Employee Recognition Services
Request for Proposal
Employee Recognition Services
Request for Proposal
[Company Name] requests that you, [Partner Name], (the “Partner”) respond to this Request for Proposal (this “RFP”).
[Company Name] is seeking proposals from independent organizations to offer hosted employee recognition systems.
Your completed proposal (“Proposal”) must be submitted no later than [Month, Day, Year]. Simply e-mail a copy to [enter
email address] and send three printed hard copies marked “CONFIDENTIAL” to:
[Name]
[Title]
[Company Name]
[Company Address]
Firm Background
[Enter company background information here]
Key Facts
 Founded:
 Headquarters:
 Number of Employees:
 Number of U.S. Office Locations:
 Number of Geographic Regions:
 Core Values:
Criteria for Selection
All proposals submitted will be evaluated using the following criteria:
 Compliance with this RFP
 Qualifications of the Partner include, but are not limited to: Experience, proposed assigned personnel to [Company
Name], and its use of subcontractors, if any
 Customer service orientation of the Partner
 Partner’s financial and non-financial recognition capabilities
 Ease of administration of programs and end-user experience
 Partner’s ability to run multiple programs simultaneously
 Partner’s commitment to excellence
 Ability of Partner’s platform to comply with required security and infrastructure
Employee Recognition Services
Request for Proposal
 Value provided for fees
 References provided (upon request)
RFP Schedule
In order to meet our timeframe for a final recommendation to be presented [Month Day, Year,], each participating partner
is asked to adhere to the following schedule:
Activity
Dates
[Company Name] issues RFP
Month/Day, 201X
Intent to respond to RFP due to
[Company Name]
Month/Day, 201X
Date for submitting RFP
responses/proposals
Month/Day, 201X
Finalists notified
Month/Day, 201X
Finalist presentations
Month/Day, 201X
Partner recommendation finalized
Month/Day, 201X
[Company Name] may decide to change and/or extend the above due dates in its sole discretion, as appropriate. If the
due dates are changed or extended, [Company Name] will promptly notify all partners. If not extended, any response
received from your company after the due date may be returned without consideration.
Cost and Fee Arrangements
Your response to this RFP must specify your estimated fees for the provision of “normal services” to [Company Name] in
a typical year (see below for more information). Please provide a summary outlining your company’s fee structure,
including additions/modifications after initial program is implemented. Also, please provide examples of item pricing for
rewards.
Scope of Work
Our current employee recognition practices consist of several components:
[List examples of current recognition practices]
Employee Recognition Services
Request for Proposal
 Examples include, but are not limited to:
 Organization-wide recognition programs
 Spot awards
 Service programs
 Appreciation luncheons, outings and formal events
 Behavior-specific programs
 Performance awards
 Goal-specific awards
 Work / life initiatives
 Health and wellness programs
 Safety programs
 Training and Certification recognition
 Employee suggestion / idea programs
 Employee referral programs
Potential “new” programs operating under the future platform to be considered in this RFP include:
 [List examples of current recognition practices]
Additional services requested (if known/needed) include:
[List additional services requested under this RFP]
Examples include, but are not limited to:
 Program strategy and design
 Program administration
 Technology requirements
 Communications requirements
 Award fulfillment/customer Service
 Measurement/reporting requirements
Employee Recognition Services
Request for Proposal
Specification for Proposals
All proposals submitted in response to this RFP must contain the following information:
1.
Description of the Partner, its organizational structure, year established, legal affiliations and/or subsidiaries of the
Partner, and Partner’s client base
2.
Description of the Partner’s philosophy of recognition programs and delivery of those programs
3.
Details of the relevant certifications as an organization, including security, audit, quality, etc.
4.
Description of the platform and capabilities used to deliver recognition and infrastructure requirements
5.
Description of the ability to manage communications of the program to [Company Name] employees
6.
Description of standard reporting available within platform
7.
Description of ability to measure and assess program results
8.
Description of products available for employee rewards
9.
Description of the Partner’s approach to research, thought leadership and innovation
10. Names and biographies of all proposed Partner personnel to be assigned to the project
11. Details regarding the project approach, deliverables, timing, responsibilities, and resources
12. Description of procedures to ensure that confidentiality and security are properly maintained
13. All cost details relevant to your response to this RFP:
 Breakdown of fees (by major deliverable/phase, if possible) and other expenses that would be charged to complete
the project
 An estimate of total implementation costs
 An estimate of annual “maintenance” costs
 Details regarding charges to [Company Name] once rewards are given by manager or redeemed by employee
Reservation of Rights
[Company Name] reserves the right to:
 Accept or reject any and all proposals received in response to this RFP and advertise for new submittals
 Waive or modify any irregularities in proposals received after prior notification to the Partner
 Request the submission of proposal modifications at any time before the award is made (if in the best interest of
[Company Name])
 Consider proposal modifications received at any time before the award is made (if in the best interest of [Company
Name])
 Request clarification and/or additional information from the Partner during the evaluation process
Employee Recognition Services
Request for Proposal
Proprietary Work and Obligations with Respect to [Company Name]’s Confidential Information
The work results and the reports generated as a result of any employee recognition platform will be considered
confidential and proprietary materials of [Company Name] and cannot be released by the Partner without prior written
consent of [Company Name]. The selected partner will enter into a partner services agreement with [Company Name],
which will set forth the confidentiality obligations and responsibilities of the selected partner with respect to the use and
disclosure of [Company Name]’s confidential information.
Summary
[Company Name] appreciates your interest in participating in this RFP process. Should you have additional questions
regarding this RFP, please contact [insert contact information/process for requesting additional information].