How to run a truckload freight bid: a step-by-step RFP guide for 2027
A practical guide to running an annual truckload bid in a tightening market: lane data, carrier selection, award strategy, fuel terms, routing-guide compliance and how to measure results.
Key takeaways
- Start with clean lane data: origin, destination, volume, seasonality, equipment and service requirements for at least the last 12 months.
- In a tightening market, price for acceptance, not just the lowest rate; a rate carriers reject sends freight to a spot market that costs more.
- Separate fuel from linehaul with an indexed surcharge so carriers bid on the same basis.
- Award primary and backup carriers on core lanes, and use shorter terms or managed spot for irregular freight.
- Measure tender acceptance, on-time performance and cost per mile every month after the award.
In this guide
The 2027 market in brief
Truckload contract rates hit a 52-week high in October 2026, and analysts describe the repricing as only about halfway done because carriers are leaving the market faster than freight is falling. That changes how a bid should be run: the goal is capacity you can rely on at a fair price, not the lowest number on a spreadsheet. See our market analysis.
Step 1: Build the lane file
Pull at least 12 months of shipment data and summarize by lane:
| Field | Why it matters |
|---|---|
| Origin and destination (city, state, ZIP) | Defines the lane carriers will price |
| Annual and weekly volume | Lets carriers size capacity |
| Seasonality | Peaks drive rejections |
| Equipment (dry van, reefer, flatbed) | Different markets and rates |
| Appointment and dwell times | Carriers price slow facilities higher |
| Special requirements | Hazmat, team service, drop trailers |
Clean data is the single biggest lever. Carriers price uncertainty into rates.
Step 2: Choose carriers to invite
- Incumbents with good performance on your lanes.
- Asset carriers with terminals or density near your origins.
- Brokers for coverage on irregular or remote lanes.
- Verify every new carrier for authority, insurance and identity; freight fraud is rising.
Step 3: Set the rules
- Price basis: linehaul per mile or flat rate per load, excluding fuel.
- Fuel: a fixed surcharge table indexed to the weekly EIA diesel price, the same for every bidder. See our fuel surcharge guide.
- Accessorials: a standard schedule for detention, layover, stop-offs and driver assist.
- Term: 12 months with a mid-year review for core lanes; shorter for volatile ones.
- Volume commitments: what you’ll tender and what carriers commit to accept.
Step 4: Analyze bids
Look beyond the lowest rate:
| Factor | What to check |
|---|---|
| Rate vs. market | Compare with current contract benchmarks; rates far below market are likely to be rejected |
| Carrier capacity | Does the carrier actually run near this lane? |
| Past performance | Tender acceptance and on-time history |
| Concentration | Avoid too much volume with one carrier or broker |
Step 5: Award
| Lane type | Strategy |
|---|---|
| Core, high-volume, steady | Primary and backup carriers, 12-month award |
| Medium volume, seasonal | Two or three carriers, six-month award |
| Low volume, irregular | Broker or managed spot with a ceiling |
| Refrigerated | Fewer, committed carriers; expect bigger increases |
Step 6: Implement and measure
- Load awards into your TMS routing guide promptly.
- Track monthly: tender acceptance by carrier and lane, on-time pickup and delivery, invoice accuracy and total cost per mile including fuel and accessorials.
- Re-bid or re-award lanes where acceptance falls below your threshold.
Common mistakes
- Awarding the lowest rate in a rising market. It looks good on paper and fails in practice.
- Letting each carrier bid its own fuel table. You can’t compare bids.
- Ignoring facility performance. Long dwell times cost you rejections and detention.
- No backup carriers. When the primary rejects, the spot market sets your price.
Related reading
Questions procurement teams are asking
How often should we run a truckload freight bid?
Most shippers bid annually, with a mid-year review. In a fast-moving market, shorter award terms or quarterly reviews on volatile lanes reduce the risk of rates that carriers won't honor.
How many carriers should we invite to a freight bid?
Enough to get competitive coverage on each lane, typically a mix of asset carriers and brokers. Quality matters more than number: invite carriers with real capacity on your lanes.
What is routing guide compliance?
The share of loads that the primary carrier accepts at the contracted rate. Low compliance means loads fall to backup carriers or the spot market, usually at higher cost.
Should we use brokers or asset carriers?
Both have a role. Asset carriers suit dense, repeatable lanes; brokers add flexibility and coverage on irregular or remote lanes.
How we wrote this guide
This guide draws on 2 sources, listed below, and on our own reporting. It was last reviewed on October 14, 2026 and is updated when rules or market conditions change. It is general guidance, not legal or financial advice. See our editorial standards.
