blacklinegroup.

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RFP Guide and Template

Recruitment Process Outsourcing

May 15, 2020

Table of Contents

I. Introduction and Use of the Guide 3

II. Request for Proposal – Recruitment Process Outsourcing 4
III. Supporting RFP Materials 16
IV. About Blackline Group 17

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I. Introduction and Use of the Guide

The Blackline RFP template is intended to assist procurement professionals in the creation and
execution of a wide range of RFPs across industries and procurement spend categories.
Although organizational and product/service needs vary, this template is a useful starting point
from which to configure and customize to meet your company’s specific needs.

This RFP is part of a series Blackline has identified as opportunistic and relevant based on
current macro and micro economic factors, common stakeholder engagements, and complexity.

For additional information and access to pricing and scoring worksheets, please contact
Blackline to speak with one of our industry experts on how we can Power Up your procurement
function with our inclusive back-office support, on-site procurement services, or Blackline’s
Procurement Roadmap which has transformed some of the world’s largest companies covering
more than $100 billion in spend. It is Blackline’s commitment to bring people together to
elevate procurement’s role and results!

Blackline Group Inc.

• Email: [email protected]

• Phone: (206) 866-9810

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II. Request for Proposal – Recruitment Process Outsourcing

A) RFP Document

1) Company Overview:

Overview Insight [delete italics and replace with your information]

Provide a brief overview of your organization providing relevant context for participating
suppliers.

a) Corporate mission
b) Portfolio of products/services
c) Employee count
d) Geographical footprint
e) Company culture
f) Principles and values

Sample:

[Enter Company name] is the world's largest service provider with more than 80 million
members in 100 countries and territories around the globe.

Our mission: Create mutually beneficial opportunities for every one of our customers. Our
customers get access to [list all services] helping you be successful. [Enter Company name]
started out in the garage of our co-founder John Doe in [enter date] and has grown to the
size of [enter detail].

John Doe is the CEO, and the company's management team is made up of seasoned
executives who share a common vision and end-goal. [Enter Company name] has a
diversified business model with revenues coming from several different services and
products.

2) Objective:

Objective Insight [delete italics and replace with your information]

Thoroughly describe the objective of this RFP with as many pertinent details as possible to
ensure a clear and comprehensive vision is shared with suppliers. Adding all applicable
details including historical and forecasted data, impacted business units, timelines, and
expectations will reduce the number of questions suppliers have following the
dissemination of the RFP.

Sample:

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 The objective of this RFP is to ascertain recruitment process outsourcing (RPO) capabilities,
innovations, and opportunities for [enter Company name]. The awarded supplier will be
able to provide best-in-class RPO services covering the countries listed in Section 6 of this
RFP. In the current volatile labor market as it pertains to light industrial and professional
services, [enter Company name] is tasked with finding a strategic partner who can
navigate ever-changing economic conditions and the new working reality during and
following the Covid-19 crisis. The awarded supplier must display demonstrable experience
and strategic approaches to the recruiting practice and meet all requirements as listed in
Section 4 of this RFP while understanding how to advance and partner with [enter
Company name] for the foreseeable future.

3) Background:

Background Insight [delete italics and replace with your information]

Provide a wide-ranging history of desired [enter service/product] to offer suppliers an

understanding of where your company has been and how you arrived at your current
[service/product] state of requirements. Where possible, omit all current negative service
levels to protect the organization from predatory bidding and to ensure strong partnering
and continuity of supply with the incumbent supplier.

Background Sample

Over the past five years [enter Company name] has operated in fractured recruitment state
between the current supplier and augmented internal resources. Feedback from key
stakeholders has been “acceptable” with many opportunities for improvement with on
time-to-fill times and quality candidate slates being among the most pressing.

4) Service Requirements:

Service Requirements Insight [delete italics and replace with your information]

Provide a list of requirements suppliers can turn to for an easy go-to list to ensure all
components are considered when submitting bids.

Recruitment Process Outsourcing requirements:

a) Account management
b) Thorough understanding of [enter Company’s name] positions (current and future)
c) Cultural and environmental comprehension of [enter Company’s name]
d) Strategic approach to the recruiting function
e) Understanding and execution of best-in-class sourcing principles
f) Background check and drug screening processes

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 g) Employment and education verification
h) Hiring forecast approaches and technique
i) Candidate screening
j) Retained and contingent agency management
k) Hiring strategy meetings
l) Staff training and support
m) Ability to source and present diverse candidates
n) Interview process excellence
o) Ad-hoc and urgent hiring requests
p) Offer creation and dissemination
q) Hiring manager intake meetings
r) Hiring manager debriefs

Additional Requirements:

Strategically partnering with the HR Talent Acquisition team to provide best-in-class

recruitment strategy and execution to all applicable business units [list here] with a strong
emphasis on continuous improvement.

Enhance reporting capabilities through [enter Company’s name] applicant tracking system.

Provide own customer relationship management software to enhance the recruitment

function (potential integrations are optional currently, however, are an integral part of
long-term success).

Current Hiring Forecast

SG&A Light Industrial

Individual Individual
Year People Managers People Managers
Contributors Contributors
2020 45 369 27 567
2021 52 410 31 653
2022 59 487 33 740
*Role specifics will be communicated to down-selected suppliers

5) Current/Future Resources Structure:

Resource Structure Insight [delete italics and replace with your information]

Provide a list of current resources as well as future resource requirements to provide

suppliers with information regarding personal involved with the product or service.

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 a) Current services personnel
b) Leadership
c) Project managers
d) Supporting personnel
e) IT infrastructure
f) Facilities infrastructure

Resource Structure Sample

Please see the list below for all [Company’s] existing resources supporting [enter
service/product] as well as future planned resource allocation.

a) Talent Acquisition Leadership

(i) Executive VP: 1
(ii) Directors: 2
b) Recruiters: 3 FTE
c) Sourcers: 1FTE
d) Coordinators: 5 FTE
e) Project Manager: 1 FTE
f) Project Manager of Implementation (future): 1 FTE
g) IT Security Manager: .5 FTE
h) Current RPO: Provides all other resources to meet current open role requirements
including team leadership, recruiters, sourcers and key administrative support

6) Countries of Operation:

Countries of Operations Insight [delete italics and replace with your information]

Provide a list of applicable countries and employee counts for each to provide the supplier
insight into your company’s applicable geographic footprint.

Countries of Operations Sample

Countries of Operation (Number of Employees)

Bangladesh (45) France (927) Japan (529) Russia (15)
Brazil (167) Germany (125) Mexico (65) Thailand (55)
China (55) India (31) Nigeria (30) Turkey (30)
Egypt (370) Indonesia (75) Pakistan (40) UK (125)
Ethiopia (21) Italy (51) Philippines (300) US (3,250)

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7) SLAs, KPIs, Metrics:

SLA, KPI, and Metrics Insight [delete italics and replace with your information]

Communicate required SLAs and metrics in the RFP as applicable to accurately for scope
and the products relevant to this RFP. An option here is to add high-performance or
incentive targets which are incremental service offerings above what stakeholders have
required. Ensure costs are understood to reach standard SLAs as well as high-performance
targets to gauge cost ratios to service deliveries. If unknown, ask the suppliers to provide
recommended SLAs.

SLA, KPI, and Metrics Sample

Please see the SLAs and metrics which will be used to govern this program. These metrics
have been reviewed and approved by all stakeholders.

Measure At Risk
SLA Target Incentive
Definition Fees/Incentives
1 Average Time to 80 Days 5% 5%
Hire
2 Average Time to 55 Days 2% 2%
Fill
3 Offer Acceptance 97% 1% 1%
Rate
4 Agency 5% 1% 1%
Utilization Rate
5 Average Time to 15 Days 1% 1%
Source

8) Questionnaire:

Questionnaire Insight [delete italics and replace with your information]

Deliver the most comprehensive list of questions possible for Procurement and key decision
makers to adeptly understand the suppliers, their approach, and service deliveries in a side-
by-side model which promotes specificity, organization, and decision making in the RFP
bid analysis process.

Questionnaire sample:

Supplier 1. Please describe your organization and management structure,

Information: particularly with respect to your [service/product]. Please
include primary locations and key contacts who will be
supporting [enter Company name].

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 2. How does your company provide an operational competitive
advantage over your competitors?
3. Describe any significant relationships your company can offer
regionally with reference to the scope of this RFP.
4. Is your company currently or expecting to be involved in any
mergers or acquisitions which will have any impact to your
company’s RPO service offerings?
5. Is your company categorized as a small or diverse business?
6. How does your company weigh the satisfaction of its
employees to operational results and failures? Please provide
detailed examples.

Recruitment 1. Please describe the ideal RPO model your company can
Process provide leading to immediate and future mutual success.
Outsourcing Including, but not solely limited to, external resources,
Offerings: technology, business intelligence, process excellence,
subcontractors (please provide list of all applicable third-party
suppliers), etc. How does your company’s RPO service offering
differentiate your company from your competitors?
2. Please describe and define how your company trains people
leaders, recruiters, sourcers and administrators for both client
delivery and required skill sets. Please differentiate hard and
soft skill capability as they pertain to your RPO offerings and
competencies.
3. Please provide detail into your company’s process,
methodology and approach to providing scalable service levels
including bench strength for recruitment, sourcing,
coordination efforts, training, forecasting, technology
augmentation of services, etc..
4. How does your company manage continuity challenges on a
day-to-day basis? What are your methodologies for forecasting
and proactively addressing disruptors?
5. How does your company limit personal identification
information (PII) with regarding to [enter Company name]
employees?
6. What are key success factors for your most mature and
successful RPO clients?
7. In detail, please describe how your company can scale RPO
deliverables by quantity and [enter Company name]
geographic footprint.
8. Please describe how your company stays current with market
trends.

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 9. Is your company able to utilize [enter Company name] directed
providers and partners [add partners here]?
10. With specificity, please detail how your company utilizes
technology to optimize RPO service offerings. What types of
technology are currently being utilized?
11. What benchmarking resources does your company provide
and/or utilize?
12. How many new RPO clients have you secured over the past
twelve (12) months? How many, if any, are in the same
industry as [enter Company]?

Account Service 1. Please describe and detail a full end-to-end RPO

Support: implementation process including, but not limited to, resource
availability in [enter required timeline here], an
implementation timeline with samples from previous clients,
roles, responsibilities, and expected level-of-effort from both
[Supplier] and [enter Company name].
2. Will the IT implementation team be centrally located or local?
Please detail global limitations and opportunities (if
applicable).
3. Can you guarantee go-live by xx/xx/xxxx
4. Describe a comprehensive service operation for [enter
Company name] regarding global hours of operation, call
centers, dedicated resources, language restrictions, on-
shore/off-shore resources, quality control, responsiveness to
operational queries and escalations, QBRs, and other
operational account governance.
5. Please confirm you company’s ability to support all countries as
listed in this RFP and outline any existing or potential service
constraints.
6. Please provide overview of critical SLA/KPIs where possible and
how they're utilized to drive a best-in-class program beyond
those listed in this RFP. Additionally, please describe how your
company plans to meet the SLA/KPIs listed in the scope section
of this RFP.
7. Is any portion or all program administrative responsibilities
outsourced? If so, please provide supplier(s) and detail the
management of the applicable supplier(s). Will [Company] be
notified of outsourced suppliers?
8. Though not required at this stage, if so desired by both parties
in the future, do you have resources available to administer the
program for [enter Company name]?

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 9. Please provide the implementation project manager(s) and
their brief resume (both in industry and with your company)
who will service our account. If selected, [enter Company name]
will ask for your company to lock-in this resource pursuant to
the executed SOW.
10. Do you have dedicated tools provided for our Program
Administrators? Provide best practices around service policies
and procedures. Please detail the system, compatible browsers,
and their reporting capabilities. Is a test environment
available?

Systems, 1. Pursuant to the detailed scope of this RFP, please describe, in

Integrations, depth, how your sourcing and CRM systems will interface with
and Reporting [enter Company name] [enter ERP or other required systems
here]. If we’re to access your web-based portals, are you able to
customize your site with [enter company]’s logo and other
specific requests?
2. Will [enter Company name] require any augmenting or new
technology to enable automation or integration?
3. Based on the information of this RFP, will customized
programming be required to accomplish any integrations?
4. Please confirm any web-based platform is compatible with
Chrome and IE
5. Information Security/Data Privacy – Please list all applicable
certifications
6. What type of customizations do you allow for your platform?
7. How does your company handle Production and business-level
IT support? Do you have a case management system? How are
priorities assigned?
8. How often does your company release new code into the
platform? Are release notes shared with customers prior to
releases in the event there are customer customizations?
9. Are management reports available from a secured web site?
Describe how reports can be customized by category, person,
department and other common metrics. Will your company be
able to provide a demo as well as samples of available
reporting?

Technology 1. What technical support is available for your technology and

Support & reporting packages and what hours is technical support
Disaster Relief available? Can data be consolidated on a global scale?
2. Provide an explanation of the support structure for issue
escalation in your IT organization.

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 3. Will [enter Company name] be provided with a permanent test
environment? What is the testing support for clients when
client has a system change or updates (IE Oracle)? What is the
testing support for clients when client has a system change or
update to platform(s)? How much advanced notice must be
provided for dedicated IT testing support?
4. Describe your IT infrastructure.
5. If applicable, does your company provide mobile applications?

Contract & 1. Please see the Master Services Agreement for this engagement
Pricing [attached] and return review and edits with your RFP
submission.
2. Please confirm the proposed pricing to [enter Company name]
is that which is offered to your top-tier customers.
3. Please review and fill-out the rate sheet [attached] and return
with your submission of the RFP.
4. How can [Company] maximize its financial incentives and
positioning based on the known requirements of this RFP?

Risk 1. Are there any changes or modifications to the current business

model and offering which would alter delivery of RPO services
to [enter Company name]?
2. How do does your company manage risks to the organization
and customer base?
3. Please provide your Dun & Bradstreet number:
4. When risks are discovered within your company, how quickly
do you provide feedback to your customer base?

Quality 1. How does your company measure a seamless and customer-

friendly implementation (where applicable)?
2. Once implemented/integrated, how does your company
measure a successful RPO customer over a three-year
engagement?
3. How do you maintain excellent customer service and account
support? Please provide examples.

Innovation 1. Please outline any innovative strategies your company has

implemented to your RPO solution in the past three (3) years
and what innovations are in pipeline for the coming three (3)
years.
2. How does your company measure internal innovation to that
of your closest competitors?

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 3. Are test environments made available to [enter Company
name] prior to upgrades?
4. How does your company integrate innovative upgrades without
impacting the customer’s current day-to-day business?

Cultural Fit 1. Based on your understanding of [enter Company name] culture

and vision; how will you company align with our core values
and people?
2. What does your ideal customer look like?
3. From a cultural and internal personnel standpoint; how is your
company cultivating itself and investing in its people? What is
your five (5) year plan?
4. Please define your company’s communication approach and
service process in detail.
5. What have been the results of your most recent employee
satisfaction/engagement surveys?

References 1. Please provide a minimum of three (3) RPO customer

references who are of like size and scope as [enter Company
name].
2. Please provide one (1) potential RPO customer reference who
engaged your company in the RFP, however, did not award
your company.
3. Please provide one (1) RPO reference of a previous customer
who has left your company in the last twelve (12) who was
procuring the same services as [enter Company name].

9) Pricing/Rate Sheet:

Pricing/Rate Sheet Insight [delete italics and replace with your information]
Set a specific rate sheet can be beneficial for suppliers to provide bids. This is also
advantageous to the key decision makers at it provides a side-by-side costing analysis of
services. An approach to consider is to eliminate a rate sheet and allow for suppliers to
provide a cost structure which they believe will be a best fit for the organization. In this
approach, ensure normalization of bids is possible.

Pricing/Rate Sheet Sample

Pricing
Worksheet.xlsx

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10) Timeline

Timeline Insight [delete italics and replace with your information]

Create an in-depth RFP timeline with coordination from all stakeholders (BU, IT, Legal,
etc.). This will provide significant advantages in maintaining timeliness, strong engagement
and project management.

Timeline Sample
Please review the RFP timeline (below) and contract [RFP owner] with any questions or
concerns.

Action Date Accountability

NDA signed and returned xx/xx/xxxx Suppliers
RFP Document Issued xx/xx/xxxx Company
Intention to Participate xx/xx/xxxx Suppliers
RFP clarification Deadline for Vendor xx/xx/xxxx Suppliers
questions Q&A’s received
Q&A Calls xx/xx/xxxx – Suppliers &
xx/xx/xxxx Company
RFP Submission Date xx/xx/xxxx Suppliers
Supplier Presentations – On/Off Site xx/xx/xxxx Suppliers &
Company
Down Selection of Shortlist Vendors xx/xx/xxxx Company
Discussions with Shortlist Vendors xx/xx/xxxx – Suppliers &
(potential requirement for site visits) xx/xx/xxxx Company
Contract and Pricing Negotiation xx/xx/xxxx – Company
xx/xx/xxxx
Award xx/xx/xxxx Supplier &
Company
Planning xx/xx/xxxx – Supplier &
xx/xx/xxxx Company
RPO Kick-Off Implementation xx/xx/xxxx Supplier &
Company
RPO Go-Live xx/xx/xxxx Supplier &
Company

11) Terms and Conditions

Work with your Legal department on a comprehensive list of terms and conditions for RFPs
to ensure all liabilities are covered. [delete italics and replace with your information]

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a) This RFP is for discussion and evaluation purposes of the contemplated transaction
only. Submission of a response to this RFP is expressly conditioned upon Partners’
agreement to the terms set forth herein. For clarity, this RFP or any response from
Partner to this RFP shall not constitute a binding agreement until Partner and
Company have duly executed one or more definitive agreements. Company and the
Partner shall be bound by the terms of the mutual confidentiality and non-disclosure
agreement entered between the parties.
b) Company reserves the right to accept other than the apparent lowest priced proposal
and to accept or reject any proposal in whole or in part or reject all proposals with or
without notice or reasons. Company may amend, supplement, or withdraw the RFP at
any time.
c) All answers to this proposal must be numbered as per the corresponding number of
each question and must follow the same format as this RFP.
d) Quantities stated in this RFP are for informational purposes only and shall not be
binding on Company. Such information supplied by Company is for the convenience of
the respondents only and Company makes no warranty regarding the accuracy of any
data or information provided.
e) Any costs incurred by a respondent to this RFP in connection with the preparation or
submission of a response or any other expenses attendant thereto are the sole
responsibility of that respondent and neither Company nor any of its business units,
affiliates or subsidiaries has any obligation, under any circumstances, to reimburse or
otherwise compensate the respondent for expenses so incurred.
f) Respondent shall not issue or cause the issuance of any press release or other publication of
the existence of this RFP without the prior consent of Company.
g) Respondent shall not publish photographs or articles, make speeches about, or
publicize the existence or scope of any agreement resulting from this RFP without first
obtaining prior written consent from Company.
h) The preparation of a response to this RFP shall serve as evidence of the respondent’s
acceptance of the terms contained herein.
i) If a respondent should decline to offer a proposal, all materials and information
received pursuant to this RFP shall be promptly returned to Company and any copies
made thereof shall be immediately destroyed.
j) This RFP, all information contained herein, and all Company specifications and
samples provided herewith shall be considered Company confidential information and
subject to the mutual confidential disclosure agreement by and between respondent
and Company.
k) All suppliers receiving such documents shall use them solely for responding to this RFP.
l) The information contained or referred to in the RFP is not to be used, disclosed or
released for any other use or purpose and must be returned to Company or destroyed
when requested.

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III. Supporting RFP Materials

A) Supplier List

Enter suppliers in the tracker (below). Organizing suppliers and their profiles will assist with
supplier communications as well as on-going negotiations throughout the RFP.

Supplier Supplier Contact Contact Email NDA Current Current BUs Supplier
Contact Phone Signed Supplier Supplier Supported Risk
Spend
1 John (xxx) @company.com Y/N Y/N $0.00 Marketing, Low,
Doe xxx- HR, etc. Med.,
xxxx High
2
3

B) RFP Assessment

Partner with all key decision makers to determine scoring criteria and associated weights.
Aggregate scoring from all stakeholders and present the findings. This will provide talking
points, maintain engagement and generate an award output for the supplier who scores the
highest which will greatly assist in the decision-making process. The worksheet (below) is
preconfigured for an assessment.

Supplier
Assessment Worksheet .xlsx

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IV. About Blackline Group

Blackline has been helping companies overcome critical procurement issues for more than a

decade. In that time, we’ve helped some of the world’s largest companies transform more than

$100 billion in total spend.

Blackline’s agile approach aligns with customer’s desire for easy to consume improvements. The

results speak for themselves; our clients are consistently awarded top industry honors for setting

the bar in Procurement.

Mike Browning
Principal

Blackline Group, Inc.

[email protected]
(206) 866-9810

Andy Brown
Principal

Blackline Group, Inc.

[email protected]
(206) 409-6336

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