Top 25 RFI and RFP Essentials Every Buyer Should Know

5 minutes

Top 25 RFI and RFP Essentials Every Buyer Should Know

Imagine this: You’re leading a transformation in your organization’s workforce strategy. The stakes are high—talent, compliance, technology, and cost all hang in the balance. You need partners who don’t just tick boxes, but truly understand your business. How do you separate the contenders from the pretenders?

That’s where the art of asking the right questions comes in. Whether you’re in HR, Talent Acquisition, Services Procurement, or supporting from Operations, IT, Legal, or Finance, the questions you ask in the RFI (Request for Information) and RFP (Request for Proposal) shape the future of your workforce program. At Guidant Global, we’ve helped hundreds of organizations navigate this journey. Here’s how you can do the same—by asking the questions that matter, and understanding why each one counts.

Why RFIs and RFPs Matter

RFIs help you get to know potential partners—who they are, what they offer, and whether they’re a fit. RFPs go deeper, asking shortlisted vendors to show how they’ll solve your challenges, deliver value, and manage risk. The right questions reveal not just capabilities, but culture, compliance, and commitment.

Top 25 Considerations and Questions to Ask

Company Profile & Scale

How long have you been in business, and what is your experience managing contingent workforces?
Why: Experience signals stability and proven delivery.

What regions and sectors do you cover?
Why: Ensures alignment with your geographic and industry needs.

What is your headcount dedicated to program delivery?
Why: Reveals capacity to support your scale.

Model & Technology

Describe your delivery models and available talent channels.
Why: Shows flexibility and innovation in sourcing.

Which workforce management technologies do you partner with?
Why: Technology integration is key for data, compliance, and efficiency.

How do you handle data privacy and security?
Why: Protects sensitive information and ensures regulatory compliance.

Supplier Partnerships & DEI

What is your supplier partnership methodology?
Why: Strong supplier relationships drive quality and diversity.

How do you recruit and attract talent?
Why: Reveals sourcing strategy and reach.

How do you champion and monitor DEI (Diversity, Equity & Inclusion)?
Why: Ensures alignment with your values and compliance requirements.

Risk & Compliance

Are you currently under investigation for any legal, environmental, or regulatory violations?
Why: Early risk identification protects your brand and operations.

Have you experienced any insolvency events or major financial restatements in the past five years?
Why: Financial stability is non-negotiable.

Can you provide current insurance certificates and indemnity limits?
Why: Ensures adequate coverage for your engagement.

List your internal and third-party audit frameworks (e.g., SOC2, ISO27001) and latest outcomes.
Why: Demonstrates commitment to compliance and transparency.

How do you ensure compliance with labor laws, data protection (GDPR, CCPA), and industry-specific regulations?
Why: Critical for legal and operational integrity.

Case Studies & References

Share case studies relevant to our industry, scope, or objectives.
Why: Proof of delivery in similar contexts.

Can you provide customer references from organizations like ours?
Why: Validates claims with real-world results.

Solution Design & Implementation

What solution (including technology or VMS) are you recommending, and why?
Why: Ensures the proposal is tailored, not generic.

What’s your implementation plan, including timelines and dependencies?
Why: Sets expectations for delivery and change management.

How will you manage governance, escalation, and service levels?
Why: Clarifies accountability and support.

Analytics & Continuous Improvement

What reporting and analytics will you provide, and how frequently?
Why: Enables data-driven decisions and transparency.

How will you drive continuous improvement and innovation?
Why: Future-proofs your program.

Commercials & Pricing

What is your commercial model and pricing breakdown?
Why: Ensures clarity and comparability.

How do you handle change control and pricing adjustments?
Why: Avoids surprises and supports long-term partnership.

Your Needs as a Buyer

What information do you need from us to provide an accurate proposal?
Why: Sets the stage for a productive partnership.

How do you handle non-negotiables or constraints (e.g., technology, labor rules, security)?
Why: Ensures alignment and avoids costly missteps.

Every question and consideration above isn’t just a checkbox—it’s a window into how a partner will support your goals, manage risk, and deliver value. At Guidant Global, we believe the right questions unlock the right outcomes. Whether you’re embarking on your first MSP journey or refining a mature program, these 25 questions will help you build a workforce solution that’s resilient, compliant, and future-ready.