Government Contract Management: How to Protect Yourself After You Win the Contract
Winning a government contract feels like the finish line, but it's really the beginning of the next phase.
Contract performance is where your reputation is built. It's where you develop past performance, strengthen relationships with government customers, and position yourself for future work. Managing the contract well is just as important as writing the proposal that won it.
Here are some of the most common questions I receive about contract management.
How often should you communicate with the contracting officer and the COR during contract performance?
Communicate more than you think you need to.
One of the biggest mistakes contractors make is only reaching out when there's a problem. Instead, keep both the contracting officer and the Contracting Officer's Representative informed throughout the project.
That doesn't mean sending unnecessary emails every day. It means providing updates, communicating potential issues early, and making sure there are no surprises.
Good communication builds confidence. If something unexpected happens, it's much easier to work through it when you've already established a strong working relationship.
What should you do if the government asks you to do something that isn't in writing?
Get it in writing.
This is one of the simplest pieces of advice I can give any government contractor.
If someone asks you to perform work that's outside the contract, change the scope, accelerate the schedule, or do something different than what's written, ask for written direction before moving forward.
Verbal conversations are easy to misunderstand. Memories change. Personnel change. A written record protects both you and the government.
Never assume you'll be compensated later for work that was never formally documented.
How can you protect yourself from unexpected cost increases during contract performance?
Sometimes circumstances outside your control affect the cost of performing a contract.
Fuel prices can rise, material costs can increase, supply chains can change, or broader economic conditions can create unexpected expenses.
Depending on your contract and the situation, you may have options such as submitting a Request for Equitable Adjustment, commonly called an REA.
An REA isn't something you file simply because your profits are lower than expected. It's intended for situations where the government or contract circumstances justify an adjustment under the terms of the contract.
Understanding when an REA may apply can save contractors from absorbing costs they may not be responsible for carrying.
Is there anything you can do if the government doesn't pay you on time?
Yes.
The federal government is generally required to pay contractors on time under the Prompt Payment Act. If a proper invoice is submitted and payment is delayed beyond the required timeframe, the government may owe you Prompt Payment Act interest, sometimes referred to as a prompt payment fee.
Before assuming you're entitled to interest, make sure your invoice was submitted correctly through the required invoicing system and that all necessary approvals have been completed. Many payment delays are caused by incomplete invoices or missing documentation rather than the agency itself.
If your invoice was properly submitted and payment is overdue, follow up professionally with the appropriate government contact to determine the status. If the delay falls under the Prompt Payment Act, the government may be required to pay interest on the late payment.
Knowing your rights under the Prompt Payment Act can help protect your cash flow and ensure you're compensated when payments are unnecessarily delayed.
Will the contracting officer be on site monitoring your performance?
Usually not.
The contracting officer is responsible for administering the contract, but they typically aren't the person overseeing your day to day work.
That's often the responsibility of the Contracting Officer's Representative, commonly called the COR, or another designated government representative.
The contracting officer handles the contractual side of the project, while the COR is generally responsible for monitoring performance and ensuring the work meets the contract requirements.
Understanding who has authority to make decisions is an important part of successful contract management.
Do you need to invoice the government using your company letterhead?
No.
Most federal agencies have established electronic invoicing systems that contractors are required to use.
For Department of Defense contracts, that system is commonly Wide Area Workflow, often called WAWF.
Many civilian agencies use the Invoice Processing Platform, or IPP.
Your contract will tell you which invoicing system to use and what information is required. Following those instructions is much more important than creating an invoice on company letterhead.
Submitting invoices through the correct system helps avoid unnecessary payment delays.
Final Thoughts
Winning a contract is only half the battle. Performing the work professionally is what builds your reputation and creates future opportunities.
Communicate often, document important conversations, understand your rights under the contract, and follow the government's processes for changes and invoicing.
The contractors who consistently grow aren't just good at winning contracts. They're good at managing them.
About Derek James
Derek James is the founder of GovKidMethod. By age 30, he had won 32 federal contracts worth more than $15 million. Since then, he's helped small businesses win more than $75 million in government contracts by teaching practical proposal writing, positioning, and bidding strategies that contractors can actually apply.
Ready to Go Further?
Reading about government contracting is one thing. Knowing exactly how to write winning proposals is another.
That's why I've made the first modules of my GovRFP Proposal Writing System available for free. They'll walk you through the foundation every contractor should understand before submitting bids.
Access the free GovRFP Proposal Writing System here:
www.govkidmethod.com/govrfp