Every consultant writes their own proposals, drafting from one AI knowledge hub instead of a scattered SharePoint drive.
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Unstructured files became a searchable knowledge base without manual tagging.
The AI wrote summaries for past projects that had never been documented.
Multiple government projects won with proposals written in the platform.
For Kearns & West, government and public-sector RFPs drive new work across energy, water, transportation and offshore wind projects. The firm has no proposal team, so its consultants write every proposal themselves, often starting from scratch. With Inventive AI as its RFP software, the firm turned two terabytes of scattered files into a knowledge base any consultant can draft from. This case study is based on conversations with Kyle Vint, VP, Jason Gershowitz, Principal, and Samantha Levy, Senior Director, Digital Engagement at Kearns & West.
Kearns & West is a consultancy specializing in facilitation, mediation and strategic communications. It works on critical infrastructure projects across energy, water, transportation and offshore wind, with offices from California to Washington, DC.
Kearns & West identifies up to 100 viable proposals in peak months. Without a dedicated proposal team, consultants across multiple offices and time zones carry all of the writing.
Past performance data was the weak spot. More than two terabytes of files sat on an unorganized SharePoint drive, so consultants kept starting from scratch. At one point the team found it was missing 360 of its 567 core project descriptions. Organizing it all by hand was eating into billable hours.
"We as a company have never once maintained documentation of the work we've done... Jason, my boss, was getting annoyed with how long it was taking for us to develop the resource library. He said, 'Just give Inventive all of it and have it write the summaries and do the tagging for you.'"
— Kyle Vint, VP, Kearns & West
Kearns & West needed proposal knowledge management any consultant could use without becoming a database administrator. Legacy platforms like Responsive were ruled out by their manual intake: uploading 200 items meant 200 hours of work, which cost more than the software itself.
With Inventive AI, the firm skipped manual data entry. Consultants batch-uploaded files and let the AI organize unstructured resumes and project records. The interface was simple enough that every consultant could start using it right away, whatever their technical background.
"The accessibility and interface of your platform is a key differentiator because we didn't want to create an inequity amongst our team in being able to use the platform."
— Jason Gershowitz, Principal, Kearns & West
Inventive AI became the firm's shared proposal engine. With the knowledge hub and a Slack bot, consultants like Senior Associate Nicole Metildi can check past performance during live client calls, such as whether the firm has worked with the FDA before.
Fast, data-informed capture decisions are central to the firm's strategy. Inventive AI’s go/no-go analysis for proposals now evaluates each RFP against the newly organized knowledge base, showing where the firm is a strong fit and where it isn't.
"This is incredibly powerful... It really clearly articulates where we hit the mark, where we might want to reconsider, or where we would want to look for a partner."
— Samantha Levy, Senior Director, Digital Engagement, Kearns & West
For Kearns & West, success meant winning new revenue without burning out its consultants. The platform has already produced winning proposals written entirely in Inventive AI.
The firm also valued how Inventive AI worked as a partner, shipping new features quickly and iterating on direct feedback from consultants.
"It can do so much and it's so helpful. We've won work because of proposals we've written with Inventive. So we're just trying to spread the Inventive gospel."
— Samantha Levy, Senior Director, Digital Engagement, Kearns & West
Inventive AI helps professional services firms respond to government RFPs with accurate, cited answers from approved content.
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