Before you issue your next relocation RFP, here are 10 things you should know. The best relocation programs aren’t built during the RFP process—they’re built before it.
Many organizations wait until they’re unhappy with a supplier before launching an RFP. Costs have increased. Service issues are mounting. Employees are frustrated. Leadership wants change.
But here’s the challenge:
If you haven’t first evaluated your own corporate relocation program, your next RFP may simply replace one supplier with another while leaving the underlying issues untouched.
A successful RFP isn’t just about comparing suppliers. It’s about understanding what your organization actually needs.
Before you send your next Request for Proposal, here are 10 practical steps that can help you make a better long-term decision.
1. Define What Success Actually Looks Like
Every relocation program exists to accomplish something. Is your goal to:
- Improve the employee experience?
- Reduce costs?
- Increase compliance?
- Support global hiring?
- Simplify administration?
- Improve reporting?
If your internal stakeholders answer this question differently, suppliers will too. Spend time aligning leadership on what success means before asking suppliers how they’ll deliver it.
2. Review Your Actual Move Data
Many companies know how much they spend; however, far fewer know:
- How many employees relocated
- Domestic vs. international volume
- Homeowners vs. renters
- Lump sums vs. managed moves
- Temporary housing usage
- Claims frequency
- Destination trends
- Average shipment weights
Good suppliers design programs around data—not assumptions.
3. Identify What’s Not Working Today
Don’t just ask, “Do we need a new provider?” Ask:
- Where do employees struggle?
- What creates the most manual work?
- What takes HR the longest?
- What questions are repeated every move?
- Which exceptions happen most often?
Your pain points should shape your RFP.
4. Talk to the People Who Use the Program
HR often manages relocation. However,
- Employees experience it.
- Hiring managers depend upon it.
- Finance pays for it.
- Procurement negotiates it.
- Talent Acquisition relies on it.
Each group sees different challenges. Before issuing an RFP, gather their perspectives. The insights are often surprising.
5. Review Your Policy Before Shopping for Vendors
Many organizations ask suppliers to solve problems that stem from outdated policies. Ask yourself:
- Does the policy reflect today’s workforce?
- Are benefits being used?
- Are there unnecessary approvals?
- Are exceptions becoming the norm?
- Does it support remote hiring and flexible work?
A modern supplier can help execute your policy but they shouldn’t have to compensate for one that no longer fits your business.
6. Understand Your True Costs
The relocation invoice tells only part of the story. Also consider:
- HR administration time
- Employee productivity delays
- Offer declines
- Failed relocations
- Policy exceptions
- Vendor management time
- Employee dissatisfaction
The cheapest proposal isn’t always the best mobility program for your company.
7. Decide What Level of Partnership You Want
Not every supplier offers the same relationship. Some simply execute transactions. Others become strategic advisors. Think about what your organization needs. Would you benefit from a partner that helps with:
- Policy recommendations
- Benchmarking
- Escalation management
- International guidance
- Customs expertise
- Employee education
- Reporting and analytics
Your expectations should be clear before suppliers respond.
8. Include the Right Questions in Your RFP
Price matters, but so do the questions you ask. Consider including questions around:
- Communication standards
- Escalation processes
- Claims management
- International shipment visibility
- Sustainability initiatives
- Technology integrations
- Data security
- Reporting capabilities
- Service recovery processes
Great suppliers differentiate themselves through execution—not just pricing.
9. Think Beyond Today’s Needs
Your program today may support 25 moves. What happens if your organization grows to 100? Or expands internationally? Or shifts toward lump-sum programs? Or acquires another company?
Choose a partner that can grow with you rather than one that only fits your current volume.
10. Remember That the Lowest Bid Isn’t Always the Best Value
Relocation directly impacts your employees during one of the biggest transitions of their lives.
Every delayed shipment…
Every customs issue…
Every unanswered question…
Every damaged item…
Becomes part of the employee’s perception of your company.
A relocation partner doesn’t just move household goods, they protect your employer brand. The right partner helps reduce risk, improve employee confidence, and make HR’s job easier. Those outcomes often create far more value than a lower line-item price.
Before You Hit “Send”
An RFP should never be the beginning of your strategy. It should be the result of one.
Organizations that spend time understanding their goals, reviewing their data, and aligning internal stakeholders tend to receive stronger proposals, ask better questions, and build more successful relocation programs.
At Arpin, we’ve found that the best conversations often happen before the RFP is released. Sometimes a short discovery discussion uncovers opportunities to simplify policies, reduce administrative burden, or improve the employee experience, regardless of who ultimately wins the business.
Because the goal isn’t simply to select a moving company. It’s to build a relocation program that supports your people and your business for years to come.
Practical RFP Readiness Checklist
Before issuing your next RFP, make sure you can answer “yes” to these questions:
- We know what success looks like.
- We’ve reviewed our relocation data.
- We’ve identified our biggest pain points.
- We’ve gathered feedback from key stakeholders.
- We’ve evaluated whether our policy still meets business needs.
- We understand the full cost of relocation—not just supplier invoices.
- We know what kind of partner we’re looking for.
- Our RFP evaluates service quality as well as price.
- We’ve considered future growth and scalability.
- We’re selecting based on long-term value, not just the lowest bid.
If your organization is looking to strengthen its RFP strategy, reach out to Arpin International to explore tailored solutions that align with your business goals. Download our FREE Guide to, “Your FREE Guide to Winning the RFP Process.”
