The RFP Details – Timeline & Rates

The Timeline and Rates section allows you to define critical information about the timeline of the RFP and preview the rate tables the hotels will use to provide their pricing.

It includes several subsections. Fields marked with an asterisk (*) are mandatory and must be filled out before proceeding. If left incomplete, the system highlights these fields in red.

Rate Offer  

Here, you can specify how the rate information will be collected.

The Global Business Travel Association (GBTA) provides a standardized questionnaire for hotels, to make procurement and negotiations easier and to standardize question sets. This is also helpful for crew contract negotiations.

Therefore, you will be asked, whether rate information can be collected via GBTA questions.

1. Yes: Uses the GBTA standard questionnaire set, enabling hotels to upload bids via a GBTA file. This option is recommended for larger RFPs, such as Multi-City RFPs.
2. No: Allows you to use your tailored questionnaire set for customized data collection.  

Per default, No is selected.

Currency & Timeline  

• Currency: The system auto-selects the currency based on the country of the destination (recommended), but you can manually change the currency, if needed.
• Submission Due Date/Time*: You specify the deadline for the RFP submission and select both the end date and time. 
• Bid Binding Until Date*: As negotiations may take a while, you can set the period during which the hotels’ responses need to remain binding.

Crew-Specific Information

Crew Overview: The logo and crew name previously entered in the Cover Letter section are displayed here for reference.

 Contract Timeline for Crew 1

• Requested Contract Period*: Here, you specify the start date and end date of the contract.

• Minimum Contract Length (in months)*: It might happen that a hotel cannot commit to the entire contract period. For such cases, you can specify the minimum acceptable contract duration here (e.g. 6 months).

Rate Requirements for Crew 1

• Pricing Granularity: Defines the level of detail required for hotel pricing. You need to select one of the following:
  • Month
  • Quarter
  • Year

• Number of Pricing Periods: Specifies the number of months, quarters, or years for which hotels should provide room prices (e.g., 4 months, 3 quarters, 2 years). Please enter a number between 1 and 11.

• Number of Seasons: This option allows you to divide the pricing period into smaller segments (e.g., Q1-Q4 or seasonal periods like Christmas and Summer). You can select the number of seasons or opts for no division. None is auto-selected.

• Blackout Dates Allowed?: Here, you can specify whether hotels can indicate dates when they cannot accommodate the crew or whether no blackout dates are allowed. No is auto-selected.

• Fair Rates Allowed?: Here, you specify whether hotels can provide days with higher rates due to fairs. No is auto-selected.

•  Include Breakfast in Contract?: Here, you specify the type of breakfast to be included (Buffet, Continental, Full American). None is auto-selected.

Rate Table Preview for Crew 1

The rate table provides a structure for hotels to fill out pricing information based on your settings in the previous fields. Note: If multiple crews are specified in Crew Details, hotels can submit rate tables for each crew they wish to accommodate.

Additional Hotel Prices Preview Tables

You can request additional pricing information for hotel facilities and services:

•  Current Pricing: By clicking the Current Pricing button, you can insert current price levels into the tables to compare with new offers received from hotels. This data is visible only to you and is not shared with the hotels.
• Additional Benefits: You can select specific benefits or hotel facilities hotels need to provide, by marking the relevant fields. The following examples are given:
  1. Bar services
  2. Leisure hotel facilities
  3. Laundry services

Price Levels for Food & Beverage in Hotel

You can request pricing information for food and beverage items offered by the hotel.

• Current Pricing: Similar to hotel facilities, you can input current price levels for food and beverages, which you have contracted, to compare with the new offers.
• F&B Price Examples: This serves as an indication of F&B price levels in the hotel. The following examples are given: Club Sandwich, Caesar Salad, Burger, 1 Liter of Water, Crew Menu

By completing the Timeline and Rates section, you establish a clear framework for hotels to provide detailed, and comparable pricing information. Once all mandatory fields are filled out, you can continue editing the RFP and move on to the next step by clicking Questions or the next button.