ProposalOps Diagnostic for AEC Teams
Find the bottlenecks causing proposal fire drills in 90 minutes.
For AEC proposal teams losing time to unclear handoffs, scattered content, late reviews, and founder dependency.
In one focused 90-minute session, you leave with six concrete deliverables that show exactly what to fix first. If we cannot identify three high-impact improvements, you pay nothing.
- Workflow evaluation
- Content library audit
- Review-cycle analysis
- AI-readiness assessment
- ProposalOps maturity score
- Prioritized modernization roadmap
Our guarantee: If we cannot identify three high-impact improvements to your proposal operation, you pay nothing.
ProposalOps Workflow
Intake → Submission
Stage gates, status tracking, and clear ownership at every step.
Who It's For
Built for AEC Proposal Teams
For architecture, engineering, and construction firms with recurring proposal volume and a team stretched thin.
Proposal Managers
Owners of the proposal process who are tired of rebuilding every response from scratch.
Marketing Directors
Leaders balancing growing pursuit pipelines with flat headcount and competing deadlines.
BD Leaders / Pursuit Managers
Capture and pursuit leads who need predictable cycles and clean handoffs at every stage.
Principals & Partners
Firm leaders accountable for win rate, capacity, and the operational cost of fire drills.
One thing to know before we talk
The ProposalOps System™ works when someone at your firm owns the proposal process day to day — a proposal manager, a coordinator, or a seller-doer who runs pursuits. We're installing a system for that person to run.
If nobody at your firm owns proposals right now, a system isn't your first problem. Tell us that on the call and we'll point you somewhere more useful.
Common Symptoms
Sound Familiar?
These aren't isolated deadline problems. They're symptoms of an operating model that can't keep up.
Drafting without full inputs
Starting a response before the go/no-go details, win themes, or required content are in hand.
Hours spent hunting for content
Resumes, project sheets, and boilerplate scattered across drives with no naming convention or tags.
Final-week rewrite chaos
Late rewrites that undo earlier work and push the team into nights and weekends.
Late reviews causing rework
Reviews land too late to act on, forcing compliance gaps and quality issues to surface at the end.
Compliance gaps found late
Missing requirements discovered in the final 48 hours instead of caught early in the cycle.
Technical staff pulled in last-minute
SMEs dragged in at the eleventh hour with no clear ask, producing unusable content.
The Process
30-Day ProposalOps Accelerator™
Done-for-you implementation. Your team provides access, representative content, and scheduled review time. We handle the mapping, build, configuration, testing, documentation, and onboarding.
Map
Audit current workflows, content libraries, tools, handoffs, review cycles, and operational pain points.
- Current-state process map
- Bottleneck identification
- Opportunity map
Build
Construct the ProposalOps infrastructure.
- Workflow structure & stage gates
- Content architecture & naming conventions
- Templates & AI assistant foundation
Integrate
Connect the system to existing tools and train/configure the AI environment around the firm's voice, projects, standards, and requirements.
- Tool integration
- AI configuration & tuning
- Standards alignment
Refine & Deploy
Test the system, refine workflows, perform QA, onboard the team, and confirm the operating model works before handoff.
- QA & refinement
- Team onboarding
- Confirmed operating model
Adopt
Weekly cadence while your team runs real pursuits through the system. Working sessions, live-pursuit check-ins, and adjustments as issues surface under actual deadlines.
- Weekly working sessions
- Live-pursuit support
- Refinement based on real use
Care
A proposal system doesn’t fail all at once — it goes stale. Care keeps it current as projects finish, people move, and pursuits change.
- Content added, cleaned, and tagged
- ProposalOps Assistant kept accurate and on-voice
- Workflow and template updates as your team changes
Beginning to End
Included With Every Implementation
Substantial implementation components — not a marketing "bonus stack."
ProposalOps Kickoff Workshop
Adoption doesn’t happen at handoff. It happens in week one, when your team finds out what’s changing and why.
A two-hour working session — not a presentation — with everyone who touches a proposal, including at least one principal. We cover:
- Why your firm is doing this, in your leadership’s words
- Your current process, and where it actually breaks
- The five ProposalOps stages, and who owns each one
- Your named system owner, and the acceptance criteria we’ll test in Week 4
We also answer the question nobody asks out loud: no, this isn’t here to replace anyone.
Format: two hours, remote, up to 12 people. On-site quoted separately.
AI-Enhanced Content Library Buildout
We build your library from the content that actually wins work — not from everything your firm has ever written.
Included: up to 150 documents. Resumes, project sheets, boilerplate, and narratives, organized, cleaned, tagged, and made AI-ready. We choose them with you in Week 1, based on the pursuits you’re actually going after.
For most firms, that covers the large majority of what gets reused. Need more? Additional content is added in blocks of 50, quoted before we start.
What’s not included: writing content that doesn’t exist yet. If a project description is missing or a resume is five years old, we’ll show you what’s missing and who needs to supply it.
Installation Guarantee
Installation Guarantee
Your ProposalOps System is complete when it passes acceptance testing — not when it looks finished in a presentation.
In Week 1, we agree in writing on what “working” means for your firm. Typically: the workflow stages are live with named owners, the agreed content set is tagged and searchable, the ProposalOps Assistant produces accurate drafts from your library, and your team is onboarded.
We test against that list in Week 4. If any item doesn’t pass, we keep working on that item at no additional cost until it does.
What we need from you: system access, one named system owner, representative content, and scheduled review time. The guarantee depends on those being in place.
AEC
Industry Focus
30 Days
To Full Implementation
What it Involves
Investment
Full ProposalOps System™ implementation
$45,000–$70,000
Final pricing depends on
- Number of pursuit types you bid
- Content library size and condition
- Offices or divisions included
- Tool environment and integrations
Then ProposalOps Care™, from $1,500 per month, beginning day 120.
Care is part of your implementation agreement, so there’s no second decision to make later. Billing begins the day adoption ends.
See what Care covers →Limited to 3–4 onboarding slots per month.
ProposalOps Diagnostic
$497
Find the highest-impact breakdowns slowing down your proposal operation in one focused 90-minute working session. You’ll receive a workflow evaluation, content library audit, AI readiness assessment, review-cycle analysis, and prioritized modernization roadmap.
Your $497 investment will be credited toward a full ProposalOps System™ implementation if you proceed within 30 days, under the applicable offer terms.
FAQ
ProposalOps System™ — Frequently Asked Questions
- Is this software or a consulting system?
- It's a consulting system. The ProposalOps System™ is a done-for-you implementation that organizes your workflow, content, and AI tooling. We work inside the tools you already use rather than selling you another platform.
- What if our content library is a mess?
- That's common, and it's what the AI-Enhanced Content Library Buildout is for. In Week 1 we choose up to 150 documents together — the content tied to the pursuits you're actually going after — and we organize, clean, and tag those so the library becomes AI-ready and useful. We don't try to fix everything at once, and we don't write content that doesn't exist. If something important is missing or badly out of date, we'll show you what it is and who needs to supply it. Additional content is added in blocks of 50, quoted before we start.
- How do you drive team adoption?
- Adoption is built in from day one through the ProposalOps Kickoff Workshop and clear stage ownership. We design the system around how your team actually works, onboard everyone before handoff, and confirm the operating model functions before we step away.
- What happens if we have active pursuits during implementation?
- Implementation continues through active pursuits. We build around your live deadlines and integrate in stages, so your team never has to stop producing proposals. Scheduled sessions stay on the calendar we set in Week 1.
- How do you handle confidentiality and security?
- We work within your firm's existing permissions and access controls, configure AI around your standards, and treat all pursuit and client information as confidential. We can align with your security requirements during the Map phase.
- Does this replace proposal staff?
- No. It reduces repetitive work and improves the operating environment so proposal professionals can spend more time on judgment, positioning, and quality.
- What tools do we need?
- We begin with the tools you already use. The system is designed around your current environment, including Microsoft 365, SharePoint, Teams, and related platforms where appropriate.
- Can this work with our current systems?
- Yes. The system is built to integrate with your existing tool environment rather than replace it. Week 3 (Integrate) is dedicated to connecting the ProposalOps infrastructure to the tools your team already uses.
- What does implementation require from our team?
- Four things: access to key stakeholders and your existing systems, representative content, scheduled review time, and one named system owner — the person who will run the workflow day to day after we hand off. That last one matters most. We handle the build, documentation, configuration, testing, and onboarding. But a system with no owner goes quiet within a quarter, so we'll ask you to name that person in Week 1.
- What happens after implementation?
- Installation ends at day 30, but adoption doesn't. Most firms don't run a real pursuit through a new system for another month or two. So days 31 through 120 run at a weekly cadence — working sessions, live-pursuit check-ins, and adjustments as your team hits real deadlines with the system in place. That's included in every implementation. At day 120 you move into monthly ProposalOps Care™: content added and tagged, the Assistant tuned, the library kept current, and workflow updates as your firm changes. Care is part of your implementation agreement, so there's no second decision to make later — billing begins the day adoption ends.
ProposalOps System™
End the Fire Drills. The system is designed to cut proposal turnaround by 30–50%.
Install the ProposalOps System™ in 30 days — done-for-you modernization of workflow, content, and AI for AEC proposal teams.
- 30-day implementation
- Done-for-you implementation
- Continues through active pursuits