Launching a successful trucking or freight RFP is a strategic endeavor that requires a blend of astute decision-making, up-to-date technology, and specialized industry knowledge. Whether sourcing dry van or intermodal services, the process should be thorough and help your team choose the best provider for your needs. Here are eight steps to streamline your next RFP as part of your procurement and logistics plan for growth. 

1. List Your Requirements in the Request for Information

A quality request for proposal (RFP) typically starts with a more robust request for information (RFI). The RFI is where you'll set expectations for the selection process and define what potential suppliers need to submit an actual freight RFP response. Start with a detailed inventory of your specific needs. These requirements can range from the following and more:

• Type of cargo you need to transport
• Desired delivery timelines
• Target destinations
• Specific handling instructions

Be precise with your requirements. It will help you receive more accurate proposals from carriers. If your needs are complex, involve multiple geographic regions, or require specialized equipment, clearly communicate these details upfront. The more information you provide, the more effectively a potential partner can cater to your needs.

2. Consider Your Tech and Time Commitments and Capabilities

Understanding your own capabilities in terms of technology and time commitment is paramount. Both shippers and carriers need to work together for transportation services to be effective. While looking solely at freight rates is easy, the best process will consider your tech requirements, time needs, and capabilities. 

In other words, what are your specific processes and freight requirements, and where are there opportunities for improvement in your logistics RFP? Take a realistic look at your existing infrastructure and assess how well-equipped you are to handle the logistics of your operations. You should be cognizant of how much time your team can dedicate to managing logistics and what technical capabilities you possess. 

• Do you have sophisticated software to manage freight and track shipments? 
• Does the new carrier need additional training or onboarding to leverage your software?
• Is there a team member who can take charge of this process?

Knowing where you stand can help determine your reliance on a logistics provider and what kind of support you need.

3. Track the Freight RFP Process With a Robust CRM or Procurement Software

Leveraging a robust CRM system or procurement software can help manage the RFP process more effectively by centralizing all communication, updates, and feedback. The platform should serve a common function in managing all party logistics and understanding which carriers’ transportation management capabilities are well suited to the task.

Due to this extensive use of the software, this is the tool you should use to house all supply chain carrier evaluation data and the next steps. This tool will keep you organized and provide visibility into each carrier's performance, supporting informed decision-making. A quality CRM or procurement software will streamline your processes, improve responsiveness, and ultimately ensure that no critical information falls through the cracks during your RFP journey.

4. Evaluate Equipment, Certifications, and Endorsements

Thoroughly evaluate the type of equipment that potential carriers are utilizing by asking a few core questions:

• Does their equipment meet industry standards? 
• Does it align with the specific needs of your shipment?
• Does the carrier have any specialty certifications or endorsements, i.e., HAZ-MAT?

In addition, make sure to check on the relevant certifications and endorsements that a carrier possesses. These credentials showcase a carrier's commitment to high service standards, compliance, and safety. This comprehensive review of equipment and credentials can provide vital insights into a carrier's capabilities and whether they fit your requirements.

5. Review Carrier History

When choosing a carrier in your freight RFP, it's essential to recognize their track record. This includes their punctuality record, claims history, safety records, and customer feedback. Many may opt to start with FMCSA data reviews and compile that data into their procurement software, but many third-party tools help to streamline the carrier history and assessment.

For example, one company, CarrierSource, compiles reviews from past customers of carriers to help you understand how their promises and outcomes truly stack up against the competition. An impressive history signals a reliable and trustworthy carrier. Don't just skim the surface; dive deep into their performance metrics, client testimonials, and any case studies they may have published. This in-depth examination can offer invaluable insights into their reliability and commitment to customer satisfaction.

6. Create Your Shortlist

After thoroughly evaluating potential carriers based on the specified requirements, technological capabilities, equipment standards, certifications, endorsements, and past performance, you'll be ready to compile a shortlist of your top contenders. This list should reflect the carriers that not only meet your criteria but are also likely to exceed your expectations in terms of service delivery. Creating a shortlist helps you concentrate your time and energy on the most promising options, ensuring a more efficient and effective logistics RFP process.

7. Schedule Demos and Follow-Ups

Once your RFP freight shortlist is ready, arrange for product demonstrations and one-on-one meetings with each potential carrier. These sessions offer a prime opportunity to understand each carrier's capabilities better. Use this time to ask probing questions about their service offerings, operations, and how they would handle potential challenges. Remember to follow up after these meetings. Ask for clarifications where needed and keep the communication lines open. This step helps you assess each carrier's responsiveness and dedication to winning your business.

8. Make a Decision to Finish Your Logistics RFP

The final step involves collating all the information you've gathered, analyzing it, and deciding. Your choice should be driven by cost-effectiveness, service quality, reliability, and customer service. Consider your long-term business goals and how each carrier's capabilities align. It may be beneficial to weigh the pros and cons of each shortlisted carrier before making the final call. It's crucial to take your time at this stage and ensure that the selected carrier can truly meet and potentially exceed your expectations.

Streamline Your Next Freight RFP By Choosing GEODIS First

Beginning your RFP is an opportunity to reduce costs, improve customer service levels, and truly deliver on your commitments as a shipper. Following the above steps ensures that your next trucking or freight RFP will be comprehensive, effective, and ultimately successful. Connect with a GEODIS team member to get started now.