rfp for travel management services

Travel Management Services RFP Template

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When it comes to managing travel for your corporation or government agency, finding the right partner is essential. With ClickUp's Travel Management Services RFP Template, you can easily create a Request for Proposal (RFP) to solicit proposals from travel vendors and select the perfect partner for your needs.

By using our template, you'll be able to:

• Streamline the process of gathering proposals and evaluating vendors
• Ensure cost savings by comparing pricing and service offerings
• Simplify booking processes and ensure a seamless travel experience for your employees
• Provide high-quality traveler support, ensuring their needs are met every step of the way

Don't waste time searching for the right travel management partner. Use ClickUp's RFP Template to find the perfect fit and take your corporate travel to new heights.

Benefits of Travel Management Services RFP Template

When using the Travel Management Services RFP Template, you can enjoy the following benefits:

• Streamline the vendor selection process by clearly outlining your requirements and expectations
• Ensure cost savings by comparing proposals and negotiating competitive pricing
• Improve efficiency by standardizing the evaluation criteria for all vendors
• Enhance traveler support by specifying desired services such as 24/7 assistance and emergency support
• Optimize travel booking processes by requesting features like online booking platforms and mobile apps

Main Elements of Travel Management Services RFP Template

ClickUp's Travel Management Services RFP Template is designed to streamline the process of requesting proposals from travel management service providers.

Some of the key elements of this template include:

• Custom Statuses: Track the progress of each request, from "Pending" to "In Review" to "Approved" or "Rejected".
• Custom Fields: Include important information such as budget, preferred travel dates, number of travelers, and specific requirements in custom fields for easy reference and filtering.
• Different Views: Choose from a variety of views to manage your RFPs, such as the Kanban view to visualize the progress of each request, the Table view to easily compare proposals side by side, and the Calendar view to keep track of important deadlines and travel dates.

With ClickUp's Travel Management Services RFP Template, you can efficiently manage the entire RFP process, ensuring a smooth and organized experience for your team.

How to Use RFP for Travel Management Services

Planning a successful travel management services Request for Proposal (RFP) can be a complex task, but by following these five steps, you can streamline the process and ensure you find the right travel management partner for your organization:

1. Define your requirements

Before starting the RFP process, clearly outline your organization's travel management needs and goals. Consider factors such as travel volume, budget, preferred booking methods, reporting requirements, and any specific services or features you require.

Use custom fields in ClickUp to create a checklist of requirements and prioritize them based on importance.

2. Research potential vendors

Compile a list of potential travel management service providers based on recommendations, online research, and industry knowledge. Look for providers that have experience working with organizations similar to yours and offer the services and features you require.

Use the Table view in ClickUp to create a comparison chart of potential vendors, including their offerings, pricing, and client reviews.

3. Develop the RFP document

Create a comprehensive and detailed RFP document that includes an introduction to your organization, a description of your travel management requirements, evaluation criteria, and any other pertinent information. Be sure to include specific questions that will help you assess each vendor's capabilities.

Use a Doc in ClickUp to draft your RFP document, allowing for collaboration and easy sharing with potential vendors.

4. Distribute the RFP

Send your RFP document to the shortlisted vendors and provide them with a clear timeline for submitting their proposals. Encourage vendors to ask questions and seek clarifications to ensure they fully understand your requirements.

Use the Email feature in ClickUp to send the RFP document to vendors and track their responses.

5. Evaluate and select

Once you receive the proposals from the vendors, carefully evaluate each one based on their ability to meet your requirements, pricing, value-added services, and overall fit with your organization. Conduct interviews or demonstrations, if necessary, to further assess their capabilities.

Use custom fields in ClickUp to score and evaluate each proposal, making it easier to compare and make an informed decision.

By following these steps and utilizing ClickUp's features, you can streamline the travel management services RFP process and find the perfect partner to meet your organization's travel needs.

Get Started with ClickUp’s Travel Management Services RFP Template

Corporations and government agencies looking to outsource their travel management services can use the Travel Management Services RFP Template to streamline the vendor selection process.

First, hit "Add Template" to sign up for ClickUp and add the template to your Workspace. Make sure you designate which Space or location in your Workspace you'd like this template applied.

Next, invite relevant members or guests to your Workspace to start collaborating.

Now you can take advantage of the full potential of this template to manage the RFP process:

• Use the "Requirements" section to outline your specific needs and expectations for travel management services
• Create tasks for each step of the RFP process, from drafting the RFP to evaluating proposals
• Assign tasks to team members and set due dates to keep the process on track
• Collaborate with stakeholders to review and refine the RFP document
• Utilize the "Evaluation Criteria" section to define the factors that will be used to assess vendor proposals
• Set up notifications to stay updated on progress and deadlines
• Use the "Proposal Evaluation" view to compare and evaluate vendor proposals
• Monitor and analyze the RFP process to ensure a successful outcome

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10 steps to a rock-solid travel RFP

A request for proposal (RFP) process to find your future travel management company can take months to complete. It can be exhausting, time-consuming, and stressful. And, it doesn't always yield the best insight into a TMC's true capabilities or your travel needs.

It's only natural, then, that you'll want to make sure you're getting the most out of your RFP for your future corporate travel partner. Here are ten steps to consider when you're thinking about how to conduct a travel RFP.

1. Understand your business’ travel needs (AKA, do you even need an RFP?)

How much does your team travel? Is your relationship with your TMC transactional or strategic? If your travel requirements are basic, and you’re happy with your current TMC, you may not even need an RFP.

On the other hand, you might be looking for a partner who goes beyond merely sourcing the cheapest rates for your travel program. One that handles multi-leg and multi-country trips, for example, who is able to identify savings and opportunities; and able to save your team time and money. Then, you might be in the market for a new TMC.

Understand why, where, and how often your team travels. In other words, what is your travel footprint? This should be the starting point for every RFP.

2. Rank your top travel requirements

Priorities range per company. Some will look more toward cost savings and expense management, while others are laser-focused on risk management for their traveling employees.

Is it important your travel services include support at all hours? What's your biggest driver? Is an online booking tool or mobile app key to the success of your travel program? 

Think carefully about your organization’s unique requirements and rank them in order of importance so that everyone is on the same page.

3. Identify your current pain points

Did we mention having the right people in the room? Ask all the relevant individuals in your team, including management, travel bookers, and travelers, some pertinent questions:

Ask what their biggest frustrations are while on their business trips. What is currently broken in your chosen travel management solution? What needs are not being adequately met by your current TMC(s)or travel agent(s)?

4. Be generous with information

The more a potential TMC knows about you and your needs, the better they’ll be able to gauge whether they are a good fit for your business. Include details like your geographic footprint, company culture, online capabilities, current travel and expense policy, and travel spend.

You should also provide information about your preferred pricing and payment processes, security risk assessments, code of conduct, and your relationship-management objectives. Transparency is critical here, as failure to give enough detail is often the cause of the disconnect between an organization and its TMC.

5. Consider what information you need…and what you don’t

Case studies. Great. Client references. For sure. But do you really need resumes for the entire team? While certain information will always be required, some, such as supporting resumes, are unnecessary, especially as staff may be transferred or promoted during the RFP process.

6. Think about how you’d like the responses to be formulated

There’s a fine balance between efficient use of time and gathering as much information as you need. Consider your RFP template. A spreadsheet is great (and beats a 40-page tender document, hands down), but make sure TMCs can also include supporting links, case studies, and videos. After all, you want to get a sense of their company culture – and what sets them apart from their competitors.

7. Weigh the responses

Each response provided by the prospective TMCs should relate directly to one of your business requirements. It’s up to you which requirements are the most important in helping you select the ultimate partner. For example, you may place greater emphasis on cultural fit than on sustainability, or maybe pricing overshadows all.  

8. Set aside sufficient time for presentations and engagement  

As the RFP process evolves, you might decide to replace a traditional panel presentation with a workshop. It gives you an opportunity to engage with more members of the team and get a real sense of their culture, capabilities, and ethos. You could also ask for a full demo of their platform and tools. Either way, make sure you set aside enough time.

9. Discuss the onboarding and change management process

This is important, as once your selection has been made, you’ll want the transition to be as smooth and seamless as possible. It’ll help to understand how travel services will be onboarded to your stakeholders and travelers.  

10. Debrief all involved in the process

When it comes to awarding the contract, adhere to the deadline you set and be respectful of the time and effort invested by everyone involved. Unsuccessful parties would appreciate some feedback – and you may find that you are able to gain some valuable insights in this final part of the process, too!

Ready to up your travel game? Let’s talk.

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• How do I build a better travel management company RFP?

How can you build a better TMC RFP?

Is your RFP really accomplishing its mission?

Key Factors to Evaluate to Choose the Right TMC

• Are you really serious about change, or just testing the market?  Don’t waste time on an RFP if you only seek better pricing. Press your current vendor with an annual price review. 
• Are you including all the right stakeholders in the process and are they helping write the RFP?  A short list of interested parties should include: HR, IT, Security, Legal, Operations and Procurement, as well as travel managers and frequent travelers. 
• Can you precisely articulate your company’s specific needs?  Too many RFPs are a template grabbed from an industry resource, with little attempt made to focus on unique challenges your company is facing. 
• Do you understand your travelers?  Why do they go rogue and book outside your current program? If you are not sure, send them a survey and find out – prior to writing your bid document. 
• Are you able to handle a large bid process?  If not, consider hiring a firm to help you manage the document creation, meetings, research and review processes for you. 
• Have you thoroughly analyzed your data?  Provide granular transactional data to all bidders. If you want a different TMC, then you need to make sure it’s not just your incumbent with this type of extensive internal knowledge. 
• For more tips, read on .

When preparing your Request for Proposal (RFP):

List goals..

Providing a detailed list of goals to all suppliers will result in more robust responses and commitments from the bidders.

Provide criteria for scoring.

When using a scorecard to evaluate suppliers, it is important not to keep the evaluation criteria confidential. Share the scorecard and category weightings with all suppliers so they have a clear understanding of what is important to you and the overall objectives of your travel program. By being transparent, you will receive the most appropriate offer that meets your needs.

Provide data and other relevant information to all bidders.

If you manage travel in-house, you may not have much, but the more information you provide about your travel costs and patterns, the more meaningful the proposal will be. Make sure all of your potential suppliers are working from the same baseline to avoid any unfair advantages for the current supplier. 

Choose your questions carefully.

Choosing a limited number of questions to evaluate TMCs against each other is more effective than using a large number of irrelevant questions. While standard templates can be useful for generating ideas, it is important to ensure that the questions you ask suppliers are current and relevant. Many of the questions in these templates are basic requirements that most TMCs should already meet. By eliminating these questions, you can save time and focus on what is truly important to your travel program.

Evaluation of Total Cost of Ownership (TCO).

Be sure to use a standard pricing format and provide specific guidelines on pricing requirements (e.g., for air: per transaction vs. per segment, or for rail: per transaction vs. per rail coupon).  Evaluate each supplier’s total cost of ownership (TCO) and ask them to confirm your assessment. This will prevent any unexpected issues that may arise after implementation.

What is RFP scoring?

RFP scoring, also known as proposal scoring or simply a scorecard, assigns number value to the RFP answers provided by a vendor. Sharing scorecards in advance seems counterproductive but the opposite is the case. The scorecard reveals to bidders what the organization’s needs are. They can refine their offerings, eliminating noise from less useful information. All parties save on time and resources when bidders who find they’re not best suited to deliver services excuse themselves from the process.  

Who are the stakeholders in the RFP experience?

the individuals, teams and departments who should be involved in the TMC selection process. This may range from procurement and HR teams to marketing, communications, technology, and accounting.  

What is a tender in an RFP?

Another term for RFP or proposal. This is an invitation or offer to bid on a contract. 

What is difference between RFI, RFQ and RFP?

RFI , RFQ , and RFP are three important terms in the procurement process for travel management services. An RFI (Request for Information) is used to gather information about available travel services and to evaluate next travel management options. An RFQ (Request for Quotation) is a formal document used to solicit quotes from potential suppliers for specific corporate travel needs, such as international travel or travel inventory. An RFP (Request for Proposal) is a detailed document that outlines current travel management requirements, such as travel management software and business travel needs. 

Would you like to learn more about our travel management solutions?

Contact our sales team to explore how we can assist you with your corporate travel program.

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Understanding A RFP For Travel Management Services

Julian Munsey

If you are looking to start the procurement process for finding a travel management company , you may want to create a RFP (request for proposal).

Understanding what is an RFP, what questions to ask in the RPF and whether you even need to complete one will be all important steps in your journey.

What is an RFP in Travel?

A request for proposal (RFP) in travel is a business document that enables an organisation to collate information surrounding the project of procuring a travel management company, and invites responses from interested parties.

The RFP process can be as simple or as complex as the business needs it to be, based on focus areas and key drivers.

Download our RPF template for corporate travel management.

What are the differences between an RFI vs RFQ vs RFP?

The difference between the RFI, RFQ and RFP is what information they provide:

• An RFI educates ⁠— RFI responses explore how a vendor might solve a problem or fill a need
• An RFQ  quantifies ⁠— RFQ responses provide the cost of meeting a specific need
• An RFP  compares ⁠— RFP responses evaluate the merits of each vendor compared to others

Why is the purpose of an RFP?

Usually, there are 3 mains reasons for running an RFP:

• Sourcing either a new TMC due to poor service, lack of proactivity, insufficient technology  or if you are stepping into the TMC market for the first time
• Your current contract is coming to an end and you are wanting to re-test the market. You are open to onboarding a new TMC should they meet and surpass your requirements.
• A box-ticking exercise. Sadly we do encounter this when a business is happy with their existing supplier and has no reason to test the market but needs to satisfy a company’s administrative requirements.

Do you need to have a previous engagement with a TMC before inviting them to participate in the RFP?

The short answer is no, you can invite as many suppliers as you see fit without having any previous engagement.

However, from a TMC’s perspective of having no previous engagement, we are only left with the information which you have provided within the RFP and the scoring matrix which you chose to use to compare proposals.

This only leaves you comparing a spreadsheet with a spreadsheet.

On the other hand, we recommend meeting with potential TMC’s prior to releasing an RFP. Not only could this save you time and money, but also give you an insight into the suitability, capability, and cultural fit of that business which are key ingredients to finding your perfect partner.

Should an RFP contain a benchmarking exercise?

From a TMC perspective, we are asked to provide benchmark exercises within RFP’s, however, there are so many deciding factors as to what pricing you will receive back.

These will be dependant on the timing that each TMC receives the RFP document, the availability, which is not always based on a first come first served basis due to the global world we live in and the fluctuation in availability.

We have had requests that the quotes all must take place on a certain date and time to create a level playing field, however, this is difficult to mandate and quantify from an accessing perspective.

We live in a world whereby quotes can be obtained within seconds online from various sources so providing competitive pricing is stage one of being a good TMC.

We recommend seeing a live demo of the TMC’ self-booking tool will not only see the pricing but also see the booking platform and its capabilities that your bookers/travellers will potentially be using.

What questions should I ask the travel management company in the RFP?

The standard questions surrounding booking flights, hotels, rail, and car hire should be given for any TMC.

To seek value in the RPF, you should try to gain a deeper understanding of how the TMC operates and ask questions about these topics:

• Client retention and references – there is no better way than hearing from an existing client
• Travel consultants’ knowledge and experience
• Online technology and its capabilities and usability
• Innovation –  What innovations they have and what is in the pipeline
• Speed to change and flexibility – If something needs changing how quickly can it be done

What details should I give the TMC?

The analysis of your current travel expenditure profile is of utmost importance in comprehending the intricacies of your business travel needs. It allows us to determine the appropriate resources required to meet your requirements effectively and present a pricing proposal that holds value. Gathering information about hotel bookings in strategic locations, air travel connections, booking timelines for rail transportation, travel class preferences, and other relevant details enables us to devise a comprehensive plan that ensures tangible cost savings. Without access to this data, we are limited to discussing our service capabilities, standards, and past experiences, rather than demonstrating the potential for tangible financial gains. Therefore, it is crucial for us to understand any specific challenges or issues you are currently facing in order to tailor our services accordingly as well as a timeline based on your deadlines for submission, presentations, site visits and planned go-live

We always recommend talking to a TMC before starting the RFP process, better still, arrange to meet them in person.

If you are on the search for a new travel management company, get in touch and let’s plan a meeting.

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Request For Proposals (RFP) | Provision of Travel Management Services

1. RFP Objective

IPA’s objective is to partner with a competent Travel Agency that has extensive Global experience in Travel Management Services and superior customer service. We are looking for a Travel Agency who can demonstrate the achievement of cost savings and compliance to IPA’s policies, as well as knowledge of the United States Federal Travel Regulations, including Fly America Act and other development sector regulations. The Travel Agency should be able to charge costs to multiple internal projects and credit cards and generate invoices and reports outlining costs related to each project and card. 

2. RFP Calendar

The timeline for the RFP process is below. While we do not anticipate any changes to this timeline, IPA reserves the right to adjust the timeline as needed.

3. Proposal Submission Address

Please send your proposal via this link no later than Friday, 2nd September 2022 at 11:00pm (EDT).

4. Bid Validity

Proposals are expected to be binding for a period of ninety (90) days from the published response date. Please see RFP attached for more details.

5. RFP Terms & Conditions

• The Request for Proposals is not and shall not be considered an offer by IPA.
• All responses must be received on or before the date and time indicated on the RFP.
• All proposals will be considered binding offers. Prices proposed must be valid for entire period provided by respondent.
• All awards will be subject to IPA contractual terms and conditions and contingent on the availability of donor funding.
• IPA reserves the right to accept or reject any proposal or cancel the solicitation process at anytime and shall have no liability to the proposing organizations submitting proposals for such rejection or cancellation of the request for proposals.
• IPA reserves the right to accept all or part of the proposal when award is provided.
• All information provided by IPA in this RFP is offered in good faith. Individual items are subject to change at any time, and all bidders will be provided with notification of any changes. IPA is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
• IPA reserves the right to require any bidder to enter into a non-disclosure agreement.
• The bidders are solely obligated to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All responses and supporting documentation shall become the property of IPA, subject to claims of confidentiality in respect of the response and supporting documentation, which have been clearly marked confidential by the bidder.

6. Attachments

• Request for Proposals
• IPA Travel Policy (currently under review)

The Unique Burial of a Child of Early Scythian Time at the Cemetery of Saryg-Bulun (Tuva)

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Pages:  379-406

In 1988, the Tuvan Archaeological Expedition (led by M. E. Kilunovskaya and V. A. Semenov) discovered a unique burial of the early Iron Age at Saryg-Bulun in Central Tuva. There are two burial mounds of the Aldy-Bel culture dated by 7th century BC. Within the barrows, which adjoined one another, forming a figure-of-eight, there were discovered 7 burials, from which a representative collection of artifacts was recovered. Burial 5 was the most unique, it was found in a coffin made of a larch trunk, with a tightly closed lid. Due to the preservative properties of larch and lack of air access, the coffin contained a well-preserved mummy of a child with an accompanying set of grave goods. The interred individual retained the skin on his face and had a leather headdress painted with red pigment and a coat, sewn from jerboa fur. The coat was belted with a leather belt with bronze ornaments and buckles. Besides that, a leather quiver with arrows with the shafts decorated with painted ornaments, fully preserved battle pick and a bow were buried in the coffin. Unexpectedly, the full-genomic analysis, showed that the individual was female. This fact opens a new aspect in the study of the social history of the Scythian society and perhaps brings us back to the myth of the Amazons, discussed by Herodotus. Of course, this discovery is unique in its preservation for the Scythian culture of Tuva and requires careful study and conservation.

Keywords: Tuva, Early Iron Age, early Scythian period, Aldy-Bel culture, barrow, burial in the coffin, mummy, full genome sequencing, aDNA

Information about authors: Marina Kilunovskaya (Saint Petersburg, Russian Federation). Candidate of Historical Sciences. Institute for the History of Material Culture of the Russian Academy of Sciences. Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail: [email protected] Vladimir Semenov (Saint Petersburg, Russian Federation). Candidate of Historical Sciences. Institute for the History of Material Culture of the Russian Academy of Sciences. Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail: [email protected] Varvara Busova  (Moscow, Russian Federation).  (Saint Petersburg, Russian Federation). Institute for the History of Material Culture of the Russian Academy of Sciences.  Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail:  [email protected] Kharis Mustafin  (Moscow, Russian Federation). Candidate of Technical Sciences. Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected] Irina Alborova  (Moscow, Russian Federation). Candidate of Biological Sciences. Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected] Alina Matzvai  (Moscow, Russian Federation). Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected]

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