Navigating the 2026 RFP Season: An Advanced Guide to Upscaling Your RFP

Freight Contracting Crossroads

In global logistics, RFP season refers to the annual process where shippers—importers and exporters—issue requests for proposals to freight forwarders, ocean carriers, and third-party logistics providers to secure contracts for the coming year. These contracts typically cover ocean freight lanes, especially transpacific routes, with effective dates often starting May 1 for Asia-North America trades.

The 2026 season arrives against a backdrop of cooling freight markets after years of volatility driven by pandemics, Red Sea disruptions, and trade tensions. Spot and contract rates have declined significantly, with ocean freight seeing reductions of approximately 40% year-over-year on major lanes, reflecting overcapacity and weaker demand in some sectors.

This rate relief gives shippers stronger negotiating power, but it comes with a catch: service reliability has not fully recovered. On critical routes, schedule adherence remains poor, exposing companies to risks of delays, inventory imbalances, and production halts. Many shippers now weigh whether to lock in lower rates with carriers that might underperform or pay premiums for more dependable service.

Broader uncertainties compound the stakes. Ongoing tariff developments, potential regulatory changes in emissions costs like EU-ETS impacts on shipping, and shifting trade flows—such as manufacturing moves to Southeast Asia and India—add layers of complexity. Deadlines matter acutely: missing the window for strong carrier commitments can lead to reliance on volatile spot markets later, where sudden spikes could erase savings. For large-volume shippers, even small percentage differences in rates translate to millions in annual costs, while poor reliability can disrupt retail inventories or just-in-time manufacturing.

A less-discussed tension lies in the move away from purely annual RFP cycles toward more continuous sourcing in volatile conditions, though many still adhere to traditional timelines. Carriers, facing their own margin pressures, may push harder on terms like minimum volume commitments or fuel surcharges, creating friction in negotiations.