{"id":59021,"date":"2024-08-08T10:32:23","date_gmt":"2024-08-08T09:32:23","guid":{"rendered":"https:\/\/reedmackay.com\/8-steps-to-the-perfect-corporate-travel-rfp"},"modified":"2024-08-09T10:25:13","modified_gmt":"2024-08-09T09:25:13","slug":"8-steps-to-the-perfect-corporate-travel-rfp","status":"publish","type":"post","link":"https:\/\/reedmackay.com\/au\/8-steps-to-the-perfect-corporate-travel-rfp","title":{"rendered":"8 steps to the perfect corporate travel RFP"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Looking for a travel management company (TMC) to manage your corporate travel programme?<br><br>Read these top tips on how to run a successful travel management RFP.<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Consider the end-to-end process<\/strong> <br>If you already have a contract in place with a TMC, find out when it expires and work back from there. Assess how much of your own time you\u2019ll need to allocate to the project, decide the other stakeholders who need to be involved \u2013 leadership, travellers and travel bookers as well as HR, risk, sustainability and finance \u2013 and their availability.<br><br><\/li>\n\n\n\n<li><strong>Be clear in what you want to solve<\/strong> <br>Identify your business travel pain points with the key stakeholders, then decide the challenges you want to solve and the main aims of the RFP exercise. Different colleagues and departments may have different objectives. It\u2019s important to have one view of what you want to achieve and use this as your guiding star.<br><br><\/li>\n\n\n\n<li><strong>Be ready to share detailed information <\/strong><br>Gather as much information on your current travel programme and TMC prior to issuing the RFP. Important items to outline within the RFP pack include:\n<ul class=\"wp-block-list\">\n<li>&#8211; What\u2019s working and what\u2019s not in your current travel programme, plus your main priorities<\/li>\n\n\n\n<li>&#8211; How your incumbent TMC services the account<\/li>\n\n\n\n<li>&#8211; Your travel and expense policy<\/li>\n\n\n\n<li><a href=\"https:\/\/reedmackay.com\/au\/data-insights\">&#8211; Travel programme data<\/a>, including current travel volumes and transaction numbers for all markets in scope<\/li>\n\n\n\n<li>&#8211; <a href=\"https:\/\/reedmackay.com\/au\/our-platform\">Online tools<\/a> and related adoption levels<\/li>\n\n\n\n<li>&#8211; Any systems requiring integration such as expense management or HR systems\/feeds.<br><br>Be generous with this information as it will provide potential TMCs with more insight into your organisation, your needs and whether they would be a good fit.<br><br><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Establish who to invite <\/strong><br>The more TMCs you invite, the more responses you will have to review and the longer this stage will take. Invite five or fewer companies to RFP \u2013 this will allow you to review a range of suppliers yet keep the workload manageable. Look for TMCs that provide a distinctive offering and are relevant to your business and your short- and long-term goals. Industry guides and associations are a useful starting point to shortlist TMCs.<br><br><\/li>\n\n\n\n<li><strong>Ask the right questions for your business<\/strong><br>While your business may have an RFP used for procuring other goods and services, corporate travel is complex and emotive; it\u2019s important to tailor the questions to travel. Likewise, don\u2019t reissue the same template you\u2019ve used for the last 10 years. The world and travel have changed, so will what your business needs from a TMC.<br><br>Concentrate on the questions that relate to your top travel priorities and requirements. Between 30-60 questions should be sufficient. Remember, the more questions you ask, the more you will have to read, review and compare. <br><br>Consider how you\u2019re wording the questions. Are they being a phrased in a way that will elicit the most important information? Where possible, ask open and strategic questions to encourage bespoke responses and show how the provider will approach the partnership. <br><br>And ask about the TMCs\u2019 company culture and values to determine how you\u2019ll work together and whether your businesses will align.<br><br><\/li>\n\n\n\n<li><strong>Compare pricing fairly <\/strong><br>Always provide a pricing template to help compare like for like in pricing and financials. Comprehensive templates encourage the responder to be clear in what they\u2019re offering, make reviewing easier and provide visibility to offers side-by-side.<br><br><\/li>\n\n\n\n<li><strong>Set reasonable timelines for supplier response<\/strong><br>Tenders are, by nature, complex and TMCs will require internal meetings to produce the most appropriate solution, particularly for complex, larger or international bids.<br><br>Three to four weeks for a bid response timeline is reasonable. You\u2019ll want to receive the best propositions and this isn\u2019t possible with restrictive timelines. And, within this part of the process, allow your suppliers to ask clarification questions and factor in time to respond.<br><br><\/li>\n\n\n\n<li><strong>Review responses and establish next steps<\/strong><br>Now the responses are back, give yourself and the key stakeholders enough time to fully review the submissions. Depending on the number of TMCs invited and the questions asked, it can take several weeks to properly assess, compare and score tenders.<br><br>The next step is shortlisting and organising the presentation stage. So consider whether a workshop would work better than a traditional presentation. This can help you truly see each TMC\u2019s strengths, weaknesses and their culture.<br><\/li>\n<\/ol>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"729\" src=\"https:\/\/reedmackay.com\/wp-content\/uploads\/2024\/08\/RFP-Header-Image_31.07.24-1024x729.jpg\" alt=\"8 steps to the perfect corporate travel RFP \" class=\"wp-image-58156\" srcset=\"https:\/\/reedmackay.com\/wp-content\/uploads\/2024\/08\/RFP-Header-Image_31.07.24-1024x729.jpg 1024w, https:\/\/reedmackay.com\/wp-content\/uploads\/2024\/08\/RFP-Header-Image_31.07.24-300x214.jpg 300w, https:\/\/reedmackay.com\/wp-content\/uploads\/2024\/08\/RFP-Header-Image_31.07.24-768x547.jpg 768w, https:\/\/reedmackay.com\/wp-content\/uploads\/2024\/08\/RFP-Header-Image_31.07.24.jpg 1080w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Our experts are available to support and guide you through the RFP process for a new travel provider. <\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><a href=\"https:\/\/reedmackay.com\/au\/contact\" target=\"_blank\" rel=\"noreferrer noopener\">Get in touch<\/a><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Looking for a travel management company (TMC) to manage your corporate travel programme? Read these top tips on how to run a successful travel management RFP. Our experts are available to support and guide you through the RFP process for a new travel provider. Get in touch<\/p>\n","protected":false},"author":39,"featured_media":58911,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"neve_meta_sidebar":"","neve_meta_container":"","neve_meta_enable_content_width":"","neve_meta_content_width":0,"neve_meta_title_alignment":"","neve_meta_author_avatar":"","neve_post_elements_order":"","neve_meta_disable_header":"","neve_meta_disable_footer":"","neve_meta_disable_title":"","footnotes":"[]"},"categories":[168],"tags":[739,1006],"class_list":["post-59021","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles-au","tag-business-travel-au","tag-rfp-guide-au"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>8 steps to the perfect corporate travel RFP | Reed &amp; Mackay<\/title>\n<meta name=\"description\" content=\"Looking for a travel management company to manage your corporate travel? 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