Journey managers are displaying extra curiosity in transferring to two-year resort contracts as RFPs grow to be extra time-consuming and sophisticated.

The International Enterprise Journey Affiliation (GBTA) not too long ago revamped its lodging RFP template to mirror modifications in “lodging options that consumers are utilizing and contemplating for his or her journey packages”, and one of many key updates is the inclusion of multi-year pricing.
Elis Kodra, Director, Asia Pacific, CWT Options Group, has seen a rising development in direction of two-year contracts in Europe, the place the longer contracts accounted for 65% of contract quantity by March this yr.
CWT Options first moved away from single-year resort contracts for a European consumer in 2016, and now “each new piece of enterprise we pitch for features a two-year contract administration time period”, he notes.
Two-year and longer contracts are frequent in different procurement classes, however one-year offers have been the norm for lodging preparations for a while. The principle motivation for the transfer to longer contracts is avoiding annual repetition of the numerous effort and time concerned within the resort RFP course of.
Kodra explains that the widely-used GBTA pro-forma RFP has over 700 questions, and though not all questions are utilized in all tenders, it tends to be burden for each consumers and suppliers. The laborious course of usually begins in June or July and may simply drag on till the tip of December, he says, after which fee implementation and audits can take one other three months on prime of that.
Ari Foo, International Gross sales Director for Hyatt Lodges & Resorts, confirms that the RFP course of is equally onerous for motels. Even utilizing the Lanyon system which prepopulates RFP information, resort responses can take round 25 hours every, making an allowance for inside conferences, preliminary submission, rounds of negotiations, and different necessities, with the end-to-end course of taking as much as six months.
“An extended-term dedication mainly cuts the work by half,” he notes.
Decreasing the RFP burden
Streamlining the procurement course of was a serious motivation for world engineering agency Aurecon to alter its resort contracting, in keeping with Jenny Phillips, Australian Journey and Fleet Supervisor. “It is about time and sources,” she says.
“Up to now, doing RFPs was a bit tedious and we felt that no sooner had we completed this system and launched it, than we needed to begin the prep work for the next yr,” she explains.
Aurecon requested all its RFP respondents to offer pricing for 2019 and 2020, and 95% of motels have been capable of provide two-year charges, with only a marginal improve within the second yr, says Phillips.
She provides that it was no extra time-consuming or difficult looking for two-year contracts than the conventional RFP course of, and Aurecon now has two-year contracts for greater than 90% of the properties in its program.
Renae Trimble, Senior Vice President Business – Accor Pacific, additionally identifies better effectivity within the transfer to longer contracts, which scale back the effort and time for each the consumer and the resort when the RFP solicitation is an in depth world course of. “This allows consumer and resort to then deal with delivering the required outcomes from the partnership.”
Advantages for consumers
“With two-year offers, we’re capable of considerably improve the effectivity of the resort sourcing course of,” says CWT’s Kodra. “When you contract your charges, you do not essentially have to return to the market the next yr – except there was a big change in market circumstances.”
Kodra encourages purchasers to redeploy the effort and time saved by avoiding the sourcing train within the second yr to program administration and growth. “We present purchasers that sourcing is simply a part of this system: the place the true worth lies is the continuing administration of this system, which actually did not occur earlier than when folks have been spending 9 months on RFPs.
“Now, we are able to monitor how usually the company fee is being made accessible, we are able to measure ‘squatter charges’ (historic content material from non-preferred suppliers) and the unauthorized use of secondary room sorts.” The monitoring course of or program optimization can ship actual financial savings, eradicating between 3% and 6% of further price from purchasers’ spend.
Melbourne-based Phillips is wanting ahead to having extra time for program upkeep and fine-tuning. On the similar time, she believes the present contracts will present enough flexibility to cope with any modifications to Aurecon’s journey patterns within the second yr.
Resort issues
Whereas Hyatt has not seen a lot curiosity in two-year commitments in Asia Pacific thus far, Foo acknowledges the good thing about “hoteliers figuring out that there’s enterprise locked in for 2 years”. Nevertheless, he explains that for an proprietor trying to promote their properties, the two-year dedication might be a complication for any future operator.
Hyatt Regency SydneyMarket circumstances may have an effect on motels’ urge for food for the two-year dedication. “In high-demand markets, the place purchasers are in search of a flat fee, motels could also be reluctant as a result of they consider they will most likely drive charges fairly strongly within the second yr,” he says. However the place you’ve got new provide coming right into a market, motels might welcome the two-year period “as a result of they’re conscious that new motels are more likely to be fairly aggressive in chasing enterprise”.
Quantity is one other issue, in keeping with Foo. The place properties are targeted on driving up their yield, a big quantity at a hard and fast fee could have a detrimental influence on the motels income administration, notably within the second yr of an extended period fastened fee program and should forestall the resort from getting into right into a two-year dedication.
Extra flexibility wanted
Whereas price and effectivity could also be key drivers within the transfer to two-year contracting, Kodra sees the true profit as a transfer away from protracted sourcing towards the creation of stronger relationships between consumers and suppliers. “As a substitute of spending a lot time managing the transactional points, we see purchasers investing within the growth of extra strategic, ongoing relationships with suppliers,” he explains.
These relationships require flexibility on each side. For instance, the place there could also be reluctance on each side to lock into particular charges for the second yr, it could be extra sensible to schedule a mid-contract evaluation, market circumstances, volumes and availability.
Hyatt’s Foo concedes that fee uncertainty could also be an impediment for some motels, and plenty of would require both an increment within the second yr or settlement to evaluation on the finish of the primary yr.
Equally, Accor’s Trimble acknowledges the good thing about a mid-contract evaluation “to make sure that the settlement is working for each the consumer and the resort”.
Two-year contracts are right here to remain
For CWT’s Kodra, there is no draw back to two-year contracts – and the numbers appear to assist that view: “A few of our largest purchasers have transformed to two-year offers. At the moment in APAC, we now have 100% renewals (for resort tenders) on two-year-deals. From the provider facet, in 2018, we acquired adoption of 82% from the worldwide chains,” he says.
Moreover, Kodra has not come throughout one consumer that wished to revert to one-year contracts.
In fact, two-year contracting might not at all times be an choice; for instance, the place the resort is unwilling to decide to such an settlement. Unstable markets or these whose currencies are notably unstable may additionally not be good two-year candidates.
Kodra says corporates shouldn’t solely be fascinated with the size of contracts, but additionally extra broadly about their resort procurement technique. “In a extra strategic strategy, you needn’t contract motels the place you do not have shopping for energy. The rule of thumb is to deal with cities the place you’ve got greater than 400 room nights. Lower than that, you are higher off utilizing your TMC’s content material and charges, supplied they’re aggressive and have satisfactory protection.”