Logistics services tender
and contractor selection on comparable rates
A logistics tender only delivers if the rates are comparable. We prepare an RFQ by lot, collect bids in a single all-in template and check where money is usually lost: validity, free time, 'as incurred' surcharges and the conversion rate.
Choosing a logistics contractor is not only about price: the lowest rate often ends in failed bookings and liability disputes. We recommend a primary and a backup provider for each lot.
Specification
Specification · Logistics tender. Standard terms · lot structure and tender timing are agreed to fit your volume
Service
- Type
- tender for transport and forwarding
- Lots
- sea, rail, road, air, customs, warehousing
- Options
- quarterly rate review
Terms
- Timing
- about 3–5 weeks
- Rounds
- 1–2, with a shortlist
- Currency
- USD / RUB
Stages
- Stage 1
- lots, bidders, RFQ
- Stage 2
- collecting and normalising bids
- Stage 3
- recommendation and draft SLA
Price
- Base
- by number of lots and bidders
- Extras
- SLA performance monitoring — on request
Service flow
- 01
Lots and requirements
We split volume into lots by lane and mode, fix the monthly forecast, container types, special requirements (DG cargo, temperature control) and the rate validity period.
3–5 days - 02
Bidders
We draw up the bidder list — your current contractors plus new ones — and check them: company details, lane experience, liability and insurance.
2–3 days - 03
Collecting bids
We send out the RFQ with a single template, answer bidder questions equally for all, and collect offers by the deadline.
1–2 weeks - 04
Comparison and second round
We bring rates to an all-in basis and check validity, free time, 'as incurred' charges, conversion rate and payment terms. If needed, we run a second round with a shortlist.
3–5 days - 05
Recommendation and SLA
We hand over the comparison table and recommendation: primary and backup contractor for each lot, a draft SLA and terms worth fixing in the contract.
1–2 days
Problems
One bidder quotes freight only, another door delivery, a third excludes local charges; the rates cannot be compared.
One template: every item line by line and an all-in total in one currency; non-compliant replies are sent back for revision.
After the first shipments the tender winner starts adding surcharges and rolling bookings.
The SLA fixes the list of permitted surcharges, the booking confirmation deadline and the procedure in case of failure; a backup contractor is kept for each lot.
The rate is attractive, but it is valid for two weeks and tied to the exchange rate on the payment date.
We compare rates taking validity and conversion terms into account, not just the figure in the table.
Documents
Tender documents. The Incoterms rule decides which part of the chain you actually buy — that shapes the lot and the rate template.
Incoterms
- EXW / FCA
- the lot includes the origin leg and export clearance
- FOB
- tender covers freight and destination services; origin charges are on the seller
- CIF / CFR
- only destination charges, haulage and Russian clearance go to tender
Documents
- RFQ
- request for quotation: lots, volumes, equipment type, period, requirements
- Rate template
- freight and every surcharge line by line, all-in total, currency, validity
- Bidder questionnaire
- company details, lane experience, liability and insurance, GOSLOG registry entry
- Draft SLA
- quote and booking turnaround, documents, statuses, claims procedure
FAQ
Split the volume into lots by lane and mode, send an RFQ with a single rate template, bring replies to an all-in basis and assess not only price but validity, free time, liability and SLA commitment. The whole process usually takes 3–5 weeks.
Only on an all-in basis: freight plus every surcharge and local charge to the same point, in one currency, with the same validity. Free time and 'as incurred' charges are checked separately — that is usually where the difference hides.
No. The lowest rate often leads to rolled bookings, surcharges and liability disputes. We assess reliability, lane coverage, liability and payment terms and recommend the best option, not merely the cheapest.
Quote and booking confirmation turnaround, the list of permitted surcharges, deadlines for documents and status updates, and the procedure for failures and claims. The indicators must depend on the contractor itself, otherwise there is nothing to hold it to.
An external organiser knows what rates on each lane are made of and where surcharges usually hide, makes the offers comparable and takes bidder correspondence off your team. That saves both money and your buyers' time.
As organiser we ensure equal conditions for all bidders. If, at your request, we also submit our own offer, it is evaluated transparently, on the same criteria and in the same template.