Proposal Writer/Manager

Job Description

In this role, you will support the our Municipalities Department by managing quality responses to Proposals (RFPs), Request for Quotations (RFQs), Requests for Information (RFIs), and other critical sales documents. While ensuring the on-time delivery of compelling, compliant, and well-written proposals, your job will also consist of capture management (including pipeline development) and contract support.

CAPTURE MANAGEMENT

Identifying and communicating new business leads for the organization.

Create opportunity alerts across procurement tools such as BidPrime, Periscope, GovWin, etc. to identify familiar clients and services

Maintain list of client websites and passwords through LastPass; Perform daily review of online resources to check for newly released solicitations

Review of all solicitation documents to ensure we can meet the requirements; Perform additional client research to learn more about history of opportunity (incumbents, etc.)

PROPOSAL MANAGEMENT

Researching, writing, and producing a high volume of client-facing documentation on behalf of our company in support of an array of our Temporary Staffing and Solution Services

Analyze RFQs, RFPs and RFIs to create proposal outlines and submission timelines

Note production requirements and request materials, such as binders, tabs, boxes and USBs.

Lead Bid / NoBid meetings and describe high level requirements of proposal with team

Develop response plan, including proposal calendar dates, relevant templates and RFQ Matrix when necessary

Establish digital and hard copy files for each proposal to maintain WIP and historical record

Meet all pre-submission deadlines, including intent to bid, submitting questions, and PPQs

Track updates to opportunities posted on client sites, including amendments and extensions

Communicate all updates to team, including changes to requirements and deadlines.

Write persuasive proposal responses, including:

Cover letters and executive summaries to portray experience in requested services

Management, quality and staffing approach to match RFP requirements.

Past performance from existing contract documents to match RFP requirements.

Key personnel bio and skills matrix from candidate resumes to demonstrate capabilities.

Prepare and complete pricing proposal according to client requirements and in coordination with relevant BD and/or Directors.

Compile and complete all necessary forms, such as representations and certifications, W-2, etc.

Coordinate with other departments and contributors to ensure requests for information are completed by the deadline, such as:

Legal to obtain certifications, business licenses and sample contract approval

Finance to obtain financial data

Recruiter to obtain Resumes, References, Letters of Intent, etc.

Insurance Provider to obtain Proof of Workers comp and general liability insurance,

Client Representatives to obtain Past performance questionnaires (PPQs)

Develop, proofread and edit the first draft for proper spelling, text flow, graphic placement, and style.

Provide submission support (if necessary):

Produce and send hard copies, including package and delivery (mail or in-person drop off)

Upload documents to client site or email documents to client POC

Confirm receipt

Other daily responsibilities include maintaining SharePoint library of reusable proposal components, including solution boilerplate and past performance, to improve quality of future bids.

New Content and Past Performance Library

Develop and refine existing content with fresh perspective

Work with Graphics team to develop informative and attractive proposal graphics

Capture new past performance from won proposals

Update past performance for continuing contracts according to option years, extensions, etc.