Phoenix Contract Management, LLC

RFP Analysis

The RFP is out!  Now what?!  It's very important that the entire RFP be reviewed to be sure you understand the requirements completely.  There are numerous administrative requirements buried within that RFP that you cannot afford to overlook.  The model contract is likely there as well, and it is crucial that you ask questions or take exceptions to things that either don't make sense or don't apply to you.

Bid Strategy

Should you be a prime contractor or subcontractor?  Does the customer know you?  Does the procurement look like it's "wired" for someone else?  How do your rates compare in the marketplace?  Have you identified your own strengths and weaknesses and those of your competitors?  Is there an incumbent?  These (and more) questions are important as you move forward in putting together a winning strategy.

Proposal Preparation

You must understand your proposal submission requirements - is it electronic, hardcopy or both?  Is it a sealed bid or a negotiated procurement?  Once you understand these, you can create your timeline of various pieces of your response.  Do you have subcontractors or vendors?  You need to be sure to include their timelines in with yours and give them realistic deadlines.  Identify the longest lead-time items and get moving on those first.  Will you be required to do an Oral Presentation or participate in an Interview?  Be sure that you're addressing this requirement while creating your proposal or you will likely have a disconnect between the two.

Evaluation Period

OK, the proposal is in.  Now what?  Well, be careful here - you may not be able to simply call or drop by the Government Program Manager's office to check on things.  The Procurement Integrity Act must be strictly observed.  There are ways to inquire and ways not to inquire.  And what if you've been advised you are no longer in the competitive range?  Requesting a debriefing, knowing which kind to request, and knowing what you can and can't ask can be invaluable.  What do you do if you think the agency didn't follow the rules they set out in the solicitation?

Award

Awesome, you're the apparent successful offeror!  Now what?  Negotiation!  You could be asked to negotiate price, scope, terms and conditions or something else.  Be careful as there are things that could get you into trouble.  Have you provided cost and pricing data for which you'll be asked to "certify"?  The concept of "current, accurate and complete" is a very real concern - did you get a vendor quote after proposal submission but before award that was lower that you didn't pass on to the Government?  Or perhaps you had a rate change?  You must disclose, disclose, disclose! 

Contract Initiation and Performance

You'd like to get started but wonder if you can.  Different contract types have different rules regarding when you can start work, as well as when the contract is considered to be completed.  There are also numerous administrative requirements along the way, such as DD882s, Limitation of Funds or Limitation of Cost notifications, electronic invoice submission, DD250s, and numerous other requirements.  Has your customer requested a slight tweak in the scope?  Should you just "throw it in"?  Scope creep has a way of eating up margins, so caution is needed, as well as customer management.  What about an all-out disagreement?  Do you know how to maneuver the Disputes process?

The bottom line is that this is not an easy process - and sometimes it's counterintuitive.  Do it the right way, the first time.  Contact Phoenix Contract Management, LLC!