Inside a two-day quote turnaround: how a trade RFP becomes an operating file

Day one: reading the brief properly

A brief is triaged the hour it arrives. We check feasibility first — airlift, camp availability in the requested window, and whether the routing can actually be driven or flown in the days allowed. If it cannot, you hear that before you hear a price.

We then request positions from the suppliers we would actually use, rather than costing from a static rate sheet. That is the step automation cannot yet do honestly in this region.

Day two: costing and alternatives

The costing comes back with STO rates in your currency, clearly separated ground and air components, and the seasonality notes that explain why a February price is not an August price.

Where a brief is close to a better routing, we send both: the programme you asked for and the one we would sell. You choose.

• Named properties and vehicle classes, not 'or similar'.
• Deposit and release deadlines stated up front.
• Optional modules priced separately so you can move the budget.

What makes it faster

Four details cut a day off almost every turnaround: firm travel dates, passenger ages, a budget band per person per night, and the standard the client expects. Send those and the first version is usually the one you quote on.

Once accepted, the file carries a single reference across both products — so a DMC programme and its transfer legs sit in one place in the partner portal.