How to run an RFQ for a Customs Control Tower.

Why structure matters

A Customs Control Tower sits at the centre of European customs operations. It influences how data is handled, how risks are managed, and how consistently processes are executed across borders.

Without a clearly defined scope and evaluation logic, companies risk selecting providers based on assumptions rather than capability. A structured RFQ ensures that responses can be assessed on comparable and measurable criteria, creating transparency in both evaluation and decision-making.

The objective is simple. Compare competence, not promises.

The procurement journey at a glance

While processes differ by organisation, an effective selection journey usually follows a clear logic.

1. RFI: Used to understand the market and identify providers with strategic capability. This step helps separate Control Tower candidates from transactional brokers.
2. RFP: Focused on operational processes, data flows, and technical integration. This phase shows whether a provider truly understands multinational customs operations.
3. RFQ: Concentrates on commercial structure, scalability, and long-term feasibility. Hidden dependencies and effort assumptions should surface here.
4. Nomination: Final alignment on scope, governance, contractual terms, and the implementation roadmap.

In practice, RFP and RFQ are often combined. What matters is not the label, but the clarity of what is being tested.

What to assess in an RFI

The RFI sets the tone for the entire process. Its role is to establish whether a provider is structurally suited for a Control Tower model.

Key areas to explore include:

• EU footprint: Direct presence across relevant Member States, and transparency on where partners are used. Providers should explain partner selection, governance, and how quality and compliance are ensured.
• Technology maturity: Insight into API and EDI capabilities, system architecture, AI usage, and data processing workflows.
• Data integration experience: Proven ability to work with different ERP, WMS, and TMS environments without creating fragmentation.
• Compliance capability: Strong understanding of national customs nuances to avoid operational and regulatory risk.
• Industry standards: Confirmation of AEO status and an established quality management framework, including partners where applicable.

What to assess in an RFP

The RFP phase reveals how a provider operates in practice.

Important areas to cover:

• Operational readiness: Evidence through reference cases with comparable volume and complexity.
• API and EDI capability: Reliable, timely communication including structured exception handling.
• Data quality and validation: Clear logic to prevent errors, missing data, and inconsistencies before submission.
• EU customs expertise: Ability to harmonise processes across borders, not just manage local execution.
• AI and analytics: Practical use cases such as classification support, anomaly detection, and predictive indicators.
• Reporting and transparency: Access to declaration data, business intelligence tools, or frequent structured data exports.
• Continuous improvement: Defined processes, dashboards, and governance routines to drive measurable improvement.
• Implementation methodology: A proven and realistic framework for onboarding and ramp-up.

What to test in an RFQ

The RFQ ensures commercial comparability and long-term viability.

Focus areas should include:

• Pricing model: Transparent, scalable, and comparable across all bidders.
• Service levels: SLAs that ensure stable operations and fast reaction times.
• Ramp-up capability: Demonstrated ability to onboard multiple countries within realistic timelines.
• Data governance: Clear ownership and controls to avoid bottlenecks and compliance risk.
• Scalability: Capacity to grow with the business and adapt to future EU regulatory changes.

Common pitfalls to avoid

Many RFQs fail for predictable reasons.

• Over-focusing on price while underestimating compliance and data complexity
• Ignoring data readiness and maturity
• Confusing traditional brokers with strategic Control Tower providers
• Accepting organisational claims without validating how integrated the operating model really is
• Assuming independence without checking commercial or operational dependencies

Each of these issues increases risk long after the contract is signed.

Selecting a long-term partner

A well-structured RFQ enables companies to assess real capability rather than marketing narratives.

The right Control Tower partner combines customs expertise, technological maturity, data competence, and EU-wide operational excellence. Selecting on this basis creates a foundation for control, compliance, and scalable growth.

In the next edition of this special feature, we will look at how to evaluate RFQ responses and make the final provider selection with confidence.