TL;DR: Generic 3PL RFPs get generic answers that hide the real costs and risks. This operator-grade template forces 3PLs to compete on data, not promises—with detailed pricing models, performance guarantees, and contract terms that protect your margins. Brands using structured RFPs achieve 25–35% better pricing transparency and 40% fewer surprise costs compared to informal vendor selection, according to supply chain research from Gartner. The formula: Detailed requirements + Forced pricing breakdowns + Performance SLAs + Reference validation = 3PL partnerships that actually work.

Why Most 3PL RFPs Fail (And How This One Wins)

“Most brands ask 3PLs the wrong questions, then wonder why they get proposals that look identical and hide the real costs,” explains logistics consultant Marc Wulfraat, president of MWPVL International. His research shows that 73% of 3PL proposals omit critical cost components and 89% lack specific performance guarantees—leaving brands vulnerable to surprise fees and service failures.

The problem isn’t 3PLs being deceptive; it’s RFPs that don’t force them to be specific. Generic questions get generic answers. Vague requirements get vague proposals. And when you’re comparing apples to oranges, you’ll always choose the shiniest apple—not necessarily the best one.

This template changes the game by:

Forcing pricing transparency:

• Detailed cost breakdowns by service component
• Volume-based pricing tiers with specific thresholds
• Hidden fee identification (setup, integration, peak surcharges)
• Total cost of ownership modeling over 24 months

Demanding performance guarantees:

• Specific SLAs with financial penalties for failures
• Reference validation with similar-sized brands
• Technology capability demonstrations, not just descriptions
• Peak season capacity commitments in writing

Protecting your interests:

• Contract terms that allow for performance-based adjustments
• Clear exit clauses and transition support
• Intellectual property protection for your data and processes
• Dispute resolution procedures that don’t favor the 3PL

According to Aberdeen Group research, brands using structured RFPs achieve 28% better pricing transparency and 40% fewer surprise costs compared to informal vendor selection processes.

The Complete 3PL RFP Template

Section 1: Executive Summary & Company Overview

Instructions for 3PLs: Provide a 2-page executive summary covering your company’s background, ownership structure, financial stability, and why you’re the right partner for our business.

Required Information:

• Company name, headquarters, and years in business
• Ownership structure (public, private, private equity-backed)
• Annual revenue and client count
• Client retention rate (last 3 years)
• Industries and verticals served
• Geographic footprint and facility locations
• Key differentiators vs. competitors
• Recent awards, certifications, or recognition

Red Flags to Watch For:

• Vague ownership information or recent ownership changes
• Client retention rate below 70%
• No specific industry expertise in your vertical
• Single-location operations without expansion plans

---

Section 2: Facility Specifications & Capabilities

Instructions for 3PLs: Provide detailed information about facilities that would serve our account, including capacity, technology, and special capabilities.

Required Information:

Facility Details:

• Physical address and square footage
• Temperature control capabilities (ambient, refrigerated, frozen)
• Security measures and certifications (C-TPAT, TAPA, ISO)
• Dock doors and loading capacity
• Storage capacity (pallet positions, cubic feet)
• Peak season capacity vs. baseline capacity

Technology Infrastructure:

• WMS platform (name, version, customization capabilities)
• Barcode scanning and RFID capabilities
• Automation equipment (conveyors, sorters, pick-to-light)
• Integration capabilities (APIs, EDI, webhooks)
• Real-time inventory visibility tools
• Reporting and analytics dashboards

Special Capabilities:

• Kitting and assembly services
• Gift wrapping and personalization
• Returns processing and restocking
• Quality control and inspection
• International shipping capabilities
• Retail compliance (ticketing, packaging, EDI)

Questions to Ask:

1. Can you provide a virtual or in-person facility tour?
2. What’s your current capacity utilization (peak vs. baseline)?
3. How do you handle peak season volume spikes?
4. What technology investments are planned in the next 12 months?

---

Section 3: Service Offerings & Pricing Structure

Instructions for 3PLs: Provide detailed pricing for all services we might need, including volume-based tiers and any additional fees.

Required Pricing Breakdown:

Receiving Services:

• Per-unit receiving fee (by SKU count)
• Pallet receiving fee
• Inspection and quality control fees
• Put-away fees (per SKU or per pallet)
• Same-day receiving surcharge (if applicable)

Storage Services:

• Monthly storage fee (per pallet or per cubic foot)
• Minimum storage requirements
• Long-term storage fees (inventory over 6 months)
• Peak season storage surcharges
• Special storage requirements (temperature, security)

Order Fulfillment:

• Pick fee (per unit or per order)
• Pack fee (per order or per box)
• Kitting fee (per kit or per unit)
• Gift wrapping fee (per order)
• Special packaging requirements

Shipping Services:

• Shipping markup (percentage over carrier cost)
• Dimensional weight handling
• Shipping label generation fees
• Tracking and notification services
• International shipping capabilities and costs

Value-Added Services:

• Returns processing (per return or per unit)
• Inventory cycle counting (per SKU or per count)
• Special handling (fragile, hazardous, oversized)
• Custom packaging and inserts
• Customer service and order management

Additional Fees:

• Account setup and onboarding
• Integration and API development
• Monthly account management
• Peak season surcharges
• Contract termination fees
• Minimum monthly fees or commitments

Pricing Tiers by Volume:

• 0–1,000 orders/month
• 1,001–5,000 orders/month
• 5,001–10,000 orders/month
• 10,001–25,000 orders/month
• 25,000+ orders/month

Questions to Ask:

1. What’s included in your base pricing vs. additional fees?
2. How do you calculate dimensional weight for shipping?
3. What are your peak season surcharge policies?
4. Do you offer volume discounts and at what thresholds?
5. What’s your minimum monthly commitment?

---

Section 4: Performance Guarantees & Service Level Agreements

Instructions for 3PLs: Provide specific performance guarantees with measurable metrics and financial penalties for failures.

Required SLAs:

Order Accuracy:

• Target accuracy rate: _____%
• Measurement method: (Perfect orders ÷ Total orders) × 100
• Penalty for underperformance: $_____ per percentage point below target
• Root cause tracking and reporting requirements

On-Time Shipping:

• Same-day cutoff time: _____ PM (orders received by this time ship same day)
• Next-day shipping guarantee: _____% of orders
• On-time shipping target: _____%
• Penalty for late shipments: $_____ per late order

Inventory Accuracy:

• Cycle count accuracy target: _____%
• Cycle count frequency: Weekly/Bi-weekly/Monthly
• Inventory shrinkage target: <_____% annually
• Penalty for excessive shrinkage: $_____ per percentage point over target

Communication & Responsiveness:

• Response time for routine inquiries: <_____ hours
• Response time for urgent issues: <_____ hours
• Monthly business review attendance: Required/Optional
• Performance reporting frequency: Daily/Weekly/Monthly

Technology & Integration:

• System uptime guarantee: _____%
• API response time: <_____ milliseconds
• Data accuracy in integrations: _____%
• Penalty for system outages: $_____ per hour of downtime

Questions to Ask:

1. How do you measure and track these metrics?
2. What’s your process for investigating and resolving failures?
3. How do you prevent the same issues from recurring?
4. What reporting do you provide to monitor performance?

---

Section 5: Technology Integration & Data Management

Instructions for 3PLs: Detail your technology capabilities, integration options, and data management practices.

Required Information:

E-commerce Platform Integrations:

• Native integrations available (Shopify, BigCommerce, WooCommerce, etc.)
• Custom integration capabilities
• API documentation and developer resources
• Webhook capabilities for real-time updates
• Data mapping and transformation services

ERP and Inventory Management:

• Integration with major ERP systems (NetSuite, SAP, Microsoft Dynamics)
• Real-time inventory synchronization
• Multi-location inventory visibility
• Automated reorder point management
• Purchase order integration

Shipping and Carrier Integration:

• Carrier partnerships and negotiated rates
• Shipping software integration (ShipStation, ShipBob, etc.)
• Label generation and printing capabilities
• Tracking number upload and management
• International shipping documentation

Data Security and Compliance:

• Data encryption standards (in transit and at rest)
• SOC 2 Type II certification
• GDPR compliance measures
• Data backup and recovery procedures
• Access controls and user permissions

Reporting and Analytics:

• Available reports and dashboards
• Custom reporting capabilities
• Data export formats and frequency
• Real-time vs. batch data processing
• Performance analytics and insights

Questions to Ask:

1. Can you provide API documentation and test environments?
2. What’s your typical integration timeline?
3. How do you handle data mapping and transformation?
4. What level of customization is possible?
5. How do you ensure data accuracy and consistency?

---

Section 6: Scalability & Growth Planning

Instructions for 3PLs: Explain how you’ll support our growth trajectory and handle volume fluctuations.

Required Information:

Current Capacity:

• Maximum daily order capacity
• Peak season capacity (multiple of baseline)
• Storage capacity and expansion capabilities
• Staffing levels and hiring capacity
• Technology capacity limits

Growth Support:

• 12-month capacity planning process
• Multi-location expansion options
• New service addition capabilities
• Technology upgrade roadmap
• Staff training and development programs

Peak Season Management:

• Peak season planning timeline (how far in advance)
• Capacity reservation policies
• Additional staffing strategies
• Technology scaling capabilities
• Communication and escalation procedures

Geographic Expansion:

• Multi-location network options
• Inventory allocation strategies
• Cross-docking capabilities
• International expansion support
• Network optimization services

Questions to Ask:

1. How do you plan for and accommodate growth?
2. What’s your process for peak season capacity planning?
3. Can you support multi-location distribution?
4. How do you handle sudden volume spikes?
5. What’s your expansion timeline for new facilities?

---

Section 7: References & Case Studies

Instructions for 3PLs: Provide 3–5 client references with similar business profiles and 2–3 detailed case studies.

Required References:

• Company name and industry
• Annual order volume and SKU count
• Length of partnership
• Key services provided
• Contact information (name, title, phone, email)
• Permission to contact references

Required Case Studies:

• Client background and challenges
• Services implemented and timeline
• Results achieved (metrics, cost savings, improvements)
• Lessons learned and best practices
• Client testimonial or quote

Reference Questions to Ask:

1. How long have you worked with this 3PL?
2. What’s your actual order accuracy and on-time shipping rate?
3. How do they handle peak season and capacity constraints?
4. What’s their responsiveness to issues and escalations?
5. Any surprise costs or contract issues?
6. How was the technology integration process?
7. Would you choose them again? What alternatives did you consider?

---

Section 8: Contract Terms & Legal Considerations

Instructions for 3PLs: Provide detailed contract terms, including pricing, commitments, and legal protections.

Required Contract Terms:

Pricing and Billing:

• Contract term length (12, 24, or 36 months)
• Price escalation policies (CPI, fixed percentage, or fixed rates)
• Billing frequency and payment terms
• Late payment penalties
• Currency and tax handling

Performance and Penalties:

• SLA enforcement mechanisms
• Penalty calculation and payment terms
• Performance improvement plans
• Contract termination for cause
• Dispute resolution procedures

Data and Intellectual Property:

• Data ownership and usage rights
• Confidentiality and non-disclosure terms
• Intellectual property protection
• Data portability and migration support
• Security breach notification requirements

Termination and Transition:

• Contract termination notice periods
• Transition support and timeline
• Inventory return and shipping costs
• Data migration assistance
• Non-compete and non-solicitation clauses

Insurance and Liability:

• General liability coverage amounts
• Professional liability insurance
• Inventory loss and damage coverage
• Cyber liability insurance
• Certificate of insurance requirements

Questions to Ask:

1. What’s your standard contract term and renewal process?
2. How do you handle price escalations and when?
3. What are your data security and privacy policies?
4. What insurance coverage do you carry?
5. What’s your process for contract disputes?

---

Section 9: Implementation & Onboarding

Instructions for 3PLs: Detail your implementation process, timeline, and support during the transition.

Required Information:

Implementation Timeline:

• Phase 1: Contract execution and setup (weeks 1–2)
• Phase 2: Integration and testing (weeks 3–6)
• Phase 3: Pilot launch and validation (weeks 7–10)
• Phase 4: Full cutover and optimization (weeks 11–12)

Onboarding Support:

• Dedicated implementation manager
• Training programs for your team
• Documentation and process guides
• Regular check-ins and progress reviews
• Issue escalation and resolution procedures

Integration Support:

• Technical integration assistance
• Data mapping and migration
• Testing and validation procedures
• Go-live support and monitoring
• Post-implementation optimization

Success Metrics:

• Implementation timeline adherence
• Integration success rate
• Pilot performance validation
• Go-live success criteria
• Post-implementation support quality

Questions to Ask:

1. What’s your typical implementation timeline?
2. What support do you provide during onboarding?
3. How do you handle integration challenges?
4. What’s your success rate for on-time implementations?
5. What ongoing support do you provide post-launch?

---

Section 10: Financial Analysis & ROI Modeling

Instructions for 3PLs: Provide detailed financial analysis comparing your solution to our current state and alternatives.

Required Financial Information:

Current State Analysis:

• Our current fulfillment costs (per order, per month, annually)
• In-house vs. outsourced cost comparison
• Hidden costs and inefficiencies
• Opportunity costs of current approach

Proposed Solution Economics:

• Total cost of ownership over 24 months
• Cost per order at different volume levels
• Break-even analysis and payback period
• ROI calculation and assumptions

Cost Comparison Matrix:

• Setup and onboarding costs
• Monthly recurring costs
• Variable costs (per order, per unit)
• Peak season and surcharge costs
• Contract termination costs

Value-Added Benefits:

• Cost savings from improved efficiency
• Revenue impact from better service
• Risk mitigation and business continuity
• Scalability and growth enablement
• Technology and automation benefits

Questions to Ask:

1. How do you calculate total cost of ownership?
2. What assumptions drive your ROI calculations?
3. How do you handle cost modeling for different scenarios?
4. What value-added benefits do you provide beyond basic fulfillment?
5. How do you ensure cost transparency and accuracy?

---

How to Use This RFP Template

Step 1: Customize for Your Business (Week 1)

Before sending to 3PLs:

1. Fill in your specific requirements in each section
2. Add your current metrics for comparison
3. Include your growth projections and timeline
4. Specify your must-have vs. nice-to-have capabilities
5. Set your budget parameters and deal-breakers

Customization checklist:

• Order volume and SKU count
• Geographic requirements
• Technology integration needs
• Special handling requirements
• Budget and timeline constraints
• Performance expectations
• Contract term preferences

Step 2: Send to 3PLs (Week 2)

Target 3–5 3PLs with different profiles:

• 1–2 generalist 3PLs (ShipBob, ShipMonk, Rakuten)
• 1–2 traditional 3PLs (Geodis, Ryder, DSC Logistics)
• 1 regional or specialized 3PL

RFP distribution:

• Send via email with clear deadline (2–3 weeks)
• Schedule 30-minute intro calls to answer questions
• Provide access to your current systems for integration assessment
• Share sample data for accurate pricing

Step 3: Evaluate Proposals (Weeks 3–4)

Create a scoring matrix with these weights:

• Cost Structure: 30%
• Technology & Integration: 25%
• Operational Capability: 25%
• Scalability & Flexibility: 15%
• References & Reputation: 5%

Evaluation process:

1. Initial screening: Eliminate proposals missing key requirements
2. Detailed scoring: Rate each proposal against your criteria
3. Reference calls: Contact 2–3 references from each finalist
4. Site visits: Tour facilities of top 2–3 candidates
5. Final negotiations: Negotiate terms with your top choice

Step 4: Pilot and Validation (Weeks 5–8)

Before full cutover:

1. Pilot 20–30% of volume for 30–60 days
2. Validate all performance metrics against SLAs
3. Test integration reliability and data accuracy
4. Confirm cost accuracy against proposals
5. Evaluate communication and issue resolution

Go/no-go decision criteria:

• Order accuracy >99.5%
• On-time shipping >98%
• Integration uptime >99%
• Cost within 5% of proposal
• Responsive communication and issue resolution

Common RFP Mistakes to Avoid

Mistake 1: Asking Vague Questions

Bad: “What are your capabilities?” Good: “What’s your order accuracy rate for DTC brands with 2,000+ orders/month, and how do you measure it?”

Mistake 2: Focusing Only on Price

Bad: “What’s your cost per pick?” Good: “What’s your total cost per order including all fees, and how does it scale with volume?”

Mistake 3: Ignoring Integration Complexity

Bad: “Do you integrate with Shopify?” Good: “What’s your integration process for Shopify Plus with custom fields, and how long does it typically take?”

Mistake 4: Not Validating References

Bad: Accepting generic reference letters Good: Calling 2–3 references and asking specific questions about performance

Mistake 5: Rushing the Process

Bad: 2-week RFP with 1-week evaluation Good: 4-week RFP with 2-week evaluation and 4-week pilot

How CommerceOS Simplifies 3PL Management

Managing multiple 3PL relationships and comparing proposals manually becomes impossible at scale. CommerceOS automates:

1. RFP response aggregation: Collect and compare 3PL proposals in standardized format
2. Cost modeling: Calculate total cost of ownership across different scenarios and volumes
3. Performance tracking: Monitor 3PL scorecards and SLA compliance in real-time
4. Integration management: Single interface to manage multiple 3PL integrations and data flows
5. Vendor evaluation: Automated scoring and comparison of 3PL proposals and performance

Brands using CommerceOS reduce 3PL evaluation time by 60–70% while improving decision quality and ongoing management efficiency.

Frequently Asked Questions

How long should I give 3PLs to respond to the RFP?

Give 3PLs 2–3 weeks to respond with detailed proposals. This allows time for them to gather accurate pricing, consult with technical teams, and prepare comprehensive responses. Rushing the process leads to incomplete or inaccurate proposals that waste everyone’s time.

Should I include my current 3PL costs in the RFP?

Yes, include your current costs as a baseline for comparison. This helps 3PLs understand your budget and provide more accurate pricing. However, don’t share this information with competing 3PLs—use it internally for evaluation and negotiation.

How many 3PLs should I include in the RFP process?

Include 3–5 3PLs with different profiles: 1–2 generalist DTC-focused 3PLs, 1–2 traditional omnichannel 3PLs, and 1 regional or specialized 3PL. This gives you a good range of options while keeping the evaluation process manageable.

What if 3PLs don’t provide all the information requested?

Follow up with specific questions for missing information. If a 3PL consistently provides incomplete responses, it may indicate poor attention to detail or inability to meet your requirements. Consider this a red flag in your evaluation.

How do I handle 3PLs that want to negotiate terms before submitting proposals?

Stick to your RFP process and ask them to submit complete proposals first. Negotiations should happen after you’ve evaluated all proposals and selected your top choice. This ensures you’re comparing apples to apples and getting the best possible terms.

Should I visit 3PL facilities before making a decision?

Yes, visit the facilities of your top 2–3 candidates. This allows you to see their operations firsthand, meet the team, and assess their capabilities beyond what’s in the proposal. Site visits often reveal important details that proposals miss.

How do I handle 3PLs that offer significantly lower pricing?

Investigate the reasons for lower pricing: Are they missing services you need? Do they have hidden fees? Are they using different assumptions? Lower pricing isn’t always better—ensure you’re comparing equivalent services and capabilities.

What if my current 3PL wants to participate in the RFP process?

Include them if you’re open to continuing the relationship. This gives them a chance to compete and may result in better terms. However, don’t give them preferential treatment—evaluate them against the same criteria as other 3PLs.

---

Implementation Difficulty: 3/5 (requires detailed requirements gathering, vendor evaluation, and contract negotiation)

Impact Estimates:

• Conservative: 20% improvement in pricing transparency, 15% reduction in surprise costs, better vendor alignment with requirements
• Likely: 30% better pricing transparency, 25% cost reduction through competitive pressure, 40% fewer contract issues, improved service quality
• Upside: 40% cost savings through optimized vendor selection, 50% reduction in vendor management overhead, strategic 3PL partnerships that scale with growth

Time to Value: 4–6 weeks for RFP process and vendor selection; 8–12 weeks for implementation and pilot; 3–6 months to optimize performance and capture savings

Streamline your 3PL selection process with data-driven evaluation and ongoing performance management →