An effective Request for Proposal (RFP) can be the difference between finding a truly strategic partner and getting stuck in a mismatched, time-consuming engagement. But too often, RFPs have unclear requirements, endless questions, or recycled templates that don’t quite hit the mark.
When looking for the right workforce solutions partner, the real work starts well before you ever draft the first RFP. Here are five best practice tips to help you craft a winning RFP, one that saves time, attracts the right partners, and leads to the best outcomes.
These five tips come straight from the experts, including our own VP of Business Development, Jason Bouchard, who recently joined a panel of industry leaders to share best practices in workforce solutions partnerships at this year’s ProcureCon Contingent Staffing Conference. Continue reading for real-world insights and lessons learned from guiding hundreds of successful client engagements.
Tip #1: Start with a Strong RFI Process
Before jumping into the RFP, begin with a solid Request for Information (RFI). Leading organizations approach this step with intention and care. An RFI allows you to explore the scope, learn about different vendors, and refine your vision based on what’s actually possible, not just what you might have initially thought you needed.
By the time you’re ready to write the RFP, you’ll have a better sense of:
- The kind of solution that fits your needs
- Which vendors align with your goals
- How to tailor your RFP to the right audience
This initial groundwork makes for a far more effective (and efficient) RFP process.
Tip #2: Keep Your Questions Focused and Relevant
If your RFP has 75 questions and a 2,500-character limit for each answer, it may feel overwhelming, both for you and your potential suppliers. This can suggest that there’s still some uncertainty around priorities.
The best RFPs ask the right questions, not necessarily all the questions. Aim for 35 to 40 well-thought-out, specific questions and always try to prioritize clarity and relevance over quantity. When suppliers feel your questions are meaningful and tailored, they respond with higher quality and more thoughtful answers, which helps guide you toward the best fit for your organization.
Tip #3: Don’t Regurgitate, Customize Instead
Suppliers can often tell when an RFP is based on a generic template. And when that happens, it may give the impression that the project lacks focus or hasn’t been clearly defined.
A generic, unfocused RFP doesn’t just waste everyone’s time, it also dilutes the quality of the responses you receive.
After all, if your goals and needs aren’t clear, it becomes harder for suppliers to deliver thoughtful, aligned solutions.
A customized RFP, on the other hand, shows that you:
- Understand your specific needs and priorities
- Have done the legwork through an RFI or internal discovery
- Value the vendor’s time and expertise
In turn, your potential workforce solutions partner will give you their best thinking and not rushed, boilerplate responses which gives you richer insights into what you can expect, creative solutions, and proposals that truly match your needs. This raises the level of the entire process and often leads to stronger, more collaborative partnerships.
Tip #4: Be Transparent and Upfront
You can save time (and money) by including key information up front. Suppliers spend significant time and resources responding to RFPs, the more context you provide, the better position they’ll be in to help you. Share details such as:
- Headcount and team structure
- Estimated volumes and usage
- Locations and scope
- Current tech stack (what’s working, what’s not)
- Evaluation criteria and weighting
- Budget considerations (even a range helps!)
- Clear objectives and the scope of work
Being transparent helps ensure you receive relevant, realistic, and actionable responses.
Tip #5: Set Realistic Timelines
Setting realistic timelines is key to getting quality responses. If it takes two weeks to answer supplier questions, be sure to build in time for them to reflect, respond, and deliver their best work in return.
A thoughtful RFP process includes:
- Clear communication of expectations
- Room for vendors to ask clarifying questions
- A reasonable deadline for complete and accurate submissions
When timelines are rushed, it can be tough for even the most capable partners to deliver their best thinking. Instead, allowing enough time shows that you value the process as well as the partnership. It encourages potential partners to invest in providing tailored, strategic solutions that align closely with your needs.
Final Thoughts: It’s About Building Better Partnerships
Crafting a winning RFP isn’t about checking boxes, it’s about setting the stage for collaboration and long-term success.
Whether you’re new to the process or looking to refine your approach, know this: every step you take toward clarity and alignment increases your chances of finding the right-fit partner, one who understands your vision and can help bring it to life.
Interested in partnering with DZConneX?
DZConneX is an established leader, offering workforce solutions for 30+ years. We help solve your complex talent needs with customizable solutions. Would you like to learn more? Contact us here today!
