Many companies say “I wish the government would communicate better,” or just plain “communicate!” Actually, the government does communicate in a variety of ways, just maybe not in a way you understand. Requests for Information (RFIs) and Draft Requests for Proposals (DRFPs) are a couple of ways the government reaches out to industry to get input on a procurement that the agency is getting ready to purchase. Are these requests important? You betcha!
When an agency issues an RFI or a Sources Sought, they really are looking for businesses who can provide the products or services the agency is going to be purchasing. They are mostly looking for small businesses, including those who are certified in any of the Small Business Administration’s (SBA’s) programs, such as service disabled veteran owned or women owned small businesses. They will use this information to determine whether it is likely that they will get viable offers from at least two offerors who are small businesses, or two in one of the SBA’s programs, who have the experience, ability and financial capability to perform a contract of the size and complexity the agency is contemplating. This is your opportunity to help the agency to decide to set this procurement aside for small businesses, considerably reducing the pool of competitors and giving small businesses a more level playing field.
Draft Requests for Proposals (RFPs) and Draft Statements of Work (SOWs) or Draft Performance Work Statements (PWSs) are often issued by government agencies in an effort to get input from industry on the requirement before the official RFP is issued. How the documents are written, clarity of the requirements, and even what’s possible and what’s not, are all areas that the government is interested in talking with industry about to make the procurement go smoother and ensure that the government gets the best solution for its money. This is an opportunity for you to help shape the procurement to not only benefit the government but to strengthen your position in going after it. Keep in mind that, unlike the synopsis which is required to be issued by FAR Part 5, there is no requirement for the government agencies to ask for industry input or allow competitors to see and have input to the PWS or SOW prior to issuing the solicitation. They are truly reaching out to industry to communicate what they need and to hear what solutions might be possible and how best to procure them.
There are other ways these procuring agencies communicate as well. Industry Days are often held by the government to talk about what their upcoming procurements will be for the next year and to get industry feedback. Pre-proposal conferences are designed to allow questions and answers between the government and the industry members who are interested in a particular procurement. Don’t miss these opportunities to begin establishing a relationship with the agencies who are procuring what you sell. There is no down-side to responding to these opportunities. Communicate!