By Eileen Kent

1. Follow the Rules

The Federal Acquisition Regulation (FAR) is the purchasing bible for federal contracting officers and all buying agencies. The rules are very specific about purchasing thresholds and the procedures to be followed. Typically, agencies have even tighter rules than the FAR itself. When you're speaking with a contracting officer, it is entirely appropriate to ask,"I would like to make sure I'm doing what I can to follow the rules. What are your agency's protocols? I want to follow them exactly." This question is guaranteed to uncover the unwritten rules which are specific to the agency, the region, the building, the boss and the contracting officer. You need to modify the way you manage a proposal based on the customer's rules and procedures. For example, if the agency tells you all proposals go into "the bin" and you are shown exactly where the bin is located, always hand deliver your proposals to the bin (i.e., to that contracting officer in that agency).

2. Make It Easy

Federal employees are overloaded with responsibilities -- especially during times of national crisis, natural disasters and busy buying seasons. Therefore, they need someone to make their jobs easier so they can serve their client (their department director or the taxpayer). Show your willingness and ability to assist by helping the federal employee determine his or her needs. Furthermore, make it easy for the contracting officer to purchase from you directly.

How is this accomplished?

Option A: If your company has a GSA Schedule contract and the contracting officer wants to buy from you, he or she need only obtain three bids. In having a Schedule contract, you have helped the contracting officer avoid putting the opportunity out for public bid.

Option B: If you have an Indefinite Delivery, Indefinite Quantity contract with the agency (which is a previously competed price list you’ve agreed upon with a specific agency or group of agencies), the contracting officer only needs three bids to award the task.

Option C: If you have a Blanket Purchasing Agreement with the agency, the agency can purchase up to a specified dollar amount without competition (because they've already competed it and they can now order directly from you.)

Option D: If your business has a sole source opportunity partnering with an 8a, HubZone or SDVOSB...or maybe you have this designation. The contracting officers need to meet their small business goals, but they may be able to contract directly to you utilizing this set-aside up to $3.5 Million Dollars!

Option E: If you have a partner with any of these "contracting vehicles" - then you can "ride their contract" and work through them.

In other words, to avoid the public bid process, which Fedbizopps.gov has reported takes 269 Days on average to award a contract, the contracting officer may Easily work with you with these contracting vehicles.

Understand, federal buyers have the time to spend with you to help you through their processes when business is slow or if they are not working on a procurement that involves a product or service you offer. You will not get their attention during a crisis or during a public procurement. During such times, they're too busy and they're too exposed.

By establishing a rapport during slower periods, the federal employees will open up to you and coach you through their red tape thereby enabling you to help in a pinch.

For more information on building a Focused and Successful Federal Sales Action Plan, consider attending an upcoming Federal Sales 101: Winning Government Business class near you. Calendar: http://www.fedmarket.com