We are now in the period during which agencies become sharply aware that they need to deploy any remaining budget before the end of the fiscal year or risk losing that funding in the following year. During this period, Federal agencies have historically committed approximately 31% of all contracting dollars. Government contracting officers will be looking for qualified contractors to provide needed products and services.
Maintain Engagement
If you have been working all year long to promote your business, hopefully, contracting officers already know who you are and what you offer. Now is not the time to stop. Contractors who have diligently promoted their services may finally start to receive some real government job contracts. Continue to nurture relationships with your established contacts, reminding them of your company’s qualifications and capabilities. They may be looking for a company just like yours. Be wary that this is a busy time for contracting officers. Without being pushy, make it easy for them to engage you.
Focus on Specific Opportunities
It is better to engage a contracting officer about a specific upcoming forecasted opportunity if possible. Note that some previously listed opportunities may be modified. Be diligent in monitoring new and existing opportunities and be aware of what is left from the year’s forecast. Contracting officers may choose different contracting vehicles than originally listed to complete a solicitation. They may also combine solicitations.
Be Nimble and Ready
The nimble contractor will reap the rewards. Know your teaming partners’ qualifications and be ready to quickly engage new partners as needed. Contractors should have information at the ready for conversations with procurement officers who may approach them with opportunities the contractor may not have previously tracked. Being a part of a ready-made contracting community like the Government Contractors Association can make finding partners easier.
Ensure Documentation is Up-to-Date
Government contractors should make sure their NAICS codes and certifications are up-to-date both in SAM.gov and on your capability statements. Make sure to document any GSA Schedules and Broad Agency Announcements to which your company may have access. Any inconsistencies in your information may give a decision-maker pause when considering your company for a contracting opportunity. Be ready to discuss which Simplified Government Acquisition Procedures your company or team are qualified for. Contracting officers may be looking for efficient ways to make an award.
Propose Cost-Saving Improvements
Did you know that the government may not have a budget for a specific project but may allocate funds if you propose a good idea for improvement, especially if the improvement saves them money? Government Procurement agencies are often looking for ways to enhance efficiency and reduce costs. If you can demonstrate how your solution or service can achieve this, they may be willing to allocate funds to implement your idea.
How to Propose Cost-Saving Improvements
- Identify Areas for Improvement: Conduct thorough research to identify areas within a government agency where your services or products can lead to significant cost savings or efficiency improvements.
- Develop a Detailed Proposal: Create a comprehensive proposal outlining your idea. Include specifics on how it will improve current processes, the projected cost savings, and the potential return on investment.
- Highlight Previous Successes: If you have previous case studies or examples where your solutions have successfully saved costs or improved efficiency for other clients, include these in your proposal to strengthen your case.
- Engage the Right Contacts: Present your proposal to key decision-makers within the agency. This could be contracting officers, project managers, or other relevant officials.
- Be Ready to Discuss and Adjust: Be prepared to discuss your proposal in detail and make adjustments based on feedback from agency representatives. Flexibility and collaboration can increase the chances of your proposal being accepted.
Attend Networking Events and Industry Days
- Networking Events: Attend government contracting networking events, industry days, and procurement fairs. These events provide invaluable opportunities to meet contracting officers and other government representatives in person. Building relationships in these settings can lead to future contracting opportunities.
- Industry Days: Participate in industry-specific days where agencies discuss upcoming procurements. These events provide insights into what agencies are looking for and how you can align your offerings with their needs.
Leverage Technology and Innovation
- Innovative Solutions: Showcase your company’s ability to provide innovative solutions, especially those that leverage cutting-edge technology. Government agencies are increasingly looking for contractors who can offer advanced technological solutions to modernize their operations.
- Tech Demonstrations: Offer to conduct demonstrations of your technology solutions. This hands-on approach can effectively illustrate how your products or services can meet the agency’s needs and save costs.
Collaborate with Other Contractors
- Teaming Agreements: Form teaming agreements or joint ventures with other contractors. This can enhance your capability to bid on larger contracts or provide comprehensive solutions that one company alone might not be able to offer.
- Subcontracting: Consider subcontracting with larger prime contractors. This not only helps you gain experience and build a performance history but also positions you for future prime contracting opportunities.
Stay Informed About Policy Changes
- Regulatory Updates: Keep abreast of changes in government contracting regulations and policies. Understanding new rules or shifts in procurement priorities can help you stay competitive and compliant.
- Training Programs: Participate in training programs offered by the SBA, PTAC, or other organizations to stay updated on the latest procurement trends and requirements.
Optimize Your Online Presence
- Capability Statement: Ensure your capability statement is clear, concise, and up-to-date. It should highlight your unique strengths, past performance, and how you meet government needs.
- SAM.gov Profile: Maintain a comprehensive and current profile in the System for Award Management (SAM). This includes keeping your NAICS codes, certifications, and contact information updated.
- Website: Your company website should be professional, easy to navigate, and clearly state your government contracting capabilities. Include success stories, case studies, and testimonials from past clients.
Develop a Capture Management Plan
- Identify Government Contract Opportunities: Develop a capture management plan to systematically identify and pursue contracting opportunities. This involves market research, competitive analysis, and understanding the needs of target agencies.
- Proposal Strategy: Create a robust proposal strategy. This includes developing templates, assembling a proposal team, and practicing proposal writing to ensure your submissions are polished and compelling.
Utilize Government Resources
- SBA Programs: Take advantage of SBA programs designed to support small businesses, such as the 8(a) Business Development Program, HUBZone Program, and Mentor-Protégé Program.
- PTAC Services: Utilize services offered by Procurement Technical Assistance Centers (PTACs), which provide assistance with understanding government contracting, preparing proposals, and marketing to government agencies.
Sample Email: Seeking Sole Source Contracts
[POC’s First Name],
We met at this event… (or) I was referred to you by the (SBA, OSDBU, GCA, PTAC, Small Business Specialist, or etc.).
I want to introduce myself and our company to your agency.
My name is ____________ and our company name is __________________. Our company is a (SDVOSB, HUBZone, 8(a), WOSB, or any other certifications which you may have that are appropriate).
We specialize in:
- Bullet point #1 (make sure that your skills/services match with the agencies you are contacting)
- Bullet point #2
- Bullet point #3
Should you have any Simplified Acquisition needs, Micro-Purchases, or Sole Source initiatives, we can respond very quickly to support your projects.
Very Truly Yours,
Your Name
Your Title
youremail@yourcompany.com
www.YourCompany.com
(???) ???-???? Office
DUNS#: ????????
UEID #: ????????????
See attached – CAPABILITY STATEMENT
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