The Warehouse Automation RFP: A Practical Checklist for Getting It Right the First Time
Most operations managers run a warehouse automation RFP once, maybe twice in their careers. By the time you've learned what questions you should have asked, you're already 18 months into a contract that's harder to exit than you expected.
This guide won't make you an expert. But it will make sure you don't leave the obvious things on the table.
Before You Write a Single Requirement
The biggest RFP mistakes happen before the document is even drafted. Two things to do first:
Map your actual constraints. Ceiling height, floor flatness (F-numbers matter for AMRs), WiFi coverage, dock configurations, existing WMS — document all of it before you brief vendors. Vendors who are guessing at your environment will give you proposals that fall apart in implementation.
Define success in numbers. "Improve throughput" is not a requirement. "Process 1,200 picks per hour at 99.8% accuracy during peak season" is. Vague requirements attract vague proposals — and vague proposals make vendor comparison nearly impossible.
The Checklist
Use this as a starting framework. Add or remove items based on your operation.
Scope & Requirements
| Item | Notes |
|---|---|
| Facility dimensions and floor specs documented | Include F-number flatness ratings |
| Peak and average throughput targets defined | By hour, shift, and season |
| SKU profile and variability captured | Count, dimensions, weight range, turnover |
| Integration requirements listed | WMS, ERP, ERP, conveyor, sorters |
| Regulatory and safety standards specified | OSHA, NFPA, any industry-specific requirements |
Vendor Evaluation
| Item | Notes |
|---|---|
| Minimum reference sites requested | At least 3, similar scale and SKU profile |
| Communication protocol requirements stated | See: don't let vendors pick for you |
| Cybersecurity requirements included | OT network segmentation, patch policy |
| Escalation and SLA terms required | Response times, uptime guarantees, penalty clauses |
| Named project team required in proposal | Not just company credentials — the actual people |
Commercial & Legal
| Item | Notes |
|---|---|
| Total cost of ownership requested | Not just purchase price — maintenance, licensing, consumables |
| Software licensing terms reviewed | Perpetual vs. subscription, what happens if vendor is acquired |
| Spare parts availability and pricing locked | For at least 7–10 years |
| Exit and data portability terms defined | Can you leave? Can you take your data with you? |
| Acceptance testing criteria written before contract | Not after |
The Three Questions Most Teams Forget to Ask
1. What does a failed implementation look like for you, and what did you do about it? Every vendor has had one. How they answer this tells you more than any case study.
2. Who owns the integration between your system and our WMS? This is where most warehouse automation projects go sideways. Get the answer in writing, and get both vendors in a room together before you sign.
3. What will this system not do well? A vendor who can't answer this is either inexperienced or not being straight with you. Either way, that's important information.
One Final Rule
Don't let your RFP be written entirely by people who won't have to live with the outcome. Your floor supervisors, your receiving leads, your IT team — they know where the real constraints are. Get them in the room before the document goes out.
The best warehouse automation RFPs aren't written by procurement. They're written by the people who understand what "2 a.m. when the system goes down" actually feels like.