Dear Vendor: We have over 110 locations, and our business concept requires that we decentralize our buying. We have over 45 individual buyers and 3 distribution centers servicing these locations. In order for this to work to both our advantages, adherence to our shipping and packaging instructions is crucial. Currently, we are experiencing a huge amount of shipments, which do not follow these guidelines. If SSV instructions are followed, it is very easy for us to receive, process and ultimately sell merchandise. When these directions are not followed, as is currently the case in the majority of shipments, it leads to extremely costly delays and backs up our receiving facilities. We need assurances from you, our vendors that you will abide by the shipping and packaging instructions. EFFECTIVE IMMEDIATLY, IF OUR SHIPPING AND PACKAGING INSTRUCTIONS ARE NOT FOLLOWED, EITHER SIGNIFICANT PENALTIES WILL BE IMPOSED OR THE MERCHANDISE WILL BE RETURNED. PURCHASE ORDERS THAT DO NOT COMPLY WITH THE FOLLOWING INSTRUCTIONS WILL BE REFUSED OR ASSESED A PENALTY OF 8% OF THE TOTAL INVOICE OR A $100 MINIMUM PENALTY. *NOTE – NO DEDUCTIONS WILL BE TAKEN WITHOUT PROPER NOTIFICATION. DEDUCTIONS WILL NOT BE TAKEN WITHOUT FIRST OFFENSE WARNING LETTER BEING ISSUED. Please designate one person who will sign the enclosed documents and make sure the information is disseminated to the appropriate people in your system, who will ultimately be responsible for seeing that these guidelines are adhered to. If you cannot comply with these instructions please contact us immediately so we can authorize a change. Very truly yours,
Ken Gart President
TABLE OF CONTENTS
1. 2. 3. 4.
5. 6. 7. 8. 9. 10.
Routing Instructions SSV Routing Guide Grid Labeling Instructions and Carton Markings Billing Address and Acknowledgements Receiving Facilities and Ship to: Glenwood Springs, CO Denver, CO Stateline, NV Shipping Locations for All Stores Packing Slip Requirements Vendor Invoices Other Information Signature of Representative – to be signed and returned Contact Sheet – to be signed and returned
1. ROUTING INSTRUCTIONS
*ALL SHIPMENTS MUST BE SENT COLLECT OR THIRD PARTY BILLING VIA OUR APPROVED CARRIERS LISTED BELOW. WE WILL NOT PAY FREIGHT CHARGES ON MERCHANDISE INVOICES! See included “Vendor Routing Guide” which details how Specialty Sports’ shipments are to be routed.
If there are any questions regarding the routing instructions: Contact Jim Hamilton, our Senior Manager of Distribution, at (303) 338-6449.
Our approved carriers are UPS or ABF. Under 500 pounds or less than a full pallet, ship via: UPS “Third Party” 1-800-PICK-UPS It is essential that you use our account number. Our UPS Service account number is 6235EW. Please note this on the form and mark it: “Third Party”. Misuse of our UPS account number will result in charge backs and penalty fees.
Our primary preferred LTL carriers are:
ABF Freight Systems, Inc. Yellow Freight Systems, Inc.
On any shipments over 500 pounds or a full pallet, please schedule all Specialty Sports shipments on ABF Freight or Yellow Freight by contacting them directly at their toll-free number: 1-800-610-5544 (ABF) for pick-up OR 1-800-610-6500 (Yellow). They will be happy to accommodate all your transportation needs for Specialty Sports and all our affiliated companies. Use of an unauthorized carrier will result in shipment refusals, charge backs and/or penalties.
Any shipments that Specialty Sports pays for must move with collect terms via ABF Freight, Yellow or UPS. If you cannot comply with this request, contact Jim Hamilton, our Senior Manager of Distribution, at (303) 3386449. When filling out “Bill of Lading” forms, please make sure to record the “bill to” instructions on the original. It is designated “Bill to” in the body of the bill. Upon request we can provide a sample for additional information and guidance. Over 20,000 pounds -please call Jim Hamilton, our Senior Manager of Distribution, at (303) 338-6449.
Specialty Sports Venture, LLC Vendor Routing Guide
First 3 Digits of PO #
100 - 199 200-249 250 - 299 300 - 349 350 - 399 400 - 419 420 - 449 450 - 479 480 - 499 500 - 549 550 - 599 600 - 619 620 - 649 650 - 699 700 - 749 750 – 799 800 – 899 900 – 949 950 – 959
Store Name / Location
Colorado Ski and Golf, Denver Metro Boulder Ski Deals Gear Direct, Ecommerce Grand West Outfitters, Colorado Springs Bicycle Village, Denver Metro Telluride Sports Peak Sports, Crested Butte Aspen Sports Ski Depot Sports, Winter Park Keystone Sports Breckenridge Sports Mountain Sports Outlet, Silverthorne Peak Sports, Copper Mountain Taylor Creek, Basalt Vail Sports Beaver Creek Sports Heavenly Sports, Stateline NV All SSV Rental
Ship-To DC #
DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 998 Glenwood Springs DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 999 Aurora CO DC # 998 Glenwood Springs DC # 998 Glenwood Springs DC # 998 Glenwood Springs DC # 998 Glenwood Springs DC # 908 Stateline NV DC # 999 Aurora CO DC # 996 Avon CO DC # 996 Avon CO
Under 500 Pounds Ship Via
UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW UPS Third Party Account 6235EW
Outside CO, Over 500 Pounds, Ship Via
ABF Third Party Bill Account 507230 ABF Third Party Bill Account 507231 ABF Third Party Bill Account 507232 ABF Third Party Bill Account 507233 ABF Third Party Bill Account 507234 ABF Third Party Bill Account 507235 ABF Third Party Bill Account 507236 Yellow Freight, Third Party Bill ABF Third Party Bill Account 507236 ABF Third Party Bill Account 507237 ABF Third Party Bill Account 507238 ABF Third Party Bill Account 507239 Yellow Freight, Third Party Bill Yellow Freight, Third Party Bill Yellow Freight, Third Party Bill Yellow Freight, Third Party Bill ABF Third Party Bill Account 507239 ABF Third Party Bill Account 507240 Yellow Freight, Third Party Bill Yellow Freight, Third Party Bill
Inside Colorado, Over 500 Pounds, Ship Via
Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing Call SSV for Routing ABF Third Party Bill 507240 Call SSV for Routing Call SSV for Routing
960 – 969
Call SSV for Routing
2. LABELING INSTRUCTIONS & CARTON MARKINGS
To insure that all cartons can be easily identified and accurately received, certain specific information must be marked on each carton. 1. 2. 3. 4. Specialty Sports purchase order number
(Orders without a valid PO # cannot be processed and will be refused)
Vendor name and return address Ship to address Number of cartons in shipment (i.e. “1 of 3”, “2 of 3”, “3 of 3”)
All the above information should be placed on each carton. ANY ORDER WITHOUT A VALID 6 DIGIT SPECIALTY SPORTS PO # WILL BE REFUSED
3. BILLING ADDRESS & ACKNOWLEDGEMENTS
BILLING ADDRESS: All original invoices must be sent to: Specialty Sports Venture LLC Attn: Accounts Payable 233 Milwaukee Street Denver, CO 80206
DO NOT SEND ANY MECHANDISE TO THIS ADDRESS
ACKNOWLEDGEMENTS AND CONFIRMATIONS: All vendors must send an order confirmation 60 days prior to shipment, if this is a preseason order, reorders will be confirmed over the telephone by our data entry staff. All order acknowledgements must be sent to: Specialty Sports Attention: Data Entry 233 Milwaukee Denver, CO 80206 Buyers may request a copy, however the original must be sent to Specialty Sports at the above Address.
4. RECEIVING FACILITIES & SHIP TO ADDRESSES
We have three Distribution Centers; the PO will indicate which receiving facility to ship to. If there are questions please contact the Buyer. Please note that the shipping address and the billing address are different.
DO NOT SEND MERCHANDISE TO THE BILLING ADDRESS
Specialty Sports Distribution Center # 998 7025 Highway 82, Building #4 Glenwood Springs, CO 81601 (970) 945-2892 Elaine Spike, Manager Specialty Sports Distribution Center # 999 2650 S. Havana Aurora, CO. 80014 (303)-338-6400 Chris Swanson, Manager Specialty Sports Distribution Center # 908 196 Shady Lane Stateline, NV 89449 (775) 586-7070 Terry Dominick, Manager
A complete list of stores and their respective distribution center follows on the next page.
5. SHIPPING LOCATIONS
Specialty Sports Distribution Center # 998 7025 Highway 82, Building#4 Glenwood Springs, CO 81601 (970) 945-2892 Elaine Spike, Manager PLEASE NOTE: ALL ASPEN, VAIL, BEAVER CREEK & COPPER MOUNTAIN LOCATIONS USE THE GLENWOOD SPRINGS RECEIVING FACILITY!
Store Location Aspen Sports Store Name Aspen Sports/Rentskis.com Aspen Sports/Rentskis.com -Cooper Street The North Face Shop Aspen Sports-Snowmass Mall Aspen Sports Outlet -Snowmass Aspen Golf Course Silver tree Hotel (winter only) St. Regis The Alternative Edge - Aspen Children’s Center retail-Golden Peak Children’s Center retail-Lionshead Eagle’s Nest retail Mid-Vail retail New Technology Center-Eagle’s Nest New Technology Center-Mid-Vail Snowell-Lionshead Two Elk retail Vail Snowboard Supply Vail Sports/Rentskis.com Younger Generation-Lionshead Gore Creek Fly Fisherman Vail Sports/Rentskis.com Vail (Lionshead) Vail (Landmark Building) One Track Mind Vail (Lionshead) Arrowhead Beaver Creek Sports Beaver Creek Sports @ The Ritz Carlton Children’s Center retail-Beaver Creek One Track Mind New Technology Center-Spruce Saddle Snowell-One Beaver Creek Spruce Saddle retail The North Face Shop Beaver Creek Sports/Rentskis.com Gore Creek Fly Fisherman Copper Mountain Retail Copper Mountain Rental Taylor Creek Fly Fishing Shop – Basalt, CO. Gore Creek Fly Fisherman, Inc. – Vail & Beaver Creek, CO.
Continued - SHIPPING LOCATIONS
Denver Distribution Center # 999 2650 S. Havana Aurora, CO 80014 (303)-338-6400 Chris Swanson, Manager PLEASE NOTE: ALL KEYSTONE, BRECKENRIDGE, SUMMIT COUNTY, DENVER, BOULDER, COLORADO SPRINGS, WINTER PARK, TELLURIDE &, CRESTED BUTTE LOCATIONS USE THE DENVER RECEIVING FACILITY!
Store Location Keystone Sports Store Name Area 51 retail Keystone Sports/Rentskis.com K1/K2 Adventure Center Mountain House rental Outpost retail River Run rental River Run Sports Summit House Sports
Breckenridge Sports/Rentskis.com Beaver Run rental Maggie Peak 8 retail and rental Peak 9 retail Vista House retail Village Plaza Great Divide Ten Mile Station Village Children’s center One Track Mind
Summit County Denver
Mountain Sports Outlet Colorado Ski & Golf Aurora Arvada Littleton Bicycle Village Stores Aurora Denver Littleton Southwest Westminster Boulder Ski Deals Bicycle Village
Continued - SHIPPING LOCATIONS
PLEASE NOTE: ALL KEYSTONE, BRECKENRIDGE, SUMMIT COUNTY, DENVER, BOULDER, COLORADO SPRINGS, WINTER PARK, TELLURIDE &, CRESTED BUTTE LOCATIONS USE THE DENVER RECEIVING FACILITY!
Store Location Colorado Springs Store Name Grand West Outfitters Bicycle Village Ski Depot Sports – 5 Locations Rocky Mountain Eyewear
Telluride Crested Butte
8 Locations Telluride Sports/Rentskis.com Eflin Sports
Specialty Sports Distribution Center # 908 196 Shady Lane Stateline, NV 89449 (775) 586-7070 Terry Dominick, Manager PLEASE NOTE: ALL HEAVENLY SPORTS LOCATIONS USE THE HEAVENLY SPORTS DISTRIBUTION CENTER!
Store Location Heavenly Sports, South Lake Tahoe Store Name California Main Lodge California Main Lodge Rentals Stateline Embassy Suites Heavenly Eyes / Gondola Sports Boulder Lodge Stagecoach Lodge East Peak Performance Center Heavenly Sports - Harvey’s Sport Shop Emerald Bay Trading Company The Boardinghouse @ Long’s Patagonia @ Heavenly Heavenly Sports / The Boardinghouse @ Marriott
6. PACKING SLIP REQUIREMENTS
There must be a master packing slip for each purchase order. One copy of the packing slip must be in the plastic packing slip pouch and glued to the lead carton of each separate purchase order, or the packing slip can be enclosed in the lead carton with the carton labeled “Packing Slip Enclosed”. The packing slip itself must not be glued to the carton. The packing slip must be legible and it must include the following information: 1) 2) 3) 3) 4) 5) 6) 7) Specialty Sports purchase order number with store name
(Orders without a valid PO # cannot be processed and will be refused)
Vendor name Vendor order number Shipping point Date shipped Carrier name Total number of cartons Quantity detail
All orders consisting of more than one carton per purchase order must identify each carton in the shipment and the total number of cartons (i.e. “1 of 3”, “2 of 3”, or “3 of 3”). Additional Vendor Packing Slip Information A key element in the distribution network is accurate vendor packing slips. Packing slips are the documents used by the Distribution Centers to assist accurately in receiving goods on behalf of the stores. Any problems with the packing slips will cause any or all of the following to occur: 1. 2. 3. 4. 5. 6. Delayed receipt of merchandise Inaccurate inventory/accounting integrity Missed sales Additional distribution/labor expenses Vendor compliance charge-backs Accounts payable delays in issuing payment
7. VENDOR INVOICES
All original invoices must be sent to: Specialty Sports Venture LLC Attn: Accounts Payable 233 Milwaukee Street Denver, CO 80206
DO NOT SHIP MERCHANDISE TO THIS ADDRESS
Each shipment must be invoiced separately and show the correct quantity shipped to each location. Each invoice must contain the following information: a) b) c) d) e) Purchase order number and store name Vendor Order # Name of carrier Carton count Merchandise description, unit of measure (each, dozen, gross, etc.), quantity, (number of units shipped by manufacturer’s stock number) Payment terms, with allowable discounts separately indicated
Inquiries regarding the payment of invoices may be directed to our Account Payable Manager: Accounts Payable Manager (303) 270-0341 Mailing address is the same as above.
8. OTHER INFORMATION
Multiple purchase orders in a single carton or mixed with another purchase order is absolutely not allowed. Multiple purchase orders in a single carton or mixed with another purchase order will cause major problems and will delay the processing of a shipment and, therefore, prevent your product from getting on the sales floor, resulting in a loss of revenue for both of us. Therefore, we insist that multiple purchase orders in a single carton or mixed with another purchase order is absolutely not allowed. Abuse of this very important policy will result in charge-backs to the vendor. Early/Late Shipments - Please contact the Regional Buyer or Specialty Sports Divisional Merchandise Manager for approval. Please use the following list. Regional Buyers Division Merchandise Managers Colorado Ski & Golf (303) 3371734 - John Russell Grand West Outfitters (303) 9076068 - Todd Grant Boulder Ski Deals (303) 825-1829 - John Russell Telluride (970) 728-4477 Beah Craddock, option 2 x-101 Aspen (970) 925-6334 x-118 Laura Pessel Vail/Beaver Creek (970) 476-9457 x-271 - JoGina Strickler Keystone (970) 496-4096 Shawn Dolan Breckenridge (970) 453-3000 Joe Larkin Mountain Sports Outlet (970) 2622836 - James Dean Bicycle Village (303) 907-6068 Todd Grant Heavenly Buyers Robin Hoffler (775) 586 – 4474 Jim Havens (775) 586 – 4474 Marsha Ticas (775) 586 – 4471 Heavenly General Manager Brad Jones (775) 586 – 4470 Jon Jeunette 303-270-0331 Bicycles Snowboard Nordic Footwear Jeff Turner 303-270-0332 Ski hardgoods In-line skates Racks Camping Fishing General Sporting goods Jeff Ehring (303) 336-0297 All clothing All accessories Golf
As the designated representative of the company listed below, we agree to comply with Specialty Sports shipping and packaging instructions and understand that non-compliance will result in either significant penalties or return of merchandise.
NAME OF COMPANY:
Please sign and fax back to (303) 399-1971, Attn: Jake. Be sure to include the completed Contact Sheet with this fax.
Vendor Name:____________________________________________________ Address 1:_______________________________________________________ Address 2:_______________________________________________________ City:______________________________ State:________ Zip:_____________ Phone #:_______________________ Fax #:____________________________ Contact:____________________________Position:_____________________ Sales Rep:_______________________________________________________ Sales Rep phone #:________________________________________________ Sales Rep Email:__________________________________________________ ~~~~~~~~~ Sales Mgr’s name:________________________________________________ Sales Mgr’s phone #:______________________________________________ Sales Mgr’s Email:________________________________________________ ~~~~~~~~~ Shipping Mgr’s name:_____________________________________________ Shipping Mgr’s phone #:___________________________________________ Shipping Mgr’s Email:_____________________________________________ ~~~~~~~~~ Customer Service Rep or Inside Sales Rep Name:___________________________________________________________ CSR / ISR phone #:________________________________________________ CSR / ISR Email:__________________________________________________ ~~~~~~~~~ Payment Remit Address 1:_________________________________________ Payment Remit Address 2:_________________________________________ City:______________________________ State:________ Zip:_____________ ~~~~~~~~~ Merchandise Return Address 1:_____________________________________ Merchandise Return Address 2:_____________________________________ City:______________________________ State:________ Zip:_____________ Please complete and fax back to (303) 399-1971, Attn: Jake