Subcontractor Management
Service Provider Categories
Tio Lojistik manages its service providers according to their type of activity under the following main categories:
Road Transport Service Providers
Sea and Rail Transport Service Providers
Tank Container Providers
Storage, Maintenance, Test, and Repair Service Providers
Critical Equipment Providers
This system is designed to secure both operational efficiency and risk management.
Subcontractor Classes
Within the scope of our Quality Management System, service providers are divided into the following classes:
Fully Integrated Subcontractor: Companies that have a direct contract with Tio Lojistik, operate with their own vehicles and personnel, and have an SQAS audit history.
Non-Fully Integrated Subcontractor: Companies that perform transport with their own vehicles and drivers, and have been audited and approved by Tio Lojistik.
Spot Subcontractor: Companies providing services via immediate calls, generally not subject to the audit and approval process.
Service Subcontractor: Companies providing indirect contributions such as storage, testing, analysis, calibration, maintenance, or training.
Chained Subcontractor: The situation where a subcontractor delegates the work to another company. This cannot be done without the written permission of Tio Lojistik.
Critical Equipment Suppliers: Companies that provide products or services of vital importance for operational continuity, legal compliance, or customer satisfaction.
Suspended/Non-Compliant Subcontractor: Companies found to be non-compliant in terms of performance or regulation.
Tio Lojistik Subcontractor Requirements
Subcontractor candidates who wish to work with Tio Lojistik are obliged to meet the following conditions:
1. Legal Compliance and Documents
Possess a valid Transport Authorization Certificate, Dangerous Goods Activity Certificate, and comply with relevant legislative requirements.
These documents are mandatory for the legal execution of transport activities. The subcontractor must track the validity period of the documents and present them upon Tio Lojistik's request.
Missing documents prevent the start of the operation.
Possess the necessary certificates under ADR (vehicle, driver, equipment).
ADR certificates are critical for safety and legal compliance in the transport of dangerous goods.
Vehicles and drivers must comply with ADR requirements, and equipment must meet the standards specified in the ADR Convention.
Keeping these certificates up-to-date minimizes operational risks.
Have an assigned Dangerous Goods Safety Advisor (TMGD).
TMGD is a legal requirement in dangerous goods transport and ensures the safe execution of operations.
The subcontractor must document the TMGD appointment and prove that the advisor is actively working.
This requirement is important for both regulatory compliance and risk management.
2. Safety and Risk Management
Implement procedures in accordance with the ADR 1.10 security plan. The subcontractor must create and implement a security plan under ADR 1.10.
This plan details security measures for the transport of high-risk products. Tio Lojistik audits the existence and effectiveness of this plan.
Have an SQAS or equivalent audit history for vehicle and driver safety.
The SQAS audit demonstrates that safety and quality standards are met in logistics operations. The subcontractor must pass SQAS or Tio Lojistik's equivalent audit criteria.
This is a critical requirement for customer confidence and operational sustainability.
3. Quality and Audit
Pass the SQAS Transport Service Module or Tio Lojistik’s equivalent audit criteria.
The subcontractor must pass audits that document quality and safety standards. These audits verify the conformity of operational processes to international standards.
Audit reports must be regularly updated and submitted to Tio Lojistik.
Comply with Tio Lojistik’s quality management system. The subcontractor must show full compliance with Tio Lojistik's procedures and quality policies.
This compliance increases customer satisfaction and operational efficiency. Corrective actions must be implemented immediately in case of non-compliance.
4. Operational Requirements
Maintain regular maintenance and calibration records for vehicles and equipment. Maintenance and calibration are mandatory for operational safety.
The subcontractor must regularly keep maintenance records for all vehicles and equipment and present them to Tio Lojistik upon request.
A vehicle or equipment must not be used before deficiencies are remedied.
Obtain written approval from Tio Lojistik for the use of a chained subcontractor.
The subcontractor cannot delegate the work to another company without the written permission of Tio Lojistik.
This condition is set to maintain operational control and quality assurance.
Drivers must have completed ADR training and BBS (Behavioral Based Safety) training.
ADR and BBS training for drivers are critical for safe driving and risk awareness.
Training documents must be regularly checked and current.
5. Environment and Sustainability
Have and implement environmental protection policies.
The subcontractor must conduct environmentally sensitive operations and document these policies. Emission control, energy efficiency, and waste management are evaluated within this scope.
Document waste management and spill prevention procedures.
Spill and leakage risks in chemical transport pose serious environmental threats. The subcontractor must develop and implement procedures to prevent these risks.
6. Communication and Emergency Management
Share emergency procedures and communication plans with Tio Lojistik.
The subcontractor must align its procedures with Tio Lojistik's for fast and effective response in emergencies.
These plans should include the steps to be taken and the communication chain according to the type of incident.
Make incident and accident notifications in accordance with the Tio Lojistik format.
Every incident must be reported in the format and time specified by Tio Lojistik. This practice provides critical data for risk analyses and corrective actions.
7. Selection, Audit, and Periodic Assessment
The selection of subcontractors is made under the condition of full compliance with Tio Lojistik's quality, safety, and sustainability policies.
Before the business partnership begins, candidate companies must pass the audit and approval processes determined by Tio Lojistik.
This process covers criteria for legal compliance, operational adequacy, and risk management.
Subcontractors are regularly monitored and subjected to periodic assessments during the working period.
Tio Lojistik continuously tracks criteria for performance, regulatory compliance, and customer satisfaction.
Audit reports and observation results play a determining role in the continuation of business relations.
When any non-compliance is detected, operations are immediately stopped and corrective actions are implemented.
This policy is mandatory to minimize operational risks and protect Tio Lojistik's service quality. Work cannot be restarted until the non-compliance is remedied.
8. Performance and Assessment Criteria
Subcontractors are regularly assessed according to the performance criteria determined by Tio Lojistik. This assessment is critical to ensuring operational safety, legal compliance, and customer satisfaction. The weight and importance of each criterion are defined in the procedures.
The main performance criteria are:
Validity of ADR and legal documents, 100% compliance is mandatory.
Drivers' licenses and competencies, 100% compliance is mandatory.
Compliance with working hours, 100% compliance is mandatory.
Compliance with drug and alcohol policies, 100% compliance is mandatory.
Vehicle certificates and technical inspections, 100% compliance is mandatory.
Vehicle and equipment suitability, 100% compliance is mandatory.
Compliance with driver selection criteria, 100% compliance is mandatory.
Compliance with customer requirements, 100% compliance is mandatory.
Validity of insurance policies, 100% compliance is mandatory.
Use of PPE (Personal Protective Equipment), 100% compliance is mandatory.
Up-to-dateness of emergency response equipment, 100% compliance is mandatory.
Compliance with route planning, 100% compliance is mandatory.
Delivery performance, 100% compliance is mandatory.
Suitability of TMGD activities, 100% compliance is mandatory.
Non-compliance remediation performance, 100% compliance is mandatory.
Customer complaints, 100% compliance is mandatory.
Compliance with contract terms, 100% compliance is mandatory.
Number of BBS trained drivers, 100% compliance is mandatory.
In case of non-compliance: When any critical non-compliance is detected, operations are immediately stopped. Work cannot be restarted until corrective actions are completed.
Critical Equipment Providers
The procurement of equipment used in Tio Lojistik’s operational activities that is of vital importance for the safe, uninterrupted, and regulatory-compliant execution of the service is handled as "critical equipment" within the scope of this section.
Equipment such as prime movers, semi-trailers, tank containers, hoses, pumps, gaskets, etc., is procured by evaluating criteria such as compliance with technical specifications, quality certificates, warranty period, access to spare parts, and supplier history.
Tio Lojistik will look for the following competencies in the procurement of equipment, as explained below:
In Tank Container Procurement,
They must be of a size and structure compliant with ISO and CSC criteria, and meet ADR requirements according to the SDS information of the product to be transported.
They must have stainless steel tanks; for aggressive chemicals, internal coating suitable for the SDS should be preferred.
They must have a railed structure suitable for working at heights, preferably double-sided.
The walkway must be 8-type or full (full walkway); it must be non-slip and provide safe passage.
Manhole covers must be suitable for the working pressure of the tank:
Main cover: 500 mm, 8-pin
In baffled models: 300 mm washing manhole cover for each compartment
The safety valve must be positioned to open at the working pressure.
The air valve system should be designed to be controlled from the ground without climbing onto the tank.
A remote shut-off system must be positioned remotely (on the right/left chassis) at the rear of the tank to reduce risks during discharge.
Triple valve group: Safety valve (foot valve), butterfly valve, and blind cap with 3” BSP threaded connection.
The earthing lug must be capable of safely discharging the static electricity charge to the ground at the discharge area.
Tank container locking systems must be compatible with the transport vehicles and capable of being fixed to reduce the risk of tipping and sliding.
Reflective warning strips and labeling areas must comply with standards for visibility and product identification.
Tank volume must be determined according to operational needs, and the filling capacity must be clearly documented.
Access to spare parts must be guaranteed by the manufacturer or supplier; technical support must be provided for maintenance and repair processes.
Warranty period must be a minimum of 2 years and include comprehensive warranty against manufacturing defects.
Spare Parts and Gasket Procurement for Equipment on Tank Containers:
As a basic principle, spare parts and gaskets for the equipment on the tank container (valve, manometer, gasket, cover, safety valve, etc.) should be preferred to be an exact match with the brand and model specified by the original manufacturer of the tank.
This approach is critical for operational safety, sealing, compliance with standards, and customer satisfaction.
To create procurement diversity, alternative manufacturers' products with technically equivalent qualifications to the original brand and model may also be evaluated.
In this case:
The product must be fully compatible with the original equipment in terms of dimensions, material, durability, and connection type.
Test reports, conformity documents, and reference uses must be requested for alternative products.
In gasket selection, chemical resistance, temperature tolerance, and sealing performance must be considered in line with the SDS information of the product to be transported.
Spare parts must have a labeling system; the manufacturer's name, production date, technical specifications, and compatible tank model must be clearly stated.
Purchased parts must undergo a pre-test for mounting compatibility with the original equipment.
The warranty period must be a minimum of 1 year; comprehensive warranty must be provided against manufacturing defects, especially for gaskets and sealing elements.
The supplier must be able to provide spare parts continuity, emergency supply capacity, and technical support.
In Prime Mover Vehicle Procurement
As a basic principle, prime mover vehicles to be purchased must have the technical capabilities for both driving safety and operational efficiency.
The following features are evaluated as a priority in vehicle selection:
Air conditioning system must be available for driving comfort and safety.
Along with electronic stability control, a rollover risk warning system must be located inside the cabin.
Reflective warning plates and strips must be on the vehicle.
Safe connection must be provided with a fifth wheel coupling lock system (mechanical).
Forward distance obstruction scanning system, in-cab audible warning, and systems that provide automatic slowing/braking assistance when necessary should be preferred.
Vehicle security must be enhanced with an immobilizer system.
A lane departure warning system should warn the driver when the vehicle starts to leave its lane.
Driver fatigue and drowsiness detection systems should be preferred for long-haul operations.
A system to prevent communication while driving should be available to prevent distraction.
Quick and safe access to the fire extinguisher and emergency equipment must be provided.
A fuel consumption and driving habits reporting system obtainable from the vehicle's brain must be available. This system:
Should be able to analyze data such as sudden acceleration, sudden braking , and gear and accelerator pedal applications according to speed.
This data must be reportable for use in BBS Observer Assessments.
The supplier must demonstrate adequacy in terms of service network, spare parts supply, warranty period (minimum 2 years), and technical support.
In Container Carrier Semi-Trailer Procurement
As a basic principle, semi-trailers to be purchased must be suitable for tank container transport and have the technical features to ensure operational safety.
The following criteria are evaluated as a priority in the procurement process:
A stepped platform that ensures personnel safety during access to the discharge valve, hose connection, and disconnection processes must be available.
Container locks must be fully compatible with the technical standards (ISO, EN, etc.) of the tank container to be transported.
Rollover detection warning system should allow risks to be notified in advance during operation.
Reflective warning plates, side strips, and electric side lighting lamps must increase visibility at night and in low-visibility conditions.
Safe access to emergency tools such as fire extinguishers and loading/unloading equipment must be provided.
Support legs capable of carrying the semi-trailer's own weight, the tank, and the maximum load inside must be available when the prime mover is detached.
Security must be ensured with a King Pin locking system to prevent the risk of theft or unauthorized use when the prime mover is removed.
Mechanical, electronic, or pneumatic systems must be available to prevent the semi-trailer from falling or moving when the fifth wheel connection is not secure.
A labeling system must be on the product; the manufacturer's name, production date, technical specifications, and compatible container type must be clearly stated.
The supplier must demonstrate adequacy in terms of spare parts supply, service network, warranty period (minimum 2 years), and technical support.
In Hose Procurement,
As a basic principle, the technical adequacy and chemical resistance of the hose are determined by examining the SDS information of the product requested by the customer and planned for discharge.
Hoses are equipped with measurements, lengths, and connection elements determined according to customer needs.
In cases where a special customer request is not submitted, a special solvent hose with the following standard features is purchased:
With the feature of transferring static electricity,
Resistant to a working pressure of at least 16 bar,
2" diameter, 6 meters long,
2" female Camlock connection (with blind cap) secured to both ends using the crimping method.
When extension is needed, a second hose is supplied with one end 2" male and the other end 2" female Camlock (with blind caps).
Hoses must have conformity documents to international standards such as ADR and EN ISO 10380.
The inner surface coating must be selected not to react with the product to be transported; a special coating should be preferred, especially for aggressive chemicals.
Working and burst pressure values must be clearly labeled on the hose.
The earthing feature must be compatible with the earthing lug at the connection points.
The labeling system should include the product type, production date, expiration date, and technical specifications.
Hose carrying and storage apparatus should be supplied to prevent crushing, bending, and deformation.
The warranty period must be a minimum of 1 year and include comprehensive warranty against manufacturing defects.
In Pump Procurement
As a basic principle, the necessary technical specifications and chemical resistance criteria for the pump are determined by examining the SDS information of the product to be discharged.
Pump selection is made according to operational parameters such as the viscosity, temperature, flow rate, and discharge time of the product to be transported.
In cases where a special customer request is not submitted, a discharge pump with the following standard features is purchased:
Suitable for chemical transport,
ATEX certified (for safe use in explosive environments),
With a minimum 2” inlet/outlet diameter,
With a minimum flow capacity of 5 m³/hour,
With a stainless steel body,
With PTFE or Viton gasket/cover,
Electric motor and IP 55 protection class,
Equipped with thermal protection and overload protection systems.
A labeling system must be on the pump; the product type, production date, technical specifications, and serial number must be clearly stated.
Pump connection elements (flange, Camlock, clamp, etc.) must be selected to be compatible with the product to be transported and to ensure sealing.
Along with the pump, earthing connection points, anti-vibration feet, and carrying apparatus must be supplied.
The warranty period must be a minimum of 1 year; separate warranty coverage must be specified for the motor, body, and gasket systems.
The pump manufacturer or supplier must be able to provide spare parts supply and technical service support.
The pump must be accepted after undergoing a pre-use test; the test report must be added to the procurement file.
Calibratable Devices
Calibratable devices (manometers, thermometers, torque wrenches, weighing devices, etc.) are equipment that requires special evaluation in terms of measurement accuracy and reliability.
The following points are considered in the procurement of such devices:
Technical and Calibration Documents
Calibration Certificate: Must be submitted with the device; the accreditation of the organization issuing the certificate must be checked.
Calibrated Measurement Range: The measurement range specified in the certificate must be suitable for the operational need where the device will be used.
For example, the pressure range for a manometer and the temperature range for a thermometer must be clearly stated.
Calibration Date and Validity Period: The validity of the certificate must be checked; devices whose validity has expired should not be purchased.
Compliance with Technical Specification: The technical features of the device (sensitivity, durability, unit of measurement, connection type, etc.) must be compatible with the technical specification.
Control upon Product Delivery: Physical suitability, compliance with the calibration certificate, and compliance with the technical specification are checked.
Calibration Tracking: The device is included in the calibration schedule. Periodic calibrations are tracked and recorded by the relevant department.
CSR, Corporate Social Responsibility
The Service Provider undertakes to comply with the Tio Business Ethics rules, and undertakes to comply with the ethical and practical criteria and obligations stated in the Company policy while performing its duties. The Service Provider is required to comply with these rules equally in carrying out its operations. The Service Provider will regularly provide verbal and written information to Tio Lojistik to ensure the achievement of purposes and goals.
General Working Conditions for Transport Service Providers
All work and operations will be carried out within the framework of general quality, safety, and health conditions, as well as instructions related to the relevant work and operation transmitted via phone, fax, e-mail, text message, or WhatsApp.
The Service Provider must ensure full compliance with all national and, where applicable and enforced, international laws and regulations in the execution of work and operations. The Service Provider must instruct all its personnel accordingly.
The Service Provider must possess all legally required permits and authorizations.
The Service Provider will execute the transport of the product, the destination warehouse/customer, and the washing stations with absolute confidentiality. Tio will also demand this from its drivers and personnel.
Special instructions given during the transport of high-risk dangerous goods must be implemented.
The Service Provider will provide and use all possible means to protect the vehicle, the container or tank container, and the transported goods from theft, damage, and similar criminal incidents. Furthermore, the Service Provider must have taken the necessary precautions, including insurance, against potential damage and loss to third parties.
The Service Provider must constantly maintain measures regarding drug and alcohol use. It will not allow work under the influence of drugs, alcohol, or similar substances, whether prescribed or unprescribed, which may endanger the user or third parties during loading, transit, or discharge.
The Service Provider must comply with the driving and rest hours specified in the laws and regulations.
Drivers assigned by the Service Provider to be utilized in relation to Tio Lojistik’s order must possess all legally mandatory licenses, certificates, training, and vocational training (ADR certificate, etc.).
Drivers assigned by the Service Provider to be utilized in relation to Tio Lojistik’s order will be subjected to periodic medical (health) tests for the correct and safe execution of the work. The results of these tests will be immediately submitted to the knowledge of Tio Lojistik upon its first request.
Having received or initiating work to receive Behavioral Based Safety (BBS) and Defensive Driving training will be important in the selection of the Service Provider and the continuation of business relations. The Service Provider's personnel are expected to possess the specified training.
In the transport of ADR class products, the driver, vehicle, and equipment provided by the Service Provider are expected to comply with the conditions and requirements specified in the ADR Convention.
Drivers performing transport orders related to ADR products must possess the legally required ADR equipment.
All equipment, vehicles, and apparatus provided by the Service Provider will be compliant with the instructions related to the relevant work and operation transmitted via phone, fax, e-mail, text message, or WhatsApp, along with legal requirements.
The Service Provider is obliged to regularly perform the necessary basic and/or additional maintenance, repair, and tests for all equipment, vehicles, and apparatus it provides, in addition to legally mandatory ones, and ensure their healthy operation. Vehicles and equipment must be procured in accordance with the criteria in Tio Lojistik's procurement criteria.
The Service Provider is responsible for regularly performing maintenance, repair, and tests of fire extinguishers, hoses, compressors, personal protective equipment, and similar other equipment in use, remedying deficiencies, or replacing them with new ones.
If deficiencies detected in vehicles and equipment pose risks in terms of health, environment, and safety, the Service Provider will absolutely not put these vehicles and equipment into use before they are remedied. If such detections are made during use, the vehicle and equipment in this condition will not be allowed back on the road , and, if possible, the shipment will be ensured to continue as planned by replacing them with new ones.
The Service Provider is obliged to notify Tio Lojistik of all non-compliances regarding Quality, Safety, Health, and Environment , and the non-compliance will be detailed in the relevant form provided by Tio Lojistik. Some of these non-compliances include, but are not limited to : delays, road breakdowns, cargo damage, safety and environmental accidents, product contamination and cargo losses, missing or incorrect transport documents, incorrect labeling, near misses and dangerous conditions, or unsafe conditions at loading or unloading locations.
The Service Provider will immediately notify all emergencies to Tio Lojistik's 24/7 emergency numbers: 0530 730 96 63.
The Service Provider cannot transfer or delegate the transport assigned to it to third parties without the permission of Tio Lojistik.
While performing the transport of ADR class products, the Service Provider will choose the highway or the most suitable road. Travel will be as far away from crowded areas as possible. When transporting dangerous cargo, residential areas should always be avoided, except where necessary for loading/unloading. Directions should be considered when there is no other possibility or when legally required.
The Service Provider will park its vehicles, whether full or empty, in approved and secure areas.
The Service Provider will cover its responsibilities regarding damage and loss that may occur to the transported goods and equipment (container/tank container), as well as those for the lives and property of third parties, whether legally mandatory or otherwise, with insurance coverage. The Service Provider will immediately submit the relevant policies upon Tio Lojistik's request.
The Service Provider will have coverage for damage and/or loss under the transport conditions or standards specified in the law for which it is responsible. This means that international transport is covered according to CMR conditions.
The Service Provider will ensure the cleanliness and regular maintenance of the equipment (container/tank container) and/or apparatus such as hoses and/or pumps, if provided for use. In the context of tank container use, the Service Provider will document that the previous cargo has been cleaned at authorized washing stations, that the periodic tests of the tanks are valid, and that the valve and, if necessary, manhole gaskets have been replaced with new ones before executing the loading order given by Tio Lojistik.
The Service Provider is obliged to check that the tank (container) is sealed, if necessary, after cleaning and after loading, and that the seal numbers are written on the cleaning document and waybill (CMR) respectively.
The Service Provider will fully and definitively inform its drivers and personnel to comply with the rules applied at loading and discharge locations, and the instructions of the relevant site and Tio Lojistik officials. The Service Provider's drivers and personnel are obliged to exhibit respectful, positive, and collaborative behavior in their contact with both Tio Lojistik officials and loading/discharge location officials.
In case of disputes that may occur at loading and discharge locations, the Service Provider will immediately contact Tio Lojistik for the resolution of the matter. The Service Provider will not take any action or contact without notifying Tio Lojistik or on its behalf in such an incident.
In case of accidents that may occur during transit, loading, and discharge locations, the Service Provider will immediately contact Tio Lojistik. The Service Provider will not take any action or contact without notifying Tio Lojistik or on its behalf in such an incident. The Service Provider will transmit all official and unofficial information and reports related to the accident to Tio Lojistik completely and fully to clarify the cause of the accident. If any report and information forms are provided by Tio Lojistik, they will be completed fully and transmitted to Tio Lojistik.
The Service Provider will immediately notify Tio Lojistik of dangerous conditions and situations during transit, loading, and discharge locations that could lead to accidents, even if it does not ultimately suffer damage or loss, or if no accident ultimately occurs. If any report and information forms are provided by Tio Lojistik, they will be completed fully and transmitted to Tio Lojistik.
The Service Provider must have a system to collect data about transport (Greenhouse Gas (GHG) emissions). It will periodically inform Tio about the necessary information. Tio Lojistik has a system to calculate transport GHG emissions (CO2 equivalent per Ton.km). Using the collected data, Tio Lojistik creates a program to reduce transport GHG emissions, which includes:
Measures: Optimization of train transport planners and empty kilometer reduction in transport load, state-of-the-art trucks, low-resistance tires, Tire Pressure Monitoring System (TPMS).