Rethinking Mobility Procurement
Mobility procurement is due for a reset. Traditional RFPs are long, complex, and often miss the mark on what really matters—fit, flexibility, and future-readiness. While AI can help streamline the process, selecting the right partner still requires a thoughtful, human-centered approach. In this article, we explore a smarter way forward: one that starts with strategy, prioritizes cultural alignment, and trims the unnecessary steps that slow teams down.
Smarter. Leaner. More Human.
There’s no shortage of guidance on how to run a mobility procurement process. But let’s be honest: the traditional approach is time-consuming, resource-heavy, and often misses the mark on what really matters—fit, flexibility, and future-readiness.
On average, a mobility procurement process takes 7–9 months from planning to contract execution. While AI can help streamline certain steps, thoughtful evaluation—especially around cultural fit—still requires a human touch.
So how do we make procurement more strategic, efficient, and human-centered? Let’s explore.The Traditional Process (and Its Pains)
A conventional mobility RFP pulls in a wide range of internal stakeholders—Procurement, Global Mobility, Legal, IT Security, Compliance, HR, and more. Buying teams often include 6–10 cross-functional participants, sometimes across regions.
The process typically starts with goal setting, provider identification, and RFI/RFP development. The RFP itself can exceed 100 questions, covering everything from financials and security to team bios and cost breakdowns. Even with AI tools to summarize responses, teams still need to evaluate each one thoroughly—before even getting to Q&A sessions, tech demos, and reference checks.
It’s no wonder the process feels bloated and inefficient.There Is a Better Way.
Start With the Problem
Before launching an RFP, ask: is there a real problem to solve? Are there gaps in service, culture fit, capabilities, or cost? If your current provider is performing well, consider a value conversation instead of a full-blown procurement exercise. This can open the door to innovation, realignment, or improved terms—without the overhead of a formal bid. If change is needed, validate the issue and build consensus across your team. Then define the type of solution you need: full-service or self-service? Tech-led or high-touch? What provider mix best supports your goals?
Don’t Skimp on the Strategy
If you move forward with a formal process, start with clear, strategic goals. Consider:
- What’s working—and what’s not?
- Feedback from key stakeholders, including recent transferees
- Cultural alignment and team chemistry
- Policy or workflow updates
- Role clarity between client and provider
- Anticipated organizational changes
- “Wish list” enhancements beyond core requirements
- Minimum tech, compliance, and reporting standards
- Desired supplier networks or vendor coordination
- Pricing structures that allow apples-to-apples comparisons
Translate these into selection criteria with clear weighting for must-haves vs. nice-to-haves. A scorecard helps reduce subjectivity and increase transparency. And when you share your goals with suppliers upfront, they can tailor their approach to solve for the right outcomes.
Swipe Right: Smarter Supplier Selection
Instead of casting a wide net, do some due diligence early. Identify 3–5 providers who align with your goals and culture. Invite them to short “culture and capabilities” calls (30–60 minutes) to get a feel for chemistry and fit.
This saves time for everyone. Suppliers invest heavily in RFPs, and pre-qualification ensures only serious contenders move forward. It also gives providers a chance to self-select out if the scope isn’t a match.Early Engagement Options That Work
Consider these alternatives to the traditional RFP slog
Workshops: Invite providers to review your program, pain points, and future plans. Include their proposed account lead to assess chemistry and strategic thinking.- Targeted Presentations: Skip the generic pitch. Ask for tailored responses to your specific needs and nonnegotiables.
- Account Team Interviews: Meet the people you’d actually work with. Present real scenarios and see how they respond.
- Tech Demos: Be specific. Ask for walkthroughs of the tools and features that matter most to you.
- Reference Checks: Talk to both clients and suppliers. Clients offer insight into service quality; suppliers reveal how the provider collaborates with partners.
- Scope Conversations: Unsure whether to manage moves separately or bundle with RMC services? Ask providers to walk you through both options.
These activities lead to richer conversations—and fewer RFP questions later.Optimizing the RFP Process
If you’ve already gathered key insights during early vetting, limit your RFP to only what’s still unanswered. Think of it like filling out the same form three times at the doctor’s office—frustrating and unnecessary.
Ask internal stakeholders to rank their top 3–5 questions. Get peer feedback to ensure clarity and focus. Resist the urge to cobble together 10 sample RFPs. Instead, build a document that reflects your actual priorities.Contracts: Strategic, Not Stiff
Contracts matter—but don’t lock in templates before the relationship even begins. Let the Statement of Work evolve through the final stages of selection and implementation.
Relocation isn’t like buying office supplies. Most procurement teams only evaluate RMCs every few years. Legal and Finance may not be familiar with the nuances. Giving them a heads-up early helps avoid delays and sets expectations around indemnification, pass-through costs, and service roles.A Success Story
One company skipped the Excel-heavy RFP. They narrowed the field to a few finalists and invited each to present a 20-slide deck addressing key questions and company goals. Presentations were delivered by the proposed service team—offering a real sense of chemistry, style, and fit.
The result? A faster, more human-centered selection process that identified the right team—not just the right answers.Final Word: Pick the Right Partner
Whether you’re reaffirming a strong partnership or seeking change, start with clear goals, candid conversations, and shared expectations. Price matters—but culture, expertise, and alignment are what truly drive value. As one procurement leader put it: “Service fees are a rounding error compared to the full cost of mobility. The right partner can make all the difference.”Make the process smarter. Leaner. More human.
Download the full white paper co-written by Cornerstone Relocation Group and Suddath to dive deeper into smarter mobility procurement.