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: Notify Winner & all Participants
Module: Post RFP Actions
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.
You completed 0% of this lesson
You completed 0% of this course
Lessons Not Completed:
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...