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Taleo Research Article
RFP FAQsChoosing a Staffing Management Solution is a complicated decision, demanding the systematic gathering and assessment of vast quantities of information. As a result, many corporations utilize a Request for Proposal (RFP) document, to give structure to the information gathering and subsequent decision process.
Putting together an RFP can be a daunting and complex task in itself. How do you get started? What do you need to know? This article answers frequently asked questions (FAQ) that arise during the course of preparing an RFP for an online staffing management solutions provider.
How many questions should be in an RFP?
Most RFPs have more than 100 questions, in order to cover all the important issues.
How many vendors should I send the RFP to?
Send your RFP to a handful of vendors – vendors that you already have an interest in and are serious about researching further. Use it as a second step, after you have already narrowed your choices somewhat.
What vendors should we talk to? Is there a place where we can find research material on vendors?
HR sites such as AIRS, The Electronic Recruiting Exchange (ERE), and HR.com are good sources of research on staffing automation technology. As well, connect with colleagues at other companies similar in size, needs and industry to learn from their experience.
Who should be the main contact on my team?
The main contact should be your project leader. This person will distribute the RFP to vendors, answer questions, and accept submitted proposals.
Where can I turn to for help in composing the list of questions to include in my RFP?
Taleo Research has created an online tool for building a free RFP customized to your company’s staffing needs. Go to http://www.taleo.com/
Should I send my RFP document by email, or hard copy?
These days it is easier to work with documents electronically, so soft copy should be acceptable both to distribute the RFP to vendors, and to receive the responses.
How long should I give the vendors to answer the RFP?
Three to four weeks should be enough time for vendors to respond with proposals.
What are some of the key milestones in the RFP timeline?
It is customary to allow vendors a period in which to ask questions and get clarification or more information on any issues they might have (see Vendor Selection Timeline). You might elect to put the deadline to ask questions at the mid-point between when the vendors receive the RFP and the final deadline for proposals.
After I send the RFP document to potential vendors, what should I expect from them?
Most vendors will request that you sign a Non-Disclosure Agreement (NDA). Treat this seriously; it is a legally binding document.
If a vendor misses my deadline, do I have to eliminate them?
No. You make the rules, and you can break them, too. If it is a vendor that you otherwise think provides a solution that has the potential to meet your needs, then it is up to you whether to eliminate them or not. But it may be an indication of the service you receive later on. If you’ve given them enough time, then missing a deadline tells you something about their bandwidth and response time.
Should initial vendor screening be based on functionality and then address cost later on, or all together?
Functionality should come first, but not without attention also to implementation, vendor profile, service, support and so on. For more information, you can view a Webinar on the RFP process at http://www.taleo.com
How long does it take to review RFPs and proposals?
Give yourself at least 2 weeks – there’s a lot of information to understand and consider.
How can I introduce ROI in my case?
ROI should be considered as a major part of understanding the value. Don't wait till after your choice is made to calculate it.
Are companies including performance-related clauses in RFPs and contracts?
The topic of SLAs may be raised in your RFP An SLA (Service-Level Agreement) is a contractual obligation between a vendor and its customer, spelling out the levels of service that the customer can expect, and penalties when these levels of service are not met. (See Service Level Agreement)
What is considered a valid 'lifespan' for the answers provided by a vendor to an RFP?
This is a fast developing field—3 months is a good range.
How many people are usually on a selection committee, and what type of responsibilities do they have?
There are usually about five to seven people on a selection committee. At least two should be recruiters who will use the system. Others should be key stakeholders— staffing managers and HR execs. See Selecting the Selection Committee for more details.
RFIs are also a part of our corporate selection process. How do I distinguish between what should be in an RFI and an RFP?
RFIs are usually much shorter, on the order of 30 to 50 questions, and are helpful in determining a short list for an RFP. Many of the topics of an RFP are equally relevant in an RFI: functionality, customer service and support, and the vendor’s vision of the future of recruiting. You need to ask questions that will quickly narrow the field, so do not get preoccupied with questions that get into the fine details.
My IT department usually handles RFPs with vendors. How do I get them involved and when?
Your IT department will not have any real impact from an ASP solution, so you don’t need much of their involvement. Drive this process with HR and upper management. Only use IT resources to help you understand some of the technical issues.
The purpose of going through an RFP process is to build a formal structure for comparing vendors on standard criteria. It is a process you control, so manage it to obtain the best information. You can, for instance keep strict guidelines or speak informally with vendors as part of the process. Whatever your style, remember that the RFP is an important element in your choice of the best staffing management solution to meet your company’s strategic goals.
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