Transportation RFPs: A Guide to Industry Bidding

Transportation Requests for Proposals (RFPs) are used by entities seeking potential transportation-related service providers through a competitive bidding process to meet their transit needs. The process of issuing and responding to RFPs can mutually benefit the issuing entity and the transportation-related small business contractor. A clear solicitation gives industry contractors a sense of what exactly potential clients need as well as informaton about budgets, required certifications, and service expectations. In turn, well-drafted transportation RFPs will give the issuing entity insight into what kind of value the contractor can offer.

In this industry guide, we’ll discuss the basics of transportation RFPs and provide key links to useful industry resources along the way. So fasten your seatbelts and keep your hands, feet, arms and legs in the vehicle at all times. Let’s get things moving!

Types of Transportation RFPs

Organizational entities issuing Requests for Proposals (RFPs) expect to recieve responsive proposals from companies interested in providing transportation-related products and services. The issuing entity will evaluate the responses according to the detailed but plans, processes and prices provided by the bidders. The selected bidder will then be offered a services contract.

Transportation RFPs are an excellent way for organizations and government agencies to find long-distance shippers and carriers. However, these RFPs aren’t limited to cross-county hauls of retail goods and materials. In the US, for example, the Department of Transportation (DOT) oversees the planning, development and upkeep of general public transit. Specific agencies (aka modes) within the DOT oversee transit by air, by sea, by rail, by pipe, and by safe motor vehicles on highway systems (safe highways!).

So if the federal government issues a transportation RFP, the work might include anything from vehicle fleet maintenance or highway repairs. An issuer might need to design and build a bridge, or monitor air traffic operations. They may need boats to carry planes, or buses to carry people, or even a boat to carry a bus that’s carrying people. If the federal government needs to transport hazardous waste via an underground pipeline, then, yes, they’ll issue a transportation RFP.

So what’s the takeaway? In short, transportation RFPs are as much about infrastructure and logistics management as they are about traveling and shipping. Transportation industry procurements see a high amount of overlap with a rainbow of other industries. Businesses in manufacturing, technology, risk management, and property development can land transportation RFPs if they find the right opportunity. The high number of niche categories on the DOT’s Industry Procurement Forecast speaks for itself.

Movers and Shippers: Freight Transportation RFPs

Service providers involved in public transit and freight hauling sectors are unmistakably associated with traditional transportation industry work. When an organization is ready to ship materials, or freight, from one location to another, they’ll usually need to procure services to get their freight from Point A to Point B. The entity may want to have freight transported from one location to another, such as shipping goods from a factory to a retail store. These transportation industry procurements usually come in two flavors:

• Transportation RFPs: Entities solicit and evaluate business proposals, then award the selected carrier a contract to ship frieght via the methods and rates stipulated by the contract.
• Standardized Transportation Management System (TMS) Routing Guide: Entities issue a tender for services that must be shipped by preferred carriers according to the pre-determined routes and rates stipulated within a standardized routing guide.

Shipping freight is an especially lucrative niche in the transportation industry. Organizations competing for work as prime contractors often partner with small businesses subcontractors to gain a competitive edge. Many small businesses take subcontracting roles to get a foot in the door. Although the DOT offers platforms to connect prime contractors to subcontractors, businesses should still consider connecting with trade alliances and other industry non-profit organizations.

Notable groups include:

• American Trucking Associations: This association has a wealth of resources, forecast data, and policy information for freight-hauling truckers.
• National Industrial Transportation League (NITL): Visit for the sheer number of resources and helpful links to transportation industry organizations, and stay for the membership and networking benefits.
• North American Council for Freight Efficency: These freight industry advocates promote the use of clean energy.

Building networks through memberships with respected industry associations like these can help connect your business to new opportunities.

Resources for Small Businesses

The DOT Procurement Assistance Division (PAD) offers procurement assistance for small buisnesses interested in transportation industry bids. There are also federal tools and resources to help your small business land big transportation contracts.

• The DOT provides resources for small buisnesses interested in transportation contracts. Qualifying small businesses can consult with Small Business Specialists. Regional Small Business Transportation Resource Centers and grant opportunities are also available. Oversight investigations into DOT procurements, contractors, projects and funds by the DOT Office of the Inspector General (OIG) may give you unexpected insight into how to approach a transportation RFP. Finally, read how small businesses can connect with DOT.
• Related programs from other federal government agencies include the General Services Administration’s transportation industry programs.
• Niche media dedicated to the transportation industry like Transportation Topics can keep businesses updated on the latest industry developments.

Bidding on a Transportation RFP?

A transportation RFP will typically provide information on the type of transportation needed and the delivery time. Performance expectations and technology requirements will also be specified. The volume and frequency of the delivery will be addressed. If the transportation RFP is for managing a fleet, the total number of vehicles to be managed will be outlined as will the expectations for reports. Transportation RFPs can encompass a wide variety of events; as such, it is important to carefully read the entire RFP to ensure that you can meet the entity’s needs.

Let the entity know why you are the best business to meet their transportation needs. You know your business better than anyone else, so make sure you concisely explain what you offer and why you are the best choice. When reviewing the final draft of your RFP before submitting it, make sure you have answered every question and not missed any signatures. That final push to race past your competition may put you in the driver’s seat of winning your transportation RFP.   

Final Thoughts

Agencies at all levels– federal, states, cities, and counties– may seek out companies for public transportation or fleet management. A wide variety of private industries use transportation RFPs to meet their needs. Both the government and private industries need to move items from one location to another. A transportation RFP is an excellent way to get competitive pricing and see what companies have to offer. So don’t speed past a great RFP because it is an unfamiliar industry or a new area that you have not previously worked in! Both public and private entities have needs to move items creating a wide range of needs. Keep your eye on the prize and dig into finding the perfect RFP for your business.   

You Don’t Have to Respond to Transportation RFPs Alone

At The Bid Lab, we’re experts in developing bids for every industry. Want more industry guides? You got ’em. Learn how to respond to legal, education, and federal RFPs. But that’s not all! With Bid Banana, our user-friendly subscription search engine, we can help you find the perfect opportunity. Finally, we offer comprehensive bid management services that can take your transportation RFP proposal from first draft to submission. Reach out to our team for a free consultation by calling 1-844-4BIDLAB or emailing respond@thebidlab.com.