What Makes Government Contracts Unique? Strategies & Best Practices You Should Know

The US Government spends over $600 billion per year on contracts and services, with nearly a quarter of its 11 million contracts set aside for small businesses. Pursuing these government contracts can represent a bold choice requiring careful planning and understanding of the processes involved.

Whether it’s a small business owner or an established company, venturing into the realm of government contracts can open up new opportunities for growth and success. However, businesses will want to approach this journey with a clear understanding of the complexities and requirements involved.

Government contracts can be a rewarding venture, but they come with their unique set of challenges. Read our 101-level guide to getting started in the world of government contracting.

What are Government Contracts?

Government contracts involve businesses providing goods or services to federal, state, or local government entities that bring their own regulations and standards. Finding success in this sector requires immense planning, strategic differentiation, and managing compliance systems to meet the complex demands and intense competitive landscape.

Evaluations serve as gatekeepers, ensuring strict adherence to standards and securing contract opportunities. With nuanced regulatory frameworks and a necessity for attention to detail, this challenging yet rewarding endeavor requires expertise, resources, and a commitment to meeting compliance standards.

Navigating the world of government contracts

While the prospect of securing a government contract may be enticing, it comes with its fair share of challenges. One major hurdle is the need to navigate through a complex web of regulations and compliance requirements set forth by federal agencies. These regulations are designed to ensure fair competition, transparency, and accountability in the way the government spends tax dollars. As a result, it is vital to learn the rules in the Federal Acquisition Regulation (FAR), which serves as the foundation for conducting business with the government. 

The world of government contracting is highly competitive. One difference between government agencies and government contractors is funding — multiple bids are required for most contracts. Companies face numerous other businesses vying for the same contract opportunities, so they need to develop a comprehensive strategy that sets them apart from the competition. Highlighting a unique value proposition, differentiating factors, and expertise will be integral to winning contract opportunities. 

In this quick government contractor relationship guide, we'll offer insights and guidance to help companies new to this space navigate this intricate landscape with confidence.

Sourcing Contract Opportunities

Use online resources like SAM.gov (the government’s official contract repository) or GovTribe, a tool that provides access to an enriched data set. Participate in industry events to connect with experienced professionals who have navigated this landscape before. According to the GAUGE Report, most government contractors find new business the old-fashioned way — through relationships! Consider the invaluable resources provided by industry associations. They offer a wealth of knowledge, training programs, and avenues for networking that can significantly benefit businesses.

The Importance of Compliance in Government Contracts

Keeping pace with federal regulations is another critical component of winning government contracts. In the world of government contracting, it's not just a nice-to-have. It's a must-have. The federal government operates under a tight set of rules and regulations, and businesses will need to understand and adhere to these. 

The cost of compliance is an investment that pales in comparison to the potential consequences of non-compliance. It can result in penalties, contract cancellations, and irreparable damage to a company’s reputation. On the flip side, a strong compliance record can set an organization apart from the crowd and help build trust with government clients.

By prioritizing compliance, companies demonstrate a commitment to upholding regulations and safeguarding the interests of all parties involved.

Key Regulations for Government Contractors

Government contracting regulations can be overwhelming at first, but don't worry—we're here to break them down. Companies should familiarize themselves with key regulations such as the Cost Accounting Standards (CAS), Defense Contract Audit Agency (DCAA) regulations, and the Contractor Purchasing System Review (CPSR). 

• The Cost Accounting Standards (CAS) are a set of guidelines that contractors must follow when accounting for their costs. This ensures transparency and consistency in financial reporting. The government will require companies involved in federal contracts to understand and comply with these standards. 
• DCAA compliance regulations are specifically applicable to contractors working with the Department of Defense. These regulations outline the requirements for audits and reviews of contractors' financial systems, allowing the government to ensure that the taxpayer's money is being spent appropriately and efficiently. 
• The CPSR (Contractor Purchasing System Review) is an evaluation conducted by the government to assess a contractor's purchasing practices. This review focuses on determining whether the contractor's procurement procedures comply with applicable regulations and whether they promote fair competition and reasonable pricing. 

By staying informed about and adhering to these regulations, companies can navigate the world of government contracting with confidence and ensure compliance with the necessary guidelines. 

Ensuring Compliance  

Understanding the rules and regulations is just the first step when it comes to government contracts. Once they understand what makes government contracts unique, companies need to establish and maintain systems to ensure compliance. Compliance is not a one-time task but rather an ongoing commitment that requires constant vigilance and attention to detail. 

Keeping Track of Contract Records 

One key aspect of maintaining compliance is to have clear and well-documented processes. These processes should outline the steps to be followed when evaluating, procuring, documenting, and executing government contracts, ensuring that all actions are conducted per the relevant laws and regulations. Having established systems minimizes the risk of unintentional violations and demonstrates a commitment to upholding the highest standards of integrity and accountability. 

Regular Monitoring and Auditing

Conducting routine checks and assessments of contract-related activities can help identify any potential areas of concern or non-compliance. This proactive approach allows companies to address issues promptly and implement corrective measures to mitigate risks. 

Maintaining compliance with government contracts is an ongoing endeavor that necessitates a holistic and proactive approach. Implementing robust systems and committing to constant enhancement enables organizations to effectively uphold compliance obligations while sustaining a solid reputation as a reliable and ethical government contractor.  Conducting repeated internal audits can help identify gaps in current systems and provide opportunities for continuous improvement. 

In-Depth Training and Education

Proper knowledge of the vital details surrounding government contracts ensures that all stakeholders involved are well-informed and aware of their obligations. Providing comprehensive training sessions and materials empowers employees to make informed decisions and take appropriate actions that align with regulatory requirements.

This continuous learning approach ensures that compliance remains a top priority and that all individuals involved understand the significance of their roles in upholding legal and ethical standards.

Businesses will want to stay up to date with any major changes or updates to government contracting regulations. Government agencies are known to update their guidelines and requirements periodically, and it is an organization’s responsibility to stay informed about these revisions.

Subscribing to newsletters, participating in industry conferences, and regularly reading official government websites and social media accounts can help companies stay abreast of any developments that may impact compliance efforts.

Utilizing DCAA-compliant software can greatly assist in streamlining compliance efforts and ensuring adherence to government contract requirements. This specialized software provides automated solutions for timekeeping, cost tracking, and audit readiness, enabling organizations to manage their contracts while meeting the stringent DCAA standards efficiently.

One difference between government agencies and government contractors is the risk of competitor intervention. Be aware that if any other contractors feel there was a lack of compliance or fairness in the award process, the award can (and frequently is) contested in the form of an official protest. Having a well-documented process and all communications is necessary when this happens.

Securing Government Contracts 

Securing a government contract can be an arduous journey that demands meticulous planning, strategic thinking, building a high-performing growth team & capture process, and a profound comprehension of the competitive landscape. However, despite the challenges that lie ahead, with the right team and a well-crafted approach, attaining a government contract is undoubtedly an achievable goal.

Create a Contract Strategy

Strategic thinking plays a pivotal role in navigating the complex terrain of government contracting. It involves developing a clear vision and outlining a roadmap for the necessary steps. Before embarking on the pursuit of a government contract, businesses should invest ample time and resources into comprehensive planning. This entails conducting a detailed analysis of the market, identifying potential opportunities, and assessing the company's capabilities vis-à-vis the specific requirements of government contracts. By doing so, businesses can align their strengths with the demands of government agencies, thereby enhancing their chances of securing a contract. This includes documenting all the various certifications for skills that are part of a bid – businesses need to have receipts!

Craft a Unique Value Offer

To show how your company's products or services can address the needs and challenges faced by government agencies, you will need to provide a compelling value proposition that demonstrates how. Businesses must carefully consider their competitive positioning, identifying what sets them apart from other contenders vying for the same contracts. 

By thoroughly researching and analyzing their competitors, businesses can gain valuable insights into their strengths, weaknesses, and strategies. This knowledge can then be leveraged to develop compelling proposals and differentiate themselves from their rivals. Staying aware of emerging industry trends and technological advancements allows businesses to adapt and innovate, further enhancing their competitive edge.

Build The Right Team

When growing your business, identify individuals with the requisite expertise, experience, and knowledge of government procurement processes. These professionals can contribute valuable insights, provide guidance, and ensure compliance with the extensive regulatory frameworks that govern government contracts. Additionally, assembling a diverse team with complementary skill sets cultivates a collaborative environment, facilitating the development of comprehensive and compelling proposals.

Navigate Government Contracts With Confidence

Knowing what makes government contracts unique and how to maintain compliance while securing them may be challenging, but the rewards make it all worthwhile. Above all else, remember that having the right team and tools in place can set companies apart from their competitors. Understanding the landscape and applying the right people and systems lets government contractors maintain consistent success.