# Writing an RFQ for UAE ship-agency services A ship-agency RFQ should define the principal's appointment and port-call coordination needs. It is not a freight-forwarding request or a technical. Category: Shipping Published: September 13, 2026 Source: https://www.vendoreye.ae/blog/writing-an-rfq-for-uae-ship-agency-services A ship-agency RFQ should define the principal's appointment and port-call coordination needs. It is not a freight-forwarding request or a technical vessel-operation specification. Clear scope helps agencies price the same responsibility and identify third-party dependencies, while competent marine and legal advisers address the requirements appropriate to the vessel, port and services. ## Describe the appointment and call profile Identify the principal, intended port, vessel information and call purpose at the level appropriate for bidding. State whether the requirement is a single call or recurring arrangement. Ask agencies to confirm the role they propose and any limitations on representation or service coordination. List the administrative and commercial services required, distinguishing direct agency work from third-party services to be arranged. Avoid broad wording that implies the agent controls terminal availability, regulatory decisions or specialised marine operations outside its appointment. ## Specify information and authority controls Ask for the operating team, coverage arrangements and proposed update format. Define the principal's instruction and spending-approval route. Require bidders to explain how requests from other parties are handled when authority is unclear or interests differ. Ask which role maintains the instruction log and how the principal can retrieve the current approved position. For example, the RFQ can ask how an extra service request is logged, costed and approved during the call. It should not presume that any request from a participant authorises expenditure on behalf of the appointing principal. ## Standardise the commercial response Separate the agency fee, estimated disbursements, funding requirements and other proposed charges. Ask for assumptions, exclusions and the basis of third-party estimates. Require a sample final-account format and the supporting evidence normally provided. Use the same representative call information for all bidders. A low estimated disbursement total may omit items rather than reflect better value. Ask agencies to identify uncertainty and how revised estimates will be communicated before additional commitments are made. ## Request relevant capability evidence Ask for port-specific experience, appropriate verification information and comparable references without confidential client details. Include a fictional coordination scenario and evaluate the proposed operator's response. Have qualified reviewers assess legal and marine aspects of the appointment. The RFQ should produce comparable agency offers with clear authority and cost controls, rather than a list of broad shipping-service promises that conceal who is responsible for the actual port-call work. ## Related buying guides - [Comparing ship-agency fees and disbursement estimates](/blog/comparing-ship-agency-fees-and-disbursement-estimates)- [Choosing a ship agent for a project-vessel call](/blog/choosing-a-ship-agent-for-a-project-vessel-call)- [How to choose a ship agency in the UAE](/blog/how-to-choose-a-ship-agency-in-the-uae)[Browse all Shipping guides](/blog?category=Shipping). [Find businesses listed under Shipping on Vendoreye](https://www.vendoreye.ae/find-vendors?q=Shipping&term_kind=Category). Check each candidate’s actual offering, availability and relevant evidence. A directory listing is a starting point for evaluation, not an endorsement.