I just got done managing a proposal with 18 subcontractors (subs) on it. Luckily, I had a guy on the team whose only mission was to manage the subcontractors. (Thank goodness!) But that job often falls to me as the Proposal Manager, and I know from first-hand experience how hard it is to get the information and support you need from subcontractors while not potentially “giving away the farm” to potential competitors, present and future!
First, for all subs that you select be prepared to hand their designated point of contact (POC) a list of information (a “data call”) that you will need from them for the proposal as soon as the Teaming Agreement is signed. Ask for things like a copy of their Capabilities Statement and a specific list of any certifications and awards their company has received to begin with. No matter how important each sub is, you’ll need this general information from each of them for your proposal. Give the POC a relatively short due date for the requested information (a couple of days). You’ll find out a lot about your new subcontractor by how he responds to this easy request.
Second, why did you pick each of these companies to be on your team?
• Do they fill a gap in your company’s experience/past performance for this procurement?
• Do they have niche expertise in an important area of this solicitation?
• Do they bring broader capabilities and resources than you have? (This is often what a large business brings to an otherwise small business team.)
The answers to these questions will determine what kind and how much specific information (and writing support) you are going to need from each of them. I recommend that you include a list of the areas that you may need their help with as an attachment to the Teaming Agreement. Based on the answers above, include areas such as past performance references, key personnel resumes, and technical writing support as applicable, in addition to whatever cost/price support you’re going to need.
Finally, (and this is a big one), how committed to your team are each of your subs? Are they willing to subcontract with you, but hesitant to sign an exclusive agreement to team only with your company on this proposal? This could (and probably does) mean that they are at least trying to team with other companies for the same procurement. If they won’t sign an exclusive agreement with you for this proposal, you’ll need to keep them at arms-length throughout the process. Some of the information that you might share with that sub could expose a great deal of information about your company or your proposed approach which could be extremely useful to a competitor. I suggest communicating with each of these subs individually throughout the proposal process. While you might have to let them know who a couple of your other subs are so they will join your team, you don’t have to let them know how many other subs are on the team who all of the team-members are, and what their roles and responsibilities are on your team.
Or, are they “all in” on your team, truly committed to helping win the contract you are pursuing and willing to sign an exclusive Teaming Agreement for this proposal? If so, great! They are an integral part of your Team, so make them feel that way right from the start! Add their POC to your proposal meetings immediately and introduce them to the rest of the team at the next meeting. Tell everyone on the team what that sub brings to the table that’s important for this procurement. Ensure they all have a copy of the proposal schedule, and impress on everyone the importance of timely responses and attendance at status meetings. You’ll minimize the amount of information you’re still trying to collect by giving these core people a sense of urgency and importance to their role in the success of the Team’s proposal.
One last note: Don’t be “that company” when you are a sub on someone else’s team. Be prompt in providing the information that they request for the proposal you’ve just committed to subcontracting on. You’ve got a lot to gain (their respect and appreciation, if nothing else!), and a piece of the pie when your team wins!