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)
Customer 1 (May 2025)
Results obtained by applying the RFQ
Total transports
RFQ Shipments
Single offer shipments
Cost reduction vs median
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)
Average difference between min and median
Optimal number of offers
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
Sustainable financial economy
Direct gains and long-term preservation of savings
- •Direct gains of 5-12% compared to the market median
- •Benefits preserved over time, avoiding unjustified price increases
Control, traceability and audit
Complete transparency and data-driven decisions
- •Full Offer History
- •Data-driven decisions, not perceptions
- •Possibility of internal / external audit
Speed and efficiency
Automation and seamless integration
- •Full automation via QCLOT
- •Seamless flows between logistics and procurement
- •Reduced reaction time to urgent needs
Objectivity and conformity
Fair selection based on clear criteria
- •Selection of partners based on clear criteria: cost, availability, historical performance
- •Avoidance of favouring or risk of lack of competition
Losses and risks in the absence of a controlled RFQ process
| Problem | Potential Impact | |
|---|---|---|
| Single-vendor bidding | Silent losses of 10-15% per shipment | |
| Lack of RFQ or occasional application | Higher costs, difficult to perceive at the aggregate level | |
| Lack of auditability | Decisions vulnerable to subjectivism | |
| Overbidding (5+ offers) | Increased effort without proportional results | |
| Dependence on a single carrier | Strategic vulnerability in case of unavailability |
Conclusions and recommendations
The RFQ process must be standardized and applied consistently
Establish clear procedures and ensure systematic application across all transport operations
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
Analyze separately and document the reasons for lack of competition
Digitalization through QCLOT brings comprehensive benefits
Not only savings, but also transparency, time saved and logistical resilience
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
