The process of writing a request for proposal (RFP) can seem daunting, especially if you are attempting it for the first time. But once you do the basic groundwork and follow a systematic approach, the task gets much easier.
Note, recycling an old RFP is not the best way to choose the best relocation and moving companies. With the industry changing at a fast pace, you need to frame the RFP with a fresh perspective.
In this article, we will talk about how to write a relocation RFP and the important questions you need to ask.
Define Your Needs
Before writing the RFP, it is necessary to arrange a meeting with all the internal stakeholders to state the objectives and mention the details of the company’s current relocation program. Focus on the process, technologies, costs, billing methods, etc. so that everyone in the room is on the same page.
Ask each of the stakeholders for their input on the objective of the process and harvest their suggestions for the best outcome.
Next, you need to specify the need for conducting the RFP. Once you understand what it is you want to achieve, it will help in setting the target and the budget for the RFP. Here are some important questions that you need to ask.
- What are your company’s relocation assistance needs?
- The exact nature of the relocation services that you need
- The number of employees you need to relocate
- What is your budget?
Research Relocation Providers
Start by going through the history of the top relocation management companies (RMC) and understanding their work culture. Check the financial stability of the company and ask for a statement to ensure that they have adequate funds for handling the process.
Compare the user experience of the relocation software that the company uses to support the move management services. A software that provides real-time data and interactive functionality like report customization is a better choice. Ensuring the security of the data that the company shares with the suppliers is another important aspect.
It is also important to ask each company about its supply chain and the methodology for choosing them for a particular relocation. Some RMCs may have personal stakes in specific suppliers or pick them based on the commission that they receive. This may not be the most cost-effective choice for your company.
Asking these critical questions and comparing the answers will help you to differentiate between relocation providers and narrow down the available options.
Write the RFP
Once you have set the goals and done the basic research, it is time to start writing the actual RFP document. Here are the main points you need to include.
- Start with an objective and provide the background of the project. Provide the necessary information about your global mobility program.
- The details needed in the proposal should be clearly mentioned. Mention that all participants need to submit an Intent to Bid Form and a signed Confidentiality Agreement along with their proposal.
- The scope of work should be clearly defined to help the participants assess profitability.
- Consider the time needed for submitting a quality response and provide a fixed timeline for the RFP process. Keep it realistic since a too-tight deadline can result in a No Bid from professional vendors.
While writing the RFP, provide clear guidelines about the format of the response. Adding a set of questions that matches your program objectives will make the process of evaluation easier and also save time.
Distribute The RFP
While distributing RFPs, the objective is to get a sufficient number of responses without getting overwhelmed. The distribution of the RFP can be done by posting it on your company’s website and notifying the potential vendors through mail directly.
Otherwise, you can post it through online service providers or RFP websites. Another option is to consult your peers or relocation specialists for references and send the RFP to the vendor directly.
Evaluate Proposals
To evaluate the proposals fairly, you need to follow an evaluation methodology. You may get help from an external relocation consultant who can view the project from a distance and have the necessary insider knowledge
The first step is to go through the proposals to shortlist the probable vendors. After shortlisting, scrutinize each proposal in detail, and ask more questions if necessary. Do not hesitate to request a demo if needed. A good idea is to share the final selection with the project team to discuss and rank the vendors.
Award the Contract
Once the winner has been picked, you need to send a notification to the company. Give them time to accept the project offer and then set the project in motion. Beyond that, it is also important to write a respectful rejection mail to the rejected bidders.
Additional Tips for Writing a Relocation RFP
If you are a beginner tackling your first RFP, here are some expert tips to help you out.
- Keep the proposal as brief as possible without failing to include all the necessary information.
- Define your objectives clearly from the start without leaving things too broad.
- Make sure to keep the RFP fair and impartial to avoid any bias or confusion during the evaluation process.
- Review the RFP process to identify the best practices and lessons learned for improving the process for future relocations.
