Purpose
Generate a structured, issue-ready RFP document that forces benefits vendors to answer the same questions in the same format — so responses are directly comparable and scoreable. Eliminates the risk of vague, apples-to-oranges proposals that make vendor selection political instead of evidence-based.
When to Use
Invoke this skill when the user asks to:
- Build an RFP for a medical, dental, vision, life, or disability carrier
- Run a competitive bid for a benefits broker or consultant of record
- Solicit proposals from a third-party administrator (TPA) or benefits administration platform
- Replace an underperforming incumbent vendor through a formal process
- Create a repeatable RFP template for annual or renewal-driven vendor reviews
- Standardize vendor responses so they can be scored on a fixed rubric
Inputs Required
Before starting, collect:
- Service being sourced: Medical carrier / ancillary lines / broker of record / TPA / benefits admin platform / retirement recordkeeper
- Company profile: Employee count, industry, headquarters and multi-state footprint, funding approach (fully insured / self-funded / level-funded)
- Population census summary: Total eligible, enrolled count, dependent ratio, age bands or average age if known
- Current state: Incumbent vendor, current plan designs, known pain points, contract end date
- Selection drivers: The 3-5 factors that will actually decide this (cost, network access, service quality, technology, compliance support)
- Timeline constraints: Effective date, open enrollment window, required decision date
- Budget or cost target: Current spend and any target reduction, if applicable
If census detail or funding approach is missing, build the RFP with placeholder-free "provide the following" data-request tables that instruct the vendor to quote against the census the buyer will attach as an exhibit.
Instructions
Step 1: Frame the Engagement (Section 1 — Overview & Instructions to Bidders)
Open the RFP with the non-negotiable procedural rules:
- Issuing organization summary: 3-4 sentences on the company, workforce size, and why the RFP is being issued (renewal, dissatisfaction, growth, plan redesign)
- Scope statement: One paragraph naming exactly which lines of coverage or services are in scope and which are explicitly out of scope
- Submission mechanics: Format required (PDF + completed Excel questionnaire), submission method, single point of contact, and a no-contact clause routing all questions through that contact
- Confidentiality and non-binding language: State the RFP is not an offer and the company reserves the right to reject any or all proposals
- Key dates table: RFP issued → questions deadline → answers posted → proposals due → finalist presentations → decision → effective date
Step 2: Establish Current State (Section 2 — Company & Program Background)
Give vendors enough to quote accurately without over-disclosing:
- Demographics table: Eligible count, enrolled count, tier distribution (EE / EE+spouse / EE+child(ren) / family), geographic distribution by state
- Current plan design summary: Plan types offered, deductibles, out-of-pocket maximums, contribution strategy — as a reference table
- Funding and claims context: Funding approach; for self-funded, note stop-loss arrangement and reference the claims experience exhibit
- Pain points: 3-5 specific problems the new vendor must solve (e.g., "network gaps in the Southeast," "portal downtime during OE," "slow claims turnaround")
Step 3: Define Scope of Services (Section 3 — Requirements)
Convert the buyer's needs into explicit, checkable requirements grouped by category. For the sourced service type, include the relevant categories:
- Coverage/network requirements: Network adequacy standards, provider access, geographic coverage
- Administration & service: Implementation support, dedicated account team, member service hours, escalation path
- Technology: Enrollment platform, integrations (HRIS, payroll), reporting and analytics access, member mobile/portal experience
- Compliance & reporting: ACA reporting support, 5500 assistance, ERISA/HIPAA compliance, required disclosures
- Wellness & value-add: Any programs that differentiate (telehealth, EAP, care navigation, disease management)
Mark each requirement as Required or Preferred so vendors know where flexibility exists.
Step 4: Build the Vendor Questionnaire (Section 4 — Standardized Questions)
This is the scoreable core. Write 25-40 numbered questions grouped by category, each demanding a specific answer type (yes/no, narrative, metric, or attachment). Use these categories:
- Company & financial stability (4-6 questions): AM Best rating, years in market, book of business for similar-sized clients, references from 3 comparable clients
- Network & coverage (4-6 questions): Provider counts by geography, disruption analysis offer, out-of-network policy
- Implementation (4-5 questions): Timeline, dedicated resources, data migration approach, what could delay go-live
- Service & performance (5-7 questions): Average speed-to-answer, first-call resolution rate, claims turnaround SLA, dedicated team structure
- Technology & reporting (4-6 questions): Platform capabilities, integration methods, standard vs. custom reporting, data security certifications (SOC 2, HITRUST)
- Value-adds & differentiation (3-5 questions): What sets them apart for a client of this profile
Every question must be answerable in a way that lets the buyer compare vendor A to vendor B side by side.
Step 5: Structure the Pricing Request (Section 5 — Cost Proposal)
Force pricing into a fixed template so it's comparable:
- Rate/fee table: Per-tier rates (insured lines) or PEPM/PMPM administrative fees (self-funded/TPA), quoted against the attached census
- Rate guarantee: Required guarantee period and any renewal caps
- All-in cost disclosure: Instruct vendors to itemize any fees not in the base rate (implementation, run-out, custom reporting, broker commissions)
- Assumptions clause: Require vendors to state every assumption behind their quote
Step 6: Define Service Levels & Evaluation (Section 6 — SLAs & Scoring)
Close the loop between what's promised and how it's judged:
- Required SLAs table: Metric, target, and remedy for misses (e.g., claims paid within 14 days / 98% / financial penalty)
- Evaluation criteria with weights: Publish the scoring rubric — typically Cost (25-35%), Service quality (20-30%), Network/coverage (15-25%), Technology (10-20%), Financial stability & references (10-15%) — adjusted to the buyer's stated selection drivers
- Selection process: How finalists are chosen, presentation format, and reference-check protocol
Output Format
- Structure: A complete, sectioned RFP document ready to issue, with tables where structured data is requested and numbered questions in the questionnaire
- Length: 1,600-2,400 words
- Format: Formal procurement document — section headers, tables, numbered questions; scannable, not prose-heavy
- Sections: 1) Overview & Instructions to Bidders → 2) Company & Program Background → 3) Requirements → 4) Vendor Questionnaire → 5) Cost Proposal → 6) SLAs & Evaluation Criteria
- Tone: Professional, precise, procurement-grade — neutral and vendor-agnostic; no marketing language, no bias toward any provider
Quality Checklist
Before delivering output, verify:
- [ ] All six sections are present and in order
- [ ] The questionnaire contains 25-40 numbered questions, grouped into the six required categories
- [ ] Every requirement in Section 3 is labeled Required or Preferred
- [ ] The key dates table includes all seven milestones (issue → questions → answers → due → presentations → decision → effective)
- [ ] Evaluation criteria weights sum to 100% and reflect the buyer's stated selection drivers
- [ ] The document contains no bracket placeholders — data the buyer must supply is requested via "provide the following" tables or exhibits, not left as fill-in-the-blank
Notes
- The single biggest cause of unusable RFP responses is open-ended questions — every question here should constrain the answer format so responses can be scored side by side
- For self-funded or TPA sourcing, the claims experience file and census should be referenced as attached exhibits rather than embedded in the document body
- Publishing the evaluation weights inside the RFP disciplines vendors to lead with what actually matters and reduces low-signal marketing content in responses
- Reuse this structure across lines by swapping the Section 3 requirement categories and Section 4 questionnaire groups — the procedural frame stays constant
How to use this skill
This file is a Claude Code skill in Anthropic's standard format — markdown with YAML frontmatter at the top.
Installing in Claude Code:
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- Drag this file into a new chat, or copy and paste its contents
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