This is the ideal time to apply for one of the new and profitable federal, state, county, city, and special-agency government contracts that are going to be offered. When things get tight for you and me, it seems our various governments always have lots of money to spend, and there’s no reason you can’t get in on one or more of the deals that are out there.

Government spending will increase in literally thousands of areas. Changes in the way governments do business opens a window of opportunity for small businesses as government officials look for better solutions to old problems and innovative solutions to new ones. This change in policy opens doors for the small business person with great ideas.

HOW TO GET ON THE BID LIST
It’s not difficult for your firm to get on the list to receive a Request For Proposal (RFP). Most agencies want more bidders, and each one has their own “standard” form you need to fill out to be considered. You have to ask, ask, and ask to not just find the correct agency, but to discover what you need to do to comply with their rules, and to discover the name of the individual in charge. If you have problems finding the agencies and the people, talk to your Small Business Administration (SBA) office for assistance. This agency is also a great place to receive help in actually filling out the many forms and reports you will need to generate to be considered as a “real” bidder for the job.

WRITING A WINNING PROPOSAL
First, you must make a decision to do everything in your power to win the proposed job. This means you must follow the rules. Bidding on government contracts is far different than bidding on commercial contracts. It begins with your will and ability to bite your tongue and do business the government’s way, not your way. Keep in mind that every agency has a unique set of guidelines for you to use on bidding. You MUST follow the prescribed format if you want to be considered.

Caution: this is no place to be innovative and creative. Failure to comply with complicated instructions will result in your proposal being sent to the round can without evaluation! About 70% of all first-time bidders have their bids rejected because they failed to follow instructions. You cannot innovate, so don’t try. Yes, some RFPs are difficult to interpret; but you will always have the name of an agency contact whose job it is to answer questions and help you comply, and don’t forget your contact at the SBA.

Second, you must provide specific answers, not vague generalities. Most government RFPs do not define how a task is to be accomplished. They leave that definition up to you, the bidder. If you want to win, your proposal must first clearly identify the agency goals and then show in detail how you will accomplish those goals. Vague generalities, blowing “smoke”, and other end-runs around the problem will not receive consideration. You must be specific.

Third, if you must provide an alternative, make sure you first address the problem from the requested point of view. Remember, you are dealing with a bureaucracy, and chances are the agency wants the task accomplished their way. Most alternatives are rejected out of hand no matter how attractive.

Fourth, no experience means no contract, so if you need to hire a “technical advisor” (preferably one who has worked for or with the agency), do it! Recent hands-on experience in solving similar problems is even better. Don’t just dump reports, manuals, or other material from a prior job into your RFP, make sure anything you include is appropriate and up-to-date.

Fifth, price your services accurately, and prove your figures. Don’t “lowball” your bid. You could get the contract and fail, and that could cost you both your business and reputation. If you have pricing problems, call your contact and ask how to proceed. Don't be vague and unspecific on pricing in the hopes you can negotiate higher fees at a later date. No matter what you’ve heard, it doesn't work that way.

Sixth, be ready to negotiate. You may receive a letter or phone call saying that you are one of the finalists, and asking what kind of a deal would you be willing to make. Be prepared to make a deal or lose the contract to someone who will. If you did not present your lowest and best bid in the proposal, now is the time.

Finally, follow through if you lose. Consider not winning your first proposal as a major learning experience. Butting heads with bureaucracy is a painful learning procedure, but doing it will assure a higher consideration the next time an opportunity presents itself. Don’t forget to call your contact and ask where your bid went wrong, and if the rules permit, ask to see a copy of the winning bid.

(NOTE TO EDITORS: PLEASE INCLUDE THE FOLLOWING.)
Paul Tulenko is a Small Business Success Consultant based in New Mexico. Additional tips and suggestions are available at www.tulenko.com or call (toll-free) 1-866-TULENKO.