Proposal Specialist

Proposals: Writing

In my role as a technical writer specializing in federal government proposals, I ensure the delivery of clear, accurate, and compliant documents. Collaborating closely with subject matter experts, I adeptly translate complex technical requirements into structured and persuasive proposals for agencies such as the Army, Customs and Border Protection (CPB), and Health and Human Services (HHS). My work involves comprehensive research and synthesis of information, strictly adhering to the formatting and compliance standards set by these government entities. This meticulous approach to detail and formatting is essential for our proposals to meet the necessary criteria for success, securing government contracts, and supporting critical agency missions. Through effective communication and a rigorous adherence to guidelines, I play a pivotal role in positioning our organization to successfully fulfill vital government functions.

Highlighted List of Proposals Written and Submitted:

  • NOAA Professional and Technical Services (PROTECH) – Satellite Domain

  • NOAA Professional and Technical Services (PROTECH) – Oceans Domain

  • NOAA Professional and Technical Services (PROTECH) – Weather Domain

  • Customs and Border Protection (CPB)

  • Health and Human Services (HHS)

  • U.S. CENSUS Bureau

  • Department of Defense: U.S. Army

  • US Patent and Trademark Office – IT Management Services

  • FAA eFAST

  • NASA

  • Veterans Affairs

Published article detailing the successful proposal submission to the FAA.

Proposals: Development & Management

I play a pivotal role in the end-to-end development of competitive federal proposals, ensuring clarity, compliance, and compelling storytelling. My expertise lies in strategizing, structuring, and executing high-impact proposals that align with agency requirements and position organizations for contract success.

Strategic Proposal Development & Lifecycle Management

  • Lead and manage the proposal process from inception to submission, ensuring seamless coordination across technical, business, and compliance teams.

  • Collaborate with SMEs, engineers, and leadership to translate complex technical solutions into persuasive, client-focused narratives.

  • Align proposals with evaluation criteria and agency priorities, enhancing competitiveness and contract win rates.

Compliance, Content Development & Process Optimization

  • Develop RFP-compliant responses that adhere to Shipley methodologies, federal acquisition regulations (FAR), and agency-specific guidelines.

  • Craft compelling executive summaries, technical volumes, and past performance narratives that resonate with evaluators and decision-makers.

  • Implement standardized proposal templates, content libraries, and style guides, streamlining efficiency and maintaining consistency across submissions.

Driving Competitive Advantage in Federal Contracting

  • Ensure rigorous deadline management, coordinating color team reviews, compliance checks, and final production.

  • Leverage data visualization and high-impact graphics to enhance proposal readability and engagement.

  • Support business development teams with capture strategy insights, positioning solutions effectively within government procurement landscapes.

Shipley Proposal Process

To ensure every submission is strategic, compliant, and compelling, this methodology provides a structured approach that keeps me focused on the customer’s needs while maximizing win probability.

Here’s how I implement this process:

Proposal Submission Success Rate

Capture Planning

Proposal Planning

With a clear strategy in mind, I create a detailed roadmap for the proposal. This starts with developing a compliance matrix to ensure every requirement in the solicitation is addressed. I also outline the proposal structure, planning each section so that it flows logically and supports the overall win strategy. Assigning clear roles to team members and establishing deadlines helps keep the process on track and ensures accountability.

Storyboarding and Content Development

I use storyboards to map out key sections, focusing on how each element addresses the evaluators’ needs and expectations. My goal is to craft content that goes beyond simply meeting requirements—it demonstrates value, innovation, and a deep understanding of the customer’s objectives. I emphasize benefits over features, showing how my solution directly impacts their mission. I also incorporate visuals like graphics, charts, and tables to clarify complex ideas and create a more engaging experience for the reviewer.

Writing and Review Cycles

The writing process involves multiple drafts, starting with rough concepts and evolving into polished, customer-focused narratives. I implement Shipley’s color team reviews—Pink Team to validate the structure and approach, Red Team to assess compliance and persuasiveness, and Gold Team for a final quality review. These iterative reviews help ensure that the proposal is compliant, responsive, and persuasive, all while maintaining a professional tone and consistent voice.

Production and Submission

Once the proposal is finalized, I meticulously proofread and format it to meet all submission requirements. Whether the submission is digital or hard copy, I ensure it’s packaged professionally and submitted on time, confirming receipt with the agency to avoid any last-minute issues.

Success

The Shipley process gives me a clear framework to manage the complexity of federal government proposals while tailoring each submission to the unique needs of the customer. By combining strategy, structure, and creativity, I deliver proposals that don’t just meet requirements—they tell a compelling story of why my team is the right choice.

This process has consistently helped me develop winning proposals, and it’s a cornerstone of my approach to federal government contracting.

Before I begin writing, I dive deeply into understanding the customer’s mission, priorities, and challenges. I research their goals, key decision-makers, and any existing relationships to craft a strategy that positions my proposal as the ideal solution. This step also involves analyzing the competition to identify strengths I can emphasize and gaps I can exploit.

Interviewing Subject Matter Experts

Interviewing subject matter experts (SMEs) is a critical part of my proposal development process, especially when crafting responses to federal government RFPs. SMEs bring the technical depth and operational insights necessary to develop accurate, compliant, and compelling content. To ensure these interviews yield high-value information, I take a strategic approach that begins with a thorough understanding of the RFP requirements and evolves into a targeted questioning process.

Crafting Targeted Questions to Align with RFP Requirements

Before meeting with SMEs, I carefully review the RFP, focusing on sections like the Statement of Work (SOW), evaluation criteria, and technical requirements. This ensures I understand what the agency is looking for and can design questions that directly address those needs. My goal is to uncover details that not only meet compliance but also highlight differentiators, innovations, and measurable benefits.

To guide the conversation, I develop a set of targeted questions organized around key proposal sections, such as:

  • Technical Approach: What proven methods, tools, or technologies can we leverage to meet the agency’s requirements?

  • Management Approach: How will we ensure seamless communication, risk management, and resource allocation for this project?

  • Past Performance: Can you provide examples of similar projects and quantify their outcomes (e.g., cost savings, efficiency gains, mission success)?

  • Compliance and Risk Mitigation: Are there any potential risks in this approach, and how will we address them?

The SME Interview: Extracting Key Insights

During the interview, I create an environment where SMEs feel comfortable sharing their expertise. I balance structured questions with open-ended ones, allowing for detailed explanations and innovative ideas. My approach includes:

  • Guiding the Conversation: I keep the discussion focused on the RFP requirements while allowing flexibility for SMEs to provide additional context or insights.

  • Drilling Down: If an SME’s answer is broad, I use follow-up questions to extract specific, actionable details, such as metrics, processes, or tools.

  • Clarifying and Confirming: I rephrase complex concepts in layman’s terms to confirm my understanding and ensure the information aligns with the proposal strategy.

Synthesizing SME Input into Proposal Content

Post-interview, I organize the information collected into actionable insights tailored to the proposal. This involves:

  • Mapping SME input to the compliance matrix and ensuring every requirement is addressed.

  • Highlighting quantifiable benefits, innovations, and solutions that align with the agency’s mission and evaluation criteria.

  • Developing clear, compelling narratives that integrate SME expertise while maintaining a consistent voice and tone throughout the proposal.

Value of a Targeted Questioning Approach

By developing targeted questions based on the RFP and leveraging SME expertise effectively, I ensure the proposal is not only compliant but also highly competitive. This approach transforms technical knowledge into persuasive, customer-focused content that resonates with evaluators and increases the likelihood of a successful outcome.

These impactful SME interviews have not only enriched proposal development but also served as valuable material for blog posts, newsletter articles, and marketing content. Examples of how this content has been repurposed to engage and inform audiences can be explored in the respective sections of this portfolio.

Newsletter excerpt developed from repurposed content captured during an SME interview for the

NOAA NOS CED recompete proposal.