Procurement guide

Employee Transport RFP Template for India

A field-tested checklist we've seen work — and fail — across 50+ enterprise campuses since 2017. Copy it into your own RFP, adapt the weights to your risk posture, and ship it.

1. Coverage & scope

Sites in scope with full addresses, gate numbers and shift timings
Employee count per site, split by shift, gender and cost centre
Peak headcount forecast for the next 12 months (organic + hiring plan)
Vehicle mix expected (hatchback / sedan / SUV / tempo traveller / bus)
Cross-city ad-hoc requirement (Q per year)

2. Safety, women safety & compliance

Chauffeur background verification standard (police, criminal, driving licence, medical)
Female-traveller-first drop policy — signed off by whom?
Escort vehicle policy post-22:00 — vendor cost or bidder cost?
SOS button in vehicle and app — target human response time
Compliance with Maharashtra Shops & Establishments Act §13, Karnataka late-night SOP, Telangana ITES, Tamil Nadu ITES night-shift rules — whichever apply
Big-4 auditor certification of safety programme (annual)

3. Technology & tracking

Rider app with boarding OTP, live trip-share and no-show flag
Supervisor app with roster upload, exception dashboard and SLA scorecard
GPS refresh rate, geofencing accuracy, historical trail retention (months)
HRMS / SAP SuccessFactors / Workday roster-sync integration
SFTP / API access for finance MIS pull

4. SLAs with financial penalties

On-time arrival target (%) and monthly SLA credit for slippage
No-show / driver-cancellation cap and financial penalty
Vehicle non-availability cap and replacement time
MIS submission cadence and penalty for delayed submission
Escalation matrix and named SPOC availability window

5. Commercials & pricing model

Pricing model options: per-seat-per-trip, per-route-per-shift, fixed-fleet
Fuel escalation formula (fortnightly IOC/BPCL benchmark)
GST treatment and HSN code confirmation
Payment terms and TDS applicability
Multi-year rate lock or annual review clause

6. Suggested evaluation scoring

Enterprise ETS is bought on total accountability, not on line-item price. This weighting mirrors what most Fortune-500 India procurement teams end up using once burnt by a low-bid vendor.

Pillar	Weight	Note
Safety & compliance	25%	Non-negotiable. Any 'no' answer is disqualifying.
SLA & operational fitness	20%	On-time, no-show, control tower staffing, incident drills.
Technology depth	15%	Rider app, HRMS integration, MIS quality, data ownership.
Commercial competitiveness	20%	Not just headline rate — total cost including surge, cancellation and MIS charges.
Reference & scale	10%	Live enterprise references at your headcount, in your cities.
Financial & governance	10%	Balance sheet strength, insurance coverage, ESG posture.