Collect the right data. Get better responses. The next step for building a world-class RFP.
It’s true… there is no magical formula that makes executing a world-class RFP easy.
However, all successful RFPs have one thing in common: they provide the necessary information required to solicit high-quality and accurate responses form bidders.
A successful set of responses is predicated by delivering an RFP that allows you to collect the important information you need, and it allows the vendor to communicate how they can help you.
You accomplish this through structure and framework.
This means you can’t just dive in headfirst. You need to make time for a dedicated preparation period. A period that establishes intent and an actionable execution strategy.
Preparing Your Shipping RFP
Step 1: Plan your work. So, you can work the plan
The first step in the RFP preparation process is to gather your stakeholders and decision-makers and determine your business requirements. Together, you will want to answer the question, “What’s the end goal of our RFP?”
Of course, determining the answer to this question requires a planning process that can’t be rushed. But it can be streamlined by using this 16-point planning questionnaire.
Those 16 questions will help you determine the purpose, need and desired deliverable of the RFP.
And as a result, the answers will give you the foundation of a world-class RFP.
Step 2: Ready, Set, Data.
Once you understand why your business is hosting the RFP, you will want to gather all the necessary data to prepare your RFP.
But the term “data” can be open-ended. How much… what kind… where do I get it? It’s a term that can really lead you down a rabbit hole if you don’t know exactly what is required.
That’s why we’re providing you with this checklist. It’s got the 7 pieces of RFP data you need to collect to ensure you get the best responses from the most qualified participants.
Download it, print it out, and tuck it away for later. Watch the magic happen as you check off these boxes and take each step towards building an elite RFP.
- Detailed lane data
- Expected freight volume & shipping frequency by lane
- Any special equipment requirements
- General Terms and Conditions
- Delivery appointment requirements, shipping and/or receiving hours, facility profiles.
- Current cost structures & pricing templates — so you can benchmark the proposals you receive
- Selection criteria and KPIs
Pro Tip: The easiest way to collect these data sets is through your transportation management system (TMS).
Executing an RFP is no easy process… and these are just the first two steps. Save yourself a world of time and headache by downloading The Complete RFP Checklist for Shippers.
It’s got the completed Step-by-Step Guide to Executing Your RFP and so much more.
Need help moving freight across North America? FLS can help. Our network of 54,000 carriers and 400,000 trucks is a great asset to any shipper… and our service levels are impeccable. Give us a try… Get a quote today!