Home / HR Courses / RFP Process for HR / Post RFP Actions / Notify Winner & all Participants

Notify Winner & all Participants

This video is premium content

Lesson:

Notify Winner & all Participants

Course: RFP Process for HR
Module: Post RFP Actions
Lesson Type: Video
Lesson Duration: 2:43

Lesson Content

You made your selection! But…it’s not over yet. You need to notify your chosen vendor as well as all those who have participated in the process.

I recommend notifying the winner first. Depending on the complexity of the RFP, you will usually respond with a personal phone call for larger projects and you may do so for smaller contracts as well. Occasionally, it could be just an email or letter. However, when possible, it should be a personal conversation.

A personal conversation provides the opportunity to discuss any minor issues relating to the acceptance of the RFP. After, send a formal email with contracts and other necessary documentation to the vendor. Larger proposals may involve legal contracts. Include your legal and purchasing departments in this part of the process.

Then, you must address the question of how and when to notify the remainder of your participants. You may have a predetermined protocol to notify each vendor, however, for those who do not, notify every participant by email or mail.

For those vendors who presented live to a selection committee, I recommend making a personal phone call as well. The only issue is, you could be prompted on a live call to discuss the “whys” in the process. Why did they not get chosen or why did another vendor get chosen. This can be challenging and difficult to respond to especially if you have a prior working relation with the vendor or if it is the current vendor who will be replaced. I’ll discuss replacing a current vendor in a follow up lesson.

There is no stock answer. However, focus on positive responses with minimal generic information. For example, use a statement such as,

“All of our finalists were great and had a lot to offer, however, in the end we chose a vendor that we feel can best meet our requirements at this time.”

Always try to leave the conversation as positively as possible. You never know when your paths will cross again.

Instructor:

Mark Fogel

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...

Mark's Full Bio

Module 1 0/4

Understanding an RFP

Introduction

What is an RFP & Common RFPs for HR

Who is Involved in the RFP Process

Preparing for an RFP

Module 2 0/3

Identify the Purpose for Conducting the Specific RFP

Understanding Contract Lengths & Renewal Terms

Setting the Scope & Requirments

Achieving Consensus on the RFP Parameters

Module 3 0/2

Roles & Responsibilities

RACI

Module 4 0/4

Conducting a Needs Analysis

What is Important & What's Not Important?

Marketplace Trends & Considerations

Impact on the Organization

Key Measurements & Metrics

Module 5 0/3

Establish an RFP schedule

Begin at the End

Participant & Business Scheduling Considerations

Service Provider Transition Timing

Module 6 0/4

Assemble & Assess Vendors

Purchasing Department Requirements

Who & How many Vendors to Invite

Providing Information to the Vendors

Reference Checks

Module 7 0/5

Evaluating Proposals

Establish Quality & Criticality Factors

Develop a Rubric to Capture Key Capabilities

Select an Evaluation Team

Make a Selection

Complete the Process

Module 8 0/4

Post RFP Actions

Notify Winner & all Participants

Transitioning, Contracts & Miscellaneous

Conclusion

Quiz

HR Courses

Human Resources Training Programs

SHRM Essentials of Human Resources

SHRM-CP & SHRM-SCP Certification Exam Preparation

Self-paced HR Courses

The following HR courses are self-paced (asynchronous), and qualify for both SHRM and HRCI recertification credits. These courses are included in the HR Recertification Subscription.

Effective Disciplinary Action Policies and Procedures