GBTA Aviation Committee Airline RFP Toolkit Overview

For Direct Members who have not had a formal method for approaching the market, the GBTA Airline RFP Toolkit will assist with planning and launching a successful Airline Request for Proposal. These standard templates have been designed in partnership with buyers, consultants and airlines across the globe to effectively meet the requirements of the key stakeholder groups in delivering an efficient & effective Sourcing project outcome.

The RFP Toolkit consists of four main components:

(1) Sample Project Plan and Timeline GBTA Airline RFP Sample Project Plan & Timeline (.xls)This document which is intended for internal use, highlights the key milestones, tasks and anticipated durations of each step within the RFP timeline. Use this sample plan, which includes critical steps within the planning, release, negotiation, award and implementation phases of the process, to establish your own project timeline based on internal requirements.

(2) Airline RFP Guidelines Document GBTA Airline RFP Guidelines (.doc)The main document to accompany a company’s bid invitation providing necessary detail to carriers on company, background, information, policy, timeline, evaluation criteria. This document should be customized for use in the RFP. This document contains several sample documents including:

Intent to Bid Form Sample Non-Disclosure Agreement Sample Subsidiaries Listing Sample Award Letter

(3) (4) Carrier Data Pack GBTA Airline RFP Carrier Data Pack (.xls)

This is the suggested format for providing data to carriers for bid purposes. Note: Carriers who subscribe to Prism will not likely use these data packs, as they model directly from Prism data and reporting.

(4) Carrier Proposal Template GBTA Airline RFP Proposal Template (.xls)This document is the primary document used by the carrier to provide a response to the RFP. The document enables the responding party to specify contract terms, definitions used by each participating carrier, pricing terms, fees, value added items, class of service mapping and corporate client requirements that will enable total contract value calculation beyond air transportation cost.

Attached zip file contains:

July 2016 Page 1 of 3

PURPOSE

TOOLS / DOCUMENTS

(1) GBTA Airline RFP Sample Project Plan & Timeline (.xls)(2) GBTA Airline RFP Guidelines (.doc)(3) GBTA Airline RFP Carrier Data Pack (.xls) (4) GBTA Airline RFP Proposal Template (.xls)

The following information is intended to provide additional guidance and “tips” for each component of the RFP toolkit. This document may be updated.

1. Identify key stakeholders/requirements required for project success. May include:a. Company Sourcing/Travel Managerb. Company business Unit/regional leadersc. Company executive sponsorship (if required)d. Legal team e. Consultant f. Agency partners g. IT or other internal functional teams

2. Assign roles and notify key stakeholders of the timelines to avoid delays 3. Identify the Project Manager, ensure stakeholders and all participants know to work through the

project manager who will in turn keep the project team updated on all activities of the RFP4. Determine expected start date for new agreements (based on current contract expiration or

other business needs) 5. Develop scope in terms of # carriers/regions/negotiation rounds6. Develop the bid solicitation listing with appropriate contacts, and current contact information.

It is recommended to have one primary point of contact with each bidder.7. Use suggested milestones/durations to provide ample time to complete your project8. Plan meeting dates in advance/send invitations to ensure project team members and

participants block time as needed

1. Review suggested language and sample forms in RFP Guidelines to determine applicability for project.

2. Customize to fit the unique needs of Company Name, background, scope & project objectivesa. Add Company logo/nameb. Use Microsoft Word “Find/Replace” feature to edit Company Name c. Add Relevant Company Name background and travel program specifics and datad. Add relevant due dates determined in “Project Plan”

3. Include the historical travel data based on company travel data gathered internally or by third party4. Add in any additional proposal guidelines per the company’s requirements that may be necessary

according to its sourcing process5. Add in any additional evaluation criteria to ensure proposals contain all relevant information from

which to evaluate bids

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Step 1: PLAN FOR SUCCESSFUL PROJECT EXECUTION

Step 2: CUSTOMIZE AIRLINE RFP GUIDELINES

TOOLS: GBTA Airline RFP Guidelines (.doc)

TOOLS: GBTA Airline RFP Sample Project Plan & Timeline (.xls)

Password to unprotect sheets: "gbta"

6. Update contents of the RFP, add in contact information, timelines and instructions for completing forms

7. Complete all dates in the Return Instructions section which should align to project timeline8. Customize appendices documents based on Company requirements, Customize to fit the unique

needs of CompanyA. Appendix A – Intent to Bid FormB. Appendix B – Non Disclosure Agreement (NDA), the sample provided should be reviewed by

Company’s legal team prior to issuance c. Appendix C – Signature Authorizationd. Appendix D –Subsidiaries and Corporate Entities

1. Determine if Solicited carriers require data packs (for non-Prism subscribers or for POS not covered by current Prism eDRAs)

2. Determine Carriers to be included in each specific data pack a. Communicate with carriers in advance of RFP launch to specify preferred proposal

structure (alliance/JV vs. standalone)b. Inquire with carriers need for NDA/LOAs to prepare joint bids with partnersc. If carrier group is bidding as an alliance, inquire whether data packs should be separate

or consolidated (some carriers within an alliance may not have anti-trust with one another and thus cannot see one another’s data)

3. Data pack should include one (1) year of travel pattern data for all Point-of-Sale (POS) locations and provided in the format as provided in the data pack.

4. Specify time period in which tickets were issued

1. Use the Proposal Response Template as the standard format for all carriers/alliances submitting a proposal

2. Review Proposal template and customize to Company Name requirements:a. Requirements Tab: ADD/DELETE/EDIT questions as necessary, however, it is not

recommended to eliminate fields, if necessary, add “n/a” where needed if the question is not applicable to the program

3. At each round, when submitting a revised proposal, ask airlines to highlight changes using color code

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STEP 3: PREPARE CARRIER DATA PACKS

STEP 4: CUSTOMIZE PROPOSAL RESPONSE TEMPLATE

TOOLS: GBTA Airline RFP Carrier Data Pack (.xls)

TOOLS: GBTA Airline RFP Proposal Template (.xls)

STEP 5: ISSUE AIRLINE RFP

Tips: Ensure all documents are sent separately to each standalone carrier or alliance that is invited

to bid Stick to the timeline, if there are any, changes notify bidders and adjust accordingly Seek clarification on any items that are unclear in the proposal responses Provide notification of award once all proposals have been reviewed and evaluated against

defined criteria, see sample award letter in GBTA Airline RFP Guidelines