A 3PL RFP should do more than ask providers for their lowest pick-and-pack rate. The goal is to give every fulfillment provider the same operating profile, request the same cost fields, and define the service requirements that actually matter to your customers.
Without that structure, proposals are difficult to compare: one 3PL may bundle packaging into fulfillment, another may charge separately; one may show carrier pass-through rates, another a marked-up rate card; one may include returns handling while another quotes it as an add-on.
1. Business and volume profile
Give providers enough data to price the operation realistically.
- current and forecast monthly orders
- average units per order
- SKU count and active SKU count
- average and peak inventory units
- pallets, bins or cubic storage required
- seasonality and peak-day order volume
- average product dimensions and weight
- percentage of orders needing kitting or special packaging
- historical return rate
- B2C vs B2B mix
- domestic vs international mix
2. Order and destination data
Shipping cost cannot be compared from order count alone. Include a representative shipment file with destination ZIP/postal code, packed dimensions, actual weight, units, current service level and residential/commercial status where available.
This lets providers quote the same basket instead of presenting a best-case generic shipping discount.
3. Pricing template
| Cost category | Ask every provider for |
|---|---|
| Onboarding | Setup, integration, implementation, training |
| Receiving | Per pallet/carton/unit/hour/container |
| Storage | Pallet, bin, shelf or cubic-foot pricing |
| Pick & pack | Base order fee + additional item/SKU fees |
| Packaging | Standard materials, custom materials, dunnage |
| Kitting | Per unit/project/hour and material handling |
| Returns | Processing, inspection, restock, refurbishment, disposal |
| Account/tech | Monthly minimums, platform, EDI/API fees |
| Shipping | Carrier rate model, markup, accessorial treatment |
| Projects | Hourly/project labor for non-standard work |
Require providers to fill out your template rather than relying only on their own rate sheet. This is one of the simplest ways to normalize proposals.
4. Warehouse and operational capabilities
- warehouse locations and service regions
- daily order cutoff times
- same-day fulfillment rules
- weekend operations
- inventory-counting process
- lot, expiry and serial tracking
- temperature-controlled or regulated capability if required
- hazmat support if relevant
- custom packaging and kitting
- B2B/retail compliance
- international fulfillment and export documentation
5. Technology and integration checklist
Ask which integrations are native, configured or custom. Cover:
- ecommerce platform
- marketplaces
- ERP
- OMS
- returns platform
- EDI trading partners
- carrier systems
- API access
- webhooks
- inventory and order reporting
- billing exports
Then ask how integration failures are monitored and who owns remediation.
6. Shipping economics
Request sample rates for the same shipment basket. Ask whether the 3PL uses pass-through carrier rates, a markup, a discount-off-list model or a custom rate card. Also document fuel, residential, delivery-area, additional handling, peak/demand, address-correction and international processing charges.
See our 3PL shipping rate markup guide for the questions to include.
7. Service-level agreements
An RFP should ask for measurable commitments rather than broad claims.
| SLA area | Example measurement |
|---|---|
| Order accuracy | Correct item/quantity/order |
| Ship-on-time | Orders shipped by promised cutoff |
| Receiving | Time from arrival to available inventory |
| Returns | Time from receipt to disposition/restock |
| Inventory accuracy | System vs physical count |
| Support | Response and escalation time |
Ask how SLA misses are reported and whether service credits exist. More importantly, ask to see the reporting used to measure them.
8. Returns workflow
Document condition-grading rules, repackaging, restocking, refurbishment, quarantine, disposal and return-to-vendor processes. If returns are meaningful, include a test scenario and pricing template rather than accepting one generic “returns fee.”
9. Implementation plan
Request a milestone plan covering data, integration, initial inventory receiving, testing, training and go-live. Identify who owns each workstream. Ask about the expected setup fee and any custom-development cost.
10. Contract and risk questions
- contract term and renewal
- minimum spend or order commitments
- rate-increase mechanism
- insurance and liability limits
- inventory loss/damage claims
- termination notice
- data ownership/export
- inventory exit fees
- carrier-account ownership
- disaster-recovery/business-continuity plan
Use a normalized scoring model
Do not select a 3PL on cost alone. A practical scoring model can weight:
- fully loaded economics
- shipping network fit
- operational capability
- technology/integration
- SLA quality
- implementation risk
- support/account management
- contract flexibility
Set weights before final proposals arrive so the scoring system is not manipulated to favor a preferred vendor after the fact.
Worked comparison example
Provider A may have $0.40 cheaper pick-and-pack but $0.55 higher average outbound shipping cost. Provider B may charge a $1,500 onboarding fee but save $0.25 per order at 50,000 annual orders. Normalizing all fees by annual volume exposes which differences are economically material.
Use the 3PL Cost Calculator to model recurring fees and cost per order, then separately amortize one-time implementation charges.
Frequently asked questions
How many 3PLs should be included in an RFP?
Enough to create a real comparison without overwhelming the team. A focused shortlist of providers that can actually meet your geography, product and technology requirements is more useful than a mass RFP.
Should a 3PL RFP include shipment-level data?
Yes where possible. Real lane, weight and dimension data makes shipping-price comparisons much more credible.
What is the biggest 3PL RFP mistake?
Allowing each provider to quote in a different structure. A normalized pricing template is essential for apples-to-apples comparison.
Should references be requested?
Yes. Ask for references from brands with similar order profile, product handling and sales channels—not simply the provider’s largest customer.
Sources
This checklist is a commercial evaluation framework, not legal advice. Contract terms should be reviewed for your business requirements.
PackToolbox guides are built around stated formulas, practical examples and source checks for changeable carrier, freight and logistics rules. Calculators are planning aids; final requirements should be verified with the relevant carrier or service provider.