# Renewing a transport contract: review, renegotiate or retender - URL: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/renewing-a-transport-contract.html - Page title: Renewing a Transport Contract: A Buyer's Guide - Summary: Renewing an employee transport contract: review the year's data, decide renew, renegotiate or retender, update routes and rates, and fix the gaps in writing. - Published: 2026-10-31 - Last updated: 2026-10-31 Buying Corporate transport guide Renewal is the one moment in the year when routes, rates, service terms and reporting can all change at once. Treated as paperwork, it rolls last year's problems forward. This guide helps purchase, admin and HR teams prepare for a transport contract renewal: what to review, how to decide, and what to put in writing this time. - Purchase and procurement - Admin managers - HR heads - Finance controllers - By [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html) - Updated 31 October 2026 - 7 min read Executive summary - Start early: review the year before the renewal date, not after. - Use the data: trips, delays, backups, complaints and cost per site. - Decide one of three: renew, renegotiate or retender. - Fix the gaps in writing: routes, rates, SLA, reporting and notice terms. Our rates stay fixed for the agreed term and are revised at renewal. - 8+ yrs in business, since 2018 - GST and MSME registered - 24/7 all shifts, one number - 4.9 rated on Google This guide is for companies buying transport. Car owners: we run our own fleet and are not adding cars from owners at the moment ([why](https://www.shivshaktitoursandtravels.in/answers/cars-and-fleet/attach-your-car/)). Quick answer To renew a transport contract well, review the year's data (trips, delays, backups, complaints, cost per site) before the renewal date, decide whether to renew, renegotiate or retender, update routes and vehicles to today's headcount, agree the rates for the new term, and write any missing terms (SLA, reports, backup plan, notice) into the new contract. Chapter 01 ## What should you review before renewal? The service (on-time trips, missed trips, backups, complaints), the cost (by site and per rider), the routes (still right for today's headcount) and the contract gaps. - Service: twelve months of scorecards, or trip history and logs if you had none. - Cost: monthly invoices split by site, extras such as tolls and night charges, and cost per rider. - Routes: seat occupancy and towns, compared with today's workforce. - Gaps: problems the contract did not cover, such as backup time or reporting. See [a scorecard for your transport vendor](https://www.shivshaktitoursandtravels.in/corporate-transport-guides/transport-vendor-scorecard-kpis.html). Chapter 02 ## Renew, renegotiate or retender: how do you decide? Renew when service and cost are right; renegotiate when service is right but terms need changing; retender when service problems repeat or the scope has changed a lot. A retender can include the current vendor. | Choice | When it fits | Watch out for | |---|---|---| | Renew | Good service, fair cost, small changes | Rolling forward unwritten problems | | Renegotiate | Good service, terms or scope need updating | Price-only talks that ignore service | | Retender | Repeated problems, or a much bigger scope | Switching cost and handover risk | Chapter 03 ## How should rates be handled at renewal? Agree the pricing model, the rates for the new term and any volume or term discount, in writing. With us, rates stay fixed for the agreed contract term even if diesel or CNG prices change; they are revised at renewal. That makes renewal the time to agree three things: the pricing model (fixed monthly per vehicle with a km limit, per trip, or per km on actuals), the rates for the new term, and whether a longer term or more vehicles earns a better rate, which can be quoted per company. > A rate fixed for the term is only fair if both sides look at it properly at renewal. Why we revise at renewal, not mid-term Chapter 04 ## How should the renewal process run? Review, decide, update the scope, agree rates, write the gaps into the contract and sign before the old term ends. - Start the review early. Before the renewal date, with a year of data. - Decide the path. Renew, renegotiate or retender. - Update the scope. Routes, sites, vehicles and services for today's headcount. - Agree rates and model. For the new term. - Write the gaps in. SLA, backup plan, reports, data handling, notice. - Sign before the term ends. So service continues without a gap. ### Questions for the renewal meeting - Which three problems repeated this year, and what will change? - Which routes should be merged, split or added? - Can you quote two pricing models for the new term? - What would a longer term or more vehicles change? - Which reports do we want that we did not get? Chapter 05 ## What if renewal ends with a new vendor? Plan the handover: a pilot route, overlap where possible, roster and pickup data shared, and employees told in advance. If a retender brings in a new vendor, the risk is the first week. Ask for a pilot route before the full start, share rosters and pickup points early, tell employees who their new driver and vehicle are, and keep the old arrangement until the new one runs. See [switching transport vendor](https://www.shivshaktitoursandtravels.in/sanand-gidc/switching-transport-vendor.html) and [the first 90 days with a new vendor](https://www.shivshaktitoursandtravels.in/corporate-transport-guides/first-90-days-with-a-transport-vendor.html). Key terms ## Renewal terms - **Renewal:** Extending a contract for a new term, often with changes. - **Retender:** Inviting other vendors to quote before deciding. - **Rate revision:** Changing rates at renewal; ours are fixed during the term. - **Notice period:** The time either side must give to end or change the contract. - **Scope change:** New routes, sites, vehicles or services added at renewal. - **Service credit:** A bill reduction when an SLA target is missed, if agreed. In Gujarat ## Where we run company transport in Gujarat Shiv Shakti Tours & Travels runs employee and executive transport from a head office in Ghatlodiya, Ahmedabad and a branch at Hansalpur Circle, Becharaji, next to the SMG (Maruti Suzuki) plant, with some cars and drivers based near Sanand and in Vadodara. - Becharaji and the SMG plant area Plant gates and vendor units; our branch is at Hansalpur Circle Link: https://www.shivshaktitoursandtravels.in/becharaji-plants/ - Sanand GIDC Industrial estates in Sanand; cars and drivers based nearby Link: https://www.shivshaktitoursandtravels.in/sanand-gidc/ - Vithalapur and Mandal Units in the Vithalapur industrial area Link: https://www.shivshaktitoursandtravels.in/vithalapur-industrial-area/ - Changodar Shift transport for units along the Changodar belt Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-changodar/ - Ahmedabad Offices, airport accounts and staff pickups Link: https://www.shivshaktitoursandtravels.in/corporate/ahmedabad-corporate-taxi-service.html - Gandhinagar and GIFT City Office shifts and government movements Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-gandhinagar-and-gift-city/ - Vadodara Some cars and drivers based in Vadodara Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-vadodara/ - Mehsana and Kadi Staff pickup towns for North Gujarat plants Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/staff-pickups-from-mehsana/ - Viramgam and Bavla Staff pickup towns between Ahmedabad and the plants Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/staff-pickups-from-viramgam/ Short answers ## Short answers from this guide - How should a company prepare for a transport contract renewal? Review the year's data, routes and gaps, then decide. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/prepare-for-transport-contract-renewal/ - Should we renew, renegotiate or retender transport? Depends on service, terms and how much the scope changed. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/renew-renegotiate-or-retender/ - How are rates handled at contract renewal? Fixed during the term, revised at renewal. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/rates-at-contract-renewal/ - Can an SLA be added at renewal? Yes, on request, using last year's data as a baseline. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/add-an-sla-at-renewal/ - How do we change transport vendor at renewal? Pilot first, share data early, overlap where possible. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/change-vendor-at-renewal/ - All 100 corporate transport answers One page per question, in the Knowledge Hub Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/ Questions ## Renewal questions **Do your rates change during the contract?** No. Rates stay fixed for the agreed term and are revised at renewal. **How long is a contract term?** The length is agreed per company; there is no fixed term. **Can we add sites or routes at renewal?** Yes, and vehicles can also be added during the term. **Do you offer better rates for longer terms?** Better rates for long contracts or many vehicles can be quoted per company. **Can we add an SLA at renewal?** Yes, an SLA with on-time targets and service credits can be written in on request. **Can you take over from our current vendor at renewal?** Yes, with a pilot route and a planned handover. **Can we get a year's data for the review?** Yes: trip-wise records, monthly summaries and utilisation reports on request. **Do you respond to retenders?** Yes. Send the RFP and we respond with documents and a proposal. Next step ## Ask for a proposal Tell us the company, the location and what you need to move. We reply with our vendor documents and a proposal; nothing is sent until you press a button. Your enquiry Transport enquiry from a company. Send by email Car owners: we run our own fleet and are not adding cars from owners at the moment. Keep reading ## Related guides and vendor files - A scorecard for your transport vendor Eight measures to review every month Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/transport-vendor-scorecard-kpis.html - One transport vendor or several? Control, backup and price compared Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/single-vs-multiple-transport-vendors.html - The first 90 days with a new vendor From pilot route to steady service Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/first-90-days-with-a-transport-vendor.html - Long-term contract rates How longer terms are priced Link: https://www.shivshaktitoursandtravels.in/sanand-gidc/long-term-contract-rates.html - Transport vendor files 20 files: requirements, contract steps, reporting Link: https://www.shivshaktitoursandtravels.in/transport-vendor/ - All corporate transport guides 20 decision guides for HR, admin and purchase Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/ Sources ## Where the facts come from - Owner-confirmed company facts (9 October 2026 questionnaires): licence checks, valid RC, insurance, permit, fitness and PUC shown on request, backup car typically within about an hour for a plant shift, GPS portal login, daily trip report, SLA and NDA on request, vendor audits, invoices split by cost centre, utilisation reports on request. - Owner-confirmed 30 October 2026: start date agreed per company, three pricing models quoted per company, rates fixed for the contract term and revised at renewal, driver uniform and ID card, company name on the vehicle, boarding list for every trip. Cite this guide: Vaibhaviba Bhavsinh Solanki, "Renewing a Transport Contract: A Buyer's Guide", Shiv Shakti Tours & Travels, updated 31 October 2026, https://www.shivshaktitoursandtravels.in/corporate-transport-guides/renewing-a-transport-contract.html SST Written by [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html), owner of Shiv Shakti Tours & Travels: GST and MSME registered, 8+ years in business (since 2018), with a head office in Ghatlodiya, Ahmedabad and a branch at Hansalpur Circle, Becharaji. We name no company as a client without its written approval. Facts last checked 31 October 2026. Spotted something out of date? [Tell us](https://www.shivshaktitoursandtravels.in/contact.html). Company desk ## Transport contract up for renewal? Send your sites, routes and renewal month. We reply with a proposal for the new term. Shiv Shakti Tours & Travels · Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad 380061 · Branch: Hansalpur Circle, Becharaji, Gujarat 384210 · contact@shivshaktitoursandtravels.in · Open 24/7 ## Contact - Book or ask: call or WhatsApp +91 99745 30788 (24/7), contact@shivshaktitoursandtravels.in - Branch: Hansalpur Circle, Becharaji, Near SMG (Maruti Suzuki) Plant, Gujarat 384210 - Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad, Gujarat 380061 - Fares are indicative and confirmed on call; tolls, parking, state tax and the 20% night charge (10 PM to 6 AM) are extra.