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A road freight tender is only as good as the data it hands to bidders. If the lane sheet is vague, every quote carries a buffer for the unknown. If service levels are undefined, no one can be held to them later. This guide sets out what a procurement team at a large Indian company should put in a transport RFQ, and how to read the bids that come back.
1. Build the lane sheet
The lane sheet is the core of the tender. One row per lane and truck type. Keep it in a spreadsheet, not a PDF, so bidders can quote in the same file.
| Column | What to fill in |
|---|---|
| Lane ID | A fixed reference you will use in the contract |
| Origin | Plant or warehouse name, full address, pin code |
| Destination | Consignee or depot name, full address, pin code |
| Truck type | Body type and size, for example 32 ft multi-axle container, 20 ft open, reefer |
| Payload | Typical weight per trip, and whether the load cubes out before it weighs out |
| Frequency | Trips per week or month, with the range you expect |
| Loading and unloading | Who loads, average dock time, any fixed slots |
| Special needs | Temperature, ODC, hazardous goods, sealing, escort |
| Return leg | Whether you can offer a load back |
If you are unsure which vehicle a load needs, our which truck tool helps you fix the truck type before the tender goes out.
2. Share volume and seasonality honestly
Bidders price risk. The less they know, the more they add.
- Twelve months of history by lane: trips per month, not just an annual total.
- Peaks and troughs: festival season, harvest, financial year end, monsoon.
- Committed versus indicative volume: say clearly what you will guarantee and what is a forecast.
- Lead time on indents: how many hours before reporting you usually place a request.
- Growth plans: new plants, new depots or lanes likely to start during the contract.
A bidder who can plan a fleet against your real pattern can quote tighter than one guessing at it.
3. Define the service levels you will measure
A service level that is not defined cannot be enforced. For each one, write the definition, the data source and what happens on a miss.
Placement. The truck reports at the dock on the indent date and time. State the grace window, how a late or missed placement is recorded, and whether a replacement truck counts.
Transit adherence. Set a standard transit time per lane in days or hours. Say whether it is measured from gate out to gate in, and which tracking source settles disputes.
POD return. The proof of delivery comes back, signed and legible, within an agreed number of days. Say whether a scanned copy is enough or a physical copy is needed for billing.
Detention. Agree free time at loading and unloading, and the charge after it. Our guide on demurrage and detention explains how these charges usually work.
Damage and shortage. How it is reported at delivery, the timeline for a claim, and the documents needed.
4. Put the contract clauses in the RFQ
Do not leave terms for after the award. Bidders price the clauses, so show them up front.
- Fuel escalation. Base diesel price, reference source, review interval, and the share of the rate linked to fuel.
- Detention. Free hours, charge basis, and how disputed hours are settled.
- Damage liability. The basis and limit of the carrier’s liability, and the claim process. The Carriage by Road Act, 2007 is the starting reference.
- Payment terms. Credit days, billing cycle, what documents an invoice needs, and when the clock starts.
- Rate validity. Fixed period, and how lanes added mid-contract are priced.
- Documents and compliance. Who generates the e-way bill under Rule 138 of the CGST Rules, and the vehicle and driver papers you expect at reporting.
- Exit and review. Notice period, performance review cadence and grounds for termination.
5. Fix the bid format
Give every bidder the same template. Ask for the base rate per trip by lane and truck type, plus every extra charge as a separate line: loading point, unloading point, multi-drop, detention, tolls if billed apart. Ask bidders to state any assumption they made. Reject bids that change the template.
Understanding what sits inside a quote makes the comparison easier. See how road freight is priced in India.
6. Compare bids beyond price
The lowest rate is not the lowest cost. Score each bid on:
| Factor | What to look at |
|---|---|
| Total landed cost | Base rate plus expected detention, extras and fuel movement at your real volume |
| Lane coverage | Branches or presence near your origins and destinations |
| Capacity | Ability to place trucks in your peak months, not only average weeks |
| Evidence of service | References and sample placement or transit reports on similar lanes |
| Tracking and reporting | Whether they can share trip status and POD data in the format you need |
| Commercial health | Documents from a vendor due diligence pack |
| Escalation | A named desk and a clear chain for missed placements |
Our guide on choosing a transporter covers the vendor side of this in more depth.
7. Run the tender cleanly
- Hold one clarification window and share every answer with all bidders.
- Keep bids sealed until the closing date.
- Shortlist on the score, then negotiate.
- Consider awarding lane bundles to more than one carrier, with a backup per lane.
- Start with a trial period and review service against the defined measures.
Printable checklist
Lane sheet
- One row per lane and truck type, with a lane ID
- Full origin and destination addresses with pin codes
- Truck type, payload and whether the load cubes out or weighs out
- Trips per week or month, with the expected range
- Loading, unloading and special handling needs
- Return load availability
Volume data
- Twelve months of trips by lane and month
- Peak and lean seasons marked
- Committed volume separated from forecast
- Usual indent lead time stated
Service levels
- Placement definition, grace window and miss rule
- Transit standard per lane and its measurement source
- POD return timeline and format
- Detention free time and charge basis
- Damage and shortage reporting process
Contract clauses
- Fuel escalation formula with base price and reference source
- Damage liability basis and claim process
- Payment terms and invoice documents
- Rate validity and pricing of new lanes
- E-way bill and document responsibility
- Exit, notice and review terms
Evaluation
- Fixed bid template, every extra charge on its own line
- Scoring sheet covering cost, coverage, capacity and service evidence
- Vendor due diligence documents requested
- Clarification answers shared with all bidders
Send your RFQ to our desk
Safe & Secure Logistics has moved freight since 1951, with 76,000+ truck hires a year, 10,000+ lanes moved and 110+ branches and offices reaching 2,000+ destinations. If you are running a tender, send your RFQ to our desk with your lane sheet and we will quote lane by lane in your format. For your vendor onboarding, download our vendor due diligence pack.
Figures for Safe & Secure Logistics are for FY2025-26 from our booking register. How each one is counted is on the Facts and sources page.