Precise Software is a federal IT contractor delivering software development, DevSecOps, and IT infrastructure modernization services to government agencies. As the company prepared to compete in the full and open market, the growth of the organization was creating an increasingly difficult knowledge management problem. With approximately 35 live proposals submitted last year and a similar volume of RFIs in flight at any given time, the old way of doing things wasn't going to scale.

‍

The challenge wasn't a lack of expertise. It was that critical institutional knowledge lived almost exclusively in the heads of a handful of senior leaders. Proposal managers knew their own past work, but lacked visibility into the full breadth of the company's capabilities, past performance, and delivery experience. The only people with a comprehensive view were the Chief Growth Officer, CEO, a few senior architects, and the BD Manager, which meant these leaders had to be deeply involved in even the earliest stages of every opportunity.

‍

"The people who knew the full picture were very senior. We were making all those connections in our heads, going through the files of our brain to figure out which past performance applied to which proposal. Sometimes those connections were right, sometimes they were wrong, sometimes we were missing things. There was a lot of coordination just to tell our proposal managers where to look."

‍

This bottleneck was compounding. Every new proposal required senior leader involvement from day one. New team members couldn't ramp up effectively because they didn't have access to the institutional knowledge that made the difference between a competitive response and a generic one. And with leadership bandwidth already stretched thin, the company was forced to make difficult tradeoffs about which opportunities to pursue.

Build vs. Buy

Precise Software had the technical capability to build an internal solution. They had already developed a basic question-and-answer tool that could point users to relevant content. But as they evaluated the path forward, the calculus became clear: building and maintaining a proposal-specific AI platform would pull their best engineers away from their core mission.

‍

"We only have so many people with solutioning capability. We want those people focused on the products and solutions we're selling to the government, not on enabling what we're doing internally."

‍

Beyond resource allocation, there was a strategic consideration: an internal team would only ever see their own processes. A purpose-built vendor would bring insights from across the industry, staying ahead of new models and capabilities, and understanding how the best proposal teams operate.

‍

"No one on the inside is going to understand what other companies are doing, see the trends, and figure out how new technology is going to help the proposal domain. We wanted a team that sees the whole landscape."

‍

Flexibility Over Rigidity

When evaluating external vendors, what differentiated GovEagle was flexibility. Other solutions required extensive upfront configuration: rigid tagging structures, predefined schemas, and metadata systems that assumed every client and every RFP followed the same patterns. That approach might work for contractors with a single, predictable client, but Precise Software works across agencies, each with different instructions, evaluation criteria, and requirements.

‍

"A lot of the other software required you to do a lot of upfront prepping, defining vocabulary, creating schemas for organizing content. We don't have time to do that. And even if we did, we would have to do it over and over again because it would depend on what comes in. GovEagle was more flexible than that."

Senior Leaders Freed from Early-Stage Work

The most immediate impact was reducing the burden on senior leadership. Previously Lisa, her senior BD team, and architects had to drive early-stage proposal research, finding relevant past performance and making capability connections, now proposal managers can do this work independently.

‍

"What GovEagle does is bring that knowledge out of our heads. Our proposal managers can now use the same thought process we would have used to find content that makes sense for a response. We went from being really actively engaged in where to pull things from to not needing to be as involved."

‍

Dramatic Time Savings

In a recent example, a new proposal manager used GovEagle to develop, review, edit, and finalize a complex 15-page RFI response in just seven hours. The RFI covered a technical area that wasn't among Precise Software's core competitive strengths, which meant only a handful of senior people in the organization could have pulled together the necessary past performance and technical content. Without GovEagle, Creason estimates a senior architect would have needed two to three times as long, and that assumes a senior resource was even available.

‍

"At minimum, we're saving half the time. And I think that's truly minimum. The way we're using GovEagle has become so streamlined that the results are consistently saving that much time. Multiply that by 70 proposals and RFIs a year, and it adds up."

‍

New Team Members Contributing Faster

GovEagle has also accelerated how quickly new hires become productive. Team members who previously would have needed months to build up institutional knowledge can now find relevant past performance and company capabilities on their own, using GovEagle as a guide to the organization's collective experience.

‍

Maintained Quality with Growing Volume

One concern going in was whether response quality might deteriorate with the team relying on AI. The results have put that concern to rest. Since adopting GovEagle, Precise Software has won a recompete and a follow-on contract. Of the 12 RFIs submitted using the platform, at least two have already resulted in callbacks, including one that opened up a new agency relationship. Several others are still pending decisions.

‍

"I don't think quality has gone down. There's always the adjustment to make sure we're not relying too much on the output and that we're doing our due diligence with edits and win themes. But that's just a normal adjustment."

‍

What stands out about Precise Software's experience is how quickly the team integrated GovEagle into their daily workflow. The platform's flexibility, meeting users where they work rather than requiring them to adapt to a rigid system, meant adoption happened naturally.

‍

The value extends beyond just drafting. GovEagle has become the first stop for proposal research, helping team members find relevant past performance and make connections across the company's delivery portfolio before they ever start writing.

‍

For Precise Software Solutions, GovEagle delivered measurable results: proposal development time cut by at least 50%, new team members contributing independently within days, and senior leaders freed to focus on strategy rather than research. The company has maintained its win rate while handling a growing volume of opportunities.

‍

But the intangible value may be even greater. GovEagle has effectively democratized institutional knowledge, transforming what was once trapped in the heads of a few senior leaders into an accessible resource for the entire proposal team. For a growing contractor competing against larger firms with deeper benches, that's a strategic advantage that compounds over time.

‍