Transportation Request for Proposal (RFP) Sample
January 20xx Susan Wertman Business Development Executive Transport Consolidation Inc. 2025 45th Avenue Portland OR
Dear Ms. Wertman Georgetown Games invites your company to submit proposal to provide transportation services for shipments of game products from our warehouse to distribution centers across the United States. This is year round long term contract. Your company is well respected member of our community with known experience in the fields of transport and shipping of goods. You will find all the information you need included in this packet. Georgetown Games is accepting proposals from qualified companies from now until February 15. We look forward to receiving your proposal and bid. Sincerely Jean Louis Gallet Distribution Manager
Georgetown Games 971 555 1213 JLG@GeorgetownGames.com www.GeorgetownGames.com Proposal January 20xx Transportation Services for Georgetown Games Prepared for. Susan Wertman Business Development Executive Prepared by. Jean Louis Gallet Distribution Manager
PageHeader PageHeader Georgetown Games new manufacturer of video games for all ages needs to contract for transportation and shipping services from our factory in Portland OR to Walmart Amazon and Best Buy distribution centers across the United States. Georgetown Games is accepting proposals from qualified companies from now until February 15. PageHeader Georgetown Games manufactures five different video game packages in our facility in Portland OR. We have contracted with Walmart Amazon and Best Buy to sell these games and are now in need of shipping services to deliver game packages to warehouses across the United States. Companies wishing to apply for this contract should consider two factors in their bids. Amounts of items to be shipped will vary throughout the year with maximum numbers shipping during the Christmas sales season from September through January of the following year. Additional games are in development at Georgetown Games so volumes of shipments are likely to increase in the coming years.
PageHeader Key deadlines for shipments are outlined below. Note that Georgetown Games needs the winning bidder to begin transportation services within one week of notification of the contract award. Description Deadline All proposals and bids into Georgetown Games February Contract awarded and announced March First shipment from warehouse to Seattle Amazon distribution center March
Shipments to variety of locations Weekly will provide numbers and schedules to winner Major shipments to all locations for Christmas Season – Georgetown Games Warehouse Pickup Date September Major shipments to all locations across the U.S. for Christmas Season – Delivery Date October PageHeader Georgetown Games will be shipping game products to locations across the nation and at times may require expedited shipping to various locations or divisions of big loads of packages. Please describe the methodology you would use to handle the following.
Overnight shipment of games approximately lbs to New York City Shipment of 000 games approximately 000 lbs in packages going to three different destinations in Chicago area due at destination within seven days Shipment of games approx lbs going from Portland warehouse to Atlanta GA due at destination within five days Additional information Please provide any additional experience you have with handling expedited and divided loads for long term clients. PageHeader Every proposal submitted should adhere to the following format guidelines. Submission Format Submit proposals both in printed form and in PDF file form. Printed forms must be on 8.5 size pages with margins of at least inch. Two print copies must be submitted as described on the Evaluation page. The PDF must be attached to responding email sent at the time the proposal is submitted.
Length Proposals of up to pages will be accepted. We expect most proposals to be in the 10 15 page range. Pages Required All proposals must include the following sections in the following order. Title Page Contact Information with signature of authorizing company official Capabilities Vehicles Logistics Management and Budget. Additional sections may be included. Each section may consist of one or more pages. See the Capabilities Vehicles Logistics Management and Budget pages in this RFP for more details on information to include in those sections. Fonts Fonts used should be Times New Roman or Helvetica no smaller than point type. Additional Information See the Evaluation page in this RFP for criteria on which each proposal will be evaluated. PageHeader
Companies must meet the following requirements to submit proposal and budget in response to this RFP. Bidders must have minimum of three years of experience in transportation and shipping services Describe your experience transporting goods. Include pickup and delivery locations clients and types of goods transported. Bidders must have satisfactory safety record Provide your safety record for all vehicles on the road for the years you have been in business. Bidders must be able to transport payloads of different sizes Describe your capabilities and methodology for handling loads of different sizes either by combining with other partial loads on large vehicle or by arranging for transportation by vehicles of different sizes. Bidders must be able to ship payloads across the United States within one week of leaving our manufacturing facility Bidders may combine methods of shipping such as trucking rail or air freight but must be able to transport our loads from our manufacturing facility within seven days from the initial load time. Exceptions may be allowed during foul weather periods when vehicles cannot travel in specific regions. Bidders must provide shipping insurance Our transportation partner must insure our payloads while in its possession and reimburse Georgetown Games for any damage to or loss or theft of game packages while in transit. PageHeader Explain your capabilities to carry out our transportation requirements. Provide the following information.
Your company’s experience in the transportation business All license and insurance information Numbers and types of vehicles available Experience managing cross country shipping using variety of methods Experience level of your drivers and scheduling personnel Ability to handle varying sizes of shipments Ability to deliver payloads within seven days
Transportation damage and loss records during years of operation References from six clients for whom you have performed ongoing transportation services PageHeader Describe your fleet of transportation vehicles and volume and types of payloads each can carry. Box trucks Describe the numbers ages and make of box trucks their load capacity and the routes these trucks generally travel. Semi trailer trucks Describe the numbers ages and makes of box trucks their load capacity and the routes these trucks generally travel. Cargo Trailers Describe the numbers types and sizes of cargo trailers available for transportation. Summary In addition to describing your vehicles please provide your maintenance schedules and your plans for retiring older vehicles and updating your fleet in the future. PageHeader
Georgetown Games is manufacturer. We expect our transportation partner to handle all logistics required to ship our games across the country. Your description of logistics should include. Scheduling Describe your process for scheduling drivers and deliveries. Tracking Describe your process for tracking shipments from loading to final destinations. Quality Control Describe how you ensure on time delivery with minimal loss or damage and what you do if damage or loss occurs. Shipping and Transportation Methods Describe your experience in and your process for using variety of shipping methods such as air and rail freight when needed for expedited or long distance shipping. Billing and Reporting Methods Describe your billing schedules and methodology as well as describing how and when you report to clients on deliveries. Problem Handling Describe what you do in the event of scheduling issue or vehicle breakdown. PageHeader As discussed in Logistics Georgetown Games expects its transportation partner to handle all aspects of moving our shipments to various locations in the United States including coordination and scheduling with us and billing and payments to any other entities needed to move goods from one place to another.
Management Policies Describe your general experience and management policies dealing with moving goods across the United States and then describe your management personnel below. Management Personnel List names titles and responsibilities of your current managers Describe how managers are evaluated on performance Describe any plans you have for hiring additional managers in the future
Summary Georgetown Games expects the winning bidder to handle all management aspects of transporting our products. PageHeader Two printed copies of your proposal must be delivered by 5. 00pm PST on February 20xx to. Jean Louis Gallet Distribution Manager Georgetown Games 1010 Madrona Street Portland OR Proposals will be evaluated using the following criteria.
How well the proposal meets the needs and requirements described in this RFP Experience level of company and staff Numbers and types of vehicles in transportation fleet Safety and loss damage records Value of proposal pricing as compared to others received and general market estimates Clear and detailed descriptions of equipment processes and services to be provided Recommendations from other clients and general business reputation Evaluation Reporting
The contract will be awarded on March 20xx. This decision will be posted on our corporate website www.GeorgetownGames.com and will also be communicated by email to all project bidders. PageHeader The following criteria must be met in order for the bid to be accepted. The winning bidder will sign off on the following acceptance criteria at the start of the contract. Project Qualifications and Capabilities All project qualifications must be verifiable as outlined in the proposal. Contractual Obligations All contractual obligations must be met as outlined in the contract and addendums. Documentation Completed All required documentation must be completed and delivered. This includes license information for all drivers vehicle registrations and records and insurance records. PageHeader
Provide budget for transportation services. Please include the following information. Costs per shipment Please describe how you bill for shipments by weight volume distance etc. Provide an example of typical cost per shipment size as listed in the table below. Ongoing costs Please describe ongoing costs if any for maintaining this contract such as minimum "stand by" fee per month. Miscellaneous costs Please describe any miscellaneous costs that might be added to the shipping bill. Costs
Cost of shipping 000 game packages approx lbs packed on ten pallets What is Cost. Cost of shipping 000 game packages approx lbs packed on two pallets What is Cost. Cost of shipping game packages approx lbs packed on one pallet What is Cost. Ongoing costs per month What is Cost.
Miscellaneous costs What is Cost. Georgetown Games will use your estimated costs to determine the winning bid. We understand that costs may be slightly altered as shipment sizes change but we expect the resulting cost to be close to the estimates provided above or contract may be cancelled. Georgetown Games 1010 Madrona Street Portland OR PH 971 555 1213
FX 971 555 1212 www.GeorgetownGames.com