How Kearns Restaurant Group Turned an Unsolicited Proposal Into a Compliant RFP Response

The Bid Lab helped Kearns Restaurant Group transform an unsolicited bid project into a formal and compliant RFP response package– complete with multiple uncommon components.

Kearns Restaurant Group (KRGDining.com) is a seasoned property development firm based in Fort Myers, Florida, with a significant footprint in the Cape Coral area. Known for developing several restaurants nationwide, the group sought to expand its presence by pursuing a high-stakes local project with the City of Cape Coral.

In Need of a Compliant and Flexible Strategy

Kearns Restaurant Group’s initial project hadn’t begun as an RFP response. Months earlier, the firm had submitted an unsolicited Public-Private Partnership (P3) proposal to develop a waterfront restaurant in a local city park.

“We started and stopped this project multiple times over a period of months,” says Jen, Project Manager at The Bid Lab. “And then the bid landscape shifted.”

After several months of discussions, a solicitation was ultimately released for a formal Request for Proposals (RFP).

“Once the project became an RFP response, we needed to turn our submission around in less than four weeks,” explains Jen. “The challenge became how to pivot from an unsolicited bid to a structured, compliant bid response within a very limited amount of time.”

Kearns Restaurant Group knew what this restaurant project could bring to the community. They had the staff, expertise, and resources needed to deliver quality services and an unforgettable dining experience for the City.

Given their established local presence and prior work, this became a must-win project for Kearns. “So they needed to be 100% sure they could complete and submit a compliant bid that addressed all of the components of this RFP,” Jen says. “Making sure they could complete a compliant submission was absolutely their top priority.”

The good news? The Bid Lab was already on the case– and we were determined to help them make their deadline.

Pivoting to RFPs

The project was particularly dynamic, as the restaurant’s concept continued to evolve throughout the proposal process. This meant The Bid Lab’s in-house designer had to adapt and quickly include fresh visuals as needed. Visuals evolved and eventually included concept photos of outdoor seating.

Visuals weren’t the only fluid elements of this rapidly evolving bid. “The solicitation had also requested information about developing and managing a food truck park in addition to the restaurant,” says Brooke, The Bid Lab’s writer for the project. “So we had multiple discussions about how we’d approach this component.” In the end, two concepts– one with the food trucks and one without– were created for the final proposal.

Perhaps the most critical lift was the compliance review and management of multiple document submissions. The final bid required reference survey forms and 10 separate documents for a compliant portal submission. In addition, the bid also required a corporate resolution form.

“Corporate Resolution forms require that clients go through the process of obtaining a corporate seal,” Jen says. “It’s an uncommon requirement.”

In the final days, the focus shifted to finalizing the required attachments and ensuring full compliance. With The Bid Lab’s help, Kearns was able to include the finalized Corporate Resolution and all required notarized affidavits.

A Successful Partnership and Continued Growth

The Bid Lab helped Kearns manage 10 separate submission documents and deliver a complete, compliant proposal in less than four weeks. We were happy to help Kearns showcase their skills and vision for the Cape Coral restaurant.

"They were impressed with our process and the final product that they said they would reach out to The Bid Lab as soon as another opportunity came along,” says Jen.

It wasn’t long until we learned they had found that new opportunity. So, did they reach out again?

“Yes,” Jen says. “That’s exactly what they did. They’re just the kind of client you love to work with.”

Make Compliance Checks a Key Factor of Your Success With The Bid Lab

Interested in how The Bid Lab can help save your team from added stress and wasted time? We have compliance check and project management solutions that work for clients just like you. Contact us for a free consultation today! You can also give us a call at 1-844-4BIDLAB or email respond@thebidlab.com.