For TMCs, corporate travel and procurement

Ground Transportation RFP Template

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.

Download editable spreadsheet (CSV)Download text template (Markdown)

Free to use, no signup. Open CSV in your spreadsheet app; Markdown is an editable plain-text document. Version: September 29, 2026.

How to use this template

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

Adapt these questions with your procurement, risk and legal teams. This template does not establish compliance, insurance coverage or supplier approval. The requirements are yours to agree with suppliers; they are not a list of services provided by GNet.

Questions and evidence to record

Program scope

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

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.

Primary and backup supply

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

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.

Licensing and permits

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

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.

Driver and subcontractor standards

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

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.

Rates and charges

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

Changes and cancellations

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

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.

Booking and integration

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

Traveler data

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

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.

Evaluation and launch

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

Continue your supplier evaluation

Discuss your supplier requirements