How to Sound Confident When Speaking to Contracting Officers
Many contractors are intimidated by the idea of contacting the contracting officer. They worry about asking the wrong question, sounding inexperienced, or bothering someone who's already busy.
The truth is, communicating with the contracting officer is a normal part of government contracting. Knowing what to ask and when to ask it can help you better understand the opportunity, avoid unnecessary mistakes, and decide whether a solicitation is worth pursuing.
Here are some of the most common questions I get about working with contracting officers.
What's the first thing you should ask the contracting officer about a solicitation?
One of the first questions I like to ask is whether there's an incumbent contractor currently performing the work.
Knowing if there's an incumbent can completely change how you approach the opportunity. It tells you whether you're competing against someone who's already familiar with the agency, the work, and the customer. It also gives you insight into the level of competition you're likely facing.
If there is an incumbent, your next step is understanding who they are, what they've been doing, and how you can position your proposal to compete effectively. That information is often far more valuable than asking technical questions right away.
Is it better to email the contracting officer or should you call?
I prefer calling first.
A phone call gives you an opportunity to establish rapport and have a real conversation. Sometimes you'll learn things over the phone that would never come across in an email. You may get a better feel for the opportunity, clarify questions more naturally, and build a professional relationship with the contracting officer.
Not every contracting officer will have time to talk, and some may simply ask you to send your questions by email. That's perfectly normal.
The point is to start with a conversation whenever possible. If you discuss important details over the phone, follow up with an email confirming what was discussed so you have a written record.
Are you allowed to ask questions after the Q and A deadline?
You can always ask.
Whether the contracting officer chooses to respond is another story.
The question deadline exists so the agency has enough time to answer questions fairly and issue any necessary amendments before proposals are due. Once that deadline has passed, they may decide not to answer additional questions.
That's why it's important to review solicitations early. The sooner you identify questions, the better chance you'll have of receiving a response that could improve your proposal.
How do you respond if the contracting officer isn't responsive?
Give them a little time, but don't wait forever.
Contracting officers are busy, and it's normal for responses to take a few days. Follow up professionally if you haven't heard back.
If they continue to be unresponsive, I usually move on to another opportunity.
A contracting officer who isn't responding before proposals are due may also be slow to answer questions during the solicitation, issue clarifications, or even confirm they've received your proposal. Those are all things that can make the bidding process much more frustrating.
There are thousands of government contracting opportunities available. Sometimes the best decision is to focus your time on agencies that communicate well and make it easier to do business with them.
What do you do if a required form is missing or the solicitation doesn't make sense?
Don't guess.
If the solicitation references a required attachment that isn't included or contains instructions that conflict with one another, contact the contracting officer as soon as possible.
There's a good chance other contractors have noticed the same issue, and your question may result in an amendment that helps everyone competing for the contract.
Trying to figure it out on your own can lead to unnecessary mistakes or cause you to submit a proposal that doesn't meet the agency's actual requirements.
When something doesn't make sense, ask.
If you attend the site visit, will you be able to meet the contracting officer?
Sometimes, but that shouldn't be the reason you attend.
The purpose of a site visit is to better understand the project so you can prepare a stronger proposal. If the contracting officer is there, you may have the opportunity to introduce yourself and ask appropriate questions that are allowed during the visit.
Keep in mind that contracting officers have to treat every bidder fairly. They aren't going to give one contractor inside information that isn't available to everyone else.
The biggest value of attending a site visit isn't networking. It's seeing the work firsthand, identifying potential challenges, and gathering information that can help you submit a better proposal.
Final Thoughts
Good communication with the contracting officer can make a big difference throughout the bidding process.
Ask smart questions early, don't be afraid to pick up the phone, and pay attention to how responsive the agency is before investing too much time into an opportunity.
Government contracting is about building relationships just as much as it is about writing proposals. Professional communication and good judgment will serve you well throughout your contracting journey.
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.
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