As a follow-on to our previous newsletter, we will be posting a 10-part series addressing Government Contracting Fundamentals that every Government Contractor should know. Accordingly, we encourage you to read and expand your understanding – or brush up on – these basic principles that prepare you to successfully navigate the complexities of Government Contracting.
We post here the first installment:
Item No. 1: Preparedness is Essential.
While the following information may seem like common sense, Contractors who are new to the Government Contracting world may not realize the intricacies that accompany Government Contracts.
“Veterans” to the Government Contracting arena are no strangers to the surprises that can arise during the course of performance on said contract(s), and the confusion and disarray that can come with those surprises, from preparing to bid or submit a proposal in response to a solicitation, to what to expect after contract award all the way through to contract completion. These “surprises” can prove to be daunting to contractors that are unfamiliar with what lies ahead and can sink your project or your company in a worst-case scenario.
To mitigate such “surprises,” contractors – especially those who are new to the government contracting game – should be diligent, timely, and ensure that each of the following occur:
- All personnel that will be involved on the proposed project must possess a knowledge and full understanding of the bidding/proposal process for Government Requests for Proposals (“RFP”), Invitation for Bid (“IFB”), or Request for Quotation (“RFQ”). The solicitation will have particular requirements for bid/proposal submission, and are typically very specific and stringent;
- Contract Management and Administrative Personnel must possess a knowledge and full understanding of the requirements of a fully executed contract (and subsequent modifications, if any, also fully executed);
- Ensure that all jobsite personnel involved in/on the project fully understand the description and contractual requirements of the work to be performed, which is often referred to as the Scope of Work (“SOW”) or Performance of Work Statement (“PWS”), the Project Schedule, and to whom the project manager/superintendent will report, both internally and with the Government;
- These persons are typically upper management (internally) and a Contracting Officer (“CO”) and Contracting Officer’s Representative (“COR”) on the Government side;
- Both administrative and contract management personnel must be fully capable and well-suited for the upcoming task(s); this applies to any subcontractors, as well;
- Understand the vital and pertinent approach to ensure timely and satisfactory performance and what type of construction efforts are necessary for delivery of a quality end-product to the customer, which in this case, is the Government;
- Ensure that all administrative personnel involved in the “paperwork” division fully understand the tasks involved on this project and the documentation associated with same;
- Administrative personnel are expected to know:
- How to properly distribute the required correspondence, to include reporting requirements, dates for submission, email communications;
- Where and to whom said documentation is submitted, method of submission;
- How to prepare Applications for Payment to include proper procedure, due date for submission, where and/or who to send said payment application, transmittal method;
- Determine the frequency of reporting, submission of required documentation, and transmittal method of required documentation for both project management and administrative personnel; and
- Establish proper procedures, steps, and paperwork required for project completion and closeout.
Although this information may seem redundant to many government contractors, due in part to their experience already encountering the situations contained in these upcoming newsletters, these principles are simple and basic. However, proper execution is vital to the success of any government contract.
While this may all seem overwhelming at first glance, it is a good foundation on which to build when pursuing a government contract. Properly educating your personnel who will be involved on any government contract only serves to help you succeed in your endeavors. After all, Knowledge is Power.
If you are unsure of any of the steps or processes for government contract management, get the expertise on your team by contacting the experts at Excell Consulting International. With several decades of construction and contract management, our consultants will help make sure your organization is not only in compliance, but ahead of the curve. Contact the Excell team today.