The RFP Is Where It Happens

“If you want to change the outcome, change the process.”

Or, to put it more bluntly: garbage in, garbage out.

And yet, when it comes to RFPs (Requests for Proposals), too many of us still treat them like copy/paste formalities. A checklist. A hoop to jump through. A task to delegate. But here’s the truth: if you’re serious about transforming your supply chain—making it more sustainable, more circular, more aligned with your values—it doesn’t start with a spec. It starts with the ask.

This column is about reclaiming the RFP as the strategic tool it is. Because when we’re intentional about how we ask, we change what we get. And when you change what you get, you change what gets built. Welcome to the ripple effect. Spoiler: you don’t have to rewrite the whole RFP—start with just one thing.

Let’s get into it.

Why Procurement Is the Sustainability Power Move

Every RFP is a signal.

It tells your supply chain what matters to you. What you’re willing to invest in. What gets rewarded. If sustainability isn’t clearly baked into that signal, it’s not a priority—it’s just a talking point.

The RFP is your leverage moment. Own it! Grab the bull (chair) by the horns. Seriously, though, you can do this and there is an actual bull chair.

Insights From the Field: Kimiko Designs

At Kimiko Designs, we’re in the thick of this work—crafting RFPs, responding to them, and helping clients shift how they evaluate value. So when we say RFPs can be a tool for change, as Amanda Epplin, Senior Furniture Planner and Sustainability Expert at Kimiko Designs, puts it, “An RFP is more than a formality. It’s your opportunity to turn good intentions into real outcomes. When done right, it becomes a roadmap that aligns your priorities with measurable impact, from sustainability to performance.”

Amanda and our team have worked with clients to structure RFPs that weigh end-of-life planning, disassembly, and material health alongside cost and lead time. We’ve helped reframe scoring criteria to reflect full product impact, shifting the conversation from what’s cheapest now to what performs best over time.

And as Caryn Ogier, our Director of Furniture Planning, often reminds us, “You get what you ask for. So ask for more from your suppliers.”

Insights From the Field: Ren DeCherney, C2CC

Ren DeCherney, Director – Built Environment at the Cradle to Cradle Products Innovation Institute, has seen firsthand how procurement can either bring sustainability to life or bury it in the fine print.

“In working with manufacturers pursuing Cradle to Cradle Certified®, I’ve seen how impactful it can be to integrate material health questions into RFPs—not just asking for certifications, but for intent,” she says. “That opens up real conversations with suppliers and reveals gaps you can work on together.”

What’s worked? Starting small. Defining clear, actionable sustainability expectations in the RFP—and ensuring they carry weight in the scoring process, not just as a ‘nice-to-have.’

“The ROI? Better data. Better alignment. And suppliers who are excited to engage, not frustrated by a vague ask,” says DeCherney.

Barriers & Breakthroughs

What gets in the way of sustainable procurement? The usual suspects:

• Lowest cost wins. Best value often loses.
• Unclear criteria. If it’s not in the scorecard, it doesn’t count.
• Change feels scary. But inaction is even worse.

What moves the needle? Small, smart shifts:

• Ask for sustainability documentation upfront.
• Weight sustainability criteria in the evaluation—not just the preamble.
• Ask one follow-up question that shows you’re serious.

And if you’re not in procurement? You can still influence the process from the outside in.

• If you’re a facilities manager: Ask how products are scored in the RFP. Volunteer to review responses.
• If you’re an A&D professional: Advocate for products that align with your design intent and your sustainability standards.
• If you’re a dealer designer: Educate your clients on what they’re really buying—not just in cost, but in impact.

Just One Thing: Appoint a Sustainability Champion in the RFP Process

Want to make your RFP process more values-aligned without rewriting the whole thing? Here’s your move: appoint a sustainability champion.

This is the person—internal, external, or a consultant—who ensures sustainable criteria don’t get lost in technical specs or outscored by cost. They educate. They ask questions. They challenge defaults. They remind the team what matters.

As Tonya Williams, Senior Director at a global real estate services firm, Savills, says, “It’s classic change management. You need someone whose role is to hold the vision—because everyone else is just trying to hit the deadline.”

Pro tip: Name that champion in the RFP. Signal to bidders that sustainability isn’t just a buzzword—it’s a person at the table.

Wrap-Up: You Can Start This Tomorrow

Let’s be honest. Your next RFP could change the industry. No pressure.

But seriously—this doesn’t have to be a massive overhaul. At Kimiko Designs, we’ve seen firsthand how one shift—one champion, one material change, one clarified expectation—can ripple across the supply chain. So if you want to build a better world, start with the ask. Your future suppliers are listening.

Just One Thing is a five-part series written by Dianne Murata, OG Furniture Nerd at Kimiko Designs and accidental environmentalist leading kimiko green, a collaborative forum for industry professionals. This series will walk you through five key pillars of sustainable furniture planning. From digging into material transparency and vetting manufacturers to embedding sustainability into FF&E specifications, RFPs, and long-term habits — together, we’ll cut through the fluff and get straight to actionable change.