# Ground Transportation RFP Template

Version: September 29, 2026

Use this editable RFP to ask Ground Suppliers consistent questions about your markets, service requirements and commercial terms. Set your own requirements before comparing responses.

Program: [complete]
Supplier legal entity: [complete]
Market / city pair: [complete]
Owner: [complete]
Response deadline: [complete]

## Instructions

1. Describe your program and assign a response deadline. Duplicate the market rows for each airport, city pair or operating area.
2. Mark each requirement as mandatory or preferred. Ask suppliers to state exceptions, evidence and the person responsible.
3. Compare responses with procurement, operations and your travel team. Confirm the selected terms in your supplier agreement.

Adapt with your procurement, risk and legal teams. This template is not a compliance or supplier approval certificate. Store sensitive evidence in your approved system.

## Program scope

Name the buyer, program owner, response deadline, contract period and proposed start date.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Markets and trip types

List airports, city pairs, offices, operating hours, estimated volumes and peak periods. Ask suppliers to distinguish owned operations from partner coverage.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Primary and backup supply

Request a primary and backup plan by market, including overflow capacity, lead times and how availability will be confirmed.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Vehicles and accessibility

Specify passenger/luggage capacity, executive or group travel, accessibility requirements and any EV preference. Ask for available models and substitution rules; a fleet listing is not a trip guarantee.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Licensing and permits

Request applicable operator, driver, vehicle and airport permissions, identifying the issuing authority, holder, scope and expiry where relevant.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Insurance evidence

State the coverage and limits your organization requires. Request the current certificate, insured legal entity, policy period, exclusions and a contact for questions; arrange qualified review.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Driver and subcontractor standards

Ask about driver screening, training, fatigue management, employment arrangements and subcontractor selection. Require disclosure of who will perform the service.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Service and incident handling

Propose pickup/arrival measures, waiting time, meet-and-greet, flight monitoring, escalation contacts and disruption handling. Ask who monitors performance and provides support.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Rates and charges

Request a rate schedule and currency, including taxes, tolls, parking, gratuities, waiting, after-hours fees and permitted price changes.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Changes and cancellations

Define amendment deadlines, cancellation/no-show charges, refunds and exceptions to agree with each supplier.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Billing and payment

Ask who invoices, payment terms, supporting trip records, dispute handling and any consolidated billing requirement. Do not assume the marketplace handles payment.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Booking and integration

Describe your current booking stack. Ask about request/confirmation/cancellation flows, supported channels, status fields, technical prerequisites and implementation ownership.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Traveler data

Specify necessary information, access roles, retention, deletion and permitted subprocessors. Exchange personal data through approved channels only.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Sustainability reporting

Ask what emissions or EV-use data can be supplied, how it is calculated and what is missing. Distinguish a listed EV from a confirmed EV trip.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Evaluation and launch

Set scoring weights, mandatory evidence, exceptions requiring approval, reference checks, pilot scope, acceptance measures and go/no-go owner.

- Buyer requirement: [complete]
- Supplier response: [complete]
- Evidence reference: [complete]
- Reviewer and date: [complete]
- Expiry / recheck date: [complete]
- Status / exception: Pending
- Decision / next action: [complete]

## Final decision

Decision: [approved / conditional / pending / rejected]
Approver and date: [complete]
Open conditions and owners: [complete]
Next review: [complete]

Guide: https://connect.grdd.net/resources/ground-transportation-rfp