For freight forwarders, choosing the right visibility software can be complex. A structured RFP template doesn’t just save time—it helps avoid costly mistakes.
- Saves time and ensures consistency: A well-crafted template eliminates guesswork and prevents back-and-forth between stakeholders.
- Reduces risk: You won’t overlook critical requirements like data refresh rates, container-level tracking, or billing model transparency.
- Empowers smaller teams: Even without a formal procurement process, templates offer a clear roadmap for evaluating tools.
🧩 What to Include in a Freight Visibility RFP
Whether you’re evaluating Project44, GoComet, MarineTraffic, or Tradlinx, your RFP should include these key sections to ensure fair comparison and fit:
- Project Summary: One paragraph describing the purpose, scope, and desired outcomes.
- Company Background: Size of operations, types of shipments, and current pain points.
- Goals & Success Metrics: What results matter? Faster updates? Client visibility? Cost reduction?
- Scope of Work: What exactly should the tool cover? Ocean only? Last mile? Client portal access?
- Technical Requirements: Integration with TMS, ERP, or accounting tools; API support; data frequency.
- Support Expectations: SLA for support tickets, timezone coverage, live chat availability.
- Pricing Structure: Ask for clarity on per-container vs per-BL pricing; volume tiers; hidden fees.
- Contract Terms: Setup fees, minimum terms, flexibility to scale up or down.
- Evaluation Criteria: What matters most: UX? Accuracy? Support responsiveness?
- Submission Instructions: Deadline, format, and contact for vendor follow-up.
Pro tip: Ask vendors to comment on real use cases—e.g., “How would your system track a 3-container B/L from Busan to LA via transshipment?”
📄 Freight Visibility RFP Template
You can copy this directly into your document or send it as an email to vendors. Use it as-is, or customize to your workflow.
Sample Freight Visibility RFP Template
Project Overview:
Our company is seeking a reliable freight visibility platform to support container and vessel tracking, improve customer visibility, and streamline operations. This RFP outlines our requirements, use case, and evaluation criteria.
Company Background:
[Insert short description of your business: size, shipment volume, current tech stack, regions served.]
Project Goals:
- Improve shipment visibility for internal teams and clients
- Reduce reliance on manual tracking and spreadsheets
- Ensure accurate milestone updates at container and vessel level
- Enable client-facing tracking via widget or portal
Scope & Key Requirements:
- Container & vessel milestone tracking
- BL-based or event-based pricing model
- Embeddable client-facing tracking widget
- API and/or integration with our TMS and accounting tools
- Reliable support and SLA guarantees
Success Criteria / Evaluation Metrics:
- Real-time data refresh rate (minimum: every 2–4 hours)
- Accuracy during transshipment or port congestion
- Pricing transparency and scalability
- Client-side usability and branding options
- Implementation timeline and onboarding support
Proposal Submission Requirements:
- Company overview + relevant case studies
- Detailed responses to our requirements (above)
- Demo access or screenshots of key workflows
- Pricing breakdown and contract terms
- Support SLAs and contact details
📅 Proposal Deadline: [Insert date]
📧 Submit to: [Insert contact email]
📝 Sample Evaluation Table
| Criteria | Weight (%) | Vendor A | Vendor B |
|---|---|---|---|
| Real-time container & vessel tracking | 20% | ✅ | ❌ |
| Embeddable client tracking widget | 15% | ✅ | ⚠️ |
| B/L-based pricing (not per container) | 25% | ✅ | ❌ |
| Support response within 24h | 10% | ⚠️ | ✅ |
| Integration with TMS or ERP | 20% | ✅ | ✅ |
| Transparent contract & no setup fees | 10% | ✅ | ❌ |
Pro tip: You can embed this table directly in your proposal doc and use checkboxes or scores for weighted decisions. Clean, repeatable, and objective.
📊 Freight Visibility RFP in Action: Real Examples & Brand Comparisons
Here’s how your RFP can differentiate meaningful features—not just brand names. Below are example responses from real-world visibility platforms and how Tradlinx compares.
🆚 Example 1: Per-Container Pricing vs. B/L-Based Pricing
Sample RFP Question:
“Does your pricing scale by shipment or container? Are there integration/setup fees?”
Project44: Per-container billing. Setup fee applies. Minimum contract required.
GoComet: Hybrid model with setup costs. Pricing tiers vary.
Tradlinx: B/L-based billing. Pay-as-you-go available.
🆚 Example 2: Visibility Scope
Sample RFP Question:
“Do you support both vessel-level and container-level tracking with frequent updates?”
MarineTraffic: Vessel location only. Container events not supported.
Descartes: Data delays of 4–6 hours; limited visibility for transshipments.
Tradlinx: Real-time container & vessel tracking with update frequency of 2–4 hours.
🆚 Example 3: Client-Facing Tools
Sample RFP Question:
“Can clients track shipments through a branded portal or widget—without needing login?”
CargoWise: Limited client view. Logins required for tracking access.
Magaya: Client access only through separate system; not embeddable.
Tradlinx: Fully embeddable widget with no login required. White-labeled client access available.
Pro tip: Including these types of questions in your RFP helps separate real operational impact from marketing fluff. It also encourages transparency before you commit to a multi-year contract.
✅ Final RFP Checklist
Before you make a visibility platform decision, use this checklist to ensure your RFP is aligned with your real needs—not vendor hype.
📬 Want a walkthrough? Talk to our team to see how Tradlinx fits your RFP criteria and how we can support your visibility goals—without the overbuilt bloat.
Smart forwarders don’t just pick a vendor—they pick the right fit for their team, clients, and future.
Prefer email? Contact us directly at min.so@tradlinx.com (Americas), sondre.lyndon@tradlinx.com (Europe) or henry.jo@tradlinx.com (EMEA/Asia)
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