Recipe for Performativity (RFPs) - The Problem with Requests for Proposals
Companies and enterprises should ensure that diversity, equity and inclusion are entrenched in every aspect of their operations. In examining all facets from hiring etiquette to the software developed, leaders may need to restructure or remove policies altogether within their business that prevent working towards a goal of true equity.
However, some policies may exhibit inequity in subtle ways. I’d like to shed light on the Request for Proposals (RFP) process for engaging service providers and how this may demonstrate exclusivity. Personally, I’ve been asked on numerous occasions to submit an RFP and every time the request comes, I cringe. As an entrepreneur, it’s often challenging for me to ‘tick all the boxes’ (insurance, bank statements with a proven income record, list of high-profile clients, years of experience and qualifications, staffing compliment, and the list goes on). My own experiences have spurred my research into RFPs to determine whether BIPOC businesses are indeed disadvantaged by the RFP process. Here’s what I’ve learnt about the inequities associated with RFPs and alternative selection practices companies can implement.
But first, let’s explore Requests for Proposals. What are They?
RFPs are a popular method used by companies to develop partnerships and work with external service providers. These companies issue a formal request asking vendors to submit proposals about how their service or product may solve current needs or challenges. RFP documents include specific requirements such as a detailed outline of the role and poses questions to candidates on how they will execute the project at hand. Basically, it can be an exhaustive process, especially to the resource-challenged bidders. Understandably, recruiters rely on RFPs because it’s an easier method to find potential candidates. Many major funders require them to release funds for programming or services to smaller non-profits etc. Sometimes, the complication of an RFP can be onerous and require disclosure of information and resources that would otherwise be shared only after engaging in contractual work. However, I needed to better understand whether BIPOC businesses are falling short of meeting the criteria and how/if RFPs exhibit biases.
Specifications- are they too narrow?
Businesses may develop RFPs that require a very specific persona. These requirements can include hyper-specific degrees, work experience, roles, titles, references and more that paint an idealistic picture. There is usually a specified amount of time that can be unrealistic in terms of making meaningful impact towards DEI and anti-racism efforts. This may inevitably create barriers for others who may be equally qualified for the role. Additionally, the turnaround time of putting it together and other obligations usually may come with a very tight deadline.
For example, an RFP may require candidates to have experience at an executive-level position. While the RFP documents appear equitable for all candidates, a recent study by X University may disprove this. The study showed that “Black people are nearly non-existent as leaders on Canadian boards, while people of colour are underrepresented.” The study focused on eight major cities: Toronto, Montreal, Vancouver, Calgary, Halifax, Hamilton, London, and Ottawa, and revealed that “racialized people represent 28.4% of the population across the eight cities studied, yet they occupy only 10.4% of board positions in the sectors analysed, while Black people represent 5.6% of the population across the eight cities studied, and they occupy only 2% of the board positions overall in the five sectors analyzed.”
The continued practice of seeking highly desirable, C-suite experience may naturally eliminate BIPOC candidates from the selection process.
Legal jargon- can this present biases?
The requests made in an RFP can average 116 pages long. These documents are often riddled with legal jargon and information that candidates may not be familiar with. I’m not from the legal profession, and when I first established Divonify I struggled to decipher some of the legal terminology in RFPs. Over the years as my consultancy grew, so did the number of DEI specific RFP’s. Naturally, I asked myself “do other BIPOC or marginalized candidates experience this hurdle when submitting RFPs, let alone those with English as an additional language?”
I did some research and came across two interesting reads- the first article by Lungile (Lulu) Tinarwo, founder of Tinarwo Law in Edmonton. She spoke about creating spaces in law firms, especially for students, to give BIPOC candidates a fair chance- “what is troubling is that often the students I speak to are brilliant and have a wealth of valuable experience to bring to a firm. Sadly, due to some inherent biases or systemic issues, they are often passed over for other candidates who “fit” better.”
The second article I came across was by the Canadian Bar Association on which communities require legal aid. It stated that “Canada’s low-income population is made up of a disproportionate number of women, people with disabilities, recent immigrants, members of racialized communities and Aboriginal peoples. These are the people who need legal aid and are not able to receive legal aid services.”
Underrepresentation in the legal sector and inadequate access to legal services/aid can impact a BIPOC candidate’s ability to effectively read and understand the requirements of a RFP. Further, the often ‘convoluted language’ can discourage BIPOC candidates from applying altogether. Additionally, the misunderstanding of requirements for proposals would disqualify these candidates from the selection process.
Unequal playing field for BIPOC individuals
RFPs can also be shared with employees/company affiliates and through company sites, some of which require subscriptions to access current RFPs available. They require small businesses and contractors to create proposals for no compensation but may require said companies to pay a service fee at the point of submission. Honestly, I’ve been asked to pay anywhere from $60 to $200 dollars to submit with no guarantee of being short-listed. I’ve also been asked to pay into a portal to access RFP’s. These proposals require a lot of time, focus, out of pocket expense, and the sheer willpower to go head-to-head against larger corporations. For BIPOC candidates, some extra work may be required to stay in the game.
To support my point, studies found that small business owners who are racialized will need to take drastic measures to keep their businesses alive in comparison to white business owners. Additionally, 60% of these businesses still operating have not re-hired many of their employees during the pandemic.
Alternatives to RFPs for Greater Equity
RFPs are not the only way to find and recruit qualified individuals and businesses for projects. Companies can utilize a variety of equitable methods to find a suitable candidate.
Recruiting events in local communities
Alternatively, companies can reach out to local communities to advertise open positions and projects in their business. They can also provide interpreter services or other support staff to explain these projects in detail. This allows candidates to have a better understanding of the project at hand and qualifications required. This targeted outreach to BIPOC businesses and communities can create a more equitable approach to the RFP process.
2. Collect a list of candidates and offer one-on-one meetings
If you’re short on time, you can personally reach out to BIPOC candidates who are in your industry. This can reduce the number of rigid specifications and allows the vendor to articulate their values, problem-solving capabilities, etc. a personal meeting will provide everyone with the chance to better understand the project scope. Lots can be learned through this type of communication versus the written page. Especially as many projects do not centre on writing reports..
While you may not realize it, RFPs may not accurately represent a business’s true potential or measure of success. Highlighting the flaws in RFPs and realigning a company’s focus to community outreach and more personable recruitment methods allow businesses to practice greater diversity, equity and inclusion. As an equity consultant, I will always meet with prospective clients large and small scale to discuss what their needs are. It is more meaningful to both parties.
3. Creating a more equitable RFP- from the start
Changing the RFP process may not be a straightforward or frictionless undertaking. However, if you’re targeting DEI or anti-racism specific individuals or business, there ought to be a different, more collaborative approach This may involve stepping outside of your organization to get a fresh perspective that will otherwise be obscured by ‘old habits.’ Remodelling your RFP demonstrates that your organization is willing to implement meaningful change. If RFPs remain untouched, then your objective is counter intuitive- the winning bidder’s DEI recommendations/insights may end up as a dust collector on the office’s ‘policy shelf.’ DEI and anti-racism work is about disrupting the status quo and rethinking our approach to RFPs is part of this broader strategy.
----
The blog is curated by Colleen James, Principal and Founder of Divonify Incorporated. Colleen’s work is centered around the dismantling of oppressive systems by working with organizational leaders to address issues of systemic racism, equity, diversity and inclusion. If you enjoyed this blog, please share with others you feel would gain value from it.
Join our mailing list to continue the conversation