Shipper guide: creating RFPs, managing bids, and sending awards

Learn how to create an RFP, add lanes and carriers, review bids, send awards, and finalize routing guides as a shipper.

3 minute to read

1. Creating an RFP

Use the 4-step wizard to create an RFP. You can save your progress and return later.

Step 1: Set Up RFP Details

Configure the following:

• RFP Name: Must be unique. Duplicate names are not allowed.
• Bid Deadline: The date and time carriers must submit bids.
• Contract Duration: Start and end dates. You can set the end date to year 9999 for no expiration.
• Rate Type: Choose “Rate Per Mile” or “Rate Per Load.” This applies to the entire RFP.
• Cost Structure: Choose “Linehaul” or “All-In.”
• Terms & Conditions (Optional): Upload PDF files if needed.

If the start date is rejected, make sure it is after the bid deadline.

Step 2: Add Lanes

Upload lanes using an Excel (.xlsx) or CSV file.

Required fields:

• Origin State, Origin City
• Destination State, Destination City
• Origin Drop Trailers, Destination Drop Trailers
• Equipment Type, Loads Per Week
• Optional fields include Zip, Hazmat, Miles, Commodity, Appointment Window, and Notes.

Common upload issues:

• Incorrect file type: The file is not .csv, .xls, or .xlsx
• Missing required fields
• Column names not matching the template

After upload, review warnings and fix issues using the bulk correction tool.

Geographic names are not validated, so incorrect city names may still upload but may not return rate data.

Step 3: Add Carrier Network

Upload contacts or select existing ones.

Required fields:

• Contact Email
• Company Name

Optional fields include SCAC, DOT/MC, Hazmat, and Notes.

Fix invalid emails directly in the tool. You can also add contacts manually, and they will be saved for future use.

Step 4: Review & Send

• Review all details. This page is read-only.
• Click CREATE AN EMAIL PROPOSAL to customize the email, then SEND to launch the RFP.
• Once sent, you cannot change lanes. If needed, you must cancel and create a new RFP.

2. Managing RFPs from the Dashboard

From the RFP Home page, you can:

• Extend Deadline: Set a new deadline. Carriers are notified. This can only be done once.
• Cancel RFP: Enter a cancellation reason, then immediately revokes carrier access and notifies all participants.
• Finalize RFP: Close the RFP after awards are complete.

If some emails fail, fix them and resend, or share the direct link manually.

3. Reviewing Bids

Go to the BIDS tab to review submissions.

Key features:

• Lowest Total Scenario: Shows the lowest possible cost.
• Selected Total Scenario: Updates as you assign volume.
• Carrier Ranking: Sorted by rate, then volume, then name.
• Make Award: Enter volume and select carriers.
• Backup Designation: Mark carriers as backup.
• Decline with Feedback: Decline bids and add notes.

4. Requesting New Bids

You can request a second round of bids.

Carriers receive a notification and submit updated rates. The system shows both old and new rates.

You can only request new bids once per RFP.

5. Sending Awards

From the AWARDS tab, click “SEND ALL AWARDS.”

You must set an acceptance deadline. Awards can only be sent once.

After sending:

• Carriers are notified
• The BIDS tab becomes read-only
• The system tracks acceptance status

6. Finalizing and Downloading the Routing Guide

• Once all awarded volume is accepted and the deadline has passed, you can finalize the RFP.
• This locks the RFP and generates a routing guide file with lane details, carriers, rates, and statuses.

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