Plan a salary sacrifice provider tender around the employer's requirements

Start with a written brief and one comparable evidence pack. Decide whether the appointment covers a whole programme, a defined employee population or a second-provider gap. Agree who can approve commercial terms, employment changes, information security and payroll readiness before inviting bids.

Practical tender guidance updated on 12 October 2026. The timetable below is an illustrative private-sector planning sequence, not a commitment or a substitute for the employer's procurement requirements. Public-sector buyers must follow their applicable procurement process and framework rules.

1. Weeks 1–2: define requirements. Agree eligibility, vehicle policy, expected demand, existing fleet treatment, quote assumptions, mandatory evidence and evaluation weightings. Output: approved brief and bidder response template.
2. Weeks 3–5: invite and clarify. Give the same brief to shortlisted providers and circulate material clarifications consistently. Request full pricing, contracts, protection schedules, funding evidence and a named implementation plan. Output: complete, comparable submissions.
3. Weeks 6–7: evaluate and test. Assess mandatory requirements first, then score supported differences. Reconcile like-for-like costs and walk through leaver, absence, write-off and payroll exception scenarios. Output: evidence register, commercial model and preferred-bidder recommendation.
4. Weeks 8–10: negotiate and approve. Resolve gaps, agree service remedies and exit assistance, obtain specialist advice and secure internal approval. Output: signed documents and an agreed mobilisation plan.
5. Mobilisation: prove readiness before launch. Test payroll files, deductions, employee documents, support and reporting with accountable owners. Set the launch date only when dependencies and acceptance criteria are satisfied.

Ask each bidder to return its answer, supporting document, proposed contractual commitment, exception and accountable owner for every question. A request for proposal is commonly abbreviated to RFP.

1. Which legal entities contract, administer, fund, lease, insure and support the vehicles? Identify any subcontractors and explain responsibility for failures across the chain.
2. Provide quotations against our common vehicle and mileage schedule. Show all inclusions, optional charges, fees, discount attribution and treatment of employer savings.
3. Work through resignation, redundancy, parental leave, long-term absence, death, theft and write-off. Show the employee and employer cost, exclusions, evidence and settlement timing.
4. Supply a sample payroll file, reconciliation process, cut-off timetable and rejected-deduction procedure. Explain minimum-pay controls, tax reporting and ownership of corrections.
5. Provide current financial standing, funding and order-capacity evidence. Distinguish a parent-support statement from a contractual guarantee.
6. Name implementation owners and dependencies. Specify testing, acceptance criteria, employee communications and the support available after launch.
7. Propose measurable service levels, reporting, complaints escalation and remedies. Explain data portability, vehicle treatment and exit assistance if the appointment changes.

For a live programme, start with an incumbent programme audit to establish the baseline. For two suppliers, test the second-provider operating model before adding another contract.

Employer assignments are supplier agnostic and focused on the employer's stated requirements. We work with established FN50 leasing companies, reputable salary sacrifice providers, OEMs, captives and credible value-chain specialists where the scope requires it.

We provide commercial and operational analysis. Formal legal, tax, actuarial, payroll and regulated insurance advice remains with appropriately appointed specialists.