TRUSS TENDER AEC PROPOSAL MANAGEMENT FIRM
🏆 CONTRACT AWARDED — Top 3 Selected
K-12 Public School Continuing Services
Continuing Contract for Construction Management Services
Continuing service contract for public school system
Government – Public school system
Construction Management
70+ Pages
Proposal Management, Technical Writing,Design & Compliance
The Challenge
Qualifications-Based. Competition-Ready. Built to Win.
When Orange County Public Schools released RFQ 2511CM—a competitive Request for Qualifications for a 5-year Continuing Contract for Construction Management Services—the stakes couldn’t have been higher. With projects valued up to $7.5M each and multiple firms to be selected, this represented a significant opportunity in the K-12 construction space.
Our client, a small but experienced construction management firm, faced a daunting challenge: competing against industry giants with deeper pockets and bigger brand recognition. They had the experience—235+ combined years across their 17-person team. They had successful relationships with major clients like Universal Orlando Resort and Bethune-Cookman University. What they needed was the right partner to tell their story.
The RFQ demanded perfection:
•100 points possible across multiple evaluation categories
•8 tabs of required documentation
•10+ exhibits to compile and submit
•63 pages of meticulously crafted content
Every detail would be scrutinized. There was no room for error.
Proposal Overview
"We didn't just respond to an RFP. We told our story." — The Team
When Orange County Public Schools released a major Request for Qualifications for construction management services, a small but capable firm turned to Truss Tender for help. What followed was an intensive collaboration that transformed their expertise into a winning proposal—proving that with the right strategy and storytelling, size doesn’t determine success.
The Opportunity
High stakes. Fierce competition.
Orange County Public Schools released RFQ 2511CM, a significant opportunity that attracted attention from construction management firms across the region.
Key Dates:
- Posting Date: February 21, 2025
- Pre-Solicitation Meeting: February 27, 2025 at 10:30 AM EST
- Question Deadline: February 28, 2025 at 2:00 PM EST
- RFQ Due Date: March 25, 2025 at 2:00 PM EST
The opportunity represented significant potential revenue over five years, with individual projects ranging up to $7.5 million. With multiple firms to be selected, there was real opportunity for qualified firms. But the competition was fierce, with both established industry giants and hungry smaller firms vying for a spot on the contract.
What We Delivered
A Qualifications Package That Outperformed the Competition
Winning a qualifications-based selection requires more than checking boxes — it requires a compelling narrative backed by proof. We developed each section to demonstrate not just experience but readiness, positioning the client as a firm that could deliver immediately and consistently across a multi-year contract.
| Requirement | Description | Status |
|---|---|---|
| Letter of Interest | Executed letter expressing intent to compete | ✅ Compliant |
| Firm Qualifications | Company background, certifications, and capacity | ✅ Compliant |
| Organizational Chart | Team structure and reporting relationships | ✅ Compliant |
| Key Personnel Resumes | Qualifications and experience of project team | ✅ Compliant |
| Relevant Project Experience | Past performance on similar K-12 projects | ✅ Compliant |
| References | Client contacts for verification | ✅ Compliant |
| Project Approach | Management methodology and delivery process | ✅ Compliant |
| Required Forms | Certifications, insurance, and compliance documents | ✅ Compliant |
| MBE/WBE Documentation | Minority/Women-owned business participation (if applicable) | ✅ Compliant |
The Stakes
Every Detail Scrutinized
The proposal resulted in a contract award, placing our client among the top three firms selected for Orange County Public Schools’ continuing construction management services contract. This five-year agreement — with renewal options and project values up to $7.5 million — was awarded without a shortlist or interview phase. The submission outperformed large-scale construction management firms competing for the same opportunity.
| Opportunity Highlights | |
|---|---|
| RFQ Type | Major Public Sector RFQ |
| Sector | K-12 Construction Management |
| Contract Duration | 5-Year Contract |
| Selection Process | Multiple firms to be selected |
| Project Values | Up to $7.5M each |
Key Dates:
- Posting Date: February 21, 2025
- Pre-Solicitation Meeting: February 27, 2025 at 10:30 AM EST
- Question Deadline: February 28, 2025 at 2:00 PM EST
- RFQ Due Date: March 25, 2025 at 2:00 PM EST
The opportunity represented significant potential revenue over five years, with individual projects ranging up to $7.5 million. With multiple firms to be selected, there was real opportunity for qualified firms—but the competition was fierce, with both established industry giants and hungry smaller firms vying for a spot on the contract.
Our Approach
Our job:
help a small firm compete and WIN against the biggest names in the industry.
Range wins. We made sure they showed it.
One of the most critical decisions in any proposal is which projects to feature. For this RFQ, we faced a strategic choice: how do we best demonstrate our client’s capabilities?
The Challenge:
| Small Firm (The Client) | vs. | Industry Giants |
|---|---|---|
| Limited marketing resources | Dedicated proposal teams | |
| Growing brand | Established reputation | |
| Personalized approach | Scalable systems | |
| Hungry to prove themselves | Expected to win |
Our Strategic Focus:
Position to Compete – Frame the client’s size as a strength, not a weakness
Showcase Strengths – Highlight their unique capabilities and track record
Craft the Story – Transform data and experience into a compelling narrative
The team roster demonstrated depth across every critical function:
- Chairman/CEO
- 2 Project Executives
- 1 Preconstruction Manager
- 2 Project Engineers
- 1 Project Scheduler
- 2 Project Managers
- 3 Superintendents
- 1 Assistant Superintendent
- 1 Estimator
- 2 Project Coordinators
- 1 Project Accountant
Total: 17 full-time professionals ready to deliver.
The Collaboration
No silos. No assumptions. Every voice contributed to the final product.
Winning proposals don’t happen in isolation. We structured the engagement to bring together the best of both teams, ensuring that deep subject matter expertise was married to strategic proposal development.
Our Team Contributed:
- Proposal strategy and win theme development
- Professional writing and content development
- Visual design and document formatting
- Compliance review and quality assurance
Their Team Contributed:
- Owner vision and strategic direction
- Project Managers with hands-on experience
- Superintendents with field knowledge
- Subject Matter Experts across all disciplines
The Strategic Balance
Selecting projects was strategic, not a checklist.
Range wins. We made sure they showed it.
One of the most critical decisions in any proposal is which projects to feature. For this RFQ, we faced a strategic choice: how do we best
| Approach | Risk |
|---|---|
| ❌ Too many BIG projects | Looks like cherry-picking; may seem unable to handle smaller work |
| ❌ Too many SMALL projects | Looks like limited capacity; may not seem ready for $7.5M projects |
| ✅ Sweet Spot | Portfolio with VERSATILITY proving capability at any scale |
Our Solution:
We found the sweet spot—a carefully curated selection of successful related experience ranging from $100K to $30M that proved both versatility and depth.
Our Solution:
We found the sweet spot—a carefully curated selection of successful related experience ranging from $100K to $30M that proved both versatility and depth.
We featured projects from two current continuing service contracts:
Bethune-Cookman University (Current Contract):
- Demonstrated educational sector experience
- Showed ability to work within academic environments
- Proved track record with institutional clients
Universal Orlando Resort (Current Contract):
- Demonstrated commercial/entertainment sector experience
- Showed ability to handle complex, high-profile projects
- Proved versatility across project types
By showcasing this range, we demonstrated that our client wasn’t a one-trick pony. They could handle the full spectrum of projects that Orange County Public Schools might need—from smaller renovations to major new construction.
Curating Experience
The highest weight category. We had to get it right.
The goal: prove they could deliver at any scale.
Successful Related Experience carried the highest point value in the evaluation: 35 points. This single category could make or break the entire proposal.
Our Process:
| Step | Action |
|---|---|
| 📋 Reviewed ALL | Comprehensive audit of every client project |
| 📑 Selected 10 | Curated projects that told the right story |
| ✅ Highlighted Success | Emphasized successful outcomes and client satisfaction |
| 🏗️ Showed Range | Featured projects from $15,000 to $6,000,000 |
We worked closely with the client to select 10 projects that demonstrated:
- Versatility across project types and sizes
- Success with documented positive outcomes
- Relevance to K-12 and educational environments
- Range proving capability from small to large
Featured Current Continuing Service Contract Experience:
Universal Orlando:
- Epic 962 – 2024
- WA#11 South Campus Stormwater Repairs – 2023
- WA#10 Destination Parkway Shoppes – 2022
- WA#9 Maintenance for Shingle Creek – 2021
- WA#7 N.Campus Staging- Parking Lot – 2020
- Water Chiller Plant 942i – 2019
- WA#5 Stormwater – 2018
Bethune-Cookman University:
- WA#02 Lee Rhyant Residential Life Center – 2023
- WA#14 Gale L. Lemerand Nursing Bldg. – 2023
- WA#26 Registrar and Bursar Complex – 2023
- WA#28 Dr. Ann Taylor Green Faculty Dev. Car. – 2023
- WA#29 White Hall – Heyn Memorial Chapel – 2023
Project Value Range: $15,000 → $6,000,000
Proving Versatility for this specific proposal
The expertise showcased included: electrical, HVAC, mechanical, plumbing, stormwater, new builds, renovations, parking lots, and pavements. This comprehensive range directly aligned with the types of projects Orange County Public Schools would need from their continuing services contractors.
Showcasing the Team
The committee wanted to know: Who will do the work?
The people became their proof.
This category was worth 20 points. The evaluation committee wasn’t just buying a company—they were investing in the people who would actually perform the work. We made sure their team’s experience and qualifications were clearly documented and compellingly presented.
Total Combined Experience: 235+ Years
Each resume was crafted to highlight:
- Relevant education and certifications
- Years of industry experience
- Specific project involvement
- Demonstrated expertise in key areas
The organizational chart clearly showed reporting relationships and demonstrated that our client had sufficient depth to handle multiple simultaneous projects—a critical consideration for a continuing services contract.
We Helped Our Client:
| Deliverable | Purpose |
|---|---|
| 📊 Clear Organization Chart | Show structure, accountability, and depth |
| 📄 Compelling Resumes | Document qualifications for key personnel |
| 🏆 Years of Experience | Highlight institutional knowledge |
| 🔗 Project Involvement | Connect people to successful outcomes |
Leadership Team Featured:
| Role | Experience |
|---|---|
| Chairman/CEO | 45 Years |
| Project Executive | 39 Years |
| Project Executive | 35 Years |
| Project Manager | 34 Years |
| Superintendent | 34 Years |
| Superintendent | 8 Years |
| Superintendent | 8 Years |
| Project Coordinator | 24 Years |
Total Combined Experience: 235+ Years
Each resume was crafted to highlight:
- Relevant education and certifications
- Years of industry experience
- Specific project involvement
- Demonstrated expertise in key areas
The organizational chart clearly showed reporting relationships and demonstrated that our client had sufficient depth to handle multiple simultaneous projects—a critical consideration for a continuing services contract.
Proving Financial Strength
Small firm. Proven financial stability.
Financial capability was worth 15 points. For a small firm competing against industry giants, this section required careful attention. We couldn’t leave anything on the table—and we needed to proactively address any concerns evaluators might have about a smaller firm’s capacity.
What We Documented:
| Requirement | Our Client’s Position |
|---|---|
| 💼 Bonding Capacity | Up to $7.5M single / $75M aggregate |
| 📊 Financial Statements | Audited by independent CPA |
| ⚖️ Litigation History | Clean record |
| 🏗️ Insurance & Safety | Comprehensive documentation |
Bonding Details:
Our client’s bonding capacity was provided by one of the world’s most conservative sureties, rated A+ XV by A.M. Best’s Key Rating Guide (“Superior”). This “A+” rating indicated:
- Strong financial stability
- Ability to support projects up to $50 million single
- Aggregate program capacity of $75 million in total contracts outstanding
The surety letter specifically referenced RFQ 2511CM, demonstrating that our client had proactively secured capacity for this specific opportunity.
The Message:
A smaller firm doesn’t mean financial risk. Our client demonstrated the financial stability, bonding capacity, and clean track record that Orange County Public Schools needed to feel confident in their selection.
Documenting MWBE Participation
10/10 Points earned.
Clear documentation. Full points earned.
MWBE (Minority/Women Business Enterprise) participation goals are increasingly important in public sector contracting. For this RFQ, we helped our client document participation that didn’t just meet goals—it dramatically exceeded them.
Performance vs. Goals:
| Category | OCPS Goal | Client Documented |
|---|---|---|
| MWBE (Minority/Women Business Enterprise) | 23% | 44%+ |
| LDB (Local Developing Business) | 10% | 44%+ |
| VBE (Veteran Business Enterprise) | 3% | 44%+ |
What We Helped Showcase:
| Achievement | Impact |
|---|---|
| 💰 $2M+ Documented | MWBE spend across recent projects |
| 🤝 10+ Certified Partners | Established relationships with diverse firms |
| 🚀 3 Firms Launched | Mentored businesses into the marketplace |
Our client’s commitment to diversity wasn’t just talk—it was backed by documented spend, established partnerships, and a genuine track record of helping smaller and diverse firms grow.
The proposal narrative emphasized:
- Understanding the importance of assisting small and developing businesses
- Strong commitment to community involvement
- Active work to identify firms completing certification processes
- Daily dedication to mentoring companies and individuals
This wasn’t a box-checking exercise. It was a genuine commitment that earned full points.
The Grind
Every tab reviewed. Every exhibit checked. Every word intentional.
Excellence is in the details.
Behind every winning proposal is the work that doesn’t make the highlight reel. This project demanded:
| Element | Commitment |
|---|---|
| 🌙 Late Nights | Working until every section was right |
| ✏️ Revisions | Multiple rounds of refinement |
| 🤝 Collaboration | Constant communication across teams |
| ⭐ Perfection | Zero tolerance for errors |
Sample Deliverables Created:
Project Experience Sheets:
Each featured project received a detailed write-up including:
- Firm’s responsibility and scope
- Project owner representative and contact info
- Address and location details
- Original and actual completion dates
- Square footage
- Original and final contract amounts
- Staff responsibility descriptions
- Key professionals involved
MWBE Participation Tables:
Detailed documentation including:
- MWBE firm names and certifications
- Description of proposed services
- Contract values
- Amounts spent with each firm
- Planned percentage of dollars
Safety Management Program:
A comprehensive safety narrative covering:
- Proactive risk mitigation approach
- Pre-planning and tailored protocols
- Vigilant monitoring and reporting
- Data-driven evaluations
- Zero litigation claims record
- Comprehensive training programs
- Robust accountability systems
- Progressive discipline approach
The Standard:
Every single page was reviewed for:
- Accuracy of information
- Compliance with RFQ requirements
- Consistency in formatting
- Clarity of communication
- Compelling presentation
This attention to detail isn’t glamorous, but it’s what separates winning proposals from also-rans.
We Won
A small firm. A BIG victory.
After weeks of intensive collaboration, strategic planning, and meticulous execution, the results came in:
Our client was selected for the Orange County Public Schools Continuing Contract for Construction Management Services.
This victory represented more than just another contract win. It proved that:
- Small firms CAN compete against industry giants
- Strategy matters as much as size
- Storytelling transforms capabilities into compelling narratives
- Collaboration creates results neither team could achieve alone
The Winning Formula:
| Element | Contribution |
|---|---|
| ❤️ Passion | Genuine commitment to the work and the client’s success |
| 📅 Preparation | Thorough understanding of requirements and strategic positioning |
| 👥 Teamwork | Seamless collaboration between Truss Tender and client teams |
| 🏆 SUCCESS | Selection for a 5-year, $7.5M/project continuing contract |
Passion + Preparation + Teamwork = SUCCESS
Project Summary
| Metric | Detail |
|---|---|
| Client | Small Construction Management Firm |
| Opportunity | Orange County Public Schools RFQ 2511CM |
| Contract Type | Continuing Contract for Construction Management Services |
| Duration | 5 Years |
| Project Values | Up to $7.5M per project |
| Competition | Industry giants with larger resources |
| Proposal Scope | 63 pages, 8 tabs, 10+ exhibits |
| Truss Tender Services | Proposal Management, Technical Writing & Compliance |
| Key Categories | Experience (35 pts), Team (20 pts), Financial (15 pts), MWBE (10 pts) |
| Outcome | WIN ✓ |
Key Takeaways
What Made This Proposal Successful:
Strategic Storytelling – We didn’t just fill out forms; we crafted a narrative that showcased the client’s unique value proposition
Curated Experience – Rather than listing every project, we strategically selected those that proved versatility and relevance
Collaborative Process – Deep integration between Truss Tender and client teams ensured authenticity and accuracy
Meticulous Compliance – Every requirement was tracked, every exhibit was verified, every deadline was met
Professional Presentation – The final product competed visually and substantively with proposals from much larger firms
Points Maximization – Understanding the scoring system allowed us to focus effort where it mattered most
Ready to Win Your Next Proposal?
At Truss Tender, we don't just help you respond to RFPs—we help you tell your story and win contracts.
Whether you’re:
•A small firm competing against industry giants
•An established company looking to elevate your proposals
•A growing business entering new markets
•A team stretched thin by opportunity
We bring the strategy, writing expertise, and attention to detail needed to stand out.
Your project details remain confidential. We never share client information without permission.
Professional proposal writing,design & RFP management for AEC firms.
Services
- Proposal Writing
- Design & Layout
- RFP Management