Short answer
What should a transport RFP for a Sanand unit include?
The shift timings and headcount per shift, the pickup areas (Ahmedabad, Sanand town, nearby villages), the plant gates, vehicle types and backup needs, the price basis (per vehicle, with extras listed), the service levels and how they are measured, reporting, safety, data handling, compliance documents, contract length and the evaluation method.
Most transport tenders fail at the comparison stage, not the writing stage. If one vendor prices per head, another per kilometre and a third per vehicle per month, the cheapest-looking bid often hides the most extras. Fixing the price basis in the RFP, and asking every vendor to price the same sample route, makes the bids comparable on the day they arrive.
Scope of work
Which sections belong in the scope of work?
Ten sections cover what vendors need to price accurately and what you need to hold them to.
| Section | What to state |
|---|---|
| 1. Shifts | Shift change times, days per week, holidays |
| 2. Headcount | People per shift and expected changes |
| 3. Pickup areas | Areas or clusters, never full addresses at RFP stage |
| 4. Gates | Which gate each team uses; security rules |
| 5. Vehicles | Types, seats, air conditioning, backup car |
| 6. Price basis | Per vehicle per month or per km; list all extras |
| 7. Service levels | On-time targets and how GPS data will measure them |
| 8. Reports | Daily trip report, monthly summary, portal access |
| 9. Safety and data | Driver checks, incident procedure, data handling, NDA |
| 10. Contract | Length, pilot period, renewal, audits |
Vendor questions
Which questions separate strong vendors from weak ones?
Ask how things work on a bad day, not only on a good one. Here is how we answer the questions we find most revealing.
Ask every vendor
- How fast does a backup car reach a shift?
- Who answers the phone at 3 AM?
- What happens after an accident?
- Who can see employees' addresses?
- Can we inspect cars and papers before signing?
Our answers
- Typically within about an hour; plan agreed per location
- Our office, 24/7, on one number
- Safety first, replacement car, company told at once
- Only our office and that route's driver; NDA signed
- Yes, and vendor audits during the contract too
Process
How do you run a fair transport RFP?
Send the same scope and sample route to every vendor, score on the same sheet, and confirm the winner with a pilot route.
- Write the scope. The ten sections above, plus a sample route to price.
- Invite vendors. Include a site visit or call so vendors see the gates.
- Score on one sheet. Price per vehicle, extras, service levels, safety, reports.
- Check references and audit. Inspect cars and documents of the shortlist.
- Pilot the winner. One route before the full contract.
Questions & answers
RFP questions
From procurement teams in the estates.
Do you respond to formal tenders?
Yes. Send the tender document and we return our registration, fleet and rate details and a priced proposal.
Should the RFP ask for a price per head?
We suggest a price per vehicle with all extras listed; per-head prices are hard to compare and change with attendance.
Can vendors see our employees' addresses during the RFP?
They should not need to. Share pickup areas or clusters; full addresses go only to the chosen vendor, under an NDA.
Is a site visit useful?
Yes. Seeing the gates, parking and security process helps every vendor price and plan accurately.
Can the RFP require an SLA?
Yes. We can commit to on-time targets, monthly reviews and service credits written into the contract.
Keep reading
Related contract guides
- Tender & RFP response guideWhat we send back.
- SLA and service creditsWriting targets in.
- Vendor registrationOur vendor file.
- All contract guidesThe full list.
Short general answers in our Knowledge Hub