How to Issue a RFP for a 3PL Partner That Gets Great Responses

Writing a strong RFP can directly affect the quality of logistics partners that respond. When the request is clear, realistic, and detailed, it attracts providers that actually fit your needs. A good RFP weeds out the ones who can’t deliver—saving you time and money.

The better your RFP, the better your results. Accurate pricing, efficient onboarding, reliable service—these all start with how you define the job. If your RFP doesn’t reflect your operations properly, the proposals you receive won’t either. This has a direct effect on service failures, missed KPIs, and inflated costs down the line.

This guide explains how you can write an effective RFP that gets the best answers when looking for a 3PL partner.

Why You Should Take the Time to Write Your RFP Properly

A well-written RFP gives you control over who enters your supply chain. By setting out expectations clearly, you give providers the information they need to determine whether they can meet your requirements. This saves time for both sides and reduces the risk of bad fits.

It also drives better proposals. When the RFP spells out volumes, SKUs, system requirements, and service expectations, providers can give accurate pricing and detailed plans. You don’t get vague pitches—you get real, executable offers.

Clear structure helps eliminate ambiguity. You want providers answering the same question in the same format, so you can compare apples to apples. Without that consistency, your evaluation process becomes dragged out with follow up questions needed to clarify proposal details .

Good RFPs are more than paperwork—they are business tools. A solid RFP gives you negotiating power, helps align internal teams, and sets the stage for long-term success. You’ll avoid the surprises that come from missed assumptions, and you’ll reduce the chance of having to renegotiate halfway through a contract.

Consequences of a Poorly Written RFP

A bad RFP creates risk before operations even start. It sends the wrong signals to providers and often results in inflated costs, missed expectations, and operational failures. Here’s what tends to go wrong:

• Disqualified or uninterested providers: Unrealistic requirements or vague expectations can eliminate quality mid-market providers from bidding.
• Price-only proposals: Without clear qualitative asks, providers focus on undercutting costs to win—then charge extra later.
• Unexpected charges: Missing scope details lead to added fees once the contract begins.
• Integration problems: Unclear system requirements can derail onboarding or cause major delays.
• Service failures: If KPIs, volume assumptions, or handling needs aren’t spelled out, providers miss targets.
• Contract renegotiation: When the RFP doesn’t match reality, you may need to restart or modify the agreement at extra cost.
• Wasted time: Internal teams spend hours managing avoidable issues that should have been clarified up front.
• Damaged reputation: A disorganized RFP process makes your company look difficult to work with—discouraging future bids from better providers.

These problems don’t just waste money—they tie up resources, slow growth, and undermine your ability to scale. A weak RFP creates a long tail of avoidable problems.

How to Write a Strong RFP When Looking for a 3PL Partner

1. Involve All Relevant Departments from the Start

Strong RFPs reflect the reality of your business operations. That means you need input from supply chain, finance, IT, quality, and customer service. Each of these groups sees a different part of your logistics requirements—and ignoring one of them will leave gaps.

When your internal teams align before you issue the RFP, you avoid backtracking later. Clarifying expectations at the start reduces missed assumptions and prevents post-award surprises.

2. Structure the RFP with Clear Qualitative and Quantitative Sections

Separate your RFI and RFQ components. The RFI should ask for company background, capabilities, and service model. The RFQ should break down costs—pallet in/out fees, case picks, integration charges, accessorials, and so on.

Splitting these sections lets you evaluate each part independently. It also forces providers to explain both how they operate and how much it’ll cost. That clarity helps you make real comparisons across vendors.

3. Set Realistic Financial Expectations Based on Market Conditions

If you demand net-30 payment terms, fixed five-year rates, or zero escalators, many capable providers will walk away. Good providers know their margins. If they see unreasonable financial structures, they assume the partnership won’t be sustainable.

Instead, offer flexibility. You can ask for transparency, incentives tied to performance, or built-in adjustments. That shows you understand the market and are serious about building a long-term solution—not just chasing the lowest upfront number.

4. Define Operational Needs with Precision

Generic RFPs attract generic responses. Be specific about your service levels, peak periods, SKU complexity, and distribution network. If you expect 99.98% accuracy or 30-minute response times, include that clearly.

Clarify whether you need regional coverage or multi-node national fulfillment. Break down volume by channel. Set realistic expectations that match your actual operating needs—then back them up with data.

5. Be Specific About Technology Requirements

Poor system integration derails even the best logistics plans. Your RFP should outline exactly what platforms you use—ERP (SAP, NetSuite), EDI standards, retail portals (SPS Commerce), and others.

Make it clear whether you need B2B, DTC, or both. If a provider can’t match your tech stack, it won’t matter how competitive their pricing is. You’ll burn weeks in onboarding or face added fees for rushed custom builds.

6. Include Compliance, Audit, and Reporting Standards

Most operations break down when accountability is vague. Your RFP should define audit schedules, reporting frequency, and compliance requirements.

Do you need quarterly physical counts? Weekly KPI reporting? Daily inventory snapshots? Make that clear. Providers can’t meet expectations they haven’t seen—and you can’t enforce them after the fact if they’re not in the agreement.

7. Use Real-World Scenarios to Test Capabilities

Instead of just listing specs, add real-life situations:

• “What would you do if there was a 40% volume surge with 72 hours’ notice?”
• “How would you respond to a quality issue in shipped inventory?”

These examples show you how the provider thinks, not just what they claim to offer. You want real answers, not general assurances.

8. Design an Evaluation Process That Matches the Type of Provider You Want

Your RFP should be achievable by the type of provider you’re hoping to work with. If your scoring model leans toward asset-heavy giants but you want flexible service and responsiveness, your results won’t match your goals.

Don’t structure your process to favour private equity-backed national firms unless that’s who you want. Include evaluation criteria that value operational fit, communication, and service flexibility—not just scale and systems.

Logistics RFP Mistakes to Avoid

1. Don’t Build an RFP That Only Caters to Large Enterprise Providers

When you load your RFP with enterprise-level demands, you shut out high-performing mid-sized 3PLs. These firms often bring more flexibility, faster response times, and better service

2. Don’t Skip Internal Alignment Before Launching the RFP

An RFP written by a single team—without input from operations, IT, finance, or customer service—misses things. You’ll either get bids that don’t meet your needs or spend weeks correcting course later.

Get alignment up front. Confirm volumes, timelines, system needs, and performance expectations. Internal clarity saves external confusion.

3. Don’t Award Contracts Based Solely on the Lowest Price

Low-price providers often come with risks. If the price seems too good to be true, it usually is. You’ll see it later in added fees, missed KPIs, or lack of flexibility when operations shift.

Instead, look at value—not just cost. Evaluate operational fit, response times, handling experience, and the ability to adapt.

4. Don’t Leave Integration and Tech Requirements Undefined

If your systems don’t connect, your supply chain doesn’t function. A vague description of your tech stack leads to integration delays, failed EDI tests, or expensive custom work.

Be clear. Specify data formats, platforms, and communication protocols. This saves time and budget later.

5. Don’t Focus on Short-Term Cost Over Long-Term Fit

The provider that looks cheapest on paper might cost the most over time. Poor service, unreliable performance, and constant troubleshooting all come with a price.

If you want a logistics partner—not just a vendor—then build your RFP to find one. That means balancing cost with service, flexibility, experience, and growth potential.

6. Don’t Neglect Compliance, Reporting, and Audit Expectations

If you don’t ask for reporting, you won’t get it. If you don’t define audits, they won’t happen. And when performance slips, you’ll have no structure to respond.

Define what needs to be tracked, how often, and in what format. This lets you hold providers accountable without conflict.

7. Don’t Assume Everyone Interprets Your RFP the Same Way

Vague language leads to vague responses. One bidder thinks “monthly reporting” means email updates. Another builds a dashboard. One includes start-up fees; another doesn’t.

If you want consistent bids, you need consistent prompts. Be explicit. Spell out every requirement. That’s how you avoid mismatched expectations and disputes down the road.

Use PiVAL’s RFP Checklist

If you’re building or revising your logistics RFP, our checklist can help you cover all the critical elements—without overcomplicating the process. It’s designed to guide operations teams, procurement leads, and business owners through the real-world requirements that logistics partners need to see.

The checklist breaks your RFP down into clear sections:

• Company and project overview
• Service requirements by function (inbound, storage, outbound, DTC/B2B)
• Volume and SKU data inputs
• Technology platforms and integration expectations
• Performance metrics and SLAs
• Cost categories (including handling, accessorials, and management fees)
• Compliance, audit, and reporting frequency
• Scenario-based questions

We built this checklist based on direct experience responding to hundreds of RFPs. It’s structured to reduce misalignment, avoid vague submissions, and help you get responses that actually reflect your operating needs. You can use it as a template or plug it into your existing process as a double-check before going to market.

A strong RFP doesn’t just improve pricing—it improves the quality of service and sets the foundation for a logistics partnership that can grow with your business.

Contact PiVAL Today

Writing a clear, realistic RFP is one of the most direct ways to improve logistics performance and cost control.

If you’re ready to review your process or build a better RFP from scratch, reach out to one of our logistics account managers. We can walk through your requirements and help you build something that delivers the right fit.

Contact Us