Tender management
Many organisations find the transport sector complex. And that is not surprising. The number of carriers is huge and they come in all shapes and sizes. In addition, there is often a choice of different modalities available. These too, each with its own specific advantages and disadvantages.
It is no different for a carrier. A carrier is looking for cargo that really suits them in terms of number of shipments, shipment profile, locations, cargo type, volumes, etc.
How do you, as a shipper, ensure that you too can find the best price/quality combination with the most suitable carrier(s). This is where tendering comes in.
Tendering is the term used to describe the procedure of comparing different carriers on the basis of specific requirements and then making an informed choice. Such a tendering process makes it relatively easy to understand potential carriers and their value for money. In addition, it is an ideal opportunity to reach clear contract agreements with the carriers. This brings the risks for all parties into focus at an early stage.
Step 1: Preparations
We map out the process and your requirements and prepare all RFI and RFQ documentation. We use a proven format for this.
Step 2: The RFI phase (Request for Information)
We prepare all tender documentation and select potential carriers/logistics service providers for the long list. We invite these to participate and, where necessary, help them respond to the RFI documentation. Based on all responses, we arrive at a short list. A shorter list containing the carriers/logistics service providers with ‘the best papers for the time being’.
Step 3: The RFQ phase (Request for Quotation)
We invite the carriers/logistics service providers to participate in the RFQ. In this, we gather and compare the participants based on tariff sheets and additional criteria and then arrive at a 2nd selection step.
Step 4: THE RFQ phase c’nued.
This step is optional but we often do it. Participating carriers/logistics service providers get feedback on the submitted prices and services and the chance to sharpen them further or elaborate in detail so that we can be sure the match is there.
Step 5: Visiting carriers/logistics service providers
We will then visit these carriers/logistics service providers .
Step 6: Final negotiation and contract phase
Now final choices are made, final contract negotiations and agreements follow and we prepare the contracts for signature.
From IDS we will gladly take the lead on your tender. We will help you make well-considered choices for carriers that best fit your supply chain.
Based on a clear project plan, we will carry out the analyses, come up with recommendations and record the necessary documentation. We also act as the first point of contact in the process, for example when you initially want to remain anonymous and/or when time and resources are lacking.
The carrier as a reliable and competitive transport partner
For carriers, a tender offers interesting opportunities to present various services in more detail. Thanks to carefully drafted tender documents, hauliers also know exactly what requirements they need to meet. This makes tenders clearer, reduces risks and provides all the ingredients for creating stability and continuity between reliable and high-quality partners.
The goal we pursue together is clear: cost and time savings, quality improvements, risk control and contractual certainty to avoid disputes.