RFP Writer

At the company, we believe in the power of presence. Our mission is to create phone-free spaces that deepen human connection and elevate shared experiences. We partner with artists, educators, and visionaries to design environments that put people, not devices, at the center.

The company’s business segments span numerous industries, primarily across education and live events. The company supports schools through cell phone-free programs. Our education programs facilitate the successful implementation of phone-free school environments by providing administrators and teachers with education, training, and development resources, along with all necessary equipment. In addition, the company supports top artists in music and comedy by creating phone-free shows, allowing performers and audience members to enjoy live performances without the distraction of phones.

POSITION SUMMARY

The company is building a dedicated RFP Team, and its success depends on an experienced team of motivated and highly skilled RFP Writers.

As a member of the RFP Team, you will write the company's end-to-end responses to district, state, and cooperative solicitations, including but not limited to customized and compelling cover letters, executive summaries, program descriptions, technical approach, implementation and training narratives, references, and the district-specific case for why the the company Program is the best aligned support in response to the RFP.

You will own the compliance crosswalk that keeps every submission responsive and ensure consistency across the entire package, including forms, narrative, attachments, and pricing. You will maintain the response content library and coordinate between the RFP Manager and other department contacts to ensure each response includes the most relevant aligned content to support the win rate and drive partnerships.

KEY RESPONSIBILITIES

Solicitation Analysis and Response Development

• Review and analyze each solicitation to build a complete requirement inventory: scope of services, proposal instructions, mandatory forms and certifications, page limits, tab structure, formatting specifications, submission instructions, and the evaluation criteria with their evaluation and scoring criteria.

• Build the response outline directly from the evaluation criteria, and weight each section based on the percentage of points it carries.

• Distinguish the district's requirements from the standard template language through research and past partnership data if applicable.

• Identify compliance risks before drafting begins, including licensure requirements, insurance or bonding thresholds, registrations, and certifications that must be obtained from a third party within the response window.

• Monitor and acknowledge all addenda through the submission deadline, and apply each change as necessary.

Proposal Writing and District-Specific Positioning

• Draft complete submissions including customized cover letters, executive summaries, program descriptions, technical approach, implementation and training plans, staffing and support narratives, and references.

• Create written language from the company's position as an established national provider with a decade of operating history, more than three million students served, and existing recognition among district evaluators.

• Tailor each response to the district's size, policy status, and stated need.

*A forty-thousand-student district with a phone policy already in force requires a different case than a nine-hundred-student rural district writing its first policy under a new state mandate. Enrollment, bell schedule, board policy status, and prior implementation history all shape the response.

• Write for scoring: answer each requirement where it is asked, use the evaluator's terminology, and lead each section with a direct answer so evaluators are not searching for required information.

• Work from the approved content library, and recognize which sections must be written new rather than assembled from existing material.

• Collaborate with subject matter experts across Sales, Implementation, Finance, and Legal to gather accurate technical, operational, and pricing inputs, and follow up until each response is complete.

Compliance, Forms, and Attachments

• Build and maintain the compliance crosswalk, mapping every requirement to its location in the response and the person responsible for it.

• Complete all required forms accurately, including vendor disclosures, conflict-of-interest questionnaires, debarment and non-collusion certifications, state and district vendor registrations, and addenda acknowledgments.

• Ensure consistency across the full submission. Legal entity name, address, tax identification, patent numbers, insurance limits, warranty terms, and pricing must match exactly across the forms, the narrative, the attachments, and the pricing workbook.

• Prevent administrative and technical disqualification through maintaining project management for each response to avoid critical errors such as late delivery, wrong format, missing signature, unacknowledged addendum, exceeded page limit, etc.

Content Library Management

• Maintain the library of approved content: what is current, what has been retired, and what has been approved and by whom.

• Update facts at the source when they change, so the correction carries into every future submission.

• Maintain the approved-claims standard covering what the company states, how outcomes are attributed, how research is cited, and which funding sources apply to this product category.

• Serve as second reader as part of the RFP Team peer review editorial process.

Production, Submission, and Post-Award Review

• Assemble signature pages, vendor disclosures, insurance certificates, addenda acknowledgments, pricing workbooks, and required attachments in the order and format specified.

• Produce the final document in exact accordance with the submission instructions and confirm upload or delivery.

• Support portal submissions across all industry standard procurement portals.

• Request and log scoring sheets and debrief notes after each award decision, track win rate, record where points were gained and lost and apply those findings to the content library and future responses.

QUALIFICATIONS

PROPOSAL WRITING EXPERIENCE

Three or more years of proposal, grant, or technical writing in a public procurement environment, responding to solicitations issued by school districts, state agencies, municipalities, or purchasing cooperatives. You are familiar with the range of instruments used in public buying RFPs, RFQs, invitations to bid, and cooperative solicitations and you understand that each one places different limits on what a writer can do.

You understand responsiveness as a procurement requirement rather than a writing standard. Your approach to responses is compliance driven and customization to increase win rates and engage review teams. Your responses are built so that a reader can locate the required information quickly, match it to the requirement, and assign a score without having to interpret.

You are comfortable writing content that will be reviewed and critiqued.

Track Record

A proven track record of high-volume responses, win rate data, compliance and practices that align with an experienced RFP Writer’s career. We are looking for someone who tracks the outcome of their own work, reviews the scoring sheets, and can explain the reason for a loss.

Independent end-to-end submission experience

You have managed a full submission or a single section, from initial solicitation review through upload confirmation, including every compliance component that comes with it: certificates of insurance, notarized affidavits, sequenced filings, debarment and non-collusion certifications, addenda acknowledgments, and pricing workbooks. You work backward from the submission deadline to build the production schedule.

ALSO REQUIRED

• Experience maintaining and building a content library, including version control on reusable content and a practice of reviewing assembled documents in full before submission.

• Advanced proficiency in Microsoft Word, including styles, section breaks, cross-references, and table formatting that holds up through PDF conversion.

• Strong attention to detail and the ability to manage competing deadlines without loss of accuracy.

• Bachelor's degree or equivalent professional experience.

PREFERRED

• K–12 experience, including writing for a school board audience and a purchasing agent within the same document.

• International experience

• Working knowledge of federal and state education funding: Title IV-A, Title I, Title II-A, and state safety and formula programs.

• Experience with pricing workbooks, including unit pricing tables, extended totals, and discount structures.

• Experience writing in an organization's voice and synthesizing brand language into aligned narratives to specific districts.

• Salesforce experience.

LOCATION

• While this is a remote position, we are prioritizing candidates located in the Eastern Time Zone due to the Hiring Manager's location and the need for close collaboration with our international team.

The company BENEFITS

• 100% paid medical coverage plan option for employees and access to 15+ plan types, including PPO, HMO and HDHP

• Dental and vision and ancillary benefits such as short-term disability, long-term disability and life insurance

• Generous PTO for rest and recharge throughout the year

• 12 weeks of paid parental leave

• 1 week paid holiday break at the end of December, for a company-wide closure + 11 additional nationally recognized holidays

• 401(k) offering

• Tech tool preference, including choice of PC or Mac.

• Hybrid employees receive catered lunch twice a week.

The company is an equal opportunity employer and does not discriminate in its hiring of employees based on race, religion, gender, or sexual orientation.