The truckload market has been in a prolonged pricing trough, and rates have remained flat for longer than most predicted. For nearly two years, many industry watchers have forecasted a rebound—but it hasn’t materialized.
Yet costs for carriers continue to rise. Labor, insurance, fuel, and equipment expenses are all up. The pressure is building, and it’s unlikely that pricing can remain suppressed indefinitely. General inflation alone suggests an eventual upward movement in rates. Shippers need to acknowledge that while the exact timing is uncertain, the direction is almost inevitable.
This reality makes long-term rate agreements difficult to negotiate. Carriers are wary of locking in pricing at levels that may soon be unsustainable. And while some shippers may be tempted to secure multi-year deals before rates rise, that approach comes with risk. If you’re too early, you may be overpaying; too late, and you’ll miss your window.
Annual Bids Are Back—for Good Reason
During the post-COVID volatility, many shippers moved to more frequent bidding cycles—semi-annual or even quarterly—to stay agile. But we’re now seeing a return to the traditional annual procurement event.
Why? Stability and simplicity. Annual bids align better with budgeting cycles, reduce churn in carrier networks, and give both shippers and providers time to plan more strategically. Networks evolve year to year, and what worked last year may not work now. Reassessing lanes annually strikes a balance between responsiveness and consistency.
“Carriers need time to overlay your network with theirs—give them space to respond.” Kevin Zweier
Not Every Lane Needs to Be in the Bid
One of the most overlooked strategies is being selective about what goes out to bid. Not all lanes warrant inclusion in your RFP.
For example:
- Low-volume lands may be better handled by digital or non-asset-based brokers.
- Highly sensitive lanes might require continuity and shouldn’t be disrupted.
- Lanes already served well by trusted incumbents at competitive rates may not benefit from a rebid.
- Dedicated fleet volume often operates outside the scope of annual bids entirely.
The takeaway: Segment your network. Be intentional about where you drive competition and where you preserve continuity.
Consider Pre-Award or Renewal Rounds with Incumbents
Another key strategic decision: Should you conduct a pre-award or renewal round with incumbent carriers prior to releasing the full RFP?
There’s no universal answer here. It depends on your company’s risk tolerance, and on the strength of your carrier relationships. In times when pricing or capacity constraints are expected to tighten, we typically see more interest in pre-awards. Shippers want to take some risk off the table by locking in a portion of their network before the broader bid process begins.
This tactic can work well, especially if your incumbents are strong performers. Just be sure to balance loyalty with benchmarking. Don’t assume your rates are competitive; validate them.
Give Carriers (and Yourself) Time to Respond Thoughtfully
A common misstep in bid season is rushing the timeline. Too often, shippers open bids without having spent adequate time preparing. Or they expect carriers to respond in a few days—then expect their own teams to analyze massive amounts of data in a week.
That’s not realistic. And it leads to poor outcomes. Most shippers now give providers at least one week to respond; two weeks is better. Carriers need time to overlay your network with theirs, assess strategic fits, and determine where they want to be aggressive or conservative. The more complex your network, the more time they’ll need.
Likewise, once bids are in, your team needs time for careful review and follow-up. Spot check responses. Validate capacity. Understand what business constraints you need to model into the decision process.
Use “What-If” Scenarios to Test Business Rules
Modern bid tools allow for sophisticated scenario modeling—and shippers should take full advantage. When reviewing carrier offers, you’re not just looking at rates. You’re balancing a range of constraints and strategic considerations, including:
-
- Desired number of carriers per facility
- Intermodal vs. truckload volume thresholds
- Asset vs. broker carrier balance
- Changes in revenue / volume for strategic carriers
- Growth limits for newer carriers
This is where the real power of your analysis lies. But it also introduces risk: analysis paralysis.
You can’t test every permutation. And you don’t need to. Focus on the scenarios that align with your business priorities. Don’t let perfection delay progress—because carrier offers have a shelf life. The longer you wait, the staler those rates become, and the less likely providers are to honor them.
Be Strategic, Not Stubborn
Truckload bid season isn’t about locking in the lowest possible rate—it’s about building a resilient, efficient, and responsive transportation network. That takes more than just a spreadsheet. It takes judgment, relationship management, and strategic foresight.
So, whether you’re adjusting your bid frequency, considering a partial network award, or evaluating provider mixes, make sure your decisions reflect not just the numbers—but your long-term goals. Because in this market, agility is everything. And bid season is your best chance to design for it.
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