Column: How to find opportunities before they hit the street

by Tom Johnson, publisher, Set-Aside Alert

Wouldn’t it be great if you could identify key contract opportunities before they appear in FedBizOpps? You could prepare in advance, get your team put together, line up the right resumes and gather your past performances so you don’t have to scramble down to the wire.

Well, there is such a tool, and it’s public and free. Every department and major agency publishes its acquisition plan for the coming year, per FAR Part 5.404.

Oct. 1 deadline

The plans are to be posted by Oct. 1 each year, although not all agencies meet that objective. Some of the agencies regularly meet that deadline: for example, the Transportation Department’s forecast for fiscal 2016 is out on the Web already, which is typical for that department.

Forecast features

The plans are known by different names in different agencies. Long Range Acquisition Forecast, Forecast of Contracting Opportunities, Long Range Acquisition Estimate, Procurement Forecast and Annual Acquisition Plan are some of the titles used.

The plans are a description of upcoming program requirements, the estimated range of value of contract opportunities for meeting those requirements, and the estimated timetable for contracting.

RFP dates in flux

Care and flexibility must be used in evaluating the published information. Numerous factors can affect the timing of specific opportunities, such as sequestration and the passing of short-term Continuing Resolutions.

For example, agencies may not be able to launch new development projects while a Continuing Resolution is in effect. This means that contracts for performing day-to-day operational and maintenance tasks or providing consumables and repair parts can be funded, but efforts to design and build new IT systems, buildings or weapons must wait for appropriations.

On the other hand, if a requirement is listed on the agency’s forecast, you can be sure that it is something the agency needs and definitely intends to eventually pursue, even if funding is not available when scheduled. Consequently, your market research should seek out those opportunities that will require your unique capabilities, and get yourself in front of the program and contracting officials who will be handling the acquisition.

Contact information

Each plan is required to list the name and contact information for the contracting official expected to handle the requirement. Some plans also list program managers (see the Energey Department’s website).

Also listed are the description, NAICS code, dollar range, expected fiscal quarter for the RFP/IFB, and oftentimes the procurement method.

If the opportunity is expected to be awarded under a GSA Supply Schedule, you will need to know which schedule. If you are not listed on that schedule, you may want to team with someone who is.

If you notice that a requirement is planned for the wrong NAICS code, or if it is listed as Full and Open and you know that two or more small businesses could successfully bid on the opportunity, now is the time to contact the contracting official and request a change, or file a protest.

Finding expiring contracts

The plans are a great tool for finding recompetes of expiring contracts. When products or services are needed regularly, agencies will often award term contracts, for a full year or for multiple years or option years. The forecast will tell you when those contracts are coming due, and oftentimes identify the incumbent contractor. If it was an 8(a) set-aside, and the incumbent graduates, the agency usually has to contract via another 8(a) set-aside.

Some plans project well out into the future, not just for the current fiscal year. Air Force for example forecasts into 2018.

Where to find the plans?

Where do you find these plans? Since the forecasts are the responsibility of the department’s acquisition function, you will usually find them linked to that part of the agency’s website, sometimes under the moniker “Doing Business with [Agency]”. Googling “long range acquisition” turns up quite a few links to various agencies.

Oftentimes, the agency’s Office of Small and Disadvantaged Business Utilization (OSDBU) or Office of Small Business Programs (OSBP) also calls out the links to the acquisition plan from their web pages.

OSDBU managers also distribute hard copies of the plan at matchmaker events, small business days and industry conferences. If you pick up one there, always get online to see about subsequent revisions and what fields have been updated.

Many agencies have moved their plans online as searchable and updatable Web pages. Some agencies just post spreadsheets or “pdfs” of their plans, but others maintain near-real-time updating of opportunities as they arise. Changes in fiscal quarter, NAICS codes, acquisition methods and points of contact are posted as needed. Consequently it is imperative that you check regularly on opportunities of interest.

The online plans can be searched by date, dollar range, NAICS, procurement method, incumbent’s name, buying office or place of performance. You might be surprised to see which buying office is responsible for making the award.

Various agencies also use the forecast section to post lists of current prime contractors, and lists of subcontracting opportunities. If you are looking for a way to develop past performance, find some subcontracting opportunities in that agency and build your agency credentials.

Tom Johnson is publisher of Set-Aside Alert. Contact him at tjohnson@setasidealert.com.

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Column: How to find opportunities before they hit the street

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