Case Study
The Importance of the RFQ Process in Carrier Selection – Real Data Obtained with QCLOT

We demonstrate the importance of a systematic and controlled RFQ (Request for Quotation) process in the logistics activity of a production company, using real data obtained through the QCLOT platform. We emphasize the financial benefits, operational efficiency and risks associated with the lack of competition or absence of this process.

Context

QCLOT is a digital platform that integrates transport management and includes a fully automated RFQ module. The study is based on the analysis of data from two industrial customers:

  • Client 1 automotive company, recent QCLOT client
    (1 year)

  • Client 2 – manufacturer of electronic equipment, old customer QCLOT
    (8 years)

Results obtained by applying the RFQ

Customer 1 (May 2025)

  • Total transports: 488

  • RFQ Shipments: 159

  • Of these, 29 were with a single offer (≈18%)

  • The total cost of transports made through RFQ was 10.25% lower than the median of the offers received for the same trips

The savings of over 10% compared to the market median confirm the power of the RFQ as a real competitive mechanism. Even a new customer can reap quick benefits if the process is applied in a disciplined manner.

Client 2 (January–April 2025)

  • An average difference of €7,077 was found between the minimum and median bids per shipment

  • The analysis shows that the marginal value obtained from the collection of several offers plateaues after 3–4 offers

  • The customer has a mature RFQ history, but occasionally exceeds the efficiency threshold, generating effort without additional ROI

The data clearly indicate the law of diminishing returns: above 4 offers, the additional gain is marginal, and the operational efficiency decreases.

Benefits of Controlled Application of the RFQ Process

1. Sustainable financial economy
o Direct gains of 5–12% compared to the market median
o The benefits are preserved over time, avoiding slipping towards usual or "reliable" prices, unjustified

Preserving the economy over time is essential for the financial health of manufacturing companies. The RFQ acts as a structural barrier against inertia or harmful informal relationships.

2. Control, traceability and audit
o Full Offer History
o Data-driven decisions, not perceptions
o Possibility of internal / external audit

3. Speed and efficiency
o Full automation via QCLOT
o Seamless flows between logistics and procurement
o Reduced reaction time to urgent needs

4. Objectivity and conformity
o Selection of partners based on clear criteria: cost, availability, historical performance
o Avoidance of favouring or risk of lack of competition

Losses and risks in the absence of a controlled RFQ process

Problem
 Potential impact
X

Single-vendor bidding

Silent losses of 10–15% per shipment
X

Lack of RFQ or occasional application

Higher costs, difficult to perceive at the aggregate level
X

Lack of auditability

Decisions vulnerable to subjectivism
X

Overbidding (5+ offers)

Increased effort without proportional results
X

Dependence on a single carrier

Strategic vulnerability in case of unavailability

Conclusions and recommendations

  • The RFQ process must be standardized and applied consistently
     
     
     

  • The optimal number of bids is 3–4 per RFQ – the minimum required for competitive pressure without unnecessary effort
     

  • Cases with a single offer must be treated as exceptions and analyzed separately
     
     

  • Digitalization through QCLOT brings not only savings, but also transparency, time saved and logistical resilience
     

Possible add-ons for future releases

1. Force Majeure Cases and RFQ Flexibility
2. Qualitative evaluation of offers: delivery times, damages, reliability
3. Integrating ESG into carrier selection
4. Evolution of RFQ Performance over Time – Organizational Learning
5. Cultural impact – professionalization of decision-making processes in logistics
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