are always staying up to date on the latest new developments in techno;ogy and equioment.

This includes the release of the Automatic Buckleless Curtainsider Trailer will be a valuable asset that we will be adding to our fleet in the near future.

This innovative design is a simple air operated push button automatic curtain system that will provide us with huge productivity gains whilst complying with the NTC load restraint guidelines.

Features: • Air-operated push button modular design• Contains and prevents load shift• Reliable & low maintenance air-system• Lightweight, high strength, carbon fibre

section integrated into curtain structure

Benefits:• No curtain buckles, gates or load-binders

required• Quicker turnaround times – improved

productivity• Reduced OH&S issues• Estimated 10% fuel efficiency• Security & protection of load

Suspended StrapsThis is a new design with many benefitsStraps are suspended from the roof of the trailer with bungee cord and attached to both side raves with ratchet buckles.The benefits are in O,H & S and time saving improving efficiencies. No more need for climbing on trailers or cages for throwing straps over loads. No more lost straps or time wasted finding straps. Every trailer is fully equipped with straps all the time.Suspended straps provide a much safer working environment with loaders or drivers not tempted to climb on freight to reach straps and tie loads down.

Compliancemate:We use a software package called Compliancemate for or Drivers Fatigue and Scheduling Services and Monitoring Faults.

In Compliance mate we have a Custom made Service (Job Sheet) for our Mechanics to use. We update our Vehicles odometers weekly. As a back check the system does also keep track as well by calculating an average but we achieve more accurate reporting by entering the actual odometer.

We have values set up in Compliancemate for when a service is due e.g. 24,000 km for a B service.

We then run a weekly report showing what services are coming up. A Service Sheet is printed for that equipment which goes to our Mechanic with a fault report showing anything outstanding or items that needs to be looked at for that vehicle.

The Mechanic will fill in the Service (Job Sheet) and this then goes back to the Workshop Coordinator to enter into the system. This provides us with an accurate record at anytime on work has been carried out on a vehicle alerting us if a piece of equipment is showing signs of wear and tear or proving unreliable.

Automatic Buckleless Curtainsider.pdf

Workshop\JOB SHEET.doc

Workshop\TRAILER FAULT REPORT 16 01 2014.pdf

Workshop\VEHICLE FAULT REPORT 16 01 14.pdf

Workshop\SERVICES DUE 5000KLMS REPORT 16 01 2014.pdf

Workshop\SERVICES DUE 7 DAYS REPORT 16 01 2014.pdf

Compliancemate also monitors Drivers Fatigue and Mass management. Our Drivers mobile phones have an AP that they are able to fill in. Our administration team then runs a down load and the information filled in on the AP comes through to Compliancemate at Head Office.

Drivers are able to complete their safe driving plan with this AP confirming that their Vehicle and that they are fit for duty. (Our Administration team checks that we have a daily safe driving plan completed for all vehicles on the road).

Drivers fill in the Equipment they are using including Truck & Trailers, Odometer, Weights (for Mass Management) and driving times and breaks. This will alert them at the time if their weights are over avoiding over loading and improving safety.This information when downloaded ensures we are compliant with mass and fatigue. If a Driver has driven outside of hours it will produce an error. We then produce a Compliance Fatigue Management Report (Detailed) showing errors. We then issue the driver with an NCR (Non conformance Report). This provides us with a tool to stop these errors occurring and makes the Driver aware of any errors e.g. Does a driver need retraining ?, is it an issue with Drivers leaving to late, is it a disciplinary action etc.


NCR Non Conformance Report.pdf

MASS VERIFICATION SHEET.doc

FATIGUE MANAGEMENT MANUAL 2.doc

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Data Capture and Reporting

This section should be used to document how the data capture requirements, documented in Schedule G – Data Reporting Requirements, will be met and accurately reported for all stores (including regional locations)

Data file in Excel of all deliveries to allow for effective reconciliation of invoices.Weekly, Tuesday am.

All information in Translogix can be exported to excel as well as other types of files e.g. pdf, csv etc. If you have a format you require the information in it is easy for us to build a report as the fields are all there.

Volume trend of pallets shipped per store by month provided for up to 13 months Monthly Reporting

I have attached a copy of a sample report which shows an example of one option but reports can easily be created from any of the information that has been filled in.

Schedule G - Data Reporting RequirementsData Frequency

This report is run by manifests and shows Bunnings Lismore & Bunnings Cairns.

This report is run by jobsThis rough example of a report for Bunnings Underwood. You are able to select a date range, summary or detail, vehicles, collection point etc

Del_code Date Job_no Cons_ref Diary_ref Quantity PalletBUNUND 11/12/2013 95579 65648 0 2BUNUND 12/12/2013 95585 65540 0 1 0 3

Del_code Date Job_no Cons_ref Diary_ref Quantity PalletBUNCAIR 1/12/2013 94625 0 18BUNLIS 9/12/2013 95264 0 11 0 29

JOBS_BY_DELIVER_SUBZONE_tmp.pdf

Manifest JOBS_BY_DELIVER_SUBZONE_tmp.pdf

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PODPODs are scanned and saved in the system at the time of finishing the job for invoicing. These can be easily reprinted. These can be called up in a variety of quick and easy ways e.g. Job Number, Customer ref., invoice number, date range. Originals are also filed in invoice batch date and archived.

Chain of Responsibility (COR)

Exodas is committed to providing a transport service that:

• Complies with the Chain of Responsibility, Compliance and Enforcement Legislation, NHVAS Mass Management, NHVAS Maintenance Management and NHVAS BFM Fatigue Management Standards.

• Ensures that the product reaches its destination at the highest possible standard, quality and legal timeframes.

Current Accreditation number 540/05573

Our Quality Assurance system covers all activities, procedures and controls used in the transport of customer’s products. The program has been prepared in accordance with Quality Assurance principles and guidelines and has been audited against NHVAS Mass and Fatigue standards by an accredited RABQSA Auditor.

Our Quality Assurance system involves identifying the potential risks, introducing control measures, monitoring the results and taking corrective action where necessary to control the risks. It is a process of continual improvement which includes processes to:

1. Establish corrective action when monitoring indicates that a control has failed

2. Establish procedures of verification that the system is working effectively

3. Document procedures and record details appropriate to these principles and their application.

Benefits of implementing our Quality Assurance system include:

• Our customers can be secure in the knowledge that we are serious about safety and compliance

• Improved consistency with service and products

• Reduced liability risks

• Improved competitiveness

• Increased product efficiency

• Improved employee involvement

• NHVAS Mass Management

• NHVAS Maintenance Management

• NHVAS Fatigue Management

NHVAS Accreditation Certificate.pdf

MASS MANAGEMENT 3.doc

MAINTENANCE MANAGEMENT 2.doc

FATIGUE MANAGEMENT MANUAL 2.doc

WESTERN AUSTRALIA ACCREDITATION CERTIFICATE.pdf

The major elements involved in building our Quality Assurance system include:

Maintenance and Servicing of Equipment – A Comprehensive system for ensuring that all vehicles and equipment are maintained and serviced to the manufacturers standards

Calibration – Equipment involved in the transport of food or food related products (fridge or freezer) are calibrated to achieve operating consistency and optimum efficiency.

Approved Suppliers – An approved supplier program has been implemented to achieve safe and consistent servicing of our equipment.

Purchasing – Guidelines for the purchase of all equipment has been implemented to ensure that only equipment that is suitable for the task and meets the required standard is purchased.

Training – All employees are trained and detailed training records are kept.

Time – Exodas agrees to perform the work / trip as requested and to complete the work within a safe and legal timeframe. Exodas does not permit or consent to any driver or subcontractor breaking the law or to the use of illegal procedure, strategy or device that would result in commercial gain for either party.

Exodas will allow sufficient time to complete the work / trip safely and to comply with all state, territory and federal legislation, codes and regulations.

All drivers have the right to discuss any concerns about the time allowed for any trip with management without fear of reprisal or disadvantage.

Provision of Service – At all times, Exodas shall provide competent drivers and properly maintained and suitable equipment to meet work requirements and schedules.

Exodas warrants that the company has all proper and necessary licenses, permits, quality assurance policies and procedures, insurance, road worthy certificates and registration to perform the services required.

All work will be performed in a skilled and professional manner in accordance with all state, territory and federal legislation, codes and regulations.

Documents – Exodas can provide when requested, current copies of the following documents:

• Vehicle Insurance

• Third Party Insurance

• Registration

• Company Policies, Procedure Manuals and/or Documentation

• Risk Assessments or Safe Driving Plans

• Work Method Statements

• Fatigue Documentation to comply with current legislation

• Public Liability Insurance



Job safety Analysis.pdf

DRIVERS MANUAL VERSION 2 05.09.2013.doc


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Marine Insurance.pdf

Exodas Health and Safety Policy.rtf

Workers Comp.pdf

Rehabilitaiton Policy.doc

Zurich CoC as at 19.10.13 for NSW Deport.pdf

Anti Discrimination Policy.doc

Vehicle Accident Policy.doc

Sexual Harassment Policy.doc


Public Liability.pdf


Safety Policy.doc

Health and Safety – Exodas agrees to exercise all precautions necessary and to implement safety policies to reduce risks in fleet operations.

Exodas complies with all the health and safety requirements of the Workplace Health and Safety Act 2011 and all relevant Road Transport legislation.

Conduct – Exodas agrees that all employees and agents shall conduct themselves in a professional and safe manner at all times. Exodas further agrees that all employees and agents shall not use, or be under the influence of alcohol or drugs whilst performing work. They will present for work physically and mentally fit and capable of performing the work / trip. They must also be within the legal driving hours and are not suffering from the effects of fatigue.

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QUARTERLEY INTERNAL SAFETY CHECK.pdf SUBCONTRACTOR AGREEMENT 2.docx

QUARTERLEY INTERNAL AUDIT.pdf FATIGUE MANAGEMENT MANUAL 2.doc

COMPLIANCE REPORT FATIGUE 16012014.pdf COMPLETE LOAD RESTRAINT GUIDE.pdf

Confidentiality Policy.doc

These reports are compiled yearly for presentation to our external Auditors to retain our accreditation in the above standards.Exodas is committed to make ongoing Training and support a high priority and this is managed in a variety of ways. The Quality Compliance Officer in conjunction with the General Manager are registered to receive regular updates to all State and Federal legislation amendments, Worksafe Health & Safety Queensland Workshops & updates and NHVR legislation amendments/updates.Exodas is a member of NATROADS and as such receives weekly updates, attend the yearly conference and attend seminars that are presented during the year.All Operations Staff have undergone Basic Fatigue Management Allocators/Schedulers course and are kept up to date on any changes.

Confidentiality and Non Disclosure – Exodas undertakes to conceal, protect and preserve the confidential nature and secrecy of Confidential Information belonging to the other party, as per the Information Privacy Act QLD 2009.

Exodas has a Quality Assurance /Compliance Officer on site. As detailed earlier reporting comes from Translogix & Compliancemate.Our Quality Compliance Officer monitors, weekly, monthly and quarterly reports. Any areas of concern are addressed at the time with Management and/or the parties concerned.

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Environmental Policy.doc

This policy incudes:

The implementation of the actions below show our ongoing commitment to save our Environment

• Equipment

We are focused on all capital purchases having the most up to date emissions control. Environment PolicyThis policy covers all Exodas activities that impact on the environment that we live and work in.

Environmental Sustainability

At Exodas, we work towards ensuring that we:

• comply with environmental laws and regulations

• are committed to ongoing sustainable management of our environmental impacts within our facilities and operations and acting to reduce our rates of emissions, energy and waste

• build a clear understanding of the risks to our Company of key environmental issues and building strategic plans to address these risks

• develop a culture of sustainable environmental management by:

• developing the awareness and involvement of our employees

• implementing systems for environmental management

• setting objectives and associated measurement systems to enable continuous improvement processes

• where appropriate, commit to establishing business unit-specific environment management strategies for reducing our rate of emissions, energy and waste through improvement initiatives

• commit to actively considering the use of alternative energy sources, and low emissions technology, as they become economically viable

• share best practices for environmental management across our divisions

• incorporate environmental considerations into our business decision-making processes, particularly for capital allocation.

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• Recycle:

• Ceramic cups used – no disposable cups

• Drinking Water for water coolers is provided from the tap with a filtration system in place

• Air Conditioners set at 24 degrees and are turned off at night and when offices not in use

• Paper is to be recycled & New A4 paper is to be purchased from sustainably managed forest plantations not Virgin forests

• All truck Wash & Work shop Oils are to be biodegradable or recyclable

• Empty drums are to be returned to suppliers, air compressors to be monitored for leaks, monitor showers and taps for leaks and ensure all are turned off.

• All scrap metal, batteries and tyres are recycled

• Tyres are checked daily and are kept at correct psi to ensure best fuel economy is achieved and reduce fuel emissions

• All capital purchases are assessed with priority given to equipment that reduces the foot print on the environment

• All water at the Yatala depot is supplied from a rain water tank

• On going support and training for Drivers in Driving to achieve the best fuel economy and reduce fuel emissions

• Our daily safe driving plan includes monitoring our emissions. Drivers awareness is raised with daily checks of the colour of the smoke and monitoring if excess oil is being used by their vehicle.

Exodas use the latest equipment with the most up to date emissions control. We are trialing 2 Fuel saving devices that use Hydrogen to reduce fuel emissions. This is looking extremely favorable at this stage. If the results show considerable savings we will roll this out to all our vehicles.

DAF Australia offers a range of trucks which have been tailored to cope with the harsh Australian environment. DAF trucks are extensively tested in Australian conditions. The new PACCAR engines provide excellent performance with low fuel consumption. Combined with SCR technology, these engines meet the stringent Euro 5 and ADR80/03 emission standards.

The outstanding quality of the current range of PACCAR engines is a reflection of over 50 years experience DAF has accumulated in the development and production of its own engines. During this time, the company has established an excellent reputation for producing durable, reliable, fuel efficient and low emission engines. This has been exemplified by the current PACCAR engine range, which includes SCR (Selective Catalytic Reduction) after-treatment technology to meet the strict Euro 5 emission standards.

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We are currently committed to a number of projects. In the past organisations we have contributed include:

• We have provided a bobcat and Driver to the riding for the disabled and helped them on numerous occasions.

• Exodas donated to the shoes for Kids at School project.

• We donate monthly to the Red Cross

• We provided Equipment and staff to the 2009 & 2010 flood relief to run trailers of supplies for the Salvation Army from Brisbane to Rockhampton.

• In 2013 we had our new refrigerated Trailer painted supporting the Kids Foundation. The trailer supports children with burns and safety programs through schools to educate Children on safety awareness.

• Exodas also donated in 2013 to the Redlands Special School

• We support the Queensland Police Sporting Association.

• Brett the Company owner/director feels strongly about supporting the Kids Foundation. During 2013 he has been training and in 2014 will complete an Iron Man and a 400km bike ride from Byron Bay to Port Macquarie to raise funds for Kids Foundation.

Community Development

Exodas believe in giving back to the community.

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