SHIPrq is the leading Service Provider for WiseTech Global TMS Software. This guide draws on their expertise to provide a framework for creating a Request for Proposal (RFP) for Transportation Management System (TMS) software.
A well-structured RFP ensures you gather comprehensive information from potential vendors, enabling you to make an informed decision.
If you have any questions, feel free to email SHIPrq Principal Partner Kevin Donahue (kevin.donahue@shiprq.com).
I. Introduction & Company Overview:
- About Your Company: Briefly describe your company, its size, industry, and core business activities.
- Current Transportation Operations: Detail your current transportation processes, including: Annual shipping volume (by mode, weight, and value) Number of shipments per year Geographic scope (domestic, international) Transportation modes used (TL, LTL, Parcel, Intermodal, Ocean, Air) Current systems and technologies used Key challenges and pain points
- RFP Purpose: Clearly state the purpose of the RFP, which is to select a TMS that meets your specific needs.
- RFP Timeline: Outline key dates, including: RFP release date Deadline for questions Proposal submission deadline Vendor presentations (if applicable) Selection announcement date
II. Scope of Work & Requirements:
This is the most crucial section. Clearly define your requirements across different TMS functionalities.
- Core TMS Functionality: Order Management: Order entry, consolidation, and tracking. Transportation Planning: Route optimization, mode selection, and carrier selection. Execution & Tracking: Shipment tracking, status updates, and exception management. Freight Payment & Audit: Invoice processing, payment, and audit. Reporting & Analytics: Customizable reports, dashboards, and key performance indicators (KPIs).
- Specific Requirements: Mode Support: Specify the transportation modes you require (e.g., TL, LTL, Parcel, Intermodal, Rail, Ocean, Air). Integration Requirements: Detail necessary integrations with other systems (e.g., ERP, WMS, CRM). Specify the integration methods (API, EDI, etc.). Carrier Connectivity: Specify the need for direct carrier integrations or reliance on rate bureaus. International Shipping Requirements: If applicable, outline requirements for customs documentation, international regulations, and multi-currency support. Specialized Requirements: Include any industry-specific requirements (e.g., temperature control for food and beverage, hazardous materials handling). Scalability & Flexibility: Describe your anticipated growth and the system’s ability to scale accordingly. User Roles and Permissions: Define the number of users and required access levels. Mobile Capabilities: Specify requirements for mobile access and functionality. Reporting and Analytics: Outline specific reporting needs and desired KPIs.
- Technical Requirements: Deployment Options: Specify preferred deployment (cloud-based, on-premise, hybrid). Operating Systems & Databases: Define compatible operating systems and database requirements. Security Requirements: Outline security protocols and compliance requirements. Data Migration: Describe the process for migrating data from existing systems.
III. Vendor Qualifications & Experience:
- Company Profile: Request information about the vendor’s company history, size, financial stability, and market presence.
- TMS Experience: Ask for details about their experience implementing TMS solutions in similar industries and with similar-sized companies.
- Client References: Request client references who can attest to the vendor’s capabilities and performance.
- Implementation Methodology: Inquire about their implementation methodology, including project management, training, and support.
- Support & Maintenance: Describe your expectations for ongoing support, maintenance, and upgrades.
IV. Proposal Format & Submission:
- Proposal Structure: Provide clear instructions on how the proposal should be structured.
- Response Format: Specify the preferred format for responses (e.g., electronic document, PDF).
- Submission Instructions: Provide clear instructions on how and where to submit the proposal.
V. Evaluation Criteria:
Clearly define the criteria that will be used to evaluate proposals, including:
- Functionality: How well the proposed solution meets your functional requirements.
- Technical Capabilities: The system’s technical architecture, scalability, and security.
- Vendor Experience & Qualifications: The vendor’s experience, reputation, and financial stability.
- Implementation & Support: The vendor’s implementation methodology, training, and support services.
- Cost: The total cost of ownership, including software licenses, implementation fees, maintenance, and support.
VI. Pricing & Commercial Terms:
- Pricing Structure: Request a detailed breakdown of all costs, including software licenses, implementation fees, training, maintenance, and support.
- Payment Terms: Specify preferred payment terms.
- Service Level Agreements (SLAs): Define expectations for system uptime, performance, and support response times.
VII. Questions & Clarifications:
- Contact Information: Provide contact information for any questions or clarifications.
- Question Deadline: Specify the deadline for submitting questions.
By following this guide, you can create a comprehensive RFP that will help you select the best TMS solution for your business needs. Remember to tailor the RFP to your specific requirements and prioritize the features that are most important to your organization.