As the year wraps up and we prepare our final Diversity, Equity, and Inclusion (DEI) proposals for 2024, we’re reflecting on the journey so far…the exciting wins, the lessons learned, and yes, the curveballs. Writing lots of proposals means that we are reading lots of requests for proposals (RFPs). What we’ve found is that similar to proposals, crafting thoughtful and comprehensive RFPs truly pave the way for partnerships that deliver real impact. A well-crafted RFP is more than a document; it’s a cornerstone for building the kind of partnerships that drive meaningful change. Whether your organization is just beginning its DEI journey or enhancing existing efforts, creating a thoughtful RFP is the first step toward ensuring you’re choosing to work with firms that align with your values and understand your unique needs.
With that said, believe me, we get it! Sometimes writing an RFP (or writing at all) can often feel overwhelming. How do you express the intricacies of your organizational culture? What will help a DEI partner craft a proposal that resonates with your challenges and aspirations? No worries, that’s why we do this together. Below, we’ll share why a strong DEI RFP benefits everyone involved, and we’ll link you to our Developing a Comprehensive DEI RFP Checklist to help you get started.
Why Your DEI RFP Matters
1. It Builds the Foundation for Successn Your RFP is an opportunity to share your goals, expectations, and vision. Transparency and attention to detail go a long way toward helping potential DEI partners understand your needs right away. This sets a collaborative tone and minimizes the risk of misalignment down the road.
2. It Attracts the Right Partners Not all DEI firms are the same…and that’s a good thing! A strong RFP helps you find partners with expertise and approaches that truly resonate with your goals. This ensures you’re building a relationship with a firm that “gets” you and is ready to meet you where you are.
3. It Simplifies the Process For DEI firms, a clear and detailed RFP removes the guesswork. Instead of focusing on figuring out what you might need, they can dive into crafting tailored solutions for your unique challenges. The result? Proposals that are thoughtful, focused, and ready to help you move forward.
What Makes a DEI RFP Stand Out?
Think of your RFP as structured storytelling: it’s your chance to share where you’ve been, where you’re going, and how you hope to get there. Here are some key elements to include:
Background on Your Organization: Share your mission, vision, values, and a snapshot of your DEI journey. We’ve heard it all before, so be honest about the challenges and opportunities shaping your efforts. Why are you choosing to do this work now?
Scope of Work: Clearly define the areas where you’re seeking support, whether it’s assessments, policy reviews, training, or long-term strategy development. If you’re not sure, that’s okay too, simply tell us so we don’t stick to your proposed path that isn’t ultimately where you want to go.
Goals and Outcomes: Describe what success looks like. How will progress be measured? What outcomes are you hoping for? Increased inclusion scores? Greater retention? By how much? Again, if you need assistance in this, be sure to mention it, and we will write it into the proposal, better serving your needs.
Budget and Timeline: Providing a range gives DEI firms a clear sense of the project’s scope and helps them create a realistic proposal. Guessing budgets doesn’t benefit anyone, and while certain oligarchs would choose to disagree, DEI is chronically underfunded. This might work if RFPs were a dialogue, but often they are not used as such. Additionally realistic timelines are key. You may ideally want a completed project in six weeks, but have you built in your internal stakeholder availability into that timeline? We may be scheduling meetings two weeks out at the earliest.
Evaluation Criteria: Let firms know how you’ll assess proposals. Are you looking for innovative approaches, specific experience, or alignment with your mission? And why? What does a minimum of five years of business existence bring? What does management of at least two projects at $500,000 or higher bring? Then, if possible, write those attributes into the RFP instead. Additionally, if there is something you find your evaluation team guessing on come evaluation time, it should be in your RFPs going forward.
Point of Contact: Include a clear point of contact and deadlines for inquiries. Who are the decision makers for the winning bid? Open communication leads to better proposals.
Humility, Flexibility & Trust: A DEI RFP is often a reflection of an organization’s DEI process and maturity. As DEI practitioners, we can often see to the core of a DEI need, and sometimes that can be disarming. At times, we may uncover or bring to light systemic DEI gaps, even as we move through the RFP process. We may bring forward bold solutions, that can sometimes make organizations self-reflect on their readiness and develop a sense of unease. All of this is part of the process, just like the lingering cold you learn is pneumonia – not the greatest news, but now the doctor knows what it is and can treat it.
For a full breakdown, check out our Checklist: Information to Include When Developing a Comprehensive DEI RFP.
A Win-Win for Everyone
A detailed, thoughtful RFP benefits everyone involved in the process:
For Your Organization: You’ll attract tailored proposals aligned with your goals, making it easier to find a partner who’s the right fit. A great RFP also demonstrates your commitment to DEI, building trust with potential partners and internal stakeholders alike.
For DEI Firms: Firms can focus their energy on crafting meaningful solutions instead of guessing at your needs. This creates a relationship grounded in mutual understanding and shared purpose, paving the way for impactful collaboration.
For the Broader DEI Community: Thoughtful RFPs set a higher standard for transparency, intentionality, and accountability in DEI work. They foster a culture where meaningful change becomes the norm.
Let’s Get Started
Taking the time to develop a comprehensive DEI RFP is an investment in your organization’s future. It shows your dedication to this vital work and opens the door to partnerships that create systemic, lasting change.
Ready to take the next step? Use our Checklist: Information to Include When Developing a Comprehensive DEI RFP to guide you and begin your RFP creation with confidence.
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