200-Step Guide to Government Contracting

200-Step Guide to Government Contracting for businesses offering services and devices. This comprehensive roadmap builds upon foundational knowledge and delves into advanced strategies, compliance, and growth opportunities.

200-Step Guide to Government Contracting

Business & Legal Readiness

  1. Choose a legal business structure (LLC, Corp, Sole Proprietor).
  2. Register your business with your state.
  3. Obtain an Employer Identification Number (EIN).
  4. Open a business bank account.
  5. Acquire necessary business licenses and permits.
  6. Secure liability and other relevant insurance.
  7. Develop a professional business website.
  8. Set up a dedicated business email address.
  9. Establish a business phone line.
  10. Create a physical mailing address or PO Box.
  11. Implement an accounting system (e.g., QuickBooks).
  12. Understand your financial statements (P&L, Cash Flow).
  13. Draft standard pricing and rate sheets.
  14. Clearly define your products/services.
  15. Review industry compliance regulations (FDA, OSHA, HIPAA).
  16. Develop internal Standard Operating Procedures (SOPs).
  17. Determine delivery and support capabilities.
  18. Establish warranty, return, and refund policies.
  19. Learn basic contract law and proposal terminology.
  20. Join relevant industry associations.

Federal Contracting Setup

  1. Visit SAM.gov.
  2. Create a Login.gov account.
  3. Begin your SAM registration.
  4. Obtain your Unique Entity Identifier (UEI).
  5. Complete business information in SAM.
  6. Assign appropriate NAICS codes.
  7. Assign Product Service Codes (PSC).
  8. Add bank information for Electronic Funds Transfer (EFT).
  9. Complete FAR/DFARS compliance questions.
  10. Submit notarized entity administrator information if required.
  11. Receive your CAGE code.
  12. Register with SBA’s Dynamic Small Business Search (DSBS).
  13. Apply for small business self-certification.
  14. Begin applications for WOSB/SDVOSB/8(a)/HUBZone certifications if applicable.
  15. Register with eSRS for subcontract reporting.
  16. Learn to navigate SAM.gov opportunity searches.
  17. Analyze past awards from USASpending.gov.
  18. Register in DSBS.
  19. Sign up for GSA training on schedules.
  20. Set reminders to update SAM annually.

Market Research & Targeting

  1. Identify your ideal government buyers.
  2. Create a list of relevant agencies.
  3. Use FPDS.gov to find agency purchasing history.
  4. Explore SBA’s SubNet for subcontracting opportunities.
  5. Analyze contract sizes and common product/service terms.
  6. Identify competitors winning contracts.
  7. Research their pricing and proposal styles.
  8. Study publicly available winning proposal examples.
  9. Research current budget allocations per agency.
  10. Map out state and local procurement portals.
  11. Subscribe to agency newsletter updates.
  12. Bookmark relevant state bid portals.
  13. Join relevant LinkedIn groups or forums.
  14. Attend virtual industry days or procurement expos.
  15. Meet your local PTAC/APEX Accelerator advisor.
  16. Explore teaming agreements with established contractors.
  17. Evaluate joining a GSA Schedule.
  18. Download procurement forecasts from agencies.
  19. Build a contact list of agency small business officers.
  20. Reach out to agency buyers with a capability introduction.

Marketing & Capability Materials

  1. Create a one-page Capability Statement.
  2. Include core competencies, NAICS codes, and differentiators.
  3. Add certifications, CAGE code, contact info, and past performance.
  4. Develop product spec sheets for devices.
  5. Build a service line card for service offerings.
  6. Prepare a basic slide deck or pitch presentation.
  7. Customize capability statements for specific agencies.
  8. Upload documents to your website.
  9. Prepare digital and print business cards.
  10. Create a short introductory script for agency calls.
  11. Develop a 30-second elevator pitch.
  12. Record product demonstrations or testimonial videos.
  13. Compile compliance certifications (ISO, FDA, etc.).
  14. Build a price list with commercial pricing.
  15. Add GSA pricing discount tiers if applicable.
  16. Collect client testimonials from prior commercial clients.
  17. Register with GSA Advantage if product-based.
  18. Develop a simple proposal template.
  19. Summarize past performance, including commercial projects.
  20. Gather digital versions of brochures and case studies.

Bidding & Contracting

  1. Monitor SAM.gov daily for opportunities.
  2. Set alerts for relevant keywords or NAICS codes.
  3. Respond to Sources Sought or RFIs.
  4. Review full RFPs thoroughly.
  5. Prepare a technical response meeting all specifications.
  6. Price your bid competitively with detailed breakdowns.
  7. Submit by the specified deadline and method.
  8. Acknowledge all amendments in your bid.
  9. Upload all documents to the correct portal.
  10. Confirm bid submission and save confirmation.
  11. Track the status of your submission.
  12. Prepare for potential clarifications or discussions.
  13. Negotiate terms if awarded.
  14. Review and sign the contract.
  15. Attend any required kickoff meetings.
  16. Establish communication protocols with the contracting officer.
  17. Set up internal tracking for deliverables and deadlines.
  18. Ensure all team members are briefed on contract requirements.
  19. Begin contract performance as per the agreement.
  20. Maintain regular communication with the agency.

Execution, Compliance, Expansion & Mastery

Contract Execution & Delivery

  1. Develop a contract project management plan.
  2. Assign responsibilities to internal teams.
  3. Track milestones and deliverables.
  4. Use project management tools (e.g., Trello, Asana, MS Project).
  5. Submit required reports on time.
  6. Implement version control for submitted documents.
  7. Use approved shipping methods for physical products.
  8. Verify receipt of goods or services by the agency.
  9. Maintain delivery logs and proof of delivery.
  10. Log all communication with contracting officers.
  11. Confirm payment schedule and invoicing format.
  12. Submit invoices with correct contract numbers.
  13. Follow up if payments are delayed.
  14. Keep backup copies of all submissions.
  15. Manage subcontractors for performance and compliance.
  16. Address any performance concerns early.
  17. Respond promptly to change requests or modifications.
  18. Conduct regular internal contract reviews.
  19. Track contract modifications and amendments.
  20. Close out project with completion documents.

Compliance & Audit Readiness

  1. Maintain organized contract files.
  2. Document all costs for cost-reimbursable contracts.
  3. Stay current with FAR (Federal Acquisition Regulation) updates.
  4. Implement cybersecurity measures (CMMC/NIST 800-171).
  5. Train staff on ethics and compliance requirements.
  6. Comply with E-Verify for hiring under federal contracts.
  7. Maintain records for audits (DCAA, GAO).
  8. Register and comply with Service Contract Act, if applicable.
  9. Ensure invoicing is 100% accurate and tied to deliverables.
  10. Upload required reports to CPARS for contractor performance evaluation.
  11. Review your CPARS report and respond if necessary.
  12. Prepare for random audits or performance reviews.
  13. Implement internal controls for billing and time tracking.
  14. Conduct mock audits to identify risks.
  15. Ensure subcontractors meet federal flow-down clauses.
  16. Implement privacy policies for handling PII.
  17. Retain records according to contract and FAR requirements.
  18. Build a compliance calendar.
  19. Update compliance training annually.
  20. Consider hiring a compliance officer or consultant.

Growth & Scaling

  1. Review which agencies are best fits for scaling.
  2. Target larger contracts or IDIQ/BPA opportunities.
  3. Apply for a GSA Schedule contract (if not already).
  4. Learn how to modify your GSA schedule.
  5. Pursue subcontracts with large primes.
  6. Build teaming and joint venture relationships.
  7. Apply for 8(a) certification if qualified.
  8. Pursue mentor-protégé agreements via SBA.
  9. Expand your business with new NAICS codes.
  10. Improve past performance record through consistent delivery.
  11. Develop proposal writing templates and libraries.
  12. Hire or contract a professional proposal writer.
  13. Create a bid/no-bid decision process.
  14. Use tools like GovWin, BidSync, or Fedmine.
  15. Track win rates and bid effectiveness.
  16. Invest in CRM tools to manage agency relationships.
  17. Hire a business development manager.
  18. Build partnerships with lobbying or procurement advocates.
  19. Get listed in more agency vendor directories.
  20. Enter new geographical or international markets.

Advanced Proposal Strategies

  1. Build a proposal response team.
  2. Establish timelines with pink and red team reviews.
  3. Conduct Black Hat reviews (competitive analysis).
  4. Review Section L & M of every RFP in depth.
  5. Align proposal with evaluation criteria precisely.
  6. Avoid “boilerplate” – personalize every submission.
  7. Focus on benefits and value, not just features.
  8. Highlight risk mitigation strategies.
  9. Use graphics, charts, and visual storytelling.
  10. Ensure technical volume is solution-focused.
  11. Double-check for proposal compliance.
  12. Submit mock proposals for training.
  13. Practice oral proposal presentations.
  14. Leverage debriefings after every bid – win or lose.
  15. Archive all proposals for reuse/reference.
  16. Build past performance write-ups by contract type.
  17. Include customer feedback and ratings in proposals.
  18. Quantify results and ROI in proposals.
  19. Outsource review or quality control when needed.
  20. Keep a win theme matrix per agency.

Mastery & Long-Term Success

  1. Build relationships with government program managers.
  2. Attend government procurement matchmaking events.
  3. Give capability briefings to agency buyers.
  4. Stay current with legislative and budgetary changes.
  5. Track key agency procurement forecasts.
  6. Create an internal knowledge base.
  7. Host or sponsor government contracting webinars.
  8. Engage with SBA, PTAC/APEX, and SBDC advisors regularly.
  9. Mentor small or emerging contractors.
  10. Teach or speak on panels to boost credibility.
  11. Publish white papers or capability briefs.
  12. Offer innovations or unsolicited proposals.
  13. Keep evolving your business to meet emerging federal needs (AI, climate, health).
  14. Prepare for re-competes early—before contracts expire.
  15. Use earned value management for large contracts.
  16. Develop corporate policies for ethics, DEIA, and sustainability.
  17. Set internal KPIs for government division.
  18. Expand to state, local, and tribal contracting.
  19. Set a succession plan or exit strategy for your govcon business.
  20. Celebrate milestones—becoming a government contractor.