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Choosing the Right Outsourcing Partner through an RFP Process

by: Sidney Liquigan

Tuesday, January 8, 2019 |

Depending on the scale of the work you are outsourcing, the selection process for choosing the right outsourcing partner can take up to 6 to 12 months. A significant part of the process is the RFP or request for proposal. This is where you can evaluate potential partners and select the right one for your business.

Preparing the RFP

At this point, you have requested for information from your prospects and have short-listed the qualified candidates based on information provided. In preparing the RFP, make sure that it includes clear and specific details of what you seek as well as requirements that would allow prospective vendors to state what they can do and how they do it.

In your RFP, define your business requirements in detail. Indicate the project's goal, required deliverables, and performance requirements. This will help your prospective vendor provide you with the most suitable resources and processes at accurate pricing.

Focusing on Customer Experience

Aside from the background checks and the online reviews and testimonials you've gathered about your prospective outsourcing partner, your RFP should include a request to get in touch with their past and existing clients. This way, you could hear from them their first-hand experiences with the outsourcing vendor.


Another thing that should be in your RFP is to confirm the scalability of your potential outsourcing partner to meet your current and future requirements. The right vendor should be able to provide you with personalized flexible solutions and resources.

Expectations and Key Terms

The RFP process serves as the right opportunity to lay down the scope of work and other expectations you have for the outsourcing vendor. For example, your RFP should indicate whether or not you will be expecting your vendor to communicate with customers, as well as the countries or languages they would be required to support. Furthermore, include key business terms and conditions, NDA, and other specifications, such as KPIs and service-level agreements in the RFP.

Test Project

At your discretion, you can conduct test projects with your shortlisted prospective outsourcing partners to see if the partnership would be a good fit. The tests would allow you to see if the vendor delivers according to the proposal they sent. At this stage, you could also see how efficient and effective their processes are and review the quality of their output.


Ultimately, the RFP process lets you get to know your prospective outsourcing partners better. Hence, it is a crucial part of the vendor selection process. After all, business process outsourcing is a long-term relationship and you wouldn't want to get into a relationship with the wrong partner. Make sure that all the essentials, as mentioned above, are indicated clearly in your RFP.

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