Inform all who are concerned! (Part 9)

people sitting at a table and working with sheets and laptops

Transport tenders can have different reasons and destinations. In order for them to be successful, there are a number of points that must always be observed. I would like to take up this point here and deal in loose order with the most important steps to a successful tendering process. The hints and tips are the result of many years of experience in advising and supporting our clients in various tendering projects.

Careful communication with all parties involved is another important success factor for the tender. Make sure that all internally involved departments and branches are informed and aware of the situation. Local service providers will ask their local contact persons. They should know that there is a tender and who can provide information. Inform the transport partners about the reason and the objective of the tender. For example, you can hold a webinar at the start of the transportation tendering process to which you invite all possible partners.

Consider it your duty in the sense of fair dealing with your transport partners to answer all questions promptly. Therefore prepare as much information as possible. Make all documents and contracts available, for example by depositing them on the tendering platform used. Include consignment data, quantities, volumes and all other required data.

Also clearly communicate the entire timeline for the tendering process, including the individual steps planned (RFI, RFQ, further rounds of negotiations). After each negotiation round, give feedback to all applicants, including those who do not want to be considered further, and give reasons for the rejection. This is because the service providers must also block resources for the transportation tendering.

If you use an electronic platform to post a bid, the information for the participants can be provided automatically at the push of a button. You can also collect frequently asked questions on the platform and make them visible to all participants.

So much for my tip today on the right information and communication. In the next blog you will finally learn how to create transparency and get an efficient awarding scenario from your transport tender.

If you would like to delve deeper into the subject of transport tendering, take a look at our special website including various content and insights.

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