Staffing RFP: What it is and How to Write One [+ Free Template]

Staffing RFP: What it is and How to Write One [+ Free Template]
Article by DesignRush DesignRush
Last Updated: November 28, 2022

Finding the right employee(s) with necessary qualifications and experience is not easy – it is even more difficult to integrate them fully and in a short period of time into company’s goings on.

Fortunately, there are staffing agencies and human resource management companies that can do all this heavy lifting for you. But when finding the right one, it’s important to have the right approach.

This article looks into staffing RFP process – what it is, how to write one, why it’s important to write one + we provide you with a free staffing RFP template that you can reuse for your own business.

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What is Staffing RFP?

A staffing request for proposal (RFP) is a documented description of the staffing services you require. This document outlines the general expectations from the agency potentially providing staffing services to your company. It is the basis of any procurement process whose goal is to enhance or improve your staff situation.

The following are some of the benefits of creating a staffing RFP:

  • Narrowing down your options for managing your company staff. Given the dates, objectives, and budget, just a handful of agencies are likely to match your goals and provide what you need.
  • Providing vital information about your company to the potential vendor. This will assist the team you'll be working with in better understanding your organization and your goals.
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Important Aspects of a Staffing RFP Document

Staffing RFP’s content will, of course, vary from a company to a company – but there are some things that you should always bear in mind when creating your own RFP document.

Transparency

When staffing bidders read your RFP, they must comprehend the context and mutual advantages right away. Your introduction text may make or break how many answers you will receive, as well as the quality of RFP response.

When submitting your request, provide all pertinent program facts in your summary. Also, if you asked for non-disclosure agreements (NDAs) to be signed and returned, make sure you have them before sharing any additional materials. NDAs are recommended when sensitive information may be shared by either or both parties.

Do submit mutual NDAs to all candidates before issuing the RFP. Mutual NDAs safeguard both your interests and the interests of your bidders. They also eliminate any concerns from privately owned vendors regarding the disclosure of protected information you require.

Don’t sign unconditional NDAs. You may come across as untrustworthy and savvy vendors may simply walk away. You may pass up opportunities to collaborate with knowledgeable, ethical, and risk-averse suppliers.

Bids Scoring

Bidding on every RFP offered is not a winning strategy. This strategy will limit your capacity to respond effectively to crucial offers and diminish your chances of winning the bids for which you are most qualified. As a result, assessing bids before commencing the response process is crucial.

Before replying to a bid, try to identify a wired bid and then evaluate whether participation is needed. Once you've decided that the bid is approved, you'll want to know whether it's worth your time and effort, and how much of each.

Bids are often evaluated using either basic or weighted scoring. Basic scoring allows you to perform a simple assessment by assigning a score of 1-10 to each component of an RFP. Weighted scoring allows you to assign various ratings to each part based on its relevance. Client references, for example, may be weighted at 10%, whereas implementation approach is worth 30%.

Great Introduction

Write a clear staffing RFP that includes all of the important facts to avoid the headache of responding clarification queries. When suppliers have fewer queries, they have more time to write more detailed solutions.

Make it simple to locate this information. Include it as early as possible (in the first few pages) so that vendors will want to work with you.

Staffing RFP Template

RFP template for staffing helps create your request for proposal from scratch because it already contains all the essential fields and questions that need filling out by the agency.

You can also download your copy of a free staffing RFP template to the right on this page.

Here is an example of what a well-rounded staffing RFP template should contain:

Company Profile

[Include information regarding your target audience and competitors in this segment.]

Project Purpose and Description

[Explain in detail why your company needs the work done]:

This project requires [outline the duties and responsibilities associated with the project]. Our goals are to [list objectives that your new staffing strategy should entail]:

Primary objectives:

[Goal 1]

[Goal 2]

Secondary objectives:

[Goal 1]

[Goal 2]

Challenges

The challenges we’ve faced in achieving our goals are as follows:

[explain challenges]

Proposal Guidelines

To be considered for [project name], all bidding vendors must [list the requirements that each responding proposal must address, i.e., budget, timelines, and submission due date]:

Include a price proposal for the work, which should be no more than [amount]

Apply no later than [proposal due date]

Project Timelines

[Outline information about the RFP process's timeline and the project itself—deadlines, milestones, and potential roadblocks.]

Proposal Evaluation

[Your company name] will rate each application based on the following factors [in as much detail as possible, list the criteria that will be measured and describe what is suitable for each criterion]

Relevant training/work experience [detail minimum requirements]

Samples of past work [explain how you would like this delivered

Staffing RFP Takeaways

The format for creating an effective and exhaustive staffing RFP can also be applied to other industries and services, such as:

RFP for software development

  • Digital marketing RFP
  • Mobile App Development RFP
  • Website design RFP
  • Website development RFP
  • RFP for SEO
  • Branding RFP
  • RFP for IT services
  • eCommerce RFP

No matter which kind of RFP you need to write, remember to include the key members of your team, as they can play vital roles in providing valuable information or insights that could contribute to your staffing project's success.

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