presented by roth staffing companies, l.p. · pdf filewe love to create remarkable experiences...

We love to create remarkable experiences… every person, every time.®

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Sample Staffing Services Request for Proposal Template

Presented by Roth Staffing Companies, L.P.


This is confidential and proprietary information of Roth Staffing Companies, L.P. and may not be used or disclosed by the recipient without the prior written consent of Roth Staffing and then only in accordance with specific written instructions of Roth Staffing. By receipt hereof, in addition to any obligation the recipient has under any confidentiality agreement or contract with Roth Staffing, neither recipient nor its employees, agents, or representatives will use, copy, reproduce or distribute this information, in whole or in part, at any time, without the prior written consent of Roth Staffing, and it will keep confidential all information contained herein.

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Message from Roth Staffing Companies, L.P.

Congratulations on beginning a competitive bidding process for staffing services! As your consultative partner, Roth Staffing Companies, L.P. (Roth Staffing) is pleased to provide you with our Sample Request for Proposal (RFP) Template to help propel your procurement efforts.

Purpose of This Template

Roth Staffing is recognized as a staffing industry leader and encompasses several full-service business lines that serve the staffing services and contingent workforce management needs of thousands of customers. As one of the nation’s largest staffing companies, we receive and respond to many staffing services RFPs each year from wide range of small to large companies. This template is a compilation of some of the best RFPs we have received and is meant to serve as a guide as you prepare your own unique RFP document.

Before You Prepare Your RFP

Often contingent labor is utilized by various departments throughout an organization to support functions from office management to manufacturing & production to accounting to IT. For this reason, we recommend that you develop an RFP Task Force. This taskforce will be responsible for developing the strategy behind your RFP effort and should include a diverse group of internal experts, such as members of your human resources, procurement and legal departments, as well as hiring managers who often utilize contingent labor. By developing a collective team, you will ensure your final RFP incorporates all facets of your company’s requirements and goals, as well as enhances company-wide adoption of your RFP outcomes.

How to Use This Template

This template is organized much like many of the RFPs we receive every day from other leading organizations seeking staffing services. Each section of this template includes a Section Title that identifies the topic discussed and Instructions on how to approach the corresponding section. Sample Text or Sample Questions follow to further assist with creating your own RFP content and to help derive meaningful information from potential vendors.

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To use this template, we recommend your RFP Task Force (1) replace or tailor Section Titles and Sample Text with your company’s own unique RFP content; (2) select the Sample Questions that best target your RFP goals; (3) replace words in brackets [ ] as directed; (4) remove this introductory message and all Instructions text; (5) insert text in your preferred marketing format; and (6) distribute to potential vendors.

Thank you for the opportunity to share this information with you. At Roth Staffing, our company Promise is “We love to create remarkable experiences… every person, every time.” This template is just one way we continue to fulfill this commitment. We look forward to participating in your upcoming procurement process and share how our comprehensive staffing services can support your organization.

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Introduction

Provide two or three sentences stating the purpose of your RFP. For example:

[Insert Company Name] is seeking proposals from qualified vendors to deliver quality staffing services. Your firm, among others, is invited to submit a proposal in the format described in this Request for Proposal. Vendors will be required to provide temporary staffing services in the areas of administrative, finance & accounting, manufacturing & production, and information technology, on an as needed basis. Vendors may also on occasion be requested to provide temporary-to-hire and direct hire services for similar job categories.

About [Insert Company Name]

Provide a brief overview of your company. This can include primary products and/or services, parent and/or subsidiary information, headquarters, industry, history, locations, number of employees, and awards and recognitions. For example, here is Roth Staffing’s information statement:

Roth Staffing is a family of full-service business lines providing staffing services and workforce management solutions, including temporary, temporary-to-hire, direct hire, payrolling, Master Vendor, Vendor On-Premise, MSP, VMS, RPO and 1099 Compliance Management. Roth Staffing operates from more than 100 branch offices and On-Premise locations in 21 states and the District of Columbia. Our business lines work independently or in tandem to offer comprehensive solutions to meet the unique demands of our customers. They include: Ultimate Staffing Services specializes in staffing services for administrative, clerical, customer service and manufacturing & production positions; Ledgent specializes in professional staffing services including the placement of accounting and finance professionals; Ledgent Technology & Engineering specializes in IT and engineering staffing; Adams & Martin Group specializes in legal staffing, project management and attorney search; One Squared Managed Solutions manages MSP, VMS, RPO and 1099 Compliance Management solutions, and PeopleSpider is an innovative online job referral network.

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Roth Staffing Companies is the only large staffing company to receive all of the industry’s most prestigious honors in one year including Staffing Industry Analysts’ “Best Staffing Firms to Work For” and “Best Staffing Firms to Temp/Contract For”, Inavero’s “Best of Staffing® - Client” and “Best of Staffing® - Talent”, and the highest award presented by the American Staffing Association’s VOICE Awards. Roth Staffing remains the only staffing firm ever ranked #1 on the Inc. 500 list of fastest-growing, privately-owned companies.

Please visit our website at www.rothstaffing.com to learn more about our organization.

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http://www.rothstaffing.com/


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Overview of Current Contingent Workforce Program

Provide an overview of your current workforce program. Be detailed. This insight enables vendors to offer unique service offerings that specifically address your program. For example:

[Insert Company Name] currently manages our contingent workforce program internally. Hiring managers send requests for contingent labor directly to our Human Resources department. The Human Resources department is then responsible for reaching out to vendors to locate talent. We currently partner with 20 vendors. Human Resources personnel select qualified contingent workers. Hiring managers oversee contingent workers while on assignment and approve manual timecards provided by the vendor. Invoices are sent directly to our Accounts Payable department.

1. Historical Usage Profile

Provide a description of contingent workforce usage. This information is vital for potential vendors to accurately assess your business and offer the most competitive pricing. If you do not compile this data company-wide, offer at least a conservative estimate. For example:

We currently do not compile contingent workforce data on a company-wide basis but estimate total annual spend to be approximately $1 million. This includes temporary, temporary-to-hire and direct hire services.

Geography

While [insert company name] does business nationwide and may require staffing services in any given area, our contingent workforce needs are primary provided in the following locations:

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Spend by Location

Location 2011 Spend Job Category 2011 Headcount

Los Angeles, CA $500,000 Administrative 100

San Jose, CA $175,000 Accounting and Finance 100

Houston, TX $100,000 Manufacturing and Production 50

Boston, MA $75,000 Information Technology 50

Washington, DC $50,000 Total 300

Other $100,000

Total $1 million

2. RFP Goals

Provide a simple list stating the goals of your RFP. Again, this information provides vendors with the opportunity to showcase their ability to meet your goals. For example:

The goals of our RFP process include:

• Reduce vendor pool to two (2) national providers and one (1) regional provider for each top spend location (see Historical Usage Profile)

• Reduce requisition to fulfillment cycle times to 24 hours for administrative positions and 48 hours for all other job category

• Reduce overall contingent labor spend by 2%

• Automate the entire procurement process including ordering, timekeeping, reporting and invoicing using vendor-provided technology

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3. Scope of Services

Provide a detailed description of the contingent workforce services you would like for the vendor to provide. You can work with your legal department to develop this language, as often, this information is included in the final contract with the vendor. For example:

Vendors will be asked to provide the following scope of services:

Temporary Staffing Services

Human Resources will contact the two national vendors and the one regional vendor to provide temporary labor in various roles, as needed. Please see our attached list of job descriptions. The vendor will be responsible for: (1) working directly with the hiring manager to understand the labor request; (2) sourcing the candidate; (3) conducting screening including skills testing and employment history; (4) facilitating candidate interviews with the hiring manager; (5) hiring the selected candidate, as well as informing rejected candidates that they were not chosen; (6) monitoring the temporary worker during the life of the assignment, including performance, payment, withholding of payroll taxes and managing all unemployment and Workers’ Compensation claims; and (7) terminating the assignment upon completion.

Temporary-to-Hire Services

Hiring managers will contact the vendor to provide temporary-to-hire services in various roles. Please see our attached list of job descriptions. The vendor will be responsible for: (1) working directly with the hiring manager to understand the labor request; (2) sourcing the candidate; (3) conducting candidate screening including skills testing and employment history; (4) facilitating candidate interviews with the hiring manager; (5) hiring the selected candidate, as well as informing rejected candidates that they were not chosen; (6) monitoring the temporary worker during the life of the assignment, including performance, payment, withholding of payroll taxes and managing all unemployment and Workers’ Compensation claims; and (7) working with the hiring manager to transition the temporary worker to [insert company name]’s payroll upon worker demonstrating required skills.

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Direct Hire Services

Our Human Resources Department will contact the vendor to provide Direct Hire services in various roles. Please see our attached list of job descriptions. The vendor will be responsible for: (1) working with the Human Resources Department/hiring manager to understand the labor request; (2) sourcing the candidate; (3) conducting candidate screening including skills testing and employment history; (4) facilitating candidate interviews with the hiring manager; and (5) working with the selected candidate to ensure seamless onboarding to our organization; and (6) facilitating communications with rejected candidates.

Contingent Management Technology

Vendors must provide technology capable of automating ordering, timekeeping and invoicing process. The technology must also provide comprehensive reporting. We require the following reports to be provided on a regular basis:

1. Headcount by location

2. Expenditure by location

3. Turnover

4. Job Descriptions

Provide detailed job descriptions for all positions vendors may be asked to fill. This information is important for vendors to understand your business and to evaluate if they will be able to meet your requirements. There are no examples of this content, as job descriptions will be specific to your company.

5. RFP Timeline

Provide a clear overview of the timeline of your RFP process. Be sure to provide vendors with ample time to respond to your RFP. Typically, the RFP process takes about one month, and the RFP review and contract process takes another month. For example:

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RFP Issue Date Month 1, 20XX

Questions Due Month 8, 20XX at 5 p.m. local time [one week after issue date]

Responses to Questions Month 15, 20XX [one week after questions are due]

Proposal Due Date Month 22, 20XX at 5 p.m. local time [one week after questions are answered]

Oral Presentations Month 6, 20XX [two weeks after responses are submitted]

Contract Award Date (anticipated)

Month 20, 20XX [two weeks after oral presentations]

6. Primary [Insert Company Name] Contact

Provide contact information for the internal contact responsible for this procurement process. This individual should have the authority to speak on behalf of your company, as well as have a detailed understanding of your entire Scope of Services. Also include a statement discouraging vendors from contacting other internal staff about the RFP. For example:

All communications concerning this RFP should be directed to:

[insert first and last name]

[insert title]

Telephone: [insert telephone number]

Email Address: [insert email address]

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All communications concerning this RFP should be directed to [insert name] and must be submitted in writing via email to [insert email address]. Communications with any other [insert company name] personnel regarding this RFP is not authorized and may result in rejection of your proposal. Offerors should not consider any oral representations or statements by any [insert company name] personnel to be an official expression on its behalf, unless such communication is made in a written communication the aforementioned primary contact.

All questions submitted to [insert company name] prior to the question deadline will be responded to in the order received and distributed to all vendors according to our RFP Timeline.

7. Legal Statements

Work with your legal and procurement departments to include confidentiality; rights to amend, modify or cancel; offer expiration date; contract period; and other legal statements and/or documents they wish for you to provide in this area of the proposal. There are no examples of this content, as these legal statements will be specific to your company.

8. Supplier Selection Criteria

Provide a description of how you plan to select suppliers. Include both which areas of the response mean more to your organization (i.e., references, pricing, etc.) and who will be responsible for making the determination. For example:

We have assembled an internal RFP Task Force comprised of internal subject matter experts to evaluate all proposals. The Task Force will weigh each section of the response and score each according to the criteria listed below. The top three (3) organizations with the highest scores will be invited to present on the week of [insert date].

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Criteria Maximum Points

Processes to Accomplish Scope of Work 30

References 30

Pricing 20

Technology Capabilities 10

Qualifications of Project Staff 5

Compliance with RFP Requirements and Instructions 5

Total 100

9. Response Preparation

Provide description of how vendors should respond to your RFP. This should include the topics you wish for them to discuss or a list of questions they should answer in their proposal. For example:

All proposals should include a Table of Contents which corresponds with the numbering provided in the Response Content section that follows.

All proposals should include a cover letter that includes (1) a brief overview of your proposal; (2) contact information including name, title, telephone number and email address of your company’s primary contact person; and (3) the signature of an individual authorized to legally bind our organization to a contract with [insert company name] and will act as our sole point of contact with regard to contractual matters.

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Lastly, all proposals should include responses to the requirements provided in the Response Content section that follows. Responses to each requirement should be in the order provided and clearly marked with the section number to which they respond.

10. Response Submission

Provide description of how vendors should submit their response to your company (i.e., email, hard copy, CD, fax, etc.). If you would like hard copies submitted, provide the number of copies required and binding requirements. For example:

Vendors should submit two (2) hard copies of their RFP response to [insert physical drop off address and mailing addresses]. Hard copy responses should be bound in such a way that sections can be extracted and inserted back into the binding easily.

An electronic version of the RFP response should also be emailed to [insert email address].

Any proposals received after the date and time listed above will not be accepted. [Insert company name] assumes no responsibility for delays caused by any package or mail delivery service. Postmarks will not substitute for receipt of proposal. FAXED PROPOSALS WILL NOT BE ACCEPTED.

Contact your Ultimate Staffing Services Representative to schedule a consultation and receive your own customizes Sample RFx Template.

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presented by roth staffing companies, l.p. · pdf filewe love to create remarkable experiences...

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