You’re working on a proposal for a juicy government contract. You have a question about the solicitation or request for proposals (RFP). How do you ask questions? Even better, how can you ensure your questions will be answered in a way that helps you?
I used to be a contracting officer for several different government agencies. I know how these question-and-answer sessions operate from the government side. It is a strictly controlled process. I know what works and I know the mistakes to avoid. Now, I provide expert advice to businesses to guide you through the process!
Questions should be in writing
Submit your questions in writing. You can try to ask questions on the phone, but the contracting officer will want to keep everything in writing. All communications about competitive government contracts are strictly controlled once the solicitation is released.
Follow the process and pay attention to deadlines
Most solicitations have a formal process for asking questions. Potential contractors must ask the questions before the deadline. In turn, the government publicly releases the questions and answers to everyone who wants to read them. This means your competitors can read your questions (and answers).
Look for the deadline to submit questions and be sure to send your questions by that date. If there is no hour of the day specified, be safe by assuming the government’s “workday” ends at 2:00pm. In other words, submit your questions by mid-day of the deadline.
Look for the date of public release for answers to all questions and be sure to read them. Your competitors may ask important questions you didn’t consider, and they might also “tip their hand” and reveal an aspect of their strategy. Don’t make this same mistake!
Keep your cards close to your chest!
When you write your questions, assume that competitors can read the questions. “Keep your cards close to your chest” as if you’re playing poker. Don’t reveal a competitive edge or secret strategy. Word your questions carefully to protect your proprietary information, insider knowledge, or strategic plan for success.
For the truly advanced, there is a way to ask questions that can “scare off” or disqualify your competitor. If you can identify a deficiency of your competitor, you can ask a question about the solicitation that forces the contracting officer to emphasize that such a deficiency will be disqualifying. This might scare away a competitor, or allow you to challenge an improper award to a competitor. Remember, you and your competitor can read the questions and answers.
Direct, simple, specific
Write your questions so that they cannot be misunderstood or ignored. Consider the possibility that the government does not understand what you mean or simply does not want to answer your questions. “Force the answer” by keeping your questions direct, simple, and specific. Email me for help with this!
Separate your questions by number
Number your questions. Each question must stand on its own. Do not combine any two or more questions into a single question or paragraph consisting of several questions. That’s a rookie mistake!
Keep all questions separate and numbered. This prevents the government from answering some, but not all, of your questions.
If possible, write your questions so they can be answered with a “yes” or “no.” Be laser-focused and specific. Do not assume any knowledge, curiosity, interest, or good will on the part of the government. Do not expect the government to do any work or research or interpretation for you. Write each question as directly, simply, and specifically as possible.
Christoph Mlinarchik, JD, CFCM, PMP is the owner of www.ChristophLLC.com, providing expert advice in government contracts: consulting, professional instruction, and expert witness services. Contact Christoph at Christoph@ChristophLLC.com
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