Are you using the right corporate relocation RFP process to find the best relocation company for your employees’ needs? Selecting a relocation management company (RMC) is complex. The employee relocation services process involves many stakeholders and significant resources. There are changes you can make to your relocation services RFP process to take less time and better determine the best relocation management company.
Whether this is your first time using a corporate relocation RFP to procure a relocation company or you are an experienced HR or global mobility manager seeking to optimize your employee relocation services RFP process, this guide will streamline and improve the approach.
The Best Corporate Relocation RFP Process
An effective corporate relocation RFP process identifies the relocation management company with the right capabilities and services to meet your mobility program’s specific needs.
The relocation services RFP reveals the unique value propositions of different providers and determines the partner that aligns with your company’s priorities and culture.
Additionally, a well-structured employee relocation services RFP process is an efficient selection experience that respects your time and that of the potential candidates.
Ultimately, the goal of the corporate relocation RFP is to expediently find a relocation services provider so they can quickly begin delivering high-quality relocation services for your employees.
A. Identify Relocation Services RFP Candidates
Start by identifying a pool of potential relocation companies to invite to the corporate relocation RFP process. Source these relocation management company candidates by:
- Industry events and networking: Regional and national events like the Worldwide ERC (WERC) provide an opportunity to meet relocation providers firsthand.
- Referrals: Colleagues in HR, global mobility, and procurement can offer valuable recommendations based on their experiences.
- Online research: Review relocation company websites, industry directories, and case studies.
- Professional associations: Organizations like WERC and SHRM provide lists of reputable relocation companies.
Creating a list of potential candidates at the outset allows you to conduct a broad yet targeted search for the right relocation company provider.
B. Request an RFI Before the Relocation RFP
A Request for Information (RFI) is a crucial pre-screening step that saves time by quickly assessing whether a company is worth considering for the full employee relocation RFP process. Instead of immediately sending a lengthy corporate relocation RFP, start with a short, one-page RFI containing straightforward Yes/No questions about capabilities, scope, and company profile.
An RFI narrows down the list of potential providers early in the process and reduces the required effort from both your team and the relocation companies. Get clarity on whether a corporate relocation company meets essential requirements before investing time in a detailed corporater relocation proposal review.
Enter your email address and we will send you a sample corporate relocation RFI questionnaire to use:
C. Meet with the Potential Relocation Management Companies
Once you have reviewed the RFIs and identified promising candidates, schedule one-hour Zoom meetings with each relocation management company (RMC). These meetings provide an opportunity to gain insights into the company’s team, communication approach, values, and working style.
In these meetings, discuss real-world scenarios and past relocation case studies. These conversations allow you to assess how well they communicate and whether their company culture aligns with yours.
During these meetings, focus on key discussion topics such as the company’s experience and key clients, global and domestic relocation capabilities, support structure for relocating employees, technology platforms and reporting tools, and service customization based on company policies.
Employers will immediately learn from these face-to-face conversations whether they can envision themselves collaborating with this relocation company team. Evaluating these factors through direct interaction will help you determine whether the company fits your organization.
D. Send the Corporate Relocation RFP – Request For Proposal
At this stage, use the information from the RFI and meetings to narrow your candidate list further. Send a formal employee relocation services RFP to a select relocation company group that aligns well with your needs.
If you’re unfamiliar with drafting an RFP, use our relocation RFP template for an example of key questions to include.
E. Review the Corporate Relocation Services Proposals
Once you receive RFP responses, carefully review each submission. It is helpful to develop a scoring system to objectively compare proposals.
Evaluate each relocation management company’s service offerings and flexibility. The right RMC will have experience with companies similar to yours. The best relocation company will deliver value, fit your budget, innovate with process and technology, and focus on customer service and employee experience.
F. Interview the Employee Relocation Services RFP Finalists
After reviewing the proposals, interview the top two or three candidates. These discussions should focus on clarifying any ambiguities in the RFP response.
Assess their responsiveness and willingness to customize services and understand their approach to problem resolution and employee support. Asking scenario-based questions evaluates how they handle challenges and ensures they align with your company’s relocation objectives.
G. Choose the Best Relocation Management Company
Selecting the right relocation management company requires a holistic approach beyond cost considerations. Employers should base the decision on alignment with their company’s values, ability to scale services as their business grows, and proven track record in either global or domestic mobility, depending on their needs.
Evaluating employee satisfaction with previous relocation experiences can also provide valuable insight into the company’s effectiveness.
Ultimately, the best relocation management company fits your organization’s culture, priorities, and budget while delivering high-quality service to your relocating employees.
Read our article on Choosing the Best Relocation Company to learn more about the characteristics you should look for.
Download a Corporate Relocation RFP Template
If you do not have an employee relocation services RFP or want to improve your existing document, download our comprehensive Corporate Relocation RFP Template for a structured list of questions and requirements to include.
Start the Employee Relocation Services RFP Process
Are you ready to start the process of hiring a relocation company?
Reach out to NRI Relocation. We can provide detailed information about our services, demonstrate our capabilities, and help you build a seamless employee relocation program.