How to Run an RFQ for Logistics Rates Using Power RFP
Whether you’re managing construction projects, manufacturing operations, or warehousing, up-to-date logistics rates are critical to keeping costs down and timelines tight. Instead of chasing outdated rate sheets or making last-minute phone calls, Power RFP makes it easy to lock in reliable, competitive logistics pricing from your preferred vendors.
Here’s how to run a clear, apples-to-apples RFQ for trucking and crane services using Power RFP.
Step 1: Identify the Service Categories You Need Rates For
The first step is clarity. You’re not just asking for a quote — you’re setting expectations and reducing ambiguity.
Here’s a sample structure for a logistics RFQ:
Service Types:
- Cargo Van
- Box Truck (5 Ton)
- Flatbed (5 Ton, 10 Ton, 20 Ton)
- HIAB Crane (20 Ton, 60 Ton, 75 Ton)
Request rates for:
- Hourly rates per vehicle type
- Minimum session hours
- Add-on fees (e.g. fuel surcharge, environmental fees, wait time)
📂 Tip: If you use different equipment for different regions or job types, separate those in your request to avoid confusion.
Step 2: Set Scope and Timeline
In your Power RFP project, clearly describe what you’re sourcing:
We are conducting an annual RFQ to establish 2026 rates for trucking and crane services from qualified logistics partners. Vendors should provide hourly rates, associated fees, and supporting documents. Selected rates will be used for all project scheduling throughout the year.
Suggested attachments:
- Service standards or expectations
- Safety manual requirements
- Sample job volume or dispatch report (optional)
Example timeline:
- RFQ launch: November 21
- Vendor deadline: December
- Evaluation window: December 3–6
- Final selection: December 9
Step 3: Add Targeted Vendor Questions
To go beyond price, include a vendor questionnaire in Power RFP. This ensures you collect operational info that could influence your decision.
Example questions:
- Do you offer 24/7 dispatch or emergency availability?
- What is your urgent response time for HIAB crane bookings?
- Do you provide volume discounts for repeat bookings?
- Are your operators OH&S-certified?
- What regions do you serve?
📂 Tip: If you’ve had issues in the past — like hidden fuel charges or no-shows — ask about those upfront.
Step 4: Define Scoring Criteria
Before proposals come in, set your internal criteria for what matters most. That way, you’re not evaluating on instinct — you’re working from a shared rubric.
Sample scoring:
| Criteria | Weight (Out of 5) |
| Price & transparency | 5 |
| Service level compliance | 5 |
| Availability & flexibility | 5 |
| Ease of doing business | 5 |
| Experience & documentation | 3 |
📂 Tip: You can share the criteria with vendors to drive more competitive and relevant responses — or keep them internal for strategic review.
Step 5: Invite Vendors and Launch
Once your RFQ is ready, invite vendors through Power RFP.
You can include a note like:
“We’re updating our 2026 logistics rate agreements and are inviting select vendors to submit rates and documentation. Please complete the RFQ by [date].”
Once launched, vendors receive everything they need — no email chains, no missing PDFs, and no unclear requirements.
Step 6: Review & Compare Responses
As responses come in, Power RFP presents them in a side-by-side format, so you can easily compare:
- Rates per service
- Extra charges and terms
- SLA attachments
- Questionnaire responses
You can assign scores based on your criteria, flag standout proposals, and loop in internal reviewers — all within the platform.
📂 Tip: Use tags or comments to identify strong contenders or questions you want to clarify with specific vendors.
Step 7: Select Vendor & Close the Loop
After reviewing and scoring, select your preferred vendor and notify them through the platform.
Then:
- Export their full submission for documentation
- Archive or duplicate the RFQ for future use
- Keep shortlisted vendors on file for backup options or overflow capacity
Final Thoughts
Power RFP takes the manual guesswork out of logistics rate sourcing — so you get clear pricing, better partner options, and a documented process that leadership (and finance) can stand behind.
Try Power RFP for free and run your next rate RFQ like a pro.