Government Contracting & Business Development Glossary

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Consider this a GovCon Cheat Sheet for common terms and BD lingo!

 

 

8(a) Program 

An SBA program to help minority and other small disadvantages businesses grow in government contracting. 

 

Acquisition 

The process of acquiring goods or services by the federal government. The government agency establishes their needs or requirements, performs market research, issues a solicitation, reviews responses (proposals), and awards contract(s) for the stipulated goods or services. 

 

Acquisition Strategy 

Strategy set by Government Contracting Office. This details the timeline for the Acquisition (RFP Process), the type of competition (Full & Open, Small Business Set Aside, etc), the type of contract (Firm Fixed Price, Cost Plus Fixed Fee, etc), the number of awards, the NAICS code and all other relevant information regarding the solicitation. 

 

Action Caption  

A short informative caption used for a graphic in a proposal. An action caption tells you more information, such as a feature/benefit. Example  

Regular Caption: MDSS Team Organization Chart.  

Action Caption: The MDSS Team Organization is flat and allows Department Managers to Interface Directly with Government Technical Customers. 

 

Active Voice 

Grammar term that refers to a sentence where the subject performs the action indicated by the verb.  

Active Voice: The technicians executed the vacuum chamber test on fourteen test articles. Passive Voice: The vacuum chamber test on fourteen test articles was executed by technicians. 

 

Advantage 

Potential benefits that are more powerful than features. 

 

After-Action Review 

Process of learning from an activity or event. Things to consider during review include:
  • What happened?
  • What was the impact?
  • If negative, what can we change to minimize or change that impact? 

 

Amendment 

A change to a published solicitation before the contract is awarded. 

 

ANC 

Alaska Native Corporation 

 

Annotated Outline 

An outline that has references to the RFP so the Writer can view the requirements and evaluation criteria that pertain to each heading or section of the outline. Having the requirements text readily available will save time, as the Writer does not have to look up the references in a separate document. 

 

Answers the Mail 

Term used to describe proposal that meets the requirements of the RFP. The response may or may not be compelling, but it is compliant. 

 

Appendix 

Supplemental material at the end of a proposal volume. This may include acronyms, resumes, or other material requested by the RFP. 

 

Award 

When a company is selected to receive a contract for services the government makes an award. 

 

Basic Ordering Agreement (BOA) 

An agreement between a government agency and a contractor that contains terms that apply to future contracts or task orders. 

 

Benefit  

An advantage to the customer that is the result of a Feature or Solution in the proposal. Benefits are usually part of a Features/Benefits section in an RFP response. A benefit will save the customer time, save money, or offer them a new capability. Example, if you automate a process, the customer will save time and possibly money, so the automation is the solution, and saving time is the benefit. 

 

Best and Final Offer 

In a negotiated bid, this is the contractor’s final and best offer following the conclusion of discussions or negotiations. 

 

Bid 

Another term for proposal or opportunity. This is an opportunity to perform work as specified for the government entity. Bids may be negotiated and cannot be changed once accepted by both parties, unless a contract modification is made and agreed to by both parties.  

 

Bid Decision 

Decision by capture team to pursue opportunity based on win probability by weighing risk, value, and investment. 

 

Bid Documents  

Any invitation to bid, which is released by the government. 

 

Bid/No Bid Decision 

A milestone that validates if the company is positioned to win based on capture data collected to date. 

 

Black Hat Review 

Analysis of competitors, their strengths, possible teaming, discriminators, potential competitor solutions and strategies, knowledge of market, and knowledge of the customer. 

 

Blue Team 

Part of the Color Team Review process. The Blue Team reviews initial capture plans to evaluate knowledge of customer and opportunity.  

 

Boilerplate 

Generic information about the company, capabilities, past performance, that can be a starting place for developing proposal specific content. 

 

Bundled Contract 

A contract where requirements have been consolidated by bundling multiple requirements from more than one contract together into one contract. 

 

 

CAGE Code 

The Commercial and Government Entity (CAGE) code is a five-character ID number used in the federal government to identify government contractors. It is issued by DLA (Defense Logistics Agency). 

 

Capability Statement 

A short document summarizing a company’s background, capabilities, certifications, past performance, NAICS, CAGE Code, and DUNS. 

 

Capture  

The art and science of pursuing solicitations before the DRFP and RFP are released by the government. 

 

Capture Manager 

Person who leads the Capture process. The Capture Manager is responsible for determining budget for capture, developing capture plan, engaging with proposal manager, determining teammates, and meeting with customers. 

 

Capture Strategy 

A plan developed by the Capture Manager and management team to layout the process to win a specific bid. This includes a list of key people to visit, milestone schedule of capture, and any other necessary information to assist in gathering information before the proposal is written. 

 

CCR [has been replaced by SAM]

Central Contractor Registration www.ccr.gov. Free government website to register for federal opportunities.  

 

Color Teams 

Terminology referring to a Proposal Review process documented by Shipley & Associates. Teams include Green, Blue, Pink, Red, Gold, Black Hat, White Team, etc. 

 

Competitive Bid 

Bids where companies compete against each other for an award. Non-competitive bids are direct awards or sole-source contracting actions. 

 

Compliance Matrix 

List of RFP requirements mapped to the proposal outline, aligned with volume numbers, page numbers, and referenced to other relevant RFP requirements. This is usually completed in Excel or a Word table. 

 

Content 

The information contained within the proposal, including narrative text, table, and graphics. 

 

Content Management 

A system that organizes proposal content so it can be easily found and reused for other proposals and documents. It usually contains metadata, tags, and is also searchable by title or content. 

 

Contract Start Date 

The date the contractor begins full responsibility for the contract. Prior to Contract Start, there is usually a Transition period, where the previous contractor is still responsible for contract performance. 

 

Contract 

A legal binding relationship between two parties, usually business and agency, where the business provides goods or services in accordance with stated terms, and the agency pays the business in accordance with stated terms. 

 

Contract Modification 

A written change in the terms of a contract after contract award.  

 

Contractor 

A person or company that has an agreement to provide goods or services to an agency.  

 

Contracting Officer 

Authorized representative to enter into, administer, and/or terminate contracts. 

 

Cost Reimbursement Contracts 

Type of contract where agency allows reasonable and allocable costs incurred in contract performance as detailed in the contract. These include CPFF, CPIF, and CPAF as defined below. 

 

CPAF (Cost Plus Award Fee)

A cost-plus-award-fee contract is a cost-reimbursement contract that provides for a fee consisting of (1) a base amount fixed at inception of the contract, if applicable and at the discretion of the contracting officer, and (2) an award amount that the contractor may earn in whole or in part during performance and that is sufficient to provide motivation for excellence in the areas of cost, schedule, and technical performance.  

 

CPFF (Cost Plus Fixed Fee) 

Cost reimbursable contract where the contractor is reimbursed for the costs of performing the work plus an agreed upon fixed fee. 

 

CPIF (Cost Plus Incentive Fee)

Cost reimbursable contract that provides for initially negotiated fee to be adjusted later by a formula based on actual cost vs. target costs. 

 

Cure Notice 

A notice, either oral or written, that informs the vendor that they are in default and states what the vendor must do to correct the deficiency. 

 

Customer Benefits 

In developing Features & Benefits for the proposal, the Proposal Manager uses solutions developed by the Capture Manager and turns them into features of the proposal. Then they state a Benefit to the customer – saves time, saves money, or provides a new capability. Benefits are always about the customer.  

 

Customer Concerns 

In creating capture strategies, the Capture Manager gets to know the customer and finds out what concerns, needs, problems, or issues they are experiencing on the current contract. These have been traditionally referred to as Hot Buttons, but the term 'concerns' allows for a greater variety of issues to be collected and addressed. 

 

Customer Focus 

Characteristic of a proposal that addresses the issues and concerns of the customer. The Capture Manager gathers customer information and then develops the solutions to the issues and concerns. A customer-focused proposal is created for the customer, not by simply copying and pasting previous proposal solutions. 

 

 

Data Call 

A tool for collecting information from teammates. Data calls are usually structured for teammates to fill out a form or table and return to the requesting proposal manger. The proposal manager collects all the data, assembles it, and uses it in the proposal development. 

 

Debarment 

Action taken by a debarring official to exclude a contractor from Government contracting and Government-approved subcontracting for a reasonable, specified period. 

 

Deliverable 

A report or product that must be delivered to an agency by the contractor (or by the sub to the prime contractor) in accordance with contract requirements. 

 

DFAR (Defense Federal Acquisition Regulation)

A Supplement to the FAR, contains requirements of law, DoD-wide policies, delegations of FAR authorities, deviations from FAR requirements, and policies/procedures that have a significant effect. 

www.acquisition.gov/dfars

 

Direct Cost 

A cost that is specifically identified with a particular final cost objective, but not necessarily limited to items that are incorporated in the end product as material or labor. 

 

Direct Award 

A non-competitive proposal. 8(a) companies may receive direct awards of up to $8 Million ($10 Million for Manufacturing).  Indian Tribes, Alaska Native Corporations (ANC) or Native Hawaiian Organizations (NHO) are exempt from the threshold cap and may now receive awards up to $100 Million from DoD.

 

Discriminators 

Features of the proposal that sets your team apart from others (different from competitors) AND are desired by customer. 

 

Draft RFP (Draft Request for Proposal)

A Draft version of the Request for Proposal. Issued before the Final RFP. Offerors are usually allowed to submit questions, recommendations, etc. after review. 

 

DUNS number  [has been replaced by Unique Entity ID]

The 9-digit number assigned Dun and Bradstreet, unique previously required for government contracting. Companies may still refer to their DUNS number even though this was replaced in April 2022. 

 

Evaluation Checklist 

A list used by government evaluators to validate items to be evaluated in an RFP response.  

 

Evaluators 

Government personnel who review, evaluate, and score proposals submitted for procurements. Includes people who have knowledge and skills to evaluate pricing, technical, past performance, and management areas. 

 

Executive Summary 

Customer focused summary of the essential contents of a proposal – not an introduction.  

 

Features 

Part of the Features/Benefits section of an RFP response. Features are the unique things you offer the customer. However, the features must be beneficial to the prospective customer. 

 

FedBizOps (Federal Business Opportunities)

Free website where Government acquisitions used to be posted. They are now posted on   https://sam.gov/search

 

FAR (Federal Acquisition Regulation)

The FAR is the principal set of rules regarding government procurement in the US.  

www.acquisition.gov/FAR 

 

FPDS (Federal Procurement Data System) 

Central real-time database for government contracting transactions. Data is collected as required by FAR 4.5. 

 

FFP (Firm Fixed Price)

A type of contract that provides for a firm fixed price or, under appropriate circumstances, for an adjustable price for the supplies or services being procured.  This type of contract typically places the greater risk on the contractor.  

 

Flip Roles 

A prime contractor who will be ineligible to bid the follow-on to their current contract, will find an eligible contractor to be their subcontractor. Then for the follow-on contract, they will flip roles, and the Subcontractor will become the prime on the new bid, and the Prime will become a subcontractor. 

 

Flow down clauses 

Prime contract must ensure that all clauses they agree to in the proposal, ‘flow down’ to the subcontractors in the subcontractor agreements. 

 

Focus Box 

A design feature in the proposal documents where specific key text is highlighted for attention. 

 

FOIA (Freedom of Information Act)

Provides that information is to be made available to the public either by publishing it in the Federal Register, providing an opportunity to read and copy records, or upon request, providing a copy of a reasonable described record. 

 

Full & Open (F&O) 

An acquisition where all size companies are eligible to bid. 

 

Gap Analysis 

A tool to determine an offeror’s capability and experience. This is also used to evaluate subcontractors and to see if the combined team has experience for all contract technical areas of performance. 

 

Ghost the Competition 

A proposal technique where you highlight a competitor weakness to show the strength in your proposed solution.  

 

Gate Review 

Structured process to assess the status of the bid to determine if the bid should continue or be terminated. There are usually multiple Gate Reviews during the Capture and Proposal stages of the BD Lifecycle, including Interest Decision, Pursuit Decision, Preliminary Decision, and Submission Decision. 

 

Gold Team 

Part of Color Team Reviews conducted after Red Team edits and improvements. Generally conducted by senior leadership as a final review and authorization to submit proposal. 

 

GovCon 

Term to describe a Government Contractor. 

 

Graduated  

Term used to denote an 8(a) small business who has reached the end of the SBA program. A socially or economically disadvantaged small business may apply to the program, be accepted, and remain in the program for up to nine years. 

 

Green Team 

Part of Color Team Reviews that is an in-house cost review of pricing against technical, management and other non-price sections.  

 

Historically Underutilized Business Zone (HUBZone) Small Business 

An SBA designation and certification of a small business that is located in a Historically Under-Utilized Business Zone and that meets the SBA requirements for employee residence in HUBZone. It is a program to encourage business in areas of low income and high poverty. 

 

Hot Buttons 

A term to describe issues or problems that a government customer is experiencing. Examples might be, workforce turnover, long time to fill open positions, poor communications with current contractor, etc. 

 

IDIQ 

Indefinite Delivery Indefinite Quantity – also known as ‘empty bag’ proposals, or a ‘hunting license’. These proposals often have more than one winner (MATOP - Multiple Award Task Order Proposal) and a company may never actually receive any work from winning a MATOP proposal. 

 

Incumbent 

Current holder of a contract. 

 

Indirect Cost 

Costs that are not directly accountable to a contract, including fringe, overhead, General & Administrative (G&A), Bid & Proposal (B&P), Internal Research & Development (R&D), and Service Center. 

 

Inherently Governmental Function 

Functions as defined by OFPP Policy Letter 11-01 referring to a particular task or function that must be performed by a government official. 

 

Joint Venture (JV) 

A teaming arrangement where two or more companies form a unique structure where they share work. In the past, JVs could be populated or unpopulated, but now can only be unpopulated. When a Joint Venture prime an opportunity, there may still be subcontractors. 

 

Key Personnel 

Key positions in the proposed bid. The RFP may or may not list which positions, or how many key personnel you may propose. Also, there will likely be specific education and experience requirements for each key personnel. The RFP may stipulate Letters of Intent must be signed for each Key Personnel. 

 

Labor Category 

The name/classification of the positions that are to be priced and bid on a specific contract, For example, Engineering Technician III, Illustrator II, etc. 

 

L&M (Sections L & M) 

Sections L and M are the basis for the Proposal or Response to the RFP. Section L is the agency’s instructions for preparing a response to an RFP. Section M explains how the proposal will be evaluated. For example, the technical approach may be given more weight by evaluators etc.  

 

Letter of Intent 

In reference to personnel, a Letter of Intent indicates a person’s commitment to join the team for a specific position, if that company is awarded the contract.  

 

Management Approach 

Also known as the Management Plan, it is a part of the proposal that details how the contract, personnel, and assets of the contract will be managed. This may include a description of the organization, authority and responsibilities of the Program Manager and other contract leadership, HR practices, recruiting processes, retention plan, training program, quality program, safety program and plan, security plan, and cybersecurity plan.  

 

Market Research 

Research conducted by the Government to assess if the procurement can be performed by a small business, and/or specific socio-economic categories of small businesses. This usually involves a Sources Sought or Request for Information (RFI). 

 

Mother Graphic 

A proposal term that refers to an overall graphic that summarizes your proposal. It is the one graphic that gives the customer a visual of how your company sees the work, including all interactions with the government, other agencies, other contractors, and within the team. 

 

NAICS (North American Industrial Classification System)

A numbering system that is the standard used by Federal statistical agencies in classifying work. Each solicitation is released with a NAICS code that most closely aligns the PWS or SOW with a corresponding code.  

 

NAC 

Native American Corporation, also referred to as Indian Tribes in some contracting documents.

 

Offeror 

Company that is submitting proposal to government. 

 

ORCA [has been replaced by SAM]

ORCA is an e-Government initiative designed to replace the paper-based Representations and Certifications process. 

https://orca.bpn.gov  

 

Organizational Conflict of Interest (OCI) 

According to the FAR Subpart 9.5, OCI may exist due to:

  • Biased ground rules
  • Impaired Objectivity
  • Unequal Access to Information 

 

PWin 

Probability of Win or PWin is a tool to assess the chance of a company winning a contract. Assessing the PWin of an opportunity helps a company determine which contracts they should focus on pursuing. Companies usually pursue bids with the highest PWin. 

 

Passive Voice 

Grammar term that describes a sentence where the target of the action is the focus of the sentence. The subject is acted upon by the verb. Passive: The ball was caught by Susan. Active: Susan caught the ball. 

 

Past Performance 

An offeror or contractor’s performance (experience) working on other current or past contracts.  

 

Past Performance Citations 

A past performance reference that is part of the response to past performance RFP requirements. A citation will include general information of contract name, number, POC, value, period of performance, type of contract, and place of performance. It also includes specific information on how the citation is similar to the proposed contract in terms of size, recency, relevance, and scope and a detailed discussion of the PWS execution that are related to the proposed bid contract. 

 

Performance Work Statement 

The statement of work for a performance-based acquisition, which details the objectives with measurable outcomes. 

 

Personal Services Contract 

A contract that because of the terms or how it is administered, makes the contractor employees function as government employees. FAR 37.104 

 

Pink Team 

Usually the initial review of a proposal. Pink Team may be a review of storyboards or the outline, discriminators, features/benefits, etc. Pink Team occurs before the text or 1st draft is written. 

 

Pipeline 

A listing of potential opportunities that your company wants to bid or pursue. As opportunities progress through the various business development lifecycle stages, the pipeline helps you track how they change.  

 

Pricing 

The process of establishing a reasonable amount or amounts to be paid for supplies or services. A government contractor will usually submit a pricing volume with the proposal they submit to an agency. 

 

Price to Win 

An elusive number that is supposed to reveal what price is required to win the bid. It is based on a company’s already developed price for services, estimate of competitor prices and likely bid pricing, buying trends, and much more. There is no magic formula, and it is best left to experts in pricing analysis.  

 

Prime Contractor 

Prime contractor submits the response to the Government customer’s RFP. In full and open competitions, the prime has no minimum required % of work to perform. In small business set-asides, the prime contractor must perform more than 50% of the work. 

 

Procurement Technical Assistance Centers (PTAC) 

Local resources that provide assistance to companies who are marketing the products and services to the government.  The federal government sets up and administers PTAC as a service to businesses. 

 

Procurement 

The procedures for obtaining goods or services, including planning, preparation, and processing of a requisition, through receipt and acceptance of delivery and processing of a final invoice for payment. 

 

Production 

The process of formatting and producing the final proposal volumes, which may include adding cover, title page, Table of Contents, List of Figures, checking cross-references in documents, developing acronym and abbreviations list, ensuring page count is met, adding attachments or appendices, validating captions for graphics, and formatting the page breaks. May also refer to creating electronic copies, performing virus scan, printing paper copies of volumes, and assembling completed volumes with binders, tabs, and CDs.  

 

Proposal 

An offeror’s response to a government RFP. This is usually composed of volumes that come from the RFP itself.  

 

Proposal Manager 

Person who manages the proposal process. This person does not necessarily write the proposal, but develops the schedule, works with Capture Manager to set reviews, gives writing assignments, determines format, communicates with everyone who is on the proposal team. 

 

Proposal Team  

The people who will support a proposal. This includes the Proposal Manager, Proposal Coordinator, Writers, Artists, Editors, Reviewers, Volume Leads, and Capture Manager. Others who support the Proposal Team and may or may not be considered part of the team include personnel from Contracts, Pricing, Security, Safety, Quality, and Management. 

 

Protest 

A formal process where a government contractor can challenge an agency’s decision regarding the ground rules for a procurement and the award decisions made by the agency. Bid protests provide the bidding contractor an opportunity to make sure their competition for government contracts is fair and objective. 

 

Qualify Opportunity 

The process of reviewing and analyzing an opportunity to determine if it is a good fit for your company to bid. This includes determining if the bid fits within the company’s strategic plan, is work that is relevant and profitable to the company, if the company has resources to bid the opportunity, and what impact a bid has on the company. 

 

Receipt Letter 

For a hardcopy proposal, this is a letter delivered with the proposal to the Government Contracting Officer. It has a place for signature and date, to verify the proposal was received on time and by the appropriate official. This letter should be filed for future reference in case of a dispute on proposal delivery. 

 

Red Team 

Part of Color Team Reviews that predicts how well your near final proposal would score when evaluated by the customer. Red Team recommends improvements, assesses completeness and clear communication of strategy and win themes. 

 

Release of Adverse Past Performance Information (PPI) 

Many RFPs request a Release of Adverse PPI if the prime contractor is submitting a past performance citation from a subcontractor. This release allows the government personnel to discuss any adverse findings in a subcontractor’s past performance reference. If the evaluators discuss an issue/problem with a past performance reference, they will label it as a weakness or deficiency. Without this release, that weakness or deficiency cannot be clarified or removed, and the team will be left with a weakness/deficiency, which may affect their overall evaluation and contract award. 

 

Reps and Certs (Representations and Certifications)  

This is required for all federal government proposals. This is found in Section K of the RFP and verifies your company size status. This is usually done electronically through a yearly update in ORCA. 

 

RFI (Request for Information)

A tool used by government to gather information on potential companies and their ability to provide needed services. This is done as part of market research for developing the acquisition strategy. 

 

RFP (Request for Proposal)

Documents used by an agency or company to solicit proposals from industry or academia to perform specific tasks. This is also called a solicitation. 

 

RFQ (Request for Quotation)

A type of solicitation, usually smaller dollar value contracts or purchases, that may be used for commercial items up to an agency’s pre-determined threshold. Typically used to obtain pricing quotes for a specific number of well-defined items. 

 

Risk 

Unexpected events that may or may not occur and impact project performance in some way.  

 

Risk Management 

A plan to categorize, track, and manage contract performance risks by these methods: accept, mitigate, transfer, and avoid. Most proposals require an identification of risks, mitigation strategies, and assignment of level of severity of risk, before and after risk management strategies are applied. 

 

Risk Matrix 

A tool to identify and assign the likelihood of risks and evaluate the potential damage or consequence of the risk. It is usually illustrated by a 5 x 5 Risk Matrix, which includes Likelihood rated at 1 to 5, and Consequence rated at 1 to 5. It contains green, yellow, and red areas to note the overall risk as low, moderate, or high.  

 

Safety Plan

A plan developed by the offeror that addresses the Safety requirements of the RFP. It details how contract employees will meet all local, state, federal, and agency safety requirements. It also includes the people who will manage the safety plan, reporting requirements, a job hazard analysis, training, and other information on how the plan is implemented to ensure people, property, and assets are protected. 

 

System for Award Management (SAM)

SAM is a government website that government contractors use to register their business with the federal government. All government contractors must register with SAM and update their registration information annually. 

 

Set Aside

A contract with limited competition to help level the playing field for small businesses. A set aside is a competitive bid within a specific small business socio-economic category. For example, a contract that is ‘set aside for a woman-owned business’ is a WOSB set aside and the prime contractor or bidder must meet that set aside requirement. 

 

Small Disadvantaged Business (SDB)

A small business that meets the Small Business Administration’s requirements for SDB. It is one of the small business socio-economic categories required in a small business subcontracting plan. 

 

Sole Source Acquisition

A type of contract that can be issued without a competitive bidding process. This usually happens in situations where only a single business can fulfill the requirements of a contract. Similar to Direct Award. 

 

Solicitation

The Request for Proposal (RFP) or Request for Quote (RFQ) that is released from the Government. This document contains all the information about the bid and how the bidder(s) will respond. 

 

Solicitation Number

The Federal Government Solicitation Number is a 13-digit number that identifies a particular Agency, Year, Type, and other Factors.  

  • The first six digits identify the buying agency's ordering office. 
  • The second two digits indicate the fiscal year the contract was issued. 
  • The letter defines the type of solicitation - Q (RFQ), R (RFP), B (Invitation for Bids IFB), A (BPA), P (Purchase Orders), D (Indefinite Delivery Contracts, See FAR 4.1603. 
  • The last four digits simply identify that specific contract 

 

Solutioning

Usually, a brainstorming session to determine the best solutions for the customer’s concerns, needs, issues, problems, and hot buttons. 

 

Source Evaluation Board (SEB)

Individuals who are reviewing and making the recommendation of which company should receive the award  

 

Sources Sought

Market research tool used by government to see how many qualified bidders may be available for a specific bid. If at least 2 qualified bidders are small businesses, then the opportunity must be a small business set aside. This also holds true for 8(a) and HUBZone set aside categories. 

 

Statement of Objectives (SOO)

The SOO identifies the broad, basic, top-level government objectives of an acquisition or procurement. 

 

Statement of Work (SOW)

The portion of the RFP and eventually the contract, which clearly defines the requirements of the specific work to be accomplished. It is usually found in Section C of a solicitation. In a performance-based acquisition this section is called Performance Work Statement (PWS). 

 

Storyboards

A tool to help writers decide and receive agreement on what they plan to write before they start writing. Storyboards are intended to be collaborative and to expand upon the proposal outline. They should incorporate customer concerns, solutions, suggested graphics, win themes, and proof points. 

 

Strengths

Part of the SWOT Analysis where the offeror identifies their own and their competitor’s positive aspects that the customer may assess as an advantage. 

 

Subcontract

An agreement between a prime contractor to another government contractor for the execution of part of the contractual obligation of the prime contract to the owner. 

 

Subcontracting Plan

A plan that details how much of the proposal workshare (percentage of contract cost) will be performed by the offeror or prime contractor, and how much will be performed by subcontractors. In a Full & Open bid, there are minimum requirements for subcontracting to all small business socio-economic categories, including WOSB, SDVOSB, HUBZone, 8(a), and SDB. 

 

SWOT Analysis

Strengths, Weaknesses, Opportunities, and Threats analysis to address competitive positioning for a bid. A SWOT analysis identifies potential competitors and assesses them as the customer would. The offeror also assess their own team in the same way. This helps guide improvements in the Capture Strategy which become the Proposal Strategy. 

 

Team Table

Graphic used in proposal volumes to provide an overview of the proposed team. May include company logos, socio-economic certifications, assigned PWS areas, and volume specific bullet points. Technical volume team table bullets relate to technical performance (experience in PWS areas, years supporting this customer, ISO certification, CMMC, ITIL level, and other certifications). Management volume team table bullets should relate to management area (security clearance level, company locations, number of employees, retention rate), past performance team table bullets details experience and performance (CPARS, years of experience on specific contracts or for customers). 

 

Technical Approach

An offeror’s response to technical RFP requirements, which generally includes how the technical PWS/SOW/SOO elements will be performed. Approach may include understanding; step-by-step process; tools and software to be used; directives, guides, processes to be implemented; risks and mitigation; features and benefits; innovations; and a proof point. 

 

Terms and Conditions

Part of the RFP which defines the rules under which all bids/proposals must be submitted and the rules for execution of the proposed work. 

 

Time and Materials Contract

A contract providing for the procurement of supplies or services based on direct labor hours at specified fixed hourly rates and material at cost. 

 

Transmittal Letter

Cover letter included with proposal addressed to Contracting Officer. Usually states number of hard copies and CDs that are included and pertinent contact information. 

 

Unsolicited Proposal

A proposal that is not in response to an issued RFP. It is created as the result of conversations with the customer, where a requirement is identified. 

 

Veteran-Owned Small Business

A small business (under a specified NAICS) where the majority ownership and daily business operations are supervised by a veteran. The company must meet additional requirements for this certification. 

 

Weakness

Part of the SWOT Analysis where the offeror identifies their own and their competitor’s negative aspects that the customer may assess as a disadvantage. 

 

White Glove Check

Final check before proposal is packaged for delivery. After printing, binders are assembled with appropriate transmittal letter, tabs, and all proposal sections. Proposal Manager, Capture Manager, Production Manager, or any combination thereof will turn every page of all copies of every volume to ensure proposal is ready to submit. 

 

White Hat Review

Part of Color Team Reviews and is a Lessons Learned review. A White Hat review focuses on improving your future submissions by analyzing what worked well on this bid and where problems occurred. 

 

Win Themes 

Theme statements that represent a concept in your proposal designed to persuade the government of your unique capabilities. 

 

Wired 

Slang for the idea that the selection of an organization to receive an award has been decided prior to the submission of competitive proposals. 

 

Woman (or Women)-Owned Small Business 

A small business (under a specified NAICS) where the majority ownership and daily business operations are supervised by a woman or multiple women. The SBA certified WOSB companies and sets the requirements.

 

Understand the terms under each tab to help your company better compete for government contracts and successfully manage the contracts you win.

 

 

Happy Bidding!

HubSpot Video

The software solution for Government contractors and Business development professionals.


 

Selected OneTeam Features

 

computer web-1
Automated Writer Packages

Generate Word documents with automated annotations

Checklist
Data Calls

Automated workflow for NDAs, TAs, Data Calls

idea to award
Capture Integration

Turn capture strategies into winning proposals

govwin
GovWin Integration

Automatic pipeline creation, data population, and updates

Team discussion
Communication

Integrate with Microsoft Teams for secure virtual meetings

Organization relationship
Team Management

Add opportunity and document specific users

notification alarm
Automatic Notifications

Opportunity changes, assignments, and tasks

Team discussion
Collaborative Color Teams

Auto-generate review documents without cutting/pasting

Streamline data organization with our Capture Management Toolkit

 

As a capture manager, you identify contract opportunities and spend 1 to 2 years building the winning team. You develop and execute a capture plan with the intent to shape the procurement. Use these tools on your next bid!

 

Get the Toolkit

Capture Management Toolkit

 

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