Corporate Wellness Vendor RFP Checklist (Free Template)
Selecting a corporate wellness partner shouldn’t feel like guesswork. A disciplined RFP (request for proposal) trims the vendor list, clarifies requirements, and gives Finance and Legal the confidence to approve a contract. This guide delivers a ready-to-use checklist, a defensible scoring rubric, a demo script, and the red flags to filter early—so you can move from shortlist to a 90-day pilot with clear metrics.
Who this is for: HR/Total Rewards, Operations, Procurement, and business leaders who want measurable outcomes (retention, reduced MSK complaints, improved energy/focus) without heavy admin lift. Austin teams can combine on-site delivery with virtual services for hybrid coverage.
What “good” looks like in a wellness RFP
A strong RFP does five things:
Defines outcomes tied to business risks (e.g., manufacturing MSK, sales travel fatigue, engineering burnout).
Sets must-have requirements (privacy/security, on-site capacity, accessibility) up front.
Uses a transparent scoring rubric so decisions survive scrutiny.
Demands a 90-day pilot + measurement model before full rollout.
Confirms ownership and cadence (who reports what, and when).
If you need executive ownership and governance from day one, pair your program with Chief Wellness Officer Services for steering cadence, measurement, and quarterly reporting.
The RFP checklist (copy/paste into your document)
A) Business outcomes & scope
Target outcomes and risk profile (attrition, absence, error rates, MSK complaints, fatigue).
Populations/locations (Austin HQ, remote teams, field ops; shift coverage; language access).
Delivery mix (on-site clinics, virtual coaching, leadership workshops).
2026 timeline (pilot → expand → standardize).
Equity/access (caregivers, shift workers, new parents).
B) Program design & delivery
On-site capability in Austin (staffing plan, throughput/hour, setup/teardown).
Virtual coverage (time zones, languages, accessibility/ADA considerations).
Evidence-based modalities (stress, sleep, movement, nutrition, recovery).
Manager enablement (micro-skills, playbooks, Leadership Training).
Integration with current benefits/safety programs.
C) Data, privacy & reporting
Metrics plan (participation reach, engagement quality, risk movement, operational/talent proxies).
Dashboard expectations (exec-ready snapshot + red/amber/green thresholds—see Wellness Metrics Dashboard for framing).
Privacy posture (aggregate reporting; de-identification; data retention; access controls).
Survey cadence and anonymization standards.
D) Logistics & support
Implementation plan with named owners (client + vendor).
SLAs (response times, change windows, incident handling).
Comms kit (FAQ, “how to use,” manager talking points).
Risk controls (backup providers, surge capacity, weather contingencies).
E) Pricing & terms
Transparent rate card (on-site hours, workshops, coaching PEPM, bundles).
Pilot pricing + success thresholds (what “green” looks like at 90 days).
Volume tiers and renewal terms.
Termination/exit, IP for materials, and optional success-based components.
The scoring rubric (defensible weighting)
Use a 100-point rubric so Procurement can model trade-offs:
Outcomes & Fit (25 pts): Strength of outcomes plan; alignment to your risks; clarity of pilot.
Program Depth (20 pts): Modalities, formats, manager enablement, population coverage.
Data & Reporting (20 pts): Dashboard clarity; baselining; mixed metrics (leading + lagging).
Logistics & CX (15 pts): On-site ops, responsiveness, comms/change management.
Security & Privacy (10 pts): De-identification, retention, access controls, contracts.
Pricing & Terms (10 pts): Transparency, flexibility, value per outcome.
Pass/Fail gates (filter before scoring): insurance minimums, Austin on-site capability (if required), privacy standards, references.
Sample RFP questions (steal these)
Outcomes & measurement
“Which leading and lagging metrics fit our risk profile, and when should we see directional movement?”
“Share a sample executive dashboard with thresholds and decision prompts.”
“How will you baseline in Q1 and conduct quarterly reviews with HR/Finance?”
Program design
“Outline a 90-day pilot for two teams, including weekly cadence and named owners.”
“What manager micro-skills will you deliver, and how will you reinforce them?”
Operations
“Detail your Austin on-site workflow (setup, teardown, throughput/hour).”
“What’s your surge plan during peak demand or weather disruptions?”
“SLA for same-week schedule changes?”
Data & privacy
“Explain anonymization standards, retention periods, and role-based access controls.”
“Confirm no identifiable data is shared with the employer without consent.”
Pricing & terms
“Provide a clear rate card plus a pilot-only option with success criteria.”
“List optional add-ons separately—no forced bundles.”
Demo script (keep vendors on rails)
Give each finalist 30 minutes: 15 to present, 10 for Q&A, 5 for scoring notes. Ask them to follow this order:
5 min—Outcomes & pilot: target risks, 90-day plan, owners, success thresholds.
5 min—Manager enablement: what leaders and managers actually do weekly.
3 min—On-site ops (Austin): room setup, throughput/hour, change windows.
4 min—Dashboard: 3 screenshot slides max; what Execs see quarterly.
3 min—Price card: pilot price; ongoing model; optional add-ons.
Q&A (10 min): privacy, contingencies, references, and deal-breakers.
Reference checks (don’t skip)
Ask each finalist for two references that match your profile (industry, size, hybrid model).
“Describe your launch: what slipped and why?”
“What changed in manager behavior inside 60–90 days?”
“Which outcomes moved first, and which took longer?”
“How responsive were they to on-site changes?”
“Would you renew? What would you negotiate differently?”
Total cost of ownership (TCO) you can defend
Look beyond sticker price:
Utilization realism: model what % of employees will actually use each service in Q1–Q2.
Manager time: workshops + micro-skills; estimate hours and opportunity cost.
Comms time: internal owners for launch and quarterly refresh.
Analytics: dashboard admin (in-house vs vendor).
Hidden costs: travel time for off-site services, late-cancel fees, add-on “modules” you don’t need.
Pick the vendor that wins on value per outcome, not lowest hourly.
Red flags (filter early)
Vague outcomes (“reduce stress” with no metrics or baselines).
One-size-fits-all programs with no role/population tailoring.
No manager enablement or leadership plan.
Opaque pricing or forced bundles.
Weak privacy posture (unclear anonymization, broad data access).
No pilot or “trust us” timelines.
Timeline you can defend (2026)
Week 0: RFP release
Weeks 1–2: Vendor Q&A window
Week 3: Proposals due
Weeks 4–5: Scoring & shortlist (top 2–3)
Weeks 6–7: Demos + reference checks
Weeks 8–9: Selection & contracting
Week 10: Pilot kickoff (two at-risk teams)
≈Week 22: First executive dashboard (≈90 days in)
Use this cadence even if you’re fast-tracking—discipline now prevents chaos later.
Implementation playbook (pilot → scale)
Pilot (90 days)
Baseline: participation, manager cadence, early risk markers (e.g., MSK, fatigue).
Delivery: one high-yield recovery/energy program + manager micro-skills.
Reporting: monthly pulse; one executive dashboard at day ~90 with decisions (expand, refine, pivot).
Scale (Q3–Q4)
Expand to second/third function or site.
Add complementary modules (e.g., sleep or stress) only after pilot signals are green.
Fold dashboard into monthly ops reviews.
If leaders want personal support without “perk optics,” route it after hours via Concierge Wellness Memberships and report outcomes alongside the broader program.
How to use this template (10-minute quick start)
Paste the checklist sections (A–E) into your RFP.
Publish pass/fail gates (insurance, Austin on-site, privacy).
Set rubric weights and include them in the RFP.
Use the demo script to keep finalists focused.
Run reference checks the same week as demos.
Lock the pilot scope, metrics, and owners in the contract.
Book quarterly steering now (HR + Finance + exec sponsor).
For a turnkey pilot structure, see Corporate Wellness & Group Programs, layer Leadership Training for manager behaviors, and use Wellness Metrics Dashboard for reporting. Add Chief Wellness Officer Services if you want executive governance built in.
Corporate Wellness Vendor RFP FAQs
Q: What’s the minimum every vendor should deliver?
A: Clear outcomes tied to your risks, an Austin-capable on-site plan (if needed), transparent pricing, a 90-day pilot with success criteria, and an exec-grade dashboard.
Q: How many vendors should we shortlist for demos?
A: Two or three. More than three dilutes scoring discipline and slows the schedule.
Q: Do we need a wellness “platform,” or can we assemble best-of-breed?
A: Either can work. Many teams get better ROI by funding 1–2 high-yield services plus a lean reporting layer—then scaling what performs.
Q: How do we avoid “perk optics” with executive support?
A: Apply the same measurement rigor. After-hours concierge support for leaders is fine when it’s measured and reported alongside the org-wide program.
Q: What belongs in the first executive dashboard?
A: Participation reach, engagement quality, early risk movement, and any operational/talent proxies—plus red/amber/green thresholds and next-step decisions.
Q: What’s the fastest path to measurable results?
A: Pilot two at-risk teams for 90 days. Deliver one recovery/energy program, train managers, and track participation + early risk movement. Scale only what turns green.
