When it comes to selecting a workplace health center partner, the stakes are high. You're not just choosing a vendor—you're choosing a long-term partner that will impact your employees' health, your company culture, and your bottom line. That’s why a well-structured Request for Proposal (RFP) is one of the most powerful tools in your toolkit.
Why RFPs Matter
An RFP is more than a procurement formality. It’s a strategic document that helps employers clearly define their goals, evaluate potential partners objectively, and ensure alignment of expectations. In the context of health centers, where services range from primary care to mental health and chronic disease management, the RFP process ensures you’re comparing apples to apples.
Without an RFP, employers risk selecting a partner based on cost alone—overlooking critical factors like clinical quality, patient experience, data transparency, and integration with existing benefits.
The Basic Outline of a Health Center RFP
A well-structured Health Center RFP (Request for Proposal) ensures clarity for both the issuing organization and responding vendors. Below is a basic outline for a Health Center RFP, organized for clarity, completeness, and ease of evaluation:
1. Introduction
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Purpose of the RFP
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Background on the issuing organization
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Goals for the health center (e.g., cost savings, access to care, employee well-being)
2. Scope of Services
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Primary care
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Preventive care
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Urgent/acute care
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Occupational health services
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Chronic condition management
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Wellness and health education
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Mental health and behavioral health
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Pharmacy and medication dispensing
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Virtual care/telehealth services
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Pediatric care (if applicable)
3. Target Population
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Eligible users (e.g., employees, dependents, retirees)
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Estimated covered lives and demographics
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Anticipated clinic utilization
4. Clinic Operations
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Desired hours of operation
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Location or facility details
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Equipment and technology expectations
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Staffing model (suggested FTEs, qualifications)
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Anticipated clinic opening date
5. Implementation Requirements
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Project timeline
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Transition support (if applicable)
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Construction or buildout roles
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Marketing and communication expectations
6. Data & Reporting
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EMR requirements
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Integration with existing systems (e.g., claims, wellness platforms)
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Reporting expectations (utilization, outcomes, ROI, patient satisfaction)
7. Performance Standards
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Key performance indicators (KPIs)
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Service level expectations
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Patient satisfaction benchmarks
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Clinical quality metrics
8. Proposal Instructions
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Proposal format and organization
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Submission deadline and delivery instructions
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Required forms and certifications
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Evaluation criteria and scoring methodology
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Contact information for questions
9. Legal and Contractual Requirements
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Insurance and liability requirements
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HIPAA and data security compliance
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Terms and conditions
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Sample agreement (if available)
10. Appendices (Optional)
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Claims or utilization data (for tailoring services)
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Facility floor plans (if a space is provided)
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FAQs or glossary of terms
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Submission checklist
The Cost of Skipping the Process
Skipping or rushing the RFP process can lead to misaligned partnerships, underutilized services, and missed opportunities for cost savings and improved health outcomes. According to the National Business Group on Health, employers who take a strategic approach to vendor selection are more likely to see measurable ROI from their health and wellness programs (Business Group on Health, 2022).
Building the Right Team
A successful RFP process starts with the right internal team. Include stakeholders from Human Resources, benefits, finance, and operations. Their diverse perspectives will help ensure the selected partner meets both employee needs and organizational goals.
Think of the RFP as your blueprint for success. It sets the tone for the partnership and ensures that both parties are aligned in their goals from day one. In the next post, we’ll dive into what to include in your RFP to get the most meaningful responses.
References
- Business Group on Health. (2022). Large Employers’ Health Care Strategy and Plan Design Survey. https://www.businessgrouphealth.org
- National Alliance of Healthcare Purchaser Coalitions. (2021). Driving Value in Health Care. https://www.nationalalliancehealth.org
- Mercer. (2023). Health & Benefits Strategies for Employers. https://www.mercer.com
