From Paper to Partnership – Evaluating RFP Responses and Making the Right Choice

You’ve issued your RFP and received responses from potential vendors—now what? The evaluation phase is where your preparation pays off. This is your opportunity to move from a stack of proposals to a strategic, long-term health center partner. 

Step 1: Score Objectively 

Rely on the scoring rubric you developed in your RFP to evaluate each response objectively. Assign scores based on how well each vendor meets your criteria—clinical quality, innovation, cost, technology, and cultural alignment. Involve your cross-functional team to ensure a balanced perspective. 

Step 2: Look Beyond the Numbers 

While scoring is important, don’t rely on these numbers alone. Look for signs of partnership potential: Does the vendor understand your goals? Are they proactive in offering solutions? Do they demonstrate flexibility and innovation? 

Step 3: Conduct Finalist Presentations 

Invite your top 2–3 vendors to present their final pitch to you. This is your chance to ask deeper questions, clarify details, and assess cultural fit. Consider including employee representatives in the process—they can offer valuable insights into what will resonate with your workforce. 

Step 4: Site Visits or Virtual Tours 

If possible, visit an existing client site or request a virtual tour. Seeing the health center in action can give you a better sense of the patient experience, clinic operations, and team dynamics. 

Step 5: Plan for Implementation 

Once you’ve selected a partner, shift your focus to implementation. A strong partner will guide you through onboarding, communication planning, and employee engagement strategies. Ask about their implementation timeline, training resources, and support structure. 

Final Thoughts 

Choosing a health center partner is a big decision—but with a thoughtful RFP and evaluation process, you can feel confident in your choice. The right partner will not only deliver high-quality care, but also align with your culture, values, and long-term goals. 

Ready to take the next step? Contact CareATC to learn how we support employers through every stage of the RFP and implementation process. 

References 
American College of Occupational and Environmental Medicine. (2022). Best Practices for Employer Health Centers. https://www.acoem.org 
Gallup. (2023). Workplace Wellbeing and Engagement Report. https://www.gallup.com 
International Foundation of Employee Benefit Plans. (2021). Onsite Clinics: Best Practices and Trends. https://www.ifebp.org