Re-Tendering for logistics services

In order for companies to reflect growth and at the same time save costs while maintaining at least the same delivery service, logistics services must be put out to tender on a regular basis. A structured, fact-based approach creates transparency, comparability and competitive advantages. The analysis of order, inventory and movement data as well as the definition of specific target processes form the central starting points. These elements form the basis of the tender documents in the form of a functional specification that clearly defines the requirements for performance, quality, reliability, scalability and risk management.

Database and target processes

• Order data analysis: A detailed evaluation of historical orders in terms of volume, frequency, delivery windows and irregularities enables realistic forecasting of future requirements and the definition of corresponding key performance indicators (KPIs).
• Inventory and movement data: Inventory accuracy, turnover rates, storage duration and transport times provide key figures for the design of warehousing and transport services. The aim is to strike a balance between inventory security and capital commitment.
• Target processes: Definition of standardised processes for goods receipt, storage, picking, packing, shipping and returns. The target processes serve as a benchmark for tender requirements and enable a fair evaluation of different bids.

Cost structures and evaluation methods

• Target cost calculation: A target cost calculation can be created based on requirements, supported by robust standard logistics cost rates. This serves as a financial reference value for price negotiations and benchmark-compatible comparability.
• Evaluation methodology: The combination of qualitative criteria (e.g. service quality, flexibility, IT integration capability, sustainability) with a transparent evaluation methodology for the degree of fulfilment ensures that offers are evaluated objectively and transparently. Weightings, scoring schemes and decision rules should be established in advance to avoid distortions.
• Risk and quality criteria: In addition to costs, risks (delivery reliability, compliance, data security, security standards) and quality characteristics (error rates, damage rates, returns management) should also be included in the evaluation model.

Tendering and award procedures

• Preparation of tender documents: The functional specifications, supplemented by technical specifications, provide potential logistics service providers with clear requirements and metrics. Transparent specifications promote comparable bids.
• Offer phase: Open or collective tenders enable competition. Contact persons, deadlines, confidentiality and compliance requirements should be clearly communicated.
• Offer evaluation: A structured, multi-stage evaluation covering price, performance, innovation and risk aspects provides a sound basis for decision-making. Workshops or bidder discussions can provide additional clarity.

Support during implementation and contract conclusion

• Support during the definition phase: From the derivation of target processes to the structuring of tender documents, a consistent, traceable basis is created on which bids can be evaluated.
• Execution of the tender: Professional moderation, deadline management and collection of questions ensure transparency and fairness in the process. ebp consultants act as technical contacts and coordinate closely with customers.
• Conclusion of contract: Support in preparing for negotiations, formulating the scope of services, service levels (SLAs), escalations, transition and acceptance processes, and contract terms. Ensuring that contract clauses are robust and that incentive and termination options are fair.
• Go-live: Planning implementation in operation, integrating IT systems (WMS, TMS, ERP) and training stakeholders. Ensuring a smooth transition with minimal operational disruption.

Governance, transparency and continuous improvement

• Governance structures: Defining roles, responsibilities, approval probabilities and audit instructions to ensure compliance and quality.
• Monitoring and reporting: Establishing a set of key performance indicators to monitor the ongoing performance of the logistics service provider, regular reviews and deviation analyses.

We manage the entire process, from defining the target processes and conducting the tender to supporting the conclusion of the contract with the selected logistics service provider and beyond the go-live date.