As a shipper, this article will teach you how to create and edit an RFP event
Quick Links
Create RFP Event
To create an RFP event, you must first complete the following:
Create Event: Once those actions are completed, click Create + on the left-side navigation panel. Alternatively, you can go to the Events tab and click Create New Event on the upper right hand
Set Event Overview Details
Here, you will set your Event Name, Contract Start/End Date, Bidding Start/End Date, Bidding Start/End Time, Estimated Award Date, and Event Mode
Multi-Round Events
Shippers can now create RFP events with multiple rounds. You can do so by clicking + Round on the bottom of the 'Event and Round Info' page, or at any point later. For more information, see Managing Multi-Round Events
Set Event Instructions
Set Event Instructions: The next screen will allow you to provide Event Instructions and upload Event Documents. Click Add Documents to upload any documents, such as a Fuel Surcharge Matrix or accessorial list.
Note: Keep in mind that the more information you are able to provide your Network Partners, the more accurately they will be able to price your event. Include information such as the rate type you are expecting, facility operating hours, or any specific details that participants should know in the 'Event Instructions' text box.
Set Participation Details
The next page gives you the ability to set various requirements by toggling the switches on. You can add any Gating Documents or RFI Documents from templates you have saved in the Dynamic RFP Portal.
If you enabled Lane Groups, you can select Lane Group, Origin State, Origin City, or Origin Postal Code. Once complete, click Next Steps on the upper right hand corner of the screen.
Set Event Participants
Select any or all of your Network Partners by clicking the boxes to the left of their company names, and the click Invite to Event.
You can search your Network Partners by name as well as filter them by their Registration status, their primary Mode, such as Truckload or Drayage, and any Tags you have given them, such as Reefer, Incumbent, and Preferred Carrier. Once you have selected your Network Partners, click Next Step in the upper right hand corner of the screen.
Select a Lane Template
Choose from an existing Lane Template or Create New Template
Note: Any template tagged Update Required will require an update in order to be used to create an event. This includes events that have been drafted but lanes have not yet been uploaded. Go to Managing Lane Templates for more information or you can click on the UPDATE REQUIRED tag to be automatically directed to the template management workflow where you can update your template as needed. All data will be pre-populated based on existing template selections. Upon selecting SAVE you will then be automatically navigated back to Step 4 of event creation to continue where you left off.
Once a template has been selected, download a copy of your template, fill out the required fields, save the completed template, and then click Upload Lanes.
Click BROWSE FILES on the pop up window, select the completed lane template, and then click SUBMIT.
Preview: The next page will give you a preview of the lanes you've uploaded. Here, you can search, filter, and delete lane data via bulk selection. You may also reset lanes to restart clear out the lanes and restart the upload lanes process.
Publish Event
Once complete, click Publish Event. From there, email notifications will be sent to your Event Participants when updates occur.
Edit RFP Event
If you need to change the bidding or contract dates of an RFP, click back into the EVENTS tab and select the RFP Event you would like to edit.
Click Edit
A pop up window will allow you to change the Event Name and various key dates. Click Save once the changes have been made.
Edit Lane Details
There are two ways you can make changes to your lane details after your initial lane template upload:
In-App Lane Editing
From the Lanes tab in your event, you can make individual lane modifications within the platform by clicking the three dots to the very right of your lane and then clicking Edit Lane
Editable lane data includes:
Origin Location details
Destination Location details
Origin Loading Type
Destination Loading Type
Length of Haul
Estimated Volume
Volume Frequency
Equipment Type
Mode Type
Target Rate
Historical Rate
Incumbent SCAC
Rate Format
Bulk Upload
Go to your event and click the Lanes tab.
If needed, you can first re-download your lane template by clicking DOWNLOAD LANES
Click UPLOAD LANES and upload your new lane template.
Note: Only new lanes and changes to updated lanes will reflect in the platform. You cannot delete a lane via bulk upload
Managing Multi-Round Events
*New* Shippers can now configure and manage multiple-round RFP events in a simplified and unified workflow
Add/Delete Additional Rounds
There are two ways to add a round to an RFP event:
During Creation: During Step 1 when creating a new RFP event, click Create, then click + Round
After the Event is Published: From the Event Home Page, click Events, click your RFP event name, and click New Round +
Note: Additional Rounds cannot be published until bidding has ended in the current round. Only after a round is published, it will be visible to carriers.
To delete a round of an existing RFP event:
Go to the Event Home Page (Events > click Event Name)
Click the Round you wish to delete (ex. Round 2)
Click Manage > Delete Round
Managing Lanes and Bid Responses Between Rounds
When running a multi-round event, you can now easily copy lanes and lane responses from one round to the next. This helps streamline the setup of new rounds, saving you time and effort.
When creating a new round (Round N+1), you have two options for handling lanes and responses:
Option 1 (Recommended): Automatically Copy Lanes & Responses
When you publish the new round, all lanes and lane responses from the previous round (Round N) will be automatically copied.
You can make edits to lanes after publishing Round N+1.
This option is ideal if you want to save time and keep the same lanes and responses for eligible participants
Note: Responses are only copied for participants who submitted bids in the previous round and are also invited to the new round.
Option 2: Edit Lanes Before Publishing
Lanes will be copied and available for editing before you publish the new round.
Lane responses will NOT be copied—participants will need to submit new responses for the new round.
This option is ideal of you need to adjust lanes before finalizing the round and want to require fresh responses
Frequently Asked Questions (FAQs)
How many rounds can I include in an RFP event?
Shippers can add up to three (3) rounds to an RFP event
Do I have to define all my rounds when I’m creating my initial event?
No this is not necessary; however, it is highly recommended so that your participants know that there will be multiple round associated with an event. Draft rounds can be updated or deleted at anytime.
When can I publish my next draft round?
Once bidding has ended in the current round, the next round may be published. After a round is published, it will be visible to carriers.
Can I publish awards across multiple rounds?
No awards must be published in the final round of the event. Given awards are published in say Round 1, then the Shipper will no longer be able to publish Round 2.
What data can I change between rounds?
Rounds act as their own events; therefore, you can modify most data between rounds. However, if you change Event Name or Contract Duration, this will also update all other rounds within a given event.
When configuring a new round you may modify the following: Lane Template, Lane Data, Event Participants, RFP Instructions/Details, RTBF, Event Watchers, Event Owners, Lane Groups, Late Bidding etc
As a shipper, can I duplicate Multi-Round Events?
Yes; however, you may only duplicate the first round within a Multi-Round event. After duplication, you may configure additional round data.
How are RFI and Gating Documents handled per round?
RFI and Gating Documents must be configured in Round 1. They can not be configured in Round 2 or 3.
Given RFI and/or Gating Doc is enabled in Round 1, participants invited to Round 1 will be required to complete these in Round 1. However, when they’re invited to Round 2, they will not need to complete them again. Alternatively, if a participant wasn’t invited to Round 1 but is subsequently added to Round 2, then they will be required to complete any outstanding Gating Documents or RFI.