Staffing Plan Template
A staffing plan answers the evaluator's core anxiety: will this contractor actually have qualified people on site from day one — and keep them there? This template structures the headcount math, hiring pipeline, and contingency planning that make a staffing plan credible.
Template structure
Use these sections as your document outline — each block explains what evaluators expect to find there.
1. Organizational Chart
From corporate oversight to on-site supervision to line staff, with names where possible and the contract's reporting relationships.
2. Position Descriptions & Coverage Math
Each position with qualifications, certifications, and shift coverage — including relief factors for 24/7 posts and seasonal adjustments where relevant.
3. Key Personnel
Project/site manager and supervisors with their relevant experience, plus letters of commitment where the solicitation requires them.
4. Recruitment & Retention
Your hiring pipeline (sources, timeline from offer to badge), wage/benefit posture against the wage determination, and retention measures with your actual turnover rate if it's good.
5. Phase-In Staffing
Week-by-week hiring and onboarding from award to full performance, including incumbent-staff capture strategy (commonly 60–90% on service contracts).
6. Contingency Plan
Coverage for call-offs, surges, and key-person loss: cross-trained backups, on-call lists, and time-to-fill commitments.
Tips that win
- Make the math visible: positions × shifts × relief factor — evaluators check whether your headcount actually covers the schedule
- Address incumbent staff capture explicitly on recompetes; it's your fastest path to day-one capability
- Tie wages to the wage determination — staffing plans priced below it signal performance risk
Don't fill this in by hand
GovBidWriter drafts these documents from your company profile and the actual RFP — grounded in the real requirements, with placeholders where your facts are needed. Free to start.
Frequently asked questions
What's a relief factor and why does it matter?
The multiplier converting posts into headcount once leave, training, and turnover are counted — typically 1.5–1.7 employees per 24/7 post. Omitting it is the most common staffing plan error and evaluators specifically look for it.
Do I need to name every employee before award?
No — name key personnel (managers, supervisors) and describe the pipeline for line positions. Solicitations state which roles require resumes or commitment letters.