Outsource logistics & tender process

1. Preperation

Define equirements

De valkuil die we vaak zien is dat zonder heldere requirements leveranciers worden benadert. Wij zijn er sterk van overtuigd dat dit een belangrijk element is om te bepalen wat je nodig hebt en om een gefundeerde keuze te kunnen maken tussen leveranciers. We hebben een uitgebreide template waarin  IT, uitslag, opslag, inslag, VAS en transport terug komen die we aanpassen naar de situatie.

Examples of apects to consider

• How should inventory be recorded, and how should communication between WMS and ERP be managed?
• What IT requirements exist, and which WMS/TMS systems are used?
• What are the storage requirements for the portfolio?
• What service levels are expected regarding delivery times and distribution?
• What response times are expected from the customer service team?
• Which standards or quality requirements must the warehouse comply with?
• Which value-added services are required?
• What risks exist, and how can they be mitigated?
  
  

Portfolio and data analysis
It is crucial to understand the details of your portfolio and its volume and characteristics. We help clients map the dynamics of their portfolio, which are critical in selecting a logistics service provider. This analysis informs required storage capacity, types of flows, and transport planning. It also serves as a basis for budgeting these activities. This step can take time, as data is often incomplete or inconsistent. We work closely with clients to ensure accurate input for the rest of the process.

Network design
Using data on inbound, storage, outbound, and master data, we determine the optimal network with the client. Future growth scenarios are also considered. If necessary, we conduct a network study. The outcome defines where storage locations should be, their functions, and which activities or portfolios are executed at each location.

2. Insourcing vs outsoucing

If desired, we help clients decide whether to insource or outsource storage and transport. This is based on a feasibility study and a business case created from prior data analysis and network design. Beyond the rational evaluation, we assess what insourcing would require from the organization. If insourcing is preferred, we assist with warehouse design and implementation.

3. Tender process and selection

Long List / RFI
We have strong market knowledge and create a long list of potential storage and transport partners, based on fit with the defined requirements and portfolio. After alignment with the client, we issue a Request for Information (RFI) to learn about the services offered and gauge interest in participating in the tender.

Mid List / RFQ

After analyzing RFI responses, we advise the client on creating a mid list, usually 4–8 parties to maintain manageability. These parties receive an RFQ package after signing an NDA, including:

• Explanation of portfolio and processes
• RFQ for pricing
• Requirements table to indicate whether the supplier can meet or develop the capabilities
• Contract and SLA template
  
  

Short List / visit potential partners
We analyze RFQ responses, comparing budgets and feasibility of requirements. Together with the client, we select partners for site visits and discussions. After visits, the final selection is made.

Selection and contract
Choosing a partner is not always easy, as many suppliers may be closely matched. Clear requirements are critical to support this process. The client makes the final decision, and we provide guidance. We then proceed with contract finalization and SLA alignment, using our templates. Legal support can also be engaged if needed.

Implementation

This is often a critical phase for clients, as it is not part of their daily operations. We manage the project end-to-end, coordinating multiple parties including partners, the client’s IT team, and often external IT providers for interface setup. The move must be seamless while ongoing orders continue to flow to customers.