Guide: RFPs for travel management services
Looking for a new travel management company? Use these tips and tricks when you next go to tender.
Going to tender for a new travel management company requires a clear strategy and well-defined business objectives. Whether your priorities are cost savings, traveller safety, sustainability or programme consolidation, the quality of your RFP will directly influence the quality of the responses you receive, and ultimately the partner you choose.
These resources have been built to help guide you through the RFP process, with tips and advice to make you feel more confident about your next travel management partner selection.
So now you feel ready to go to RFP, what next?
Put us to the test; discover how FCM Travel can support your business travel needs including:
- Saving time and money
- One platform for all tasks, across desktop and mobile
- Consolidated travel management
- Bespoke travel requirements to fix your problems
- Proactive account management
- 24/7 support
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What is a travel management RFP?
A request for proposal (RFP) is a formal document sent to travel management companies inviting them to pitch for your business. It outlines your company's travel programme requirements, volumes and evaluation criteria, and gives TMCs the information they need to submit a relevant, comparable proposal.
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How long does a corporate travel RFP process take?
Most travel management RFP processes take between eight and sixteen weeks from issuing the document to selecting a preferred partner. Allowing enough time for thorough evaluation — including demos and reference checks — is essential to making the right decision.
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What should a travel management RFP include?
A strong TMC RFP should cover your current travel volumes and spend, technology requirements, reporting needs, duty of care expectations, sustainability goals and account management structure. It should also include clear evaluation criteria so all responses can be assessed consistently.
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When should you go to RFP for a TMC?
Most companies review their travel management contract every three to five years. Other common triggers include a merger or acquisition, significant growth into new markets, dissatisfaction with current service levels, or a need for better technology.