FedBiz'5 - Preparing a Bid that Fits My Core Competency

Sep 05 2023 8 mins

Government contracting can be a lucrative avenue for businesses looking to expand their portfolio. However, understanding the intricate details and requirements is paramount. In this episode of FedBiz'5, Jesse Sherr sat down with Senior Contracting Specialist, Frank Krebs, to discuss the crucial steps a small business needs to take when deciding if they should bid on a government opportunity that aligns with their core competencies.

The Preliminaries

Frank emphasizes the importance of thoroughly reading the government's statement of work and any request for proposal (RFP) or quote before diving into the bidding process. There are stringent requirements potential vendors must meet, especially when dealing with the federal government.

Determine the Type of Contract: First, identify if the contract is a Set-Aside. If the solicitation appears on SAM.gov, it will outline any Set-Aside requirements. Understand if your firm qualifies for such bids.
Review the Full Document: Beyond the statement of work, one should be vigilant about any additional requirements or licensing that the government mandates. Does your company meet these prerequisites?
Pre-Bid Conference or Site Visit: Some contracts require mandatory pre-bid conferences or site visits. These sessions provide essential information and a chance to meet key players like the contracting officer. Make sure you can attend these or have someone representing your organization.

Key Sections of a Federal RFP

For those new to the RFP process, Jesse brought up the lettered sections seen in most RFPs. Frank elucidated on the most crucial sections:

Section B: Details the supplies, services, and the associated price/costs. Here, you'll find contract line item numbers (CLINs) covering all billable items. Understand if the contract is fixed-price, where fees are constant, or a cost-reimbursement, where contractors bear costs upfront and then bill for reimbursement.
Section C: A comprehensive breakdown of the description, specifications, and statement of work. It's essential to assess whether your company can deliver on these stipulations within the specified timeframe.
Section L: It highlights instructions, conditions, and notices for offerors. This section provides the contract type, performance period, and instructions for your bid's construction.
Section M: Discusses how proposals will be evaluated. Recognize the importance and weightage of each requirement to prepare a competitive bid.

Other Crucial Considerations

Even if there are no apparent impediments, Frank advises businesses to review other factors before preparing their bid:

Time and Resources: Does your firm have adequate time and the necessary resources to prepare a comprehensive bid? Depending on the contract's complexity, it might require a larger team and a more extensive resource commitment.
Subcontractor Needs: Evaluate if you'll need subcontractor support to meet specific requirements or to bolster your staff. A key question to ask is whether including a subcontractor will significantly enhance your proposal's chances.