A restaurant food distributor RFP should give every bidder the same item specifications, quantities, service requirements, and pricing questions. Request the cost definition, margin or fee schedule, surcharges, incentives, and verification terms together so you can compare total cost for the same purchasing basket.
This matters when your agreement is approaching renewal, you are adding locations, or managers are comparing distributor quotes with different pack sizes. A lower case price is useful only after you confirm what is in the case and what else the agreement charges.
What information belongs in the market basket?
Start with a representative period of actual purchasing. Use the same period and quantities for every bidder. Include all locations in scope and identify unusual purchases or seasonal items rather than quietly treating them as normal demand.
| Required field | Why it matters |
|---|---|
| Item description, brand, manufacturer code, and GTIN when available | Identifies the product instead of relying on a distributor's description alone. |
| Distributor SKU, pack size, unit weight, and unit of measure | Allows cases, split cases, pounds, and eaches to be compared correctly. |
| Quantity purchased and period covered | Weights the comparison using what your restaurants actually buy. |
| Product specifications and approved substitutions | Separates an exact match from an alternative that needs kitchen approval. |
| Current price, fees, and applicable incentives | Establishes the incumbent baseline and avoids omitting charges. |
| Location, delivery frequency, and receiving requirements | Lets bidders price the service you need, not an easier delivery pattern. |
Which pricing and contract questions should every bidder answer?
- What does cost mean? Request the cost basis, treatment of freight and manufacturer allowances, and how direct manufacturer agreements are applied.
- Which formula applies? Ask whether pricing uses margin, markup, or a fee per case, with every category and exception listed. Our cost-plus pricing guide shows the formulas.
- What additional charges apply? Include fuel, delivery, minimum-order, split-case, technology, and other applicable fees.
- What qualifies for an incentive? Document volume thresholds, payment timing, exclusions, and any repayment obligation. Keep a one-time signing payment separate from recurring savings.
- What service is included? Compare delivery windows, order cutoffs, fill-rate reporting, substitution approval, and problem escalation.
- How will pricing be verified? Request the data, reporting frequency, audit process, and dispute procedure needed to check invoices against approved terms.
- What commitments are required? Review term length, purchasing commitments, renewal notice, termination provisions, and implementation responsibilities in the final documents.
How do you compare distributor bids fairly?
Normalize every quoted item to the same unit of measure. Mark each match as exact, approved equivalent, proposed substitution, or unavailable. An incomplete basket should not look cheaper simply because a bidder omitted expensive items.
For each comparable line, multiply the proposed unit price by the same baseline quantity. Add applicable recurring charges and separately show eligible rebates and incentives. Include procurement fees once, explaining any amount already embedded in pricing. Show coverage, assumptions, and exclusions alongside the total.
For a multi-location group, compare both the combined basket and each location. The overall result can hide a service gap, a different fee, or a small location whose costs would rise.
Does running an RFP mean changing distributors?
No. The incumbent can participate, and the review may support keeping it on revised terms. A proposed switch should be assessed for product fit, supply availability, service, implementation effort, and existing commitments as well as price. You approve the selected program.
Where does FoodServiceIQ help?
FoodServiceIQ manages purchasing analysis, distributor proposals, manufacturer programs, and ongoing oversight for independent restaurants and groups. We build the comparison from your records, review proposed terms, coordinate approved changes, and check the resulting invoices. This is useful when your managers can provide purchasing data but do not have the time to run and maintain the process themselves.
Our process page explains the stages. Timing depends on complete records, supplier responses, and approval. Fees and commitments are defined in the applicable engagement documents; a bid is not a guarantee of savings.
Questions operators ask
When should we start? Work backward from your renewal and notice dates, allowing time for data preparation, proposals, review, and implementation. Check the current agreement before planning a mid-term change.
Can a GPO help with an RFP? Some providers offer distribution management or negotiation services as well as manufacturer programs. Compare the actual engagement scope; our GPO and outsourced procurement comparison explains what to ask.
What should we send first? Start with a discussion of your goals and current agreement. We can then identify the usage reports, invoices, and specifications needed. Contact FoodServiceIQ about your distributor review.
