Biometric Screening RFP Template: What to Include When You Send a Vendor RFP
A strong biometric screening RFP creates comparable proposals. Without a clear scope, vendors will quote different measurements, staffing models, travel assumptions, reporting packages, and privacy obligations, leaving the benefits team to compare unlike numbers. The template below gives employers and brokers a practical structure for a national or multi-site program. It is designed to surface the operational details that determine employee experience and total cost: what happens at the event, how results are protected, how completion is tracked, and what the employer receives after the program closes. Customize it with your plan year, locations, eligibility rules, and legal requirements.
Download: Biometric screening RFP template in Word/PDF
How to use this template
Issue the RFP to a focused list of vendors, give them the same location file and response format, and ask for assumptions to be listed separately from pricing. Require vendors to flag any requirement they cannot meet. For a national program, ask vendors to price the actual location list and offer a contingency approach for locations with low volume or difficult staffing. For an incentive-connected program, involve legal, privacy, HRIS, payroll, and health-plan stakeholders before the RFP is released. This prevents a late-stage discovery that the selected vendor cannot deliver the needed completion feed or reasonable alternative process.
Section 1: program overview and objectives
Provide a concise program background and ask vendors to respond to the following:
- Describe your understanding of our objectives: program objectives.
- Confirm the proposed plan year, desired launch date, and event window: target dates.
- State the eligible population, including employees, spouses, dependents, retirees, and remote workers, if applicable: eligible participant groups.
- Describe how you would support onsite, offsite, physician-form, laboratory, and at-home options, if requested.
- Identify assumptions about employee volume, participation, language needs, accessibility, and shift coverage.
- Describe implementation governance, account management, escalation paths, and the recommended project timeline.
- List every subcontractor, laboratory partner, technology platform, and affiliate that would process participant data or deliver services.
Section 2: clinical scope and event operations
This section should make the clinical experience comparable.
- Identify every proposed measurement, specimen type, collection method, and result-delivery method.
- Specify whether each measurement is point-of-care, laboratory-based, or available in both models.
- Provide the exact instrument or test-system categories proposed and explain quality-control, calibration, maintenance, lot tracking, and expiration processes.
- Provide the applicable CLIA certificate information and describe clinical oversight for all testing performed.
- Describe clinician qualifications, licensure verification, background checks, training, competency assessment, supervision, and staffing model, including W-2, 1099, and subcontracted personnel.
- Describe appointment capacity per hour, appointment length, privacy setup, ADA accessibility, language support, and multi-shift approach.
- Describe the process for critical, unexpected, declined, or incomplete results, including private referral and emergency escalation protocols.
- Explain how you obtain consent, distribute required notices, and document services without giving the employer clinical records.
- Describe waste handling, specimen transport, infection-control practices, and incident reporting.
- Provide a location-readiness checklist covering space, furniture, power, internet, parking, security, and site contacts.
Section 3: participant experience and communications
- Provide sample invitation, reminder, consent, preparation, results, and follow-up communications.
- Describe online registration, walk-in handling, appointment reminders, cancellations, and waitlist features.
- Explain mobile usability, accessibility, multilingual capability, and support for employees without corporate email or smartphone access.
- Describe the individual-results portal, authentication, delivery timing, educational content, and participant support model.
- Explain how employees who miss an onsite event can complete the program through approved alternatives.
- Provide your policy for personal clinician forms, including review time, acceptance criteria, secure submission, and completion confirmation.
Section 4: technology, reporting, and integrations
- Provide a data-flow diagram from registration through individual results, employer reporting, and data destruction or return.
- Identify all data fields collected and the purpose, recipient, retention period, and security controls for each category.
- Describe encryption in transit and at rest, multifactor authentication, role-based access, audit logging, backup, vulnerability management, and incident response.
- Provide redacted examples of individual results, participation/completion files, aggregate reports, dashboards, and reconciliation reports.
- Describe de-identification, aggregation, and small-cell suppression rules. Explain how you prevent re-identification in segmented reports.
- Confirm that the employer will receive only the minimum information necessary for incentive administration and program planning.
- Describe supported file formats, secure transfer methods, APIs if available, implementation testing, error handling, and service levels for integrations with existing wellness/benefits systems.
- Explain how you reconcile eligibility records, completion records, duplicate participants, late files, and disputed incentive status.
Section 5: privacy, compliance, and legal requirements
- Describe your HIPAA role for the proposed services and whether you will sign a business associate agreement where applicable.
- Provide standard BAA, data-processing, privacy, security, and breach-notification terms for review.
- Describe policies for access requests, amendments, accounting of disclosures where applicable, retention, destruction, and subcontractor oversight.
- Explain how the program supports voluntary participation and protects medical information under relevant ADA and EEOC guidance.
- Describe the process for reasonable alternatives for any health-contingent wellness component, including notices and participant support.
- Confirm compliance with applicable CLIA, state laboratory, clinician licensure, and specimen-transport requirements.
- Identify cybersecurity certifications, third-party assessments, cyber insurance, and the date of the most recent assessment.
- Disclose all material litigation, regulatory actions, data-security incidents, or laboratory sanctions within the past reporting period, with resolution status.
Section 6: pricing and commercial terms
Require a transparent pricing workbook rather than a single blended rate.
- Quote pricing by measurement panel, specimen method, participant volume band, site type, state, and delivery model.
- List all fixed fees, event minimums, travel, parking, after-hours, rural, shipping, laboratory, portal, reporting, integration, implementation, cancellation, and change-order charges.
- State whether pricing is based on registered participants, scheduled participants, completed screenings, doses or tests shipped, or a minimum guarantee.
- Provide direct-bill, insurance-bill, and hybrid payment options when relevant, including denied-claim and exception handling.
- State price-guarantee period, annual increase mechanism, volume assumptions, taxes, invoicing schedule, payment terms, and audit rights.
- Describe credits or remedies for missed events, staffing failures, late files, or failure to meet agreed service levels.
- Provide a three-year total-cost illustration using expected participation volumes and separately identify one-time versus recurring costs.
Section 7: references, implementation, and final evaluation
- Provide three references comparable in size, geographic scope, and complexity, with permission to contact.
- Supply a sample implementation plan from contract signature through post-event reporting.
- Identify executive sponsor, account manager, clinical lead, privacy lead, technology lead, and escalation contacts.
- Describe training for employer site coordinators and the materials provided before each event.
- Explain your post-program review process and how recommendations are translated into next-year improvements.
- Confirm acceptance of the requested contractual terms or provide a tracked-exceptions list.
Recommended scoring model
Weight the scorecard to your actual priorities. A common approach is 25% clinical quality and operations, 20% coverage and participant experience, 20% technology and reporting, 15% privacy and compliance, 15% total cost, and 5% references and governance. Do not let pricing dominate if a low quote excludes the staffing, reporting, or integration work required to make the program function.
During finalist demonstrations, have vendors show booking, check-in, individual-results access, completion export, and aggregate reporting. Ask how a difficult location or missed event is handled.
Final RFP release checklist
Before sending, include location headcount, dates, eligibility and incentive rules, scope, file needs, privacy requirements, pricing template, scoring, deadline, and procurement contact. Require any client-specific guarantee to appear in the final contract.
How PicMed helps
PicMed can respond to a corporate biometric screening RFP with a scoped approach to national onsite operations, measurement options, individual results access, and aggregate employer reporting. Share your location list and program requirements to begin a structured evaluation.
Frequently asked questions
What should a biometric screening RFP include?
At minimum: objectives, population and locations, clinical scope, staffing, participant experience, reporting, technology, privacy, pricing, implementation, and evaluation criteria.
Should an RFP require a BAA?
Ask vendors to explain their HIPAA role and BAA approach where applicable. Your counsel should determine the contract structure for the program.
How should I compare vendor pricing?
Use a common pricing workbook that separates fixed fees, variable per-participant charges, travel, minimums, technology, reporting, and cancellation terms.
Can I use this template for a single-site program?
Yes. Remove national-coverage and integration sections that do not apply, but retain clinical quality, privacy, pricing, and reporting questions.