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Transportation Procurement Best Practices: How to Evaluate Brokers and Carriers During Your Annual RFP Process

Every year, the transportation procurement process gives operations leaders a critical opportunity to reset expectations, optimize spend, and strengthen the reliability of their logistics networks. 

Your annual Request for Proposal (RFP) process isn’t just an administrative cycle—it’s a strategic moment that shapes how your freight will move for the next 12 months. 

Taking the time to thoroughly evaluate brokers and carriers with clear, intentional criteria is essential. The right partner can transform your supply chain; the wrong one can expose it to unnecessary risk.

What Is Transportation Procurement?

Transportation procurement is the strategic process through which shippers secure the capacity, pricing, and service commitments needed to move their freight efficiently. They determine who will move their shipments, how, and at what cost.

Transportation procurement typically happens annually—often in alignment with budgeting cycles—or anytime a shipper needs to adjust capacity, diversify providers, or improve service reliability. 

The process can encompass:

Transportation procurement is also closely tied to your RFP process, which allows you to formally evaluate providers side by side. 

During an RFP, brokers and carriers submit bids detailing their pricing, service capabilities, safety performance, and operational strengths. Your job as a shipper is to determine which transportation management partners will deliver the best overall value—not just the lowest cost.

What Is the Transportation Procurement Process?

The transportation procurement process typically follows several steps. When executed thoughtfully, these steps ensure that your network is resilient, efficient, and aligned with your organization's goals.

#1. Define Your Transportation Needs

Shippers begin by outlining shipment volumes, lanes, modes, frequency, service expectations, accessorial requirements, and strategic priorities.

This clarity ensures providers can bid accurately and prevents downstream surprises.

#2. Develop Your RFP Criteria

This includes what you will evaluate, such as:

  • Cost structure
  • Financial stability
  • Capacity availability
  • Service performance
  • Technology and visibility
  • Cultural fit and communication style
  • Insurance and safety requirements

Strong, clear criteria help your internal team compare providers objectively.

#3. Identify and Invite Providers

Shippers typically invite brokers, carriers, and other transportation partners that align with their needs. 

Many shippers choose both incumbent providers and new entrants to maintain a competitive and diverse network.

#4. Review Proposals

At this stage, you compare providers across your criteria—such as pricing, service capabilities, technology, operational structure, and network coverage. 

This is where the strengths or weaknesses of each provider become visible.

#5. Conduct Due Diligence

This step can include:

  • Reviewing safety ratings and insurance
  • Checking references
  • Verifying financial health
  • Assessing cultural alignment and communication practices

In transportation, reliability is as much about people and processes as it is about trucks and trailers.

#6. Award and Onboard

Shippers select preferred brokers and carriers, finalize contracts, and onboard them into internal systems. 

A structured onboarding plan is essential for setting expectations and building a smooth working relationship.

#7. Monitor and Optimize

Transportation procurement doesn’t end when the contract is signed. 

Quarterly business reviews, KPIs, performance tracking, and open communication help ensure providers deliver on their commitments year-round.

How to Choose a Freight Broker: Top 5 Traits to Look For

During transportation procurement, evaluating freight brokers is one of the most important decisions you’ll make. 

Brokers play a unique role: they connect shippers with transportation capacity, provide market intelligence, solve exceptions, and ensure freight moves predictably across complex networks.

S-2 is a hybrid between a third-party logistics provider (3PL) and a brokerage. We combine the flexibility of a broker with the advanced capabilities of a full-service 3PL—including multi-modal solutions, strategic consultative support, powerful technology, robust insurance safeguards, and long-term partnership orientation.

#1. Flexibility

A strong broker adapts to your freight patterns, whether they’re one-time, recurring, seasonal, or high-urgency. They should scale capacity quickly and support multiple transportation modes.

S-2 provides tailored solutions to meet your needs. Our network spans ground expedite, truckload, flatbed, LTL, air charter, drayage, white glove services, and specialized services. 

Whether your volumes spike unexpectedly or you need a multi-modal strategy across the U.S. and beyond, S-2 scales seamlessly.

#2. Strong Carrier Network

A broker’s network determines the reliability of your capacity. Broad is good, but curated is better. You want a broker that has strong, proven, long-term carrier relationships.

S-2 partners with a carefully selected group of preferred carriers to ensure reliability and safety.

  • Our top 70 carriers handle 50% of all shipments.
  • Our top 265 carriers move 80% of all loads.
  • Together, they execute 20,000+ secure shipments annually.

This curated approach ensures every shipment receives the attention, professionalism, and care it deserves.

#3. Competitive Rates

A strong broker provides access to competitive pricing and market insights.

S-2’s Transportation Optimization Platform (TOP) gives you complete visibility and control over your logistics. With TOP, you can compare and book S-2’s volume-leveraged rates and even your own negotiated carrier rates.

#4. Operational Consistency

Look for brokers that deliver repeatable service, not just occasional wins. Consistency is a sign of strong internal processes, carrier management, and communication discipline.

S-2 excels through structured workflows, trained specialists, and proactive issue management, ensuring predictable outcomes shipment after shipment.

#5. Cultural Fit

Your broker is an extension of your logistics team. You want people who communicate clearly, show empathy, take ownership, and solve problems quickly.

S-2 prides itself on Service Delivered With Heart—meaning you’ll always work with humans who genuinely care about your freight and your success.

How to Choose a Shipping Carrier: Top 5 Traits to Look For

While evaluating brokers is essential, choosing the right shipping carriers is equally important. However, vetting carriers thoroughly can be challenging and time-consuming. 

That’s why many shippers rely on a trusted logistics partner like S-2. At S-2, every carrier in our network undergoes a rigorous selection and ongoing performance review. Here’s what we look for—and what you should look for, too.

#1. Reputable Background

Your carriers should have verified operating authority, an active and compliant Motor Carrier (MC) number, and strong safety scores.

At S-2, we confirm operating authority, safety ratings, and insurance coverage directly with providers to ensure accuracy and authenticity. No shortcuts.

We also stay ahead of emerging regulatory risks by proactively auditing carriers for licensing and compliance issues that could expose shippers to liability.

#2. Professional Conduct

Professionalism shows up in communication, timeliness, driver behavior, equipment quality, and care for your freight.

S-2’s carriers are held to our Service Delivered With Heart standard. Even in challenging circumstances, we expect professionalism, courtesy, and composure.

#3. Transparency

Late deliveries are frustrating, but late deliveries with no information are unacceptable. Carriers should provide visibility at key milestones and notify you immediately if anything changes.

S-2 delivers proactive, real-time updates throughout every shipment. If an issue arises, you hear from us before you have to ask—and we bring solutions.

#4. Strong Performance History

A carrier’s performance record is one of the most important indicators of future reliability. When evaluating performance history, consider on-time delivery rates, claims ratios, safety scores, and the carrier’s track record under pressure.

S-2 sets an exceptionally high standard in this area. We maintain an over 99% on-time delivery rate across ground expedite and air freight—two modes where timing is absolutely mission-critical. 

Plus, our claim rate of less than 0.0003% reflects both the discipline of our carrier vetting process and the professionalism of the carriers we trust. A near-zero claims ratio means fewer disruptions, less paperwork, and a dramatically lower risk of damaged goods or delayed production.

#5. Relevant Experience

Industries like automotive, aerospace, manufacturing, medical, energy, retail, and high-value commodities each require carriers with specialized knowledge, training, and equipment. 

Experience matters—because a carrier familiar with your freight understands the nuances that protect your product and streamline your operations.

S-2 prioritizes carriers who bring the right expertise for the job. We align your freight with professionals who know how to move it safely, efficiently, and in full compliance with your industry requirements.

Key Considerations for Your Freight RFP Process

As a shipper, you’re not just running a transportation procurement process—you’re designing the roadmap for your logistics success over the next year. 

Here are expert considerations to guide your next RFP:

  • Balance Cost With Reliability: Low rates mean nothing if freight doesn’t arrive. Evaluate providers on value, not price alone.
  • Prioritize Visibility: Real-time tracking, transparent communication, and proactive updates dramatically reduce risk and stress for your team.
  • Choose Partners, Not Just Providers: Look for organizations that invest in understanding your business, anticipate your needs, and collaborate with you as long-term strategic allies.
  • Evaluate Technology Strength: Tools like TOP that provide consolidated dashboards, analytics, and booking capabilities give your team a competitive advantage.
  • Don’t Overlook Cultural Fit: When issues arise—and they will—you want a partner who is calm, solution-oriented, and easy to work with.
  • Future-Proof Your Network: Select partners who can scale with you as your logistics landscape evolves.

Going Through the Transportation Procurement Process?

If you’re currently running your transportation procurement process or preparing your next annual RFP, S-2 would be honored to serve as your logistics partner. 

As a hybrid 3PL-brokerage with deep expertise, advanced technology, curated carrier networks, and a service-first mindset, we empower shippers like you to move freight with confidence.

Ready to strengthen your transportation network? Reach out to our team to request a quote, explore our capabilities, or simply ask a question. We’re here to help.
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