Ground transport
Wheels in motion C
Dave Richardson offers guidance on the special requirements to look out for when undertaking an RFP for your company's ground transportation needs
ontracts for rail and car rental are long established parts of the RFP process, but many more corporates are now turning their attention
to other forms of ground transportation including chauffeur-drive, taxi services, and even coach and minibus hire. A company which specialises in these other forms of transport feels that while the London market – dominated by Addison Lee – is well understood, there is much less understanding of what to put in a RFP when the transport requirement is for other parts of the UK or further afield. Transport2 operates a series of websites including
corporatecoachhire.com and
TickTockTaxi.co.uk. Its managing director, Mathew Hassell, says, “The public sector in particular is looking for a national brand and although there isn’t one, there are national networks including our own. “RFPs from major organisations should
also consider the need for coaches and minibuses for attending events, and should consider not just their own location but requirements throughout the UK and overseas. That’s how to get the best deal.” Hassell continues, “Buyers should also
stick to the time scales on their RFPs. Most providers in this sector are small companies, and we are walking away from some RFPs due to the time and costs involved.” Consultants are increasingly involved, with Sirius having done much work on executive cars, for example. Managing director, Tom Stone, says: “Many organisations which have
if you need a car rapidly, and another issue to consider is sustainability and companies’ approach to carbon emissions. You may also want to specify live tracking of vehicles, which is possible now,” says Stone.
“ Most providers in this sector are small companies, and we are walking away from some RFPs due to the time and costs involved ”
preferred suppliers for air travel and hotels don’t necessarily apply the same principles to ground transportation, using multiple suppliers and often being surprised by how much they spend. “With executive cars, there is no point sending a RFP to a top-end chauffeur-drive company if you want to save money. There is no point sending one to a small company
Toby Guest, who runs the Advantilis
consultancy, says there are a number of key points to consider on car rental RFPs, although the global giants might appear 'much of a muchness'. “You have to look at charges that might
be added at airports, and whether cars can be delivered to a business or home address at no extra charge to save on other ground
transportation costs,” he explains.
“You also need to specify whether cars should be returned full of fuel, mileage charges if applicable, and the age of cars and maximum mileage on the clock.” TMCs get involved with RFPs, and generally cost is an important driver for buyers, but without foregoing functionality. “So often there is a dilemma,” says Jon
Reeve, trade relations director at Evolvi Rail Systems. “An RFP is always a balance between cost and functionality; it’s quite a tricky one,” he says. Because the company is a system provider it doesn’t deal direct with customers, but feeds information directly into the TMC handling the RFP. The bottom line is that the more sophisticated the client requirement, the more codes have to be written and that development requirement carries a cost. Buyers should be aware that if they want an all-singing, all-dancing solution there will be a premium.
THE BUSINESS TRAVEL MAGAZINE 69
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