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The 4th Quarter: a Prepared Place for the Prepared Contractor

10 Sep 2021 3:51 PM | Richard Brooks (Administrator)

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.  Contracting officers will be looking for qualified contractors to provide needed products and services.  Contractors who have diligently engaged contracting officers throughout the year, even if they have not yet won a contract, may be uniquely positioned to take advantage of the coming opportunities, but their work is not done.  Here are just a few suggestions for your end of year business development.

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 engagement.  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.

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.

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 contracting officers who may approach them with opportunities the contractor may not previously have tracked.   Being a part of a ready-made contracting community like the Government Contractors Association can make finding partners easier.

Contractors should make sure your NAICS codes and certifications are up to date both in SAM 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 Acquisition Procedures for which your company or team are qualified.  Contracting officers may be looking for efficient ways to make an award.

Finally, below is a sample email to glean from and modify to fit your specific needs.

SAMPLE EMAIL: Seeking for 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 ____________ and our company name is __________________.   Our company is a (SDVOSB, Hubzone, 8a, WOSB, or any other certifications which you may have that is appropriate). 

We specialize in: (no more than 3 areas)

  • 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



 (???) ???-???? Office

DUNS#: ?????????

UEID #: ????????????


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