In school and often in business, we focus on answering questions. However, we should never underestimate the value of asking questions; particularly really great questions. This is especially true in the USG market. The government’s answers will help you better understand the requirement, the source selection process, and the post award execution plan. The answers (or lack of answers) to your questions help shape your bid/no bid, capture and proposal strategies.
Asking questions serves two primary needs: 1) It defines the government’s requirement and acquisition strategy, and 2) it ensures offerors understand the RFP and can propose effectively. As a CO, most of the questions I received focused on the latter, but both are crucial.
NOTE: While it is important to ask questions and respond to RFIs, it can be a time-consuming process. This is why targeting agencies and RFPs carefully is so critical. Many offerors use a shotgun approach, which cost them valuable time and resources. Using specific, targeted questions within your bid/no bid strategy for highly qualified RFPs is key to making the most of your capture cycle. Here are three key times to ask questions in the B2G market, along with some insights from each.
During Requirement Development: This is essentially any “marketing” or “one on one” time that you can get in with a CO or end user. For example, as a CO, I hosted companies in one on ones during a SDVOSB conference. Nearly every person who met with me gave me a sales pitch on what they do. However, none of them asked any questions. For example, they should have asked me: how does your agency buy what I sell? What types of companies do you normally buy from? What acquisition strategies does your agency prefer? Does your agency normally award to lots of small businesses or to a short list of large businesses?
Does your agency have a Mentor-Protégé program? You can ask these questions at any time at any level in the acquisition.
Prior to RFP: The CO and user are doing market research to refine the requirement and select an acquisition strategy. For example, the CO posts an RFI (also referred to as a Sources Sought) on FBO or GSA e-Buy to get industry feedback (i.e. capabilities packages). Your response to the RFI helps the CO decide on all aspects of the acquisition (set-aside, competitive status, FAR 12 vs. FAR 15, 8a sole source, contract type) The more direct and specific your questions, the more value it will have to you – whether they answer it or not.
After RFP Release: Once an RFP is released, the CO normally sets a specific time period for offerors to ask questions. If you don’t make this window, you can still ask but you risk not getting an answer. For example, when I received questions the week before the RFP was due, even if I had time to answer them, I had little confidence offerors could adequately adjust their strategy in response to my answer. To mitigate this, I began limiting the time I gave offerors to respond. If the CO’s response does not provide you enough information, ask again, right away. If you don’t get the answer you need or want, consider walking away and finding another opportunity.
Bottom line: Ask questions early and often. Doing so will either 1) better position you for the competition or 2) help you quickly eliminate the opportunity from your pipeline. Both are great outcomes.
This blog was written by a guest author.