RFP Process for HR
It’s Friday morning, the end of the work week. Imagine yourself sitting at your computer analyzing employee data. The software keeps crashing and it just doesn’t have the capability you need any longer. You have a big problem. What’s the solution? An RFP (Request for Proposal).
HR departments conduct RFPs regularly across a broad spectrum of HR functions such as benefits, compensation and recruitment with vendors who supply goods and services to support everyday business needs. This course will guide you through the often overwhelming yet rewarding process of implementing an RFP. It’ll show you how to conduct one from start to finish.
As an HR practitioner, you will eventually be involved or possibly manage an RFP process. The overall learning objective is to not only help you understand the process but also enable you to successfully lead it!
HR Jetpack is recognized by SHRM to offer Professional Development Credits (PDCs) for SHRM-CP or SHRM-SCP. This program is valid for 1.25 PDCs for the SHRM-CP or SHRM-SCP. For more information about certification or recertification, please visit shrmcertification.org.
This activity, has been approved for 1.25 HR (General) recertification credit hours toward aPHR™, PHR®, PHRca®, SPHR®, GPHR®, PHRi™ and SPHRi™ recertification through HR Certification Institute® (HRCI®). For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.
The use of the HRCI seal confirms that this activity has met HR Certification Institute's® (HRCI®) criteria for recertification credit pre-approval.
Title: Purchasing Department Requirements
Module: Assemble & Assess Vendors
Now let’s shift our focus to assembling and evaluating vendors who will participate in an RFP.
Many of you will want to continue to use your existing vendor while others may want to move to someone or something new. Either way, it’s important to first understand your organizations ground rules for vendors to participate in an RFP.
To begin the process of extending offers to participate in an RFP you should check to see what guidelines your purchasing department or organization has in place. Many mid and large sized organizations have very specific protocols that you must follow. Additionally, some organizations are required to follow Affirmative Action related regulations as well as insuring minority and veteran-owned businesses are afforded proper inclusion to your process.
For those without purchasing departments direct involvement, it is still important to check and see if you are required to follow any organizational guidelines prior to the start of an RFI or RFP.
Some of the more specific guidelines may indicate that a service provider has to have business insurance of a certain level. This may apply to both services and products.
Many organizations use third party trainers or facilitators for programming and may require some insurance related to their work. I have been on both ends of this external learning provider discussion, having hired external firms to conduct training and done the training as a provider myself.
Sometimes the training is provided off-site and there needs to be business insurance for things such as workers compensation. In other scenarios, the information being provided may relate to legal processes and your providers should be indemnified. Business insurance covering these issues, errors and omissions is always good for your providers to carry and, in some cases, may be required.
You may also want to have your legal department involved with RFP’s that carry long term agreements. This will help insure requests include necessary legal language.
In addition, some organizations will require the purchasing department to review all RFI, RFP and RFQ requirements during the process. It may even have a platform that all information needs to flow through for the duration of the process. Remember in a previous lesson, you must identify all of your stakeholders along with roles and responsibilities throughout the process.
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Mark S. Fogel, SHRM-SCP, SPHR, GPHR, is an educator working as a Senior Adjunct Professor of distinction at Adelphi University’s Business School. Mark leads HR classes for MBA and Undergrad students in Staffing, Selection, Compensation and Global disciplines. He has also presented over two dozen times at SHRM national, regional, and local conferences on a...