If you are a service provider, you’ve probably submitted a Request for Proposal (RFP). RFPs are usually questionnaire-style documents developed by organizations seeking to buy services from external vendors. Organizations may lack the time, resources, or in-house expertise for specific needs. This process can help them compare vendors and select the “best” option, typically based on quality, cost, and delivery.
While RFPs are standard across various sectors and industries, the process is often bureaucratic. As a result, it can reinforce various forms of inequity that diversity, equity, and inclusion (DEI) efforts seek to dismantle.
As an organization, Feminuity rarely responds to RFPs. We also (generally) advise our clients against the RFP process for a few reasons. Nevertheless, here is a breakdown of our experiences, criticisms, and recommendations for improvement.
We can’t forget the why of this work. DEI work encourages communities to collaborate; we strive to empower and revolutionize organizations and shed light on the communities that must be represented, respected, and included in all stages of an organization.
Let’s iron this out. Here are some suggestions to move forward more equitably:
Too often, RFPs appear to be written by those not intimately involved with the project - making it unclear what the organization wants precisely. Other times, RFPs may provide an incredibly detailed outline of how the project will be executed. This can stifle vendors’ creativity, undercut their autonomy, and set them on a strict, stressful, and unrealistic timeline.
Let’s iron this out. Here are some suggestions to move forward more equitably:
A DiVerity study shares that only 41% of RFPs include guidance about the budget for the project. By not adding a budget range, those seeking services are not providing vendors with the necessary context needed to understand the project's scope. This can include effort, time, resources, and refinement. And it helps stop scope creep, which happens when project expectations are not adequately defined, documented, or controlled.
The idea that projects must be high quality, done quickly, and at low cost is unreasonable and unfair. Not to mention, it’s only feasible in an unethical process.
Let’s iron this out. Here are some suggestions to move forward more equitably:
We’ve never found a paid RFP or offer that is in any way reciprocal to vendors. This is a fundamental equity issue. Depending on the nature of the RPF, they may take hours or even weeks.
Let’s iron this out. Here are some suggestions to move forward more equitably:
“Being able to work for free is a privilege few have and seems unfair to ask of people.” - Feminuity Team Member
RFPs often require lengthy responses to a variety of questions. A DiVerity study found that RFPs range from 2-58 pages long (woah!). Vendors may very well spend an entire day or two conceptualizing and operationalizing a project on paper.
Let’s iron this out. Here are some suggestions to move forward more equitably:
"We recognize that, in the current climate, there is increased reliance upon consultants and firms led by BIPOC; and that answering a request for proposals takes thoughtful time and energy away from your business. Mozilla would like to ease the submission requirements for this request for proposals. Rather than requiring a lengthy, unique proposal, we’re asking you to submit the above information along with an existing work sample that you feel represents a similar work you’ve done for another client. This way, we can gauge your level of expertise and the quality of output without the burden of creating extensive new material related to this submission." - Mozilla Foundation.
The RFP process can require a respondent to present intellectual capital with no promise of confidentiality. When respondents share their unique ideas in a proposal, there is no guarantee that these ideas won’t be stolen or repurposed.
Let’s iron this out. Here are some suggestions to move forward more equitably:
Jargon, clauses, and legal terms can exclude people who may not have specialized knowledge of a particular subject or whose first language is not English. This can limit effective communication, overcomplicate the ideas and work required, and limit the applicant pool.
Let’s iron this out. Here are some suggestions to move forward more equitably:
Hosting RFPs on platforms with paywalls where respondents must purchase a monthly or annual subscription to access bid opportunities can be restrictive. Not only can it stifle the public's open communication with one another by restricting the ability to consider and share options, but it may also function as a financial barrier, especially to those just starting.
Let’s iron this out. Here are some suggestions to move forward more equitably:
“People will say this is the cost of business. However, the established and expensive consulting firms generally access this model first. These inequities hurt solo practitioners and early-stage consulting firms.” - Feminuity Team Member
A “baked” RFP is one that already has an incumbent winner. Maybe the RFP issuer is a repeat customer of a particular vendor. It’s also possible that a vendor has been working with the organization for months to try and “sell” outside the RFP process. We’ve been on both sides of this, and ultimately, this is unfair for all other vendors who take the time to submit their proposals.
Let’s iron this out. Here are some suggestions to move forward more equitably:
Too often, people think DEI work is a one-time project that one or two people are responsible for. When a vendor joins a team for a project, the whole organization must get on board, and the work continues after they leave. This won’t work.
Let’s iron this out. Here are some suggestions to move forward more equitably:
“This RFP is not balanced in responsibilities” - Feminuity Team Member
As the world slowly recognizes the extent of energy and unpaid time necessary to respond to RFPs, we hope more organizations will shift away from inequitable RFP practices. We are calling for a new mindset for engaging with DEI consultants and firms. Please reach out to hello@feminuity.org to share your ideas on how RFPs can improve.
This blog is not meant to be a static guide, but rather a compilation and reflection of our learnings to date. Everything changes - from technologies and innovations to social norms, cultures, languages, and more. We’ll continue to update this blog with your feedback; email us at hello@feminuity.org with suggestions.
Chantal Hansen, MGIS, BA, DipED
People Data Analyst
(She, Her)
Co-Founder & CEO
(She, Her)
If you wish to reference this work, please use the following citation:
Feminuity. Hansen, C. and Saska, S. "Do RFPs Gel With DEI? Let’s Re-Evaluate The Cost of Doing Business"
.png)
