One Process. Full Governance. No Extra Headcount.

As organisations grow, the number of vendor contracts behind their global mobility programme grows with them. Relocation, tax compliance, assignment management, travel, immigration, data, each one a contract that must be tendered every two to five years, and each one caught between two teams that rarely have the capacity to run it together. 

What starts as a routine re-tender can quietly become the contract nobody properly re-competes. That’s where PMA Consult and Caddygo make the difference.

Challenge

The client’s Global Mobility function builds on a portfolio of vendor contracts covering relocation, tax compliance, assignment management, travel and immigration. Like most mobility contracts, they come up for renewal every two to five years, a cadence that rarely matches the availability of the people who need to run the tender. 

Procurement writes the rules and carries the audit responsibility but cannot staff every mobility case that comes up. Global Mobility knows the vendors and the market but has no capacity to run Procurement’s process on top of its day job. Without a shared process, the two teams rarely come together, and smaller tenders in particular get run thin, or don’t get properly re-competed at all. 

The gap isn’t only about capacity. Procurement has to be able to show an auditor exactly how a decision was reached, and won’t put that obligation on a department that has no process to back it up. So the contracts that would benefit most from a fresh, competitive look are often the ones left running on inertia. 

The client required more than another vendor to manage. It needed a way to run a genuinely competitive tender to Procurement’s standard, without pulling either team off their day-to-day work. 

The Solution

Recognising that mobility tenders needed a shared process rather than another handoff, the client engaged PMA Consult. 

Together, they piloted Caddygo, an AI-agent-operated tendering platform, to run the business travel case management tender as a full, done-for-you service. Procurement’s policy, thresholds and templates went in once; the platform held to them throughout while PMA’s AI agents handled the drafting, vendor questions and offer comparison, recording every step as they went. 

Instead of Procurement and Global Mobility each carrying a piece of the process, every stakeholder worked from one governed process end to end, with each party doing only the part that needed a human: 

• Global Mobility defined scope and must-haves, approved the shortlist, and picked the vendor. 

• Procurement contributed policy, thresholds and templates once, and was informed at agreed points to sign off. 

• PMA Consult ran the requirements workshop, built the vendor longlist, issued the RFP, managed vendor Q&A, structured the offer comparison, ran the negotiation, and handed over the recommendation and a documented file. 

With Caddygo, the client was able to: 

• Run a full, auditable tender on a contract that had never justified the effort before. 

• Have every requirement, version, vendor question, answer and score captured as the project ran, with a record of who changed what. 

• Have every offer measured against the same written requirements, by a process with no vendor relationships and no history with the bidders. 

• Keep tender documents inside PMA’s environment for the duration, under NDA and a DPA, handed over at the end, without requiring the client to installed and adopt any tools. 

Behind the platform, PMA Consult ran the project directly, turning the workshop into the RFP, managing the vendor market, and carrying the negotiation and recommendation through to a documented handover. 

The Results

Within roughly six weeks of kickoff, the client had a completed, documented tender recommendation ready for decision, for a contract that would previously have been renewed without a proper re-compete. 

The pilot delivered: 

• A genuinely competitive tender, with more vendors properly compared and requirements written so offers came back comparable. 
• Almost none of Global Mobility’s time spent on process, just a kickoff workshop, two decision points and a final review. 
• A decision Procurement could defend, with rationale, scores and versions captured as the project ran.
• A documented, auditable file handed to both Global Mobility and Procurement at handover.
• A lower bar for what counts as worth tendering properly, since the effort no longer has to be justified case by case. 

Why Caddygo

Mobility vendor tendering is no longer about choosing between capacity and governance. It’s about giving Procurement’s rules a process that holds to them by design, and giving Global Mobility a way to run a real tender without taking on Procurement’s workload. 

Caddygo puts Procurement’s policy, thresholds and templates to work inside a governed process, operated by PMA Consult, so every mobility contract gets the tender it deserves, not just the ones with a team available to run it. 

One Process. Two Teams Aligned. Full Governance. 

Because a defensible mobility vendor decision starts with giving the people who write the rules and the people who know the market a process that lets them meet in the middle.