What evidence to request in a pharma logistics RFP

Compare offers against the same operating scenario, evidence and evaluation criteria.

25 June 2023Updated 23 September 2026

Short answer

Define the service scope, product and route scenarios, sample records required, excursion notification workflow and how subcontracting must be disclosed. Ask every bidder for the same evidence pack and response to an exception scenario. Link criteria to a scoring matrix in advance; authorised staff should make technical acceptance decisions under product and institutional procedures.

'Cold-chain suitable service' alone is not enough to compare bids. An RFP should create a scope and evaluation method that lets suppliers describe the same work and respond with comparable evidence.

Specify scope and evidence

State product groups, routes, handoff points and service boundaries. Say whether bids must include sample temperature records, excursion notices, delivery reports, device calibration records and any relevant facility or vehicle qualification documents. Match evidence requests to applicable requirements and the institution's quality system.

Score bids on equal terms

Ask for a written response to the same hypothetical delay or missing-record scenario. Compare price, operating scope, record access and corrective-action approach as separate criteria. Set acceptance criteria and decision owners before bids arrive; have procurement and legal teams check clauses for the tender type.