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Reverse e-auctions. Classic spreadsheet submissions. Open requests for information (RFIs). Portal uploads. The RFP landscape has evolved, but the pressures (and annoyances) remain the same: Cost reduction targets, managing tight timelines and evaluating proposals that often look interchangeable.
The most effective RFPs don’t identify the lowest-cost bidder; they identify the partner best equipped to scale, adapt and innovate alongside the business.
At Ziing, we’ve operated on both sides of the process and know that the difference between a transactional RFP and a transformational one comes down to three factors: structure, intent and data.
Beyond cost and speed
Cost per shipment and service level agreements (SLAs) once defined success. Today, logistics performance is measured in adaptability, visibility and intelligence. Leading organizations are asking new questions:
“How quickly can our network pivot?”
“How can we manage volatility?”
“How resilient are our partnerships under pressure?”
Why most RFPs miss the mark
Across the industries we serve, we see three recurring pitfalls:
- The commodity trap: Treating logistics as a line item instead of a lever for efficiency, risk mitigation and customer value.
- The feature-list fallacy: Reducing evaluation to checkboxes instead of connecting capabilities to real business outcomes.
- Status quo bias: Designing RFPs around current processes instead of using the opportunity to reimagine what’s possible.
- Incomplete data: Insufficient shipment and order data forces vendors to make assumptions — and assumptions cost precision, efficiency and savings.
The 2026 RFP blueprint: Seven things to get right
- Strategic vision and business alignment: Share growth projections, operational challenges and success metrics that connect logistics performance to business outcomes. The more context and clarity suppliers receive, the more effectively they can design solutions aligned with long-term strategy.
Ask vendors: “How would you design our logistics network if volume doubled in 18 months?”
- Technology integration: Invest in technology that future-proofs operations, connects systems and translates data into measurable business intelligence. The right partner doesn’t just integrate tools; they quantify efficiency and turn innovation into a competitive advantage.
Ask vendors: “How does your AI platform improve day-to-day operations?”
- Data quality and transparency: The best network designs are powered by clean, representative data. Share as much accurate shipment, order and location data as possible. It’s the difference between a generic bid and a transformative proposal.
Ask vendors: “What data would you need to model an optimized solution?”
- Flexibility and scalability: Growth isn’t linear. The right logistics partner can flex capacity without penalties, adapt to shifting demand and maintain service quality during surges or slowdowns. True scalability means agility without disruption, and cost models that support it.
Ask vendors: “What’s your plan when peak season hits harder than expected?”
- Network design and distribution strategy: Network design shapes cost, speed and customer experience. Challenge vendors to model what your footprint could look like tomorrow, not just replicate today’s map. The strongest partners use data and scenario planning to optimize routes, inventory placement and service coverage for future growth.
Ask vendors: “How would you optimize our distribution model for cost and service?”
- Risk management and continuity: Leading logistics partners anticipate disruption before it happens, from labour shortages and regulatory shifts to weather events and supply bottlenecks. True risk management means scenario planning, real-time visibility and continuity strategies that keep operations moving when others stall.
Ask vendors: “What’s your continuity plan if a major disruption hits?”
- Financial structure and value creation: The lowest bid may cut costs, but rarely drives progress. Forward-thinking partners build transparent, performance-based pricing models that reward efficiency, innovation and shared success.
Ask vendors: “How do you measure and share the value you create?”
Executing a successful RFP
A well-designed RFP is only as strong as its execution. Precision, communication and structure turn a good process into a competitive advantage.
- Map a phased timeline: Define clear stages: RFI, qualification, pricing, evaluation, and award. Share milestones early so vendors can allocate resources and respond meaningfully.
- Standardize pricing templates: Use one format for all bidders. Capture cost-per-shipment, service levels, technology fees and incentive structures to ensure fair comparison.
- Prioritize evaluation criteria: Weight factors by business impact: coverage, scalability, technology, sustainability and total cost of ownership.
- Specify data and formats: Provide shipment data, volume trends and service zones in consistent formats. Clean data yields precise models and credible pricing.
- Build in a structured Q&A: Schedule a mid-process session for clarifications to prevent rework and promote innovative solutions.
- Reserve time for post-bid analysis: Validate assumptions and test scenarios before awarding. This is where value is proven and partnerships take shape.
From process to partnership
RFPs are more than just a bid; they’re opportunities to align operations, technology and performance around shared outcomes. Our clients leverage logistics as a strategic advantage, driving efficiency, resilience and market expansion.
Ziing helps companies modernize their networks through predictive analytics, scalable 3PL models and AI-enabled planning.
To explore partnership opportunities or discuss your upcoming RFP, contact Jordan Lypchuk, Vice President, Business Development: JLypchuk@ziing.com