For most organizations, finding the right outplacement provider can feel like looking for a needle in a haystack. With so many similar firms competing for the same clients, finding your best partner – one that’s in touch with the latest trends and best practices in the job market – can be challenging and frustrating. That’s why many organizations use outplacement RFPs to assess their options and find the ideal provider.
In this article, we’ll present you with an easy-to-follow guide to creating clear, professional outplacement RFPs. It includes some key steps to developing your own RFP template and a sample you can copy and adapt to help you find your partner and reap the benefits of your next outplacement program.
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Why do you need outplacement RFPs?
An outplacement RFP (or Request For Proposal) is a document through which you’ll solicit bids from outplacement providers, describing your organization’s needs, budget, and timeline. You’ll need outplacement RFPs if your company doesn’t have an outplacement partner yet and needs to assess the best options available in the market to meet its objectives. Once your RFP is sent out to potential bidders, outplacement firms that meet your requirements will be able to respond with their proposals in the hope they win the contract and become your chosen provider.
To make the process easier, it’s helpful to have an RFP template ready for when you need it. Let’s detail all the steps you must follow to create one for your organization.
What are the 7 steps in outplacement RFPs?
There are seven essential steps you need to follow to create a clear, professional RFP that will significantly increase your chances of finding the right outplacement partner for your company. Following this process, you’ll efficiently communicate your needs and requirements, so providers can determine if they’re a good fit for your organization. Let’s see what those steps are.
Step 1: Establish your outplacement needs
First, your RFP must determine what your organization seeks in its outplacement provider. To make things easier for bidders, list all the services you’re looking for, your budget, and the specific offerings a bid should include to meet your needs. You can state, for example, if you want executive outplacement support, 1:1 coaching for all job levels, the use of the latest technology and virtual support, or some kind of “until placement” arrangement in which the firm assists participants until they land a new role, with no time limit.
Besides that, when looking at your RFP, outplacement firms will want to know the administrative details of your project – such as where and how to deliver their services, when to complete them, and for what cost. Make sure to include that information in your document, too.
Step 2: Introduce your organization
Outplacement providers will want to learn more about your organization, its background, and its goals for its outplacement program. That’s why your RFP should include a full introduction, providing your company’s history, values, current situation, and overarching business goals.
In this section, you can also mention the reasons for distributing this RFP and how an outplacement provider can help your organization to achieve its goals. At this point, your RFP could provide a high-level overview of the project, like the target start date, deadline, and goals.
Step 3: List potential challenges
As much as you want to entice prospective bidders to respond to your RFP, you should also be fully transparent and align expectations around your outplacement program. So, your RFP must mention any potential obstacles and testing situations that you and your outplacement provider may face while working together.
Those challenges could be ongoing HR concerns, legal matters, potential business conflicts, budgetary restraints, or other issues that could arise along the way. However difficult it may be for a potential partner to read this, listing such scenarios will equip them to navigate any roadblocks and fulfill your outplacement needs.
Step 4: Give details on expected responses
To be efficient with outplacement RFPs, you must direct bidders to follow specific steps to respond using the same format. This way, the proposals will be easier to compare and evaluate, saving you time and ensuring the responses include everything you need to get organized.
The format can include, for example, the point of contact through which you’ll receive RFP responses or any questions providers might have about the process. That could be by email, physical mail, or any other channel. Moreover, you can specify how many proposal copies responders should include, how they should be addressed and labelled, and in what format.
You can also provide a checklist of the additional documents, forms, and legal agreements you need bidders to fill out, sign, and send with their submissions.
Step 5: Provide your timeline
To ensure your process is even more efficient, your RFP must inform providers about key event dates that could impact your outplacement project’s timeline and other critical deadlines. With this information in hand, bidders will be able to better align their schedules with yours and make it more feasible to meet your needs.
Some of the most important dates to inform bidders about are the winning bid announcement, the outplacement project start, and an estimated date of conclusion (in this case, only if it’s applicable, since a finish line might be hard to predict with “until placement” types of services).
One key element to keep in mind is communicating your submission deadline, so vendors have enough time to plan their response. The more detailed your response requirements and project needs, the more time you should give providers to submit their responses.
Step 6: Outline your selection criteria
As we mentioned before, transparency is crucial to outplacement RFPs. Therefore, you should explain how you will select the winning bid from the responding candidates. Ideally, your RFP will outline preferred provider credentials like coach certifications, average job landing rates, retention rates, satisfaction rates, and past success cases similar to your project.
Also, in this section, you can give more details on how those criteria will support your organization’s priorities and goals, as well as your outplacement needs and requirements. By doing this, providers will give you a clearer idea of how they would meet your objectives.
Step 7: Review before sending out
Finally, don’t forget to review and proofread your outplacement RFP before sending it to providers. This is the time to catch grammar and spelling errors, spot inconsistencies, ensure the document is in the right format, and determine if anything needs to be better explained.
To ensure a perfect reviewing process, have someone else in the project – such as fellow HR or C-suite colleague – look at your RFP and give feedback. Also, block some time in your day to revise the final document, giving it attention until it looks and feels fully clear and professional.
What should an outplacement RFP template include?
Now that you know the main steps to create your outplacement RFPs, let’s use this information to build your template. An outplacement RFP template typically includes five parts, covering all vital communication you’ll need. Let’s see each section in detail and structure your template in the process.
Part 1: Introduction and background
Your outplacement RFP should start with a heading and an introduction, where you’ll add background information on your organization such as its history, values, and current situation.
COPYABLE TEMPLATE:
Request for Proposal: [ADD YOUR TITLE] [DATE ISSUED] Issued by: [ORGANIZATION NAME] Company Representative: [CONTACT NAME] [CONTACT EMAIL] [CONTACT PHONE NUMBER]
Introduction [ORGANIZATION NAME], a [DESCRIBE YOUR ORGANIZATION], is in need of outplacement services and is accepting proposals to find a qualified source to provide these services for us. Our goals for this outplacement project are to [DESCRIBE YOUR GOALS]. The objective of this request for proposal is to find an outplacement provider or vendor that will provide the best overall value and results for our organization. We hope to have these outplacement services in place by [YOUR GOAL DEADLINE]. Background [Fill in the background information you gathered earlier to give more context on what your company does and its unique history, values, and goals.] |
Part 2: Your organization’s needs and requirements
Here, you’ll outline your outplacement needs and the requirements you’re looking for in your partner. This will include your desired outplacement services, criteria, credentials, budget, and other details of your outplacement project that providers will need to add in their response.
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COPYABLE TEMPLATE: Project Description We would like outplacement services that [DESCRIBE YOUR OUTPLACEMENT NEEDS]. These outplacement services should include:
We have a budget of [BUDGET AMOUNT] but may be willing to spend more on the services of the right vendor. We would like to employ an outplacement provider or vendor with [OTHER CRITERIA AND CREDENTIALS]. |
Part 3: Submission process and timeline
In this section, you’ll add the steps and format you need providers to follow when they submit their responses.
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COPYABLE TEMPLATE: Submission Guidelines Your proposal should follow the format below:
Submission Deadline Please submit your proposal in .pdf format to [CONTACT EMAIL OR ADDRESS] by [DEADLINE DATE].
Selection Criteria [ORGANIZATION NAME] will evaluate the proposals based on the following criteria:
[ORGANIZATION NAME] reserves the right to award the contract to the vendor that represents the best value to the business, as determined by [ORGANIZATION NAME]. RFP and Project Timelines [ORGANIZATION NAME]’s timeline for the RFP and project is as follows:
Vendors may propose an earlier completion date in their proposal. |
Part 4: Terms and specifications
This section includes the terms and conditions for your outplacement project, including any contract specifications and legal terms governing your RFP. Here, you can add any criteria or qualifications you want potential bidders to meet or any specific questions you want them to answer. If you include legal agreements or documents with your outplacement RFP, you should ask your legal team’s advice to draft and finalize them before distributing.
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COPYABLE TEMPLATE: Terms and Conditions You must comply with the requirements and specifications contained in this RFP. The terms and conditions contained in this RFP will constitute and govern any agreement that results from this RFP. In addition, you are instructed to complete, sign, and return the following documents as a part of your proposal. If you fail to return any of the following items with your proposal, then [ORGANIZATION NAME] may reject the proposal: [LIST ANY OTHER AGREEMENTS THE RESPONDER MUST SIGN & SUBMIT] Each proposal must state that it will remain valid for [ORGANIZATION NAME]’s acceptance for a minimum of [SPECIFY NUMBER] days after the submission deadline to allow time for evaluation, selection, and unforeseen delays. Additional Questions In your proposal, you are also instructed to answer the following questions to the best of your ability. Failure to address any of these questions may result in the rejection of your proposal: [LIST ANY QUESTIONS YOU HAVE ABOUT THEIR CRITERIA OR QUALIFICATIONS] |
Part 5: Proposed pricing and delivery schedule
The last section of your outplacement RFP template includes the proposed pricing plan based on your budget and required services, as well as details of when the provider will deliver their services.
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COPYABLE TEMPLATE: Pricing and Delivery Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the required pursuant to the above-referenced Request for Proposal upon the terms quoted herein. [ORGANIZATION NAME] will not accept proposals which include assumptions or exceptions to the work identified in this RFP. Unlimited outplacement services provided with job coaching, access to job search software, and other required services until reemployed Service fee: $_______ / per person [ORGANIZATION NAME] will not reimburse the Proposer for expenses. The fees provided in this section should be all-inclusive. Discounts or Proposed Performance Bonus Describe all discounts available, including educational, federal, state and local discounts. Or propose an incentive for measurable performance.
Delivery Schedule of Events and Time Periods Indicate the number of calendar days needed to commence the required services from the execution of the services agreement: _______ Calendar Days
Respectfully submitted,
Proposer: ____________________________ By: ___________________________
(Authorized Signature for Proposer)
Name: _________________________ Title: __________________________ Date: __________________________
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What to look for in outplacement RFP responses
Now that you have formatted your outplacement RFP template and ensured it is clear, professional, and compelling, you’re ready to adapt it to your real-life project and distribute it to the providers you’re considering – and then wait for their responses. Now, let’s see what to look for in those RFP responses and how to identify the best outplacement services for your company.
Until placement services with unlimited 1:1 coaching
As mentioned, “until placement” is a type of outplacement service in which the provider is committed to coaching participants until they find a new role, without any time limits. This kind of offer benefits both companies and participants: while individuals feel more secure knowing they’ll be individually supported in their entire journey, employers will be guaranteed to receive the service they paid for. In other words, they’ll have the best return on their investment.
The “until placement” approach is central to any modern outplacement program, and it’s one of the services Careerminds provides to its partners. We believe outplacement must be people-first and personalized, and 1:1 coaching in a “until placement” model embodies that idea completely.
Expertly written resumes
Providing participants with winning resumes is another crucial component of outplacement. Many job seekers may not have resume writing skills, because they’ve been employed in one company for a long time and haven’t needed to update their resumes often. The result is that their resume probably became outdated through the years. Writing a new resume can be a daunting task for them.
This service is available through most outplacement providers. They assign experts to write resumes for participants, reducing their stress and helping them land a new, meaningful role. The best firms, such as Careerminds, will leverage the latest technology to craft resumes that stand out when sorted and analyzed by applicant tracking systems (ATS).
Virtual and global assistance
A modern global outplacement model requires providers to rely on knowledgeable coaches familiar with local practices, job search techniques, and market realities. In other words, they must be ready to provide services tailored to the participants’ location, wherever it may be.
Besides that, providers should offer virtual outplacement in order to contain outplacement service costs and reach more participants in different countries and regions. This way, individuals will have more flexibility to meet with coaches, conduct their job search, and explore other services.
Take Careerminds, for example. It offers global virtual outplacement capabilities, covering more than 80 countries, with services in 46 languages. Careerminds also prioritizes consistent delivery while customizing its approaches to adapt to local regulations.
Transparency to monitor and measure results
When looking for an outplacement provider, demand access to high-quality data and insights so that you can track and analyze service performance. Look into information such as landing visibility, billing integrity, return on investment (ROI), and outplacement engagement rates to ensure departing employees are receiving the highest level of support possible.
Through this kind of monitoring (also provided by Careerminds), your organization will be more in control of other positive outcomes of outplacement, such as brand and reputation improvement, talent retention, turnover mitigation, and stress level reduction across the board.
Customized support for all job levels
Your chosen outplacement partner should adjust its offerings to provide unlimited support across job types, skill levels, and career tenures. It should also offer flexible and tailored services to each participant’s needs to achieve the best results possible.
For example, an experienced executive will need different support to a mid-level manager or an entry-level worker. Each employee has gone through different journeys and will have different goals and aspirations when the time comes for outplacement. That’s why a tailored approach is so crucial – and something that’s front and center for Careerminds.
A true business partnership
Outplacement is more than just getting a list of laid-off employees and starting them on a coaching program. To function as true partners, modern outplacement firms should support their clients at every step of the workforce reduction process. For example, preparing managers to break the uncomfortable news to departing individuals and providing training to surviving staff.
By working closely with organizations during the offboarding process, modern outplacement providers, such as Careerminds, help clients boost retention, improve the morale of remaining employees, and reduce negative impacts on the corporate brand.
Creating outplacement RFPs: key takeaways
A straightforward, comprehensive RFP process, that entices providers to compete for your contract, is one of the most effective ways to select the best outplacement firm that meets your needs. This is ever more relevant in a business world that gets increasingly dynamic every day. You must build a partnership with an outplacement firm that’s up-to-date with the latest technology and understands the current job market to deliver the results you’re looking for.
In this article, we presented the key steps to creating professional outplacement RFPs and rolled out what you should look for when you start getting responses from bidders. Keep in mind that one thing leads to the other: sending out a clearly structured RFP will dramatically increase your chances of finding the right outplacement provider that will deliver exactly what you need, be it global support, virtual platforms, adaptability, metrics, 1:1 coaching until placement, and more.
When you have all this, your departing employees will have a comprehensive offboarding experience that will increase the chances of generating the positive impact you’re hoping for. And if you’re currently considering outplacement, contact Careerminds to learn more about the benefits of a truly modern, people-first outplacement partner!
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