RFP evaluation done right: how to choose a benefits broker with confidence

A request for proposal (RFP) is the formal process benefits leaders use to evaluate and select a benefits broker using a consistent, structured set of criteria. Most HR teams only go through a broker RFP every few years, but the impact of that decision lasts far longer, shaping healthcare costs, employee experience, and how much time HR spends managing benefits day to day. The reality is that RFPs are rarely quick or simple. They’re often a multi-step process involving internal alignment, vendor comparisons, scoring, and final decision-making. That’s why having a clear approach to the what, why, and how of RFP evaluation matters. This guide breaks down how to evaluate RFP responses, use an RFP scorecard, and score finalists with confidence.

Why RFP evaluation matters more than ever

Choosing a benefits broker is one of the most consequential decisions an HR team makes. Your broker doesn’t just negotiate rates once a year. They shape plan design, influence employee experience, and directly impact one of your organization’s largest line items: healthcare spend.

A rigorous RFP evaluation process creates clarity in a space that’s historically opaque. It helps HR leaders move from reactive decision-making to confident, well-documented choices that stand up to executive, financial, and fiduciary scrutiny.

Why choosing the right benefits broker is critical

The difference between an average broker and the right strategic partner shows up quickly:

• In how much time HR spends managing benefits administration
• In how supported employees feel when navigating care
• In whether healthcare costs feel predictable or full of surprises

Without a clear RFP scoring framework, many teams default to brand recognition, legacy relationships, or the lowest apparent cost. Over time, that often leads to renewal fatigue, missed savings opportunities, and a benefits experience that frustrates everyone involved.

How do you score RFP finalists to choose the best benefits broker?

Scoring RFP finalists isn’t about picking the lowest quote. A strong RFP evaluation process helps HR teams balance cost, service, technology, and long-term partnership value.

The most effective teams use a clear RFP scorecard to make decisions transparent, repeatable, and defensible.

What is RFP evaluation?

RFP evaluation is the structured process of reviewing, comparing, and ranking vendor responses against predefined criteria. In benefits brokerage RFPs, this ensures decisions are based on strategy, not gut feel or brand recognition.

At a high level, RFP evaluation should:

• Compare vendors consistently across the same criteria
• Reduce bias in decision-making
• Create alignment between HR, Finance, and leadership

What is an RFP scorecard?

An RFP scorecard is a scoring framework that translates qualitative responses into measurable results. It allows teams to assign weights, score finalists, and clearly see tradeoffs between vendors.

A strong RFP scorecard typically includes:

• Defined evaluation categories
• Weighted criteria based on business priorities
• A consistent scoring scale (for example, 1–5)
• Space for qualitative notes and context

How should you structure RFP scoring criteria?

Most HR teams score benefits broker RFPs across four core categories. These tend to cover the fundamentals, like cost, service, technology, and strategy, and provide a strong starting point for comparison.

That said, the RFP process shouldn’t just be about grading vendors. It’s also an opportunity to pressure-test your own priorities as an organization. What matters most right now may not be what mattered during your last renewal. As you build your RFP scorecard, don’t be afraid to adjust, add, or remove categories to reflect your current goals, constraints, and pain points. A well-designed scorecard should mirror your strategy, not force your strategy to fit a template.

1. Cost and fees

• Broker compensation transparency
• Total cost of ownership
• Alignment with budget and financial goals

2. Service and support model

• Dedicated account team and service structure
• Year-round support versus renewal-only engagement
• Employee advocacy and issue resolution

3. Technology and tools

• Renewal modeling and benchmarking capabilities
• Employee decision support tools
• Integrations with HRIS and payroll systems

4. Strategy and expertise

• Plan design and funding strategy experience
• Compliance guidance and risk mitigation
• Proactive cost control recommendations

How do you weight an RFP scorecard?

Not all criteria matter equally. Weighting ensures your RFP scoring reflects what actually drives success for your organization.

A simple weighting example might look like this:

• Service and support: 35%
• Strategy and expertise: 30%
• Cost and fees: 20%
• Technology: 15%

The right weights depend on your organization’s current challenges, whether that’s administrative overload, rising costs, or employee confusion.

Sample RFP scorecard

Each finalist is scored consistently across categories, making it easy to tally a final score for each.

What are common RFP scoring mistakes?

During RFP evaluation, teams often run into avoidable pitfalls, including:

• Overweighting cost at the expense of service quality
• Scoring vendors without aligned criteria across stakeholders
• Ignoring long-term support beyond renewal season
• Failing to document why finalists scored the way they did

Avoiding these mistakes helps ensure your final decision holds up over time.

How should you finalize RFP evaluation decisions?

Before selecting a broker, take time to:

• Review scorecard results collaboratively
• Discuss qualitative differences behind the scores
• Confirm alignment with long-term benefits strategy
• Document the decision for internal and fiduciary records

The goal isn’t a perfect score. It’s a confident, well-reasoned decision your team can stand behind.

Key takeaways

• RFP evaluation works best when criteria are defined upfront
• An RFP scorecard creates clarity, consistency, and alignment
• Thoughtful RFP scoring balances cost, service, technology, and strategy
• Documented scoring leads to better decisions and fewer regrets later