how to write the perfect tender ~ global move management
DESCRIPTION
ATRANSCRIPT
![Page 1: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/1.jpg)
GLOBAL MOVE MANAGEMENT.
HOW TO WRITE THE PERFECT TENDER.
![Page 2: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/2.jpg)
There are two elements to ensuring a tender produces the
right results
![Page 3: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/3.jpg)
There are two elements to ensuring a tender produces the
right results
1 Asking the right questions
![Page 4: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/4.jpg)
There are two elements to ensuring a tender produces the
right results
1 Asking the right questions
2 Correctly interpreting the responses
![Page 5: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/5.jpg)
WE WILL COVER…
![Page 6: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/6.jpg)
WE WILL COVER…
What topics to include
![Page 7: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/7.jpg)
WE WILL COVER…
How to ask the right questions
What topics to include
![Page 8: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/8.jpg)
WE WILL COVER…
Necessary breadth and depth of how to cover each topic
How to ask the right questions
What topics to include
![Page 9: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/9.jpg)
“Respondents to tenders will typically be limited in their responses to the parameters provided by the tender as there is little or no scope for
them to step outside this structure.
So the questions asked and information requested in the process will determine the
quality of information received.”
UniGroup Relocation Network “The Perfect Tender for Move Management Services” White paper
requested in the process will determine the
UniGroup Relocation Network
![Page 10: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/10.jpg)
1. ASK QUESTIONS THAT LEAVE NO ROOM TO HIDE
Generic questions generate generic responses from which little meaning is gained
GENERAL GUIDELINES
![Page 11: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/11.jpg)
2. WORD QUESTIONS TO PROVOKE A SUBSTANTIAL RESPONSE
Use secondary questioning to test and evidence the initial response
GENERAL GUIDELINES
![Page 12: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/12.jpg)
3. AVOID ASKING QUESTIONS FOR THE SAKE OF IT
Avoid asking things just because they’ve been asked in previous tenders or are in a template.
Investigate the relevance for your current/future requirement.
GENERAL GUIDELINES
![Page 13: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/13.jpg)
A note on scoring…. Decide on what are the most important things you’re
looking for.
Weight your questions and publish them in the tender request.
Respondents will be encouraged to provide the
appropriate level of information for the areas
that are of particular interest to you.
![Page 14: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/14.jpg)
INFORMATION TO GIVE What to tell potential respondents
![Page 15: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/15.jpg)
INFORMATION TO GIVE:
Background
Even though it might be obvious what you do it’s important to provide background info.
The better respondents understand the rationale behind the tender the more accurately they can address your specific needs
![Page 16: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/16.jpg)
INFORMATION TO GIVE:
Historical Data Build up and share a detailed picture of potential service usage. This helps to obtain best value and protect yourself from hidden costs after signing a contract.
![Page 17: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/17.jpg)
INFORMATION TO GIVE:
Historical Data Build up and share a detailed picture of potential service usage. This helps to obtain best value and protect yourself from hidden costs after signing a contract.
1 Traffic lanes
![Page 18: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/18.jpg)
INFORMATION TO GIVE:
Historical Data Build up and share a detailed picture of potential service usage. This helps to obtain best value and protect yourself from hidden costs after signing a contract.
1 Traffic lanes
2 Allowances
![Page 19: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/19.jpg)
Which traffic lanes are your employees moving along?
TRAFFIC LANES
![Page 20: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/20.jpg)
Which traffic lanes are your employees moving along?
TRAFFIC LANES What is the volume of traffic?
![Page 21: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/21.jpg)
Which traffic lanes are your employees moving along?
TRAFFIC LANES What is the volume of traffic?
What is the demographic?
![Page 22: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/22.jpg)
EXAMPLE:
In 2014 we saw a total of 30 international moves. 90% between London and New York of which 40% were couples, 50% singles and the remaining 10% families
“ ”
![Page 23: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/23.jpg)
ALLOWANCES
Detail allowances for your employees
![Page 24: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/24.jpg)
ALLOWANCES
Detail allowances for your employees Include any tiers (e.g. through demographic, position or length of assignment)
![Page 25: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/25.jpg)
ALLOWANCES
Detail allowances for your employees Include any tiers (e.g. through demographic, position or length of assignment) Include allowed additional expenses or exceptions (e.g. dismantling / vehicles / packing / pets)
![Page 26: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/26.jpg)
EXAMPLE:
Single people have a volume allowance of 25m3, couples 30m3 and families 60m3. We allow full packing services and assignees may ship up to one vehicle
“ ”
![Page 27: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/27.jpg)
“Even though history may not accurately reflect the future it is a potential indication, and of course it is valuable to provide any additional information on anything major that is changing in your organisation that could affect this area during the contract.”
![Page 28: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/28.jpg)
INFORMATION TO GIVE:
Scope 1 Size of outsourcing and
supplier model
Do you want a company to carry out a number of moves in a certain region, are you looking for move management services? Do you want more than one supplier?
![Page 29: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/29.jpg)
INFORMATION TO GIVE:
Scope 2 Relocation vs. Moving
Are you just looking for household goods moving services or do you want to include some additional relocation services?
Specialist companies exist for both individually as well as those that provide multiple services as a single source.
![Page 30: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/30.jpg)
INFORMATION TO GIVE:
Scope 2 Relocation vs. Moving
Are you just looking for household goods moving services or do you want to include some additional relocation services?
Specialist companies exist for both individually as well as those that provide multiple services as a single source.
Click here to view a list of possible additional relocation services you might want to consider including
![Page 31: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/31.jpg)
INFORMATION TO GIVE:
Scope 3 Geographical Area
Understanding your organisation structure will drive which outsourcing approach and processes work best.
Is global mobility centrally controlled or handled by local entities? Or regionally?
![Page 32: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/32.jpg)
COMPANY QUESTIONS How to assess company characteristics
![Page 33: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/33.jpg)
INFORMATION TO GATHER:
COMPANY QUESTIONS Areas of information to evaluate if a supplier is right for you
Experience
Network
Financial stability
Capacity
Technology
Sustainability
1
2
3
4
5
6
![Page 34: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/34.jpg)
COMPANY CHARACHTERISTICS
Experience What experience does a supplier have in providing the services you’re looking for, for similar organisations?
Follow up with secondary questions to gain evidence:
Case studies
References
![Page 35: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/35.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Do you have experience with managing similar customers? A: Yes
![Page 36: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/36.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Do you have experience with managing similar customers? A: Yes
Q: Illustrate your experience working with similar contracts. Include details on size and scope of contract
![Page 37: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/37.jpg)
COMPANY CHARACHTERISTICS
Networks All relocation providers operate a network of some shape or form to service global requirements.
![Page 38: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/38.jpg)
COMPANY CHARACHTERISTICS
Networks Find out about the nature of the network, how it is structured and operated to understand to what extent the supplier will be able to ensure quality and service delivery. Look for suppliers with a geographical footprint that compares well to yours.
Find out about the nature of the network, how it is structured and operated to understand to what extent the supplier will be
geographical footprint that
![Page 39: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/39.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Describe your global network A: We have a network of dedicated and certified worldwide partners
![Page 40: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/40.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Describe your global network A: We have a network of dedicated and certified worldwide partners
Q1: How are agents selected? Is there
freedom to select the best-in-class / our preferred suppliers in any region?
Q2: Who supervises and manages the network?
Q3: What procedures are in place to ensure consistent quality and service delivery?
![Page 41: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/41.jpg)
COMPANY CHARACHTERISTICS
Financial Stability Many tenders just ask for the last 3 years financial accounts. This could be misleading because it: Is only historic information
May only address financials of holding corporation and not signing entity
Can be up to 18 months out of date
![Page 42: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/42.jpg)
COMPANY CHARACHTERISTICS
Financial Stability Many tenders just ask for the last 3 years financial accounts. This could be misleading because it: Is only historic information
May only address financials of holding corporation and not signing entity
Can be up to 18 months out of date
Ask for more detailed information about ratios and guarantees based on information no more than 3 months old.
![Page 43: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/43.jpg)
COMPANY CHARACHTERISTICS
Capacity Relate capacity questions to the size of the contract.
1
![Page 44: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/44.jpg)
COMPANY CHARACHTERISTICS
Capacity Relate capacity questions to the size of the contract.
Ask about the process for out of the ordinary situations i.e. short notice moves
1
2
![Page 45: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/45.jpg)
COMPANY CHARACHTERISTICS
Capacity Relate capacity questions to the size of the contract.
Ask about the process for out of the ordinary situations i.e. short notice moves
Find out how suppliers address peak season demands
1
2
3
![Page 46: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/46.jpg)
COMPANY CHARACHTERISTICS
Technology
How are systems integrated within the bidders organisation? Are they used worldwide?
What technology exists to support the assignee?
What technology exists to support your offices?
Is data real time or is there a delay?
COMPANY CHARACHTERISTICS
How are systems integrated within the bidders
As well as finding out what move management systems are utlised also obtain information regarding:
![Page 47: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/47.jpg)
Screenshots or better still a live demo as part of the tender process can help evaluate areas like move authorisations, inventories, tracking and tracing, invoicing and reporting
![Page 48: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/48.jpg)
COMPANY CHARACHTERISTICS
Sustainability Understanding a company’s approach to sustainability and corporate responsibility can help you identify if your organisations are a good cultural fit and ensure you are meeting your own sustainability goals..
![Page 49: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/49.jpg)
COMPANY CHARACHTERISTICS
Sustainability What is the company’s approach to supporting and developing it’s employees and ensuring their wellbeing?
1
![Page 50: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/50.jpg)
COMPANY CHARACHTERISTICS
Sustainability What is the company’s approach to supporting and developing it’s employees and ensuring their wellbeing?
What is their approach to reducing impact on the environment?
1
2
![Page 51: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/51.jpg)
COMPANY CHARACHTERISTICS
Sustainability What is the company’s approach to supporting and developing it’s employees and ensuring their wellbeing?
What is their approach to reducing impact on the environment?
How do they support the community?
1
2
3
![Page 52: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/52.jpg)
COMPANY CHARACHTERISTICS
Sustainability What is the company’s approach to supporting and developing it’s employees and ensuring their wellbeing?
What is their approach to reducing impact on the environment?
How do they support the community?
How does their strategy extend to their own suppliers or partners?
1
2
3
4
![Page 53: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/53.jpg)
COMPANY CHARACHTERISTICS
Sustainability What is the company’s approach to supporting and developing it’s employees and ensuring their wellbeing?
What is their approach to reducing impact on the environment?
How do they support the community?
How does their strategy extend to their own suppliers or partners?
How else are they considering the future?
1
2
3
4
5
![Page 54: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/54.jpg)
Do they practice what they preach? Look for substantiation of any claims with regard to sustainability.
Case studies or examples Copies of policies or procedures Certifications Audit results/statistics
![Page 55: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/55.jpg)
PROCESS QUESTIONS How to assess a respondents processes
![Page 56: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/56.jpg)
INFORMATION TO GATHER:
PROCESS QUESTIONS Areas of information to evaluate if a supplier is right for you
Operational Management
Account Management
Service Level Agreements
Reporting and Quality
1
2
3
4
![Page 57: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/57.jpg)
PROCESS CHARACHTERISTICS
Operational Management Ask in detail about the service delivery model. What is the process of a relocation? Who is in communication and control at each stage? Avoid questions that can be answered with just a simple flow chart response.
![Page 58: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/58.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Describe your operational process from initiation to invoicing A: We have a single point of contact responsible from start to finish with full control over every aspect of the move
![Page 59: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/59.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Describe your operational process from initiation to invoicing A: We have a single point of contact responsible from start to finish with full control over every aspect of the move
Q1: Who will be in control at each stage
and why? Q2: Who is initiating and monitoring
activity? Q3: What communication channels are
open to the assignee? Q4: Who has overall responsibility?
![Page 60: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/60.jpg)
PROCESS CHARACHTERISTICS
Account Management How will they accommodate your
structure?
How do multiple coordination centers work?
What about implementation?
What about complaints/claims handling?
![Page 61: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/61.jpg)
Address your concerns
If there is something you have had problems with in the past, or that is particularly important to you from experience or research, use your questions to find out how the supplier would handle a similar situation or aspect of your account.
![Page 62: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/62.jpg)
PROCESS CHARACHTERISTICS
Service Level Agreements Define the levels of performance you require.
Select KPI’s that are important to you
Ask how the supplier ensures these are achieved
Get evidence of performance with existing contracts
Specify how you will monitor KPI’s and the implications if not met.
1 2 3 4
![Page 63: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/63.jpg)
A good SLA can reduce direct, indirect and hidden costs of an assignment
![Page 64: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/64.jpg)
A good SLA can reduce direct, indirect and hidden costs of an assignment
Examples: Frequently delayed shipments mean increased temporary accommodation costs
High % of insurance claims create opportunity cost of lost productivity & employee satisfaction
![Page 65: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/65.jpg)
Suggested KPI’s
As with all KPI’s those used in your SLA must be SMART*
* Specific, measurable, acceptable, realistic, time bound
• Time limits for initial contact • Time limits for proposals
(budget and schedule) • Accuracy of quotes • Maximum transit times • Assignee satisfaction • Proportion / severity of
complaints • Insurance claim value/ratio
![Page 66: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/66.jpg)
PROCESS CHARACHTERISTICS
Reporting & Information What information is important to you and why?
Specify what reports you would like to have and how frequently
Ask about suggested or existing reports the supplier would recommend/ provide as standard
Find out how you obtain reports. Can you run reports yourself on demand?
1
2
3
![Page 67: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/67.jpg)
Ask to see sample reports so you can evaluate if the information and format suits you. If not, can they be customised?
![Page 68: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/68.jpg)
PROCESS CHARACHTERISTICS
Quality
Quality standards like ISO and FIDI FAIM are a great place to start as certification is a good independent indication of overall approach to quality, but make sure to use secondary questions to dig deeper.
![Page 69: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/69.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Describe your quality management system A: We are ISO and FAIM certified.
![Page 70: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/70.jpg)
AVOID MISLEADING OR ‘SALES’ ANSWERS:
Q: Describe your quality management system A: We are ISO and FAIM certified.
Q1: Does the certification apply to the whole organisation or just parts?
Q2: How are quality control ideals implemented throughout the company?
Q3: To what extent is the quality of
subcontractors or partners controlled?
![Page 71: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/71.jpg)
COST QUESTIONS How to evaluate pricing and other costs
![Page 72: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/72.jpg)
INFORMATION TO GATHER:
COST QUESTIONS Areas of information to evaluate if a supplier is right for you
Pricing (Rates)
Cost Savings
Invoicing
1
2
3
![Page 73: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/73.jpg)
Ask for costs in a way that enables you to make like for like
comparisons.
Give exact criteria and instructions on how to base costs to reduce risk of
additional costs.
![Page 74: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/74.jpg)
COST CHARACHTERISTICS
Rate Requests Comprehensive request of rates for different traffic lanes Carefully evaluate your traffic lanes and required services and request rates for the majority.
Include additional costs e.g. storage charges, specialist handling equipment or bolt on services which should be itemised on a quote.
Even if you don’t approve them every time you’ll need to understand the bigger picture.
1
![Page 75: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/75.jpg)
Don’t leave room for suppliers to quote an attractive rate on a small number of lanes / services to book the contract and make up losses on those you didn’t specify in your request.
Avoid the Trojan Horse….
![Page 76: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/76.jpg)
Don’t forget insurance….
Insurance rates can have a considerable impact on the overall cost of a move. Many suppliers use insurance revenue to subsidise the cost of a move.
Difference in premium %
Cost increase %
0.2% 3.2%
0.4% 6.5%
0.6% 9.7%
1% 16.2%
![Page 77: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/77.jpg)
Don’t forget insurance….
Insurance rates can have a considerable impact on the overall cost of a move. Many suppliers use insurance revenue to subsidise the cost of a move.
Difference in premium %
Cost increase %
0.2% 3.2%
0.4% 6.5%
0.6% 9.7%
1% 16.2%
An increase in premium of just 1% can mean 16.2% higher overall
costs!
![Page 78: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/78.jpg)
COST CHARACHTERISTICS
Rate Requests Levels of Transparency Define the level of transparency you want in breaking down costs, e.g. management fees, freight fees, shipping/air freight costs.
Balance the need for sufficient information with what is practical for suppliers to provide remembering all may determine costs in different ways. For example, stipulating labour costs of packing based on hourly rates may be an onerous task for a bidder.
2
![Page 79: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/79.jpg)
These rates are variable, so if you demand they are fixed for a long period of time the supplier may charge a higher rate to cover the risk of any increases in these costs.
To avoid this shipping and airfreight costs should be quoted separately and reviewed every 6-12 months.
MANAGEMENT OF FREIGHT COSTS
![Page 80: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/80.jpg)
COST CHARACHTERISTICS
Rate Requests Service Levels Provide info on what service levels rates should be based on. E.g. maximum transit times, notice period.
Make sure to ask details about what’s included/excluded in any fixed prices.
3
![Page 81: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/81.jpg)
COST CHARACHTERISTICS
Rate Requests Service Levels Provide info on what service levels rates should be based on. E.g. maximum transit times, notice period.
Make sure to ask details about what’s included/excluded in any fixed prices.
3
Click here to request a list of Common inclusions and exclusions
for international moving rates
![Page 82: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/82.jpg)
Currency rates fluctuate so if a supplier fixes rates in one currency a premium may be added to take account of the risk. The longer you request rates are fixed for the more the risk and the higher the premium may be. To limit this provide a mechanism within the contract to periodically apply the actual currency level at a particular time OR ask for rates in multiple currencies.
A note on currency rates…
£
![Page 83: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/83.jpg)
COST CHARACHTERISTICS:
Writing your rate request Usually comprises a grid showing change in rate with consignment size. Each mode of transport (air, sea or road) may have a different grid and set of units – typically:
Road ~ volume/distance
Air ~ gross size/weight
Sea ~ lift van/container size or loose load volume
1
2
3
![Page 84: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/84.jpg)
Drawing up a rates grid It’s best to consult with experts at supplier level when it comes to building your rates grid.
Reduces risk of misunderstandings or future hidden costs
Helps you build a structure that returns best value for your company requirements
Makes sure the format is easy to compare responses
![Page 85: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/85.jpg)
Drawing up a rates grid It’s best to consult with experts at supplier level when it comes to building your rates grid.
Reduces risk of misunderstandings or future hidden costs
Helps you build a structure that returns best value for your company requirements
Makes sure the format is easy to compare responses
Click to book a FREE CONSULTATION with a Bournes Relocation Expert to start designing your ‘perfect’ tender
![Page 86: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/86.jpg)
COST CHARACHTERISTICS:
Cost Savings
What cost savings will be implemented by the supplier over the term of the contract?
Request case studies or typical cost savings achieved with other clients to enable evaluation of the likelihood and extent of savings being delivered.
![Page 87: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/87.jpg)
COST CHARACHTERISTICS:
Invoicing
Control and invoicing affects the ‘real costs’ of working with a supplier. Ask questions about ability to invoice accurately, on time and with the appropriate supporting files in line with your own procedures.
Specify when invoices should be raised and include accuracy as a Key performance indicator.
![Page 88: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/88.jpg)
Click to book a
FREE CONSULTATION
with a Bournes Relocation Expert
Ready to start writing your ‘Perfect Tender’?
Make it easier to evaluate and compare responses
Maximise value from your supplier partnerships
Improve the satisfaction of your assignees
Reduce the time you spend ‘managing’ moving
![Page 89: How to write the perfect tender ~ Global Move Management](https://reader034.vdocuments.mx/reader034/viewer/2022042614/558bb4c0d8b42aab1e8b468e/html5/thumbnails/89.jpg)
Bought to you by
GLOBAL MOVE MANAGEMENT.
HOW TO WRITE THE PERFECT TENDER.
bournesmoves.com/relocation