Recently, we received an RFP (Request for Proposal) from a large global firm. We see a lot of requests for information, proposals, and quotes, so this wasn’t unusual. What made this one different was how poorly it was written. Unfortunately, a poorly written RFP makes it much more difficult for an organization to get the services it needs.
This one had us literally stumped. Here are just a few of the reasons why:
- The writer of the document clearly was unfamiliar with how background checks work and what vendors would need to provide informed responses; rather, there was a focus on the technical aspects of administering the RFP.
- The scope of the background investigations was very vague and filled with subjective terms. For example, terms like “relevant records” and “timely responses” were used. Did “timely responses” mean 24 hours, seven days, ASAP? What records did the company consider relevant?
- No guidance was given on what names were to be searched, what jurisdictions, how far back the records would be reviewed, etc.
- No references to compliance requirements were included.
- The pricing sheet required a fixed price on a “Standard Background Check Report,” which was never defined. Vendors were not asked to provide details of the searches proposed and included in the price. (Regular readers of this blog know that pricing depends upon the scope of the background check; there is no “standard report.”)
- The answers to vendor questions were vague, which supported the theory that the person managing the bid process had very little familiarity with background checks.
So, why does this matter? By not clearly stating their needs, standards and requirements, the client set themselves up to receive a wide array of responses. They left things open to interpretation by vendors, which makes it impossible to make an apples-to-apples comparison among different vendors.
For example, Vendor A may respond and say the cost for a background check will be $25 and Vendor B says $100. How do you make a decision without knowing what you are getting? You really can’t make an informed one unless you’re just selecting the lowest cost and assuming that the bidders understood what was required and bid appropriately. That’s not likely.
As a result, we did not even bid. It would be hard not to imagine that others did the same. So, this likely left the client with bidders who didn’t ask the right questions or who simply ignored the gaps in the RFP. Either way, the client loses in the end by partnering with someone who either doesn’t know any better or doesn’t care. The odds of the client getting what they expect are slim.
So, what should you keep in mind when requesting a proposal for background screening services?
- Specifications/Background screening requirements should be clearly stated. Here are some previous blogs we wrote that will help you to do this:
- Turnaround time requirements
- ATS/HRIS integration requirements
- Compliance with FCRA and other state/local laws
- Contract language requirements
- Insurance requirements
- Bidder history and client references
- Customer service and client engagement
- Set-up costs, fees and add-on expenses
Please contact us at info@integrasintel.com or 212-871-1274 if you have any questions.
