Selecting the right Employer of Record (EOR) provider is a strategic decision with long-term operational and financial implications. Whether you’re a staffing agency scaling rapidly, a contingent workforce program wanting to transform, or an HR team looking to streamline employment compliance, issuing a well-structured RFP (Request for Proposal) is crucial to finding the right partner.
But before you jump into sending out that RFP, it’s essential to map out a clear and realistic timeline. A thoughtful timeline ensures alignment across internal teams, gives vendors the chance to submit high-quality responses, and ultimately leads to better vendor selection.
Below, we’ll walk through the seven key phases of an EOR RFP process and offer insights on how long each stage typically takes, so you can build a timeline that works for your organization.
1. Define Requirements (2–4 weeks)
The foundation of a successful RFP process is a clear understanding of what you need. During this phase, gather internal stakeholders—HR, legal, operations, and finance—to align on your goals, priorities, and must-haves in an EOR partner.
Ask yourself:
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What geographies will the EOR need to support?
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Are there industry-specific compliance needs?
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What integrations with your systems are required?
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How will the EOR handle onboarding, payroll, benefits, and risk?
Take time to document these requirements in detail. The clearer your vision, the easier it will be for vendors to determine if they’re a fit.
2. Vendor Identification (1–2 weeks)
Next, create a shortlist of vendors who align with your needs. Use industry referrals, analyst reports, and your professional network to identify EORs with proven experience in your sector or region.
This is also a good time to evaluate technology platforms, review customer testimonials, and narrow your options to 5–8 vendors who should receive your RFP.
3. Issue RFP (1 week)
Once your list is finalized, send out the RFP package. This should include:
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A clear overview of your company and objectives
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Detailed scope of services
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Proposal instructions and submission deadlines
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Evaluation criteria
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Key milestones and dates
Be clear about timelines so vendors know when to expect feedback and next steps.
4. Question and Answer Period (1–2 weeks)
After issuing the RFP, allow a designated Q&A period. This gives vendors an opportunity to ask clarifying questions, ensuring you receive accurate and comprehensive proposals.
To streamline the process:
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Set a deadline for vendor questions
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Provide written answers to all vendors at once
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Consider hosting a group call if needed
Transparency here not only improves proposal quality but also builds trust with potential partners.
5. Accept Proposals (2–3 weeks)
Give vendors adequate time to prepare thoughtful, tailored responses. A standard proposal window is two to three weeks, depending on the complexity of your requirements.
Be clear about the submission deadline and whether late submissions will be accepted.
6. Evaluate Responses (2–3 weeks)
With proposals in hand, gather your internal stakeholders to score each response based on your predefined criteria—typically including:
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Compliance expertise
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Technology capabilities
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Pricing and contract flexibility
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Industry experience
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Customer support and service level agreements
Some companies use a scoring matrix or a weighted evaluation model to keep this process objective.
Shortlist the top 2–3 vendors for presentations or deeper discussions.
7. Select Vendor (1–2 weeks)
Finally, conduct final interviews, clarify contract terms, and make your selection. Make sure legal and procurement teams are involved early to streamline this stage.
Once your decision is made, notify all vendors—both those selected and those not. Share feedback when appropriate and begin the contracting process with your chosen EOR.
Final Thoughts
Building a timeline for your EOR RFP isn’t just about setting dates—it’s about creating the structure that allows you to make a confident, informed decision. By following this phased approach, you can reduce risk, improve vendor fit, and ensure a successful long-term partnership with your EOR provider.
6 Reasons to Include FoxHire in your EOR RFP
When evaluating Employer of Record (EOR) vendors, it’s critical to find a partner that not only checks the boxes on compliance and payroll, but also elevates the employment experience for your candidates and clients. FoxHire stands out as a top-tier choice for inclusion in any EOR RFP—and here’s why:
1. Technology-First, Human-Centered
FoxHire is a tech-forward EOR platform built to simplify employment for modern staffing agencies and HR teams. Our technology is configurable, intuitive, and designed to eliminate manual workflows—so you can focus on recruiting and growth, not administration.
2. Deep Industry Expertise
We support some of the most complex and highly regulated industries in the U.S., including healthcare, education, and engineering. Our team understands the nuance of placing professionals in sensitive, credentialed, and risk-heavy roles—and we handle it with ease.
3. Trusted by Industry Leaders
FoxHire is the EOR partner of choice for leading HR outsourcers, RPO firms, and 10 of the top 15 healthcare staffing agencies. They trust us because we deliver compliance, speed, and scale—without sacrificing quality or candidate experience.
4. Nationwide Compliance, Local Knowledge
We provide fully compliant employment solutions in all 50 U.S. states. From state-specific employment laws and workers’ comp classifications to local tax jurisdictions, our system and team handle it all—reducing your legal exposure and ensuring a smooth onboarding process.
5. World-Class Onboarding and Payroll
Candidates love working with FoxHire because we make employment easy. Our onboarding is fast and intuitive, our payroll is accurate and on time, and our benefits offerings rival those of full-time, in-house employment.
6. Scalable Partnership Model
Whether you’re placing 10 contractors or 1,000, FoxHire scales with your business. We don’t believe in one-size-fits-all—we tailor our service and technology to meet your operational goals and client demands.
FoxHire isn’t just an EOR—we’re your employment engine. If you’re looking for a partner who will streamline operations, support growth, and protect your business from risk, we should be on your shortlist.
