Start here: your role, top shipments, and a quick snapshot

• Tell me about the kinds of hazardous materials your team ships, stores, or receives most often.
• How many hazmat shipments or transfers does your organization handle in a typical month? Options: 1-10, 11-50, 51-200, 201-500, 500+
• Which transport modes do you use for those movements? Options: DOT-spec tank trucks, Van trailers, Flatbeds, Rail cars, Intermodal containers, Courier/parcel, Other
• Who on your team owns regulatory compliance and incident response day to day?
• On a scale, how urgent is reducing regulatory risk and incident exposure for your group? Options: Critical this quarter, High priority this year, Moderate priority, Low priority

Risks that would stop this from moving forward

• What single site, permitting, or incident risk would make you stop the project immediately?
• Give an example of a recent near miss or reportable incident that changed how your team thinks about carriers or facilities.
• How often do compliance gaps related to packaging, shipping papers, or placarding surface in your audits? Options: Monthly, Quarterly, Biannually, Annually, Rarely
• If a carrier or facility failed an inspection, who besides your EHS team would push back on continuing the relationship?
• Estimate the likely financial or operational impact of a lost shipment or reportable spill for one of your typical loads.

Operations: the day to day that makes or breaks compliance

• Describe a time when an operational step you assumed your team covered turned out not to be, and what that cost you.
• When you prepare shipping papers, which parts does your team find most error prone? Options: Proper shipping name, UN number, Hazard class, Quantity and units, Emergency response info, Packaging spec
• Who currently prepares manifests and shipping papers, and where in your workflow do they pull source material from?
• Which packaging types cause the most rework or rejections for your shipments? Options: DOT cylinders, UN-rated drums, IBC/portable tanks, Bulk tank trucks, Customer-specified packaging, Other
• Typically, how long does it take from readiness to dispatch for a regulated shipment in your operation, and what bottlenecks create the most delay? Options: Same day, 1-2 days, 3-5 days, More than 5 days

Regulation and permits, where timelines go sideways

• Name any pending permits or approvals that, if delayed, would push your go-live beyond your target window.
• In the past 24 months, how many state or federal inspections have your hazmat-handling sites received? Options: 0, 1, 2-3, 4-6, 7+
• What are the permit types you must maintain at each site, for example RCRA storage, UST, or air quality permits? Options: RCRA storage/transfer, TSDF notification, UST, Air emissions, Stormwater/NPDES, Local fire code permits, Other
• Identify the role that signs off on new carrier or facility onboarding from a regulatory perspective at your company.
• If a regulatory gap appeared during your pilot shipments, what escalation path would stop the rollout until it is resolved?

Decision makers, approval levers, and hidden blockers

• List the stakeholders whose approval would let you contract within one week after a successful pilot. Options: EHS Manager, Logistics Director, Procurement, Legal, Operations/Site Manager, Finance
• Do procurement, legal, or operations at your company have standing objections to third-party hazmat carriers? Options: Yes, No, Unsure
• Estimate the typical legal review time for your new carrier contracts and note clauses that slow them down. Options: 3-5 business days, 1-2 weeks, 3-4 weeks, Longer than 4 weeks
• Name the operational contact for onboarding and the executive sponsor we should keep in cadence at your organization.
• Assuming the pilot demonstrates the target incident reduction, what internal obstacle would still prevent a contract award in your process?

Alternatives you are weighing and the bar for staying put

• Identify the supplier or internal option you are most likely to keep if it met a few key checks, and explain why for your situation.
• Select any options you have already evaluated for this need. Options: Incumbent hazmat carrier, Internal logistics team, National freight provider, Specialized hazmat vendor, Local TSDFs or transfer sites, Building in-house compliance capability
• Describe the conditions under which you would keep your current approach rather than switch vendors.
• Has anyone inside your organization suggested solving this by expanding internal headcount or building a compliance function instead of contracting out? Options: Yes, No, Under discussion
• Point to the shortcoming in your incumbent or internal plan that would force a change within 90 days.

Readiness: integrations, data, and site constraints we cannot ignore

• List any missing integration, approval, or physical limitation at your sites that would prevent safe operations on day one.
• Do you have APIs or EDI endpoints for order and manifest exchange, and who owns those credentials? Options: Yes, API available and owned by IT, Yes, EDI only and owned by logistics, No, manual processes today, Unsure
• Specify the internal systems you must connect to for manifests, training records, or emergency contact updates. Options: ERP, TMS, EHS management system, LMS for training, CRM, Other
• Are your emergency response plans and contacts documented and reachable 24 7 for responding carriers and dispatch teams? Options: Yes, documented and reachable 24/7, Documented but not 24/7, Not documented, Unsure
• To what extent does a restricted delivery window control your sequencing and rollout? Options: Completely controls sequencing, Significant constraint, Manageable with planning, No impact

Success signals, timelines, and next steps that move the deal

• Assuming a pilot meets your success metrics, what exact date or event would trigger contract signature?
• Select up to three metrics you would track during a 30 day pilot to decide whether to scale. Options: Incident rate per 1,000 shipments, Documentation accuracy rate, On time acceptance at destination, Number of nonconformances, Cost per handled shipment, Response time to incidents
• Specify the latest acceptable timeline for a pilot to begin before this opportunity loses priority for your team. Options: Immediately, Within 30 days, Within 60 days, More than 60 days
• Would you require insurance limits, indemnity language, or specific SLAs to be negotiated before pilot shipments begin? Options: Yes, required before pilot, Negotiable during pilot, Not required before pilot, Unsure
• Detail the internal approvals that would still be required after a successful pilot and flag any with known objections inside your organization.

• Solution Experience Session

• Confirm the current state and its cost to your team
• You confirm the demonstrated end-to-end workflow and controls eliminate the documentation errors and manual rework you described.
• Provide a tailored compliance gap report and a sample completed shipping paper and manifest for the tested scenario within 5 business days.
• Run your real shipment scenario end to end
• You confirm the emergency-response workflow, driver qualification checks, and permit/insurance align with your regulatory and risk tolerance.
• Provide one recent or planned hazmat shipment scenario including SDS, quantities, origin and destination, and preferred transport mode before the session.
• Demonstrate emergency-response and incident escalation for the scenario
• Provide verification copies of driver hazmat training records and copies of the relevant facility permits for the scenario.
• Agreement on the specific evidence and stakeholder approvals required to progress to Operational Scope.
• List the stakeholders who must approve compliance, insurance, and emergency-response commitments.
• Validate responsibilities, insurance limits, and acceptance criteria
• Confirm this matches what you meant by your problems and priorities
• Agree remaining evidence and next decision steps

• Solution Experience Session
• Solution Experience Deck
• Solution Brief: Hazmat Compliance and Response

• meeting
• slides
• document

• Store Hazardous Materials in Permitted Facility
• Transport Bulk Hazardous Materials by DOT Tanker
• Transport Packaged Hazardous Materials by Van/Flatbed
• Classify Material and Verify Proper Shipping Name/UN
• Prepare DOT-Compliant Shipping Papers and Manifests
• DOT Packaging, Labeling, and Placarding Services
• Repack and Overpack Damaged or Nonconforming Containers
• Load Securement and Vehicle Loading Services
• Transfer Hazardous Waste to Permitted TSDFs
• Prepare RCRA-Compliant Manifests and Disposal Certificates
• Onsite Emergency Spill Response and Remediation
• Deliver Annual DOT/OSHA Hazmat Driver Training
• Maintain Driver Endorsement and Training Records
• Provide Emergency Response Information and SDS Packets

Store Hazardous Materials in Permitted Facility

• Do you currently store materials subject to RCRA or state hazardous waste regulations at this site (reference your EPA ID or state facility number)? Options: Yes, No, Unsure / need help confirming
• Which permit types apply to the storage areas you will use (select all that apply)? Options: RCRA storage permit, Storage tank permit (UST/AST), State hazardous materials permit, Air permit for VOCs, None / permit pending
• How many storage locations or distinct containment areas at your site will be used for this program (e.g., Building A bunded area, Tank Farm 1)? Options: 1, 2-3, 4-6, More than 6
• Specify the maximum single-batch and daily volume per storage location (gallons or liters) for flammable, corrosive, and toxic streams.
• Provide the concrete evidence that will validate current permit status for each storage location (upload permit copy or provide EPA/state facility ID numbers).
• When planning secondary containment, what minimum capacity (percentage of largest container or a fixed gallon capacity) do you require to meet your internal or state standards? Options: 110% of largest container, 125% of largest container, Designed to applicable state code, Other / specify

Transport Bulk Hazardous Materials by DOT Tanker

• Do the bulk shipments require specific DOT specification tank types (e.g., DOT 406 / MC 306 for flammable liquids, DOT 412 for corrosives)? Options: Yes - DOT 406/MC 306, Yes - DOT 412, Yes - other DOT spec (will specify), No bulk tank required
• Which UN numbers or proper shipping names will you ship in bulk tankers during the initial rollout (list top 5 by volume or risk)?
• How many bulk tanker shipments per week do you anticipate on average and at peak? Options: Less than 5/week, 5-20/week, 21-50/week, More than 50/week
• Specify any temperature control, inerting, or nitrogen blanketing requirements for bulk tank loads (include set points and monitoring frequencies).
• Provide the pickup and delivery site constraints that affect tanker access (e.g., weight limits, bridge clearance in feet, daytime delivery windows), including dock height if applicable.
• Who is your emergency contact at origin and destination for bulk tanker incidents (name, role, 24/7 phone)?

Transport Packaged Hazardous Materials by Van/Flatbed

• Do packaged shipments require placarding on the vehicle or only package-level labels and markings (based on quantity per vehicle)? Options: Vehicle placarding required, Package labels only, Mixed - depends on load mix
• Which common packaging types will you use for these shipments (select all that apply)? Options: UN steel drum, UN plastic drum, IBC / Intermediate Bulk Container, Fiber drum, Box/package with inner packagings
• How many packaged hazmat pallets per van or flatbed do you expect on a typical load and at peak? Options: 1-5 pallets, 6-12 pallets, 13-24 pallets, More than 24 pallets
• Specify any special packaging performance requirements such as DOT 49 CFR tested closures, inner packaging absorbent quantities, or UN performance level (e.g., Packing Group II).
• Provide the operational acceptance criteria at pickup that will define a packaged load as ready for transport (e.g., intact UN mark, correct shipping name on package, SDS present).
• When loading packaged hazardous materials, what palletization or blocking-and-bracing standards do you require (e.g., banding, corner boards, dunnage type)? Options: Banding + corner boards, Shrink-wrap only, Blocking and cribbing specified, Shipper decides

Classify Material and Verify Proper Shipping Name/UN

• Do you have complete Safety Data Sheets (SDS) for each SKU to be shipped, including Section 14 shipping classification details? Options: Yes - all SDS available, Partial - some SDS missing, No - need assistance
• Which substances require special classification review because they are reactive, oxidizing, or cryogenic (list by chemical name and CAS number)?
• How will you provide sample lab data or composition statements where classification depends on concentration thresholds (upload or attach analysis reports)?
• Specify the acceptable threshold rules you use to assign a DOT packing group or inhalation hazard classification (for example, percent concentration cutoffs).
• Provide the process owner or role at your organization who will sign off on final proper shipping name and UN number for each SKU.
• Identify any entries that require international ADR/IMDG/IATA classification differences to be managed separately from DOT (list the UN numbers or shipping names).

Prepare DOT-Compliant Shipping Papers and Manifests

• Are your shipping papers generated from an ERP or LIMS that can provide UN number, packing group, and emergency contact fields via CSV or API? Options: ERP with API, ERP with CSV exports, Manual generation, Other
• Specify which manifest template fields are mandatory for your receiving TSDFs or regulators (for example, generator EPA ID, manifest tracking number, waste codes).
• How will the 24-hour emergency response phone number be provided on shipping papers and manifests (single number, per-chemical number, or both)? Options: Single 24/7 number, Per-chemical phone on each SDS, Both
• Provide the acceptance criteria that will validate a manifest or shipping paper as conforming to DOT and RCRA requirements (evidence such as completed fields, signatures, and EPA IDs).
• When electronic manifesting is required, which EDI/API endpoint type does your receiving facility accept (e.g., EPA e-Manifest, custom SOAP/REST)? Options: EPA e-Manifest, Custom REST API, CSV batch upload, No electronic manifest accepted
• Who in your organization will be authorized to sign shipping papers and manifests (name, title, and signature method: digital / wet)?

DOT Packaging, Labeling, and Placarding Services

• Do you require the provider to supply UN-marked packaging versus using your customer-supplied packaging? Options: Provider supplies UN packaging, We supply packaging, Mixed / depends on SKU
• Which labeling standards must be enforced on packages and pallets (49 CFR label formats, OSHA/HCS pictograms from SDS, or state-specific marking)? Options: 49 CFR only, 49 CFR + OSHA HCS, 49 CFR + state markings, Other
• How many SKUs require bulk placarding at the vehicle level under DOT rules versus package-level labels only? Options: None, A few (<5), Several (5-20), Many (>20)
• Specify the minimum inspection checklist items that packaging and labeling QC must verify before release (e.g., UN mark legibility, label orientation, SDS attached).
• Provide the tolerance for labeling corrections on receipt (for example, reject and repack immediately, allow relabel within 24 hours). Options: Immediate reject and repack, Relabel within 24 hours allowed, Case-by-case review
• Identify any state or international marking variants we must accommodate (for example, provincial WHMIS code, ADR tunnel code).

Repack and Overpack Damaged or Nonconforming Containers

• Do you have written compatibility charts for repacking that specify acceptable inner/outer packaging pairs by chemical family and material (e.g., chlorinated solvents into steel vs. plastic)? Options: Yes, documented compatibility charts, Partial - need help completing, No
• Which acceptance tests must be completed after repack/overpack (leak test, headspace analysis, weight check, DOT marking verifications)? Options: Leak test, Weight verification, DOT marking check, Headspace analysis, Other
• How will you document chain-of-custody and transfer for repacked containers to satisfy RCRA manifesting and generator liability records?
• Specify the maximum allowable time that a damaged container may be staged prior to repackaging or disposal (hours/days). Options: <24 hours, 24-72 hours, >72 hours / requires exception
• Provide the PPE and engineering controls required during repack operations for acids, bases, and flammable liquids (for example, acid-resistant gloves, explosion-proof ventilation).
• Identify who will authorize emergency overpack when a container is discovered damaged at pickup or in transit (role, not individual name).

Load Securement and Vehicle Loading Services

• Do your loads require DOT-approved load securement methods for bulk liquids (e.g., certified tanker chocks) or for palletized hazardous materials (strapping standard)? Options: DOT tanker securement, Pallet strapping + shrinkwrap, Both, Other
• Which vehicle-level checks must be performed before departure (brake test, placard verification, cargo shift check, spill kit onboard)? Options: Brake test, Placard verification, Cargo shift check, Spill kit check, All of the above
• How will axle load and gross vehicle weight constraints at origin or destination influence load planning (provide max gross weight or bridge formula limits)?
• Specify any special loading equipment or yard requirements at your sites (e.g., pump-over connections, forklift certification, four-point lifting).
• Provide the acceptance criteria you expect at the loading dock to confirm a vehicle is loaded compliantly (e.g., signed load checklist, photos, driver acknowledgement).
• When sequencing multiple pickups, what routing constraint is highest priority (time windows, hazmat segregation, shortest route)? Options: Time windows, Hazmat segregation, Shortest route, Cost optimization

Transfer Hazardous Waste to Permitted TSDFs

• Do you have pre-selected TSDF facility EPA IDs and acceptance letters for the waste streams you plan to send (list EPA IDs or indicate needed assistance)? Options: Yes - EPA IDs provided, Need help confirming TSDF acceptance, TSDF selection required
• Which waste codes or regulatory descriptions will appear on the RCRA manifest for typical loads (e.g., D001, F003)?
• How many off-site transfers to a TSDF do you expect per month and what is the typical tonnage or gallons per transfer? Options: 1-5 transfers/month, 6-20 transfers/month, More than 20
• Specify any pre-treatment, lab analysis, or sampling requirements the TSDF requires prior to acceptance (e.g., TCLP results, pH range).
• Who will be your primary TSDF contact for scheduling and non-conformance resolution (provide role and preferred contact method)?
• Identify any routing or state permit constraints for cross-state shipments to TSDFs (for example, manifests that require state approvals or EPA notifications).

Prepare RCRA-Compliant Manifests and Disposal Certificates

• Do you require paper manifests, EPA e-Manifest electronic submissions, or both for RCRA shipments? Options: Paper only, EPA e-Manifest only, Both
• Which manifest fields are non-negotiable for your compliance team (for example, generator EPA ID, treatment code, special handling instructions)?
• Provide the timeline you require for manifest reconciliation and final disposal certificate issuance after TSDF acceptance (days). Options: Same day, 1-3 days, 4-10 days, >10 days
• Specify what final disposal documentation you need delivered to your records for regulatory audits (for example, signed manifest copy, TSDF weight tickets, disposal certificate).
• When an off-spec load is rejected by the TSDF, how should manifest and liability be handled (immediate return, interim storage, or alternative TSDF)? Options: Immediate return, Interim storage pending reclass, Route to alternate TSDF, Case-by-case
• Identify the owner in your organization responsible for final sign-off of disposal certificates and record retention period (role and retention years).

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Service Level Agreement (SLA)
• Pricing and Payment Terms
• Certificate of Insurance & Coverage Schedule
• Permits and Facility Acceptance Confirmation
• Emergency Response & Incident Handling Agreement
• Indemnity and Liability Schedule
• Regulatory Compliance Addendum (required if subject to DOT/EPA/OSHA hazmat rules)
• Data Exchange & Documentation Agreement
• Change Order & Scope Amendment

• Go-live Health Check (weeks 1-4)
• First Operational Measurement (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Quarterly Compliance & Success Review (ongoing)

• Adjust the incident escalation matrix and SLAs where recurring delays or handoff gaps are identified.
• Produce a documented pass/conditional/fail decision for each Operational Scope acceptance criterion.
• If any criterion is conditional or failed, agree remediation tasks, verification tests, and firm resolution dates.
• Record the formal acceptance decision in the platform with signatory details for managed engagements.
• Capture the acceptance decision and associated evidence packages in the shared project record.
• Open remediation tickets for any conditional or failed criteria with target verification dates and test steps.
• Schedule the follow-up verification session to confirm remediation completion against each conditional item.
• Trend review of core metrics
• Confirm whether incident rate per 10,000 shipments and corrective action closure time remain within Operational Scope targets or require corrective measures.
• Ensure all open high-severity incidents have a remediation plan with scheduled verification tests.
• Maintain an operational channel for issues and confirm the escalation path and SLA expectations remain current.
• Update the shared incident log with current status, root cause summaries, and planned verification dates.
• Publish a quarterly compliance summary that includes metric trends, open remediation items, and any regulatory or permit changes.
• Reconfirm acceptance criteria and ownership
• Confirm that permits, driver qualifications, and sample manifests are present and meet the Operational Scope requirements.
• Document all critical go-live blockers with resolution windows and next checkpoint dates.
• Establish the hypercare communication channel and issue-triage cadence for the next 30 days.
• Document remaining go-live blockers in the shared issue log with due dates and severity tags.
• Deliver a one-page deployment validation report listing permits, driver certificate snapshots, and sample shipping papers.
• Publish the hypercare contact list and escalation matrix into the shared channel.
• Present first-cycle metric results
• Verify whether hazmat incident rate per 10,000 shipments and compliance documentation accuracy rate meet interim progress expectations against Operational Scope targets.
• Agree a prioritized set of remediation tasks with deadlines to address the highest-impact root causes.
• Confirm the data sources and calculation method for each metric so future comparisons are consistent.
• Publish the metric workbook with raw data extracts, calculation formulas, and baseline references.
• Create a corrective-action tracker that lists each remediation task, acceptance test, and resolution due date.
• Schedule a mid-remediation checkpoint to verify progress on high-severity items prior to the acceptance gate.
• Restate acceptance criteria and numeric targets
• Deployment and operational validation
• Present outcomes against each criterion
• Incident and corrective action detailed review
• Diagnose gaps and root causes
• Open issues and regulatory changes
• Corrective action plan and timeline
• Early adoption and operational signals
• Document pass, conditional pass, or fail per criterion
• Confirm readiness path to acceptance gate
• Formalize acceptance decision and next steps
• Shared channel and escalation health
• Blockers, defects, and incident readiness gaps
• Agree immediate remediation actions