RFQ System

The RFQ (Request for Quote) system enables formal procurement workflows for fleet services.

What is an RFQ?

An RFQ is a formal request sent to suppliers asking for bids on a specific service need. Unlike ad-hoc requests in FleetOS, RFQs are used for:

• Long-term contracts

• Volume pricing

• Formal evaluation

RFQ Workflow

┌─────────────────────────────────────────────────────┐
│                    RFQ LIFECYCLE                     │
│                                                      │
│  1. CREATE    2. ROUTE     3. QUOTE    4. EVALUATE  │
│     ▼            ▼            ▼            ▼        │
│  Define      System       Suppliers    Compare      │
│  needs       routes to    submit       quotes       │
│              suppliers    bids                      │
│                                                      │
│  5. SELECT   6. NEGOTIATE  7. CONTRACT  8. ACTIVE   │
│     ▼            ▼             ▼            ▼       │
│  Choose      Finalize      Sign        Start        │
│  winner      terms         agreement   service      │
└─────────────────────────────────────────────────────┘

Creating an RFQ

RFQ Components

Field	Description	Example
Title	Brief description	"Mobile Tire Service for Miami Fleet"
Category	Service type	Tires
Zone	Geographic area	Miami Metro
Description	Detailed requirements	"24/7 coverage, <2hr response..."
Volume	Estimated usage	50 services/month
Duration	Contract length	12 months
Deadline	Quote submission deadline	Jan 30, 2026
Budget Range	Optional price guidance	$50-75 per service

Best Practices for Creating RFQs

1. Be specific: Clear requirements get better quotes

2. Set realistic deadlines: Give suppliers time (3-5 days)

3. Include volume estimates: Helps suppliers price accurately

4. State evaluation criteria: What matters most to you

RFQ Routing

The system automatically routes RFQs to qualified suppliers:

Routing Criteria

1. Zone match: Suppliers covering the RFQ zone

2. Category match: Suppliers offering the service

3. Capacity match: Suppliers who can handle volume

4. Qualification match: Suppliers meeting specific requirements

Manual Additions

Shepherds can also:

• Invite specific suppliers

• Exclude certain suppliers

• Extend to adjacent zones

Submitting Quotes (Suppliers)

Quote Components

Section	What to Include
Pricing	Per-unit, volume tiers, or package pricing
SLA Commitment	Response times, availability
Capacity	Volume you can handle
Terms	Payment terms, conditions
Value Add	What makes you different

Quote Best Practices

1. Address every requirement: Show you read the RFQ

2. Be competitive: Know market rates

3. Highlight reliability: Include performance data

4. Offer options: Different SLA/price tiers

Evaluating Quotes

Quote Comparison Table

Supplier	Price	SLA	Capacity	Rating	Total Score
Joe's Tires	$$$	2hr	High	4.8	92
Quick Service	$$	4hr	Medium	4.5	78
Fleet Pro	$$$	1hr	High	4.9	95

Evaluation Criteria

Customize weights for:

• Price (e.g., 40%)

• SLA (e.g., 30%)

• Experience (e.g., 20%)

• Other factors (e.g., 10%)

AI Recommendations

The system provides:

• "Best value" recommendation

• Risk assessment for each supplier

• Historical performance analysis

Negotiation

After selecting a supplier:

Negotiation Process

1. Initial Terms: Shepherd sends proposed contract

2. Counter-Offer: Supplier may propose changes

3. Discussion: Back-and-forth on specific terms

4. Agreement: Both parties accept final terms

Negotiable Terms

• Pricing structure

• SLA specifics

• Volume commitments

• Payment terms

• Contract duration

• Renewal conditions

Contract Finalization

Contract States

DRAFT → PROPOSED → NEGOTIATING → AGREED → ACTIVE → COMPLETED

On-Chain Recording

Final contracts are recorded on Solana blockchain:

• Immutable record of agreement

• Timestamp of signing

• Hash of contract terms

RFQ Management

Active RFQs Dashboard

View all your RFQs:

• Status (Open, Evaluating, Awarded, Completed)

• Submission counts

• Deadline tracking

RFQ Templates

Save templates for recurring RFQs:

• Standard requirements

• Common evaluation criteria

• Preferred suppliers

Historical RFQs

Reference past RFQs for:

• Pricing benchmarks

• Supplier performance

• Contract templates