RFQ & Commercial Control

The sequence

A quotation is only as good as the request that produced it. Most incomparable quotations come from requests that left the specification, the Incoterm or the testing regime undefined.

1. 01

   Write the request so answers are comparable

   State product, specification with tolerances, pack format, volume, destination port, Incoterm, required certifications and the testing regime. Ask every supplier the same questions in the same order.

   Reduce supplier risk →
2. 02

   Fix the commercial basis

   Quote on one Incoterm for comparison. A price that moves between EXW, FOB and CFR without a stated basis is not a price. State currency, validity period and payment terms in the request rather than receiving three variants.

   How Galaxa works →
3. 03

   Ask for the cost drivers, not only the number

   Packaging, testing, certification, inland transport and minimum run each sit inside the quoted figure. Suppliers that break these out are easier to negotiate with and easier to hold to the price later.

   MOQ, capacity and lead time →
4. 04

   Compare on total landed terms

   Build the comparison to the same delivered point, including inspection, testing, documents and duty where they differ. The lowest ex-works figure is frequently not the lowest landed cost.

   Who is responsible for what →
5. 05

   Write change control into the order

   Name what happens if the supplier changes an ingredient, a packaging supplier, a production site or a process step. Silent substitution is the most common source of a failed second order.

   Reduce supplier risk →
6. 06

   Set the first-order control regime

   Pre-shipment inspection and full analytical testing on the first lots, relaxed only against documented performance. Agree the remedy for a failed lot before the first lot exists.

   Sample approval process →Inspection, Documents & Logistics →
7. 07

   Send the brief

   Galaxa reviews the complete brief and returns a written scope, the qualification path and a pricing basis by Incoterm.

   Start a sourcing request →Talk to the Trade Desk →