How Concertiv Can Help You With Your RFP for a TMC

To build a successful travel strategy, most professional service firms look for a Travel Management Company (TMC) to help book and manage their flights, hotels, and ground transportation. To begin working with a TMC, firms must create a Request for Proposal (RFP). Typically, a firm sends this to multiple TMCs to help determine which one is best for them. 

Previously, we discussed how Concertiv could help elevate your TMC experience with better purchasing options, peer benchmarking, optimized reporting, and auditing. However, if you’re just at the beginning phase of building your travel strategy, Concertiv can also help. With experience working with TMCs and building RFPs, Concertiv understands the pain points and challenges of building RFPs and can offer guidance to ensure the best outcomes possible. 

Pain Points in Building an RFP for TMCs

• Knowing Where to Start:some text
  • Understanding what your firm needs and why a TMC is the right option for travel management. 
  • Listing out the current challenges and outcomes a firm is looking to solve with a TMC
  • Navigating the crowded market of TMCs with varying specializations and service levels.
  • Understanding the type of TMC support required (e.g., live agents, full online support, reporting, etc.).
  • Understanding the problems you aim to fix with a TMC (e.g., lack of reporting, poor customer service, company outgrowing the current model, fees being too high).
• Building an RFP:some text
  • Defining clear and comprehensive requirements and objectives.
  • Structuring the RFP to ensure all necessary information is gathered from TMCs.
  • Ensuring support from your firm around changing or adding a TMC to avoid the hassle of rejection by senior leaders further down the road. 
• Selecting the Right Partner:some text
  • Evaluating the capabilities and experience of potential TMC partners (e.g. online tools, reporting, after-hours support, etc).
  • Balancing cost considerations with the quality of service and potential savings.
  • Ensuring compliance with internal procurement policies and industry standards.
  • Understanding and being prepared for a successful onboarding experience.

How Concertiv Can Help Build an RFP for TMCs

Concertiv understands the complexities of creating an RFP and selecting the right TMC. Our expertise and industry knowledge enable us to guide clients through every process stage, offering tailored support and actionable insights.

• Expert Guidance:some text
  • Leverage Concertiv's expertise in the travel industry to understand your company's specific needs.
  • Assistance in identifying and prioritizing the most critical aspects of TMC services.
  • Reviewing and revising travel policies to align with today’s travel landscape and identify TMCs that can support these requirements.
• Customized RFP Development:some text
  • Development of tailored RFP documents that accurately reflect your company's travel requirements and goals.
  • Industry best practices and benchmarks should be included to ensure comprehensive proposals from TMCs.
  • Offering different levels of support, from building an RFP for one vendor to a full, start-to-finish work process.
• Vendor Evaluation and Selection:some text
  • Utilizing Concertiv's network and market knowledge to shortlist the most suitable TMCs.
  • Support the evaluation process, including criteria development, proposal scoring, and negotiations.
• Seamless Process Management:some text
  • Concertiv's team can manage the entire RFP process, from drafting and distribution to final selection, ensuring a smooth and efficient experience.
  • Post-selection support will help transition to the new TMC and establish effective working relationships.

•    Implementation of Process:some text
  • Don’t be overwhelmed by the workload—Concertiv provides as much support as needed throughout the transition.
  • Seamless process management, ensuring that the switch to a new TMC is smooth and efficient, with minimal disruption to your operations.

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Navigating the complexities of selecting a Travel Management Company through a well-crafted RFP can be daunting, but with Concertiv's expert guidance and tailored support, you can ensure a smooth and successful process. From understanding your firm's unique needs to managing the entire RFP process, Concertiv is your trusted partner in building a travel strategy that delivers results. Let us help you find the right TMC that not only meets but exceeds your expectations.