rfq-tender-response - SKILL.md Agent Skill

name: rfq-tender-response description: "Veteran playbook for freight RFQ/RFP/tender response — RFQ vs RFP vs RFI, the qualify-or-decline scorecard, the four operational drivers of quote win-rate (speed, accuracy, optionality, margin consistency), the lane rate-matrix format, the bid-narrative structure, give-get on price, and follow-up cadence. Consulted by rfq-tender-strategist."

RFQ / Tender Response Skill

Purpose: help rfq-tender-strategist decide which tenders to chase and turn a worth-it one into a winnable, well-structured response. Qualify hard; respond on value, not price alone.

When to use

A new RFQ/RFP/tender lands and you must decide bid/no-bid.
Structuring a multi-lane response.
Diagnosing a low quote win-rate.

1. RFQ vs RFP vs RFI

RFQ (Request for Quote): specs fixed, price-led. Compete on all-in rate + reliability + speed. The buyer will compare numbers — make yours comparable and surcharge-inclusive.
RFP (Request for Proposal): solution-led — evaluated on methodology, network, SLAs, implementation, references. Compete on design and fit; price is one criterion among several.
RFI (Request for Information): early intel-gathering, not yet a bid. Respond lean; don't over-invest. Use it to get on the shortlist and learn the criteria.

2. Qualify-or-decline scorecard (before pricing)

Score each, then decide. Low total → decline politely and stay on the list.

Factor	Strong (bid)	Weak (lean decline)
Strategic fit (lanes/modes we're good at)	core lanes, our strength	off-network, weak coverage
Volume reality	verified, material	vague, possibly a price-check
Incumbent strength	weak/unhappy incumbent, clear switch reason	entrenched, no reason to move
Our relationships	multi-threaded, a champion	single contact or none (high risk)
Winnable economics	we can price to win at acceptable margin	only winnable at a loss
Decision criteria clarity	criteria + timeline known	opaque ("we'll see")
Resourcing to deliver	we can onboard/operate it	would strain ops

Decline well: a fast, reasoned, relationship-preserving "no" returns the week to winnable bids and keeps you on the next list.

3. The four operational drivers of win-rate

Forwarders who do these win a structurally higher share:

Speed — quote back fast. A surcharge-inclusive quote returned quickly beats a perfect quote returned slow.
Accuracy — surcharge-inclusive, error-free; a quote that grows on the invoice destroys trust and the renewal.
Carrier/routing optionality — multiple carriers/routings, not a single dependency.
Margin consistency — a disciplined, consistent margin across the team, not ad-hoc heroics.

When win-rate is low, diagnose against these four first — it's usually speed or accuracy, not price.

4. Lane rate matrix

One row per lane, comparable and auditable:

Keep assumptions explicit per lane (Incoterm scope, equipment, free time). This is what the buyer scores; make it easy.

5. Bid narrative (the non-price win)

Executive summary → understanding of their supply chain → the solution (network, lanes, visibility/track-trace, KPIs/SLAs, exception handling) → why us (reliability + problem-solving proof, labeled real vs illustrative) → commercials (the matrix) → implementation/onboarding plan → references. The narrative wins the points the rate matrix can't.

6. Give-get on price

Never discount naked. Trade price for: volume commitment, longer term, mode shift (air→sea), lane consolidation, scope addition (customs, warehousing), or faster payment terms. Every concession buys something.

7. Follow-up cadence

Receipt confirmation → a clarification/value touch (a lane insight) → a decision-timeline check → a post-decision debrief (win or lose — losing teaches you the gap). Persistent, not nagging.

Hand-offs

Per-lane pricing + surcharge stack → freight-pricing-mechanics skill / freight-rate-quoter.
Incumbent-account defense angle → qbr-account-planning skill / key-account-manager.
Forecast/coverage impact of the tender → pipeline-forecasting skill / pipeline-forecast-coach.