How to Run a Ground Transportation RFP

Start With a Clear Scope Before You Write the RFP

The most common reason a ground transportation RFP produces weak bids is a vague scope. If you ask for "car service for the Atlanta office," every bidder will guess differently. Start by mapping the trips you actually need: airport transfers, point-to-point rides, hourly chauffeur service, shuttles, or a mix.

Write down the who, where, and when. Who is traveling (executives, guests, crews, students)? Where are the pickups and drop-offs (Hartsfield-Jackson, a hotel, a venue, an office)? When do they happen (daily, event dates, peak seasons)? Include expected passenger counts and luggage so bidders can propose the right vehicles.

If you are buying for a specific event, say so. A convention transportation RFP looks different from a year-round corporate account. For ongoing corporate travel, describe typical trip patterns and any recurring meetings. For events, attach a run-of-show or a sample day. The clearer the picture, the more accurate the proposals.

1. Trip types: airport transfers, point-to-point, hourly, shuttles, long-distance.

2. Locations: airports, hotels, offices, venues, and any regular routes.

3. Volume: estimated trips per month or per event day, with peak days noted.

4. Passengers and luggage: typical and maximum counts to size vehicles correctly.

5. Timing: service hours, blackout dates, and any tight turnaround windows.

6. Special needs: meet-and-greet, child seats, accessibility, pet transport, or security requirements.

What to Put in the Ground Transportation RFP Document

A good RFP is part instructions, part questionnaire. Tell bidders how to respond, what format to use, and what will be evaluated. Then ask questions that let you compare apples to apples.

Include a pricing template so every bidder quotes the same way. Ask for rates by vehicle type and service mode (flat airport transfer, hourly, shuttle), and require them to state what is included and what is extra. For airport work, ask how they handle flight tracking and meet-and-greet. For events, ask how they staff and stage vehicles.

Add a section on company background: years in operation, local presence, fleet mix, and how they handle overflow. Ask for references from clients with similar needs. If you are comparing a local operator to a national brand, the local knowledge question matters, especially around Atlanta traffic and airport procedures.

Finally, state your timeline and process: when questions are due, when proposals are due, whether you will hold interviews, and when you expect to decide. A clear process signals that you are serious and helps bidders allocate effort.

Safety and Insurance Documents to Request From Every Bidder

Before you compare rates, confirm that every bidder can legally and safely do the work. Ask for the same documents from everyone and verify them. The exact names vary by state, but the categories are consistent.

First, ask for proof of operating authority—sometimes called a carrier certificate or permit—that allows them to provide for-hire passenger transportation in Georgia. Second, ask for chauffeur permits or licenses for the drivers who will serve your account, and confirm that the company runs background checks and drug testing. Third, request a certificate of insurance showing commercial auto liability and general liability coverage, with your company named as an additional insured.

Also ask how they maintain vehicles: inspection schedules, age of fleet, and cleaning standards. For events with alcohol, ask about their policy on passenger conduct and driver enforcement. If you are transporting minors, ask about chaperone requirements and driver screening.

Do not take a bidder's word for it. Request copies and check dates and coverage limits. If a bidder cannot produce these documents quickly, that is a warning sign.

1. Operating authority: carrier certificate or permit to operate for-hire passenger service.

2. Chauffeur permits: current driver permits or licenses for the chauffeurs assigned.

3. Insurance certificate: commercial auto and general liability, with additional insured status.

4. Safety program: background checks, drug testing, and vehicle inspection records.

5. Incident process: how they handle accidents, breakdowns, and passenger issues.

Service-Level Terms That Belong in the Contract

Rates get the attention, but service levels determine whether the contract works in practice. Put the important terms in writing so there is no argument later.

Define response time for booking changes and day-of issues. For corporate accounts, ask for a dedicated dispatcher or account manager and a stated response window. For events, ask how they handle on-site coordination and last-minute additions.

Clarify wait time policy. For airport pickups, ask whether wait time is included, how it is measured (from flight arrival or scheduled time), and what happens if a flight is delayed. For hourly service, state how overtime is billed and whether it is charged in increments.

Ask about replacement vehicles. If a car breaks down, how quickly can they send another, and from where? For shuttles, ask about backup vehicles and driver relief. Also confirm billing terms: invoicing schedule, payment methods, cancellation policy, and who is authorized to book.

Finally, ask for a service-level agreement (SLA) that summarizes these commitments. A simple SLA with clear metrics and remedies is better than a long document nobody reads.

How to Compare Bids Fairly

The lowest bid is rarely the best bid. To compare fairly, build a scoring sheet with weighted criteria and use the same questions for every bidder. Price should be one criterion, not the only one.

Start by normalizing the pricing. If one bidder quotes an hourly rate and another quotes a flat rate, convert both to the same basis using your trip estimates. Ask bidders to price a sample month or a sample event day so you can compare total cost. Include gratuity, tolls, parking, and fees in the comparison.

Then score service and safety. Did they provide all requested documents? Are their references relevant? Do they have local knowledge of Atlanta airports, venues, and traffic patterns? How clear is their communication?

Hold interviews with the top two or three bidders. Ask them to walk through a difficult scenario, such as a delayed flight or a last-minute vehicle swap. How they answer tells you more than a polished proposal.

Event and Convention Transportation: Special RFP Considerations

If your ground transportation RFP is for an event or convention, add requirements that do not apply to daily corporate travel. You need a staging plan, on-site coordination, and a clear chain of command.

Describe the venue layout and any loading zone restrictions. Ask bidders how they will stage vehicles, manage driver check-in, and communicate with your event team. For large conferences, ask about shuttle routes, frequency, and signage. For conventions at the Georgia World Congress Center or other large venues, local knowledge of traffic patterns and drop-off points matters. You can read more about convention transportation in Atlanta to understand the scope.

Ask for a dedicated on-site manager during peak hours and a backup plan for vehicle breakdowns. If your event includes VIPs, ask about security coordination and discretion. For multi-day events, ask how they handle driver shifts and vehicle cleaning between days.

Finally, ask for a post-event report: trips completed, issues, and recommendations. That report helps you improve the next RFP.

Common Mistakes to Avoid in a Ground Transportation RFP

Even experienced buyers make mistakes that undermine the process. Here are the ones we see most often.

Writing a scope that is too broad or too vague. If you cannot describe a typical week, bidders will guess. Take the time to gather trip data from your travel team or event planner.

Skipping the safety documents. It is tempting to focus on rates, but a carrier without proper authority or insurance is a liability. Make document submission a pass/fail requirement.

Comparing headline rates only. A low hourly rate with a long minimum or steep wait-time charges can cost more in the end. Normalize the pricing.

Not checking references. Ask specific questions: How was dispatch? How did they handle a problem? Would you rebook?

Leaving service levels out of the contract. A verbal promise is not a service level. Put response times, wait time, and replacement commitments in writing.

Forgetting to plan for overflow. Ask how they handle peak demand and whether they use subcontractors. If they do, ask how those subcontractors are vetted.

From RFP to Contract: Next Steps

Once you have scored the bids and selected a winner, move to contract. Use the winning proposal as the basis and attach the service-level agreement, pricing schedule, and safety documents. Clarify any exceptions the bidder noted.

Set up a kickoff meeting with your account manager and dispatcher. Walk through booking procedures, after-hours contacts, and escalation paths. Share your travel policy and any preferred vehicle types.

Plan a review after the first month or quarter. Check response times, billing accuracy, and driver professionalism. Use that feedback to adjust the contract or prepare for the next RFP.

If you are ready to move from RFP to service, you can request a written quote for corporate transportation or explore corporate shuttle service for larger groups. For event-specific needs, see our event transportation options.