Why engaging with a TMC before and during a travel management RFP process is key

The following blog was contributed by Angie Robinson, CTM’s Business Analysis and Solutions Manager, Western Australia. 

 

Engaging with a travel management company (TMC) before and during the request for proposal (RFP) process is essential for a successful travel program. The RFP process can be lengthy, resource-intensive, and costly—not only for the company but also for the participants involved. Therefore, aligning through adequate market research and engagement is essential.

To ensure a well-aligned and high-impact RFP, read on for valuable tips on how to maximise opportunities, enhance value, and support better decision-making.

Keys to Success

1. Early Engagement

A good TMC offers deep industry knowledge, helping shape an RFP’s scope with industry insights, trends and best practices. Companies that engage early and involve multiple stakeholders across the business will have a stronger foundation to build upon. The travel category can be a noisy one, so it is important to maintain relevance and secure stakeholder buy-in throughout the engagement process.

One key benefit is that you may be able to identify the right TMC and solutions for your business without undergoing a lengthy RFP process. This can save you a significant amount of time, effort, and money. However, if you decide that conducting an RFP is still the best approach, early engagement with TMCs will allow them to tailor their proposals to meet your specific needs.

Tip:

Why not flip the usual process? Instead of waiting until the presentation stage, invite them in early to meet with you and provide them with an overview of your current travel program and processes, ideally identifying how the travel program aligns with your organisation’s goals and objectives.

This will also help you identify any areas for potential improvement with your current program. The more information you provide the TMC, the better, so they can identify potential solutions that may meet your objectives, improve existing processes and/or resolve a pain point.

Provide the TMC the opportunity to showcase their value proposition and differentiate their offerings to multiple stakeholders before RFP release. This helps define priorities such as cost savings, efficiency, and sustainability, ensuring a more effective process and building a strong RFP foundation.

2. Align the RFP with Business Goals

A well-structured RFP should reflect your business’s unique travel needs and goals.

Whether transitioning booking tools, assessing centralised vs de-centralised booking models, implementing or adjusting/removing approval processes, travelling more sustainably or optimising costs through technology and traveller behaviour analysis. This should all be reflected within the RFP.

Tip:

Business growth ignites change, often requiring travel policy updates. Engage TMC experts early to avoid a generic RFP misaligned with your evolving business needs.

3. Ongoing Engagement During the RFP Process

Maintaining communication with TMCs throughout the RFP process is just as important as early engagement. Real-time updates on clarifications, product or service commitments will help you effectively evaluate proposals and select the right partner.

Tip:

Struggling to choose between shortlisted TMCs? Request test access to their technology to make an informed decision. Trying before you buy can lead to better outcomes for key users.

4. The Value of an Informed RFP Process

Companies engaging with TMCs before and during RFPs achieve:

• A travel program aligned with cost and service goals.
• Seamless implementation with fewer surprises.
• A long-term partnership supporting business growth.

For example, a Western Australian company with a $5M travel budget and regional accommodation challenges flipped the RFP process. Rather than going out to the open market, they met with a number of providers and shortlisted three TMCs prior to RFP release, inviting them to showcase their value proposition and points of difference.

This assisted the company in preparing and releasing an impactful RFP that was aligned to their needs. Flipping the process not only saved time (by reducing the number of participants who did not meet their requirements in the pre-RFP process), but it also resulted in an award that solved a major travel program challenge, which has delivered a positive return on investment for the customer.

Early engagement fosters better preparation, stronger alignment, and a more strategic travel program. Maximise your RFP’s value—connect with TMCs well beforehand to ensure success.

Want to learn more? Contact CTM today via the contact form below.