Checklist: Starting a Tender / RFQ

Step-by-Step Guide Checkting to Launching an RFQ Tender

Before launching a tender or RFQ (Request for Quotation), it is essential to ensure that all mandatory requirements are in place and that the data is accurate and complete. Once the tender has been launched, certain information can no longer be changed for compliance reasons.

Use the checklist below to make sure you are fully prepared before starting the tender:

1. Lanes and Rates

• Lanes: Ensure that all relevant lanes have been created and correctly defined.

• Rates: Make sure that base rates are entered in the system together with the corresponding volume information and shipment dates (historical data).
  

Note: Once the tender has started, lanes and rates cannot be added, removed, or modified.

Note: Base rates or current rates are used to compare against quote rates. If base rates do not include the relevant volume or shipment data, this information cannot be compared on analysis level.

2. Shipment Data and Historical Information

• Shipment Data: Ensure that all shipment data and historical information for the relevant lanes has been uploaded into the system.

• Shipment data is used in spend calculations, such as total spend.

Note: Shipment dates and historical information cannot be added, removed, or modified after the tender has started.

Reminder: Recalculate after uploading rates and shipment data.

3. Columns and Column Properties

• Columns: Ensure that all necessary columns have been added and properly configured.

• Column Properties: Verify the settings for each column, such as:

• Mandatory
• Visible
• Read-only
• Inherited

Note: Columns and their properties cannot be added, removed, or modified once the tender is live.

4. Supplier Invitations

• Invite all relevant suppliers.

• Ensure that invited suppliers are registered on the platform.
  

5. Collection Setup

• Create a collection containing the lanes you want to tender.

• Make sure the lanes included in the collection represent the version you want to compare against future quotes.

Over time, you may have different versions of the same lane based on different suppliers, validity periods, or other criteria.

6. Prepare Documents

• Upload all necessary documents to the platform, such as terms and conditions, specifications, and any additional tender documents.

Doing this in advance will save time when the event is launched.

7. Enable Profile or Column Validations

• If profile-level or column-level validations are required, make sure they are implemented and tested before the tender is launched.

8. Run a Test Tender

This is one of the most important steps.

Run a test tender using real data (lanes and rates) and a dummy supplier to validate the setup from the supplier’s perspective. This exercise will help identify issues early and save significant time once the real tender begins.

• Test the tender process to identify any issues or gaps.

• Ensure all internal stakeholders are familiar with the workflow.

9. Agree, Approve, and Test Analysis

• Analysis: Make sure the analysis methodology is agreed upon and approved by all relevant stakeholders.

• Testing: Test the analysis process to confirm that it produces accurate and reliable results.

Final Checklist Before Launch

Before launching the tender, confirm the following:

• All lanes, base rates, and shipment data have been uploaded and include the correct volume information.

• All columns and column properties are correctly configured.

• All suppliers have been invited and have access to the platform.

• All necessary documents have been uploaded.

• A test RFQ has been completed, and any issues have been resolved.

• Base-level and quote-level calculations are correctly configured.

By following this checklist, you can ensure that your tender is compliant, accurate, and ready for supplier participation. Once launched, critical data can no longer be changed, so thorough preparation is essential.