Federal procurement is a multi-billion-dollar opportunity, yet only 4% of small businesses have a GSA Schedule contract. Understanding the roles of key decision-makers is crucial to navigating this space successfully. Here’s a quick look at the five primary players who shape federal contracting decisions:

• Contracting Officers (COs): Oversee the entire procurement process, from solicitations to contract management. In FY2024, they awarded $773.68 billion in contracts.
• Administrative Contracting Officers (ACOs): Manage compliance and contract execution post-award, recovering $2.8 billion in FY2022 through financial oversight.
• Procuring Contracting Officers (PCOs): Handle pre-award activities, like drafting solicitations and evaluating bids. In FY2023, they managed $694 billion in contracts.
• Program Managers and Technical Staff: Define procurement requirements and monitor contractor performance using tools like CPARS.
• Small Business Representatives (SBRs): Advocate for small businesses, ensuring fair access to contracts. In FY2023, they helped secure $82.8 billion for small businesses.

With 44% of federal awards receiving only one bid, the opportunity for well-prepared contractors is immense. By understanding these roles and their responsibilities, businesses can better position themselves to win contracts and grow in the federal marketplace.

Former Contracting Specialist On Finding Federal Contract …

1. Contracting Officers (COs)

Contracting Officers (COs) are responsible for binding the U.S. government to contracts. In FY2024, they awarded a total of $773.68 billion in contracts, highlighting their critical role in overseeing federal spending.

Their authority comes from the Federal Acquisition Regulation (FAR) Subpart 1.6. Only COs with proper warrants can sign contracts over $10,000, ensuring taxpayer funds are handled responsibly.

COs oversee the procurement process through three main phases:

• Pre-award: Tasks include creating solicitations, conducting market research, and setting evaluation standards.
• Award: Proposals are reviewed based on technical ability (60%) and cost (40%).
• Post-award: Responsibilities include managing contracts and resolving disputes.

In 2024, the Army reported that 92% of COs used AI-assisted tools for market research. This helped cut acquisition timelines by 18%.

To stay qualified, COs undergo strict training, including a 24-week FAC-C Professional certification, annual ethics training, and additional agency-specific courses.

One notable example of their authority occurred in August 2024, when the Civilian Board of Contract Appeals upheld a CO’s decision to reject a $2.1 million claim from Embassy Constructors LLC. The claim was denied due to nonconforming material substitutions, even though a Contracting Officer’s Representative (COR) had verbally approved them.

COs also play a key role in supporting small businesses. In FY2024, $176.11 billion in contracts were awarded to small businesses, reflecting their commitment to a diverse federal marketplace.

Data indicates that 61% of COs prefer email communication through beta.SAM.gov portals, making this a crucial platform for vendors to connect with them.

This structured authority and process provide a foundation for understanding how other federal procurement roles operate.

2. Administrative Contracting Officers (ACOs)

Administrative Contracting Officers (ACOs) focus on managing contracts after they’ve been awarded, ensuring compliance and smooth execution. This post-award role sets them apart from Contracting Officers (COs) and makes them essential to the contract lifecycle.

ACOs receive their authority through Standard Form 1402 warrants, which allow them to modify contracts up to $750,000. They handle more than 68 contract administration tasks, including verifying drug-free workplace programs, checking compliance with regulations, conducting quality assurance, and reviewing contractor security measures.

In 2022, ACOs recovered over $2.8 billion through their financial oversight efforts. Their main responsibilities include:

Contract Performance Monitoring

• Conduct regular inspections
• Verify drug-free programs
• Ensure compliance with regulations
• Manage quality assurance processes
• Review contractor security measures

Financial Management

ACOs oversee progress payments and financing, withholding a 10% retainage until the contract is fully accepted.

One standout example of their work is the Army’s APS-5 program. ACOs managed contracts for 1,800 contractors involved in maintenance and supply operations.

Compliance with Regulations

ACOs ensure compliance with sustainability requirements, including:

Professional Training and Certification

ACOs must complete CON 200-202 training, earn the FAC-C (Professional) certification, and complete 40 hours of annual coursework in areas like ESG and cybersecurity. This rigorous training ensures they are prepared to maintain contract compliance and support the work initiated by COs.

For closing out contracts, ACOs follow a detailed 12-step process outlined in FAR 4.804-5. In FY2023, this diligence contributed to the Defense Contract Management Agency closing 89% of contracts on schedule.

Additionally, ACOs act as liaisons for joint contracts involving multiple agencies. They lead integrated process teams with members from the Defense Contract Audit Agency (DCAA), Defense Contract Management Agency (DCMA), and other stakeholders. This collaborative approach ensures thorough oversight and successful execution of federal procurement efforts.

3. Procuring Contracting Officers (PCOs)

PCOs play a central role in awarding federal contracts during the pre-award phase. They oversee contracts ranging from $250,000 for simplified acquisitions to multi-billion-dollar agreements. Their authority depends on their experience and certification level. Below, we’ll break down their authority, responsibilities, and their influence on small business participation.

Authority and Certification

PCOs receive their authority through Standard Form 1402 warrants, which set limits based on their experience:

Pre-Award Responsibilities

PCOs are responsible for critical activities during the pre-award phase. According to Federal Procurement Data System reports, in FY2023, PCOs managed 568,342 contracts worth $694 billion. On average, each PCO handled 12–15 active procurements at a time. Their key duties include:

• Drafting solicitation documents (RFPs/RFQs)
• Establishing evaluation criteria
• Leading source selection teams
• Making final award decisions

Source Selection Authority

Under FAR Subpart 15.3, PCOs have strict control over the evaluation process. For example, in 2024, a NASA PCO rejected all bids for a $150 million lunar rover contract due to technical flaws. This decision led to a 40% increase in competitive bids and saved $12 million.

"Study the evaluation criteria in Section L of solicitations exhaustively. Align proposals precisely with the PCO’s stated priorities, and request clarification through official channels if requirements are ambiguous", advises Dr. Laura Simmons, a former GSA PCO and NCMA instructor.

Small Business Considerations

In 2023, PCOs directed 28.4% of federal contracts – totaling $154.2 billion – to small businesses. For instance, a Department of Homeland Security PCO redirected a $7 million cybersecurity contract to an eligible 8(a) program participant after confirming their capability through market research.

Protest Prevention

Beyond their pre-award and evaluation duties, PCOs work to reduce procurement disputes. Under FAR 15.506, they are required to provide debriefings within three days of a request. In 2024, Army PCOs achieved a 95% debriefing rate, which helped lower the likelihood of contract protests by 22% by offering clear explanations of technical scoring and cost analyses.

As federal procurement grows more complex, PCOs are increasingly involved in mitigating risks. For example, during a $45 million EPA procurement for environmental sensors in early 2025, the PCO held weekly legal alignment meetings. This proactive approach reduced potential protest vulnerabilities by 40%.

sbb-itb-8737801

4. Program Managers and Technical Staff

Program managers and technical staff play a key role in turning agency needs into clear, actionable requirements while ensuring contractors meet government standards.

Program managers are required to hold the Federal Acquisition Certification for Program and Project Managers (FAC-P/PM). This certification includes at least 80 hours of training on topics like systems engineering, lifecycle cost analysis, technical risk management, and integrating new technologies.

Technical staff help define procurement criteria. For example, at the Defense Health Agency, biomedical engineers emphasized calibration accuracy in scoring matrices, leading to a 92% compliance rate with Joint Commission standards.

To monitor progress and evaluate contractor performance, program managers rely on tools like CPARS. In early 2025, the Department of Energy’s Energy Efficiency and Renewable Energy program achieved 92% contract compliance by implementing detailed monitoring processes.

For cybersecurity contracts, the Department of Homeland Security evaluates contractors using the following criteria:

Technical staff also oversee change controls through configuration boards. For instance, the VA’s Electronic Health Record Modernization Program rejected 23% of change proposals in Q1 2024 due to risks of system regression.

As subject matter experts, program managers and technical staff ensure technical and operational standards are met. Their oversight complements the work of contracting officers, fostering effective collaboration with federal decision-makers throughout the procurement process.

5. Small Business Representatives

Small Business Representatives (SBRs) play a key role in advocating for small businesses in federal procurement. Their mission is to ensure small businesses have fair access to government contracts. These representatives include Procurement Center Representatives (PCRs) and directors from the Office of Small and Disadvantaged Business Utilization (OSDBU), who collaborate directly with agency leadership.

With federal law requiring 23% of contracts to go to small businesses, the impact of SBRs is clear. For example, in FY 2023, Department of Defense SBRs helped small businesses secure $82.8 billion in contracts.

Here’s how SBRs support small businesses:

These numbers highlight their influence at every stage of the contracting process. Take NASA in 2023, for instance: an SBR identified a $4.7 million satellite component contract as a candidate for a women-owned small business set-aside. By working with technical staff to streamline requirements, they enabled a first-time contractor to win the award [16].

SBRs also oversee prime contractors’ compliance with small business subcontracting goals. In 2023, audits led by PCRs at the Department of Defense resulted in $2.1 million in penalties for contractors who failed to meet these commitments.

Collaboration between SBRs and other federal personnel can lead to innovative programs. For example, the Department of Veterans Affairs launched a pilot initiative in 2024 that reserved IT contracts under $250,000 exclusively for veteran-owned small businesses. This effort expanded opportunities for qualified contractors.

SBRs continue to provide support even after contracts are awarded. In one instance, a cybersecurity firm faced delivery delays on a $1.2 million Department of Homeland Security contract in 2024. The firm’s assigned SBR secured a 90-day extension and arranged technical assistance grants, ensuring the project’s success [16].

A 2021 update to the Federal Acquisition Regulation further strengthened PCR authority, allowing them to review all acquisition packages and recommend set-asides. This change has opened more doors for small businesses, emphasizing the importance of collaboration among federal decision-makers.

Working with Federal Decision-Makers

Engaging effectively with federal procurement officials requires careful preparation and a solid understanding of contracting rules. Did you know that about 44% of government awards only receive one bid? This opens the door for small businesses that are well-prepared to step in. The strategies below align directly with the roles and processes outlined earlier.

Key Decision-Makers and Engagement Strategies

To connect with decision-makers, tailor your approach based on their specific roles:

Strengthen Your Approach

To stand out, focus on thorough documentation and competitive pricing. Securing a GSA Schedule contract can be a game-changer, offering a reliable pathway to federal business and laying the groundwork for stronger relationships with procurement officials.

When working with Contracting Officers and technical evaluators, prioritize these steps:

• Prepare Documentation: Gather certifications, past performance records, and technical specs in an organized manner.
• Develop a Pricing Plan: Create competitive pricing that aligns with federal market expectations.
• Ensure Compliance: Stay up to date with federal acquisition regulations to avoid issues.

Expert Support for Small Businesses

Navigating federal procurement can be tricky. Partnering with experts like GSA Focus can simplify the process, making it easier to secure a GSA Schedule contract. This can lead to quicker contract awards and better-negotiated terms.

Benefits of GSA Schedules

Winning government contracts through GSA Schedules offers several advantages:

• Faster sales cycles
• Less competition
• Access to billions in daily government spending
• Stable, recession-resistant revenue

Build Strong Relationships

Stay in regular contact with Small Business Representatives and Contracting Officers. These connections provide insights into upcoming opportunities and help you address potential issues early on. Solid relationships can be a key factor in your success.

Conclusion

Federal procurement decision-makers play a crucial role in contracting success. Consider this: only 4% of small businesses are on GSA Schedules, yet nearly half of government awards receive just one bid. This creates a massive opportunity for contractors who know how to connect with key officials effectively.

By learning the responsibilities of Contracting Officers, ACOs, PCOs, Program Managers, and Small Business Representatives, contractors can better navigate the federal contracting process. Together, these roles form a clear pathway to securing federal contracts. GSA Schedule contracts alone account for billions of dollars in annual spending. These numbers highlight why understanding these roles is so important.

"Every day you’re not on GSA, you’re missing out on $50m+ in opportunities."

To succeed in federal contracting, focus on these key areas:

• Understand each decision-maker’s role and authority to ensure you’re targeting the right person.
• Build strong relationships with Small Business Representatives to uncover opportunities.
• Communicate clearly with Contracting Officers to avoid misunderstandings.
• Collaborate effectively with Program Managers and technical teams to meet requirements.
• Stay compliant throughout the contracting process to maintain eligibility.

FAQs

What is the difference between Contracting Officers (COs), Administrative Contracting Officers (ACOs), and Procuring Contracting Officers (PCOs) in federal procurement?

Contracting Officers (COs), Administrative Contracting Officers (ACOs), and Procuring Contracting Officers (PCOs) each play distinct roles in the federal procurement process. COs are responsible for overseeing the entire contracting process, from solicitation to award, ensuring compliance with federal regulations. PCOs focus on the pre-award phase, handling tasks like issuing solicitations, evaluating proposals, and awarding contracts. ACOs, on the other hand, manage post-award activities, such as ensuring contract performance, addressing modifications, and resolving disputes.

Understanding these roles is crucial for navigating federal procurement effectively, as each officer contributes to different stages of the contracting lifecycle.

What can small businesses do to improve their chances of winning federal contracts, given that only 4% currently hold a GSA Schedule contract?

Small businesses can significantly improve their chances of winning federal contracts by obtaining a GSA Schedule contract, which opens the door to a federal marketplace worth over $160 million in daily opportunities. Despite this potential, only 4% of small businesses currently hold a GSA Schedule contract.

To simplify the process, businesses can work with experts like GSA Focus, who provide comprehensive support with tasks such as document preparation, ensuring compliance, and assisting with negotiations. This helps businesses save time, avoid common pitfalls, and streamline their entry into federal contracting opportunities.

What is the role of Small Business Representatives in helping small businesses access federal procurement opportunities?

Small Business Representatives play a crucial role in ensuring small businesses have a fair chance to compete for federal contracts. They advocate for small business inclusion in the procurement process, provide guidance on eligibility requirements, and help identify contracting opportunities tailored to small enterprises.

Additionally, these representatives work to meet federal small business contracting goals by collaborating with agencies and contractors to promote participation. Their efforts are essential in leveling the playing field and fostering growth for small businesses in the federal marketplace.

Related posts

• Key Roles in GSA Contracting Explained
• Ultimate Guide to Engaging Procurement Officials
• Role of Contracting Officers in GSA Contracts
• Types of Federal Procurement Methods Explained