On April 29, 2025, Jumpstart Refugee Talent was part of a brand-new webinar series in partnership with the Canadian Aboriginal and Minority Supplier Council (CAMSC), kicking off with an engaging and informative session focused on Mastering RFP Responses – Virtual Workshop. Designed to support refugee entrepreneurs navigating the Canadian business landscape, this powerful session featured insights from three industry experts: Melina Cardenas (PPN), Caryn Kent Dean (Once Upon an RFP), and Mark Shriner (Breeze Docs). 

While each participant brought a unique perspective, the message was clear: understanding and mastering the Request for Proposals process can unlock transformative opportunities for refugee entrepreneurs in both public and private sectors. 

Why RFPs Matter 

Mark Shriner opened with a compelling overview of the RFP landscape. On average, a public sector organization issues 18–19 RFPs per year, often resulting in contracts that require significant time and resource investments. The average RFP response is 116 pages long, reflecting just how detailed and strategic the process can be. On the private sector side, approximately 33% of company revenue in North America stems from RFPs. For small and refugee-led businesses, this represents a substantial, often underutilized opportunity. 

Mark also shared that successful RFP teams tend to be those who respond frequently and with purpose, stressing the importance of good positioning and leveraging classification advantages (e.g., being a certified diverse supplier). 

Where to Start: Finding and Assessing RFPs 

Melina and Caryn walked the audience through where to find RFPs, noting resources like CanadaBuys, Merx, and CAMSC itself. They also explained how to assess whether an RFP is worth pursuing. Factors to consider include your relationship with the issuer, alignment with your services, available time to prepare a strong response, and ability to deliver. 

They emphasized the importance of building relationships with agencies and companies before the RFP is issued. This can be done by researching the agency’s goals, reviewing meeting minutes, or identifying alignment with long-term strategies (e.g., sustainability or inclusion). 

Crafting a Winning Response 

The presenters addressed strategies for building compliant, persuasive RFP responses. Melina and Caryn encouraged attendees to not only answer questions but to also ask insightful ones during the allowed Q&A window to demonstrate expertise. They also advised following all submission instructions strictly, especially during periods of communication blackouts. 

When it comes to writing the response, both experts stressed the importance of tailoring tone and content. Public sector RFPs tend to be rule-bound and require precision, while private sector proposals can accommodate a more conversational, persuasive tone. Regardless of the sector, responses should be clear, direct, and compliant with all requirements. 

Tools, Teams, and Timelines 

Managing an RFP response requires effective team coordination. Caryn suggested establishing timelines, assigning backups, and even conducting interviews with subject matter experts rather than relying solely on written submissions. Melina recommended project management tools like shared calendars or spreadsheets to keep everything organized. 

Both agreed that AI tools like ChatGPT can support research and document review but should not be used to auto-generate proposal content due to accuracy and copyright concerns. For more structured support, platforms like Breeze Docs can streamline collaboration and reuse approved content. 

Overcoming Barriers 

The session addressed common challenges for new or small businesses. For those lacking extensive experience, Melina advised highlighting the individual expertise of team members or forming partnerships with more established companies. The panel also discussed how vague or oddly specific RFPs might indicate a preselected vendor, suggesting caution when deciding whether to apply. 

If you do submit but do not win, Caryn and Melina recommend requesting a debrief from the issuer and conducting internal reviews to improve for the next opportunity. 

Final Takeaways 

Refugee entrepreneurs may face unique challenges, but they also bring distinct perspectives and resilience. Through this session, Jumpstart and CAMSC have shown how, with the right tools and guidance, refugee-led businesses can confidently pursue—and win—RFPs.