One of the most important steps in choosing your shipping and event logistics partners is evaluating the myriad of bids submitted after you send out a request for proposal (RFP). You want a logistics provider that will deliver your goods safely on time without setting you back financially.
There are a lot of logistics providers in the United States dealing in both domestic and international freight. It can, therefore, be a challenge having to go through the many different bids before choosing what is good for you and your client. So, what do you consider when comparing these unique bids to ensure you get the best partner for your shipping business? Consider the below aspects when comparing bids from your potential events and logistics partner.
Compliance with Necessary Requirements
Your bid sheet is a list of wishes you would like fulfilled. An event logistics partner who is keen on providing the best of service will strive to meet all the specified requirements you put out on your list. Checking for compliance is specifically helpful when filtering a large number of bids.
You need to ensure your potential logistics provider, or even your current one, meets all the quality requirements required for the job. It is also vital to check the bidders comply with both commercial and legal requirements, like licensing and insurance. This will help you decide how suitable a bidder is for you by gauging the readiness to which they do what you ask of them.
Typically, the bidding comparison process is aimed at finding an event logistics partner that offers a combination of both cost-effectiveness and value. You have to protect your bottom line while still ensuring you provide quality services to your clients.
You don’t necessarily have to settle for the lowest bid as is the norm. It could signify desperation on the part of the bidder, which may expose you to poor services. You should be aware of how different providers charge so you can have a precise estimate on the best value.
A well put together bid is clear and leaves nothing for the assumption. A quality bid will reflect all your requirements and clearly outline all the details about the different aspects of the logistics process. Although making a decision based only on the bid presentation may seem shallow, it goes a long way in making the whole process easy.
The more detailed a bid is, the higher the level of accuracy which shields you from unforeseen budget shocks in the future. It also gives you a candid picture of the proposal, so you know what to expect when you finally sign the contract with your preferred logistics partner.
Inclusions and Allowances
Every shipping and events logistics bid has primary requirements. However, some services may not be included by bidders to achieve the desired low costs. Some offer large allowances which may end up leading to high additional costs. It is critical to check these aspects to ensure you get as close an estimate as possible, so you don’t miss out on essential service chasing cheap offers.
Checklist of Important Costs to Keep in Mind:
- Does the international shipping quote include costs for on-site material handling and drayage? An experienced event forwarder usually includes this up front.
- Does the international shipping quote include the type of customs entry to be performed? You can save money by doing a temporary import if the circumstances are right. Your shipping partner should ask you questions about this if they know what they’re doing.
- Does the international shipping quote include costs for storage of your empty crates and packages during the event? Normally, this is a necessary (and expensive) need for international trade shows.
- Does the international shipping quote cost include some information about the international exchange rate or currency used? Currency rates fluctuate often and sometimes, these changes drastically alter your cost.
- Does your shipping quote include cargo insurance as an option? Many companies don’t offer custom-crafted insurance policies to cover your goods during shipment AND during the trade show.
Contact AMR for Your Shipping & Event Logistic Needs!
The success of your goods’ delivery depends on the choice of your shipping partner. Contact AMR Group today at 702-800-6385 for all your shipping and event logistics needs both in the US and worldwide. We are proud of our long-standing track record of shipping products around the world with no failures.