Congratulations! You are now one step closer to conducting an IT Staffing RFP that gets the best
results possible.
Below you will find examples of the type of content that should be included in any successful IT
Staffing RFP. Feel free to pick and choose the items that make the most sense for you. Anything
in parenthesis is either instructions or a place holder for you to replace with your own
information.
Best of luck and let us know if we can answer any questions. We know how much work this
undertaking can be.
Content for Your IT Staffing RFP
Company Overview
(Use this section to introduce your company to potential IT staffing suppliers. Get them excited
about potentially partnering with your company. Describe what makes your company unique
and why any staffing firm would want to recruit IT talent for you.)
Global Company Facts
(provide some facts about your company. Things like revenue, number of employees,
products/services, information about customers, philanthropic efforts, awards, etc.)
RFP Background Rationale
(Provide a brief statement on why you are sending out this IT Staffing RFP. You may also want
to include the name of any MSP or VMS that you use.)
RFP Objectives
(What are your objectives in relation to this RFP? This may include items like the following)
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Select a group of preferred staffing agencies for the IT category for all (company) US
locations under an MSP VMS program model.
Continue with a model comprised of a small number of IT staffing providers in order to
maximize the opportunity for suppliers and create a strong partnership of trusted
advisors. Currently we have seven active IT agencies in the program.
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Obtain information from the IT staffing providers included in the RFP regarding creative
and innovative ideas to attract and screen talent while maintaining ethical practices and
compliance with program processes, procedures, and requirements.
Expand our knowledge and awareness of industry best practices.
Reduce reliance on subcontractor agencies for talent.
Create interest and demand for being a (company name) IT staffing partner.
Our US IT Contract Staffing Data
Annual US IT Category Spend:
Period
Total IT Spend
Avg Monthly IT Spend
FY 19 Expected
$XX Million
$X.X Million
FY 18 Full Year
$XX Million
$X.X Million
FY 17 Full Year
$XX Million
$X.X Million
Spend by category: 85% IT, 6% Marketing, 3% Acct/Finance, 5% Admin/Clerical
US IT Category Headcount FY19 to date:
Period
Starts
Ends
Managed HC
Feb 2018
5
5
128
Mar 2018
9
11
132
Apr 2018
10
8
131
May 2018
15
12
137
Jun 2018
15
7
140
Jul 2018
13
16
146
Aug 2018
15
10
145
(Any numbers that show the tenure of your current contractors is helpful)
(headcount by location is very useful for bidding firms)
Location City
Feb
2018
Mar
2018
Apr
2018
May
2018
Jun
2018
Jul
2018
Aug
2018
City, State
72
72
70
71
69
68
62
City, State
51
52
53
55
53
58
64
City, State
3
2
2
4
9
10
10
City, State
2
3
4
5
6
7
7
City, State
2
2
1
1
2
2
2
City, State
1
1
1
1
1
1
0
1
1
City, State
(a simple chart showing your contractor headcount by title is a good idea)
Top IT Job Titles
Job Title
Headcount (Feb thru Aug)
Software Developer
21
Product Support Specialist
17
QA Engineer
15
Project/Program Manager
12
Data Analyst
11
Software Engineer
11
Business Systems Analyst
10
SAP ABAP Developer
9
Desktop Support
7
Security Analyst
7
SFDC Developer
6
QA Automation Tester
5
Applications Programmer-Analyst
4
ETL Developer
4
Operations QA Analyst
4
Ruby Developer
4
SAP SD Functional Developer
4
Web Designer
4
Web Developer / Programmer
4
BI Report Developer
3
Business Process Analyst
3
Hadoop Developer
3
Helpdesk
3
Java Developer
3
Javascript Developer (Node.js)
3
SDET
3
Technical Writer
3
Important Program Information
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(Company name’s) fiscal year runs January 1st thru December 31st. There are no
seasonal or cyclical impacts.
There are approximately 165 job titles and descriptions with each title having 4
experience levels.
There is an 18-month tenure limit.
Candidate interviews are scheduled within (VMS tool name).
Manager contact is/isn’t allowed.
IT Staffing Providers will be invited to a Supplier Summit planned for early next fiscal
year.
Supplier Program Requirements
(Use this section to outline the rules of the program. Below are some examples to consider.)
To ensure efficient and effective processes and supplier success, we ask that suppliers comply
with the below Guidelines for Engagement.
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Suppliers will only submit resumes through the VMS. Resumes and candidate names
may not be directly sent to or shared with Hiring Managers.
Each posted job requisition will advise Supplier whether subcontracting to another
agency is permitted.
All temporary workers, whether employed by Supplier or Subcontractor Agency, shall be
W-2 employees. Workers may not be paid on 1099.
If a Hiring Manager reaches out to the Supplier, the Supplier will contact the MSP team
before taking any action or will direct the manager to the MSP.
Supplier will not knowingly solicit (company name) employees for temporary
assignments.
Supplier will not knowingly solicit contingent workers who are currently on assignment
at (company name) via other employers for temporary assignments.
Supplier should confirm a requested interview within 1 business day of request.
Supplier should confirm a hire offer within 1 business day of request.
“req” calls for most IT requisitions are held within a few days of the job posting. This is
with the Hiring Manager and includes a Q&A opportunity for the IT staffing providers.
Suppliers are expected to participate in these calls since they provide a valuable
opportunity to communicate with the Hiring Manager about job specifics.
Supplier shall notify (company) upon receipt of an employment complaint or worker
issue. Supplier shall be willing to cooperate with (company) in investigating and
resolving workers complaints and/or issues.
Supplier shall notify TAPFIN within 5 days of worker assignment completion, or as soon
as possible after end date.
Supplier will provide updated insurance documents within 5 business days of request.
Supplier will fully comply with the (company) background check policy at the Supplier’s
cost. The Master Services Agreement (MSA) contains the specific elements of the
background package.
Supplier shall ensure that all contingent workers complete onboarding documents as
required for each new worker engagement.
Supplier shall ensure contingent workers submit weekly timesheets.
Supplier will submit all billing items through (list method).
Temporary workers may not represent themselves as (company) employees.
Temporary workers may not receive any (company) employee benefits, bonuses,
stock/options, gifts/gift cards, paid time off or access to employee discounts.
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A temporary worker is not entitled to annual “raises” which translate into hourly rate
increases paid by (company). As the employer, the Supplier may fund hourly rate
increases.
If the (company) Hiring Manager authorizes travel for the temporary worker, the worker
or the Supplier shall pay for the worker’s expenses and then submit them for
reimbursement to (company).
A graduated conversion fee schedule applies for temporary workers converted to
(company) employees. See MSA.
RFP Timeline
(adjust this sample timeline as needed)
Event
RFP Release Date
Pre-Proposal Conference Call
Deadline for Written Questions
Question Responses
Proposal Due Dates
Evaluation Periods
Anticipated Contract Awards
Date
November 3, 20XX
November 10, 20XX
November 17, 20XX
November 21, 20XX
December 8, 20XX @ 5:00PM EST
December 10 thru 22, 20XX
January 1, 20XX
Instructions to Suppliers
1. Mutual Non-Disclosure: Mutual Non-Disclosure Agreements should be executed
between the Suppliers and (company) prior to the release of this RFP.
2. Although this RFP indicates (company’s) intention to award Supplier contracts, it is not a
guarantee by (company) that any contract will be awarded. In addition, (company) may
elect to tier Supplier base or keep all Suppliers as Tier 1. The issuance of this RFP by
(company) in no way represents a commitment, or intention to commit, and (company)
will not reimburse Supplier for any expenses incurred by participating in this bid.
3. This RFP represents (company’s) best estimate of its current and future requirements.
However, (company) operates in an ever-changing and growing business environment.
The requirements included in this RFP could be updated prior to contract signing.
4. Any apparent discrepancies, errors, omissions, ambiguities, or conflicts revealed
through your inspection of this RFP should be brought to the attention of (company
contact email).
5. (company) will coordinate answers to Suppliers’ questions and broadcast those answers
to all Suppliers using the email address of the point of contact you have provided.
6. If the Supplier is not able to meet all RFP requirements, the Supplier must specifically
describe any and all exceptions taken. In the absence of any exception, it will be
assumed that the Supplier’s proposal is based on complete compliance with all
requirements including contract terms and conditions.
7. The award shall be made to the Suppliers whose proposal is determined to be the most
advantageous to (company) based on our evaluation criteria. Your responses to this RFP
will be compared with other Suppliers’ responses for evaluation. It is (company’s) goal
to evaluate all Supplier proposals in a timely manner. It is possible that (company) will
need to ask some or all Suppliers follow-up questions based on the responses provided.
8. Supplementary specifications and/or instructions may be issued during the RFP period.
All such information will be issued as an Addendum to the original RFP package and will
become a part of (company’s) requirement. A failure to acknowledge the Addendum (if
any) in the RFP response may disqualify your bid.
9. (company) reserves the right to negotiate and amend the requirements including but
not limited to the terms and conditions of the Agreement.
10. Each Supplier shall agree to the business and legal terms included in the attached
Autodesk MSA and the Participation Agreement. It is imperative that your Legal
Department reviews and approves all the legal terms provided. In the event you object
to any legal or business terms and conditions of the Autodesk MSA Agreement you must
indicate your objections and requested changes by redlining the agreement and include
it as a document in your RFP response. Favorable consideration will be given to
Suppliers who accept our standard terms.
RFP Questions
1. What is your company's name, address, and website?
2. Who is the primary point of contact for the person responsible for the submittal of this
RFP including name, title, phone number, cell number, mailing address and email
address?
3. What is the address of your corporate headquarters?
4. What is your DUN’s #?
5. What is your Federal Tax ID #?
6. Type of business (sole proprietorship, LLC, corporation, etc.)?
7. Do you have local, regional, or national capabilities?
8. If local or regional, please explain your geographic capabilities.
9. Do you have international office locations? If yes, where are they located?
10. How many years has your company been in business?
11. Please provide Net Income Statements, Balance Sheets, and Statements of Cash Flows
for the last three (3) fiscal years.
12. Please provide information regarding any and all lawsuits, liens, restraining orders,
consent decrees, or legal actions in progress or which have been brought against your
company in the past 3 years.
13. Has your company been involved in any re-organization, acquisition, or merger within
the past three years?
14. Please provide the contact information for the single point of contact who would be
responsible for delivering the services outlined in this RFP.
15. Is your company currently for sale or involved in any transactions to expand or become
acquired?
16. How many full-time employees are employed by your company in the United States (not
including temporary workers)?
17. What percentage of your contractors are through a sub-vendor?
18. Provide percentage of temporary staffing revenue for each of the following labor
categories for your US operations: IT/Technology, Administrative/Clerical,
Finance/Accounting, Marketing/Sales, Facilities/Light Industrial, Other (please specify)
19. List other services you provide in addition to temporary staffing.
20. What do you consider to be your three core competencies related to IT staffing?
21. How do you differentiate yourself from your competitors?
22. For how many US clients do you currently provide temporary IT staffing?
23. What is the total percentage of revenue derived from your top three IT staffing clients
(as an aggregate group)?
24. Who are your top 5 customers?
25. Do any of your customers account for 10% or more of your company’s revenue?
26. Please provide three references for current clients in (location) who are receiving similar
services to what is requested in this RFP.
27. Please provide one reference for a client who has terminated your services in the past
three years. (Please note that we will not contact references unless you are selected as
a finalist.)
28. Identify awards or recognition you have received in the last 3 years and include the year.
29. Is your company minority certified? If yes, by whom?
30. If applicable, please attach your most recent certification.
31. Do you have a current or past relationship with (your company name)?
32. If yes, please describe.
33. Have you actively worked within (name MSP or VMS provider)? Describe number of
clients and years working with the tool or organization.
34. If you have experience in a (name your MSP or VMS provider) program, please describe
your experience including client names and length of time.
35. Provide current number of active IT contractors by job title by US location (use the
spreadsheet provided titled "Placements")
36. Are you capable of staffing 10+ requirements at the same time? If yes, what is your
approach?
37. Will you have a dedicated account team for (your company name)?
38. Describe your current recruiting process.
39. What is your average response rate for IT positions?
40. What is your proposed delivery and account management model including support
locations?
41. What metrics are used to monitor internal team performance?
42. How do you measure client satisfaction? How often do you measure and what is your
score across all clients?
43. What technologies do you use for sourcing candidates?
44. Describe your pipelining efforts.
45. Please succinctly describe any innovative strategies your company has implemented in
the past two (2) years that resulted in creating value for your clients. What innovations
do you have planned in 20XX and beyond?
46. How do you screen IT candidates for skills (e.g. online testing, in person interviews,
video interviews)?
47. How do you validate candidate's resume experience and authenticity?
48. Do you verify/test software/technology skills? If so, how?
49. What type of screening process do you have in place (background check, credit check,
education verification, etc.)
50. What is the turnaround time for the different elements of your background check?
51. Briefly describe how your company manages employee relations for contractors
working on-site at a client.
52. What are your current contract employee retention practices?
53. What percentage of your contracts are H1B?
54. What is the average assignment length for the contractors you place?
55. Do you offer a performance guarantee for new placements?
56. Over the last three years, what percentage of your contract employees finished their
assignment?
57. Describe your company's mitigation plan to stem early resignations by contractors.
58. What percent of hired contractors are terminated for cause?
59. What percentage of your hired contractors fail to start?
60. What is the average annual percentage of contractors converted to full-time employees
by the client?
61. Provide an overview of your on-boarding and off-boarding processes, including how you
service remote locations.
62. Describe what your organization does in terms of recruiting qualified IT contract
workers when labor markets tighten, and candidates become difficult to find.
63. What percentage of your current resources are (name) certified?
64. How do you retain internal (non-contract) employees?
65. Describe the benefits you offer to your contract workers.
66. How do you resolve client issues? What is your escalation process?
67. How do you measure the quality of your temporary workers?
68. Describe how you manage issue raised by your temporary workers.
69. What is your preferred MSP pricing model and why?
70. Do you have a bench of temporary workers? If yes, please provide quantity by
vertical/labor category for the US.
71. What does your company do to ensure ethical practices are followed - both internally
and with potential candidates?
72. How do you ensure your staff (and those of sub-agencies) comply with MSP programs
which prohibit agencies from having direct client manager contact?
73. In consultation with your legal department, do you agree to the Terms and Conditions in
the attached Master Services Agreement and the MSP Participation Agreement?