Contract
Bear Dispatch LLC
Contract Agreement
We do not dispatch Box Trucks, Sprinters, or RGNS.
Real Loads, Real Activity, we are serious about getting you the best rates possible.
Address:
phone number: +1 (435) 749-4231
phone number: +1 (405) 434-4452
Email: flora@bear-dispatch.com
Email: Dispatch@bear-dispatch.com
Before you begin, please have these ready to upload:
W-9 (current year)
Operating Authority (MC/US DOT)
Certificate of Insurance (COI) — $1M Auto Liability & $100K Cargo
NOA (Notice of Assignment) if factoring
Tip: PDFs or clear photos (JPG/PNG) work best.
This Agreement (“Agreement”) is between Bear dispatch and the motor contract carrier identified on the signature page (“Carrier”). Carrier acknowledges that Bear Dispatch is a dispatch/document facilitation service only, not a motor carrier and not a broker, and that Carrier retains exclusive possession, control, and responsibility for its operations, drivers, equipment, and regulatory compliance.
Table of Contents
1. Recitals
2. Scope of Work
2A. Service Standards & Non-Negotiables
3. Dispatcher Responsibilities
4. Carrier Responsibilities
4A. Non-Domiciled Driver Compliance / Hold Harmless
5. Compensation & Billing
6. Limited Power of Attorney (LPOA)
7. Cargo Loading Procedures & Responsibilities
8. Disclaimer & Limitations
9. Governing Law
10. Venue
11. Signatures
12. Attachments
13. At-Will Partnership & Termination
1. Recitals
Carrier wishes to engage Bear Dispatch to find, negotiate, and dispatch freight matching Carrier’s equipment, lanes, and revenue goals. Carrier agrees to provide a signed Limited Power of Attorney (LPOA) authorizing Bear Dispatch to exchange documents and confirm accepted loads.
Bear Dispatch acts solely as a dispatcher and document facilitator and is not a motor carrier or broker of record for Carrier’s loads.
Before services begin, Carrier will provide: signed LPOA; Operating Authority; insurance certificates; signed W-9; and this executed Agreement.
2. Scope of Work
2.1 What Bear Dispatch will do
Source freight that fits Carrier’s equipment, lanes, schedule, and revenue targets.
Submit Carrier’s Authority, W-9, and COI to tender loads upon Carrier acceptance.
Coordinate pickup and delivery info as provided by shippers/brokers.
Assist with routine in-transit issues within dispatch capability.
Maintain load records and provide documentation access.
Services are complete after forwarding final rate confirmation and documents.
2.2 What’s Not Included
Operations, repairs, or maintenance.
Collections or financing.
DOT/FMCSA compliance or safety program administration.
2.3 Factoring & Invoicing Conditions
Bear Dispatch does not create invoices in factoring portals. Carrier must submit invoices directly.
Broker credit checks: Performed when Carrier grants access to their factoring partner or credit system.
The carrier must provide BOLs, PODs, lumper receipts, scale tickets, and all factor-required documents.
Summary: Bear Dispatch verifies broker credit when access is provided. Carrier handles invoicing.
2A. Service Standards & Non-Negotiables
Important
Bear Dispatch is selective in the Carriers we onboard. Our dispatch model is designed for partners who value a professional working relationship, clear communication, and efficient decision-making.
2A.1 Exclusive Dispatch Relationship (2 dispatchers)
Bear Dispatcher provides dispatch services under an exclusive working relationship. Once Carrier is assigned dispatcher, Carrier agrees Bear Dispatch will be the only dispatch service actively sourcing or negotiating freight for the units and lanes covered by this Agreement.
Carrier will not use multiple dispatchers, dispatch companies, “backup” dispatchers, internal dispatchers, or any third party to shop, source, or negotiate loads while Carrier is active with bear Dispatch.
Carrier is either active with Bear Dispatch — or not dispatched by Bear Dispatch
2A.2 Fair-Use & Good-Faith Load Sourcing (No Rate Shopping)
Bear Dispatch dispatchers invest significant time sourcing and negotiating loads based on market conditions, equipment availability, and Carrier preferences. Carrier agrees dispatch requests will be made in good faith with a genuine intent to book.
It is not permitted for Carrier to assign Bear Dispatch source or negotiate loads while simultaneously using other dispatchers or services to “compare,” “bid-check,” or pursue higher-paying alternatives.
This policy prevents situations where a dispatcher spends extended time (sometimes hours) sourcing a single load with no true intent to book, resulting in unpaid labor. Bear Dispatch maintains zero tolerance for this conduct.
Material violations may result in suspension or termination of services at Bear Dispatch sole discretion.
2A.3 Technology
Therefore, Bear Dispatch will not agree to utilize or maintain the Carrier’s operations inside a customer’s third-party system as doing so creates increased operational burden.
If requested by a fleet owner and approved by Bear Dispatch in writing, a monthly surcharge will apply (amount to be determined based on scope and workload).
2A.4 Factoring Access Requirement (Broker Credit Vetting)
If Carrier factors loads, Carrier must provide Bear Dispatch personnel with secure login access to the factoring platform (or credit system used) to properly vet and check broker credit.
No exceptions.
2A.5 Non-Solicitation of Bear Dispatch Team Members
Carrier agrees not to solicit, recruit, or offer employment to any Bear Dispatch employee, contractor, or dispatcher during the term of this Agreement and for twelve (12) months following termination.
Soliciting any Bear Dispatch team member for dispatch work or offering employment away from Bear Dispatch will result in immediate account deactivation and discontinuation of services.
3. Dispatcher Responsibilities
Prepare and transmit paperwork to tender loads.
Use good-faith efforts to keep Carrier’s equipment loaded.
Offer each load to the Carrier to accept or decline.
Invoice Carrier and provide billed rate confirmations.
When warranted, dispatchers will attempt to request detention and/or layover when accrued ( as long as advised ahead of time in accordance to the rate con. ); however, Bear Dispatch makes no guarantees such fees will be approved or paid. Bear Dispatch will advise if it is known by the dispatcher of a possibility of detention.
Bear Dispatch assumes no financial or legal responsibility for transactions between Carrier and shippers/brokers and does not control Carrier’s drivers, equipment, or operations.
4. Carrier Responsibilities
Authorize Bear Dispatch (via LPOA) to sign rate confirmations that Carrier has accepted.
Collect payment directly from shipping parties.
Handle delays, OS&D, claims, and collections.
Detention & Layover: Bear Dispatch dispatchers will attempt to request detention and layover when warranted but makes no guarantees. Carrier acknowledges that it is often more successful for the Carrier to secure these fees directly. Detention typically starts after two (2) hours of checking in unless otherwise stated on the rate confirmation. Please remember to be on time to ALL appointments to have a better chance at getting aforementioned.
Maintain compliance with FMCSA, DOT, state laws, insurance, and operational requirements.
4A. Non-Domiciled Driver Compliance, Acknowledgment & Hold Harmless
Carrier affirms, represents, and warrants that:
No driver operating under Carrier’s authority is a “non-domiciled” driver as defined by FMCSA, including holders of non-domiciled CDLs or CLPs.
No company owner acting as a driver has immigration or CDL status that would render them ineligible under FMCSA rules, including the 2025 “Restoring Integrity to the Issuance of Non-Domiciled CDLs” rule.
Carrier has independently verified CDL validity, motor vehicle record ( mvr),work authorization, I-94 documentation, medical card,proficiency in English both written, cooperation and oral, as well as driver qualification files for all drivers.
Carrier understands Bear Dispatch does not verify immigration status, visa category, lawful presence, CDL eligibility, or non-domiciled status.
Carrier will not permit any ineligible, suspended, or non-domiciled driver or non-english speaking driver to operate under their DOT/MC authority.
Indemnification: Carrier agrees to indemnify, defend, and hold harmless Bear Dispatch its owners, employees, and contractors from any claim, loss, investigation, accident, penalty, FMCSA action, or allegation that Bear Dispatch “should have known” a driver was ineligible, non-domiciled, or otherwise unlawfully operating.
Duty to Update: Carrier must notify Bear Dispatch immediately if any driver’s CDL, CLP, immigration status, work authorization, or lawful presence changes, or if any driver becomes non-domiciled under FMCSA rules.
This section survives termination of the Agreement.
5. Compensation & Billing
The carrier pays a dispatch fee as agreed during onboarding.
Bear Dispatch invoices each Friday for that week’s loads.
Payment is due within 5 days;will drafted off of the card that is on file
Late balances will incur suspension of services
6. Limited Power of Attorney (LPOA)
6.A Purpose
Confirm carrier-approved load acceptance.
Transmit Authority, W-9, COI, and necessary documents.
Respond to routine broker/shippers document requests.
6.B Limits
No authority beyond dispatch functions.
6.C Safeguards & Revocation
The carrier retains full operational control.
Carrier may revoke LPOA by written notice.
7. Cargo Loading Procedures & Responsibilities
7.AProcedures
Secure cargo to prevent leaks, spills, shifts, or blow-offs.
Restrain rolling articles with chocks, wedges, or cradles.
Ensure cargo withstands deceleration standards.
7.B Responsibilities
Drivers verify securement and inspect at required intervals.
Sealed shipments may limit inspection responsibilities.
Shippers may be responsible for negligent improper loading.
8. Disclaimer & Limitations
Bear Dispatch is not responsible for billing issues, advances, DOT compliance, OS&D, or long-term document storage. With respect to accessorials such as detention and layover, Bear Dispatch dispatchers may attempt to request such fees when warranted, but makes no guarantees that fees will be approved or paid. Carrier acknowledges it is often more successful for Carrier to secure these fees directly. Unless otherwise stated on the rate confirmation, detention typically begins after two (2) hours from check-in.
Maximum liability is limited to the total dispatch fees paid in the three months preceding any claim.
9. Governing Law
This Agreement is governed by the laws of Oklahoma.
10. Venue
The exclusive venue lies in McIntosh County, Oklahoma.
11. Signatures — Scroll down to sign
Carrier
Carrier Legal Name:
______________________
MC / USDOT:
______________________
Authorized Signer:
______________________
Title:
______________________
Date:
______________________
Email:
______________________
Signature: ________________________
Bear Dispatch(Dispatcher)
Company:
Bear Dispatch
Address:
Authorized Signer:
______________________
Title:
______________________
Date:
______________________
Email:
Bear Dispatcher
Signature: ________________________
By signing electronically, both parties agree that electronic signatures are valid and enforceable, and that the person signing represents and warrants they have full legal authority to bind the Carrier and/or Bear Dispatch as applicable).
12. Attachments
Signed Limited Power of Attorney (LPOA)
13. At-Will Partnership & Termination
This Agreement is not a fixed-term contract. The relationship between Bear dispatch and Carrier is an at-will business partnership, meaning either party may discontinue the dispatch relationship at any time, for any lawful reason, with or without cause.
Carrier may elect to discontinue dispatch services by providing written notice to Dispatch@bear-dispatch.com flora@bear-dispatch.com Notice is effective when received.
Upon termination, Carrier remains responsible for payment of any outstanding invoices for services already rendered. Outstanding balances will be settled using the payment method on file in accordance with standard billing terms.
In the unlikely event that amounts remain unpaid after reasonable billing and reconciliation efforts, Bear Dispatch may pursue standard collection remedies consistent with applicable law and customary business practice. Where applicable, unpaid accounts may be referred to a third-party collections provider, which may impact a Carrier’s business or credit profile. ______
This section is intended to clarify termination procedure and financial close-out for services rendered; it is not intended to be punitive or threatening.
Entire Agreement. This Agreement and its Attachments constitute the entire agreement between the parties regarding the dispatch relationship and supersede prior oral or written discussions on the same subject.
Severability. If any provision is held unenforceable, the remaining provisions shall remain in full force and effect.
No Waiver. Failure to enforce any provision shall not constitute a waiver of future enforcement of that provision or any other provision.
Survival. Sections related to compensation/billing, limitations of liability, indemnification/hold harmless, and any provisions that by their nature should survive, shall survive termination.
FREIGHT DISPATCH AGREEMENT CONTINUED
Name:
First
Last
Phone:
+__(___) ___-____
📧 Email:_____________
Company Name:____________________________________________________
Employer Identification Number (EIN):_________________________________________
DOT Number:__________________________________
MC Number (Authority):____________________________________
📍Company Address:
Street Address
Street Address 2
City
State
Zip
🚚 Truck / Trailer Type:
Truck:_______________________________________
Trailer:_______________________________________
⚠️ Please note: If you have a pickup truck with a trailer, that is a Hot Shot, not a Flatbed.
🏦 Factoring Company *
Select...
CDL – Front Image and back (Required)
Clear photo of the front of CDL. Full card visible, no glare.
JPG, PNG, or PDF accepted.
📸 Your Truck Image
MC Letter of Authority *
📄 PDF files only — no pictures.
Certificate of Insurance (COI) *
📄 PDF files only — no pictures.
W-9 for USA Carriers
W-8BEN for Canadian Carriers
📄 PDF files only — no pictures.
Notice of Assignment (NOA) from factoring partner
📄 PDF files only — no pictures.
Optional File - 1
📄 PDF files only — no pictures.
Optional File - 2
📄 PDF files only — no pictures.
Signatures:________________________________________________________
Your Title :_________________________________________________________
Your Signature:______________________________________________________
