Request for Proposals – Consultant for Review and Update of Staff and Board Policies with a Diversity, Equity, Inclusion and Anti-Racism Lens

October 19, 2023

Introduction

BridgeWay Family Centre (BridgeWay) invites proposals from qualified consultants with expertise in diversity, equity, and inclusion (DEI) to review and update our organization’s staff and board policies as well as to identify and create missing policies as they relate to DEI. We are committed to fostering an inclusive and diverse environment for our clients, employees and board members. With your specialized knowledge and experience in this field, we believe you can help us accomplish this goal.

Background Information

BridgeWay Family Centre, (BridgeWay) is a family resource agency, whose main objectives are to support and strengthen all families who have children from the prenatal period to 6 years of age, by providing an early foundation for lifelong learning and success.

At-risk (low-income, newcomer, family violence, lone-parenting) pregnant teens and women are given support to achieve healthy birth weights for their babies, and are provided with accesses to resources (e.g. food, vitamins), education and links to other supports in the community. BridgeWay also offers Postpartum Mood Disorder peer support groups for men and women.

Universal and targeted (low-income) early years programs provide the opportunity for adults and children to participate together, address child development concerns, develop school readiness skills (e.g self-regulation) and increase parent confidence.

Community partners provide on-site consultations and services to allow access to an array of services at one local centre. BridgeWay operates free programs at 40 locations throughout Brampton and Mississauga, and has been in operation for almost 40 years.

Purpose

The rapidly changing world has caused many organizations, including BridgeWay Family Centre, to review their ways of operating inclusively from hiring practices, to services that are provided to our diverse communities that we service. The intent of this Request for Proposal (RFP) is to solicit proposals from qualified consultants with expertise in diversity, equity, and inclusion (DEI) to undertake a review and update of BridgeWay’s staff and board policies.

The goal is to ensure that our organization’s 160 policies align with DEI best practices, promote inclusivity, and identify any missing DEI policies. The selected consultant will work closely with BridgeWay to assess the current policies, make necessary revisions, develop new policies, and provide training and capacity-building support in embedding DEI principles within our organization.

Scope of Work

1. Policy Review and Analysis:
   • Conduct a comprehensive review of BridgeWay’s existing staff and board policies, with a specific focus on DEI principles whilst using an anti-racism lens.
   • Assess the current policies for alignment with best practices in DEI, identifying areas for improvement and potential gaps.
2. Policy Update:
   • Propose revisions and updates to existing staff and board policies to align them with DEI best practices.
   • Provide recommendations for new policies and procedures that are necessary to enhance inclusivity and diversity within our organization.
3. Policy Development and Implementation:
   • Collaborate with BridgeWay’s team to develop new policies and procedures that address any identified gaps in DEI.
   • Assist in the implementation and communication of these new policies, ensuring buy-in and understanding among staff and board members.
4. Training and Capacity Building:
   • Provide guidance and resources to BridgeWay leadership to build internal capacity in embedding DEI principles into our policies and practices.

Deliverables

1. Policy Review Report:
   • A detailed assessment of BridgeWay’s current staff and board policies, including strengths, weaknesses, and gaps.
   • Recommendations for policy updates and new policies to enhance DEI.
2. Updated Policies:
   • Revised staff and board policies incorporating DEI best practices.
   • Documentation highlighting specific changes made and rationale behind them.
3. New Policy Recommendations:
   • A draft of proposed new policies, including descriptions, objectives, and guidelines for approval of senior leadership.
4. Training Materials:
   • Training materials and resources used for staff and board DEI training sessions on updated and new policies/procedures.

Timeline

The proposed timeline for the project is as follows:

• Proposal submission deadline: November 3, 2023
• Consultant selection: November 15th, 2023
• Project kickoff: December 4th, 2023
• Revised Policy submission (draft): January 8, 2024
• Revised Policy submission (final): January 31, 2024

Budget

The anticipated budget for the consultant’s scope of work for this project is $12,000.

Proposal Submission Guidelines

Interested consultants are requested to submit the following information as part of their proposal:

• Brief cover letter.
• Overview of the Consultant including full legal name, address, telephone and email contact information, company profile (if applicable) and relevant experience and qualifications.
• Details with evidence of previous work related to diversity, equity and inclusion policy development, preferably in the non-profit, social services sector
• The methodology and approach used while reviewing the policies.
• A proposed work plan and timeline for the project.
• A budget estimate, including a breakdown of costs for each phase of the project.
• Two references

Submission Instructions

Proposals must be received via email to: [email protected]

All proposals MUST be received PRIOR to: November 3, 2023 at 12 p.m. (noon) EST

Resumes submitted without a project proposal and costing will not be considered.

All information and files required to complete this project will become property of BridgeWay Family Centre

Questions regarding proposal expectations are welcome. Questions and proposals can be sent to [email protected].